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HomeMy WebLinkAbout2009-12-23 Council (Regular) MinutesC- 455/09 MEMBERS PRESENT: STAFF: COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING December 23, 2009 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Wednesday, December 23, 2009 commencing at 10:15 a.m. M. Douglass, Reeve COUNCILLORS: W. Daniels I. Schroeder A.M. Philipsen R. Andrews J. Harbinson S. Evans A. Eastman B. de Jong H. Wutzke L. Johnson, Assistant Administrator M. Harbicht, Superintendent of Public Works A. Wickert, Development Control Officer D. Horvath, County Planner G. Tiffin, Interim Manager of Information Technology C. Jakobsen, Public Works Administrative Assistant D. Lester, Development Control Clerk A. Clapton, Executive Assistant OTHERS IN ATTENDANCE: S. Stanway, Brooks Bulletin I. EXCUSED FROM MEETING All members were in attendance at this meeting. II. MINUTES 1. Council December 10, 2009 MOVED BY COUNCILLOR A. EASTMAN that the December 10, 2009 Council minutes be adopted as presented. III. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. MOTION CARRIED Regular Council Minutes Page 2 December 23, 2009 C- 456/09 C- 457/09 C- 458/09 IV. ADOPTION OF AGENDA MOVED BY COUNCILLOR A.M. PHILIPSEN that the agenda be adopted as amended. MOTION CARRIED V. BYLAWS 1. Bylaw 1690 -09 09 LUA 013 Lot 1, Block 3, Plan 081 4799 SE 1 /a 18- 19 -14 -W4 (Division 10) A Agricultural District to C Commercial District The County Planner presented background information on this item and responded to questions from Council. MOVED BY COUNCILLOR H. WUTZKE that Bylaw 1690 -09, being a bylaw to amend Land Use Bylaw 1626 -07 by rezoning approximately 6.74 acres (2.78 hectares) in SE 1/4 18- 19 -14 -W4 from A Agricultural District to C Commercial District, be given FIRST reading. MOTION CARRIED 2. Bylaw 1675 -09 Road Closure Sale NE 1 4 9 NW 1 /a 10- 20 -13 -W4 The Development Control Officer presented background information on this item, indicating that approval has been received by Alberta Transportation. The Development Control Officer responded to questions from Council. MOVED BY COUNCILLOR A.M. PHILIPSEN that Bylaw 1675 -09, being a bylaw to close and sell the portion of road allowance which lies between NE 1 /a 9 and NW 1 /a 10- 20 -13 -W4 and north of the north easterly portion of the south boundary of canal right of way IRR 1123, be given SECOND reading. MOTION CARRIED C- 459/09 MOVED BY COUNCILLOR J. HARBINSON that Bylaw 1675 -09 be given THIRD and FINAL reading. VI. ADMINISTRATIVE BUSINESS 1. Road Closure Application Process MOTION CARRIED The Development Control Officer gave Council an overview of the current process followed for road closure applications and responded to questions. Regular Council Minutes Page 3 December 23, 2009 ARRIVED AT MEETING Santa Claus arrived at 10:29 a.m. Santa Claus distributed gifts to Council and wished everyone a Merry Christmas. LEFT THE MEETING Santa Claus left the meeting at 10:34 a.m. Discussion continued regarding the process followed for road closure applications. Council agreed to continue to follow the process as outlined in the report and address any problems if they arise. 2. Review of Proposed Public Input Process for Land Use Bylaw Municipal Development Plan The Development Control Officer presented Council with a proposed work plan and time line for review of the Municipal Development Plan. The process will begin in January 2010 and the proposed timeline includes public meetings in various communities. The County Planner presented the proposal, which is broken down into stages by month, and indicated that, in order to meet the short time frame, this would become a top priority. The methods that will be used to gather input will include mailed questionnaires and open house meetings. She indicated that a draft Municipal Development Plan should be available in May for review and the final version will be ready for approval around June or July 2010. Council was given the opportunity to ask questions. Councillor B. de Jong expressed concerns with having the Public Hearing in July, as that is a busy time for the farming community. The County Planner replied that the goal was to have the MDP adopted prior to the election so that the document would be in place for any new Councillors. She also indicated that the public consultation process should provide enough information to the public so that any issues can be dealt with ahead of time. Councillor A. Eastman indicated that it would be favourable to allow more subdivision of Agricultural parcels. Currently, a landowner is allowed to subdivide one lot out of an Agricultural parcel and any subsequent lots must be rezoned to Country Residential. The County Planner replied that they would have to determine the maximum Regular Council Minutes Page 4 December 23, 2009 C- 460/09 ARRIVED AT MEETING LEFT THE MEETING number of parcels that would be acceptable within the Agricultural Land Use District. The County Planner indicated that the questionnaire would be brought to Council for approval prior to mailing to ensure that the key points are covered. An article will also be published in the next Newell Newsletter and the open house meetings will allow concerned residents to provide feedback and learn about the process. Discussion continued regarding changes that would allow more flexibility for the subdivision of Agricultural parcels. Councillor R. Andrews arrived at 11:17 a.m. The Assistant Administrator requested approval to proceed with the proposed work plan and indicated that this item would be discussed further during the January 7, 2010 Council meeting. MOVED BY COUNCILLOR W. DANIELS that the proposed timeline and cost estimate for reviewing and updating the County of Newell Municipal Development Plan be APPROVED as presented. MOTION CARRIED D. Horvath, A. Wickert, and D. Lester left the meeting at 11:19 a.m. 3. County Fire Chief /Emergency Services Coordinator The Assistant Administrator presented Council with background information on this item. The County Fire Chief /Emergency Services Coordinator would be a County of Newell position stationed out of the City of Brooks Fire Hall and included in the on call rotation. The City of Brooks would be involved in the recruitment process. He indicated that the position would be accountable to the County and responsible for assisting and interacting with the Fire Chiefs for each Fire Department that provides services within the County. The Assistant Administrator responded to questions from Council. Councillor W. Daniels expressed concerns with "Fire Chief" in the title of the position and asked if the agreement and job description had been reviewed by each of the divisional fire departments. The Assistant Administrator explained the rationale behind including "Fire Chief" in the title. He indicated that the position had been discussed during the last meeting of the Fire Chiefs, but the specific details and job description Regular Council Minutes Page 5 December 23, 2009 C -461 /09 C- 462/09 C- 463/09 had not been available at that time. The Assistant Administrator responded to further questions from Council. MOVED BY COUNCILLOR H. WUTZKE that the County of Newell No. 4 APPROVES the Emergency Services Coordination Agreement as amended with the title for the position being changed to County Emergency Fire Services Coordinator, subject to the City of Brooks approving the same. MOTION CARRIED 4. Funding Contribution for the 2010 Southern Alberta Summer Games The Assistant Administrator presented background information on this item, indicating that there are unexpended funds in the 2009 Economic Development budget that could be moved into a dedicated reserve to fund the 2010 Southern Alberta Summer Games. The Assistant Administrator responded to questions from Council. MOVED BY COUNCILLOR A. EASTMAN that $50,000.00 from the unexpended 2009 Economic Development budget be transferred to a dedicated reserve account, and that this amount be transferred to the 2010 special projects account for the purpose of funding the 2010 Southern Alberta Summer Games as per motion C- 447/09. MOTION CARRIED 5. 2010 Cost of Living Adjustment for Non -Union Staff The Assistant Administrator presented Council with background information on this item, noting that the Collective Agreement with CUPE Local 1032 provides for a 3% Cost of Living Adjustment effective January 1, 2010. MOVED BY COUNCILLOR H. WUTZKE that Council approve a 3% Cost of Living Adjustment for all non -union employees and contract employees effective January 1, 2010. 6. Cheques for Payment MOTION CARRIED The Assistant Administrator responded to questions from Council. C- 464/09 MOVED BY COUNCILLOR S. EVANS that cheques 166314 to 166321 in the amount of $63,766.29, cheques 166341 to 166454 in the amount of $3,867,099.13, and cheques 166455 to 166460 in the amount of $1,049,627.89 be APPROVED. MOTION CARRIED Regular Council Minutes Page 6 December 23, 2009 C- 465/09 (N i f C 7. Councillor Payment Sheets November 2009 MOVED BY COUNCILLOR H. WUTZKE that the November 2009 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. 8. Committee Reports a. Newell Foundation MOTION CARRIED Councillor S. Evans indicated that a new Chief Administrative Officer has been hired and the Meals on Wheels program, which began on November 30 is going well. There are currently 7 empty rooms at Playfair Lodge and 9 empty rooms at Newbrook Lodge. Councillor S. Evans responded to questions from Council. b. Regional Services Committee Councillor 1. Schroeder reported that the 2010 operating budget has been approved and that they will be meeting on January 6, 2010 to discuss rates. He also indicated that the Rolling Hills project is currently on hold. c. Tourism Representative Councillor A.M. Philipsen presented a written report to Council. Three more communities have jointed Canadian Badlands Ltd., bringing the total number of members to 63. She also noted that the County Economic Development Tourism Committee is still in need of a representative for Division 10. d. Associate Dean Advisory Council Reeve M. Douglass reported that this committee has been discussing the recruitment of rural doctors. She presented a document regarding rural medicine. A discussion followed regarding the shortage of doctors within the County. e. Bow River Basin Council Councillor R. Andrews reported on the December Forum update, inviting local watershed groups to showcase their accomplishments. He also noted that Alberta Environment can be invited to present a workshop on water well maintenance. Regular Council Minutes Page 7 December 23, 2009 C- 466/09 C- 467/09 LEFT THE MEETING A. Clapton left the meeting at 12:01 p.m. LUNCH Council RECESSED for lunch at 12:01 p.m. and RECONVENED at 12:46 p.m. ARRIVED AT MEETING M. Harbicht and C. Jakobsen arrived at 12:46 p.m. VII. PUBLIC WORKS BUSINESS 1. Policy 2006 -PPW -049 Fuel Purchases The Superintendent of Public Works presented background information on this item and responded to questions from Council. MOVED BY COUNCILLOR J. HARBINSON that Policy 2009 -PPW -049 be adopted as presented. MOTION CARRIED 2. 2010 Fuel Tender The Superintendent of Public Works presented the 2010 fuel tender and responded to questions from Council. MOVED BY COUNCILLOR H. WUTZKE that the County of Newell approve the tender of supply and delivery of gasoline and diesel fuels to the County of Newell to Vauxhall Co -op Petroleum Ltd. based on cost, quality of service, and profit sharing ability of an amount to be determined; furthermore that the tender be awarded for a one (1) year period January 1, 2010 to December 31, 2010 and that subject to satisfactory pricing and Council approval, the term may be extended for one (1) additional year being January 1, 2011 to December 31, 2011. 3. 2009 Capital Purchases Equipment MOTION CARRIED The Superintendent of Public Works presented the report from the Operation Manager regarding the Capital Equipment Purchases for 2009 and responded to questions from Council. Regular Council Minutes Page 8 December 23, 2009 C- 468/09 C- 469/09 C- 470/09 VIII. MOVED BY COUNCILLOR H. WUTZKE that interim financing for the 2009 purchase of the Loader (Unit 244) and the two Graders (Units 2011 2022) be funded from the Public Works Reserve for Future Machinery Equipment in the amount of $701,600.00 with the understanding that once the old Loader and Graders sell that the monies received be transferred back into this reserve. 4. Fisher Bridge Engineering Design Study The Superintendent of Public Works presented the request for the Fisher Bridge Engineering Design Study and responded to questions from Council. MOVED BY COUNCILLOR S. EVANS that a 2010 budget adjustment in the amount of $20,000.00 be APPROVED for completion of the engineering design study for Bridge File 76809 to be submitted to Alberta Transportation and that the funding come from the SH 847 Reserve account. MOTION CARRIED 5. Antelope Creek Road Paving MOVED BY COUNCILLOR R. ANDREWS that the County of Newell proceed with engineering designs and traffic counts for six miles of Antelope Creek Road west of Highway 36 with funding from the Paving Reserve; furthermore that a letter be sent to the delegation representative providing an update on Council's direction for the Antelope Creek Road. MOTION CARRIED POST AGENDA ITEMS 1. MOTION CARRIED The Assistant Administrator requested direction from Council on how to proceed with the request from the Antelope Creek Road residents that were present at the December 10 Council meeting. A discussion followed on the road, including the current conditions, traffic volumes, current year of paving listed as 2017, and whether to look at only the first four miles or six miles. Request from Newell Regional Services Corporation Councillor 1. Schroeder provided a status update on Newell Regional Services Corporation taking over water services from the County. He indicated that NRSC is going to stand alone effective January 1, 2010 and responded to questions from Council. Regular Council Minutes Page 9 December 23, 2009 C -471 /09 ARRIVED AT MEETING G. Tiffin arrived at 1:32 p.m. IX. X. LEFT THE MEETING MOVED BY COUNCILLOR I. SCHROEDER that the County of Newell provide $250,000.00 to Newell Regional Services Corporation interest free with funding to come from the Regional Enhancement Reserve; furthermore that NRSC pay back the amount when funds become available within a three year period. 2. Awards Night MOTION CARRIED Reeve M. Douglass inquired about including volunteers that sit on County of Newell committees at the annual Awards Night that is scheduled this year for February 5, 2010 at the Patricia Hall. A discussion followed and the Awards Night Committee was directed to speak with the Executive Assistant to calculate the additional number of people that would be invited. INFORMATION ITEMS The following items were accepted as information: Mini Bus Reports November 2009 The Superintendent of Public Works informed County Council that the City of Brooks approved funding the Truck Route Study. The Superintendent of Public Works presented the agreement with Alberta Transportation for the PR130 as information to Council. QUESTION PERIOD /NOTICE OF MOTION Reeve M. Douglass requested that discussion regarding a future meeting with Wheatland County be added to the January 7 Council Agenda. S. Stanway and C. Jakobsen left the meeting at 1: 41 p.m. Regular Council Minutes Page 10 December 23, 2009 XI. IN CAMERA C- 472/09 MOVED BY COUNCILLOR H. WUTZKE that we move in camera at 1:42 p.m. XII. ADJOURN MOTION CARRIED C- 473/09 MOVED BY COUNCILLOR A.M. PHILIPSEN that we move out of camera at 2:58 p.m. MOTION CARRIED C- 474/09 MOVED BY COUNCILLOR A. EASTMAN that the meeting adjourn at 2:58 p.m. MOTION CARRIED Signed this 7 day of c-) 61 2010