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Home My WebLink About2009-09-08 Council MinutesSeptember 8, 2009 Council Meeting Agenda 8:00 a.m. Community Grants to Non Profit Organizations 1.0 Adoption of Agenda 2.0 Approval of Minutes 2.1 Council Meeting Minutes of August 25, 2009 3.0 Delegations: 3.1 9:00 a.m. - Rob Mayhew, Director of Operations 3.2 10:00 a.m. — BDO Dunwoody Red Deer 4.0 Operations 4.1 Operations Report 4.2 Road Construction Costs 4.3 Torrington Reservoir Tender 5.0 Financial Reports 5.1 10 Year Capital Plan 6.0 Business Arising from Previous Minutes 6.1 Draft Water Policy 14-12B 6.2 Website Stickers for County Vehicles 7.0 New Business 7.1 Rescind Policy 5-10 7.2 Water Rates — Equity, Mt. Vernon 8.0 Correspondence Report 9.0 Council and Committee Reports 9.1 Three Hills Airport Commission 10.0 Business Pending and Summary Reports 10.1 Business Pending 2008 10.2 Business Pending 2009 10.3 Business Summary 2009 11.0 In Camera Adjournment 12.0 Information Package Regular Council Meeting September 8, 2009 MINUTES OF THE SEPTEMBER 8, 2009 REGULAR MEETING OF THE COUNCIL OF KNEEHILL COUNTY AT THE KNEEHILL COUNTY OFFICE, 232 MAIN STREET, THREE HILLS, ALBERTA. PRESENT: Division No. 2 Carol Calhoun, Reeve Division No. 1 Brian Holsworth, Deputy Reeve Division No. 3 Jerry Wittstock, Councillor PRESENT Division No. 4 Glen Keiver, Councillor Division No. 5 Bob Long, Councillor Division No. 6 Ken Hoppins, Councillor Division No. 7 Bobby Painter, Councillor ADMINISTRATION PRESENT: CAO Kevin Miner Assistant CAO Laurie Watt Recording Secretary Barbara Long Reeve Calhoun in the Chair CALL TO ORDER Reeve Calhoun called the meeting to order at 8:30 a.m. AGENDA 1.0 Adoption of Agenda The following amendments were made to the agenda: Additions: Under New Business • 7.3 Community Grants to Non -Profit Organizations • 7.4 Communication Towers Under Council and Committee Re orfs • 9.2 Marigold Library • 9.3 Olympic Torch Relay 432/09 Councillor Wittstock moved the approval of the agenda as amended. CARRIED MINUTES 2.0 Minutes 2.1 Approval of August 25, 2009 Regular Council Meeting Minutes Amendments to Council Reports 9.2 and 9.3- both items amended to reflect attendance in the future. Councillor Painter moved approval of the August 25, 2009 433/09 Council Meeting Minutes as amended. CARRIED Mike Morton, Director of Finance, entered the meeting at 8:20 a.m. 6.0 Business Arising from Previous Minutes POLICY 14-12B 6.1 Water Policv #14-12B 434/09 Councillor Holsworth moved to approve Policy #I 4-12B, Connecting to a Waterline: Post Construction, as amended. CARRIED FIN REPORTS 5.0 Financial Reports 5.1 10 Year Capital Plan Mike Morton, Director of Financial Services, distributed the 10 Year Capital Replacement Plan, and reviewed the data with Council advising these are the numbers that will be entered into the 2010 budget. Page 1 of 5 Initial: OQ Regular Council Meeting September 8, 2009 Note: Direction of Council was to make revisions to the 10 Year Capital Plan, and bring to the September 22nd Council meeting. Rob Mayhew, Director of Operations, entered the meeting at 8:53 a.m. Mike Morton left the meeting at 9:15 a.m. OPERATIONS 4.0 Operations OPERATIONS RPT 4.1 Operations Summar Rob Mayhew, Director of Operations presented the Operations Report comprised of Transportation (Roads), Water and Miscellaneous updates. The following additional items were discussed: • Gamble Water Service Area —currently has 11 connections and 10 going through the application process. • Hastie/Gorr Chip Seal —inquiry as to the disposal of the fine gravel swept and gathered from the road. • Torrington Gravel Wet Mining —estimates up to 61,000 tonnes piled at this point. Will continue mining in this manner for the next 5 years, hauling to the top with a hoe (depth of 10 feet) and letting it drain. After this manner of mining, the plan is to undertake gravel pit de -watering (lowers the water level around the site). • Road Tour — to be scheduled following the completion of harvest. • Water Modeling — Stantec requires a little more information from the County and will then input the water modeling program for the Churchill, Equity and Mt Vernon water systems. Note: Council direction was for Administration to provide costing information for each individual application to connect to one of the above mentioned water systems at the next Council meeting. • Grainger/Hesketh WSA — 3 requests for connections have been received and investigated by Operations as to the costs of extending the line to provide service, post design but pre - construction. Councillor Hoppins moved that Council approve the following 435/09 recommendations of the Operations Director regarding the requests from three ratepayers to connect to the Grainger/Hesketh Water Service project: • Approve the application from John and Carol Stalker, S.E. 14-29- 23-W4, for the additional project costs of $8,100. • Approve the application from Denis and Margaret Hammel, Lot 2 Plan 0010294 N.E.8-29-22-W4, for additional project costs of $16,600. • Refuse the request from Richard and Marie Glover, N.E. 9-29-22- W4, due to the project costs of $49,000 and the lack of a permanent building to provide a frost free location for the connection. CARRIED Note: Council direction for the Director of Operations to obtain costs of connection requests and bring to Council for consideration (Policy #14-13:. Connecting to a Waterline: Post -Design but Pre- Construction or During Construction) was confirmed. 4.3 Torrington Reservoir Tender Results TORR RESERVOIR Reeve Calhoun moved that Council approve awarding the Torrington Reservoir contact to Corix Utilities Inc. for the amount of $789,207.10 436/09 (including contingency), with the additional funds required to be allotted from the excess AMIP road project engineering account. CARRIED Page 2 of 5 Initial: -,� RD CONST COSTS 437/09 438/09 RECESS Regular Council Meeting September 8, 2009 4.2 Road Construction Costs Councillor Long moved that Council receive this report as information. CARRIED Councillor Wittstock moved that Council receive the Operations Summary report. CARRIED Rob Mayhew left the meeting at 9:55 a.m. The meeting recessed from 9:55 a.m. until 10:05 a.m. Present when the meeting reconvened were Mike Morton, Director of Finance & representatives from BDO Dunwoody Red Deer — Alan Litster, Trish Snell and Chris Woods. 3.0 Delegations 3.BDO Dunwoody Red Deer Mike Morton introduced the BDO Dunwoody Red Deer representatives noting they had been selected as the County auditors for the next 3 years. Alan Litster addressed Council regarding the pros and cons of having an Audit Committee and handouts were distributed. BDO Dunwoody's plans included: a pre -audit meeting, probably in November, to give the Audit Committee/Council a comfort level with the auditing process to be followed, the execution of the audit and a post -audit meeting. Internal controls, delineation of jobs, risk areas, and the audit process to be followed are some of the items to be discussed at the pre -audit meeting. On behalf of Council, Reeve Calhoun thanked the representatives for attending the meeting noting the County was looking forward to working with them. CARRIED Mike Morton and the representatives from BDO Dunwoody left the meeting at 10:25 a.m. 6.0 Business Arising from Previous Minutes Continued WEB VEHICLE 6.2 Website Stickers for County Vehicles STICKERS Councillor Hoppins moved that Council order the website stickers, as 439/09 revised, at a cost not to exceed $10 per sticker, and top roceed with the installation on all County vehicles. NEW BUSINESS RESCIND #5-10 440/09 CARRIED 7.0 New Business 7.1 Rescind Policy #5-10 Councillor Hoppins moved that Council rescind Policy #5-10, Subdivisions: Waiver and Guidelines for Granting Waiver on Parcels Less than 80 Acres in Size, from the Policy Book. CARRIED H2O RATE INCREASE 7.2 Water Rate Increase from Town of Three Hills re: Equi Mt Vernon 441/09 Councillor Long moved that Council receive as information. CARRIED COMM GRANTs 7.3 CommunityGrants to Non -Profit Organizations 442/09 Councillor Painter moved that Council approve the September pp p 2009 funding allocations as per the recommendations of the Community Grants Committee. RADIO TOWERS 7.4 Damaged Radio Towers — Sarcee Butte and Trochu CARRIED Page 3 of 5 Initial: Regular Council Meeting September 8, 2009 Kevin Miner, provided Council with the costs and estimated completion dates for the necessary repairs. CORRESPONDENCE 8.0 Correspondence Report Addition: Letter from Harold King regarding Cenotaph repair and thanking Council for reimbursement. 443/09 Councillor Hoppins moved that Council receive the Correspondence report. CARRIED COMMITTEE REPTS 9.0 Council and Committee Reports AIRPORT COMM 9.1 Three Hills Airport Commission — verbal report by Councillor Keiver. . A plan is being developed regarding improvements and maintenance of the airport for consideration by the Commission members. MARIGOLD 9.2 Marigold Library —Councillor Keiver gave a verbal report on the meeting held in Torrington. Budget was discussed and the 2010 requisition is to remain the same. Debi Moon left the meeting at 10:55 a.m. OLYMPIC TORCH 9.3 Olympic Torch Relay Reeve Calhoun reported on the passing of the torch to take place in Torrington on January 161h. Reeve Calhoun to dialogue with representatives of Torrington to discuss possible official ceremonies and to provide Administration with possible Olympic donation items. Rob Mayhew entered the meeting at 11:14 to participate in the in camera session. IN CAMERA 11.0 In Camera 444/09 Councillor Holsworth moved the meeting in camera at 11:15 a.m. CARRIED 445/09 Councillor Hoppins moved the meeting back in session at 11:55 a.m. CARRIED Rob Mayhew left the meeting at 11:56 a.m. BUSINESS REPTS 10.0 Business Pending and Summary Reports 446/09 Councillor Wittstock moved that Council receive the Business Pending and Summary Reports as presented. ADJOURNMENT 447/09 Page 4 of 5 A(Hournment Councillor Hoppins moved to adjourn the meeting at 12:00 p.m. Initial: CARRIED CARRIED Regular Council Meeting September 8, 2009 Reeve CAO Page 5 of 5 Initial: A ago Q a� a