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HomeMy WebLinkAbout2012-05-24 Annual General Meeting (Annual General) MinutesCOUNTY OF NEWELL MINUTES OF ANNUAL MEETING MAY 249 2012 The 2011 Annual Meeting of the County of Newell was held at the Community Center in Scandia, AB on Thursday, May 24, 2012 commencing at 7:20 p.m. MEMBERS PRESENT: M. Douglass, Reeve C. Amulung I. Schroeder A.M. Philipsen R. Andrews M. Nesbitt J. Bulger A. Eastman B. de Jong L. Juss OTHERS PRESENT: P. Brouwer, MPE Engineering Ltd. M. Coles, MPE Engineering Ltd. D. Scott, MPE Engineering Ltd. M. Kasun, MPE Engineering Ltd. C. Mitchell, AMEC D. Simpson, Genivar K. Jacobs, Genivar 20 Ratepayers STAFF PRESENT: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator M. Harbicht, Superintendent of Public Works T. Schroeder, Assistant Superintendent of Public Works G. Tiffin, Technical Manager J. Nesbitt, Community Peace Officer Supervisor T. Green, Agricultural Redman R. Nesbitt, Corporate Safety Services Officer A. Wickert, Development Control Officer D. Horvath, County Planner -ORRSC A. Nielsen, Executive Assistant MEDIA PRESENT: S. Stanway, Brooks Bulletin H. Brees, Brooks & County Chronicle J. Petrie, The One 23 ratepayers and media were in attendance for the 2011 Annual Meeting of the County of Newell. Reeve M. Douglass called the meeting to order at 7:20 p.m. Welcome & Introductions The Reeve welcomed everyone to the meeting and introduced the Councillors seated at the head table. Approval of the Minutes of the 2010 Annual Meeting MOVED BY Lynn Pye-Matheson that the 2010 Annual Meeting minutes be adopted as presented. MOTION CARRIED 3. Presentations a. Presentation of 2011 Year End Audited Financial Statements The Chief Administrative Officer presented the 2011 Year End Audited Financial Statements, indicating that there has not been a lot of change since last year. He gave the highlights of the assets, revenues, reserves, taxes, and expenses as Annual General Meeting (May 24, 2012) well as a comparison of the financial statements over the past three years. The County liabilities were reduced by Y2 million and reserves by 4 million which were used to various capital projects. Revenues are down 0.1% from 2010, but remain in a positive position since the recession hit in 2007. The mill rates have remained virtually the same for the past seven years, and the assessments have grown slightly. County operating expense increases remain fairly consistent at approximately 2.5% per year over the past 5 years. Capital expenses naturally fluctuate year by depends of Council priorities. The Chief Administrative Officer gave an update on the capital projects currently underway, including the Regional Water Project, the County of Newell Water Project (Rural Water Distribution System), the paving of Range Road 15-5, and the new County of Newell facilities. He also indicated that the Agricultural Services Board and Public Works departments have many projects on the go. Other projects include the drainage partnership with the Eastern Irrigation District, drainage and sewer system improvements in Scandia, drainage and lift station improvements in Rolling Hills, sewer system upgrades in Scandia, and modernization of the County's computer systems. He indicated that the largest change in the statements is in assets purchased for the aforementioned projects, as well as roads, bridges, and equipment. A portion of the reserves will be used to fund the County of Newell Water Project until the Municipal Sustainability Initiative (MSI) funding allocation is received from the provincial government. He explained the debenture process, which is another source of funding. The Chief Administrative Officer expressed thanks to the Government of Alberta, as many County projects depend on provincial funding. He also recognized County staff and Council for their hard work and dedication in keeping County projects and services running smoothly. Those in attendance were given the opportunity to ask questions. A ratepayer indicated that he had heard that there had been delays in MSI funding and expressed concerns about the County not receiving the full allocation. The Chief Administrative Officer acknowledged that ensuring the County receives committed MSI funds for the Rural Water Project is a concern, but he indicated the Province has already approved the project and the funding so he is confident they will honour their commitment. He explained that the recent election has resulted in a shift of more urban governing MLA's which may impact grant funding allocations in the future to the rural ridings. b. Scandia Storm Water & Lagoon Upgrade Project C. Mitchell introduced himself and provided an overview of the project. Once the new cell is commissioned for the Scandia Wastewater Lagoon, the old cell will be updated. A new forcemain, pumps, and backup generator have been installed at the lift station. He estimated that the upgrade will be complete in six weeks. He also provided an overview of the improvements to the storm water drainage system, which will divert water into the ditch along Railway Avenue and collect in a retention pond. There will be upgrades to the sidewalks, curb and gutter, and 2 Annual General Meeting (May 24, 2012) catch basins and swales will be constructed on the east side of Railway Avenue. He thanked everyone who was cooperating with the project. C. Mitchell responded to questions regarding the pump station and provision of water for irrigation purposes. A ratepayer asked if property owners in town would be receiving another bill for this project, indicating that they already receive bills for surface water and sewer. Councillor R. Andrews explained that the majority of the project funding would be supplied by the County and the Alberta Municipal Water/Wastewater Partnership (AMWWP) program. The remainder of the funding will come from local improvement. The billing for the surface water is yet to be determined. A ratepayer expressed concerns about spring flooding in the cemetery. The Superintendent of Public Works indicated that he had visited the area with the EID yesterday. He explained drainage improvements that would be made to Range Road 15-5 which should solve drainage problems in that area. He indicated that, in order for the project to proceed, 5m of land must be acquired on each side of the road way. He indicated that the Cassils area had been the first priority in the drainage partnership and that the EID did a great job. He commented on AMEC's improvements to the roads and drainage in Scandia, indicating that he could not guarantee that there would be no incidents but that the system would be improved to the standards of Alberta Environment and residents. A ratepayer indicated that there was an ineffective drain next to their driveway. The Superintendent of Public Works replied that they hope the drainage project will be completed by the end of the year and that they should see considerable improvement. A ratepayer asked when Telus would be reinstalling telephone lines. Reeve M. Douglass indicated that Telus representatives have met with Council twice to discuss this issue. They are behind schedule and work not completed within the annual budget is carried forward to the following year. The Superintendent of Public Works indicated that they are trying to work with the EID to see lines buried at the same time construction takes place for drainage plans. He noted that this issue has been discussed with both the Alberta Association of Municipal Districts & Counties (AAMDC) and the provincial government. d. Regional Water Proiect Update M. Kasun indicated the display boards set up in the hall showing the overall regional system. He outlined the scope of the project, indicating that the system will have the capacity for growth projected over 25 years as well as supplying water to rural residents. He explained the phases of the project and displayed a map of each phase. Phase three is currently under construction, which is the water line from Rosemary to Bassano, including a short interconnection to Duchess. He provided status updates for Tilley, Lake Newell Resort, Rainier, Scandia, Rolling Hills, and the Uplands connection to Brooks, which are all connected to the regional water system. Patricia is currently operating with a temporary connection while the Water Treatment Plant is renovated. Rosemary Annual General Meeting (May 24, 2012) is expected to be complete this year and Duchess and Bassano completed in 2013. C. County of Newell Water Proiect Update (Rural Water) M. Coles presented an overview of the County of Newell Water Project (CNWP). The project will be completed in ten phases with the contract areas based loosely on the County's divisional boundaries. He explained the process for acquiring blanket easements across each quarter, indicating that this is accomplished through easement signing parties and then individual consultation. He explained the tender process for construction. Once the contract has been awarded, they meet with the landowner to determine the location of the curbstop. He noted that residents will be notified when they are able to connect, as the system must be fully chlorinated and flushed before it can be used. He displayed a map showing the contract areas and provided an update on the project status. The Duchess and Rosemary areas are nearly complete and they expect to tender the project for the Tilley area in July. Construction started in the Rolling Hills area in the fall and they hope to complete it by January 2013. The Brooks west area is expected to be operational in 2013 and easement parties were held for the Brooks North area. Completion of the Scandia, Rainier, Bassano, and Gem areas are projected for 2015. He noted that these projected dates are dependent on obtaining the required easements and funding. He provided an overview of the project costs. e. Rural Road Study D. Simpson explained that the objective of the Rural Road Study was to analyze each segment of the 1,500 km of gravel roads within the County, rate them, and establish a priority list for upgrades and construction. He provided an overview of the methodology used to evaluate the roads. The roads were rated using weighted criteria, including traffic volume, continuity, significance of the road, proximity to parallel highways, industry commodity, and the percentage of trucks using the road. He displayed a map showing a breakdown of arterial and collector roads. The criteria used for evaluating the roads included overall condition, road width, alignment, height of grade drainage, brushing, surface drainage, vertical alignment, side slopes, grade percentage, general visual safety, and right of way width. The roads were all ranked to develop a multi-year construction program and all data collected will be uploaded to the County's GIS system. D. Simpson indicated that three recommended standards were established for roads — arterial, collector, and non -key. He displayed a typical cross section of the roadway, indicating that they are looking at establishing a set of standards that will improve safety and drainage. The suggested construction program is based on road type, priority rating, and construction rating and also includes cost estimates for the recommended improvements. He displayed maps showing the proposed road upgrades over the next several years, indicating that the study can be used as a guideline for Council and Public Works to determine the annual road construction plan. Annual General Meeting (May 24, 2012) Those in attendance were given the opportunity to ask questions. A ratepayer asked if having a proper crown on the road and a good grader operator could contribute to a road's longevity. D. Simpson agreed that proper grading is very important, as the road will last longer if the water is able to run off into the ditch faster. A ratepayer asked about the repair of frost boils on the road around Lake Newell to the campground, particularly in the spot where water was drained last year, and suggested lobbying the provincial government to accomplish this. The Superintendent of Public Works indicated that, since he started with the County, meetings had been attended with the Minister of Transportation during the AAMDC Spring and Fall conventions, where interest was conveyed regarding the upgrade of these roads to paved standards. He indicated that Alberta Transportation is subject to budget constraints and prioritize paving projects based on traffic and need. He indicated that the County will continue to work with them to determine maintenance strategies, and that the County's position would be reiterated during a meeting on June 4, 2012. The Superintendent of Public Works also encouraged the ratepayers to contact Volker Stavin directly (1- 866-VSROADS) with concerns about secondary highways, as Alberta Transportation does monitor the call volume and answers legitimate concerns. Direct calls from ratepayers would help reinforce the County's position on the need to see these roads improved. He acknowledged that, historically, the County's Public Works Department has not had the best relationship with ratepayers but they need to hear concerns, investigate complaints, and address the higher priority issues. Councillor M. Nesbitt noted that Alberta Transportation may consider the project if the traffic count can be proven. Councillor B. de Jong encouraged ratepayers to contact their divisional Councillor with concerns as well. f. Oldman River Regional Services Commission D. Horvath gave an overview of the draft land use bylaw, which sets rules and regulations for subdivision and development within the County. The bylaw is divided into two sections. The Administration section contains information on how to process applications and the Schedules section contains the land use districts, regulations, and specific standards. All uses are defined so that there is a common understanding. There will be 14 land use districts in 4 sections (residential, hamlet, non-residential, and other). D. Horvath gave an overview of some changes to the Agricultural District zoning, including the ability to separate farmsteads and vacant parcels. She also outlined some changes to the Country Residential District, which will be renamed Acreage Residential District and require the creation of 3-10 lots in order to qualify for this zone. She reported that the draft Land Use Bylaw had been presented during a public open house on April 19, 2012 and they are inviting feedback from the public as well as Hamlet Advisory Boards, other municipalities, and affected agencies. Once public input has been gathered, a report would be presented to Council for approval to proceed with the formal process for adopting the Land Use Bylaw, which requires a Public Hearing. Those in attendance were given the opportunity to ask questions. Annual General Meeting (May 24 A ratepayer asked if a County road access was guaranteed with a subdivision approval. D. Horvath replied that each new subdivision requires legal and physical access. In most cases, the Planning & Development Department works with Public Works and obtains signed agreements for an access in a location that is agreeable to both parties. The Superintendent of Public Works noted that the setbacks from intersections are important for safety. The policy states that there is to be one access per parcel and two per quarter section. Additional accesses are granted based on need and subject to the approval of the Public Works Department. The ratepayer asked if the County would give a road to the landowner that is making the subdivision. The Superintendent of Public Works replied that Public Works would approve the road and the landowner is responsible for building the road to County standards. Another ratepayer asked if the Land Use Bylaw contained any rules regarding keeping agriculture a priority, since the County is mostly agricultural, and that noise and odor is to be expected. D. Horvath replied that this was included in the Municipal Development Plan. She acknowledged that the primary land use within the County is Agricultural, but noted that rules regarding odor and noise cannot be legislated through the Land Use Bylaw. She also acknowledged the great amount of concern regarding protecting agriculture and the right to farm being affected by adjacent uses. She indicated that the public consultation that is required as part of the rezoning process attempts to mitigate those concerns. Another ratepayer requested an explanation of the process used to notify adjacent landowners. D. Horvath replied that, for subdivision applications, rezoning, and Discretionary Use Development Permits, notification of the development is mailed out to those landowners whose land touches the land being developed. A Land Use Amendment, or rezoning, also requires the Public Hearing to be advertised in a circulating newspaper for two consecutive weeks prior to the hearing. The ratepayer asked if the neighbours would be notified if a house were being constructed. D. Horvath replied that, if the construction is a permitted use on the land, no notification is required. For discretionary usage, Council will determine whether or not notification is required, and then adjacent landowners will be notified directly by mail. 5. Question & Answer Period Reeve M. Douglass opened the floor for general discussion. A ratepayer asked for an update on the letter sent to Division 4 ratepayers regarding an increase to the Recreation Requisition. Councillor R. Andrews replied that the increase had been approved as only one letter had been received in opposition. The ratepayer indicated that roads and agriculture were a higher priority than recreation for improving the hamlets. Councillor R. Andrews replied that many of the smaller communities are struggling to keep their community halls operating and Council decided to provide support because the community hall is an important part of the community. Reeve M. Douglass noted that each division sets its own recreation rate and the recent increase to the Division 4 rate brings it up to average. The funding is used within the division for a variety of things, including community halls, curling rinks, and school programs. 0 Annual General Meeti Another ratepayer expressed concerns with the County providing hamlets with improved infrastructure that they will not be able to maintain without assistance from the County. Reeve M. Douglass acknowledged that tax revenue will not remain the same forever and that the County has been fortunate with the amount of revenue received from the oil and gas industry. She said that, if support levels are to change, a variety of factors would have to be considered. The hamlets provide services for rural communities, so the County has been supporting all of them in order to enhance the County as a whole. The infrastructure upgrades should put everyone in a good position for the next twenty-five years. The Chief Administrative Officer indicated that the County wants to complete the capital upgrades now while construction costs are low and the economy is slow as that will put the county in a much better financial position for the long term. S. Fisk indicated that the Hamlet of Scandia is happy to have all the workers in the area and noted that the Proper Pete Railway Car is open Monday, Wednesday, and Friday from 10:30 a.m. to 3:00 p.m. serving coffee and sandwiches. Reeve M. Douglass thanked her and E. Chandler for arranging the hall for the meeting. She also thanked the EID for their assistance. A ratepayer asked if new streetlights would be installed once the sidewalks and infrastructure were completed. Councillor R. Andrews noted that the infrastructure upgrades came about as a result of sidewalks and streetlights. As there were no further general ratepayers with individual questions available to obtain further information. 6. Adjourn questions, Reeve M. Douglass encouraged any to visit with the various staff and/or Councillors Reeve M. Douglass adjourned the meeting at 9:05 p.m. CHAIRMAN 'J ETARY