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HomeMy WebLinkAbout2014-05-22 Annual General Meeting (Annual General) MinutesCounty of Newell Minutes of Annual Meeting May 22, 2014 The 2013 Annual Meeting of the County of Newell was held at the Community Hall in Rolling Hills, AB on Thursday, May 22, 2014 commencing at 7:10 p.m. MEMBERS PRESENT: M. Douglass, Reeve C. Amulung G. Simpson A.M. Philipsen W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong L. Juss MEDIA PRESENT: S. Stanway, Brooks Bulletin M. Dumont, Brooks & County Chronicle 34 Ratepayers STAFF PRESENT: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services M. Fenske, Manager of Finance M. Harbicht, Director of Municipal Services G. Tiffin, Manager of Engineering Services J. Nesbitt, Municipal Enforcement Supervisor K. Martin, Manager of Fire & Emergency Services T. Schroeder, Manager of Operations H. White, Manager of Agricultural Services A. Wickert, Manager of Planning & Development M. Gietz, Manager of Economic Development R. Fernell, Director of Information & Technology R. Berkeley, Grader Operator A. Nielsen, Executive Assistant 35 ratepayers and media were in attendance for the 2013 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. Approval of the Minutes of the 2013 Annual Meeting MOVED BY CARL CHOMISTEK that the 2013 Annual Meeting minutes be adopted as presented. 3. Presentations a. MOTION CARRIED The Manager of Finance presented the 2013 Year End Audited Financial Statements and Annual Report document. He provided an overview of the audit that was conducted by an independent firm and reported on April 10, 2013. He explained the net financial assets and expenditures. The accumulated surplus has increased. The Manager of Finance explained Restricted Surplus, which Council establishes by setting aside financial assets. Restricted Surplus is used for designated operating and capital purposes as decided by Council and helps minimize tax rate fluctuations. Currently, there is $57 million in Restricted Annual General Meeting (May 22, 2014 Surplus. The largest source of revenue for the County is property taxes. Property taxes comprised 60% of the County's total revenue in 2013, and 66% of these were collected from linear assessment (e.g. oil, electricity). The Manager of Finance provided an overview of expenses. He noted that nearly $3 million in Tangible Capital Assets were received from Tilley as a result of the village's dissolution. b. Municipal Enforcement Overview The Municipal Enforcement Supervisor provided an overview of the County's Municipal Enforcement Department. Community Peace Officers have the authority to enforce provincial acts, such as the Traffic Safety Act, the Gaming & Liquor Act, and the Environmental Protection Act. They are also responsible for bylaw enforcement for the County as well as Bassano, Duchess, Rosemary, and the Eastern Irrigation District. This includes animal control and irrigation spraying on roads. They also patrol campgrounds within the County, including Emerson Bridge Park, Crawling Valley, and Rolling Hills Reservoir. The Municipal Enforcement Supervisor indicated that one of the goals of Municipal Enforcement is to educate the residents. C. Fire & Emergency Services Overview The Manager of Fire & Emergency Services provided an update on the Fire & Emergency Services Review, which confirmed that the County is well -serviced by dedicated volunteers, board members, and fire associations. Some issues were identified, such as the variation of funding levels, lack of equipment standards and replacement plan, fragmented building practices, lack of formal protocols for mutual aid, and differences in the level of involvement and oversight provided by the associations and Councils for each department. He outlined the steps that are being taken towards improvement. The Bow City and Scandia Fire Departments are now being looked after by the County of Newell for their daily operations and most recently Rolling Hills has requested this process start to take place. He indicated that there is no noticeable difference in the level of service to the public. There is an agreement in place with the County of Newell, Town of Bassano, and the Bassano Rural Fire Protection Association. Meetings will be held with the Councils of the Villages of Duchess and Rosemary to explain the changes. The Manager of Fire & Emergency Services explained the change implemented in the funding of fire & emergency services, where more funding is coming from the linear assessment. They are also working to update personal protective equipment to prevent injury. d. Agricultural Services Board Summer Tour 2014 The Manager of Agricultural Services provided information on the Agricultural Services Board Summer Tour scheduled for July 7-10, 2014. She gave an overview of the tour program, which will be showcasing the region showing how local industry works together. The main focus will be the past, present, and future of the irrigation network. The Manager of Agricultural Services highlighted specific stops on the tour. e. Agricultural Rental Equipment The Manager of Agricultural Services provided background information on the Agricultural Services Department and services provided. She gave an overview Annual General Meeting (May 22, 2014) of the equipment available for rent or sale, including various pest control devices. Livestock equipment is rented frequently and she recommended booking in advance, noting that there is no charge for use by 4-H Clubs. The Manager of Agricultural Services gave an overview of equipment available for chemical application, seeing, tree planting, and mulching. There is also a tandem axle barbecue available to rent for no charge, but a $250.00 deposit is required (this will be refunded if the barbecue is returned clean). Those interesting in renting equipment should contact the Department of Agricultural Services. Overview of Current Municipal Services Proiects The Director of Municipal Services displayed a map showing the County of Newell Water Project, indicating the parts of the regional water line that are completed and those still under construction. He noted the areas that are currently being serviced by the County of Newell Water Project, the areas under construction, and those that are in the design phase. Any questions about the County of Newell Water Project should be directed to the Manager of Engineering Services. The Director of Municipal Services provided an overview of the drainage partnership between the County and the Eastern Irrigation District. Drainage work has been completed in Cassils, Rolling Hills, and Scandia over the past three years. This year they are completing some clean-up work in Scandia, and then moving to Rainier. The partnership is cost -shared equally between the County and the Eastern Irrigation District. The County identifies problem areas based on feedback from ratepayers. The Manager of Operations addresses smaller drainage issues. The Director of Municipal Services provided updates on various projects, including Scandia Water/Waste Water, the Rolling Hills Lift Station, the Patricia Infrastructure Master Plan, and paving. 4. QUESTION & ANSWER PERIOD Reeve M. Douglass opened the floor for questions. C. Waddle, a resident of Scandia, expressed concerns with the local improvement charges and asked Council to consider extending the tax deadline to September 15, 2014 for the residents of Scandia. She asked if paving was planned and if that would result in another local improvement tax. The Director of Municipal Services outlined the paving plan, indicating that once underground infrastructure improvements are complete, the County will take care of drainage and pavement. Paving is funded through the paving tax which is collected from all ratepayers. The plan is to pave all accesses to Scandia and protect the underground infrastructure. The Chief Administrative Officer explained the local improvement process. Provincial funding can usually be applied to cover 75% of the costs of infrastructure projects with the exception of distribution systems. It is County policy that hamlets and subdivisions are responsible for the costs of their water and sewer systems, while the County is responsible for drainage and paving costs. He noted that upgrades must take place if the environmental license requirements are not being met. Hamlet Advisory Boards are always involved in these decisions. J. Goff asked if drainage would be improved further when the paving is done. The Director of Municipal Services explained that there has been some road settlement after winter and some grading work will be required, but the road must dry out first. When the Annual General Meetinq (Mav 22, 2014 paving is complete, the roads should be constructed so that water runs off into the drains. J. Goff expressed further concerns with water pooling. The Director of Municipal Services indicated that he would follow up with J. Goff to identify the problem areas. H. Johnson asked about funding for the County of Newell Water Project and whether the costs would be transferred to users if the funding is not received as expected. She requested assurance that only users of the system will be responsible for the costs. The Director of Municipal Services replied that only those that signed up for the County of Newell Water Project would be responsible for the costs. Reeve M. Douglass provided background information regarding the County of Newell Water Project. The Manager of Finance provided information regarding funding for the project, indicating that the County was approved for $27 million in funding under the Municipal Sustainability Initiative, and additional grants have been received. He explained the debentures that the County is using in order to proceed with the project until the MSl funding is received. The province is committed to releasing the funds. The Manager of Finance responded to questions regarding why the project was not put on hold while waiting for the funds, indicating that investment rates are favorable. The Manager of Engineering Services provided information regarding the number of landowners that have signed up for the County of Newell Water Project and those that are currently receiving water through the system. He explained why the project was proceeding, indicating that the current economy is providing for better prices. J. Goff expressed concerns with semi trucks and trailers parking in Scandia and the noise associated with that. The Municipal Enforcement Supervisor explained that, under the Traffic Safety Act, the time frame and duration of noise and traffic must be considered. He indicated that he would follow up with J. Goff to obtain further information. A ratepayer asked how contractor bankruptcies affect the overall cost of projects. The Chief Administrative Officer replied that the bonding companies have covered the costs so far and litigation is in progress. He provided background information on some issues with the Regional Water Pipeline in Rosemary, indicating that the pipe replacement would proceed regardless of the involvement of the bonding company and that he was optimistic that there would be no additional costs. D. Wester thanked the County for the County of Newell Water Project and their assistance in fixing backed up water. C. Chomistek expressed thanks on behalf of the Eastern Irrigation District for the County's work with the drainage partnership. He requested an update on recent vandalism that amounted to significant losses for the EID and Cenovus, asking if the County had also been affected. The Municipal Enforcement Supervisor indicated that they are aware of the issue and are watching for any abnormal activity. As it is a criminal matter, the RCMP are investigating, so any suspicious activity reported by Municipal Enforcement is passed to the RCMP. A ratepayer asked when the raw water irrigation system in Scandia was going to be turned on again. The Manager of Engineering Services explained that the raw water irrigation systems in Scandia, Rolling Hills, and Lake Newell Resort are not owned or operated by the County. The Hamlet Advisory Committee and residents of the hamlets are responsible for operating the system, repairing leaks, winterizing, and filling ponds. In some cases, such as in Scandia, the County did provide the capital cost of installing the system, but the community hired the installer and is responsible for running the Annual General Meeting (May 22, 2014) system. A ratepayer asked if heavy equipment parking was permitted within Scandia. The Municipal Enforcement Supervisor replied that it depends on the location, as there are designated truck routes. The ratepayer expressed concerns with new pavement and underground infrastructure being ruined by heavy equipment. The Director of Municipal Services encouraged residents to engage their Hamlet Advisory Committees and submit written requests. The community must decide as a group how to address issues and these will be reviewed by Council. He welcomed individual requests, but if issues are happening throughout the community, the Hamlet Advisory Committee should be involved. J. Timko asked about the status of the bylaws of the former Village of Tilley. In particular, he asked if the bylaw prohibiting heavy equipment from parking within the hamlet was still in effect. He expressed concerns about these vehicles being parked in residential areas and further damaging the roads. The Municipal Enforcement Supervisor indicated that he would investigate the status of the Tilley bylaws. L. Pye-Matheson asked who was responsible for setting speed limits on the Smith Trucking Road and asked about the process for requesting a change. The Director of Municipal Services replied that he would discuss this item with her further. L. Brown asked about the criteria for determining whether local improvement costs are feasible to residents. The Chief Administrative Officer replied that the costs were discussed with the Hamlet Advisory Committee and they determined the rates and the length of the debenture. This information should have been communicated to the residents of Scandia. He provided information on the Rolling Hills distribution system. The residents had the option to decline the local improvement because the proposed work was not required to address environmental concerns. L. Brown reported that the residents of Scandia are concerned with the lack of communication and requested a meeting between the residents of Scandia, the Hamlet Advisory Committee, and Councillor W. Hammergren. Councillor W. Hammergren replied that a town hall meeting would be held within the next few weeks with the goal of organizing a Hamlet Advisory Committee and holding regular meetings. A ratepayer indicated that he had an appointment for Metercor to install a water meter at his residence in Rolling Hills. He requested confirmation from the County that he would not be responsible for the costs of any modifications that must be done to install the meter. The Manager of Engineering Services provided background information on the water meter installation program. It is a County initiative and all hamlet residents are to receive a water meter. Any modifications required are completed through the contract at no cost to the resident. The Manager of Engineering Services responded to further questions, indicating that there is sometimes difficulty in finding the right parts to install the meters in older communities. Another ratepayer noted that many residents thought the meters had to be installed indoors. The Manager of Engineering Services replied that, for mobile homes, the ideal installation location is indoors. Metercor is able to install them outside, but the homeowner must be responsible for insulating it and ensuring it doesn't freeze. Any repairs required as a result of this would be the responsibility of the homeowner. D. Marzolf asked who was responsible for street valve maintenance. The Manager of Engineering Services replied that Newell Regional Services Corporation was responsible. Annual General Meeting (May 22, 2014) Reeve M. Douglass asked how many present were aware of the Newell Newsletter, which is published bi-monthly in the Brooks & County Chronicle, and how many used the County of Newell web page and social media sites. A few of those in attendance indicated that they read the newsletter, and very few indicated they used the web page. S. ADJOURN Reeve M. Douglass adjourned the meeting at 8:58 p.m. CHAIRMAN Z�2- ETARY