Loading...
HomeMy WebLinkAbout2018-05-24 Council (Regular) MinutesCOUNTY OF NEWELL MINUTES OF REGULAR COUNCIL May 24, 2018 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, May 24, 2018 commencing at 10:24 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 T. Green, Director of Agricultural Services G. Tiffin, Manager of Engineering Services R. Fernell, Director of Information & Technology A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: 1. CALL TO ORDER 9 3. C-157/18 4. Reeve M. Douglass called the meeting to order at 10:24 a.m. EXCUSED FROM MEETING All members were in attendance at this meeting. ADOPTION OF MINUTES 3.1 Minutes - Council (May 10, 2018) MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the May 10, 2018 Council Meeting minutes be adopted as presented. MOTION CARRIED CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. LIN Regular Council May 24, 2018 5. ADOPTION OF AGENDA C-158/18 MOVED BY COUNCILLOR LIONEL JUSS that the agenda be adopted as presented. MOTION CARRIED 7. AGRICULTURAL SERVICES BUSINESS 7.1 Agricultural Fieldman's Report (May 2018) The Director of Agricultural Services presented the Agricultural Fieldman's Report to Council. Council was given the opportunity to ask questions. The Director of Agricultural Services responded to questions regarding the control of Richardson's ground squirrel (gophers) and magpie traps available for rental or purchase. Discussion followed regarding the upcoming Transboundary Weed Tour. The Director of Agricultural Services responded to questions regarding weed control in the neighbouring provinces and states. C-159/18 MOVED BY COUNCILLOR LIONEL JUSS that the Agricultural Fieldman's Report for May 2018 be accepted as presented. MOTION CARRIED LEFT THE MEETING T. Green left the meeting at 10:47 a.m. 8. ADMINISTRATIVE BUSINESS 8.1 Options for Regional Subdivision & Development Appeal Board The Director of Corporate Services provided background information on this item and responded to questions from Council. Currently, there is an agreement between the City of Brooks and the County of Newell for a Regional Subdivision & Development Appeal Board (SDAB). Bassano, Duchess, and Rosemary have a separate agreement for their SDAB. The Chief Administrative Officers have indicated a preference for a SDAB agreement between all the municipalities within the County of Newell with administrative support from the Oldman River Regional Services Commission. ARRIVED AT MEETING G. Tiffin arrived at 10:49 a.m. The Director of Corporate Services responded to questions from Council. ARRIVED AT MEETING R. Fernell arrived at 10:51 a.m. CA 60/18 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the County of Newell proceed with establishing a Newell Regional Subdivision & Development Appeal Board with clerk services to be provided by the Oldman River Regional Services Commission. UA- MOTION CARRIED Page 2 of 6 Regular Council May 24, 2018 9. MUNICIPAL SERVICES BUSINESS 9.1 Tender Award - 2018 Steveville Gravel Crush The Manager of Engineering Services provided background information on this item and responded to questions from Council. C-161/18 MOVED BY COUNCILLOR BRIAN DE JONG that Council accepts the low tender as submitted and awards the 2018 Steveville Gravel Crush tender to Sage Management Ltd. for the tendered price of $1,213,200.00; further, that a budget adjustment be APPROVED in the amount of $13,200.00 to be funded from the Infrastructure Fund. MOTION CARRIED 9.2 Rolling Hills - 2nd Ave & 3rd Street Intersection The Manager of Engineering Services provided background information on this item, indicating that the intersection has been excavated several times in the past. During the most recent excavation no apparent leak was identified. This was due to the composition of the intersection and the backfill material used at this location during previous repairs. The Manager of Engineering Services outlined a proposal to excavate the intersection, identify which valves are connected to which water services, repair leaks, and rebuild the intersection to a suitable standard. The Manager of Engineering Services responded to questions from Council. C-162/18 MOVED BY COUNCILLOR CLARENCE AMULUNG that Council APPROVES the proposal from the Municipal Services Department to proceed with improvements to the intersection of 2nd Avenue and 3rd Street in the Hamlet of Rolling Hills with funding from the Infrastructure Fund. MOTION CARRIED LEFT THE MEETING G. Tiffin left the meeting at 11:06 a.m. 6. DELEGATIONS 6.1 Laserfiche Presentation (R. Fernell) The Director of Information & Technology gave Council a presentation entitled "Managing Records Effectively. A Municipality's Reinvention of Records Management. " This presentation was given to attendees of the Laserfiche Empower 2018 Conference and to County Staff during the 2018 Geek Week. The presentation included a history of the Newell System Integration Project and Laserfiche and an overview of the current system compared with the pre -project system. Key factors for success include process mapping, a good records management foundation, and developing a work plan. The Director of Information & Technology explained dynamic templates and how information collected on Laserfiche Forms can be transferred to a database for reporting purposes. She indicated that obtaining buy in and support from users is crucial to project uccess and outlined the extensive education and engagement program t at w incorporated into the implementation. The Director of Information & Tec o Page 3 of 6 Regular Council May 24, 2018 gave an overview of the AP Invoice workflow and outlined the benefits, improvements, and time savings that occurred as a result of automating the accounts payable process. She provided information on various integrations. She outlined the criteria used to measure success and provided information on the return on investment. The Director of Information & Technology finished with presenting a list of the 2018 goals and a diagram showing the future state of the system. Council was given the opportunity to ask questions. The Chief Administrative Officer responded to questions regarding increasing service capacity and lean management, indicating that the information that the system produces saves a great deal of time and effort. He acknowledged that the implementation process for a project of this size is long and noted that the project is a huge undertaking and the province and other municipalities are now taking an interest in Laserfiche. The Director of Information & Technology responded to questions regarding the presentation's reception at the Laserfiche Empower 2018 Conference. The Chief Administrative Officer and the Director of Information & Technology responded to further questions from Council. LEFT THE MEETING R. Fernell left the meeting at 12:07 p.m. LUNCH Council RECESSED for lunch at 12:07 p.m. and RECONVENED at 1:02 p.m. 8. ADMINISTRATIVE BUSINESS — continued 8.2 Councillor Payment Sheets (April 2018) C-163/18 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the April 2018 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 8.3 Cheques for Payment There were no cheques for payment to discuss at this meeting. 8.4 Payment Register C-164/18 MOVED BY COUNCILLOR KELLY CHRISTMAN that the Payment Register be accepted. MOTION CARRIED 8.5 Requests for Functions of Council There were no functions of Council to discuss at this meeting. Page 4 of 6 Regular Council May 24, 2018 10. COMMITTEE REPORTS 10.1 Bow River Basin Council Councillor B. de Jong attended the BRBC Science Forum on May 2, 2018. Topics of interest included a project testing the effects of various chemicals in the water on zebrafish and detrimental effects on the cutthroat trout population in McLean Creek as a result of recreational activities in the area. 10.2 Grasslands Regional FCSS Councillor C. Amulung reported that the Grasslands Regional FCSS Annual General Meeting held last week was well -attended. Agencies that receive funding through Grasslands Regional FCSS appreciate the continued funding. A strategic planning session is scheduled for Saturday, May 26, 2018. 10.3 Joint Services Committee Councillor T. Fyfe will forward the minutes of the last meeting to Council. 10.4 Reeve's Report Reeve M. Douglass participated in the McDonald's McHappy Day event. The Rural Health Professions Action Plan held a high school skills day that included students from high schools throughout the County. The physician attraction and retention component of the Joint Services Committee assisted with a barbecue for lunch at the event. Overall, the skills day was successful and included a variety of speakers. Reeve M. Douglass and Councillor C. Amulung attended a meeting of the Community Response Committee on Tuesday. The issue of seniors on fixed incomes who may be struggling has become a focus. Councillor C. Amulung provided further information, indicating that it is important that the groups involved continue to communicate with each other. Reeve M. Douglass provided information regarding Cannabis Conversation, which will be held on Monday, May 28, 2018 from 1:00 - 3:00 p.m. in the Elks Room of the JBS Canada Centre. 10.5 Red Deer Driver Municipal Users Group Councillor A.M. Philipsen submitted a written report and distributed information regarding ways to protect water quality. 10.6 Newell Foundation Councillor A.M. Philipsen submitted a written report. 10.7 Palliser Economic Partnership Councillor A.M. Philipsen submitted a written report. 10.8 Canadian Badlands Councillor A. M. Philipsen submitted a written report. Page 5 of 6 Regular Council May 24, 2018 11. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 12. INFORMATION ITEMS 12.1 Financial Information for the Period Ending March 31, 2017 This item was accepted as information. 12.2 Strategic Priorities Chart This item was accepted as information. 12.3 Upcoming Community Events Council was provided a form to submit information for upcoming events in their community. 13. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. 14. IN CAMERA C-165/18 MOVED BY COUNCILLOR KELLY CHRISTMAN that we move in camera at 1:16 p.m. to discuss the following matters: • Legal - FO/PP Act Section 27 • Legal - FO/PP Act Section 27. MOTION CARRIED C-166/18 MOVED BY COUNCILLOR ELLEN UNRUH that we move out of camera at 1:47 p.m. MOTION CARRIED 15. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 1:47 p.m. Signed this f day of - ----� , 2018 Reev unAdministrator Page 6 of 6