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HomeMy WebLinkAbout2012-06-21 Council (Regular) Minutes• COUNTY OF NEWELL MINUTES OF Regular Council June 21, 2012 The regular Council Meeting of the County of Newell was held in the County Office at Brooks, AB on Thursday, June 21, 2012 commencing at 11:20 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: C. Amulung I. Schroeder A.M. Phillipsen R. Andrews M. Nesbitt J. Bulger B. de Jong L. Juss ABSENT: A. Eastman STAFF: K. Stephenson, Chief Administrative Officer M. Fenske, Manager of Finance A. Wickert, Manager of Planning & Development D. Horvath, County Planner - ORRSC M. Harbicht, Superintendent of Public Works A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: MLA Jason Hale L. Foley, Urban Systems L. Humble, Urban Systems S. Ward, 8760 Group . CALL TO ORDER Reeve M. Douglass called the meeting to order at 11:20 a.m. 2. EXCUSED FROM MEETING C- 194/12 MOVED BY COUNCILLOR R. ANDREWS that Councillor A. Eastman be • excused from the meeting. MOTIO CARRIE Regular Council June 21, 2012 C- 195/12 3. ADOPTION OF MINUTES a. Minutes - Council (June 7, 2012) MOVED BY COUNCILLOR M. NESBITT that the June 7, 2012 Council Meeting minutes be adopted as presented. 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA MOTION CARRIED C- 196/12 MOVED BY COUNCILLOR L. JUSS that the agenda be adopted as amended. MOTION CARRIED 6. DELEGATIONS a. Brooks RCMP - Presentation of Priorities This item will be discussed during the July 5, 2012 Council meeting. b. MLA Jason Hale Introductions were made and MLA J. Hale provided Council with an overview of his work over the past few months. He commended the County for working together with the all the municipalities within its boundaries and the Eastern Irrigation District to produce great results. He invited Council to contact him with any issues or questions that arise and indicated that he would follow up with the provincial government. Councillor A.M. Philipsen asked how to proceed with drawing attention to the provincial roads within the County that are in immediate need of maintenance. MLA J. Hale suggested that, for County initiatives, a proposal for the repair of these roads should be drafted and copies sent to the Minister of Transportation and the MLA's office. He would then follow up with the Minister on the proposal. For individual road issues, he requested that Councillors contact him directly. MLA J. Hale indicated that he had received a letter from a ratepayer expressing concerns that they were not directly notified regarding Land Use Page 2 of 14 • • • Regular Council June 21, 2012 Amendment Bylaw 1751 -12. The Chief Administrative Officer explained the process followed for advertising and notifying the owners of the adjacent properties. He indicated that, in this case, the concerned ratepayer's land is not directly adjacent to the parcel being rezoned, so they did not receive notification via the mail. He indicated that, as per the Municipal Government Act, the Public Hearing was advertised for two consecutive weeks in the Brooks Bulletin and also posted on the County of Newell web page. The traffic issues indicated by the ratepayer have been referred back to Alberta Transportation. The Chief Administrative Officer responded to further questions from MLA J. Hale. MLA J. Hale also indicated that another ratepayer had contacted him regarding a nationwide initiative to link rural addresses with postal mailing addresses and outlining some issues with the program. The Chief Administrative Officer replied that this was being done through Canada Post under their own schedule. Councillor L. Juss provided further background information, indicating that the ratepayer is concerned about parcel delivery. Council outlined several projects in which they would like assistance from MLA J. Hale in order to move forward, including partnering with Alberta Transportation to pave the south end of Highway 873, securing the funding allocated under the Municipal Sustainability Initiative (MSI) program, obtaining the new radio equipment that will be required for volunteer fire departments to participate in the Alberta First Responders Radio Communications System (AFRRCS). The Chief Administrative Officer reiterated the importance of obtaining the MSI funding, as this is the main funding source for the Regional Water Project. MLA J. Hale responded to further questions from Council. LEFT THE MEETING MLA J. Hale left the meeting at 11:45 p.m. ARRIVED AT MEETING M. Fenske arrived at 11:47 a.m. 7. ADMINISTRATIVE BUSINESS e. 2012 Budget Adjustments The Manager of Finance presented background information on this item. He gave an explanation of the significant changes, which include updated tax Page 3 of 14 Regular Council June 21, 2012 C- 197/12 revenues based on actual assessments, adjustments to MSI funding to actual, adjustments to Economic Development funding and expenses, inclusion of costs to update the County website under the Systems Integration project, and additional costs for contracted and general services in Administration. The Manager of Finance responded to questions from Council. Councillor B. de Jong inquired about the possibility of breaking down the assessment by divisions and the Manager of Finance replied that this was possible, but that he was not able to produce that information for this meeting. The Chief Administrative Officer asked if the revenue sharing funds had been distributed to the municipalities involved and the Manger of Finance replied that, as per the terms of the agreement, payment will be issued by August 31. The Manager of Finance responded to further questions from Council. MOVED BY COUNCILLOR I. SCHROEDER that Council APPROVES the 2012 budget adjustments which decrease the County's 2012 Operating budget to $106,860,697.00 inclusive of the 2012 Capital Budget in the amount of $60,853,602.00. MOTION CARRIED LEFT THE MEETING M. Fenske left the meeting at 11:55 a.m. C- 198/12 f. Transfer of Outstanding Receivables to Taxes The Chief Administrative Officer presented background information on this item and responded to questions from Council. MOVED BY COUNCILLOR L. JUSS that Account Receivable 2888 in the amount of $1,656.00 be transferred to Tax Roll Number 1131101, and that Account Receivable 2889 in the amount of $3,281.00 be transferred to Tax Roll Number 1145700. MOTION CARRIED g. Kinsmen Rodeo City /County Joint Pancake Breakfast Council was presented with background information on this item. Discussion followed and Council directed Administration to reply to the City of Brooks indicating their preference of Wednesday over Thursday. Page 4 of 14 • • • Regular Council June 21, 2012 • LUNCH Council RECESSED for lunch at 12:04 p.m. and RECONVENED at 12:50 p.m. ARRIVED AT MEETING M. Harbicht arrived at 12:50 p.m. 8. PUBLIC WORKS BUSINESS a. Tender Award - Pavement Marking C- 199/12 • C- 200/12 C- 201/12 • The Superintendent of Public Works presented background information on this item and responded to questions from Council. Councillor B. de Jong asked if the price was guaranteed for three years and the Superintendent of Public Works indicated that it was. MOVED BY COUNCILLOR B. DE JONG that Council awards the three year term Pavement Marking contract to McFadden Road Services based on the unit prices submitted; further, that actual work carried out on an annual basis will be set during the budgeting process. MOTION CARRIED 7. ADMINISTRATIVE BUSINESS - CONTINUED b. Deputy Director of Emergency Management & Title Changes The Chief Administrative Officer presented background information on this item and responded to questions from Council. MOVED BY COUNCILLOR A.M. PHILIPSEN that John Nesbitt be appointed as an additional Deputy Director of Emergency Management for the County of Newell. MOTION CARRIED MOVED BY COUNCILLOR I. SCHROEDER that Keith Martin, appointed as Director of Disaster Services, have his title changed to Director of Emergency Management, and that Kevin Swanson, appointed as Deputy Director of Disaster Services have his title changed to Deputy Director of Emergency Management. MOTION CARRIED Page 5 of 14 Regular Council June 21, 2012 c. Report on Fire Hydrant System - Rolling Hills This item will be discussed during the July 5, 2012 Council meeting. d. Report on Updating List of Front Office Staff Authorized to Issue Fire Permits The Chief Administrative Officer presented background information on this item, expressing concerns with not naming specific individuals and suggesting that job titles could be used in place of names. This item will be discussed further during the July 5, 2012 Council Meeting. ARRIVED AT MEETING A. Wickert and D. Horvath arrived at 1:04 p.m. Councillor Payment Sheets (May 2012) Discussion followed regarding which events are not to be charged out. The ouncillor Compensation Review Committee will compile a list of no- charge events wi#e-- sampifled -for Council. C- 202/12 C- 203/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that the May 2012 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED Cheques for Payment MOVED BY COUNCILLOR I. SCHROEDER that cheque 173022 in the amount of $584,003.40 and cheque 173023 in the amount of $789,039.65 be APPROVED. k. Cheque Register MOTION CARRIED C- 204/12 MOVED BY COUNCILLOR B. DE JONG that the Cheque Register be accepted. MOTION CARRIED Page 6 of 14 • • • • • Regular Council June 21, 2012 9. COMMITTEE REPORTS a. County of Newell Water Project (CNWP) Councillor 1. Schroeder indicated that an open house meeting has been scheduled for July 7, 2012 for the residents of Kinbrook Island Park and the construction project for this area will be completed under a separate tender. 96% of the signed easements have been obtained for the Tilley area and drawings will be reviewed today. The tender for this area will go out July 5th and will close in August. Councillor L. Juss reported that four easement signing parties have been held so far in Division 10 and currently 50% of residents have signed up. An open house will be held on September 19, 2012 for the residents of Westland Acres to help them decide whether or not to proceed with an upgraded line in order to accommodate City services in the future. Councillor B. de Jong indicated that construction is nearly complete in the Duchess area and they hope to have everything flushed out and ready to go by July 15, 2012. The tender dates for the Rosemary area have been delayed due to the inability to obtain enough signed easements to justify the project. Councillor I. Schroeder indicated that a letter will be sent to all Rosemary area residents explaining the delay. b. Grasslands Regional FCSS Councillor C. Amulung Clarence reported that grant funding has been received under the Thrive on Wellness program, a grant initiated by Alberta Health Services and the Canadian Cancer Society. ARRIVED AT MEETING L. Foley and L. Humble arrived at 1:18 p.m. Councillor C. Amulung indicated that presentations will be made in various locations and he requested contact information for those who may be interested in walking groups or healthy eating seminars. 6. DELEGATIONS - CONTINUED c. Urban Systems - Highway 873 Access Management Study (1:15 p.m.) L. Foley provided background information on the role of Urban Systems in the Highway 873 Access Management Study being carried out by Alberta Transportation. They are reviewing how the highway functions, looking at Page 7 of 14 Regular Council June 21, 2012 safety and operational information, and creating a design and a strategy for dealing with the issues. She noted that the intent of the study is to create a plan that Alberta Transportation can use to respond to development pressures in the area and it is not meant for construction in the near future. L. Humble gave Council an overview of the information to be presented during the open house meeting scheduled for June 28, 2012. The study area includes the portion of Highway 873 that is just north of Highway 1 to the junction of Highway 550 in Duchess. He provided an overview of some current problems that have been identified, indicating that they would be looking for feedback on these items. He noted that there are a large number of mostly residential and farm accesses along this corridor. He went over other key factors that will be identified, including operations and safety, option development, and option generation. A draft access management plan will be presented and, after reviewing the feedback received from the first open house, a final draft of the access management plan will be presented at a second open house in the fall. A final plan and report will be submitted to Council for approval. ARRIVED AT MEETING S. Ward arrived at 1:32 p.m Council was given the opportunity to ask questions. Councillor 1. Schroeder asked if the information gathered would be incorporated into future construction plans. L. Humble replied that the type of information they would be gathering would not be typically included in Alberta Transportation's paving program. The Superintendent of Public Works indicated that, as a member of the committee, he had identified comments from Council regarding acceleration /deceleration lanes in Duchess and the turnoffs for Highway 544 and the airport. The directive from Alberta Transportation was to look at access management for future development. L. Humble replied that they were asked to look at intersections based on operational and safety concerns. Based on data gathered, no operational or safety concerns were identified at any of the intersections. The Chief Administrative Officer asked who would be responsible for creating accesses. L. Humble replied that the study would be concerned more with volume per access than the number of accesses, but that it was generally the developer's responsibility to ensure access to a parcel. The Superintendent of Public Works asked if there was a standard for how many accesses per kilometer could exist before a service road is required and the minimum distance between approaches. L. Humble replied that there was no set standard, but Alberta Transportation favors one access per mile. L. Humble and L. Foley responded to further questions from Council. Page 8 of 14 • • Regular Council June 21, 2012 • LEFT THE MEETING L. Foley, L. Humble, and M. Harbicht left the meeting at 1:45 p.m. d. Presentation on Utility Payments - 8760 Group • • S. Ward from 8760 Group gave a presentation to Council regarding the AAMDC's Aggregated Energy Procurement Program. He provided reasons for procuring energy through aggregation, indicating that the AAMDC model removes many of the extra fees and administration charges associated with dealing directly with energy retailers while providing price stability in the volatile energy market. He gave a comparison between the typical retailer model and the model used by the AAMDC. While other public groups offer similar programs, the commitment is often long term, there are administrative costs, and they mandate Green Energy, which is more expensive. He provided an overview of the AAMDC's program, which enables members to include their energy requirements in an aggregated public tender through the Alberta Purchasing Connection. S. Ward explained the process that his business would follow if the County was interested in participating, which would start with creating a consultation profile using the County's energy invoices from the past year. He went over the critical dates and deadlines and outlined the tender process. Council was given the opportunity to ask questions. Councillor B. de Jong asked if the County's various Agricultural Societies would qualify for this program either under the County or as separate entities. S. Ward replied that there was a separate program available for Ag Societies if they did not qualify for the AAMDC program. S. Ward responded to further questions from Council. The Chief Administrative Officer indicated that he had provided S. Ward with information regarding consumption and costs for gas and electricity obtained through four different retailers for the existing County facilities as well as street lights and lift stations. He suggested that tendering for 2013 could be difficult as we will be moving to the new facilities in the near future. S. Ward responded to further questions from Council. LEFT THE MEETING S. Ward left the meeting at 2:14 p.m. 7. ADMINISTRATIVE BUSINESS - CONTINUED a. Draft Land Use Bylaw - Proposed Changes & Amendments The County Planner gave Council an overview of the public input that had been received so far regarding the draft land use bylaw and presented a list Page 9 of 14 Regular Council June 21, 2012 of proposed amendments. Feedback has been received from the ElD as well as the Chief Administrative Officers of the Town of Bassano and the Village of Duchess. She gave an explanation of each of the items that would be amended prior to first reading. Councillor M. Nesbitt inquired if there was a definition for "Tourist Home," which is to be added as a discretionary use to the HR - Hamlet Residential District. The County Planner replied that a definition will be added. Councillor A.M. Philipsen asked about the possibility of taking the 15m road allowance required at the time of development and the County Planner replied that this would be a Public Works policy rather than included in the Land Use Bylaw. The County Planner & Manager of Planning & Development responded to questions from Council. LEFT THE MEETING Councillor L. Juss left the meeting at 2:37 p.m. Discussion followed regarding changes to the maximum vacant parcel size on lands zoned A - Agriculture District and SLA - Single Lot Agriculture District, and Council indicated their preference for 7 acres maximum. ARRIVED AT MEETING Councillor L. Juss returned at 2:44 p.m. The County Planner provided an overview of proposed changes to the zoning maps that resulted from feedback received from Administration and other stakeholder groups. The County Planner responded to questions from Council regarding the proposed zoning maps. The Chief Administrative Officer noted that the definition of "adjacent land" in the Municipal Government Act Section 692(7) is used to determine which landowners get notified directly. The County Planner provided background information on a recent issue and suggested that Council could select to notify the owners of parcels that fall within a certain distance rather than just adjacent parcels. Discussion followed and Council indicated that staff should continue to use the definition of "adjacent land" as defined by the MGA. The County Planner indicated that the next step would be to revise the draft bylaw with the amendments discussed and prepare for first reading in July. Following first reading, there will be more public consultation with adjacent municipalities and required referral agencies and then the public hearing will be held in September. Council directed the County Planner to proceed with preparing the bylaw for first reading. LEFT THE MEETING A. Wickert and D. Horvath left the meeting at 3:10 p.m. Page 10 of 14 • • Regular Council June 21, 2012 IIIh. Questionnaire Regarding Proposed Amendments to the Local Authorities Election Act Council reviewed the questionnaire and provided responses. The Executive Assistant was directed to submit the questionnaire on behalf of Council. LEFT THE MEETING Councillor J. Bulger left the meeting at 3:21 p.m. and returned at 3:25 p.m. Councillor I. Schroeder left the meeting at 3:36 p.m. 9. COMMITTEE REPORTS - CONTINUED c. Joint Services /IMDP Committee Reeve M. Douglass indicated that resolutions regarding physician licensing and privileges and recruitment of registered nurses would be prepared to forward to the AUMA by the City of Brooks and to the AAMDC by the County. ARRIVED AT MEETING • Councillor I. Schroeder returned at 3:39 p.m. • The proposed resolutions will be discussed further during the July 5, 2012 Council meeting, where Council will decide whether or not to forward them for consideration at the upcoming meeting of the Foothills Little Bow Municipal Association. d. Mayors & Reeves Association Reeve M. Douglass indicated that the Mayors & Reeves Association of Southeast Alberta had met last Monday in Medicine Hat in conjunction with a meeting of the Palliser Economic Partnership and the MLA's Roundtable. The purpose of the meeting was to explore and exchange information on matters of mutual interest with the new MLA's. e. Newell Foundation Councillor 1. Schroeder reported that Newell Foundation is proceeding with the Bassano project and they are currently investigating funding options before preparing a proposal to submit to the provincial government. Palliser Economic Partnership Councillor L. Juss reminded Council about the Selling to Government Page 11 of 14 Regular Council June 21, 2012 C- 205/12 seminar, which will be held on June 27, 2012 at the Medicine Hat College - Brooks Campus beginning at 8:00 a.m. g. Veteran's Memorial Highway Development Safety Association Reeve M. Douglass indicated that Fort McMurray has joined, which will result in a significant increase in per capita funding for the group. h. 9 -1 -1 Committee Councillor R. Andrews reported that the Newell 9 -1 -1 Committee has agreed to provide funding for new radio equipment for the volunteer fire departments so they will be able to participate in the AFRRCS system when required to do so. The City of Brooks will be purchasing three radios for the Brooks Fire Department for trial purposes. The Brooks Policing Committee has been recreated as the Safe Communities Committee and they have requested a County representative. This committee will focus on the regionalization of policing issues and S. Sgt. T. McNulty is encouraging members of the Brooks RCMP to participate in Rural Crime Watch and Crimestoppers. The Brooks RCMP priorities were reviewed at the Safe Communities Committee meeting and include focusing on drug enforcement, visibility, flagging problem areas, and domestic violence. He also noted some road issues that had been discussed, which include the corner of One Tree Road and the Highway 873 overpass going north to Duchess. MOVED BY COUNCILLOR M. NESBITT that Councilor R. Andrews be permitted to attend meetings of the Safe Communities Committee as a function of Council. MOTION CARRIED Discussion followed the Highway 873 issues and Councillor R. Andrews suggested that it be identified during the next road tour and discussed further. i. Recreation Board - Division 5 & 10 Councillor L. Juss indicated that they had met last night and that official announcements will follow. 10. POST AGENDA ITEMS a. City /County Joint Meeting (July 5, 2012) Council discussed potential agenda items for the City /County Joint Meeting, including regional initiatives, an update on the taxation revenue sharing Page 12 of 14 • • Regular Council June 21, 2012 • • • agreement, funding for the regional ball diamond and field house, the Newell Foundation's Bassano housing project, speed zones on overpasses, airport fuel system improvements, navigation upgrades, and shared funding principles, long term goals of regionalization in terms of service delivery, boundary road improvements, the mechanical contract for the new facilities, and servicing for the north Cassils and Westland Acres area. The Executive Assistant will prepare a draft agenda and distribute to Council next week. b. Joint Municipal Meeting (Select Dates) The Chief Administrative Officer indicated that the Village of Tilley has suggested that the meeting be held during the week of November 12 -15, 2012; however, this conflicts with the AAMDC Fall 2012 Convention. Discussion followed and Council indicated that the Chief Administrative Officer should respond indicating that a different week should be chosen. 11. INFORMATION ITEMS a. Strategic Priorities Chart The Chief Administrative Officer indicated that the five proposed priorities for IT Services include security system analysis, hardware /software license inventory, technology review, review of IT policies, and SWOT Analysis for the IT Department. A discussion of the Corporate Priorities and Advocacy portion of the Strategic Priorities Chart will occur during the July 5, 2012 Council meeting. Councillor A.M. Philipsen indicated that there is a discrepancy between insurance claims for the fire departments and asked if the Fire & Emergency Services Coordinator was assisting these departments with the paperwork. Councillor 1. Schroeder indicated that the Division 2 Fire Department pays a Secretary Treasurer for completing their paperwork and the billing process is efficient. The Strategic Priorities Chart was accepted as information. 12. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. The Chief Administrative Officer indicated that the Village of Tilley had contacted him regarding using the County's Subdivision & Development Appeals Board (SDAB) for a potential hearing. He indicated that he had forwarded her the County's SDAB bylaw and suggested that they could pass a similar bylaw and create their own board, or that she could contact the County's SDAB members or ORRSC. Page 13 of 14 Regular Council June 21, 2012 Reeve M. Douglass reported that she had spoken with L. Pye- Matheson, who inquired about the possibility of used office furniture for Ashton's Place. The Chief Administrative Officer indicated that methods for disposing of the furniture that would not be taken to the new facilities had been discussed, but there is no used furniture available immediately. Discussion followed and Council indicated that the unneeded furniture should be sold or given away to groups on a first come, first serve basis and that the sale be advertised when the date is known. The Chief Administrative Officer indicated that S. Yokoyama has been preparing an inventory of items that will be going to the new facilities and those that will be disposed of. 13. IN CAMERA C- 206/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that we move in camera at 4:22 p.m. to discuss a legal issue. MOTION CARRIED C- 207/12 MOVED BY COUNCILLOR C. AMULUNG that we move out of camera at 5:45 p.m. MOTION CARRIED 14. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 5:45 p.m. Signed this / &day of , 2012 Page 14 of 14 Administrator •