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HomeMy WebLinkAbout2010-09-23 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING September 23, 2010 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, September 23, 2010 commencing at 10:40 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 M. Harbicht, Superintendent of Public Works T. Green, Agricultural Fieldman D. Horvath, County Planner — ORRSC A. Wickert, Development Control Officer J. Hofer, Manager of GIS K. Martin, Fire & Emergency Services Coordinator A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: O. Shantz, Lawyer J. Burchell, Lake Newell Resort Condominium Association H. Hemsing, Lake Newell Resort Condominium Association EXCUSED FROM MEETING All members were in attendance at this meeting. II. MINUTES 1. Council (September 9, 2010) C- 354/10 MOVED BY COUNCILLOR S. EVANS that the September 9, 2010 Council Meeting minutes be adopted as presented. MOTION CARRIED .a. III. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items.�.�,r`. Regular Council Minutes Page 2 September 23, 2010 IV. ADOPTION OF AGENDA C- 355/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that the agenda be adopted as amended. MOTION CARRIED ARRIVED AT MEETING T. Green arrived at 10:44 a.m. V. BYLAWS 1. Bylaw 1709 -10 — Loan Bylaw (Newell Regional Services Corporation) The Assistant Administrator presented background information on this item and responded to questions from Council. Councillor B. de Jong noted an error in the bylaw and the Assistant Administrator confirmed that the loan would be for $300,000.00. Councillor H. Wutzke and Councillor 1. Schroeder provided further background information regarding the request, indicating that, at this point, water revenue is only coming from the Village of Tilley. Water will be turned on for Scandia, Rainier, and Rolling Hills soon, and NRSC will soon begin to invoice the Nair City of Brooks for treated water, but NRSC requires operations funding until that revenue begins coming in. Councillor W. Daniels inquired about storage ponds. The Chief Administrative Officer replied that the ponds that are no longer required will likely be filled in, and that NRSC and AMEC will determine whether the ponds can be used or repurposed. C- 356/10 MOVED BY COUNCILLOR H. WUTZKE that Bylaw 1709 -10, being a bylaw to provide a loan to the Newell Regional Services Corporation, be given FIRST reading. MOTION CARRIED 2. Bylaw 1710 -10 — Road Closure The Superintendent of Public Works presented Council with background information on this item. Councillor S. Evans questioned why the portion of road south of the second bridge would need to be closed. The Superintendent of Public Works indicated the proposed road realignment, noting that a 90 degree intersection was required for traffic ( \� safety. Councillor S. Evans expressed concerns about selling the closed portion of the road. The County Planner explained that the road ,,, does not necessarily have to be sold, but following this procedure would allow the County to gain the title to that piece of land. Discussion Regular Council Minutes Page 3 September 23, 2010 continued regarding the proposed road alignment and whether or not this should be included in the circulation to adjacent landowners prior to the public hearing. Administration was directed to advise AMEC to contact the landowner regarding acquiring more land and to revise the alignment so the road has a more gradual curve. This item will be brought back to a future meeting. VI. AGRICULTURAL BUSINESS 1. Agricultural Fieldman's Report (September 2010) The Agricultural Fieldman presented his report for September 2010 and responded to questions from Council. Councillor A. Eastman expressed concerns with a road that is being obstructed by piles of gravel mixed with cut grass and asked if there was a way for the graders and the mowers to work together to avoid this. The Agricultural Fieldman indicated that they have been experimenting with the mower settings so that the grass is pushed into the ditch. The Superintendent of Public Works indicated that this issue would be discussed with the grader operators. ARRIVED AT MEETING J. Hofer and K. Martin arrived at 11:21 a.m. LEFT THE MEETING Councillor W. Daniels left the meeting at 11:22 a.m. VII. ADMINISTRATIVE BUSINESS 2. Funding Request - Joint Emergency Preparedness Program (JEPP) The Manager of GIS presented background information on this item and responded to questions from Council. ARRIVED AT MEETING 0. Shantz, J. Burchell, and H. Hemsing arrived at 11:23 a.m. Councillor W. Daniels returned at 11:25 a.m. The Manager of GIS indicated that the Fire & Emergency Services Coordinator has been testing the touch screen technology in his own vehicle. The Manager of GIS and the Fire & Emergency Services Coordinator responded to further questions from Council. J,9 Regular Council Minutes Page 4 September 23, 2010 C- 357/10 MOVED BY COUNCILLOR R. ANDREWS that the purchase of additional software necessary to enhance display and routing capabilities of emergency responders be APPROVED to a maximum of $16,000.00 to be funded from the Disaster Services Reserve. MOTION CARRIED LEFT THE MEETING J. Hofer and K. Martin left the meeting at 11:26 a.m. 1. Subdivision Extension Request — 2009 -0 -180 (SW '/4 28- 17- 13 -W4) The County Planner provided background information on this item and responded to questions from Council. C- 358/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that the request for a two month time extension to subdivision application 2009 -0 -180 to November 23, 2011 be APPROVED. MOTION CARRIED 3. Lake Newell Resort Condominium Association — Request to 0 Provide Services The Assistant Administrator provided Council with background information on this item. J. Burchell indicated that the Lake Newell Resort Condominium Association (LNRCA) has met with Councillor J. Harbinson and the Assistant Administrator to discuss the County providing various services to Blocks 1 and 4 to bring them more in line with those provided to Blocks 2, 3, and 5. He thanked Layne for preparing some options for consideration. The Assistant Administrator noted that O. Shantz had provided comments regarding some issues that Council should be aware of when considering the request. O. Shantz gave an overview of the different options available, which include converting from condominiums to a subdivision plan, entering into a service agreement, and transferring ownership of the roadways to the County, and pointed out the advantages and disadvantages associated with each option. The Chief Administrative Officer indicated there is the potential for County equipment to damage property with the narrow streets in that area. Discussion followed regarding different options for snow removal. The request for bylaw enforcement was also discussed, and O. Shantz indicated that it would be difficult for the County to provide enforcement Regular Council Minutes Page 5 September 23, 2010 for LNRCA bylaws under the current procedures. Discussion followed rY regarding the options suggested by O. Shantz and it was determined that the third option was preferred by both parties. C- 359/10 MOVED BY COUNCILLOR J. HARBINSON that the County of Newell supports the Lake Newell Resort Condominium Association in pursuing the option of transferring the title for the Common Property (streets and other local improvement infrastructure) to the County. MOTION CARRIED Council discussed options for snow removal for the LNRCA. C- 360/10 MOVED BY COUNCILLOR W. DANIELS that Administration be directed to draft an agreement to reimburse the Lake Newell Resort Condominium Association costs for snow removal in 2010 and 2011. MOTION CARRIED LEFT THE MEETING A. Wickert, D. Horvath, O. Shantz, J. Burchell, and H. Hemsing left the meeting at 12:00 p.m. LUNCH Council RECESSED for lunch at 12:16 p.m. and RECONVENED at 1:05 p.m. VI. AGRICULTURAL BUSINESS — continued 1. Agricultural Fieldman's Report (September 2010) C- 361/10 MOVED BY COUNCILLOR J. HARBINSON that the Agricultural Fieldman's Report be accepted as presented. MOTION CARRIED 2. Funding Request — Alberta Farm Safety Center The Agricultural Fieldman presented Council with background information on this item. Discussion followed regarding the actual enrolment numbers, and the Agricultural Fieldman indicated that he would investigate. This item will be brought back to a future meeting when further information is available. 3. Policy Review — 2010 -PAG -026 (Mowing) The Agricultural Fieldman presented background information on this item and responded to questions from Council. Discussion followed regarding liability and enforcement of the policy. Regular Council Minutes Page 6 September 23, 2010 C- 362/10 MOVED BY COUNCILLOR W. DANIELS that Policy 2010 -PAG -026 be adopted as presented. MOTION CARRIED 4. Policy Review — 2010 -PAG -032 (Sale of Strychnine (2% LSC) & Phostoxin Tablets) The Agricultural Fieldman presented background information on this item and responded to questions from Council. C- 363/10 MOVED BY COUNCILLOR S. EVANS that Policy 2010 -PAG -032 be adopted as presented. MOTION CARRIED LEFT THE MEETING T. Green left the meeting at 1:24 p.m. VII. ADMINISTRATIVE BUSINESS — continued 4. Rural Water Distribution System Project The Assistant Administrator presented Council with background information on this item. Discussion followed regarding the agreements that offered some landowners the right to connect to the regional pipeline system for a fee of $2,500.00 as a condition of acquiring right of way for the regional water mains. Councillor 1. Schroeder noted that the $2,500.00 connection fee was for a valve off the main line and the landowner would still be responsible for costs to install the line to their residences. Some of these individuals have raised questions regarding the proposal for a monthly fee to be applied regardless of connection to the future rural water distribution system. C- 364/10 MOVED BY COUNCILLOR A. EASTMAN that the County of Newell reaffirms their commitment to honor the conditions of the previously negotiated right of way agreements which pertain to future connections to the regional pipeline system. MOTION CARRIED Discussion followed regarding the level of buy in from residents required in order to proceed with the rural water distribution system project, and whether or not percentages should be used. Councillor H. Wutzke suggested that, if the locations of the lines were known, then it would be easy to see who else would be on a particular line and determine \Q percentages. The Chief Administrative Officer indicated that if a percentage of total connections is used to determine when one of the ce age o c Regular Council Minutes Page 7 September 23, 2010 six zones is to proceed there may be a need to further break that down by branch lines if the percentage does not come in high enough for the full zone to proceed. Councillor 1. Schroeder stressed the importance of allowing everyone in the County the opportunity to connect to the system. Discussion followed regarding whether draft line locations could be prepared for the open house meetings. LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 1:48 p.m. Discussion continued and it was determined that the information gathered during the open house sessions is the key to choosing where to begin the rural water distribution project. 5. County Newsletter Review (September /October 2010) Council reviewed the proposed County newsletter for September & October 2010 and suggested changes. The Assistant Administrator requested feedback on the schedule for the rural water distribution system open house meetings. Council requested that an additional open house session be scheduled in Brooks. Councillor 1. Schroeder suggested that information should be mailed out to all residents following the open house sessions to ensure maximum participation. 6. Shortgrass Library System — Request for One Year Appointment to Board of Trustees (W. Daniels) Council was presented with a letter requesting that Wayne Daniels be appointed to the Shortgrass Library System Board of Trustees as the County of Newell Municipal Representative for a one year term. This item will be discussed further during the Organizational Meeting. 7. 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 September 27 — October 6, 2010 be proclaimed "Diabetes Week — Help Find a Cure for Diabetes." C- 365/10 MOVED BY COUNCILLOR A. EASTMAN that the County of Newell No. 4 hereby proclaims September 27 — October 6, 2010 as "Diabetes Week — Help Find a Cure for Diabetes." MOTION CARRIED Regular Council Minutes Page 8 September 23, 2010 8. Restorative Justice Week 2010 Council was presented with a letter from Correctional Service Canada with information on Restorative Justice Week 2010, which will be held from November 14 — 21, 2010. C- 366/10 MOVED BY COUNCILLOR B. DE JONG that the County of Newell No. 4 hereby proclaims November 14 — 21, 2010 as "Restorative Justice Week 2010." MOTION CARRIED 9. Municipal Treasurer's Report (August 2010) The Treasurer's Report for August 2010 was presented to Council. C- 367/10 MOVED BY COUNCILLOR S. EVANS that the Treasurer's Report for August 2010 be accepted. MOTION CARRIED 10. Cheques for Payment The Assistant Administrator responded to questions from Council. C- 368/10 MOVED BY COUNCILLOR B. DE JONG that cheques 168340 to 168342 in the amount of $82,268.51 and cheques 168343 to 168452 in the amount of $3,385,006.03 be APPROVED. MOTION CARRIED VIII. PUBLIC WORKS BUSINESS 1. Tender Award — Township Road 21 -2 The Superintendent of Public Works presented background information on this item and responded to questions from Council. C- 369/10 MOVED BY COUNCILLOR B. DE JONG that the County of Newell No. 4 awards the Township Road 21 -2 Paving Project (from Range Road 14 -4 to Highway 876) to Brooks Asphalt & Aggregate Ltd. for the total tendered amount of $6,675,368.50, to be funded first from the Annual Paving Reserve and that all additional funding required come from the Special Road Project Reserve with the intent that this Reserve be repaid once the 2011 Paving Tax is levied next year MOTION CARRIED „A\‘\-'\C) Regular Council Minutes Page 9 September 23, 2010 2. Municipal Reports The following Municipal reports were presented to Council: - Accounting Supervisor's Report (July 2010) - Accounting Supervisor's Report (August 2010) ARRIVED AT MEETING Councillor A.M. Philipsen returned at 2:24 p.m. The Superintendent of Public Works provided an update on several projects and responded to questions from Council. LEFT THE MEETING Councillor W. Daniels left the meeting at 2:23 p.m. IX. COMMITTEE REPORTS 1. Red Deer River Councillor A. Eastman indicated that upcoming meetings will focus on proposed changes to water allocation from the Red Deer River. The state of the watershed will also be discussed and resource staff will report on the various aspects of the Red Deer River. 2. Grasslands Regional FCSS Councillor J. Harbinson reported that they had held a budget meeting on September 15 He also noted that the City of Brooks had passed the Ashton's Place funding request on to Grasslands Regional FCSS. Ashton's Place does receive some FCSS funding, but this will not cover all of their costs. Grasslands Regional FCSS will be reviewing funding requests on September 29, 2010. ARRIVED AT MEETING Councillor W. Daniels returned at 2:37 p.m. 3. Foothills Little Bow Municipal Association Reeve M. Douglass indicated that concerns had been raised regarding the County's MLA not being present at meetings of the Foothills Little Bow Municipal Association. The Municipal District of Willow Creek has been asked to extend future invitations to the MLA. Regular Council Minutes Page 10 September 23, 2010 4. Mayors & Reeves Association of Southeast Alberta Reeve M. Douglass reported that she had attended an event in honor of the former CEO of the Shortgrass Library System, Julia Reinhardt, who has accepted a position with the Alberta Public Library Electronic Network (APLEN). X. POST AGENDA ITEMS 1. Growing in Rural Alberta Symposium (November 3 -5, 2010) Council was presented with information regarding the Growing in Rural Alberta Symposium. C- 370/10 MOVED BY COUNCILLOR W. DANIELS that any Councillor be permitted to attend the Growing in Rural Alberta Symposium in Medicine Hat, AB on November 3 -5, 2010 as a function of Council. MOTION CARRIED 2. Letter of Support — FCSS Funding Reeve M. Douglass presented Council with background information on this item. C- 371/10 MOVED BY COUNCILLOR H. WUTZKE that a letter be written to MLA Arno Doerksen in support of maintaining or increasing provincial funding levels for Family & Community Support Services organizations. MOTION CARRIED 3. Westland Acres Streetlights The Chief Administrative Officer indicated that he had received a call from a FortisAlberta representative who advised him that their Westland Acre contact has indicated that they will not be paying the invoice for their grouped country residential subdivision any longer and he asked if the County was interested in taking those bills over. The Chief Administrative Officer responded to questions from Council. Administration was directed to reply stating that the County of Newell will continue its policy of paying only for hamlet streetlights. 4. Union Contract Negotiations oink Council selected December 1 & 2, 2010 as the dates to begin negotiating the union contract. Regular Council Minutes Page 11 September 23, 2010 5. AltaLink Councillor J. Harbinson indicated that residents in Division 5 had expressed concerns regarding the AltaLink transmission project becoming a major corridor in the future. He requested that AltaLink be contacted to determine the exact location of all proposed lines. Councillor R. Andrews suggested that the landowners organize a committee with legal representation. It was noted that the County had opted to maintain a neutral position on the issue. 6. Recycling Council of Alberta Spring Conference Councillor B. de Jong indicated that the City of Brooks had expressed interest in hosting the Recycling Council of Alberta's Spring Conference in conjunction with the County of Newell. The City of Brooks will be making a presentation and a funding request to the Economic Development/Tourism Committee at an upcoming meeting. XI. INFORMATION ITEMS 1. Mini Bus Reports — August 2010 The Mini Bus Report for August 2010 was accepted as information. XII. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. Councillor S. Evans inquired about an In Memoriam for a former Councillor, as it was not mentioned at the September 17, 2010 Foothills Little Bow Municipal Association meeting. The Executive Assistant indicated that she had submitted the information directly to the AAMDC via their web site. Councillor A. Eastman indicated that he had found an error on a municipal addressing sign. LEFT THE MEETING Councillor H. Wutzke left the meeting at 3:04 p.m. The Superintendent of Public Works provided a progress report on the Municipal Addressing system and indicated that he would look into the error. Regular Council Minutes Page 12 September 23, 2010 ARRIVED AT MEETING Councillor H. Wutzke returned at 3:05 p.m. XIII. IN CAMERA C- 372/10 MOVED BY COUNCILLOR B. DE JONG that we move in camera at 3:05 p.m. to discuss labor issues. MOTION CARRIED C- 373/10 MOVED BY COUNCILLOR J. HARBINSON that we move out of camera at 4:21 p.m. MOTION CARRIED XIV. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:21 p.m. Signed this / day of d t'd LQ , 2010 tl _ h. & : 4 Reeve oun Administrator