Loading...
HomeMy WebLinkAbout2011-08-11 Council (Regular) Minutes 4 COUNTY OF NEWELL NO. 4 MINUTES OF Regular Council Q August 11, 2011 The regular Council Meeting of the County of Newell No 4 was held in the County Office in Brooks, AB on August 11, 2011 commencing at 10:35 a.m. � -1vt.D MEMBERS M. Douglas. Reeve PRESENT: COUNCILLORS: C. Amulung I. Schroeder A.M. Phillipsen 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 Control Officer D. Horvath, County Planner - ORRSC M. Gietz, Economic Development & Tourism Coordinator W. Slenders, Economic Development & Tourism Summer Student M. Fenske, Manager of Finance M. Harbicht, Superintendent of Public Works G. Tiffin, Technical Manager A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: M. Fitzgerald, The One Nicole Wright, Operations Manager (Roadata Systems Ltd.) Angela Kinzel, Communications Manager (Roadata Sytems Ltd.) Vaughn Penner, BMO Nesbitt Burns I. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:35 a.m. II. EXCUSED FROM MEETING All members were in attendance at this meeting. 1 Regular Council August 11, 2011 III. ADOPTION OF MINUTES 1. Minutes - Council (July 21, 2011) C- 262/11 MOVED BY COUNCILLOR L SCHROEDER that the July 21, 2011 Council Meeting 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- 263/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the agenda be adopted as amended. MOTION CARRIED VII. BYLAWS 1. Bylaw 1731 -11 - Borrowing Bylaw (Rural Water Distribution Project) (2nd Reading) The Assistant Administrator presented background information on this item, indicating that no response has been received to the advertisement. The Assistant Administrator responded to questions from Council. C- 264/11 MOVED BY COUNCILLOR C. AMULUNG that Bylaw 1731 -11, being a bylaw to authorize the Council of the County of Newell to incur indebtedness by the issuance of debenture(s) in the amount of $22,400,000.00 for the purpose of constructing a rural water distribution system, be given SECOND reading. MOTION CARRIED VIII. ADMINSTRATIVE BUSINESS 1. Subdivision Extension Request - 2007 -0 -288 The County Planner presented Council with background information on this item, indicating that the developer has had several time extensions and the conditions for finalization of phase two of the development have not been met. She also expressed concerns with the development's compliance with the Municipal Development Plan and Inter Municipal Development Plan, 2 e 9 " Regular Council August 11, 2011 which have both been updated since the subdivision application was first approved. The County Planner explained that, if this request is refused, the developer would need to start the subdivision application from the beginning, and this would involve review of the application by the IMDP Committee as the revised policies are not retroactive. Councillor C. Amulung asked which policies would be inconsistent if this extension request was approved. The County Planner replied that Country Residential developments over four lots are required to look at some sort of urban servicing, which is not the same as onsite individual servicing. She also noted that proper easements and right of ways must be in place, and that the developer must consider sewage disposal and fire protection. The County Planner responded to several questions from Council. C- 265/11 MOVED BY COUNCILLOR L. JUSS that the request for a one year time extension to subdivision application 2007 -0 -288 to August 11, 2012 be APPROVED. MOTION DEFEATED Councillor C. Amulung requested that the reasons for refusal be included in the notification letter. 2. Road Closure & Sale - Approval to Proceed (A portion of lane to be consolidated with Lot 5 & 6, Blk 6, Plan 1349BA in Millicent) The Manager of Planning & Development presented background information on this item to Council, indicating that she would prefer to combine the two requests for road closure and sale into a single bylaw, then subdivide the land and consolidate each of the two parcels with those of the two landowners. Council was given the opportunity to ask questions. Councillor A.M. Philipsen noted that the portion of land to the south that is owned by the County of Newell should be advertised so others have the opportunity to purchase it. She suggested closing all the roads in Millicent and designating it as a subdivision, rather than a hamlet. Councillor B. de Jong asked if the closure and sale would have any impact on the County of Newell Water Project. The Manager of Planning & Development noted that the roads north, east, and west of the proposed closure are owned by the County. The County Planner noted that, if the decision is made to close all the roads, parcels cannot be isolated. Some of the roads could not be closed and others would need to be developed to ensure access to each parcel. She also indicated that a hamlet can be both created and dissolved by a motion of Council. Councillor B. de Jong expressed concerns with selling the land, as it may be needed in the future for an easement. Councillor M. Nesbitt expressed concerns with the piece of land to the south being sold to 3 Regular Council August 11, 2011 someone other than the owner of Lots 5 & 6 and suggested that the length of 0 the road closure be shortened. Discussion followed regarding the sale of the County owned portion of land and the Assistant Administrator indicated that Council can decide who to sell the land to, but it has to be fair market value and the intent to sell must be disclosed. Discussion on this item was postponed until later during this meeting. LEFT THE MEETING D. Horvath and A. Wickert left the meeting at 11:06 a.m. ARRIVED AT MEETING M. Fenske and V. Penner arrived at 11:06 a.m. 6. Managed Portfolio Account Agreement The Manager of Finance presented background information on this item, indicating that the County has the opportunity to invest surplus funds in a fixed income portfolio which will be managed within the constraints of the investment policy. He presented Council with an overview of the current investment returns. V. Penner distributed an information package and provided background information on BMO Nesbitt Burns. He indicated that, to date, the County's investments have been very short term due to a high need for liquidity, and that institutional portfolios generally have longer terms. He provided a summary of recent global events that have affected the financial markets, indicating that none of the three significant drivers are new problems. He also noted that a typical portfolio managed under the proposed institutional platform has increased in value in spite of global events. He provided background information on the Portfolio Services Group (PSG) platform, indicating that the holdings are segregated and customized to the County and risk would be driven by the County's investment policy statement. LEFT THE MEETING Councillor L. Juss left the meeting at 11:25 a.m. V. Penner gave an overview of the benefits of investing under a PSG and provided samples of investment portfolios showing performance numbers over 1, 3, and 5 years. He also showed an example of a fixed income portfolio statement, which would be similar to those received by the County. 4 Regular Council August 11, 2011 ARRIVED AT MEETING Councillor L. Juss returned at 11:30 a.m. Council was given the opportunity to ask questions. ARRIVED AT MEETING M. Gietz and W. Slenders arrived at 11:31 a.m. V. Penner responded to questions from Council. The Chief Administrative Officer noted that the investment policy has been in place since 2002 and is legislated by the Municipal Government Act, so there is little flexibility, and he inquired about the communication structure. V. Penner indicated that the portfolio would be managed by R. Belley according to the investment policy attached to the managed portfolio account. He indicated that he would communicate regularly with R. Belley and report back to the County's Manager of Finance on a regular basis. Consolidated statements would be received quarterly in addition to monthly statements. V. Penner responded to further questions from Council. LEFT THE MEETING M. Fenske and V. Penner left the meeting at 11:41 a.m. VI. DELEGATIONS 1. Economic Development Database Update (11:30 a.m.) M. Gietz reported that a delegation of 16 people from Cambodia will be visiting the County of Newell on September 25 -28, 2011. She requested that some Council members meet with the delegation on Monday, September 26, 2011, indicating that an agenda would be forwarded to Council prior to the meeting. W. Slenders presented Council with an update of the Economic Development database. There is a version that is accessible to all users with a password to view, analyze, and print data (MIDAS) and another version for users in the Economic Development field that are able to update the data (ESDA). He gave an overview of the options, which include viewing the directory, finding businesses, codes and categories, reports and analysis, database maintenance, and special projects. The reports and analysis can focus on the entire County of Newell or be broken down by division or community center. He demonstrated the database functionality by creating several 5 Regular Council August 11, 2011 reports by division. He also demonstrated the ability to create business 0 directories, which can be printed and shared with various groups. Council was given the opportunity to ask questions. The Chief Administrative Officer inquired about whether or not age data was included. W. Slenders replied that the database currently focuses on businesses only and that the 2011 Census Data from Statistics Canada would be available next year. M. Gietz indicated that the census data would show age data for municipalities and for the County as a whole, but the data would not be broken down by hamlet. LEFT THE MEETING M. Gietz and W. Slenders left the meeting at 12:17 p.m. LUNCH Council RECESSED for lunch at 12:17 p.m. and RECONVENED at 12:58 p.m. VIII. ADMINISTRATIVE BUSINESS - CONTINUED 2. Road Closure & Sale (Approval to Proceed) - continued 0 (A portion of lane to be consolidated with Lot 5 & 6, Plan 1349BA in Millicent) Discussion continued on this item. Councillor A.M. Philipsen provided Council with some background information, indicating that the lots in question do not have residences on them. The Manager of Planning & Development responded to questions from Council. ARRIVED AT MEETING G. Tiffin, A. Kinzel, and N. Wright arrived at 1:01 p.m. Councillor B. de Jong restated his preference for leasing the land rather than selling it. Councillor L. Juss asked which landowner would purchase the land, as both parcels are adjacent to the proposed road closure. The Manager of Planning & Development replied that the first application had been received from the owner of lots 5 & 6, who wishes to purchase the land to install a septic field. She noted that, if the land were leased, the septic system installation could not proceed. She also noted that new regulations, which focus on soil conditions for septic field installation, may not require a large lot. The County Planner suggested that further information is required, • „..A4 as a road closure and lease may be adequate if the proposed closed road is not required for the septic system. 6 Regular Council August 11, 2011 ® C- 266/11 MOVED BY COUNCILLOR B. DE JONG that Council accepts the application for and proceeds with the closure and lease of half of the portion of lane in Millicent on the west boundary of Lots 5 & 6, Block 6, Plan 1349BA and half of the portion to Lots 7 and 8, Block 6, Plan 1349BA. C- 267/11 MOVED BY COUNCILLOR M. NESBITT that motion C- 266/11 be TABLED until further information is received. MOTION CARRIED 3. Road Closure & Sale - Approval to Proceed (A portion of lane to be consolidated with Lots 7 & 8, Blk 6, Plan 1349BA in Millicent) This item was discussed jointly with item VIII.2. LEFT THE MEETING D. Horvath and A. Wickert left the meeting at 1:08 p.m. VI. DELEGATIONS - CONTINUED 1. Participation in TRAVIS (Transportation Routing & Vehicle Information System) N. Wright provided Council with background information on Roadata Services Ltd. and the Transportation Routing & Vehicle Information System (TRAVIS). Roadata Services Ltd. has been approved as a contractor who will assist municipalities in the transition to the TRAVIS system, which will allow for a web based, province wide permit system. N. Wright provided an overview of several methods of infrastructure protection, indicating that the permit system is one method of controlling roads and protecting infrastructure. Under the TRAVIS system, all permit requests will be submitted via the internet for review and approval, either by County staff or a representative. She also noted that changes to other infrastructure protection related process and policies should be considered prior to the transition to the TRAVIS system. GIS data should be reviewed to ensure it is current and a permit policy should be established. N. Wright provided information about revenue sharing and the funding model that has been approved by Alberta Transportation. She gave an overview of the services that Roadata Services Ltd. would provide with the transition to the TRAVIS system, ongoing data maintenance, and a 24 -hour permit approval service. Council was given the opportunity to ask questions. Councillor B. de Jong inquired about handling continuous hauls. N. Wright indicated that there is a 7 Regular Council August 11, 2011 program that includes various municipalities, but TRAVIS would not be 0 involved unless the hauls were overweight. Councillor B. de Jong inquired about the possibility of adding maintenance requirements after a move is complete, which would place responsibility on the permittee for any damage that occurs to the road. N. Wright suggested that road use agreements or conditions could be applied to the permit with requirements determined by the County. N. Wright responded to further questions from Council. The Technical Manager indicated that funding has been approved for municipalities that enlist a contractor to assist in the transition to the TRAVIS system. He responded to questions from Council regarding fees, indicating that the province will be charging $15.00 per permit in addition to the gross overweight fee, and the revenue provided to the County will be used to cover the contractor's fees. The Superintendent of Public Works provided further information regarding the distribution of fees and indicated that he would review additional services with the Technical Manager and Roadata Services Ltd. C- 268/11 MOVED BY COUNCILLOR L. JUSS that Council APPROVES the execution of a contract with Roadata Services Ltd. to provide permitting services for the County of Newell, and also prepare County data, rules, and regulations so that at such time when Alberta Transportation allows municipalities to participate in the TRAVIS system, the County is prepared for the transition with Roadata Services Ltd. as our contractor. MOTION CARRIED VIII. ADMINISTRATIVE BUSINESS - CONTINUED 4. Request to Waive Tax Penalties Council discussed a request to waive the tax penalties. C- 269/11 MOVED BY COUNCILLOR B. DE JONG that Council cancel the tax penalties in the amount of $65.84 applied to Roll Numbers 497300, 507000, 504100, 504000, 503400, 500000, and 507100. MOTION DEFEATED 5. 2011 Budget Adjustments The Assistant Administrator presented background information on this item and responded to questions from Council. 8 Regular Council August 11, 2011 LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 1:52 p.m. The Assistant Administrator gave an overview of the required adjustments and justification. Discussion followed and Council indicated that they would like some time to review the proposed budget adjustments before making a decision. ARRIVED AT MEETING Councillor A.M. Philipsen returned at 1:54 p.m. C- 270/11 MOVED BY COUNCILLOR M. NESBITT that this item be TABLED until the next meeting on September 8, 2011. MOTION CARRIED ARRIVED AT MEETING M. Fenske arrived at 2:05 p.m. 6. Managed Portfolio Account Agreement - continued Discussion continued on this item. The Chief Administrative Officer provided background information to Council regarding the reason for this discussion. The PGS Group would provide the County with a dedicated investment advisor and the possibility of a better rate of return. Councillor M. Nesbitt asked if other financial institutions should be considered. Councillor B. de Jong inquired about risk, and the Chief Administrative Officer replied that they are secure investments and this regulates risk. The Chief Administrative Officer responded to further questions from Council. The Manager of Finance indicated that the proposed investment fund is 100% liquid and provides the opportunity for higher return. He responded to further questions from Council and also noted that he will be developing a cash management program for the County. C- 271/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the County of Newell transfer its BMO investments into the BMO Managed Portfolio Account. MOTION CARRIED 7. Patricia Rodeo - Request for Insurance Coverage for Fireworks Council was presented with background information on this item. C- 272/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the County of Newell 9 C � Regular Council August 11, 2011 APPROVES the insurance coverage for fireworks at the Patricia 2011 0 Annual Labour Day Weekend Rodeo provided that the Patricia Hamlet Advisory Committee meets all requirements of the insurers and have the local fire departments present. MOTION CARRIED 8. Organizational Meeting - Set Date Council was presented with background information on this item. The Organizational Meeting will be held before the MPC meeting on Thursday, October 20, 2011 beginning at 9:00 a.m. IX. PUBLIC WORKS BUSINESS 1. Superintendent of Public Works Report The Superintendent of Public Works presented his report to Council, giving an overview of the highlights. He commented on some issues with land acquisition agreements for the paving of Range Road 15 -1, indicating that paving is not likely to start this year. • The Superintendent of Public Works responded to questions from Council. He indicated that Volker Stevin no longer needs the yards at Alderson and Bassano and they have contacted Public Works regarding the potential sale of the site. Councillor 1. Schroeder noted some roads identified on the road tours that are being used by oil companies. The Superintendent of Public Works indicated that he would be meeting with Cenovus and would discuss this issue. He also commented on the Antelope Creek Road paving, indicating that AMEC has confirmed that South Rock will begin remedial work in the near future. 2. Utilities - NRSC Report The Superintendent of Public Works presented the Utilities - NRSC report to Council. C- 273/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Superintendent of Public Works report and the Utilities - NRSC report for July 2011 be APPROVED as presented. MOTION CARRIED 3. Address Conversion with Canada Post 10 Regular Council August 11, 2011 The Technical Manager presented background information on this item. LEFT THE MEETING Councillor J. Bulger left the meeting at 2:26 p.m. Since implementing the rural addressing program, feedback has been received from ratepayers requesting that mailing addresses coincide with physical addresses. The Technical Manager indicated that he has contacted Canada Post and discovered that there is a nationwide initiative to accomplish this. He indicated that, at this time, only ratepayers who pick up their mail at rural mailboxes would be affected. Canada Post would facilitate the transition and send notification letters after receiving the information from the County. ARRIVED AT MEETING Councillor J. Bulger returned at 2:30 p.m. The Technical Manager responded to questions from Council. 0C- 274111 MOVED BY COUNCILLOR M. NESBITT that Council gives approval to Canada Post to proceed with the process of aligning mailing addresses with rural addressing. MOTION CARRIED 4. Policy Review The Superintendent of Public Works presented background information on this item and responded to questions from Council. C- 275/11 MOVED BY COUNCILLOR A. EASTMAN that Policies 2008 -PPW -022 (Road Allowances - Closure & Lease or Sale) and 1999 -PPW -039 (Community Identification) be adopted as presented. MOTION CARRIED LEFT THE MEETING M. Harbicht and G. Tiffin left the meeting at 2:37 p.m. 11 Regular Council August 11, 2011 VIII. ADMINISTRATIVE BUSINESS - CONTINUED 9. Resolutions for Foothills Little Bow Municipal Association Meeting (Sept. 16, 2011) The Chief Administrative Officer indicated that the deadline for submitting resolutions for the next Foothills Little Bow Municipal Association meeting is August 29, 2011. Councillor I. Schroeder indicated that he had discussed with Reeve M. Douglass and the Interim Manager of Finance the fact that there is no financial software designed specifically for municipalities the size of the County of Newell and noted there was a great opportunity for something to be developed. C- 276/11 MOVED BY COUNCILLOR I. SCHROEDER that the County of Newell submits a resolution to the Foothills Little Bow Municipal Association regarding the development of financial software specific to municipalities. MOTION CARRIED 10. Municipal Treasurer's Report (June 2011) The Treasurer's Report for June 2011 was presented to Council. The Chief Administrative Officer requested feedback from Council - regarding the format and content of the report. The Chief Administrative Officer responded to questions from Council. C- 277/11 MOVED BY COUNCILLOR B. DE JONG that the Treasurer's Report for June 2011 be accepted. MOTION CARRIED 11. Councillor Payment Sheets (June 2011) C- 278/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the June 2011 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 12. Cheques for Payment The Assistant Administrator responded to questions from Council. Discussion followed regarding whether or not the approval of cheques is necessary, as by this point the cheques have already been distributed. The C-4"\CNe) Chief Administrative Officer indicated that financial processes are currently being reviewed. 12 i a Regular Council August 11, 2011 ""'C- 279/11 MOVED BY COUNCILLOR A. EASTMAN that cheques 170655 to 170784 in the '""''' amount of $802,236.05 and Direct Debit Batch 18826 in the amount of $29,949.58 be APPROVED. MOTION CARRIED X. POST AGENDA ITEMS 1. Funding Request - Regional Enhancement Reserve (Division 9) Reeve M. Douglass presented background information on this item and responded to questions from Council. C- 280/11 MOVED BY COUNCILLOR M. NESBITT that the Regional Enhancement Reserve Funding Request from the Gem Community Association for upgrades to the Gem Community Hall kitchen be APPROVED in the amount of $20,000.00 with funding through the Regional Enhancement Reserve allocation for Division 9. MOTION CARRIED XI. INFORMATION ITEMS 1. Bow River Basin Watershed Management Plan - Phase 2 Engagement This item was accepted as information. XII. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. Reeve M. Douglass indicated that the Chief Administrative Officer, Agricultural Fieldman, Superintendent of Public Works, and Technical Manager will be attending a tour hosted by Cenovus. The tours will be held on August 17th & 24th and are open to the Eastern Irrigation District, City of Brooks, and the County of Newell but seats are limited to ten people for each day. Other dates will be considered if there is enough interest. Reeve M. Douglass reminded Council of the Rural Physician's Action Plan (RPAP) student tour reception on August 26th and luncheon on August 27th. Anyone interested in attending these events is to contact the Executive Assistant. Regular Council August 11, 2011 XIII. IN CAMERA CO C- 281/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that we move in camera at 3:05 p.m. to discuss legal and labour issues. MOTION CARRIED C- 282/11 MOVED BY COUNCILLOR M. NESBITT that we move out of camera at 3:55 p.m. MOTION CARRIED XIV. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:55 p.m. Signed this day of 4 4 - Q , 2011 • Reeve o ty Administrator 0 14