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HomeMy WebLinkAbout2018-02-22 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL February 22, 2018 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, February 22, 2018 commencing at 11:25 a.m. MEMBERS PRESENT: COUNCILLORS: Molly Douglass, Reeve C. Amulung H. Kallen A.M. Philipsen W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services M. Fenske, Manager of Finance K. Martin, Manager of Fire & Emergency Services S. Kipta, IT Project Manager A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: 1. CALL TO ORDER 2. 3. C-49/18 4. Reeve M. Douglass called the meeting to order at 11:25 a.m. EXCUSED FROM MEETING All members were in attendance at this meeting. ADOPTION OF MINUTES 3.1 Minutes - Council (February 8, 2018) MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the February 8, 2018 Council Meeting minutes be adopted as presented. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. MOTION CARRIED Regular Council February 22, 2018 5. ADOPTION OF AGENDA C-50/18 MOVED BY COUNCILLOR HUBY KALLEN that the agenda be adopted as amended. MOTION CARRIED 7. ADMINISTRATIVE BUSINESS 7.1 2017 Annual Restricted Surplus Review & Approval of Year -End Transfers The Manager of Finance provided background information on this item, including an explanation of the restricted surplus and an overview of year-end transfers. Council was given the opportunity to ask questions. The Manager of Finance responded to questions regarding costs associated with the reclamation of the old City of Brooks landfill site and minimum balances for fire apparatus. C-51/18 MOVED BY COUNCILLOR KELLY CHRISTMAN that the year-end transfer of unrestricted net assets to the restricted surplus funds as proposed by Finance be approved. MOTION CARRIED 9. POST AGENDA ITEMS 9.1 Assessment Year Modifiers (AYM) for Wells & Pipeline Assessments Council discussed the response from Alberta Municipal Affairs regarding Assessment Year Modifiers. The Manager of Finance responded to questions from Council. Municipal Affairs has not established timelines for completing the review of the assessment model. The Manager of Finance indicated that budgets are created based on the recommended Assessment Year Modifiers that are sent out in the fall. The Manager of Finance responded to questions from Council, indicating that it is possible to recover some of the lost revenue by splitting the non-residential tax rate, but a business licensing scheme would have to be developed to differentiate business types. LEFT THE MEETING M. Fenske left the meeting at 11:49 a.m. 7. ADMINISTRATIVE BUSINESS — continued 7.2 Update - Least Conflict Lands Initiative The Director of Corporate Services provided background information on this item. Dates have been suggested for subsequent workshops and two to three Councillors are invited to participate. Discussion followed. It was suggested that a representative with knowledge of landowner rights would be beneficial. The Director of Corporate Services responded to questions from Council, indicating that the goal of the workshops is to engage the community and determine preferred 4 areas for renewable energy development. This will provide a framework for J Council to make decisions. Discussion followed. The Director of Corporate YYY Services responded to further questions from Council. Councillor C. Amulung, Councillor W. Hammergren, and Councillor L. Juss will attend the workshops as U�� Page 2 of 8 Regular Council February 22, 2018 Council representatives. S. Musgrove, a member of the Subdivision & Development Appeal Board, was suggested as the Viewshed representative. LUNCH Council RECESSED for lunch at 12:15 p.m. and RECONVENED at 1:00 p.m. ARRIVED AT MEETING S. Kipta and K. Martin arrived at 1:00 p.m. 6. DELEGATIONS 6.1 Community Engagement (K. Hofmann) The Director of Corporate Services requested that this item be postponed until the March 8, 2018 Council meeting. 6.2 Public Notification & Alerting System (S. Kipta) The IT Project Manager provided background information on this item, indicating that research has been done on a notification system that will supplement the Alberta Emergency Alert System and provide a way to notify ratepayers of emergencies or other important information. The IT Project Manager indicated that Everbridge has the most functionality and is used by many other municipalities. He provided an overview of the key benefits and features as well as a comparison with other systems that were investigated. Council was given the opportunity to ask questions. The /T Project Manager explained that there is a voluntary sign up process where the user chooses which alerts they want to receive. He suggested a mandatory sign up process for critical alerts could be done with data from the finance system or the yellow pages. The Everbridge system will also send messages automatically to the County's web page and social media channels. The Manager of Fire & Emergency Services responded to questions regarding the Alberta Emergency Alert system. The IT Project Manager responded to further questions, giving examples of use by other municipalities. C-52/18 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council authorizes the implementation of the Everbridge public notification and emergency alerts system in the amount of $8,050.00 with funding drawn from the IT Innovation Project budget. MOTION CARRIED 6.3 Live Streaming Council Meetings (S. Kipta) The /T Project Manager provided background information on this item. The equipment used to record Council meetings can also be used for conference calls and allow Councillors to participate in the meeting from outside 'the office. Discussion followed. It was noted that the videos edited with the title of the agenda item added to the screen was beneficial. The /T Project Man gerindicated that the full system would be able to connect to the presentation co puter so th t Page 3 of 8 Regular Council February 22, 2018 agenda item backup information could be shown on the screen as well as the video feed. The Chief Administrative Officer expressed concerns with individuals being able to download and edit the digital copies of Council meetings. The lT Project Manager responded to questions regarding the number of viewers and the editing process. Further discussion occurred, and Council expressed interest in continuing to produce videos and determine the ratepayer response. C-53/18 MOVED BY COUNCILLOR LIONEL JUSS that Administration continues to investigate options for live streaming Council meetings and report back with details regarding the preferred system and measures required to proceed. MOTION CARRIED LEFT THE MEETING S. Kipta left the meeting at 1:53 p.m. 7. ADMINISTRATIVE BUSINESS — continued 7.3 Appointment of Fire Guardians The Manager of Fire & Emergency Services provided background information on this item and responded to questions from Council. C-54/18 MOVED BY COUNCILLOR WAYNE HAMMERGREN that the following individuals be appointed as Fire Guardians: All Divisions — Keith Martin Rolling Hills — Bill Dickinson Tilley — Patrick Fabian Patricia — Ray Torkelson Duchess — Gregory Witt Scandia — Kyle Bradford Brooks Rural — Kevin Swanson Bassano --Cory Cochrane Rosemary — Wilf Harder Gem — Dwayne Klassen Bow City — John Ketchmark and further that the Accounting Clerk, the Payroll & Finance Support Clerk, the Executive Assistant, the Administrative Assistant (Planning), the Administrative Assistant (Fire & Safety), the Executive Operations Administrative Assistant, the Records Management Technician, the IT Administrative Assistant, the Development Clerk, the Assessment & Taxation Clerk, Tax & Utilities Advisor and the Project/Administrative Assistant be appointed as Fire Guardians for the issuance of Fire Permits only. MOTION CARRIED 7.4 Fire & Emergency Services - 20 Year Apparatus Replacement Plan The Manager of Fire & Emergency Services provided background information on this item, indicating that the Fire Chiefs in attendance at the Newell Area Mutual Aid meeting had approved this plan. The Manager of Fire & Emergency Services i responded to questions from Council. This item was accepted as information. Page 4 of 8 Regular Council February 22, 2018 7.7 Fire & Emergency Services - Bush Buggy Minimum Standards The Manager of Fire & Emergency Services provided background information on this item, indicating that the minimum standards for bush buggies would be reviewed by the Fire Chiefs at a meeting on February 26, 2018. This item was accepted as information. 7.6 Fire & Emergency Services - Apparatus Needs Assessment - Bush Buggy The Manager of Fire & Emergency Services provided background information on this item, outlining the areas in which bush buggies would be most beneficial. If approved by the Fire Chiefs, the Manager of Fire & Emergency Services will suggest that the bush buggies be added to the 2018 budget. The Manager of Fire & Emergency Services responded to questions from Council. This item was accepted as information. 7.5 Fire & Emergency Services - Apparatus Needs Assessment The Manager of Fire & Emergency Services provided background information on this item and responded to questions from Council. This item was accepted as information. LEFT THE MEETING K. Martin left the meeting at 2:25 p.m. 7.8 County of Newell Annual General Meeting The Director of Corporate Services provided background information on this item and responded to questions from Council. Discussion followed. The Executive Assistant indicated that the Annual Report document containing the summarized financial statements will continue to be published in the newspaper and online. The full audited financial statements are also posted to the County's web page. C-55/18 MOVED BY COUNCILLOR CLARENCE AMULUNG that staff redirect efforts that have been previously allocated towards preparations for the annual information meeting towards other alternatives for sharing similar information with the general public. MOTION CARRIED 7.9 Canadian Badlands - Appointment of Shareholder Representatives Councillor A.M. Philipsen provided background information on this item. The County of Newell is a shareholder of Canadian Badlands Ltd. and, as such, is entitled to appoint three Shareholder Representatives who each have a vote at the Annual General Meeting. Discussion followed. Councillor A.M. Philipsen and the Executive Assistant responded to questions from Council. Council requested that Canadian Badlands representation be discussed at the 2018 Organizational Meeting. s Page 5 of 8 Regular Council February 22, 2018 C-56/18 MOVED BY COUNCILLOR BRIAN DE JONG that Councillor A.M. Philipsen be appointed to the Canadian Badlands Board of Directors in the capacity of Director of the Southeast Region. MOTION CARRIED C-57/18 MOVED BY COUNCILLOR KELLY CHRISTMAN that Reeve M. Douglass, Councillor E. Unruh, and Councillor A.M. Philipsen be appointed Shareholder Representatives of Canadian Badlands Ltd. for the County of Newell. MOTION CARRIED 7.10 Invitation to Attend & Vote at AGM For Genesis Reciprocal Insurance Exchange Council was provided with background information on this item. C-58/18 MOVED BY COUNCILLOR CLARENCE AMULUNG that the Chief Administrative Officer be appointed as the representative for the County of Newell at the Genesis Reciprocal Insurance Exchange Annual General Meeting to be held on March 19, 2018. MOTION CARRIED 7.11 Cheques for Payment There were no cheques for payment to discuss at this meeting. 7.12 Payment Register The Director of Corporate Services responded to questions from Council. C-59/18 MOVED BY COUNCILLOR TRACY FYFE that the Payment Register be accepted. MOTION CARRIED 7.13 Requests for Functions of Council Councillor T. Fyfe provided Council with information on upcoming Rural Crime Prevention meetings. The Councillor Compensation Review Committee indicated that attending these meetings was part of her Rural Crime Watch/Safe Communities Committee duties. 8. COMMITTEE REPORTS 8.1 Newell Recycling Association Councillor L. Juss reported that the Newell Recycling Association's Annual General Meeting will be held on March 28, 2018. 8.2 Southern Alberta Energy from Waste Association Councillor L. Juss reported that there will be a board meeting in Brooks on February 23, 2018. He responded to questions regarding the Southern Alberta Energy from Waste Association. Page 6 of 8 Regular Council February 22, 2018 8.3 Shortgrass Library System Councillor K. Christman provided updates on the audit and building renovations. 8.4 County of Newell Library Board Councillor K. Christman reported that she attended a meeting in Gem, AB last week. The reporting required by the provincial government is being submitted. She reminded Councillors to renew their library memberships. 8.5 Reeve's Report Reeve M. Douglass indicated that the minutes from the most recent meetings of the Joint Services Committee and the Mayors & Reeves of Southeast Alberta will be forwarded when they become available. On February 9, 2018, Reeve M. Douglass and Mayor B. Morishita met via telephone with the Assistant Deputy Minister of Economic Development & Trade to provide an update on the communities and their economic development initiative. The new business advisor for Community Futures is working with the Economic Development staff from the City of Brooks to promote the business incubator. 10. INFORMATION ITEMS 10.1 Mini Bus Monthly Report (January 2018) This item was accepted as information. 10.2 Strategic Priorities Chart This item was accepted as information. 10.3 Financial Information for the Period Ending December 31, 2017 This item was accepted as information. 11. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. 9. POST AGENDA ITEMS 9.2 Update - Alberta Community Partnership Grant (Village of Rosemary) The Chief Administrative Officer provided background information on this item and responded to questions from Council. C-60/18 MOVED BY COUNCILLOR WAYNE HAMMERGREN that the County of Newell agrees to support the Village of Rosemary application to the Alberta Community Partnership Grant Program for $50,000.00 for mediation and cooperative processes; further, that the County of Newell agrees to allowing any other urban municipality within the C unty to join Page 7 of 8 Regular Council February 22, 2018 the partnership with the local funding required to be prorated based on urban/local divisional population formulas. MOTION CARRIED 9.3 Date for Preliminary Strategic Planning Session The Chief Administrative Officer provided background information on this item and requested that Council choose a date to prepare for the Municipal Affairs 1CF/IDP Workshop on March 16, 2018 and the Regional Strategic Planning Session on April 17-18, 2018. Materials from previous Corporate and Management Retreats will be reviewed. The Chief Administrative Officer provided background information on the 1CF/1DP Workshop. Discussion followed. The Preliminary Strategic Planning Session will be held at the County Administration Building on March 7, 2018 beginning at 10:00 a.m. 12. IN CAMERA C-61/18 MOVED BY COUNCILLOR KELLY CHRISTMAN that we move in camera at 3:15 p.m. to discuss the following matters: • Land — FO/PP Act Section 27, • Legal — FO/PP Act Section 27; • Legal — FOIPP Act Section 27. MOTION CARRIED C-62/18 MOVED BY COUNCILLOR ELLEN UNRUH that we move out of camera at 4:00 p.m. MOTION CARRIED 13. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 4:00 p.m. Signed this R day of 1�, , 2018 Reeve nt Administrator Page 8 of 8