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HomeMy WebLinkAbout2011-06-09 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING �✓ June 9, 2011 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, June 9, 2011 commencing at 10:35 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: C. Amulung I. Schroeder M. Nesbitt J. Bulger A. Eastman B. de Jong L. Juss ABSENT: A.M. Philipsen R. Andrews STAFF: K. Stephenson, Chief Administrative Officer D. Horvath, County Planner — ORRSC A. Wickert, Manager of Planning & Development G. Tiffin, Technical Manager M. Gietz, Economic Development & Tourism Coordinator A. Nielsen, Executive Assistant OTHERS IN ATTENDANCE: S. Stanway, Brooks Bulletin M. Fitzgerald, The One L. Pye- Matheson, Grasslands FCSS H. Wutzke, Grasslands FCSS K. Bruens, Grasslands FCSS R. Havinga, Newell Regional Services Corporation I. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:35 a.m. II. EXCUSED FROM MEETING C C- 185/11 MOVED BY COUNCILLOR C. AMULUNG that Councillor A.M. Philipsen and Councillor R. Andrews be excused from the meeting. MOTION CARRIED Regular Council Minutes Page 2 June 9,2011 III. ADOPTION OF MINUTES 1. Council — May 19, 2011 C- 186/11 MOVED BY COUNCILLOR I. SCHROEDER that the May 19, 2011 Council minutes be adopted as presented. MOTION CARRIED IV. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. V. ADOPTION OF AGENDA C- 187/11 MOVED BY COUNCILLOR M. NESBITT that the agenda be adopted as amended. MOTION CARRIED VIII. ADMINISTRATIVE BUSINESS 1. DELEGATION — Grasslands Regional FCSS • L. Pye- Matheson gave a presentation to Council which included a history of the Grasslands Regional FCSS organization and an overview of the programs and services provided over the past six years. She indicated that social mapping and planning will be conducted over the next two years and Councillors will be contacted with respect to their individual communities. Council was given the opportunity to ask questions. Councillor B. de Jong inquired about the identification of short and long term needs. H. Wutzke replied that obtaining sufficient funding for programs is a concern. Currently, 80% of funding is received from provincial sources and the municipalities make up the balance. L. Pye- Matheson also commented the need for internal staff and volunteers to run the programs. Councillor C. Amulung requested a list of organizations that are supported by Grasslands Regional FCSS and L. Pye- Matheson indicated that these organizations are listed in the information package provided. K. Bruens provided Council with a history of the Volunteer Resource Centre, which was started as a result of community feedback She gave an overview of the services provided by the Volunteer Resource Centre to all sectors. They focus on providing resources, training, consultation, and support to help develop voluntary organizations. She noted that there is an extensive intake service for younger people Regular Council Minutes Page 3 June 9,2011 and they are looking at strategies to sustain the culture of volunteerism within the County of Newell. Council was given the opportunity to ask questions. LEFT THE MEETING L. Pye- Matheson, H. Wutzke, and K. Bruens left the meeting at 11:05 a.m. ARRIVED AT MEETING G. Tiffin arrived at 11:06 a.m. 9. Joint City /County Meeting — Selection of Date Council suggested June 20, 21, 23, and 29 as dates for this meeting. LEFT THE MEETING Councillor L. Juss left the meeting at 11:14 a.m. 2. Proposed Amendment to CFO Exclusionary Zone Boundary The County Planner presented Council with background information on this item, including maps showing the current and proposed CFO Exclusionary Zone boundaries and adjacent lands affected by this application. She indicated that the land is within the Inter Municipal Development Plan area and outlined the process required. She also noted that the IMDP Committee had requested that both City and County Councils review this proposal and identify any issues before a formal application is submitted. ARRIVED AT MEETING Councillor L. Juss returned at 11:19 a.m. The County Planner gave an overview of the affected lands, indicating that the boundary amendment would have little impact to adjacent landowners. The County Planner responded to questions from Council. Council identified no issues with the proposed boundary amendment and determined that the applicant may proceed with submitting an application. The County Planner indicated that she would provide updates on the progress of this application. ARRIVED AT MEETING 07\d M. Gietz arrived at 11:20 a.m. Regular Council Minutes Page 4 June 9, 2011 11. Update on Discussions Regarding Joint Economic Development & Tourism Initiative The Economic Development & Tourism Coordinator provided Council with an overview of the meeting between the City and County Economic Development committees. She indicated that they discussed priorities and the possibility of combining efforts with a regional Economic Development Board or choosing joint projects to work on together. A meeting will be held on June 15 to discuss this further, the results of which will be reported to Council. The Economic Development & Tourism Coordinator indicated that she and Councillor A.M. Philipsen would participate in the next FCM Municipal Partners in Economic Development mission to Cambodia on June 19 She requested school or medical supplies that would be donated to the partner community. The Economic Development & Tourism Coordinator responded to questions from Council. Councillor B. de Jong inquired about business licenses and the Economic Development & Tourism Coordinator replied that, currently, the fees for business licenses are inconsistent between communities and that establishing a regional licensing process would create opportunities for businesses. • 12. Economic Development & Tourism Committee Action Planning Workshop Council was presented with an overview of the County of Newell Economic Development & Tourism Committee's Action Planning Workshop. This item was accepted as information. LEFT THE MEETING M. Gietz left the meeting at 11:38 a.m. C- 188/11 MOVED BY COUNCILLOR B. DE JONG that we move into Public Hearings at 11:39 a.m. MOTION CARRIED VI. PUBLIC HEARINGS 1. Bylaw 1726 -11 — 11 LUA 004 Text Amendment - Addition of Work Camps as a Discretionary Use in the A — Agricultural, C — Commercial, LI — Light Industrial, and I — Industrial Land Use Districts Reeve M. Douglass called the Public Hearing to order at 11:39 a.m. Regular Council Minutes Page 5 June 9,2011 Reeve M. Douglass did not review the procedures that would be followed for the hearing as there were no new persons in attendance. The County Planner stated that the intent of Bylaw 1726 -11 is to amend Land Use Bylaw 1626 -07 by adding a definition for work camps to Schedule 14 and to amend Schedule 2 by adding work camps as a discretionary use to the A - Agricultural, C - Commercial, LI - Light Industrial, and I - Industrial land use districts. The County Planner provided background information on this item, indicating that no response to the circulation was received from either adjacent landowners or agencies. There were no persons in attendance speaking either in support of or in opposition to the proposed bylaw. Council was given the opportunity to ask questions. Councillor L. Juss inquired about setting a limit on the time a work camp could be in place for it to be considered temporary. The County Planner replied that, as a discretionary use, each application would be reviewed at Municipal Planning Commission meetings. She also noted that the Land Use Bylaw review committee could consider adding additional criteria in the new land use bylaw. C- 189/11 MOVED BY COUNCILLOR L. JUSS that we move out of Public Hearings at 11:42 a.m. MOTION CARRIED VII. BYLAWS 1. Bylaw 1726 -11 -11 LUA 004 Text Amendment - Addition of Work Camps as a Discretionary Use in the A - Agricultural, C - Commercial, LI - Light Industrial, and I - Industrial Land Use Districts C- 190/11 MOVED BY COUNCILLOR I. SCHROEDER that Bylaw 1726 -11, being a bylaw to amend Land Use Bylaw 1626 -07 by adding a definition for work camps and to amend Schedule 2 of the Land Use Bylaw by adding Work camps as a discretionary use to A - Agricultural, C - Commercial, LI - Light Industrial, and I - Industrial land use districts, be given SECOND reading. MOTION CARRIED C- 191/11 MOVED BY COUNCILLOR A. EASTMAN that Bylaw 1726 -11 be given THIRD and FINAL reading. MOTION CARRIED Regular Council Minutes Page 6 June 9, 2011 2. Bylaw 1727 -11 — Temporary Road Closure (Bassano Air Rodeo) CIO The Technical Manager provided background information and responded to questions from Council. C- 192/11 MOVED BY COUNCILLOR J. BULGER that Bylaw 1727 -11, being a bylaw for the temporary closure and occupation or use of highways located within the County of Newell adjacent to the Bassano Airport when they are not required for public use, be given FIRST reading. MOTION CARRIED C- 193/11 MOVED BY COUNCILLOR L. JUSS that Bylaw 1727 -11 be given SECOND reading. MOTION CARRIED C- 194/11 MOVED BY COUNCILLOR A. EASTMAN that consent be given for Bylaw 1727 -11 to receive third reading this 9 day of June, 2011. MOTION CARRIED UNANIMOUSLY C- 195/11 MOVED BY COUNCILLOR C. AMULUNG that Bylaw 1727 -11 be given THIRD and FINAL reading. MOTION CARRIED VIII. ADMINISTRATIVE BUSINESS 3. Selection of Safety Inspection Agency The Manager of Planning & Development presented Council with background information on this item. Fee schedules from the selected accredited agency would be applied to County of Newell permits and both have agreed to a three year contract. She gave an overview of the weighted comparison prepared by the Planning & Development Department staff. The Manager of Planning & Development responded to questions from Council. Councillor B. de Jong asked if one agency had to be chosen and the Manager of Planning & Development replied that working with one agency would ensure consistency and better service to ratepayers. She responded to questions regarding the size of each of the two agencies reviewed, indicating that Superior Safety Codes Inc. is a large organization whereas Park Enterprises Ltd. operates • out of Lethbridge. The Manager of Planning & Development responded to further questions regarding the fees to be charged. Regular Council Minutes Page 7 June 9,2011 C C- 196/11 MOVED BY COUNCILLOR B. DE JONG that Council APPROVES entering into a three -year contract with Park Enterprises Ltd. for the provision of Safety Codes Services to County landowners. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:07 p.m. and RECONVENED at 1:04 p.m. ARRIVED AT MEETING R. Havinga arrived at 1:04 p.m. IX. PUBLIC WORKS BUSINESS 5. Utilities — NRSC Report R. Havinga presented Council with the Utilities — NRSC Report and gave an overview of the highlights. R. Havinga responded to questions from Council. c 4. Tender Award — Rosemary & Patricia Pump Station Upgrades R. Havinga presented background information on this item and responded to questions from Council. C- 197/11 MOVED BY COUNCILLOR C. AMULUNG that the County of Newell No. 4 APPROVES the lowest tender in the amount of $485,642.85 including GST from Everest Construction Management Inc. for the Newell Regional Services Corporation Rosemary and Patricia Pump Station Upgrades — Contract #3. MOTION CARRIED LEFT THE MEETING G. Tiffin, A. Nielsen, and S. Stanway left the meeting at 1:13 p.m. XIII. IN CAMERA C- 198/11 MOVED BY COUNCILLOR B. DE JONG that we move in camera at 1:13 p.m. to discuss a land and legal issue. MOTION CARRIED Regular Council Minutes Page 8 June 9,2011 C- 199/11 MOVED BY COUNCILLOR A. EASTMAN that we move out of camera at 2:12 p.m. MOTION CARRIED LEFT THE MEETING R. Havinga and Councillor M. Nesbitt left the meeting at 2:12 p.m. ARRIVED AT MEETING G. Tiffin, A. Nielsen, and S. Stanway returned at 2:12 p.m. IX. PUBLIC WORKS BUSINESS — continued 1. Policy Review The Technical Manager presented several policies to Council, indicating that no amendments have been suggested by staff. Discussion followed and Council suggested amendments to Policies 2009 -PPW -008 and 2009 -PPW -011. C- 200/11 MOVED BY COUNCILLOR A. EASTMAN that Policies 1996 -PPW -020, 1998 -PPW -032, 2007 -PPW -055, 2009 -PPW -008, 2009 -PPW -011, 2009 - PPW -058, 2010 -PPW -059, 2011 -PPW -048, and 2011 -PPW -052 be adopted as amended. MOTION CARRIED 2. Tender Award — Crack Sealing The Technical Manager presented background information on this item and responded to questions from Council. Councillor A. Eastman inquired about the duration of the contract and the Technical Manager replied that one year contracts will be awarded for crack sealing and pavement marking in 2011. The three year contracts will be staggered so that not all services need to be retendered in the same year. The Technical Manager responded to further questions from Council. C- 201/11 MOVED BY COUNCILLOR I. SCHROEDER that the contract for the supply and placement of crack sealing services in 2011 to the County of Newell No. 4 be awarded to Federal Joint Sealing in the amount of $1.60 per metre with funding through the 2011 approved Operating Budget (G /L Account 1 -2- 257- 32 -02). MOTION CARRIED Regular Council Minutes Page 9 June 9,2011 3. Tender Award — Pavement Marking The Technical Manager presented background information on this item and responded to questions from Council. Councillor B. de Jong asked if a budget adjustment was necessary and the Technical Manager replied that the roads will be prioritized and work completed up to the amount approved in the 2011 Budget. C- 202/11 MOVED BY COUNCILLOR L. JUSS that the contract for the supply and placement of pavement marking services in 2011 to the County of Newell No. 4 be awarded to Specialized Pavement Markings in the amount of up to $109,900.00 with funding through the 2011 approved operating budget (G /L Account 1 -2- 257- 32 -06). MOTION CARRIED 6. Superintendent of Public Works Report The Technical Manager presented the Superintendent of Public Works Report and responded to questions from Council. Councillor A. Eastman inquired about Range Road 15 -5. The Technical Manager replied that AMEC is obtaining the necessary land acquisitions, easements, and other agreements. He indicated that Policy 2010 -PPW -059 outlines compensation amounts for landowners and that AMEC has also researched land prices in that area. Councillor L. Juss indicated that a ratepayer in the area has fill dirt available in exchange for a dugout. The Technical Manager indicated that he would pass this information on to AMEC. C- 203/11 MOVED BY COUNCILLOR I. SCHROEDER that the Superintendent of Public Works report and the Utilities — NRSC report for April 2011 be APPROVED as presented. MOTION CARRIED 7. Speed Limits Council was provided with a report from the Superintendent of Public Works regarding speed limits in hamlets and subdivisions. This item was accepted as information. 8. Range Road 15 -5 from Highway 1 North to Highway 550 — Intersection Improvements The Technical Manager presented background information and responded to questions from Council. He indicated that the tendered prices will be subject to the actual construction costs and asked_if these intersection improvements should be included in the tender for, the Regular Council Minutes Page 10 June 9, 2011 Range Road 15 -5 paving project. Discussion followed and Councillor C. Amulung requested clarification on whether or not the 1.2km was the total length of the project or just the intersection improvements. This item will be discussed further with Alberta Transportation during the June 23, 2011 Council meeting. Councillor 1. Schroeder requested that MLA A. Doerksen be present at this meeting as well. LEFT THE MEETING G. Tiffin and Councillor A. Eastman left the meeting at 2:46 p.m. VIII. ADMINISTRATIVE BUSINESS — continued 4. Corporate Retreat Report The Chief Administrative Officer presented Council with strategic priorities documents created as a result of the Corporate Retreat held on April 4 -5, 2011. He indicated that the strategic priorities chart would be distributed at each Council meeting as a progress report and provided an update on some of the items. The Chief Administrative Officer responded to questions from Council. • ARRIVED AT MEETING Councillor A. Eastman returned at 2:51 p.m. C- 204/11 MOVED BY COUNCILLOR C. AMULUNG that the 2011 Strategic Priorities Report and Chart be adopted as presented. MOTION CARRIED 5. Land of Promise Scholarship The Chief Administrative Officer presented Council with background information on this item. C- 205/11 MOVED BY COUNCILLOR I. SCHROEDER that responsibility and trust funds for the Land of Promise Scholarship be transferred to Grasslands Regional Schools. MOTION CARRIED 6. Grasslands Lease (S 29- 16- 16 -W4) C ...j\18 Council was presented with background information on this item. Regular Council Minutes Page 11 June 9,2011 C C- 206/11 MOVED BY COUNCILLOR B. DE JONG that Council APPROVES a one (1) year extension to the lease agreement located at S 29- 16- 16 -W4. MOTION CARRIED 7. 2011 AAMDC Member Satisfaction Survey Council reviewed the 2011 AAMDC Member Satisfaction Survey and provided responses to the Council oriented questions. Administration will submit the survey response. 8. Brooks & District Museum Canada Day Pancake Breakfast Council was presented with a letter from the Brooks & District Museum inviting Council to participate in their Annual Canada Day Celebration and pancake breakfast on July 1, 2011. Reeve M. Douglass and Councillor B. de Jong indicated that they would be available. 10. Letter of Support — M.D. of Willow Creek '^ The Chief Administrative Officer presented Council with background �✓ information on this item. C- 207/11 MOVED BY COUNCILLOR A. EASTMAN that a letter be written to the M.D. of Willow Creek in support of their resolution requesting a change to Alberta Transportation's policy of accepting the lowest tender. MOTION CARRIED 13. Councillor Payment Sheets C- 208/11 MOVED BY COUNCILLOR B. DE JONG that the April 2011 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 14. Cheques for Payment The Chief Administrative Officer responded to questions from Council. �** C- 209/11 MOVED BY COUNCILLOR C. AMULUNG that cheques 170082 to 170193 r in the amount of $$1,153,221.22, cheques 170194 to 170195 in the amount of $63,930.23, cheques 170196 to 170197 in the amount of $3,027,645.50, Regular Council Minutes Page 12 June 9,2011 and cheques 170198 to 170310 in the amount of $1,904,417.06 be APPROVED. MOTION CARRIED XI. INFORMATION ITEMS 1. Hemsing CFO Amendment (LA08003A) This item was accepted as information. 2. Mini Bus Monthly Report (April 2011) This item was accepted as information. 3. Alberta TrailTracker Newsletter (Winter 2010 /Spring 2011) This item was accepted as information. XII. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. Council discussed preparations for the Kinsmen Rodeo Pancake Breakfast. Reeve M. Douglass provided an update on the parade float and discussion followed regarding the possibility of using the float in other parades. Councillor 1. Schroeder reported that the Tilley Friendship Society would be unveiling a mural on July 2, 2011. Reeve M. Douglass reported on two Progressive Conservative Party speakers who would be giving presentations in Brooks. The Chief Administrative Officer indicated that he would be attending meetings of the Joint Services Committee and Rural Water Distribution System Committee. X. POST AGENDA ITEMS 1. Bylaw 1728 -11 — Rescinding Bylaw 1303 -00 (Designated Officer Positions) C- 210/11 MOVED BY COUNCILLOR I. SCHROEDER that Bylaw 1728 -11, being a bylaw to rescind Bylaw 1303 -00, be given FIRST reading. MOTION CARRIED • Regular Council Minutes Page 13 June 9, 2011 C C- 211/11 MOVED BY COUNCILLOR L. JUSS that Bylaw 1728 -11 be given SECOND reading. MOTION CARRIED C- 212/11 MOVED BY COUNCILLOR A. EASTMAN that consent be given for Bylaw 1728 -11 to receive third reading this 9 day of June, 2011. MOTION CARRIED UNANIMOUSLY C- 213/11 MOVED BY COUNCILLOR B. DE JONG that Bylaw 1728 -11 be given THIRD and FINAL reading. MOTION CARRIED XIV. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:35 p.m. Signed this 13 day of -/2-- , 2011 C `AIIL4 : • I_ _,_.... Reeve 4 v. C:fr A dministrator c