Loading...
HomeMy WebLinkAbout2013-05-21 Annual General Meeting (Annual General) MinutesCounty of Newell Minutes of Annual Meeting May 21, 2013 The 2012 Annual Meeting of the County of Newell was held at the Community Hall in Patricia, AB on Tuesday, May 21, 2013 commencing at 7:02 p.m. MEMBERS PRESENT: M. Douglass, Reeve C. Amulung I. Schroeder A.M. Philipsen M. Nesbitt J. Bulger A. Eastman B. de Jong L. Juss OTHERS PRESENT: M. Coles, MPE Engineering Ltd. J. Harrington, Alberta Agriculture & Rural Development 26 Ratepayers STAFF PRESENT: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator M. Harbicht, Superintendent of Public Works G. Tiffin, Technical Manager T. Green, Agricultural Fieldman A. Wickert, Development Control Officer D. Horvath, County Planner - ORRSC A. Nielsen, Executive Assistant MEDIA PRESENT: S. Stanway, Brooks Bulletin A. Declercq, Brooks Bulletin M. Dumont, Brooks & County Chronicle 29 ratepayers and media were in attendance for the 2012 Annual Meeting of the County of Newell. Reeve M. Douglass called the meeting to order at 7:02 p.m. Welcome & Introductions The Reeve welcomed everyone to the meeting and introduced the Councillors and staff in attendance. 3. Presentations a. Presentation of 2012 Year End Audited Financial Statements & Financial Overview The Chief Administrative Officer presented the 2012 Year End Audited Financial Statements and Annual Report document. He indicated that financial assets have increased, primarily due to additional funds in investments at year end. Liabilities have also increased, as the County of Newell borrowed funding to proceed with the County of Newell Water Project (CNWP). He provided further details regarding the debenture interest rate versus investments. He also indicated that funding from the provincial Municipal Sustainability Initiative had been allocated towards the Regional Water Project, the CNWP, construction of the new County facilities, and drainage projects. He gave an overview of the assets purchased in 2012, which include items for the CNWP, new facilities, and equipment. The accumulated surplus is $146 million and there are currently $50 million in reserves. This has increased due to assessment, investments, and revenue from the CNWP. Operational expenses have decreased to $20 million since last year due to a reduction in the amount of contracted services and Annual General Meeting (May 21, 2013) 1 C. personnel budget. The Chief Administrative Officer indicated that, compared with other similar municipalities, the County has lower costs. He noted that the County's Finance Department was awarded the Canadian Award for Financial Reporting from the Government Finance Officers Association last year. He indicated that the County's website has been rebuilt and invited feedback from ratepayers. He also provided an overview of the Newell Systems Integration Project, which is anticipated to be complete by the end of 2014. The Chief Administrative Officer acknowledged provincial funding received for the CNWP. He leadership and guidance and County staff who service. He indicated that overall service levels from ratepayers regarding areas for improvement. County of Newell Water Proiect Update the Government of Alberta for thanked Council for providing work hard to provide excellent are good and requested input The Technical Manager provided an update on the CNWP, which started in 2011. The project is complete in Division 8 and they are currently delivering water to 65 members there. The next area was Rolling Hills, which started in February of 2012 and they hope to be providing water by the end of the month. The Tilley contract will be next and they hope to deliver water by the end of June 2013. This contract will include the pipeline to Kinbrook Island Park. The Brooks North and Rosemary projects will also be started this year, followed by Division 3. Scandia, Bassano, and Gem are scheduled for 2015. The Technical Manager introduced Joe Harrington, Agricultural Water Specialist. Growing Forward Water Program J. Harrington provided background information on the Growing Forward program. This program is part of the Farm Water Management Program and makes funding available to farmers who are developing water sources. They provide technical and financial assistance for developing the water infrastructure in the province. In order to qualify, the applicant must first complete a Long Term Water Management Plan (LTWMP). J. Harrington outlined some standard incentive projects, which include wells, dugouts, spring development, and deep pipelines. These projects are eligible for funding in the amount of one third of expenses to a maximum of $5,000.00. He indicated that the program started on April 2, 2013 and will run until March 15, 208. He noted that special incentive projects, such as tying into community pipelines like the CNWP, are eligible for funding in the amount of one half of expenses to a specified maximum per applicant or project. J. Harrington gave an overview of the application procedure. Forms are available online or by calling 310 -FARM. Staff will assist the applicant in preparing the LTWMP, as there are certain required criteria, and this is submitted along with an environmental checklist. Once the application has been approved, the applicant can proceed with the project and, when the project has been completed, the applicant can apply for the grant. J. Harrington displayed the web site and indicated other programs of interest, including the Irrigation Efficiency 2 Annual General Meeting (May 21, 2013) Program. Those in attendance were given the opportunity to ask questions. A ratepayer asked if this provides a third option to the portions of the CNWP that are already subsidized by the County and the EID. J. Harrington replied that this program will provide funding for things that the County and EID will not, such as trenching from the utility right of way to the residence or installing a cistern. d. Stormwater & Drainage Projects The Superintendent of Public Works provided an overview of drainage projects completed in the past few years in Patricia and Scandia. Drainage work in Rolling Hills is also nearing completion. He indicated that they are in the process of completing hamlet storm drainage and infrastructure plans. The Superintendent of Public Works gave an overview of the drainage partnership with the Eastern Irrigation District indicating that both parties have contributed about $1 million towards the project. As the EID controls the receiving basins where water is to be diverted, it is beneficial to work in partnership with the County on the program. He gave an update on the project in Cassils, which has received positive feedback. There was also 36km of roadside drainage work completed in Rolling Hills last year. This year, 46.5 km of drainage work is scheduled in the Scandia area. He noted that ratepayers in Scandia have realized the benefits in areas where work has been completed and are accommodating future work. The Superintendent of Public Works indicated that the County had met with the EID to discuss increasing the project budget in order to complete work sooner. 5. Question & Answer Period Reeve M. Douglass opened the floor for questions A ratepayer cited an incident involving a plugged sewer and asked what costs were covered by the County. The Superintendent of Public Works replied that it would depend what side of the property line the problem is on. If the problem is found on public property, Newell Regional Services Corporation will investigate the problem and invoice the County. A ratepayer asked about the new water billing schedule and whether or not bills could be paid online. The Assistant Administrator provided an explanation of the billing schedule, which has changed from one bill per year to bi-monthly bills. He indicated that he would look into the details regarding online bill payments. The Assistant Administrator responded to further questions regarding the water billing schedule, indicating that, previously, the bill sent to ratepayers in July/August covered the entire year. The County is now sending out a bill every other month that applies to service provided in the previous two months. A ratepayer indicated that he and some other ratepayers on Sligo Street had been told by Metercor that they were unable to install water meters at their residences. The Assistant Administrator indicated that 2013 is a transition period. The goal is to install water meters for all hamlet properties receiving water and sewer service. He indicated that the contractor should make arrangements to install the meters at a later date if they are unable to install them during their first visit. The Technical Manager provided further Annual General Meeting (May 21, 2013) information, indicating that, if there isn't a meter at the house, the contractor will be required to install a water shut off valve. He indicated that they do plan to have curbstops installed in all hamlets. The Technical Manager responded to further questions. A ratepayer asked about a drainage issue on his property, indicating that he could install a barrier but that would cause flooding on adjacent properties. Reeve M. Douglass indicated that she would discuss this issue with him after the meeting. A ratepayer thanked Council for the paved road past his farm but noted some flood damage that occurred recently. The Superintendent of Public Works made a note of this and will follow up after the meeting. A ratepayer inquired about the local improvement tax hamlet residents must pay for upgrades to the pump system and piping. She indicated that residents were still paying for the old pumphouse when it had been removed and asked what happened to it. The Technical Manager provided background information on this item, indicating that the County had applied for funding under the Alberta Municipal Water/Wastewater Partnership to cover water distribution system upgrades for all hamlet water treatment plants. The improvements were completed after the regional water pipeline was installed and the treatment plants have been decommissioned as repressurized sites. He gave an overview of the upgrades to all hamlet water treatment plants, indicating that 75% of the cost is funded through the AMWWP program. The County applies for grant funding where it is available, but the remainder of the costs are paid by the ratepayers via a local improvement tax. A ratepayer asked what had happened to the equipment that had been removed when the water treatment plant had been decommissioned. They also expressed concerns with the local improvement notification process, indicating that they were not aware of it. The Superintendent of Public Works provided background information, indicating that the grant funding application was submitted in 2008 and was only approved last year. The local improvement tax was advertised as per the Municipal Government Act requirements and circulated to property owners by mail. He indicated that no response was received in opposition to the local improvement. He invited the ratepayer to discuss this issue further after the meeting. A ratepayer expressed concerns with road conditions, noting that the issue had been brought up at a recent Hamlet Advisory Committee meeting. The Superintendent of Public Works urged those in attendance to call the office so that their complaints can be properly recorded and addressed. The Chief Administrative Officer suggested that another meeting of the Hamlet Advisory Committee should be held, expressing concerns with a communication gap. The Hamlet Advisory Committee is the liaison between the hamlet residents and the County... A ratepayer asked about the possibility of making farmers responsible for weed control. The Agricultural Fieldman indicated that the County has three seasonal weed inspectors that control noxious and prohibited noxious weeds on roadsides under the Weed Control Act. The weed inspectors also try to enforce the act on landowners, most often by talking to the landowner and helping them find solutions. Rarely, weed notices are issued. The ratepayer expressed concerns about thistles specifically and the Agricultural Fieldman replied that, while thistle is not considered a noxious weed, they are aware of the problem. He suggested that ratepayers can call the office with complaints and weed inspectors will investigate. Annual General Meeting (May 21, 2013 A ratepayer asked for an update on the Highway 873 Access Management Plan. Reeve M. Douglass replied that Council had accepted that report as information. The Superintendent of Public Works provided background information on the study, indicating that the County is concerned about the reduction of useable agricultural land in favour of the installation of service roads. A letter was sent to Alberta Transportation indicating that Council was not in favour of the study and invited any further options. A ratepayer indicated that, years ago, County Council received a letter from Darrell Camplin indicating that the stop sign on the RR 144 north of Rosemary could be removed if and when the traffic going east -west on the road increased. He suggested that Highway 873 be extended 8 miles north and that it be traded for Highway 550 through Duchess and paved so that the infrastructure is tied together. Then the stop sign could be removed. Reeve M. Douglass suggested that the ratepayer could discuss the matter further with Councillor A. Eastman. A ratepayer indicated that they had called the County Office twice in the past three weeks and the staff member they were trying to reach has not responded. The Chief Administrative Officer indicated that he would look into the issue, as it is possible that the automated phone system requires adjustment. He further reiterated that if rate payers are having trouble reaching anyone at the County to please give him a direct call at 794- 2325 and he will make sure the connection is made. 2. Approval of the Minutes of the 2012 Annual Meeting MOVED BY ART ECKERT that the 2012 Annual Meeting minutes be adopted as presented. MOTION CARRIED 6. Adjourn Reeve M. Douglass adjourned the meeting at 8:27 p.m. 4)- - ARY