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HomeMy WebLinkAbout2012-05-24 Council (Regular) Minutes COUNTY OF NEWELL MINUTES OF Regular Council May 24, 2012 The regular Council Meeting of the County of Newell was held in the County Office at Brooks, AB on Thursday, May 24, 2012 commencing at 10:30 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 ABSENT: STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator A. Wickert, Manager of Planning & Development T. Green, Agricultural Fieldman M. Harbicht, Superintendent of Public Works G. Tiffin, Technical Manager M. Fenske, Manager of Finance A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: P. Brouwer, MPE Engineering Ltd. T. Leavitt, MPE Engineering Ltd. 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:30 a.m. 2. EXCUSED FROM MEETING All members were in attendance at this meeting. \\\ Regular Council May 24,2012 3. ADOPTION OF MINUTES a. Minutes - Council (May 10, 2012) The following changes were made to the May 10, 2012 Council Meeting minutes: Page 6 - Item 6(a) - should read "The intent of this bylaw is to amend Land Use Bylaw 1626-07..." C-158/12 MOVED BY COUNCILLOR B. DE JONG that the May 10, 2012 Council Meeting minutes be adopted as amended. MOTION CARRIED 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-159/12 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as presented. MOTION CARRIED 6. BYLAWS a. Bylaw 1753-12 - Rescinding Bylaw 1712-10 (Economic Development/Tourism Committee, Establishment of) The Assistant Administrator presented background information on this item and responded to questions from Council. C-160/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that Bylaw 1753-12, being a bylaw to rescind Bylaw 1712-10 (Economic Development/Tourism Committee, Establishment of), be given FIRST reading. MOTION CARRIED C-161/12 MOVED BY COUNCILLOR M. NESBITT that Bylaw 1753-12 be given SECOND reading. MOTION CARRIED C-162/12 MOVED BY COUNCILLOR R. ANDREWS that consent be given for Bylaw Page 2 of 12 Regular Council May 24,2012 1753-12 to receive third reading this 24th day of May, 2012. MOTION CARRIED UNANIMOUSLY C-163/12 MOVED BY COUNCILLOR L. JUSS that Bylaw 1753-12 be given THIRD and FINAL reading. MOTION CARRIED 8. AGRICULTURAL BUSINESS a. Agricultural Fieldman's Report (May 2012) The Agricultural Fieldman presented his report for May 2012, giving an overview of the highlights. The Agricultural Fieldman responded to questions from Council. ARRIVED AT MEETING A. Wickert arrived at 10:46 a.m. The Agricultural Fieldman reported on some recent efforts to control problem coyotes. C-164/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Agricultural Fieldman's Report be accepted as presented. MOTION CARRIED LEFT THE MEETING T. Green left the meeting at 10:50 a.m. 9. ADMINISTRATIVE BUSINESS a. DP #3603 - SE 30-18-14-W4 DC - Direct Control District (Division 5)Construction of 2 additions in the Brooks Urban Fringe The Manager of Planning & Development presented background information on this item. She explained that the application meets all the requirements of both the current land use bylaw and the draft land use bylaw, in which the parcel will be rezoned to Industrial or Rural Business district. There were no concerns indicated in response to the circulation. The City of Brooks/County of Newell Inter Municipal Development Plan committee has reviewed the application and recommended approval. Page 3of12 Regular Council May 24,2012 C-165/12 MOVED BY COUNCILLOR M. NESBITT that Council APPROVES Development Permit #3603 and grants approval for the construction of 2 additions to an existing commercial business, subject to the following conditions: This permit is being granted only for the construction of an 1800 ft2 (167.2 m2) addition and an 800 ft2 (74.3 m ) addition to an existing shop, on lands legally described as Lot 1, Block 1, Plan 031 3006, SE 30-18-14 W4M. Any additional development shall require prior approval of a separate permit application. The proposed development complying with: a) The provisions pertaining to the Direct Control District and all relevant schedules, as outlined in the County of Newell Land Use Bylaw#1626-07. b) All Federal, Provincial and Municipal statutes, regulations, codes and standards. c) All Alberta Building Codes and Safety Codes, where applicable. d) It is the responsibility of the developer to obtain all permits from an accredited inspection agency. Reasons for Approval The Council of the County of Newell has approved DP #3603 for the following reasons: 1. The proposed development complies with both the Municipal Development Plan and the Intermunicipal Development Plan. 2. The Development Authority is satisfied that the proposed development is suitable for the purpose for which it is intended under the Direct Control District (Schedule 2) and the Standards of Development (Schedule 4), as specified in the County of Newell Land Use Bylaw#1626-07. 3. No objections have been received from adjacent landowners or referral agencies with respect to the proposed development. Conditions of Development a) That this development is located as shown on the site plan approved in this application and submitted May 1, 2012. Any changes to that plan shall require the written approval of the Development Officer. b) That access can be provided for Emergency Services vehicles to all sides of the building. c) That the following setbacks on all sides are maintained for this development: Front (south): 100 ft (30 m) d) That the proposed additions and the existing building are not used for living purposes. e) The developer must start construction before June 5, 2013 and be completed by June 5, 2014. In the event that either of these dates are not met, the developer may be required to apply for a new permit. \\\ MOTION CARRIED Page 4 of 12 Regular Council May 24,2012 b. North Bassano CPR Line - Process Update The Manager of Planning & Development provided background information on this item, indicating that she met with all affected landowners and all but one have provided approval to proceed. She outlined the next steps in the process, which involve determining the survey costs. She also indicated that there are four parcels where consultation with Alberta Land Titles is required in order to determine how to proceed. The Manager of Planning & Development suggested three options available for proceeding with the land transfers. Council provided direction to the Manager of Planning & Development to proceed with the land transfers and collect payment from the landowners at the time of transfer. LEFT THE MEETING A. Wickert left the meeting at 10:58 a.m. c. County Newsletter Review (May/June 2012) Council reviewed the proposed County newsletter for May/June 2012 and suggested amendments. C-166/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that the August 23, 2012 Municipal Planning Commission and Council Meetings be cancelled. MOTION CARRIED ARRIVED AT MEETING M. Harbicht, G. Tiffin, P. Brouwer, and T. Leavitt arrived at 10:59 a.m. 7. DELEGATIONS a. Rolling Hills Infrastructure Master Plan (MPE Engineering) T. Leavitt provided Council with background information on the project, which involved evaluating roads, water distribution, sanitary collection and treatment, and stormwater management. The previously completed studies on the Rolling Hills sanitary collection system and hamlet wastewater infrastructure were incorporated into the Rolling Hills Infrastructure Master Plan. T. Leavitt displayed a map showing the existing asphalt and gravel roads. A priority plan for improving these roads has been created based on the Page 5 of 12 Regular Council May 24,2012 condition of the roads. He provided a road evaluation summary sheet, which includes a cost estimate for work required immediately and in the future. T. Leavitt presented Council with maps showing the existing water distribution system and proposed upgrades to this system, indicating that no major deficiencies had been identified. He noted an intersection where the pipes should be connected rather than passing over one another to assist with looping, and also recommended flush points at dead ends. These improvements would benefit water quality, monitoring, and maintenance. The Chief Administrative Officer asked if the source of the leaks discovered at an intersection had been determined and if any other leaks could appear in the future. T. Leavitt replied that the potable water system had been thoroughly examined, and it was possible that this leak is from the raw water or fire suppression systems. A cost estimate was provided for the proposed upgrades to the water system and subsequent road work. T. Leavitt displayed maps showing the proposed gravity sanitary collection system layout, which includes an area for future growth. He also displayed a map of the existing wastewater treatment system, indicating that this was not analyzed, but they did investigate the feasibility of replacing that system with a gravity system. He presented Council with a cost estimate for the proposed upgrades to the wastewater collection system and subsequent road work. T Leavitt presented Council with maps showing the proposed upgrades to the stormwater drainage and storm sewer systems. The Superintendent of Public works noted that the automatic pumping station has been installed at the existing storm pond with no issues, and that consideration will be given to expanding that pond in the future. LEFT THE MEETING Councillor L. Juss left the meeting at 11:20 a.m. T. Leavitt noted that the underground piping in the storm sewer should ideally be designed to handle a 1 in 5 year event, and the existing lines should be able to handle a 1 in 2 year event if the overland drainage improvements are made. ARRIVED AT MEETING M. Fenske arrived at 11:22 a.m. T. Leavitt indicated on the map the proposed lines that will tie into existing lines and catch basins. Page 6 of 12 Regular Council May 24,2012 ARRIVED AT MEETING Councillor L. Juss returned at 11:26 a.m. T. Leavitt responded to questions regarding the overland drainage and underground storm sewer improvements. LEFT THE MEETING Councillor J. Bulger left the meeting at 11:29 a.m. and returned at 11:30 a.m. The Chief Administrative Officer suggested that the line that runs along 2nd Ave. be extended to connect with the line that runs down 3rd Street to allow for more capacity to the south. T. Leavitt indicated that this could be investigated and addressed during the detailed design phase. He provided Council with a cost estimate for the proposed upgrades to the storm water system and subsequent road work. Council was given the opportunity to ask questions. Councillor I. Schroeder noted that water meters are being installed for all residents to monitor potable water usage and could be used to determine whether the leaks are from the potable water or raw water lines. P. Brouwer suggested taking a water sample from the leak site to determine which system is leaking. The Superintendent of Public Works indicated that this study is part of the goal to have infrastructure master plans for all hamlets and will be used to create a long term capital plan. This study will also be useful to Planning & Development in developing hamlet growth plans. Councillor R. Andrews expressed concerns with budget constraints preventing a thorough investigation of the problem leak sites, as this could create problems in the future. The Superintendent of Public Works responded to questions. The Chief Administrative Officer suggested that each Councillor review the study, and that Councillor C. Amulung review it with the Rolling Hills Hamlet Advisory Board. This item will be brought back to a future Council meeting for discussion. LEFT THE MEETING M. Harbicht, G. Tiffin, P. Brouwer, and T. Leavitt left the meeting at 11:42 a.m. Councillor A.M. Philipsen left the meeting at 11:43 a.m. and returned at 11:44 a.m. 9. ADMINISTRATIVE BUSINESS - CONTINUED d. Cash Flow Projection The Manager of Finance provided background information on this item. The report contains two cash scenarios for the County of Newell over the next five Page 7 of 12 \\.474,1) Regular Council May 24,2012 years - one with Municipal Sustainability Initiative (MSI) funding continuing at the 2012 levels and one without MSI funding. He provided an explanation of the assumptions made when creating the forecast and outlined the significant differences between the two scenarios. The Manager of Finance went over the key items to consider in both scenarios, including draws on investments and net financial assets. Removal of the MSI funding would create a debt situation for the County and the organization would have to re-evaluate priorities and consider postponing some projects. He noted that, while the risk of the provincial government discontinuing the MSI program entirely has been reduced, there is some uncertainty regarding the amount of funding. He displayed a chart summarizing rural water project funding under both scenarios. As full MSI funding will not be paid out until 2020, he proposed using the Municipal Surplus Reserve to fund the project. Unrestricted Surplus will be moved to Municipal Surplus to assist with interim financing. If MSI funding is unavailable, the project will have to be funded from other reserves. The Manager of Finance displayed charts showing the projected accumulated surplus both with and without MSI funding, and charts showing the impact on the County's debt limits both with and without MSI funding. Councillor I. Schroeder asked if the debt limit could increase, as assets will be added as County of Newell Water Project construction proceeds. The Manager of Finance replied that this would not be possible, as debt limit is based on revenues. The Manager of Finance noted that this report provides an idea of the County's current and potential financial situations and the significant risk factors that must be considered. Council was given the opportunity to ask questions. Councillor I. Schroeder asked if other municipalities were relying on MSI funding for projects. The Chief Administrative Officer replied that there are some urban communities in the same situation, but he is unaware of any other projects of this scale. The Manager of Finance indicated that the County of Newell operates with revenues and expenses on a fairly even level. The Chief Administrative Officer responded to further questions from Council. He suggested that Council continue lobbying in order to receive the MSI funding that had been promised. The Manager of Finance responded to further questions from Council. LEFT THE MEETING M. Fenske and Reeve M. Douglass left the meeting at 12:13 p.m. LUNCH Council RECESSED for lunch at 12:13 p.m. and RECONVENED at 1:00 p.m. Deputy Reeve B. de Jong assumed the Chair. Page 8 of 12 Regular Council May 24,2012 9. ADMINISTRATIVE BUSINESS - CONTINUED e. Councillor Payment Sheets (April 2012) Deputy Reeve B. de Jong noted a correction on his time sheet. Councillor A. Eastman requested that all Council make an effort to get their time sheets to the Payroll & Human Resources Administrator as soon as possible so that the information can be prepared and reviewed in time for distribution with the Council Agenda package. C-167/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that the April 2012 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee and as follows: Councillor B. de Jong - Land Use Bylaw Open House should be 1.0 hours. MOTION CARRIED f. Cheques for Payment The Assistant Administrator responded to questions from Council. C-168/12 MOVED BY COUNCILLOR C. AMULUNG that cheque 172755 in the amount of $743,945.07 and cheque 172756 in the amount of$664,048.20 be APPROVED. MOTION CARRIED g. Cheque Register The Assistant Administrator responded to questions from Council. C-169/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Cheque Register be accepted. MOTION CARRIED 10. COMMITTEE REPORTS a. Associate's Dean Advisory Council Deputy Reeve B. de Jong reported on behalf of Reeve M. Douglass that this committee would be meeting in June. Page 9 of �' � r Regular Council May 24,2012 b. Mayors' & Reeves' Association of Southeast Alberta Deputy Reeve B. de Jong reported on behalf of Reeve M. Douglass— f that this committee would be meeting with the four new MLA's in Medicine Hat on June 15, 2012. c. Veteran's Memorial Highway Development Safety Association Deputy Reeve B. de Jong reported on behalf of Reeve M. Douglass that the Annual General Meeting will be held in Castor, AB on Friday, May 25, 2012. d. County of Newell Water Project Councillor 1. Schroeder indicated that this committee met yesterday. He provided a progress report for construction in Duchess and Rolling Hills and for the easement signings in Tilley, Rosemary, and the Brooks North area. He indicated that Kinbrook Island Park will be completed as a separate tender. e. Economic Development/Tourism Committee Councillor A.M. Philipsen reported that this committee met last night. Discussion involved extending the downtown building revitalization program through EntreCorps to storefronts in other municipalities. She also noted that they would be investigating how to extend the Brooks & District Chamber of Commerce's program for promoting local shopping to all communities within the County. f. Canadian Badlands Councillor A.M. Philipsen reported that Canadian Badlands has completed the projects in the communities, such as the Brooks Aqueduct improvements, and will be starting new infrastructure projects. She indicated that Rosemary and Duchess are preparing applications under this program. Dinosaur Provincial Park now has seven comfort camping units with fixed roofs. The County's Junior Economic Development Officer has prepared a study regarding the status of oil and gas reserves in the County. Councillor A.M. Philipsen responded to questions from Council regarding the regionalization of the Economic Development/Tourism Committee, indicating that a strategic planning meeting has been scheduled for June 27, 2012. g. Grasslands Regional FCSS z.At-C Councillor C. Amulung reported that the Annual General Meeting was held Page 10 of 12 Regular Council May 24,2012 last night with a regular meeting afterwards. The Grasslands Regional FCSS has voted to extend an additional $15,000.00 to Ashton's Place for 2012. Deputy Reeve B. de Jong asked about a long-term funding plan for Ashton's Place, and Councillor C. Amulung replied that they have several new board members and they will be refocusing their efforts to obtain more corporate sponsorships, provide education to those who use their services, and volunteering at local events. Councillor C. Amulung responded to further questions from Council. h. Newell Recycling Association Deputy Reeve B. de Jong reminded Council that compost is available from Newell Recycling. Deputy Reeve B. de Jong responded to questions from Council. 11. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 12. INFORMATION ITEMS a. Strategic Priorities Chart (Updated 2012-05-14) The Chief Administrative Officer explained the layout of the Strategic Priorities Chart to Council and provided an update on the Single Entry Computer System priority identified during the 2009 Management Team Retreat. He noted that two priorities have been identified under the Advocacy heading and noted that three priorities each need to be identified for 'now' and 'next.' He also noted that some staff items listed are different from those identified during the last corporate retreat, but that the intent was to use this chart as a guide. The Chief Administrative Officer and the Assistant Administrator responded to questions from Council. This item was accepted as information. 13. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. Page 11 of 12 0 Regular Council May 24,2012 14. IN CAMERA C-170/12 MOVED BY COUNCILLOR A. EASTMAN that we move in camera at 1:28 p.m. to discuss land and legal issues. MOTION CARRIED C-171/12 MOVED BY COUNCILLOR M. NESBITT that we move out of camera at 2:48 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:48 p.m. Signed this 7 day of , 2012 A A _Mk— . • Reeve ..I. iA dministrator Page 12 of 12