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HomeMy WebLinkAbout2013-06-20 Council (Regular) Minutes COUNTY OF NEWELL MINUTES OF Regular Council June 20, 2013 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, June 20, 2013 commencing at 10:07 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 M. Harbicht, Superintendent of Public Works R. Femell, Database Administrator A. Nielsen, Executive Assistant P. Elliott, Administrative Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: S. Ibrahim, IBM 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:07 a.m. 2. EXCUSED FROM MEETING All members were present at this meeting. ,Ar\I\P ■ Regular Council June 20,2013 3. ADOPTION OF MINUTES a. Minutes -Council (June 6, 2013) The following changes were made to the June 6, 2013 Council Meeting minutes: Page 4 - Item 9(b) - should read "The Fire & Emergency Services Coordinator responded to further questions from Council. Page 7 - Item 10(e) - should read "..Division 2 Fire Chief who indicated that they would use Highway 1 most often in emergency situations." C-201/13 MOVED BY COUNCILLOR I. SCHROEDER that the June 6, 2013 Council Meeting minutes be adopted as amended. MOTION CARRIED 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA • C-202/13 MOVED BY COUNCILLOR A. EASTMAN that the agenda be adopted as amended. MOTION CARRIED 6. BYLAWS a. Bylaw 1769-13 -Well Drilling The Assistant Administrator presented background information on this item and responded to questions from Council. C-203/13 MOVED BY COUNCILLOR B. DE JONG that Bylaw 1769-13, being a bylaw to provide for the imposition of a tax on persons engaged in drilling of a well for which a permit is required pursuant to the Oil & Gas Conservation Act, and/or engaged in the servicing of existing wells, be given FIRST reading. MOTION CARRIED C-204/13 MOVED BY COUNCILLOR M. NESBITT that Bylaw 1769-13 be given SECOND • 9 reading. MOTION CARRIED Regular Council June 20,2013 •-205/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that consent be given for Bylaw 1769-13 to receive third reading this 20th day of July, 2013. MOTION CARRIED UNANIMOUSLY C-206/13 MOVED BY COUNCILLOR A. EASTMAN that Bylaw 1769-13 be given THIRD and FINAL reading. MOTION CARRIED 7. ADMINISTRATIVE BUSINESS a. Rural Design Guidelines The Manager of Planning & Development provided background information on this item, indicating that the Urban Design Guidelines would be provided at a later date. She noted some amendments that would be made. The Superintendent of Public Works indicated that guidelines of this type are a typical practice in urban areas and provide direction on construction standards. The Manager of Planning & Development responded to questions from Council, noting that this would be used primarily for subdivisions. Councillor B. de Jong asked if there were provisions to apply fees to a development or Area Structure Plan that has been approved but not completed. The Manager of Planning & Development indicated that Area Structure Plans are covered in the Urban Design Guidelines and that she would look into Municipal Government Act provisions. Councillor C. Amulung questioned the need for two separate documents, indicating that the difference between rural and urban is unclear. Councillor M. Nesbitt indicated that there is a reference to street lighting in the heading of item 4.15 on pages 30-31, but nothing in the text. ARRIVED AT MEETING S. Ibrahim and R. Fernell arrived at 10:28 a.m. The Superintendent of Public Works noted that proposed subdivisions with street lighting must follow the minimum lighting requirements of the power company. Discussion followed. C-207/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that the Rural Design Guidelines be TABLED until Council has reviewed the Urb n Design Guidelines so that both may be endorsed at the same time. TION CARRIED Regular Council June 20,2013 LEFT THE MEETING A. Wickert and M. Harbicht left the meeting at 10:32 a.m. b. Fire Services Review The Fire & Emergency Services Coordinator provided background information on this item and gave an overview of the fire services review meeting process. The meeting notes were provided to Council for review and the Fire & Emergency Services Coordinator requested direction regarding how to proceed. Council was given the opportunity to ask questions. Discussion followed regarding the makeup of the steering committee. The Chief Administrative Officer requested a summary of the meetings that shows the common issues. Discussion followed and Council directed the Fire & Emergency Services Coordinator to distribute the notes of the feedback received during the meetings to the applicable parties along with a summary of common issues identified. This item will be discussed further at a future meeting. 9. POST AGENDA ITEMS b. Request for Fire Truck Funding - Gem Rural Fire Association • The Fire & Emergency Services Coordinator provided background information on this item and responded to questions from Council. Discussion followed regarding whether or not Fire Truck Funding was available for 2013. The Assistant Administrator indicated that he would gather more information. Further discussion on this item was postponed until later during this meeting. LEFT THE MEETING K. Martin left the meeting at 11:00 a.m. 7. ADMINISTRATIVE BUSINESS - CONTINUED c. IT Function Review/Update (IBM) R. Femell provided background information on the project. S. Ibrahim presented the IS & T Function Review Draft Executive Summary, providing an overview of the project goals and the methods used to conduct the analysis. He listed the positive elements and identified several challenges faced by the IT Department. He noted that there are several problems within the system due to growth that have resulted in many outages. S. Ibrahim • ()NJ) ^� gave an explanation of non-functional requirements and noted the risks associated with poor performance. Regular Council June 20,2013 LEFT THE MEETING Councillor M. Nesbitt left the meeting at 11:06 a.m. S. Ibrahim went over the list of issues identified with IT, that include existing infrastructure, many single points of failure, lack of processes, and the lack of an infrastructure architect position. He indicated that one positive factor is the existence of a strong IT strategy model. Twenty initiatives have been identified that can be categorized into three groups - IT processes, IT operation, and technology. These initiatives will be implemented in three waves. R. Femell displayed the status report containing the twenty initiatives, indicating that the project will continue after the IBM consultants leave and noting that certain items have budget considerations. She displayed the work plans for the Information Systems & Technology Department. Council was given the opportunity to ask questions. Councillor I. Schroeder asked if these initiatives would bring the County closer to the single-entry system outlined in a resolution submitted to AAMDC. The Chief Administrative Officer provided background information on the Newell Systems Integration Project. He indicated that this presentation deals with security and proactive systems maintenance and will contribute to the overall NSIP by strengthening the infrastructure. S. Ibrahim responded to questions from Council regarding the budget requirements, indicating that the costs outlined include hardware, some additional software applications, and training. The Chief Administrative Officer responded to further questions from Council. LEFT THE MEETING S. Ibrahim and R. Fernell left the meeting at 11:35 a.m. The Chief Administrative Officer indicated that funding is required to proceed with the infrastructure improvements. The Assistant Administrator responded to questions from Council. LEFT THE MEETING Councillor L. Juss left the meeting at 11:38 a.m. C-208/13 MOVED BY COUNCILLOR A.M. PHILIPSEN that Council supports the proposed IT infrastructure upgrades and APPROVES a budget adjustment of $550,000.00 from Municipal Surplus. MOTION CARRIED Regular Council June 20,2013 d. Request for Donation - Alberta Rural Municipal Administrators • Association Conference The Chief Administrative Officer presented background information on this item and responded to questions from Council. C-209/13 MOVED BY COUNCILLOR B. DE JONG that Council supports the request and APPROVES a donation in the amount of $500.00 to the Alberta Rural Municipal Administrators Association (ARMAA) Fall 2013 Conference. MOTION CARRIED ARRIVED AT MEETING Councillor L. Juss arrived at 11:45 a.m. e. Funding Request - Safe Communities Committee Councillor R. Andrews presented background information on this item, indicating that the City of Brooks has contributed$3,500.00 towards the Safe Communities Committee and is requesting a matching contribution from the County of Newell. Discussion followed and it was determined that a formal request has not yet been received. The Assistant Administrator indicated that • this item had been discussed during a Joint Services Committee meeting. Discussion followed regarding whether or not to wait until a formal request is received. LEFT THE MEETING Councillor J. Bulger left the meeting at 11:52 a.m. 9. POST AGENDA ITEMS - CONTINUED a. Joint Funding Proposal for Crime Reduction Strategy Coordinator & Family Violence Support Worker Councillor R. Andrews provided background information on this item, indicating that the request comes from the Crime Reduction Strategy Subcommittee of the Safe Communities Committee. ARRIVED AT MEETING Councillor J. Bulger return d at 11:54 a.m. • o Nor R. Andrews provided history of the Crime Reduction Strategy, Regular Council June 20,2013 indicating that it has grown and now requires a coordinator. The proposal is for the cost to be shared between the County, the City of Brooks, and Victims' Assistance. Each group would provide $20,000.00 per year over three years. Councillor R. Andrews responded to questions from Council. Discussion followed and the Assistant Administrator indicated that Administration would request clarification and formal funding requests for both items. This item will be discussed further at a future Council meeting. LUNCH Council RECESSED for lunch at 12:15 and RECONVENED at 1:07 p.m. 1. ADMINISTRATIVE BUSINESS -CONTINUED f. Invitation to Brooks & District Seniors OutReach Society Year End BBQ (June 24, 2013) Council discussed this item. C-210/13 MOVED BY COUNCILLOR A. EASTMAN that Reeve M. Douglass and Councillor J. Bulger be permitted to attend the Brooks & District Seniors Outreach BBQ on June 24, 2013 as a function of Council. MOTION CARRIED ARRIVED AT MEETING Councillor L. Juss arrived at 1:10 p.m. g. Provincial Cabinet Tour Preparations (July 27, 2013) The Assistant Administrator presented background information on this item. Councillor suggested areas to visit including Highway 873, Highway 876, and areas where power lines are being constructed. The Assistant Administrator responded to questions from Council. h. Councillor Payment Sheets (April 2013) Discussion followed. C-211/13 MOVED BY COUNCILLOR B. DE JONG that any Councillor be permitted to attend the County of Newell Grand Opening & 60th Anniversary Celebration on June 21, 2013 as a function of Council. MOTIO D ATED ■ Regular Council June 20,2013 C-212/13 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 i. Cheques for Payment The Assistant Administrator responded to questions from Council. C-213/13 MOVED BY COUNCILLOR C. AMULUNG that cheque 175601 in the amount of $387,440.23, cheque 175602 in the amount of $943,399.29, and cheque 175603 in the amount of$1,191,536.32 be APPROVED. MOTION CARRIED j. Cheque Register The Assistant Administrator responded to questions from Council. C-214/13 MOVED BY COUNCILLOR A. EASTMAN that the Cheque Register be accepted. MOTION CARRIED • 8. COMMITTEE REPORTS a. Crime Stoppers Board/Rural Crime Watch/Safe Communities Committee Councillor R. Andrews reported that the Alberta Traffic Safety Plan 2015 has been completed and gave an overview of recent events, including a bike rodeo in Brooks. He indicated that they are looking into repairing the audible crosswalk alarms in Brooks and a group has asked about lighting the path between the City and the Centennial Regional Arena. The request will be forwarded to the Joint Services Committee. He also indicated that he would work with the.Agricultural Fieldman to prepare a newsletter article regarding the dangers of livestock on the highway. b. Municipal Planning Commission Councillor A.M. Philipsen indicated that another planner from ORRSC would cxN.91 be assigned to the County of Newell for the duration of D. Horvath's leave. Discussion followed. • Regular Council June 20,2013 c. Newell Foundation Councillor 1. Schroeder provided an update on the Bassano facility project, indicating that an open house is scheduled for August 7, 2013 in Bassano. d. Newell Recycling Association/Newell Regional Solid Waste Management Authority Councillor B. de Jong indicated that Newell Recycling has a beverage and cardboard recycling trailer that is available for community events. He also reported that the NRSWMA hosted a Southern Alberta Energy from Waste Alliance (SAEWA) meeting in Council Chambers on May 31 and indicated that SAEWA has received grant funding for the exploration and establishment of a regional governance model. Councillor B. de Jong also reported that he attended the sod turning ceremony for the new Grasslands School and a meeting at the Medicine Hat College regarding collaboration. e. Palliser Economic Partnership Councillor L. Juss indicated that the Annual General Meeting was held last Friday in Hanna and that PEP is transforming into a more grass roots organization as a result of funding cuts. Councillor L. Juss responded to questions from Council. f. Tourism Representative Councillor A.M. Philipsen reported that Pure North would be giving a presentation next Wednesday regarding the Steveville development and the Dimestore Fisherman will be filming another episode in the area in July. g. Reeve's Report Reeve M. Douglass reported that she attended the 25th anniversary of the Shortgrass Library System and a taping of the Global Village television show. h. Bow River Basin Community Councillor A. Eastman provided an overview of the Bow River Basin Community conference that he had attended, which included topics on improving water quality in wetlands and controlling riparian areas. Regular Council June 20,2013 ARRIVED AT MEETING • Councillor M. Nesbitt returned at 1:52 p.m. Councillor A. Eastman responded to questions from Council. i. FCM Conference Councillor I. Schroeder, Councillor M. Nesbitt, and Reeve M. Douglass reported on their attendance at the FCM Conference. Discussion followed regarding what collected taxes are being used for as compared to other municipalities. 10. INFORMATION ITEMS a. Mini Bus Monthly Report(May 2013) This item was accepted as information. b. Strategic Priorities Chart This item was accepted as information. • c. Proposed City of Brooks Bylaws This item was accepted as information. 9. POST AGENDA ITEMS - CONTINUED a. Request for Fire Truck Funding - Gem Rural Fire Association The Assistant Administrator indicated that there was funding available for Fire Trucks. C-215/13 MOVED BY REEVE M. DOUGLASS that the County of Newell support this request from the Gem Rural Fire Association and APPROVE funding in the amount of $50,000.00 from the Fire Fund in 2013 as per the Fire Truck Donations policy. ()a/OP MOTION CARRIED • Regular Council June 20,2013 ® 11. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. Reeve M. Douglass and the Superintendent of Public Works provided Council with an overview of the plans for the Grand Opening ceremony tomorrow. 12. IN CAMERA C-216/13 MOVED BY COUNCILLOR J. BULGER that we move in camera at 2:20 p.m. to discuss a legal and a labour issue. MOTION CARRIED C-217/13 MOVED BY COUNCILLOR L. JUSS that we move out of camera at 2:40 p.m. MOTION CARRIED C-218/13 MOVED BY COUNCILLOR L. JUSS that Council agrees to waive the Development Permit fee for the 2 structures and fence on the property; in addition, Council will recommend to MPC to permit a 6.2 m front yard setback (variance from 100m) for both the barn and the shelter as part of the development permit approval. MOTION CARRIED 13. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 2:40 p.m. Signed this 1 Z day of , 2013 AI to. !■•■4 • Reeve / A ou dministrator 0