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HomeMy WebLinkAbout2020-05-21 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL May 21, 2020 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, May 21, 2020 commencing at 10:05 a.m. with Councillors and staff participating online from separate locations. The Chief Administrative Officer, being the Designated Officer for the County of Newell, attended at the County Council Chambers to allow members of the public to watch the livestream meeting proceedings. Notice was posted at the front entrance advising the public of the meeting. No members of the public were physically in attendance. MEMBERS PRESENT: COUNCILLORS: M. Douglass, Reeve 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 (Meeting Moderator) M. Jackson, Supervisor of Planning & Development M. Harbicht, Director of Municipal Services D. Leeks, Municipal Enforcement Officer A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:05 a.m. 2. EXCUSED FROM MEETING All members were in attendance at this meeting. 3. ADOPTION OF MINUTES 3.1 Minutes - Council (May 7, 2020) The following changes were made to the May 7, 2020 Council Meeting minutes: Regular Council May21, 2020 Page 1 - The header should read "The regular Council Meeting of the County of Newell was held in the County Office on Thursday, May 7, 2020 commencing at 11:04 a.m. with Councillors and staff participating online from separate locations." C-192120 MOVED BY COUNCILLOR KELLY CHRISTMAN that the May 7, 2020 Council Meeting minutes be adopted as amended. MOTION CARRIED 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-193/20 MOVED BY COUNCILLOR LIONEL JUSS that the agenda be adopted as presented. MOTION CARRIED 6. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. No County Ratepayers were in attendance. The moderator indicated that there were no questions from the public. 8. BYLAWS 8.6 Bylaw 1993-20 Records Retention & Disposition The Manager of Planning, Development & Engineering provided background information on this item and the County's electronic document and records management system. Making the electronic record the official record of the County of Newell will allow for the disposal of most paper records after they have been digitized, reducing the amount of time spent managing paper records. The Executive Assistant responded to questions regarding Laserfiche security features. The Director of Information & Technology provided further information regarding the multiple layers of security on the County's networks. The Executive Assistant responded to questions regarding historical School Board records still held in the County's vault, indicating that she would investigate retention requirements and follow up on transferring records to Grasslands Public Schools. C-194/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 1993-20, being a bylaw to provide regulations and procedures for the retention and disposal of Municipal records, be given FIRST reading. MOTION CARRIED C-195/20 MOVED BY COUNCILLOR LIONEL JUSS that Bylaw 1993-20 be given SECOND reading. MOTION CARRIED Page 2 of 9 Regular Council May 21, 2020 C-196/20 MOVED BY COUNCILLOR ELLEN UNRUH that consent be given for Bylaw 1993-20 to receive third reading this 21 st day of May, 2020. MOTION CARRIED UNANIMOUSLY C-197/20 MOVED BY COUNCILLOR HUBY KALLEN that Bylaw 1993-20 be given THIRD and FINAL reading. MOTION CARRIED ARRIVED AT MEETING D. Leeks arrived at 10:25 a.m. 8.5 Bylaw 1980-20 Boating Safety & Aquatic Invasive Species The Municipal Enforcement Officer provided background information on this item, indicating that questions received from the public had been answered. Further, recommendations from Alberta Environment & Parks have been incorporated. Council was given the opportunity to ask questions. C-198/20 MOVED BY COUNCILLOR CLARENCE AMULUNG 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 SECOND reading as amended. MOTION CARRIED C-199/20 MOVED BY COUNCILLOR HUBY KALLEN that Bylaw 1980-20 be given THIRD and FINAL reading. MOTION CARRIED LEFT THE MEETING D. Leeks left the meeting at 10:29 a.m. ARRIVED AT MEETING Councillor T. Fyfe arrived at 10:29 a.m. 9. AGRICULTURAL SERVICES BUSINESS 9.1 Agricultural Fieldman's Report (May 2020) The Director of Agricultural Services presented the Agricultural Fieldman's Report to Council. Council was given the opportunity to ask questions. The Director of Agricultural Services responded to questions regarding reopening playground facilities, indicating that he was working with Grasslands Public Schools to develop consistent messaging for signs. Reeve M. Douglass provided information from a Page 3 of 9 Regular Council May 21, 2020 meeting yesterday where Dr. D. Hinshaw indicated that Alberta Health Services does not expect municipalities to be responsible for sanitizing playground equipment. The Director of Agricultural Services responded to questions regarding roadside spraying, outlining changes made over the years to improve efficiency and reduce costs. He also responded to questions regarding the status of campgrounds within the County and provided an update on COVID-19 safety protocols for field staff. The Director of Corporate Services reported that the community groups operating campgrounds on County -owned lands were sent the provincial COVID-19 requirements for campgrounds. The Director of Agricultural Services responded to questions regarding weed and brush control along provincial highways, indicating that the County has brought these concerns to Volker Stevin in the past, but the public can also report issues directly to Volker Stevin. Councillor H. Kallen thanked Agricultural Services staff for the work on the alleys in Tilley. The Director of Agricultural Services responded to further questions from Council. 10. ADMINISTRATIVE BUSINESS 10.1 Appointment to County of Newell Library Board (Division 7) The Director of Corporate Services provided background information on this item. He suggested that, as the Division 2 representative of the County of Newell Library Board has also submitted a resignation letter, it might be appropriate to advertise the open positions on the board to the public. Councillor K. Christman provided further information. A resident of the Village of Rosemary has agreed to take the place of the Division 7 representative, but the County of Newell Library Board's policy states that board members should reside in the County division that they are representing. Council directed Administration to advertise for members of the County of Newell Library Board to represent Division 2 and Division 7. 10.2 Request for Proclamation - Seniors' Week (June 1-7, 2020) Council was provided with background information on this item. C-200/20 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council hereby proclaims June 1-7, 2020 as Seniors' Week in the County of Newell. MOTION CARRIED 10.3 Annual Joint Meetings The Executive Assistant provided background information on this item and responded to questions from Council. Discussion followed and Council indicated that joint meetings with Grasslands Public Schools and the Eastern Irrigation District would be postponed until in -person meetings are possible unless there are urgent issues to discuss. 10.4 HALO Air Ambulance Program Reeve M. Douglass provided background information on this item, indicating that a presentation is being prepared for the Mayors & Reeves Association of Page 4 of 9 Regular Council May 21, 2020 Southeast Alberta. Discussion followed. Council indicated that the HALO Air Ambulance provides an important service, but municipalities are not able to provide the level of funding required. More provincial government funding and a partnership with STARS Air Ambulance were suggested as possible solutions. 10.5 Councillor Payment Sheets (April 2020) C-201/20 MOVED BY COUNCILLOR LIONEL JOSS that the April 2020 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 10.6 Cheques for Payment There were no cheques for payment to discuss at this meeting. 10.7 Payment Register C-202/20 MOVED BY COUNCILLOR HUBY KALLEN that the Payment Register be accepted. MOTION CARRIED 10.8 Requests for Functions of Council There were no functions of Council to discuss at this meeting. 11. COMMITTEE REPORTS 11.1 Joint Services Committee The Joint Services Committee Meeting for May was cancelled. 11.2 Alberta Health Services Community Engagement Reeve M. Douglass attended an Alberta Health Services Community Engagement session to discuss phase 1 of Alberta's Relaunch Strategy. The main focus was providing guidance to business owners who are reopening. Alberta Biz Connect was recommended as an online resource for up-to-date information for COVID-19 requirements for businesses that will help minimize infection and reduce the risk of transmission. 12. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. Page 5 of 9 Regular Council May 21, 2020 13. INFORMATION ITEMS 13.1 Strategic Priorities Chart This item was accepted as information. 13.2 Upcoming Community Events Council was provided a form to submit information for upcoming events in their community. 1.1. COMMITTEE REPORTS — continued 11.3 Shortgrass Library Board Councillor K. Christman reported that an increased budget line item has been approved for Overdrive, an eBook service that has seen increased usage. The City of Medicine Hat has been asked to provide a written request for a 5% reduction in Shortgrass Library System funding for 2021. 11.4 County of Newell Library Board Councillor K. Christman and the Director of Corporate Services are working to provide care packages containing Personal Protective Equipment (i.e. masks, gloves, etc.) requested by County libraries. The Director of Corporate Services indicated that supplies are available and will be distributed towards the end of next week. Libraries that are not located within a school are scheduled to reopen in phase 2 of Alberta's Relaunch Strategy. Exact dates for reopening libraries are not yet known. C-203/20 MOVED BY COUNCILLOR ELLEN UNRUH that we move into Public Hearings at 11:25 a.m. MOTION CARRIED 7. PUBLIC HEARINGS 7.1 Bylaw 1969-20 Road Closure & LEASE (E 19-16-12-W4 & W 20-16-12-W4 and E 20-16-12-W4 & W 21-16-12-W4) Reeve M. Douglass called the Public Hearing to order at 11:25 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 Supervisor of Planning & Development stated that the intent of the Public Hearing is to hear representations on Bylaw 1969-20. The intent of this bylaw is to close and LEASE the road allowances between E 19-16-12-W4 & W 20-16-12-W4 and E 20-16-12-W4 & W 21-16-12-W4. Page 6 of 9 Regular Council May 21, 2020 The Supervisor of Planning & Development provided background information on this item, indicating that a copy of the document had been circulated to all adjacent landowners as well as to a list of affected agencies. No responses were received from adjacent landowners. All responses have been received from the required referrals and none have indicated any objections. Access to wells required by Torxen and Canadian Natural Resources Limited will be accommodated within the lease agreement. 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. 7.2 Bylaw 1989-20 Road Closure & LEASE (SW 15-17-16-W4) Reeve M. Douglass called the Public Hearing to order at 11:27 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 Supervisor of Planning & Development stated that the intent of the Public Hearing is to hear representations on Bylaw 1989-20. The intent of this bylaw is to close and LEASE the road allowance along the southern boundary of SW 15-17-16-W4. The Supervisor of Planning & Development provided background information on this item, indicating that a copy of the document had been circulated to all adjacent landowners as well as to a list of affected agencies. No responses were received from adjacent landowners. All responses have been received from the required referrals and none have indicated any objections. 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. The Supervisor of Planning & Development responded to questions regarding a structure on the east side of the property, indicating that all oil and gas companies identified on title have been notified. No comments were received and none of these companies identified the structure as one of their facilities. She indicated that a pamphlet has been developed to help raise awareness of undeveloped road allowances when installing irrigation pivots. The Supervisor of Planning & Development responded to further questions from Council. 7.3 Bylaw 1990-20 Road Closure & LEASE (W 24-20-14-W4) Reeve M. Douglass called the Public Hearing to order at 11:35 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. Page 7 of 9 Regular Council May 21, 2020 The Supervisor of Planning & Development stated that the intent of the Public Hearing is to hear representations on Bylaw 1990-20. The intent of this bylaw is to close and LEASE the road allowance along the westerly boundary of W 24-20-14-W4. The Supervisor of Planning & Development provided background information on this item, indicating that a copy of the document had been circulated to all adjacent landowners as well as to a list of affected agencies. She indicated that she had spoken to one adjacent landowner who was interested in what was being done and had no objections. All responses have been received from the required referrals and none have indicated any objections. FortisAlberta has provided an easement that will be registered on title along with the lease agreement. 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-204/20 MOVED BY COUNCILLOR KELLY CHRISTMAN that we move out of Public Hearings at 11:39 a.m. MOTION CARRIED 8. BYLAWS 8.1 Bylaw 1969-20 Road Closure & LEASE (E 19-16-12-W4 & W 20-16-12-W4 and E 20-16-12-W4 & W 21-16-12-W4) C-205/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 1969-20, being a bylaw for the purpose of closing to public travel and LEASING the road allowances adjacent to the E 19-16-12-W4 & W 20-16-12-W4 and the E 20-16-12-W4 and W 21-16-12-W4 to facilitate the current irrigation farming operation, be given FIRST reading. MOTION CARRIED 8.2 Bylaw 1989-20 Road Closure & LEASE (SW 15-17-16-W4) C-206/20 MOVED BY COUNCILLOR TRACY FYFE that Bylaw 1989-20, being a bylaw for the purpose of closing to public travel and LEASING those portions of road allowance lying directly south of SW 15-17-16-W4 to facilitate the current irrigation farming operation, be given FIRST reading. MOTION CARRIED 8.3 Bylaw 1990-20 Road Closure & LEASE (W 24-20-14-W4) C-207/20 MOVED BY COUNCILLOR BRIAN DE JONG that Bylaw 1990-20, being a bylaw for the purpose of closing to public travel and LEASING those portions of road allowance adjacent to the most westerly part of W 24-20-14-W4 to facilitate the current irrigation farming operation, be given FIRST reading. MOTION CARRIED Page 8 of 9 Regular Council May 21, 2020 8.4 Bylaw 1966-19 Road Closure & LEASE (Pt. SE 8-14-13-W4 & SW 9-14-13-W4; NE 5-14-13-W4 & NW 4-14-13-W4; and SE 5-14-13-W4 & SW 4-14-13-W4) The Supervisor of Planning & Development provided background information on this item and responded to questions from Council. C-208/20 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Bylaw 1966-19, being a bylaw for the purpose of closing and LEASING the most southerly 775-meter portion of road allowance adjacent to the NE 5-14-13 and all portions of road allowance adjacent to the SE 5-14-13-W4 to facilitate the current irrigation farming operation be given second reading. MOTION CARRIED C-209/20 MOVED BY COUNCILLOR CLARENCE AMULUNG that Bylaw 1966-19 be given THIRD and FINAL reading. MOTION CARRIED 14. IN CAMERA C-210/20 MOVED BY COUNCILLOR TRACY FYFE that we move in camera at 11:45 a.m. to discuss the following matters: • Intergovernmental Relations - FO/PP Act Section 21. MOTION CARRIED C-211/20 MOVED BY COUNCILLOR LIONEL JUSS that we move out of camera at 12:30 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 12:30 p.m. Signed this � � day of ) 0 -V"� , 2020 Reeve" County Admtfiistrator Page 9 of 9