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HomeMy WebLinkAbout1993-02-22 Council MinutesA li� [�-jo AGENDA COUNCIL MEETING FEBRUARY 22nd and 23rd, 1993 1 Approval of Agenda 2 Approval of Minutes - February 9th, 1993 3 John C Jeffery Report 4. Executive Committee Report 5 Approval of Accounts 6 January, 1993 bank reconciliation statement APPOINTMENTS. TUESDAY 1 30 P M - Bud Haskell 4:15 P.M. - Development Appeal Board Hearing See Item 128 PRIORITY ITEMS. 7 Fuel Bids 8 Gravel Crushing for 1993 TABLED ITEMS: 9 Edward Dunay - report re 100% assessment 10 Linden Access Road /SR 806 - Report from R E Boake 11. Review Employee Agreements - Revisions for 1993 12 Recreation Boards - G Wagstaff 13 Open Sewage Lagoons - G Wagstaff 14 Mow Gravel Roads? 15 Review Concept of Contract Grading, Tender Document, etc 16 Meding Blade Grade - Report G Wagstaff 17 Lang /Lawrence Backsloping Agreements - Report G Wagstaff 18 Gorman Nakaska Road - Report J Hanger 19 Review 1993 Dust Control Program - LS2000 and or Consolid 444 TRANSPORTATION ITEMS• 20 Report from Vernon Haskell P W S 21 St. Ann Ranch Road Drainage Problem /Letter Lorene Frere GENERAL ITEMS 22 Notice from Alberta Local Authorites Board - Three Hills Annexation 23 Ambulance Report - R.A.Marz 24. Divisional Meetings? UTILITY OFFICER ITEMS 25 Discussion re. Sileage Bags - Disposal of Same A.S.B 26 A S B Minutes PLANNING ITEMS 27 Discussion with Palliser Regional re Meston Land and Area Structure Plan PARKS. 1 r r 1 N I r 9 i AGENDA COUNCIL MEETING FEBRUARY 22nd and 23rd, 1993 nil LATE ITEMS DISCUSSION ITEMS Committee Reports ADJOURNMENT ---------------------------------------------------------------- PUBLIC HEARING. DEVELOPMENT APPEAL BOARD MEETING 28 Development Appeal Board Hearing - 4.15 P M February 23rd, 1993 Mennonite Church of God L N NO �q C7 COUNCIL MEETING FEBRUARY 22nd, 1993 The February 9th, 1993 council meeting which was adjourned until 9.00 A M. February 22nd, 1993 reconvened at that time in the Council Chambers, M D. Office, Three Hills 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, and recorded the minutes Reeve Marz called the meeting to order Requests were made to add the following items to the agenda 24A Three Hills Transfer Box Site 8A Three Hills Seed Plant 21A M D vehicles - Shop and Office Mr Boake moved approval of the agenda for today s meeting with addition of the above noted items CARRIED Mrs Lowen moved approval of the February 9th council meeting minutes CARRIED Mr Jeffery reviewed his report and various items were discussed. Mr Jeffery also reviewed the completed 1992 financial statement and noted the final surplus figure will be $1,503,299 67 Mr. Vickery moved approval of Mr Jeffery s report. CARRIED The Executive Committee report was reviewed and various items discussed. There was lengthy discussion regarding the recommendations made in connection with various bridge files, the costs for bridge maintenance and whether the M D can afford to keep up all the bridges in the area or whether some of the bridges should be removed and traffic re- routed. Mr Boake asked about the bridge on SR 806 south of Linden He also suggested, because of the problems with SR 806, consideration might be given to rerouting SR 806 from Acme straight north and west into Linden instead of going west on SR 575 and then north into Linden road south of Linden and the difficulty with straightening this road or widening it out Should the bridge south of Linden be retained and up- graded Will the M D eventually up -grade the road? How long will the railway line from Acme to 1 ADD TO AGENDA APPROVAL AGENDA APPROVAL MINUTES J C JEFFERY REPORT FINAL STATEMENT EXEC COMM RFP(1RT BRIDGES 3 i �J Ln COUNCIL MEETING FEBRUARY 22nd, 1993 Carbon be retained as this overpass on SR 806 requires maintaining Mr Boake also noted he had some concern about the possible removal of bridges on roads in the Acme Linden area Some of these roads have considerable traffic on them. There was also discussion about the Three Hills road project No changes to the recommendations made by the Executive Committee were made with regard to the various bridge files The cost of signing all the intersections in the M.D. was discussed Alberta Traffic Supply provided an estimated quote of $113,400 00 Mr Marz noted the County of Red Deer made their own posts from oil field pipe and saved about $30,000 Their cost was about $100,000 The previous quote for signing the M D roads was considerably higher It was agreed the previous quote should be reviewed and the idea discussed at the divisional meetings Mr. Jeffery reviewed Item #6 - Petition against the Town of Three Hills main street improvement program He noted the petition may not succeed as so many of the property owners (corporate businesses and a church) have a policy that they will not sign a petition �e tk�-rS" serf The reason why the M D land buying and backsloping borrow pit agreements should be amended to indicate G S T is included was discussed " �\ �C' The meeting held to discuss the possibility of a new arena for the Town of Three Hills was discussed Mr Marz gave a report about what was discussed at the meeting A committee has met with an engineer and he advised them on a prelimiary basis it would be cheaper to renovate the building, add a piece on, repair and replace the floor and replace the bleachers than to build a new building Mr Marz had advised the meeting the M D is looking at provision of recreation facilities for the entire area and the possibility of sharing facilities between centers, rather than each center having all types of facilities Before the M.D. would support any funding for this project the people of the M D would have to be consulted The committee must obtain determine if there are funds replacement of the building alot more information and available for up- grading or There was discussion about renovations for the M D shop and maintenance for the building. The capital committee will have to review the proposed plans, decide if they are feasable and bring a report to council The recommendations made by the Executive Committee about the organizational review were reviewed and discussed at length SIGNING i F ALL INTERSECTIONS �F }Yr - �c. 1 V �pek�►`s�jS �"�e� TOWN OF THREE HILLS MAIN ST IMPROV PRnARAM CHANGE M D AGREEMENT TOWN OF THREE HILLS ARENA MEETING Crag A r r m. n M D SHOP RENOVATIONS ORGAN REVIEW A 1401 • COUNCIL MEETING FEBRUARY 22nd, 1993 Mr Vickery moved Mr Jeffery and Mr Smith determine the price for providing coveralls, either by purchase or rental, for the 3 mechanics and the serviceman CARRIED Mr Hoff moved to accept and file as information Item Number 16 - problem with inferior gravel in this area CARRIED Council agreed that the existing shut down policy does not need to be changed COVERALLS MECHANICS its�� t GRAVEL ✓ SHUT DOWN POLICY OK Mr Marz moved the truck starting procedure be referred to TRUCK the Safety Committee for discussion. CARRIED STARTING PROCEDURE Item #22 - which trucks to be traded - has been dealt with TRADING TRUCKS by council Mr Wagstaff moved to table the executive committee recommendations on these items not specifically dealt with EXEC COW by council and to accept the balance of the Organizational REC RE ORGAN Review CARRIED REVIEW Mr Boake moved approval of the balance of the Executive APPROVAL Committee report CARRIED EXEC REPORT Mr. Vickery 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, Glen Wagstaff and Marylea Lowen CARRIED Mr Hoff moved approval of the bank reconciliation statement for the month of January CARRIED Mr Marz noted the Three Hills Seed Cleaning Plant require a motion from council approving their plan to purchase of a gravity cleaning machine This is necessary even though the M D is not contributing any money towards the purchase of the machine Mr. Wagstaff moved the M.D. approve the purchase by the Three Hills Seed Cleaning Plant of a gravity machine, on condition there is no financial contribution required from the M D of Kneehill #48 for same CARRIED Mr Boake moved to table Item No. 10 on the agenda - better signing for intersection of Linden Access Road and SR 806 - pending receipt of more information from the Village of Linden CARRIED Mr Haskell entered the meeting at this time The concept of tendering for a contract grader was discussed in detail by council The draft tender document and draft contract were reviewed in detail and changes made 3 APPROVAL I BANK { RECONCILIATION THREE HILLS CFFII PI ANT TABLE I SR 806 LINDEN INTERSECTIO CONTRACT GRADER I [�E [J, N COUNCIL MEETING FEBRUARY 22nd, 1993 to both documents Questions were raised, comments made and decisions made as follows. Contract would be on a hourly rate - not miles How would the work of the contractor be supervised There will be a learning time for the contractor which will involve extra costs for the M.D. He will require more supervision and assistance until he learns the area Priority must be the M D roads - any other workhe may take on would be secondary There was discussion about the number of hours the divisional operators put on their time sheets as compared to the actual operating hours of the machine It was agreed should check to see if a 140 H P machine would be adequate or should it be 150 H.P. Tenders will be accepted from any equipment owner, not restricted to ones residing in M D Insurance coverage should be increased to provide $1 Million for each occurance and a $2 Million aggregate coverage Clause 19 c about ridging should be deleted. Council along with the superintendent must provide approval for items such the contractor subletting the work out Termination clause for M D to terminate would be 7 days, and 15 days for the contractor Instead of having Schedule C attached to the contract (list of M.D policies concerning grading, etc.) a clause will be added to the contract indicating the successful bidder will be subject to and will be rquired to comply with any M D regulations or policies which are in place now or which may be put in place in future, relating to grading and the work he will be doing for the M D The contractor will be required to hire another grader if he can't keep up the work in his area, he would also be expected to work in another area if directed by the P W S M D graders could be directed to work in the contract area if necessary Contractor would be expected to provide input to the office about the need for signs, culverts and gravelling He would not be expected to put up the actual snow fence, but would provide input about areas where the fence might be required It was indicated the P.W.S. should map whether snow fences are normally put up in the contract area so this information is available Contractor must keep his shop and fuel separate from M D operations There was discussion about whether the M D might rent the contractor a part of an M.D. shop. No formal decision made There was discussion about the contract grader doing private 4 N N COUNCIL MEETING FEBRUARY 22nd, 1993 work How would this be handled. Would the contractor do the work on his own time and charge the farmer directly? Would he do the work on M D time and the M D office bill the farmer for the work at existing M D rates Should there be a system of pre - purchase of flags for private snowplowing? Should the contract grader be located in Division 1, 5 or 7 Mr Haskell suggested it would be easier to supervise a contractor if he was working in Division 5 - closer to Three Hills. Mr Hoff left the meeting at this time - 11.15 A M If a contract grader is hired where the existing divisional grader employees would be placed was discussed. It was agreed the contract grader, if hired, would work in Division 5 and a decision on where the M D divisional grader operators would be moved would be decided later The idea about offering yearly contracts to M D divisional operators will be discussed at a later date, if a contract grader is hired The contractor should indicate the age of his machine and the hours on same, but there not be a limit on the age of the equipment specified in the tender document Should not require Sandvick blades and Clause 3 (i) about advance warning signs should be deleted Other items which might be considered are a security bid, a performance bond and an indication in the contract that the contractor must also work on the right side of the road. The meeting adjourned for dinner between 12.00 Noon and 1 05 P M Mr Vickery did not return to the meeting until 1.10 P M There was further discussion about the contract grader tender document It was suggested if a contract is accepted it be for a 3 year term subject to the termination clauses The notice requesting tenders will be advertised and anyone interested can pick up the actual tender documents at the M D. office. The bids must be back before 9 00 A M April 13th, 1993 and contract will be for the period May 1st to April 30th There will be about 175 miles of gravel road, approximately 40 miles of dirt or trails, and about 20 miles of pavement in the proposed contract area Mr Hanger moved the tender document as amended by council be approved, changes to the proposed contract be approved, and notice requesting bids for a contract grader for the Division 5 area be advertised in two issues of the Drumheller Mail, the Three Hills Capital, two issues of the Red Deer Advocate (Fridays), one issue of the Alberta Road Builders Newsletter and one issue of the Saskatchewan Road 5 /*_'� 1/t, Ad d-0c corL r 4 - q 4pyijeC- :P c: Mme N Ew E 7 COUNCIL MEETING FEBRUARY 22nd, 1993 Builders Newsletter (if there is one), that tenders close at 9.00 A M. April 13th, 1993 and the contract to cover the period May 1st to April 30th one year period only. CARIED The number of chips required for the 1993 road program was discussed as well as where the chips should be crushed Mr Vickery moved the M D. crush 8000 yards of chips at the Megli Pit and 12,000 yards of chips at the Old Torrington Pit. CARRIED Mr Vickery moved the 1993 paved road maintenance program be 8 miles on the Gorr North Road - one coat and 4 miles on SR 587 one coat. CARRIED There was discussion about the condition of SR 583 east of Highway 21. The road is not in good shape and likely should have hot mix applied This would be very expensive Mr Hanger moved to table this matter until he and Mr Haskell can review the condition of the road CARRIED Mr Wagstaff noted he has looked at road West of 12- 33 -23 -4 It had been approved for a blade grade There is an oil lease at the end of this road and perhaps the oil company would be willing to share costs for the road construction At the present time vehicles go onto private land to get around a slough on the road allowance. It would take a cat plus a` q -to work through the slough area Mr. Wagstaff moved Opinac Exploration be contacted to see if they would be interested in sharing construction costs for one mile of road West of 12- 33 -23 -4 by providing a cat and- &r`�to assist with construction of the road through the slough area and the matter be discussed again when a reply has been received from the company CARRIED CHIPS FOR 1993 Je ttPr SR 583 EAST OF 21 MEDING BLADE GRADE 1ette� Sin} The Lang and Lawrence backslopi.ng agreements were reviewed It appears gravel was put on this road last year LANG and it would be difficult to get rid of the dirt if the LAWRENCE ditch area was backsloped There is also alot of rocks in BACKSLOPING that area AGREEMENTS Mr. Vickery moved this matter be tabled until the renter can be contacted to find out exactly what he was asking for CARRIED Mr. Hanger noted he had discussed the Nakaska Gorman road problem with Mr Jim Gorman It appears there has been an NAKASKA attempt to change the natural drainage courses by one GORMAN landowner Mr Hanger agreed he would discuss the matter ROAD with Mr Nakaska and report back to council at a later date Mr Hanger moved to table Item 18 - Gorman Nakaska road - pending receipt of further information CARRIED L, L �q �*]k COUNCIL MEETING FEBRUARY 22nd, 1993 The 1993 dust control program was reviewed Should LS 2000 be used or Consolid 444. 1993 Mr Boake noted the County of Wheatland have their own DUST tank, they purchase LS2000 from the supplier and put the CONTROL product on with their own equipment and staff. PROGRAM Mr Boake moved Mr Jeffery contact the County of Wheatland (? 13 to see how they operate their dust control program and costs for same and bring a report back to council CARRIED Mr Haskell noted the manufacturer has indicated they will NEW GRAVEL correct the problem with the new gravel trailers for the TRAILERS M D at no cost and the work can be done during road ban time at the M D shop He noted Mr. Knapp feels the use of spacers will correct the problem and also noted the drivers are not too unhappy with the new trailers Mr Haskell noted between 75,000 yards, and 80,000 yards of 1 INCH 1 inch gravel will be required in 1994 for the north end of GRAVEL SR 836 and other projects. FOR 1994 Whether the province will fund the base course work for SR 836 was a concern and it was agreed this matter be discussed again after the provincial budget has been C F3 released The letter from Mrs Lorene Frere regarding the road past St Ann Ranch was discussed Mr Marz noted he had discussed with Mayor May whether the town is planning to ST ANN annex this area and Mr May indicated they were looking at RANCH the possibility of squaring off the section. ROAD Mr. Marz had indicated to Mr May the M D likely would not be opposed to their application as long as their application included the road Mrs Lowen moved as the Town of Trochu is considering the possibility of annexing the area immediately south of the Town of Trochu, including the St. Ann Ranch area, the M D s rorLh not proceed with any road work or incur any expense for Frei engineering studies on this road CARRIED It was agreed Mrs Frere should be advised accordingly. The possible annexation of the area will be discussed later if the town decide to proceed Mr. Hanger asked for some information about the number of M D half tons, which employees take vehicles home and why there is a van for use by the administrator Does the M D require so many vehicles. There was discussion about the existing M D policy which allows an M D foreman to drive an M D vehicle home if he lives within one mile of the shop Mrs Lowen moved the Capital Committee review the number of vehicles owned by the M D , the useage for same and bring a report back to council at a later date. CARRIED C11 Mr Haskell left the meeting at this time - 4 20 P M YI 7 NUMBER M D HALF TnN TMICKS �omrn c8 N L01 �01 COUNCIL MEETING FEBRUARY 22nd, 1993 Mr Art Thomas entered the meeting Mr Vickery discussed with council the stubble burning by -law and the concerns being expressed by people about the number of fields which may be burnt this year due to bad harvesting conditions last fall Some people feel field burning should not be allowed Burning low areas and water runs might be allowed. The liability problem as a result of smoke drifting across a road was also discussed Mr. Thomas reviewed with council the Provincial Forest and Prairie Protection Act which basically indicates local councillors are deemed to be fire guardians and a permit is required before anything can be burned Some areas have requested permission from the Minister to declare their area as a non permit area, but unless this has been granted a permit granting permission to burn is required It appears the M D is not listed as a non permit area. He noted the M D of Starland is reviewing its stubble burning bylaw as well Mr. Thomas also indicated council must keep in mind last fall was not a normal year and there may be some over reaction about this issue The idea of allowing a farmer to rent the M D offset discs was discussed. Mr Wagstaff moved the M.D allow be rented to any farmer in the equipment this spring to plow down crops, the discs be rented on a basis, the rental rate be set at discs be rented out only if same main crew for road projects its two offset discs to M D who may require last fall's unharvested first come first serve $2 00 per acre, and the are not required by the MOTION WAS LOST The stubble burning by -law and amending by -law were discussed and it was suggested the matter be discussed by the councillors at the divisional meetings. STUBBLE BURNING RY t AW RENT OF OFFSET DISCS Mrs Lowen moved this meeting do now adjourn until 9.00 ADJOURN A M , Tuesday, February 23rd, 1993 CARRIED Time 5.00 P M Reeve N Munii ipal Adtn' nistrator