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Home My WebLink About1993-01-12 Council Minutes0 0 a I COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 i j A regular meeting of the Council of the M D of Kneehill #48 was held on Tuesday, January 12th, 1993, commencing at 9.00 A M The following were present for the meeting— Reeve. Richard A Marz Division Four PRESENT Councillors• Marylea Lowen Division One Otto Hoff Division Two Robert E Boake Division Three James M Hanger Division Five Richard M. Vickery Division Six Glen Wagstaff Division Seven John C Jeffery, Municipal Administrator Mrs Jean Wilkinson, Assistant Administrator was present and recorded the minutes Reeve Marz called the meeting to order ADD TO Requets were made to add 9A CTAP Report and 18A Dean AGENDA Hastie signs to the agenda Mr Boake moved approval of the agenda for today's meeting with addition of the above noted items. APPROVAL CARRIED AGENDA Mrs Lowen moved approval of the January 5th council meeting minutes APPROVAL CARRIED MINUTES , Mrs Lowen moved approval of the accounts presented for APPROVAL payment today, subject to further review by the finance ACCOUNTS committee of R. A. Marz, Otto Hoff, Richard M Vickery and M. E. Lowen CARRIED Mr Jeffery's report was reviewed and various items discussed including the request from the Town of Trochu for J C JEFFERY the M D. grader to do some grading work for the town REPORT Their contractor quit and some of the streets in town needed to be plowed out TOWN OF TROCHU It was reported the mayor and a councillor from the Town of REQUEST Trochu had discussed with two M D councillors the idea of the M D selling the town a used grader on time and had G o asked about the possibility of having a meeting with the M.D. council some time in future to discuss this and other M�eb�n ideas A meeting date may be set later There was discussion about the M D 1993 early tax payment incentive program Mr Vickery moved approval of Mr Jeffery's report CARRIED 1 C 0 COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 The Executive Committee repo items discussed The idea of derelict buildings was noted would discuss the idea at directors meeting as he will behalf of Reeve Marz rt was reviewed and various imposing a penalty or tax on and Mr Vickery agreed he the up- coming CAAMD & C be attending this meeting on The questionnaire which is to be returned to the Alberta Roadbuilders' Association was briefly reviewed Mr Boake moved approval of the Executive committee report. CARRIED Mrs Wilkinson advised Palliser Regional Planning Commission wish to use the council room for a public hearing in connection with the adoption of the new regional plan The hearing will be held on Thursday, February 11th, 1993, commencing at 7 00 P M It was agreed any councillor who can should attend the hearing The bank reconciliation statement and cash flow statement was reviewed and discussed. It was suggested Manny Langman of Alberta Municipal Affairs be requested to attend the January 26th council meeting to review the cash reserve position of the M D with the M D council and auditor Mr Wagstaff moved approval of the bank reconciliation statement CARRIED The Viktor Nielsen claim was reviewed and it was noted Mr Nielsen wants the ground properly prepared before the trees are planted. Mr Boake reported Herb Heidebrecht will guarantee his trees if he plants them The cost would be $30 00 per hour if the M D provide him with a trailer and a man to assist him and it would take about 10 hours Mr Marz moved the M D purchase 60 5 foot spruce trees from Mr Herb Heidebrecht of Linden at a cost of $10 00 per tree, Mr Heidebrecht be hired to plant the trees in a properly prepared area on Mr Nielsen's property for a price not to exceed $300 00, the M D provide a trailer and a man to assist Mr Heidebrecht with planting the trees, on condition Mr Heidebrecht guarantees the trees and agrees to replace any tree which dies in the 12 month period from the date of planting, and further moved Mr Harry Gough, solicitor for Mr Nieslsen be advised the M D will plant 60 spruce trees in a properly prepared bed, properly spaced as previously agreed, and the M D will guarantee the trees for a period of one year from the date of planting, but the M D will not accept responsibility for Mr Nielsen's legal costs CARRIED Policy 3 -6B regarding holding annual or divisional meetings was then reviewed Mr Marz noted he is holding what he calls directional type meetings with his ratepayers in January He will be asking questions and looking for assistance and direction from them It was suggested the rest of council might consider holding this kind of a meeting with their ratepayers F, EXEC COMMITTEE REPORT PUBLIC HEARING PALLISER REG PLAN BANK STATEMENT V NIELSEN CLAIM TREE REPLACEMENT (e�t°rs seat POLICY 3 -6B i N COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 Mr Marz noted he proposes to discuss the 1993 mill rate, tax incentive and tax penalty by -law, derelict building penalty, the M D grid road system, gravel inventory, his proposed safety policy, the idea of sharing responsibility with the towns and villages and the school division, down sizing and contracting and the M D 's 50th anniversary which will be in 1994 Mr Vickery moved, although councillors have the right to meet with their ratepayers any time they wish, if any costs will be incurred by the M D for these meetings, permission must be obtained from Council, and further moved if any councillor attends a divisional or "town hall" type meeting or any other meeting which involves M.D business, the councillor has the right to charge for the time involved if he so wishes CARRIED There was a brief recess between 10 25 A M and 10 40 A M Mr Haskell and Mr McCook entered the,meeting at this time Mr Haskell noted some of the suppliers wish to demonstrate their loaders However the M D would have to bring the loaders out and return them to the city The demonstration would be about 10 hours per machine and would be set up for the first part of next week Three companies wish to be involved - John Deere, Volvo and Cat Mr Haskell was advised to go ahead with the demonstration and advise the councillors of the dates for same Mr Nestor Chorney and Mr. Al Theriault from Stewart, Weir and Co , an engineering firm based in Edmonton, entered the meeting - Time 10 45 A M There was discussion about the bid which the M D has put out for engineering services and the fact that what was bid on, is not what the M D expect for engineering assistance Mr Chorney and Mr Theriault reviewed what services would be provided for their quoted price Mr. McCook had advised Mr Theriault they normally require two base lines and that was not included in their bid price They had, after discussions with Mr. McCook, adjusted their bid to reflect what the M D require as follows. Full Cross - Section Survey and Design - $1300 00 per km Construction staking - $1250 00 per km Total $2550 00 per km There was discussion about supervision and it was noted having someone come more than once a week would likely be extra It was noted Torchinsky come out whenver there is staking being done Mr Theriault noted the $1300 00 price includes having someone come out to review the road with the grade foreman in the preliminary stages and the construction staking price includes someone reviewing same on a very minimal basis 3 LOADER DEMOS MEETING WITH STEWART WEIR ENGINEERING fl ED 0 9 COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 Mr McCook noted the M.D. ask for a base line, shoulder stakes and trim stakes and periodic supevision for the base course projects They need 3 to 4 sets of construction stakes Mr Theriault noted this would substantially increase their price They had quoted $375 00 per KM based on what was asked for in the tender and this was .increased to $875 00 per km, but it does not include 3 or 4 sets of stakes The price for a bridge survey would vary but an average price would be about $1800.00. Mr Chorney noted they would be pleased to provide the M D will full engineering on any contracted projects as well Mr Chorney and Mr Theriault were thanked for coming and they left the meeting Mr Haskell noted he had received a quote for a one ton truck from Elnora Motors but they had not asked for prices from dealers outside the M D area The normal practice TRUCK was to stay within the M D area for small trucks as all BID the larger trucks are normally purchased outside the M D ELNORA area MOTORS Mr Dwight Carter and Mr Richard Labonte from U M A engineering firm entered the meeting Mr Carter reviewed the bid they submitted and also provided council with information about their firm and the services they provide beside engineering They can do gravel inventory calculations, prepare plans for opening a new gravel pit, soil salinity and drainage projects, legal surveys, water distribution systems, waste water treatment, solid waste sites, etc Their firm can provide a complete service for their clients Their price for grade construction projects would be $3520 per km assuming a relatively straight line road was involved This would provide a hub line at 30 meters intervals - single baseline, complete cross section at 30 meter intervals, designs, plans and profiles, construction slope stakes and regrade stakes (three point) and fenceline stakes Mr McCook noted the M D would require a hub line put in twice and Mr. Labonte noted UMA do not normally put in a hub line during prelimiary stages so their price would only include one hub line Also borrow pit measurements are extra and there would be an extra charge for any supervision Base course construction price which would include a control line (base line) at 30 meter intervals, shoulder stakes (spread stakes) at 30 meter intervals and trim stakes at 30 meter intervals would be $706 00 per KM Periodic supervision would be extra Mr McCook noted they would usually require more than one set of stakes Mr Labonte noted this would require a center line and that was not included in their price Also some stakes would be 4 MEETING WITH UMA ENGINEERING FIRM Iv 0 0 COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 required for the prep work The price of $706 would have to be increased to cover the costs grade stakes and a set of rip stakes 00 per KM of the sub Mr Carter and Mr Labonte agreed they would review their price for the base course projects and try to get a revised price for council later today Their price for a standard bridge survey would be $3270 for an average site The price could vary from $900 00 $4000 00 depending on the amount of work required Bridge surveys could be done at an hourly rate of per hour plus expenses - vehicles, etc Mr left Carter and Mr Labonte were thanked for coming and the meeting - 12.10 P M The meeting adjourned reconvened at 1 10 P M for dinner at this time Mr Haskell and Mr. McCook returned to the meeting Mr Gordon Cauldwell meeting and reviewed Engineering. and Mr Colin Stroeder entered the the bid submitted by Torchinksy Mr Cauldwell noted Torchinsky has worked for the M.D. for several years and know the type and amount of service the M D expects to receive They therefore feel somewhat at a disadvantage when asked to submit a proposal They have therefore split their bid into two sections The first portion of their bid is based on what Council asked for in their bid. The second portion is based on what they are presently providing to the M D Councillors were provided with a copy of their submission Torchinsky is prepared to provide the same level of engineering services to the M D for grade construction projects at $3100 00 per km, which is the same price they have charged in the three previous three years Their price for the base course projects would be $1150 00 per km including provision of shoulder grade stakes or $950 00 per km without shoulder grade stakes. Minimal supervision of about 1 day per km is included in that rate. Full supervision if required would be charged on a daily rate of $375 00 per day There was discussion about environmental impact, railway crossing studies and bridge surveys Mr Cauldwell noted Bridge Branch will require more information on a standard bridge survey and this will require more drafting work He also asked that Council consider their performance in the past and the service provided to the M D over the years There was further discussion with Mr Cauldwell and Mr Stroeder, they were then thanked for coming and they left the meeting There was lengthy discussion regarding the bids which were submitted and whether the M D requires the amount of supervision which is presently being provided. It was noted the amount of supervision being provided by 5 MEETING WITH TORCHINSKY FNATNFFRTNn 0 i COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 Torchinsky evolved because of a problem which experienced with a previous grade foreman Mr MC suggested the M D could cut down on the amount supervision as he feels he is capable of providing necessary supervision He suggested the M D coull back to minimal engineering and negotiate a price for a 2 days of supervision per month Mr McCook left the meeting to get some informatioi phone from UMA about their quote Mr McCook returned to the meeting and noted UMA w charge $750 00 for slope stakes on the base coure projec and $450 00 for each set of re -grade stakes There was further discussion about the amount engineering work the M D requires Mr Vickery moved the M D hire Torchinsky Engineerin, do engineering work for grade construction projects V of $3100 00 per km, and for base course projects u price of $1150.00 per km and to do bridge surveys at average price of $1192 50 per site, and the contract be a three year term CARRIED Mr McCook left the meeting at this time - 3 10 P M &CA TORCHINSKY an for FOR 3 YEARS L There was discussion about the tenders for purchase of small trucks and whether the M D should tender outside of the M.D. area or not Mr Hoff moved the M D request bids for the two small trucks from dealers within the M D of Kneehill area only CARRIED There was discussion about seized up There are 5 rod was slightly bent Results c been received However the the extremely cold weather now the sand truck motor which bearings seized and the crank if the oil samples have not yet oil was very thick because of The crank is being repaired The request to cancel an old road diversion in the S W 34- 32 -25 -4 was discussed Mr Boake moved the old road diversion on Plan 6368 B M in S W 34- 32 -25 -4 be cancelled and returned to the title from which it was taken if the landowner is willing to accept the land back. CARRIED Mr Dunay requested council consider a refund of taxes for Gordon Whatley of Wimborne Mr Whatley did not advise the office about other farm land he owned, so did not get a proper exemption for his residence He paid up his taxes in full today, but felt he should receive the propoer exemption Mr Hoff moved a cheque for $773 80 representing a partial rebate of 1992 taxes for Roll Number 7767000 Plan 5899 G W Wimborne CARRIED w,ll r Sp,nt SMALL TRUCK TFNDFRS SEIZED MOTOR SAND TRIIf.K CAN OLD ROAD DIVERSION SW 34 -32 REFUND TAXES G WHATLEY q V ISC8 Senk n U COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 Mr Vickery noted Dean Hastie asked if the M D would put up truck turning signs on the road West of 30 and 31 in 33 -24 -4 A considerable number of cattle trucks, feed TRUCK trucks and oil company trucks use the road They would discussed TURNING like signs put up at both ends of the feed lot warning that SIGNS trucks will be turning into the feed lot 1993 CARRIED NO NEW HASTIE Mr Vickery moved the M D erect truck turning signs at the FEED LOT north and south ends of the Hastie Ranch feed lot I trade of the existing disc and a price with no trade CARRIED PRICE HEAVY Mr Jeffery noted he and Mr. Marz met with Jan used 4 x 4 half ton truck Blackie - Goodine to discuss the gravel lease situation Mrs. PRICE Goodine had previously agreed to accept $1 00 per cubic USI 4 X4 trade yard, rather than $1 15 which she had requested, but she is JAN not willing to make any further changes to the lease BLACKIE renewal. She indicated the M D should take any gravel PIT they require now and have the pit reclaimed prior to LEASE January of 1994 There was discussion about the size of the Alex Lowen stock pile site Mr Haskell reported the 1 1/2 inch gravel has been moved from this site so there is sufficient room for another stock pile However it would require hiring private trucks to haul either crushed or pit run gravel from the pit to the stock pile site The cost for crushing up to 60,000 yards was discussed as well as the cost for crushing 25,000 yards It was noted it would take some time to reclaim the pit and it would have to be done prior to freeze up this fall Mr. Hoff moved the M D not crush any gravel at the Jan Blackie pit this winter and the lease situation be reviewed at the first meeting of council in June of 1993. MOTION WAS DEFEATED Mr Wagstaff moved Mr Haskell contact Linden Contrctors and obtain a price for crushing 30,000 yards of gravel at the Jan Blackie Pit, and see if Mr Hazelton would provide a firm committment to start the crush on September 1st and have it completed by September 30th, 1993 and a report be brought back to the next meeting CARRIED The 1993 capital requirements were reviewed The suggestion to purchase new fax machines for the councillors was 1993 discussed CAPITAL REQUIREME T Mr Vickery moved the M D not purchase new fax machines in 1993 CARRIED NO NEW FAX Whether a new heavy isc should be Y purchased was discussed MACHINES and it was suggested Mr Haskell should get a price with I trade of the existing disc and a price with no trade PRICE HEAVY Mr Haskell noted nothing as been done about g purchase of a DISC used 4 x 4 half ton truck Mr. Hanger moved the capital committee get prices for a PRICE used 4 x 4 half ton truck, trading in T -14 and with no USI 4 X4 trade CARRIED 7 e 0 is • ---0 k COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 Mr Jeffery reviewed the inventory list. Mr Hanger noted he would like to hire a contractor to do grading work in Division 5 and sell P -5 He has discussed this with Ken Adams and with Al Dale Construction of Drumheller He had a draft contract for consideration by council Mrs Lowen moved Mr Jeffery draft up a tender to advertise for a contract grader for snowplowing and grading the area presently looked after the Divisional 5 grader operator, for the period April 1st, 1993 to March 31st, 1994, and the draft tender be brought back to the next meeting of council and further moved to table the 1993 capital requirements until the next meeting CARRIED Mr Jeffery reviewed the report from R A Marz, Otto Hoff and Alex Cunningham regarding their meeting with the Hutterian Brethren of Valleyview Mr Marz noted the Hutterian Brethren were advised the royalty price paid by the M D is 60 cents a cubic yard The Hutterian Brethren asked if the M D would provide them with a quantity of crushed and /or pit run gravel every year if they agree to enter into a gravel lease with the M D. for the S W 21. There was discussion about the cost of reclamation which the M D will have to undertake at both the Schmautz pit and the existing Hutterian Brethren pit on the S E 16 The Hutterian Brethren will consider the discussions and get back to Reeve Marz n due course. Mr Boake moved to accept this report as information CARRIED The interim report from the Agricultural Strategy Committee was discussed Mr Wagstaff moved the M D support the interim report from the Agricultural Strategy Committee CARRIED Mr Boake moved to table Item 17 on the agenda - report re Linden Access Road /SR 806 intersection - pending receipt of information from the Village of Linden CARRIED Mr Jeffery reviewed the draft letter he had prepared to send to the Keyano College regarding heavy industrial training courses It was suggested it would be quite important to have an instructor to provide some training to the grader operators Mr. Vickery moved the letter as drafted be sent to Keyano College CARRIED Mr Hoff moved item number 16 on the agenda - need to mow gravel roads - be tabled to the next meeting of Council i �� TENDER FOR CONTRACT GRADER FOR DIV FIVE AREA (J F, MEETING HUTT BRETHREN C i3 AG STRATEGY COMMITTEE REPORT scent TABLE G3 KEYANO rol I Fr,F TABLE G ,-�' L 7 0 COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 CARRIED Mr Jeffery reviewed the 1993 requisition from the Three Hills Airport Commission They have requested $4000 00 for 1993 operating expenses and $1000 00 to add to their capital AIRPORT reserves REQUISITIO �_, C, �k r 1 e Mr Wagstaff moved approval for the 1993 requisition in the o'kV Cd sum of $5000 00 CARRIED Mr. Vickery noted Mrs Lorene Frere had inquired about her second application to CTAP and whether it has been processed or not. CTAP APPLICATIONS Mr Vickery was advised a letter had been sent to the CTAP program requesting them to consider both the 2nd application for St Anne's Ranch and the Drumheller Ski Hill, as some funds have become available due to applications being rejected or withdrawn There was discussion about the problem with the road past the St Anne's Ranch. Surface water drains from the Town of Trochu down this road and the ditches are full of dirt There is a large telephone cable in the ditch on one side of the road and it would be very expensive to have the cable moved in order to properly clean the ditch It appears it will be necessary to have a engineer look at the area to see if the drainage from the town can be diverted away from the M D road and perhaps discuss possible solutions with the Town Mr Wagstaff moved Torchinksy Engineering be hired to look at the drainage problem which is being experienced because surface water from the Town of Trochu is running down the M D road in front of St Anne's Ranch. CARRIED The Municipal Planning Commission has recommended a change to the M D land use by -law 1061 to allow a group care facility development in an agricultural district It will be necessary to hold a public hearing Mr. Vickery moved a public hearing be held on February 9th, 1993, commencing at 4.00 P M , and notice of the public hearing be advertised in two issues of the Three Hills Capital CARRIED Mr Denis Price has asked for permission to enter the M D rubble pits and remove scrap metal Council was advised permission had previously been given to Mel Charleton to remove the metal and he had paid the M.D. $20 00 per tonne for any metal he had taken Mr Hoff moved to table this request until the next meeting and Mr. Mel Charleton be contacted to see if he is still taking metal from the M D rubble pits CARRIED Mr Jeffery noted John Gavan of Carbon has agreed to purchase the 2.12 acres of land owned by the M D in the 0 M D ROAD PAST ST ANNE'S RANCH DRAINAGE PROBLEM CHANGE M D LAND USE BYLAW REMOVAL SCRAP METAL M D RUBBLE PITS G P",1 fe 0 COUNCIL MEETING TUESDAY, JANUARY 12th, 1993 Village of Carbon. He left a cheque for the purchase price of $2000 00 and a transfer has been prepared for signature by the M D Mrs Lowen moved the Reeve and Municipal Administrator be authorized to sign the transfer on behalf of the M D CARRIED Mr Jeffery noted an account has been received from Smith Repair of Elnora for $856 00 The account is for repairs to Gary Hepburn's truck Mr Hepburn advised Smith Repair the M D was to pay the account Mr Hepburn hit a hole in an M D road and the frame on his truck was damaged He feels the M D should pay the cost of repairing his truck Mr Hanger moved Smith Repair be advised the M D is not prepared to accept responsibility for this account CARRIED Mrs Lowen moved the balance of the agenda be tabled and this meeting adjourn until 9.00 A M , Monday, January 25th, 1993 CARRIED Reev 10 Munici�j' mi 1 trator r TRANSFER GAVAN 7 W w TABLE v AND ADJOURN 0 1 z N N m 1 I-I 1 i wW wLij U W D w O L q Y \1\ �I y O7 C O U N LL L is, vJ z a b O (D C) 0 C 0 J Y Z a m U) U) O O O O O O O O O O O O W W O O O O O O O O cc N Lf1 (D co I� p W Ln L!1 I- U) U) W 00 CD O oc W u� Lr^ a a F- (n � Z O Lf1 Ln Co O O O O U N N a o O J n n J CC a W U) — -- -- O �D m O ^ O M 0 U U aD N O N O O O O tj N n O O O O Lf� a N N O 111 O O Ol _! -7 \D O \D <L co 00 M W z W Z a O U-N a Ql Lf \ N O O Z U M lf'1 O O1 N O = UQ OD _ M Lf1 N co v N N Ln Ln M 0 'D f- � Z Ln \,D U M O L N M I� 0 Z Z w m U z m ca W J I- z Q ^ `D %�L� r- Q1 _ m r� v> C) 2 a (n 0 m d w p jr F- m p 0 o: W Q p L Z W W W Z - n n co o v� J Lr � Cd U >- IL -T pp \D '� a (.) w Fl CL w p C W F-- F- d LLJ W Z -j p W ~ W W W-Y 1- Z tn L' U U `° ap _ U LL 0 p w W z m O7 C O U N LL L is, 0 H LJ 0 OUTSTANDING CHEQUES ASAI' DECEMBER 31 I) 92 PA YKOLL CI-ILQULS GL'NLItAL CHL-QUGS GENI ;ItAL CIIL;Ql1LS Cil A AMOUNT CK 0 AMOUNT (.K AMOUNT #17061 $ 206 99 17062 748 91 17063 2,141 54 17064 193 41 17065 43 63 17066 408 06 17067 6 14 $ 96,679 07 TOTAL OUTS'I AN DING PAYIWLL CHEQUES $ 53,340 11 'TOTAL OUTSTANDING GENL-1tAL C1-IEQUES $ 96,679 07 TOTAL $ 150,019 18 OUTSTANDING LOANS $ N i t CASH ON HAND DEPOSITED $ 232,116 25 SUBMITTED TO COUNCILTHIS 12th DAYOP [ LCVE MUN ADMIN. JANUARY 19 93