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HomeMy WebLinkAbout2012-08-09 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF Regular Council August 9, 2012 The regular Council Meeting of the County of Newell was held in the County Office at Brooks, AB on Thursday, August 9, 2012 commencing at 10:24 a.m. MEMBERS M. Douglass, Reeve PRESENT: COUNCILLORS: C. Amulung A.M. Phillipsen J. Bulger A. Eastman B. de Jong L. Juss ABSENT: I. Schroeder R. Andrews M. Nesbitt STAFF: K. Stephenson, Chief Administrative Officer UA. Wickert, Manager of Planning & Development D. Horvath, County Planner - ORRSC T. Green, Agricultural Fieldman M. Fenske, Manager of Finance K. Martin, Fire & Emergency Services Coordinator G. Tiffin, Technical Manager A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: L. Hanrahan, Brooks & County Chronicle O. Shantz, Q.C. J. Abrey, Provinical Fire Commissioner's Office T. Harnos, Provincial Fire Commissioner's Office 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:24 a.m. 2. EXCUSED FROM MEETING C-243112 MOVED BY COUNCILLOR A.M. PHILIPSEN that Councillor I. Schroeder, Councillor R. Andrews, and Councillor M. Nesbitt be excused from the meeting. 0 MOTION CARRIED Regular Council August 9, 2012 3. ADOPTION OF MINUTES 0 a. Minutes - Council (July 19, 2012) C-244/12 MOVED BY COUNCILLOR B. DE JONG that the July 19, 2012 Council Meeting minutes be adopted as presented. MOTION CARRIED 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-245/12 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as presented. MOTION CARRIED O 6. BYLAWS a. Bylaw 1758-12 - ASP (Bantry Bay) The County Planner provided background information on this item and responded to questions from Council. Councillor B. de Jong asked if formal discussions had taken place with the other partners mentioned as having involvement in the concept plan, in particular, the Eastern Irrigation District. The County Planner replied that the agencies mentioned had been provided with a draft document and were asked to provide feedback. She also indicated that the affected agencies will have the opportunity to provide feedback as part of the Public Hearing process. C-246/12 MOVED BY COUNCILLOR B. DE JONG that Bylaw 1758-12, being a bylaw for the purpose of adopting the Bantry Bay Estates Area Structure Plan for Ptns. of NW & SW 32-17-15-W4, be given FIRST reading. MOTION CARRIED Page 2 of 11 Regular Council August 9, 2012 8. AGRICULTURAL BUSINESS a. ASB Update The Agricultural Fieldman provided Council with an update on the activities of the Agricultural Services Board department, including the Rural Beautification Tour, roadside spraying, the Bow River cleanup project, roadside mowing, and Emerson Bridge Park. He also indicated that he has been investigating Roundup Ready alfalfa, which is only beginning to be used in eastern Canada. He has spoken to people who are concerned about it and will continue to work with the producers rather than introducing government restrictions. The Municipal District of Taber has expressed concerns with an ASB Program discussion meeting that has been scheduled on August 28, 2012 in Strathmore, as this meeting will occur during harvest time and many of those who would attend the meeting could be unavailable. Discussion followed and Council determined that at least one representative from the County of Newell would be available. The Agricultural Fieldman requested direction regarding thistle control, which is technically on the noxious weed list but is extremely prevalent. He indicated that, in the past, a public relations approach has been taken and issuing weed notices for thistle could create conflict and take a great deal of time. The Agricultural Fieldman responded to questions from Council. Councillor B. de Jong asked how complaints about thistle are dealt with. The Agricultural Fieldman replied that the landowner is contacted and given suggestions for removing the thistle. However, most just mow them, which does not destroy the roots. He noted that undeveloped lots in subdivisions present a different problem, but the same guidelines should apply to all properties. Discussion followed and the Chief Administrative Officer suggested that, if thistle is a major problem, the County could consider a program and some type of eradication assistance for thistle control. The Agricultural Fieldman responded to further questions from Council and stated that an informational brochure will be prepared indicating that, in 2013, they will be taking a more aggressive approach to thistle control. LEFT THE MEETING T. Green left the meeting at 10:46 a.m. 9. ADMINISTRATIVE BUSINESS a. Community Infrastructure Improvement Program Funding Application - Regional Airport Fueling Station Council was presented with background information on this item. Page 3 of 11 Regular Council August 9, 2012 C-247112 MOVED BY COUNCILLOR B. DE JONG that Council support the application C� submitted under the Community Infrastructure Improvement Program for the development of a fueling station at the Brooks Regional Airport. MOTION CARRIED b. Inter -Municipal Development Plans & Regional Collaboration Grant Funding Council was presented with background information on this item. The County Planner responded to questions from Council. C-248112 MOVED BY COUNCILLOR C. AMULUNG that Council authorizes the submission of an application under the Regional Collaboration Grant Program to fund costs related to the implementation of Inter -Municipal Development Plans with the Town of Bassano and the Village of Duchess. MOTION CARRIED c. Banking Services Council was presented with background information on this item. O ARRIVED AT MEETING M. Fenske arrived at 10:51 a.m. The Manager of Finance responded to questions from Council and provided a review of the previous summary and more recent information received when obtaining quotes for banking services. ARRIVED AT MEETING O. Shantz arrived at 10:55 a.m. The Manager of Finance reported that he has, in the past, audited organizations that have gone through the process and switching banks is a significant, time consuming process. C-249112 MOVED BY COUNCILLOR C. AMULUNG that Council accepts the recommendation of the Manager of Finance for the County of Newell to maintain banking services through RBC. MOTION CARRIED Page 4 of 11 Regular Council August 9, 2012 LEFT THE MEETING M. Fenske left the meeting at 10:56 a.m. 7. DELEGATIONS a. O. Shantz - Development Concerns at SW 5-18-14-W4 C-250/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that we move in camera at 10:56 a.m. to discuss a legal issue. MOTION CARRIED ARRIVED AT MEETING Councillor L. Juss arrived at 11:15 a.m. C-251/12 MOVED BY COUNCILLOR B. DE JONG that we move out of camera at 12:20 p.m. MOTION CARRIED LEFT THE MEETING O. Shantz left the meeting at 12:20 p.m. LUNCH Council RECESSED for lunch at 12:20 p.m. and RECONVENED at 1:03 p.m. ARRIVED AT MEETING J. Abrey, T. Harnos, and K. Martin arrived at 1:03 p.m. b. J. Abrey, Lead Fire Operations, Provincial Fire Commissioner's Office J. Abrey provided an outline of his presentation, indicating that they were in the process of visiting different municipal councils and providing them with options for improving fire and emergency services. A fire commission includes fire protection, search and rescue services, emergency management, disaster social services, and peace officers. Each local authority must appoint a Director of Emergency Management, establish an Emergency Management Committee and Agency, and develop and maintain an Emergency Management Plan or Program. J. Abrey presented an overview of the goals of a Joint Emergency Management Program, which include standardizing procedures, providing better access to grant funding, Page 5 of 11 Regular Council August 9, 2012 and better coordination in all phases of emergencies. He noted that the Joint Emergency Preparedness Program is no longer available. He went over four options available, from staying with separate systems for each community to a formal regional commission including all fire and emergency services. He provided examples of current regional systems and explained the provincial funding that is available to begin exploring the possibility of a regional commission through the Regional Collaboration Program. J. Abrey gave a synopsis of the process followed by Cardston County where he assisted in combining fire and emergency services into a single entity. He noted that this group did not formally become a fire commission, but Council did permit the Emergency Services Department to apply for Municipal Sustainability Initiative (MSI) funding. T. Harnos provided an overview of the situation with the Municipal District of Pincher Creek, which provides regionalized training and budgets while allowing each department to maintain their own identity. He acknowledged that there was a transition period, but that they were able to prove that the system is effective both financially and in regards to liability. J. Abrey noted that becoming a commission provides access to MSI funding without affecting the municipality. Council was given the opportunity to ask questions. T. Harnos and J. Abrey responded to questions regarding full time and volunteer staffing levels and distribution. Councillor B. de Jong asked if the various communities involved in each group had different mill rates for collecting revenue. J. Abrey replied that they prepare 5 -year and a 20 -year budgets and the requisition has not increased in over eight years. T. Harnos replied that the per capita rates were either equal or lower than neighbouring communities, but acknowledged that this may not be the same for all commissions. Councillor J. Bulger inquired about reducing liability. T. Harnos replied that, under the commission, training is standardized and equipment is kept up to date, and this leads to reduced liability. T. Harnos and J. Abrey responded to further questions from Council. LEFT THE MEETING J. Abrey, T. Harnos, and K. Martin left the meeting at 1:39 p.m. 9. ADMINISTRATIVE BUSINESS — CONTINUED e. Organizational Meeting - Set Date Council was presented with background information on this item. The Organizational Meeting will be held before the MPC meeting on Thursday, October 25, 2012 beginning at 9:00 a.m. Page 6 of 11 Regular Council August 9, 2012 ARRIVED AT MEETING M. Fenske and G. Tiffin arrived at 1:44 p.m. d. Financial Update as at June 30, 2012 The Manager of Finance provided background information on this item, giving an overview of the highlights. Regarding sustainability, he indicated that there should not be any major changes to the annual surplus and that he would like to establish a frame of reference for a sustainable surplus to be generated that will tie into the replacement plan for tangible capital assets. Reeve M. Douglass asked how much extra revenue a municipality should be collecting. The Manager of Finance replied that, in terms of formal levels, he is not aware of any. The Chief Administrative Officer replied that the municipal surplus goes in peaks and valleys, and the accumulated surplus provides the ability to provide services over the long term. A long term planning exercise is an important part of determining the surplus. The Manager of Finance provided an overview of financial assets -to -liabilities, indicating that this is currently shown to be declining. This will decline further slightly due to debenture financing; but will rise again as the County repays its obligations. He indicated that the ratio is about 3:1, which is a decent position. He then presented an overview of the taxes receivable as a percentage of tax levies, indicating that he would have expected them to be higher at the end of June 30, 2012. He noted that if tax revenue is not received, the County's ability to provide programs and services is reduced, and he indicated that he would follow up with the Land Assessment/Taxation Clerk to determine the cause. The Manager of Finance suggested options that would provide more incentive for ratepayers to pay their taxes by the deadline. He provided Council with. an overview of the County's flexibility and current debt and a summary of Tangible Capital Assets and vulnerability. He also provided Council with a set of financial statements for the period ending June 30, 2012. LEFT THE MEETING M. Fenske left the meeting at 2:08 p.m. f. Creating Rural Connections Conference & Tradeshow (October 11-13, 2012) Council was presented with background information on this item. Reeve M. Douglass indicated that she and Mayor M. Shields would be making a presentation at this conference. Page 7 of 11 Regular Council August 9, 2012 C-252/12 MOVED BY COUNCILLOR B. DE JONG that Reeve M. Douglass be permitted to attend the Creating Rural Connections 2012 Conference & Tradeshow on October 11-13, 2012 in Olds, AB as a function of Council MOTION CARRIED g. Cheques for Payment The Chief Administrative Officer responded to questions from Council. C-253/12 MOVED BY COUNCILLOR A. EASTMAN that cheque 173384 in the amount of $467,127.02 and cheque 173385 in the amount of $1,265,218.45 be APPROVED. MOTION CARRIED h. Cheque Register C-254/12 The Chief Administrative Officer responded to questions from Council. MOVED BY COUNCILLOR A.M. PHILIPSEN that the Cheque Register be accepted. MOTION CARRIED 10. PUBLIC WORKS BUSINESS a. Superintendent of Public Works Report Council was presented with the Superintendent of Public Works report. The Technical Manager provided Council with an update on the status of the graveling program and responded to questions regarding the gravel reserves. Councillor L. Juss indicated that, in some cases, gravel is being added to roads where it is unnecessary. The Chief Administrative Officer replied that it would be of great assistance to staff if the Divisional Councillor could advise Public Works which roads should be on the annual gravel program during road tours. Councillor C. Amulung asked about establishing a standard of measurement to determine when a road requires gravel. The Technical Manager indicated that discussion has taken place regarding use of the Rural Road Study to prioritize roads for maintenance and the Superintendent of Public Works is considering developing a rating scale to determine the amount of gravel required. The Chief Administrative Officer noted that staff would appreciate direction regarding graveling. The Technical Manager responded to further questions from Council. Councillor C. Amulung requested that a meeting be arranged with Tirol Gas regarding the recent drainage work in Rolling Hills and the depth of the gas lines. Page 8 of 11 0 0 Regular Council August 9, 2012 0 b. Utilities - NRSC Report Council was presented with the Utilities-NRSC Report. C-255/12 MOVED BY COUNCILLOR L. JUSS that the Superintendent of Public Works report and the Utilities - NRSC Report for July 2012 be APPROVED as presented. MOTION CARRIED c. Tender Award - NRSC Bassano & Duchess Water Supply Project (Contract 2) Council was provided with background information on this item. C-256/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that Council accepts the low tender as submitted and awards the Bassano & Duchess Water Supply Project - Contract 2 tender to Gabriel Construction Ltd. for the tendered price of $1,058,695.05. MOTION CARRIED Od. Tender Award - County of Newell Water Project Contract 3 (Tilley) The Technical Manager presented background information on this item and responded to questions from Council. C-257/12 MOVED BY COUNCILLOR C. AMULUNG that Council accepts the low tender as submitted and awards the County of Newell Water Project Contract 3 tender to TA Excavating for the tendered price of $4,805,351.25 plus additional engineering, land, and environmental costs of $791,088.64. MOTION CARRIED LEFT THE MEETING G. Tiffin left the meeting at 2:26 p.m. 11. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 1 Page 9 of 11 Regular Council August 9, 2012 12. INFORMATION ITEMS 0 a. AESO - Long Term Transmission System Planning The Chief Administrative Officer reported that a meeting has been scheduled for August 14, 2012 with Administration staff and this item will be brought back to Council, if necessary. This item was accepted as information. b. Mini Bus Monthly Report (June 2012) This item was accepted as information. c. Mini Bus Monthly Report (July 2012) This item was accepted as information. d. Cenovus Energy - 2011 Corporate Responsibility Report This item was accepted as information. e. Red Cross - 2011 Annual Review O This item was accepted as information. f. Clean Air Strategic Alliance (CASA) - 2011 Annual Report This item was accepted as information. g. Closer to Home (C2H) Project - Smaller Centres Water & Wastewater Capacity Renewal Initiative Information Package This item was accepted as information. 13. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. Reeve M. Douglass indicated that a luncheon with Minister of Justice & Solicitor General Jonathan Denis QC is scheduled for August 16, 2012 at the Heritage Inn. The Minister will meet with City and County Councils after lunch. Council will advise the Executive Assistant if they wish to attend the luncheon. Page 10 of 11 Regular Council August 9, 2012 14. IN CAMERA There were no further in camera items to discuss at this meeting. 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:31 p.m. Signed thisof 012 g �aY Reeve Page 11 of 11