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HomeMy WebLinkAbout2021-02-25 Council (Regular) Minutes COUNTY OF NEWELL MINUTES OF REGULAR COUNCIL February 25, 2021 The regular Council Meeting of the County of Newell was held in the County Office and livestreamed to the public via Lifesize on Thursday, February 25, 2021 commencing at 10:11 a.m. 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 M. Fenske, Manager of Finance L. Johnson, Director of Corporate Services T. Green, Director of Agricultural Services (Moderator) M. Harbicht, Director of Municipal Services D. Leeks, Community Peace Officer A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: L. Burton, Tilley Curling Club B. Schroeder, Tilley Agricultural Society 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:22 a.m. 2. EXCUSED FROM MEETING All members were in attendance at this meeting. 3. ADOPTION OF MINUTES 3.1 Minutes - Council (February 11, 2021) C-56/21 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the February 11, 2021 Council Meeting minutes be adopted as presented. MOTION CARRIED Regular Council February 25,2021 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-57/21 MOVED BY COUNCILLOR HUBY KALLEN 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. The moderator indicated that there were no questions from the public. 7. BYLAWS 7.1 Bylaw 2002-21 Weight Restriction The Community Peace Officer provided background information on this item and responded to questions from Council. C-58/21 MOVED BY COUNCILLOR KELLY CHRISTMAN that Bylaw 2002-21, being a bylaw for the purpose of restricting commercial vehicle weights and dimensions on roads within the County of Newell, be given FIRST reading. MOTION CARRIED 7.2 Bylaw 2003-21 Breach of Bylaw— Penalties The Community Peace Officer provided background information on this item and responded to questions from Council. C-59/21 MOVED BY COUNCILLOR BRIAN DE JONG that Bylaw 2003-21, being a bylaw for the purpose of providing penalties for breaching any bylaws of the County of Newell, be given FIRST reading. MOTION CARRIED 7.3 Bylaw 2004-21 Rescind Bylaw 0995-08 (Guns & Firearms - Prohibition of Discharge in Specified Areas) The Community Peace Officer provided background information on this item and responded to questions from Council. C-60/21 MOVED BY COUNCILLOR HUBY KALLEN that Bylaw 2004-21, being a bylaw for the purpose of rescinding Bylaw 0995-89 (Guns & Firearms - Prohibition of Discharge in Specified areas, be given FIRST reading. MOTION CARRIED Page 2 of 9 Regular Council February 25,2021 C-61/21 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 2004-21 be given SECOND reading. MOTION CARRIED C-62/21 MOVED BY COUNCILLOR TRACY FYFE that consent be given for Bylaw 2004-21 to receive third reading this 25th day of February, 2021. MOTION CARRIED UNANIMOUSLY C-63/21 MOVED BY COUNCILLOR CLARENCE AMULUNG that Bylaw 2004-21 be given THIRD and FINAL reading. MOTION CARRIED LEFT THE MEETING D. Leeks left the meeting at 10:38 a.m. 9. ADMINISTRATIVE BUSINESS 9.1 Appointment of Chief Administrative Officer The Director of Corporate Services provided background information on this item and responded to questions from Council. He thanked K. Stephenson for his years of service on behalf of all County staff and indicated that M. Fenske has full support as the new Chief Administrative Officer. C-64/21 MOVED BY COUNCILLOR CLARENCE AMULUNG that Matt Fenske be appointed as the Chief Administrative Officer for the County of Newell. MOTION CARRIED UNANIMOUSLY C-65/21 MOVED BY COUNCILLOR TRACY FYFE that Matt Fenske replace Kevin Stephenson as the Administrative staff that are approved as formal signing authorities for banking purposes. MOTION CARRIED 9.2 Appointment of Fire Guardians Council was provided with background information on this item. C-66/21 MOVED BY COUNCILLOR HUBY KALLEN that the following individuals be appointed as Fire Guardians: • All Divisions — Stewart Luchies • Rolling Hills — Bill Dickinson • Tilley— Patrick Fabian • Patricia — Ray Torkelson • Duchess —Gregory Witt • Scandia — Ryan Slenders • Brooks Rural — Kevin Swanson Page 3 of 9 Regular Council February 25,2021 • Bassano —Cory Cochrane • Rosemary—Wilf Harder • Gem — Dwayne Klassen • Bow City —John Ketchmark and further that the Accounting Clerk, the Payroll & Finance Support Clerk, the Executive Assistant, the Administrative Assistant (Planning), the Administrative Assistant (Fire & Safety), the Executive Operations Administrative Assistant, the Records Management Technician, the IT Administrative Assistant, the Development Clerk, the Assessment & Taxation Clerk, Tax & Utilities Advisor and the Project/Administrative Assistant be appointed as Fire Guardians for the issuance of Fire Permits only. MOTION CARRIED j 9.3 Recreation Facility Improvement Funding Matters � The Director of Corporate Services provided background information on this item, indicating that the development of a funding framework has been postponed until additional in-person community engagement sessions can be held. ARRIVED AT MEETING B. Schroeder arrived at 10:45 a.m. Council was given the opportunity to ask questions. The Director of Corporate Services estimated the process would be complete at least three months after the community engagement meetings can resume. Council expressed concerns with creating delays for groups who have projects that are ready for construction and suggested that the Director of Corporate Services investigate the possibility of online meetings to allow the process to continue. Discussion followed. 9.5 Update to Regional Assessment Review Board Clerk Agreement The Director of Corporate Services provided background information on this item and responded to questions from Council. ARRIVED AT MEETING L. Burton arrived at 10:57 a.m. C-67/21 MOVED BY COUNCILLOR ELLEN UNRUH that Council APPROVES the amended Regional Assessment Review Boards Clerk Agreement as submitted. MOTION CARRIED 9.6 Council Boards & Committees Discussion The Director of Corporate Services provided background information on this item, indicating that a request had been made during the October 22, 2020 Organizational Meeting to review the list of boards and committees and determine whether any can be removed. Discussion followed and Council suggested that the first step would be to identify which meet on an as-needed basis. Further discussion on this item was postponed until later during this meeting. Page 4 of 9 Regular Council February 25,2021 8. DELEGATIONS 8.1 Funding Request -Tilley Recreation Board L. Burton provided background information on this item. The Tilley Curling Club and the Tilley Agricultural Society are partnering on a project that would upgrade the ice plant that would be shared by the Tilley arena and curling rink. The estimated cost of the project is $736,712.00. L. Burton provided a history of the Tilley Curling Club and an overview of renovations that have been completed overthe years. She outlined planned future upgrades, noting that the ice surface and ice plant upgrade is the most significant. She provided an overview of the activities and events regularly held at . the curling rink. L. Burton explained the issues with the existing ice surface and plant, indicating that volunteers spend a lot of time ensuring everything is running properly. Recently, the issues have resulted in cancellations. She noted that - upgrading the ice surface to a cement base would create a level surface requiring less ice. L. Burton provided an overview of the project and funding sources. Volunteers are ab/e to complete the inside renovations and the Eastern Irrigation District has provided a contribution in kind to complete the groundwork between the curling club and the arena. She requested a letter in support for an application to the Co-Op Community Spaces program. An application for funding will also be submitted to the Alberta Community Facility Enhancement Program. Council was given the opportunity to ask questions. L. Burton responded to questions regarding the lifespan of the roof of the existing structure and the number of curling club members. L. Burton indicated that fundraising activities were prevented by COVID-19 restrictions and noted that there was also a major fundraiser for the Tilley Playground last year. 8. Schroeder provided information on the Tilley Arena and an overview of the maintenance done, noting that it had been inspected by engineers. L. Burton and 8. Schroeder responded to further questions from Council regarding fees for use of the curling rink and arena facilities. C-68/21 MOVED BY COUNCILLOR HUBY KALLEN that the County of Newell provides a letter in support of the Tilley Curling Club's application to the CO-OP Community Spaces Funding Program for upgrades to the Tilley Curling Club Facility. Discussion followed. L. Burton indicated that she would forward information on the grant application requirements and the Tilley Curling Club's financial statements to the Director of Corporate Services. L. Burton responded to further questions from Council. Reeve M. Douglass thanked L. Burton and B. Schroeder for their presentation. LEFT THE MEETING L. Burton and B. Schroeder left the meeting at 12:02 p.m. LUNCH Council RECESSED for lunch at 12:03 p.m. and RECONVENED at 1:15 p.m. Page 5 of 9 Regular Council February 25,2021 9. ADMINISTRATIVE BUSINESS —continued 9.4 Funding Request(Capital) - Duchess/County Recreation Committee Councillor 8. de Jong provided background information on this item, indicating that an updated quote for the project is significantly higher than the original quote. The Village of Duchess Council has provided support for the original funding request in the amount of $25,000.00 each from the Village of Duchess and the County. Council was given the opportunity to ask questions. Councillor 8. de Jong recommended that the County provide a letfer in support of the Duchess Agricultural Society's grant application and funding in the amount of$25,000.00 provided that their grant application is successful. Discussion followed. Councillor � 8. de Jong and Councillor A.M. Philipsen responded to further questions from Council. C-69/21 MOVED BY COUNCILLOR KELLY CHRISTMAN that the County of Newell supports the Duchess Hall Lobby Upgrade project with funding in the amount of$25,000.00 provided that the Duchess Agricultural Society is successful in obtaining funding under the Community Facility Enhancement Program. MOTION CARRIED 9.3 Recreation Facility Improvement Funding Matters —continued Councillor C. Amulung expressed concerns with creating the perception that community groups can simply access the County Recreation fund without a significant fundraising component within the community. Discussion followed and it was noted that increased mobility allows people to access facilities throughout the region rather than staying within their own communities. It was suggested the recreation policy to be established include certain requirements for capital projects. For instance, the community must fundraise a certain percentage of the cost before they can access the Recreation Fund to show community support for the project and that an account be established to save for future maintenance and replacement costs. The Director of Corporate Services responded to questions from Council regarding the recreation consultation, indicating that the focus was on rural recreation groups and the initial meeting focused on outlining the � plan. Discussion followed. It was noted that community ownership of a project is key to success. The Chief Administrative Officer indicated that a community also has the ability to petition for a local improvement tax if the funding for a project is not immediately available. Discussion followed regarding the funding request from the Tilley Curling Club and Council indicated that financial statements are required. The Director of Corporate Services indicated that he would forward information that L. Burton was unable to present today and work with her to prepare a letter of support. The Chief Administrative Officer responded to questions regarding what the mill rate in Tilley would be if the project were funded by a /oca/ improvement tax, indicating that more information is required. VOTE ON MOTION C-68/21 — MOTION CARRIED The Director of Corporate Services responded to further questions regarding the community engagement process on rural recreation facility improvement funding. Page 6 of 9 Regular Council February 25,2021 9.7 Assessment Model Changes — Public Awareness Reeve M. Douglass reported that a letter has been sent to the Minister of Municipal Affairs requesting a meeting to discuss the proposed changes to oil and gas assessment. 9.6 Council Boards 8� Committees Discussion —continued Discussion continued. Council identified some boards and committees that operate well virtually and/or with little input required from the Council representatives. Other committees were identified that have achieved their mandate and are no longer required. Reeve M. Douglass suggested identifying � the mandates of each of the boards and committees. In some cases, such as Newell Regional Services Corporation and Newell Regional Solid Waste Management Authority, the number of representatives equals a vote for each share owned by a stakeholder. In other cases, the boards and committees could be driven by public or business representatives. Concerns were raised regarding loss of representation equating to a loss of input. It was suggested that the Councillors ask the committees what the Council representative brings to the Committee. The Chief Administrative Officer responded to questions from Council, indicating that certain boards are required by legislation, bylaws, or formal agreements. Administration was directed to identify which boards and committees have some flexibility. This item will be brought back to a future Council meeting. 9.8 Councillor Payment Sheets (January 2021) Discussion followed. C-70/21 MOVED BY COUNCILLOR BRIAN DE JONG that the January 2021 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 9.9 Cheques for Payment There were no cheques for payment to discuss at this meeting. 9.10 Payment Register The Director of Corporate Services responded to questions from Council. C-71/21 MOVED BY COUNCILLOR TRACY FYFE that the Payment Register be accepted. MOTION CARRIED 9.11 Requests for Functions of Council There were no functions of Council to discuss at this meeting. Page 7 of 9 Regular Council February 25,2021 10. COMMITTEE REPORTS 10.1 Red Deer River Municipal Users Group Councillor A.M. Philipsen submitted a written report. 10.2 County of Newell Library Board/Shortgrass Library System Councillor K. Christman submitted a written report. 10.3 Newell Foundation/Foothills Little Bow/Canadian Badlands Councillor A.M. Philipsen submitted a written report. 10.4 Joint Services Committee The minutes of the Joint Services Committee meeting are distributed to Council. 10.5 Reeve's Report Reeve M. Douglass submitted a written report. 10.6 Newell Regional Tourism Association Councillor E. Unruh submitted a written report. 11. POST AGENDA ITEMS 11.1 Regional COVID-19 Restrictions Discussion followed regarding a letter sent by the City of Brooks to Premier J. Kenney requesting consideration of regional COVID-19 restrictions. Council expressed support for the public health measures put in place by the provincial government. 12. INFORMATION ITEMS 12.1 Strategic Priorities Chart This item was accepted as information. 12.2 Upcoming Community Events Council was provided a form to submit information for upcoming events in their community. Page 8 of 9 Regular Council February 25, 2021 13. IN CAMERA C-72/21 MOVED BY COUNCILLOR LIONEL JUSS that we move in camera at 2:54 p.m. to discuss the following matters: • Land — FOIPP Act Section 27; • Legal — FOIPP Act Section 27. MOTION CARRIED C-73/21 MOVED BY COUNCILLOR HUBY KALLEN that we move out of camera at 3:46 p.m. MOTION CARRIED C-74/21 MOVED BY COUNCILLOR BRIAN DE JONG that Council accepts the contract for Matt : Fenske, Chief Administrative Officer as recommended by the CAO Hiring Committee. MOTION CARRIED - 14. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:47 p.m. Signed this ���day of �� , 2021 �E�--�� Reeve � County Administrator Page 9 of 9