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HomeMy WebLinkAbout2016-09-22 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL September 22, 2016 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, September 22, 2016 commencing at 10:34 a.m. MEMBERS M. Douglass, Reeve PRESENT: COUNCILLORS: C. Amulung W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong L. Juss ABSENT: G. Simpson A.M. Philipsen STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services A. Wickert, Manager of Planning & Development D. Horvath, County Planner - ORRSC T. Green, Director of Agricultural Services M. Harbicht, Director of Municipal Services R. Fernell, Director of Information & Technology M. Marshall, IT Administrative Assistant A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: R. Redelback, Ratepayer (North Headgates ARP) L. Day, Stringam Denecky LLP (North Headgates ARP) 1 County Ratepayer (North Headgates ARP) 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:34 a.m. 2. EXCUSED FROM MEETING C-296/16 MOVED BY COUNCILLOR TRACY FYFE that Councillor G. Simpson and Councillor A.M. Philipsen be excused from the meeting. MOTION CARRIED Regular Council September 22, 2016 C-296/16 4. 5. C-297/16 7. C-298/16 ADOPTION OF MINUTES 3.1 Minutes - Council (September 8, 2016) MOVED BY COUNCILLOR CLARENCE AMULUNG that the September 8, 2016 Council Meeting minutes be adopted as presented. MOTION CARRIED CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. ADOPTION OF AGENDA MOVED BY COUNCILLOR LIONEL JUSS that the agenda be adopted as presented. MOTION CARRIED AGRICULTURAL SERVICES BUSINESS 7.1 Agricultural Fieldman's Report (September 2016) The Director of Agricultural Services presented the Agricultural Fieldman's Report to Council. Council was given the opportunity to ask questions. The Director of Agricultural Services responded to questions regarding spraying on Secondary Highways and enforcement of the clubroot policy. MOVED BY COUNCILLOR LIONEL JUSS that the Agricultural Fieldman's Report for September 2016 be accepted as presented. MOTION CARRIED 7.2 2016 South Region ASB Conference (October 27, 2016) The Director of Agricultural Services provided background information, indicating that he would be speaking about phragmites as related to early detection and rapid response. Councillors interested in attending the 2016 South Region ASB Conference are to advise the Director of Agricultural Services. LEFT THE MEETING T. Green left the meeting at 10:47 a.m. ARRIVED AT MEETING Y. Fernell and M. Marshall arrived at 10:48 a.m. Page 2 of 11 0 Regular Council September 22, 2016 6. BYLAWS 0 6.1 Bylaw 1874-16 Regional Subdivision & Development Appeal Board The Director of Corporate Services provided background information on this item, indicating that City Council would be reviewing this item at their meeting next week. The Director of Corporate Services responded to questions from Council. C-299/16 MOVED BY COUNCILLOR BRIAN DE JONG that Bylaw 1874-16, being a bylaw for the purpose of establishing a Regional Subdivision and Development Appeal Board, be given FIRST reading. MOTION CARRIED 8. ADMINISTRATIVE BUSINESS 8.3 Benefits of Information Technology (R. Fernell -11:00 a.m.) The Director of Information & Technology provided an overview of the IT Department and the programs and services that they provide. She also explained the various system components and how they work together. There are several benefits associated with the County's network, which include sharing of files, applications, and printers, accessibility from the field, security and reporting. R. Fernell provided statistics for the number of files stored on the file server and the number of e-mails received on a weekly basis. R. Fernel) provided details on the recent investment in IT Programs and C� Services, indicating that new functionality was required in order to meet business requirements. She gave an overview of strategic priorities that are related to technology and outlined the IT Department's organizational objectives related to reducing downtime and meeting business requirements. A review by IBM revealed a need to improve the IT Department tool box. R. Fernel) provided a comparison between the equipment we had versus what was required to meet the identified needs. She explained that, while ESRI and Laserfiche were not meeting the County's needs at the time, they were kept because they had the capabilities to do so with hardware changes. R. Fernell gave a demonstration showing how the systems were and are now connected. ARRIVED AT MEETING M. Harbicht arrived at 11:11 a.m. R. Fernell indicated that department feedback is important to determine success in addressing strategic priorities and meeting objectives. She gave examples of some of the feedback received regarding various components of the system. There is increased confidence in the systems and the information contained within it is readily available. Issues can be identified and resolved quickly. Staff feel more connected, in particular those who work outside of the office on a regular basis, and departments are closer to being aligned. R. Fernell indicated that there is a better relationship between business and IT and there is a focus on processes and procedures. She provided an explanation of measures in place to reduce downtime and an update on the number of business requirements that have been met. She also noted that several contacts have been made with other organizations that are interested in the work done bthe Page 3 of 11 Regular Council September 22, 2016 County of Newell IT Department, noting that none of it would have been possible without the support of Council. Council was given the opportunity to ask questions. The Chief Administrative Officer provided further background information, noting that the IT Department has developed a vision for the organization that has helped staff to become more engaged, efficient, and organized. R. Fernell responded to questions regarding automation through Laserfiche WorkFlow. LEFT THE MEETING R. Fernell and M. Marshall left the meeting at 11:43 a.m. 8.4 Scandia EID Historical Park Request to Consolidate Utility Accounts The Director of Corporate Services provided background information on this item, indicating that there are four separate metered service locations. The EID Historical Park Board has requested that the four utility accounts be consolidated and a single base service charge applied. The Director of Corporate Services noted that there are other locations within the County with a similar situation. Council was given the opportunity to ask questions. The Director of Corporate Services responded to questions regarding the Scandia water system, indicating that the residents would connect as service was required. He provided information regarding the three other areas in the County known to have similar situations. Councillor B. de Jong asked if the work that goes into billing and maintenance can be consolidated as well. The Director of Corporate Services responded to questions regarding the meter reading process. Councillor W. Hammergren provided background information regarding the water system in Scandia and responded to questions from Council. The Director of Corporate Services responded to questions regarding the cost of the water meter, noting that there is not a lot of maintenance associated with water meters. Further discussion followed. C-300/16 MOVED BY COUNCILLOR LIONEL JUSS that Council APPROVES the request from the EID Historical Park to combine utility accounts 0000247000, 0000603000, 0000604000, and 0000605000 into a single utility account with one base charge. MOTION CARRIED ItIR1161: Council RECESSED at 12:07 p.m. and RECONVENED at 12:50 p.m. ARRIVED AT MEETING R. Redelback arrived at 12:50 p.m. Page 4 of 11 Regular Council September 22, 2016 8. ADMINISTRATIVE BUSINESS — continued n 8.1 UPDATE North Headgates Area Redevelopment Plan The Manager of Planning & Development provided background information on this item. An Area Redevelopment Plan was submitted after the June 30, 2016 deadline and engineering drawings were not submitted on time. The Manager of Planning & Development cited issues with summer vacations and getting the participants together. At the September 8, 2016 Council meeting, the deadline for submission of the final draft was set for September 15, 2016. The engineer responded, requesting an extension to October 7, 2016. R. Rede/back, the landowner was present to respond to questions from Council. Council was given the opportunity to ask questions. R. Redelback responded to questions regarding the deadlines and provided an update on the process. He indicated that he was committed to submitting the final draft by the October 7, 2016 deadline. Councillor B. de Jong asked about invoices for work done on behalf of the County. R. Redelback replied that he would look into whether these invoices have been paid. The Chief Administrative Officer indicated that there are some issues with the shapes and sizes of the lots and how the buildings are situated on them. R. Redelback replied that the lot layout would be redone once the road is finalized. R. Redelback responded to questions regarding usage of the Eastern Irrigation District road allowance, indicating that he has been granted a three year easement to use the road while a new road is constructed. R. Redelback responded to questions regarding water service, indicating that the engineer is doing calculations regarding what is required for capacity and this will Obe incorporated into the plan. ARRIVED AT MEETING L. Day arrived at 1:00 p.m. R. Redelback responded to further questions from Council. LEFT THE MEETING R. Redelback and a County ratepayer left the meeting at 1:06 p.m. 13. IN CAMERA C-301/16 MOVED BY COUNCILLOR ELLEN UNRUH that we move in camera at 1:06 p.m. to discuss a legal issue. MOTION CARRIED C-302/16 MOVED BY COUNCILLOR LIONEL JUSS that we move out of camera at 1:53 p.m. MOTION CARRIED LEFT THE MEETING L. Day left the meeting at 1:53 p.m. Page 5 of 11 Regular Council September 22, 2016 8. ADMINISTRATIVE BUSINESS — continued 8.2 Bassano Annexation The Manager of Planning & Development provided background information on this item. The County Planner responded to questions from Council regarding why the County would annex SE 18-21-18-W4 from the Town of Bassano. The Town of Bassano will not be developing or servicing the quarter section. In addition, the County has been maintaining the roads in that area on behalf of the Town of Bassano. Councillor K. Christman noted that a half mile portion of road heading towards Bassano Dam will need upgrading. C-303/16 MOVED BY COUNCILLOR CLARENCE AMULUNG that Council supports the Town of Bassano's application to annex land from the County of Newell into the Town of Bassano; further, that Council authorizes Administration to prepare an application to annex land from the Town of Bassano into the County of Newell. MOTION CARRIED 8.1 UPDATE North Headgates Area Redevelopment Plan — continued Discussion followed regarding extending the deadline for submission of the final draft of the North Headgates Area Redevelopment Plan. The Manager of Planning & Development indicated that an October 7, 2016 deadline would allow staff the opportunity to review the plan and prepare information for Council. The Chief Administrative Officer responded to questions regarding transferring outstanding invoices to the landowner's tax roll. C-304/16 MOVED BY COUNCILLOR KELLY CHRISTMAN that the deadline for submitting the O final draft of the North Headgates Area Redevelopment Plan be extended to October 7, 2016. MOTION CARRIED LEFT THE MEETING A. Wickert and D. Horvath left the meeting at 2:05 p.m. 8.5 Policy Review - 2016-PPW-022 Road Allowance Closure Process The Director of Corporate Services provided background information on this item, outlining the proposed amendments to the policy. C-305/16 MOVED BY COUNCILLOR LIONEL JUSS that Policy 2016-PPW-022 (Road Allowance Closure Process) be adopted as presented. MOTION CARRIED 8.6 Policy Review - 2016 -PAD -028 Complaints Processing The Director of Corporate Services provided background information on this item, outlining the proposed amendments to the policy. Councillor C. Amulung suggested further discussion on when a Councillor or County staff member should make a complaint. Discussion followed. The Director of Corporate Services responded to questions from Council. He indicated that the Page 6 of 11 Regular Council September 22, 2016 Newell Connect app makes it easier to report issues and a formal policy is required to provide guidelines for responding to concerns and complaints that have been submitted. He explained the difference between a concern and a complaint and acknowledged that many of the County's bylaws are complaint - driven. C-306/16 MOVED BY COUNCILLOR KELLY CHRISTMAN that Policy 2016 -PAD -028 (Complaints - Processing) be adopted as presented. MOTION CARRIED 8.7 AAMDC Fall 2016 Convention Council was presented with information regarding the AAMDC Fall 2016 Convention. The Executive Assistant was directed to schedule meetings with the following: Minister of Alberta Justice & Solicitor General (Alberta First Responder Radio Communications System bulk radio purchasing), Minister of Environment & Parks (flood mitigation), Minister of Transportation (Highway 36, paving partnerships, update on the high load corridor from Highway 36 to Medicine Hat), and Minister of Health (Bassano Project). Discussion followed. 8.8 Joint Meetings Discussion followed regarding hosting a meeting between the County and the Eastern Irrigation District on either November 10 or 24, 2016 starting at 5:30 p. m. C� Discussion followed regarding having a meeting between City and County Councils. It was noted that the Joint meeting with all municipalities is scheduled for December 14, 2016 and will be hosted by the City of Brooks. 8.9 Councillor Payment Sheets (August 2016) C-307/16 MOVED BY COUNCILLOR TRACY FYFE that the August 2016 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 8.10 Cheques for Payment There were no cheques for payment to approve during this meeting. 8.11 Payment Register The Director of Corporate Services responded to questions from Council. C-308/16 MOVED BY COUNCILLOR LIONEL JUSS that the Payment Register be accepted. Page 7 of 11 MOTION CARRIED Regular Council September 22, 2016 8.12 Requests for Functions of Council 8.12.1 Bow River Basin Council Watershed Planning & Advisory Council �J Summit (October 26-28, 2016) C-309/16 MOVED BY COUNCILLOR TRACY FYFE that Councillor A.M. Philipsen and Councillor B. de Jong be permitted to attend the Bow River Basin Council Watershed Planning & Advisory Council Summit in Calgary, AB on October 26-28, 2016 as a function of Council. MOTION CARRIED 9. COMMITTEE REPORTS 9.1 Bow River Basin Council Councillor B. de Jong reported that he attended the BRBC Forum and Retreat on September 14-16, 2016. Presentations were given on robotics used for water testing, disposal or recovery of water used in hydraulic fracking, and flood mitigation. An application is in development that will allow recreational users to monitor and report issues in the wilderness. The retreat featured a tour of the TransA/ta generating sites at Ghost Lake. Councillor B. de Jong responded to questions from Council. LEFT THE MEETING Councillor E. Unruh left the meeting at 2:51 p.m. O 9.2 Crime Stoppers Board/Rural Crime Watch/Safe Communities Committee Councillor T. Fyfe reported that Rural Crime Watch and the Safe Communities Committee continued the Prevent & Protection Information Series with an information session for hunters and landowners on September 17, 2016. The next session will be done through the Safe Communities Committee and will be held in the spring. 9.3 Foothills Little Bow Municipal Association Councillor C. Amulung provided a summary of the Foothills Little Bow Municipal Association meeting held on September 16, 2016. Reports were presented by the Minister of Environment & Parks, Alberta Transportation, and Fortis. Two resolutions were presented - one regarding centralized assessment of non- residential property (M. D. of Taber) and another from Cardston County regarding standardized fees for registry agents. Councillor L. Juss noted that the twinning project on Highway 3 from Fort Macleod to Blairmore was underway. Councillor T. Fyfe reported that D. Davidson from Alberta Transportation spoke about widening Highway 61 and Highway 36, wildlife fencing through the Crowsnest Pass, and operating issues including roadside mowing. Page 8 of 11 Regular Council September 22, 2016 9.4 Oldman River Regional Services Commission Councillor C. Amulung reported that he attended a meeting where D. Horvath and G. Scott gave a presentation on the proposed amendments to the Municipal Government Act. A new strategic plan has been developed for the next 10 years. He noted that ORRSC does population projections every five years. Discussion followed regarding whether the County has ever used this information. 9.5 Newell Regional Services Corporation Councillor C. Amulung reported that the Annual General Meeting was held on September 20, 2016. It was a quiet meeting with a few questions. 9.6 Recreation Board - Division 5 & 10 Councillor T. Fyfe reported that she and Councillor L. Juss attended the Recreation, Parks & Culture Board meeting where they were given an update on construction at the Lakeside Leisure Centre, which is going well. She distributed concept art for a 4.5m x 4.5m mural that will be installed on the floor to recognize the County's contribution to the Lakeside Leisure Centre. Councillor L. Juss provided further background information. 0 9.7 Shortgrass Library System Councillor K. Christman reported that the three year plan of service and a set of five goals were approved at yesterday's meeting. The mission statement was also reapproved. She indicated that the goals have changed slightly due to changes in library services, which are constantly evolving with technology. She also noted that, on a survey of library patrons and managers, the need for high speed internet appears frequently. 9.8 Newell Foundation Reeve M. Douglass reported that an architect involved with the construction and design of Newbrook Lodge gave a presentation during the last meeting as they are investigating expanding the facility. Reeve M. Douglass responded to questions from Council. 9.9 Reeve's Report Reeve M. Douglass reported that the Mayors & Reeves Association of Southeast Alberta will be meeting tomorrow in Hanna, AB. The Community Response Committee will be meeting next week and were determining if the economy was affecting school enrollments. Reeve M. Douglass indicated that she would be attending a Citizenship Ceremony at the Lakeside Leisure Centre on September 28, 2016. She noted that the City of Brooks was submitting a resolution regarding making February 13th Oil & Gas Awareness Day throughout the i Page 9 of 11 Regular Council September 22, 2016 province. She suggested that, if the resolution passes at the Alberta Urban Municipalities Association convention, it should be submitted to the Alberta Association of Municipal Districts & Counties for consideration during the Spring 2017 Convention. 9.10 Recreation Board - Division 9 h�ye �eeve M. Douglass reported that in Gem Has been investigating building a sport court. She asked if they should be invited to make a presentation to Council once they have the information together. Discussion followed regarding the County's recreation review. 9.11 Joint Services Committee Councillor T. Fyfe reported that the Town of Bassano made a presentation on their promotional initiatives, which include new street signs and a street fair. The Eastern Irrigation District water will be shut off on October 7, 2016 and they hope to begin construction on the Bassano Dam in November. There is also a new doctor arriving soon. Councillor T. Fyfe provided information regarding a Rural Physicians' Action Plan initiative for nursing students in the spring. A career day for high school students was also discussed. The Chief Administrative Officer reported that the Brooks Animal Protection Society is recruiting additional members and the Newell Regional Tourism Association is facing service capacity issues related to a staffing shortage. 0 9.12 Transboundary Water, Weeds, & Stewardship Tour (August 8-10, 2016) Councillor W. Hammergren provided a report, indicating that the tour included Glacier Park in Montana, Cardston County, and Warner and was very interesting. Councillor B. de Jong provided information on fighting knapweed with weevils, the river basin and water diversion, and the zebra mussel inspection station. 9.13 My Hero & Me (November 19, 2016) Councillor B. de Jong and the Director of Municipal Services provided information regarding the My Hero & Me event, which is a celebration of fatherhood and positive role models for men and boys. The Director of Municipal Services provided further background information, indicating that the RCMP and Safe Communities Committee have received federal grant funding to make the event possible. Participants will be transported by bus to three different locations where there will be a variety of different activities and information booths. There will be a dinner with a keynote speaker. More information will be available in the future. 10. POST AGENDA ITEMS U0There were no post agenda items to discuss at this meeting. Page 10 of 11 Regular Council September 22, 2016 11. INFORMATION ITEMS n 11.1 Mini Bus Monthly Report (August 2016) This item was accepted as information. 11.2 Strategic Priorities Chart This item was accepted as information. 11.3 AUMA EOEP Course -Community Development (November 23, 2016) Reeve M. Douglass noted that the course needs a minimum of 10 registrants to proceed. 12. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. The Chief Administrative Officer provided an update on the Recreation Review, indicating that the Finance Intern continues to gather information. 0 13. IN CAMERA — continued C-310/16 MOVED BY COUNCILLOR CLARENCE AMULUNG that we move in camera at 3:41 p.m. to discuss a land issue. MOTION CARRIED C-311/16 MOVED BY COUNCILLOR KELLY CHRISTMAN that we move out of camera at 4:00 p.m. MOTION CARRIED 14. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:00 p.m. Signed this (D' da of 2016 9 Y Reeve tt Administrator Page 11 of 11