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HomeMy WebLinkAbout2018-05-10 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL May 10, 2018 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, May 10, 2018 commencing at 10:47 a.m. MEMBERS Molly Douglass, Reeve PRESENT: COUNCILLORS: C. Amulung H. Kallen A.M. Philipsen W. Hammergren K. Christman E. Unruh B. de Jong L. Juss ABSENT: T. Fyfe STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services A. Wickert, Manager of Planning & Development D. Horvath, County Planner - ORRSC S. Simpson, Development Clerk T. Green, Director of Agricultural Services M. Harbicht, Director of Municipal Services A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: D. Ho, Brooks Bulletin J. Tilma, Road Closure & SALE - Approval to Proceed O. Shantz, North Headgates Area Redevelopment R. Redelback, North Headgates Area Redevelopment N. Fontaine, Eastern Irrigation District 23 Tenants - North Headgates Area Redevelopment 1. K C-146/18 CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:47 a.m. EXCUSED FROM MEETING MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Councillor T. Fyfe be excused from the meeting. MOTION CARRIED Regular Council May 10, 2018 3. ADOPTION OF MINUTES 3.1 Minutes - Council (April 19, 2018) C-147/18 MOVED BY COUNCILLOR BRIAN DE JONG that the April 19, 2018 Council Meeting minutes be adopted as presented. MOTION CARRIED 3.2 Minutes - Annual General Meeting (May 11, 2017) C-148/18 MOVED BY COUNCILLOR LIONEL JUSS that the May 11, 2017 Annual General 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-149/18 MOVED BY COUNCILLOR HUBY KALLEN that the agenda be adopted as presented. MOTION CARRIED 9. MUNICIPAL SERVICES BUSINESS 9.2 Utilities - NRSC Report (K. Steinley) K. Steinley presented The Utilities - NRSC Report to Council, giving an overview of the highlights. He indicated that, since the report was written, there had been about six additional calls regarding malfunctioning flow emitter assemblies. K. Steinley and G. Tiffin will be developing a brochure outlining the importance of regular flow emitter maintenance. Council was given the opportunity to ask questions. ARRIVED AT MEETING T. Green arrived at 10:57 a.m. K. Steinley responded to further questions from Council. LEFT THE MEETING K. Steinley left the meeting at 11:02 a.m. 9.1 Director of Municipal Services Report The Director of Municipal Services presented his report to Council, giving an overview of the highlights. Council was given the opportunity to ask questions. The Director of Municipal Services responded to questions regarding culvert upgrades associated with paving SH873 from Brooks to Duchess, indicating that he would ask Alberta Transportation. He responded to questions Page 2 of 9 Regular Council May 10, 2018 regarding frost boils and soft spots in gravel roads, indicating that this is occurring throughout the County. He provided information regarding the overlay work on SH876 and salt usage and management. The dust abatement program will tentatively begin in mid-June with two crews. The Director of Municipal Services responded to a request to install flashing lights before the intersection of HWY36 and HWY1, indicating that he would forward the request to Alberta Transportation for their consideration. C-150/18 MOVED BY COUNCILLOR LIONEL JUSS that the Director of Municipal Services Report and the Utilities - NRSC Report for May 2018 be APPROVED as presented MOTION CARRIED LEFT THE MEETING M. Harbicht left the meeting at 11:22 a.m. 7. AGRICULTURAL SERVICES BUSINESS 7.1 ASB Update The Director of Agricultural Services presented an update on the recent activities of the Agricultural Services Department, which include landscaping, preparing Emerson Bridge Park for the season, assisting with the preparation of Environmental Farm Plans, and weed inspection and control. ARRIVED AT MEETING J. Tilma arrived at 11:27 a.m. M. Harbicht, S. Simpson, and D. Horvath arrived at 11:29 a.m. Council was given the opportunity to ask questions. The Director of Agricultural Services responded to questions regarding weed control on HWY1 and playground inspections. LEFT THE MEETING T. Green left the meeting at 11:30 a.m. ARRIVED AT MEETING A. Wickert arrived at 11:32 a.m. 6. DELEGATIONS 6.1 Road Closure & SALE - Approval to Proceed (J. Tilma) The Manager of Planning & Development provided background inform=ak is item and explained the process for registering a new road plan which it possible to proceed with closing and selling the road allowance. She indicate that consolidating all three parcels would be preferable as it would place the piv on a single title, but this is not absolutely necessary. The Manager of Planning & Page 3 of 9 Regular Council May 10, 2018 Development requested approval to proceed with a Road Closure & SALE and direction on who is to be responsible for the costs associated with this road closure. ARRIVED AT MEETING D. Ho arrived at 11:39 a.m. Council was given the opportunity to ask questions. The Director of Municipal Services responded to questions, indicating that the adjacent landowner has not been involved recently. J. Tilma reported that the adjacent landowner had indicated to him that he would like to continue to use the road allowance as he is now. The Manager of Planning & Development reported that she would provide the history of the road access issue to Alberta Transportation and indicate that the road allowance would be replaced with another means of access. She responded to further questions regarding the road closure process. The Chief Administrative Officer provided further details. J. Tilma indicated that he would ensure that the proposed access would be adequate for both landowners. The Manager of Planning & Development responded to further questions, indicating that the market value of the road allowance was provided for information purposes. The Director of Municipal Services responded to questions regarding upgrading the additional road allowance and who would be responsible for the costs. J. Tilma provided information regarding his future plans and asked if he could begin farming the road allowance immediately. The Manager of Planning & Development indicated that she would work with him to complete the road closure as quickly as possible. The Director of Municipal Services noted that the setbacks for existing buildings related to the proposed road allowance are minimal but will not create significant safety or road maintenance issues. C-151/18 MOVED BY COUNCILLOR CLARENCE AMULUNG that we proceed with the process for closing and SELLING the road right of way between SW 5-14-13-W4 & NW 32-13-13-W4 with the applicant being responsible for the costs associated with the Road Closure process. MOTION CARRIED LEFT THE MEETING J. Tilma, M. Harbicht, A. Wickert, D. Horvath, and S. Simpson left the meeting at 11:55 a.m. 8. ADMINISTRATIVE BUSINESS 8.2 Request for Proclamation - Seniors' Week (June 3-9, 2018) Council was provided with background information on this item. C-152/18 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Council hereby proclaims June 3-9, 2018 as Seniors' Week in the County of Newell. ipMOTION CARRIED Page 4 of 9 Regular Council May 10, 2018 8.3 Meeting with Grasslands Regional Division (June 11, 2018) Council was provided with background information on this item. Agenda items will be discussed at a later date. 8.4 Kinsmen Rodeo Pancake Breakfast (June 8, 2018) Council was provided with background information on this item. C-153/18 MOVED BY COUNCILLOR HUBY KALLEN that we accept the invitation from the City of Brooks to participate in the Kinsmen Rodeo Pancake Breakfast being held on June 8, 2018 at 7:00 a.m.; further, that the County of Newell agrees to cover 50% of the costs. MOTION CARRIED 8.5 Cheques for Payment There were no cheques for payment to discuss at this meeting. 8.6 Payment Register C-154/18 MOVED BY COUNCILLOR KELLY CHRISTMAN that the Payment Register be accepted. MOTION CARRIED 8.7 Requests for Functions of Council There were no functions of Council to discuss at this meeting. 10. POST AGENDA ITEMS 10.1 Request for Letter of Support -Family, Community & School Empowerment Program Reeve M. Douglass provided background information on this item and responded to questions from Council. C-155/18 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the County of Newell provides a letter in support of the Family, Community & School Empowerment Program proposal by Global Village Center and Grasslands Public Schools. MOTION CARRIED 11. INFORMATION ITEMS 11.1 Mini Bus Monthly Report (April 2018) This item was accepted as information. LUNCH Council RECESSED for lunch at 12:01 p.m. and RECONVENED at 12:55 p.m. Page 5 of 9 Regular Council May 10, 2018 ARRIVED AT MEETING M. Harbicht, A. Wickert, D. Horvath, and S. Simpson arrived at 12:55 p.m. 8. ADMINISTRATIVE BUSINESS — continued 8.1 Planning & Development Report The Manager of Planning & Development presented an update on the recent activities of the Planning & Development Department. Council was given the opportunity to ask questions. The Manager of Planning & Development responded to questions regarding information requests. The Chief Administrative Officer responded to questions regarding taxes, indicating that they are based on the land use for both the land and the improvements. C-156/18 MOVED BY COUNCILLOR ELLEN UNRUH that the Planning & Development Report for April 2018 be accepted as presented. MOTION CARRIED ARRIVED AT MEETING R. Redelback, O. Shantz, N. Fontaine, and 23 tenants of the North Headgates development were in attendance. 6. DELEGATIONS — continued 6.2 North Headgates Area Redevelopment (O. Shantz, QC) O. Shantz provided background information on this item, indicating that the tenants of the North Headgates area pay County taxes through R. Redelback. He expressed concerns with the significant costs associated with the proposal to install sewer lines with a single sewage holding tank and the lack of input from the landowners and the tenants. He provided background on the community, indicating that three quarters of the population is seasonal. The proposed Area Redevelopment Plan (ARP) will remove several current housing units and the cost will make it difficult for both the landowners and the existing residents. O. Shantz provided an overview of the expenses incurred by the landowners to complete the studies to be used in the ARP draft process. O. Shantz expressed concerns with the decision to proceed with sewer lines to a communal holding tank without input from the landowner or residents. He requested time to review the proposed ARP and determine where the road network should go in order to save every residence. O. Shantz questioned the viability of the project, indicating that the local improvement tax will increase the cost to up to $150,000.00 for each lot. He provided an example of a brochure produced by the provincial government indicating that private sewage holding tanks are acceptable and suggested that Council consider this. O. Shantz provided some budget options, indicating that removing the proposed sewer system would significantly reduce the cost of the project. He also asked Council to consider covering the cost of some of the water lines. He suggested that an acceptable budget would be $2 - 2.5 million. Further, he requested a meeting with R. Redelback and County staff to review the site and Page 6 of 9 Regular Council May 10, 2018 determine a road system that would not affect any of the current structures. He also asked that the landowners be involved in the process so that they can, in turn, keep the tenants informed. O. Shantz responded to questions from Council, indicating that he has been in contact with the other landowner and her legal counsel and that he is authorized to speak on behalf of the other landowner, J. Mapes. H. Smith, a tenant, asked Council to consider allowing individual sewage holding tanks to keep the project costs down. She also requested that the tenants be kept informed with regular updates and meeting dates. S. Vogt, a tenant, expressed concerns with the costs associated with the proposed plan, indicating that many of the tenants are low income families. He asked the County to work with O. Shantz and R. Redelback to save the community. O. Shantz responded to questions from Council, indicating that the tenants own the structures on the land they rent from R. Redelback and almost none of these structures are movable. J. Goodheart, a former tenant, indicated that he has attended several meetings with the Chief Administrative Officer, the Director of Corporate Services, and Planning & Development Department staff. He asked what the cost of the project would have been if it had been completed in 2005. O. Shantz responded to questions from Council, indicating that the project would be affordable if the sewer line and communal holding tank was removed in favor of allowing individual sewage holding tanks. Further, he indicated that the site plan could be changed to accommodate electrical and gas lines. The Chief Administrative Officer provided further background information, indicating that the County proceeded with the direction outlined in the Binding Letter of Intent that was signed by the landowners. The development authority in conjunction with Alberta Environment and Alberta Safety Codes requirements can set out whether individual sewage storage tanks will work or not for this redevelopment plan. He indicated that the proposed design for the draft ARP was created based on minimal impact and asked who would be responsible for the costs to redo the engineering for the proposed changes. O. Shantz replied that the changes would not be significant and reiterated that removing the sewer line and communal holding tank would reduce the expense of the project significantly. The County Planner provided information on Alberta Environment requirements for private sewage disposal systems. In early conversations, due to the density of the development, they indicated a preference for a communal system. O. Shantz indicated that the regulations state that individual holding tanks are acceptable if no existing sewage disposal system exists. LEFT THE MEETING R. Redelback, O. Shantz, N. Fontaine, and 23 tenants of the North Headgates dvelop ti ft the meeting at 1:42 p.m. 'D Page 7 of 9 Regular Council May 10, 2018 Discussion continued. The Director of Corporate Services suggested that more consultation with the tenants would be beneficial. The Manager of Planning & Development suggested that written confirmation be requested from both landowners indicating that O. Shantz is their representative. The County Planner expressed concerns with misinformation regarding the plan. While the initial costs of allowing individual sewage holding tanks may be lower, ongoing maintenance costs must be considered. Discussion followed regarding the cost of the project. There is the possibility that the County will become the owner of lots that the landowners are unable to sell. If individual sewage holding tanks are permitted, a stringent inspection and maintenance system must be put in place at the tenants' expense. Council indicated that communication with the tenants must continue through O. Shantz so that the tenants gain an understanding of the ARP. The Director of Corporate Services suggested a meeting with O. Shantz, the landowners, and the tenants to review the details of the ARP and the local improvement to help them fully understand the project and invite them to make suggestions. He acknowledged some flexibility with the lot lines, but questioned the ability to change the road alignment, as the Eastern Irrigation District had already provided input in that regard. The Chief Administrative Officer agreed that consultation is important. While there is a preference for a controlled system, individual sewage holding tanks that are certified and professionally installed can be accepted as long as they meet the requirements for private sewer systems for Alberta. He recommended that O. Shantz provide a list of suggested amendments to be reviewed by the County Planner and staff. Discussion followed regarding setting appropriate time limits to receive feedback and proposed changes from O. Shantz, the landowners and the tenants. Two weeks was determined to be an appropriate deadline. The County Planner responded to questions regarding the process for changing the ARP, indicating that further changes can be made prior to adopting the ARP by bylaw. LEFT THE MEETING A. Wickert, D. Horvath, M. Harbicht, and S. Simpson left the meeting at 2:11 p.m. The Chief Administrative Officer responded to questions from Council regarding liability related to permitting individual sewage holding tanks. If permitted, the tanks must be certified, installed to current standards, and inspected with records of such kept on file. Discussion followed. 11. INFORMATION ITEMS — continued 11.2 Summary Report - Regional Collaboration Facilitated Sessions (April 17-18, 2018) The Chief Administrative Officer reported that the CAO's have reviewed the draft Intermunicipal Collaborative Framework document, which is a general document referencing subsequent agreements that will be put in place. He also indicated that the CA O's have agreed to submit a Request for Proposals for the preparation Page 8 of 9 Regular Council May 10, 2018 of all Municipal Development Plans and Inter Municipal Development Plans for the region. The CAO of Bassano will be handling the RFP. Cypress County and Special Areas have yet to respond. Reeve M. Douglass reported that the Joint Services Committee had discussed potential dates in June for a follow up to the Joint Strategic Planning Session with D. Griffiths. Council discussed the Joint Strategic Planning Session and the potential for regionalization. 11.3 Upcoming Community Events Council was provided a form to submit information for upcoming events in their community. 12. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. 13. IN CAMERA There were no In Camera items to discuss at this meeting. 14. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:25 p.m. Signed this Z4 q day of Page 9 of 9 ,2!018 Reeve Q/ Cunt Administrator