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HomeMy WebLinkAbout2020-04-09 Council (Regular) Minutes COUNTY OF NEWELL MINUTES OF REGULAR COUNCIL , April 9, 2020 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, April 9, 2020 commencing at 10:32 a.m. Section 199 of the Municipa/Government Act was followed with the CAO being the Designated Officer in attendance at County Council Chambers which was open to the public to view and listen to the meeting proceedings. Notice was posted on the front entrance advising the public of the meeting and Council and staff inembers joined in electronically through GoToMeeting. MEMBERS M. Douglass, Reeve PRESENT: COUNCILLORS: C. Amulung H. Kallen 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 T. Green, Director of Agricultural Services M. Jackson, Supervisor of Planning & Development M. Fenske, Manager of Finance M. Harbicht, Director of Municipal Services J. Nesbitt, Municipal Enforcement Supervisor D. Leeks, Municipal Enforcement Officer R. Fernell, Director of Information &Technology S. Luchies, Rural Fire & Emergency Services Coordinator A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: D. Adamson, Avail LLP 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:32 a.m. 2. EXCUSED FROM MEETING All members were in attendance at this meeting. Regular Council April 9,2020 3. ADOPTION OF MINUTES 3.1 Minutes - Council (March 19, 2020) C-130/20 MOVED BY COUNCILLOR HUBY KALLEN that the March 19, 2020 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-131/20 MOVED BY COUNCILLOR LIONEL JUSS that the agenda be adopted as amended. MOTION CARRIED 6. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. No County Ratepayers were in attendance. 7. BYLAWS 7.2 Bylaw 1975-20 Campground The Municipal Enforcement Officer provided background information on this item, indicating that the proposed bylaw had been circulated to campgrounds within the County for feedback. He noted that the words "if applicable"have been added to article 11.4 as not all campgrounds have a designated visitor parking area. Council was given the opportunity to ask questions. The Municipal Enforcement Officer responded to questions from Council regarding dogs running at large and explained the process for addressing complaints under the Animal Control8ylaw. C-132/20 MOVED BY COUNCILLOR LIONEL JUSS that Bylaw 1975-20, being a bylaw for the purpose of regulating the County of Newell parks and recreation areas, be given SECOND reading as amended. MOTION CARRIED C-133/20 MOVED BY COUNCILLOR HUBY KALLEN that Bylaw 1975-20 be given THIRD and FINAL reading. MOTION CARRIED ARRIVED AT MEETING M. Harbicht arrived at 10:39 a.m. Page 2 of 14 Regular Council April 9,2020 11. MUNICIPAL SERVICES BUSINESS 11.2 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 guestions about sign replacement, Municipal Enforcement Officers'powers to enforce COVID-19 rules, and drainage. 11.1 Utilities - NRSC Report Council was presented with the Utilities - NRSC Report. C-134/20 MOVED BY COUNCILLOR TRACY FYFE that the Director of Municipal Services Report and the Utilities - NRSC Report for March 2020 be APPROVED as presented. MOTION CARRIED 7. BYLAWS —continued 7.3 Bylaw 1980-20 Boating Safety &Aquatic Invasive Species The Municipal Enforcement Officer provided background information on this item, indicating that the proposed bylaw has been reviewed by the Eastern Irrigation District and Stringam LLP. Following first reading, the bylaw will be posted to the County web page for public feedback. Council was given the opportunity to ask questions. The Municipal Enforcement Officer and Director of Municipal Services responded to questions regarding float planes, indicating that it was recommended by Stringam LLP to exempt float planes from this bylaw. Councillor 8. de Jong indicated that he was aware of one local float plane operator that could be contacted. The Municipal Enforcement Officer responded to questions regarding enforcement of this bylaw, indicating that the EID would determine how much time is required under the current enforcement agreement with the County. C-135/20 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Bylaw 1980-20, being a bylaw for the purpose of encouraging water safety and to maintain and protect irrigation infrastructure and other property by controlling and providing regulations and penalties pertaining to preventing certain aquatic invasive species from entering the Eastern Irrigation District network and the orderly and safe launching and operation of watercrafts, be given FIRST reading. MOTION CARRIED LEFT THE MEETING D. Leeks, J. Nesbitt, and M. Harbicht left the meeting at 10:59 a.m. ARRIVED AT MEETING M. Fenske and D. Adamson arrived at 11:00 a.m. Page 3 of 14 Regular Council April 9,2020 8. DELEGATIONS 8.1 Presentation of Audited Financial Statements D. Adamson presented Council with the 2019 Year End Financial Statements, including an explanation and an overview of the highlights. Some generic disclosures have been added regarding the COVID-19 situation, but it is too early to tell what effect the pandemic will have on the County. The Manager of Finance noted the Other Expenditures line under Note 14 (Expenses by Object), indicating that this item includes expenditures related to non-payment of property taxes as well as tax relief provisions that Council may approve. Council was given the opportunity to ask questions. The Manager of Finance responded to questions regarding the line item for Future Projects under Note 11 (Accumulated Surplus), indicating that most of these funds are dedicated to paying off the debt from the Rural Water Project. The Chief Administrative Officer thanked Avail LLP for their work and provided further information regarding the accumulated surplus, noting that depreciation of assets must also be considered. He provided information comparing the County's finances with those of similar municipalities. D. Adamson provided an overview of the Indicators of Financial Condition document, which compares the County of Newell with similar municipalities based on different criteria. Council was given the opportunity to ask further questions. C-136/20 MOVED BY COUNCILLOR ELLEN UNRUH that the 2019 Year End Financial Statements for the period ending December 31, 2019 be accepted as presented. MOTION CARRIED D. Adamson thanked the Manager of Finance, the Assistant Manager of Finance, and the rest of the Finance Department for their cooperation and assistance with the Avail LLP audit team. LEFT THE MEETING D. Adamson left the meeting at 11:28 a.m. 10. ADMINISTRATIVE BUSINESS 10.3 Approval of 2020 Final Budget The Manager of Finance provided background information on this item and an overview of changes to revenues and expenses since the approval of the 2020 Interim Budget. Council was given the opportunity to ask questions. The Manager of Finance responded to questions regarding the incentives and tax relief items to be discussed later, noting they are not included in this budget. If approved, they would be approved by Council as additional spending for the maximum amount of the discount. C-137/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the 2020 Final Budget be approved as presented. MOTION CARRIED Page 4 of 14 Regular Council April 9,2020 7. BYLAWS —continued 7.7 Bylaw 1988-20 Tax Rates —2020 The Manager of Finance provided background information on this item, indicating that the interim budget had been prepared based on an anticipated cut to assessment. He a/so provided Council with a summary of tax rate changes over the past few years for comparison. Police costing has been included separately so that ratepayers can see how much they are paying towards this. The Manager of Finance explained that small businesses have been broken out and explained changes to this category. Further changes are included in the appendices provided. He indicated that the changes to the tax rate bylaw will generate the same tax revenue outlined in the interim budget after adjusting for the 2019 school over levy and uncollectible portion of provincial grant-in-lieu amount. Council was given the opportunity to ask questions. C-138/20 MOVED BY COUNCILLOR TRACY FYFE that Bylaw 1988-20, being a bylaw to authorize the rates of taxation for various purposes in the year 2020, be given FIRST reading. MOTION CARRIED 7.8 Bylaw 1991-20 Incentives & Penalties on Taxes The Manager of Finance provided background information on this item, indicating that he has contacted some of the larger ratepayers who have indicated they will not be able to pay taxes by June 15, 2020. He explained that this bylaw will provide an incentive to ratepayers who are able to pay their taxes by June 15th and removing the penalties to provide some relief to the other ratepayers until December. Council was given the opportunity to ask questions. C-139/20 MOVED BY COUNCILLOR LIONEL JUSS that Bylaw 1991-20, being a bylaw to establish incentives for payment of taxes and penalties for non-payment of taxes, be given FIRST reading. MOTION CARRIED C-140/20 MOVED BY COUNCILLOR KELLY CHRISTMAN that Bylaw 1991-20 be given SECOND reading. MOTION CARRIED C-141/20 MOVED BY COUNCILLOR BRIAN DE JONG that consent be given for Bylaw 1991-20 to receive third reading this 9th day of April, 2020. _ MOTION CARRIED UNANIMOUSLY C-142/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 1991-20 be given THIRD and FINAL reading. MOTION CARRIED Page 5 of 14 Regular Council April 9,2020 10. ADMINISTRATIVE BUSINESS — continued 10.2 Temporary Payment & Collection Deferrals (Customer Relie� The Manager of Finance provided background information on this item. In order to provide temporary relief to utility and general accounts receivable customers, he suggested that the practices of applying interest charges on past due accounts, transferring utility account balances to the tax roll, and initiating collection activities on delinquent accounts be suspended until August 31, 2020. The Manager of Finance outlined the potential impact to County revenue and provided examples of other items that could be reduced if Council was interested in providing additional relief. Discussion followed regarding the utility rate which is significantly higher for a business. The Manager of Finance responded to questions, indicating that there are fewer than 20 accounts paying the business utility rates. Council suggested that businesses should be charged based on water usage. For instance, a car wash would pay more than a bank. The Manager of Finance indicated that non- residential water usage varies widely and provided examples. He indicated that he could bring an amended Schedule of Fees bylaw to Council for the April 23, 2020 meeting. C-143/20 MOVED BY COUNCILLOR KELLY CHRISTMAN that effective immediately, and until August 31, 2020, all finance charges applicable to overdue utility and accounts receivable under the County's Schedule of Fees Bylaw be suspended, no transfers of utility balances to the tax roll will be made, and no new collection activities be initiated on delinquent accounts. MOTION CARRIED LEFT THE MEETING M. Fenske left the meeting at 12:05 p.m. LUNCH Council RECESSED for lunch at 12:05 p.m. and RECONVENED at 1:00 p.m. ARRIVED AT MEETING M. Jackson arrived at 1:00 p.m. 7. BYLAWS —continued 7.1 Bylaw 1960-19 Road Closure & SALE (Various Locations) The Supervisor of Planning & Development provided background information on this item. Council was given the opportunity to ask questions. Page 6 of 14 Regular Council April 9,2020 C-144/20 MOVED BY COUNCILLOR LIONEL JUSS that Bylaw 1960-19, being a bylaw for the purpose of closing to public travel and transferring portions of a public roadway described as all those portions of government road allowance between the NE 1-14-14-W4 and the NW 6-14-13-W4, the SE 1-14-14-W4 and the SW 6-14-13-W4, the NE 36-13-14-W4 and the NW 31-13-13-W4 forming part of Lot 2, Block 1, Plan , containing 2.41 hectares (5.96 acres) more or less, be given SECOND reading. MOTION CARRIED C-145/20 MOVED BY COUNCILLOR CLARENCE AMULUNG that Bylaw 1960-19 be given THIRD and FINAL reading. MOTION CARRIED 10. ADMINISTRATIVE BUSINESS —continued 10.1 Planning & Development Report The Supervisor of Planning & Development presented an update on the recent activities of the Planning & Development Department. Council was given the opportunity to ask questions. C-146/20 MOVED BY COUNCILLOR BRIAN DE JONG that the Planning & Development Report for March 2020 be accepted as presented. MOTION CARRIED LEFT THE MEETING M. Jackson left the meeting at 1:05 p.m. ARRIVED AT MEETING T. Green arrived at 1:05 p.m. 9. AGRICULTURAL SERVICES BUSINESS 9.1 ASB Update The Director of Agricultural Services presented an update on the recent activities of the Agricultural Services Department. He indicated the Association of Alberta Agricultural Fieldmen (AAAF) is trying to arrange speakers for an online weed schoo/. Council was given the opportunity to ask questions. The Director of Agricultural Services responded to questions regarding seasona/ staff and grant funding opportunities. 9.2 Appointment of Weed & Pest Inspectors The Director of Agricultural Services provided background information on this item and responded to guestions from Council regarding COVID-19 safety protocols for staff working together and equipment sanitization. Page 7 of 14 Regular Council April 9,2020 C-147/20 MOVED BY COUNCILLOR WAYNE HAMMERGREN that the County of Newell appoints Emma Van Steekelenburg, Donovan Kopp, Stratton Pickett and Lane Suchy as Weed Inspectors pursuant to Section 7 of the Weed Control Act until their employment with the County ceases. MOTION CARRIED C-148/20 MOVED BY COUNCILLOR TRACY FYFE that we appoint Emma Van Steekelenburg, Donovan Kopp, Stratton Picket and Lane Suchy as Inspectors for the County of Newell pursuant to Section 10 of the Agricultural Pest Act until their employment with the County ceases. MOTION CARRIED ARRIVED AT MEETING M. Harbicht arrived at 1:21 p.m. 12. POST AGENDA ITEMS ' 12.1 COVID-19 Update 12.1.1 Parks Closure The Director of Municipal Services and the Director of Agricultural Services provided background information on this item. Provincial Parks are closed to motor vehicle traffic. The Eastern Irrigation District has issued a news release stating that Rolling Hills Reservoir Campground and Crawling Valley Reservoir are c/osed until further notice. Discussion followed and Council directed the Director of Agricultural Services to draft a news release stating that Emerson Bridge Park will be c/osed until further notice. Council was given the opportunity to ask questions. LEFT THE MEETING T. Green and M. Harbicht left the meeting at 1:26 p.m. ARRIVED AT MEETING R. Fernell arrived at 1:26 p.m. 12.1.4 Livestreaming MPC/Council Meetings The Director of Information & Technology indicated that recent changes to legislation allow for public participation in Council meetings via livestreaming. The County has the ability to livestream meetings through the Lifesize system in Council Chambers. The Director of Information & Technology responded to questions from Council, indicating the public would be able to view the meeting online and be permitted to ask questions through a moderator during the question period and public hearings portions of the meeting. For the in camera portion, the livestream would end, and the meeting would be locked to prevent individuals who had Page 8 of 14 Regular Council April 9,2020 previously participated in the meeting as a presenter from rejoining. The Chief Administrative Officer provided further information, suggesting that livestreaming the meetings would allow the public to watch from any location rather than attending in person. He suggested that the public be encouraged to submit questions prior to the meeting, especially questions related to a public hearing, and that questions during the meeting be accepted only within a certain time frame. For a public hearing, the applicant would be able to participate in the meeting via telephone. Discussion followed. The Director of Information & Technology responded to further questions, indicating that there is no additional cost associated with using Lifesize. Council agreed to participate in a test of the Lifesize. LEFT THE MEETING R. Fernell left the meeting at 1:56 p.m. 7. BYLAWS — continued 7.4 Bylaw 1972-20 Special Tax (Scandia Communal Raw Water Irrigation System) The Director of Corporate Services provided background information on this item and responded to questions from Council. �-149/20 MOVED BY COUNCILLOR CLARENCE AMULUNG that Bylaw 1972-20, being a bylaw for the purpose of imposing a special tax on lots within the Hamlet of Scandia that are serviced by the Scandia Communal Raw Water Irrigation System, be given FIRST reading. MOTION CARRIED C-150/20 MOVED BY COUNCILLOR HUBY KALLEN that Bylaw 1972-20 be given SECOND reading. MOTION CARRIED C-151/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that consent be given for Bylaw 1972-20 to receive third reading this 9th day of April, 2020. MOTION CARRIED UNANIMOUSLY C-152/20 MOVED BY COUNCILLOR LIONEL JUSS that Bylaw 1972-20 be given THIRD and FINAL reading. MOTION CARRIED Page 9 of 14 Regular Council April 9,2020 7.5 Bylaw 1973-20 Special Tax (Rolling Hills Communal Raw Water Irrigation System) The Director of Corporate Services provided background information on this item and responded to questions from Council. C-153/20 MOVED BY COUNCILLOR KELLY CHRISTMAN that Bylaw 1973-20, being a bylaw for the purpose of imposing a special tax on residential lots within the Hamlet of Rolling Hills that are serviced by the Rolling Hills Communal Raw Water Irrigation System, be given FIRST reading. MOTION CARRIED : C-154/20 MOVED BY COUNCILLOR LIONEL JUSS that Bylaw 1973-20 be given SECOND reading. MOTION CARRIED C-155/20 MOVED BY COUNCILLOR TRACY FYFE that consent be given for Bylaw 1973-20 to receive third reading this 9th day of April, 2020. MOTION CARRIED UNANIMOUSLY C-156/20 MOVED BY COUNCILLOR BRIAN DE JONG that Bylaw 1973-20 be given THIRD and FINAL reading. MOTION CARRIED 7.6 Bylaw 1974-20 Special Tax (Eastern Irrigation District) The Director of Corporate Services provided background information on this item and responded to questions from Council. C-157/20 MOVED BY COUNCILLOR CLARENCE AMULUNG that Bylaw 1974-20, being a bylaw for the purpose of imposing a special tax on lots within subdivisions that are receiving waterworks from the Eastern Irrigation District, be given FIRST reading. MOTION CARRIED C-158/20 MOVED BY COUNCILLOR HUBY KALLEN that Bylaw 1974-20 be given SECOND reading. MOTION CARRIED C-159/20 MOVED BY COUNCILLOR ELLEN UNRUH that consent be given for Bylaw 1974-20 to receive third reading this 9th day of April, 2020. MOTION CARRIED UNANIMOUSLY C-160/20 MOVED BY COUNCILLOR LIONEL JUSS that Bylaw 1974-20 be given THIRD and FINAL reading. MOTION CARRIED Page 10 of 14 Regular Council April 9,2020 10. ADMINISTRATIVE BUSINESS 10.4 Determining County Role in Economic Stimulus Projects The Director of Corporate Services provided background information on this item and requested direction on whether to proceed with developing an economic plan with projects that would be considered for provincial and federal stimulus funding. Discussion followed. Council expressed concerns with putting the County's financial position in jeopardy with projects that are not already in the plan, but agreed to identify some potential projects that would benefit the region while waiting for more information regarding the details of these stimulus packages to become available. Council suggested some projects including expanding the rural water system and fibre optic internet with the Eastern Irrigation District, but also stressed the importance of protecting County ratepayers and employees. The Director of Corporate Services will come up with a list of potential projects to be considered for stimulus funding. This item will be brought back to a future Council meeting for further discussion. 10.5 Cheques for Payment There were no cheques for payment to discuss at this meeting. 10.6 Payment Register �-161/20 MOVED BY COUNCILLOR TRACY FYFE that the Payment Register be accepted. MOTION CARRIED 10.7 Requests for Functions of Council There were no functions of Council to discuss at this meeting. 12. POST AGENDA ITEMS— continued 12.1 COVID-19 Update—continued The Director of Corporate Services reported that the Emergency Operations Centre conference calls continue, and several agencies are taking steps to ensure that at risk citizens can obtain essential supplies. He provided details regarding an online ordering and curbside pickup/delivery service that Safeway will be offering beginning April 15, 2020. _ 12.1.2 Potential Office Closure Process The Director of Corporate Services reported that it is anticipated that the County office will remain open to the public unless the COVID-19 situation changes significantly. Ratepayers are being encouraged to conduct � business over the phone or online. The Chief Administrative Officer - provided further information, indicating that the municipal offices in Brooks, Bassano, Duchess, and Rosemary have been closed since the end of Page 11 of 14 Regular Council April 9,2020 March. While the County does not currently have a lot of foot traffic, he expressed concerns with the upcoming deadline for dust abatement applications and taxes. Council was given the opportunity to ask questions. It was suggested that one County employee be posted outside at tax time to ensure that only one person at a time is at the counter. Further, the County will continue to provide information regarding alternate payment methods and encourage people to stay home. The Chief Administrative Officer and Director of Corporate Services provided information regarding safety measures in place at the front counter that will protect staff and ratepayers as well as the payment options available. Council provided direction to Administration to make the decision whether to close the County facilities to the public. Further, they suggested that a posterbe created to provide information on how to contact the County without attending in person. These posters will be displayed in each division. 12.1.3 Hamlet Annual Meetings The Director of Corporate Services recommended that it be communicated to the Hamlet Advisory Committees to postpone their annual general meetings until further notice. ARRIVED AT MEETING S. Luchies arrived at 2:40 p.m. 12.1.5 EOC Update The Rural Fire & Emergency Services Coordinator provided an update on the EOC, indicating that the team is working well together and making good, informed decisions. A COVID-19 model is being developed for the County of Newell based on the model published for Alberta. The RCMP and Municipal Enforcement have been doing patrols and educating the public on socia/ distancing and preventative measures. The Rural Fire & Emergency Services Coordinator responded to questions from Council. LEFT THE MEETING S. Luchies left the meeting at 2:47 p.m. 12.2 RMA Resolutions Session Reeve M. Douglass provided background information on this item. The Rural Municipalities of Alberta is planning a virtual resolution session. Discussion followed and Council indicated that they appreciate the work that the RMA is doing with the provincial government on COVID-19 and suggested that resolutions can be postponed. Reeve M. Douglass indicated that she would pass on this message during a conference call following this meeting. Page 12 of 14 Regular Council April 9,2020 13. INFORMATION ITEMS 13.1 Mini Bus Monthly Report(March 2020) The Director of Corporate Services indicated that the Mini Bus Driveris maintaining contact with all regular users and will be able to deliver supplies, when needed. He provided further information regarding Safeway's plans to accept orders online with curbside pickup or delivery to those with medical concerns. For individuals without transportation, the minibus would provide grocery pickup and delivery for the regular charge of $12.00. The Director of Corporate Services responded to questions from Council. The Mini Bus Monthly Report was accepted as information. 13.2 2019 Q4 Financial Information Package This item was accepted as information. 13.3 Upcoming Community Events Council was provided a form to submit information for upcoming events in their community. ARRIVED AT MEETING T. Green arrived at 3:02 p.m. 12. POST AGENDA ITEMS— continued � 12.1 COVID-19 Update—continued 12.1.1 Parks Closure—continued The Director of Agricultural Services reguested direction from Council regarding whether campgrounds and golf courses operating on County- owned lands should be closed. The Chief Administrative Officer indicated that the County should follow the recommendations from Alberta Health Services and must follow any legislated requirements related to COVID-19. There is currently no requirement specific to golf courses and campgrounds. Discussion followed. The Director of Agricultural Services responded to questions from Council. The Director of Corporate Services provided information regarding golf courses and their plans to open while - following preventative measures and allowing golfers to maintain physical distance requirements. Councillor 8. de Jong and Councillor C. Amulung provided further information regarding the Duchess and Rolling Hills golf courses. Discussion followed and Council agreed that golf courses and campgrounds be strongly encouraged to close until further notice. The Chief Administrative Officer responded to further questions from Council. Page 13 of 14 Regular Council April 9,2020 C-162/20 MOVED BY COUNCILLOR KELLY CHRISTMAN that subject to the terms and conditions of lease agreements, Administration provide notice to all campgrounds and golf courses operating on County-owned lands that they are not to "open" until they receive approval to do so from the County of Newell. MOTION CARRIED LEFT THE MEETING T. Green left the meeting at 3:30 p.m. 14. IN CAMERA C-163/20 MOVED BY COUNCILLOR HUBY KALLEN that we move in camera at 3:31 p.m. to discuss the following matters: • Intergovernmental Relations - FOIPP Act Section 21. MOTION CARRIED C-164/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that we move out of camera at 4:40 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:40 p.m. 1 Signed this L���day of �+� � , 2020 ���� ���J �,� Reeve """�'� �°,���;,� �m �. � County Ad nistrator Page 14 of 14