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HomeMy WebLinkAbout2021-07-08 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL July 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, July 8, 2021 commencing at 10:12 a.m. 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: M. Fenske, Chief Administrative Officer S. Yokoyama, IT Administrative Assistant (Moderator) M. Jackson, Supervisor of Planning & Development M. Harbicht, Director of Municipal Services S. Luchies, Rural Fire & Emergency Services Coordinator A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: K. Steinley, Newell Regional Services Corporation 1. CALL TO ORDER 2. 3 C-218/21 4. Reeve M. Douglass called the meeting to order at 10:12 a.m. EXCUSED FROM MEETING All members were in attendance at this meeting. ADOPTION OF MINUTES 3.1 Minutes - Council (June 24, 2021) MOVED BY COUNCILLOR HUBY KALLEN that the June 24, 2021 Council Meeting minutes be adopted as presented. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. MOTION CARRIED Regular Council July 8, 2021 5. ADOPTION OF AGENDA C-219/21 MOVED BY COUNCILLOR ELLEN UNRUH 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 physically in attendance. The moderator indicated that there were no questions from the public. 10. ADMINISTRATIVE BUSINESS 10.1 Planning & Development Report (April - June 2021) Council reviewed the Planning & Development Report. C-220/21 MOVED BY COUNCILLOR CLARENCE AMULUNG that the Planning & Development Report for April - June 2021 be accepted as presented. MOTION CARRIED 10.2 Appointment to Regional Assessment Review Board Clerk Pool C-221121 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bailee Boulet (City of Brooks) be appointed to the Regional Assessment Review Board Clerk Pool, each of whom is qualified to serve as Clerk of the Regional Assessment Review Board on an as needed basis. MOTION CARRIED 10.3 Administration Facility Solar PV Project - Construction & Operating Services Agreement with SWITCH Power The Chief Administrative Officer provided background information on this item, indicating that, once feedback is received from the County's legal counsel, the agreement can be executed, and construction can proceed. The Chief Administrative Officer responded to questions from Council. C-222/21 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Council APPROVES the Construction & Operating Services agreement between SWITCH Power Corporation and the County of Newell including any revisions recommended by Stringam LLP. MOTION CARRIED 10.4 Policy Review- 2021-PAD-075 Recreation Facility Improvement Funding The Chief Administrative Officer provided background information on this item, indicating that the policy has been reviewed by representatives of the groups that participated in the Community Engagement Initiative. Discussion followed regarding how to categorize the projects. The Chief Administrative Officer responded to questions, indicating that the policy provides a framework that Council can use to make decisions on capital project funding for recreation. In some cases, external assistance may be required. Discussion followed regarding setting a dollar amount for minor and major projects. Page 2 of 11 Regular Council July 8, 2021 ARRIVED AT MEETING K. Steinley arrived at 10:29 a.m. C-223/21 MOVED BY COUNCILLOR KELLY CHRISTMAN that Policy 2021-PAD-075 (Recreation Facility Improvement Funding) be adopted with the following amendments: • Category Three project costs are not to exceed $50,000. • Category Two project costs are $50,000 and up. • Periodic Policy Review - This policy may be subject to review by Council as required. The Chief Administrative Officer responded to further questions from Council and discussion followed. VOTE ON MOTION C-223/21 - 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. He indicated that Newell Regional Services Corporation produced 21,613 cubic meters of water in June, which is a new record. Council was given the opportunity to ask questions. K. Steinley responded to questions from Council regarding public education regarding water quality. He indicated that NRSC is happy to answer any questions about water quality, noting that all test results and parameters are published on the website (www.nrsc.ca). K. Steinley responded to further questions regarding maintaining water quality during summer. LEFT THE MEETING K. Steinley left the meeting at 10:47 a.m. 14. IN CAMERA C-224/21 MOVED BY COUNCILLOR ELLEN UNRUH that we move in camera at 10:47 a.m. to discuss the following matters: • Labour - FOIPP Act Section 17; • Labour - FOIPP Act Section 17; • Legal - FOIPP Act Section 27. MOTION CARRIED C-225/21 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that we move out of camera at 11:35 a.m. MOTION CARRIED Page 3 of 11 Regular Council July 8, 2021 C-226/21 MOVED BY COUNCILLOR KELLY CHRISTMAN that we move into Public Hearings at 11:37 a.m. MOTION CARRIED 7. PUBLIC HEARINGS 7.1 Bylaw 2014-21 - 21 LUA 003 (North Headgates) Reeve M. Douglass called the Public Hearing to order at 11:37 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 2014-21. The intent of this bylaw is to amend Land Use Bylaw 1892-17 by redesignation a portion of SW 5-18-14-W4 from DC - Direct Control District and A - Agricultural District to DC - Direct Control District to accommodate a proposed subdivision and ensure consistency with the North Headgates Area Redevelopment Plan. She provided details on Schedule B, which includes the permitted and discretionary uses for the future subdivision with setbacks based on those used in the HR - Hamlet Residential District. The Supervisor of Planning & Development provided background information on this item indicating that a copy of the document had been circulated to adjacent landowners and to a list of affected agencies. No responses have been received from adjacent landowners. None of the affected agencies 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. Council asked whether every lot could be required to connect to the County's rural water system. The Supervisor of Planning & Development indicated that she would have to investigate whether it was possible to stipulate water service. ARRIVED AT MEETING M. Harbicht arrived at 11:44 a.m. C� The Chief Administrative Officer provided additional information, suggesting there may be some merit in revisiting the Water & Sewer bylaw and requiring future developments to connect to the Rural Water System. The Supervisor of Planning & Development indicated that this suggestion could be reviewed during the subdivision process and a clause included in the development agreement that requires a connection to the rural water system at the time of development. Page 4 of 11 Regular Council July 8, 2021 7.2 Bylaw 2015-21 Road Closure & LEASE - Ptn. of NW 28-20-17-W4 and NE 29-20-17-W4, SW 28-20-17-W4 and SE 29-20-17-W4 Reeve M. Douglass called the Public Hearing to order at 11:47 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 2015-21, The intent of this bylaw is to close and LEASE those portions of road allowance lying adjacent to the west boundary of NW 28-20-17-W4 & SW 28-20-17-W4, and those portions of road allowance lying adjacent to the east boundary of SE 29-20-17-W4 & NE 29-20-17-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. Approval from Alberta Transportation is required before Council can proceed with second and third reading of the bylaw. 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 indicated that the lease agreement will be in place for a ten (10) year period with the possibility of an extension. C-227/21 MOVED BY COUNCILLOR TRACY FYFE that we move out of Public Hearings at 11:49 a.m. MOTION CARRIED 8. BYLAWS 8.1 Bylaw 2014-21 - 21 LUA 003 (North Headgates) C-228/21 MOVED BY COUNCILLOR BRIAN DE JONG that Bylaw 2014-21, being a bylaw to amend Land Use Bylaw 1892-17 by redesignating approximately 29.5 acres (12.0 hectares) in SW 5-18-14-W4 from DC - Direct Control/A - Agricultural District to DC - Direct Control District, be given SECOND reading. MOTION CARRIED C-229/21 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 2014-21 be given THIRD and FINAL reading. MOTION CARRIED LEFT THE MEETING M. Jackson and M. Harbicht left the meeting at 11:50 a.m. Page 5 of 11 Regular Council July 8, 2021 12. POST AGENDA ITEMS 12.1 Acceptance of Rapid Response Vehicle - Rolling Hills Fire Department The Rural Fire & Emergency Services Coordinator provided background information on this item and responded to questions from Council regarding the tender review process and cost increases. C-230/21 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council APPROVES the purchase of one (1) Rapid Response Vehicle for the Rolling Hills Fire Department from TCB Welding & Construction Ltd. of Brooks, AB for the tendered price of $114,980 plus additional costs of $10,020 for a total cost of $125,000 to be funded from the capital project Apparatus Replacement Fund in 2021. MOTION CARRIED LEFT THE MEETING S. Luchies left the meeting at 11:59 a.m. LUNCH Council RECESSED for lunch at 12:00 p.m. and RECONVENED at 12:48 p.m. 9. AGRICULTURAL SERVICES BUSINESS 9.1 ASB Update This item was discussed prior to the start of the Council meeting during the ASB Field Visit. 10. ADMINISTRATIVE BUSINESS — continued 10.5 Council Boards & Committees Discussion The Executive Assistant provided background information on this item and responded to questions from Council. Council reviewed the list of boards and committees identified in the RFD. Bow River Basin Council (BRBC) - Councillor B. de Jong provided additional information, indicating that it is a valuable source of information. Discussion followed. Going forward, the Executive Assistant will forward e-mails from the BRBC to all of Council. Any Councillor can attend BRBC events. Canadian Badlands, Newell Regional Tourism Association, Safe Communities Committee, Rural Crime Watch, Crime Stoppers Board - Discussion followed regarding possible duplication in having representatives on these boards as economic development, tourism, and Safe Communities Committee reports are provided to the Joint Services Committee. Councillor E. Unruh provided additional information on the NRTA and expressed concerns with a loss of influence without a County of Newell member on the board. Further, one Councillor from the County Page 6 of 11 Regular Council July 8, 2021 and City sit on a subcommittee that decides funding allocations. The NRTA receives funding through the Joint Services Committee and determines how funding is allocated. Reeve M. Douglass noted that the County's withdrawal from boards and committees may affect the City's participation on these same boards. She indicated that she would add discussion on overlapping boards and committees to the next Joint Services Committee meeting agenda. Joint Services Committee - Reeve M. Douglass and Councillor T. Fyfe provided information regarding the matters dealt with by the Joint Services Committee. These include economic development, physician recruitment and retention, business development and retention. Palliser Economic Partnership - Councillor W. Hammergren provided additional information and suggested that the County continue its involvement. CAO Performance Evaluation Committee - Discussion followed and Council indicated that the Council participants will be determined when it is time to complete the CAO's performance evaluation. ARRIVED AT MEETING M. Harbicht arrived at 1:19 p.m. Grievance Committee - The Director of Municipal Services provided an overview of the grievance process. The Grievance Committee is no longer included in the current COPE contract. Newell 911 Dispatch Association - Councillor B. de Jong provided additional information. This committee will be added to the list to be discussed at the Joint Services Committee meeting. Newell Recycling Association - Councillor L. Juss provided additional information, indicating that there are two elected officials on the board and the rest are volunteers. He indicated that he would initiate discussion regarding the Newell Recycling Association Board at the next meeting. Council suggested that the Newell Recycling and Southern Alberta Energy from Waste Association boards be subcommittees of the Newell Regional Solid Waste Management Authority. Red Deer River Municipal Users Group (RDRMUG) and Red Deer River Watershed Alliance (RDRWA) - Councillor A.M. Philipsen provided additional information and suggested that the County does not need to participate. The Executive Assistant suggested that information from RDRMUG and RDRWA could be forwarded to all of Council. Southern Alberta Energy from Waste Association - Councillor L. Juss provided additional information, indicating that the County is represented through the Newell Regional Solid Waste Management Authority, who is a voting member. Veteran's Memorial Highway Development Safety Association - Councillor W. Hammergren provided additional information, indicating that the focus has moved away from safety and suggested that the County could withdraw. Page 7 of 11 Regular Council July 8, 2021 The Chief Administrative Officer and Executive Assistant responded to questions regarding online meetings, suggesting that not all organizations have the technology to accommodate this. Discussion followed. The Chief Administrative Officer and Councillor T. Fyfe responded to questions regarding the City of Brooks Recreation & Parks Board. County Council representation is required under the recreation component of the Intermunicipal Collaboration Framework agreement. The Executive Assistant provided a summary of the decisions: • Bow River Basin Council, Red Deer River Municipal Users Group, and Red Deer River Watershed Alliance - information will be forwarded to all Councillors who will determine whether they want to attend events. • Canadian Badlands, Newell Regional Tourism Association, Safe Communities Committee, Rural Crime Watch, Crime Stoppers Board, Newell 911 Dispatch Association - discuss with the Joint Services Committee to determine whether elected official involvement is required. • Grievance Committee - no longer required. • Veteran's Memorial Highway Development Safety Association - no longer required, unless there are changes following the 2021 Municipal Election. • CAO Performance Evaluation Committee - Councillors will be selected when a performance evaluation is required. 10.6 Foothills Little Bow Municipal Association Meeting (September 17, 2021) Reeve M. Douglass noted that the deadline for submitting resolutions is August 27, 2021. 10.7 Assessment Model Changes — Public Awareness Reeve M. Douglass and the Chief Administrative Officer provided information to Council regarding the Alberta Liabilities Disclosure Project. This group has compiled costs associated with oil and gas industry reclamation and their report, entitled "The Big Cleanup, " lists the municipalities in Alberta with the highest level of oil and gas well cleanup liabilities that would therefore benefit most from a cleanup funded by industry rather than the public taxpayers. The report and additional information are available on the Alberta Liabilities Disclosure Project website: www.aldpcoalition.com 10.8 Cheques for Payment C-231/21 MOVED BY COUNCILLOR HUBY KALLEN that cheque 188471 in the amount of $648,639.80 and cheque 188461 in the amount of $356,178.95 be APPROVED. MOTION CARRIED Page 8 of 11 Regular Council July 8, 2021 10.9 Payment Register The Chief Administrative Officer responded to questions from Council. C-232/21 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the Payment Register be accepted. MOTION CARRIED 10.10 Requests for Functions of Council 10.10.1 Canada Day Parades Discussion followed. C-233/21 MOVED BY COUNCILLOR KELLY CHRISTMAN that any Councillor be permitted to attend a Canada Day Parade in a division other than their own division as a function of Council. MOTION CARRIED 11. MUNICIPAL SERVICES BUSINESS — continued 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 Municipal Enforcement agreements with other municipalities and outlined how assignments are provided by the CAO prior to the start of the patrol in that municipality. At the end of the shift, the Municipal Enforcement Officer reports back to the CAO on what has been accomplished. C-234/21 MOVED BY COUNCILLOR TRACY FYFE that the Director of Municipal Services Report and the Utilities - NRSC Report for June 2021 be APPROVED as presented. MOTION CARRIED 12. POST AGENDA ITEMS — continued 12.1 Rural Water Project - Phase 2 Funding The Chief Administrative Officer provided background information on this item. He indicated that as much certainty as possible should be provided for individuals considering registration, including costs, project start dates, and payment plans. Discussion followed regarding rural water connections in subdivisions. The Director of Municipal Services indicated that lines may be available in some subdivisions, but the lines were installed where residents wanted the service. The Chief Administrative Officer responded to questions about the current connection fees. The Director of Municipal Services provided information from phase 1, indicating that construction started in the area that reached 60% of registrations first to minimize equipment mobilization costs. Construction for Phase 2 will require additional mobilization to fill in areas that were not serviced in Phase 1, 0 Page 9 of 11 Regular Council July 8, 2021 Discussion followed regarding requiring subdivision residents to connect to the rural water system. The Chief Administrative Officer indicated that there is value in the service and residents may register on their own. The Director of Municipal Services responded to questions, indicating the first unit in Phase 1 was provided for $1,000 and if additional units were required, they could be purchased for $7, 700. This was done to reduce speculation as the land may never have been developed. Discussion followed and Council indicated that the registration fee for the first unit be $1,500 to encourage landowners to sign up voluntarily. Additional units can be purchased for $7, 700. The Chief Administrative Officer requested a motion to proceed with an application for funding under the Municipal Sustainability Initiative program. Once grant funding has been confirmed, the registration program will be prepared. Discussion followed regarding whether offering a $1, 500 registration fee is fair to users who connected after the $1,000 incentive period expired. The Director of Municipal Services indicated that 144 estimates have been prepared since 2013 and only 24 of them have been connected. The costs of these estimates vary widely. He noted that high costs can make connection not worth pursuing. C-235/21 MOVED BY COUNCILLOR KELLY CHRISTMAN that the connection fee charged to each property owner for the Rural Water Project — Phase 2 will be $1,500.00 based on a 300 gallon/day trickle system unit, and that Administration submit an application to the MSI capital grant program to fund the $15,150,000 estimated cost of the project. Councillor E. Unruh requested a recorded vote. In Favor —Division 1, 2, 3, 4, 5, 6, 8, 9, 10 Opposed — Division 7 MOTION CARRIED 13. INFORMATION ITEMS 13.1 Decision - Challenge to Bylaw 1998-20 (Electoral Divisions) The Chief Administrative Officer responded to questions from Council. Discussion followed and Council indicated that the County's legal costs associated with the challenge to Bylaw 1998-20 should be made available to the public. C-236/21 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Council agrees to pay the Schedule C, Column 3 of the Alberta Rules of Court AR 124/2010 costs in the amount of $9,300.38 requested by Alberta Counsel for the legal challenge of Bylaw 1998-20. MOTION CARRIED LEFT THE MEETING M. Harbicht left the meeting at 2:44 p.m. 13.2 Upcoming Community Events Council was provided a form to submit information for upcoming events in their (�hm community. Page 10 of 11 Regular Council July 8, 2021 14. IN CAMERA — continued C-237121 MOVED BY COUNCILLOR CLARENCE AMULUNG that Council approves the addition of a Senior Assessor position to the County's organizational chart to provide Administration with the option of bringing assessment services in-house. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:48 p.m. 22,Jr Signed this day of v 2021 Reeve County Ad finis ra or Page 11 of 11