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HomeMy WebLinkAbout2008-09-11 Council (Regular) MinutesCOUNTY OF NEWELL NO.4 MINUTES OF COUNCIL MEETING SEPTEMBER 11, 2008 1. 2. C-295/08 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, September 11, 2008 commencing at 10:01 a.m. MEMBERS PRESENT: COUNCILLORS: M. Douglass, Reeve W. Daniels I. Schroeder A.M. Philipsen R. Andrews J. Harbinson S. Evans A. Eastman B. de Jong H. Wutzke STAFF: K. Stephenson, Chief Administrative Officer B. Keith, Assistant Administrator D. Erdman, Economic Development/Tourism Coordinator D. Horvath, Oldman River Regional Services Commission B. Penner, Technical Manager A. Clapton, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: R. Kiedrowski, Brooks & County Chronicle M. Fitzgerald, Q-13 Fox Radio R. Dunham (Bylaw 1649-08) EXCUSED FROM MEETING All members were in attendance at this meeting. MINUTES The following changes were made to the August 7, 2008 Council minutes: Page 3 -Item 9(a) -remove "be and they" to read "...Todd Green and Susan Shigehiro are hereby authorized... " MOVED BY COUNCILLOR A.M. PHILIPSEN that the August 7, 2008 Council minutes be adopted as amended. MOTION CARRIED Regular Council Minutes September 11, 2008 3. 4. C-296/08 CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. ADOPTION OF AGENDA Page 2 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as amended. MOTION CARRIED ARRIVED AT MEETING S. Stanway arrived at 10:05 a.m. 5. CHEQUES FOR PAYMENT The Assistant Administrator responded to questions from Council. C-297/08 MOVED BY COUNCILLOR J. HARBINSON that cheques 163052 to 163053 in the amount of $1,467.78, cheque 163054 in the amount of $725.00, cheques 163055 to 163161 in the amount of $699,010.45, cheques 163162 to 163165 in the amount of $6,152.13, cheques 163168 to 163248 in the amount of $449,267.22, and Direct Debit Batch 13900 in the amount of $138,156.90 be approved. MOTION CARRIED 6. MUNICIPAL TREASURER'S REPORT The Treasurer's Report for June 2008 was presented to Council. C-298/08 MOVED BY COUNCILLOR S. EVANS that the Treasurer's Report for June 2008 be accepted. MOTION CARRIED ARRIVED AT MEETING Councillor W. Daniels arrived at 10:10 a.m. 7. BUSINESS FROM MINUTES a. 2008 Transportation Grant Funding Changes (AMIP & NDCC) Council was presented with a report from S. Shigehiro, Manager of Finance, explaining the grant structures and the impact on the grant funding caused by the 2006 census results. The Assistant Regular Council Minutes Page 3 September 11, 2008 Administrator responded to several questions from Council. Council requested that the Manager of Finance prepare a report outlining all costs associated with conducting a census and include this in the 2009 budget. 9. OTHER BUSINESS a. Organizational Meeting The Organizational Meeting will be held on Thursday, October 16, 2008 at 10:00 a.m. b. 2008 Tax Sale & Public Auction The Assistant Administrator presented information on the date for the 2008 Tax Sale. The date will be Wednesday, November 19, 2008 at 10:00 a.m. in the County of Newell Administration building. A list of properties for sale was also presented to Council. C-299/08 MOVED BY COUNCILLOR J. HARBINSON that the 2008 Tax Sale be held on Wednesday, November 19, 2008 at 10:00 a.m. in the County of Newell - Administration Building with cash only terms, and that the reserve bids for the 2008 Tax Sale properties be set as recommended by Administration. MOTION CARRIED c. Newell Regional Expo -Funding Request for Phases 2 & 3 Council was presented with a letter from the Newell Regional Expo, thanking them for their support for Phase 1 and requesting an additional $10, 000.00 per year for Phases 2 and 3 of the project. Council discussed this request. C-300/08 MOVED BY COUNCILLOR H. WUTZKE that the County of Newell No. 4 provide funding for phases 2 and 3 of the Newell Regional Expo project in the amount of $10,000.00 per year for 2009 and 2010, and that funding for this request come from the 2009 and 2010 special projects budget of the Economic Development and Tourism Department. MOTION CARRIED d. Required Name Change -Reserve Council was presented with a report from S. Shigehiro, Manager of Finance, requesting that the Water & Wastewater Reserve be renamed --- to Regional Enhancement Reserve. The Assistant Administrator responded to questions from Council. ~, Regular Council Minutes Page 4 September 11, 2008 C-301/08 MOVED BY COUNCILLOR A. EASTMAN that the funding source for Policy No. 2008-PLG-017 currently named Water & Wastewater Reserve be renamed to Regional Enhancement Reserve. MOTION CARRIED e. Fire Ban Removal The Assistant Administrator indicated to Council that the County-wide fire ban was removed as of August 27, 2008 and, as per Bylaw 1595-06, Council must ratify any fire ban removed by the Chief Administrative Officer at their next meeting. Council discussed the procedures for placing and removing fire bans, and it was noted that the Fire Marshals were able to monitor their own areas and cancel burning permits if necessary. The Assistant Administrator was directed to make amendments to Bylaw 1595-06 that would allow fire bans to be placed in the same manner as road bans. C-302/08 MOVED BY COUNCILLOR 1. SCHROEDER that Council of the County of Newell No. 4 ratify the Fire Ban removal by the Assistant County Administrator on August 27, 2008. MOTION CARRIED f. Municipal Addressing Project The Assistant Administrator presented Council with information regarding the Municipal Addressing Project, requesting approval so that they could determine the number of signs that would be required and begin the budget process. The Assistant Administrator responded to several questions from Council. C-303/08 MOVED BY COUNCILLOR H. WUTZKE that the County of Newell No. 4 proceed with an addressing project in the 2009 budget by applying for AMIP funding through Alberta Transportation and by having our Department of Public Works handle installation of the signage, either using staff or contracting out, and further, by allocating $5,000.00 from the Public Works Contingency Fund to have Martin Newby Consulting Ltd. start the numbering system now to develop a concise budget for the AMIP application. MOTION CARRIED g. Municipal Sponsorship Program 2008 The Assistant Administrator presented Council with a letter from Alberta Municipal Affairs regarding the 2008 Municipal Sponsorship Program base grant allocation, noting that the deadline is September 30, 2008 and that M. Nesbitt, Grant Administrator, will be preparing these applications. The Assistant Administrator indicated that he would `~...%` Regular Council Minutes Page 5 September 11, 2008 prepare a recommendation for this grant application to be approved at ` the next Council meeting. h. CPR Land Negotiations The Assistant Administrator presented Council with an agreement that would authorize Wheatland County to act on behalf of the Municipalities in regards to the abandoned CPR line from Bassano to Standard, AB. Councillor 1. Schroeder noted that he and Reeve M. Douglass had met with Wheatland County regarding this some time ago, and the CPR had indicated that they would prefer to negotiate with one entity. Most of the rail line in question lies within Wheatland County, and they will consult with the other parties involved before taking any action. The Assistant Administrator responded to several questions from Council. C-304/08 MOVED BY COUNCILLOR I. SCHROEDER that the County of Newell No. 4 enter into an agreement with Wheatland County, authorizing them to negotiate the terms for an agreement with the Canadian Pacific Railway regarding the abandoned railway line (Mile 0.1 to Mile 36.5 a portion of the Irricana Subdivision). MOTION CARRIED i. Diabetes Association (Brooks & District) Re: Proclamation of "Diabetes Week -Help Find a Cure" Council was presented with a letter from the Diabetes Association (Brooks & District), requesting that October 1 - 10, 2008 be proclaimed "Diabetes Week -Help Find a Cure. " C-305/08 MOVED BY COUNCILLOR W. DANIELS that the County of Newell No. 4 hereby proclaims October 1 - 10, 2008 as "Diabetes Week -Help Find a Cure." MOTION CARRIED 12. POST AGENDA ITEMS a. APLEN Netspeed 2008 Conference (October 22-24, 2008) Councillor W. Daniels indicated that the Shortgrass Library System had asked if he would attend this conference. C-306/08 MOVED BY COUNCILLOR J. HARBINSON that Councillor W. Daniels be permitted to attend the APLEN Netspeed 2008 Conference on October 22-24, 2008 in Edmonton, AB as a function of Council. MOTION CARRIED ,moo Regular Council Minutes September 11, 2008 b. Growing in Southeast Alberta Symposium Page 6 Councillor W. Daniels indicated that this symposium was scheduled to be held at the end of October and they had requested funding from municipalities. Council asked whether or not an official request had been received. C-307/08 MOVED BY COUNCILLOR W. DANIELS that the County of Newell support the Growing in Southeast Alberta Symposium in the amount of $500.00, to be financed from the Economic Development Fund for 2008. C-308/08 MOVED BY COUNCILLOR W. DANIELS that Motion C-307/08 be tabled until a written request for funding is received. MOTION CARRIED c. Newell Regional Solid Waste Management Councillor B. de Jong presented Council with a Regional Enhancement Reserve Funding request from the Newell Regional Solid Waste Management Authority, outlining the cost of a new recycling facility. Council discussed whether or not this item should be referred to the Division 5 & 10 Regional Enhancement Reserve Committee. This item was postponed until later in the meeting. RECESS Council RECESSED at 11:00 a.m. and RECONVENED at 11:06 a.m. ARRIVED AT MEETING K. Stephenson, B. Penner, and R. Dunham arrived at 11:05 a.m. 10. PUBLIC HEARINGS a. Bylaw 1649-08 -Road Closure & Sale (Dunham Lane) Robert & Bernice Dunham (Owner/Applicant) Reeve M. Douglass called the Public Hearing to order at 11:06 a.m. The County Administrator stated that the purpose of the Public Hearing was to hear representations on Bylaw 1649-08. Bylaw 1649-08 is a bylaw to close and sell a portion of the lane in Block 7, Plan 1349BA ~, j located within the NW '/a 20-20-13-W4. ~CV D. Horvath provided background information on this application. She '" i n received from the a encies indicated that there had been no ob/ect o s g ~~.._~ Regular Council Minutes Page 7 September 11, 2008 notified. One letter had been received from an adjacent landowner expressing concerns with equipment being parked on the road. Reeve M. Douglass did not review the procedures that would be followed for the hearing as there were no new persons in attendance. There were no persons in attendance speaking in opposition to the proposed bylaw. Council was given the opportunity to ask questions. R. Dunham told Council that Municipal Enforcement Services had investigated the machinery parked on the road and indicated that this was not an issue. D. Horvath noted that this road closure had no effect on either access to the adjacent land or the equipment parked on the road. C-309/08 MOVED BY COUNCILLOR H. WUTZKE that the public hearing adjourn at 11:17 a.m. MOTION CARRIED 11. BYLAWS a. Bylaw 1649-08 -Road Closure & Sale (Dunham Lane) (1St Reading) C-310/08 MOVED BY COUNCILLOR H. WUTZKE that Bylaw 1649-08, being a bylaw for the purpose of closing to public travel and selling the portion of the lane in Block 7, Plan 1349BA located within the NW 1/a 20-20-13-W4, be given first reading. MOTION CARRIED LEFT THE MEETING R. Dunham left the meeting at 11:20 a.m. b. Bylaw 1633-08 -Road Closure & Lease (Pickett Ranching) (2"d & 3rd Reading) D. Horvath presented background information on this item. C-311/08 MOVED BY COUNCILLOR I. SCHROEDER that Bylaw 1633-08, being a bylaw for the purpose of closing to public travel and leasing the portion of the road allowance lying south of irrigation right-of-way plan 831 1787 lying west of SW '/a 32-22-17-W4, be given second reading. MOTION CARRIED C-312/08 MOVED BY COUNCILLOR A. EASTMAN that Bylaw 1633-08 receive third and final reading. MOTION CARRIED ~N~ Regular Council Minutes September 11, 2008 12 POST AGENDA ITEMS -continued g. Bridge File 79904 Page 8 B. Penner reported to Council that he had received a letter from Alberta Transportation indicating that they were in favour of a 50% cost sharing agreement in 2009 for the removal of Bridge File 79904. He requested Council's approval to remove the bridge as soon as possible, as the Public Works Department is currently in possession of rented equipment capable of doing this work. C-313/08 MOVED BY COUNCILLOR A. EASTMAN that Council APPROVE the removal of Bridge File 79904 in the amount of up to $50,000.00 to be funded through the Public Works Contingency Fund, and that this be receipted to Alberta Transportation for 50% cost sharing in 2009. MOTION CARRIED LEFT THE MEETING B. Penner and D. Horvath left the meeting at 11:29 a.m. c. Newell Regional Solid Waste Management -continued Council discussed the funding request from the Newell Regional Solid Waste Management Authority and whether other grant funding would also be available for this. Councillor 8. de Jong noted that, even with the funding from the City of Brooks and the County of Newell, there would still be a considerable shortfall. Council discussed the importance of having all the municipalities serviced by the NRSWMA and Newell Recycling contribute to this, and requested a business plan with projections on the future of waste management and recycling in the County. C-314/08 MOVED BY COUNCILLOR I. SCHROEDER that the County of Newell No. 4 supports the Newell Recycling project and agrees to contribute financially to the project with the amount to be determined when a business plan has been received. MOTION CARRIED d. Workshop Policy Review & Approvals The Assistant Administrator presented Council with a report requesting that Council Workshop be permitted to approve or delete policy documents. ~~ 1 Regular Council Minutes September 11, 2008 Page 9 C-315/08 MOVED BY COUNCILLOR A.M. PHILIPSEN that Council of the County of Newell No. 4 gives the authority to Council Workshop to approve or delete policy documents on behalf of Council. MOTION CARRIED e. Scandia Regional Enhancement Reserve Funding Request Councillor R. Andrews presented Council with a Regional Enhancement Reserve Funding request from the Hamlet of Scandia. Councillor R. Andrews responded to several questions from Council. C-316/08 MOVED BY COUNCILLOR R. ANDREWS that the Regional Enhancement Reserve Funding Application from Division 4 for upgrades to the E.I.D. Historical Park campground be APPROVED in the amount of $52,162.05 with funding through the Regional Enhancement Reserve allocation. f. Regional Water MOTION CARRIED ~- Councillor 1. Schroeder indicated that, at the last Regional Water meeting, a motion was presented regarding the hiring of R. Havinga to the position of project manager for the Regional Water System. C-317/08 MOVED BY COUNCILLOR I. SCHROEDER that Council APPROVES the hiring of Ralph Havinga as the Project Manager for the Regional Water System at a rate of $125.00 per hour. C-318/08 MOVED BY COUNCILLOR I. SCHROEDER that Motion C-317/08 be tabled. MOTION CARRIED This item will be discussed further during the In Camera portion of this meeting. 13. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. The Chief Administrative Officer presented Council with an update on the status ~of Lake Newell Resort. ~Vr~ Regular Council Minutes September 11, 2008 14. INFORMATION ITEMS a. Shortgrass Library System -Announcement of New CEO Page 10 Council was presented with a letter from the Shortgrass Library system, announcing that Julia Reinhart had been appointed Chief Executive Officer. This item was accepted as information. b. Oldman River Regional Services Commission -Board of Directors Meeting Agenda (September 4, 2008) Council was presented with an agenda package from the O/dman River Regional Services Commission Board of Directors meeting on September 4, 2008. This item was accepted as information. c. Brooks Pistol & Small Bore Club Council was presented with a letter and certificate of appreciation from the Brooks Pistol & Small Bore Club, thanking them for their support for the upgrades to the shooting range. This item was accepted as information. d. Metropolis Conference 2009 Information Package Council was presented with information regarding the Eleventh Annual Metropolis Conference: Frontiers of Canadian Migration, which will be held in Calgary, AB on March 19-22, 2009. This item was accepted as information. ,~ LEFT THE MEETING S. Stanway, R. Kiedrowski, and M. Fitzgerald left the meeting at 12:01 p.m. LUNCH Council RECESSED for lunch at 12:01 p.m. and RECONVENED at 1:05 p.m. ARRIVED AT MEETING D. Erdman, Economic Development/Tourism Coordinator and R. Kiedrowski, arrived at 1:05 p.m. Regular Council Minutes September 11, 2008 8. DELEGATIONS a. County Signs Page 11 D. Erdman presented Council with proofs of the designs for the Visitor Information and Informational Nofice signs to be installed. He updated Council on the progress that has been made and requested approval of the overall concept from Council. Councillor 1. Schroeder asked if they were seeking approval from each of the municipalities as well. Council suggested several amendments to the information to be included on the sign, including the addition of Cassils Community Centre, adding "Home of Dinosaur Provincial Park" beneath the County of Newell logo, and changing `Towns & Services" to "Community Services." Councillor W. Daniels requested that all communities be included on the map. There was some discussion regarding the identification of roads on the map and how to indicate which ones were paved and which were gravel. Council indicated that they would like to receive another proof via a-mail before the sign is printed to ensure the accuracy of the information. D. Erdman presented Council with a proof of the preview sign design, which would be placed approximately 200m before the large signs. Reeve M. Douglass indicated that B. Penner had reported that Alberta Transportation had changed the process for sign installation and that signs now required approval from their contractor prior to installation. D. Erdman replied that he had contacted Alberta Transportation in Lethbridge regarding this, and also that the first quote from Fox Safety included approval and installation. He indicated that the Tourism signs had been approved previously, so the process change should not apply to them, and thaf he will contact them regarding the preview signs. LEFT THE MEETING D. Erdman and R. Keidrowski left the meeting at 1:38 p.m. 15. IN CAMERA C-319/08 MOVED BY COUNCILLOR H. WUTZKE that we move in camera at 1:40 p.m. MOTION CARRIED C-320/08 MOVED BY COUNCILLOR J. HARBINSON that we move out of camera at 2:05 p.m. MOTION CARRIED ~~~~I~ Regular Council Minutes September 11, 2008 Page 12 C-321/08 MOVED BY COUNCILLOR I. SCHROEDER that Motion C-317/08 be lifted from the table. MOTION CARRIED Vote on Motion C-317/08 -MOTION CARRIED The County of Newell Regional Municipal meeting was scheduled for October 7th, 2008 at 7.'00 p.m., with the location to be announced at a later date. 16. ADJOURN C-322/08 MOVED BY COUNCILLOR I. SCHROEDER that the meeting adjourn at 2:16 p.m. 9 ~; MOTION CARRIED C, ._~. Reeve