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HomeMy WebLinkAbout2011-09-22 Council (Regular) Minutes COUNTY OF NEWELL Minutes of Regular Council September 22, 2011 The regular Council Meeting of the County of Newell was held in the County Office at Brooks, AB on September 22, 2011 commencing at 10:10 a.m. MEMBERS M. Douglass, Reeve PRESENT: COUNCILLORS: C. Amulung 1. Schroeder A.M. Phillipsen M. Nesbitt J. Bulger A. Eastman B. de Jong L. Juss ABSENT: R. Andrews STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Assistant Administrator T. Green, Agricultural Fieldman G. Tiffin, Technical Manager K. Martin, Fire & Emergency Services Coordinator A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: C. Mitchell, AMEC 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:10 a.m. 3. ADOPTION OF MINUTES a. Minutes - Council (September 8, 2011) C- 312/11 MOVED BY COUNCILLOR M. NESBITT that the September 8, 2011 Council Meeting minutes be adopted as presented. MOTION CARRIED Regular Council September 22, 2011 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C- 313/11 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as amended. MOTION CARRIED ARRIVED AT MEETING K. Martin arrived at 10:13 a.m. 7. AGRICULTURAL BUSINESS a. Agricultural Fieldman's Report (September 2011) The Agricultural Fieldman presented his report for September 2011, giving an overview of the highlights. He reported that a trailer was stolen from Emerson Bridge Park. He also noted that the South Region ASB Conference will be held in Strathmore on October 27, 2011. The Agricultural Fieldman responded to questions from Council. Discussion followed regarding ongoing problems with Telus lines in ditches and road signs near the entrance to Emerson Bridge Park. C- 314/11 MOVED BY COUNCILLOR C. AMULUNG that the Agricultural Fieldman's Report be accepted as presented. MOTION CARRIED LEFT THE MEETING T. Green left the meeting at 10:32 a.m. 6. BYLAWS a. Bylaw 1733 -11 - Municipal Emergency Management (1st Reading) The Fire & Emergency Services Coordinator provided Council with background information on this item. Council was given the opportunity to ask questions. Discussion followed regarding the number of committee members required. ,� % Page 2of11 Regular Council September 22, 2011 C- 315/11 MOVED BY COUNCILLOR I. SCHROEDER that Bylaw 1733 -11, being a bylaw for the appointment of an Emergency Management Committee and to establish and maintain a Municipal Emergency Management Agency, be given FIRST reading. MOTION CARRIED LEFT THE MEETING K. Martin left the meeting at 10:43 a.m. 8. ADMINISTRATIVE BUSINESS a. Request for Public Works Storage Shed (Brooks & District Museum) Council was presented with a letter from the Brooks & District Museum requesting that the County consider donating the storage shed in the Public Works yard. The Assistant Administrator responded to questions from Council, noting that Public Works has indicated that they do not have the time, equipment, or experience to move the building. C- 316/11 MOVED BY COUNCILLOR I. SCHROEDER that the County of Newell agrees to donate the storage shed in the Public Works yard to the Brooks & District Museum and that they make arrangements to move it. MOTION CARRIED b. Information Technology - Systems Integration Initiative The Assistant Administrator provided background information on this item, indicating that outside technical expertise is required to achieve the goal of an integrated Information Technology System, which was identified during the 2011 Corporate Retreat. He gave an overview of the process followed and the proposals received. Council was given the opportunity to ask questions. Councillor C. Amulung inquired how this would fit in with the AAMDC resolution regarding municipal software. The Chief Administrative Officer indicated that this firm has agreed to address the desires of both the 2009 Management Strategic Planning Session and the 2010 Corporate Retreat on IT Systems. The single entry concept could be of value to other municipalities using similar systems to the County of Newell. The Assistant Administrator responded to questions regarding the proposal. ARRIVED AT MEETING G. Tiffin arrived at 10:53 a.m. ( Page 3 of 11 Regular Council September 22, 2011 Discussion followed regarding the costs associated with replacing the current software systems. The Chief Administrative Officer indicated that the goal is the ability to enter data only "once" and to link information between applications for full integration. Councillor B. de Jong inquired about the ownership of the customized software methodologies and related reference materials. The Chief Administrative Officer replied that the County of Newell will own the resulting customizations and that marketing and reselling the information would be at the discretion of the County of Newell. C- 317/11 MOVED BY COUNCILLOR I. SCHROEDER that Council accept the proposal from Gateway Manager Solutions for services related to the County IT Integrated Systems initiative in the amount of $99,600.00 plus travel and living costs with funding from the Software Replacement Reserve. MOTION CARRIED c. Corporate Branding Council was presented with background information on this item. Discussion followed regarding changes to the County of Newell logo and how to proceed. C- 318/11 MOVED BY COUNCILLOR M. NESBITT that a new County of Newell logo be considered and that staff prepare some designs for Council review. MOTION CARRIED LEFT THE MEETING Councillor L. Juss left the meeting at 11:15 a.m. d. County Newsletter Review (September /October 2011) Council reviewed the proposed County newsletter for September & October 2011 and made several amendments. ARRIVED AT MEETING Councillor L. Juss returned at 11:21 a.m. e. AAMDC Fall 2011 Convention Council was presented with information regarding the AAMDC Fall 2011 Convention. Page 4 of 11 Regular Council September 22, 2011 LEFT THE MEETING Councillor M. Nesbitt left the meeting at 11:23 a.m. It was noted that the AAMDC Convention conflicts with the November 24, 2011 Council meeting. C- 319/11 MOVED BY COUNCILLOR L. JUSS that the November 24, 2011 Municipal Planning Commission and Council meetings be rescheduled for Friday, November 25, 2011. MOTION CARRIED Discussion followed regarding arranging meetings with various Ministers. Reeve M. Douglass indicated that meetings are scheduled during the Alberta Urban Municipalities Association convention regarding Alberta Health Services and seniors' housing and more information should be available next week. Council discussed arranging a meeting with the Minister of Transportation regarding Alberta Municipal Water/Wastewater Program funding but it was noted that a resolution exists regarding this. 9. PUBLIC WORKS BUSINESS Slaw b. Rural Road Study The Technical Manager provided background information on this item, indicating that a revised proposal has been submitted to Genivar regarding conducting a study on the roads identified by Council. He gave an overview of what would be involved with the study and suggested that all gravel roads be included, as the cost to study only the selected roads is not significantly less. Discussion followed regarding what would be included in the study and how the information would be used. The Technical Manager indicated that the study should be referred to during the annual budget preparation process and revisited every five years so the information remains current. The Technical Manager responded to further questions from Council. C- 320/11 MOVED BY COUNCILLOR I. SCHROEDER that we proceed with the study of all County gravel roads conducted by Genivar in the amount of $114,162.00 MOTION CARRIED c. Tender Award - Rolling Hills Lift Station The Technical Manager presented background information on this item and responded to questions from Council. ,.r C- 321/11 MOVED BY COUNCILLOR C. AMULUNG that the County of Newell accep he Page 5 of 11 Regular Council September 22, 2011 tender as submitted and awards the Rolling Hills Lift Station Replacement project to Everest Construction for the tendered price of $676,457.34 plus engineering costs with an upset limit of $77,800.00. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:03 p.m. and RECONVENED at 12:51 p.m. ARRIVED AT MEETING C. Mitchell arrived at 12:51 p.m. 9. PUBLIC WORKS BUSINESS - CONTINUED a. Bridge File 75926 (DELEGATION: 1:00 p.m. AMEC) The Technical Manager provided Council with background information on this item. The cost estimate for the option which would result in the installation of a culvert in the existing north /south road allowance has been revised and the Eastern Irrigation District (EID) has been contacted regarding the possibility of their assistance in completing the work. The Technical Manager indicated that he is awaiting a response from the EID, but obtaining their help could result in changes to the Alberta Transportation funding available for the project. C. Mitchell explained that, if the County partners with the EID, a different funding formula would be used and the $600, 000.00 from Alberta Transportation may no longer be available. He listed the items involved with construction and indicated whether the responsibility for the cost was the responsibility of the County or Alberta Transportation. C. Mitchell presented a breakdown of costs associated with the various options, indicating that for both options the main costs would be for the removal of the old bridge structure. C. Mitchell responded to questions from Council. C. Mitchell also indicated that relocation of utilities in the area has also been delayed as the road alignment must be decided first. The bridge must be removed this fall after the water is turned off and the road will be closed. The Technical Manager suggested that the project be retendered in December or early January. C. Mitchell responded to questions from Council. The Technical Manager indicated that further information will be brought back regarding alignments once the EID has responded. C- 322/11 MOVED BY COUNCILLOR M. NESBITT that the tender for Bridge File 75926 as Page 6 of 11 Regular Council September 22, 2011 submitted by Brooks Asphalt & Aggregate Ltd. be REJECTED and that arrangements be made for the removal of Bridge File 75926 for Fall 2011. MOTION CARRIED LEFT THE MEETING C. Mitchell and G. Tiffin left the meeting at 1:22 p.m. 8. ADMINISTRATIVE BUSINESS - CONTINUED f. Request for Proclamation - Seniors' Falls Prevention Month (November 2011) Council was presented with a letter from the Alberta Centre for Injury Control & Research requesting that Council proclaim November 2011 as "Seniors' Falls Prevention Month." C- 323/11 MOVED BY COUNCILLOR A.M. PHILIPSEN that the County of Newell hereby proclaims November 2011 to be "Seniors' Falls Prevention Month." MOTION CARRIED g. Request for Proclamation - Waste Reduction Week (October 17 -23, 2011) Council was presented with a letter from the Recycling Council of Alberta requesting that Council proclaim October 17 -23, 2011 as "Waste Reduction Week" C- 324/11 MOVED BY COUNCILLOR B. DE JONG that the County of Newell hereby proclaims October 17 -23, 2011 as "Waste Reduction Week." MOTION CARRIED h. Cheques for Payment C -325/11 MOVED BY COUNCILLOR C. AMULUNG that the Cheque Register be accepted. MOTION CARRIED 10. COMMITTEE REPORTS a. County of Newell Water Project (CNWP) �-- Councillor B. de Jong reported that the CNWP Groundbreaking Ceremony will be held on October 14, 2011 beginning at 11:00 a.m. at the Duchess Golf Page 7 of 11 Regular Council September 22, 2011 Course. Councillor C. Amulung reported that the first easement signing meetings in Rolling Hills have been successful and that another is scheduled for September 29, 2011. b. Grasslands Regional FCSS Councillor C. Amulung reported that a meeting had been held on September 21, 2011. There have been no provincial funding increases, but the number of projects that staff are involved in continues to grow. Councillor C. Amulung responded to questions from Council. c. Joint Services /IMDP Committee Councillor B. de Jong reported that representatives from the Medicine Hat College - Brooks Campus had made a presentation on the programs and services they provide. The Committee also discussed the joint Economic Development & Tourism Committee and an upcoming conference by the Alberta Rural Physician Action Plan. C- 326/11 MOVED BY COUNCILLOR A. EASTMAN that Councillor B. de Jong be permitted to attend the Rural Alberta Community Physician Attraction & Retention Conference in Edmonton, AB on October 26 -28, 2011 as a function of Council. MOTION CARRIED d. Newell Recycling Association /Newell Regional Solid Waste Management Authority Councillor B. de Jong reported that the composting facility is now open and accepting compostable materials. e. Red Deer River Municipal Users Group Councillor A. Eastman indicated that he had attended a meeting last week where the group's priorities were reviewed. f. Reeve's Report Reeve M. Douglass reported that she had attended a presentation by Minister of Citizenship, Immigration, & Multiculturalism, Jason Kenney, organized by the Brooks & District Chamber of Commerce. She also Noe Page 8 of 11 Regular Council September 22, 2011 indicated that the tour of Dinosaur Provincial Park held on September 14, 2011 was informative. g. FCM Municipal Partners in Economic Development - Delegation from Cambodia Councillor A.M. Philipsen gave an overview of the itinerary for the delegation from Cambodia, who will be here from September 26 -30. h. Brooks Recreation Board Councillor L. Juss reported that the Committee had discussed the development of a pathway to Lake Newell Resort and the possibility of creating a joint project between the County, the City of Brooks, the EID, and Lake Newell Resort. They also discussed an increase to user fees for the pool and ice rink. Councillor L. Juss responded to questions from Council. i. Bow River Basin Council (BRBC) Watershed Management Plan Workshop The Chief Administrative Officer reported that the workshop had been well attended. The BRBC is requesting support for Phase 2 of their watershed management plan, which would involve aligning land use policies with a focus on improving water quality and preserving riparian habitats. He explained the County's commitment to testing the water as it enters the system and monitoring any effects on Lake Newell. 2. EXCUSED FROM MEETING C- 327111 MOVED BY COUNCILLOR A.M. PHILIPSEN that Councillor R. Andrews be excused from the meeting. MOTION CARRIED 11. POST AGENDA ITEMS a. Funding Request - Brooks Community Health Councillor M. Nesbitt withdrew this item from the agenda. Page 9of11 Regular Council September 22, 2011 b. Request for Proclamation - Diabetes Week Reeve M. Douglass indicated that she had a received a letter from the Diabetes Association (Brooks & District) requesting that September 26 - October 5, 2011 be proclaimed "Diabetes Week." C- 328/11 MOVED BY COUNCILLOR M. NESBITT that the County of Newell hereby proclaims September 26 - October 5, 2011 as "Diabetes Week." MOTION CARRIED c. Letter of Support - Ashton's Place Youth Homelessness Project Reeve M. Douglass indicated that Ashton's Place Youth Centre is working on a grant application through Grasslands Regional FCSS and has requested a letter of support. C- 329/11 MOVED BY COUNCILLOR C. AMULUNG that the County of Newell provide a letter of support to Ashton's Place Youth Centre for their application to the Homelessness Partnering Strategy Rural & Remote Homelessness Funding Program. MOTION CARRIED 3 12. INFORMATION ITEMS a. AltaLink - Hanna Region Transmission Development: Cassils to Ware Junction (Center Table) This item was accepted as information. b. Mini Bus Monthly Report (August 2011) This item was accepted as information. 13. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. LEFT THE MEETING Nielsen and S. Stanway left the meeting at 1:52 p.m. tv Page 10 of 11 Regular Council September 22, 2011 'Sue 14. IN CAMERA C- 330/11 MOVED BY COUNCILOR M. NESBITT that we move in camera at 1:52 p.m. to discuss a labour issue. MOTION CARRIED C- 331/11 MOVED BY COUNCILLOR I. SCHROEDER that we move out of camera at 2:20 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:20 p.m. Signed this k2. day of C C z � , 2011 `�. � .► Reeve //A ou dministrator Some Page 11 of 11