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HomeMy WebLinkAbout2010-03-11 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING March 11, 2010 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, March 11, 2010 commencing at 10:12 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: W. Daniels I. Schroeder A.M. Philipsen R. Andrews J. Harbinson S. Evans A. Eastman B. de Jong H. Wutzke STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator M. Harbicht, Superintendent of Public Works B. Penner, Technical Manager R. Havinga, General Manager Newell Regional Services Corporation D. Horvath, County Planner M. Gietz, Economic Development Co- ordinator M. Kreke, Municipal Intern G. Tiffin, Interim Manager of Information Technology S. Shigehiro, Manager of Finance R. Nesbitt, Corporate Safety Services Officer K. Halsted, County Assessor C. Jakobsen, Public Works Administrative Assistant OTHERS IN ATTENDANCE: S. Stanway, Brooks Bulletin P. Grigaitis, Brooks & County Chronicle M. Fitzgerald, Q -13 Fox Radio S. Bushnell, Barr Ryder Architects & Interior Designers J. Carey, Barr Ryder Architects & Interior Designers M. Strate, Benchmark Assessment EXCUSED FROM MEETING All members were in attendance at this meeting. )(\-)9 Regular Council Minutes Page 2 March 11, 2010 II. MINUTES 1. Council (February 25, 2010) C -94/10 MOVED BY COUNCILLOR B. DE JONG that the February 25, 2010 Council Meeting minutes be adopted as presented. MOTION CARRIED III. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. IV. ADOPTION OF AGENDA C -95/10 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as amended. MOTION CARRIED V. BYLAWS 1. Bylaw 1693 -10 — Operating /Start -up Loan for Newell Regional Services Corporation The Assistant Administrator presented background information on this item and responded to questions from Council. C -96/10 MOVED BY COUNCILLOR J. HARBINSON that Bylaw 1693 -10, being a bylaw to provide a loan to the Newell Regional Services Corporation, be given SECOND reading. MOTION CARRIED C -97/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that Bylaw 1693 -10 be given THIRD and FINAL reading. MOTION CARRIED 2. Bylaw 1695 -10 — Special Tax Bylaw The Assistant Administrator presented background information on this item and responded to questions from Council. C -98/10 MOVED BY COUNCILLOR B. DE JONG that Bylaw 1695 -10, being a bylaw to impose a special tax levy on lots within subdivisions that are receiving waterworks from the Eastern Irrigation District, be given FIRST reading. MOTION CARRIED Regular Council Minutes Page 3 March 11, 2010 C -99/10 MOVED BY COUNCILLOR S. EVANS that Bylaw 1695 -10 be given SECOND reading. MOTION CARRIED C- 100/10 MOVED BY COUNCILLOR I. SCHROEDER that consent be given for Bylaw 1695 -10 to receive third reading this 11 th day of March 2010. MOTION CARRIED UNANIMOUSLY C- 101/10 MOVED BY COUNCILLOR A. EASTMAN that Bylaw 1695 -10 be given THIRD and FINAL reading. MOTION CARRIED 3. Bylaw 1696 -10 —10 LUA 002 Lot 2, Block 3, Plan 081 4799 (SE 1/4 18- 19- 14 -W4M) (Division 10) A — Agricultural District to LI — Light Industrial District The County Planner presented background information on this item and responded to questions from Council. C- 102/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that Bylaw 1696 -10, being a bylaw to amend Land Use Bylaw 1626 -07 by rezoning approximately 8.55 acres (3.46 hectares) in Lot 2, Block 3, Plan 081 4799 (SE 1/4 18-19-14 - W4M) from A- Agricultural District to LI — Light Industrial District, be given FIRST reading. MOTION CARRIED LEFT THE MEETING D. Horvath left the meeting at 10:18 a.m. VII. ADMINISTRATIVE BUSINESS 2. Bow Slope Recreation Board — Request for Mill Rate Increase The Assistant Administrator presented background information on this item and responded to questions from Council. C- 103/10 MOVED BY COUNCILLOR R. ANDREWS that County Council approve the Division 4 Recreation Board request to increase funding from $6,000.00 to $10,000.00; furthermore, that the County provide the Division 4 property owners with a courtesy notice regarding the tax increase. J MOTION CARRIED Regular Council Minutes Page 4 March 11, 2010 5. Grasslands Lease (S 'h 29 -16 -16 -W4M) The Assistant Administrator presented background information on this item and responded to questions from Council. C- 104/10 MOVED BY COUNCILLOR W. DANIELS that County Council approve a one (1) year extension to the lease agreement located at the S' /2 29 -16 -16 -W4M. MOTION CARRIED ARRIVED AT MEETING M. Gietz arrived at 10:27 p.m. 3. Economic Development Report The Reeve welcomed M. Gietz to the meeting and introductions were provided by everyone present at the meeting. M. Gietz presented the Economic Development Project Coordinator Report for November 2009 through February 2010, highlighting key points and ongoing projects. ARRIVED AT MEETING M. Kreke arrived at 10:34 a.m. Council had the opportunity to ask questions and thanked M. Gietz for the report. LEFT THE MEETING M. Gietz left the meeting at 10:41 a.m. 4. Review of Departmental Strategic Plans M. Kreke presented a PowerPoint summary to Council on the Performance Management System Implementation process. Included in the presentation was a review of the departmental strategic plans, discussion of more significant items, and an outline of the next steps. Council had the opportunity to ask questions throughout the presentation. A discussion followed on the surveys, both internal and external, that will be sent out. M. Kreke indicated that the goal of the survey is to make one that is very simple to fill out, and will be sent out not only to ratepayers and staff, but organizations the County works with as well. The proposed timeline for the survey process is to receive Council approval during the next Council meeting, and then distribute the survey with the 2010 tax notices. Regular Council Minutes Page 5 March 11, 2010 C- 105/10 MOVED BY COUNCILLOR A. EASTMAN that County Council approve the departmental strategic plans as presented. MOTION CARRIED LEFT THE MEETING M. Kreke left the meeting at 11:20 a.m. LEFT THE MEETING Councillor S. Evans left the meeting at 11:20 a.m. and returned at 11:22 a.m. ARRIVED AT MEETING G. Tiffin arrived at 11:21 a.m. 6. Provincial Electoral Boundaries The Reeve presented the proposed changes to the Provincial Electoral Boundaries that would see the County of Newell divided between three different electoral divisions. Council all agreed that they do not want to see this happen, and discussed possible suggestions for moving forward with their ideas. G. Tiffin presented a map that outlined the current Municipal boundaries and proposed Provincial Electoral Boundaries throughout the province. This item will be discussed later in the meeting. LEFT THE MEETING G. Tiffin left the meeting at 11:35 a.m. ARRIVED AT MEETING M. Harbicht and B. Penner arrived at 11:37 p.m. VI. PUBLIC WORKS BUSINESS 1. Antelope Creek Road — Traffic Counts The Superintendent presented information on the traffic counts that were completed on Antelope Creek Road & Highway 36 and Antelope Creek Road & Range Road 16 -3 to County Council. It was the Regular Council Minutes Page 6 March 11, 2010 consensus of Council that the County wait on making a Resource Road Funding application for the Antelope Creek Road until all data is collected. Councillor W. Daniels requested a copy of the traffic counts that were conducted on Old Highway #1. The Superintendent was requested to obtain a copy of these results for Councillor W. Daniels 2. Bridge File 75926 The Technical Manager presented a summary for the replacement of Bridge File 75926 to Council, and indicated that Alberta Transportation will not commit to a cost share on the project until a letter is received from County Council. A discussion followed regarding the difference between Option 2 & Option 5. Councillor S. Evans indicated that most of the affected landowners have indicated that they prefer Option 5. C- 106/10 MOVED BY COUNCILLOR H. WUTZKE that County Council supports Option 5 for the work on Bridge File 75926 and that a letter be sent to Alberta Transportation requesting financial support for the project. MOTION CARRIED LEFT THE MEETING B. Penner left the meeting at 11:56 a.m. 3. 2009 Paving Project Cost Analysis The Superintendent presented a spreadsheet analysis related to the Paving Reserve in an effort to inform Council of the current status of the paving reserve account. LEFT THE MEETING Councillor W. Daniels left the meeting at 12:00 p.m. and returned at 12:02 p.m. ARRIVED AT MEETING S. Shigehiro arrived at 12:02 p.m. The Manager of Finance responded to questions from Council regarding the Paving Reserve spreadsheets. Regular Council Minutes Page 7 March 11, 2010 LEFT THE MEETING S. Shigehiro left the meeting at 12:08 p.m. LUNCH Council RECESSED for lunch at 12:08 p.m. and RECONVENED at 12:54 p.m. ARRIVED AT MEETING S. Bushnell, J. Carey and R. Nesbitt arrived at 12:54 p.m. VII. ADMINISTRATIVE BUSINESS - Continued 1. Barr Ryder Architects & Interior Designers S. Bushnell and J. Carey provided a presentation regarding the New County Facility to Council. Included was a summary of the process to date, a review of the site, final concept design plans for the structure, a review of the proposed construction budget, and the proposed timeline for completion of the project. The presentation also included a video of the exterior design. LEFT THE MEETING Councillor W. Daniels left the meeting at 1:15 p.m. and returned at 1:20 p.m. Council had the opportunity to ask questions and a general discussion followed on the open space at the back of the Administration building, the shop roof design and security within the building. R. Nesbitt thanked Barr Ryder for their presentation and requested direction from Council regarding an ongoing public communication process. Council agreed that continued articles in the County Newsletter, information onto the County website and a presentation by Barr Ryder at the Annual General Meeting would assist in the public communication process. C- 107/10 MOVED BY COUNCILLOR A.M PHILIPSEN that County Council approve the concept plan and proposed construction budget and authorize the preparation of design and tender documents for the New Facility Project. Regular Council Minutes Page 8 March 11, 2010 Councillor W. Daniels requested a recorded vote. In Favour: Divisions 2, 3, 4, 5, 6, 7, 8, 9, 10 Opposed: Divisions 1 MOTION CARRIED The Administrator indicated that any communication and approval pertaining to the New Facility project come from County Council. LEFT THE MEETING S. Bushnell, J. Carey and R. Nesbitt left the meeting at 2:00 p.m. VI. PUBLIC WORKS BUSINESS - Continued 3. 2009 Paving Project Cost Analysis Council further discussed the Paving Reserve Cost Analysis provided by the Manager of Finance. The Reeve indicated that Council should be looking at the bigger picture and begin a plan for putting aside money for refurbishing of current paved roads in the future. Council requested that this item be further discussed at the March 25 Council meeting. The Superintendent was directed to prepare a document showing the next set of projects that are listed on the 10 Year Paving Program. 4. Letter from Alberta Transportation RE: Street Improvement Program & Rural Transportation Grant Funding This item was accepted as information. LEFT THE MEETING Councillor H. Wutzke left the meeting at 2:08 p.m. and returned at 2:10 p.m. 5. Municipal Reports The following Municipal Reports for February 2010 were presented to Council: - Utilities — NRSC - Superintendent of Public Works - Operations Manager - Technical Manager - Shop Foreman ,WO Regular Council Minutes Page 9 March 11, 2010 The Superintendent also reviewed the AMEC Infrastructure Project Update report prepared by C. Mitchell and responded to questions from Council pertaining to these reports. LEFT THE MEETING M. Harbicht left the meeting at 2:25 p.m. VII. ADMINISTRATIVE BUSINESS - Continued 6. Provincial Electoral Boundaries Council further discussed the proposed Provincial Electoral Boundaries, noting that the County should encourage input from the Eastern Irrigation District and the Towns and Villages within the County. An ad in the local papers was also suggested. The Reeve & Administration were requested to write an ad for the local newspapers to increase awareness and encourage the public to also provide comments and submissions to the Alberta Electoral Boundaries Commission regarding this matter. ARRIVED AT MEETING R. Havinga arrived at 2:32 p.m. C- 108/10 MOVED BY COUNCILLOR I. SCHROEDER that the County of Newell write a letter to the Electoral Boundaries Commission expressing concern with the proposed boundary changes within the County of Newell. MOTION CARRIED VI. PUBLIC WORKS BUSINESS - Continued 5. Municipal Reports R. Havinga presented the NRSC report for February 2010 and Council was given the opportunity to ask questions. LEFT THE MEETING R. Havinga left the meeting at 2:48 p.m. �V� Regular Council Minutes Page 10 March 11, 2010 C- 109/10 MOVED BY COUNCILLOR R. ANDREWS that the February 2010 Municipal reports be accepted as information. MOTION CARRIED VII. ADMINISTRATIVE BUSINESS - Continued 7. County of Newell Annual General Meeting Council discussed the format for the 2010 Annual General meeting. It was decided that there would be four, 15 minute presentations updating ratepayers on projects the County is working on. Presenters will be County Council, Barr Ryder on the New Facility, R. Havinga with an NRSC update, and MPE Engineering on the Rural Distribution Study. These presenters will also be available for questions after the presentations have been completed. Council also indicated that they would like to publish an Annual Report containing the 2009 financial summary, Reeve's message, and reports from the ASB, Public Works and Planning & Development departments. Potential dates were May 13 (as a first choice) or May 6th with the meeting starting at 7:00 p.m. 8. Solid Waste Association of North America (SWANA) 5 Annual Canadian Waste Symposium Councillor B. de Jong presented Council with information regarding the SWANA 5 Annual Canadian Waste Symposium on April 18 — 21, 2010. C- 110/10 MOVED BY COUNCILLOR W. DANIELS that Councillor B. de Jong be permitted to attend the SWANA 5 Annual Canadian Waste Symposium in Banff, Alberta on April 18 — 21, 2010 as a function of Council. MOTION CARRIED 9. Hard Grass Hub 2010 Political Forum The Reeve presented information regarding the Hard Grass Hub Political Forum in Pollockville on April 10, 2010 to Council. C- 111/10 MOVED BY COUNCILLOR B. DE JONG that any Councillor be permitted to attend the Hard Grass Hub 2010 Political Forum in Pollockville, Alberta on April 10, 2010 as a function of Council. MOTION CARRIED Regular Council Minutes Page 11 March 11, 2010 Any Council member wishing to attend was directed to let Councillor A.M. Philipsen know so tickets can be ordered. 10. AAMDC Spring 2010 — Hotel Reminder This item was accepted as information. LEFT THE MEETING P. Grigaitis and M. Fitzgerald left the meeting at 3:15 p.m. Councillor H. Wutzke left the meeting at 3:15 p.m. 11. Cheques for Payment The Assistant Administrator responded to questions from Council. C- 112/10 MOVED BY COUNCILLOR J. HARBINSON that cheques 166844 to 166907 in the amount of $446,035.64, cheques 166908 to 166910 in the amount of $1,274.54 and Direct Debit Batch 16299 in the amount of $48,130.28 be APPROVED. MOTION CARRIED ARRIVED AT MEETING Councillor H. Wutzke returned to the meeting at 3:19 p.m. M. Strate, Benchmark Assessment, and K. Halsted arrived at 3:20 p.m. IX. INFORMATION ITEMS 1. Mini Bus Monthly Report — February 2010 This item was accepted as information. VIII. POST AGENDA ITEMS 1. AltaLink Landowner Issue Councillor R. Andrews requested that County Council show their support to landowners directly affected by the proposed AltaLink yri/c-,40 Regular Council Minutes Page 12 March 11, 2010 Transmission Line. Councillor 1. Schroeder and Councillor R. Andrews will provide contact information to landowners inquiring about this matter. X. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. LEFT THE MEETING C. Jakobsen and S. Stanway left the meeting at 3:30 p.m. XI. IN CAMERA C- 113/10 MOVED BY COUNCILLOR A.M PHILIPSEN that we move in camera at 3:30 p.m. to discuss a legal issue. MOTION CARRIED C- 114/10 MOVED BY COUNCILLOR H. WUTZKE that we move out of camera at 4:45 p.m. MOTION CARRIED LEFT THE MEETING M. Strate and K. Halsted left the meeting at 4:50 p.m. XII. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:55 p.m. Signed this ` c k day of ,/ " ° i - A- _ , 2010 R Co nt dministrator