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HomeMy WebLinkAbout2010-01-07 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING January 7, 2010 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, January 7, 2010 commencing at 10:13 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: 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 L. Johnson, Assistant Administrator A. Wickert, Development Control Officer D. Horvath, County Planner M. Nesbitt, Grant Administrator M. Harbicht, Superintendent of Public Works B. Penner, Technical Manager G. Tiffin, Interim Manager of Information Technology M. Kreke, Municipal Intern A. Clapton, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: J. Whittingham, Brooks County Chronicle M. Fitzgerald, Q -13 Fox Radio R. Havinga, Newell Regional Services Corporation 10 County Ratepayers in attendance at the Public Hearings I. EXCUSED FROM MEETING All members were in attendance at this meeting. II. MINUTES Council (December 23, 2009) C -01/10 MOVED BY COUNCILLOR A. EASTMAN that the December 23, 2009 Council minutes be adopted as presented. MOTION CARRIED Regular Council Minutes Page 2 January 7, 2010 III. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. IV. ADOPTION OF AGENDA C -02/10 MOVED BY COUNCILLOR I. SCHROEDER that the agenda be adopted as amended. MOTION CARRIED ARRIVED AT MEETING J. Whittingham arrived at 10:15 a.m. VII. ADMINISTRATIVE BUSINESS 1. 2008 -0 -056 Request to Relax Development Agreement Requirements The Development Control Officer presented Council with background information on this item, including an overview of the subdivision requirements that have been completed to date and comments from the County Planner and the Superintendent of Public Works. She indicated that there are no special circumstances that would warrant waiving these requirements. It was also noted that the County of Newell cannot grant a waiver for the stormwater related requirements, as this falls under the jurisdiction of Alberta Environment. The Development Control Officer and the County Planner responded to questions from Council. C -03/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that Council NOT waive the requirements for engineered drawings for drainage stormwater management, fire management, and road plans for subdivision 2008 -0 -056, and that Administration respond in writing to advise the applicant of this decision. MOTION CARRIED 2. Proposed Public Input Process for Land Use Bylaw Municipal Development Plan The Assistant Administrator presented Council with background information on this item. The Development Control Officer indicated that the draft questionnaire had been prepared based on the prevalent issues of the past year. Council reviewed the questionnaire and provided suggestions for improvement. The County Planner indicated Regular Council Minutes Page 3 January 7, 2010 that she has reviewed the questionnaire and provided a list of amendments. She suggested color coding the questionnaires to obtain an idea of which areas were responding. Reeve M. Douglass suggested that definitions be provided for the planning terms, such as commercial, industrial, institutional, etc. Discussion followed regarding the creation of subdivisions within the minimum distance separation of confined feeding operations. ARRIVED AT MEETING Councillor J. Harbinson arrived at 10:37 a.m. Further suggestions from Council included equal focus for irrigated and dryland quarters, the social aspect of the community, paving and servicing standards, the impact that development and the demand for services may have on property taxation, and development around water bodies. The County Planner suggested also gauging public opinion regarding second residences and whether there should be certain requirements, such as a minimum parcel size and a requirement to remove the building when it is no longer being used for the original purpose. Council discussed the format of the questions, and the County Planner replied that multiple choice questions with space to provide additional comment should provide enough options for the reply. She indicated that there will be variations in the way the questions are structured. The County Planner indicated that a final draft of the questionnaire will be available for the January 21, 2010 Council meeting, and they hope to mail it out to residents the last week in January. ARRIVED AT MEETING M. Nesbitt arrived at 10:58 a.m. 4. Resolution in Support of Municipal Sponsorship Grant Application The Assistant Administrator presented background information on the proposal to submit an application to the Municipal Sponsorship Grant Program to pursue a regional information technology initiative. He presented an outline of the contributions given by each municipality and the total grant funding that will be available for the project. Council was given the opportunity to ask questions. The Assistant Administrator indicated that intermunicipal projects are able to access bonus funding under the Municipal Sponsorship Program, which is why the County is contributing funding to the City of Brooks project. The contributions for each municipality have been discussed with and Regular Council Minutes Page 4 January 7, 2010 agreed to by all parties involved. The Assistant Administrator responded to further questions from Council. The Grant Administrator explained the calculations for bonus funding. C -04/10 MOVED BY COUNCILLOR I. SCHROEDER that Council authorizes the County of Newell No. 4 to participate in a Municipal Sponsorship Grant Application for an Intermunicipal IT Supports Initiative under the Alberta Municipal Affairs Municipal Sponsorship Program; AND FURTHER that the County of Newell will submit 10% of the base funding from the 2009 Municipal Sponsorship Program in the amount of $4,931.00 to the City of Brooks Intermunicipal Project towards the installation of GPS units in Public Works vehicles, the installation of a maintenance software package, and upgrades to the Brooks GIS System; AND FURTHER that the County of Newell agrees to be the managing partner for the Intermunicipal IT Supports Initiative application. MOTION CARRIED 5. Resolution in Support of Rural Alberta Development Fund Grant Application The Assistant Administrator presented background information on this item, requesting approval from Council to submit an Expression of Interest document to the Rural Alberta Development Fund (RADF). The proposal will be for a three -year initiative that will focus on providing administrative support to fully explore and implement joint shared services for all participating communities. The Assistant Administrator responded to questions from Council. Councillor W. Daniels suggested that the proposal could be submitted under the 2010 Municipal Sponsorship Grant Program if the RADF application was unsuccessful. C -05/10 MOVED BY COUNCILLOR A. EASTMAN that Council APPROVES the submission of an Expression of Interest to the Rural Alberta Development Fund for the implementation of a regional shared services initiative. MOTION CARRIED LEFT THE MEETING M. Nesbitt left the meeting at 11:25 a.m. 6. Meeting with Wheatland County Reeve M. Douglass reported that the Council of Wheatland County would like to host a joint meeting. Council suggested February 8th, 9th 22 and 23 as potential dates. Councillor 8. de Jong requested that y a tour of their facilities be included. Regular Council Minutes Page 5 January 7, 2010 RECESS Council RECESSED at 11:26 a.m. and RECONVENED at 11:33 a.m. ARRIVED AT MEETING 10 County Ratepayers arrived at 11:33 a.m. C -06110 MOVED BY COUNCILLOR R. ANDREWS that we move into Public Hearings at 11:33 a.m. MOTION CARRIED V. PUBLIC HEARINGS 1. Bylaw 1687 -09 09 LUA 011 NE 1 /4 27- 17 -14 -W4 (Division 2) A Agricultural District to CR Country Residential District Reeve M. Douglass called the Public Hearing to order at 11:35 a.m. Reeve M. Douglass reviewed the procedures that would be followed for the hearing. The Assistant Administrator stated that the purpose of the Public Hearing was to hear representations on Bylaw 1687 -09. The intent of this bylaw is to amend Land Use Bylaw 1626 -07 by rezoning approximately 7.0 acres (2.8 hectares) in NE 27- 17 -14 -W4 from A Agricultural District to CR Country Residential District. The County Planner provided background information on this item. She indicated that two letters of opposition have been received from adjacent landowners. There were no persons in attendance speaking in favour of the proposed bylaw. K. Beblow, an adjacent landowner, expressed concerns regarding the number of acreages in that area and the resulting increase in traffic. She also indicated that dogs running free create a problem for livestock owners. She also expressed concerns with water service to the parcel. J. MacAulay asked about the size of the parcel and whether it could be developed further to include more than one house. Regular Council Minutes Page 6 January 7, 2010 V. Zagorsky indicated that, once acreage owners outnumber farmers in the area, they may begin interfering with farming operations. J. Airth expressed concerns regarding the size of the acreage and the potential for further subdivision. Also, if a residential acreage is adjacent to a farming operation, the farmer has to take wind direction into account when aerial spraying and, in some cases, this causes delays. He noted that allowing acreages on every pivot corner is creating problems with the irrigation district, which was developed to serve the farming community. Council was given the opportunity to ask questions. 2. Bylaw 1688 -09 09 LUA 012 NE 1 /4 19- 20 -15 -W4 (Division 7) A Agricultural District to CR Country Residential District Reeve M. Douglass called the Public Hearing to order at 11:50 a.m. The Assistant Administrator stated that the purpose of the Public Hearing was to hear representations on Bylaw 1688 -09. The intent of this bylaw is to amend Land Use Bylaw 1626 -07 by rezoning approximately 4.78 acres (1.93 hectares) in NE 19- 20 -15 -W4 from A Agricultural District to CR Country Residential District. The County Planner provided background information on this item. She indicated that there are no confined feeding operations in the area that would affect this application, and that no response to the circulation has been received from either adjacent landowners or the agencies contacted. 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 either in favour of or in opposition to the proposed bylaw. J. Airth expressed concerns with allowing residential acreages adjacent to a farming operation. He suggested that there be a 200 foot buffer within the acreage along the property line between an acreage and a farming operation in order to allow aerial spraying to proceed. He also noted that rows of trees planted on the property line rob nutrients from the field. Council was given the opportunity to ask questions. Regular Council Minutes Page 7 January 7, 2010 3. Bylaw 1689 -09 Road Closure Sale (Road Plan 3360 BZ) Reeve M. Douglass called the Public Hearing to order at 11:55 a.m. The Assistant Administrator stated that the purpose of the Public Hearing was to hear representations on Bylaw 1689 -09. The intent of this bylaw is to close and sell a portion of road plan 3360BZ lying within portions of Section 25 and the W 36- 20 -11 -W4 and W Y 1- 21- 11 -W4. The Development Control Officer provided background information on this item, indicating that the intent of the application is to close the road plan and consolidate the land with the land owned by Dinosaur Provincial Park. No concerns have been noted by either the Public Works Department or the required agencies. The Eastern Irrigation District is the only adjacent landowner and they have requested that the road plan that lies within EID land be consolidated with the same. 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. P. Hofer was in attendance on behalf of Alberta Parks to respond to questions. Councillor W. Daniels asked if there was a separate application to close the portion of the road plan that lies within EID land. The County Planner replied that the application was to close the entire road plan and the land consolidation would be dealt with at a later date. P. Hofer explained that this application is part of a province -wide exercise to close roads that serve no purpose within provincial parks. Council was given the opportunity to ask questions. The Development Control Officer responded to questions from Council. Councillor W. Daniels inquired about the other road allowances within the park. P. Hofer replied that the road allowances that follow the grid fall under park administration and this is the only existing road plan that remains. C -07/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Public Hearings adjourn at 12:02 p.m. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:03 p.m. and RECONVENED at 12:48 p.m. ARRIVED AT MEETING R. Havinga and M. Kreke arrived at 12:50 p.m. '1 Regular Council Minutes Page 8 January 7, 2010 VI. BYLAWS 1. Bylaw 1687 -09 09 LUA 011 NE 1 /4 27- 17 -14 -W4 (Division 2) A Agricultural District to CR Country Residential District The County Planner presented background information on this item. Council discussed postponing the decision on the bylaws until after input has been received from the Land Use Bylaw and Municipal Development Plan open house meetings. Councillor H. Wutzke stated that it was important to proceed under the current regulations. The County Planner responded to questions from Council. ARRIVED AT MEETING M. Harbicht and B. Penner arrived at 12:55 p.m. C -08/10 MOVED BY COUNCILLOR I. SCHROEDER that Bylaw 1687 -09, being a bylaw to amend Land Use Bylaw 1626 -07 by rezoning approximately 7.0 acres (2.8 hectares) in NE 1 /4 27- 17 -14 -W4 from A Agricultural District to CR Country Residential District, be given SECOND reading. MOTION CARRIED C -09/10 MOVED BY COUNCILLOR H. WUTZKE that Bylaw 1687 -09 be given THIRD and FINAL reading. MOTION CARRIED 2. Bylaw 1688 -09 09 LUA 012 NE '/4 19- 20 -15 -W4 (Division 7) A Agricultural District to CR Country Residential District The County Planner presented background information on this item and responded to questions from Council. C -10/10 MOVED BY COUNCILLOR S. EVANS that Bylaw 1688 -09, being a bylaw to amend Land Use Bylaw 1626 -07 by rezoning approximately 4.78 acres (1.93 hectares) in NE 1 /4 19- 20 -15 -W4 from A Agricultural District to CR Country Residential District, be given SECOND reading. MOTION CARRIED C -11/10 MOVED BY COUNCILLOR A. EASTMAN that Bylaw 1687 -09 be given THIRD and FINAL reading. MOTION CARRIED KA,\\11 Regular Council Minutes Page 9 January 7, 2010 3. Bylaw 1689 -09 Road Closure Sale (Road Plan 3360 BZ) The Development Control Officer presented background information on this item. The County Planner responded to questions from Council. C -12/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that Bylaw 1689 -09, being a bylaw to close and sell road plan 3360BZ lying within portions of Section 25 and the W 1 /2 36- 20 -11 -W4 and W 1 /2 1- 21- 11 -W4, be given FIRST reading. MOTION CARRIED LEFT THE MEETING D. Horvath and A. Wickert left the meeting at 1:02 p.m. VIII. PUBLIC WORKS BUSINESS 1. Municipal Reports The following Municipal Reports for December 2009 were presented to Council: Utilities NRSC Superintendent of Public Works Operations Manager Technical Manager Shop Foreman Accounting Supervisor R. Havinga presented the Utilities NRSC report to Council. He also updated Council on some issues that have arisen since the report was written. Council was given the opportunity to ask questions. R. Havinga responded to questions regarding water billing, indicating that this would be discussed further at an upcoming Newell Regional Services Commission meeting. LEFT THE MEETING R. Havinga left the meeting at 1:23 p.m. The Superintendent of Public Works presented his report and responded to questions from Council. ARRIVED AT MEETING G. Tiffin arrived at 1:28 p.m. Regular Council Minutes Page 10 January 7, 2010 The Superintendent of Public Works responded to questions from Council regarding the Operations Manager's report. The remaining Municipal Reports were postponed until later in this meeting. 3. Bridge File 75926 The Technical Manager presented background information on this item. Bridge File 75926 is in very poor condition and replacement has been approved in the 2010 budget. He gave an explanation of four possible options for the road alignment, indicating his preference for Option 2. The Technical Manager responded to questions from Council. Council discussed the options and indicated a preference for Options 1 and 2. The Technical Manager noted that Alberta Transportation will make the final decision regarding Bridge File 75926. The Technical Manager will obtain design and cost estimates from AMEC for Options 1 and 2 and this item will be discussed further during the January 21, 2010 Council meeting. 1. Municipal Reports continued The Technical Manager presented his report and responded to questions from Council. LEFT THE MEETING B. Penner left the meeting at 2:09 p.m. C -13/10 MOVED BY COUNCILLOR B. DE JONG that the December 2009 Municipal reports be accepted as information. MOTION CARRIED 2. Approval of Municipal Road Grid The Assistant Administrator presented Council with background information on this item. The Superintendent of Public Works indicated a road that has never been maintained in the past and requested that it be removed from the map. C -14/10 MOVED BY COUNCILLOR W. DANIELS that Council APPROVES the revised Municipal Road Grid map as the official maintained road network of the County of Newell No. 4. MOTION CARRIED Regular Council Minutes Page 11 January 7, 2010 LEFT THE MEETING G. Tiffin left the meeting at 2:18 p.m. VII. ADMINISTRATIVE BUSINESS continued 3. Implementation of Performance Management/Strategic Planning Process M. Kreke gave a presentation to Council regarding the implementation of a Performance Management/Strategic Planning Process. He gave an overview of what is involved in a performance management system and the reasons for implementing one. The goal of this exercise is improved service delivery in all departments, so the components of the performance management system will focus on defining services, measuring the effectiveness of these services, developing a benchmarking process, and analysis of the data collected. LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 2:25 p.m. M. Kreke explained the steps in the process, which will begin with setting up a strategic plan for each department that are aligned with overall County priorities and departmental strategies. He presented Council with a proposed timeline for the implementation of the performance management system. LEFT THE MEETING J. Whittingham left the meeting at 2:33 p.m. M. Kreke indicated that they are currently working on the departmental strategic plans. He indicated that they would like Council to review these plans and finalize them by the end of the month. Council was given the opportunity to ask questions. The Chief Administrative Officer thanked M. Kreke and the Assistant Administrator for their work on this project. ARRIVED AT MEETING Councillor A.M. Philipsen returned to the meeting at 2:40 p.m. Regular Council Minutes Page 12 January 7, 2010 LEFT THE MEETING M. Kreke, M. Harbicht, and M. Fitzgerald left the meeting at 2:40 p.m. VI. BYLAWS continued 4. Bylaw 1691 -10 Establishment of Recreation Area (Division 6) The Assistant Administrator presented background information on this item and responded to questions from Council. Councillor A.M. Philipsen indicated that she would like to see all the Recreation Boards have five members appointed for three year terms. Discussion followed regarding how these members are selected to serve on the boards and the budget reporting process. The Assistant Administrator gave an explanation of the chart of reserve funds. The Assistant Administrator will provide each Councillor with their divisional Recreation Board agreement and bylaw and a summary of how these boards are operating for the next meeting. VII. ADMINISTRATIVE BUSINESS continued 7. Cheques for Payment The Assistant Administrator responded to questions from Council. C -15/10 MOVED BY COUNCILLOR A. EASTMAN that cheques 166461 to 166563 in the amount of $2,535,776.56 and Direct Debit Batch 15911 in the amount of $64,120.20 be APPROVED. MOTION CARRIED 8. Municipal Treasurer's Report November 2009 The Treasurer's report for November 2010 was presented to Council. C -16/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Treasurer's Report for November 2009 be accepted. MOTION CARRIED IX. POST AGENDA ITEMS 1. Meeting with the Eastern Irrigation District The Chief Administrative Officer indicated that the EID would like to R arrange a meeting with Council between the end of January and the Regular Council Minutes Page 13 January 7, 2010 beginning of February. Council suggested February 10 11 and 12 as potential dates. 2. Regional Enhancement Reserve Funding Request Division 7 Councillor A. Eastman presented background information on this item and responded to questions from Council. C -17/10 MOVED BY COUNCILLOR A. EASTMAN that the Regional Enhancement Reserve Funding Request from the Rosemary Community Agriculture Society for renovations to the Community Centre be APPROVED in the amount of $110,766.00 with funding through the Regional Enhancement Reserve allocation for Division 7. MOTION CARRIED 3. Signs on Old Highway 1 Councillor W. Daniels expressed concerns with the curve signs on Old Highway 1. The signs show a curve that is more pronounced than the actual curve of the road. The Assistant Administrator indicated that he would pass this information on to the Superintendent of Public Works. 4. Request for Letter of Support Rolling Hills Garden Club Councillor W. Daniels indicated that the Rolling Hills Garden Club requires a letter of support from the County of Newell to submit with their application for a Palliser Economic Partnership grant. The Rolling Hills Garden Club will be holding a seminar that will be open to the whole region. Council discussed individual Councillors writing letters of support for organizations within their division. C -18/10 MOVED BY COUNCILLOR W. DANIELS that a letter be written to the Palliser Economic Partnership in support of the Rolling Hills Garden Club grant application. MOTION CARRIED 5. Awards Night Councillor A.M. Philipsen indicated that the members of the divisional Fire Committees, Recreation Boards, and Hamlet Advisory Boards have been invited to Awards Night, which could increase the number of attendees considerably. She indicated that a request to increase the budget would be brought forward for approval, if needed. Regular Council Minutes Page 14 January 7, 2010 LEFT THE MEETING S. Stanway left the meeting at 3:18 p.m. X. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. XI. IN CAMERA There were no in camera items to discuss at this meeting. XII. ADJOURN C -19/10 MOVED BY COUNCILLOR J. HARBINSON that the meeting adjourn at 3:22 p.m. MOTION CARRIED Signed this 2 1 day of 7 L t &h-) 2010 I A Awe it 4 Reeve C�� dministrator