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HomeMy WebLinkAbout2022-06-20 Committee of the Whole (Regular) MinutesCounty of Newell Meeting Minutes Committee of the Whole June 20, 2022 - 09:00 AM The Committee of the Whole Meeting of the County of Newell was held in the County Office in Room 154/156 on Monday, June 20, 2022 commencing at 9:01 a.m. Notice was posted at the front entrance advising the public of the meeting. CHAIR: A. Doerksen, Reeve COUNCILLORS: D. Short A. Skanderup L. Kopp H. Johnson G. Skriver K. Christman E. Unruh A. Philpott ABSENT: N. Johnson STAFF: M. Fenske, Chief Administrative Officer L. Johnson, Director of Corporate Services M. Harbicht, Director of Municipal Services A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: 1. CALL TO ORDER Reeve A. Doerksen called the meeting to order at 9: 01 a. m. 2. EXCUSED FROM MEETING Councillor N. Johnson was absent from the meeting. 3. ADOPTION OF MINUTES There were no minutes to adopt as this is the first Committee of the Whole meeting. 4. ADOPTION OF AGENDA W-01/22 MOVED BY COUNCILLOR AMANDA PHILPOTT that the agenda be adopted as presented. MOTION CARRIED 5. BUSINESS FROM MINUTES There was no business from the minutes to discuss at this meeting. Committee of the Whole June 20. 2022 6. NEW BUSINESS 6.1 Terms of Reference for Committee of the Whole Meetings The Director of Corporate Services presented the draft Terms of Reference for the Council Committee of the Whole (COVI� meetings. Additional changes to the Terms of Reference can be adopted through a resolution of Council, if required. Under "Meeting Frequency, Schedule/Time, Format, Chair of Meeting, " Council requested a provision to allow for additional COW meetings as required. The Director of Corporate Services provided information regarding requirements under the Municipal Government Act to provide notice to the public in advance of a meeting. Action Items 1. Amend the COW Terms of Reference to allow for the scheduling of additional COW Meetings as required and place on the July 7, 2022 Council Agenda for adoption. 6.2 Paving Plan 8� Priorities Review The Director of Municipal Services provided background information on this item, indicating that past Council's philosophy has followed the 2001 Road Study. The paving plan in the annual budget is determined based on the priority that Council has placed on roads to be improved. The Chief Administrative Officer indicated that funds were borrowed from the County's Infrastructure Fund to complete paving of SH873, SH876, and SH535 in projects that were cost-shared 50/50 with Alberta Transportation with the understanding that future overlays would be funded from the Paving Reserve until the Infrastructure Fund was repaid. The Director of Municipal Services responded to questions and outlined the procedure for changing priorities and maintaining roads to a non-banned standard versus lower standards. Factors that could be used to determine paving priority include the number of rural addresses served by a road, distance from an address to a paved road, and industry traffic. Discussion followed on the following: • potential for a discussion at the Joint Services Committee regarding support from the city for the proposed truck route • monitoring the bridge at Hays • obtaining support for shortening the route to Lethbridge • Highway 56 to the Crowfoot Ferry Crossing and south • Lathom Road • Range Road 150 going north to Bow Slope • Range Road 155 south to Cassi/s The Director of Municipal Services asked Council to determine the criteria for prioritizing paving as most County roads will not meet traffic counts. RECESS The Committee of the Whole meeting RECESSED at 10:28 a.m. and RECONVENED at 10:36 a. m. Page 2 of 4 Committee of the Whole June 20, 2022 LEFT THE MEETING M. Harbicht left the meeting at 10:37 a.m. 6.3 Review of Recreation Funding Arrangements Throughout the County The Director of Corporate Services provided background information on this item. Currently, recreation is funded through the general municipal mill rate and individual recreation boards determine the amount allocated to recreation in their division. He asked whether Council was interested in further changes that would equalize recreation funding throughout the County, noting that the recreation facilities in each division vary. Discussion followed regarding the recreation agreements in place with Brooks, Bassano, Duchess, and Rosemary. The Chief Administrative Officer responded to questions regarding the agreements and suggested that Council begin considering potential changes as two of the agreements will need to be renegotiated by the end of 2023. • what does the County expect to receive in return for services provided? • what is expected of the partner in terms of cost recovery • programs for access by low-income users • consider discussion as a group rather than individual municipalities • determine the funding contribution by each partner to be dispersed to the community groups - percentage or set dollar amount • are the recreation facilities adequately staffed and insured to provide recreation services safely? • is there a way to equalize user fees for recreation facilities? • difficulty in determining whether recreation users live in the urban municipalities or the County (this information is not tracked) Council requested a list of how recreation funding was allocated in each division. The Chief Administrative Officer responded to questions regarding the level of decision-making power the County has under the existing recreation agreements. Action Items 2. Compile a list of how recreation funding was allocated in each division 3. Confirm that the Agricultural Societies have adequate insurance coverage for the recreation facilities 6.4 Potential County Scholarship Program The Director of Corporate Services provided background information on this item. Discussion followed and Council provided direction to not proceed with implementing a County of Newell scholarship program. 6.5 Joint Services Committee/Economic Development Strategy The Chief Administrative Officer provided background information on this item. Currently, the Joint Services Committee oversees the Economic Page 3 of 4 Committee of the Whole June 20, 2022 Development Committee, the function of which is executed by City staff. The Economic Development Strategic Plan features broad focus areas. The Chief Administrative Officer encouraged Council to review the plan to be executed and identify any gaps to the County's Joint Services Committee representatives. ARRIVED AT MEETING S. Stanway arrived at 12:03 p.m. Discussion followed regarding the Joint Services Committee Terms of Reference, and it was noted that voting privileges should be given only to the partners that contribute funding. Striking a separate Economic Development Committee would place more focus on that function and allow the smaller municipalities to participate in the discussion. W-02/22 MOVED BY COUNCILLOR KELLY CHRISTMAN that the Committee of the Whole makes a recommendation to the Joint Services Committee to revisit the Economic Development Terms of Reference and consider tying voting rights to a member's financial contribution. 6.6 Strategic Priorities Update MOTION CARRIED The Chief Administrative Officer provided updates on Strategic Priorities. Discussion followed regarding the item "Community Events Program. " Council indicated that nothing further is required and that item can be marked complete. 7. IN CAMERA There were no in camera items to discuss at this meeting. 8. DATE OF NEXT MEETING The next meeting will be held on Monday, October 17, 2022 starting at 9:00 a.m. The Chairman will be Councillor Dan Short (Division 1). 9. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 12:24 p.m. Signed this ��' ' d'ay of ��� , 2022 R � n`� � , �,I� .-__ County Administrator Page 4 of 4