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HomeMy WebLinkAbout2017-04-06 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL April 6, 2017 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, April 6, 2017 commencing at 10:37 a.m. MEMBERS PRESENT: COUNCILLORS: STAFF: OTHERS IN ATTENDANCE: 1. Molly Douglass, Reeve C. Amulung G. Simpson A.M. Philipsen W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong L. Juss K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services D. Horvath, County Planner - ORRSC M. Fenske, Manager of Finance T. Green, Director of Agricultural Services M. Harbicht, Director of Municipal Services A. Nielsen, Executive Assistant S. Stanway, Brooks Bulletin K. Steinley, Newell Regional Services Corporation M. DeBlois, KPMG LLP B. Morishita, Canadian Badlands CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:37 a.m. 2. EXCUSED FROM MEETING All members were in attendance at this meeting. 3. ADOPTION OF MINUTES C-106/17 3.1 Minutes - Council (March 23, 2017) MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the March 23, 2017 Council Meeting minutes be adopted as presented. MOTION CARRIED Regular Council April 6, 2017 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. ARRIVED AT MEETING M. Fenske arrived at 10:39 a.m. 5. ADOPTION OF AGENDA C-107/17 MOVED BY COUNCILLOR TRACY FYFE that the agenda be adopted as presented. MOTION CARRIED ARRIVED AT MEETING M. DeBlois arrived at 10:39 a.m. 9. ADMINISTRATIVE BUSINESS 9.2 Approval of 2017 Final Budget The Manager of Finance provided background information on this item, indicating that a summary of all changes to the interim budget line items has been included in the Request for Decision report. He provided an overview of the significant changes. Council was given the opportunity to ask questions. The Manager of Finance responded to questions regarding an operational funding allocation for the Division 1 Recreation Board, indicating that the request for additional funding would have been submitted regardless of any changes to recreation funding. He provided further background information, indicating that divisional recreation mill rates were eliminated and the general mill rate was raised half a mill. The funds generated from this increase will be set aside for recreation for divisional operational budgets and future recreation infrastructure replacement costs. The Manager of Finance indicated that the request had been included in the recreation operational budget for Division 1. Discussion followed regarding procedures for distributing divisional recreation funding. ARRIVED AT MEETING K. Steinley arrived at 10:51 a.m. The Manager of Finance provided information how recreation funding increases were made in the past and acknowledged the need to establish consistent processes and deadlines under the new funding model. The Manager of Finance responded to questions regarding determining the tax rate increase by division, indicating that he had provided a summary of the breakdown. The Chief Administrative Officer indicated that the Regional Recreation Review Project determined that $2 million per year is required for future facility replacement of facilities in the County. He explained that the funding difference from what has Page 2 of 8 Regular Council April 6, 2017 been levied in the past and what will be levied now is to be put in a reserve account to help deal with addressing the gaps illustrated in the study. He suggested that the partners should be included in discussions to determine where to take a regional approach to recreation, how it will work, and, most importantly, how it will be funded over the long term. Councillor T. Fyfe asked about the impact of leaving the residential and non-residential mill rates the same, suggesting that smaller increases be made over time. The Manager of Finance indicated that he had sent a summary of the County's tax rates compared with other similar municipalities, showing that the proposed tax rates are competitive. Discussion followed. The Manager of Finance responded to further questions from Council, indicating that by removing separate tax rates for fire and recreation services, the County is moving towards a more equitable method of funding services. Councillor E. Unruh suggested removing the $1.4 million Restricted Surplus allocation for Recreation due to the current economy. Discussion followed. Further discussion on this item was postponed until later during this meeting. LEFT THE MEETING M. Fenske and M. DeBlois left the meeting at 11:15 a.m. 10. MUNICIPAL SERVICES BUSINESS 10.1 Utilities - NRSC Report K. Steinley presented The Utilities - NRSC Report to Council, giving an overview of the highlights. He provided information regarding a transmission line break that occurred in Rolling Hills, indicating that line locates were delayed resulting in the construction crew waiting on site to begin the repair. He indicated that he would investigate other options to make the process more efficient. K Steinley responded to questions from Council. He provided an update on the County of Newell Water Project and wastewater collection systems. He also indicated that there would be a meeting with regional water stakeholders this afternoon to discuss the Newell Regional Services Corporation Emergency Response Plan. LEFT THE MEETING K. Steinley left the meeting at 11:20 a.m. ARRIVED AT MEETING M. Fenske and M. DeBlois returned at 11:21 a.m. 7. DELEGATIONS 7.1 Presentation of Audited Financial Statements M. DeBlois presented Council with the 2016 Year End Financial Statements provided an explanation as well as an overview of the highlights. Councilas given the opportunity to ask questions. Councillor B. de Jong asked how gray pit reclamation costs will be dealt with. The Manager of Finance indicated that a Page 3 of 8 Regular Council April 6, 2017 consultant provided estimates in 2011 of the reclamation work that would be required and this information is reviewed each year. He suggested that the Engineering Technologist can be used to survey the area and determine how much additional reclamation is required. C-108/17 MOVED BY COUNCILLOR BRIAN DE JONG that the 2016 Year End Financial Statements for the period ending December 31, 2016 be accepted as presented. LEFT THE MEETING M. Fenske and M. DeBlois left the meeting at 11:38 a.m. 9. ADMINISTRATIVE BUSINESS — continued 9.1 Planning & Development Report The Planning & Development Report for April 2017 was presented to Council. MOVED BY COUNCILLOR WAYNE HAMMERGREN that the Planning & Development Report for April 2017 be accepted as presented. C-109/17 MOTION CARRIED MOTION CARRIED 9.4 Cheques for Payment There were no Cheques for Payment to discuss at this meeting. 9.5 Payment Register The Director of Corporate Services responded to questions from Council. C-110/17 MOVED BY COUNCILLOR GORDON SIMPSON that the Payment Register be accepted. ARRIVED AT MEETING Councillor K. Christman arrived at 11:44 a.m. 9.6 Requests for Functions of Council There were no functions of Council to discuss at this meeting. 11. POST AGENDA ITEMS 11.1 Request for Proclamation - Rail Safety Week 2017 Council was provided with background information on this item. MOTION CARRIED Page 4 of 8 Regular Council April6, 2017 C-111/17 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Council hereby proclaims April 24 - 30, 2017 as "Rail Safety Week" in the County of Newell. MOTION CARRIED 12. INFORMATION ITEMS 12.1 Public Hearing Notice - Town of Bassano Bylaw 869/17 (Land Use Bylaw) This item was accepted as information. ARRIVED AT MEETING M. Harbicht arrived at 11:45 a.m. 10. MUNICIPAL SERVICES BUSINESS 10.2 Director of Municipal Services Report a - l 12/17 C-113/17 The Director of Municipal Services presented his report to Council, giving an overview of the highlights. He reported that arrangements are underway for Telus representatives to provide an update on their priorities for reburying cable during a future Council meeting. Council was given the opportunity to ask questions. The Director of Municipal Services responded to questions regarding gravel crushing, providing Municipal Enforcement Services to the Village of Hussar, and pre -planning for shoulder pulls. MOVED BY COUNCILLOR TRACY FYFE that the Director of Municipal Services Report and the Utilities - NRSC Report for March 2017 be APPROVED as presented MOTION CARRIED 10.3 Tender Award - Pavement Marking (2017-2019) The Director of Municipal Services provided background information on this item and responded to questions from Council. MOVED BY COUNCILLOR KELLY CHRISTMAN that Council accepts the low tender as submitted and awards the three-year contract for Pavement Marking to AAA Striping based on the unit prices submitted; further, that the actual work to be carried out on an annual basis be set during the budget process. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:06 p.m. and RECONVENED at 12:48 p.m. 9. ADMINISTRATIVE BUSINESS — continued 9.3 Developing a Council Code of Conduct The Director of Corporate Services provided background information on this ite indicating that a Councillor Code of Conduct will be required under the Moderniz - d Page 5 of 8 Regular Council April 6, 2017 Municipal Government Act. Discussion followed regarding whether to begin drafting a document immediately with input from the current Council. The Director of Corporate Services responded to questions from Council. Council indicated that they were in favor of Administration preparing a draft Council Code of Conduct. The Director of Corporate Services asked Council to begin considering methods for inviting public feedback, as community engagement strategies will also be required. The Director of Corporate Services responded to questions from Council. Reeve M. Douglass requested that 'Community Engagement' be added to the Annual General Meeting agenda. The Director of Corporate Services indicated that he would prepare a draft Council Code of Conduct based on those used by other jurisdictions. Discussion followed regarding the methods currently used by the County to gather feedback from ratepayers, which include direct mail outs, newspaper advertising, social media, and Newell Connect. ARRIVED AT MEETING B. Morishita arrived at 1:00 p.m. 7. DELEGATIONS — continued 4)() 7.2 Canadian Badlands - Dinosaur Trail Sign Program B. Morishita provided background information on the Dinosaur Trail Sign Program. Initially, Canadian Badlands was pursuing a designation from Alberta Transportation on a route between the Royal Tyrell Museum and Dinosaur Provincial Park. It was determined during the last meeting that signs would be installed along the route instead, marking out Dinosaur Trail and various points of interest. B. Morishita displayed two possible routes and indicated that representatives from the participating agencies would be invited to a meeting in May to discuss the project. He suggested that the County send one Councillor and one resource person to identify points of interest along the route within the County. The goal is to have a budget and a plan for where to install the signs ready for 2018. Council was given the opportunity to ask questions. B. Morishita explained the difference between designating and signing a trail. Councillor A.M. Philipsen asked if other routes were possible, suggesting that it may be difficult to install signs along a provincial highway. B. Morishita replied that the route could be adjusted to incorporate other attractions that are interested in participating. Councillor B. de Jong indicated that the Duchess Agricultural Society has discussed branding SH873 as 'John Ware Trail' and suggested that both organizations be made aware of these projects. B. Morishita responded to further questions from Council, indicating that Canadian Badlands hopes to have all interested municipalities participate in developing the Request for Proposals and budget and determine the locations for the signs. Once this is complete, Canadian Badlands will submit the project to Alberta Culture & Tourism for funding. B. Morishita indicated that the partners should commit the project to their 2018 budget. A meeting is tentatively scheduled for May 30, 2017 in Hanna, AB. B. Morishita asked the County to prepare a list of sites or areas where signs could be installed. Page 6 of 8 Regular Council April 6, 2017 ARRIVED AT MEETING T. Green arrived at 1:24 p.m. LEFT THE MEETING B. Morishita left the meeting at 1:25 p.m. ARRIVED AT MEETING M. Fenske arrived at 1:26 p.m. 8. AGRICULTURAL SERVICES BUSINESS 8.1 ASB Update The Director of Agricultural Services presented an update on the recent activities of the Agricultural Services Department. Council was given the opportunity to ask questions. The Director of Agricultural Services responded to questions about Emerson Bridge Park. LEFT THE MEETING T. Green left the meeting at 1:33 p.m. 9. ADMINISTRATIVE BUSINESS — continued 9.2 Approval of 2017 Final Budget — continued The Manager of Finance provided further information regarding the mill rate increase and what it works out to in tax dollars per $100,000.00 of assessment. Council was given the opportunity to ask questions. The Chief Administrative Officer provided average tax rates of similar municipalities as well as for all municipalities in Alberta for comparison with the County's tax rates. Councillor T. Fyfe suggested that the County's residential tax rate be set to match the average rate for the peer group of municipalities. Discussion followed. The Manager of Finance provided further background information and stressed the importance of recovering the full cost of providing services. He expressed concerns with reducing the mill rate, indicating that the linear tax base could continue to decrease, resulting in the need to apply more aggressive mill rate increases in the future. The Chief Administrative Officer responded to questions regarding inflation rates. Councillor E. Unruh suggested waiting until next year to begin collecting funding for Recreation so that a plan can be established for how the funds will be distributed to the communities. Dis ussion followed. C-114/17 MOVED BY COUNCILLOR B. DE JONG that the 2017 Final Budget be APPR presented. Page 7 of 8 VED a MOTION CARRI Regular Council April 6, 2017 6. BYLAWS C-115/17 6.1 Bylaw 1885-17 Tax Rates (2017) The Manager of Finance provided background information on this item and responded to questions from Council. MOVED BY COUNCILLOR WAYNE HAMMERGREN that Bylaw 1885-17, being a bylaw to authorize the various rates of taxation for various purposes in the year 2017, be given FIRST reading. MOTION CARRIED LEFT THE MEETING M. Fenske left the meeting at 2:08 p.m. 13. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. 14. IN CAMERA C-116/17 MOVED BY COUNCILLOR TRACY FYFE that we move in camera at 2:10 p.m. to discuss one labour and three legal issues. MOTION CARRIED C-117/17 MOVED BY COUNCILLOR LIONEL JUSS that we move out of camera at 4:00 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:00 p.m. Signed this day of Page 8 of 8 , 2017 Reev dministrator