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HomeMy WebLinkAbout2012-04-19 Council (Regular) MinutesC-122/12 COUNTY OF NEWELL MINUTES OF Regular Council April 19, 2012 The regular Council Meeting of the County of Newell was held in the County Office at Brooks, AB on Thursday, April 19, 2012 commencing at 10:37 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: C. Amu lung 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 T. Green, Agricultural Fieldman M. Fenske, Manager of Finance M. Harbicht, Superintendent of Public Works J. Nesbitt, CPO Supervisor A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: M. De Blois, KPMG LLP S. Sgt. T. McNulty, Brooks RCMP Corp. C. Paul, Bassano RCMP D. Simpson, Genivar K. Jacobs, Genivar 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:37 a.m. 2. EXCUSED FROM MEETING MOVED BY COUNCILLOR B. DE JONG that Councillor R. Andrews be excused from the meeting. MOTION CARRIED riD Regular Council April 19, 2012 C-123/12 3. ADOPTION OF MINUTES a. Minutes - Council (April 5, 2012) MOVED BY COUNCILLOR C. AMULUNG that the April 5, 2012 Council Meeting minutes be adopted as presented. MOTION CARRIED ARRIVED AT MEETING Councillor A. Eastman arrived at 10:38 a.m. 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-124/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that the agenda be adopted as amended. C-125/12 MOTION CARRIED 6. BYLAWS a. Bylaw 1749-12 - Tax Rates (2012) The Assistant Administrator presented background information on this item and responded to questions from Council. MOVED BY COUNCILLOR I. SCHROEDER that Bylaw 1749-12, being a bylaw to authorize the rates of taxation for various purposes in the year 2012, be given SECOND reading. MOTION CARRIED C-126/12 MOVED BY COUNCILLOR B. DE JONG that Bylaw 1749-12 be given THIRD and FINAL reading. MOTION CARRIED The Assistant Administrator responded to further questions from Council. Page 2 of 12 • • Regular Council April 19, 2012 9. ADMINISTRATIVE BUSINESS a. Annual Safety Meeting Breakfast (May 11, 2012) The Assistant Administrator presented background information regarding the upcoming Annual Safety Meeting on May 11, 2012 and asked Council if they were interested in providing breakfast for staff, as they have done in the past. ARRIVED AT MEETING T. Green arrived at 10:44 a.m. C- 127/12 Discussion followed and Council indicated that they would provide breakfast for staff at the Public Works Shop before the Annual Safety Meeting. 8. AGRICULTURAL BUSINESS a. Patricia Legal for Trade Scale Agreement & Request for Letter of Support The Agricultural Fieldman presented background information on this item, indicating that the letter of support has been sent. He presented a draft agreement, which outlines details regarding the manpower and equipment required to complete the project. Reeve M. Douglass suggested that this agreement could be used as a starting point for future projects of this nature, if necessary. The Agricultural Fieldman indicated that the total project cost has been reduced to $94,000.00, 50% of which would be covered if the Community Facility Enhancement Program grant application is successful. He gave an overview of the work that would be provided by the County. MOVED BY COUNCILLOR M. NESBITT that the County of Newell accepts the Patricia Legal for Trade Scale project in principle and agrees to partner with the Division Three Agricultural Society as per the terms of the agreement as amended. The Agricultural Fieldman responded to questions from Council. Councillor B. de Jong noted that the Patricia Agricultural Society has committed $50,000.00 towards the project and the CFEP grant will cover 50% of the total project. He asked what amount the County would be providing. The Agricultural Fieldman indicated that the County would provide the road work. He responded to further questions from Council. Page 3 of 12 Regular Council April 19, 2012 ARRIVED AT MEETING M. DeBlois and M. Fenske arrived at 11:04 a.m. Discussion followed regarding whether or not to provide materials. It was suggested the agreement be amended by omitting the word 'materials' from articles 2 and 3, and by deleting article 8. Council supported this change in the agreement. VOTE ON MOTION C- 127/12 - MOTION CARRIED Reeve M. Douglass indicated that the Agricultural Fieldman will be allotted regular time s lots during Council meetings to bring forward items of interest pertaining to the Agricultural Service Board. LEFT THE MEETING T. Green left the meeting at 11:14 a.m. 7. DELEGATIONS C- 128/12 a. KPMG LLP - Presentation of Audited Financial Statements (11:00 a.m.) M. DeBlois presented Council with the 2011 Year End Financial Statements. He provided an explanation of the statement of financial position, financial assets and liabilities, non - financial assets and liabilities, accumulated surplus, and the statement of financial activities. He also provided an overview of significant accounting policies, noting a change for local improvements and the correction of an error. He provided information regarding debt limits and debt servicing limits and a breakdown of the County's overall financial position. Council was given the opportunity to ask questions. M. DeBlois responded to questions regarding the LAPP pension plan, revenue and expenditure, and accumulated depreciation. He thanked the Chief Administrative Officer, the Assistant Administrator, the Manager of Finance, and other staff who provided assistance during the audit process. MOVED BY COUNCILLOR I. SCHROEDER that the 2011 Year End Audited Financial Statement for the period ending December 31, 2011 be accepted as presented. Page 4 of 12 MOTION CARRIED Regular Council April 19, 2012 • LEFT THE MEETING M. DeBlois and M. Fenske left the meeting at 11:39 a.m. ARRIVED AT MEETING S.Sgt. T. McNulty, Corp. C. Paul, and CPO Supervisor J. Nesbitt arrived at 11:40 a.m. b. RCMP Quarterly Reports • S. Sgt. T. McNulty presented the Brooks RCMP quarterly report, indicating that he had no concerns with the statistics. He provided information regarding staffing levels and the school liaison program, which is progressing well. Council was given the opportunity to ask questions. S. Sgt. T. McNulty responded to questions regarding drug trafficking and the apparent increase in traffic offenses. He also commented on the amount of time spent responding to false alarm calls. Councillor C. Amulung asked if there was a strategy for dealing with parties in rural areas. S. Sgt. T. McNulty replied that ratepayers should be encouraged to contact the RCMP to report these events if they have concerns. The Chief Administrative Officer requested that patrols include campgrounds, particularly during long weekends, as the police presence keeps incidents to a minimum. Corp. C. Paul distributed the Bassano RCMP quarterly report to Council and reviewed the statistics. He indicated that higher visibility is contributing to a reduction in offenses. He also indicated that he has accepted a promotion and will be moving to Bashaw. His replacement is yet to be determined. Council was given the opportunity to ask questions. Councillor J. Bulger indicated that ratepayers have contacted him regarding incidents of drag racing along the abandoned railway right of way west of Bassano. Corp. C. Paul replied that he would investigate, and requested that ratepayers be encouraged to contact the RCMP directly with concerns like this. Corp. C. Paul provided an overview of the Bassano school liaison officer's work, indicating that they have been approached by two of the colonies regarding presentations about drug and alcohol awareness. S. Sgt. T. McNulty indicated that he had attended a meeting of the Rural Crime Watch and noted that the fan out system would be used more. Corp. C. Paul and S. Sgt. T. McNulty responded to further questions from Council. LEFT THE MEETING S. Sgt. T. McNulty and Corp. C. Paul left the meeting at 12:12 p.m. LUNCH • Council RECESSED for lunch at 12:12 p.m. and RECONVENED at 1:00 p.m. Page 5 of 12 Regular Council April 19, 2012 ARRIVED AT MEETING D. Simpson and K. Jacobs arrived at 1:00 p.m. 7. DELEGATIONS - CONTINUED a. Genivar - Rural Road Study D. Simpson presented Council with a draft of the gravel rural road study. He went over the main objectives and outcomes of the study, as well as the general methodology used. Genivar worked closely with the County of Newell GIS and Public Works departments throughout the project. They reviewed current and future land use and traffic generators within the County and used traffic counts from Alberta Transportation as well as 41 additional traffic counts. Roads were then classified to determine their importance depending on certain factors. Genivar then drove and rated each gravel road segment to determine the current condition of the road based on established criteria. The data was then analyzed to rank roads and develop a multi -year construction program. Cost estimates per kilometer were provided for construction and photos have been included for the first round of recommended upgrades. The standards for arterial, collector, and non -key local roads are similar to Alberta Transportation's geometric design guidelines. D. Simpson displayed a map showing the gravel roads identified for upgrades for each class of road. The next step will be to finalize the report and present the results to the public during the County's Annual General Meeting on May 24, 2012. He recommended that the study be reviewed and updated regularly based on new developments and emergent maintenance issues. Council was given the opportunity to ask questions. Councillor 1. Schroeder inquired if some of the road conditions could be attributed to improper maintenance over several years. K. Jacobs indicated that maintenance was considered when evaluating the road surface, width, and slope. Councillor B. de Jong asked if they had incorporated information from the previous rural road study when identifying priority roads. D. Simpson indicated that the previous study had identified roads for paving and that the data was significantly different. This report is more detailed and focuses on gravel roads. The Superintendent of Public Works noted that the AMEC report involved consultation with staff and Council and forms the basis for the 10 -year paving plan. The roads identified in that study that have not yet been paved were examined by Genivar and remain on the paving list. This study deals with the gravel roads that connect to those roads on the paving list. Regarding updating the study, he recommended that it be reviewed every three years and suggested that this could be done in house. The Chief Administrative Officer asked if grader operators had been consulted, as they will be able to identify problem & priority roads for improvement. He also asked how the existing road profiling was determined to know if the road had Page 6 of 12 • • Regular Council April 19, 2012 • appropriate grades. D. Simpson indicated that Genivar had driven each segment of the roads, periodically measuring widths and calculating slope. Councillor C. Amulung inquired about the traffic counts, and D. Simpson indicated that in some cases where traffic counts were unavailable, surrounding traffic had been considered. K. Jacobs indicated that the secondary gravel highways were also examined; data is available that has not been provided in this report. D. Simpson responded to questions regarding the prioritization of the roads. Councillor C. Amulung expressed concerns with the feed lot data being up to date and the Superintendent of Public Works requested that Council review the information for their area and provide feedback so that the data can be updated. Discussion followed regarding what information would be presented during the Annual General Meeting. Council requested large maps for the public, a simplified presentation, and a description of how the information was obtained. The Superintendent of Public Works indicated that a final version of the report will be brought to Council for adoption once the information has been updated. LEFT THE MEETING D. Simpson and K. Jacobs left the meeting at 1:52 p.m. • C- 129/12 • 10. PUBLIC WORKS BUSINESS a. Brooks Animal Protection Society (BAPS) Contract The CPO Supervisor presented background information on this item and responded to questions from Council. Councillor B. de Jong inquired about the monthly retainer fee. The CPO Supervisor replied that this was unchanged from the existing agreement. In the revised agreement, the cost to house an animal has been increased from $6.00 per day to $20.00 per day, but after seven days the animal becomes the property of BAPS and can be adopted out. If the owner collects the dog, they will be billed at the same rate and the County will not be charged. The CPO Supervisor responded to further questions from Council. MOVED BY COUNCILLOR C. AMULUNG that Council APPROVES the proposed agreement with the Brooks Animal Protection Society. MOTION CARRIED b. Policy Review - CPO Policies The CPO Supervisor presented background information on this item, Page 7of12 Regular Council April 19, 2012 indicating that these policies are required by the Alberta Solicitor General and have been approved by that office. The CPO Supervisor responded to questions from Council. C- 130/12 MOVED BY COUNCILLOR B. DE JONG that the following polices be adopted as presented: 2012- CPO -001 Code of Conduct - Community Peace Officers 2012- CPO -002 Complaints Against Community Peace Officers 2012- CPO -003 Oleoresin Capsicum (00) Spray - Use of - 2012 - CPO -004 Baton - Use of 2012- CPO -005 Records Management System, Operational Records System, & Records Retention 2012- CPO -006 Emergency Response /Pursuit MOTION CARRIED LEFT THE MEETING J. Nesbitt left the meeting at 2:07 p.m. 9. ADMINISTRATIVE BUSINESS - CONTINUED a. Vulcan County Proposal for an Inter Municipal Development Plan C- 131/12 The Assistant Administrator presented background information on this item. Discussion followed regarding the level of involvement that would be required. The Assistant Administrator indicated that the potential is there for a document similar to the Inter Municipal Development Plan that is currently in place between the City and the County, but at this point they are merely inviting discussion. The Assistant Administrator responded to questions from Council. MOVED BY COUNCILLOR A. EASTMAN that the County of Newell agrees to participate in the process leading to the approval of an Inter Municipal Development Plan with Vulcan County. MOTION CARRIED b. Canadian Fallen Heroes Foundation Memorials The Assistant Administrator presented background information on this item. The Canadian Fallen Heroes Foundation prepares plaques paying tribute to members of the armed forces who have lost their lives in conflicts. They have identified some individuals that are former County residents and are requesting a donation towards the preparation of these plaques and suggestions for a location where they can be displayed. Councillor A.M. Philipsen suggested that the information should be taken to the Page 8 of 12 • Regular Council April 19, 2012 C- 132/12 • C- 133112 C- 134/12 • individual communities for them to act on. Discussion followed and the Assistant Administrator responded to questions from Council. MOVED BY COUNCILLOR A. EASTMAN that the County of Newell APPROVES a donation to the Canadian Fallen Heroes Foundation in the amount of $1,650.00 for six plaques and that the Community Associations of Patricia and Rainier be approached regarding the display of these plaques. MOTION CARRIED c. Funding Request - Regional Enhancement Reserve (Division 7) Councillor A. Eastman indicated that this funding request had been submitted directly to the County of Newell and requested that the Regional Enhancement Review Committee for Division 7 be permitted to review it prior to Council giving approval. This item will be brought back to a future meeting for further discussion. d. Councillor Payment Sheets (March 2012) The amendments recommended by the Councillor Compensation Review Committee were distributed to Council. MOVED BY COUNCILLOR A.M. PHILIPSEN that the March 2012 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED e. Cheques for Payment The Assistant Administrator responded to questions from Council MOVED BY COUNCILLOR I. SCHROEDER that cheque 172519 in the amount of $576,653.55 be APPROVED. MOTION CARRIED f. Cheque Register The Assistant Administrator and Superintendent of Public Works responded to questions from Council. Page 9 of 12 Regular Council April 19, 2012 C- 135/12 MOVED BY COUNCILLOR B. DE JONG that the Cheque Register be accepted. MOTION CARRIED 11. COMMITTEE REPORTS a. County of Newell Water Project (CNWP) Councillor B. de Jong reported that the committee met yesterday. Topics of discussion included putting water project lines on Alberta One -Call and doing the paperwork in house, crop damage and how line breaks could affect landowners. The tender for the apparatus that goes in the cisterns was awarded to Southern Drip Irrigation. The project is progressing well in Duchess and Rolling Hills, and the tenders for Tilley and Rosemary will go to tender sometime in July. b. Disaster Services Committee Councillor J. Bulger indicated that they continue to work towards an agreement between the Town of Bassano and the Rural Fire Association in Division 6. c. Joint Services Committee Councillor B. de Jong reported that the City plans on using revenue sharing dollars received from County of Newell for the Ballpark Project. He indicated that another meeting has been set up for health care professionals on May 8, 2012 and the City of Brooks would be applying to make a presentation at Olds College on October 11 -13 regarding regional cooperation and collaboration successes in our area. The City Manager is submitting the application required under the call for Conference Presentation which has an April 27, 2012 deadline. The Assistant Administrator is working on a nomination for the Municipal Excellence Awards to be submitted by May 25, 2012. d. Newell Foundation Reeve M. Douglass indicated that both lodges have received good results from their annual standards reviews. The group that is working on the Bassano facility project has made a presentation to the Town of Bassano and the town has agreed to participate in order to complete three required surveys. S2 Architecture has been hired by Newell Foundation to complete preliminary design work for the facility. Reeve M. Douglass also indicated that she had attended the recent Alberta Senior Citizens' Housing Page 10 of 12 Regular Council April 19, 2012 Association (ASCHA) Conference. e. Newell Recycling /Newell Regional Solid Waste Management Authority Councillor B. de Jong indicated that Newell Recycling will be holding an Earth Day breakfast on Sunday, April 22, 2012 at the recycling centre. Compost is also available on site. f. Mayors & Reeves Association g. Reeve M. Douglass indicated that the Southeast Alberta Community Foundation in Medicine Hat is looking for nominations for their board of directors. Recreation Board (Division 6) Councillor J. Bulger reported that the Division 6 Recreation Board had allocated funding to 6 different groups for 2012. He also thanked the Assistant Administrator and S.L. Simpson, Administrative Assistant, for their work in the preparation of the agenda packages, which were very helpful to the meeting process. h. Canadian Badlands /Newell Regional Tourism Association /ORRSC Councillor A. M. Philipsen provided a written report to Council. 12. POST AGENDA ITEMS a. Cenovus Safety Awards Luncheon (May 10, 2012) This item was accepted as information. b. Tilley School Highway Clean Up This item was accepted as information. 13. INFORMATION ITEMS a. Mini Bus Monthly Report (March 2012) This item was accepted as information. Page 11 of 12 Regular Council April 19, 2012 14. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. Reeve M. Douglass indicated that the museum had expressed concerns about the sale of the existing County facilities affecting the building that the County had agreed to donate to them. The Superintendent of Public Works indicated that reclamation work must be completed in the Public Works yard prior to those lands being offered for sale. This work will begin once the security fence has been constructed at the new facilities. Currently, only the Administration Building and the ASB Shop and Yard are advertised for sale. Councillor A. Eastman inquired about mini bus service. The Assistant Administrator indicated that anyone can use the mini bus and the cost is $5.00. He noted that the County has been trying to raise awareness for the mini bus service to increase ridership. 15. IN CAMERA C- 136/12 MOVED BY COUNCILLOR A.M. PHILIPSEN that we move in camera at 2:57 p.m. to discuss a land issue. MOTION CARRIED C- 137/12 MOVED BY COUNCILLOR B. DE JONG that we move out of camera at 5:08 p.m. MOTION CARRIED 16. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 5:08 p.m. Signed this 1 day of n_ , 2012 Page 12 of 12 Administrator