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HomeMy WebLinkAbout2012-03-22 Council (Regular) Minutes COUNTY OF NEWELL MINUTES OF Regular Council March 22, 2012 The regular Council Meeting of the County of Newell was held in the County Office at Brooks, AB on Thursday, March 22, 2012 commencing at 10:38 a.m. MEMBERS M. Douglass, 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, Manager of Planning & Development T. Green, Agricultural Fieldman G. Tiffin, Technical Manager K. Martin, Fire & Emergency Services Coordinator R. Fernell, Database Administrator M. Fenske, Manager of Finance D. Crapo, Senior Information System Technologist J. Wells, Records Management Clerk A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: J. Thomasen, Brooks Regional Ballpark Association R. Tanner, Director of Community Services (City of Brooks) B. Deschamps, Patricia Agricultural Society W. Henry, Patricia Agricultural Society B. Westwick, Patricia Agricultural Society G. Westwick, Patricia Agricultural Society R. Owen, Patricia Agricultural Society D. Sewell, Patricia Agricultural Society 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:38 a.m. 4 '/K. Regular Council March 22,2012 2. EXCUSED FROM MEETING All members were in attendance at this meeting. 3. ADOPTION OF MINUTES a. Minutes - Council (March 8, 2012) C-88/12 MOVED BY COUNCILLOR B. DE JONG that the March 8, 2012 Council Meeting minutes be adopted as presented. MOTION CARRIED 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-89/12 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as presented. MOTION CARRIED LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 10:45 a.m. 8. ADMINISTRATIVE BUSINESS a. Bow Slope Fire Association The Fire & Emergency Services Coordinator presented background information on this item and responded to questions from Council. Council asked what would be involved in overseeing daily operations of the Division 4 Fire Departments. The Fire & Emergency Services Coordinator indicated that the impact should be minimal and that he would be working with the Fire Chiefs to prepare budget information, pay bills, and purchase equipment. Councillor M. Nesbitt inquired about liabilities and the Fire & Emergency Services Coordinator replied that he was not aware of any outside debts. Discussion followed regarding the need for a formal agreement for the use of the Bow City fire hall building, which is on private property. c ( Page 2 of 12 Regular Council March 22,2012 ARRIVED AT MEETING Councillor A.M. Philipsen returned at 10:50 a.m. The Fire & Emergency Services Coordinator reviewed the assets of the Scandia and Bow City Fire Departments which would be transferred to the County. He indicated that this situation could be used as a model for other fire associations that wish to have responsibility for overseeing Fire Department operations taken over by the County. The fire association would remain in effect for fundraising and other support activities. Councillor R. Andrews and the Fire & Emergency Services Coordinator responded to further questions from Council. C-90/12 MOVED BY COUNCILLOR R. ANDREWS that Council APPROVES the Bow Slope Fire Association request for the County to assume responsibility for overseeing the day to day operations of the Bow City and Scandia Fire Departments. MOTION CARRIED LEFT THE MEETING Councillor J. Bulger and K. Martin left the meeting at 11:10 a.m. 7. AGRICULTURAL BUSINESS a. Agricultural Fieldman's Report (March 2012) The Agricultural Fieldman presented his report for March 2012 and responded to questions from Council. ARRIVED AT MEETING Councillor J. Bulger, R. Fernell, M. Fenske, A. Wickert, J. Wells, and D. Crapo arrived at 11:18 a.m. The Agricultural Fieldman responded to further questions from Council. 8. ADMINISTRATIVE BUSINESS - CONTINUED c. Software Integration Project Overview The Database Administrator presented the Software Integration Committee project overview report and recommendation to Council. She gave an Page 3 of 12 Regular Council March 22,2012 overview of the organizational goals for the system, which include single entry, integration, automation, and a paperless office. Enterprise management is the goal of both the County and the recommended vendors, with all information contained in a central location. Council was given the opportunity to ask questions. The Database Administrator stressed the importance of managing the project and moving at a pace to ensure success, otherwise the project could become overwhelming. Councillor M. Nesbitt inquired about transferring existing data to the new system, and the Database Administrator indicated that data transfer and conversion would be required. Reeve M. Douglass asked when another upgrade would be required, once this system has been implemented. The Database Administrator indicated that the goal is integration and automation of processes, and that the County shares these common goals with the recommended software vendors. The Chief Administrative Officer thanked the System Integration Committee on their work towards achieving a strategic priority and improving services to users and ratepayers alike. He indicated that this will be a long term investment that will take time to be fully implemented. He responded to questions from Council regarding the status of the AAMDC resolution, indicating that it is still at the investigation stage. The Chief Administrative Officer responded to questions about tendering, indicating that software is a specialized service and is therefore exempt but the prices received from the vendors are fairly comparable. The Database Administrator responded to questions regarding work flow and how time saved will be measured. ARRIVED AT MEETING J. Thomasen and R. Tanner arrived at 11:30 a.m. J. Wells provided an example of an automated workflow that could be applied to the Public Works approvals process. M. Fenske indicated that a system that allows for easier access to information will save a lot of time and improve reporting. M. Fenske responded to further questions from Council regarding the financial system. The Chief Administrative Officer indicated that funding has been placed in reserves over the past few years to prepare for this software upgrade, and the total project cost falls within the 2012 budget. C-91/12 MOVED BY COUNCILLOR I. SCHROEDER that the Software Integration Project Overview Report be accepted as presented and that Administration proceed with the System Integration project. MOTION CARRIED Page 4of12 j\NNP Regular Council March 22,2012 LEFT THE MEETING Councillor M. Nesbitt, R. Fernell, M. Fenske, A. Wickert, J. Wells, and D. Crapo left the meeting at 11:42 a.m. 6. DELEGATIONS a. Brooks Regional Ballpark Association J. Thomasen distributed information to Council regarding the proposed Brooks Regional Ballpark and provided the history of the project. He outlined the benefits to both the City of Brooks and the County of Newell that would result from having a ballpark, such as improving quality of life for residents and attracting visitors for large tournaments. The fundraising goal of the Brooks Regional Ballpark Association is $600,000. Council was given the opportunity to ask questions. R. Tanner indicated that the City of Brooks has been working with the Brooks Regional Ball Association as well as minor ball organizations in Brooks, and that this project contributes to the regional aspects outlined in the 10 year master plan for recreation in the area. J. Thomasen and R. Tanner responded to questions from Council. Councillor C. Amulung asked how this could fit in with the revenue sharing agreement between the City and the County. The Chief Administrative ` -° Officer noted that this project would fall directly within the scope of the recently signed Revenue Sharing Agreement with the City of Brooks, "being for infrastructure that will benefit the region." R. Tanner noted that they would like to raise awareness of the project. Councillor M. Nesbitt suggested that this could be discussed at the next Joint Services Committee meeting. J. Thomasen and R. Tanner responded to further questions from Council. LEFT THE MEETING J. Thomasen and R. Tanner left the meeting at 12:04 p.m. LUNCH Council RECESSED for lunch at 12:04 p.m. and RECONVENED at 1:02 p.m. ARRIVED AT MEETING B. Deschamps, W. Henry, B. Westwick, G. Westwick, R. Owen, D. Sewell, and T. Green arrived at 1:02 p.m. Page 5 of 12 Lhli) Regular Council March 22,2012 A 6. DELEGATIONS - CONTINUED b. Patricia Agricultural Society R. Owen provided Council with background information on the Patricia Legal for Trade Scale project, indicating that the project will be beneficial to the community. They have applied for a grant based on an in kind contribution from the County of Newell and the Patricia Agricultural Society has committed funding towards the project. Council was given the opportunity to ask questions. R. Owen gave an overview of the work that would be required in order to install the scale and ongoing maintenance. The Agricultural Fieldman indicated that this is a pilot project and, if successful, the approach taken could be implemented in other areas of the County. Councillor L. Juss asked if there would be public access to the scale. R. Owen indicated that the committee had discussed selling keys at a flat rate to those who wanted to use the scale. To facilitate public access, a key could be kept at a local business or a contact list of key holders could be posted at the scale. Councillor C. Amulung expressed concerns regarding the dependence on volunteers for the maintenance and operation of the scale. He also noted that Public Works would have to be consulted regarding the in kind work required. R. Owen indicated that the volunteers involved are committed to making this project work. The Agricultural Fieldman provided an overview of the in kind work that the County would provide, noting that some materials could be required. The Agricultural Fieldman responded to further questions from Council. Discussion followed regarding the grant application. Councillor A. Eastman expressed concerns with setting a precedent. It was reiterated that this is considered a pilot project which would provide a model for installing legal for trade scales in other communities. Discussion followed regarding how to ensure that operation and maintenance of the scale is sustained, and R. Owen indicated that the rodeo grounds are also maintained by volunteers with no issues. Council requested that an agreement between the Patricia Agricultural Society and the County of Newell be drafted outlining the responsibilities of both parties with regards to operation and maintenance of the scale. This item will be discussed further during a future Council meeting. LEFT THE MEETING B. Deschamps, W. Henry, B. Westwick, G. Westwick, R. Owen, D. Sewell, and T. Green left the meeting at 1:36 p.m. �Y V Page 6of12 Regular Council March 22,2012 8. ADMINISTRATIVE BUSINESS b. Division 4 Recreation Requisition The Assistant Administrator presented background information on this item, indicating that one response in opposition to the advertisement had been received. Council was given the opportunity to ask questions. C-92/12 MOVED BY COUNCILLOR R. ANDREWS that Council APPROVES the Division 4 recreation funding as proposed and that Administration be directed to include the amount in the 2012 Mill Rate Bylaw. MOTION CARRIED d. County Newsletter Review (March/April 2012) Council reviewed the proposed County newsletter for March/April 2012. e. Newell Regional Mock Disaster Exercise (2012-05-01) The Assistant Administrator presented background information on this item and responded to questions from Council. C-93/12 MOVED BY COUNCILLOR B. DE JONG that any Councillor be permitted to participate in the Newell Regional Mock Disaster Exercise scheduled for May 1, 2012 as a function of Council. MOTION CARRIED f. Request to Use County of Newell Mini Bus The Assistant Administrator presented background information on this item and responded to questions from Council. Discussion followed regarding possible impact on liability insurance coverage. Councillor M. Nesbitt indicated that the group had contact with other businesses in the area for bus services, as parking is limited at Lake Newell Resort and a bus service would allow access from those staying at the Heritage Inn. She noted that cost was a factor with the other companies, and suggested that the Dragons on the Lake Committee cover the expenses involved. C-94/12 MOVED BY COUNCILLOR M. NESBITT that the County of Newell Mini Bus and a driver provide shuttle service between the Lake Newell Marina and the Heritage Inn on July 14-15, 2012 with the Dragons on the Lake Committee being responsible for the expenses involved. MOTION DEFEATED Page 7of12 Regular Council March 22,2012 g. Seniors' Week (June 4-10, 2012) The Assistant Administrator presented background information on this item and responded to questions from Council. C-95112 MOVED BY COUNCILLOR R. ANDREWS that the County of Newell hereby proclaims June 4-10, 2012 as "Seniors' Week 2012." MOTION CARRIED h. Alberta Municipal Affairs 11th Annual Minister's Awards for Municipal Excellence The Assistant Administrator presented background information on this item and responded to questions from Council. Discussion followed. C-96/12 MOVED BY COUNCILLOR I. SCHROEDER that an application be submitted to the 11th Annual Minister's Awards for Municipal Excellence under the Partnership Award category for the revenue sharing program initiated by the County of Newell. MOTION CARRIED i. Final Mile Rural Community Program The Assistant Administrator presented background information on this item and responded to questions from Council. C-97/12 MOVED BY COUNCILLOR M. NESBITT that Council APPROVES the submission of an application to the Final Mile Rural Community Program. MOTION CARRIED j. Councillor Payment Sheets (February 2012) C-98/12 MOVED BY COUNCILLOR A. EASTMAN that the February 2012 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED k. Cheques for Payment (V\\k- The Assistant Administrator responded to questions from Council. \AI Page 8 of 12 Regular Council March 22,2012 ,,, C-99/12 MOVED BY COUNCILLOR R. ANDREWS that cheque 172209 in the amount of $701,581.73, cheque 172297 in the amount of $1,131,320.93, and cheque 172298 in the amount of$481,690.93 be APPROVED. MOTION CARRIED I. Cheque Register The Assistant Administrator responded to questions from Council. C-100/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Cheque Register be accepted. MOTION CARRIED 9. PUBLIC WORKS BUSINESS a. Enforcement Patrol Unit Tender The Technical Manager presented background information on this item and responded to questions from Council. C-101/12 MOVED BY COUNCILLOR C. AMULUNG that Motion C-40/12 be RESCINDED. MOTION CARRIED The Technical Manager responded to further questions from Council. C-102/12 MOVED BY COUNCILLOR I. SCHROEDER that Council agrees to the additional cost outlined by Harwood Ford and proceeds with the purchase of a 2013 Ford Police Interceptor Utility in the amount of$39,188.10. MOTION CARRIED 7. AGRICULTURAL BUSINESS - CONTINUED a. Agricultural Fieldman's Report (March 2012) C-103/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Agricultural Fieldman's Report be accepted as presented. MOTION CARRIED ‘*iivase V71D Page 9 of 12 Regular Council March 22,2012 10. COMMITTEE REPORTS No woo a. Alberta CARE Conference (Councillor B. de Jong) Councillor B. de Jong presented a written report to Council. He also distributed information regarding cost savings since Newell Regional Solid Waste Management Authority took over landfill operations. Councillor B. de Jong responded to questions from Council. b. Crime Stoppers Board/Rural Crime Watch Councillor R. Andrews indicated that Rural Crime Watch would be scheduling a meeting with the RCMP to discuss their commitment to the group, as support from the RCMP is important in the continued operations of the committee. Councillor R. Andrews responded to questions from Council. c. 9-1-1 Committee Councillor R. Andrews indicated that the 9-1-1 Committee had met last night and reviewed the budget. d. Shortgrass Library Board Councillor M. Nesbitt provided Council with a written report. e. Recreation Board - Division 5 & 10 Councillor L. Juss reported that I. Ellefson has been reinstated as chairperson and the board continues to discuss the pathway to Lake Newell project. Councillor L. Juss responded to questions from Council. f. Joint Services/IMDP Committee Reeve M. Douglass reported on a presentation by the developers of the GTE power project. They are still considering the original site along the highway for a solar power plant and another location for biogas. g. Reeve's Report Reeve M. Douglass indicated that she attended a presentation at the Medicine Hat College - Brooks Campus regarding a new university transfer program that is more student-oriented and encourages group support. Councillor J. Bulger provided further information on the program, indicating that 10-20 first-time university students will be selected. He noted that there J\N \ is some interest in Brooks, but they received good coverage in the Prairie Page 10 of 12 Regular Council March 22,2012 Post and Medicine Hat News. h. Newell Foundation Reeve M. Douglass reported that they are proceeding with Alberta Health Services on the Playfair Lodge plan. i. Grasslands Regional FCSS Councillor C. Amulung indicated that the Grasslands Regional FCSS Citizen of the Year and Junior Citizen of the Year awards will be held on April 27, 2012. He also reminded Council of the Celebrating Expo Communities Dinner on April 13, 2012 at 6:30 p.m. 11. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 12. INFORMATION ITEMS a. Mini Bus Monthly Report (January 2012) This item was accepted as information. b. EID Annual Report (2011) This item was accepted as information. 13. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. Reeve M. Douglass indicated that the EID's Annual General Meeting is scheduled for March 27, 2012 at 2:30 p.m. at the Heritage Inn. Councillor I. Schroeder reminded Council that Recognition Night will be held in Tilley on March 31, 2012. Page 11 of 12 Regular Council March 22,2012 14. IN CAMERA C-104/12 MOVED BY COUNCILLOR I. SCHROEDER that we move in camera at 2:30 p.m. to discuss a land issue. MOTION CARRIED LEFT THE MEETING Councillor A.M. Philipsen left the meeting at 3:35 p.m. C-105/12 MOVED BY COUNCILLOR B. DE JONG that we move out of camera at 3:51 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:52 p.m. Signed this day of 4719-fl ( , 2012 3 Reeve 1 iA li County Administrator Page 12 of 12