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HomeMy WebLinkAbout2012-06-07 Council (Regular) Minutes COUNTY OF NEWELL MINUTES OF Regular Council June 7, 2012 The regular Council Meeting of the County of Newell was held in the County Office at Brooks, AB on June 7, 2012 commencing at 10:40 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 ABSENT: L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator A. Wickert, Manager of Planning & Development D. Horvath, County Planner - ORRSC M. Harbicht, Superintendent of Public Works G. Tiffin, Technical Manager A. Nielsen, Executive Assistant OTHERS IN J. Beecher, Brooks Bulletin ATTENDANCE: 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:40 a.m. 2. EXCUSED FROM MEETING C-172/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that Councillor L. Juss be excused from the meeting. MOTION CARRIED Regular Council June 7,2012 3. ADOPTION OF MINUTES a. Minutes - Council (May 24, 2012) The following changes were made to the May 24, 2012 Council Meeting minutes: Page 10 - Item 10(b) - should read "Deputy Reeve B. de Jong reported on behalf of Reeve M. Douglass that..." C-173/12 MOVED BY COUNCILLOR I. SCHROEDER that the May 24, 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-174/12 MOVED BY COUNCILLOR M. NESBITT that the agenda be adopted as amended. Aseak MOTION CARRIED 6. BYLAWS a. Bylaw 1754-12 - Rescinding Bylaw 1300-99 (Access to Information) The Assistant Administrator presented background information on this item, indicating that the rates set within this bylaw have been included within Bylaw 1738-11 (Schedule of Fees). C-175/12 MOVED BY COUNCILLOR A. EASTMAN that Bylaw 1754-12, being a bylaw to rescind Bylaw 1300-99 (Access to Information), be given FIRST reading. MOTION CARRIED C-176/12 MOVED BY COUNCILLOR J. BULGER that bylaw 1754-12 be given SECOND reading. MOTION CARRIED C-177/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that consent be given for Bylaw 1754-12 to receive third reading this 7th day of June, 2012. MOTION CARRIED UNANIMOUSLY Page 2 of 10 Regular Council June 7,2012 C-178/12 MOVED BY COUNCILLOR I. SCHROEDER that Bylaw 1754-12 be given THIRD and FINAL reading. MOTION CARRIED 7. ADMINISTRATIVE BUSINESS a. Subdivision Extension Request - 2011-0-054 (NE 19-19-13-W4) b. Subdivision Extension Request - 2011-0-055 (NE 1-20-14-W4) The County Planner provided background information on these items. She suggested that both requests could be dealt with at the same time, as they both belong to the same applicant and both subdivisions require more time to complete the conditions of approval. She also noted that for Subdivision 2011-0-055 the applicant will be creating a single lot rather than two lots. The County Planner responded to questions from Council. C-179/12 MOVED BY COUNCILLOR M. NESBITT that the request for a one year time extension to subdivision applications 2011-0-054 and 2011-0-055 to June 7, 2013 be APPROVED. MOTION CARRIED c. Vulcan County - Rural Intermunicipal Planning Initiative The Assistant Administrator presented background information on this item. Vulcan County hosted a meeting on April 27, 2012, which was attended by members of Senior Administration from the adjoining municipalities, and there appears to be interest in moving forward with the Regional Intermunicipal Planning Initiative and establishing a regional bylaw. The Assistant Administrator indicated that, if Council is in agreement with the initiative, a letter will be sent to Vulcan County in support of the project subject to a successful application for funding under the Regional Collaboration Grant Program. C-180/12 MOVED BY COUNCILLOR R. ANDREWS that the County of Newell agrees to participate in the Rural Intermunicipal Planning Initiative and supports a funding application for this initiative to be submitted to the Department of Municipal Affairs under the Regional Collaboration Grant Program. MOTION CARRIED d. Duchess & County Intermunicipal Issues The Manager of Planning & Development presented backgr f : •n Page 3 of 10 Regular Council June 7,2012 olo on this item and responded to questions from Council. Councillor B. de Jong noted that the cost for the project would be shared evenly between the County and the Village of Duchess with funding through the Regional Collaboration Grant Program. The County Planner indicated that they will move forward with preparing an Intermunicipal Development Plan once approval has been received from both councils. Discussion followed regarding funding sources and the Manager of Planning & Development indicated that this project would be included in the 2013 budget process. C-181/12 MOVED BY COUNCILLOR M. NESBITT that the County of Newell enter into the process for preparing an Intermunicipal Development Plan with the Village of Duchess and that an application for funding be submitted under the Municipal Affairs Regional Collaboration Grant Program. MOTION CARRIED LEFT THE MEETING D. Horvath and A. Wickert left the meeting at 10:55 a.m. e. Review of Tenders for County Facilities The Assistant Administrator presented background information on this item, indicating that two tender submissions were received for the ASB Shop & :4 Yard. The Chief Administrative Officer reported that he had received a call asking if Council would consider an alternative sales arrangement for a local non-profit organization that would not be able to purchase the Administration Building outright. Discussion followed and Council restated their intention to sell the existing County facilities and use the proceeds towards the new facilities. The Assistant Administrator and the Chief Administrative Officer responded to questions from Council regarding the bids received for the ASB Shop & Yard. C-182/12 MOVED BY COUNCILLOR J. BULGER that Council accepts the high tender as submitted and APPROVES the sale of the Agricultural Services Board facilities to WAV Inspection Ltd. in the amount of$565,000.00. MOTION CARRIED Discussion followed regarding how to proceed with the sale of the Administration building and whether or not the appraised value was in line with market value. The Assistant Administrator indicated that the Administration Building would continue to be advertised for sale and that local realtors would be notified and given the opportunity to show the building and collect a commission upon Council's acceptance of an offer. Discussion followed on what would constitute a reasonable commission rate. Page 4 of 10 Regular Council June 7,2012 C-183112 MOVED BY COUNCILLOR A.M. PHILIPSEN that we proceed with the sale of the County of Newell Administration building through an open public process with a 3% commission being paid upon acceptance of an offer to purchase submitted by a licensed realtor. MOTION CARRIED f. Policy Review - Changes Required Resulting from the Schedule of Fees Bylaw The Assistant Administrator presented background information on this item and responded to questions from Council. The policies presented have been amended to reflect Bylaw 1738-11 (Schedule of Fees). C-184/12 MOVED BY COUNCILLOR I. SCHROEDER that the following policies be adopted as presented: 2012-PAD-026 (Access to Information) 2012-PAG-010 (Private Weed Control) 2012-PAG-023 (Bacterial Ringrot - Inspection & Control) 2012-PAG-026 (Mowing) 2012-PAG-031 (Emerson Bridge Park) 2012-PAG-032 (Sale of Strychnine (2% LSC) & Phostoxin Tablets) 2012-PLG-001 (Pins) 2012-PPW-022 (Road Allowances - Closure & Lease or Sale) MOTION CARRIED g. Red Deer River Watershed Alliance - Invitation to Annual General Meeting (June 21, 2012) & Awards Presentation Councillor A. Eastman indicated that he would not be able to attend this meeting. Council directed the Executive Assistant to contact the Red Deer River Watershed Alliance to advise them that a representative from the County of Newell will not be attending due to scheduling conflicts. h. Brooks & District Museum Canada Day Pancake Breakfast The Executive Assistant was directed to contact the Brooks & District Museum and advise them that Reeve M. Douglass, Councillor M. Nesbitt, and Councillor B. de Jong have agreed to help at their annual Canada Day pancake breakfast. i. Proclamation of National Aboriginal Day Council was presented with information from the City of Brooks requesti • that June 21, 2012 be proclaimed "National Aboriginal Day." Page 5 of 10 Regular Council June 7,2012 C-185/12 MOVED BY COUNCILLOR A. EASTMAN that the County of Newell hereby proclaims June 21, 2012 as "National Aboriginal Day" in the County of Newell. MOTION CARRIED j. Cheques for Payment C-186/12 MOVED BY COUNCILLOR B. DE JONG that cheque 172831 in the amount of $1,069,050.06 be APPROVED. MOTION CARRIED ARRIVED AT MEETING M. Harbicht and G. Tiffin arrived at 11:24 a.m. k. Cheque Register Councillor R. Andrews responded to questions from Council. C-187/12 MOVED BY COUNCILLOR I. SCHROEDER that the Cheque Register be accepted. MOTION CARRIED 8. PUBLIC WORKS BUSINESS a. Superintendent of Public Works Report The Superintendent of Public Works presented his report to Council, giving an overview of the highlights. He indicated that a public meeting in Scandia, AB has been tentatively scheduled for June 19, 2012 to go over the land acquisition process and time frames for the Scandia drainage improvements project. LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 11:39 a.m. Council was given the opportunity to ask questions. Councillor A. Eastman asked about the status of the Range Road 15-5 paving project and about the type of gravel being used before calcium is applied. The Technical Manager indicated that he would be meeting with AMEC tomorrow regarding Range Road 15-5 and that they expect to tender the project next week. The Superintendent of Public Works indicated that the darker color of the gravel being used is due to the source. x Page 6 of 10 Regular Council June 7,2012 ARRIVED AT MEETING Councillor A.M. Philipsen returned at 11:41 a.m. Councillor M. Nesbitt asked if Falling Weight Deflectometer (FWD) testing was being done on new County roads, such as Antelope Creek Road and Lake Newell Resort Road. The Superintendent of Public Works replied that paved roads are designed to a non-ban standard and explained the difference between asphalt and concrete paving. As a result of designing to non-ban standards, no FWD testing is done. He explained the process used for road repairs and overlays. Currently, all hamlets have a 75% year-round ban on internal roads and something similar will be considered for Lake Newell Resort in order to protect the infrastructure. Councillor J. Bulger inquired about Range Road 19-3, which was identified for maintenance during the road tours and has some potholes. The Superintendent of Public Works replied that this road was added to the plan and is used by industry for access. Councillor B. de Jong asked about the possibility of applying calcium to the roads used for hauling gravel before other roads, as this would cut down on dust for residents in close proximity to the pits. The Superintendent of Public Works replied that the calcium rotation schedule allows all ratepayers to be treated fairly as it does not permit one location to be the first to receive calcium all the time. He acknowledged that assigning priority for calcium to high traffic areas would reduce the administrative time spent on processing dust related complaints and indicated that he would be reviewing the calcium policy to improve the process. LEFT THE MEETING Councillor M. Nesbitt left the meeting at 11:54 a.m. b. Utilities - NRSC Report The Superintendent of Public Works indicated that R. Havinga apologized for being unable to provide a written Utilities - NRSC report for this meeting. He provided a brief update on the major projects that are underway in the County. C-188/12 MOVED BY COUNCILLOR A. EASTMAN that the Superintendent of Public Works report for May 2012 be APPROVED as presented. MOTION CARRIED c. Westside Wastewater Study (City/County Joint) The Superintendent of Public Works presented background information on this item, identifying on the map an area to be considered for servicing that is Page 7 of 10 (� Regular Council June 7,2012 in line with the Intermunicipal Development Plan. The addition of the area to the southwest would bring the previously completed studies together to determine the best, most cost-effective solution for a larger service area. He indicated that they anticipate the costs to be shared equally between the City of Brooks and the County. The Superintendent of Public Works responded to questions from Council. C-189/12 MOVED BY COUNCILLOR I. SCHROEDER that Council supports the Joint Southwest Brooks Sanitary Sewer Study on a 50/50 cost share basis and agrees to provide funding in the amount of $40,000.00 towards this project from the Municipal Surplus. MOTION CARRIED d. Tender Award - Crack Sealing The Technical Manager presented background information on this item and responded to questions from Council. Councillor B. de Jong asked if the runways at the Bassano and Brooks airports had been included in the tender. The Technical Manager replied that the runways had not been included, as the City of Brooks had been responsible for the work the previous year. He suggested that it would be possible to include the runways and remain under budget. The Superintendent of Public Works indicated that there is an agreement for airport maintenance with the City of Brooks and they handle crack sealing and line painting work and the cost is shared equally between the City and the County. There is currently no such agreement for the Bassano Airport and the Superintendent of Public Works suggested that Bassano should be consulted before any work is done. Councillor B. de Jong requested that the Technical Manager investigate crack sealing for the airport runways. C-190/12 MOVED BY COUNCILLOR B. DE JONG that Council APPROVES the low tender as submitted and awards the contract for supply and delivery of crack sealing services in 2012 to McFadden Road Services in the amount of $0.49/m with funding through the 2012 approved Operating Budget. MOTION CARRIED 9. POST AGENDA ITEMS b. Tender Award - Bridge File 75926 & Bridge File 72052 The Technical Manager provided background information on this item and responded to questions from Council. Page 8 of 10 Regular Council June 7,2012 C-191/12 MOVED BY COUNCILLOR J. BULGER that Council accepts the low tender as submitted and APPROVES the contract for Bridge File 75926 and Bridge File 72052 to Brooks Asphalt & Aggregate Ltd. for the total tendered price of $1,900,756.75. MOTION CARRIED a. Brooks & District Seniors' OutReach Society - Invitation to BBQ The Executive Assistant was directed to contact the Brooks & District Museum and advise them that Reeve M. Douglass and Councillor A.M. Philipsen will attend on behalf of the County of Newell. ARRIVED AT MEETING Councillor M. Nesbitt returned at 12:03 p.m. 10. INFORMATION ITEMS a. Action on Smoking & Health - Consideration of Outdoor Smoking Ban This item was accepted as information. b. NRCB Notice of Application LA12003 (NW 15-22-19-W4) This item was accepted as information. c. Mini Bus Monthly Report (May 2012) This item was accepted as information. 11. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. Councillor B. de Jong indicated that City of Brooks Councillor B. Morishita had inquired about the possibility of the Agricultural Services Board staff providing landscaping consultation for Ashton's Place Youth Center. The Chief Administrative Officer indicated that he would ask the Agricultural Fieldman, but indicated that they are currently very busy with their regular operations and regional services. Page 9 of 10 Regular Council June 7,2012 LEFT THE MEETING Councillor A. Eastman left the meeting at 12:10 p.m. LUNCH Council RECESSED for lunch at 12:10 and RECONVENED at 1:04 p.m. 12. IN CAMERA C-192/12 MOVED BY COUNCILLOR I. SCHROEDER that we move in camera at 1:04 p.m. to discuss a land and a legal issue. MOTION CARRIED LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 2:15 p.m. C-193/12 MOVED BY COUNCILLOR C. AMULUNG that we move out of camera at 2:30 p.m. MOTION CARRIED Amitt 13. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:31 p.m. Signed this 2( day of BA./L-ik_ , 2012 Reeve a eta `dministrator , Page 10 of 10