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HomeMy WebLinkAbout2013-05-23 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF Regular Council May 23, 2013 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, May 23, 2013 commencing at 11:14 a.m. MEMBERS PRESENT: M. Douglass, Reeve COUNCILLORS: C. Amulung I. Schroeder A.M. Phillipsen R. Andrews J. Bulger A. Eastman B. de Jong L. Juss ABSENT: M. Nesbitt 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. Harbicht, Superintendent of Public Works M. Fenske, Manager of Finance A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: G. Van Metre, County Ratepayer R. Veri- Metre, County Ratepayer R 6 ; .e4akJ.ct L/444, r) 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 11:14 a.m. 2. EXCUSED FROM MEETING / C- 166/13 MOVED BY COUNCILLOR I. SCHROEDER' that Councillor M. Nesbitt be excused from the meeting. MOTION CARRIED Regular Council May 23, 2013 3. ADOPTION OF MINUTES a. Minutes - Council (May 9, 2013) C- 167/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that the May 9, 2013 Council 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- 168/13 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as amended. MOTION CARRIED 6. DELEGATIONS a. Playground on Municipal Reserve Parcel at Lake Newell Resort The Assistant Administrator presented background information on this item, indicating that the location of the playground and service requirements must be finalized. The Manager of Planning & Development distributed an updated map showing the proposed location of the playground near the existing tennis court. The applicants were present to respond to questions from Council. R. Van Metre indicated on the distributed map that a portion of the playground would lie on land owned by the Eastern Irrigation District. He indicated that they had met with E. Wilson, who would be taking the matter to the EID board meeting for approval. The Assistant Administrator indicated that approval is required to conduct further site investigations to determine the best location for the playground and parking lot, and proposed that the costs for the site investigation could be funded from the Municipal Reserve. Once the initial investigation is complete, a request for further funding to assist with the costs associated with parking lot development will be submitted to Council. The Assistant Administrator responded to questions regarding what would be involved in the investigation. G. Van Metre responded to further questions from Council. Councillor B. de Jong requested information regarding the distribution of Municipal Reserve funds Page 2 of 9 Regular Council May 23, 2013 throughout the County. The Assistant Administrator indicated that this information would be provided when this item is brought back for further discussion. C- 169/13 MOVED BY COUNCILLOR R. ANDREWS that Council APPROVES the allocation of up to $2,500.00 from the Municipal Public Reserve to the Lake Newell Resort Community Association to be used towards the cost of preparing the design and construction cost estimates for site improvements for the proposed playground at Lake Newell Resort provided that the Eastern Irrigation District approves the required land acquisition. MOTION CARRIED LEFT THE MEETING G. Van Metre, R. Van Metre, A. Wickert, and D. Horvath left the meeting at 11:29 a.m. 7. AGRICULTURAL BUSINESS a. Agricultural Fieldman's Report (May 2013) The Agricultural Fieldman presented his report for May 2013, giving an overview of the highlights. b. Indian Head Tree Nursery & Shelter Belt Program The Agricultural Fieldman presented background information on this item, indicating they are requesting a letter of support and a contribution in the amount of $100.00 to be used towards the costs of preparing a business plan for the continued operation of the Indian Head Tree Nursery & Shelter Belt Program. The Agricultural Fieldman responded to questions from Council and discussion followed. C- 170/13 MOVED BY COUNCILLOR R. ANDREWS that Council APPROVES a contribution in the amount of $100.00 to the Agricultural Producers Association of Saskatchewan (APAS) and that a letter be written in support of the Indian Head Tree Nursery & Shelter Belt Program and the initiative of the coalition. MOTION CARRIED LEFT THE MEETING T. Green left the meeting at 11:47 a.m. Page 3 of 9 41") Regular Council May 23, 2013 9. PUBLIC WORKS BUSINESS a. Tender Award - Priority 3 Water Distribution System Upgrades The Superintendent of Public Works provided background information on this item. He indicated that there had been no opposition to the local improvement advertisements or circulation, though some questions from residents had arisen during the County of Newell Annual General Meeting on May 21, 2013. The Superintendent of Public Works responded to questions from Council. Councillor A.M. Philipsen asked about the old equipment and the concrete pad for the bulk water station. The Superintendent of Public Works replied that the County of Newell would be funding the concrete improvements, as it is tied to the bulk water service. He provided further background information on this item, indicating that the grant application had been submitted in 2008 to the Alberta Municipal Water/Wastewater Partnership program. Regarding the old equipment, the Superintendent of Public Works indicated that he would consult with Newell Regional Services Corporation and MPE Engineering to determine whether the equipment can be used or sold. Councillor A. Eastman asked about the local improvement advertising process. The Superintendent of Public Works replied that communication with the hamlets and ratepayers could be improved. The Superintendent of Public Works responded to questions regarding the local improvement share per resident. The Chief Administrative Officer recommended that more Hamlet Advisory Committee meetings are required. C- 171/13 MOVED BY COUNCILLOR B. DE JONG that Council accepts the low tender as submitted and awards the Priority 3 Water Distribution System Upgrades project to Everest Construction Management for the tendered price of $910,871.03 plus additional costs. MOTION CARRIED LUNCH Council RECESSED for lunch at 12:08 p.m. and RECONVENED at 12:54 p.m. 8. ADMINISTRATIVE BUSINESS a. Request to Refund Development Permit Fee - Lake Newell Resort Playground The Assistant Administrator presented background information on this item and responded to questions from Council. Page 4 of 9 Regular Council May 23, 2013 C- 172/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that Council APPROVES the request from the Lake Newell Resort Community Association and refunds the Development Permit Application Fee in the amount of $500.00. MOTION CARRIED b. Proposed Lease of Former Administration Building The Assistant Administrator presented background information on this item. He noted that the lease rates indicated in the 2011 appraisal would be used and a rezoning application would be submitted to the City of Brooks. The Assistant Administrator responded to questions from Council. Councillor L. Juss asked if the leaseholder was responsible for paying the insurance, utilities, and taxes. The Assistant Administrator replied that the lease holder is responsible for the utilities and that there were no taxes on the property. He indicated that the building would continue to be insured under the County's policy, but he would check into who would be paying for it. C- 173/13 MOVED BY COUNCILLOR I. SCHROEDER that Council APPROVES in principle to formally proceed with steps leading to the execution of a lease agreement of the former County of Newell Administration Office with Christ the Redeemer Catholic Schools. MOTION CARRIED d. Regional Collaboration Grant - County of Newell Mini Bus Service & Community Transportation Initiative The Assistant Administrator provided background information on this item, noting that there had been interest from the Joint Services Committee and the Seniors' OutReach Society regarding a review of the service from a regional perspective. The Assistant Administrator responded to questions from Council C- 174/13 MOVED BY COUNCILLOR B. DE JONG that Council supports an application under the Regional Collaboration Program to proceed with a review of the current Mini Bus program and the potential implementation of a regional transportation initiative. MOTION CARRIED e. County Newsletter Review (May /June 2013) Council reviewed the proposed County newsletter for May /June 2013 and suggested amendments. Page 5 of 9 Regular Council May 23, 2013 ARRIVED AT MEETING M. Fenske arrived at 1:04 p.m. c. 2013 Budget Adjustments (to May 15, 2013) The Manager of Finance presented background information on this item, including an overview of the adjustments made. The Manager of Finance responded to questions from Council. C- 175/13 MOVED BY COUNCILLOR L. JUSS that Council APPROVES the 2013 budget adjustments which increase the County's 2013 total budget to $82,779,968.00. MOTION CARRIED LEFT THE MEETING M. Fenske left the meeting at 1:09 p.m. f. Kinsmen Rodeo Pancake Breakfast g. Council was presented with background information on this item. Reeve M. Douglass and Councillors C. Amulung, 1. Schroeder, A.M. Philipsen, M. Nesbitt, J. Bulger, A. Eastman, B. de Jong, and L. Juss indicated that they would be available. Brooks & District Museum Canada Day Celebration Council was presented with a letter from the Brooks & District Museum inviting them to participate in the annual Canada Day ceremonies and pancake breakfast. Reeve M. Douglass and Councillors M. Nesbitt and B. de Jong indicated that they would be available. h. Request for Sponsorship - 2nd Annual Tom Irwin Memorial Canadian Senior Pro Rodeo (Silver Sage Community Corral) Council was presented with background information on this item. Councillor A.M. Philipsen noted that a similar request had been reviewed last year by the Economic Development & Tourism Committee and indicated that she would put it on the agenda. Page 6 of 9 Regular Council May 23, 2013 I Councillor Payment Sheets (April 2013) C- 176/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that the April 2013 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED j. Cheque Register C- 177/13 MOVED BY COUNCILLOR B. DE JONG that the Cheque Register be accepted. MOTION CARRIED 7. AGRICULTURAL BUSINESS - CONTINUED a. Agricultural Fieldman's Report - continued C- 178/13 MOVED BY COUNCILLOR B. DE JONG that the Agricultural Fieldman's Report be accepted as presented. MOTION CARRIED 10. COMMITTEE REPORTS a. Reeve's Report Reeve M. Douglass reported that she had recently attended a meeting with several different organizations within the community that focus on housing. She also indicated that she attended a meeting with the Red Cross, who will continue to have a presence in Brooks despite the closure of their local office. 11. POST AGENDA ITEMS a. Grand Opening /60th Anniversary Reeve M. Douglass asked Council if the 60th Anniversary should be incorporated into the grand opening celebration. Discussion followed regarding creating a float for the Kinsmen Rodeo Parade on June 8, 2013 that could be used in other community parades as well as for the stage for the grand opening. The Superintendent of Public Works provided background information and requested assistance in overseeing portions of the event, such as decorating the float/stage, giving tours of thh/e� buildin nd Page 7 of 9 1 4 � Regular Council May 23, 2013 distributing food and beverages. He indicated that the Grand Opening Committee would delegate tasks. Discussion followed regarding preparing a float. Reeve M. Douglass, Councillor B. de Jong, the Superintendent of Public Works, and the Executive Assistant will form the float committee. Once decorated, the flat deck trailer can be stored in one of the shop bays. Discussion followed regarding speeches during the grand opening ceremony and it was determined that those involved with the new facilities should be acknowledged. The Chief Administrative Officer will emcee the event and there will be speeches by the Premier and Minister of Municipal Affairs or his designate, if they are in attendance, MP L. Payne, MLA J. Hale, Reeve M. Douglass, and representatives from Barr Ryder and Ledcor. The Superintendent of Public Works asked if a traditional ribbon cutting ceremony should be planned or if Council wanted something different. It was suggested that County equipment be incorporated in the ribbon cutting ceremony. The Superintendent of Public Works noted that advertising will be prepared outlining the event schedule. b. Rescheduling /Cancellation of Upcoming MPC /Council Meetings C- 179/13 MOVED BY COUNCILLOR I. SCHROEDER that the July 11, 2013 Municipal Planning Commission and Council meetings be RESCHEDULED for Friday, July 12, 2013; further, that the August 22, 2013 Municipal Planning Commission and Council meetings be CANCELLED. MOTION CARRIED 12. INFORMATION ITEMS a. Mini Bus Monthly Report (April 2013) This item was accepted as information. b. Strategic Priorities Chart The Chief Administrative Officer indicated that an additional chart created as a result of the Management Team Retreat had been added. He gave an overview of the items, noting that the priorities do not align with the priorities set by Council. This item was accepted as information. Page 8 of 9 Regular Council May 23, 2013 13. QUESTION PERIOD /NOTICE OF MOTION A question period and notice of motion was held. 14. IN CAMERA C- 180/13 MOVED BY COUNCILLOR A. EASTMAN that we move in camera at 2:01 p.m. to discuss a legal issue. MOTION CARRIED C- 181/13 MOVED BY COUNCILLOR J. BULGER that we move out of camera at 3:12 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:14 p.m. Signed this L / Cday of Page 9 of 9 2013 Reeve y Administrator