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HomeMy WebLinkAbout2017-02-23 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL February 23, 2017 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, February 23, 2017 commencing at 10:46 a.m. MEMBERS Molly Douglass, Reeve PRESENT: COUNCILLORS: C. Amulung G. Simpson W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong ABSENT: A.M. Philipsen L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services A. Wickert, Manager of Planning & Development D. Horvath, County Planner - ORRSC G. Tiffin, Manager of Engineering Services A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: T. King, Brooks Bandits 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:46 a.m. 2. EXCUSED FROM MEETING C-42/17 MOVED BY COUNCILLOR KELLY CHRISTMAN that Councillor A.M. Philipsen and Councillor L. Juss be excused from the meeting. MOTION CARRIED 3. ADOPTION OF MINUTES 3.1 Minutes - Council (February 9, 2017) C-43/17 MOVED BY COUNCILLOR GORDON SIMPSON that the Februpry 9, 2017 Council Meeting minutes be adopted as presented. MO IED Regular Council February 23, 2017 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-44/17 MOVED BY COUNCILLOR ELLEN UNRUH that the agenda be adopted as amended. MOTION CARRIED 8. ADMINISTRATIVE BUSINESS 8.1 County of Newell Uniform Quality Management Plan (QMP) The Manager of Planning & Development provided background information on this item. She responded to questions regarding situations that would require fire safety plans and hot works permits. Alberta Safety Codes has recommended that these be included in the QMP document. Farm buildings do not require a development permit or a building permit, but permits are required for farm buildings if there are electrical, plumbing, or sewer services being installed for those facilities. Annual gas permits are issued to corporations or industrial plants and will cover requirements of the QMP throughout the year. The Designated Officers for the QMP are the Development Clerk, the Manager of Planning & Development, and the Administrative Assistant - Planning. The Chief Administrative Officer indicated that the Safety Codes Council can designate its powers to an Officer to administer the Alberta Safety Codes Act, which is different from Designated Officers of the Municipality who are appointed via a bylaw of the municipality. C-45/17 MOVED BY COUNCILLOR KELLY CHRISTMAN that the County of Newell Uniform Quality Management Plan be approved as presented. MOTION CARRIED LEFT THE MEETING A. Wickert and D. Horvath left the meeting at 10:54 a.m. 6. BYLAWS 6.1 Bylaw 1881-17 Local Improvement Tax Rate (Tilley Infrastructure Upgrades) The Director of Corporate Services provided background information on this item and responded to questions from Council. C-46/17 MOVED BY COUNCILLOR GORDON SIMPSON that Bylaw 1881-17, being a bylaw to authorize the County of Newell to impose a Local Improvement Tax in respect of all lands that directly benefit from the "Hamlet of Tilley Infrastructure Upgrades - Phase 1 & 2" Local Improvement Project, be given FIRST reading. MOTION CARRIED - / 7 MOVED BY COUNCILLOR TRACY FYFE that Bylaw 1881-17 be given SECOND reading. MOTION CARRIED Page 2 of 8 Regular Council February 23, 2017 C-48/17 MOVED BY COUNCILLOR CLARENCE AMULUNG that consent be given for Bylaw 1881-17 to receive third reading this 23rd day of February, 2017. MOTION CARRIED UNANIMOUSLY C-49/17 MOVED BY COUNCILLOR ELLEN UNRUH that Bylaw 1881-17 be given THIRD and FINAL reading. MOTION CARRIED 8. ADMINISTRATIVE BUSINESS — continued 8.2 Appointment of Returning Officer The Director of Corporate Services provided background information on this item and responded to questions from Council. C-50/17 MOVED BY COUNCILLOR TRACY FYFE that Susan Yokoyama be appointed as the Returning Officer for the County of Newell for the 2017 Local Authorities Election. MOTION CARRIED 8.3 County of Newell Annual General Meeting Council was provided with background information on this item. Councillor K. Christman suggested that the Annual General Meeting could be held in Bassano in conjunction with open house meetings regarding the Bassano/County annexation application. Discussion followed and it was determined that the open houses and the Annual General Meeting should be separate functions. Discussion followed on potential locations. The Executive Assistant was directed to provide information regarding the locations of the last ten Annual General Meetings. Discussion followed regarding the format of the meeting. Presentations will be made regarding Fire & Emergency Services, the County of Newell Water Project, the Recreation Services Review, and the Bassano Project. Further discussion on this item was postponed until later during this meeting. 8.4 Celebrating Expo Communities - Scandia Honouring Brooks (April 7, 2017) Councillor C. Amulung provided background information on this item, noting that the date has been changed to Saturday, April 8, 2017. The Executive Assistant will have tickets available for purchase. 8.5 Councillor Payment Sheets (January 2017) Councillor C. Amulung responded to questions from Council. C-51/17 MOVED BY COUNCILLOR TRACY FYFE that the January 2017 Councillor Sheets be accepted with the amendments recommended by the Councillor Com Review Committee. MOTION CARRIED Page 3 of 8 Regular Council February 23, 2017 8.6 Cheques for Payment There were no Cheques for Payment to approve at this meeting. 8.7 Payment Register The Chief Administrative Officer and Director of Corporate Services responded to questions from Council. C-52/17 MOVED BY COUNCILLOR CLARENCE AMULUNG that the Payment Register be accepted. MOTION CARRIED 8.8 Requests for Functions of Council There were no requests for functions of Council to discuss at this meeting. 9. MUNICIPAL SERVICES BUSINESS 9.1 Tender Award - BF72060 Replacement The Manager of Engineering Services provided background information on this item and responded to questions from Council. The Manager of Engineering Services responded to questions regarding pre -qualification, indicating that AMEC Foster Wheeler has previously worked with all three of the contractors. ARRIVED AT MEETING T. King arrived at 11:26 a.m. The Manager of Engineering Services responded to questions regarding the project timelines, indicating that the crews must be out of the stream bed by April 15, 2017. He indicated that the project should be complete before the Strategic Transportation Infrastructure Program funding is awarded and is therefore ineligible for funding under that program. C-53/17 MOVED BY COUNCILLOR BRIAN DE JONG that Council accepts the low tender as submitted and awards the Bridge File 72060 Replacement tender to Wiebe Excavating for the tendered price of $82,800.00 with funding from the Infrastructure Fund in Restricted Surplus. MOTION CARRIED 7. DELEGATIONS 7.1 Brooks Bandits - 2019 RBC Cup Bid T. King provided background information on the RBC Cup, which is a national championship event for Junior A hockey. He gave details regarding economic impact studies on communities that have hosted the event in the past and outlined the projected tournament expenses. He explained the legacy fund, which requires Page 4 of 8 Regular Council February 23, 2017 profits from the tournament to be spent within the host community in a way that will leave a lasting impact. T. King requested funding from the City and the County for the 2019 RBC Cup in the amount of $50,000.00 to be provided before the tournament, if the bid is successful, and $100,000.00 if the event is not profitable. In return, the City and the County would be recognized at the highest level of sponsorship. T. King indicated that they would also be applying for grant funding under the Community Initiatives Program, where there is up to $150, 000.00 in matching funds. He noted that the same funding request would be submitted to the City, but they are also asking for free use of the Centennial Regional Arena for the duration of the tournament and for a storage room to be converted to a dressing room. T. King provided an overview of the 2019 RBC Cup bid strategy that will differentiate Brooks from the other communities. He noted that there will be no cost to anyone if the event is not awarded to Brooks. Council was given the opportunity to ask questions. Councillor B. de Jong asked how the legacy fund would work for minor hockey throughout the County. T. King replied that they provide suggestions and Hockey Canada makes the final decision. He provided examples of what other communities have done with the legacy fund, including scholarships and a fund where any minor hockey association can apply for money for equipment. T. King responded to questions regarding the volunteer base required, indicating that the current volunteer base in Brooks is structured to handle large events. He noted that there is an application process for volunteers for the RBC Cup. Councillor G. Simpson asked for clarification on the funding request. T. King replied that they are requesting $25, 000.00 from the County upon confirmation that the bid is successful. The remaining $50,000.00 would be required only if the event is not profitable. The same request will be made to the City, but they are providing the facility and dressing room renovations. T. King responded to further questions from Council. The Chief Administrative Officer suggested that the $25,000.00 could be included as a budget adjustment in 2017 under the Economic Development Transfers to Organization Account 2-2770-000-0000. C-54/17 MOVED BY COUNCILLOR GORDON SIMPSON that the County of Newell provide the Brooks 2019 RBC Cup Bid Committee, if they are successful in being awarded the 2019 RBC Championship, with funding in the amount of $25,000.00 from Economic Development GL Acct No. 2-2770-000-0000; further that staff be directed to place a $50,000.00 hosting contingency in the 2019 operating budget, if the Championship is awarded to Brooks. MOTION CARRIED LEFT THE MEETING T. King left the meeting at 12:15 p.m. LUNCH Council RECESSED for lunch at 12:15 p.m. and RECONVENED at 1:01 p.m. Page 5 of 8 Regular Council February 23, 2017 9. MUNICIPAL SERVICES BUSINESS — continued 9.2 Tender Award — Fuel The Manager of Engineering Services provided background information on this item. ARRIVED AT MEETING Councillor K. Christman arrived at 1:03 p.m. The Manager of Engineering Services provided further information regarding the selection criteria, which include pricing and proximity to the County yard. Council was given the opportunity to ask questions. Councillor B. de Jong asked if any of the fuel required could be separated out. For instance, if it is more convenient for the Division 8 grader operator to fill up at the Co-op. The Manager of Engineering Services replied that, if needed, they could maintain some Co-op fuel cards. Discussion followed regarding whether the delivered fuel could be awarded to one company and the rest of the fuel to another. The Manager of Engineering Services indicated that the tender does state that the volume of fuel required is not guaranteed and they could look at splitting it. He indicated that legal counsel be consulted regarding whether a publicly advertised tender can be split up and awarded to two separate bidders. Discussion followed. The Manager of Engineering Services indicated that they would look into tendering delivered fuel separately for 2018. C-55/17 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council accepts the tender as submitted and awards the 2017 Fuel tender to Agcom through Prairie Fuel Advisors and the AAMDC. MOTION CARRIED LEFT THE MEETING G. Tiffin left the meeting at 1:27 p.m. 10. COMMITTEE REPORTS 10.1 Newell 9-1-1 Dispatch Association Councillor B. de Jong provided an update on Alberta First Responder Radio Communications System equipment testing. Units were demonstrated that are mounted in vehicles and these worked well in locations where there have previously been no communications, such as Dinosaur Park and Emerson Bridge Park. The equipment will be selected in April or May. 10.2 Newell Foundation Councillor G. Simpson provided an update on the construction of the life lease building in Bassano. Construction is on schedule and May 1st is the tentative move in date. Page 6 of 8 Regular Council February 23, 2017 10.3 Mayors & Reeves of Southeast Alberta Reeve M. Douglass reported that she attended a meeting in Bassano on February 10, 2017. Alberta Health Services gave a presentation on their priorities and an update on the stakeholder feedback meetings. Mayor G. Reynolds provided an update on HALO and their efforts to lobby the provincial government for funding. MLA D. Barnes brought up concerns regarding changes to the electoral boundaries that could have an impact on the rural population. Reeve M. Douglass responded to questions from Council. 10.4 Recreation Board (Division 5&10) Councillor T. Fyfe provided an update on the renovations at the Lakeside Leisure Centre. The grand opening is planned for May 13, 2017. She also provided an update on the 2017 Southern Alberta Summer Games and indicated that anyone interested in volunteering can contact her. 11. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 12. INFORMATION ITEMS 12.1 Mini Bus Monthly Report (January 2017) This item was accepted as information. The Director of Corporate Services responded to questions regarding the old mini bus and whether to create a policy to make it available for use for special events. Discussion followed regarding concerns related to availability of staff and reliability of the vehicle. 12.2 Update - Brooks Food Bank Foundation This item was accepted as information. Councillor W. Hammergren provided an update regarding the potential use of the old County administration building by the Brooks Food Bank Foundation. 12.3 Strategic Priorities Chart This item was accepted as information. 13. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. Page 7 of 8 Regular Council February 23, 2017 8. ADMINISTRATIVE BUSINESS — continued 8.3 County of Newell Annual General Meeting — continued The Executive Assistant provided Council with the locations of the past ten Annual General Meetings - Scandia, Patricia, Rolling Hills, Cassils, and Gem. Prior to 2012, the meetings were held in Brooks. C-56/17 MOVED BY COUNCILLOR GORDON SIMPSON that the County of Newell Annual General Meeting will be held at the Community Hall in Bassano, AB on Thursday, May 11, 2017 beginning at 7:00 p.m. MOTION CARRIED 14. IN CAMERA C-57/17 MOVED BY COUNCILLOR ELLEN UNRUH that we move in camera at 1:50 p.m. to discuss a legal issue and a land issue. MOTION CARRIED C-58/17 MOVED BY COUNCILLOR TRACY FYFE that we move out of camera at 3:00 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:00 p.m. .� Signed this 1 day of Page 8 of 8 , 2017 Reeve Cl &ntnt Administrator