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HomeMy WebLinkAbout2009-10-22 Council (Regular) MinutesThe regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, October 22, 2009 commencing at 10:34 a.m. MEMBERS PRESENT: STAFF: COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING October 22, 2009 I. EXCUSED FROM MEETING M. Douglass, Reeve COUNCILLORS: W. Daniels I. Schroeder A.M. Philipsen J. Harbinson S. Evans A. Eastman B. de Jong H. Wutzke ABSENT: R. Andrews K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator A. Wickert, Development Control Officer D. Horvath, County Planner T. Green, Agricultural Fieldman M. Harbicht, Superintendent of Public Works R. Nesbitt, Corporate Safety Services M. Kreke, Municipal Intern C. Jakobsen, Public Works Administrative Assistant A. Clapton, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: Meghan Walker, Brooks County Chronicle M. Fitzgerald, Q -13 Fox Radio Sgt. G. Ericson, Brooks RCMP Corp. D. Fisher, Bassano RCMP C- 362/09 MOVED BY COUNCILLOR A. EASTMAN that Councillor R. Andrews be excused from the meeting. MOTION CARRIED Councillor A. Eastman declared a conflict of interest and left the meeting at 10:35 a.m. D Regular Council Minutes Page 2 October 22, 2009 IX. ADMINISTRATIVE BUSINESS C- 363/09 C- 365/09 C- 366/09 C- 367/09 3. Bylaws LEFT THE MEETING a. Bylaw 1668 -09 Road Closure Lease (Eastman) (2 3 Reading) The Development Control Officer presented background information on this item to Council. MOVED BY COUNCILLOR S. EVANS that Bylaw 1668 -09, being a bylaw to close and lease a portion of the road allowance between E 1 /2 34 and W 1 /2 35- 21- 16 -W4, be given SECOND reading. C- 364/09 MOVED BY COUNCILLOR H. WUTZKE that Bylaw 1668 -09 be given THIRD and FINAL reading. A. Wickert and D. Horvath left the meeting at 10:38 a.m. Councillor A. Eastman returned to the meeting at 10:38 a.m. II. MINUTES 1. Agricultural Service Board September 22, 2009 MOTION CARRIED MOTION CARRIED MOVED BY COUNCILLOR J. HARBINSON that the September 22, 2009 Agricultural Service Board minutes be adopted as presented. MOTION CARRIED 2. Municipal Committee October 6, 2009 MOVED BY COUNCILLOR A.M. PHILIPSEN that the October 6, 2009 Municipal Committee minutes be adopted as presented. MOTION CARRIED 3. Council October 8, 2009 MOVED BY COUNCILLOR A. EASTMAN that the October 8, 2009 Council minutes be adopted as presented. MOTION CARRIED Regular Council Minutes Page 3 October 22, 2009 C- 368/09 C- 369/09 C- 370/09 4. Workshop Session October 13, 2009 MOVED BY COUNCILLOR I. SCHROEDER that the October 13, 2009 Workshop Session minutes be adopted as presented. MOTION CARRIED 5. Organizational Meeting October 13, 2009 MOVED BY COUNCILLOR B. DE JONG that the October 13, 2009 Organizational Meeting minutes be adopted as presented. MOTION CARRIED III. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. IV. ADOPTION OF AGENDA MOVED BY COUNCILLOR J. HARBINSON that the agenda be adopted as amended. MOTION CARRIED V. BUSINESS FROM MINUTES There was no business from the minutes to discuss at this meeting. VI. PUBLIC HEARINGS There were no Public Hearings scheduled for this meeting. VII. AGRICULTURAL BUSINESS 1. South Region ASB Conference Resolutions from Cypress County Special Areas The Agricultural Fieldman presented resolutions for the South Region ASB Conference from Cypress County and Special Areas. A discussion followed on the resolutions and it was the consensus of Council that they will listen to the resolution discussions during the Conference and make a decision at that time. Regular Council Minutes Page 4 October 22, 2009 C- 371/09 MOVED BY COUNCILLOR H. WUTZKE that Councillors A. Eastman and B. de Jong be designated the voting members for the County of Newell during the South Region ASB Conference. LEFT THE MEETING T. Green left the meeting at 10:54 a.m. VIII. PUBLIC WORKS BUSINESS 1. Policy Review 2009 -PPW -018 Snow Plowing Sanding The Superintendent of Public Works presented Council with policy 2009 -PPW -018, outlining the amendments that have been made. C- 372/09 MOVED BY COUNCILLOR I. SCHROEDER that Motion C- 359/09, which reads as follows: MOVED BY COUNCILLOR A.M. PHILIPSEN that Policy 2009 -PPW -018 be adopted as amended. be lifted from the table. Vote on Motion C- 359/09: MOTION CARRIED A discussion followed on items one through three of the policy. Council requested further changes to be made to the policy as noted: Change the subtitle to "Damages on private property as a Result of Snow Plowing or Sanding" First sentence under Damages section remove the word immediately Item 1- remove the first sentence Item 2 Insert Texas Gate to "(rusted wires, posts, etc)." 2. Fence Reimbursement a. Cummings Fence Reimbursement MOTION CARRIED MOTION CARRIED The Superintendent indicated that this fence is in the County right of way; therefore as per policy 2009- PPW018 this reimbursement request does not require any action be taken. The Superintendent was directed to write a letter to Mr. Cummings rte-ra#ing the decision made by Council. �d t cc-fi Regular Council Minutes Page 5 October 22, 2009 LEFT THE MEETING C. Jakobsen left the meeting at 12:10 p.m. LUNCH ARRIVED AT MEETING 3. 2010 Road Tour Book Council RECESSED for lunch at 12:10 p.m. and RECONVENED at 1:01 p.m. A. Clapton arrived at 1:01 p.m. VIII. PUBLIC WORKS BUSINESS S��j`jeSC 3 ARRIVED AT MEETING b. VanHal Fence Reimbursement The Superintendent indicated that there was no proof that physical contact was made with the fence; therefore as per policy 2009 PPW -018 this reimbursement request does not require any action be taken. The Superintendent was directed to write a letter to Mr. VanHal rajtefeting the decision made by Council. The Committee was presented with the revised gravel, construction drainage projects program for 2010. A discussion and review followed on projects within each division, and changes were noted by staff. This item will be discussed later in the meeting. 3. 2010 Road Tour Book Continued The Superintendent of Public Works presented Council with a recap of the amendments suggested so far. Councillor W. Daniels indicated that more focus should be placed on the conservation of gravel and susted that the gravel budget should be reduced by 10% for each division from the amount excluding the $10,000 contingency fund for spot gravel application. Further discussion on this item was postponed until later in the meeting. Sgt. G. Ericson and Corp. D. Fisher arrived at 1:06 p.m. Regular Council Minutes Page 6 October 22, 2009 IX. ADMINISTRATIVE BUSINESS LEFT THE MEETING 5. RCMP Quarterly Reports Corp. D. Fisher presented Council with the statistics from Bassano and gave details regarding current staffing levels and one significant event. With the recent transfer of two senior members, the Gleichen detachment is assisting with coverage. Corp. D. Fisher responded to questions from Council. Sgt. G. Ericson presented the crime statistics from Brooks and responded to questions from Council. He indicated that the Patricia Rodeo was handled well without the enhanced policing agreement in place. One member was provided to cover the rodeo and there were no major issues. A recent managerial review has been completed at the Brooks detachment with good results. Sgt. G. Ericson indicated that there has been a focus on bringing people in on outstanding warrants and gave an update on current and future staffing levels. Council was given the opportunity to ask questions. Sgt. G. Ericson indicated that the practice of publishing information on individuals wanted on outstanding warrants in the newspaper has been very successful. Reeve M. Douglass inquired about concerns regarding police coverage during the Olympic Games. Sgt. G. Ericson indicated that they could be losing up to five members during the Olympics, and that he understood that the City of Brooks would be discussing their concerns with the Solicitor General at the Fall 2009 AAMDC Convention. Corp. D. Fisher gave the reasons for this, noting that the federal government funds 20% of provincial policing and therefore members can be seconded for positions of national interest and significance, such as Olympic Games security or assistance during natural disasters. Sgt. G. Ericson and Corp. D. Fisher left the meeting at 1:35 p.m. VIII. PUBLIC WORKS BUSINESS 3. 2010 Road Tour Book continued Councillor S. Evans inquired about Fisher Bridge and the Superintendent of Public Works replied that the construction work for this has been scheduled under capital projects. Regular Council Minutes Page 7 October 22, 2009 C- 373/09 C- 374/09 LEFT THE MEETING Council discussed the suggestion to reduce the gravel budgets by 10 The Superintendent of Public Works replied that the Gravel Foreman and Operations Manger makes decisions as to whether or not a road needs more or less gravel than recommended. Council requested that an overlay be included with the map showing several years of gravel application. Discussion followed regarding the proposed Rosemary Ballast Pit Trail access and Council indicated that more information is required. The Superintendent of Public Works recommended that this stretch of road be removed at this time. An amendment will be brought to Council for approval in the future when further information is available. MOVED BY COUNCILLOR W. DANIELS that the 2010 Gravel budget for each division, with the exception of the $10,000 contingency fund for spot gravel application be reduced by 10 The Superintendent of Public Works indicated that, ideally, the gravel budget would include a lump sum for each division with contingency. MOVED BY COUNCILLOR I. SCHROEDER that the 2010 Gravel, Construction and Drainage budget be APPROVED with the removal of the amount for the road being constructed to the Rosemary Ballast Pit Trail Access in the amount of 1 1 12 ooO ca MOTION CARRIED j 4. Rescinding of Motion M- 184/09 (Sept. 8, 2009 Municipal Committee) The Superintendent of Public Works reported that street lighting is eligible for Street Improvement Program funding. Funding available covers 75% of the cost of the project with the municipality responsible for the remaining 25 M. Fitzgerald left the meeting at 1:53 p.m. MOTION DEFEATED C- 375/09 MOVED BY COUNCILLOR H. WUTZKE that Motion M- 184/09, which reads as follows: MOVED BY COUNCILLOR R. ANDREWS that the County of Newell purchase streetlights for the Hamlet of Scandia. be RESCINDED. MOTION CARRIED Regular Council Minutes Page 8 October 22, 2009 C- 376/09 LEFT THE MEETING Councillor W. Daniels indicated that a motion had been made previously regarding this. The Chief Administrative Officer recalled Motion C- 225/08 from the June 19, 2008 Council meeting, which reads as follows: MOVED BY COUNCILLOR R. ANDREWS that the County of Newell No. 4 continue with the sidewalk and streetlight project in the hamlet of Scandia. Funding will consist of 75% of the sidewalk cost coming from the Street Improvement Program (SIP), with the remaining 25% of the cost recouped from the residents of Scandia as a local improvement project, in accordance with Section 393 (1) of the Municipal Government Act, recovered over a period of 5 years. As for the streetlights, 75% of the costs will be covered by SIP funding with the remaining 25% to be drawn from the Public Works Operating Contingency Account. 5. Information Street Improvement Program (SIP) The Superintendent of Public Works indicated that there is $99,000.00 in funding under the Street Improvement Program available for hamlets. He presented suggestions to Council for the use of this funding, including moving forward with the 10 year paving program in the hamlets and underground infrastructure projects. The Superintendent of Public Works responded to questions from Council. M. Harbicht left the meeting at 2:05 p.m. or\ MOTION CARRIED IX. ADMINISTRATIVE BUSINESS continued 1. Cheques for Payment The Assistant Administrator responded to questions from Council. MOVED BY COUNCILLOR W. DANIELS that cheque 165960 in the amount of $141.91, cheques 165961 to 165965 in the amount of $72,546.74, and cheques 165966 to 166061 in the amount of $4,842,510.63 be approved. MOTION CARRIED Regular Council Minutes Page 9 October 22, 2009 C- 377/09 C- 378/09 C- 379/09 2. Councillor Payment Sheets September 2009 MOVED BY COUNCILLOR W. DANIELS that the September 2009 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 4. ORRSC Position Paper on South Saskatchewan Regional Plan This item was discussed during the October 22, 2009 Municipal Planning Commission meeting. 6. Newell Regional Services Corporation Tender Award Phase 2, Contract 1 (Transmission Main through City of Brooks) Council was presented with a recommendation from the Newell Regional Services Corporation to accept the low bid for the tender of Phase 2 Contract 1 (Transmission Main through City of Brooks. MOVED BY COUNCILLOR I. SCHROEDER that the County of Newell No. 4 APPROVES the lowest tender in the amount of $2,409,392.00 plus GST from Brooks Asphalt Aggregate Ltd. For the Newell Regional Services Corporation Phase 2 Contract 1 (Transmission Main through City of Brooks). 7. Motion to Reschedule Council Meetings MOTION CARRIED MOVED BY COUNCILLOR A.M. PHILIPSEN that the November 19, 2009 meeting be rescheduled for November 23, 2009 and that the December 24, 2009 meetings of MPC and Council be rescheduled for December 23, 2009. MOTION CARRIED 8. Committee Reports a. Tourism Representative Councillor A.M. Philipsen submitted a written report to Council b. Economic Development/Tourism Committee The Assistant Administrator reported that candidates have been interviewed for the Economic Development Coordinator and a job offer has been sent. This is a part -time position that will provide administrative support for the committee. Councillor A.M. Philipsen also noted that the committee has sponsored the )1-\_ Regular Council Minutes Page 10 October 22, 2009 Manager /Employee of the year for the Chamber of Commerce a wards. c. Grasslands Regional FCSS d. Newell Foundation g. Councillor J. Harbinson indicated that they had recently reviewed the funding applications and the successful applicants will be notified and the results published in the newspaper. Councillor H. Wutzke indicated that a new CAO has been hired to start December 1 and that the new Chairman will be Yoko Fujimoto. Councillor S. Evans reported that the Newell Foundation will be supplying the meals for the Meals on Wheels program, and that construction on the garage at Playfair Lodge has begun. e. Newell Regional Services Corporation Councillor 1. Schroeder announced that the Newell Regional Services Corporation would become an independent corporation on January 1, 2010. The decision has been made to tender the project for the north section of the County as one project with the goal to have everything in place before the provincial budget is presented. Meetings have been arranged with the landowners beginning next week in order to obtain easements. Councillor I. Schroeder responded to questions from Council. f. Shortgrass Library System Councillor W. Daniels indicated that video conferencing sessions are underway and the committee is developing a plan of service for 2011 -2013. Tourism Representative Councillor A.M. Philipsen responded to a question regarding the Community Adjustment Fund. h. Mayors Reeves Association of Southeast Alberta Reeve M. Douglass indicated that there had been a joint meeting of the southeast and southwest mayors and reeves on October 2, 2009. Items discussed at this meeting including support for the Oldman River Regional Services Commission paper on the South Saskatchewan Regional Plan and a number of private members bills which are coming forward. She also presented Council with a summary of the session held by the Minister of Municipal Affairs. Regular Council Minutes Page 11 October 22, 2009 C- 380/09 C-381/09 X. POST AGENDA ITEMS The Chief Administrative Officer added that regional initiatives should be the focus for the future. 1. Regional Enhancement Reserve Funding Request Division 5 (Lake Newell Resort) Councillor J. Harbinson presented background information on this item and responded to questions from Council. MOVED BY COUNCILLOR J. HARBINSON that the Regional Enhancement Reserve Funding request from Lake Newell Resort for tennis court patching ($10,000.00), fencing around the basketball court ($4,410.00), and an Aquatic Weed Harvester equipment ($26,250.00) be APPROVED in the amount of $40,660.00 with funding through the Regional Enhancement Reserve allocation for Division 5. 2. New County of Newell Facilities Water Sewer Lines MOTION CARRIED The Chief Administrative Officer indicated that the Joint Services Committee had discussed the possibility of continuing the lines currently being installed at the new arena site in order to provide water and sewer services for the new County facilities. The Chief Administrative Officer responded to questions from Council. MOVED BY COUNCILLOR H. WUTZKE that the County of Newell No. 4 APPROVES extending the water and sewer from the new arena to the SW 1 /4 20- 18 -14 -W4 with funding to come from the Regional Enhancement Reserve. MOTION CARRIED ARRIVED AT MEETING R. Nesbitt and M. Kreke arrived at 2:43 p.m. 3. New Facilities Planning Committee Selection of Architect R. Nesbitt, Chair of the New Facilities Planning Committee, gave Council an overview of the architect selection process. Presentations were given to the committee on October 20, 2009 by the three architectural firms selected. R. Nesbitt presented background information to Council on these three firms. M. Kreke noted that the screening process focused first on qualifications and related experience, then on approach methodology Regular Council Minutes Page 12 October 22, 2009 C- 382/09 C- 383/09 C- 384/09 and the fee proposal. All three fee proposals received were between $790,000 t,r4tclo ,au cu e S R. Nesbitt indicated that the committee has recommended Barr -Ryder based on the price comparison, their clear, practical approach to design, and their knowledge of municipal operating requirements. Council was given the opportunity to ask questions. Councillor J. Harbinson asked if there were any buildings completed by Barr -Ryder that the Committee could visit. M. Kreke replied that Brazeau County is currently in the construction phase. R. Nesbitt presented details regarding the Brazeau County facilities. R. Nesbitt responded to questions from Council. MOVED BY COUNCILLOR B. DE JONG that Council accepts the recommendation of the New Facilities Planning Commission and hire Barr Ryder as the prime consultant for the new County of Newell Facilities, with funding through the new building reserve. MOTION CARRIED 4. Regional Enhancement Reserve Funding Request Division 1 Councillor W. Daniels presented background information on this item and responded to questions from Council. He confirmed that this request has been endorsed by the Regional Enhancement Reserve Committee for Division 1. MOVED BY COUNCILLOR H. WUTZKE that the Regional Enhancement Reserve Funding request from the Rolling Hills Cemetery for a tent, snow fencing, paint and repairs for the fence, and gravel for the driveway be APPROVED in the amount of $5,260.00 with funding through the Regional Enhancement Reserve allocation for Division 1. MOTION CARRIED XI. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. Councillor A. Eastman inquired about appointing representatives for the Reeve to attend Municipal and Agricultural Service Board functions. MOVED BY COUNCILLOR J. HARBINSON that Councillor A. Eastman represent the Reeve at Agricultural Service Board functions, and that Councillor I. Schroeder represent the Reeve at Municipal functions. MOTION CARRIED Regular Council Minutes October 22, 2009 XII. IN CAMERA There were no in camera items to discuss at this meeting. XIII. ADJOURN Page 13 Councillor 1. Schroeder reported that the Municipal Government Act will be reviewed in 2010. The Standing Committee for Governance and Finance will begin meeting next month to review selected areas. C- 385/09 MOVED BY COUNCILLOR A. EASTMAN that the meeting adjourn at 3:22 p.m. C y Administrator MOTION CARRIED