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HomeMy WebLinkAbout2011-05-19 Council (Regular) Minutes COUNTY OF NEWELL NO. 4 MINUTES OF COUNCIL MEETING May 19, 2011 The regular Council Meeting of the County of Newell No. 4 was held in the County Office at Brooks, AB on Thursday, May 19, 2011 commencing at 10:37 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: C. Amulung I. Schroeder A.M. Philipsen M. Nesbitt J. Bulger A. Eastman B. de Jong L. Juss ABSENT: R. Andrews STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator D. Horvath, County Planner — ORRSC A. Wickert, Manager of Planning & Development T. Green, Agricultural Fieldman M. Harbicht, Superintendent of Public Works T. Schroeder, Assistant Superintendent of Public Works G. Tiffin, Technical Manager A. Nielsen, Executive Assistant OTHERS IN ATTENDANCE: S. Stanway, Brooks Bulletin C. Lindsay, Brooks & County Chronicle D. Simpson, Genivar Inc. E. Kelly, Genivar Inc. T. Becker, Alberta Transportation D. Scheelar, Alberta Transportation C. Mitchell, AMEC L. Madge, AMEC I. EXCUSED FROM MEETING C- 169/11 MOVED BY COUNCILLOR M. NESBITT that Councillor R. A ' rews be excused from the meeting. ,, - � ) RRIED Regular Council Minutes Page 2 May 19, 2011 11. MINUTES 1. Council — May 5, 2011 C- 170/11 MOVED BY COUNCILLOR A. EASTMAN that the May 5, 2011 Council minutes be adopted as presented. MOTION CARRIED III. CALL FOR POST AGENDA ITEMS The Reeve called for post agenda items. IV. ADOPTION OF AGENDA C- 171/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the agenda be adopted as amended. MOTION CARRIED V. AGRICULTURAL BUSINESS 1. Agricultural Fieldman's Report (May 2011) 41, The Agricultural Fieldman presented his report for May 2011 and responded to questions from Council. Councillor L. Juss indicated that weed control in the City of Brooks had been discussed at the Joint Services Committee meeting and the Agricultural Fieldman replied that he would be touring problem areas with a City of Brooks staff member. C- 172/11 MOVED BY COUNCILLOR L. JUSS that the Agricultural Fieldman's Report be accepted as presented. MOTION CARRIED 2. Appointing Weed Inspectors & Pest Inspectors The Agricultural Fieldman presented background information on this item and responded to questions from Council. C- 173/11 MOVED BY COUNCILLOR A. EASTMAN that we appoint Kathy Frieson and Tiffiny Calvert as Inspectors for the County of Newell No. 4 pursuant to Section 7 of the Weed Control Act. MOTION CARRIED C- 174/11 MOVED BY COUNCILLOR I. SCHROEDER that we appoint Kathy Frieson and Tiffiny Calvert as Inspectors for the County of Newell No. 4 pursuant to 0 Section 10 of the Agricultural Pest Act. MOTION CARRIED Regular Council Minutes Page 3 May 19, 2011 3. Rural Beautification Awards — Judge for 2011 The Agricultural Fieldman presented background information on this item and responded to questions from Council. C- 175/11 MOVED BY COUNCILLOR B. DE JONG that Councillor A. Eastman be a judge for the 2011 Rural Beautification Awards and that it be considered a function of Council, and that Councillor M. Nesbitt be the alternate in case of conflict with the judging date. MOTION CARRIED ARRIVED AT MEETING D. Simpson, E. Kelly, and G. Tiffin arrived at 10:51 a.m. 4. Purchase of a New Utility Vehicle The Agricultural Fieldman presented background information on this item and responded to questions from Council. „, C- 176/11 MOVED BY COUNCILLOR A. EASTMAN that a 2011 budget adjustment of $9,600.00 be approved to the Emerson Capital account for equipment (1 -2- 762- 72 -02) to purchase a Gator TH 6x4 from Evergreen Implements and that it be funded from the ASB Reserve for Future Equipment. MOTION CARRIED LEFT THE MEETING T. Green left the meeting at 11:05 a.m. VII. PUBLIC WORKS BUSINESS 1. DELEGATION — Genivar (D. Simpson) RE: Rural Road Study Proposal D. Simpson presented Council with a short history of Genivar Inc. and an overview of their services. He reviewed the goals of the Rural Road Study completed in 2000, which included evaluating key local roads, confirming classifications, and establishing a priority listing for a 5 year period. He then outlined the objectives of the proposed 2011 Newell Gravel Road Study and the methodology that would be used. Council was given the opportunity to ask questions. Councillor B. de Jong acknowledged the value of the study and asked if it was necessary to review all roads. The Superintendent of Public Works indicated that the scope of the s t u c ( y could be r d e a study of Regular Council Minutes Page 4 May 19, 2011 all County roads had been discussed at the Corporate Retreat in order 0 to determine the amount of annual funding allocated in the budget for roads. D. Simpson indicated that the cost to complete a study of all County roads would cost $115,000.00 and that they would work with staff in order to reduce the scope of the project. Further discussion on this item was postponed until later in this meeting. ARRIVED AT MEETING T. Becker and D. Scheelar arrived at 11:40 a.m. 2. DELEGATION — Alberta Transportation (T. Becker & D. Scheelar) RE: Alternative Surfacing on Highway 525 (Gravel Lock) T. Becker provided Council with an overview of the Gravelock system, indicating that other municipalities have had success with this method of dust control. He displayed pictures showing the application process and resulting road surface after a curing period of 60 -90 days. He noted that, during the curing process, the road can become extremely slippery during rainfall. The cost is approximately $33,365.00 per kilometre and the finished road surface is extremely hard and provides dust control for 5 -10 years. He indicated that Gravelock will be 0 applied to Highway 525 beginning in June and requested Council's assistance in advising ratepayers of the curing process. Council suggested methods of informing ratepayers, including posting large signs along the highway, publishing an article in the newsletter, involving the local media, and holding open house meetings for ratepayers. T. Becker and D. Scheelar responded to further questions from Council. LEFT THE MEETING T. Becker, D. Scheelar, D. Simpson, E. Kelly, and G. Tiffin left the meeting at 12:20 p.m. LUNCH Council RECESSED for lunch at 12:20 p.m. and RECONVENED at 1:04 p.m. ARRIVED AT MEETING C itchell and L. Madge arrived at 1:04 p.m. 0 j\ Regular Council Minutes Page 5 May 19, 2011 VII. PUBLIC WORKS BUSINESS — continued 3. DELEGATION — AMEC (C. Mitchell) RE: Scandia Sewage Lagoon C. Mitchell presented Council with an overview of the Hamlet of Scandia wastewater lagoon and lift station improvements. The new lagoon system will have increased capacity to handle existing flows and the projected flows for the next 25 years. The improvements will also comply with Alberta Environment Standards & Guidelines. C. Mitchell provided Council with a summary of the proposed scope of work to be completed, including a cost estimate, and a tentative completion date of October 31, 2011. Council was given the opportunity to ask questions. Councillor 1. Schroeder inquired about grant funding and the Superintendent of Public Works indicated that the grant will cover up to 75% of eligible costs to a maximum of $1.1 million. The Chief Administrative Officer indicated that a thorough review of the project costing is required in order to determine what costs are eligible under the grant program, as the remainder will need to be covered by a local improvement. The Superintendent of Public Works reported that the local improvement will be advertised and a certain percentage of residents who are in favour of the project is required for the work to proceed. C. Mitchell indicated that an itemized breakdown of the work to be completed would be prepared in order to determine the eligible costs. Councillor I. Schroeder inquired about the backup generators and L. Madge indicated that the backup generators are required by Alberta Environment for lift stations. Council accepted the update on the Scandia Sewage Lagoon & Lift Station Improvements as information. LEFT THE MEETING C. Mitchell and L. Madge left the meeting at 1:20 p.m. ARRIVED AT MEETING A. Wickert, D. Horvath, and T. Schroeder arrived at 1:22 p.m. VI. ADMINISTRATIVE BUSINESS 1. Selection of Safety Inspection Agency The Manager of Planning & Development prese -d bac :r; information on this item. She indicated that Park Ent. e.ris- : L s. a / been selected based on their personnel, file management pr. cti es, Regular Council Minutes Page 6 May 19, 2011 and willingness to work with County staff. Councillor 1. Schroeder 0 expressed concerns with the fee structure, indicating that some sort of control is required. The Manager of Planning & Development replied that all agencies interviewed had a similar fee structure and that Alberta Safety Codes has no recommendation for fee schedules. The County will work with the agency to determine the fee structure, but the fees will likely be similar to the agency's general schedule. Councillor A.M. Philipsen inquired about the length of the contract. The Manager of Planning & Development indicated that Alberta Safety Codes had recommended a three year contract, and that she would look into a yearly contract. The County Planner indicated that other accredited municipalities have three year contracts. Discussion followed regarding the fee structure and the Manager of Planning & Development requested approval to proceed with preparing a contract. The Assistant Administrator indicated that clarification on the fee structure and a draft contract will be prepared for a future meeting. C- 177/11 MOVED BY COUNCILLOR A. EASTMAN that Administration proceeds with the preparation of a three year contract with Park Enterprises for provision of Safety Codes Services services to the County of Newell subject to further clarification regarding the fee structure for review with Council during the June 9, 2011 Council meeting. MOTION CARRIED 0 X. POST AGENDA ITEMS 2. Outhouses in Residential Areas Councillor M. Nesbitt inquired about provisions in County bylaws regarding outhouses in residential areas. The Manager of Planning & Development indicated that she and the County Planner would look into this. This item will be discussed further at the next Municipal Planning Commission meeting. LEFT THE MEETING A. Wickert and D. Horvath left the meeting at 1:40 p.m. VII. PUBLIC WORKS BUSINESS — continued 4. Calcium Haul Roads The Assistant Superintendent of Public Works distributed updated maps and provided an overview of the calcium to be applied by division. Each Councillor reviewed the map for their division and 0 provided feedback. LEFT THE MEETING Regular Council Minutes Page 7 May 19, 2011 err.✓ Councillor C. Amulung left the meeting at 1:50 p.m. and returned at 1:52 p.m. The Assistant Superintendent of Public Works indicated several situations where there is an overlap in calcium applied by the County and requested by ratepayers. In those situations, the ratepayer will receive a refund. The Superintendent of Public Works noted that the Town of Bassano pays for calcium on Township Road 21 -4 every two years and suggested that this be done annually at no additional cost, as is done at the Brooks Airport. The Assistant Superintendent of Public Works and Superintendent of Public Works responded to questions from Council. C- 178/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the 2011 Calcium Haul Roads program be APPROVED. MOTION CARRIED 5. Policy Review — 2011 -PPW -053 (Calcium Program — Residential) The Superintendent of Public Works presented background information on this item and responded to questions from Council. C- 179/11 MOVED BY COUNCILLOR A. EASTMAN that Policy 2011 -PPW -053 (Calcium Program — Residential) be amended as follows: For applications in excess of 1000', the ratepayer will be responsible for 100% of the cost of the distance greater than 1,000 feet based on the previous year's actual cost. MOTION CARRIED Councillor M. Nesbitt inquired about reducing the speed limit in the Mortensen Subdivision. This item will be discussed at the next Council meeting. 1. DELEGATION — Genivar (D. Simpson) — continued RE: Rural Road Study Proposal The Superintendent of Public Works distributed a detailed cost estimate to Council, indicating that the study could focus only on high traffic corridors. LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 2:30 p.m. Discussion followed regarding proceeding • e st dy based on Regular Council Minutes Page 8 May 19, 2011 priority roads determined by Public Works staff and approved by 0 Council. ARRIVED AT MEETING Councillor A.M. Philipsen returned at 2:34 p.m. The Chief Administrative Officer stressed the importance of obtaining a report that provides a cost per kilometre for road work and a priority list. The Superintendent of Public responded to further questions from Council. LEFT THE MEETING M. Harbicht and T. Schroeder left the meeting at 2:40 p.m. VI. ADMINISTRATIVE BUSINESS — continued 2. Annual General Meeting Council reviewed the draft agenda for the Annual General Meeting and suggested changes. LEFT THE MEETING C. Lindsay left the meeting at 2:44 p.m. 3. Regional CAO Meeting The Chief Administrative Officer reported to Council regarding issues discussed at the recent Regional CAO's meeting. The main focus was on potential regional services and partnerships in the areas of corporate safety, administrative support, waste management, wastewater, emergency preparedness planning, bylaw enforcement, and economic development. He indicated that the regional information technology initiative is going well, but the CAOs have indicated they would like more training. He also noted that, once the County has established a process for Safety Codes Administration, they will look at expanding this service to the other municipalities. Other issues discussed included disaster relief for spring flooding, uniform truck fill rates, revenue sharing for fringe areas, records management, mowing, and weed inspection. The next meeting of the Regional CAOs will be held on September 15, 2011. L L Y E MEETING S. Stanway left the meeting at 3:01 p.m. Regular Council Minutes Page 9 May 19, 2011 4. Summer Meeting Schedule Council was presented with background information on this item. C- 180/11 MOVED BY COUNCILLOR M. NESBITT that the August 25, 2011 Municipal Planning Commission and Council meetings be cancelled. MOTION CARRIED 5. Kinsmen Rodeo Pancake Breakfast (June 10, 2011) Council was presented with background information on this item. Reeve M. Douglass, the Chief Administrative Officer, and Councillors A.M. Philipsen, 1. Schroeder, A. Eastman, J. Bulger, B. de Jong, M. Nesbitt, and L. Juss indicated that they would be available. C- 181/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that we accept the invitation from the City of Brooks to participate in the Kinsmen Rodeo Pancake Breakfast being held on June 10, 2011 at 7:00 a.m., and that the County of Newell No. 4 agrees to cover 50% of the costs. MOTION CARRIED 6. County Newsletter Review (May /June 2011) �,.✓ Council reviewed the proposed County newsletter for May & June 2011 and made several amendments. 7. Cheques for Payment The Assistant Administrator responded to questions from Council. C- 182/11 MOVED BY COUNCILLOR I. SCHROEDER that cheques 169860 to 170002 in the amount of $1,369,158.54, cheques 170003 to 170005 in the amount of $72,147.76, cheques 170006 to 170076 in the amount of $1,115,844.54, cheques 170077 to 170081 in the amount of $62,004.61, Direct Debit Batch 18261 in the amount of $99,532.10, and Direct Debit Batch 18325 in the amount of $38,848.12 be APPROVED. MOTION CARRIED IX. COMMITTEE REPORTS 1. Disaster Services Committee f Councillor J. Bulger reported on his attendance at the I ' aster F 2011 conference in Banff. Regular Council Minutes Page 10 May 19, 2011 2. Grasslands Regional FCSS Councillor C. Amulung reported that the Annual General Meeting held on May 11, 2011 went well and discussions continue regarding funding contributed to the Newell Regional Expo. The Volunteer Resource Center is grateful to D. Crapo for the public awareness he has generated through his web site. 3. Newell Foundation Councillor 1. Schroeder reported that Newbrook Lodge is proceeding with obtaining a generator and is investigating grant funding. There has been no change in the vacancy rate at either lodge — rooms are available. Reeve M. Douglass reported on a visit to the Prairie Estates complex in Oyen, AB, which provides self - contained condo units for those who wish to downsize but are not yet ready to move into an assisted living facility. 4. Newell Recycling Association /Newell Regional Solid Waste Management Authority Councillor B. de Jong indicated that new equipment will be arriving during the first part of June. The wet weather has created some problems in the west end containment pond. NRSWMA will be taking over landfill operations beginning June 15, 2011. 5. Red Deer River Municipal Users Group Councillor A. Eastman indicated that a full day meeting is scheduled for today and noted that the meetings of this group usually conflict with Council meetings. 6. Rural Water Distribution System (County of Newell Water Project) Councillor B. de Jong indicated that a meeting had been held last Monday in preparation for the easement signing meetings in Duchess. As a result of this meeting, the project will be called the County of Newell Water Project (CNWP). Project timelines have also been established for the other areas of the County with the goal of having all areas completed by 2014. He also indicated that MPE Engineering will hold a workshop for contractors in July to provide them with information on the system requirements. Councillor B. de Jong indicated that approximately 80 landowners were present at the meetings last week and about half of the necessary easements have Regular Council Minutes Page 11 May 19, 2011 been signed for Division 8. Two further open houses are scheduled for May 24 and 25 in Duchess. Councillor 1. Schroeder reported that the committee also decided that only contractors should be supplying pipe, not the County. He also indicated that those landowners on the original pipeline who were offered a connection at $2, 500.00 will be offered the opportunity to connect immediately at that rate or pay the $1,000.00 deposit and connect under the same terms and conditions as everyone else. 7. AUMA President's Summit (Fort McMurray) Councillor M. Nesbitt reported on the AUMA President's Summit she attended with Reeve M. Douglass, Councillor A.M. Philipsen, and Councillor A. Eastman. The summit focused on governance and energy opportunities and included tours of various oil industry sites. LEFT THE MEETING Councillor J. Bulger left the meeting at 4:03 p.m. and returned at 4:05 p.m. X. POST AGENDA ITEMS — continued 1. Meeting with Grasslands Public Schools Council will meet with Grasslands Public Schools on June 27, 2011 at 5:00 p.m. Reeve M. Douglass and Councillors C. Amulung, 1. Schroeder, M. Nesbitt, J. Bulger, A. Eastman, and L. Juss confirmed their attendance. XI. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. XII. IN CAMERA C- 183/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that we move in camera at 4:08 p.m. to discuss a labor issue. MOTION CARRIED C- 184/11 MOVED BY COUNCILLOR I. SCHROEDER that we move out • c- = ra 4:30 p.m. 10 CA 9 Regular Council Minutes Page 12 May 19, 2011 XIII. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:30 p.m. Signed this 7 day of 2011 • sr Reeve •ount Administrator 0 3