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HomeMy WebLinkAbout2020-06-11 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL June 11, 2020 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, June 11, 2020 commencing once the Municipal Planning Commission meeting ended. 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 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 (Meeting Moderator) G. Tiffin, Manager of Planning, Development & Engineering M. Jackson, Supervisor of Planning & Development M. Harbicht, Director of Municipal Services T. Schroeder, Manager of Operations M. Fenske, Manager of Finance S. Luchies, Rural Fire & Emergency Services Coordinator A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: K. Ramer, Duchess Agricultural Society (via telephone) R. MacLean, Ratepayer - Private Fence Located in Government Road Allowance (via telephone) P. Schmidt, Ratepayer - Residents Request for County Paid Dust Abatement (via telephone) A. Kassem, Global Village (via Lifesize) 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:19 a.m. 2. EXCUSED FROM MEETING All members were in attendance at this meeting. Regular Council June 11, 2020 3. ADOPTION OF MINUTES 3.1 Minutes - Council (May 21, 2020) C-212/20 MOVED BY COUNCILLOR HUBY KALLEN that the May 21, 2020 Council Meeting minutes be adopted as presented. MOTION CARRIED 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 6. ADOPTION OF AGENDA C-213/20 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. ARRIVED AT MEETING S. Luchies arrived at 10:23 a.m. 7. BYLAWS 7.1 Bylaw 1994-20 Regional Emergency Management The Director of Corporate Services provided background information on this item, indicating that the regional emergency management structure would include the County, the Town of Bassano, the Village of Duchess, and the Village of Rosemary. The Rural Fire & Emergency Services Coordinator provided further information, indicating that the group has worked well together over the past three months responding to COVID-19. Council was given the opportunity to ask questions. The Rural Fire & Emergency Services Coordinator responded to questions regarding shared costs associated with COVID-19. The Director of Corporate Services indicated that, if an emergency event occurs within one municipality, that municipality would be responsible for all costs. Costs associated with an emergency event affecting more than one municipality would be shared. He indicated that cost sharing can be discussed and incorporated prior to second reading of the bylaw. C-214/20 MOVED BY COUNCILLOR TRACY FYFE that Bylaw 1994-20, being a bylaw for the purpose of establishing a Regional Emergency Management Committee, Agency, and Planning & Coordinating Group, be given FIRST reading. MOTION CARRIED Page 2 of 10 Regular Council June 11, 2020 LEFT THE MEETING S. Luchies left the meeting at 10:33 a.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 requested direction on whether to allow overnight camping at Emerson Bridge Park starting June 15, 2020 as part of Phase 2 of Alberta's Relaunch Strategy. The Director of Agricultural Services responded to questions and outlined the cleaning protocols and schedule for the public facilities at Emerson Bridge Park. The park supervisor will require some additional staff support to comply with the COVID-19 safety requirements. The Director of Agricultural Services responded to further questions regarding weed control and strychnine. 9.2 2020 Rural Beautification Awards - Council Judge The Director of Agricultural Services provided background information on this item and responded to questions from Council. C-215/20 MOVED BY COUNCILLOR BRIAN DE JONG that Councillor H. Kallen be a judge for the 2020 Rural Beautification Awards and that it be considered a function of Council. MOTION CARRIED 10. ADMINISTRATIVE BUSINESS 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-216/20 MOVED BY COUNCILLOR WAYNE HAMMERGREN that the Planning & Development Report for May 2020 be accepted as presented. MOTION CARRIED LEFT THE MEETING M. Jackson left the meeting at 10:55 a.m. 10.3 Organizational Meeting - Set Date Discussion followed regarding the meeting dates. C-217/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the 2020 Organizational Meeting be held on Thursday, October 22, 2020 starting at 9:00 a.m. MOTION CARRIED Page 3 of 10 Regular Council June 11, 2020 10.4 Cancel/Reschedule Upcoming Meetings Council suggested that the County coordinate their holiday office closure with the City of Brooks. The Chief Administrative Officer indicated that the County facilities typically close at 3:00 p.m. on Christmas Eve and New Years' Eve. C-218/20 MOVED BY COUNCILLOR ELLEN UNRUH that the Municipal Planning Commission and Council Meetings scheduled for August 20, 2020 and December 24, 2020 be CANCELLED. MOTION CARRIED ARRIVED AT MEETING K. Ramer arrived via telephone at 11:00 a.m. 8. DELEGATIONS 8.1 Funding Request - Duchess Hall & Ice Arena K. Ramer provided background information on the Duchess Community Hall, indicating that the proposed renovations will improve accessibility and function, reduce congestion, and improve the overall look of the facility. She provided an overview of the improvements made over the past few years, indicating that this is a good time to complete further renovations as there are currently no event bookings. She also listed a number of upgrades that are planned for the future. Financial information for the Duchess Agricultural Society was provided and K. Ramer outlined process changes that have been made in order to maintain financial viability. She noted that grant funding has been reduced and it is difficult to hold fundraising events with the current pandemic situation. She outlined the in -kind contributions provided from the Village of Duchess. The Duchess Agricultural Society is requesting $150,000.00 from the County's Recreation Reserve. Council was given the opportunity to ask questions. K. Ramer responded to questions about the proposed upgrades and funding that the Duchess Agricultural Society holds in reserves that is allocated across four facilities. She indicated that some reserve funding will also be used for this project. Discussion followed regarding the County's Recreation Reserve. The Manager of Finance provided background information, indicating that a portion of the mill rate has been set aside annually since 2016 to be used for future replacement costs of recreation facilities in the County. He noted that the estimated total replacement value is approximately $350 million. The Manager of Finance responded to questions regarding recreation funding allocated to Division 8. K Ramer responded to further questions from Council. K Ramer thanked Council for the opportunity to make a presentation. LEFT THE MEETING K. Ramer left the meeting at 11:29 a.m. Discussion followed and Council expressed concerns with allocating funding to a recreation facility before a plan has been completed that prioritizes all recreation Page 4 of 10 Regular Council June 11, 2020 facilities and outlines responsibility for replacement costs. Consideration should also be given to standardizing user fees. Councillor B. de Jong provided further background information. Further discussion on this item was postponed until later during this meeting. ARRIVED AT MEETING R. MacLean arrived via telephone at 11:39 a.m. 8.2 Private Fence Located in Government Road Allowance - RR182 North of SH550 The Director of Municipal Services provided background information on this item. A public complaint was received regarding a fence being erected in the road allowance of Range Road 182. The landowner did not appeal the Order to Remedy Contravention issued by the County's Municipal Enforcement Supervisor and is requesting permission to install the fence within the road allowance. R. MacLean, the landowner, indicated that he provided a list of individuals who have also installed fences within County road allowances. He provided further information, indicating that he was unable to erect the fence closer to his property line due to a wetland resulting from a backed -up culvert. He further noted that he has requested this culvert be lowered on several occasions. Council was given the opportunity to ask questions. The Director of Municipal Services indicated that he is unaware of any situations where Council has permitted a fence to be erected within a County road allowance. He gave examples of landowners who were replacing fences that were originally not on the property line and asked to correct the fence lines. R. MacLean responded to questions regarding the water level on that parcel, suggesting that lowering the culvert would solve the issue. The Director of Municipal Services provided historical information on the wetland and the culvert, indicating that lowering the culvert would require Water Act Approval and a wetland assessment. R. MacLean responded to further questions from Council. C-219/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that County Council reject the request and maintain support for Bylaw 1742-11 (Unauthorized Road Use Development) as written as well as the Bylaw 1892-17 (Land Use) requiring the landowner to move and install fencing along the property boundaries of the agricultural parcel legally described as SE 15-21-18-W4. MOTION CARRIED Further discussion followed regarding investigating the possibility of lowering the culvert once the wetland has dried. The Chief Administrative Officer indicated that County staff would contact Alberta Environment and meet with the Eastern Irrigation District again to determine if improvements to that portion of the drainage system will be required to improve drainage for the subject lands. If all parties agree then the work can proceed through the drainage program and the culvert location, sizing and elevation can be included in the partnership. Administration will bring the information back to Council once direction is provided by Alberta Environment. R. MacLean responded to further questions from Council regarding drainage on that parcel. Page 5 of 10 Regular Council June 11, 2020 The Director of Municipal Services recommended that R. MacLean confirm property lines with a surveyor for any fences he may be responsible for to determine whether they need to be moved. The fence currently being erected must be removed. R. MacLean indicated that he would obtain legal land descriptions associated with the fences installed in road allowances by the individuals listed in his letter and submit a formal complaint. LEFT THE MEETING R. MacLean left the meeting at 12:13 p.m. LUNCH Council RECESSED for lunch at 12:13 p.m. and RECONVENED at 1:00 p.m. ARRIVED AT MEETING P. Schmidt arrived via telephone at 1:00 p.m. 8. DELEGATIONS - continued 8.3 Residents Request for County Paid Dust Abatement The Manager of Operations provided background information on this item. A ratepayer has requested dust abatement to be applied in front of their residence. In the past, dust abatement was applied by the County at no charge to the landowner, but that section of road was removed from the heavy traffic route in 2018. The Manager of Operations provided information regarding the amount of traffic, most of which is going to and from the Millicent Transfer Station. He provided an overview of the two policies in place for residential and non-residential dust abatement, indicating that residents can apply for dust abatement in front of their residences at a subsidized rate until the last business day in April. He further noted that the non-residential dust abatement program is reviewed regularly and adjusted to reduce future operating costs as well as the cost of dust abatement to end users. Council was given the opportunity to ask questions. Councillor L. Juss reported that the Newell Regional Solid Waste Management Authority has not discussed dust abatement on routes to the transfer stations and suggested a traffic count as there are several different routes to the transfer stations. P. Schmidt, the ratepayer, provided further information on traffic and indicated that the other residents on that road receive calcium at no charge as they are within 800m of Millicent. P. Schmidt responded to further questions from Council. C-220/20 MOVED BY COUNCILLOR KELLY CHRISTMAN that County Council refuse the request for dust abatement paid for by the County of Newell in front of the residence located at 203026 RR135 based on existing policy. MOTION CARRIED Page 6 of 10 Regular Council June 11, 2020 LEFT THE MEETING P. Schmidt left the meeting at 1:21 p.m. 10. ADMINISTRATIVE BUSINESS - continued 10.2 HALO Air Ambulance Municipal Partnership Reeve M. Douglass provided background information on this item. Cypress County has proposed a municipal partnership to provide funding for the HALO Air Ambulance service. Further discussion on this item was postponed until later during this meeting. ARRIVED AT MEETING A. Kassem arrived at 1:26 p.m. 8. DELEGATIONS - continued 8.4 Request for Proclamation - Frontline Workers & First Responders Appreciation & Awareness Day (June 25, 2020) A. Kassem provided background information on this item, indicating that the request for proclamation has also been submitted to the City of Brooks. A. Kassem responded to questions from Council. He invited Council to participate in the driving tour on June 25, 2020. Information will be forwarded to Council when the details have been finalized. C-221/20 MOVED BY COUNCILLOR HUBY KALLEN that Council hereby proclaims June 25, 2020 as First Responders and Frontline Health Workers Appreciation and Awareness Day in the County of Newell. MOTION CARRIED LEFT THE MEETING A. Kassem left the meeting at 1:34 p.m. 10. ADMINISTRATIVE BUSINESS 10.2 HALO Air Ambulance Municipal Partnership -continued Discussion continued. Reeve M. Douglass responded to questions, indicating that the provincial review of air ambulance services is expected to have a public participation component. Council indicated that the results of the provincial review are required before future funding levels can be determined. Reeve M. Douglass will request statistics for HALO missions within the County. 10.5 Cheques for Payment C-222/20 MOVED BY COUNCILLOR BRIAN DE JONG that EFT0006310 in the amount of $361,580.22 be APPROVED. MOTION CARRIED Page 7 of 10 Regular Council June 11, 2020 10.6 Payment Register The Chief Administrative Officer responded to questions from Council. C-223/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the Payment Register be accepted. MOTION CARRIED 10.7 Requests for Functions of Council 10.7.1 Elected Officials Education Program Virtual Course on Council's Role in Public Engagement (starting June 25, 2020) C-224/20 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Councillor Kelly Christman be permitted to attend the Elected Officials Education Program Virtual Course on Council's Role in Public Engagement starting on June 25, 2020 as a function of Council. MOTION CARRIED 11. MUNICIPAL SERVICES BUSINESS 11.1 Utilities - NRSC Report The Utilities - NRSC Report was presented to Council. 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 questions regarding dust abatement, indicating that residential dust abatement is available at the full rate after the deadline has passed. C-225/20 MOVED BY COUNCILLOR TRACY FYFE that the Director of Municipal Services Report and the Utilities - NRSC Report for May 2020 be APPROVED as presented MOTION CARRIED 11.3 Annual Road Tours The Director of Municipal Services provided background information on this item that summarizes last year's road tours and includes suggestions for locations to visit this year. Discussion followed and Council indicated that staff should proceed with planning the 2020 road tour in a format similar to 2019 and cancel if COVID- 19 safety requirements cannot be met. The Director of Municipal Services responded to questions from Council. 11.4 Tilley Back Alley Funding Approval The Manager of Operations provided background information on this item and responded to questions from Council. The Manager of Finance responded to Page 8 of 10 Regular Council June 11, 2020 questions regarding funds remaining from the Village of Tilley dissolution, indicating that those have been set aside for the landfill reclamation project. C-226/20 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Council APPROVES compensation in the amount of $37,104.45 to Dinosaur Gas Co-op Ltd. for the cost of lowering the gas lines in Tilley, to be funded from the Hamlet Road Maintenance budget. MOTION CARRIED LEFT THE MEETING T. Schroeder left the meeting at 2:24 p.m. 11.5 Patricia Sanitary Inspection The Manager of Planning, Development & Engineering provided background information on this item. Council was given the opportunity to ask questions. The Manager of Planning, Development & Engineering provided further background, indicating that the sewer system is starting to experience issues that were identified in the study that was completed in 2012 and that it is important to identify and correct the most pressing issues. Council suggested that additional effort be made to educate the public on items that cannot be flushed. C-227/20 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council grants additional spending approval in the amount of $20,000.00 from the Infrastructure Fund for the Patricia Sanitary Inspection project. MOTION CARRIED LEFT THE MEETING G. Tiffin left the meeting at 2:38 p.m. 12. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 13. INFORMATION ITEMS 13.1 Mini Bus Monthly Report (May 2020) 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. Page 9 of 10 Regular Council June 11, 2020 8. DELEGATIONS — continued 8.1 Funding Request - Duchess Hall & Ice Arena — continued Discussion continued. Council expressed concerns with approving capital funding requests before recreation agreements are in place with the urban municipalities that establish guidelines for allocating capital funding. The Chief Administrative Officer noted that funding could be approved under the existing recreation agreements, but there is a need to establish capital plans that determine how much spending will be required in the next 5-10 years. Under the existing agreement, the Village of Duchess would be responsible for approximately 26% of the funding. Councillor B. de Jong indicated that he had spoken with two Village of Duchess Councillors and they indicated that there is no room in the 2020 budget for additional spending. Further discussion followed and the Chief Administrative Officer responded to further questions. Council confirmed the need for updated agreements and multi -year capital plans for recreation that establish a priority for facilities that require replacement. C-228/20 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the request from the Duchess Agricultural Society in the amount of $150,000.00 for Duchess Hall Renovations be DECLINED. MOTION CARRIED 14. IN CAMERA C-229/20 MOVED BY COUNCILLOR ELLEN UNRUH that we move in camera at 2:55 p.m. to discuss the following matters: • Intergovernmental Relations - FOIPP Act Section 21. MOTION CARRIED LEFT THE MEETING Reeve M. Douglass left the meeting at 5:17 p.m. Deputy Reeve B. de Jong assumed the chair. C-230/20 MOVED BY COUNCILLOR TRACY FYFE that we move out of camera at 5:20 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 5:20 p.m. Signed this 2$ day of 11- 'u , 2020 Reeve Co dm' istrator Page 10 of 10