HomeMy WebLinkAbout1993-02-22 Council MinutesA
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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.
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AGENDA COUNCIL MEETING FEBRUARY 22nd and 23rd, 1993
nil
LATE ITEMS
DISCUSSION ITEMS
Committee Reports
ADJOURNMENT
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PUBLIC HEARING.
DEVELOPMENT APPEAL BOARD MEETING
28 Development Appeal Board Hearing - 4.15 P M February
23rd, 1993 Mennonite Church of God
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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
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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
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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
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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
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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
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APPROVAL I
BANK {
RECONCILIATION
THREE HILLS
CFFII PI ANT
TABLE I
SR 806
LINDEN
INTERSECTIO
CONTRACT
GRADER
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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
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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
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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
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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
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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
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Munii ipal Adtn' nistrator