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HomeMy WebLinkAbout1993-01-26 Council MinutesL�]% N COUNCIL MEETING JANUARY 25th and 26th, 1993 The January 12th, 1993 council meeting which adjourned until 9.00 A M January 25th, 1993 reconvened at that time The following were present for the meeting— Reeve Richard A. Marz Councillors: Marylea Lowen Otto Hoff Robert E. Boake James M Hanger Richard M Vickery Glen Wagstaff Division Four Division One Division Two Division Three Division Five Division Six 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 Requests were made to add - 12A Recreation Boards, 12B Open Sewage Lagoons and 22A - St Anne's Ranch road - to the agenda Mr Wagstaff moved approval of the agenda for today's meeting with addition of the above noted items CARRIED Mr Hanger moved approval of the accounts presented for payment today, subject to further review by the finance committee of R. A. Marz, Otto Hoff, Richard M Vickery and Marylea Lowen CARRIED Mr Jeffery reviewed with council the letter which was sent to all employees about the 1993 organizational review. David Tetz and Doug Knapp, shop mechanics entered the meeting at this time Mr Tetz gave each councillor informaton regarding his work experience as a mechanic They noted they had various topics to discuss with council including tools and tool allowance 1 When first hired were not required to have any tools. 2 Journeyman mechanics need to have thousands of dollars worth of tools in order to do their job properly and keep up to date. 3 Other M D employees have their tools of the trade supplied - typewriters, computers, etc 4 If tools are not available employees tend to borrow from the mechanics 5 The basic set of tools purchased by the M D for the truck shop was taken to the main crew 6 Even with the basic set of tools bought by the M D specialty hand tools owned by mechanics are still used by others 7 Tools are expensive David Tetz has about $13,000 worth of tools 1 c i3 V, L [A 1� C: COUNCIL MEETING JANUARY 25th and 26th Doug Knapp has about $42,000 worth of tools Earl McRae likely has about $20,000 Figures are not current - used for insurance coverage a couple of years ago 8 Doug Knapp's tools are used in the truck she Earl and David s in the main shop 9 Mechanics are not complaining about other po using their tools - but feel they should be compensated for use of tools by others To( wear out Tool allownce should be looked al incentive to keep tools up to date 10 Mechanics did not feel there was abuse of tl allowance in previous years Reeve Marz reviewed why the tool a discontinued and noted the M D presentl, insurance coverage for mechanics tools 11. 12 13 14 16 17 18 19. 20 21 22 23 24 25 26 2 If a mechanic's tools are lost or broken or must pay for replacement. Feel about 10% on investment might be a fail set a tool allowance Perhaps set a basic standard - set a limit c dollar value of tools used to calculate the allowance Doug Knapp felt if you have more invested it you should get more tool allowance Mechanics cannot write off cost of tools on return Many large companies provide tool allowances and on some jobs company provides all the tools. Discussion about what other companies do - Guards and School Division, Blackwood Hodge, etc In most cases mechanics provide their own hand tools and may get a tool allowance Doug Knapp noted in answer to a question he felt a percentage of value of tools owned would be fair for a tool allowance Discussion re. conversion to metric, government grant for same, different metric measurements, and need to have metric tools Doug Knapp has a complete metric set of tools as well as a standard set Again noted they do not mind people using their tools as long as they are returned in a clean condition and not abused, but tools do wear out and are expensive to replace When away on holidays, tools are locked up for insurance purposes and basic set of tools is not available. Question about Lawrie Ross - he has tools and is adding to them, but is not classed as a mechanic Standard of basic set of tools is not good enough and he is buying his own Discussion re- M D providing them with coveralls Three Hills School Division, Three Hills Motors, Guards and Trochu Motors provide coveralls for their mechanics Cost to rent coveralls would be about $1 00 per day per mechanic Use about 3 pair per year Cost about $135 00 per year. Would be nice if M D contributed to this cost Comment about not getting paid to drive to work and question whether the councillors were paid to get to council meetings Discussion regarding providing mechanics' boots Cost about $150 to $200 per pair - normally replaced �411 • i COUNCIL MEETING JANUARY 25th and 26th, 1993 once a year Some concern expressed about safety and health hazard wearing oil soaked boots Standing on concrete is hard on boots 27 Discussion regarding hourly rate paid for mechanics Feel M D is low compared to industry standard. Also they are able to do welding as well as mechanic work and in union companies would require two people Did not have an exact figure in mind 28 Discussion about seniority Suggestion to look at 10 cents per hour for each year of service as a seniority rate They were advised Council is reviewing the seniority rates 29 Discussion re. retirement gifts - Policy for employees $25 00 per year of service Councillors $100 00 per year of service However councillors do not have benefits, job security, pensions, etc 30 Discussion regarding training - need to continue with up- grading due to changing technology Perhaps some lack of communication with foreman and public works superintendent regarding taking courses Agreed this would be discussed 31 Doug Knapp noted he felt M D should keep T -21 and get rid of T -37 The trades may be a done deal but council agreed to discuss this suggestion with Bud Haskell 32 Discussion re sand truck which was hit by train Doug Knapp felt the fuel gelled in the cold weather and trying to start the truck caused the problem Perhaps some inexperience - should not be repeated 33 All trucks should have oil pan heaters 34 Doug Knapp wishes to look at something Redline in Acme have They can hook it on a 5th wheel and tow the truck in. Might be cheaper to have one than hiring a tow truck 35 Discussion regarding taking holidays between Christmas and News Years, then getting called out and not getting overtime pay for those hours Need some form of rotational schedule for being on call Same people get called out every year Doug Knapp felt he should have received overtime pay for 6 1/2 hours he worked between Christmas and News Years Mr Jeffery noted Council will be discussing the possibility of stand by pay but nothing has been done as yet 36 Noted in other industries due to economic downturn they are cutting at the top and trying to cut out overlaps M.D. has been gaining at the top - more foremen Are these all necessary? Suggested other areas besides the shop should be looked at for streamlining 37 Question if the M D has any policy regarding giving an employee pre- warning that his job will be terminated If another mechanic position is to be done away with could that person be given six months notice? Also perhaps should consider a bonus of one month's pay for every year he worked as a severance package for long term employees of 10 or 15 years Should council discuss with the employee prior to making such a decision to afford him time to look for another position? Notice provided in contract is not really sufficient 38 Discussion re contract grading - divisional grader operators perhaps do things over and above just 3 L is N 0 COUNCIL MEETING JANUARY 25th and 26th, 1993 grading the roads which helps to keep good relations with the ratepayers 39 Should have a system for mowing the grass on the side of the gravel roads This would save gravel, grader blades and also save snowplowing in the winter if the grass is gone Special Areas use a grader with a mower and they feel it saves alot of money This idea is being discussed by council 40 David Tetz asked if they could meet again with council to discuss further ideas and he was advised this could be done later. Discussion re. employee day on March 25th and half of that day will be set aside for discussions with employees Also they could set up an appointment another day with council. They should discuss a time with Mr Jeffery, perhaps in February 41 Discussion re safety manual and who was in charge of safety requirements for the M D They were advised the Safety Committee (R M Vickery) are looking at developing a compact type of safety manual They were thanked for coming and left the meeting Mr Jeffery and Mrs Wilkinson left the meeting Council then met with Glen Enzie Mr Enzie discussed with council his concerns including. Why were the 4 new end dump trailers shortened at the back by 8 to 10 inches This seems to have changed the hook mechanism on the gates and the tires rub on the fenders when the box is up. He wondered who had changed the order - was it the company or did the M.D. authorize the change He had some concerns about the gravel used from the Garson Pit - it is inferior and does not spread properly He also discussed some concerns about two grader operators. Otto Hoff left the meeting at this time to attend a meeting at the Drumheller Hospital - Time 11.20 A M Mr Enzie also felt the gravel trucks should be serviced by the mechanics as soon as possible - there is a need for more co- operation Feels sales peple often take up too much of the mechanics' time He asked about the shut down temperature policy is it -20 degrees F or -30 degrees F He also noted the basic set of tools which was purchased by the M D for the shop has been taken to the main crew He discussed the availability of parts - not enough kept on hand He asked about the starting time for all the crews - is it 7:00 for everyone He had some concerns about starting times for the grader operators What is the truck speed limit - on gravel Feel the gravel truck drivers still have to speed in order to get as much work done or as much gravel hauled as possible This was a common practice previously and they feel pressure to continue this practice Mr. Enzie was thanked for coming and he left the meeting 4 A"-A- l4I Ll COUNCIL MEETING JANUARY 25th and 26th, 1993 The meeting adjourned for dinner between 12.00 Noon and 1 00 P M Myles Maerz entered the meeting. Mr Maerz advised council he would like to see them explore the idea of getting a better quality of road gravel He feels if better gravel was used they could use less which would cut costs and also reduce wear and tear on the trucks He wondered, if the M D will be doing less base work in the next few years, should they consider decreasing their fleet and then if needed lease a truck or use the low boy truck Also wondered if there is less base work to do will they be overstaffed with insufficient work for everyone He noted must try to make the shop aware of the need to have equipment repaired as soon as possible He wondered if the shop could not work after hours to try to limit some of the down time on the trucks They could take time off later He felt the Public Works Superintendent must have authority over the crews If one person is in charge and can make decisions it saves everyone from running around, going over the foremen' heads and creating problems Mr Haskell entered the meeting at this time - 1 05 P M There was discussion with Mr Maerz about the 4 new trailers and he noted the company indicated they would fix the problems Slowing getting the bugs worked out The change to the height of the back end of the trailer, which was done by the manufacturer, was discussed with Mr. Maerz It was generally agreed the style of the first trailer purchased from the company in 1992 was the better design and these 4 trailers were supposed to be the same. There was discussion about the problem with the gates, the trip mechanism and the gates hitting the ground sometimes It was agreed a representative from the company should meet with council to discuss the entire situation with the trailers There was discussion about current policy of not running the trucks when it is -20 degrees F, about the divisional operators, the provision of .information to him about roads which need gravel, as well as the practice of cutting grass off the shoulder of the road. He advised council when using McNair gravel he uses 183 yards to the mile, with Garson gravel it takes 208 yards to the mile and with the Blackie gravel it takes 268 yards to the mile Because the roads are wider and the gravel is not as good a quality it takes more gravel to keep the roads in reasonably good shape There was discussion about leaving a ridge of snow in front of a person's driveway and whether this was policy or should the operator wing it back 5 COUNCIL MEETING JANUARY 25th and 26th, 1993 Mr Haskell noted if the roads are not badly drifted in the operator should take the time to wing the snow away from the driveway There was discussion regarding safety procedures on the gravel crew - do the drivers speed, do they stop at stop signs, and do they feel pressure to haul more gravel per day and speed in order to do this Mr Maerz indicated the trucks are governed at 60 miles per hour There was discussion with Mr Maerz regarding the procedure used to start the trucks in the morning before the crew arrives. There was also discussion with Mr Maerz and Mr. Haskell regarding the gravel trucks which are being traded off One of the mechanics had indicated T -37 should be traded off instead of T -21. Mr Haskell advised council why the decision was made to trade in T -21 and T -40. It was suggested also the M D is keeping the gravel trucks too long and should trade them in on a more regular basis Mr Maerz was thanked for coming and he left the meeting 1 40 P M Mr. McCook entered the meeting at this time - 1.45 P M Mr McCook noted he did not wish to discuss public work areas until he and Mr Haskell had a change to discuss some items and Mr. Haskell was more familiar with the entire operation of his crew He indicated the public works superintendent now has the opportunity to set a new trend and get a proper chain of command back in his hands He felt the organizational chart is not right Perhaps the Public Works Superintendent should be at the same level as the Administrator to stop people from going over the superintendent's head to the administrator or council because they did not like the decision made by the superintendent. There must be only one person in charge of the crews He also suggested in the backsloping borrow pit agreement there should be a clause to indicate no M D equipment will be allowed to move off the M.D. right of way to do private work for individual ratepayers if that work is not required for the actual road project If that was enforced it would do away with alot of the complaints from ratepayers because people expect the M D should do work for them when the crew is in their area He discussed with council his concerns about the safety awards and spending alot of money creating a safety manual He felt employees were hired to work safely and creating rules and regulations about how the employee should work could lead to creation of unions The new fence policy was also discussed and Mr McCook suggested the M D should have a waiver signed by the landowner if his fence is put on property line and there is the possbility the fence will be broken down by snow every winter He asked if council might consider paying borrow pit compensation for the site where the M D camp is located 6 H ca L� COUNCIL MEETING JANUARY 25th and 26th, 1993 Sometimes the equipment is there for quite a length of time and there is definitely compaction of the land as a result of the heavy machinery being there. He was also concerned about creek crossing and whether the M D could afford to put in these crossings as per existing policy as they are very expensive There was discussion about the one scheduled for the Three Hills Golf Course Project Mr. McCook indicated after he and Mr Haskell have had some discussions they may wish to meet with council again at a later date. Mr McCook was thanked for coming and he left the meeting Time 2.10 P M Mr Haskell left the meeting at this time Herman Martens, Accountant, entered the meeting at this time He noted the office staff was able to get manuals for the computer programs set up last fall as council had allowed the office to hire the extra person while Lori Wildeman was still here Cross training had been done and manuals developed The computer is running, programs ae up to date and the auditor is quite happy with the reports The cash receipting program has been very successful and cut out manual posting to the tax roll which took alot of time, particularly in September Still looking at development of a computerized M.D mapping program and further computerization of the cemetery records Mr Jeffery noted the auditor felt, because of the computer reports which can now be generated, his time to do the audit will be less which should cut down the cost of the audit There was discussion about going to 100% assessment value and the costs which would be involved in doing a general assessment every year Is asking for a general assessment every year just.ifable or being asked for merely for the sake of change Should the municipalities be lobbying the Province to ensure the costs which will be incurred can be justified It was agreed this matter should be discussed with the assessor as well. Mr Martens noted he now has a complete fixed asset register which is tied into the General Ledger. Feels the office is working quite smoothly as everyone is more comfortable with the computer programs Expressed thanks for the support given by council to the staff Mr Martens was thanked for coming and he left the meeting. Art Thomas, Agricultural Fieldman entered the meeting Noted he did not have any major concerns, but felt it was important to meet with council when the opportunity was provided 7 C�7 E �q 0 COUNCIL MEETING JANUARY 25th and 26th 1993 He feels people should examine what the A S.B is involved in and ensure what is being done is done for a purpose, not just because it has been done that way for years Does the M.D need to be so involved in operation of parks and cemeteries - is everything which is being done necessary Some examples he noted were Keivers Lake pumping project, the entire operation of the Keivers Lake park and the Swalwell Dam Are parks a function of the A S B? Should the M D be looking at creating another park due to the economic times. Should the M D. look at cutting back and perhaps getting rid of some high maintenance operations Could the park areas be left in a more natural state without any facilities Could there be more community involvement in looking after the parks and or the cemeteries Can the M D continue to cover all these costs One of the functions of the A S B is as a regulatory body for soil conservation, weed control and pest control Should the A S B be getting back to doing more of these functions, cut costs for other types of services, or should it continue the operation as it is now There was lengthy discussion regarding the new CAESA program and whether the A S B. is getting involved in this program just to get the funds which are available Is there is need for the CAESA program in this area He noted in order to access the CAESA funds the A.S B must prepare an environmentally sustainable management plan Also in order to get the regular A S B grant from the Province a management plan must be developed He gave each councillor a copy of the plan he had drafted and same was reviewed, particularly page 13 which is the portion applicable to the CAESA program The plan is focused on continuation of the soil conservation program started under the CASCI program, including shelter belts, summerfallow management reclamation of saline seeps and forage establishment Mr Vickery moved approval of the A S B management plan, approval of the program budget for 1993, and approval of the management plan for submission to obtain the CASEA funding CARRIED Mr Thomas thanked council for their time and for the Christmas ham and he left the meeting The agenda for the Local Governing Officials meeting was discussed Mrs Jeffery noted Mrs Feltham may attend but must leave early Items for the agenda were noted including - impact of proposed new Assessment Act, impact of proposed revision to Building Standards, use of M D equipment to do work for other municipalities, sale of used M D equipment to a town or village, G S T, Young Offenders Act, gun control legislation, is there a real need to do a general assessment every year, discussion re: GATT and discussion re* tire tax Mr Boake moved approval for the draft agenda CARRIED At-t �dv�Se� a%-raC- d�� Ell, Cq a i jk COUNCIL MEETING JANUARY 25th and 26th, 1993 The recent directors meeting of the CAAMD & C was briefly reviewed The suggestion made by George Boles regarding taxing derelict buildings was discussed at the meeting and the directors unanimously agreed councils should not get involved in trying to legislate removal or penalize people for having these types of buildings on their land Mrs Lowen moved approval of this report CARRIED Mr. Haskell and Robert Cranston entered the meeting at this time - 4 00 P M. Mr. Cranston asked council to consider allowing him to work CIS 9 hours a day in the winter time frame. While he was working in the shop he was working 9 hours a day, but has been advised he will now be working 8 hours a day He would like to work 9 hours in winter time and 10 hours in the summer time There was discussion with Mr Cranston regarding the heavy disc and whether it was useful to him for the paving operations last year He noted it worked very well to dry out the surface of the road. There was also discussion about the John Deere grader Mr. Marz advised Mr Cranston council would consider his request and get back to him in due course. Mr Cranston was thanked for coming and he left the meeting There was discussion about who was working 8 hour shifts at this time and who was working 9 hour shifts, and what the contract set outs as far as working hours in the winter time frame Otto Hoff returned to the meeting at this time - 4 10 P M The hours worked by Brian Bauman and Robert Kennedy were reviewed It was agreed that Bud Haskell should review all positions and bring a report to council regarding what positions should be working 8 and 10 hour shifts and what positions require 8 or 9 hours year round, and that portion of the contract be reviewed. Mr Haskell discussed with council whether as public works superintendent he has control over and can direct what the divisional motor grader operators do and whether a foreman can overrule his decisions by coming to council It was noted the M D must provide a service to the ratepayers in the most economical way possible and to accomplish this all departments must be run economically Therefore the Superintendent must be in a position to ensure the employees do what they are directed to do by him The contract will have to be reviewed very carefully this year Mr Haskell advised council he had directed a sand truck to take some gravel to spread on some of the more slippery gravel road intersections and corners 9 i I 1 J l i i i l 2 R E i ¢d d L41- COUNCIL MEETING JANUARY 25th and 26th, 1993 There was discussion about the percentage of salt in a load of sand, the fact that sand and salt cannot be used on a gravel road, whether the M.D should be putting gravel on slippery intersections and whether this should be added to the M D policy Use of dirty chips from the bottom of the stock pile sites would be good for this purpose No decision was made about a change in policy Mr Wagstaff moved approval of the January 12th council meeting minutes CARRIED Mr Vickery moved this meeting do now adjourn until 9 00 A.M. Tuesday, January 26th, 1993 CARRIED Time 5.00 P.M. --------------- - Reeve 10 Municipal A inistrator L :�q C7 COUNCIL MEETING JANUARY 25th and 26th, 1993 The January 12th, 1993 council meeting which adjourned until 9.00 A.M. January 25th, 1993 and adjourned again until 9.00 A M January 26th, 1993 reconvened at that time The following were present for the meeting.- Reeve* Richard A Marz Councillors. Marylea Lowen (after 9 15 A M ) Otto Hoff Robert E Boake James M Hanger Richard M Vickery Glen Wagstaff Division Four Division One Division Two Division Three Division Five Division Six 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 Mr Vickery reviewed information regarding the up- coming A S B provincial conference for the information of council The conference starts January 31st, 1993 Mr Jeffery noted a request has been received from a representative of Alberta Forestry, Lands and Wildlife for the M D to appoint a councillor to sit on a committee which is being set up to review future plans for the Red Deer River. This would include the idea of removal of gravel from the river The committee will be composed of interested persons from both rural and urban areas which touch the Red Deer River as well as government officials Mr Vickery nominated Robert E Boake to represent the M D on this committee Mr Wagstaff nominated James Hanger Mr Hanger and Mr. Boake left the meeting. Mrs Marylea Lowen entered the meeting at this time The need for the M.D. to be involved in this committee and which of the nominated council members should be appointed to the committee was discussed A vote was taken and Mr Boake was appointed to represent the M D on this new committee Mr. Jeffery s report was reviewed and discussed Mr Vickery moved the two roads leading to the Hope and the R K Busby bridges be left closed until spring GdvI CARRIED The comment from Harold King regarding the use of his name in the paper was discussed 1 i J F f AL d L*1 N 1�3 �01 COUNCIL MEETING JANUARY 25th and 26th, 1993 Mr Hoff moved a letter be prepared and delivered to Mr Tc-j }L King by Councillor Hanger explaining why his name had S', �eiAr appeared in the Three Hills Capital CARRIED Bob Davidson from Drumheller had expressed concern about the M.D. renting out its portable toilets to private individuals He has a chemical toilet rental service and feels the M D is infringing on private industry Mr Wagstaff moved the M.D. advise people wishing to rent toilets that there are private companies in the area, but the M D continue to rent out the M D portable toilets if they are available and the conditions set out in the M D policy 13 -14 -B can be complied with CARRIED The request from Morley Buyer of Carbon for the council to re- consider his CTAP application was discussed The original decision made by council was any application for a project in an urban center would be submitted for funding consideration subject to the urban center making a contribution to the project as well In Mr Buyer's case the Village of Carbon had already used up all their funding on other projects and no funding was available Therefore the M D had requested his application not be considered for M.D. funding. 0 Mr Wagstaff moved the M D not re- consider Mr Buyer's !,P,�tPr CTAP application as it is not possible for the Village of se ^t Carbon to contribute funding to his project CARRIED Mr. Vickery moved acceptance of Mr Jeffery's report CARRIED The Executive committee report was reviewed and discussed It was agreed the office should try for rooms at the Crossroads Hotel for the spring convention Mr Boake moved approval of the Executive Committee report CARRIED The second closing for December was reviewed Mr Jeffery also reviewed the 1992 financial statement briefly for council as they will be be meeting with the M D auditor and Mr Ed Tomlinson from Alberta Municipal Affairs later today Mr. John O'Brien from Alberta Bridge Branch entered the meeting at this time - 10 30 A M He discussed with council several bridges in the M D and noted Bridge Branch is looking for some direction from council regarding their local grid road system and long term plans for bridges in this area There are too many bridges in some areas of the M D to maintain and perhaps council should be looking at cutting down the number The M D has a high number of medium sized streams and bridges over these streams cost more to maintain Installation of a culvert in lieu of a bridge may not feasible on these larger streams He noted there are 6 bridges between Linden and Grainger and that none of these bridges would be removed prior to the end of their life expectancy,but I �J EV COUNCIL MEETING JANUARY 25th and 26th, 1993 they are very expensive to maintain He noted they are not actively pursuing cutting down the number of bridges but are aware the department and the municipality cannot afford to maintain so many bridges, particularly two large bridges in very close proximity to each other Council might consider the possibility of removing some and putting in a low level crossing or re- routing the traffic With this direction from council Bridge Branch would not undertake any expensive maintenance on a bridge which was slated for eventual removal There was discusson regarding the Three Hills Golf Course road and the fact there are plans to install a low level crossing because the existing bridge is to narrow for machinery to cross Bridge Branch has agreed to provide a $5000 00 grant for this crossing Mr O'Brien noted if there are sites which are important as far as traffic volume or other reasons, the council must make their needs and priorities very clear to his department It was agreed Bridge Branch should take another look at the Three Hills Golf Course bridge to see if a wider bridge could be put in rather than installing the low level crossing Mr O'Brien was advised the road is slated for up- grading this year Mr. Wagstaff moved Alberta Bridge Branch be requested to review the Three Hills Golf Course bridge location to see if the bridge might be replaced with a wider bridge which would eliminate the need to install a low level crossing CARRIED There was discussion about Bridge File 6813 - Ralston bridge. The road is on the M D local grid road system, but it is possible the railway will be removed and perhaps this bridge could be looked at as one for removal It was agreed council will have to review this request. The bridge on SR 806 south of Linden was also reviewed Mr O Brien was advised council does not have any plans for re- alignment of this road for at least the next five years In 5 to 10 years the road may need to be re- aligned, but not at this time as the pavement is in reasonably good shape Bridge File 1276 was also discussed This bridge is within one mile of a bridge to the west and within 4 miles of a bridge to the east The bridge will likely last another 20 to 25 years, but as a long term solution perhaps council should consider whether the bridge would be removed at that time and traffic re- routed or a low level crossing installed. Again if council agreed to this proposal Bridge Branch would not undertake expensive repairs to this bridge. These kinds of decisions will assist with their long term maintenance program for many bridges Mr O'Brien advised Council there has been a change in bridge branch regional boundaries Bridges in the M D of 3 E 1� D� COUNCIL MEETING JANUARY 25th and 26th, 1993 Kneehill will now be handled by the Red Deer office His office will prepare the 1993 program but after April 1st the files will be turned over to Red Deer. He expressed thanks to the M D. council and staff for the co- operaton extended to him over the years Reeve Marz expressed thanks to Mr O'Brien for his assistance and he left the meeting - Time 11.10 A.M. James Ablett, M D auditor, and Mr Ed Tomlinson from Alberta Municipal Affairs entered the meeting at this time There was lengthy discussion with council regarding the liquidity guidelines as set out by Alberta Municipal Affairs, contingency reserves and borrowing needs of a municipality Mr Tomlinson noted the 25% guideline is only use to monitor the financial health of a municipality along with other indicators It is not a regulation, but merely a suggested guideline The idea of discounts and tax penalties was also discussed with Mr Tomlinson He indicated he did not favour tax discounts and felt that penalties should go on as soon as possible as this would benefit all ratepayers Early payment of taxes keeps the cash flow viable and can help to eliminate the need to borrow money He also noted the council must amount they would like to see in a If there is too much held in res are being overtaxed. Mr Ablett indicated there will dollar surplus before any reserves be comforable with the contingency reserve erve people may feel they be about a $2.3 million are set up There was discussion about the possible loss of the machinery and equipment assessment base in Alberta and the lobby being put forth by a large industrial group of companies to do away with this assessment Mr Ablett indicated he needed some direction from council regarding how the surplus will be handled before he can complete the 1992 financial statement How much will be set up as reserves and how much of a surplus will be declared Mr Tomlinson and Mr Ablett were thanked for coming and they left the meeting at this time The meeting then adjourned for dinner between 12:00 Noon and 1.00 P M The meeting reconvened at 1.05 P M Mr. Haskell entered the meeting along with two sales representatives Mr Jeffery opened the bids received for various capital items Bids were received for a loader, a fork lift, double drum compactor, gravel end dump trailers, a one ton truck, a club cab and a half ton truck 4 U L :a COUNCIL MEETING JANUARY 25th and 26th, 1993 An offer had been received to purchase the fork lift being owned by the M D and the Town of Three Hills may make an offer to purchase it as well Mr Haskell was asked to review the bids received and the prices quoted with Mr Smith and bring a report back to council later today if possible The salesmen were advised a decision likely would not be made today about the equipment, they were thanked for coming and they left the meeting Mr Haskell noted he had some prices for a heavy duty disc and he was directed to make a recommendation regarding this item as well. Mr Haskell noted Linden Contractors will crush 30,000 yards of 3/4 inch gravel at the Blackie Pit for $2 25 per yard and would start after September 1st and complete prior to September 30th, depending on the weather It was noted the M D must have a guarantee the crush will be completed before the end of September in order to have the pit reclaimed before the lease expires in January of 1994 There was lengthy discussion regarding the cost of the Blackie pit compared to the better quality gravel from the McNair Pit Sgt. K. Tugnum from the R.C.M P. detachment entered the meeting at this time 2 05 P M He reviewed with council the problems experienced by the R C M P and the County of Stettler when the Brian Adams outdoor concert was held at Big Valley He strongly urged the M D to ensure it has a by -law in place so the problems encountered by Stettler could be avoided if a concert was to take place in this area He noted the traffic problems and security problems were very difficult to handle at this concert and the security staff which the organizers were supposed to provide were not there The cost of policing this type of an event is very high and they cannot cover the costs of overtime in their annual budget Someone must pay these costs There was discusison regarding provision of a bond by the organizers and that some of the posted bond money would have to be used to cover costs incurred by the local area for policing, security and health matters Sgt Tugnum noted there are at least two events planned for this summer at Big Valley Sgt Tugnum also discussed at length the idea of providing an enhanced level of police service for the rural area A municipality can neogitate with the Province for an enhanced level of police service if they are willing to pick up the cost for the extra manpower He noted at the present time the rural area is getting very minimal service and there are more and more problems in the rural area with break and enters and other types of crimes There was discussion about traffic fines and the fact the M D was not receiving their proper share of fines Sgt 5 • u 1�1 a COUNCIL MEETING JANUARY 25th and 26th, 1993 Tugnum is checking to ensure these fines are received by the M D He noted he has 5 members plus himself, two part time support staff and some casual and contract staff to serve this area There was discussion about having a by -law enforcement officer and whether this would be a benefit to the area and to the police. Sgt. Tugnum indicated he felt a higher level of service from the R C M P might be more valuable for the area The rash of break and enters in this area, the new gun control laws, the need to have the Range Patrol, Rural Crime Watch and Block Watch programs working more effectively in this area was also discussed It was suggested a topic for the Local Governing Officials meeting scheduled for Friday might be negotiating an enhanced level of service for this area. Sgt Tugnum was thanked for coming and he left the meeting. Mr Wagstaff left the meeting at this time Frank Wesseling and Craig Davies from Palliser Regional Planning entered the meeting Mr Davies discussed with council the report prepared by his office regarding public reserves and when reserves may be taken Mr. Wagstaff returned to the meeting at this time - 4 30 P M There was discussion regarding whether the M D should look at taking public reserves or cash in lieu of reserves, particularly if more subdivisions are to be allowed in certain areas of the M D Mr Davies noted P R P C would need some guidelines from the M D if the M.D. wish to pursue the idea of taking cash in lieu, particularly for the Dunphy Area which is covered by the area structure plan and whether the policy of taking reserves or cash in lieu would be applicable to all areas of the M.D Mr Vickery moved to table this matter until P.R.P.0 can provide council with some further information and proposed guidelines with regard taking cash in lieu of public reserves on subdivision applications CARRIED Mr Wesseling noted they would also discuss with council at the next meeting the proposal for a point planning area with the City of Drumheller and the need to up -date the M D land use by -law Mr Wesseling and Mr Davies left the meeting at this time. Mr Jeffery requested some direction from council regarding how they wish to deal with completion of the 1992 financial statement, how much should be set up as reserves and how much of a surplus should be declared R t�_71 5. COUNCIL MEETING JANUARY 25th and 26th, 1993 Mr Boake moved this meeting do now adjourn until 9 00 A M , Friday, January 29th, 1993 CARRIED Time 5 10 P M Reeve 7 Muni 'pa A nistrator v 2 Lt, H s i JOHN C JEFFERY REPORT COVERING PERIOD JANUARY 12th to JANUARY 26th, 1993 REPORT- Balance Forward 1. Recommend closing the Hope and Vickery Bridge until spring R so we can do a proper job of backfilling and compaction vrnne4l, Otherwise likely would have to use gravel Both are on back r.d d roads 2. Harold King wants to know why his name was in paper when T(,S Buzz Thomas' name was not He had asked for $10,000 �v Why wasn't his explanation re- crop loss in paper in any,r��Q event 3 Bob Davidson now renting out portable toilets 13 - See Policy 13 -14 -B He will send a letter 4 Morley Buyer is asking for M D to re- consider his r se ,-\L application ie �,L Balance Forward $_0_ CORRESPONDENCE, 1 Village of Carbon submitted account for Fire Department costs for 1992 - $$8383 17 2 Village of Carbon submitted an account for 1992 transfer site shared costs - M.D. share $336 41 3. Received 1992 financial statement from Over The Hill Community Society 4 Received Municipal Law Bulletin from Brownlee Fryett 5. Letter from AAMD & C re- Towards 2000 Together Project 6 Brochure re Canadian Conference on GIS - Ottawa 7 Letter from Drumheller Hospital - Thanks for share of Public Transportation Operating Assistance Grant 8. AAMD & C News Highlights 9 Received $8645 00 from Alta Transportation SR 836 10 Letter from Bumper Dev advising half of substantially all their assets were sold to Battle Creek Developments Ltd 11 Letter from CTM Design Services Ltd - Engineering Firm 12. Letter from C B C enclosing cheque for 1990 grant in lieu paid $232 13 instead of amount billed 13 Received 1993 Requisition from Drumheller District Solid Waste $82,130.00 14. Culvert Authorization received from Bridge Branch for Bridge File 70339 - 15 Fines of $25 00 received 16 Three Hills School Division Minutes - December 16th and 18th, 1992 17 AAMD & C News Highlights 18 Re- Cycling Newsletter - Tire Recycling Management Board 19 Received 1992 expenses from Village of Linden for Fire Department - M D share $2746.06 20 Recreation Update Newsletter BUILDING PERMITS• 1