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HomeMy WebLinkAbout2010-02-25 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING February 25, 2010 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, February 25, 2010 commencing at 11:25 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 ABSENT: H. Wutzke STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator M. Harbicht, Superintendent of Public Works G. Tiffin, Interim Manager of Information Technology A. Clapton, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: J. Whittingham, Brooks & County Chronicle M. Fitzgerald, Q -13 Fox Radio P. Brouwer, MPE Engineering Ltd. M. Coles, MPE Engineering Ltd. I. EXCUSED FROM MEETING C -69/10 MOVED BY COUNCILLOR S. EVANS that Councillor H. Wutzke be excused from the meeting. MOTION CARRIED II. MINUTES 1. Special Council Meeting (February 5, 2010) C -70/10 MOVED BY COUNCILLOR J. HARBINSON that the February 5, 2010 Special Council Meeting minutes be adopted as presented. MOTION CARRIED Regular Council Minutes Page 2 February 25, 2010 2. Council (February 11, 2010) C -71/10 MOVED BY COUNCILLOR I. SCHROEDER that the February 11, 2010 Council minutes be adopted as presented. MOTION CARRIED III. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. Councillor W. Daniels requested that his Notice of Motion be dealt with separately from the Bylaw 1686 -10 that has been included in the agenda package. The Agenda will be amended as follows: V. BYLAWS 1. Bylaw 1686 -10 Speed Limit Bylaw a. Notice of Motion b. Staff Recommendation IV. ADOPTION OF AGENDA C -72/10 MOVED BY COUNCILLOR J. HARBINSON that the agenda be adopted as amended. MOTION CARRIED V. BYLAWS 1. Bylaw 1686 -09 — Speed Limit Bylaw a. Notice of Motion C -73/10 MOVED BY COUNCILLOR W. DANIELS that the notice of motion provided at the February 11, 2010 Council meeting, which reads as follows: "That Bylaw 1686 -09, being a bylaw to set various speed limits within the County of Newell No. 4, be given FIRST reading," be WITHDRAWN as the revised Bylaw 1686 -09 brought forward by administration has addressed the original concerns. MOTION CARRIED b. Staff Recommendation The Superintendent of Public Works presented Council with background information on this item, indicating that the recommendations from AMEC had been incorporated into the j64 Regular Council Minutes Page 3 February 25, 2010 proposed bylaw. Councillor A.M. Philipsen expressed concerns regarding the proximity to the park boundary of the speed limit signage on P.R. 130. The Superintendent of Public Works indicated that he would investigate the possibility of having the signs moved. Councillor A.M. Philipsen also inquired about lowering the speed on the Old Highway 1 or placing signs near the access to Tillebrook Provincial Park warning of campers entering and exiting the park. Discussion followed, and Council agreed that there was good visibility on Old Highway 1 and that lowering the speed limit was unnecessary. The Superintendent of Public Works responded to further questions from Council. C -74/10 MOVED BY COUNCILLOR I. SCHROEDER that Bylaw 1686 -09, being a bylaw to set various speed limits within the County of Newell No. 4, be given FIRST reading as amended. MOTION CARRIED C -75/10 MOVED BY COUNCILLOR B. DE JONG that Bylaw 1686 -09 be given SECOND reading. MOTION CARRIED C -76/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that consent be given for Bylaw 1686 -09 to receive third reading this 25 day of February, 2010. MOTION CARRIED UNANIMOUSLY C -77/10 MOVED BY COUNCILLOR J. HARBINSON that Bylaw 1686 -09 be given THIRD and FINAL reading. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:01 p.m. and RECONVENED at 12:45 p.m. V. BYLAWS — continued 2. Bylaw 1691 -10 — Establishment of Recreation Area (Division 6) The Assistant Administrator presented background information on this item and responded to questions from Council. C -78/10 MOVED BY COUNCILLOR S. EVANS that Bylaw 1691 -10, being a bylaw for the establishment of a Recreation Area to be known as the Division 6 Recreation Area, be given FIRST reading. MOTION CARRIED Councillor S. Evans requested that second and third reading of Bylaw 1691 -10 be postponed. This item will be brought back to a future meeting. C /7i9 Regular Council Minutes Page 4 February 25, 2010 Councillor A. Eastman inquired about the Recreation Board Reporting forms and The Assistant Administrator replied that the forms would be distributed to the boards. ARRIVED AT MEETING G. Tiffin arrived at 12:48 p.m. The Assistant Administrator gave an explanation of the reporting requirements for the recreation boards that are outlined in the bylaws. Regarding the submission of minutes, he indicated that this is not required but minutes are helpful as confirmation that the board is functioning. The Assistant Administrator responded to further questions from Council. VI. ADMINISTRATIVE BUSINESS 1. Regional Assessment Review Board Clerk Agreement & Appointment of Members The Assistant Administrator presented background information on this item and responded to questions from Council. Councillor W. Daniels noted that members had been appointed to the Assessment Review Board at the October 13, 2009 Organizational Meeting, and the Assistant Administrator indicated that the new Regional Assessment Review Board takes precedence over any previous Assessment Review Board. The Chief Administrative Officer indicated that future motions will be required appointing members to the Composite Assessment Review Board (CARB) and the Local Assessment Review Board (LARB), unless the bylaw states that two of the existing members may serve on these boards. C -79/10 MOVED BY COUNCILLOR A. EASTMAN that the Regional Assessment Review Boards Clerk Agreement be APPROVED as presented. MOTION CARRIED C -80/10 MOVED BY COUNCILLOR J. HARBINSON that we appoint Wayne Daniels, Anne Marie Philipsen, Allen Eastman, Noel Moriyama, Bevin Keith, and Ken Mandeville as members of the Regional Assessment Review Board. MOTION CARRIED ARRIVED AT MEETING M. Coles and P. Brouwer arrived at 1:01 p.m. Regular Council Minutes Page 5 February 25, 2010 8. Regional Water Supply Initiative — Rural Water Users P. Brouwer presented Council with background information on the Regional Water Supply Initiative. M. Coles gave an overview of the key information used when completing the study, which included the need to provide potable water to all County residents, the amount of water required each day for each unit, and the methods for monitoring water use. He indicated that all costs that will be presented today are the total costs without funding and do not include any land costs. M. Coles displayed maps showing the water pipelines that service the County and indicated that MPE Engineering has created a database for all components so that different scenarios could be created. With this database, the County will be able to create different scenarios and break the project down into manageable phases. Council was presented with a potential cost estimate for the entire project. M. Coles gave his conclusions, indicating that the "trickle" water supply system is technically viable and 66 -75% funding would be required to make the project economically viable. He recommended that the next step in the process be obtaining feedback from ratepayers via open house meetings and questionnaires and locating funding sources. Council was given the opportunity to ask questions. M. Coles indicated the database could be used to ensure the capacity is there before adding another connection. Councillor W. Daniels inquired about cisterns, and M. Coles indicated that water storage is required to maintain the 500 imperial gallons per day and that the cistern would be at an additional cost to the ratepayer as would be the cost to install that portion of the line within the private property between the curb stop and the cistern. He also noted that users that require more than 500 imperial gallons per day would likely purchase extra shares. M. Coles and P. Brouwer responded to further questions from Council. LEFT THE MEETING P. Brouwer and M. Coles left the meeting at 1:35 p.m. 2. Proposed Revisions in the Duchess /Div. 3 & 8 Fire Services Funding Agreement and the Duchess /Div. 8 Recreation Agreement The Assistant Administrator presented background information on this item and responded to questions from Council. •--4lAJD Regular Council Minutes Page 6 February 25, 2010 LEFT THE MEETING Councillor W. Daniels left the meeting at 1:35 p.m. C -81/10 MOVED BY COUNCILLOR B. DE JONG that the Agreement for the Establishment of the Duchess /Divisions 3 & 8 Fire Area and the Duchess /Division 8 Recreation Agreement be APPROVED as presented. MOTION CARRIED 3. Review & Approval of the County of Newell IT Policy The Assistant Administrator presented Council with background information on this item. ARRIVED AT MEETING Councillor W. Daniels returned to the meeting at 1:37 p.m. The Assistant Administrator gave an overview of the policy, indicating that it would apply to all County staff, Councillors, and any other users of the County's computer network. Council was given the opportunity to ask questions. Council suggested minor textual changes to the proposed policy. G. Tiffin provided an explanation of the user agreements that will be completed by any user of the system. Councillor W. Daniels inquired about the requirement for a criminal records check and G. Tiffin replied that this would be required for anyone with administrative network privileges to ensure the data will be protected. G. Tiffin gave an overview of acceptable and unacceptable computer use. LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 1:47 p.m. and returned at 1:48 p.m. G. Tiffin indicated that the IT policy provides guidelines for acceptable computer usage and disciplinary action. It is the responsibility of the IT Department to keep records and monitor capacity. C -82/10 MOVED BY COUNCILLOR W. DANIELS that the County of Newell Information Technology Policy be adopted as presented. MOTION CARRIED LEFT THE MEETING G. Tiffin left the meeting at 1:56 p.m. Regular Council Minutes Page 7 February 25, 2010 4. 2010 Brooks & County Visitor's Guide Council reviewed the proposed pages for the 2010 Brooks & County Visitor's Guide. Councillor R. Andrews requested that this item be directed to the Economic Development Committee next year. 5. Police- Community Consultation Workshop (March 6, 2010) Council was presented with information regarding the Police - Community Consultation Workshop on March 6, 2010. C -83/10 MOVED BY COUNCILLOR I. SCHROEDER that Reeve M. Douglass, Councillor B. de Jong, and Councillor R. Andrews be permitted to attend the Police- Community Consultation Workshop on March 6, 2010 as a function of Council. MOTION CARRIED 6. Alberta Library Conference (April 29 - May 2, 2010) Councillor W. Daniels presented Council with background information on this item. Council discussed whether or not a motion is required for permission to attend a conference that is associated with a particular board or committee. This item will be discussed further when the Councillor's Compensation & Expenses Policy is reviewed. C -84/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that Councillor W. Daniels be permitted to attend the Alberta Library Conference in Jasper, AB on April 29 - May 2, 2010 as a function of Council. MOTION CARRIED 7. Growing Rural Tourism Conference (April 12 -14, 2010) Councillor A.M. Philipsen indicated that the Economic Development/Tourism Committee had made a motion to cover the expenses to attend the Growing Rural Tourism Conference for two County of Newell residents who operate tourism - related businesses. She requested that Council pass this information on to anyone they think may be interested. This item was accepted as information. 9. Road Drainage, Flooding, & Spring Thaws The Chief Administrative Officer presented Council with background information on this item. He reported that the County is only authorized to address drainage issues on private property if it is an emergency situation. He presented Council with information on the procedures -/-YLID Regular Council Minutes Page 8 February 25, 2010 followed when assistance is required from the County and requested direction from Council regarding whether or not a policy should be created. Discussion followed regarding the effectiveness of the current procedures. Councillor 1. Schroeder indicated that it would be easier to handle situations as they arise, rather than try to create a blanket policy. The Chief Administrative Officer replied that there are some areas where responsibility could be more clearly defined, such as where natural drains meet E.I.D. systems and where County roads meet Provincial roads, and who would be responsible in situations where flood damage occurs. The Chief Administrative Officer responded to further questions from Council and Council suggested that staff could discuss with Alberta Transportation and the E.I.D. to determine the responsibilities of each group. 10. West Brooks Sanitary Sewer Study Funding The Chief Administrative Officer presented Council with background information on this item. Councillor 1. Schroeder inquired about a map of the area in question, and the Superintendent of Public Works described the area that was discussed during the last Joint Services Committee meeting. He indicated that maps would be available for a future Joint Services Committee meeting. The Chief Administrative Officer responded to questions from Council, indicating that the aim of the project is to find a collective solution for the better routing of sewage and reduce strain on the current City of Brooks systems. C -85/10 MOVED BY COUNCILLOR J. HARBINSON that the County of Newell No. 4 APPROVE the proposed West Brooks Sanitary Sewer Study in the amount of $16,624.00 with the 50% share required by the County of Newell to come from the Regional Enhancement Reserve. MOTION CARRIED 11. Annual Staff Safety Meeting /Staff Breakfast The Assistant Administrator presented Council with background information on this item. Councillor S. Evans volunteered to coordinate the breakfast and requested assistance from the rest of Council. C -86/10 MOVED BY COUNCILLOR W. DANIELS that Council agrees to host a staff breakfast on April 23, 2010 in conjunction with the Annual Staff Safety Meeting. MOTION CARRIED Regular Council Minutes Page 9 February 25, 2010 Councillor J. Harbinson inquired about the possibility of obtaining winter coats with the County of Newell logo on them for staff. This item will be passed on to the Staff Relations Committee. LEFT THE MEETING M. Fitzgerald left the meeting at 2:29 p.m. 12. AAMDC Spring Convention 2010 — Meetings with Alberta Transportation & RCMP /Alberta Solicitor General Public Security Ministry Council discussed whether or not a meeting with Alberta Transportation or the RCMP /ALGPS Ministry was required at this time. Discussion followed on whether or not the County should take over responsibility for Highway 542, as it could be advantageous for development. This item will be put on a future meeting agenda to discuss with the County Planner. The Superintendent of Public Works noted that there would be a presentation at the March Joint Services Committee regarding a feasibility study for the proposed truck route. 13. Councillor Payment Sheets (January 2010) C -87/10 MOVED BY COUNCILLOR I. SCHROEDER that the January 2010 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 14. Cheques for Payment The Assistant Administrator responded to questions from Council. C -88/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that cheques 166732 to 166842 in the amount of $3,020,217.16 and cheque 166843 in the amount of $1,281.21 be APPROVED. MOTION CARRIED VII. COMMITTEE REPORTS 1. Rural Crime Watch Councillor R. Andrews presented this report to Council. He inquired about how the County's municipal addressing system could be linked to the new GPS systems in RCMP vehicles. The Superintendent of Public Regular Council Minutes Page 10 February 25, 2010 Works indicated that the RCMP's GPS data would likely come through a provincially regulated system. 2. Economic Development Committee/Tourism Representative Councillor A.M. Philipsen submitted a written report to Council and gave an overview of some upcoming advertising by Canadian Badlands Ltd. She also reported that the Economic Development & Tourism Committee would be sponsoring two young people from the County to attend an entrepreneurship camp and that a summer student would be hired to assist in updating the website. Councillor R. Andrews indicated that the website would begin featuring a business of the week and that Penny Johnson is the new representative for Division 10 on the Economic Development & Tourism Committee. Councillor A.M. Philipsen reminded Council of the meeting scheduled with IBI Group on March 1, 2010 to discuss tourism opportunities around Dinosaur Provincial Park. 3. Grasslands Regional FCSS Councillor J. Harbinson reminded Council of the Citizen and Junior Citizen of the Year Banquet scheduled for March 5, 2010. 4. Newell Foundation Councillor S. Evans reported that there are currently vacancies at both lodges and that management has been advertising in the local newspapers. A rent increase has been discussed and will take effect on April 1, 2010. 5. Newell Recycling Association Councillor B. de Jong reported to Council on a recent retreat he attended with the Newell Recycling Association, at which they came up with a new mission statement and strategic plans. He indicated that it was well- attended and a good exercise. 6. Regional Services Committee Councillor 1. Schroeder presented this report to Council, indicating that Brooks Asphalt & Aggregate is preparing to proceed with the remaining work on the south main line that was outstanding when the original contractor went into receivership. The tender for the Duchess, Patricia, _.)\(\`\\C Regular Council Minutes Page 11 February 25, 2010 and Rosemary line has been sent out. Councillor 1. Schroeder responded to questions from Council. 7. Disaster Services Committee Reeve M. Douglass indicated that the next meeting would be held on March 10, 2010 at 1:00 p.m. VIII. POST AGENDA ITEMS 1. Letter from Ratepayer Re: Proposed AltaLink Transmission Line Council discussed a letter received from a ratepayer expressing concerns with the proposed AltaLink Transmission Line route supported by Council. The Assistant Administrator indicated that AltaLink had invited input from the E.I.D. and the City of Brooks as well as the County of Newell, and that this matter had also been reviewed with the Joint Services Committee. Discussion followed regarding whether or not Council should have chosen to support one route over another, as landowners would be affected in both situations. Councillor R. Andrews expressed concerns with sending another letter to AltaLink withdrawing support for a particular route, and indicated that the County could provide support to landowners in opposition to a particular route. Councillor J. Harbinson noted that the ratepayer has requested that the County send a letter to AltaLink supporting the landowner in their negotiations for compensation if the northern route is chosen. Council discussed the merits of sending a letter to AltaLink stating that Council should not be involved in choosing one route over the other and requesting that the landowners be treated fairly regardless of which route is chosen. Councillor 1. Schroeder called the question. C -89/10 MOVED BY COUNCILLOR J. HARBINSON that Motion C- 42/10, which reads as follows: MOVED BY COUNCILLOR W. DANIELS that the County of Newell support the "shortest route" being the Lake Newell North Option for the Southern Alberta Transmission Reinforcement Project be RESCINDED. MOTION CARRIED 4/71t)9 Regular Council Minutes Page 12 February 25, 2010 IX. INFORMATION ITEMS 1. Alberta TrailTracker Newsletter (Fall 2009) This item was accepted as information. 2. Oldman River Regional Services Commission — Executive Committee Meeting Minutes (January 14, 2010) This item was accepted as information. 3. Letter from Alberta Municipal Affairs Re: 2010 Municipal Sustainability Initiative Funding Allocation This item was accepted as information. X. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. Councillor A. Eastman requested that an In Memoriam notice be forwarded to the AAMDC for Ross Hall, who had served as a Councillor for Division 6. LEFT THE MEETING A. Clapton, S. Stanway and J. Whittingham left the meeting at 3:20 p.m. XI. IN CAMERA C -90/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that we move in camera at 3:20 p.m. to discuss a land issue. MOTION CARRIED C -91/10 MOVED BY COUNCILLOR B. DE JONG that we move out of camera at 4:04 p.m. MOTION CARRIED C -92/10 MOVED BY COUNCILLOR J. HARBINSON that the County agree to pay 100% of the initial cost for three miles of new pavement on Secondary _41\(\._9 Regular Council Minutes Page 13 February 25, 2010 Highway No. 862 between Range Road 15 -5 and Range Road 16 -2 on the condition that the Province of Alberta reimburses the County of Newell 75% of the cost plus 2% interest by 2012, and that the funding come from the paving reserve. MOTION CARRIED C -93/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that the land acquisitions be approved as presented for the Fleury/Boswell reconstruction and paving project. MOTION CARRIED XII. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:11 p.m. Signed this day of 971( 2010 fAA A Nr _ _ ■ 1,1 ►i eeve Clo dministrator