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HomeMy WebLinkAbout2011-03-24 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING March 24, 2011 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, March 24, 2011 commencing at 10:34 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: C. Amulung I. Schroeder A.M. Philipsen R. Andrews M. Nesbitt J. Bulger A. Eastman B. de Jong L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator A. Wickert, Development Officer D. Horvath, County Planner — ORRSC M. Harbicht, Superintendent of Public Works T. Schroeder, Assistant Superintendent of Public Works C G. Tiffin, Technical Manager A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: C. Lindsay, Brooks & County Chronicle M. Fitzgerald, The One E. Piper, Brooks Pistol & Small Bore Club C. Piper, Brooks Pistol & SmaII Bore Club A. Stahl, Brooks Pistol & SmaII Bore Club M. DeBlois, KPMG LLP C. Mitchell, AMEC K. Abbany, AMEC 11 County Ratepayers EXCUSED FROM MEETING All members were in attendance at this meeting. II. MINUTES 1. Council (March 10, 2011) C -95/11 MOVED BY COUNCILLOR A. EASTMAN that the March 10, 2011 Council Meeting minutes be adopted as presented. �✓ MOTION CARRIED Regular Council Minutes Page 2 March 24, 2011 III. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. IV. ADOPTION OF AGENDA C -96/11 MOVED BY COUNCILLOR B. DE JONG that the agenda be adopted as presented. MOTION CARRIED V. BYLAWS 1. Bylaw 1720 -11 — Animal Control The Development Officer presented Council with background information on this item, indicating that the bylaw had been circulated to several agencies and no responses to this circulation had been received. She outlined the amendments that had been made as a result of the discussion during the February 24, 2011 Council meeting. Discussion followed regarding article 2.1.1, which states that the • restrictions in the bylaw do not apply to parcels zoned A — Agricultural District. The Development Officer acknowledged this and requested that no further readings be given until this issue is addressed. C -97/11 MOVED BY COUNCILLOR A. EASTMAN that further readings of Bylaw 1720 -11, being a bylaw to provide for the regulation and control of animals within the County, be postponed. MOTION CARRIED 2. Bylaw 1723 -11 — Amendments to Bylaws 1693 -10 & 1709 -10 (NRSC Loan Bylaw) The Assistant Administrator presented background information on this item and responded to questions from Council. Councillor C. Amulung requested that this bylaw be given first reading only, indicating that it will be discussed during the Newell Regional Services Corporation meeting tonight. C -98/11 MOVED BY COUNCILLOR C. AMULUNG that Bylaw 1723 -11, being a bylaw to amend Bylaws 1693 -10 and 1709 -10, be given FIRST reading. MOTION CARRIED —11/\* Regular Council Minutes Page 3 March 24, 2011 VII. ADMINISTRATIVE BUSINESS 1. Intermunicipal Agreements for Expenditure & Revenue Sharing The Assistant Administrator presented background information and responded to questions from Council. The County Planner indicated that the discussion paper contains a summary of the issues raised and a review of the different types of agreements that can be entered into by the municipalities, depending on the desired outcome. She recommended that the County participate in a facilitated workshop with the City of Brooks in order to determine the goals of each municipality with regards to expenditure and revenue sharing. Councillor B. de Jong commented on discussions held during IMDP /Joint Services meetings and echoed the need to determine a direction. ARRIVED AT MEETING T. Green arrived at 10:53 a.m. Discussion followed and it was determined that a facilitated discussion that includes all Council members from both the City and the County would be beneficial in determining a direction for development in the IMDP area. ARRIVED AT MEETING M. Fitzgerald arrived at 11:02 a.m. C -99/11 MOVED BY COUNCILLOR I. SCHROEDER that Council is prepared to engage in a facilitated meeting process that includes the full Councils of the City of Brooks and the County of Newell to discuss expenditure and revenue sharing for development in the IMDP area. MOTION CARRIED LEFT THE MEETING A. Wickert and D. Horvath left the meeting at 11:04 a.m. VI. AGRICULTURAL BUSINESS 1. Agricultural Fieldman's Report (March 2011) The Agricultural Fieldman presented his report for March 2011. Regular Council Minutes Page 4 March 24, 2011 LEFT THE MEETING Councillor A.M. Philipsen and Councillor L. Juss left the meeting at 11:05 a.m. ARRIVED AT MEETING Councillor A.M. Philipsen returned at 11:06 a.m. The Agricultural Fieldman responded to questions from Council. ARRIVED AT MEETING Councillor L. Juss returned at 11:10 a.m. C- 100/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Agricultural Fieldman's Report be accepted as presented. MOTION CARRIED 2. Capital Tender Summary — ASB & Emerson Bridge Park The Agricultural Fieldman presented Council with the capital tender • summary for ASB and Emerson Bridge Park and responded to questions. This item was accepted as information. LEFT THE MEETING T. Green left the meeting at 11:14 a.m. ARRIVED AT MEETING E. Piper, C. Piper, A. Stahl, and 2 County Ratepayers arrived at 11:15 a.m. LEFT THE MEETING Councillor A. Eastman left the meeting at 11:15 a.m. and returned at 11:16 a.m. VII. ADMINISTRATIVE BUSINESS — continued 2. Funding Request — Brooks Pistol & Small Bore Club E. Piper provided Council with background information on their funding request, indicating that permanent improvements to the facility are • required before August 2012 when the range has to be reapproved by the Alberta Government. Regular Council Minutes Page 5 March 24, 2011 Council was given the opportunity to ask questions. Councillor A.M. Philipsen inquired about membership fees and C. Piper replied that the fee is $50.00 per year and this is used for clubhouse maintenance. She also noted that the land is leased from the Eastern Irrigation District. C. Piper indicated that there are also various sporting events at their facility that bring in revenue for the club, as well as drawing visitors to the area. ARRIVED AT MEETING M. Harbicht arrived at 11:23 a.m. C. Piper indicated that the funding request is for between $18,000.00 and $28, 000.00 based on the quotes received. E. Piper and C. Piper responded to further questions from Council. ARRIVED AT MEETING M. DeBlois arrived at 11:29 a.m. C- 101/11 MOVED BY COUNCILLOR R. ANDREWS that the funding request from the Brooks Pistol & Small Bore Club for facility upgrades be APPROVED in the amount of up to $20,000.00 with funding through the Public Reserve Trust Account. MOTION CARRIED LEFT THE MEETING E. Piper, C. Piper, A. Stahl, and 2 County Ratepayers left the meeting at 11:32 a.m. 3. 2010 Year End Audited Financial Statements M. DeBlois presented Council with the 2010 Year End Financial Statements. He outlined some differences in this year's audit report and provided background on the financial statement audit purpose and process. M. DeBlois summarized the key points and notes in the financial statements, indicating there have been no changes to the accounting policies. He provided an explanation to the Management letter, indicating that there are no significant issues to address. M. DeBlois responded to questions from Council. He thanked the Chief Administrative Officer and the staff that assisted in the audit process. Q C- 102/11 MOVED BY COUNCILLOR I. SCHROEDER that the 2010 Year End Audited Financial Statement for the period ending December 31, 2010 be accepted as presented. ..//4(4.0 Regular Council Minutes Page 6 March 24, 2011 MOTION CARRIED Councillor B. de Jong inquired about the possibility of receiving the information in advance of the meeting. M. DeBlois suggested that the audit could be moved ahead one week, which would allow for an earlier circulation of the statements. The Chief Administrative Officer stated that it is not uncommon for the statements to be presented to an audit committee or council and approved at the same meeting. He further suggested that, if questions arise after the statements are approved, that administration would be able to answer the questions. If administration is unable to answer the questions, KPMG will provide any further responses that may be required. ARRIVED AT MEETING M. DeBlois left the meeting at 11:58 p.m. 4. Request to use County Mini Bus — Town of Bassano Council was presented with a letter from the Town of Bassano requesting the use of the County Mini Bus on July 1 -3, 2011. C- 103/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Town of Bassano be permitted to use the County of Newell Mini Bus for tours of the Bassano Dam • on July 1 -3, 2011. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:00 p.m. and RECONVENED at 12:56 p.m. ARRIVED AT MEETING A. Wickert, D. Lester, D. Horvath, T. Schroeder, G. Tiffin, C. Mitchell, and K. Abbany arrived at 12:56 p.m. VII. ADMINISTRATIVE BUSINESS — continued 5. County Newsletter Review (March /April 2011) fifj19 Council reviewed the proposed County newsletter for March & April 2011 and made several amendments. ARRIVED AT MEETING 9 County ratepayers arrived at 1:00 p.m. ,p Regular Council Minutes Page 7 March 24, 2011 VIII. PUBLIC WORKS BUSINESS 1. Truck Route Delegation (AMEC) K. Abbany presented Council with background information on this item, indicating that the preferred alignments for the proposed north /south and east/west truck routes were discussed at the Council meeting of February 10, 2011. He presented a summary of the responses received from the open house meeting held on February 24, 2011. Council was given the opportunity to ask questions. Councillor M. Nesbitt asked if the County Planner had been given the opportunity to comment on the proposed truck routes. K. Abbany replied that the consultation group included representatives from the County and the City. The Superintendent of Public works indicated that the feasibility study was conducted to determine the alignment and the cost to proceed. The IMDP area was considered originally, but there has been no direct involvement with the County Planner. Councillor M. Nesbitt inquired about Alberta Transportation and K. Abbany replied that they had not been involved but their standards will be considered with regard to crossings. Councillor M. Nesbitt inquired about budget and the Superintendent of Public Works replied that the feasibility study had been funded through the paving reserve. C. Mitchell displayed a map showing the preferred route and indicated where curves had been tightened to minimize the impact on landowners. C. Mitchell responded to further questions from Council. K. Bandura expressed concerns with increasing traffic and the potential for collisions. C. Mitchell responded to questions. Councillor M. Nesbitt inquired about comments from the City's engineering department regarding the proposed east/west truck route. The Superintendent of Public Works indicated that the Joint Services Committee was made aware of the open house on February 24, 2011 and will also be receiving the information presented today. E. Hansen requested clarification on the project. Reeve M. Douglass indicated that Council will be making a decision on the project in the very near future and will be advising all the landowners accordingly once the feasibility stages of this project are concluded. LEFT THE MEETING A. Wickert, D. Lester, D. Horvath, and 9 County ratepayers left the meeting at 1:39 p.m. Regular Council Minutes Page 8 March 24, 2011 2. Range Road 15 -5 Paving The Superintendent of Public Works presented Council with background information on this item, indicating that funding is available in the paving reserve for this project, which was deferred from the previous year. He requested direction from Council regarding proceeding with this project. Council was given the opportunity to ask questions. C. Mitchell provided information regarding the safety of the intersection crossing Highway 1, indicating that trucks 25m long and under should be able to safely stop in the middle. Councillor C. Amulung inquired about installing merge lanes on the left side. C. Mitchell replied that Alberta Transportation will not permit any new left-hand merge lanes. C- 104/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that Council defers the paving of Range Road 15 -5 completely and that the funding in the Paving Reserve be applied to other projects. Discussion followed regarding the width of the intersection and traffic patterns. Councillor A. Eastman indicated that Range Road 15 -5 has been on the paving plan for a while. Councillor C. Amulung indicated that he would support paving Range Road 15 -5 from Rosemary to • Highway 1. Discussion followed regarding potential changes in cost that could occur if the project is limited to the northern portion. C. Mitchell responded to questions from Council. The Superintendent of Public Works explained the reasons for adding the south portion to the project, indicating that a Resource Road Funding application has been submitted for this project and another. Councillor A. Eastman requested a recorded vote. VOTE ON MOTION C- 104/11 In Favor: Division 3 Opposed: Divisions 1, 2, 4, 5, 6, 7, 8, 9, 10 MOTION DEFEATED C- 105/11 MOVED BY COUNCILLOR C. AMULUNG that that the County proceed with tendering the paving of Range Road 15 -5 north from Rosemary to Highway 1, funded through the Paving Reserve. 01\1\j° Councillor A. Eastman requested a recorded vote. In Favor: Divisions 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 Opposed: None MOTION CARRIED Regular Council Minutes Page 9 March 24, 2011 Reeve M. Douglass inquired about the projects remaining in the paving plan. The Superintendent of Public Works listed the paving projects still on the list and indicated that he would forward the paving plan to Council. 3. Bridge File 75926 The Superintendent of Public Works presented Council with background information on this item. C- 106/11 MOVED BY COUNCILLOR L SCHROEDER that Council remains committed to Option 5 and that AMEC proceed to tender the work as presented; furthermore, that Council approves a budget adjustment increasing the total project cost from $541,224.00 to $1,007,300.00 with funding from Alberta Transportation in the amount of $600,000.00 and funding from the County in the amount of $407,300.00 to be financed from the Regional Enhancement Reserve. MOTION CARRIED 4. Purchase of New Truck, Plow, Sander /Spreader Unit The Superintendent of Public Works presented Council with background information on this item. C- 107/11 MOVED BY COUNCILLOR M. NESBITT that Council APPROVES the tender from Prairie Hydraulic in the amount of $229,263.00 for the purchase of a Plow Truck, Combination Dump Body /Spreader Unit, and Plow. MOTION CARRIED LEFT THE MEETING C. Mitchell, K. Abbany, G. Tiffin, and Councillor J. Bulger left the meeting at 2:24 p.m. 5. Policy Review — 2007 -PPW -052 (Calcium Program — Industry) The Superintendent of Public Works presented Council with background information on this item and explained the changes made to the policy. The Superintendent of Public Works responded to questions from Council. ARRIVED AT MEETING Councillor J. Bulger returned at 2:25 p.m. C- 108/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that Policy 2011 -PPW -052 (Calcium Program — Industry) be adopted as amended. MOTION CARRIED 41 Regular Council Minutes Page 10 March 24, 2011 6. Policy Review — 2007 -PPW -053 (Calcium Program — Residential) The Superintendent of Public Works presented Council with background information on this item and explained the changes made to the policy. C- 109/11 MOVED BY COUNCILLOR B. DE JONG that Policy 2011 -PPW -053 (Calcium Program — Residential) be adopted as amended. MOTION CARRIED 7. 2011 Calcium Haul Roads The Assistant Superintendent of Public Works presented Council with background information on this item, explaining the changes made to the program. The Superintendent of Public Works and Assistant Superintendent of Public Works responded to questions from Council. Each Councillor will review the map for their division and advise the Assistant Superintendent of Public Works of any changes. ARRIVED AT MEETING G. Tiffin returned at 2:43 p.m. 8. Policy Review — 2011 -PPW -048 (Road Ban Permits) The Superintendent of Public Works presented Council with background information on this item and explained the changes made to the policy. LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 2:48 p.m. C- 110/11 MOVED BY COUNCILLOR R. ANDREWS that Policy 2011 -PPW -048 (Road Bans & Road Ban Permits) be adopted as presented. MOTION CARRIED 9. Rural Water Distribution System — Update The Assistant Administrator presented Council with background information on this item, indicating that the registration process yielded a lower participation rate than desired. ARRIVED AT MEETING CO Councillor A.M. Philipsen returned at 2:51 p.m. Regular Council Minutes Page 11 March 24, 2011 The Assistant Administrator asked Council to consider a different funding model which would cap the landowner's contribution at $1,000.00 with the remainder funded over time from a variety of different sources. Discussion followed regarding the goal of providing potable water to everyone in the County and how to achieve this goal. Councillor A. Eastman agreed with the goal and stressed that it must be economically feasible in order to proceed. Councillor C. Amulung noted that the registrations received were from those who could afford what the County was proposing and not necessarily an indicator of interest. The Assistant Administrator indicated that a notice has been drafted that would be sent to all landowners in the County advising them of a new funding model. Those landowners in Division 8 would be given until April 29 to submit their registrations. Council will review the additional responses received after this deadline to determine whether or not the project should proceed. Discussion followed regarding sending this letter out to all landowners with a reply card where they can indicate if they are for or against the rural water distribution project. Councillor L. Juss suggested that the time frame for the entire project should be shortened. Council agreed that a letter explaining the new funding proposal would be sent to all landowners in the County with a deadline of April 29 to express their interest, with particular emphasis on Division 8. The Chief Administrative Officer suggested alternative funding options for this project, such as applying for 75% of the remaining Municipal Sustainability Initiative grant, which would be approximately $27 million, with the remainder to come from connection fees and County financial reserves over the term of the project completion. C- 111/11 MOVED BY COUNCILLOR I. SCHROEDER that the County of Newell proceeds with the Rural Water Distribution System project based on the modified funding proposal which caps the landowner's contribution at } $1 ,000.00. Discussion followed regarding the content of the letter and the proposed deadline. VOTE ON MOTION C- 111/11: Councillor M. Nesbitt requested a recorded vote. In Favor: 1, 2, 3, 4, 6, 8, 9, 10 Opposed: 5, 7 MOTION CARRIED Councillor B. de Jong inquired about the next area to be completed. The Assistant Administrator indicated that this would not be based on 141 Regular Council Minutes Page 12 March 24, 2011 the next highest number of registrations received and the Steering Committee would decide. Councillor 1. Schroeder requested that a meeting be held to discuss further details. A meeting to discuss the details of the mail out will be held Friday, March 25, 2011 beginning at 9:00 a.m. LEFT THE MEETING Councillor J. Bulger left the meeting at 3:54 p.m. ARRIVED AT MEETING Councillor J. Bulger returned at 3:57 p.m. LEFT THE MEETING M. Harbicht, G. Tiffin, and T. Schroeder left the meeting at 4:03 p.m. VII. ADMINISTRATIVE BUSINESS — continued 6. Newell Regional Expo — Request for Funding/Partnership Opportunity The Assistant Administrator presented Council with background • information on this item. He indicated that Grasslands Regional FCSS would like to meet with the County and the City to discuss how the Welcoming & Inclusive Community Plan fits in with the goals of the Newell Regional Expo. The Assistant Administrator responded to questions from Council. LEFT THE MEETING Councillor L. Juss left the meeting at 4:06 p.m. C- 112/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the County supports the Grasslands Regional FCSS board and agrees to participate in a meeting to discuss specific details regarding the use of the Newell Regional Expo funds under the Welcoming & Inclusive Community Program. MOTION CARRIED 7. Continuation of Support for Palliser Economic Partnership The Assistant Administrator presented Council with background information on this item. Councillor R. Andrews noted that the County is one of the top three contributors to the Palliser Economic Partnership. Regular Council Minutes Page 13 March 24, 2011 ARRIVED AT MEETING Councillor L. Juss returned at 4:10 p.m. Discussion followed regarding the increase in funding required and the benefits of being a member of the Palliser Economic Partnership. Councillor L. Juss indicated that funding is in place for the current year and the increase would not take effect until 2012. Councillor A. Eastman suggested that each Councillor inquire with local businesses in their communities to determine the benefits of belonging to the Palliser Economic Partnership. The Assistant Administrator responded to questions from Council. C- 113/11 MOVED BY COUNCILLOR L. JUSS that the County agrees to support the Palliser Economic Partnership in 2012 with funding from Economic Development. MOTION CARRIED 8. Seniors' Week (June 6 -12, 2011) The Assistant Administrator presented Council with background information on this item. C BY COUNCILLOR A. EASTMAN t hat the County MOVED Y of Newell No. 4 hereby proclaims June 6 -12, 2011 as "Seniors' Week 2011." MOTION CARRIED 9. Seniors Outreach Dinner The Assistant Administrator presented Council with background information on this item. C- 115/11 MOVED BY COUNCILLOR M. NESBITT that the County of Newell No. 4 provides funding in the amount of $1,000.00 for the Seniors Outreach Dinner with funding from the Charitable Grants & Donations account. MOTION CARRIED 10. County of Newell — Revisions to Organizational Charts The Assistant Administrator presented background information on this item and responded to questions from Council. C- 116/11 MOVED BY COUNCILLOR C. AMULUNG that the Administration Organizational Chart be APPROVED as presented. Q MOTION CARRIED Regular Council Minutes Page 14 March 24, 2011 11. Corporate Retreat (April 4 -5, 2011) The Assistant Administrator presented Council with background information on this item. The Chief Administrative Officer noted that the Workshop Preparation Worksheet should be completed prior to the retreat. The Assistant Administrator responded to questions from Council. 12. Cheques for Payment The Assistant Administrator responded to questions from Council. C- 117/11 MOVED BY COUNCILLOR I. SCHROEDER that cheques 169630 to 169752 in the amount of $1,345,880.39, Direct Debit Batch 18046 in the amount of $87,662.77, and Direct Debit Batch 18141 in the amount of $46,501.42 be APPROVED. MOTION CARRIED VIII. PUBLIC WORKS BUSINESS - continued 1. Truck Route Delegation (AMEC) - continued Reeve M. Douglass requested this item be placed on the April 7, 2011 • Council agenda for further discussion. The Chief Administrative Officer noted that a motion had been passed regarding acquiring the necessary land, and that the route needs to be selected. IX. COMMITTEE REPORTS 1. Tourism Representative /Shortgrass Library System/ Oldman River Regional Services Commission /Economic Development/Tourism Committee /Land Use Bylaw Committee Councillor A.M. Philipsen submitted a written report. 2. Crime Stoppers Board/Rural Crime Watch Councillor R. Andrews indicated that the Rural Crime Watch is working on building membership and will have a booth at the trade show. Crime Stoppers representatives from Calgary gave presentations to the Seniors' Outreach and Ashton's Place. He requested that Councillors advise him if they have a Crime Stoppers sign in their division, as some cy \PO have the wrong contact information and must be checked. • Regular Council Minutes Page 15 March 24, 2011 3. Newell Foundation Reeve M. Douglass indicated that Newbrook Lodge is making progress on repairing their windows. Information is being gathered about generators for both buildings. The financial statements have been presented and new tenants have recently moved into both lodges. 4. Red Deer River Municipal Users Group Councillor A. Eastman noted that monitoring for heavy metals and pharmaceuticals continues on the Red Deer River. 5. Joint Services /IMDP Committee Reeve M. Douglass indicated that the Newell Regional Expo funding and Physician Recruitment were discussed. X. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. XI. INFORMATION ITEMS 1. Tilley Fire & Rescue Grand Opening Council was directed to advise the Executive Assistant if they planned to attend this event. 2. Eastern Irrigation District - 2010 Annual Report This item was accepted as information. 3. Mini Bus Report (February 2011) This item was accepted as information. c Regular Council Minutes Page 16 March 24, 2011 XII. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. Reeve M. Douglass suggested that a letter be drafted to Volker Stevin to express gratitude for their efficient snow removal work this year. Reeve M. Douglass also reminded Council of the invitation to meet Danielle Smith, Leader of the Wild Rose Alliance, at the Heritage Inn on Friday, March 25, 2011 at 3:45 p.m. Councillor C. Amulung reminded Council of the Grasslands Regional FCSS Citizen of the Year /Junior Citizen of the Year Awards on April 8, 2011. XIII. IN CAMERA There were no in camera items to discuss at this meeting. XIV. ADJOURN • Being that the agenda matters have been concluded, the meeting adjourned at 4:50 p.m. Signed this la day of Atir / , 2011 Reeve ou Administrator