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HomeMy WebLinkAbout2013-03-21 Council (Regular) Minutes Naravormai COUNTY OF NEWELL MINUTES OF Regular Council March 21, 2013 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, March 21, 2013 commencing at 10:31 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 D. Horvath, County Planner- ORRSC T. Green, Agricultural Fieldman M. Fenske, Manager of Finance K. Halsted, County Assessor M. Harbicht, Superintendent of Public Works A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: M. Dumont, Brooks & County Chronicle J. Aleman, Cenovus G. Bergos, Cenovus G. Flaig, Cenovus R. Pitchford, Cenovus 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:31 a.m. It was noted that this is the first Council meeting to be held in the new County of Newell facilities located at 183037 RR 145. Regular Council March 21,2013 2. EXCUSED FROM MEETING • All members were in attendance at this meeting. 3. ADOPTION OF MINUTES a. Minutes -Council (March 7, 2013) C-99/13 MOVED BY COUNCILLOR I. SCHROEDER that the March 7, 2013 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-100/13 MOVED BY COUNCILLOR R. ANDREWS that the agenda be adopted as 41) presented. MOTION CARRIED POINT OF ORDER Councillor A. Eastman requested that all persons wishing to speak use the microphones. 6. BYLAWS a. Bylaw 1767-13 Tax Rates (2013) The Manager of Finance provided background information on this item, indicating that the County Assessor would be available in the afternoon to answer specific questions regarding changes in the assessment. Council was given the opportunity to ask questions. The Chief Administrative Officer asked why school tax requisitions have increased by 4.5% when the equalized assessment is down. The Manager of Finance replied that mill rates are based on actual assessed values. Councillor L. Juss asked about assessment of commercial structures and whether, if the assessment • increases when renovations are made, should it not decrease if the building Page 2 of 11 Regular Council March 21,2013 is not upgraded. The Manager of Finance replied that the County Assessor would respond to that question later during this meeting. C-101/13 MOVED BY COUNCILLOR L. JUSS that Bylaw 1767-13, being a bylaw to authorize the rates of taxation for various purposes in the year 2013, be given FIRST reading. MOTION CARRIED LEFT THE MEETING M. Fenske left the meeting at 10:42 a.m. 8. AGRICULTURAL BUSINESS a. Agricultural Fieldman's Report(March 2013) The Agricultural Fieldman presented his report for January 2013, giving an overview of the highlights. Councillor B. de Jong inquired about staffing levels for the County/City weed control partnership and the Agricultural Fieldman provided background information on the program and how it would Q proceed this year. The Agricultural Fieldman provided updates on plans for a County weed garden, the rabies control program, the 2014 ASB Summer Tour, and the South Region ASB Conference to be held in Medicine Hat in January 2014. He also provided information regarding chemical tenders, plans for the Argo vehicles, and the Emerson Bridge Park registration Building. Council was given the opportunity to ask questions. LEFT THE MEETING T. Green left the meeting at 10:53 a.m. 9. ADMINISTRATIVE BUSINESS a. Update to Highway 873 Access Management Study The County Planner presented background information on this item. Amendments to the study have been provided as a result of the discussion held during the February 21, 2013 Council Meeting. The County Planner indicated that a copy of the report included in the agenda package was submitted to Alberta Transportation and they have responded. Council was given the opportunity to ask questions. Councillor B. de Jong 9 PP tY q 9 Page 3of11 Regular Council March 21,2013 expressed concerns with the lack of clear direction regarding how individual • accesses will be affected. The County Planner acknowledged that some of the 91 existing accesses could be removed, but the report provides no guidelines for what developments will be permitted next to that highway. Councillor I. Schroeder suggested requesting a more in depth study. The County Planner replied that, in discussion with Alberta Transportation and Urban Systems, this study has fulfilled the scope of the project. A more detailed study would have to be initiated and funded by the County of Newell. Councillor L. Juss noted that closing some of the approaches could cause problems for individual farmers. The County Planner replied that nothing will happen to the existing accesses until there is some development. Councillor A. Eastman suggested that the case-by-case approach to development could provide flexibility since no one really knows how development will proceed in that area. C-102/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Alberta Transportation Highway 873 Access Management Study be accepted as information. MOTION CARRIED b. County Newsletter Review (March/April 2013) Council reviewed the proposed County newsletter for March/April 2013 and • suggested amendments. c. Change in Fire Guardians for Division 6 (Bassano Fire Department) The Assistant Administrator presented background information on this item and responded to questions from Council. C-103/13 MOVED BY COUNCILLOR J. BULGER that Travis Peters be removed as Fire Guardian for Division 6 (Bassano Fire) and that Chief Cory Cochrane be appointed as Fire Guardian for Division 6 (Bassano Fire) within the County of Newell. MOTION CARRIED d. Disaster Forum 2013 (May 13-16, 2013) The Assistant Administrator provided background information on this item and responded to questions from Council. C-104/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that the County of Newell agrees • to pay the cost of registration, accommodation, and mileage for up to two local ‘) Page 4 of 11 Regular Council March 21,2013 fire chiefs to attend Disaster Forum 2013 in Banff, AB on May 13-16, 2013. MOTION CARRIED e. David Ivan Presentation/Information Reeve M. Douglass provided background information on this item and responded to questions from Council. C-105/13 MOVED BY COUNCILLOR B. DE JONG that any Councillor be permitted to attend "Can Small Towns be Cool?" with David Ivan on April 8, 2013 at 5:00 p.m. at the Medicine Hat College, Brooks Campus as a function of Council. MOTION CARRIED f. Library Board Funding The Assistant Administrator provided background information on this item, indicating that if per capita funding is calculated based on the 2011 Federal Census data for the County of Newell, the amount of per capita funding for the divisional libraries will also be reduced. He requested that Council confirm with the Municipal Library Board that they will receive the same funding as in 2012. The exact impact will be determined and addressed as part of a group of budget adjustments at a future meeting. C-106/13 MOVED BY COUNCILLOR I. SCHROEDER that the Municipal Library Board be provided with an assurance that their funding requirements will be topped up to 2012 levels when a list of 2013 budget adjustments is presented for Council review and approval at an upcoming meeting. MOTION CARRIED g. FCSS Citizen of the Year- Invitation to Contribute Gift Basket Council was presented with background information on this item. C-107/13 MOVED BY COUNCILLOR C. AMULUNG that Council supports the Grasslands Regional FCSS Citizen & Junior Citizen of the Year Awards, and that a gift basket in the amount of$100.00 be donated on behalf of the County of Newell. MOTION CARRIED 3 Page 5 of 11 `' Regular Council March 21,2013 h. Proclamation of National Health & Fitness Day • Council was presented with background information on this item. C-108/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that the County of Newell hereby proclaims the first Saturday in June as National Health & Fitness Day in the County of Newell. MOTION CARRIED i. Presentation of Canadian Award for Financial Reporting The Chief Administrative Officer provided Council with background information on the award and the organization that presents them. The Manager of Finance displayed the Annual Report to Council and gave an overview of the award criteria and plans for the next annual report. Council was given the opportunity to ask questions. The Chief Administrative Officer indicated that the award is a sign of where the County is headed and requested that the five-year window be driven down to the program level for more detail. Reeve M. Douglass presented the Manager of Finance with the award. • j. Councillor Payment Sheets (February 2013) Councillor A. Eastman indicated that all Councillors must provide their travel times to the new facilities so that a calculation can be prepared on wait time between meetings. Discussion followed and the Councillor Compensation Review Committee indicated that they would create a formula that would be put into effect for April 1, 2013. C-109/13 MOVED BY COUNCILLOR C. AMULUNG that the Councillor Compensation Review Committee proceed with calculating wait times based on distance travelled between individual Councillors' homes and the new facilities. MOTION CARRIED C-110/13 MOVED BY COUNCILLOR L. JUSS that the February 2013 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED Page 6 of 11 Regular Council March 21,2013 0 10.0 PUBLIC WORKS BUSINESS a. Tender Award - Motor Grader The Chief Administrative Officer presented background information on this item and responded to questions from Council. C-111/13 MOVED BY COUNCILLOR B. DE JONG that Council APPROVES the tender from Finning in the amount of $760,454.00 for the purchase of two CAT 160M motor graders to replace Unit 210 and Unit 203. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:06 p.m. and RECONVENED at 1:07 p.m. ARRIVED AT MEETING 0 R. Pitchford, G. Flaig, G. Bergos, and J. Aleman arrived at 1:07 p.m. 7. DELEGATIONS a. Cenovus - Haul Volumes on County Roads (1:00 p.m.) G. Bergos indicated that the focus of the presentation is to address concerns regarding trucking issues. He provided an overview of Cenovus' vendor requirements, which include agreements with contractors, pre qualification, orientation, and various safety requirements. Cenovus also participates in trucker forums and vendor safety meetings to mitigate the risks associated with trucking fluids. He also provided an overview of audit items that Cenovus follows up on to ensure the vendors are following their requirements. A variety of contractor safety management tools are available online. G. Flaig and G. Bergos indicated that a great deal of effort is put into safety and contractor management. G. Bergos displayed a map of the Brooks North area, showing where the main oil operations are located. He provided projections for the future number of wells, but noted that trucking will not necessarily increase in conjunction with oil and gas production. Enough growth in this industry could lead to the development of oil and gas facilities. G. Flaig displayed a map of the Langevin oil plays, explaining the type of development and the Page 7of11 Regular Council March 21,2013 amount of wells in the area. He acknowledged that they do truck in a lot of • fluid, but contractor safety is a primary concern. Any incidents are used as learning experiences and applied to the contractor management system. G. Bergos provided an overview of their relations with third party retailers, existing production, and the long term plan. Council was given the opportunity to ask questions. Councillor I. Schroeder expressed concerns with not knowing the long term plan for oil and gas development in the area. If the County was aware of future plans, it would be possible to improve roads as required by industry. G. Flaig replied that the development of the Torq terminal in Tilley was driven by lack of pipeline capacity. The railway infrastructure was already in place and is used to distribute the product. He indicated that they could put together more specific data regarding the volumes that may be out there. G. Bergos suggested that they could request a long range plan for the number of loads going out of that terminal. He indicated that they would be open to working with the County on road improvements, as shipments have been delayed in the past due to poor road conditions. G. Bergos and G. Flaig responded to further questions from Council. Discussion followed and Cenovus agreed to meet with the Chief Administrative Officer and the Superintendent of Public Works to identify roads and create a plan. LEFT THE MEETING • R. Pitchford, G. Flaig, G. Bergos, and J. Aleman left the meeting at 2:23 p.m. 6. BYLAWS - CONTINUED a. Bylaw 1767-13 Tax Rates (2013) -continued The Manager of Finance and the County Assessor responded to questions from Council. The County Assessor provided information regarding linear assessments, indicating that the assessment increases when improvements have been made. If no improvements are done, the assessment decreases over time to a threshold of 30%. The assessment is never reduced to 0 unless equipment is physically removed. The County Assessor responded to further questions from Council. LEFT THE MEETING M. Fenske and K. Halsted left the meeting at 2:41 p.m. • l . Page 8 of 11 Regular Council March 21,2013 11. COMMITTEE REPORTS a. County of Newell Water Project(CNWP) Councillor I. Schroeder indicated that he would ensure that the monthly progress report is distributed to Council. The Chief Administrative Officer provided background information on a situation with EnerPlus and a request to install tracer cable. Councillor A.M. Philipsen noted that there will be oil company representatives present at the Patricia & area landowners meeting tonight and that she would mention this issue. b. Environmental Protection Committee Councillor M. Nesbitt reported that an article had been submitted for publication in the Newell Newsletter on behalf of this committee. c. Recreation Board - Division 5 & 10 Councillor L. Juss indicated that they had met last night and they discussed making a presentation to City Council recommending proceeding with improvements to the field house. d. Recreation Board - Division 9 Reeve M. Douglass indicated that the Division 9 Recreation Board had met recently and discussed supporting existing facilities. e. Shortgrass Library System/Municipal Library Board it Councillor M. Nesbitt indicated that there is information in the newsletter from both the Municipal Library Board and Shortgrass Library System. She also indicated that she attended the Southern Alberta Libraries Conference, where topics focused on marketing libraries. f. 9-1-1 Committee Councillor R. Andrews indicated that there had been representation from Alberta Health Services providing an ambulance report, and that regular updates will be provided He provided background information on a program Page 9of11 t1.2 Regular Council March 21,2013 that will see vans located in Brooks to be used for patient transfers of a non- • emergency nature. The 9-1-1 Committee will be preparing a budget and getting an estimate for the cost to switch all radios over in preparation for the Alberta First Responders Radio Communications System (AFFRCS). Councillor R. Andrews responded to questions from Council. 12. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 13. INFORMATION ITEMS a. Mini Bus Monthly Report (February 2013) This item was accepted as information. b. Strategic Priorities Chart This item was accepted as information. III c. Eastern Irrigation District -Annual Report Center Table - Council Office This item was accepted as information. d. AltaLink - Hanna Region Transmission Development: Cassils to Ware Junction Notice of Project Amendment Center Table - Council Office This item was accepted as information. 14. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. • A, Page 10 of 11 `/- Regular Council March 21,2013 15. IN CAMERA C-112/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that we move in camera at 2:57 p.m. to discuss a legal issue. MOTION CARRIED LEFT THE MEETING Councillor B. de Jong and K. Stephenson left the meeting at 3:06 p.m. C-113/13 MOVED BY COUNCILLOR J. BULGER that we move out of camera at 3:18 p.m. MOTION CARRIED 16. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:18 p.m. Signed this I day of 4 p1?/ , 2013 Reeve r. Mr dministrator is Page 11 of 11 ((w' GG'