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HomeMy WebLinkAbout2011-12-22 Council (Regular) Minutes COUNTY OF NEWELL MINUTES OF Regular Council December 22, 2011 The regular Council Meeting of the County of Newell was held in the County Office at Brooks, AB on Thursday, December 22, 2011 commencing at 10:25 a.m. MEMBERS M. Douglass, 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 T. Green, Agricultural Fieldman M. Harbicht, Superintendent of Public works A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: J. Nesbitt, Brooks Bulletin 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:25 a.m. 2. EXCUSED FROM MEETING All members were in attendance at this meeting. 3. ADOPTION OF MINUTES a. Minutes - Council (December 8, 2011) C-449/11 MOVED BY COUNCILLOR M. NESBITT that the December 8, 2011 Council Meeting minutes be adopted as presented. ,,, MOTION CARRIED Regular Council December 22,2011 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-450/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the agenda be adopted as amended. MOTION CARRIED 6. BYLAWS a. Bylaw 1737-11 -Water& Sewer Services The CAO provided Council with background information on this item, indicating the amendment that had been made following the review by the County of Newell Water Project Steering Committee. Councillor C. Amulung expressed concerns regarding article 8(5) only referring to incidences with meters reading less than actual usage. C-451/11 MOVED BY COUNCILLOR A. EASTMAN that Bylaw 1737-11 be amended as follows: In article 6(3) "...With regards to the CNWP, any user who has had their service shut off for lack of payment or any other reason shall not be exempt from the idle service fee as set out in the Schedule of Fees Bylaw while the service is disconnected." In article 8(5) "...lf as a result of the test a meter is found to have been not reading accurately, the County reserves the right to apply adjustments to the user account to correct any discrepancies." MOTION CARRIEDMOVED C-452/11 BY COUNCILLOR L. JUSS that Bylaw 1737-11, being a bylaw for the regulation of the water works and sanitary sewer works systems throughout the County of Newell, be given THIRD and FINAL reading as amended. MOTION CARRIED b. Bylaw 1743-11 - Road Allowances, Sprinkling of The Superintendent of Public Works provided Council with background information on this item. 3 Page 2 of 12 CY\i\f '9 Regular Council December 22,2011 C-453/11 MOVED BY COUNCILLOR C. AMULUNG that Bylaw 1743-11, being a bylaw to prohibit the sprinkling of water on the driving surface of road allowances by irrigation sprinklers, be given THIRD and FINAL reading. MOTION CARRIED c. Bylaw 1745-11 - Noise (Hamlets) The Chief Administrative Officer presented Council with background information on this item. Discussion followed regarding whether or not to list all the hamlets and it was determined that the bylaw should simply say 'all hamlets within the County of Newell.' Councillor C. Amulung suggested that, instead of listing the utility companies specifically, that these be referred to as utility operators. The Chief Administrative Officer further noted that item 4(c)(iii) should read "a contractor working for the County of Newell or a utility operator." The Chief Administrative Officer indicated that enforcement of this bylaw would be complaint-driven and requested that third reading be postponed until the amendments have been included. The Chief Administrative Officer responded to further questions from Council. C-454/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that Bylaw 1745-11, being a bylaw to prohibit certain activities creating noise and to abate the incidence of noise and restrict the hours when certain sounds may be made, be amended as follows: references to specific hamlets will be changed to 'all hamlets within the County of Newell' references to specific utility operators will be changed to 'utility operators.' MOTION CARRIED 7. AGRICULTURAL BUSINESS a. Emerson Bridge Park - Improved Signage The Agricultural Fieldman presented background information on this item and responded to questions from Council. C-455/11 MOVED BY COUNCILLOR M. NESBITT that Council APPROVES a budget adjustment in the amount of $3,600.00 from account 1-2-502-72 for the purchase of two large guide signs for Emerson Bridge Park and that staff work with Alberta Transportation to relocate the existing signs in order to more adequately prepare motorists for the turn off. MOTION CARRIED Page 3 of 12 ;�X / Regular Council December 22,2011 ARRIVED AT MEETING J. Nesbitt arrived at 10:53 a.m. b. Calgary Stampede Farm Family Award The Agricultural Fieldman presented Council with background information on this item. As 2012 marks the 100th anniversary of the Calgary Stampede, they are requesting that the nominees also be 100 year farm families. Discussion followed and it was determined that the nominees must have farmed 100 years within Alberta. The Agricultural Fieldman requested that Council suggest potential nominees and that he would determine whether or not they meet the requirements. This item will be brought to a future meeting for further discussion. LEFT THE MEETING T. Green left the meeting at 10:59 a.m. Councillor M. Nesbitt declared a pecuniary interest due to her association with the Brooks Bulletin and left the meeting at 10:59 a.m. 8. ADMINISTRATIVE BUSINESS c. Newspaper Subscriptions for Rural Residents J. Nesbitt presented Council with background information on this item, outlining the details and benefits to both the County of Newell and the Brooks Bulletin. He indicated that other municipalities have entered contracts with their local newspapers for terms of 2-3 years with annual reviews of advertising costs. Council was given the opportunity to ask questions. Reeve M. Douglass asked if ratepayers living in the municipalities within the County of Newell would be excluded. J. Nesbitt replied that if they pay taxes to the County, they would receive a newspaper. Councillor A.M. Philipsen expressed concerns regarding the loss of full paid subscriptions and J. Nesbitt indicated that these costs would likely be made up with increased advertising. Councillor C. Amulung asked how those renting property could be included. J. Nesbitt indicated that the addresses would be provided by the County and that they could check their subscription list to see if those people were subscribers. J. Nesbitt responded to further questions from Council. LEFT THE MEETING J. Nesbitt left the meeting at 11:12 a.m. Discussion followed regarding how to manage updates to the address list and Page 4 of 12 \)\\\\C Regular Council December 22,2011 how to address those residents who wish to opt out of this service. Some concerns raised were duplicate addresses, those properties with multiple owners on the title, and providing papers to renters. In addition, it was noted that the County would be able to continue the current practice of advertising in any local papers and through the internet. LEFT THE MEETING Councillor L. Juss left the meeting at 11:17 a.m. Council discussed trying the subscription program for one year and reassessing the contract after that, noting that the Brooks Bulletin would ideally be in charge of updating the address list and maintaining an opt-out list. ARRIVED AT MEETING Councillor L. Juss returned at 11:23 a.m. Council gave direction to the Chief Administrative Officer to obtain a draft contract for one year including the terms listed above. This item will be discussed further at a future Council meeting. LEFT THE MEETING Councillor I. Schroeder left the meeting at 11:30 a.m. ARRIVED AT MEETING M. Fenske and Councillor M. Nesbitt arrived at 11:30 a.m. a. 2012 Capital & Operating Budget The Manager of Finance presented Council with the 2012 budget. ARRIVED AT MEETING Councillor I. Schroeder returned at 11:32 a.m. He gave an overview of some items of note, indicating that service levels will remain the same for most departments, with the exception of additional staff positions in some departments. Council was given the opportunity to ask questions. The Manager of Finance responded to questions from Council. C-456/11 MOVED BY COUNCILLOR C. AMULUNG that the 2012 Operating Budget in the Page 5of12 CIO Regular Council December 22,2011 amount of $123,593,795.00 and the 2012 Capital Budget in the amount of 0 $60,853,602.00 be adopted as presented. MOTION CARRIED LEFT THE MEETING M. Fenske left the meeting at 11:38 a.m. b. Regional Enhancement & Cooperation Agreements The Chief Administrative Officer presented background information on this item and responded to questions from Council. C-457/11 MOVED BY COUNCILLOR L. JUSS that Council APPROVES the ratification of the Regional Enhancement & Cooperation Agreements with the Villages of Duchess, Rosemary, and Tilley, the Town of Bassano, and the City of Brooks. MOTION CARRIED Discussion followed regarding the details of the Press Release, and it was determined that the Chief Administrative Officer would be listed as the contact person for questions. d. Policy Review - Personnel The Chief Administrative Officer presented background information on this item, giving recognition to the committee that had compiled several personnel policies into one. He gave an overview of the key points and responded to questions from Council regarding the probationary period and sick leave incentive. C-458/11 MOVED BY COUNCILLOR I. SCHROEDER that Policy 2011-PAD-059 (Personnel) be adopted as presented, and that the following policies be rescinded: 1996-PPW-020 Safety Boot Allowance for Supervisors 2008-PAD-006 Personal Leave 2008-PAD-009 Maternity Leave 2008-PAD-007 Accidents-Personnel 2008-PAD-010 Overtime-Admin 2008-PAD-027 Harassment 2008-PAD-030 Hiring 2008-PAD-031 Office Hours 2008-PAD-035 Flex Days 2008-PAD-038 Benefit Plan 2008-PAD-040 Holiday Rotation Page 6 of 12 U\ANA) Regular Council December 22,2011 2008-PAD-042 Educational Training 2008-PAD-043 Prescription Safety Glasses 2008-PAD-045 Health and Wellness 2008-PAD-046 Bereavement Leave 2008-PAD-047 Long Service Pay 2008-PAD-053 Overtime Allowance 2009-PAD-034 Mileage and Allowances 2009-PAD-039 Recognition of Service 2009-PAD-042 Educational & Personal Development Training Policy 2009-PPW-050 Use of County Trucks 2010-PAD-014 Benefit Plans 2011-PAD-044 Sick Leave Incentive MOTION CARRIED e. Policy Review - Social Media The Executive Assistant presented background information on this item and responded to questions from Council. Discussion followed and Council agreed that the ability to connect with ratepayers would be beneficial to the County. Time spent monitoring the social media sites will be tracked and a report presented to Council for review at a later date. ` - C-459/11 MOVED BY COUNCILLOR A. EASTMAN that policy 2011-PAD-060 (Social Media) be adopted as presented. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:09 p.m. and RECONVENED at 12:47 p.m. 8. ADMINISTRATIVE BUSINESS - CONTINUED f. Christmas Open House with MLA& MP Reeve M. Douglass presented background information on this item to Council. C-460/11 MOVED BY COUNCILLOR A. EASTMAN that any Councillor be permitted to attend the Christmas Open House at the Brooks City Hall on December 20, 2011 as a function of Council. MOTION CARRIED LotpPage 7 of 12 Regular Council December 22,2011 f. Funding Request - Regional Enhancement Reserve (Division 8) Councillor B. de Jong presented background information on this item and responded to questions from Council. C-461/11 MOVED BY COUNCILLOR I. SCHROEDER that the Regional Enhancement Reserve Funding Request from the Village of Duchess and the Duchess Agricultural Society for improvements to the parking area around the Duchess Community Hall, Curling Rink/Library, Hockey arena, and the Grasslands Soccer Centre be APPROVED in the amount of :. _,e::.:3 ith funding through the Regional Enhancement Reserve allocation for Division 8. MOTION CARRIED z3,6N ,: �S (11/V- g. Cheques for Payment The Chief Administrative Officer responded to questions from Council. C-462/11 MOVED BY COUNCILLOR B. DE JONG that cheque 171686 in the amount of $1,325,161.44 be APPROVED. MOTION CARRIED h. Cheque Register The Chief Administrative Officer and Superintendent of Public Works responded to questions from Council. C-463/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Cheque Register be accepted. MOTION CARRIED 9. PUBLIC WORKS BUSINESS a. Tender Award - 1/2 Ton Fleet Truck The Superintendent of Public Works presented background information on this item and responded to questions from Council. C-464/11 MOVED BY COUNCILLOR A. EASTMAN that Council APPROVES the tender from Martin Chrysler in the amount of $26,773.00 for the purchase of a 1/2 ton fleet truck to replace Unit 128. MOTION CARRIED Page 8 of 12 Regular Council December 22,2011 b. Tender Award - 2 Ton Fleet Truck The Superintendent of Public Works presented background information on this item and responded to questions from Council. Councillor B. de Jong asked if the International Truck Dealership had been invited to submit a tender, as they were not listed. The Superintendent of Public Works indicated that he would investigate. This item was deferred until later during the meeting. c. Proposed Use of Tilley CPR Station Grounds The Superintendent of Public Works presented Council with background information on this item, indicating that he will be meeting with CP Rail to discuss this project in January. The Superintendent of Public Works and Councillor I. Schroeder responded to questions from Council. LEFT THE MEETING M. Harbicht left the meeting at 1:06 p.m. 10. COMMITTEE REPORTS a. Bow River Basin Council Councillor R. Andrews indicated that he had attended a recent forum where representatives were present from an intensive livestock working group and TransAlta. He noted that on www.aeso.ca you can view power generation from all power plants in Alberta. He also commented on work being done to clear out non-indigenous trout from the Bow River and reestablishing the native trout species. Councillor R. Andrews responded to questions from Council. b. County of Newell Water Project (CNWP) Councillor B. de Jong indicated that this committee met last week and discussed various topics, including a land transfer from the Eastern Irrigation District to the County and guidelines for prequalifying contractors. He indicated that pipe has arrived and surveying will begin January 1, 2012. Councillor B. de Jong responded to questions from Council. c. Joint Services/IMDP Committee Councillor B. de Jong indicated that they met on December 13, 2011 and had a presentation with the Brooks Fire Chief and the County Fire & Emergency Services Coordinator to discuss benefits and incentives for fire departments Page 9 of 12 (.41\"° Regular Council December 22,2011 and which items should be standardized for both rural and urban fire departments. d. Newell Foundation Councillor I. Schroeder indicated that Newell Foundation has been working for a few weeks to select an architect for the integrated seniors' housing project in Bassano which will include multiple levels of care and hospital services. He commented on the interest in the project shown by both Alberta Health Services and the Minister of Health & Wellness. e. Economic Development/NRTA/ORRSC/Canadian Badlands Councillor A.M. Philipsen provided Council with a written report. ARRIVED AT MEETING M. Harbicht arrived at 1:20 p.m. f. Red Deer River Municipal Users Group Councillor A. Eastman reported that he had attended the Annual General Meeting, where the RDRMUG had maintained the 25 cents per capita funding request for municipalities. There was a speaker who addressed the ongoing direction of water storage in the Red Deer area and various municipal districts discussed projects they were involved in. g. Veteran's Memorial Highway Development Safety Association Reeve M. Douglass indicated that the minutes of the December 19, 2011 meeting had been distributed. The next meeting will be held in February in Lac La Biche. 9. PUBLIC WORKS BUSINESS - CONTINUED b. Tender Award -2 Ton Fleet Truck - continued The Superintendent of Public Works confirmed that a tender invitation had been delivered to Peak Equipment to deliver to the International Truck Dealership, who did not submit a bid. C-465/11 MOVED BY COUNCILLOR B. DE JONG that Council APPROVES the tender from Martin Chrysler in the amount of $47,575.00 for the purchase of a 2 ton fleet truck to replace Unit 131. 'n MOTION CARRIED Y / Page 10 of 12 Regular Council December 22,2011 11. POST AGENDA ITEMS a. Request for Map Book - Community Foundation of Medicine Hat & South Eastern Alberta Reeve M. Douglass provided background information on this item and responded to questions from Council. C-466/11 MOVED BY COUNCILLOR M. NESBITT that a County of Newell map book be provided to the Community Foundation of Medicine Hat and South Eastern Alberta. MOTION CARRIED b. University of Alberta - Request for Road Closure & Purchase Reeve M. Douglass reported that she had received a call from the University of Alberta expressing concern that they had created friction with Council with their request to close and purchase the previously leased road. She indicated that she had explained the reasons behind Council's decision and that the preference is to close and lease roads, rather than sell them. '441100 12. INFORMATION ITEMS a. Mini Bus Monthly Report (November 2011) This item was accepted as information. b. Guide - Protecting Against Financial Abuse This item was accepted as information. 13. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. 14. IN CAMERA C-467/11 MOVED BY COUNCILLOR L. JUSS that we move in camera at 1:27 p.m. to discuss a legal issue. MOTION CARRIED Page 11 of 12 Lto Regular Council December 22,2011 C-468/11 MOVED BY COUNCILLOR C. AMULUNG that we move out of camera at 1:54 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 1:54 p.m. Signed this 3 day of , 201x, Airier Reeve / Co nly A ministrator 3 Page 12 of 12