Minutes of the first regular meeting of the 2025/2026 Council of the Municipality of Glenboro South Cypress held in the Glenboro South Cypress Fire Hall, at 425 South Railway Avenue in Glenboro, Manitoba, on Wednesday, November 12th, 2025.

Present at the meeting: Deputy Mayor Edwin R. Bedford, Councillors R. Gregory Fraser, Tracy L. Campbell, Richard J. Hunt, Dale L. Fisher, Chief Administrative Officer Darren J. Myers, Finance Manager Wayne K. Ludman and Administrative Clerk Robin A. Cooke.

Mayor Charles L. Radford sent his regrets.

Prior to the commencement of the meeting, in accordance with Section 101(1) of the Municipal Act, the Mayor and all Councillor Members present each made and subscribed a Declaration of Qualification and Declaration of Office.

Deputy Mayor Edwin R. Bedford, presiding, called the meeting to order at 8:30 a.m.

During the meeting, at the time indicated, Council met with the following delegations: 
 
Matthew Neale	} Public Works Supervisor				-    9:30 a.m.
Joel Penner		} Cypress Planning District				-  10:20 a.m.
Variation Use Hear. } #V18-25-GSC					-  10:30 a.m.
Board of Revision	} Property Assessment Appeals			-  11:00 a.m.
Jamie Nield		} Senior Farm Assessment Officer			         
Mike Cuvelier	} Property Assessment Officer
C. & W. Tomlinson	} #1 Assessment Appeal SW 12-7-14W		-  11:05 a.m.
P. & D. Fisher	} #2 Assessment Appeal SE 14-7-14W		-  11:45 a.m.

RESOLVED that the Council adopt the agenda as prepared.

RESOLVED that the minutes of the last regular meeting of Council held on October 8th, 2025, be taken as read and approved, all statutory requirements having been fulfilled.

RESOLVED that the Council appoint Edwin Bedford as Deputy Mayor for the 2025 / 2026 Council term.

WHEREAS the Council is required to make Council Member and Resident / Ratepayer appointments to the various boards and committees for the 2025 / 2026 Council term;

NOW THEREFORE BE IT RESOLVED that the appointments as set out in Schedule “A” be hereby adopted.

RESOLVED that the Council give first reading to By-law #114 (Zoning By-law Amendment).

RESOLVED that the Council give first reading to By-law #115 (Council Indemnity).

RESOLVED that the Council give first reading to By-law #116 (Council Code of Conduct).

RESOLVED that the Council authorize the payment of fiscal year 2025 accounts from cheque #000960 to and including cheque #001060 as well as all online payments totalling $31,392.53 as fully detailed to Council by the Finance Manager.

RESOLVED that the Council accept, as information, the financial report for the period ending October 31st, 2025, as presented by the Finance Manager.

RESOLVED that the Council accept the offer submitted by Chad Berry of Glenboro, Manitoba for the purchase of a 2011 Ford F-550 (former Utility Truck), safetied, in “as-is where is” condition.

RESOLVED that the Council accept the quotation from Harmony Gravel of Rathwell, Manitoba for the crushing and stockpiling of approximately 20,000 cubic yards of ¾” road gravel at the Shirley Bell Gravel Pit (SW ¼ 10-8-16W) subject to all terms and conditions outlined in the Municipality’s Gravel Crushing request for quotations;

AND FURTHER BE IT RESOLVED that all work be completed no later than May 31st, 2026.

RESOLVED that the Council approve the BellMTS Municipal Rights-of-Way application as per their correspondence received October 10th, 2025.

RESOLVED that the Council approve the proposed path addition and proposed service location submitted by RFNOW on October 8th and 14th, 2025, subject to the agreement for the installation of fibre optic cable executed between the municipality and RFNOW in November of 2023.
							
RESOLVED that the plan of Subdivision of Land described as follows:

Being part of the NE and NW 5-8-16W as shown on a drawing and being attached to an application for subdivision file #4187-24-8680 being submitted by Dennis Friesen on behalf of the registered owners, Wendy and Walter Cullen and Darren Hallam and 5999406 Manitoba Ltd.;

be hereby approved by the Council.

Approval is given subject to the following conditions:

•	That a Zoning By-law amendment be obtained for parts of Parcel A and E, rezoning all portions of current title area from “AR” Agricultural/Rural Zone to “GD” General Development Zone.

Prior to the presentation of resolution #2025-226 and the associated subject, Councillor R. Gregory Fraser, having a personal interest in the matter, withdrew from Council Chambers, not returning until after the vote on said resolution.

RESOLVED that the plan of Subdivision of Land described as follows:

Being part of the SW 15-7-13W as shown on a drawing and being attached to an application for subdivision file #4187-25-8771 being submitted by Jean Christie on behalf of the registered owners, Darlene and Greg Fraser;

be hereby approved by the Council.

Approval is given subject to the following conditions:

•	That a Conditional Use Order be obtained allowing for the establishment of a Rural Non-Farm Dwelling site within the “AR” Agricultural Rural Zone.
•	That a Variation Order be obtained to increase the maximum parcel size for a Rural Non-Farm Dwelling site from 10 acres to 14.51 acres within the “AR” Agricultural Rural Zone.
•	That a Variation Order be obtained to decrease the minimum parcel size for the residual land from 80 acres to 63.73 acres within the “AR” Agricultural Rural Zone.

RESOLVED that the Council excuse Mayor Charles Radford from attending the Variation Use Hearing regarding application #V18-25-GSC.

At the Public Hearing regarding Variation Use Application #V18-25-GSC, no one was in attendance, and no prior objections were received.

RESOLVED that the Council do now convene as a Variation Use Board and conduct the noted Public Hearing regarding Variation Use application #V18-25-GSC and reconvene the regular meeting following the completion of the Public Hearing.

RESOLVED that the Council do now move out of the Variation Use Public Hearing and reconvene the regular meeting.

                                         UNDER THE PLANNING ACT
                                  VARIATION ORDER NO: V18-25-GSC

WHEREAS Chad Berry is acting as applicant for Over the Hills Farms Ltd. owners of the property legally described as NW26-7-13W in the Municipality of Glenboro South Cypress and located 40107 RD 74W, applied to Council for approval of a variation under ZONING BY-LAW NO. 88-2022, PART 3, SECTION 3.6, Table 3.2 Use & Requirements in order to vary the established requirements as follows:

FROM:  	Minimum front yard setback of 125 feet in the “AR” Agricultural Rural Zone

TO:	Minimum front yard setback of 32 feet in the “AR” Agricultural Rural Zone

PURPOSE:	To decrease the side yard setback along a municipal road allowance for the construction of Farm Office.

and after careful consideration of the application and any representations made for or against it, the Council in a meeting duly assembled on this 12th day of November, 2025 approved the said application.

Approval is given subject to the following conditions:

Approval shall expire if not acted upon within 12 months of the date of making.

WHEREAS Councillor Dale Fisher is an appellant for the 2026 Board of Revision and has voluntarily declared a conflict of interest and removed himself from the Board;

AND WHEREAS Mayor Charles Radford is absent from the meeting for personal reasons;

NOW THEREFORE BE IT RESOLVED that the remaining four members of Council act as the “Board of Revision” during the period November 12th, 2025, to October 28th, 2026;

AND FURTHER BE IT RESOLVED that Deputy Mayor Ed Bedford act as Chairman and Chief Administrative Officer Darren Myers act as Secretary of the said “Board of Revision”.

RESOLVED that the Council of the Municipality of Glenboro South Cypress do now at 11:00 a.m. form itself into a Board of Revision.

Prior to the following Board of Revision decision, Councillor Dale L. Fisher, having a personal interest in the matter, withdrew from Council Chambers, and did not return until after the discussion was held.

RESOLVED that the 2026 current assessment for Roll #20100 be changed to:

	CLASS		LAND		BUILDINGS		TOTAL
	  12T          $16,100	           $342,900	        $359,000
            30T	       $500,000	  $19,200	        $519,200

RESOLVED that the 2026 current assessment for Roll #20800 be changed to:

	CLASS		LAND		BUILDINGS		TOTAL
            30T	       $517,200	            	        $517,200

WHEREAS all complaints have been heard and determined;

NOW THEREFORE BE IT RESOLVED that the 2026 Assessment Roll of the Municipality of Glenboro South Cypress be adopted by the “Board of Revision” and returned to Council.

RESOLVED that the “Board of Revision” be now adjourned at 12:14 p.m. and that we reconvene as a Council.

RESOVLED that the Council adopt the report and decisions of the 2026 “Board of Revision”.

With the proceedings of the “Board of Revision” complete, Councillor Dale L. Fisher returned to the meeting.

RESOLVED that the Council authorize the Mayor and Chief Administrative Officer to execute an agreement with the Sprucewoods Snowdrifters (“Landowner’s Right-of-Way”) as per their correspondence received October 28th, 2025.

RESOLVED that the Council enter into an agreement with Synergy Land Services Ltd., agent acting on behalf of Enbridge Pipelines, said agreement authorizing Enbridge Pipelines to conduct integrity maintenance digs in the municipality in 2026, as deemed necessary, as part of their continued efforts in maintaining the integrity and safe operations of its pipeline system, as per the terms and conditions noted in said agreement dated November 6th, 2025, and subject to the municipality’s Approach Building policy.

RESOLVED that the Council enter into a snow removal agreement with Manitoba Transportation and Infrastructure for the winter of 2025 / 2026 as per their correspondence received October 29th, 2025.

RESOLVED that the Council officially appoint the following persons as members of the Glenboro South Cypress Fire Department for the period November 12th, 2025, to November 10th, 2026:

Steve Nelson, Trevor Drinkwater, Braydon Cullen, Kirby Wallis, Brett Cornock, Turner Jamieson, Brian Haslen, Liam Hamilton, Kyle Fisher, Robert Funk, Curtis Wytinck, Matthew Malyon, Colby Cullen, Braden Haslen, Mike Pilon, Brayden Tkachuk, Ryan Ediger, Aidan Thorne, Jaxson Vanwynsberghe and Scott Hainsworth.

RESOLVED that the Council enter into a renewed agreement with the City of Brandon for the provision of 9-1-1 Services;

AND FURTHER BE IT RESOLVED that the Council acknowledge and accept notification from the city that the 2026 9-1-1 service fees for the municipality will be set at $5.23 per capita.

WHEREAS secure and reliable communication is essential for the effective governance and administration of municipalities;

AND WHEREAS the use of personal email accounts by Council members for municipal business may pose risks to information security, privacy and accountability, as personal email accounts may be accessible to individuals other than the Council member, such as family members, who should not have access to confidential Council communications;

AND WHEREAS designated municipal email accounts provide greater assurance of security, record-keeping, and compliance with legislative requirements, and also support continuity for members of a new Council term by ensuring that incoming Council members have access to relevant correspondence and records regarding ongoing municipal business;

NOW THEREFORE BE IT RESOLVED that the Municipality of Glenboro South Cypress requests the Association of Manitoba Municipalities (AMM) lobby the provincial government to make it a requirement that all municipalities use secure, designated municipal email accounts for Council communications, and prohibit the use of personal email accounts for municipal business.

WHEREAS municipalities are required to follow a lengthy and complex process for the approval of special service levies, such as those for curbside garbage collection, which currently must be reviewed by the Municipal Board even when the levies are based on actual service contracts and are of limited scope and duration;

AND WHEREAS the current process for a two-year service levy is overly onerous and may result in unnecessary delays and administrative burden for municipalities;

AND WHEREAS the notice requirements for special service levies and local improvements rely heavily on Canada Post mail delivery, with no alternative provided in the event of a postal disruption, and do not allow for modern notification methods such as email or posting on municipal websites and public areas;

NOW THEREFORE BE IT RESOLVED that the Municipality of Glenboro South Cypress requests the Association of Manitoba Municipalities (AMM) lobby the provincial government to:

•	Amend the process for simple special service levies, such as garbage fees, to allow review and approval by Municipal Service Officers rather than the Municipal Board, where the levy is based on actual service contracts and is of limited scope and duration;
•	Modernize the notice requirements for special service levies and local improvements to permit alternative notification methods, including email, website postings, and public area postings, in addition to or in place of Canada Post mail delivery, particularly in the event of a postal disruption;
•	Amend the Municipal Act to allow for other alternatives for notification, such as personal service, in addition to or as an alternative to Canada Post delivery.
										
RESOLVED that the Council appoint the following staff for the year 2026 as per Schedule “B”, said appointments subject to the terms and conditions of employment in accordance with the Municipality of Glenboro South Cypress Employee policy;

AND FURTHER BE IT RESOLVED that the Council approve the Public Works Pay Scale, attached hereto as Schedule “C”.

RESOLVED that the Council do now adjourn at 2:16 p.m. to convene again at the next regular scheduled meeting of Council to be held on December 10, 2025, at 8:30 a.m.