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HomeMy WebLinkAbout1995-03-07 Council MinutesN 14 AGENDA COUNCIL MEETING MARCH 71-h 1 Approval of Agenda 2 Approval of Minutes February 28th, 1995 3 J C. Jeffery Report 4 Executive Committee Report 5. Approval of Accounts APPOINTMENTS 9 30 A M Lonnie McCook, P W S PRIORITY ITEMS• 6. Municipal Elections need to appoint a TABLED ITEMS 7. Division Three Grader Proposal 8. Bylaw #1328 Fee for assessement review at Court of Revision - this bylaw only received the two readings at the last council meeting 9 Report from J. C Jeffery re: Mar 2/95 meeting with County of Mountain View re* Joint Services 10. Report from J C Jeffery re A & A Paving 11 Offers on Sale Items. GENERAL ITEMS 12 Conservation and Reclamation Meetings. 13. Swalwell Clean Up 14 Liability Insurance coverage for Community Centres 15 A G T - Extended Flat Rate Calling for Three Hills TRANSPORTATION ITEMS: 16. Public Works Superintendent Report 17 Marshman Stockpile Site Renewal Agreement. A S.B. ITEMS: 18 February 27/95 A S B Minutes N-1 COUNCIL MEETING MARCH 7th, 1995 A regular meeting of council was held in the M D of Kneehill Office, 232 Main Street, Three Hills, Alberta on Tuesday, March 7th, 1995, commencing at 8 30 A M The following were present for the meeting: Reeve. Richard A. Marz Division Four Councillors: Marylea Lowen Division One Otto Hoff Division Two Robert E Boake Division Three Richard M Vickery Division Six Glen Wagstaff Division Seven John C. Jeffery, Municipal Administrator Jennifer Deak, Assistant Administrator, was present and recorded the minutes Mr Hanger, Councillor for Division Five was absent from the meeting Reeve Marz called the meeting to order at 8.30 A M Requests were made to add the following items to the agenda 6A. Bridge Priorities 6B Financial Statement 15A Request for screenings 17A Signs Mr Vickery moved approval of the agenda with addition of the above noted items. CARRIED Mrs Lowen noted that on page 2 of the February 28th, 1995 council minutes, dealing with the committee for joint services, her name was omitted from the councillors who offered to assist on the committee Mrs Lowen's name should be entered after Mr. Hanger's name Mr. Marz noted that the paragraph on page 6, dealing with council's position on the firearm legislation, the sentence beginning "It was agreed to support the mandatory ..." should be amended from to read "It was agreed to support the mandatory four year jail sentence for committing crimes with a firearm." and also the sentence beginning "It was agreed to support the registration and licensing of should be amended to read It was agreed to support the implementation of a firearm course to qualify for ownership of a firearm or firearms but not to support the registration of a firearm " Mr. Boake requested clarification on page nine, regarding the motion to charge future water hook ups at user pay. He noted that this wording implied previous water hook ups were not at user pay when indeed they were All water hook ups on the Equity water system are at user pay Mr Boake moved to approval of the February 28th, 1995 minutes with the above noted amendments CARRIED Mr Vickery moved a policy be adopted where residents who participate in a national or international event and 1 ADDITIONS TO A6MA lgm�oc ,mil iJ, �co A43CM NTS TO TO FEB 2B/95 WWrES APPROVAL OF MINUTES r COUNCIL MEETING MARCH 7th, 1995 receive an award or medal be recognized by the M. D. and presented with a plaque CARRIED It was agreed a plaque be presented to Colleen Molendyk in recognition of her achievements at the Canada Games and winning a Bronze Medal in the Women's Team Air Rifle competition Mr Jeffery's report was reviewed Mr. Vickery moved to accept Mr Jeffery's report. CARRIED AWARD RECOGNITION ppPtx_r�y / L m, Y '* /d /a COLLEEN MOLENDYK PLAQUE PRESEMATION �a,�e�E,K Apo APPROVAL OF JJ C�FERY REPORT The Executive Committee report was reviewed The Division Three Grader contract was reviewed and discussed It was agreed to table this matter until the Public Works EXEC CONM REPORT Superintendent was present Mr Wagstaff moved the Road Committee be authorized to ROAD BAN AUTHORITY place road bans on municipal roads, as required. CARRIED TO ROM C" - LS /q�wo r�c, 7 P4L5 cI_1 ,,, mq� / nJls r• Mr Boake moved to accept the Executive Committee report with the exception of Executive Committee item #1, Division APPROVAL OF EXEC Three Grader Proposal, which would be further discussed C" PEW later in the meeting CARRIED Mr. Vickery moved to accept the accounts presented for payment to -day, subject to further review of the finance APPROVAL OF committee of Mr Hoff, Mr Marz, Mrs Lowen and Mr ACCOUNTS PAYABLE Wagstaff CARRIED Mr. Boake moved Mrs Jean Wilkinson be appointed as the returning officer for the upcoming municipal fall elections CARRIED Mr Jeffery reviewed the 1994 financial statements and recommended a reserve of $1 3 million be set up in the contingency reserve This would give $4 0 million total in the reserve, not including $500,00 00 already set up in an operating reserve It was noted that some of these monies would be required, in the current year, and probably more in future years, to offset revenue shortages, from grant reductions and other fiscal changes Mr Marz noted that many tough decisions had been made in the past to ensure the M D s current sound financial position Mr Boake moved the 1994 surplus be allocated as follows; $1 3 million to the contingency reserve and any remaining balance set up as a surplus for the year CARRIED Mr Jeffery noted Bylaw #1328 only received two readings at the last meeting. This is the proposed bylaw to establish a $25.00 fee per parcel for assessment appeals to the Court of Revision This fee would be refunded if the assessment is reduced by the Court of Revision. Mrs Lowen moved third reading be given to Bylaw #1328 CARRIED 2 APPOINTW f OF FEMING OrrTCER 1994 FIN S1MT REVIEW 1994 RESERVE AND SLWLLIS oP+ /N ye+at inn Vic& P4 N COUNCIL MEETING MARCH 7th. 1995 Mr Jeffery reported he had attended, with the joint service committee, a March 2, 1995 meeting, with the Reeve and county commissioner of Mountain View to discuss the possibility of sharing planning services The county had been very receptive to this proposal, agreed to the proposal of two managing partners, at this time, and had agreed to cost share on a fifty - fifty basis and review and re negotiate as required by changes Mr Marz reported Mr. Jeffery and the joint services committee, along with the Kneehill Foundation and representatives from the towns and villages in the municipality and representatives from AB Municipal Affairs and AB Housing and Consumer Affairs had met on March 2, 1995, at the Golden Hills Lodge in Three Hills to discuss the future of the housing authority and the formation of a management agency. He noted no consensus could be reached on the formation of a management agency nor on the funding formula for such an agency Mr Wagstaff .inquired what other municipalities were adopting as their funding formula for joint services Mr Marz replied that many municipalities were moving from requisitions and funding based on equalized assessment to funding based on population Mr Jeffery reported on the March 6, 1995 joint services committee meeting, in Hanna, with other rural municipalities in the Palliser Regional Planning Commission area and Mr Frank Wesseling, director of Palliser Regional Planning Commission, to discuss concerns with the proposed Palliser Regional Municipal Service Agency Concerns included the urban /rural representation on the board, the funding formula, share of assets, the M D 's letter stating the five conditions subject to its participation and the option of other sub division approving authorities and long range planning It was agreed that the M D must look closely at the economics of joint services and that it is committed to deliver services to M D ratepayers at the least possible cost Events are changing rapidly and there could be windows of opportunity Mr Lonnie McCook, Public Works Superintendent entered the meeting - time 9:40 A.M. Mr. Vickery moved to approve the joint service committee reports, to endorse the direction and philosophy of the joint service committee and to table further discussions and decisions regarding joint services until the next council meeting. CARRIED Mr Jeffery reviewed the bridge priority list, giving a brief history of the bridge and its condition. It was noted that Bridge File #06588, the Dafoe bridge would probably qualify, politically, as the first priority MI"I '�I'1' APPROVAL OF JOINT IN SERVICE C" R0 ORTS .% Mr Wagstaff moved to refer this matter to Mr McCook and Mr Bob Kennedy, the bridge inspector, to review the list BRIDGE PRIORITIES and prioritize the bridges in order of need and report back P Nu1.v,. to council CARRIED The Division Three grader contract was reviewed. Mr. Boake requested a 1994 grader costing comparison, for the period May to December It was reported that the 1994 costing 3 0 LM -,1, COUNCIL MEETING MARCH 7th, 1995 records were not yet finalized The 1993 and prior year's grader costing records were reviewed and Mr Bramley's proposed contract was discussed It was noted that clause 3, of the proposed contract, on the Executive Committee report, should be changed to "comparable to the average of other year round divisional contract graders" and not just state one contractor Mr McCook reported an hourly rate of $62 30 plus G S T had been proposed by Mr. Bramley. It was noted that Division Five contract rate is $63 30 per hour plus G.S.T. The 1993 grader costing was reviewed and Division Three rate noted as $47 55 per hour for out of pocket expenses and $66 14 per hour including depreciation, interest on investment and share of shop costs Mr Wagstaff requested clarification from Mr McCook regarding the proposed selling price of the P -3 grader Mr McCook reported the proposed selling price of $65,000.00 was a fair market price and compared equitably to offers from other dealers Mr Jeffery reported a proposed contract had been drafted for Mr Bramley, based on the Division Five grader contract Mr McCook noted the proposed contract provided a win win situation for all parties involved and the M D had a seven day notice for contract termination in the proposal It was noted that, based on the 1993 operating hours of the grader, at 1562 hours, the M D would be recuperating $2.00 per hour back, from the proposed contract rate, for shop rent. A short recess was held from 10 20 A M until 10 40 A M The discussion on the proposed grader contract continued with Mr. McCook explaining all the factors involved in determining an hourly contract rate on a piece of machinery. Mr Marz noted it was commendable for an employee to initiate such a proposal and this proposal could prove beneficial to all parties. The M D could realize savings in employee wages and benefits and Mr. Bramley could have the opportunity to establish his own operation and make a profit Mr Boake added it was also commendable that Mr Bramley had proposed a lower hourly rate than the other year round grader division contract Mrs. Lowen moved to accept Mr Bramley's contract grader proposal for Division Three, at the hourly rate of $62.30 plus G S T and under the conditions as discussed CARRIED Mr Jeffery next reviewed the list of items offered for sale and the high offer received for each item No offers were received on the following items: 0- 285 -85 cash register; 0- 143 -82 Qume printer; 0- 530 -86 Burroughs printer, 0- 241 -80 IBM typewriter, 0- 387 -83 IBM typewriter It was agreed not to accept the offers for the following items: 0- 719 -89 NEC Bit V Fax; 5 -17 -88 Grid Packer, TR -34 -91 water tanker; P -01 -89 Champion grader; P -10 -86 Champion grader, M -55 -80 water tank, M -56 -80 water tank; T -47 -87 GMC suburban It was further agreed to utilize the T -47 suburban as a pool vehicle and that it be available for use by employees travelling on M D business This would save costs in mileage reimbursements to employees Mr. Hoff moved to accept high bid offers an all items except those listed above and also the T -47 -87 suburban be retained, as a pool vehicle, for use by staff for M D business. 4 APPROVAL OF DIV LE97t*�E+ 4auzerr 7 CawszeoxS -r C-49 �, 00 Irmo l CGS ilm F r�rn:F Fioo o< 74-7F e-� AV COUNCIL MEETING MARCH 7th, 1995 CARRIED Mr. McCook presented the Public Works Superintendent report He noted a response has been received from AB Water Resources regarding the Ohlhauser fish dam and the department has advised the intent of the initial letter sent to the M.D. was to make us aware the location of the fish dam had been moved It was noted the project was approved by the Municipal planning Commission and currently meets the standards imposed by the commission The project is not yet complete Mr Boake moved to accept the Public Works Superintendent report CARRIED Mr Hoff reported he had spoken with Mr Marshman regarding the stockpile lease at N W 11- 28 -23 -W4 Apparently, the stockpile area covers approximately five acres of which two acres has been allocated and leased to the County of Wheatland, two acres allocated to the M D of Kneehill and an acre left as a common, joint area to facilitate truck turnings etc Mr. Marshman is proposing to charge each municipality for a two acre lease Wheatland has agreed to pay $350 00 for their lease Mr Hoff moved to recommend the stockpile lease with Mr Marshman be based on a two acre lease area and paid, as per policy. CARRIED Mrs Lowen reported there had been two accidents involving vehicles going off the road at the curves on SH 575 near Nacmine and requested more signage be put up on this road. It was noted there are chevrons installed at these locations Mrs Lowen also requested a school bus stop sign be placed east of Township 21 -3, at Mr Dietrich s residence (N E 21- 29- 21 -W4) It was noted school bus signs are the responsibility of the school division, they provide all the signs and the M.D. installs at their request. Mrs Lowen moved advisory signs be placed before the "S" curves on SH 575, before Nacmine, and also that Mr McCook request the school division to place signs at N E 21- 29- 21 -W4, by Mr. Dietrich's residence CARRIED Mr Marz noted that the agenda for employee day included a CPR and First Aid re certification course on March 16th, 1995 and also a presentation by Mr. Ray Kempster on the morning of March 17th It was generally agreed to have the employees return to work for the afternoon of the 17th Mr McCook noted this day is a regular day off for the gravel crew and they will not be working the afternoon The meeting recessed for lunch between 11.40 A M and 1.00 P.M. Mr Jeffery rea letterhead from 575 contract. M.D. regarding proposes a new project as soon 5 ,d a letter received from A & A Paving, on R Trombinski, barrister, regarding the SH The letter addresses the concerns of the the timely work of the contractor and time frame, that being, to commence the as the road bans are lifted Also included ' !41: 1 01H 1SM FISH DAM �M - I. MARSFMAN STOM PILE LEASE S� �>,3 rnA,e2e /9S, :.1mely 9.11114 '1W, 11► REQUEST SG-C10_ BUS IGN - D CH EMPLOYEE DAY REPORT ON A & A PAVING LTD A COUNCIL MEETING MARCH 7th, 1995 in the letter are additional clauses pertaining to fulfilling and completing the contract The company anticipates a 4 - 6 week completion schedule and also advises two sections of the original contract are not applicable Mr Jeffery then reviewed the letter of legal opinion received from Mr. Bob Eden which outlines the strengths and weaknesses of the case, listing the issues, REPORT A & A PAVI arguments and options. The three options listed are terminate the contract; continue the tender under the same contract or continue the tender under a different contract Mr Eden has also listed possible outcomes from these options It was agreed the M.D. has no assurance of quality if it continues with A & A Paving. It was reported the company is currently in arbitration with the M D of Foothills over job and quality performance Mr Vickery recommended AB Transportation should be made aware of this situation and requested to review their tender policies for joint projects Mr Marz cautioned council about commenting on this matter until the legal issues are resolved Mr Boake moved to recommend the current contract for the SH 575 project with A & A Paving be amended to include a clause giving Torchinsky Engineering complete management APPROVAL FOR M43M and quality control of the project, including a reasonable CONTRACT A8A PA NG time frame element with financial penalties imposed for breaches of contract and also to have this amended contract in place, that is signed by A & A Paving, by March 20, 1995, or the contract shall be considered terminated CARRIED It was agreed to seek legal opinion on this motion and Mr Jeffery left the meeting - time 1:45 P.M Mr Vickery read a letter from Mr Mike Schiegel, Conservation and Reclamation Inspector with AB Environment, who is requesting a meeting with the Reeve, A S B council members, the Public Works Superintendent and the REQUEST FOR MEETING administrator to discuss the requirements of local members, A review the Environmental Protection and Enhancement Act and its impact on municipal operations and operations on A> n-1 -0' oGGiets private property The time and place of the meetings are not mentioned in the letter dust possible meeting dates Mr Wagstaff moved Mr Marz, Mr Vickery, Mrs Lowen and Mr Jeffery attend the Conservation and Reclamation Information Meeting scheduled for March 24, 1995 and the office contact Mr Schiegel to obtain the meeting details CARRIED Mr. Vickery read a letters from Mr. Barnie Court and Mr. Ken Rowe regarding the engineering reports and & RS COUZT MESSRS recommendations on their properties in Swalwell It was agreed to discuss this matter further when Mr Jeffery RE returned to the meeting. SOLkELL P I" Mr. Vickery read a letter received from A G T in response to the M D 's request for an overview of toll free long distance rates A G T has advised all the criteria for an extended flat rate calling area in the Three Hills area have not been met and also the company is focusing on moving away from group flat rate plans and moving towards customized /individual toll packages 6 N G COUNCIL MEETING MARCH 7th, 1995 Mrs Lowen moved to accept and file this information CARRIED Mrs. Deak reported on the request from Mr Hoff, on behalf of the Hesketh Community centre, for the centre to be included on the M.D.'s liability insurance coverage. Community halls can be added to the M D 's liability coverage at a rate of $150 00 per annum for meeting halls and $300.00 per annum for ag societies An ag society is defined as a hall that has livestock and /or a farmer's market component which is a higher risk exposure rate Jubilee Insurance advised that two other municipalities have community halls on their insurance policies These are the M D of Sturgeon and the M D of Clearwater It was also noted that this is liability insurance coverage only and not building or fire insurance To be covered for these types of insurance building inspections would have to be regularly made to ensure the buildings conformed to standards Mr. Wagstaff moved to inform the community centres in the municipality about this liability coverage and premiums. CARRIED Mr Vickery reviewed the February 27th, 1995 A S B minutes, noting the recommendation from the board to sell the John Deere cultivator The board is also looking at a new chemical shed, to conform to the new regulations regarding storage of chemicals. Mrs Lowen moved to accept the A S B February 27th, 1995 minutes. CARRIED It was generally agreed that April 11, 1995 be scheduled to hold the annual meeting at the Three Hills Community Centre commencing at 7.00 P M Mr Jeffery re- entered the meeting - time 2:20 P.M. Mr Jeffery reported Mr. Bob Eden had recommended the deadline of March 20, 1995 for the amended contract with A & A Paving may be a little too close and perhaps should be extended another week Mr Eden will be proceeding with a termination letter plus this amended contract It was generally agreed to accept the legal recommendation and extend the deadline for the contract a further week Mr. Marz reported he had received a request from the Hutterian Brethren of Torrington for screenings from the Torrington Pit Mr McCook entered the meeting - time 2.30 P M Mr McCook recommended the screenings at Schmautz Pit be used instead of the ones at Torrington to meet this request Mr Boake noted that screenings are the reject gravel and until moved are the property of the owners It was reported the screenings at Torrington were from the crush on Hazelton's land and these screenings had been moved to Torrington A royalty of $0 60 /yard had been paid for these screenings Mr McCook also noted that these screenings would have to be moved before the final crush at the pit 7 .1 W W a '; "Wo-111 a /O LOiAn7, /tE:ioG eb FEB 27/95 ASB MINUTE` /Yl�+ -lo To Ffe•- 1995 ANNUAL MEETING LEGAL OPINION RE A$A PAVING •, 1 1' n l N MI IT' 0 C - COUNCIL MEETING MARCH 7th, 1995 Mrs Lowen moved to sell the Hutterian Brethren of Torrington screenings from the Torrington Pit, to a maximum APPROVAL FOR SALE of 2,000 yards, at a minimum price of $0 60 /yard plus OF �INGS TO loading cost and further that these screenings be loaded by TWWON nMrRITE M D equipment and workforce CARRIED c c. ,,;,,�� L�ri� -moo 7oe.,t Flu Mr Jeffery further reported on the Swalwell clean up file, noting Mr Barnie Court had requested a copy of the engineer's report and also had stated he did not receive the July 1994 registered letter from the M D Mr. Vickery moved to refer the letters from Mr Court and - %KWEl.L CLEAN Mr. Rowe to Mr Glen Scott for further proceedings and also ��, >, that copies of the engineering reports be forwarded to both Q,y Messrs Rowe and Court CARRIED Mr Vickery moved the meeting do now adjourn ADMIMENT CARRIED Time 2.45 P M f IM JOHN C JEFFERY REPORT February 29th to March 7th, 1995 REPORT Balance Forward $ 20 00 1. Donated 10 yards of gravel to Three Hills Recycling O K by Otto Hoff, Jim Hanger, Bob Boake 2 Nov 7/94 Dinner (Red Rose) Bob Boake and Alex Cunningham re Planning 11 77 3 Dec 5/94 Dinner (Drumheller) Bob Boake and Ray Romanetz re.Solid Waste 16 90 4 Lunch (Didsbury) R. Marz, J. Jeffery, R Vickery & J Hanger re: planning 38 75 BALANCE FORWARD. $ 87 42 CORRESPONDENCE- 1 Feb 27/95 Direct Deposit - AB Transportation $11,092 50 re. SH 587 & SH 583 engineering costs 2 Feb 27/95 Direct Deposit - AB Environment $375.33 re: surface reclamation 3 Mar 1/95 Direct Deposit - AB Social Services $6,750 00 re, Kneehill Community Resource Board grant 4 Feb 14/95 Golden Hills Regional Div #15 Minutes 5 Feb 15/95 The Alberta Gazette. 6. Assessment Notice from Village of Acme re- Acme shop. 7 Assessment Notices from town of Three Hills re- office, shop and Weich building 8 Feb 22/95 A A M D &C Municipal News Highlights 9 Feb 14/95 A.A M D &C Executive Meeting Highlights 10. Letter and calendar from the AB Assoc. of Architects. 11 AB Environmental Services Assoc of AB advertising re. Environmental Hotline phone number 12 Feb /Mar 1995 issue of 'Breaking Down the Barriers', published by AB Transportation. 13 Nomination forms for the Elaine Burke Award recognising community achievement in active living and environmental citizenship. 14 Trail Net brochure re- Trail Talk Conference 15 Brochure on AB Public Health Assoc Annual Convention 16 Advertising brochure from DeVry Institute 17 Winter 1995 issue of The Cornerstone publication 18 Advertising from Consulting Engineers of AB 19. Seminar advertising from Fred Pryor Seminars 20 Daytimers of Canada advertising 21 1995 -96 AB Business Directory advertising 22 Seminar advertising from National Businesswomen's Assoc 23 Wildrose Foundation Vitalize '95 Prov Volunteer Conference magazine. 24 Feb 22/95 & Mar 1/95 Drumheller Mail newspapers HOME OCCUPATION AND DEVELOPMENT PERMITS: 1. McDonald, Don & Mary Anne Lot 14 -17, Blk 5, 5050AK, Swalwell mobile home $45,000 00 2 Usik -Omil, Steven Dale S W 13- 29 -25 -W4 Home occupation - wholesaler, mail order 3 Appleyard, Ian N E 6- 30 -22 -W4 1800 sq. ft. residence $80,000 00 4. Hagel, Jason N E 29- 30 -24 -W4 mobile home & porch $45,000 00 5. Davis, Lorne N W 36- 30 -25 -W4 shop 44' x 70' $30,000 00 1 a P W S REPORT MARCH 7, 1995 1. Sent fax to Tochinsky advising them Council has accepted low bid on SH 583 & Linden Home Road for $514,612 00 from Central City Asphalt Ltd 2 Working on permits for creek crossings on 583 & work to be done on Wilf Evans road 3. Boys still hauling stones 4 Sent out PO's for front mount mower (A S B ), road boring machine and trax trailer 5. Ohlhauser fish pond update from Alberta Water Resources. 14 Li i.