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Home My WebLink About1988-03-22 Council MinutesCOUNCIL MEETING AGENDA MARCH 1. Approval of Agenda 2 Approval of Minutes March 8th and Marct 3 Approval of Accounts submitted for payr APPOINTMENTS OPEN BIDS FOR MACHINERY - 9 10 A.M. ORIS RODGER - 10 00 A M 4 J C Jeffery report 5 Executive Committee Report TRANSPORTATION ITEMS 6 Open Bids received for graders and scri 7. Set 1988 Small Crew Program Set 1988 Dust or Gravel Retention Progi Set 1988 Blade Grade Program 8. Review Recommendation from Road Committee re Gravel Royalties and Gravel Leases 9 Review request from Three Hills Golf Course re undeveloped road allowance - South of SE 27- 31 -24 -4 10. Review Stankevich Road Project - ?Work on Private Property GENERAL ITEMS 11 Review Employees Requests and Concerns 12 Review 1988 Hospital Requisitions - Olds Hospital and Three Hills Hospital 13. Review A.S B. Minutes - Various recommendations made by the Board 14 Review recommendation re 1988 fire budgets and suggestion to increase $1200 00 limit for training upwards. QGMranro Meeting this evening at 5 15 P M with Armtec Co - culvert supplier Meeting with Mrs. Connie Osterman at Acme Legion Hall at 7 00 P M. re Provincial Tourism Action Plan Reeve Hoff and one or two council members to attend COUNCIL MEETING MARCH 22ND, 1988 A regular meeting of the Council of the M D of Kneehill Number 48 was held on Tuesday, March 22nd, 1988, commencing at 9 00 A.M The following were present for the meeting J Finlay Code Di vi s on 1 PRESENT Otto Hoff (Reeve) Division 2 Robert E. Boake Division 3 Richard A Marz Division 4 Harold Mueller Division 5 Lawrence Hogg Division 7 J C Jeffery Municipal Administrator Mrs Jean Wilkinson was present until 12 00 Noon Councillor Hastie was not present for the meeting as he is away on a holiday. Mr. Jeffery requested the following emergent items be added to the agenda ADD TO 10a) Discussion re disposal of and purchase of an end dump AGENDA trailer 14a) Report on Two Divisional Meetings held Mr Boake asked to add item 14b) - Provincial Bilingual Bill Mr. Boake then moved approval of the agenda with addition of APPROVAL the above noted items. OF AGENDA CARRIED f, Mr. Code moved approval of the March 8th and March 9th APPROVAL council meeting minutes OF MINUTES CARRIED 11 Mr. Boake moved approval of the accounts presented for APPROVAL payment today subject to further review by the finance OF ACCOUNT'S committee of Otto Hoff and Harold Mueller CARRIED 'V1 Salesmen from Ferguson Supply and Blackwood Hodge entered the meeting at this time together with Oris Rodger and Rick REVIEW Vickery - Time 9 07 A M BIDS RE • MACKTNERS Mr Jeffery then opened the bids received for equipment as follows Blackwood Hodge 1 One new 1988 Terex Model TS 14B Twin Powered Scraper Total Price $316,654 00 ! Less Trade in one used 1979 Champion Grader $24,000 and one used 1963 Cat Pull Scraper $8500 00 Net Price $284,154.00 2 One used 1987 Terex TS 14 Twin Powered Motor Scraper Total Price $269,900 00 Less Trade in one used 1979 Champion Grader $24,000.00 and one used 1986 Cat Pull Scraper $8500 00 Machine has 763 hours. Ferguson Supply 1 One new Champion Model 740A Motor Grader - With Snow Wing and Plow Price $158,500 00 U Less Trade of P -7 $34,800 00 Net Difference $123,700 00 If M D keeps old V Plow Deduct $ 5,000 00 1 COUNCIL MEETING MARCH 22ND. 1988 Plus optional equipment 2 One New Champion Model 750A Motor Grader - With Snow Plow and Wing Price $178,000 00 Less Trade P -7 $ 34,800.00 Net Difference $143,200 00 If M D keeps old V Plow Deduct $ 5,000 00 Plus Optional equipment 3 One New Champion Model 780A Motor Grader - With Snow Plow and Wing Price $195,000 00 Less Trade P -7 $ 34,800.00 Net Difference $160,200 00 If M D keeps old V Plow deduct $ 5,000.00 4 One Terex Model TSW 14B Scraper Total Selling Price $301,700 00 Less Trade Champion Grader P -9 $ 27,500.00 Less Trade Cat Pull Scraper $ 5,000 00 Net Difference $269,200 00 R Angus 1 One New Cat 14G Motor Grader - Series G Total Selling Price $215,443 00 Plus Options Extra Cost Less Trade in of Champion Grader P -7$ 24,000.00 2 One New Cat 140 Motor Grader - Series G Total Selling Price $176,388 00 Plus Options - Extra Cost Less Trade in of Champion P -7 $ 24,000.00 3 One New Cat Model 627 Wheelo Tractor Series E Total Selling Price $321,570 00 Less Trade P -9 24,000.00 Less Trade Pull Scraper $ 6,000 00 Council agreed Mr Rodger and Mr. Vickery should review the bids received and bring a recommendation back to Council later today The salesmen and Mr Rodger and Mr. Vickery left the meeting at this time Mr Jeffery reviewed his report and various items were discussed, including the need for reflectorized posts on SR ok)- 805 at the intersection with SR 575 north of Acme —",> r b Mr. Mueller moved acceptance of Mr Jefferys report CARRIED Mr Hoff noted the Executive Committee had discussed in great detail how and if it is necessary to re- allocate Council's time The comments from the Executive Committee about this situation were reviewed as well as the recommendations made It was agreed that as one councillor was absent today this entire proposal would have to be discussed again before any firm decisions were made The following were additional suggestions made Is this the direction Council wish to pursue with regard to allocation of Council's time Perhaps should ensure the road committee members are rotated each year so all councillors become familiar with the operation of that committee. Mr Jeffery noted those items on Page 5 of the Executive Committee are items which normally would have been put on the council agenda It was noted if implementation of this system was pursued committees would have to present written reports for 2 MACHINERY BIDS 0 J C JEF'FERY REPORT IC��rr S-n �U L•INOe64 n EXECUTIVE COMMITTEE REPORT I COUNCIL MEETING MARCH 22ND, 1988 council's consideration and and for the office files It was suggested the problems Council must deal with have likely doubled over the past 8 years and Council has not grown and changed sufficiently in order to deal with the increased problems There are so many committee meetings coming up that Council must make some changes in the way it is handling council business - perhaps councillors will have to specialize in one or two specific areas and give up some involvement in other portions of M D business MEMBERS The operation must be streamlined and CouncilAwill have to be able to trust that the other council members havedone their homework and can deal with the other situations Reports would still have to come back to council and it would take time for the system to be put in place How the M D would retain its share of voting privileges on any committee was discussed and it was suggested if representation on the committee is based on population the one council member would have two or three votes on the committee rather than having two or three M D members sitting on the committee The concern about a councillor being involved with the road crew in his division and the problems which can be created was discussed as well as having the office obtain all land and fence agreements It was suggested councillors should be policy makers - not administrators of the policy Mrs. Wilkinson left the meeting at 10 15 A M There was discusion as to whether Council should come up with an accepted code of practice for all councillors so a new councillor would have some basic information It was also suggested the Reeve would have to use his powers to cut down on discussions going on and on about one item Mrs Wilkinson returned to the meeting at 10 20 A M The Executive Committee report from the was then reviewed and items discussed. The recommendation regarding the change in connection with the sale of cemetery Mr Mueller then moved acceptance of th Executive Committee Report March 21st meeting to the M.D. policy plots was discussed. e March 21st 1988 CARRIED Mr. Code moved to table further consideration of Pages 1 & 2 of the March 18th Executive Committee Report until the next meeting of Council CARRIED The balance of the March 18th Executive Committee Report (pages 3 and 4) will be reviewed later today The concerns and requests from the employees were then reviewed 1 Re- certification for C P R - re- certification course could be taken in two evenings After discussion Mr Hogg moved the M D would agree to pay for the costs of putting on the C P R re- certification course if those employees who wish to obtain re- certification would be willing to take the course in the evening on their own time CARRIED Mr. Boake moved the suggestion to establish a municipal planning commission be reviewed by Council during discussion of proposals put forth for steamlining the council operation CARRIED Council did not feel divisional motor grader operators were 3 1, ....• . . m TABLE PORTIONS OF REPORT EMPLOYEE CONCERNS & REQUESTS CPR RE- CERTIF. COUNCIL MEETING MARCH 22ND, 1988 neglecting road maintenance because they were doing other work The need to have the service truck fully equiped with tools and kept inside during the winter was discussed Council felt this was not necessary, but if there is room the truck could be stored in the Wilson building It was also suggested by Council that some of the M D trucks need to be cleaned up and washed more regulatly, particulary after the crews have shut down The request for more of the A.S B summer crew to have their pesticide applicator's licence was discussed and Mr Code moved this request be referred to the A S B for further discussion and a recommendation be made to council regarding , same . CARRIED The request from Rick Vickery for an opportunity to discuss with Council the proposed paring down of the main crew was reviewed Council felt Mr. Rodger had been given a mandate to do so and therefore Mr Vickery should discuss the matter with Mr Rodger, not with Council Mr. Hoff moved discussion regarding wage or salary increases be tabled until the next meeting of Council so all councillors could be present. CARRIED I EMPLOYEE CONCERNS rod I ✓ I j 1 -P �fi1�BLE DISCUSSION RE WAGES FOR 1988 Mr. Jeffery noted he had held back the letter to the Three Hills Hospital in which Council re- affirmed its decision to THREE HILLS refuse a portion of the 1988 requisition because the Olds & OLDS Hospital is requisiting the M D for the same type of HOSPITAL capital expenditures REQUISITIONS After lengthy discussion Mr. Code moved the M D re- confirm its original decision that it is not prepared to accept its share of the extra requisition for capital costs for the activity room in the Three Hills Hospital in the amount of $17 000.00 and further it is not prepared to accept its share of the requisition from the Olds Hospital for $5489.38 which is for a similar type of capital expenditures CARRIED The minutes from the March 15th A.S.B. meeting and the letter of resignation from Keith Irving were discussed. Mr Marz moved the resignation of Keith Irving be accepted, a letter of thanks be sent to Mr Irving and further moved the A.S.B. provide Council with names of two or three people from the Ghost Pine area of the M.D. who might be interested in sitting on the Board CARRIED The proposed changes to the M D policies for the A S B and the change suggested in connection with the temporary wage range for temporary A.S B. employees was discussed and A S B MINUTES RESIGNATION KEITH IRVING ETC r, e w mernix v. CHANGES TO M D POLICIES FOR A S B Mr. Marz moved as follows Tcb k�1 + o table discussion of the suggested change to the temporary ��Errploee wQ A S B wage range until the entire employee wage concerns ►s`uaTgAi�13LE PORTION are dealt with by Counci 1 , OF POLICY moved the balance of the suggested changes to M D policies RECOnfl=ATION be approved, and further moved approval of the A.S.B. minutes. - -- CARRIED 0 V,, APPPOVAL OF MINUTES Mr. Boake moved the M.D. forward a letter to the Province of Alberta, registering the M D 's opposition to the proposed .oti bilingual bi 1 1 je�lvr CARRIED The Tourism Action Plan meeting scheduled for this evening V 4 M D REGISTER OPPOSITION TO BILINGUAL BILL TOURISM ACTION PLAN i COUNCIL MEETING MARCH 22ND, 1988 in Acme was discussed and it was agreed Reeve Hoff, Mr Mueller and Mr. Boake attend the meeting on behalf of the M D The meeting adjourned for dinner at this time - 11 40 A M The meeting reconvened at 1 05 P M Mr Vickery and Mr Rodger entered the meeting at this time. There was discussion regarding the bids submitted for the graders and a scraper and Mr Marz moved the M.D. purchase a 1988 New Cat Model 627 scraper Series E from R Angus for a total price of $321,500 00 less Trade of Champion Motor Grader - P -9 - for $24,000 00 and trade of one Cat 435 Pull Scraper for $6000.00 for a net price of $291,500 00 CARRIED It was agreed Council should see a a 621 scraper demonstration this summer Mr Hoff moved the M.D. purchase a 750A Motor Grader from Ferguson Supply for a price of $178,000.00 plus $1850 00 for optional wheel weights, less trade of P -7 Champion Motor Grader D760 for $34,800 00 - net price of $145 050.00 MOTION DEFEATED After further discussion about the bids for the motor graders, Mr Hogg moved the M D purchase a 750 A Motor Grader from Ferguson Supply for a price of $178,000 00 plus $1850 00 for optional wheel weights, less trade of P -7 Champion Motor Grader D 7650 for $34,800.00 - net price of $145,050 00 l CARRIED DINNER RECONVENE PURCHASE OF EQUIPMENT WeTRI � 1 & GRADER Plo ORBS To J C � Mr Rodger noted he would like Council to consider trading in VICKERY Mr Vickery left the meeting at this time. OUT Mr. Jeffery read a letter from Torchinsky Engineering Ltd., L04AY regarding the costs for undertaking a drainage project on DRAINAGE land owned by Mr L Lemay - SE 16- 32 -22 -4 - while doing PROJECT the Stankievech Road Project SE 16- The costs are estimated at $3750 00 plus some long term 32 -22 -4 maintenance costs. After discussion Mr Marz moved the M.D. trailer should not permit construction of a berm on the west side of V` the road and further moved the M D. crews should not ; for $21,595.00 undertake the drainage project on Mr Lemay's land. V aas or��r CARRIED the old unit Mr Mueller noted his long range road construction plans �- GJ� O R1= HILL include work on the Orkney Hill in Section 4- 30 -21 -4 and ul ° PROPOSED would request Mr Jeffery and Mr Cunningham ensure any P rr(f FOR ROAD pipeline crossings, power lines requests be monitored h� s closely over the next few years. FUTURE FRE FUTU E Mr Rodger noted he would like Council to consider trading in the 1985 end dump trailer unit and purchase a new McCoy END DUMP 24 foot frameless End Dump Gravel Trailer. After discussion Mr Boake moved the M D purchase a new end dump trailer TRAILER PURCHASE from McCoy Bros Group in Edmonton for $21,595.00 less trade aas or��r of the old unit for $9000 00 - net price of $12,595.00. CARRIED Mr Marz moved to table consideration of the 1988 small crew program, dust or gravel retention program and blade g ade ,/ TABLE program until the next meeting of Council SMALL CREW CARRIED PROGRAM `�, ' arc The recommendation of the Executive Committee to establish a committee to deal with the Municipal Statutes Review ``�� COMMITTEE Committee was discussed and Mr Marz moved Mr. Boake and Mr Qd RE STATUTE Code be appointed as a committee to review the monthly REVIEW 5 X� r• F COUNCIL MEETING MARCH 22ND, 1988 discussion papers which will be sent out by the Province �r• CARRIED APPROVAL Mr Boake then moved approval of Pages 3 and 4 of the OF PORTION Executive Committee Report of March 18th, 1988 OF EXECUTIVE CARRIED COMM REPORT MARCH 18/88 The recommendations from the Road Committee regarding M D gravel leases were reviewed Mr Hogg moved GRAVEL, the M D increase its gravel royalty price to 50 cents per LEASE cubic yard effective for the 1988 gravel crushing contract, ROYALTY and further moved any new gravel leases or renewals of INCREASE existing gravel leases arranged by the M D of Kneehill make no reference to or tie any increase in gravel royalties at d one pit to the royaltiy price paid at any other pit cr�r,�ts _ CARRIED te4s� ar5 �� C � ttrg, srr� Mr Jeffery noted the Three Hills Golf Course wish to make THREE HILLS use of a portion of the undeveloped road south of SE 27 -31- GOLF 24 -4 for a proposed development. After discussion and COURSE noting the M.D. would likely never construct the road back USE OF on original road allowance as there would be a need to UNDEV construct two or three bridges, Mr Mueller moved the Three ROAD Hills Golf Course be given permission to make use of a ALLOWANCE portion of the undeveloped road allowance South of the SE 27- 31 -24 -4 which lies to the west of the driving range for their proposed development, on condition the club appl i es S SE 27 -31 -24 for and obtains the necessary development permit, and also 4 if the Club is willing to enter into an agreement with the �e�k�rsrr.t M D and is willing to remove any development or portion of the development from the unused road allowance at their own cost should the M D require such removal for any reason. CARRIED Mr. Rodger noted the men are presently working 8 hours per day stripping at the Megl i Pit. After di scussi on Mr HOURS OF Boake moved all crews work 8 hours per day until March 31st, WORK FOR then go to 9 hours per day until the main crew starts work CREWS on the 1988 road program, and at that time all crews shall i go on to a 10 hour day CARRIED i Mr Rodger left the meeting at this time. Time 4 05 P M RODGER OUT There was discussion about the proposed 1988 fire budgets FIRE and Mr Marz moved the proposed 1988 fire budgets be BUDGET'S approved, a summary of all the fire budgets be forwarded to the various towns and villages for their information, and further moved the training allowance not be increased at this time, but the request for an increase be reviewed during discussions to be held in connection with the five year master plan ! CARRIED Mr Hoff moved the divisional meeting reports be tabled --� ��a TABLE until the next meeting of Council. REPORT CARRIED RE DIV MEETINGS Mr. Mueller moved this meeting do now adjourn CARRIED ADJOURN TIME 4 37 A.M. - - - - -- - - - - - - - - - - - - -�1 -- - - - - - - - - - - Reeve Municipal Administrator ROAD COMMITTEE MEETING MARCH 16TH, 1988 The Road Committee of Bruce Hastie, R A Marz, Oris Rodger and J. C Jeffery met with Fred Esau regarding the Megli Pit situation Time 9 30 A M Mr. Esau would like the north east old pile of overburden to be removed down to the first plateau He doesn't mind if we finish up fairly well on east end where gravel is approximately 1 to 1 and then skip middle part and move to the west end and work back east Mr Esau feels the royalty price should be going up and feels somewhere between 50 to 60 cents as he has been offerede 63c Therefore effective for the 1988 crush if the M D increase the royalty, he will allow us to start at west end and leave middle for now Road Committee recommend to increase royalty price to 50c on all pits and delete the reference in any gravel lease renewal which ties an increase in one pit to all other pits The committee feel there is justification for different royalty price due to different stripping, reclaimation, quality and hauling costs. CURRENT AGREEMENTS EXPIRE AS FOLLOWS HUTTERITES SEPTEMBER 15TH, 1988 H K TOEWS OCTOBER 15TH, 1988 GARSON PIT DECEMBER 31ST, 1988 ESAU PIT NOVEMBER 15TH, 1989 ALEX LOWEN SEPTEMBER 30TH 1990 JACK LOWEN JULY 30TH, 1990 LINDEN CONTRACTORS FEBRUARY, 2035 J C JEFFERYj k11I P A ADMINISTRATOR JOHN C JEFFERY REPORT COVERING PERIOD MARCH 9TH TO MARCH 22ND, 1988 BALANCE FORWARD. $22 21 J. C JEFFERY REPORT 1 Started stripping at the Megli Pit - March 14th, 1988 2 Reflectors at SR 575 and SR 806 - not decided at last meeting - see letter from Village of Linden Stop sign at North intersection of SR 806 north of Acme has lost reflection. Monty McGregor feels reflectorized posts should be used to outline intersection and flair intersection in all four directions - three posts on each side Also lines on pavement needs to be touched kA�y 3 Drumheller Health Unit is having Environment do water testing at the Torrington Rubble Pit. Letter will be coming 4 Possible law suit coming re ambulance and fire department possible claim for negligence - have advised Mike Welsh and Jubilee 5. Advised Art Thomas to take Jack and Rae Hazelwood and Grace Siemens out to lunch or supper as payment for the time they spent translating the Quebec Grant Intensive Livestock Program policy 6. I would like to discuss with Council the suggestion that the Executive Committee be authorized to deal with more and more of the day to day items and cut down the number of items which have to be discussed at Council meetings The mayor concern of course would be the committee could become quite powerful, but there has to be some way to deal more effectively with some of the major issues council will be faced with in the next few years. 7 M D was served with statement of claim by double registered mail on Friday in connection with the accident involving the two Moore boys near Acme. Phoned Jack Edworthy and have couriered a copy of the statement of claim to him. BALANCE FORWARD $22.21 CORRESPONDENCE 1. Received report from Allingham Community Association for 1987. 2 Received report from Three Hills Rural Community Association for 1987 3 Received report from Wimborne Community Center for 1987 4. Letter from Michelin Tires regarding price increase in tires 5. 1987 Financial Statement - County of Two Hills 6 News Release from Canada /Alberta Tourism regarding funding for 32 ski projects in Alberta. 7 Letter from Fair Eye Construction re their new asphalt plant equipment and they will have cold mix available in spring and fall 8 Gave out 175 pins for hockey team from Trochu (Ed Kneviel) who are going to Provincial Minor Hockey finals Financial information will be made available to M D later 9. 1987 Financial Statement from County of Leduc 10 Letter from AUMA re 1988 Regional Seminars. 11 Minutes from Drumheller Solid Waste Meeting February 19th, reference in minutes re waste oil tanks and grant received. Letter sent to Association re same Letter from Drumheller & District Solid Waste Management re oil re- cycling grant and waste oil tanks 12 Report from Marigold Library 13. Letter from AAMD & C re Coprporate Pooling /Equity Sharing for education funding. 14 Received letter from Trochu Hospital advising the 1988 requisition for the Hospital has been approved - Total requisition is $15 000.00. 1 JOHN C JEFFERY REPORT COVERING PERIOD MARCH 9TH TO MARCH 22ND, 1988 15 Letter from Carbon advising Ian Appleyard has been appointed to sit on the steering committee to review master plan for fire departments 16. Letter from Resman Oil and Gas re fire protection for their well sites 17 1987 Financial Statement - M D Taber 18 Letter of thanks from Mrs. Alice Ferguson 19. Minutes from Three Hills Recreation Board Meeting March 7th. 20 1987 Financial Statement - M D Wainwright 21 Report re fines received $445 00 22 1987 Financial Statement - M.D. Peace 23. Financial Statement - December 1987 - Drumheller & District Solid Waste Association 24 Torrington Recreation Board Financial Statement 25 Carbon Recreation Board Minutes - February 8th meeting and January 11th meeting 26 Three Hills School Division Minutes - February 26th and March 2nd meetings 27 News Release from Canada /Alberta Tourism re 20 new projects in Northern Alberta receiving funding 28 Information re Alberta Annual Planning Conference - April 19th to 22nd - Kananaskis Lodge 29 Letter from Alberta Municipal Affairs - Government not planning a provincial wide road numbering system 30 Letter from Canada Safety Council re Summer Safety Week - May 1st to 7th 31 Received $354.50 - Surface Reclamation Board Payment BUILDING PERMITS 1. Jim McMurty - double wide mobile - Pt NW 33- 32 -26 -4 2 Don Stewart - Pt. NE 20- 31 -25 -4 - addition to house �f 2 EXECUTIVE COMMITTEE REPORT MARCH 18TH, 1988 MEETING The Executive Committee of Otto Hoff, R A. Marz, together with J. C. Jeffery and Jean Wilkinson held a meeting on Friday, March 18th, 1988 and the following items were discussed There was lengthy discussion regarding how council meetings are being handled and whether the more important issues are being addressed by council and whether there is a need to re- allocate Council's time to deal with the more important issues rather than dealing with the smaller non - policy issues. Perhaps Council should only be creating policy rather than dealing with the day to day operational issues of the M D Some of these kinds of issues are employee problems and or work problems - If a councillor sees or perceives a problem he should discuss the matter with Oris Rodger or John Jeffery first rather than discussing same with the employees or at a full council meeting The problem can then be addressed quickly and more pertinent facts about the matter could be available if it was necessary to take to council for a policy decision No direct orders should be given to employees by councillors except in an emergency situation. This likely would eliminate crews doing extra work because a councillor discussed a concern about a problem on private property with the employees and the crew felt obligated to correct the problem for the land owner because the councillor raised the issue with him Perhaps the local councillor should not be involved with the crews at all when the crews are in his division because of the problems it can create. Another suggestion was there be no meetings held in December or at least only one at the beginning of the month and no employee matters - ie wages or concerns - be discussed during that time. Suggestion of any bonus for employees should be done earlier just after crew shut down. December seeems to be a bad month for everyone and it has in past been the month when alot of problems and concerns with the employees arises It was also suggested having only one councillor on some committees and giving that committee more authority to deal with the issues before it There are so many more committees and so many more issues coming up all the time it is becoming too time consuming and too difficult for all councillors to be well versed in all M D matters There is also the very big possibility that because council is spending so much time dealing with day to day items it is not addressing the up- coming larger issues which will have a tremendous effect on local government in the years to come Executive Committee reviewed the existing committees and made the following recommendations 1 Parks Committee - Only one councillor should be on committee 2 Employee and Safety Committee - change to one councillor only 3. Road Committee - Local councillors should see crews while working in their division only for public relations and let the road committee, Oris or John deal with other problems which may arise 4 Finance Committee - leave as is but have different councillors on committee every year - rather than leaving the members on year after year so all councillors are familiar 5 Fire Committee - only one councillor on committee 6. Fence and Land Agreement Committee - should be done only by the Administrator or Staff in accordance with existing M D policy This would make the agreements more consistent and fairer for all. 7. Seed Plant - leave two on board until new plant is completed then reduce to one member 8 Discuss need for M D to be on Further Education Council /J Council. q/ 9. A.S.B. leave as is (% 1 EXECUTIVE COMMITTEE REPORT MARCH 18TH, 1988 MEETING 10 Airport Commission - recommend by -laws and agreement be changed to have one council member from town and one from the M D instead of two councillors from each jurisdication if Town is agreeable 11 Capital Committee - change this to two council members and no alternate - and if committee member cannot attend it is his responsibility to find another member to attend for him. It would be up to Capital Committee to make firm recommendation to council about what capital items should be purchased 12. FCSS Steering Committee - 4 on now - should be only two and perhaps only one later when and if the program is put into operation. 13 Tool Committee - presently 3 - should be reduced to one Council would have to recognize there will be more power given to the members of the various committees and be prepared to back up the decisions of the committee. It is becoming more and more necessary for council to focus on more long term problems rather than dealing with the smaller day to day operation of the M D One of the long term problems council will have to deal with 1s lack of gravel in the M D and if there is no gravel how future councils will be able to keep up the roads - should be looking at more surfacing of roads now? Another long term situation is what the Provincial Government is planning for local governments in the next number of years - the Statute Review Committee must be carefully watched to determine what changes will be made and how it will affect the operation of local governments Changes to The School Funding Program is also a major concern. These are heavy items and will require alot of council's time. EXECUTIVE COMMITTEE REPORT MARCH 18TH, 1988 MEETING The Executive Committee then reviewed the following items 1. (54) - Drainage Problem on H F Cunningham land - NW 9- 31 -23- Affairs 4 - comments received from Alberta Transportation about paying a supplementary how the Re�ey_ M D might deal with the problem, and advising it is not their —ro p rob l em recomend to accept and file and the extra Usr, LS, Executive Committee recommend the matter be referred to Mr Rodger and he resolve the problem if possible 2 (53) - V Leischner Complaint re Fence Problem - SSW 14 -33- 26-4 Executive Committee recommend to table until the Office can look up all information about the problem 3 (52) - Letter from Alberta Fire Prevention Branch - outlining proposed changes to the Fire Prevention Branch Programs in the 1988/89 fiscal year It has never been the role of The Fire Prevention Branch to provide a complete fire inspection service to every municipality in the Province They will provide F �� seminars and training for departments to show them how to carry out building inspections etc., but it is a local community responsibility The Fire Prevention Branch is eliminating routine fire prevention inspections and the local departments can decide if they wish to undertake inspections or not as the Act is permissive in connection with undertaking routine inspections. �+ Executive Committee recommend to accept and file as information and a copy of the letter be given to the Fire committee for their information 4. (51) Letter has been received from Lutz Perschon Manager of M.D. of Cyrpress. As the former director of Alberta Municipal Financing Corporation - R M Parker - who represented the Class B shareholders - will not be seeking re- election - Mr Perschon would like to seek the position of director on the board to represent them. He requests support from the M.D. in his bid for election to the board After discussion the Executive Committee recommends Mr Hoff and Mr Jeffery attend the Alberta Municipal Finance Corporation annual meeting which is scheduled for April 18th in Edmonton because of the up- coming election of a director at that meeting 5 (50) Torchinsky Engineering Ltd., are holding a symposium entitled - More Road for Your Money - In Lethbridge - on April S-4s'doaiS 27th, 1988 After discussion Executive Committee recommend J C Jeffery, Oris Rodger and whatever councillor wishes to go, be authorized to attend and the councillors must advise Mr. Jeffery -r ° fA -rTtN�. prior to March 31st if they wish to attend 6 (49) Letter from Dennis Anderson - Minister of Municipal Affairs advising the Province will be paying a supplementary payment of $1 55 per capita under the Ample Grant Program. Executive Committee recomend to accept and file and the extra grant be taken into consideration in the 1988 budget 7. (48) Letter from Mrs Fiona Daniel, City Clerk for St Albert forwarding information about the International Institute of Municipal Clerks and requested the Administrators to consider joining the association It is a United States organization with about 650 Canadian members. Fee for Mr. Jeffery to join would be $40 00 a year. Executive Committee recommend Mr Jeffery join the association for one year on a trial bsis to determine if there is any value in belonging and the matter be reviewed again after one year iF 3 T C T APpI I c-,.+ II ��l1ed ,mot EXECUTIVE COMMITTEE REPORT MARCH 18TH, 1988 MEETING 8 (47) Letter from Alberta Recreation regarding allocation of the M D 's population for provincial recreation grants was discussed. The CR /C program will pay $12 00 per capita and �e� }ter allocation of population is based on 1987 census figures The 1988 allocation is - Acme - 434 , Carbon 449, Drumheller 411, Linden 1022, Three Hills 916, Torrington 650 and Trochu 1114. Executive Committee recommend allocationn of population as noted above 9. (46) Mr Jeffery reviewed a letter received from Alberta pav,se -. Environment regarding the Andrews Lowen Pit Reclamation and what ovxs a additional work is required in connection with the reclamation Alex — Executive Committee recommend the berm at the top of the hill be replaced and the area re- seeded as suggested, the area be monitored for six months and the area re- inspected again this fal 1 . 10 (45) Mr. Jeffery noted the Province wish to know what the M D did with the $748.31 allotted to street improvement work in Swalwell under the Hamlet Street Assistance Program To date the money has not been expended and must be returned if no work is done Executive Committee recommend a letter be sent to the government asking permission to retain the funds until the �c�rr�or- proposed water system has been completed as the streets will Po,- require up- grading a year or two after the water system has been - rP,0r4S9 i completed. ! 11 (44) A letter has been received from the Alberta Municipal Statutes Review Committee - the scope of the committee's review is the entire body of legislation affecting municipal governments and to ensure the defined purpose of municipal government is reflected throughout and the legislation facilitates achievement of that purpose Discussion Papers will be sent out each month commencing in March of 1988 and three months will be allowed for written comments to be received on the initial draft of each discussion paper Public forums will also be held - likely in November regarding the entire statute review process C o The Executive Commi ttee recommend a committee be struck to deal� P with the discussion papers coming from the Statute Review Committee 12 (45) Mr Jeffery noted Jack and Rae Hazelwood and Grace Siemens translated and typed the policy obtained from the Province of Quebec about their new intensive livestock program C b� +PS He has asked Mr Thomas to take them out for supper as they would —rca, not accept any payment for their work in translating and typing the paper He briefly reviewed the policy statement and the Executive Committee recommend copies of the policy be made k available to each councillor, Mr Cunningham and Frank Wesseling and the matter be discussed at the April 12th meeting of Council. The Executive Committee then adjourned and will reconvene again on Monday, March 21st Mr. Hoff and another member of Councilydf will act as the Executive committee on Monday as Mr Marz will Abe be available The committee reviewed 12 items in 1 112 hours J C Jeffery, i 4 • EXECUTIVE COMMITTEE REPORT P The Executive Committee of Jeffery and Jean Wilkinson commencing at 9 00 A M Otto Hof meet on There was discussion regarding the time council takes in connection with heavy agenda items; such as road program and policies There was also discussion about giving more authority to the various committees in order to free up more of Council's time 1. (42) There was discussion regarding the cheap frames which Re�u�ne� we have for wedding and birthday certificates, and the fact the �Gm frames break before we can use them, and after discussion of costs for better frames, (likely up to $15 00 a piece) the�� a Executive Committee recommend the certificates be sent out N without frames 2. (41) Request from the Carbon School for assistance in preparation of a running track at the school grounds It would �,,n take the M.D. buggy about one day to do the necessary work The n R•C'., M D did same kind of work for the School Division at Three Hills "��.rS and Trochu, and after discussion Executive Committee recommend v Y'°� � \li whatever work is required for the track be done by the M D at JR<e M D cost when the machinery is in the area and if possible prior \\\.N' to commencement of the 1988 road program 3 (40) The request for redesignation by Sam Megl1 for NE 26- 32 -26 -4 was discussed and Executive Committee recommend the required public hearing be held April 12th, 1988 at 2 30 P M te "ersf�`IMr VA Mn l 1. 4 (39) The M D Policy re discussed It was noted the cemetery plots in cemeteries Committee recommend the M D instead of "operated" so the for plots in any cemetery ow individual grave. charging for cemeteries plots was M D should not be charging for it does not own The Executive policy be changed to read "owned" policy will read - The price charged ned by the M D is $25.00 per 5 (38) Airport Commission Budget was received and the M D. has been requested to pay $4840 50 and the Town will pay the same amount. Executive Committee recommend acceptance with copy of the budget request be referred to the 1988 budget S}14�0+1 �v W �1� Make U I I�F�r mav� c.dvI 6. (37) Letter and report from Ty Lund M.D. of Clearwater C c eXf- s regarding Equity In School Funding was discussed in detail and the Executive Committee recommend a copy of the report be given 4 to each councillor and Mr Jeffery discuss the matter with Lark rr�rrr�c� Bigelow, School Trustee and bring a report back to the next bay + Executive Committee meeting 3 The Executive Committee meeting then adjourned Time 12 39 P.M. J C Jeffery, Municipal Administrator G/ ACCOUNTS PAYABLE MARCH 22, 1988 6650 Alberta Urban Municpalities 360.00 Registration 6651 Acklands 256.73 Repairs, Supplies 6652 Action Automotive 87 73 Inventory Repair 6653 Alberta Dev Officer Assoc 25 00 Membership Fee 6654 Alberta Dev. Officer Assoc 80 00 Conference 6655 A G T. 726.62 Monthly Accounts 6656 Alberta Health Care 1,368 00 March Premium 6657 Alberta Power Ltd 127 67 Accounts 6658 Allied Tools 72 50 Tools 6659 Big C Service 32.00 Repairs 6660 Blackwood Hodge 689.80 Inventory 6661 Brians Service Centre 282 40 Machine Repair 6662 Bruce Hannah Truck Lines 728.90 Fuel 6663 Canada Post Corporation 1,000 00 Postage for Meter 6664 Canadian National Railways 324 84 Equipment Rental 6665 C W N G 100 39 Accounts 6666 Capital Printers 29.60 Ads - Alberta Agriculture 6667 Cartel Electronic Dist 404 00 Radio Repairs 6668 Corona Supplies 736 56 Inventory 6669 Cummins Alberta 97 98 Repairs 6670 Cunningham, Alex 315 50 A.W.W.O.A. Seminar 6671 Don Davis & sons 2,800 00 Meters 6672 Eskimo Refrigeration 249.26 Inventory, Repairs 6673 Esso Petroleum Canada 1,910 04 Oil 6674 Fleet Brake 26 72 Inventory 6675 Franklin Supply 18 38 Repairs, Supplies 6676 Gane Enterprises 75.00 Supplies 6677 Gregg Distributors 81 08 Inventory 6678 H & A Caretaker Supplies 82 00 Supplies 6679 Hesketh Community Assoc 10 00 Hall Rental 6680 Hi -Way 9 Express 17.15 Freight 6681 Hydrogeological Consultants 1,956 65 Keivers Lake Testing 6682 Ken Adams Petroleum 57.00 Make Bushings for Ripper 6683 Kennedy Bob 517.25 A.W.W.O.A. Seminar 6684 Lammle's Electric 88 90 Supplies 6685 Midland Vegetation Control 2,800 00 Tordon Pellets 6686 Minolta Office Supplies 908 00 Renewal of Contract 6687 Petro Canada 22,952.71 February Fuel 6688 Rainbow Courier 282 60 Freight 6689 Red Deer Welding Supplies 208 30 Supplies, Repairs 6690 Snap -On Tools 134 40 Tools, Supplies 6691 Three Hills Glass 593 50 Machine Repair 6692 Truckline Parts 80.50 Inventory 6693 Voytechek, John & Linda 535.00 Janitor Services 6694 Waltronics 22 49 Machine Repairs 6695 Western Star Trucks 116 95 Inventory 6696 Wheatland Farm & Auto 35 94 Iventory, Tools 6697 Wilkinson, Jean 10.40 Mileage 6698 Workers Compensation Board 7,800 00 Second payment 6699 WSH Laboratories ltd 200 00 Swalwell Water 52416 44 JOHN C. JEFFERY REPORT COVERING PERIOD MARCH 22ND, TO APRIL 12TH, 1988 BALANCE FORWARD $22 21 1 March 31/88 - authorized sale of up to 1000 yards of 3/4 inch gravel from the Schmautz Pit to Alberta Transportation (W Elske) for stablizing the base of Highway 27 - SW 6- 33 -24 -4 (south of Joe Dann's land) 2 March 22/88 - gave M D map to Ruby Young - new Home Economist $ 6 00 3 JCJ took Mike Welsh to supper in Edmonton $ 38.33 4. Mike Welsh called April 5th, 1988 - Lawyer for Karen Corey (her brother) is meeting with Clearwater Recreation Association on April 13th, 1988 as well as lawyer for Frank Maleski (owns house sitting at top of hill) They recognize by -law has been passed and we are in process of proceeding with by -law Gave the lawyers two to three weeks time to get back to us with possible solution. Mr. Welsh is to advise if the other lawyers want us at the April 13th meeting in Calgary 5. Village of Acme would like us to do some crackfilling on two blocks ?? 6 Closed road from Vasseur Low Level Crossing West - large snow drift - could not get thru with plows 7 Alberta Transportation have no survey crews available this year They will possibly only do bridge site surveys or review designs, etc Funding set up for this work by the Province will be used to offset survey costs incurred with Torchinsky etc. TOTAL FUNDS EXPENDED TO DATE $66 54 CORRESPONDENCE 1 Financial statement County of Grande Prairie 2 Big Country Tourist Association Agenda - Meeting April 13/88 3 M D Starland - need an assistant administrator and an ag f i e I d m a n 4 Van Winkle Hotel in Edmonton - letter re rates 5 Letter from Cansec Electronics re Electrical Alarm Equipment 6. Linden Rubble Pit Reports 7 Letter from Ferguson Supply re M D buying scraper from their competitors 8 Received signed letter from Len Cote has agreed to pick up garbage from the Orkney View Point Site 9 Account received from City of Drumheller - cost for fire call June DeBernardo land - $650 00 10 Letter from Drumheller Health Unit re Torrington Rubble Pit - pit is not in good shape - made recommendations as to how this could be rectified - copy of letter given to Oris Rodger and Milton Rempfer 11 Letter from Drumheller Health Unit - report re Three Hills Transfer Site and Chemical Container Site Berm for container site not sufficient - copy of letter given to Oris Rodger 12 Assessment Report on The Canada U S Free Trade Agreement and Agriculture provided by Gordon Towers, M P 13 Letter from Alta Municipal Affairs re Facsimile System �^ 14 Letter from Office of Minister of Transportation advising he will reply to M.D. in due course 15. Minutes from Three Hills School Division Meeting - March 21st, 1988 16 Financial Statement from Village of Linden Recreation Board 17. Letter from Alta. Mun Financing Corporation re interest rates 18 Letter from Q 91 re Community Tourist Booster Promotion 19. Letter from County Ponoka re need for Ag Fieldman 20 Minutes from Trochu Recration Board - February 16th, 1988 21 Letter from Alta Planning Board re Dale Leslie subdivision appeal and letter from Mrs. Leslie re reasons for appeal being filed 22 Copy of a letter from Alberta Transportation to Bridge Branch and Water Resources re replacement of bridge structure WNW 6- 31 -25 -4 23. Copy of letter from Alberta Transportation to Trans Alta and A G.T. re utility information required as SR 575 Acme West road may soon be surveyed and re -built 24 Letter from Petro Can re lose of M.D. fuel business 25. Received payment from Thompson and Associaties for seismic lines on M D. property 26 Minutes from Three Hills Recreation Board meeting April 4th, 1988 27. Financial Statement from M D Smokey River 28 Recreation News BUILDING PERMITS 1 HARVEY LEINWEBER - SW 32- 30 -26 -4 - METAL GRAIN BIN ' $8000 00 2. PHILIP HOGG - SE 28- 34 -23 -4 - HOG BARN $60,000 00 ' 3 DON WESTERSUND - NE 24- 34 -24 -4- - ADDITION TO RESIDENCE $18,000 4 WILLIAM TAYLOR - NE 22- 30 -26 -4 - RESIDENCE $200 000. ' 5. GERALD WIEBE NE 18- 30 -24 -4 - CHICKEN BARN $350 00 6 MICHAEL KRAMER LOTS IN SWALWELL - RESIDENCE $18,000