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HomeMy WebLinkAbout2011-07-21 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF Regular Council July 21, 2011 The regular Council Meeting of the County of Newell No 4 was held in the County Office in Brooks, AB on July 21, 2011 commencing at 10:55 a.m. MEMBERS M. Douglas, Reeve PRESENT: COUNCILLORS: C. Amulung I. Schroeder A.M. Phillipsen R. Andrews M. Nesbitt J. Bulger A. Eastman B. de Jong L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator T. Green, Agricultural Fieldman H. White, Rural Conservation Technician M. Harbicht, Superintendent of Public Works A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: M. Fitzgerald, The One Sgt. B. Smuk, Brooks RCMP Corp. D. Nelson, Brooks RCMP Corp. C. Paul, Bassano RCMP I. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:55 a.m. I1. EXCUSED FROM MEETING All members were in attendance at this meeting. Regular Council July 21, 2011 3 III. ADOPTION OF MINUTES 1. Minutes - Council (July 7, 2011) C- 245/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the July 7, 2011 Council Meeting minutes be adopted as presented. MOTION CARRIED IV. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. V. ADOPTION OF AGENDA C- 246/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the agenda be adopted as amended. MOTION CARRIED VI. BYLAWS CO 1. Bylaw 1731 -11 - Borrowing Bylaw (Rural Water Distribution Project) The Assistant Administrator presented background information, indicating that the list of grants and contributions applied to the project would be amended to include a $1,600,000.00 local contribution and a $22,400,000.00 debenture. Councillor B. de Jong noted that article 2 refers to the construction of a new water treatment plant. The Assistant Administrator indicated that this would be amended to 'construction of a rural water distribution system.' ARRIVED AT MEETING Councillor L. Juss arrived at 11:01 a.m. C- 247/11 MOVED BY COUNCILLOR A. EASTMAN that Bylaw 1731 -11, being a bylaw to authorize the Council of the County of Newell to incur indebtedness by the issuance of debenture(s) in the amount of $22,400,000.00 for the purpose of constructing a rural water distribution system, be given FIRST reading as amended. J \N' MOTION CARRIED Regular Council July 21, 2011 VIII. AGRICULTURAL BUSINESS 1. Agricultural Fieldman's Report (July 2011) The Agricultural Fieldman presented his report for May 2011, giving an overview of the highlights. ARRIVED AT MEETING H. White arrived at 11:05 a.m. Council was given the opportunity to ask questions. The Agricultural Fieldman responded to questions about mowing ditches in the Mortensen Subdivision and Range Road 14 -2, and about weed control. He noted that he had met with the South Region Weed Coordinator regarding developing a joint weed control program with municipalities in southern Alberta. They also toured the City of Brooks and identified areas in need of weed control. IX. ADMINISTRATIVE BUSINESS 1. Tender Award - New Facilities Furnishings Committee H. White presented Council with background information on this item and responded to questions from Council. C- 248/11 MOVED BY COUNCILLOR L. JUSS that the County of Newell No. 4 awards the New Facilities Furnishings tender to NOKI Office Furnishings - Tayco for the total tendered amount of $278,140.00 to be funded from the New Facility Reserve Account, and furthermore that the New Facilities Furnishings Committee be allowed to utilize a 10% contingency of the total tender for any unforeseen items ($27,814.00). MOTION CARRIED LEFT THE MEETING H. White and T. Green left the meeting at 11:22 a.m. 2. 2011 Financial Audit Services The Assistant Administrator presented background information on this item and responded to questions from Council. Councillor 8. de Jong asked if it was necessary for KPMG to submit a bid in order to align with the budget. The Assistant Administrator indicated that the contract w. Id be extended for a year with the same terms. Regular Council July 21, 2011 C- 249/11 MOVED BY COUNCILLOR M. NESBITT that Council APPROVES a one year extension to KPMG's Audit Services Contract in order to complete the 2011 year end audit. MOTION CARRIED 3. 2011 Tax Sale & Public Auction The Assistant Administrator presented background information on this item and responded to questions from Council. C- 250/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the 2011 Tax Sale by Public Auction be held on Wednesday, November 16, 2011 at 10:00 a.m. in the County of Newell Administration Building with cash only terms, and that the reserve bids for the 2011 Tax Sale properties be set as recommended by Administration. MOTION CARRIED 4. 2011 Hamlet Utility Rate Schedule The Assistant Administrator presented Council with background information on this item. He noted that it is anticipated that Newell Regional Services Corporation (NRSC) will be able to assume responsibility for invoicing and • collecting utility fees next year and suggested that a standardized rate schedule and metering program in the hamlets would provide for more efficient billing. He also indicated that the Lake Newell Resort Community Association (LNRCA) currently collects user fees for water while the County invoices these residents for sewer. The Assistant Administrator suggested that the hamlet utility rates remain the same in 2011 while beginning to develop a plan for a uniform rate schedule for all hamlet residents to be invoiced by NRSC. Council was given the opportunity to ask questions. Councillor B. de Jong inquired about the possibility of equalizing some hamlet service rates immediately. The Assistant Administrator replied that the utility rates should be examined collectively, rather on a per hamlet basis. Councillor A.M. Philipsen asked about potential shortfalls and the Assistant Administrator replied that collecting based on the 2009 rates would result in the collection of slightly more funds than collecting based on the 2011 rates. He noted that approximately $250,000.00 is subsidized by the County for operating costs and NRSC services and salaries. The Chief Administrative Officer indicated that, once NRSC takes over responsibility for the billing, the N hamlets will be responsible for all of the costs to run their individual systems which will be included in the NRSC invoices for service. ARRIVED AT MEETING Sgt. B. Smuk and Corp. D. Nelson arrived at 11:35 a.m. Regular Council July 21, 2011 Discussion followed regarding the reasons behind the County's decision to subsidize some operating costs and whether or not those costs had gone down. The Chief Administrative Officer noted that changes in the operational costs should occur when upgrades have been completed on all water and sewer systems. Councillor B. de Jong inquired about the charge for Lake Newell Resort residents, indicating that the estimated rate for 2011 is higher than the 2009 rates, and that this should not change as no upgrades are planned. ARRIVED AT MEETING Corp. C. Paul arrived at 11:40 a.m. Discussion followed regarding how hamlet residents cover the costs of upgrades to hamlet infrastructure and the Assistant Administrator provided clarification on the charges to Lake Newell Resort residents. C- 251/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the 2009 water and sewer rates bylaw remain in effect for 2011, and that Administration begin discussions with the Lake Newell Resort Community Association (LNRCA) and Newell Regional Services Corporation (NRSC) regarding the implementation of a consumption -based utility rate schedule and invoice collection system. MOTION CARRIED VII. DELEGATIONS 1. RCMP Quarterly Reports (11:30 a.m.) • Brooks RCMP • Bassano RCMP • Protective Services Sgt. B. Smuk presented Council with the Quarterly Reports for the Brooks RCMP and Protective Services, including an overview of significant events and staffing levels. Sgt. B. Smuk responded to questions from Council. Corp. C. Paul presented Council with the Quarterly Report for the Bassano RCMP, including statistics from the Community Peace Officer and an overview of significant events. Council was given the opportunity to ask questions. The Superintendent of Public Works indicated that the County has given notice to the City of Brooks regarding the cancellation of the joint Community Peace Officers agreement. He indicated that the County would be hiring its own peace officers and th= they would coordinate their efforts with the RCMP. Regular Council July 21, 2011 LEFT THE MEETING Sgt. B. Smuk, Corp. D. Nelson, and Corp. C. Paul left the meeting at 12:10 p.m. LUNCH Council RECESSED for lunch at 12:10 p.m. and RECONVENED at 1:30 p.m. IX. ADMINSTRATIVE BUSINESS — continued 5. 2011 Budget Adjustments This item will be discussed during the August 11, 2011 Council meeting. ARRIVED AT MEETING Councillor L. Juss arrived at 1:31 p.m. 6. County Newsletter Review (July /August 2011) Council reviewed the proposed County newsletter for July & August 2011 and made several amendments. 7. Request for Proclamation - Muscular Dystrophy Awareness Month (September 2011) Council was presented with a letter from Muscular Dystrophy Canada requesting that September be proclaimed "Muscular Dystrophy Awareness Month." C- 252/11 MOVED BY COUNCILLOR M. NESBITT that the County of Newell hereby proclaims September 2011 to be "Muscular Dystrophy Awareness Month." MOTION CARRIED 8. Economic Development Committee - Appointment (Div. 2) The Assistant Administrator presented Council with background information on this item. C- 253111. MOVED BY COUNCILLOR I. SCHROEDER that we appoint John Timko as the c\\ representative for Division 2 to the Economic Development/Tourism Committee fora three year term. 0 MOTION CARRIED Regular Council July 21, 2011 ' 9. Cheques for Payment The Assistant Administrator responded to questions from Council. C- 254/11 MOVED BY COUNCILLOR A. EASTMAN that Direct Debit Batch 18726 in the amount of $112,456.95, cheques 170529 to 170532 in the amount of $65,412.03, cheques 170533 to 170653 in the amount of $2,379,468.20, and cheque 170654 in the amount of $8,572.79 be APPROVED. MOTION CARRIED X. PUBLIC WORKS BUSINESS 1. Signing Authority for County of Newell Water Project Easements The Chief Administrative Officer presented background information on this item and responded to questions from Council. C- 255/11 MOVED BY COUNCILLOR C. AMULUNG that Council authorizes the Designated Officer to act alone and be the only signing officer required for the easement documents for the County of Newell Water Project (CNWP). �r MOTION CARRIED 2. Policy Review The Superintendent of Public Works presented several policies to Council for review, indicating that these policies can be rescinded. The Superintendent of Public Works responded to questions from Council regarding the fuel tender process and culverts. C- 256/11 MOVED BY COUNCILLOR B. DE JONG that Policies 1995 -PPW -017 (Snow Fences), 1997 -PPW -023 (Funding for Cost Shared Road Projects), 1998 -PPW -031 (Landfill Operations), 1999 -PPW -040 (Road Approaches - Supply of Culvert), 1999 -PPW -041 (Road Inspection), 2009 -PPW -049 (Fuel Purchases), 1995 -PPW -019 (Road Allowances - Sprinkling or Flooding), and 2009 -PPW -002 (Signs) be RESCINDED. MOTION CARRIED XI. COMMITTEE REPORTS 1. Economic Development & Tourism Committee `'fir Councillor A.M. Philipsen gave a presentation regarding - re • en i FC Municipal Partners in Economic Development trip to Cambodia. She indicated that during the workshops, priorities were identified in terms of Regular Council July 21, 2011 challenges and then smaller, manageable projects were discussed. A work 40 plan will be developed for the repair of 500m of road and the investigation of alternative rice production techniques. Councillor A.M. Philipsen responded to questions from Council. 2. Grasslands Regional FCSS Councillor C. Amulung reported that they had met with representatives from Alberta Health Services to discuss potential programs for the Thrive funding program. Councillor C. Amulung responded to questions from Council. 3. Joint Services /IMDP Committee Councillor B. de Jong reported that the Joint Services Committee had discussed benefits for the volunteer fire departments and liability for these departments assisting in fires in outlying areas. The contributions made to the airport by both the City and the County were discussed, and these numbers will be made available. A dinner at the Newell Sailing Club is being organized for 15 medical students who will be visiting the area on August 26 -27, 2011. Other items discussed include overlapping the Information Technology workload and an upcoming visit to Brooks from Jason Kenney, Federal Minister of Citizenship, Immigration, & Multiculturalism. Councillor L. Juss indicated that they had discussed a request from the Brooks Golf Club for expansion and a Regional Enhancement Reserve Funding request from the Brooks & District Handicraft Guild. 4. Eastern Irrigation District/Silver Sage Meeting Reeve M. Douglass reported on a meeting she had attended regarding the Silver Sage Community Corral area. The Superintendent of Public Works indicated that items discussed included the gas service line to the new County facilities, the construction of a walking path, washroom facilities, food service booths, and a race track. The Superintendent of Public Works responded to questions from Council. 5. Municipal Library Board Councillor A.M. Philipsen indicated that the representative from Division 5 & 10 has resigned and will be replaced at the Organizational Meeting in October with the other Board & Committee appointments. Regular Council July 21, 2011 °4 "'"' 6. Palliser Economic Partnership Councillor L. Juss indicated that a special meeting was held last week to discuss how the Palliser Economic Partnership will continue following the restructuring of their funding. Councillor L. Juss responded to questions from Council. 7. Red Deer River Municipal Users Group Councillor A. Eastman reported that he had attended a meeting held recently at Dickson Dam and provided several facts about the dam. 8. County of Newell Water Project Councillor B. de Jong reported that there are still a few outstanding easements to collect for Division 8, and that some users will be notified in cases where MPE Engineering has been unable to get easements. The project is still on schedule to go to tender on August 2nd and MPE Engineering is in the final design stages for the pipeline. A meeting was held this morning to review the contractors who will be invited to submit a request for proposal for prequalification. Councillor B. de Jong responded to questions from Council. 9. 2011 Southern Alberta Summer Games Reeve M. Douglass reported that the 2011 Southern Alberta Summer Games were held in Medicine Hat on July 6 -9, and the County of Newell was well represented. XII. POST AGENDA ITEMS 1. Funding Request - Regional Enhancement Reserve (Div. 5 & 10) Brooks & District Handicraft Guild The Assistant Administrator presented Council with background information on this item. Councillor M. Nesbitt indicated that the Brooks & District Handicraft Guild has applied for a matching grant from the Community Initiatives Program and has been successful in fundraising. They are requesting their current shortfall of $4,374.00 from the Regional Enhancement Reserve allocation for Divisions 5 & 10. Councillor A.M. Philipsen noted that the County has provided Municipal Reserve Funding to `'""'` this group in the amount of $5,000.00. Discussion followed regarding the process followed for Regional Enhancement Reserve funding applications. The Chief Administrative Officer indicated that this request had be K___^ Regular Council July 21, 2011 discussed and approved by the Joint Services Committee on July 12, 2011, which has in the past served as the advisory committee for Divisions 5 and 10 grant funding recommendations to County Council. C- 257/11 MOVED BY COUNCILLOR I. SCHROEDER that the Regional Enhancement Reserve Funding Request from the Brooks & District Handicraft Guild for the replacement of pottery equipment be APPROVED in the amount of $4,374.00 with funding through the Regional Enhancement Reserve allocation for Division 5 & 10. MOTION CARRIED 2. Donation to Town of Slave Lake Reeve M. Douglass indicated that the City of Brooks has donated $5,000.00 to the Town of Slave Lake for disaster relief, and she suggested that the County could do the same. Reeve M. Douglass responded to questions from Council and discussion followed. C- 258/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the County of Newell donates $5,000.00 to the Town of Slave Lake with funding from G/L Account 1 -2- 503- 13 -00. MOTION CARRIED XIII. INFORMATION ITEMS 1. HR Group Newsletter - Productive Workplaces (May 2011) (Center Table) This item was accepted as information. 2. Clean Air Strategic Alliance (CASA) - 2010 Annual Report (Center Table) This item was accepted as information. 3. Oldman River Regional Services Commission (ORRSC) - 2010 Annual Report & Financial Statements (Center Table) This item was accepted as information. 4. Mini Bus Monthly Report (June 2011) This item was accepted as information. Regular Council July 21, 2011 XIV. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. XV. IN CAMERA C- 259/11 MOVED BY COUNCILLOR 1. SCHROEDER that we move in camera at 2:51 p.m. to discuss legal and labor issues. MOTION CARRIED C- 260/11 MOVED BY COUNCILLOR B. DE JONG that we move out of camera at 4:03 p.m. MOTION CARRIED VIII. AGRICULTURAL BUSINESS - CONTINUED 1. Agricultural Fieldman's Report (July 2011) - continued C- 261/11 MOVED BY COUNCILLOR L. JUSS that the Agricultural Fieldman's Report be accepted as presented. MOTION CARRIED XVI. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:04 p.m. Signed this )/ day of _ /D/ , 2011 e ve • Vte / ounty dministrator