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HomeMy WebLinkAbout2014-11-21 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL November 21, 2014 The regular Council Meeting of the County of Newell was held in the County Office on Friday, November 21, 2014 commencing at 10:22 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: C. Amulung G. Simpson A.M. Philipsen W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services T. Green, Director of Agricultural Services M. Fenske, Manager of Finance M. Harbicht, Director of Municipal Services A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:22 a.m. 2. EXCUSED FROM MEETING All members were in attendance at this meeting. 3. ADOPTION OF MINUTES 3.1 Minutes - Council (November 6, 2014) C-372/14 MOVED BY COUNCILLOR TRACY FYFE that the November 6, 2014 Council Meeting minutes be adopted as presented. MOTION CARRIED 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. y'r V Regular Council November 21, 2014 5. ADOPTION OF AGENDA C-373/14 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the agenda be adopted as amended. MOTION CARRIED ARRIVED AT MEETING T. Green arrived at 10:25 a.m. 6. AGRICULTURAL SERVICES BUSINESS 6.1 Agricultural Fieldman's Report (November 2014) The Director of Agricultural Services presented the Agricultural Fieldman's Report for November 2014 and responded to questions from Council regarding winter projects. C-374/14 MOVED BY COUNCILLOR TRACY FYFE that the Agricultural Fieldman's Report for November 2014 be accepted as presented. MOTION CARRIED LEFT THE MEETING T. Green left the meeting at 10:33 a.m. 7. ADMINISTRATIVE BUSINESS 7.2 Cindy Amos Memorial Scholarship Reeve M. Douglass and Councillor A.M. Philipsen provided background information on this item and responded to questions from Council. ARRIVED AT MEETING M. Fenske arrived at 10:35 a.m. Discussion followed regarding the scholarship, which is administered by SAIT and will be awarded to students in the field of tourism. Councillor W. Hammergren asked if the County had a donations policy and the Director of Corporate Services indicated that there is no donations policy. C-375/14 MOVED BY COUNCILLOR CLARENCE AMULUNG that this item be accepted as information. MOTION DEFEATED C-376/14 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the County of Newell makes a one-time donation of $1,000.00 to the Cindy Amos Memorial Scholarship fund with funding from the Charitable Grants & Donations Account. MOTION CARRIED Page 2 of 7 Regular Council November 21, 2014 C-377/14 9. 7.1 Approval of 2015 Interim Budget The Manager of Finance provided background information on this item. He explained a change that had been made as a result of recent communications from CP Rail indicating that they have agreed to share 25% of the paving costs associated with some railway crossing improvements to be completed in 2015. The Manager of Finance indicated that the final budget would be presented in March 2015 and projects not completed in 2014 will be carried forward. Council was given the opportunity to ask questions. The Manager of Finance responded to questions, indicating that changes can be made to the budget prior to final approval in March, which will accommodate further discussion on Economic Development and National Public Works Week. MOVED BY COUNCILLOR KELLY CHRISTMAN that the 2015 Interim Budget be APPROVED as presented. MOTION CARRIED POST AGENDA ITEMS 9.1 Utility Bills The Manager of Finance provided an update on the utility billing error situation, indicating that several phone calls have been received. One situation not considered was property changing hands during the period that the error occurred, resulting in the most recent owner receiving the bill for consumption charges. These charges will be charged back to the previous owner. Another factor was that the initial meter readings taken on January 29, 2014 were not entered into the system, resulting in overbilling in some situations. The Manager of Finance outlined the measures the Finance Department is taking to rectify the problem. The Manager of Finance responded to questions from Council, indicating that letters were sent to all account holders with their last invoice. An updated notice has also been posted online. Councillor K. Christman asked if it was possible to put a message on the utility bill itself and the Manager of Finance indicated that this was a possibility. He also indicated that the Tax & Assessment Clerk is assisting to connect utility accounts to previous owners. Councillor W. Hammergren inquired about penalizing the vendors for the error. The Manager of Finance indicated that they would be discussing the issue with the software vendors. Discussion followed regarding calls from ratepayers, and the Manager of Finance indicated that he would provide a copy of the letter sent to utility account holders as well as a report summarizing the events to Council. Councillor K. Christman suggested educating County residents on water conservation tactics. LEFT THE MEETING M. Fenske left the meeting at 11:17 a.m. Page 3 of 7 Regular Council November 21, 2014 7. ADMINISTRATIVE BUSINESS - CONTINUED 7.3 Request for Funding Increase - Recreation Board (Division 2) The Director of Corporate Services provided background information on this item, indicating that more discussion is required by the Division 2 Recreation Board. Councillor G. Simpson indicated that he would take it back to the Division 2 Recreation Board for them to consider setting an actual budget amount rather than basing recreation funding on the mill rate. This item will be discussed further during a future Council meeting. 7.4 Request for Letter of Support for Connecting Canadians Grant Support - CCI Wireless The Director of Corporate Services provided background information on this item and responded to questions from Council. Discussion followed regarding the internet coverage in the County and concerns with supporting one internet service provider over another. It was noted that a resolution was passed at the AAMDC Fall Convention regarding improving high speed internet service in rural Alberta. C-378114 MOVED BY COUNCILLOR GORDON SIMPSON that this item be accepted as information. MOTION CARRIED 7.5 Foothills Little Bow Municipal Association Meeting (January 16, 2015) The next meeting of the Foothills Little Bow Municipal Association will be held on Friday, January 16, 2015. Resolutions must be submitted by Friday, December 12, 2014. 7.6 Royal Canadian Legion - Veterans & Troops Support/Remembrance Ad C-379/14 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the County of Newell put a half -page, full colour ad in the Royal Canadian Legion Alberta/Northwest Territories Command Commemorative History Book in the amount of $895.00. MOTION DEFEATED 7.7 Councillor Payment Sheets (October 2014) This item was deferred to December 11, 2014 Council meeting. 7.8 Payment Register The Director of Corporate Services responded to questions from Council. C-380/14 MQVtP BY COUNCILLOR LIONEL JUSS that the Payment Register be accepted. ^ �A \ MOTION CARRIED Page 4 of 7 Regular Council November 21, 2014 8. COMMITTEE REPORTS 8.1 Grasslands Regional FCSS Councillor C. Amulung reported that, during the last meeting, regular funding for agencies was distributed as it had been in the previous year. He also attended the Annual FCSS meeting in Edmonton, AB, where three different resolutions regarding funding increases were discussed. 8.2 Newell Regional Services Corporation Councillor C. Amulung reported that the Bassano pipeline is still on track for the middle of December. He noted that water consumption has been lower overall. 8.3 Joint Services Committee Councillor B. de Jong reported on a presentation by Canadian Badlands regarding a joint proposal to tie together some of the regions facilities. They also discussed inviting Grasslands Regional Schools and the Eastern Irrigation District to participate in the Annual Christmas Open House hosted by the County and the City. The date for this event is yet to be determined. Other items discussed included a proposed shared public relations position, the existing shared corporate safety positions, and Economic Development. The Eastern Irrigation District has expressed appreciation for the support of the City and the County in submitting the resolution regarding the prevention of aquatic invasive species, which was passed at AAMDC. The City also provided information on the renovations to the Lakeside Leisure Centre. Councillor B. de Jong provided information on the Man Van, a vehicle used to create awareness of prostate cancer, and plans to have it at the upcoming Brooks & District Chamber of Commerce Trade Show. He also provided an update on the washroom facilities for the Silver Sage arena, indicating that the Kinsmen plan to have these completed next year. Reeve M. Douglass reported that the Eastern Irrigation District is planning an aquatic invasive species information session to be held in February 2015. 8.4 Palliser Economic Partnership Councillor B. de Jong indicated that he attended a meeting on October 24. He provided details regarding the Ports to Plains Alliance membership, which could result in positive industrial opportunities. 8.5 Newell Foundation Councillor G. Simpson reported that the budget was passed at the last meeting and they will be requesting a slight increase to the requisition. The organizational meeting was also held. The designs for the life lease buildings have almost been finalized. He reported that the meetings with the Minister of Health and the Minister of Seniors during the Fall AAMDC Convention were positive and the Bassano Project is well-received. Page 5 of 7 Regular Council November 21, 2014 8.6 8.7 8.8 National Public Works Week Committee Councillor G. Simpson reported that National Public Works Week is May 17-23, 2015, a week that includes both a statutory holiday and a Council meeting. Reeve's Report Reeve M. Douglass presented a plaque that she received on behalf of the County of Newell from the Brooks Gymnastics Club when she attended their grand opening ceremony. She also attended a meeting of the Mayors & Reeves Association of Southeast Alberta, rj Uovember 14, 2014 where Alberta Health tion. W Services gave a presentaB. Lengyel from the County of Forty Mile has been invited to Ottawa, ON, to participate in a discussion regarding the Species at Risk Act. Reeve M. Douglass reported that she would be attending the Festival of Trees this weekend. Cultural Integration Workshop Councillor K. Christman provided information regarding a Rural Physician Action Plan (RPAP) Cultural Integration Workshop that is planned for February 7, 2014. LEFT THE MEETING Councillor T. Fyfe left the meeting at 12:01 p.m. LUNCH Council RECESSED for lunch at 12:01 p.m. and RECONVENED at 12:47 p.m. 9. POST AGENDA ITEMS - CONTINUED 9.2 2015 Paving Program Councillor B. de Jong asked if Council would support directing Municipal Services to identify the industrial subdivisions that require the most maintenance and obtain quotes for paving these in 2015. Discussion followed. The Chief Administrative Officer indicated that Administration is working on a fully complete paving plan as requested through the 2015 Budget Presentation to Council. The new and updated paving plan is to include all areas Administration can envision a benefit to being paved over the next ten years, which will include gravel connectors, hamlets, and some high traffic subdivisions. This will give Council the ability to adjust their priorities for paving over the next ten years. He also noted that general budget dollars can be assigned to estimating the paving of subdivisions, but engineering will also be required to do detail design to ensure drainage and associated accesses are looked after before paving. He recommended that Council provide approval to proceed with the roads that are a priority, which will then trigger the need to complete full construction designs and engineered estimates. Discussion followed regarding the costs of paving versus ongoing maintenance. The Director of Municipal Services indicated that they are currently working on the operations map and that they would also gather Page 6 of 7 i Regular Council November 21. 2014 information from the complaints database to determine the subdivisions with the % \ highest maintenance cost. The Director of Municipal Services responded to questions from Council regarding road maintenance. Further information about the paving program will be brought back to Council at a later date. LEFT THE MEETING M. Harbicht left the meeting at 1:07 p.m. 10. INFORMATION ITEMS 10.1 Mini Bus Monthly Report (October 2014) This item was accepted as information. 10.2 Strategic Priorities Chart This item was accepted as information. 11. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. 12. IN CAMERA 381/14 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that we move in camera at 1:08 p.m. to discuss a labour issue. MOTION CARRIED LEFT THE MEETING Councillor E. Unruh left the meeting at 1:45 p.m. C-382/14 MOVED BY COUNCILLOR CLARENCE AMULUNG that we move out of camera at 2:15 p.m. MOTION CARRIED 13. ADJOURN Being that the agenda mattrg have been /concluded, the meeting adjourned at 2:15 p.m. Signed this day of f /�i X�i�— 2014 Page 7 of 7