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HomeMy WebLinkAbout2014-08-07 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL August 7, 2014 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, August 7, 2014 commencing at 10:33 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: C. Amulung G. Simpson A.M. Philipsen W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services D. Horvath, Planner - ORRSC A. Wickert, Manager of Planning & Development H. White, Manager of Agricultural Services M. Harbicht, Director of Municipal Services A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: M. Dumont, Brooks & County Chronicle 1. CALL TO ORDER 2. 3. C-261114 4. Reeve M. Douglass called the meeting to order at 10:33 a.m. EXCUSED FROM MEETING All members were in attendance at this meeting. ADOPTION OF MINUTES 3.1 Minutes - Council (July 24, 2014) MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the July 24, 2014 Council Meeting minutes be adopted as presented. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. MOTION CARRIED Regular Council August 7, 2014 5. ADOPTION OF AGENDA i C-262/14 MOVED BY COUNCILLOR BRIAN DE JONG that the agenda be adopted as presented. MOTION CARRIED 10. MUNICIPAL SERVICES BUSINESS 10.3 Utilities - NRSC Report R. Havinga presented the Utilities - NRSC report to Council, giving an overview of the highlights. R. Havinga responded to questions from Council. C-263/14 MOVED BY COUNCILLOR KELLY CHRISTMAN that the Utilities - NRSC Report for July 2014 be APPROVED as presented. MOTION CARRIED LEFT THE MEETING R. Havinga left the meeting at 10:40 a.m. 9. ADMINISTRATIVE BUSINESS 9.1 Policy Review - Road Construction in a County Road Allowance at Time of Subdivision or Development The Manager of Planning & Development provided background information on this item, indicating that the purpose of the policy is to provide guidance for staff as well as information for the public regarding road construction requirements. Council was given the opportunity to ask questions. The Manager of Planning & Development responded to questions from Council. Councillor B. de Jong asked about different road classifications and the Manager of Planning & Development replied that is a separate process under Municipal Services. ARRIVED AT MEETING H. White arrived at 10:47 a.m. The Manager of Planning & Development indicated that wellsite roads would be a different classification. This policy applies only to road construction related to subdivision and development. C-264/14 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Policy 2014-PPW-061 (Road Construction within a County Road Allowance at Time of Subdivision or Development) be adopted as presented. MOTION CARRIED OAX Page 2 of 7 Regular Council August 7, 2014 - 9.2 Urban & Rural Design Guidelines The Manager of Planning & Development Provided background information on this item. The intent of the Urban and Rural Design Guidelines documents is to provide information for development as well as guidance for staff. A list of discussion items was presented for Council to consider when preparing for in depth discussions on the design guidelines during a future meeting. Discussion followed regarding requiring a letter of credit or a performance bond. The County Planner explained the difference between various forms of security payment, indicating that most municipalities require an irrevocable letter of credit. ARRIVED AT MEETING M. Harbicht arrived at 10:57 a.m. The County Planner responded to questions regarding security payments. The Manager of Planning & Development will forward information regarding performance bonds to Council. Discussion followed regarding when refunds of the security deposit would occur. The Director of Municipal Services responded to questions from Council, indicating that the County is looking for a two year warranty period on construction before taking over maintenance of roads and infrastructure. Discussion followed regarding requiring new subdivision and development to connect to the County's rural water distribution system. The Manager of Planning & Development responded to questions from Council. Discussion followed regarding whether the County wants to be involved in maintaining irrigation systems in hamlets and subdivisions. The Director of Municipal Services indicated that there are currently no staff members dedicated to overseeing raw water systems, but there could be some benefits. Councillor W. Hammergren indicated that Scandia is interested in the County administering the billing for their raw water irrigation system. The Director of Corporate Services replied that there would likely be interest from other areas and that expectations should be determined first. LEFT THE MEETING Councillor L. Juss left the meeting at 11:23 a.m. The Director of Municipal Services provided an overview of the requirement for as -built drawings, as these provide information regarding what would be required for repairs and when the infrastructure was installed. The Manager of Planning & Development asked Council to consider the list of discussion topics when reviewing the Urban and Rural Design Guidelines documents. This item will be discussed further during the September 11, 2014 Council meeting. I Page 3 of 7 Regular Council August 7, 2014 C-265/14 MOVED BY COUNCILLOR CLARENCE AMULUNG that we move into Public Hearings at 11:29 a.m. MOTION CARRIED 6. PUBLIC HEARINGS 6.1 Bylaw 1801-14 -14 LUA 002 (NE 23-16-16-W4 - A to HR) Reeve M. Douglass called the Public Hearing to order at 11:29 a.m. Reeve M. Douglass did not review the procedures that would be followed for the hearing as there were no new persons in attendance. The County Planner stated that the intent of the Public Hearing is to hear representations on Bylaw 1801-14. The intent of this bylaw is to amend Land Use Bylaw 1755-12 by rezoning approximately 0.064 acres (0.026 hectares) in NE 23-16-16-W4 from A - Agricultural District to HR - Hamlet Residential District. The County Planner provided background information on this item, indicating that a copy of the document had been circulated to adjacent landowners and affected agencies. No responses have been received. There were no persons in attendance speaking either in favor of or in opposition to the proposed bylaw. Council was given the opportunity to ask questions. C-266/14 MOVED BY COUNCILLOR WAYNE HAMMERGREN that we move out of Public Hearings at 11:31 a.m. MOTION CARRIED 7. BYLAWS 7.1 Bylaw 1801-14 -14 LUA 002 (NE 23-16-16-W4 - A to HR) The County Planner provided background information on this item and responded to questions from Council. C-267/14 MOVED BY COUNCILLOR GORDON SIMPSON that Bylaw 1801-14, being a bylaw to amend Land Use Bylaw 1755-12 by redesignating approximately 0.064 acres (0.026 hectares) in NE 23-16-16-W4 from A - Agricultural District to HR - Hamlet Residential District, be given SECOND reading. MOTION CARRIED C-268/14 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 1801-14 be given THIRD and FINAL reading. MOTION CARRIED LEFT THE MEETING A. Wickert, D. Horvath, and M. Harbicht left the meeting at 11:31 a.m Page 4 of 7 i Regular Council August 7, 2014 ARRIVED AT MEETING Councillor L. Juss returned at 11:32 a.m. 8. AGRICULTURAL SERVICES BUSINESS 8.1 ASB Update The Manager of Agricultural Services presented an update on the recent activities of the Agricultural Services Department. The Manager of Agricultural Services responded to questions from Council regarding chamomile control. Councillor E. Unruh provided information on a manure haul to a field that is known to have clubroot and asked if the trucks had been disinfected. The Manager of Agricultural Services indicated that they would investigate. The Manager of Agricultural Services responded to further questions from Council. LEFT THE MEETING H. White left the meeting at 11:42 a.m. 9. ADMINISTRATIVE BUSINESS 9.3 Funding Request - Recreation Board (Division 2) The Director of Corporate Services provided background information on this item and responded to questions from Council. Councillor G. Simpson indicated that the shortfall would be recovered through a mill rate increase in 2015 and that the Division 2 Recreation Board would be in line with the County budget process. C-269/14 MOVED BY COUNCILLOR BRIAN DE JONG that Council APPROVES a budget adjustment in the amount of $8,000.00 to the Division 2 Recreation Board funding for 2014 with funds from the Accumulated Municipal Surplus. MOTION CARRIED 9.4 Rolling Hills Campground Lease Agreement The Director of Corporate Services provided background information on this item, indicating that the Rolling Hills Agricultural Society has requested that the County provide mowing services throughout the season. He indicated that similar requests could follow from other groups and suggested that Council discuss potential implications during the 2015 budget process. Discussion followed and the Director of Corporate Services responded to questions from Council. C-270/14 MOVED BY COUNCILLOR GORDON SIMPSON that the request from the Rolling Hills Agricultural Society to provide grounds maintenance services be discussed further during the 2015 Budget Review Process. MOTION CARRIED Page 5 of 7 Regular Council August 7, 2014 9.5 Pre -Budget Meeting - Set Date The Director of Corporate Services provided background information on this item and responded to questions from Council. The Pre -Budget Meeting will be held on Monday, September 15, 2014 beginning at 9:00 a.m. LEFT THE MEETING Councillor W. Hammergren left the meeting at 12:00 p.m. LUNCH Council RECESSED for lunch at 12:00 p.m. and RECONVENED at 12:48 p.m. 9.6 Organizational Meeting - Set Date The Director of Corporate Services provided background information on this item and responded to questions from Council. The Organizational Meeting will be held on Thursday, October 9, 2014 beginning at 9:00 a.m. ARRIVED AT MEETING Councillor L. Juss returned at 12:51 p.m. 9.7 Cheques for Payment The Director of Municipal Services responded to questions from Council. C-271/4 MOVED BY COUNCILLOR BRIAN DE JONG that cheque 178872 in the amount of $1,873,799.34 and cheque 178873 in the amount of $2,110,378.82 be APPROVED. MOTION CARRIED 9.8 Payment Register C-272/14 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the Payment Register be accepted. MOTION CARRIED 10. MUNICIPAL SERVICES BUSINESS - CONTINUED 10.1 Tender Award - Tilley Distribution Pumping & Reservoir Improvements The Director of Municipal Services provided background information on this item and responded to questions from Council. The Chief Administrative Officer provided an explanation of the process for funding the project through a special tax based on assessment. The Director of Municipal Services indicated that there is some funding from the former Village of Tilley that can be used towards this project. As well, some County -owned properties within Tilley can be sold. The Chief Administrative Officer and the Director of Municipal Services responded to further questions from Council. Page 6 of 7 Regular Council August 7, 2014 -273/14 MOVED BY COUNCILLOR GORDON SIMPSON that Council accepts the low tender as j submitted and awards the Tilley Distribution Pumping & Reservoir Improvements project tender to Alpha Construction Inc. for the tendered price of $2,131,800.00 with additional engineering costs of up to $90,000.00. MOTION CARRIED 10.2 Director of Municipal Services Report The Director of Municipal Services presented his report to Council, giving an overview of the highlights. The Director of Municipal Services responded to questions from Council. Reeve M. Douglass asked if oversize permits for vehicles traveling Highway 36 were issued separately. The Director of Municipal Services provided an explanation of the TRAVIS -MJ permit system and indicated that he would investigate. The Director of Municipal Services responded to questions about calcium and oilfield traffic. C-274/14 MOVED BY COUNCILLOR KELLY CHRISTMAN that the Director of Municipal Services Report for July 2014 be APPROVED as presented MOTION CARRIED 11. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 12. QUESTION PERIOD/NOTICE OF MOTION i A question period and notice of motion was held. 13. IN CAMERA C-275/14 MOVED BY COUNCILLOR TRACY FYFE that we move in camera at 1:20 p.m. to discuss a land issue. MOTION CARRIED C-276/14 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that we move out of camera at 2:13 p.m. MOTION CARRIED 14. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:13 p.m. Signed this day f 114 , 2014 Page 7 of 7