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HomeMy WebLinkAbout2021-04-08 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL April 8, 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, April 8, 2021 commencing at 10:16 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: M. Fenske, Chief Administrative Officer L. Johnson, Director of Corporate Services T. Green, Director of Agricultural Services (Moderator) D. Leeks, Community Peace Officer M. Harbicht, Director of Municipal Services T. Schroeder, Manager of Operations S. Hanson, Controller S. Biette, Assessment & Taxation Clerk A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: K. Steinley, Newell Regional Services Corporation D. Adamson, Avail LLP 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:16 a.m. 2. EXCUSED FROM MEETING All members were in attendance at this meeting. Regular Council April 8, 2021 3. ADOPTION OF MINUTES 3.1 Minutes - Council (March 25, 2021) C-120/21 MOVED BY COUNCILLOR KELLY CHRISTMAN that the March 25, 2021 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 CA21/21 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. The moderator indicated that there were no questions from the public. ARRIVED AT MEETING D. Leeks arrived at 10:18 a.m. 7. BYLAWS 7.1 Bylaw 2001-21 Boating Safety & Aquatic Invasive Species The Community Peace Officer provided background information on this item and responded to questions from Council. C-122121 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Bylaw 2001-21, being a bylaw for the purpose of encouraging water safety and to maintain and protect municipal water and irrigation infrastructure, the environment, and other property by controlling and providing regulations and penalties pertaining to preventing certain aquatic invasive species from entering the municipal and Eastern Irrigation District infrastructure networks, including the orderly and safe launching and operation of watercrafts, be given SECOND reading. MOTION CARRIED C-123/21 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 2001-21 be given THIRD and FINAL reading. MOTION CARRIED LEFT THE MEETING D. Leeks left the meeting at 10:20 a.m. Page 2 of 9 Regular Council April 8, 2021 7.3 Bylaw 2010-21 Recreation Areas, Establishment of The Director of Corporate Services provided background information on this item, indicating that the purpose of the bylaw is to consolidate the nine separate bylaws establishing recreation areas into one. No changes are being made to the recreation areas. Council was given the opportunity to ask questions. The Director of Corporate Services indicated that the bylaw confirms each recreation area to which funds are allocated. He provided further information on the consultation sessions that are underway with rural recreation groups to determine how capital projects will be funded through the recreation reserve that is collected from the general mill rate. The Director of Corporate Services responded to further questions from Council. ARRIVED AT MEETING Councillor H. Kallen arrived at 10:32 a.m. C-124/21 MOVED BY COUNCILLOR CLARENCE AMULUNG that Bylaw 2010-21, being a bylaw for the purpose of establishing Recreation Areas, be given FIRST reading. MOTION CARRIED 10. ADMINISTRATIVE BUSINESS 10.3 Federation of Canadian Municipalities (FCM) Conference (May 31 - June 4, 2021) Council was provided with background information on this item. Councillor B. de Jong provided additional information on last year's FCM conference, which was held online in the fall. Discussion followed. ARRIVED AT MEETING K. Steinley arrived at 10:38 a.m. C-125/21 MOVED BY COUNCILLOR BRIAN DE JONG that no Councillors will be attending the online Federation of Canadian Municipalities (FCM) Conference (May 31 - June 4, 2021). MOTION CARRIED 11. MUNICIPAL SERVICES BUSINESS 11.1 Utilities - NRSC Report K. Steinley presented The Utilities - NRSC Report to Council, giving an overview of the highlights. All sampling hydrants at Lake Newell Resort are installed and operational. Council was given the opportunity to ask questions. K. Steinley and the Manager of Planning, Development & Engineering responded to questions regarding construction in Scandia. LEFT THE MEETING K. Steinley left the meeting at 10:43 a.m. Page 3 of 9 Regular Council April 8,2021 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. Another shipment of strychnine has arrived. Eight of the seasonal campsites have been reserved at Emerson Bridge Park and there has been a lot of interest in camping. The ball diamond in Rolling Hills has been prepared. The Director of Agricultural Services provided details of a shelterbe/t workshop scheduled for this evening. The Director of Agricultural Services responded to questions from Council. 9.2 Soil Erosion Concerns The Director of Agricultural Services provided background information on this item. ARRIVED AT MEETING D. Adamson arrived at 10:50 a.m. Council was presented with a video showing areas where soil has blown from an adjacent field and filled the ditch. Further discussion on this item was postponed until later during this meeting. 8. DELEGATIONS 8.1 Presentation of Audited Financial Statements D. Adamson presented Council with the 2020 Year End Financial Statements, including an explanation and an overview of the highlights. He noted that COVID-19 impacts continue, and that the Municipal Operating Support Transfer (MOST) grant allocation will be recorded as revenue for 2021. D. Adamson reviewed the Management Letter and the Post Audit Letter with Council, indicating that there are no recommendations from the auditor. He outlined some changes to accounting standards that will occur in the next few years, indicating that these changes will have limited impact to the County. Council was given the opportunity to ask questions. D. Adamson and the Chief Administrative Officer responded to questions regarding assessment, indicating that the County Assessor is audited annually by the province and must work within provincial controls. D. Adamson outlined the process for signing off on the Audited Financial Statements, indicating that he would obtain the designated Councillors' e-mail addresses from the Chief Administrative Officer. LEFT THE MEETING D. Adamson left the meeting at 11:26 a.m. C-126/21 MOVED BY COUNCILLOR LIONEL JUSS that the 2020 Year End Financial Statements for the period ending December 31, 2020 be accepted as presented. MOTION CARRIED Page 4 of 9 Regular Council April 8, 2021 10. ADMINISTRATIVE BUSINESS — continued 10.1 Approval of 2021 Final Budget The Chief Administrative Officer provided background information and an overview of changes to revenues and expenses since the approval of the 2021 Interim Budget. The Chief Administrative Officer responded to questions from Council. C-127/21 MOVED BY COUNCILLOR BRIAN DE JONG that the 2021 Final Budget be approved as presented. MOTION CARRIED 7. BYLAWS — continued 7.2 Bylaw 2009-21 Tax Rates The Assessment & Taxation Clerk provided background information on this item. Council was given the opportunity to ask questions. C-128/21 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 2009-21, being a bylaw to authorize the rates of taxation for various purposes in the year 2021, be given FIRST reading. MOTION CARRIED 9. AGRICULTURAL SERVICES BUSINESS — continued 9.2 Soil Erosion Concerns — continued The Director of Agricultural Services explained the usual practice, which involves working with individual landowners to address soil erosion on their properties. The costs are minimal and can be borne by the landowners. The soil erosion issue discussed today is a larger issue that resulted from the high winds at the end of March 2021 and reversing the damage will be resource heavy. The Director of Agricultural Services indicated that there is currently no policy in place establishing guidelines for dealing with soil erosion. He suggested that such a policy be developed by an advisory committee established under the Agricultural Services Board Act and that affected landowners and producers be involved. The Director of Agricultural Services provided information on the second part of this issue, which is restoring the affected infrastructure to the state it was in prior to the high winds at the end of March. He indicated that he has been working with the Director of Municipal Services and the Manager of Operations on this item and that discussions with affected landowners have taken place. The past process for dealing with soil erosion is that the issue is documented and then County staff either work with the landowner to prevent it from happening and/or fix resulting damage to County infrastructure. The Director of Agricultural Services noted that the control strategy will vary depending on the time of year. He responded to questions regarding impacts to drainage, indicating that the Eastern Irrigation District has not yet been engaged. Council was given the opportunity to ask questions. The Director of Agricultural Services outlined the provisions under the Agricultural Services Board Act and the Soil Conservation Act that are available for either cooperation with producers or Page 5 of 9 Regular Council April 8, 2021 enforcement. Discussion followed regarding technology and standards that are in place to prevent soil erosion. The Director of Agricultural Services stressed the importance of having producers involved in developing the policy to address soil erosion because of their knowledge of current practices and specific crops. He provided examples of some of the potential solutions suggested by the landowners and producers that he had been in contact with. The Director of Agricultural Services responded to further questions from Council, indicating that other municipalities in Alberta are also dealing with this issue. Council suggested educating the public on the issue of soil erosion and preventative measures. Further, staff should keep track of the costs to clean out County infrastructure. The Director of Municipal Services estimated that it would take $2, 000 to clean out approximately 200m of ditch, which is the maximum length of ditch that could be completed in one day. This cost would be significant considering the amount of ditches that require cleaning. He indicated that this was for County infrastructure only, as there has not yet been discussion with the Eastern Irrigation District on how their drainage network has been impacted. The Director of Municipal Services requested direction from Council on how to proceed with the clean up. LUNCH Council RECESSED for lunch at 12:09 p.m. and RECONVENED at 1:00 p.m. 9. AGRICULTURAL SERVICES BUSINESS — continued 9.2 Soil Erosion Concerns — continued Discussion continued. Reeve M. Douglass reiterated the two issues, which are how to address soil erosion going forward and how to proceed with cleaning up ditches now. The Director of Municipal Services indicated that there are some areas where drainage will be an issue to focus on immediately based on Council's direction. Discussion followed regarding establishing an advisory committee to develop a soil erosion policy and Council agreed that producers should be involved. C-129/21 MOVED BY COUNCILLOR WAYNE HAMMERGREN that an Advisory Committee for Soil Erosion/Degradation consisting of 6-8 landowner representatives be established for the purpose of developing a policy to address future soil erosion concerns. The Director of Agricultural Services responded to questions from Council, indicating that 6-8 representatives would be sufficient and estimating that 2-3 meetings would be required to develop the policy. He noted that the County of Newell may be the first municipality to establish a committee of this nature. Council stressed the importance of clearly documenting the problem to show the extent and estimate costs associated with infrastructure clean up. The Director of Agricultural Services indicated that determining who is responsible for cleaning up County infrastructure is important, noting that Bylaw 1742-11 Unauthorized Road Use Development prevents individuals from working in County ditches without prior approval. Further, the work must be done to County standards. Page 6 of 9 Regular Council April 8, 2021 VOTE ON MOTION C-129/21 — MOTION CARRIED The Director of Municipal Services responded to questions, indicating that there have been very few instances where the County has authorized individuals to work in County ditches. Discussion followed on responsibility for the costs of cleaning out ditches, indicating that there is currently no bylaw or policy in place assigning that to the landowner. The Director of Agricultural Services outlined the sections of the Soil Conservation Act that apply, indicating that it would be best for the soil in the ditch to be replaced in the field from which it moved. He indicated that some landowners have offered to reclaim their soil from the ditches and responded to further questions. The Director of Municipal Services outlined the criteria to be followed for a landowner to be authorized to work in County ditches. Discussion followed on how to prove whether soil in a ditch came from an adjacent field. The Director of Municipal Services responded to questions, indicating that individuals have already started to correct the issue on their own and that the County should be communicating information on the issue and potential consequences of unauthorized roadwork. The Director of Agricultural Services confirmed Council's direction, which is to communicate to the public that the County is assessing the soil erosion issue to determine what needs to be done. Resources will be committed to complete a thorough investigation of the problem and determine costs and timelines associated with correcting drainage issues. This report will be brought back to a future Council meeting. The Chief Administrative Officer suggested allocating additional funding towards cleaning up the priority areas. He further suggested that summer students could be hired to assist with the documentation process. The Director of Municipal Services indicated that areas where overland flooding is likely to occur will be identified as priorities. C-130/21 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council APPROVES $100,000.00 from the Stabilization Fund be allocated to the Soil Erosion issue. Council expressed concerns with correcting damage from one wind event only to have a second wind event move the soil back into the ditches and suggested focusing on prevention. The Director of Agricultural Services indicated that two areas of immediate concern are owned by the same landowner. The Director of Municipal Services indicated that he has been assured that some producers are taking action now to prevent further erosion. VOTE ON MOTION C-130/21 — MOTION CARRIED 10. ADMINISTRATIVE BUSINESS — continued 10.2 2020 Annual Report Council reviewed the 2020 Annual Report document and provided feedback. The Executive Assistant responded to questions, indicating that the document would be posted to the County of Newell web page for public viewing next week. Discussion followed regarding holding an Annual General Meeting. Reeve M. Douglass indicated that the last Annual General Meeting was held in 2017 and public attendance was limited. Council agreed that an Annual General Meeting will not be held this year. Page 7 of 9 Regular Council April 8, 2021 10.4 2021 Citizen of the Year/Junior Citizen of the Year Awards & Request for Proclamation - National Volunteer Week (April 18-24, 2021) Council was presented with background information on this item. C-131/21 MOVED BY COUNCILLOR HUBY KALLEN that Council hereby proclaims April 18-24, 2021 as "National Volunteer Week" in the County of Newell. MOTION CARRIED 10.5 Request for Proclamation -Seniors' Week (June 7-13, 2021) Council was presented with background information on this item. C-132/21 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Council hereby proclaims June 7-13, 2021 as "Seniors' Week" in the County of Newell. MOTION CARRIED 10.6 Assessment Model Changes — Public Awareness Reeve M. Douglass reported that an online meeting has been scheduled with the Minister of Municipal Affairs on Tuesday, April 13, 2021 at 6:00 p.m. The meeting details have been forwarded to those Councillors who indicated that they would attend. 10.7 Cheques for Payment C-133/21 MOVED BY COUNCILLOR BRIAN DE JONG that cheque 188315 in the amount of $630,530.06 and EFT0007727 in the amount of $358,478.40 be APPROVED. MOTION CARRIED 10.8 Payment Register C-134/21 MOVED BY COUNCILLOR TRACY FYFE that the Payment Register be accepted. MOTION CARRIED 10.9 Requests for Functions of Council There were no functions of Council to discuss at this meeting. 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 questions regarding the North Headgates Redevelopment project. Page 8 of 9 Regular Council April 8, 2021 C-135121 MOVED BY COUNCILLOR HUBY KALLEN that the Director of Municipal Services Report and the Utilities - NRSC Report for March 2021 be APPROVED as presented. MOTION CARRIED 12. POST AGENDA ITEMS 12.1 Update - Electoral Division Boundaries The Director of Corporate Services provided an update on the legal challenge to the Electoral Division Boundaries Bylaw, indicating that legal counsel is preparing for the formal hearing scheduled for May 27, 2021. Discussion followed on who would be attending on behalf of the County. The Director of Corporate Services indicated that he would confirm the details for the hearing and whether it will be available for public viewing and report back to Council. 13. INFORMATION ITEMS 13.1 Upcoming Community Events Council was provided a form to submit information for upcoming events in their community. 14. IN CAMERA There were no in camera items to discuss at this meeting. 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:25 p.m. Signed this' day of �� , 2021 Reeve County Ad �inistrator Page 9 of 9