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HomeMy WebLinkAbout2010-12-23 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING December 23, 2010 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, December 23, 2010 commencing at 10:14 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: L. Johnson, Assistant Administrator D. Horvath, County Planner — ORRSC A. Wickert, Development Control Officer M. Harbicht, Superintendent of Public Works { T. Schroeder, Assistant Superintendent of Public Works M. Gietz, Economic Development/Tourism Coordinator { A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: C. Mitchell, AMEC I. EXCUSED FROM MEETING All members were in attendance at this meeting. II. MINUTES 1. Council (December 9, 2010) C- 473/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that the December 9, 2010 Council Meeting minutes be adopted as presented. MOTION CARRIED III. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. { Regular Council Minutes Page 2 December 23, 2010 ( IV. ADOPTION OF AGENDA C- 474/10 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as amended. MOTION CARRIED V. ADMINISTRATIVE BUSINESS 1. Road Closure & Lease — Approval to Proceed (SW & SE 15- 20 -16 -W4 & NW & NE 16- 20- 16 -W4) The Development Control Officer presented background information on this item to Council. Public Works, the County Planner, and the Agricultural Services Board have no concerns with this application. The Development Control Officer provided an overview of the Road Closure & Lease or Sale process and responded to questions from Council. C- 475/10 MOVED BY COUNCILLOR I. SCHROEDER that Council accept the application for and proceed with the closure and lease of the road allowance located between SW & SE 15- 20 -16 -W4 and NW & NE 16- 20- 16 -W4. MOTION CARRIED 2. Road Closure & Sale — Approval to Proceed (Lot 1, Block 5, Plan 021 0901 — NW 28- 18- 14 -W4) The Development Control Officer presented background information on this item to Council. She indicated that the existing developed road is in a different location than indicated on the road plan, but there is no evidence regarding the relocation of this road. She proposed that the County close the undeveloped road allowance and realign the right of way with the existing developed road. The Development Control Officer responded to questions from Council, indicating that the existing road would remain where it is and no construction is required. The County Planner indicated that the road was included in the Area Structure Plan, which will be reviewed in 2011. C- 476/10 MOVED BY COUNCILLOR A. EASTMAN that Council accept the application for and proceed with the closure and sale of the road allowance located at Lot 1, Block 5, Plan 021 0901 (NW 28- 18- 14 -W4). MOTION CARRIED 3. Subdivision Extension Request — 2008 -0 -325 (Sect. 35- 14- 15 -W4) The County 9 Planner presented background information on this item and responded to questions from Council. Regular Council Minutes Page 3 0 December 23, 2010 C- 477/10 MOVED BY COUNCILLOR I. SCHROEDER that the request for a one year time extension to subdivision application 2008 -0 -325 to December 23, 2011 be APPROVED. MOTION CARRIED 4. Offer to Purchase — Lot 6, Block 3, Plan 781 1389 (Scandia) The Development Control Officer presented background information on this item to Council, indicating that an offer to purchase this parcel had been received. The Assistant Administrator noted that sales of surplus land should go through a public process and discussion followed regarding advertising requirements. The Assistant Administrator indicated that there is a need to examine all land currently owned by the County to determine which can be sold, but suggested that this parcel be dealt with separately as there is interest in it at this moment. C- 478/10 MOVED BY COUNCILLOR M. NESBITT that Lot 6, Block 3, Plan 781 1389 (Scandia) be advertised for sale to the public. MOTION CARRIED 5. Lake Newell Resort — Application to Create a Visitor Parking Lot The Development Control Officer presented background information on this item to Council, noting that the Lake Newell Resort Community Association has submitted an application for a development permit on a County owned parcel. She noted that a parking lot does not conform with any use within the Public Utility Lot designation and that the County would likely be responsible for maintenance. She requested feedback from Council regarding whether or not this application should proceed. The County Planner indicated that a parking plan should be developed for all of Lake Newell Resort rather than establishing individual lots. Councillor M. Nesbitt provided further information, indicating that the parking lot would be open to everyone and suggested that it be permitted on a temporary basis with Block 1 responsible for snow removal and insurance. Discussion followed and the County Planner indicated that a review of hamlet parking plans could be included in the work program. C- 479/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Development Control Officer and County Planner begin developing a parking plan for hamlets, with priority on Lake Newell Resort and Patricia. MOTION CARRIED Regular Council Minutes Page 4 December 23, 2010 VIII. POST AGENDA ITEMS 1. FCM Municipal Partners for Economic Development (MPED Program) The Economic Development/Tourism Coordinator noted that information had been distributed to Council previously regarding an application to the Federation of Canadian Municipalities (FCM) Municipal Partners for Economic Development (MPED) program. Representatives from the County's Economic Development/Tourism Committee have been selected to participate in the project in Cambodia in the spring. She gave an overview of the exchange program, indicating that representatives from two other municipalities would be participating in the program at the same time. FCM covers all expenses and the participants donate their time. Council was given the opportunity to ask questions. The Economic Development/Tourism Coordinator indicated that FCM had chosen them because they were a relatively new committee in an area where the economy is supported by international labour. Councillor M. Nesbitt expressed concerns with liability and the Economic • Development/Tourism Coordinator indicated that she would gather more information. Discussion followed regarding potential Economic Development benefits to the County and budgetary concerns. The Economic Development/Tourism Coordinator requested that Council direct further questions to her. This item will be discussed further during the January 6, 2011 Council meeting. LEFT THE MEETING M. Gietz left the meeting at 11:23 a.m. V. ADMINISTRATIVE BUSINESS — continued 5. Lake Newell Resort — Application to Create a Visitor Parking Lot The Development Control Officer requested direction from Council regarding how to proceed, as an application has been submitted. C- 480/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that the County does NOT proceed with the Development Permit Application to create a visitor parking lot at Lake Newell Resort and that the $250.00 application fee be refunded. MOTION CARRIED Regular Council Minutes Page 5 December 23, 2010 LEFT THE MEETING A. Wickert and D. Horvath left the meeting at 11:26 a.m. 6. 2011 Capital & Operating Budget The Assistant Administrator provided background information on this item. He displayed a summary by department and gave an overview of the major budget items. He noted that, for projects not completed in 2010, any funding approved prior to 2011 will be carried forward. The mill rate remains the same, but assessed values tend to increase and reflect the change in market rates, so it is likely that individual tax bills may increase slightly as a result. He gave an explanation of two areas where positions have been added to the Information Technology and Planning & Development departments. He noted that no significant increases have been made in service levels. Council was given the opportunity to ask questions. The Assistant Administrator indicated that if funding arrangements for Fire Departments and Recreation Boards need changing for 2011, this C needs to be done immediately. The Assistant Administrator responded to questions from Council. LEFT THE MEETING Councillor J. Bulger left the meeting at 11:38 a.m. Councillor 1. Schroeder noted that, in the past, Council approved an interim budget while waiting for education numbers. The Assistant Administrator indicated that the mill rate will be set in March or April. ARRIVED AT MEETING Councillor J. Bulger returned to the meeting at 11:40 a.m. Reeve M. Douglass inquired about transferring funding to reserves. The Assistant Administrator indicated that funding for projects not completed in 2010 will be moved forward and transfers to reserves will occur after the audited financial statements have been presented. The Assistant Administrator responded to further questions from Council. Councillor A.M. Philipsen expressed concerns with approving funding for a paving project that has not yet been tendered. The Assistant Administrator indicated that the road is included in the budget, but 0 funding will come from the paving reserve. Discussion followed regarding whether or not the funding for this particular road should be moved to the paving reserve so that funding would not be designated to a particular project. The Assistant Administrator indicated that, wi Regular Council Minutes Page 6 December 23, 2010 approval of this budget, the project could proceed with obtaining a 0 quote for the design. The Assistant Administrator directed Council to the electronic files on the Council Data drive, indicating that these would be emailed to Council and that paper copies of the budget are available upon request. C- 481/10 MOVED BY COUNCILLOR I. SCHROEDER that the 2011 Operating Budget in the amount of $104,610,914.00 and the 2011 Capital Budget in the amount of $25,255,253.00 be adopted as presented. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:02 p.m. and RECONVENED at 1:03 p.m. ARRIVED AT MEETING M. Harbicht, T. Schroeder, and C. Mitchell arrived at 1:03 p.m. VI. PUBLIC WORKS BUSINESS 1. Bridge File 75926 — Update • C. Mitchell presented Council with background information on Bridge File 75926 and outlined the reasons for its replacement. He gave an overview of the three most viable alignments and the costs associated with each, indicating that Option 6 is a new alignment that allows free traffic flow north and south, as proposed by Alberta Transportation. He indicated that Option 2, which involves putting a road down the middle of the north /south road allowance, has the highest capital cost due to the bridge being installed on an angle. Council was given the opportunity to ask questions. Councillor B. de Jong asked what Alberta Transportation's financial commitment would be to Option 2. C. Mitchell gave an explanation of the costs involved with Option 2. He also noted that Alberta Transportation would likely favour Option 6 with 3600mm culverts, and that all options meet the Eastern Irrigation Districts requirements for flow. The Superintendent of Public Works indicated that Option 6 has a higher cost to the County. LEFT THE MEETING M. Harbicht left the meeting at 1:24 p.m. CO C. Mitchell indicated that, under GAP uidelines, the County is jr9 9 ty responsible for 100% of any required road construction and that Option 6 requires the most road construction. He outlined the difference in cost Regular Council Minutes Page 7 December 23, 2010 between Options 1 and 6, indicating that this is due to the amount of road work and land required. Councillor B. de Jong asked if the landowners had been consulted and C. Mitchell indicated that they had been consulted previously. Discussion followed regarding suggesting Option 2 to Alberta Transportation and the possibility of a cost - sharing agreement. C. Mitchell indicated that Alberta Transportation has made a funding commitment for Bridge File 75926 to be replaced by March 31, 2011. He indicated that he and Councillor J. Bulger would meet with the landowners on January 4, 2011 to discuss the available options. C. Mitchell responded to further questions from Council. This item will be discussed further during the January 6, 2011 Council meeting. C. Mitchell provided Council with an update on Fisher Bridge, indicating that the bridge design should be completed by mid - January and that a joint presentation will be made to Council and Alberta Transportation. LEFT THE MEETING C. Mitchell left the meeting at 1:48 p.m. 2. Fuel Tender (2011) The Assistant Superintendent of Public Works gave Council an overview of the fuel tender process and the results. Council was given the opportunity to ask questions. Councillor B. de Jong inquired about tendering other fluids and the Assistant Superintendent of Public Works replied that this had been discussed as other suppliers had asked about this as well. C 482/10 MOVED BY COUNCILLOR A. EASTMAN that the tender for the supply and delivery of gasoline and diesel fuels to the County of Newell No. 4 be awarded to Brooks Branch Vauxhall Co -op Petroleum Ltd. based on the tendered price in effect December 10, 2010; further, that the tender be awarded for a one (1) year period January 1, 2011 to December 31, 2011, and that, subject to the establishment of satisfactory pricing and Council approval, the term may be extended for one (1) additional year being January 1, 2012 to December 31, 2012. MOTION CARRIED IX. INFORMATION ITEMS /1,, 2. RoaData 4 Annual Infrastructure Protection Confereoce ,- The Assistant Superintendent of Public Works indicated that the Superintendent of Public Works and the Technical Manager would be attending this and asked if Council was interested in attending. Reeve Regular Council Minutes Page 8 December 23, 2010 M. Douglass indicated that this conflicted with the 2011 ASB Conference. This item was accepted as information. LEFT THE MEETING T. Schroeder the meeting at 1:58 p.m. V. ADMINISTRATIVE BUSINESS — continued 7. Alberta Library Trustees Association Conference Councillor A.M. Philipsen presented background information on this item and responded to questions from Council. C- 483/10 MOVED BY COUNCILLOR J. BULGER that the County of Newell donates $600.00 to the Municipal Library Board to be used towards the registration fees, accommodations, and travel expenses for one librarian to attend the Alberta Library Conference in Jasper, AB on Aprii.2'— May 1, 2011, to be funded from operating. MOTION CARRIED 8. Update on 2010 Southern Alberta Summer Games Expenses Councillor M. Nesbitt reported that the final cost to the County had been reduced to around $18,000.00 due to generous in kind donations. 9. Joint Municipal Meeting (January 24, 2011) in Rosemary — Agenda Items Council discussed potential agenda items for the upcoming Joint Municipal Meeting. Councillor B. de Jong indicated that Newell Recycling and Newell Regional Solid Waste Management Association have been considering banning cardboard and other recyclables with value from the landfill. Reeve M. Douglass suggested that M.P. LaVar Payne be invited. 10. Rural Water Distribution System — Set Date for Workshop The Assistant Administrator presented background information on this item and responded to questions from Council. Councillor 1. Schroeder indicated that questions had arisen during and after the open house .\\\\Nt meetings and a policy needs to be established containing all currently known information. Council discussed potential dates and the Assistant Administrator was directed to make sure P. Brouwer from MPE vssossom Regular Council Minutes Page 9 December 23, 2010 Engineering is available to attend January 6 before Council and possibly January 7. 11. Municipal Treasurer's Report (November 2010) The Treasurer's Report for November 2010 was presented to Council. The Assistant Administrator responded to the question regarding the revenue for Disaster Services. He indicated that the amount will be brought into line with the budget following receipt of Provincial grant funding and a transfer from reserves that will be taking place. C- 484/10 MOVED BY COUNCILLOR L. JUSS that the Treasurer's Report for November 2010 be accepted. MOTION CARRIED 12. Cheques for Payment The Assistant Administrator responded to questions from Council. C- 485/10 MOVED BY COUNCILLOR I. SCHROEDER that cheques 168992 to 168996 in the amount of $92,199.28, cheques 168997 to 169126 in the amount of $1,319,829.58, and cheques 169127 to 169139 in the amount of $482,424.44 be APPROVED. MOTION CARRIED VII. COMMITTEE REPORTS 1. Municipal Library Board / Tourism Representative / ORRSC / Economic DevelopmentlTourism Committee Councillor A.M. Philipsen provided Council with a written report. 2. Newell Foundation Councillor 1. Schroeder presented this report to Council. Newbrook Lodge currently has 158 residents and Playfair Lodge has 27 residents. He reported that a power outage had caused some problems at Playfair Lodge, but staff had been able to keep everyone warm. He noted that a building committee has been formed to address some problems and reserve power generators for both residences are being investigated. The budget has passed and will include a slight increase in requisitions. A strategic planning session has been scheduled for February 23, 2011. 3. Newell Regional Services Corporation Councillor 1. Schroeder reported that the 2011 budget has been passed. Scandia, Rainier, and Rolling Hills are now hooked onto the regional Regular Council Minutes Page 10 December 23, 2010 water system with a few initial problems reported. Rosemary will likely 0 be completed by the end of March. 4. Palliser Economic Partnership Councillor L. Juss presented this report to Council. He also indicated that he had attended an Economic Development workshop in conjunction with Palliser Economic Partnership and would like to attend the next one in April. C- 486/10 MOVED BY COUNCILLOR A.M. PHILIPSEN that Councillor L. Juss be permitted to attend the Palliser Economic Partnership Economic Development workshops as a function of Council. MOTION CARRIED 5. Recognition Night Committee Councillor L. Juss reported that Recognition Night will be held on March 18 or 19, depending on the availability of the Heritage Inn. 6. Veteran's Memorial Highway Development Safety Association • Reeve M. Douglass indicated that this committee is arranging a meeting with the MLA's for communities along Highway 36. 7. Joint Services/IMDP Committee Reeve M. Douglass reported that this committee did not meet in December. 8. Mayors & Reeves Association Reeve M. Douglass indicated that a meeting will be scheduled some time in January. 9. Reeve's Report Reeve M. Douglass reported on recent functions that she had attended, including the Mattheis ranch announcement and luncheon, meetings at Medicine Hat — Brooks Campus, a meeting with the Newell Regional u\ O Tourism Association, City of Brooks, and Brooks & District Chamber of Commerce, and the grand opening of the Newell Recycling facilities. Regular Council Minutes Page 11 December 23, 2010 VIII. POST AGENDA ITEMS — continued 1. Elected Officials Education Program — Emergency Preparedness Planning Training Councillor J. Bulger indicated that he would like to attend this training session in Fort Saskatchewan on January 28, 2011. Council discussed other training sessions that had been held in the past, and it was noted that a similar training session is being held locally on January 12 -13, 2011. The Assistant Administrator was directed to gather information from the Fire & Emergency Services Coordinator regarding future emergency preparedness planning training sessions. This item will be discussed further during the January 6, 2011 Council meeting. C- 487/10 MOVED BY COUNCILLOR A. EASTMAN that any Councillor be permitted to attend the Municipal Elected Officials course on Emergency Operations Center (EOC) operations on January 12, 2011 in Brooks, AB as a function of Council. MOTION CARRIED IX. INFORMATION ITEMS — continued 1. Mini Bus Report (November 2010 P � 2010) This item was accepted as information. X. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. XI. IN CAMERA There were no in camera items to discuss at this meeting. XII. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:52 p.m. Signed this 0 6 day of , 201 4) .„ Reeve 4 AIVAin Coun A. inistrator