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HomeMy WebLinkAbout2015-03-19 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL March 19, 2015 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, March 19, 2015 commencing at 10:25 a.m. MEMBERS M. Douglass, Reeve PRESENT: COUNCILLORS: C. Amulung G. Simpson A.M. Philipsen W. Hammergren T. Fyfe K. Christman B. de Jong L. Juss ABSENT: E. Unruh STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services A. Wickert, Manager of Planning & Development M. Fenske, Manager of Finance 1 T. Green, Director of Agricultural Services / M. Harbicht, Director of Municipal Services G. Tiffin, Manager of Engineering Services K. Martin, Manager of Fire & Emergency Services J. Porfoun, Executive Operations Administrative Assistant A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: Sgt. R. Loo, Brooks RCMP M. DeBlois, KPMG LLP CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:25 a.m. 2. EXCUSED FROM MEETING C-114115 MOVED BY COUNCILLOR CLARENCE AMULUNG that Councillor E. Unruh be excused from the meeting. MOTION CARRIED Regular Council March 19, 2015 3. ADOPTION OF MINUTES 3.1 Minutes -Council (March 5, 2015) ` C-115/15 MOVED BY COUNCILLOR KELLY CHRISTMAN that the March 5, 2015 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 C-116/15 MOVED BY COUNCILLOR TRACY FYFE that the agenda be adopted as presented. MOTION CARRIED 6. BYLAWS 6.1 Bylaw 1823-15 Special Tax (Scandia Raw Water Surface Irrigation System) The Director of Corporate Services provided background information on this item. C-117/15 MOVED BY COUNCILLOR LIONEL JUSS that Bylaw 1823-15, being a bylaw to impose a special tax on lots within the Hamlet of Scandia that are serviced by the Scandia \ Communal Raw Water Irrigation System, be given THIRD and FINAL reading. J MOTION CARRIED 6.2 Bylaw 1826-15 - Special Tax (Rolling Hills Raw Water Irrigation System) The Director of Corporate Services provided background information on this item and responded to questions from Council. C-118/15 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 1826-15, being a bylaw to impose a special tax on residential lots within the Hamlet of Rolling Hills that are serviced by the Rolling Hills Communal Raw Water Irrigation System, be given SECOND reading as amended. MOTION CARRIED C-119/15 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Bylaw 1826-15 be given THIRD and FINAL reading. MOTION CARRIED 6.3 Bylaw 1810-15 - Traffic The Municipal Enforcement Supervisor provided background information on this item and responded to questions from Council. He indicated that this bylaw aligns with provincial legislation and will be enforced at the officer's discretion. Councillor L. Juss noted that provincial legislation has a lot of exemptions for agriculture and expressed concerns with the increased size of J- Page 2 of 12 Regular Council March 19, 2015 equipment. The Municipal Enforcement Supervisor indicated that a wide load that impedes traffic and creates an unsafe situation can be stopped whether it's agricultural or not. The Chief Administrative Officer noted that the article regarding unattached trailers may be a concern to hamlet residents. The Municipal Enforcement Supervisor indicated that these situations would be dealt with at the discretion of the officer. The Municipal Enforcement Supervisor responded to further questions from Council. C-120/15 MOVED BY COUNCILLOR GORDON SIMPSON that Bylaw 1810-15, being a bylaw for the purpose of controlling and providing regulations and penalties pertaining to highways, roadways and streets, for the orderly and safe movement of vehicular and pedestrian traffic and for the parking of vehicles on the said highways, roadways and streets, be given FIRST reading. MOTION CARRIED C-121/15 MOVED BY COUNCILLOR KELLY CHRISTMAN that Bylaw 1810-15 be given SECOND reading. MOTION CARRIED C-122/15 MOVED BY COUNCILLOR TRACY FYFE that consent be given for Bylaw 1810-15 to receive third reading this 19th day of March, 2015. MOTION CARRIED UNANIMOUSLY C-123/15 MOVED BY COUNCILLOR BRIAN DE JONG that Bylaw 1810-15 be given THIRD and FINAL reading. MOTION CARRIED 6.4 Bylaw 1828-15 - Events The Manager of Planning & Development provided background information on this item. The purpose of this bylaw is to manage and regulate public events that are likely to attract a large number of people. Information will be provided to those individuals or groups organizing events and the County will be able to assist in disseminating information regarding the events to the public. The Manager of Planning & Development provided examples of events that have been held in the past, indicating that staff should be aware of when County roads are being used for these events. If given first reading, the proposed bylaw would be circulated to the organizers of past events for feedback. Council was given the opportunity to ask questions. Councillor B. de Jong asked for an overview of the process to be followed by event organizers. The Manager of Planning & Development outlined the process. Events to be held on County - owned property can apply for an exemption. The applicant would be required to provide information regarding the nature of the event, where it will be held, a map of planned activities on the site including anything requiring use of a County road, whether emergency medical services are required, and whether liquor will be served. Information must be provided at least 20 days prior to the event and an event license would be issued. The Manager of Planning & Development and the Director of Municipal Services responded to further questions from Council. Page 3 of 126 Regular Council March 19, 2015 ARRIVED AT MEETING Sgt. R. Loo arrived at 10:59 a.m. Discussion followed and Council indicated that, rather than address the issue through a bylaw, preference was that an information package for event organizers should be created, noting that the County should at least be informed of events happening within the County. The Chief Administrative Officer indicated that safety is important but the process should not be difficult. He suggested investigating an easier mechanism. The Manager of Planning & Development and the Director of Municipal Services responded to further questions from Council. ARRIVED AT MEETING M. Fenske and M. DeBlois arrived at 11:11 a.m. The Manager of Planning & Development indicated that an information package related to holding large events in the County would be prepared instead of an Events Bylaw. LEFT THE MEETING A. Wickert, J. Nesbitt, and T. Green left the meeting at 11:15 a.m. DELEGATIONS 7.1 Brooks RCMP Priorities (Sgt. R. Loo) Sgt. R. Loo provided background information on how the RCMP priorities are set. For 2015, the national priorities are serious and organized crime, national security, youth, aboriginal communities, and economic integrity. The provincial priorities are relationship violence; serious and organized crime; and service to victims of crime. The detachments are allowed some freedom to set their own priorities that align with the national and provincial priorities as well as priorities identified during community consultation sessions. Sgt. R. Loo outlined the priorities set during previous community consultation sessions and provided examples of progress made in various areas. Sgt. R. Loo outlined the suggested priorities for 2015, which are organized and serious crime, crime reduction; cyber crime, family violence, youth, and traffic safety. Each priority is assigned a performance level. Council was given the opportunity to ask questions. Council indicated that they and Mayor M. Shields had passed on positive comments regarding the Brooks RCMP to the Commanding Officer of "K" Division during the AAMDC Spring 2015 Convention. Councillor L. Juss indicated that he has noticed more of an RCMP presence lately. Sgt. R. Loo replied that increased visibility was an initiative last year. Sgt. R. Loo responded to further questions from Council regarding a recent Taber bylaw regarding gatherings of youth. Reeve M. Douglass thanked Sgt. R. Loo for presenting the Brooks RCMP Priorities. Page 4 of 12 5 Regular Council March 19, 2015 LEFT THE MEETING Sgt. R. Loo and M. Harbicht left the meeting at 11:33 a.m. 7.2 Presentation of Audited Financial Statements (M. DeBlois - KPMG LLP) M. DeBlois presented Council with the 2014 Year End Financial Statements and provided explanations and highlights. Council was given the opportunity to ask questions. M. DeBlois and M. Fenske responded to questions from Council regarding restricted and unrestricted reserves and net financial assets. Councillor B. de Jong asked if the reserves of related organizations had to be reflected in the County's financial statements. M. DeBlois indicated that if these organizations are not directly controlled by the County, they are not part of the reporting identity and are not included in the County's financial statements. If the County owned at least 51% of the organization, the assets and liabilities would have to be consolidated into the County's financial statements. M. Fenske and M. DeBlois responded to further questions from Council. C-124115 MOVED BY COUNCILLOR LIONEL JUSS that the 2014 Year End Audited Financial Statements for the period ending December 31, 2014 be accepted as presented. MOTION CARRIED LEFT THE MEETING M. Fenske and M. DeBlois left the meeting at 12:01 p.m. LUNCH Council RECESSED for lunch at 12:01 p.m. and RECONVENED at 12:48 p.m. ARRIVED AT MEETING T. Green, M. Harbicht, and G. Tiffin arrived at 12:48 p.m. 8. AGRICULTURAL SERVICES BUSINESS 8.1 Agricultural Fieldman's Report (March 2015) The Director of Agricultural Services presented the Agricultural Fieldman's Report for March 2015. Council was given the opportunity to ask questions. Reeve M. Douglass reported that the Joint Services Committee had suggested holding a BBQ to celebrate agriculture. Discussion followed regarding holding the BBQ in conjunction with the upcoming Silver Sage Sheep Show or Beer Festival in the summer. The Director of Agricultural Services indicated that he would gather more information. This item will be brought back to a future Council meeting for further discussion. LEFT THE MEETING T. Green left the meeting at 1:01 p.m. Page 5 of 12 '3 Regular Council March 19, 2015 10. MUNICIPAL SERVICES BUSINESS 10.1 Paving Plan The Manager of Engineering Services provided an update to the paving plan, inclusive of the roads recommended to be removed from and roads recommended to be added. Council was given the opportunity to ask questions. Councillor B. de Jong inquired about the criteria and evaluation process used when determining priority for paving, especially where industrial subdivisions are concerned. The Director of Municipal Services replied that the Municipal Services Department (Operations and Engineering) considered frequency of maintenance compared to other roads, but no other details were truly evaluated. He indicated that the department concluded an interim solution postponing the need to pave industrial subdivisions is to calcium those roadways, allowing the department to focus on paving the connector roads identified by Council as a priority. Councillor T. Fyfe indicated that she had contacted the residents along the proposed paving of the south section of Range Road 15-5, and only three out of the eleven residents are in favor of paving. She requested that it be removed from the paving plan. Councillor G. Simpson provided background regarding the meeting with the Minister of Transportation during the AAMDC Spring 2015 Convention regarding paving Highway 873 and 876. The Manager of Engineering Services indicated that preliminary cost estimates and design work can be completed for both of those projects so that the project could proceed when funding becomes available. Councillor B. de Jong requested that the Paving Plan be reviewed more often \ and the Director of Municipal Services suggested that it could be included in the \ J annual budget discussions. The Manager of Engineering Services suggested that roads on the Paving Plan be lowered in priority for future consideration rather than removed. Councillor W. Hammergren asked if a cost estimate for paving Highway 873 and 876 could be obtained prior to approaching Alberta Transportation in the fall. The Manager of Engineering Services replied that he could obtain information from various engineering firms regarding the cost to prepare a report for Council's consideration. The Manager of Engineering Services provided the rationale for selecting the top four roads on the paving plan and responded to questions from Council. Reeve M. Douglass requested that East Gem Road be moved up on the list. The Director of Municipal Services suggested that East Gem Road switch positions on the list with Range Road 15-5 South. He asked if Council wanted each road on the Paving Plan to be associated with the year in which paving is expected to take place. Discussion followed and it was determined that priority should be established and the Paving Plan re-evaluated on a regular basis. Discussion followed regarding dealing with Highway 873 and 876 separately as partner projects and having East Gem Road as the first road on the list. LEFT THE MEETING Councillor L. Juss left the meeting at 1:55 p.m. Page 6 of 12 V S Regular Council March 19, 2015 C_-125/15 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Range Road 16-4 (East / Gem Road) switch positions with Range Road 15-5 South on the Paving Plan to become the first priority; that roads within Hamlets be paved as underground infrastructure upgrades are completed; and that the County of Newell continue working with Alberta Transportation towards a 50/50 cost-sharing agreement to pave Highway 873 and Highway 876. MOTION CARRIED 10.2 Small Communities Fund Grant Applications The Director of Municipal Services provided an update on this item that was discussed during the recent Joint Services Committee Meeting, indicating that funding will most likely be awarded to water and sewer related projects. ARRIVED AT MEETING Councillor L. Juss returned at 2:02 p.m. The Director of Municipal Services suggested that the projects identified by Council during the March 5, 2015 Council Meeting (Truck Route, Brooks Regional Airport Fuel Station and Runway) are not likely to be considered for funding. Discussion followed regarding other potential projects that could receive funding under the Small Communities Fund. C-126/15 MOVED BY COUNCILLOR WAYNE HAMMERGREN that applications be submitted for funding for the County of Newell Water Project - Gem and Brooks Regional Airport Fuel Station project under the Small Communities Fund Program. MOTION CARRIED LEFT THE MEETING M. Harbicht and G. Tiffin left the meeting at 2:08 p.m. 8. AGRICULTURAL SERVICES BUSINESS - CONTINUED 8.1 Agricultural Fieldman's Report (March 2015) - continued C-127/15 MOVED BY COUNCILLOR TRACY FYFE that the Agricultural Fieldman's Report for March 2015 be accepted as presented. MOTION CARRIED 9. ADMINISTRATIVE BUSINESS 9.1 Update - Newell Regional Transportation Project The Director of Corporate Services provided background information on this item. The project is moving into the implementation stage and some details must be worked out regarding governance, funding, and administration. He requested an extension to the mandate given to the steering committee and also suggested _a that membership be expanded to include at least an elected representative from Page 7 of 12 Regular Council March 19, 2015 each of the communities within the County of Newell region. The Director of Corporate Services responded to questions from Council. C-128/15 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council APPROVES the proposed revisions to the mandate and membership of the Regional Transportation Project Committee and that Councillor C. Amulung continues as the representative for the County of Newell on the steering committee. MOTION CARRIED LEFT THE MEETING Councillor B. de Jong left the meeting at 2:12 p.m. 9.2 Appointment of Fire Guardians Council was provided with background information on this item. C-129/15 MOVED BY COUNCILLOR TRACY FYFE that the following individuals be appointed as Fire Guardians: All Divisions — Keith Martin Rolling Hills — Bill Dickinson Tilley — Patrick Fabian Patricia — Gordon Musgrove Duchess — Gregory Witt Scandia — Trevor Sandau Brooks Rural — Kevin Swanson Bassano — Cory Cochrane Rosemary — Wilf Harder. Gem — Dwayne Klassen Bow City — Jim 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 Clerk, the IT Administrative Assistant, the Development Clerk, and the Land Assessment/Taxation Clerk be appointed as Fire Guardians for the issuance of Fire Permits only MOTION CARRIED 9.3 Environment & Sustainable Resource Development Mutual Aid Fire Control Agreement The Director of Corporate Services provided background information on this item. ARRIVED AT MEETING K. Martin arrived at 2:15 p.m. The Director of Corporate Services and the Manager of Fire & Emergency Services responded to questions from Council. ) r Page 8 of 12 1��' 5 Regular Council March 19, 2015 LEFT THE MEETING Councillor G. Simpson left the meeting at 2:16 p.m. C-130/15 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Council APPROVES signing the Mutual Aid Fire Control Agreement along with the Annual Mutual Aid Fire Control Plan and authorizes staff to send it to Alberta Environment & Sustainable Resource Development for their signature. MOTION CARRIED LEFT THE MEETING K. Martin left the meeting at 2:17 p.m. ARRIVED AT MEETING Councillor G. Simpson returned at 2:17 p.m. 9.4 Requests for Functions of Council 9.4.1 Global Village Interviews (All Council) Councillors will be contacted individually to participate in interviews for the Global Village television program. 1 131/15 MOVED BY COUNCILLOR CLARENCE AMULUNG that any Councillor be permitted to participate in an interview with Global Village as a function of Council. MOTION CARRIED 9.4.2 Alberta Recycling Spring Seminar (Councillor L. Juss) Councillor L. Juss provided background information on this item. C-132/15 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Councillor L. Juss be permitted to attend the Alberta Recycling Spring Seminar in Banff, AB on February 25-27, 2015 as a function of Council. MOTION CARRIED 9.4.3 Collaborative Leadership Workshop This item was accepted as information. 9.5 Payment Register C-133/15 MOVED BY COUNCILLOR GORDON SIMPSON that the Payment Register be accepted. MOTION CARRIED Page 9of12 6-1 Regular Council March 19, 2015 11. COMMITTEE REPORTS 11.1 Newell Recycling/Newell Regional Solid Waste Management Authority Councillor L. Juss reported that he attended the Alberta Recycling Spring Seminar in Banff on February 25-27, 2015. He provided an overview of the topics, which included use of aerial drones for landfill surveys, pesticide container collection, mattress and glass recycling, and fertilizer made from waste from sewage treatment plants. 11.2 Ashton's Place Annual General Meeting Councillor L. Juss reported that he attended the Ashton's Place Annual General Meeting on behalf of Reeve M. Douglass. He indicated that Ashton's Place has funding issues and suggested that the County should consider how to support them in the future as they provide a valuable service to the community. Reeve M. Douglass indicated that she would forward information regarding the Ashton's Place Community Meeting scheduled for March 23, 2015 beginning at 5:00 p.m. 11.3 Mayors & Reeves Liaison Committee Councillor L. Juss indicated that he had attended the Mayors & Reeves Liaison Committee meeting during the AAMDC Spring 2015 Convention and provided an overview of the highlights. ARRIVED AT MEETING \ J J. Porfoun arrived at 2:39 p.m. Councillor L. Juss responded to questions from Council. 11.4 National Public Works Week Councillor G. Simpson provided an update on National Public Works Week, indicating that Council volunteers will be required to assist during the school group visits. The Executive Operations Administrative Assistant outlined the schedule for the National Public Works Week events, which will occur during the week of May 19-22, 2015. Volunteers are needed to help with tours, traffic control during equipment demonstrations, handing out gift bags, and serving lunch. The Executive Operations Administrative Assistant and Councillor G. Simpson responded to questions from Council. LEFT THE MEETING J. Porfoun left the meeting at 2:47 p.m. Page 10 of 12 /3 Regular Council March 19, 2015 1 11.5 Newell Foundation Councillor G. Simpson reported on a funding announcement approving $3.4 million and indicated that the project is moving forward. Reeve M. Douglass indicated that the group is still working on the life leases. 11.6 Physician Recruitment Councillor K. Christman reported that a new doctor has arrived and will be ready for the clinic in early June. 11.7 Joint Meeting with Siksika Nation Councillor K. Christman provided an update, indicating that the Siksika Nation is open to the meeting and suggested Blackfoot Crossing Historical Site as the location. Further information will be provided at a later date. 11.8 Reeve's Report Reeve M. Douglass provided an overview of various events and meetings she attended, including the Franco -Albertan Flag Raising Ceremony, a volunteer appreciation evening at the Legion, judging the junior high school science fair, an IMDP open house meeting, a meeting of the Medicine Hat College Board of Governors, and a Gem Fire Hall Meeting. Reeve M. Douglass also indicated she would be attending a meeting with Mayor M. Shields on March 20, 2015 in Taber, AB regarding Low German-speaking Mennonite population and education hosted by Horizons School Division. 11.9 Joint Services/IMDP Committee Reeve M. Douglass reported on the recent Joint Services/1MDP Committee meeting. JBS Foods provided an update on job fairs and the possibility of sending a representative with them to provide information about the region. M. Idriss from Brooks & County Immigration Services is working on bringing the Governor General's Tour to spend a day in Brooks. An application will be submitted to host the Southern Alberta Summer Games in 2017. Updates were also provided by the Eastern Irrigation District and Grasslands Regional Schools. She reported that the request from the Chamber of Commerce for trade show sponsorship was declined and the Director of Corporate Services gave a presentation on economic development. 12. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. Page 11 of 12 f Regular Council March 19, 2015 13. INFORMATION ITEMS 13.1 Mini Bus Monthly Report (February 2015) This item was accepted as information. 13.2 Strategic Priorities Chart This item was accepted as information. 14. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. 15. IN CAMERA C-134/15 MOVED BY COUNCILLOR TRACY FYFE that we move in camera at 3:05 p.m. to discuss a legal issue. MOTION CARRIED C-135/15 MOVED BY COUNCILLOR TRACY FYFE that we move out of camera at 3:40 p.m. MOTION CARRIED 16. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:40 p.m. Signed this I day of day 12015 Page 12 of 12