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HomeMy WebLinkAbout2010-12-09 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING December 9, 2010 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, December 9, 2010 commencing at 10:01 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: C. Amulung I. Schroeder R. Andrews A.M. Philipsen M. Nesbitt J. Bulger A. Eastman B. de Jong L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator D. Horvath, County Planner — ORRSC A. Wickert, Development Control Officer M. Harbicht, Superintendent of Public Works A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: C. Lindsay, Brooks & County Chronicle M. Fitzgerald, Q -13 Fox Radio P. Brouwer, MPE Engineering Ltd. C. McNab, MPE Engineering Ltd. K. Patterson, MPE Engineering Ltd. C. Mitchell, AMEC L. Madge, AMEC R. Havinga, Newell Regional Services Corporation I. EXCUSED FROM MEETING All members were in attendance at this meeting. II. MINUTES 1. Council (November 25, 2010) C- 454/10 MOVED BY COUNCILLOR I. SCHROEDER that the November 25, 2010 Council Meeting minutes be adopted as presented. MOTION CARRIED Regular Council Minutes Page 2 December 9, 2010 1I1. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. IV. ADOPTION OF AGENDA C- 455/10 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as amended. MOTION CARRIED V. AGRICULTURAL BUSINESS 1. Policy Review — 2010 -PAG -024 (Coyote Control Incentive Program [CCIP]) C- 456/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that Policy 2010 -PAG -024 be adopted as presented. MOTION CARRIED VI. ADMINISTRATIVE BUSINESS 1. Policy Review — 2010- PAD -057 (Municipal Reserve Dedication) The Development Control Officer presented background information on this item, indicating that the policy establishes four different rates for calculating the Municipal Reserve payment. The County Planner provided Council with an explanation of the Municipal Reserve and responded to questions. The Assistant Administrator indicated that there is a document on the Council Data drive that shows all the transactions in and out of the Municipal Reserve fund over the past few years. Council was given the opportunity to ask questions. Councillor A. Eastman noted that there could be some inconsistent land values in certain locations such as the Inter Municipal Development Plan area. The County Planner replied that individuals have the opportunity to provide an independent assessment with their application, which would then be considered by the Municipal Planning Commission. The values included in the policy are based on market value and will be reviewed on a regular basis. Council requested that the review date of the policy be changed from October 2013 to September 2013. C- 457/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that Policy 2010 - PAD -057 be adopted as amended. MOTION CARRIED Regular Council Minutes Page 3 December 9, 2010 LEFT THE MEETING A. Wickert and D. Horvath left the meeting at 10:26 a.m. 2. Funding Request — EID Historical Park The Assistant Administrator provided background information on this item and responded to questions from Council. C- 458/10 MOVED BY COUNCILLOR R. ANDREWS that Council APPROVES the request from the EID Historical Park for funding in the amount of $5,000.00 for 2011. MOTION CARRIED 3. Change in Fire Guardians for Divisions 3 & 8 (Patricia & Duchess) The Assistant Administrator presented background information on this item and responded to questions from Council. C- 459/10 MOVED BY COUNCILLOR B. DE JONG that Stephen Grove be removed as Fire Guardian for Divisions 3 & 8 (Patricia & Duchess Fire) and that Chief Gregory Witt be appointed as Fire Guardian for Divisions 3 & 8 (Patricia & Duchess Fire) within the County of Newell No. 4. MOTION CARRIED 4. Council's Statement of Commitment & Health & Safety Policy The Assistant Administrator presented background information on this item and responded to questions from Council. C- 460/10 MOVED BY COUNCILLOR M. NESBITT that Council's Statement of Commitment and the Health & Safety Policy be APPROVED as presented. MOTION CARRIED 5. Municipal Treasurer's Report (October 2010) The Treasurer's Report for October 2010 was presented to Council. Councillor A. Eastman requested clarification of the 6.79% used under Disaster Services Revenue. The Assistant Administrator indicated that he would investigate and provide Council with that report following the meeting. The Assistant Administrator responded to further questions from Council. C- 461/10 MOVED BY COUNCILLOR I. SCHROEDER that the Treasurer's Report for October 2010 be accepted. MOTION CARRIED Regular Council Minutes Page 4 December 9, 2010 6. Councillor Payment Sheets (October 2010) Councillor A.M. Philipsen gave an overview of the Councillor Compensation Review process. C- 462/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that the October 2010 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 7. Cheques for Payment The Assistant Administrator responded to questions from Council. C- 463/10 MOVED BY COUNCILLOR A. EASTMAN that cheques 168925 to 168991 in the amount of $2,139,943.78 and Direct Debit Batch 17666 in the amount of $71,959.49 be APPROVED. MOTION CARRIED VII. PUBLIC WORKS BUSINESS 3. Westside Water Users Request to Connect to the Regional Water The Chief Administrative Officer presented background information on this item. He gave an explanation of the current system, which will soon be discontinued by Lakeside Feeders, and indicated that Councillor 1. Schroeder and County staff have met with the Westside Water Users to discuss the options available. The Chief Administrative Officer requested direction from Council regarding how to proceed. Discussion followed regarding whether or not to install a larger line than is currently required by these users in anticipation of future development in the area. It was noted that the Regional Water System has been sized to allow for 10% growth, but that only refers to the size of the water treatment plant and additional water licenses would have to be obtained separately. The Chief Administrative Officer indicated that the Westside Water Users would be responsible for the cost of supplying the service and that the County of Newell would own and control the new infrastructure. Councillor 1. Schroeder suggested that MPE Engineering could determine whether or not the 4" pipeline would be adequate. The Chief Administrative Officer noted that, if those users wanted a water service equal to that provided by the City of Brooks, they would have to consider the requirements for fire protection and this would be more expensive. Councillor A. Eastman expressed concerns with providing a pressurized system for a small group while offering the rest of County residents a trickle system. Councillor C. Amulung requested clarification on the cost estimate provided by the Chief )\i0 Administrative Officer. The Chief Administrative Officer explained his Regular Council Minutes Page 5 December 9, 2010 formula and displayed on a map where the line would go. Councillor 1. Schroeder noted that the Westside Water Users had indicated that fire suppression was not required. Discussion followed regarding installing a line that would allow for more users to tie on in the future, with the Westside Water Users responsible for the amount they would pay for their current system and some type of development levy to recover the cost of oversizing. This item will be discussed further later in this meeting. ARRIVED AT MEETING M. Harbicht, P. Brouwer, K. Patterson and C. McNab arrived at 11:05 a.m. 1. Scandia Infrastructure Assessment C. McNab presented Council with background information on the Scandia infrastructure assessment, indicating that the intent of the study was to assess the underground utilities before paving begins. He gave an overview of the scope of the work involved, which includes projecting water consumption and sewage generation, assessment of the sanitary sewer and water distribution systems, recommendations and cost estimates. He displayed an image showing the existing sanitary sewer system and gave recommendations for improvement, which included removal and replacement of some of the pipe, installation of a manhole in a certain location, and locking manhole covers. He also recommended that the County obtain easements for all sanitary sewers located on private property. The cost estimate to perform the necessary upgrades totals $267,000.00. C. McNab presented Council with an assessment of the existing Scandia water distribution system, which included a review of historical issues. He displayed a map of the existing system, indicating that 1 /3 of the curb stops were not installed or hidden. He gave recommendations to Council, which included the addition of new isolation valves, creation of a looped system, the addition of flush points and sample stations, and pressure testing of all water mains. He also recommended that the County obtain easements for all water mains and curb stops located on private property. The cost estimate to perform the necessary upgrades totals $227,000.00. The Superintendent of Public Works indicated that this assessment was conducted in order to confirm the actual infrastructure present and needed to be done before paving. All of the information will be imported into the GIS system. The Superintendent of Public Works commented on the issue of foreign objects entering the sewer system, indicating that they found nothing of this nature in the pipe network. The installation of locking manholes will prevent foreign matter from getting --///yviVO Regular Council Minutes Page 6 December 9, 2010 in that way. P. Brouwer responded to questions from Council. This item will be discussed further later in this meeting. ARRIVED AT MEETING C. Mitchell and L. Madge arrived at 11:32 a.m. 2. Scandia Storm Water Design Options L. Madge presented Council with an overview of the existing drainage system in Scandia, including some issues that have been identified with this system. He went over the Alberta Environment requirements for storm water systems, which are mainly concerned with flooding rather than water quality. The two options for drainage system improvements both require retention facilities. The first option is an underground storm sewer system with a retention facility, which would allow for future growth, address surface ponding and groundwater issues, and could be extended to service all areas of the hamlet. The disadvantages of this option include high capital costs, the requirement of excavation work, limited capacity, and conflicts with existing underground utilities. The second option is an overland drainage system with a retention facility. L. Madge displayed a map showing where most of the flooding occurs and a cross section of the ditches. He also proposed replacing the existing sidewalks with new ones that are 2m wide. He explained that the ditches would be sloped to allow for easy mowing and maintenance, which would keep the drainage flowing. The advantages of this system include minimal impact on existing infrastructure, improved curbs, gutters, and sidewalks, and improved drainage for major flooding events. The disadvantages include dependence on surface topography for the drainage ditch layout and the grades required are still below the minimum recommended grades. L. Madge provided cost estimates for both options and a benefit analysis showing that the overland drainage system is preferable. Discussion followed regarding ditch maintenance and the Superintendent of Public Works noted that, since the ditches are within the hamlet boundaries, maintenance is the responsibility of the hamlet residents. The Superintendent of Public Works provided background information on the storm water retention systems in Patricia and Scandia. This item will be discussed further later in this meeting. LEFT THE MEETING P. Brouwer, K. Patterson, C. McNab, C. Mitchell, and L. Madge left the meeting at 12:09 p.m. f Regular Council Minutes Page 7 December 9, 2010 LUNCH Council RECESSED for lunch at 12:09 p.m. and RECONVENED at 12:57 p.m. ARRIVED AT MEETING R. Havinga arrived at 12:57 p.m. VII. PUBLIC WORKS BUSINESS - continued 1. Scandia Infrastructure Assessment - continued The Superintendent of Public Works indicated that he has asked MPE Engineering to revise their report to include a cost estimate for obtaining easements and installing water shutoff valves where required. Once this information is provided, a decision can be made with work to begin in 2011. Discussion followed regarding funding for this project, and the Superintendent of Public Works indicated that operating funds could be used for the repairs to existing sewer lines. For improvements to the water distribution system, he suggested a local improvement tax. The Chief Administrative Officer indicated that both projects could be tendered together. Discussion followed regarding the recommendations from MPE Engineering and it was noted that, as per the Hamlet Services Policy, the County is responsible for maintaining roads and storm water systems, and the hamlet is responsible for sewer, sidewalks, and water. Councillor 1. Schroeder noted that the Hamlet of Scandia should be consulted to ensure that the proposed improvements are acceptable. It was noted that the sewer system improvements could be eligible for grant funding and a local improvement tax could be established to cover the difference. The Superintendent of Public Works will bring this item back to a future meeting when more information is available. 2. Scandia Storm Water Design Options - continued Council discussed the recommendations brought forward by AMEC and funding sources for the overland drainage system option. The Superintendent of Public Works responded to questions from Council, and noted that the cost estimate did not include GST or engineering fees. Discussion followed regarding the remainder of the funds set aside for this project in 2010. Regular Council Minutes Page 8 December 9, 2010 C- 464/10 MOVED BY COUNCILLOR R. ANDREWS that the County proceed with an Overland Drainage and Storm Water Retention Facility for Scandia, with funding in the amount of $956,000.00 plus GST. C- 465/10 MOVED BY COUNCILLOR M. NESBITT that motion C- 464/10 be TABLED. MOTION CARRIED 3. Westside Water Users Request to Connect to the Regional Water — continued Reeve M. Douglass summarized the previous discussion for R. Havinga and asked if the proposed line would be able to accommodate future growth in the area. R. Havinga replied that the trickle system was designed to accommodate all users outside of the City of Brooks, excluding hamlet residents. The Westside Water Users were not included at that time as they had water service. LEFT THE MEETING M. Fitzgerald left the meeting at 1:27 p.m. R. Havinga indicated that this group could be accommodated at full pressure, as most of the users would not be heavy water users. Discussion followed regarding whether or not the line capacity should be increased in anticipation of future development. R. Havinga noted that Lakeside had based their date to cut -off water service to those users on the completion date of Phase 2 Contract 2, which has been delayed until spring of 2011. Discussion followed regarding making a pressurized water system available to these users and continuing with the trickle system for everyone else. The Assistant Administrator commented that the Fire Department would want to see the capacity for hydrants throughout this area and Economic Development would be in favour of providing the infrastructure to attract growth. He suggested that Council could commit to providing water to this group, and then staff could obtain further information and a cost comparison between a trickle system or a pressurized system. Discussion followed regarding funding sources, provision of fire protection, and whether or not the pressurized system would include a communal cistern for the Westside Water Users. Councillor M. Nesbitt suggested that Administration send a letter to the Westside Water Users and Lakeside, stating that the County agrees to provide water service to the Westside Water Users with details to be worked out in the future. The Chief Administrative Officer indicated that staff would attempt to gather the cost estimates for discussion at the December 23, 2010 Council meeting. ,\r0 Regular Council Minutes Page 9 December 9, 2010 C- 466/10 MOVED BY COUNCILLOR C. AMULUNG that the County of Newell agrees to service the Westside Water Users with water and that Administration be directed to gather more information regarding the costs and options available. MOTION CARRIED LEFT THE MEETING C. Lindsay left the meeting at 2:05 p.m. 4. Rural Water Project — Questions & Answers The Chief Administrative Officer presented a list of Frequently Asked Questions regarding the Rural Water Distribution System and requested input from Council. Councillor 1. Schroeder inquired about easements, and the Chief Administrative Officer replied that the blanket easements would be only for the construction period. It was suggested that if blanket easements were removed then individual easements will be required in order for the County to access the land for future repairs. Discussion followed regarding whether or not to allow connections on unsubdivided pivot corners and abandoned yard sites. Councillor R. Andrews expressed concerns with allowing multiple units on a parcel that has not yet been subdivided. The Assistant Administrator noted that registration forms have been received for parcels with no residence. Discussion followed regarding the cost per month for users who have purchased more than one unit. Councillor L. Juss noted that the maintenance cost would be for the whole line, not just a single connection. Council agreed that the $44.00 per month charge per unit should remain, and that question 23 be amended with "some situations will be unique and will require further discussion after applications have been received." Discussion followed regarding communal cisterns. Council provided further amendments to the list of questions. Councillor A.M. Philipsen requested real life examples of how much 300 gallons of water per day is. Chief Administrative Officer indicated that, by urban standards, 300 gallons per day is adequate for a family of 5 people as typically one person will use 50 to 60 gallons per day on average for indoor and outdoor usage. 6. Utilities — NRSC Report R. Havinga presented this report and responded to questions from Council. The Chief Administrative Officer noted that the County of Newell will be responsible for the cost of filling in the raw water ponds, Regular Council Minutes Page 10 December 9, 2010 and not Newell Regional Services Corporation. He indicated that the filling in of the raw water pond at Lake Newell Resort had been completed as part of the project and asked about the plan for the other hamlets. R. Havinga replied that the Rolling Hills pond can be filled in but materials are required, the pond in Scandia should remain for surface irrigation and fire protection, and that, in Rainier, the south pond is used by the school for surface irrigation. Councillor C. Amulung noted that Rolling Hills would continue to use the pond that is filled from the canal for fire protection. Councillor R. Andrews indicated that Scandia is investigating the possibility of tying onto the EID pipeline for irrigation and fire protection. R. Havinga responded to further questions from Council. LEFT THE MEETING R. Havinga left the meeting at 3:19 p.m. 5. Superintendent of Public Works Report The Superintendent of Public Works presented this report and responded to questions from Council. Councillor L. Juss and others indicated that they had received calls from ratepayers regarding snow being plowed into their driveways. The Superintendent of Public Works indicated that they are aware of the situation and will attempt to raise public awareness of the snow removal program through newsletter articles and other means. Several Councillors commended the Public Works Department on their work during the recent heavy snow fall. C- 467/10 MOVED BY COUNCILLOR A. EASTMAN that the Utilities — NRSC report and the Superintendent of Public Works' report for November 2010 be APPROVED as presented. MOTION CARRIED VIII. POST AGENDA ITEMS There were no Post Agenda Items to discuss at this meeting. IX. INFORMATION ITEMS 1. 4t" Annual Infrastructure Protection Conference This item was accepted as information. X. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. Regular Council Minutes Page 11 December 9, 2010 XI. IN CAMERA C- 468/10 MOVED BY COUNCILLOR I. SCHROEDER that we move in camera at 3:34 p.m. to discuss a labor issue. MOTION CARRIED C- 469/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that we move out of camera at 3:57 p.m. MOTION CARRIED C- 470/10 MOVED BY COUNCILLOR M. NESBITT that we ratify the 2011 -2013 Collective Agreement between the County of Newell No. 4 and the Canadian Union of Public Employees (CUPE) Local 1032. MOTION CARRIED C- 471/10 MOVED BY COUNCILLOR C. AMULUNG that Policy 2010 - PAD -014 (Benefit Plans) be adopted as presented. MOTION CARRIED C- 472/10 MOVED BY COUNCILLOR R. ANDREWS that Council approves a Cost of Living Adjustment for all non -union employees and contract employees effective January 1, 2011 as follows: 1.5% effective January 1, 2011 2.0% effective January 1, 2012 2.5% effective January 1, 2013 MOTION CARRIED XII. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:00 p.m. Signed this ,Z Y day of cv��. t2-12/1/ , 2010 Reeve .4 / l 12 County Administr ,