Loading...
HomeMy WebLinkAbout1997-01-14 Council MinutesC CI C Li M D. OF KNEEHILL #48 AGENDA - COUNCIL MEETING January 14th, 1997 1 Approval of Agenda 2 Approval of Minutes (and editing of Minutes for publication) 3 J C Jeffery Report 4 Executive Committee Report 5 Accounts Payable 6 Bank Reconciliation and Cash Comparison Reports APPOINTMENTS, 10 15 A.M Mr Lonnie McCook, Public Works Superintendent 11 30 A.M. Messrs Cunningham and Rusling see agenda #10 & #11 3 00 P M. Town of Three Hills see agenda item #7 7 00 P M. Town of Trochu see agenda item #7 8 30 P M Village of Acme see agenda item #7 Jan 14/97 7 00 P M. Villages of Carbon Linden & Torrington - see agenda item #7 PRIORITY ITEMS 7 Recreation Joint Services Meetings 8 AB Municipal Affairs Municipal Viability Report TABLED ITEMS. 9 J C Jeffery Report Adjustments and Reserves PLANNING ITEMS. 10 Bylaw 91365 - third reading 11 Bylaw #1366 third reading TRANSPORTATION ITEMS. 12 Public Works Superintendent Report 13 Response from AB Transportation & Utilities re Blenot Ferry SH 806 widening SH 837 erosion concerns SH 575 - legal costs 14 Policy 3 8 Radios and Cellular Telephones GENERAL ITEMS 15 Kneehill Ambulance Report 16 ASB Minutes 17 1997 Divisional Meetings LATE ITEMS. �O. ►__J M.D OF KNEEHILL No 48 COUNCIL MINUTES January 141" and 15t ", 1997 A regular meeting of council was held in the M.D of Kneehill office, 232 Main Street, Three Hills, Alberta, on Tuesday, January 14`h, 1997 commencing at 8 30 A.M The following were present for the meeting Reeve Richard Marz Councillors Marylea Lowen Otto Hoff Robert E Boake James M Hanger Richard M Vickery M. Glen Wagstaff Administrator John C Jeffery Division Four Division One Division Two Division Three Division Five Division Six Division Seven (after 8 35 A.M) Jennifer Deak, Assistant Administrator was also present and recorded the minutes Reeve Richard Marz called the meeting to order at 8 30 A.M Mr Boake moved approval of the agenda PRESENT CALL TO ORDER APPROVAL OF AGENDA It was agreed to address priority agenda item #7, Recreation Joint Services, as the first order of business Mr Jeffery reviewed the point service recreation proposal, as requested RECREATION by the Executive Committee, including the criteria for the definitions of net operating JOINTSERVICES revenues and expenses Mr Wagstaff entered the meeting time 8 35 A.M Mr Jeffery continued with the recreation joint services, reviewing the spreadsheets detailing the net revenues and operating costs for each pool and arena facility along with the calculation allocating the M.D recreation grant to the urban centres Mr Jeffery advised the facility revenue and expenses information had been provided by the urban centres The M.D recreation grant calculation principle considers either applying the minimum grant policy, or paying the lessor of a maximum per capita deficit to the urban centre based on the population of the urban centre or the percentage of the rural population (44 1 %) applied to the facility deficit Mr Jeffery then reviewed the application of the M.D grant principle to each facility, using the operating figures provided by the urban jurisdictions A review of the revenues and expenses of each facility followed along with a discussion on the need to address excess facility deficits and the advantages of having a regional recreation board oversee all these facilities and address facility costs It was agreed the grant calculation of either per capita or percentage addressed facilities with larger than average operating deficits if all facilities were operating on an average base, the grant calculation would be an equal per capita allocation It was agreed a regional recreation approach provided an equity for facility cost sharing throughout the area and addressed the use of facilities by residents in all parts of the municipality Mr Vickery moved council accept the following recreation philosophy and this be the M.D.'s preliminary position for the funding of operating recreation facility costs All towns and villages pool and arena deficits to be totalledI All town and villages and M D of Kneehill current population to be totalled and divided into total deficit This amount will be the maximum per capita deficit of the area. M.D. of Kneehill will pay maximum per capita deficit of area to each town and village, based on urban population, to a maximum of M. D of Kneehill's population % of area (441 %) of the total town or village deficit, whichever is the lessor amount. M.D. of Kneehill will pay a minimum of $2 50 per capita to each town and village based JDIMIN WAGSTAFFINTO MEETING RECREATION JOINT SERVICES MD PRINCIPLES RECREATION JOINT SERVICES - MD'S PRELIMINARY POSITION v�/- a iw 1 E 0 M.D. OF KNEEHILL No. 48 COUNCIL MINUTES January 141" and 15t ") 1997 on town and village population Recreational facilities could be administered by a Regional Recreation Board Definition of Deficit Operating revenue less M.D. of Kneehill grants to towns and villages and reserve usage Operating expenses less debenture debt, reserves and capital. CARRIED Mr Vickery moved approval of the accounts presented for payment to -day, subject to review by the Finance Committee of Councillors Hoff, Marz, Lowen and Hanger APPROVAL OF CARRIED ACCOUNTSPAY Mr Jeffery's report was presented Under pending item #12, Mr Jeffery inquired whether the Fire Committee was ready to meet and discuss rates for invoicing for structural fires JCJREPORT The following pending items recommended for filing were reviewed item #27 Trochu Pool, transportation items #8 Surface Lease Agreement Bearspaw Petroleum, #9 Mt PENDING REPORT Vernon legal bills #16 Road Problems SH 583 & SH 806 It and it was agreed to file ITEMS FOR FILING these items and send a follow up letter to Mr Lorrin Baerg requesting an update on pending items #18 and 19, weigh scale and culvert Mr Boake moved approval of Mr Jeffery's report, including the recommendations for APPROVAL JCJ the pending items REPORT CARRIED Executive Committee Report was presented It was noted report item #3 was updated and addressed under agenda item #13 AB Transportation & Utilities discussions re Blenot Ferry, SH 806, SH 837 and SH 575 legal costs Mr Jeffery reported, under item #4, Olds College Farm Management Computer Course that the course had been cancelled due to lack of registrations Mr Marz left the meeting time 9.20 A.M Under report item #9, Linden Rubble Pit, a discussion followed on the problems encountered in dumping the transfer boxes when these boxes are too full the Drumheller & District Solid Waste truck driver has problems transferring the box contents onto his truck without spilling some of the garbage onto the ground Mr Boake reported he had discussed these problems with the Drumheller Solid Waste truck driver, who reported the approach road into the Torrington site is worn out on one side Mr Vickery noted the approach was more than adequate for the truck and recommended Mr Boake and representatives from Drumheller Solid Waste go to the Torrington site and observe their driver when he comes to empty the transfer boxes Under Executive Committee report item #14, Kneehill E911 proposal Mr Wagstaff inquired on the status of the 911 dispatch advising the Trochu fire department was going with 911 dispatch It was noted the town of Three Hills was awaiting a report on this issue, which was expected to be presented to their council later this month Mrs Lowen reported Carbon s council meeting was tonight and Mrs Deak noted she would call Carbon and request this issue be addressed at their council meeting Mr Marz re entered the meeting - time 9 35 A.M EXEC COMM REPORT MARZ OUT OF MEETING EXEC COMM #9 LINDENRUBBLE PIT EXEC COMM. #14 E911 REPORT MARZBACKINTO MEETING Mr Wagstaff moved Executive Committee report item #14, Kneehill E911 proposal, be E911 REPORT tabled until the next council meeting TABLED G 1 16 CARRIED Mr Hanger moved approval of the balance of the Executive Committee report APPROVAL OF CARRIED BALANCE OF EXEC COMM i The November bank reconciliation and cash comparison reports were presented REPORT JD/MIN tj u 0 0 M.D. OF KNEEHILL_N( January 14t" and 15t ", 1997 Mr Wagstaff moved approval of the November bank reconciliation and cash APPROVAL OF comparison reports, as presenteil BANS & CASH " 1 1 Mr Jeffery reported the Hon Tom Thurber Minister of Municipal Affairs had forwarded the M.D 's copy of the Municipal Viability Handbook, covering four very relevant topics municipal viability issues 1995 viability data planning to make internal changes (business planning), planning to make external changes (restructuring) Mr Jeffery reviewed the 1995 viability data for the M.D of Kneehill prepared by AB Municipal Affairs Under the first criteria, can the municipal economy and population grow, Mr Jeffery noted, from the statistics provided it appears the economy of the M.D is growing even though the rural population of the M.D is decreasing and the population of the urban centres in the M.D is increasing Under criteria two, can council govern democratically and represent the interests of the community, it was agreed the M.D 's response would be "yes " Under criteria #3, can the municipality meet its responsibilities for administration and services to satisfy legislation it was the M.D 's response would be "yes " Under criteria #4 is the municipality able to provide needed services to residents at a cost they are willing to pay, Mr Jeffery noted, from the statistics, it appears the M.D 's expenditures and tax rate seem to be on the high side when compared to other jurisdictions but the ratepayers seem to want the services and appear willing to pay for them Under criteria #5, can the municipality provide services from available financial resources, Mr Jeffery noted, from the statistics, it appears the M.D has sufficient revenues to meet this criteria but does have a high dependency on tax revenues noting the M.D could possibly look at more user fees but it would be very hard to cover transportation costs through user fees Mr Jeffery then proceeded to review factors that determine a municipality's viability growth in population and economy, governance that democratically represents the interests of the community satisfaction that the responsibilities for administration and services are in accord with legislation, providing the services that are needed at a cost the residents are willing to pay- funding services from financial resources Council then reviewed and discussed the questions asked to determine viability and agreed upon the following responses to the following viability questions REPORTS AB MUNICIPAL AFFAIRS VIABILITY STUDY Viability Criteria 1. Can the municipality s economy and population row? Economy and Population VIABILITY Despite short term changes what are the longer term trends is total population growing? CRITERIA #1 NO Is the share of the population over the age of 60 decreasing? NO Are young people able to find work in the area? YES Has the trend in building permits and business licenses reflected the community? YES Is the municipality's assessment growing? YES growth of the P_.S G Total score 3 YES 2 NO RECESS A short recess was held from 1000 A.M 10 15 A.M Mr Lonnie McCook, Public Works Superintendent, was present when the meeting MccoOSINTO continued MEETING The Public Works Superintendent Report was presented It was agreed to schedule a Capital Committee meeting on Friday, January 17/97 at 9 00 A.M PHIS REPORT Mr 1Tckery moved approval of the Public Works Superintendent report. APPROVAL PHIS CARRIED REPORT Mr Jeffery reviewed the Jan 2/97 letter from the Hon Butch Fischer, Minister of Transportation, addressing the issues discussed with him at the November AAMD &C THURBER convention Bleriot Ferry SH 806 SH 837 SH 575 AB Transportation & Utilities RESPONSE RE. MIMIN 3 0 0 0 Cl M D OF KNEEHILL No 48 COUNCIL MINUTES January 141" and 15t ", 1997 acknowledges the municipalities of Starland and Kneehill have agreed the M.D of Kneehill MEETINGAT on behalf of both jurisdictions, enter into negotiations with AB Transportation & Utilities, CONVENTION for the administration and operation of the Bleriot Ferry Mr Rob Penny, AB Transportation & Utilities, Regional Director, Red Deer, will continue these negotiations BLERIOT FERRY using the Klondyke Ferry agreement as a basis for terms TRANSFER In response to the M.D 's request for a 10 metre finished road top for the SH 806 overlay project from SH 583 south 7 5 miles, Mr Fischer advises under the Secondary Highway Partnership Program, widening of narrow paved secondary highways is the responsibility of the municipality without cost sharing In the case of SH 806, the current 8 5 metre width is SH 806 WIDENING acceptable for the current projected traffic volumes north of Linden, however the two REQUEST horizontal curves are geometrically substandard and should be upgraded AB Transportation & Utilities has agreed to cost share the rebuilding of these substandard curves to an ideal width of 10 metres and will review the report, prepared by Torchinsky Engineering, to determine if there is sufficient justification to consider cost sharing the remaining sections of road A discussion followed on the hill cuts required for this project and the pipe replacement Mr Boake moved a letter be sent to AB Transportation & Utilities regarding the SH 806 project, from SH 583 south 7 5 miles, and proposing the M D of Kneehill undertake, at RESPONSE TO AB its cost, the ividemng of this project to a 10 metre ividth, except for the hill cuts and MUN. AFFAIRS curves, and that AB Transportation & Utilities be responsible for the costs to address the RE SH 806 hill cuts, curves and required cuh,ertlpipe for the project, AB Transportation & Utilities WIDENING be fully responsible for the costs for the overlay for this project and share the base course costs for this project, under the arrangements of the partnership program (75% AB Transportation & Utilities and 25% M D. of Kneehill) CARRIED In response to the SH 837 concerns regarding erosion and slides in the SE 27- 29- 21 -W4, Mr Fischer advises it would be inappropriate for his department to commit to any level of participation prior to reviewing the results and recommendations of the study to be SH 837 EROSION undertaken by AB Environment PROBLEMS SE 27- 29 -21 -W4 Mr Wagstaff moved to accept and file this matter, pending a response from AB P00G Environment CARRIED In response to the M.D 's request for cost ;sharing of the legal fees to cancel the contract with A &A Paving Ltd., for the overlay of SH 575, Mr Fischer advises AB Transportation & Utilities cannot approve this cost sharing and the department s policy for awarding work A &A PAVING to the low tender bidder is a long standing requirement under the public Works Act. Mr LEGAL FEES RE. Fischer notes it was the M.D 's choice to ;pursue contract cancellation and therefore the SH 575 M.D should fund the resulting legal costs A discussion followed and it was noted the original letter, dated Nov 7/96, to the Minister, requesting this cost sharing clearly states in the third paragraph the contract was cancelled when A &A failed to start the project prior to the project completion date It was agreed to send a letter to the Minister and express the following points the M.D 's disappointment in the Minister's response and clarifying the reason the M.D cancelled the contract was, as stated in the third paragraph of the Nov 7/96 letter, the contractor did not commence the project prior to the project completion date, note the road project was undertaken under the Secondary Partnership Program and the M.D is disappointed when the rules under this partnership agreement change on the whim of the current Minister the former Minister of Transportation, Dr Steve West, had indicated AB Transportation & Utilities would cost share these legal fees, now the current Minister has indicated this is not the case, the M.D went to great lengths and costs to obtain legal opinion, on behalf of itself and AB Transportation & Utilities, the partners in the contract with A &A Paving, to ensure the proper procedures were followed in this contract termination in the past the M.D has responded favourably and co operatively with AB Transportation & Utilities as they have JDIMIN 4 9 L] • 11 M.D. OF KNEEHILL No. 48 COUNCIL MINUTES January 14th and 151h, 1997 downsized their operations and placed more responsibilities onto local municipalities the Blenot Ferry is such an example The M.D is currently negotiating the transfer of the ferry operations to the local jurisdictions, the M.D feels it is acting fairly in these ferry negotiations and that AB Transportation & Utilities is not reciprocating fairness in the A &A Paving issue Mr Hanger moved a letter be sent to the Hon. Butch Fischer, Minister of RESPONSE TOAB Transportation, expressing the MD 's disappointment at his decision regarding the cost MUN AFFAIRS sharing of the legal fees in the contract with A &A Paving Ltd, for the overlay of SH RE. A &A PAVING 575, clarify the reason this contract was cancelled and further including all the elements LEGAL FEES regarding this issue, as discussed above Z-- CARRIED A-'*'' r � Under agenda item #14, Policy 3 8, Radios and Cellular Telephones Mr Vickery reported the toll free number available on the Trochu exchange only, for toll free telephone service to Red Deer, Innisfail and area, is only available when using a land line telephone and not COUNCILLOR accessible from a cellular telephone Mr Vickery noted his division has four different RADIOS & CELL telephone exchanges and by utilizing this toll free number he can telephone, toll free, all PHONES areas in his division except Olds It was confirmed by council the intent of the original discussions regarding councillor cellular telephones was for each councillor to return one radio, either the home or vehicle radio, in lieu of having a cellular telephone Mr Hanger noted he had returned one of his radios to the office to day Mr Vickery moved Policy 3 -8, Radios and Cellular Telephones, be changed to reflect POLICY3 -8 one radio will be given to each councillor for use, at his/her discretion, in either his/her RADIOS & home or vehicle in addition to a cellular telephone allowance of $50.00 per month, with CELLULAR this policy to be reviewed annually at the Organizational Meeting TELEPHONES CARRIED POL/G i t:.iti. �;EX3 Mr McCook left the meeting time 11 00 A.M. Council then continued to review and discuss the questions asked to determine viability and agreed upon the following responses to the following viability questions Viability Criteria 2. Can council govern democratically and represent the interests of the MCCOOKOUTOF MEETING VIABILITY STUDY CONTINUED community? Sense of Community VIABILITY Is there a strong sense of pride in the community? YES CRITERIA #2 Are there strong local volunteer organizations that support and possibly provide complimentary services to the municipality? YES Are the number and membership of these volunteer organizations growing? NO Is there a sense of shared values in the community? YES and NO Do the mumcipality and its residents provide services to adjacent rural residents? YES Are the bylaws adopted by council supported? YES Doe the residents show strong involvement in the work of the municipal government? NO Local Democracy Is the council elected (as compared to acclaimed)? NO Are the voter turnouts in elections satisfactory? YES Are council vacancies infrequent and readily filled? YES and NO Total score 7 YES 5 NO Viability Criteria 3. Can the municipality meet its rest) onsibihties for administration and services, and satisfy legislation? VIABILITY Administrative Capacity CRITERIA #3 Does the municipality employ knowledgeable administrative and operational staff who are able to effectively advise council on their responsibilities ? YES Do the council and administration regularly update their knowledge of municipal MIMIN 5 1 0 9 0 M.D. OF KNEEHILL No. 48 COUNCIL MINUTES January 141" and 15t ", 1997 government through participation in AUMA or AAMD &C or other training opportunities? YES Financial Management Does Council adopt and follow an annual budget each year? YES Does the administration report regularly to council on the municipality's finances and budget performance? YES Does the municipality have a three to five year projected capital and operational budget and /or business plan? YES Total score 6 YES 0 NO Viability Criteria 4 Is the municipality able to provide needed services to residents at a cost VIABILITY they are willing to pay? CRITERIA #4 Paying for Services Are the municipality's mayor public facilities being regularly maintained? YES Are financial reserves being set aside for infrastructure replacement? YES Can the mumcipality afford to undertake major capita works when they are needed? YES Are tax collections and utility payments generally kept up to date? YES Are taxes comparable or lower then in other municipalities in the area? YES (Urban) NO (Rural) Are utility rates comparable or lower than in other municipalities in the area? YES Total score 6 YES 1 - NO Viability Criteria 5 Can the municipality provide services from the available financial VIABILITY resources? CRITERIA #S Debt and Reserves Is your municipality operating within the regulated debt limits? YES Has the trend over recent years been to decrease debt and debt payments? YES Have reserves been increasing? YES Do you seldom use, or only use for a short period lines of credit to pay for day to day operations? YES Are the mayor industries which provide tax base and employment growing? YES Taxation and Revenues Have the rates and amounts of tax arrears been decreasing? YES Has the rill rate for residential and non residential property been stable for two or more years? YES Can the loss of provincial grants be offset without a tax increase? NO Total score 7 - YES 1 - NO Total scoring for all criteria questions 29 YES 9 NO Mr Jeffery noted while there is no absolute measure for viability, consistently positive VIABILITY responses indicate the municipality has the political, community and financial resources to MEASURES continue to operate effectively- consistently negative responses would suggest the local government is no longer effectively meeting the political and servicing needs in its area. Mr Jeffery noted the M.D 's responses to the criteria questions tend to indicate its weakest area is growth and perhaps the M.D should be actively pursuing economic growth The responses certainly indicate the M.D fulfills its service responsibilities and has financial management of its resources It was agreed the M.D 's responses to this viability exercise be published in the newspaper so the public could see how council had responded to the viability criteria BALANCE OF Mr Boake moved the balance of the viability exercise be referred to the Executive VIABILITYREPORT Committee for completion. REFERRED TO CARRIED EXEC COMM. MIMN 6 0 0 • 0 M D OF KNEEHILL No 48 COUNCIL MINUTES January 14t" and 15t ", 1997 Messrs Cunningham and Ruslmg entered the meeting time 11 30 A.M CUNNINGHAM& RUSLING INTO Mr Hanger reported he had received a letter from a respondent at the Dec 10/96 Public MEETING Hearing, in which more information was provided pertaining to the Public Hearing for the redesignation of the NW & SE 18 32 23 W4 The rest of council indicated they had not received this letter COUNCILLOR It was noted the Dec 10/96 Public Hearing was adjourned, not tabled A decision must be HANGER based on the information received at the hearing The purpose of a Public Hearing is to DISCLOSURE RE. provide for all interested parties to hear information and ask questions Should there have REDESIGNATION been an indication during the Public Hearing that more information was forthcoming the NW& SE 18-32 - hearing could have been tabled, pending receipt of the information Thus, all involved 23 -W4 parties would be given the opportunity to hear the additional information and respond to same APPROVAL TO Mr Hanger moved he be excused from the next agenda item because of additional EXCUSE information he had received, pertaining to the Dec 10196 Public Hearing, after the COUNCILLOR closing of the Public Hearing. HANGER FROM CARRIED MEETING Mr Hanger left the meeting time 11 40 A.M Mr Boake moved third reading be given, at this time, to Bylaw #1366, this being the THIRD READING bylaw to redesignate the North West and South East Quarters of Section 18, Township BYLAW #1366 32, Range 23, West of the Fourth Meridian,(NW & SE 18- 32- 23 -W4) from "AC" - REDESIGNATION Agricultural Conservation District to "A" - Agricultural District NW & SE 18-32 - CARRIED 23 -W4 Mr Vickery moved approval, under the authority of the M D of Kneehill No 48 Land Use Bylaw #1061, Section 21, Subsection 6[c], to relax Section 21, Subsection 5, of this APPROVAL TO bylaw to allow more than two sites in the NW and SE Quarters of Section 18, Township RELAX LAND USE 32, Range 23, west of the a Meridian. BYLAWSEC- 21W CARRIED Mr Hanger re entered the meeting time 11 45 A.M Mr Hoff moved third reading be given, at this time, to Bylaw 1365, this being the bylaw to redesignate a portion of the North East Quarter of Section 23, Township 29, Range 21, West of the 0 Meridian (NE 23- 29- 21 -W4) from "A" - Agricultural District to "LRC" - Local Rural Commercial District. CARRIED HANGER BACK INTO MEETING THIRD READING BYLAW #1365 REDESIGNATION NE 23- 29 -21 -W4 Mrs. Lowen moved the M.D. of Kneehill No. 48 Land Use Bylaw #1061, Kneehill Creek Area Structure Plan, Section 4.3 be amended to read as follows APPROVAL TO Commercial development in the plan area should be restricted to home occupations AMEND LUB meeting the standards and guidelines established in the Land U.se Bylaw. CARRIED L UNCH RECESS The meeting recessed for lunch between 12 05 P M 1 05 P M Messrs Cunningham and Rusling were not present when the meeting continued CUNNINGHAM & RUSLING NOT Mr Boake moved the meeting go "in camera. " PRESENT CARRIED IN CAMERA Mr Jeffery and Mrs Deak left the meeting time 1 05 P M JEFFERY & DEAK Mr Vickery moved the meeting go "out of camera. " OUT OFMEETING CARRIED O UT OF CAMERA MIMIN 7 E E • L� M.D. OF KNEEHILL No. 48 COUNCIL MINUTES January 14th and 15th, 1997 Mr Jeffery and Mrs Deak re entered the meeting time 1 25 P M Council proceeded to review the senior administration staff salaries and overtime and their proposal for the following salary increases John Jeffery increase from $64, 153 00 to $66,000 00 Jennifer Deak increase from $45 390 00 to $48,000 00 - Lonnie McCook increase from $44,064 00 to $55,000 00 Alex Cunningham increase from $40 657 00 to $42 000 00 Ed Dunay increase from $49,302 00 to $51,000 00 Art Thomas increase from $38 735 00 to $39 500 00 It was noted the working hours proposed for Mr McCook were eight hours during the Winter (November -March) and 10 hours during the Summer (April October) time frame A discussion followed on the M.D part time employee policy and how this policy of laying off employees during December and re hiring in the new year may need to be addressed as many employees hired under these arrangements, accepted permanent fob openings with other employers when the opportunity arose because the security offered with permanent employment status Mr Jeffery reported the village of Linden had declined the opportunity to oversee the Linden Rubble Pit therefore the M.D would be continuing to look after these operations I' An attendant needed to be hired at both the Linden and Torrington sites as both attendants had tendered their notices Mr Jeffery inquired whether council would be receptive to hiring one person to oversee both sites noting this would require the person to be placed on group health and Local Authorities Pension as the required hours and conditions would be fulfilled for permanent employee status Council agreed, if possible their preference would be for one person to oversee both operations Mr Vickery moved an attendant be hired to oversee the operations at both the Linden and Torrington Transfer Sites CARRIED Mr Hanger moved approval of the senior administration salary increases and working hours for the Public Works Superintendent, as proposed and discussed CARRIED Mr Jeffery inquired as to the effective date of these salary changes and was advised all changes are effective Jan 1/1997 Mr Jeffery reviewed the minutes of the Nov 20/96 Kneehill Ambulance Board, noting Mrs Loretta Ling has been appointed Chairperson of the Board with Mr Vickery as Vice Chairperson. Mr Jeffery also reported the Kneehill Ambulance Board has proposed a more equitable cost sharing arrangement, with the village of Linden, for the sharing of the Linden fire hall expenses between the Linden fire department and the Kneehill ambulance Mr Vickery reported the a total number of ambulance calls in 1996 was 467 of which 263 calls originated from the Three Hills area Mr Marz reported he had been requested on behalf of the ambulance board to attend the Kneehill Ambulance Christmas supper on Jan 10/97, at Linden and had conveyed the ambulance board s thanks and appreciation to the volunteers for their service during the past year " Mr Hoff moved to accept the Kneehill Ambulance Board report. CARRIED A short recess was held from 2.45 P M until 3 05 P M The following representatives from the town of Three Hills entered the meeting Councillors John Boxma, Len Schafer, Dan Shea, Kevin Edwards, Mayor Bob Robertson and Town Manager Jack Ramsden Mr Marz welcomed these representatives to the meeting and proceeded to review the , , MIMIN JEFFERY & DEAK BACK INTO MEETING SEN. ADMIN. SALARYREVIEW MCCOOK WORKING HOURS PART TIME EMPLOYEE POLICY LINDEN & TORRINGTON SITE ATTENDANTS APPROVAL TO HIRE ATTENDANT FOR LINDEN & TORRINGTON SITES �c� Morn J k+ec6 APPROVAL OF SEN, ADMIN. SALARY INCREASES flvvAfXi KNEEHILL AMBULANCE REPORT APPROVAL OF KNEEHILL AMBULANCE REPORT RECESS TOWN OF THREE HILLS REPS INTO MEETING 8 0 0 i M.D. OF No 48 COUNCIL January 14th and 15th, 1997 recreation joint services, beginning with the Nov 5/96 town of Three Hills recreation funding proposal Mr Marz reviewed this proposal summarizing town's position on revenues, expenses and sharing of costs, along with the M.D 's position as previously discussed in council Mr Marz summarized the Three Hills recreation proposal as follows proposal as follows 1 Town's position Revenue figure used must be highest of actual revenue or 75% of the operating expenditures. M.D agrees 2 Town's position Revenues should be reduced by - merchandise sales - concession revenues non resident fees - STEP grants - arena advertising revenues M.D feels no deductions from total revenues, should be total operating revenues 3 Town's position Expenditures should be reduced by - concession expenditures - merchandise for resale debenture payments - arena advertising expenses M.D feels should be total operating expenditures Agree capital contributions and debenture payments are not operating expenditures Town s position Final operating deficit should be shared town 50% /M.D 50% M.D s position Arenas & Pools 1/3 of 44 1% funding for operating deficits in arenas and 1/5 of 44 1% funding for operating deficits in pools OR the pooling of all arena and pool operating deficits to be paid on a per capita basis, with total per capita being the entire population of the municipality AND with the addendum that these recreational facilities could be administered by a Regional Recreation Board The town representatives were the given a copy of the M.D 's preliminary position for the funding of operating recreation facility costs as approved earlier to day, that being All towns and villages pool and arena deficits to be totalled All town and villages and M.D of Kneehill current population to be totalled and divided into total deficit This amount will be the maximum per capita deficit of the area M.D of Kneehill will pay maximum per capita deficit of area to each town and village based on urban population to a maximum of M.D of Kneehill's population % of area (44 1 %) of the total town or village deficit, whichever is the lessor amount M.D of Kneehill will pay a minimum of $2 50 per capita to each town and village based on town and village population Recreational facilities could be administered by a Regional Recreation Board Definition of Deficit Operating revenue less M.D of Kneehill grants to towns and villages and reserve usage Operating expenses less debenture debt, reserves and capital JD/MIN THREE HILLS RECREATION JOINT SERVICES PROPOSAL & MD'S RESPONSE MD'S RECREATION PRELIMINARY POSITION ►"I • is M D OF KNEEHILL No. 48 COUNCIL MINUTES January 141" and 15t ", 1997 Mr Marz then reviewed this position with the town The town was given the schedule of recreation facility losses It was noted this schedule had been prepared, based on the most current figures provided by the urban Jurisdictions, and the M.D could not confirm whether the reporting processes were consistent between the towns and villages This schedule was then reviewed It was noted the facility costs would fluctuate from year to year The town was then given a summary of the M.D recreation grant allocation, based on the figures provided in the foregoing schedule Mr Jeffery reviewed the grant calculation for these facilities Mr Marz discussed the M.D 's position, noting the M.D paid the urban recreation grants last year without benefit of an agreement, and in good faith an agreement would be negotiated this year The M.D is striving for consensus and agreement to principles The principles approved by the M.D council reflect its desire to pay its fair share towards these facilities and at the same time recognize inefficiencies some type of accountability is required if the M.D is a partner in the sharing of operating costs The advantages of having a Regional Recreation Board was discussed A board could compare revenues and expenses of the various facilities and, through this comparison process, identify extraordinary items For example a facility that has an extraordinary amount of revenues could share knowledge with other facilities in an effort to help other facilities realize more revenues, a facility with huge operating costs could discuss possible cost reductions with facilities that operated more efficiently It was noted the M.D is in favour of pooling facility costs and the concept of a regional recreation board The M.D is of the opinion we are one community of 10 685 people the M.D residents are regional and have the opportunity to use facilities in all locations Mr Edwards summarized his understanding of the M.D 's position that being the M.D is committed to a regional perspective as a granting organization, the M.D has the right to set operating targets to generate efficiencies Mr Marz noted the M.D 's principle is to pay its fair share of these facilities and encourage the efficient operating of these facilities, that is why there is a cap on the amount of operating deficit the M.D will fund in any one facility Mr Ramsden noted the M.D 's grant allocation proposal does not encourage efficiency like the Three Hills proposal which caps revenues The M.D noted the Three Hills proposal was a good proposal and one that could be worked towards in the future Mr Marz inquired why the town had reduced revenues by sales and STEP grants Mr Ramsden noted the STEP grant could be used in any area Mr Marz noted if the M.D was a partner in the facility sharing it should share in all revenues and expenditures Mr Edwards noted, under the M.D proposal a larger deficit could be incurred for a facility and the urban centre would receive a larger grant Mr Marz noted the M.D s proposal encourages all towns and villages to keep their facility costs comparable, if all costs were comparable then everyone would be equally paying for these facilities A discussion followed on the reporting of the facility revenues and expenses, contributions from Ag Societies to these facilities arena operating costs, ice rental rates Mr Shea left the meeting - time 4 00 P M It was reported the Three Hills arena charges $55 00 per hour ice time to minor hockey and $65 00 per hour ice time to others Mr Marz noted the arena ice rental rates in the city are between $100 00 $120 00 per hour based on a 50 min hour, 10 minutes of every rented hour is allotted to ice cleaning Mr Edwards advised he had another engagement expressed his apologies at not being • present for the remainder of the discussion, and left the meeting time 4 05 P M The M.D inquired whether the town felt the M.D s principles, as presented seemed fair Mr Ramsden noted he was not in favour of pooling deficits Mr Marz noted the deficits are pooled and allocation is based on an average, it rewards those facilities that are efficient The town noted it would review the M.D s principles and advise on their position JD/MIN RECREATION JOINT SERVICES DISCUSSION 10 C� G n U M.D. OF KNEEHILL No. 48 COUNCIL MINUTES January 141" and 15t ", 1997 Mr Marz thanked the town for meeting to review and discuss this issue and for presenting their proposal for recreation funding The M.D inquired whether the town had reached a decision regarding the E911 system Mr Robertson advised the town was awaiting the citizen s report on this issue , which E911 DISCUSSION would probably be presented to the next council meeting, scheduled for Jan 27/97 Mr Marz requested a copy of this report The town requested some available dates from the M.D to schedule the regional FCSS DATESETFOR meeting The M.D councillors agreed upon a possible date of Feb 18/97, at the town REGIONAL FCSS office, commencing at 7 00 P M. with Feb 19/96 as an alternate date Mr Ramsden noted MEETING he would contact the other towns and villages and confirm this date A discussion followed on the Lottery Board response and Mr Ramsden noted it was difficult to comment on this matter without knowing the provincial governments funding LOTTERYBOARD proposal Mr Marz advised the M.D council's position was that any regional lottery board DISCUSSION should be administered by elected officials who are accountable to the residents and who could look collectively, having the best interests of the community as a whole, and distribute any monies accordingly THREE HILLS On behalf of the town, Mr Robertson thanked the M.D for the opportunity to meet and REPS OUT OF discuss these issues, noting his council would further review the M.D 's principles and MEETING advise On behalf of the M.D, Mr Marz thanked the town meeting with the M.D The town representatives left the meeting time 4 45 P M Mrs Lowen moved the meeting recess until 6 30 P M RECESS The meeting reconvened at 6 50 P M The following representatives from the town of Trochu entered the meeting Councillors TOWNOFTROCHU Phil Frere, Tom Laubman, Marg Dyer Doreen Delaney Mayor Jean Ashcroft and REPS INTO Administrator Maureen Malaka MEETING On behalf of the M.D, Mr Marz welcomed the Trochu representatives to the meeting MD'S Mr Marz and Mr Jeffery then proceeded to review the M.D 's recreation joint service RECREATION position and principles, providing the same information and handouts as given to the town JOINTSERVICE of Three Hills POSITION A discussion followed on the high net operating deficits for the Trochu arena and pool facilities Mr Frere advised the 1995 arena costs were high due to the losses incurred when hosting a summer hockey school, the summer hockey school cost $18 000 00 per month Mr Frere further advised the Trochu arena rental fee to the minor hockey was originally set RECREATION at $55 00 per hour Trochu and Three Hills met to discuss charging the same arena rental JOINTSERVICES fees, Three Hills was charging $40 00 per hour and Trochu $50 00 an hour Both DISCUSSION jurisdictions agreed upon a fee of $45 00 per hour for minor hockey and $70 00 per hour for men s teams (was $65 00 and $75 00 respectively) Mr Frere noted Three Hills now charges $55 00 per hour arena rental for minor hockey with a $10 00 per hour fee built in for a capital fund A discussion followed on arena charges in other areas, including arena operating costs The Trochu representatives then calculated their pool and arena losses, based on 1996 information, comparing these totals with the 1995 figures The 1996 net loss of $78,912 00 was approximately $2 000 00 lower than the total 1995 reported net losses of the combined pool and arena facilities of $80,735 92 The town representatives noted their figures needed to be confirmed and also requested verification that the other urban centres figures were comparing and including the same expenses as Trochu Mrs Dyer noted a standardized rate for the arena rentals was required and agreed a Regional Recreation Board could have input into rates, policies, etc Mr Marz noted a Regional Recreation Board concept was a fair concept and such a board could share and address the concerns regarding JD/MIN 11 M D OF KNEEHILL No. 48 COUNCIL MINUTES January 14t" and 15t ", 1997 operating expenses including the financial reporting and the deficits calculations A discussion followed on the concept of a regional lottery board, comprising of elected officials from the jurisdictions in the area A general discussion followed on the problems with the Trochu arena roof Mrs Ashcroft noted any mayor renovation would have to be a community funded effort Mr Frere inquired what the other arenas in the M.D did with RECREATION their concessions, Trochu rented out their concession, at a $150 00 per month to the nunor JOINTSERVICES hockey to operate Mr Marz noted this issue could also be addressed and perhaps DISCUSSION standardized through a Regional Recreation Board Mr Frere requested the M.D discuss with Three Hills, the town's minor hockey arena fee schedule as it did not appear to be set at the same arena fees as Trochu Mrs Ashcroft noted her council would review the M.D s principles and advise of their TROCHUREPS OUT position regarding same Mr Marz thanked the Trochu representatives for meeting with the OFMEETING M.D The Trochu representatives then left the meeting time 8 40 P M A following representatives from the village of Acme entered the meeting Councillors VILLAGE OFACME Kathy Jackson and Bert Jackson, Mayor Bob Hannah and administrator Joanne Weller REPS INTO Mrs Jackson advised Councillor Jane Allan was unable to attend the meeting and MEETING Councillor Wendall Hannah had resigned his position the village would be holding a by election in February On behalf of the M.D. Mr Marz welcomed the Acme representatives to the meeting MD'S Mr Marz and Mr Jeffery then proceeded to review the M.D 's recreation joint service RECREATION position and principles, providing the same information and handouts as given to the towns JOINT SERVICE of Three Hills and Trochu POSITION The schedule of recreation facility losses was reviewed Mrs Jackson advised the Acme community had promoted a lot of fund raisers for the pool The Acme council had decided, without the M.D grant for the pool, an operating deficit over $20,000 00 was unacceptable Over the past three years, the pool's operating deficits had been under $20 000 00 Pool RECREATION rates had increased $0 50 this year, an adult swim cost $2 50 Pool revenues of $2,500 00 JOINTSERVICES per year had been realized from pool rental revenues from the communities of Crossfield DISCUSSION Beiseker and Irricana. Mrs Jackson requested clarification on the concept of the regional recreation board Mr Marz noted the board could have representatives from all areas, agree on policies, exchange ideas and information act in an advisory capacity Mr Marz noted, as the M.D represents the entire area, it has a vested interest in comparing facility operations as it cost shares in all the facilities Mrs Weller noted the policy should recognize and pay more to facilities that operate efficiently Mr Jackson noted the Acme pool had a leak last year and received a quote of $20,000 00 for this repair, the village personnel fixed the leak for approximately $600 00 Mr Marz congratulated the Acme community for its fund raisers for the pool facility and for exercising fiscal responsibility in its pool operations Mr Marz noted the M.D council felt its principles were fair and requested the village review and discuss these principles, noting the M.D would be meeting with Torrington, Linden and Carbon tomorrow evening to review these issues Mr Hannah expressed the village's desire to get this issue settled and thanked the M.D for providing the opportunity to meet and discuss the matter Mr Jackson concurred with Mr Hannah's comments noting it was good to have a consultation process rather than a confrontational process to address issues Mr Hannah inquired how the M.D calculated the previous years grant Mr Marz noted the grant was based on an average of previous years Mr Hannah thanked the M.D for their grant Mr Marz noted the M.D paid the grant without an agreement in place, in good faith to pay its fair share and continue negotiations Mrs Jackson inquired about recreation grants for golf courses Mr Jeffery noted the M.D recreation grant, in its present form, addressed pools and indoor arenas and did not consider curling rinks golf courses etc On behalf of council, Mr Marz thanked the Acme representatives for attending the meeting and requested their council review the principles and advise of their position ACME REPS OUT The Acme representatives left the meeting time 9 25 P M OFMEETING Mr Vickery moved council recess until 7 00 P M Wednesday, .1anuary 1511996 RECESS JD1U N 12 0 0 E 0 M.D. OF KNEEHILL No 48 COUNCIL MINUTES January 14th and 15th, 1997 The regular meeting of council recessed from Tuesday, January 14"', 1997, convened at the M.D of Kneehill office, 232 Main Street, Three Hills, Alberta on Wednesday January 15"', 1997 commencing at 7 00 P M. COUNCIL The following were present for the meeting RECONVENED Reeve Richard Marz Councillors Marylea Lowen Otto Hoff Robert E Boake James M Hanger Richard M Vickery M Glen Wagstaff Administrator John C Jeffery Division Four Division One Division Two Division Three Division Five Division Six Division Seven (after 7 15 P M ) Jennifer Deak, Assistant Administrator, was also present and recorded the minutes Reeve Richard Marz called the meeting to order at 7 00 P M The following people entered the meeting Village of Torrington Councillors Mack Hutton and Fred Pfeifer Village of Carbon Councillors Gus Nash and Shirley Buyer, Mayor Dusty Poxon and Admimstrator Wendy Sowerby Village of Linden Councillors Elvin Blosser, Annon Hovde, Jake Klassen and Murray Huddle On behalf of the M.D., Mr Marz welcomed everyone to the meeting, extended congratulations to the new councillors from Linden and Torrington and requested everyone introduce themselves Mr Marz and Mr Jeffery then proceeded to review the M.D s recreation point service position and principles, providing the same information and handouts as given to the towns of Three Hills and Trochu and village of Acme Mr Marz noted the M.D wanted to resolve the recreation point services and felt its proposal reflected the M.D s fair share towards these facilities, on behalf of the rural residents, the M.D was paying its fair share of these facilities whether or not a town or village paid its fair share It was further noted the proposal was open for review and discussion PRESENT CALL TO ORDER TORRINGTON, CARBONAND LINDENREPS INTO MEETING MD'S RECREATION JOINT SERVICE POSITION The operations of the facilities was reviewed and discussed Carbon indicated their pool user fees were comparable to the Acme pool fees, their pool size was 45 feet long with a 50,000 gallon capacity Mr Nash indicated he would like to see all recreation facilities be RECREATION self supporting the formula appears to penalize those facilities that are doing well Mr JOINTSERVICES Marz noted the formula penalizes those facilities whose deficits are over the average deficit DISCUSSION Mr Wagstaff entered the meeting 7 15 P M Mr Hanger inquired how those present felt about consistent rates The Carbon representatives noted their outdoor pool was comparable to Acme s pool rates Mr Hoff reported he had been advised the arena rental rates at Beiseker were $65 00 per hour; Calgary between $80 00 100 00 per hour; Sisika Nation $75 00 per hour A discussion followed on arena rental rates and increasing the rural arena rental rates to more realistically reflect costs Mrs Sowerby noted the onus for a facility should lie with the jurisdiction in which the facility is located, they are the owners and should have the ultimate responsibility A discussion followed on the proposal for a regional recreation board, possible board structure and advantages Both Mrs Sowerby and Mr Nash indicated they felt there was JD/MIN WAGSTAFF INTO MEETING RECREA TION JOINT SERVICES DISCUSSION 13 M.D. OF KNEEHILL No. 48 COUNCIL MINUTES January 14t" and 15t ", 1997 no need for a regional recreation board Carbon looked after its pool very well under current arrangements, there was no need for more boards or more meetings to attend The possibility of two regional boards one for arenas and one for pools was considered Mr Marz recapped some of the possible benefits a regional perspective could offer, sharing knowledge and experience consultation process to determine standardized rates support for each other Mr Hutton advised the village of Torrington is no longer involved with the Torrington arena the Ag Society looks after the facility- the arena seems to be doing very well as there is lots of groups from Olds travelling to Torrington to use the arena Carbon again reiterated its preference for a self supporting system Mrs Sowerby noted the M.D formula seemed fair Mr Marz noted an incentive to work towards self sufficiency could be introduced down the road Linden noted it had no pool nor arena facilities and the majority of the Linden residents use the village's walking trails, outdoor arena and tennis courts non pool and non indoor arena facilities Mr Jeffery noted the opportunity to use the facilities is available to the residents of Linden Mr Hovde noted the village supports the Acme pool and contributed $1 000 00 towards its maintenance Mr Marz noted the M.D reduced its grants to rural communities, recognized there was an overabundance of community centres for the area population and recognized the trend towards urban community centres To this end the M.D approved a policy for a minimum recreation grant to those towns and villages that do not qualify for other recreation grants, the minimum grant provides for a payment of $2.50 per capita to the urban centre with per capita based on the population of the urban jurisdiction Mr Marz noted the M.D recognizes its responsibility towards these facilities wants to pay its fair share towards costs, is not concerned about management involvement but rather the M.D 's responsibility to help control deficits Mr Marz requested each jurisdiction discuss the M.D 's principles with their councils and make any recommendations or comments Mr Poxon noted, in his opinion, this was the best idea so far for the sharing of recreation facility costs Mr Hutton advised he would discuss the matter with the Torrington council and requested copies of the policy be faxed to the Torrington village office Mrs Lowen inquired whether Carbon had reached a decision regarding the E911 issue and was advised by the Carbon representatives a decision had been made to go with the Red Deer dispatch ($0 87 per phone line cost) On behalf of the M.D Mr Marz thanked all the representatives from Linden Carbon and Torrington for meeting and discussing the recreation joint services The representatives thanked the M.D for the opportunity to meet and discuss the issues and left the meeting - time 8 20 P M Mr Marz reviewed the possible dates and locations for holding the annual divisional meetings Mr Hanger moved the 1997MD of Kneehill Divisional Meetings be held as follows Monday, February 10/97 - Divisions 4 & S at the Lodge Room, Three Hills Community Centre Tuesday, February 11/97 - Divisions 1,2 & 3 at the Carbon Community Centre Wednesday, Feb 12/97 - Divisions 6 & 7 at the Wimborne Community Centre with all meetings commencing at 7 30 P M CARRIED Alternate locations, should the hall be engaged were M.D office, Huxley or Trochu community centres Councillors Hanger and Vickery volunteered to prepare the agenda for the divisional meetings Mr Vickery moved the balance of the agenda be tabled and the meeting adjourn. CARRIED Time 8 40 A.M Reeve M ipal Admmtr4lolr� ' RECREATION JOINT SERVICES DISCUSSION cARBON E911 DISCUSSION REPS OUT OF MEETING 1997 DIVISIONAL MEETING DATES APPROVED ADJOURNMENT MIMIN 14 • • 0 JOHN C JEFFERY REPORT December 11`x', 1996 to January 14`', 1997 REPORT. Balance Forward $000 1 Pending Report see attached Balance Forward $000 CORRESPONDENCE. 1 Dec 11/196 Receipt #0025935 $26900-AB/Fines 2 Dec 24/96 Receipt 40026011 $19241 -AB Environment Surface Reclamation. 3 Jan 6/97 Receipt #0026026 $19 800 00 AB Treasury FCSS grant 4 Nov 30 & Dec 14/96 AB Gazette 5 Dec 10/96 Golden Hills Regional #15 Meeting Minutes 6 Jan 14/97 Golden Hills Regional Meeting Agenda. 7 Nov & Dec /96 Fine Disbursement Detail Report 8 Dec 27/96 Letter from FCM re 1997 Conference June 6 9/97 in Ottawa 9 Dec /96 Municipal World magazine 10 Dec 13/96 Red Deer County News newspaper 11 Nov /Dec 1996 Marigold Report 12 Dec /96 The Prime Minister's Forum newsletter 13 Dec /96 Connexion newsletter 14 Dec /Jan 1996 AADAC newsletter 15 Fall 1996 AB Tourism Partnership `Uplink newsletter 16 Fall 1996 Western Economic Diversification Canada Newsletter 17 Dec /Jan 1997 Profit magazine 18 Dec /96 Jan/97 AB Community Development Community Focus newsletter 19 Winter 1997 Co op Opportunity newsletter for Cooperative Education Employers 20 Employment Opportunity County of Grande Prairie - Agricultural Fieldman 21 Advertising Volunteer Centre of Calgary 22 Course and seminar advertising Banff Centre for Management 23 Seminar advertising Coaching and Team Building Skills for Managers and Supervisors 24 Seminar advertising Applied Sciences courses, seminars & workshops U of AB 25 Senunar advertising Successful Money Strategies 26 Seminar advertising Trouble Shooting & Maintenance of IBM PC's 27 Senunar advertising Provincial/Municipal Government Liability 28 Seminar advertising How to Supervise People 29 Advertising - Canada Communication Group 30 Dec 10 &24/96 Highway 21 News newspapers 31 Dec 11 & Jan 8/97 Three Hills Capital newspapers 32 Numerous Christmas cards and greetings from local jurisdictions, suppliers, etc HOME OCCUPATION AND DEVELOPMENT PERMITS. 1 Grad & Walker Energy Corp gas plant 2 Bauer Mike 2 °d meat cutting facility 1 06 17 34 24 W4 $ 110 000 00 SE 36 32 26 W4 $25,00000 i a M >i li EJ EJ UPCOMING DATES January 14`x' 1997 January 15'' 1997 January 17d' 1997 January 22nd 1997 January 23`d, 1997 January 24d' 1997 January 27"', 1997 sli JD /PENDING.DOC PENI)ING FII,ES AS AT .IANUARY 14T", 1997 Council Meeting 8:30 AN M.D council chambers Joint Service Meeting 3.00 P M Three Hills 7.00 P M Trochu 8:30 P M Acme Council Meeting Joint Service Meeting (Carbon Linden & Torrington) 7.00 P M M.D office CAAMD &C Director's Meeting 10:00 AN M.D council chambers Kncchill Ambulance meeting 7.30 P M M.D office Executive Committee 9:00 AN M.D office CAAMD &C Curling Bonspicl Springbrook (formerly Penhold) Curling Arena Council Meeting 8:30 AN M.D council chambers 1 30 P M Public Hearing (MD Municipal Plan) 1997 Provincial ASB Conference Westin Hotel Edmonton Executive Committee 9.00 AN M.D office Council Meeting 8:30 AN M.D council chambers Executive Committee 9.00 AN M.D office CAAMD &C Spring Zone Meeting Stettler Council Meeting 8:30 AN M.D council chambers MD of Kncchill Employee Day 199 7 Provincial ASB Tour Hosted by M.D of Woodlands & County of Barrhead 1 Jan 28- 30/1997 February &, 1997 ii i February I Vh, 1997 February 20`i' 1997 February 21 ", 1997 February 25"', 1997 I March 10`i' 1997 ii �I July 14 18/1997 sli JD /PENDING.DOC PENI)ING FII,ES AS AT .IANUARY 14T", 1997 Council Meeting 8:30 AN M.D council chambers Joint Service Meeting 3.00 P M Three Hills 7.00 P M Trochu 8:30 P M Acme Council Meeting Joint Service Meeting (Carbon Linden & Torrington) 7.00 P M M.D office CAAMD &C Director's Meeting 10:00 AN M.D council chambers Kncchill Ambulance meeting 7.30 P M M.D office Executive Committee 9:00 AN M.D office CAAMD &C Curling Bonspicl Springbrook (formerly Penhold) Curling Arena Council Meeting 8:30 AN M.D council chambers 1 30 P M Public Hearing (MD Municipal Plan) 1997 Provincial ASB Conference Westin Hotel Edmonton Executive Committee 9.00 AN M.D office Council Meeting 8:30 AN M.D council chambers Executive Committee 9.00 AN M.D office CAAMD &C Spring Zone Meeting Stettler Council Meeting 8:30 AN M.D council chambers MD of Kncchill Employee Day 199 7 Provincial ASB Tour Hosted by M.D of Woodlands & County of Barrhead 1 E f,J E PENDING FILESASAT JANUARY 14Tx, 1997 ADMINISTRATIVE PENDING ITEMS. I Inter Municipal Assessment Department Jun 11/96 Motion draft agreement to be prepared John is looking after and getting input from other involved Jurisdictions. July 5/96 Meeting Kneehill Starland and Wheatland. Consensus reached re terms and draft agreement to be prepared. July 9/96 Agreement prepared Request to provide councillors with draft. July 17/96 Invited assessment partners to GIS meeting see item #5 July 23/96 Motion approval of draft agreement for one year period Aug 1/96 Letters sent to all partners advising Knechill has approved this agreement. Aug 22/96 EC #20 Wheatland County has advised their council has approved this agreement and recommend agreement be forwarded to partners for signatures Sept 3/96 Letter and agreement forwarded to Starland Sept 19/96 EC# 18 Letter expressing concerns re clause #2 of agreement received from Mountain View Recommend letter be sent to Mountain View confirming all partners are comfortable with the original commitment expressed by Mountain View at the first meeting Sept 30/96 Letter sent to Mountain View c.c. Wheatland Starland. Dec 6/96 Meeting At Knecliill with Wheatland and Starland. JCJ to report. Dec 10/96 CM p 1 Reported joint department on hold for a year The assessor hired by Wheatland has no industrial assessment experience. Starland, who has a lot of industrial assessment will be contracting an assessor Quotes for this contract have varied and have prompted the Kneelull to request the AAMD &C to do a survey on assessment costs per land parcel 2 Cash in Lieu/Municipal Reserves May 28/96 Motion for municipal reserve allocation with school authority to be based on M.D representation on school board (3/8 (37 5 %) x 25% of reserves) Letter sent to school board for their opinion Aug 27/96 CM p 7 Alex discussed proposed changes to Mun Dev Plan clauses 4.8 1 4.8.4, to address municipal reserves at a later date Report accepted. Sept 19/96 EC# 12 School div Has advised it supports 25% for reserves but not 3/8 of this amount as the school trustees represent entire region. Recommendation approved to sent a letter to all towns and villages Wheatland County & M.D of Starland inquiring about their cash in lieu policies. Sept 30/96 Letters sent Oct 17/96 EC #14 Reported responses received from Palliser Regional Municipal Services responding on behalf of Drumheller Trochu Linden Acme & Carbon Hussar & Wheatland County have also responded Recommendation to table until all responses received. Dec 10/96 CM p 1 Update on meeting on Dec 3/96 with Dr McKinnon and Mrs. Kathy Smith Chairperson Recommendation for cash in lieu monies to go to recreation with MD to oversee monies Recommendation will be put forth to school division and they will advise 3. Linden Rubble Pit Jan 23/96 Motion to table pending Mr Boake s investigations into possible land purchasing to expand the site May 28/96 Motion to table for one year (Motion recorded at June 11/96 meeting) Aug 13/96 CM p.9 Concerns re burning pit requiring repairs fencing trees reported. Motion approved to repair pit install page wire fence and plant trees Acme has also requested a date be set with Linden, M.D and Acme to review problems and propose solutions. Aug 19/96 Memos to Art Alex & Bob Boake Need Bob Boake to advise of meeting date for Acme. Linden and M.D to meet. Sept 11/96 Acme has set date for meeting Wed. Sept 25/96 at the Linden transfer site at 10:00 AN Memo faxed to Bob and Marylea advising of this date Sept 25/96 RC #2 Road Committee met with JCJ Don Henry Paul Ehmann and councillors from Acme & Linden to review /linden site and discuss options Oct 8/96 CM p.8 Meeting reviewed. Information agreed upon to ascertain stacking the pits to get more life from available land, start negotiations to purchase balance of quarter section west of creek get gov't regulations to enlarge pit to the south charge for dumping Acme & Linden in favour of charging, Acme transfer site to be manned & open 3 days per week MD has only agreed to 2 days per week, advised present costs for rubble pit is over $11 000.00 and rising current solution is not a long term solution. Motion approved to table user fees, pending a report on rural/urban users at the various sites in the MD Motion approved to share costs to have the Acme site open 3 days per week. Motion approved to request linden to write AB Environment re. stacking pits. Motion approved to form a committee of one councilor from MD Acme & Linden to start negotiations to purchase balance of quarter section west of creek and Bob Boake be the MD representative on this committee. Oct 15/96 Letters sent to Acme & Linden advising of these motions Oct 15/96 CM p 4 Motion approved to table user fees until all councillors present and further JD /PENDING.DOC • 0 • • PENDING FIhE.S A S AT .JANUARY 14", 1997 information be obtained regarding household and rubble dumping fees from surrounding Jurisdictions. Oct 22/96 CM p.4 Motion to table user fees until information from urban centres received. Nov 4/96 CM p.4 Motion to negotiate with Acme and Linden not to charge user fees at Linden dump and advise of MD's concern re people dumping garbage in rural areas if fees imposed and further suggest a provision be made through taxes to recover operating costs Nov 8/96 Letter sent to Acme and Linden Dec 5/96 EC# 12 Acme has agreed, at this time, that user fees not be charged at Linden. Dec 5/96 EC# 13 Linden will be assessing their garbage fees in February and March and indicate they want to cooperate in solving this problem 4 E 9 -1 1 Emergency System June 11/96 Motion approved recommendation to go with Red Deer dispatch and letters sent to all towns and villages in M.D urging them to do likewise July 9/96 CM p.2 Mrs Lowcn reported she had spoken with Mr Dusty Poxon, mayor of Carbon who has expressed an interest in having a meeting to review this issue. July 23/96 Fire & Ambulance dispatch met with council to express concerns with dispatching 911 through Red Decr Motion to have towns and villages meet with this service on Aug 13/96 at 7.00 P M Aug 13/96 CM p 11 John to gather information, cost comparisons etc and get together with administrators who can make recommendations to their councils. Aug 27/96 Motion to approve M.D 911 priorities 1 ` Red Deer call answer; 2nd current system (no change), 3`d Red call answer & dispatch 01 local answer & dispatch Aug 29/96 Letter sent to all towns and villages outlining estimated costs of 911 options and M.D priorities Sept 10/96 CM p.4 Memo from Jack Ramsden and Kevin Edwards 911 inquiries reported to council Motion approved to have JCJ contact both parties and respond to their inquiries Sept 19/96 EC #25 Linden has advised it supports option #2 current system (no change) Recommendation approved to address this matter after all responses received from towns and villages. Oct 17/96 EC #13 Reported Acme has responded it s first priority is to keep the system as is this is the M.D 's 2nd priority Trochu has adopted in principle the same priorities as the MD Recommendation to table until all responses received (Three Hills Carbon & Torrington have not responded) S. Hamlet Water Billing Torun of Three Hills May 14/96 Motion town of Three Hills proposal to do water billing accepted. Letter sent to town advising currently installing water meters and will inform when installations completed. July 9/96 CM p.2 Reported contractor has indicated project will be finished by fall Council agreeable with this timeline Aug 26/96 Letter received from Three Hills requesting information to set up water billing 6. Lots 9 12, Block 1, Plan 7015, EF Wimborne (former lumber yard) M.D has acquired these lots through tax forfeiture Buildings were demolished and removed from lots. Lots advertised for sale Mar 12/96 Motion to leave the property listed for sale for a further year and not list with any realtor 7. 1997 Employee Day Monday, March 10/1997 Feb 22/95 EC #8 Recommendation to have Ms Cyndy Stevenson (speaker at 1996 Prov Ag Service Board presentation) come and give presentation on `building a positive workplace' at 1997 employee day Letter sent and engagement confirmed. 8 Cross Boundary Garbage Dumping Feb 27/96 Motion (in response to request from Mr Bill Purves -Smith Custom Woolen Mills to use Linden Transfer Site) to propose and agreement with Mountain View to allow ratepayers to use neighbouring Jurisdictions transfer sites, conditional upon ratepayer requests Letter sent to Mountain View no response. June 28/96 Mountain View advised council has approved our proposal Will be drafting up an agreement July 9/96 CM p.2 Mr Boake inquired about an arrangement with Beiseker & Rocky View It was agreed to wait and react only when a request is received. Sept 19/96 EC #28 Cross boundary agreement presented and approved. Sept 30/96 Letter and A/G forwarded to Mountain View Oct 30/96 EC #5 Letter received from Mountain View indicating, in light of the possibility of entering into a Joint agreement for a Regional Waste Management organization, it may be premature to enter into a cross boundary garbage agreement. EC recommended to table this agreement until Drumheller Solid Waste Management engineering study results received EC report approved by council Nov 18/96 Letter sent to Mountain View advising of EC recommendation. JD/PENDING.DOC I u C E PENI)ING FILES AS AT .IANUARY 14T", 1997 Nov 18/96 Letter sent to Mt Bill Purves Smith Custom Woolen Mills advising MD will allow him to use Linden Dump for household garbage subject to any applicable fees Nov 18/96 Copy of letter to Custom Woolen Mills put in billing basket with memo to bill in 1997 for Drumheller Solid Waste per capita and forward maces to Drumheller 9. Red Deer River Corridor Integrated Manat_ement Plan John knows all about this and advises it has to go to another public hearing July 17/96 JCJ memo no change yet public hearing then a final draft to come. 10 Braconnier Park June 25/96 Motion to advise AB Environment M.D willing to take over park and assume ownership for $1 00 without any stipulations or conditions (Council concerned re sell buy back agreement) July 10/96 Acknowledgement received from AB Environment re M.D s letter This letter being forwarded to Natural Resources Service, Parks Program for a response Aug 13/96 CM p 7 Mr Wayne Pcdrini, District Manager, AB Parks Service, met with council to discuss sell buy back agreement. Council agreed to operate park until end of this season (Sept/96) Still feel same way about sell buy back agreement Aug 21/96 Letter to sent to Mr Pedrini confirming council s position. Sept 19/96 EC #27 Letter received from AB Environment acknowledging M.D letter of Aug 27/96 Reported Yvonne Braconmer has requested, since M.D does not want area, this land be re- purchased back from the province by her family Also reported this park Is used a lot as a day use area. Recommendation approved to write AB Environment advising the M.D would be interested in purchasing this property at a reasonable price with no sell back clauses attached. Sept 30/96 Letter sent to Mr Wayne Pcdrini AB Parks Oct 3/96 EC #13 Recommendation for MD to take over park operations under the original conditions set by AB Parks with the understanding the province will never take back the park and further the Parks Committee look into solving, in the most economical manner the water problems at the park. Oct 8/96 CM p.2 Noted the terms set by the province arc to ensure the park is not used for any other purpose than a recreation area Oct 8/96 CM p.6 Motion approved to write to Mt. Vernon Water Co -op requesting consideration for an extension to commit for a water service hook up at Braconnier Park due to negotiations regarding the transfer of this park not being completed. Oct 15/96 Letter sent to Mt. Vernon Water Co -op Oct 15/96 Letter sent to Mr Wayne Pcdrini 11. Fire Agreements Acme Linden June 25/96 Tabled pending responses from towns and villages re June 18/96 joint services letter Aug 27/96 CM p 8 Motion M.D fails to recognize Acme's good faith, to advise Acme as the village has chosen not to enter Into a Joint fire department with Linden and in light of the central dispatch system, M.D has opted not to enter into an agreement with Acme and shall continue to fund Linden fire department. c.c Village of Linden Sept 4/96 Letter sent to Acme (c.c Linden) Sept 19/96 EC #26 Linden has sent letter expressing their concerns re change from 75% to 50% M.D funding and request meeting to further discuss Recommendation approved to schedule this meeting after the Joint services meeting Sept 27/96 Letter sent. Oct 30/96 EC #10 Linden has requested a meeting to discuss fire services EC recommended Fire Committee of Mrs Lowen & Mr Boake meet with the village on Nov 25/96 Council approved recommendation Nov 8/96 Memo sent to Mrs Lowen & Mr Boake re meeting date Nov 26/96 CM p 7 Report on meeting presented Motion approved for 50150 cost sharing of Linden fire costs to commence effective Jan 1/97 and further Linden be advised the M.D is still willing to cost share, on a 50150 basis, a Joint fire department between Acme and linden where the MD would contribute 50% of capital and operating costs and the villages jointly share the balance. Further agreed Acme and linden and not the M.D. negotiate the joint Acme Linden fire department. Nov 29/96 Letter sent to Linden, cc Acme 12. Invoicing for Structural Fires May 28/96 Reported this issue had been brought up at the Mayors and Reeve's meeting by Mayor Joyce McDonald, Linden Motion that a recommendation be put forth to all towns and villages that fire calls to structural fires be invoiced. Letter sent to all towns and villages. June 11/96 Letter sent to all towns and villages requesting input and response. July 18/96 No responses back. Phoned all towns and villages and faxed copy of June JD /PENDING.DGC 4 • PENDING FILESASAT.IANUARY 14", 1997 11/96 letter Aug 22/96 EC #9 Reported no response received from Three Hills nor Trochu. Aug 26/96 Letter faxed to Three Hills and Trochu requesting response to June 11196 letter Oct 8/96 CM p.9 Motion to table this item. Oct 22/96 CM p 1 Reported majority of jurisdictions are in favour of this invoicing Motion approved for MD Fire Committee to arrange a meeting with the Fire Committees from the urban jurisdictions to further discuss this issue and set rates and that prior to this meeting the urban fire S¢ P �oF 1-a'. kWo-S committees receive input, re fire rates, from their local Fire Chief Oct 24/96 Letters sent to all urban towns and villages in MD 13. Joint Services June 18/96 Letter to all towns and villages stating revised joint service position senior housing equalized assessment, ambulance phase in 50150 per capita and equalized assessment until Jan 1/2000 at which time a review to determine impact recreation to be negotiated separately Aug 13/96 CM p.5 Reported Three Hills Trochu Linden and Torrington have agreed to this compromise, Acme and Carbon have not agreed Motion to send letters to Housing Authority and Ambulance advising majority of municipalities which fund these operations have agreed to this compromise and to request ambulance funding changes effective Jan 1/97 Aug 21/96 Letters sent to Kneehill Ambulance & Kneehill Housing Comp (cc towns & villages) Sept 10/96 CM p.3 Agreed to invite all town & village councils to a Joint service meeting. Sept 19/96 EC #29 Recommendation to redraft joint service position for presentation to council Sept 24/96 CM p.5 Discussed joint services position and tabled for next Exec Comm. meeting. Oct 22/96 CM p.6 Motion approved in view of there being no recreation joint service agreements negotiated and in view of the MD wishing to show good faith towards these negotiations the 1996 budgeted amount of $70 000.00 for urban recreation grants be distributed amongst Three Hills, Trochu Acme Carbon & Drumheller based on a percentage and average of the past three years grants and further a letter be sent to all towns and villages indicating the MD s position, good faith and hope these agreements can be successfully negotiated for next year Nov 26/96 CM p.6 Agreed the MD had established a Joint service position on recreation from which to commence discussions and this position be a starting point for negotiations. Recreation position based on Three Hills proposal with MD changes to the calculation of revenues (all revenues to be included) and expenses (all expenses except debenture payments and interest) and that the MD propose to share 1/3 of 44 1% of the operating deficits of arenas and 115 of 44 1% of the operating deficits of pools or the pooling of all arena and pool deficits and paid on a per capita basis, with total per capita being the entire population of the MD and with the addendum these recreational facilities could be administered by a Regional Recreation Board. Dec 2/96 Letters sent to towns and villages confirming joint service meeting to discuss recreation Three Hills Tuesday Jan 14/97 at 3:00 P M at MD office • Trochu Tuesday Jan 14/97 at 7.00 P M at MD office Acme Tuesday Jan 14/97 at 8:30 P M at MD office Carbon, Linden and Torrington - Wednesday Jan 15/97 at 7.00 P M at MD office 14. Recreation Grants / Three Hills Recreation June 25/96 Approved 1996 Three Hills recreational grant in the amount of $22,000.00 as an unconditional grant. Chcquc not issued yet. Aug 9/96 EC# 10 Linden has forwarded two recreation proposals EC recommend copy be provided to each councillor and this matter be tabled until the next meeting Aug 27/96 CM p.8 Reported Linden had submitted a proposal for recreation funding Motion approved to table this item Oct 22/96 CM p.6 Recreation grants summarized and discussed Motion approved, in view of there being no recreation joint service agreements negotiated and in view of MD wishing to show good faith, the 1996 budgeted amount of $70 000.00 for urban recreation grants be distributed between Three j Hills, Trochu Acme Carbon Drumheller based on a percentage and three year average j Oct 30/96 EC# 14 EC recommendation to pay urban recreation grant, Three Hills $28,000.00 Trochu $19,000.00, Acme $10,500.00, Carbon $8 700.00 Linden $0.00 Drumheller $2,500.00 and already paid to Torrington $1,294 46 EC reported approved by Council and letters and ' cheques sent out. • Nov 5/96 CM p.5 Motion approved to table joint services (including Three Hills recreation proposal) for an informal discussion at the AAMD &C convention Nov 19/96 EC #12 Recreation grants reviewed. Nov 26/96 CM p. l Motion approved to pay $2,000.0 each to rural community centres in Wimborne Huxley and Swalwell Nov 26/96 CM p 1 Minimum Recreation Policy adopted A policy for a minimum grant, for recreation purposes, to urban Jurisdictions that do not qualify for other recreational grants, and this policy be based on a $2.50 per capita based on the population of the urban Jurisdiction. JD /PLNDINU.DOC PENDING FILES ASAT .IANUARY 14T", 1997 Dec 5/96 Letter and cheque issued to Linden $1407 50 letter sent to village of Torrington ($0.00 ) and clicqucs and letters to Swalwcll Wimbornc and Huxley 15 AB Senior Summer Games April 9/96 Motion to send a letter of support to the AB Senior Summer Games Bid Committee in their bid to host the 1998 games in Three Hills and area Letter sent. April 25/96 Reeve Marz also sent letter of support June 25/96 CM p.10 11 Reported Three Hills successful with their bid. Discussion on golf Course Road re possibility of applying dust control on the road prior to the games July 9/96 CM p.8 Reported Three Hills Golf Course applying for CFEP (Community Facility Enhancement Grant) for upgrading the camping area in preparation for the 1998 games In preparing this grant the golf course had requested the use of the M.D name on the donation list for providing gravel and grader work in the amount of $2,450.00 with the clear understanding this has not been approved by the M.D council 16. Air and PA System for Council Chamber July 23/96 Motion to have building committee investigate options for a PA system and also a quieter air circulation system for council chambers. July 27/96 JCJ memo to Alex Cunningham to look into this matter Nov 5/96 CM p 7 Estimated received from Kirk's Sheet Metal for $1,00.00 to re -do air returns in the council room to reduce noises from the heating system Motion approved to undertake this work. 17. Buffalo Jump Park Aug 13/96 CM p 7 Council discussed possibility of developing park for overnight camping etc. Discussed meeting with Carol Haley when she was next at M.D office to further discuss No dates have been set for Ms Haley to come to office Aug 27/96 CM p.4 Noted Glen Wagstaff would be arranging a meeting with Carol Haley MLA when she is next in MD office Sept 4/96 Memo to Glen Wagstaff MD will make arrangements for Glen to meet with Carol when she is next in office if Glen makes other arrangements to advise office. Sept 16/96 Appointment made for Glen to meet with Carol Haley Sept 27/96 at M.D office (10:30 A.M.) Glen advised by phone Nov 5/96 CM p. l Mr Wagstaff requested this pending item remain on pending report, noting Ms Carol Haley had indicated the province may be interested in some type of partnership with the municipality for the park operations. Dec 10/96 CM p.2 Mr Wagstaff reported Carol Haley had inquired whether the MD would be willing in forming a partnership with the province to oversee the park Agreed MD was interested and further agreed to have the parks Committee of Councillors Wagstaff & Hanger prepare some recommendations Memo given to Councillors Hanger & Wagstaff 18. M.D. Flan Poles June 25/96 CM p 12 GST Motion to table July 9/96 CM p.3 July 23/96 CM p.2 Aug 21/96 poles for office. Building Comm reported costs for fibre glass poles $1280.00 each plus Agreed to explore option of making own poles Motion to table Motion to table until information received Phoned Keith Smith to get prices for 2 flag poles at Keivers and 2 flag 19. MD Flan Donation to Community Centre July 23/96 CM p.2 Motion to donate MD flags to community centres for display inside their buildings Aug 9/96 EC #17 Otto to order twenty MD flags. Aug 19/96 Memo to Otto. Aug 22/96 EC# Otto reported flag prices have increased from $65.00 to $88 70 each. Aug 27/96 CM p.2 Motion to sent letters to all community centres advising, upon request, the MD will donate a municipal flag Sept 4/96 Letter sent to community centres requesting they advise prior to Sept 30/96 if they want a flag Sept 6/96 Mt. Vernon Community Assoc sent a letter advising they would like a flag. Sept 9/96 Three Hills Rural Community telephoned and requested a flag Oct 3/96 EC #18 Eight community centres have requested flags Approved recommendation for Otto to order 15 M.D flags and donate on to the 8 community centres. Oct 15/96 Memo to Otto to order flags. Advised flags have been ordered. JD /PCNDING.DOC PENDING FILES AS AT .IANUARY 14"', 1997 20. Minimum Tax Levy Aug 27/96 EC #12 Recommend this issue be rc- addressed at the first meeting in Jan/97 21. Knechill Housing Corporation Sept 10/96 CM p.3 Motion to approve in principle council negotiate entering into an agreement with this Corporation to finance a loan for renovations at Golden Hills Lodge, at an interest rate to be negotiated and subject to meeting all legislated requirements Sept 13/96 Faxed information to Barry S,lohe and requested written opinion on loaning these monies Sept 13/96 Sent letter to Golden Hills advising of council's motion. Oct 22/96 CM p 7 Legal opinion received from Brownlee Fryett reviewed. Motion approved to write Hon Tom Thurber, outlining MD's position and desire to loan momcs and requesting his assistance in the interpretation of the legislature and specifically how this loan can be transacted. Oct 29/96 Letter sent to Hon Tom Thurber Nov 20/96 Letter received from Barry Sjolic inquiring about status of this file. Nov 25/96 Letter sent to Barry Sjolic advising MD awaiting information from AMA and requesting file to remain pending until further instructions. 22 AT &U Secondary Partnership Program Review Request Oct 8/96 CM p.3 Rob Penny & Mike Znak, AT &U met with council to review various issues, including 75/25 partnership sharing of this program Motion approved to request AT &U to review these cost sharing arrangements Oct 15/96 Letter sent to Rob Penny 23 Divisional Boundary Changes Oct 8/96 CM p.2 Discussion re going from 7 divisions to 5 divisions Motion approved to table for further discussions at the upcoming divisional meetings. 24 Employee Retirement Seminar Oct 22/96 CM p.5 Reported requests received from some employees to hold a retirement preparation seminar Motion approved to hold a one day retirement seminar in Three Hills with Mr Rein Selles Retircmcnt/Life Challenge Ltd., for a maximum of 25 staff members and any councillors wishing to attend. Dec 2/96 Letter sent to Mr Selles requesting information and timetable 25. 1997 Divisional Meetings Nov 5/96 CM p.l Motion approved to have Mr Vickery prepare a report on road damages resulting from road ban violations for the Divisional meetings Nov 7/96 Memo to Rick Vickery Dec 10/96 CM p.4 Mr Marz suggested possible dates for these meetings be Feb 10 14/97 Agreed to table until next meeting. 26. Sharon Delorme Water Account, Swalwell Oct 22/96 CM p.8 Reported Ms Dclorme unable to pay outstanding water account ($139 73) and that she was no longer in receipt of Social Assistance Motion to table pending report from Mr Hoff. Nov 5/96 CM p.6 Report from Mr Hoff that Ms Dclorme trying to obtain work and confident she will be employed by Nov 15/96 Motion approved to contact AB Social Services, on behalf of Ms Delorme to obtain information regarding this matter and further the water not be turned off until this information received Nov 18/96 Letter sent to AB Social Services, Drumheller Nov 18/96 Letter sent to Ms. Dclorme advising of council's decision. Dec 5/96 EC #14 Letter received from AB Social Services indicating it appears the water arrears are a result of money mismanagement and occurred when Ms Delorme was receiving Social Assistance. Recommendation approved to request Ms. Delorme keep her water consumption charges current and make arrangements to pay the arrears 27. Trochu Swimming Pool Nov 26/96 CM p.4 Request made to receive legal opinion regarding the possibility of canceling the Trochu Pool Bylaw Nov 28/96 Information faxed to Mike Welsh Dec 10/96 CM p.4 Mr Welsh advises no termination clause to agreement. Section 240 of MGA allows council to repeal bylaws that are over 10 years Mr Welsh recommends a reasonable notice period be given for any termination or a plebiscite to continue funding JD /PENDING.DOC c$slt P,�olt /nia1. PENDING FILES AS AT .IANUARY 14TU, 1997 i TRANSPORTATION PENDING ITEMS I A &A Pavin = Ltd May 9/96 EC #46 Recommend letter and bill for 75% of legal costs be forwarded to Min. of Transportation Legal fees paid to Ballem McDill $21,076.80 plus GST $1474.81 for total of $22,551.61 In process of preparing letter requesting 75% of legal fees be reimbursed. Aug 9/96 Letter sent to Hon Robert Butch Fischer Minister of Transportation requesting 75% of legal costs Aug 27/96 CM p.3 Mr Jeffery inquired whether anyone remembered who attended the 1995 Fall Convention meeting with Foothills Torchinsky Steve West to discuss A &A. Noted Mr Jim Kiss, Executive Assistant was present Sept 19/96 EC #3 Min of Trans has sent letter advising current department policy does not allow for the payment of legal fees however he would be pleased to further discuss at the Fall Convention JCJ is currently scheduling this meeting Oct 22/96 CM p.2 Motion approved to discuss A &A Paving with Minister at AAMD &C convention and a letter be drafted outlining concerns. Nov 5/96 CM p.3 Letter reviewed. Nov 7/96 Letter finalized Nov 13/96 Meeting with Rob Penny and Minister at AAMD &C convention. Minister to advise 2 AAMD &C Petroleum Products BuyinL, Group July 25/95 Motion approved to participate in this group buying Various correspondence since then but to date not yet operational we are still purchasing petroleum from Linden Co -op July 9/96 CM p.2 Mr Jeffery reported this group should be operational by July 16/96 Aug 9/96 Group has contract in place. Executive Committee recommending M.D go with group as financially bene[itting Aug 13/96 EC report approved j Aug 21/96 Letters sent to All Things Energy Linden Co -op (cc to Ken McLean school division) advising of switch to PPBG Oct 1/96 Memo to PWS advising of same Sept 12/96 Letter sent to AAMD &C requesting school division have their own account and be billed separately for their fuel purchases through this group Oct 1/96 M.D using Petroleum Products Buying Group to purchase fuel, School Div Has separate account from the M.D for their fuel purchases. ** *RECOMMEND REVIEW COSTS PRIOR TO APRIL 1/97 * ** (Management fees waived for first six months) • III 3. Schmautz Pit S'' /2 20 -32 26 W4 Apr 23/96 Motion approved rental of lands to Rick Licbel from May 1/96 Apr 30/97 for total of $9 000.00 with $5,000.00 payable May 1/96 and $4,000.00 payable Nov 1/96 Jun 6/96 EC #17 Carrying on with plans for relocation of Torrington Rubble pit to this location and water table testing to be done (Survey has been completed and WC proceeding with subdivision) Jun 26/96 Letter from Barry Sjolie inquiring about this file. Jul 3/96 Letter to Barry advising M.D proceeding with water testing and upon receipt of provincial approval for the relocation of the rubble pit to this site we shall be proceeding with subdivision application 4. PRFA Regional Mountain View /Kneehill Water Study Sept 12/95 Motion to request PFRA look into possibility of regional Mountain View/Kneehill water study Sept 14/96 Letter sent to PFRA no response Note PFRA is currently undertaking a Kneehill water study 5. PFRA Well and Groundwater Survey • Feb 27/96 CM p.7 Approval to extent well survey project to cover the entire municipality and to amend the CAESA farm based agreement with the ASB to include the well survey as a new protect. Apr 9/96 JCJ #3 CAESA funding approved. Apr 11/96 Receipt from CAESA $33,000.00 6. PFRA Preliminary Enpmeerma Design Three Hills South & East Area Oct 8/96 JCJ #2 Reported PFRA at no cost to MD would like to do preliminary JD /PENDING.DOC 8 Ii E PENDING FII.ES AS AT .IANUARY 14T ", 1997 engineering design to tic in with existing CAESA well survey program. Oct 15/96 Letter sent to PFRA advising council approves. 7 Bleriot Ferry - transfer from AB Transportation June 27/95 JCJ Report #2 Ivan Pcrrich has advised AT &U looking at transferring Blcriot Ferry JCJ requested Ivan keep us informed nothing further reported. July 9/96 CM p.2 Noted a letter to be sent to Rob Penny inquiring about this matter Aug 26/96 Letter sent to Rob Penny requesting update Sept 19/96 EC #1 AT &U has advised province proposes to transfer ferry to local jurisdictions ASAP Prior to transfer AT &U proposes to replace existing ferry Drumheller Reg. Chamber of Dev & Tourism has expressed an interest in operating this facility Recommendation approved to write AT &U requesting ferry usage and cost information letter to Drumheller Reg Chamber of Dev Advising M.D interested in attending their meeting on Oct 15/96, letter to Starland inquiring about their intentions regarding this ferry Sept 26/96 Letters sent Oct 4/96 JCJ attended meeting at Starland with Badlands Starland Drumheller Drumheller Regional Chamber of Development & Tourism and AT &U Given Discussion Paper from Chamber of Dev & Tourism Reviewed all tourist attractions in the area. Advised Chamber of Dev & Tourism arranged meeting with various provincial Ministers on Oct 15/96 to discuss their proposal to take over the operations of the various tourist attractions Oct 8/96 CM p.4 Motion approved to fax letter to Chamber of Dev &Tourism with copies to Starland, Badlands, Drumheller, advising MD feels premature to meet with Ministers, need more discussions with stakeholders. Oct 8/96 Letter faxed. Oct 22/96 CM p.2 Reviewed letter from Starland and Klondyke Ferry agreement. motion approved to met with Starland prior to meeting with Hon Butch Fischer at AAMD &C convention and to have Starland and Knechill jointly discuss this issue with the Minister at the convention. Nov 5/96 CM p.4 Motion approved to table this matter until discussions with Starland. Nov 12/96 Met with Starland Agreed Kncehill, on behalf of both municipalities, negotiate with AT &U regarding the administration and operation of the ferry Nov 12/96 Letter drafted to Minister advising of Knechill/Starland consensus Nov 13/96 Meeting with Rob Penny and Minister also Starland present. Presented letter Nov 19/96 EC #4 Recommendation to invite Rob Penny to meet with Road Committee to negotiate terms of this ferry agreement Recommendation approved. Nov 29/96 Letter sent to Rob Penny 8. Surface Lease Agreement Bcarspaw Petroleum SW 3 -30 21 W4 This 25 year lease agreement will expire Oct 13/95 There is an option in the agreement for a renewal for a further 25 year term Aug 2/96 Letter sent to Bcarspaw inquiring about their intentions regarding this lease Aug 27/96 CM p 5 Motion to renegotiate agreement at $2,500.00 /yr with renewal every 5 years Sept 4/96 Letter sent to Bcarspaw Petroleum Sept 19/96 EC #2 Letter rec'd from Bcarspaw along with listing of lease rentals for other sites in this area. Recommendation approved to renew this lease at $2200.00 /yr renewable every 5 years. Sept 26/96 Letter sent to Bcarspaw Oct 17/96 EC #2 Bcarspaw has recommended lease be renewed at $1800.00 per year, renewable every five years EC recommends to renew lease under these terms Oct 24/96 Letter sent to Bcarspaw requesting they prepare this lease and forward for processing 9. Mt. Vernon Water Co -op let*al bills June 25/96 Motion to prepare draft policy re M.D involvement in public utilities and position of non involvement unless M.D owns the utility Also request to provide Co -op with an accounting of receipts and disbursements July 2/96 Letter sent to Co -op with an accounting of monies received and disbursed, on behalf of the Co -op, by the M.D Net financial position as of June 30/96 total receipts $6 150.00, total disbursements $8 157 56 net $2,007 56 deficit. Also noted final legal billing not yet received. July 9/96 Policy adopted. July 9/96 Motion to request an appointment at July 11/96 Co -op meeting to discuss legal fees. Mr Jeffery unable to arrange appointment as Co -op s agenda full July 23/96 Motion to update Co -op on financial position advise them of Equity water legal costs (total $2 104.84) and that the users of the system are paying these costs and invite the Co-op to a council meeting to discuss reimbursement of these net costs Aug 1/96 Letter sent to Co -op with financial update net cash position $3,639.89 deficit and total legal fees paid to date $6,699.88 Extended an invitation for Co -op to meet with Council JD /PENDING DOC In >`.s I C 0 • PENDING FII.E,S AS AT .IANUARY 14T", 1997 to further discuss this issue Aug 27/96 CM p. l Reported the Co -op had indicated they would be dealing with the legal fees after harvest time Sept 24/96 CM p. l Reported Co -op had requested a meeting with the Water Comm. to -day after council meeting Sept 24/96 CM p.5 Reported Co -op unable to meet to -day Meeting rescheduled for Oct 8/96 council meeting Sept 27/96 Letter sent to Co -op advising meeting scheduled for 1.30 P.M. on Oct 8/96 Oct 8/96 CM p.5 Co -op met with council and clarified multiple hook ups and other concerns Co -op advised members had not yet addressed legal fees. Motions approved to charge Co -op for 1/2 of total legal fees paid to Brownlee Fryett (1/2 of $6,027 29) purchase one membership for $14,000.00 with no set location at this time request the Co -op to consider an extension to commit for a water hook up for Braconnier Park as negotiations for the transfer of the park not yet finalized, approve MD contribution of 1/3 of $14 000.00 towards water hook up by Airport Commission for airport. Oct 15/96 Letter sent to Co -op re legal fee proposal Oct 15/95 Letter sent to Co -op re hook ups Oct 15/96 Letter sent to Three Hills re Airport Commission water hook up Oct 17/96 Co -op membership application completed and $1000.00 deposit paid for one hook up at unknown location Nov 25/96 Received cheque from Co -op, in the amount of $626.25, representing one half of the Brownlee Fryett legal bills Nov 26/96 CM p 7 Receipt reported to council Nov 26/96 CM p 7 Reported Co -op has provided a policy to address property where title has not yet been transferred (i.e Braconnier Park) and requires a $1,000.00 deposit that is refundable should title not transfer Discussion about number of water hook ups MD approved at Oct 8/96 meeting Motion approved unanimously to re- clarify water hook up MD to participate with one hookup for Airport Commission and only one further water hook up with this location being described as "no fixed location" but with the intent this hook up could be installed at Braconnier park or at an alternate location, to be determined, should the Braconnier Park hook up not be developed 10. Mt. Vernon Water Co -op Proiect Issues Aug 9/96 EC #9 Request from Co -op to place water pipeline in road allowance ditch. Recommendation approved to revise current pipeline crossing A/G to address and apply to this water project. Aug 13/96 CM p.2 Public Utilities Agreement for Low Pressure Water Distribution Pipelines approved as presented. Aug 21/96 Letter and A/G sent to Co -op Aug 22/96 EC #3 Co -op has requested price from M.D to do the reseeding in the ditches 55 km Exec Comm recommended this matter be referred to Council Aug 27/96 CM p 1 Lonnie & Art requested to obtain rates for equipment rental for this work. Sept 5/96 EC# 16 Recommendation the rental rates for equipment rentals to the Co -op be set at the rates listed in the AB Road Builders Heavy Construction Assoc 1995 Equipment Rental Book less 5% this being the same rental rates for towns and villages, as per M.D policy 13 14A Sept 10/96 CM p 1 Reported Vern Crawford had met with Lonnic to discuss the project and possibility of M.D being the contractor Lonnie advised Vern this would have to be a council decision. Sept 12/96 Letter sent to Co -op re rental equipment rates Sept 19/96 EC #5 Co -op has inquired about renting the M.D pusher Recommendation this request be approved and the rental rate be as per policy 13 14A, that being $125.00 per hour (includes pusher truck and 3 men) Sept 19/96 EC# 15 Paul Van Doren inquired whether M.D would be interested in purchasing share in the Co -op for $14 000.00 This would ensure hookup on the system at some later date Recommendation to purchase share subject to clarifying the amount of water line footage included in this water hook up Sept 19/96 EC# 17 Town of Three Hills has approved a motion to pay %z of 1/3 of the Mt. Vernon water hook up costs at the Three Hills Airport Recommendation M.D only pay 1/3 of 1/3 of these costs, as this percentage reflects the cost sharing arrangement for the airport (town 2/3 M.D 1/3) Sept 24/96 CM p.2 Discussion re council s principles re Co -op agreement and multiple hook ups for one hook up price. Motion approved EC# 15 & # 17 not be accepted and removed from report. Also agreed EC #5 rc equipment rental rates was appropriate Sept 27/96 Letter sent to Co -op advising of rental rates for the pusher Dec 5/96 EC #2 Crossing agreement for low pressure water distribution pipelines signed by co -op and returned. Recommendation to execute document: 11 Resource Road Improvement Program June 25/96 CM p.12 Program announced and motion to have each councillor prepare a listing of possible roads that could benefit from this program. July 9/96 CM p.6 Traffic counts requested along with information re volume of transportation and grain on these roads when elevators close July 16/96 AB Trans. advised our share of project 20% and ATU share 80 %, JD /PENDING.DOC 10 S.�p.�of rr► „� e • i PENDING' FILES AS AT .IANUARY 14TU, 1997 maximum $500,000.00 July 23/96 CM p.4 Road priorities determined 1" Buffalo Jump Road for 1996 2nd Linden West for 1997 July 26/96 Applications submitted for Buffalo Jump and Linden West. Aug 6/96 AB Transportation sent letter acknowledging applications and will advise Oct 17/96 EC #1 AT &U advised MD s application for funding for Buffalo Jump Road did not meet criteria traffic volumes and number of trucks did not meet eligibility criteria Recommendation to discuss and file and further to have Mr McCook discuss with Rob Penny at Convention. Dec 10/96 CM p.2 Rcportcd Buffalo Jump Road did not meet funding criteria. Motion approved to submit Winbornc Road Project for funding under this progam 12. Canada Agri Infrastructure Road Program July 9/96 CM p 5 Report of this program and motion to obtain information re grant (road counts, road impacts due to elevator closures etc.) July 17/96 JCJ memo to PWS to obtain information and traffic counts July 23/96 CM p.4 Possible roads eligible for this funding listed and staff to determine eligibility Aug 13/96 CM p.9 Motion to approve Wiinborne Road (9 mile project) to be submitted for this funding, subject to meeting criteria Aug 16/96 JCJ memo to PWS Note to PWS to apply for this funding for Wimborne Road project. 13 Waiax/Chamyion tour July 4/96 EC 48 Mr McCook to get further information July 23/96 CM p.6 Reported this would be a two day tour and agreed should be scheduled after Fall Convention 14. Highway 9 Functional Planning Study Aug 9/96 EC #6 Reported Torchinsky Eng Has been commissioned by AT &U to carry out a functional planning study for the upgrading of Highway 9 from the south limits of Drumheller to just west of SH 836 (37 0 kin) to address vertical and horizontal alignments Aug 13/96 CM p.2 No concerns expressed by council re environmental or otherwise. Sept 5/96 EC #15 Reported Torchinsky will be holding public information meetings Requested to have Torchinsky keep PWS or Marylca informed on this issue IS. CN Surplus Land Sales June 6/96 EC #5 Recommendation to have PWS contact CN and determine if any surplus lands in MD, owned by CN and for sale, would be of any use to MD Aug 20/96 Memo from PWS to Jen to write letter Aug 26/96 Letter of inquiry sent to CN 16. Road Problems SH 583 & SH 806 July 23/96 CM p.3 Problems re SH 583 overlay on old pavement structure reported Concerns rc SH 806 project expressed as base is very poor Agreed to draft letter and meet with ATU to further discuss Aug 9/96 EC #8 Meeting arranged with Rob Penny to meet with council Oct 8/96 to discuss this matter Aug 13/96 PWS #4 PWS recommends wait for design and other information re SH 806 before writing letter Aug 27/96 CM p 1 4,5 Comments re road project and SH 806 road ban enforcement etc. Oct 8/96 CM p.4 Rob Penny & Mike Znak met with council Discussed problems & concerns Motion approved to have Torchinsky Engineering provide estimates for 8.5 and 10.0 metre road width for SH 806 Oct 10/96 Letter sent to Torchinsky requesting these estimates for Nov 5/96 council meeting. Oct 22/96 CM p.2 Discussed road and safety concerns on SH 806 Motion approved to prepare letter for meeting with Minster ant AAMD &C convention Letter prepared and discussed with Minister Nov 13/96 Minister to advise 17. Gravel Testing Request County of Mountain View 5 or 8 -31 26 W4 (Vic Thiessen) Sept 16/96 Letter requesting permission to test for gravel at this location faxed to Mountain View Sept 16/96 Fax received from Mountain View giving permission for this testing. 18. Lorrin Bacrg Weigh Scale July 23/96 CM p.5 Request received from Mr Bacrg for two approaches off SH 806 at his residence SE 30 30 -25 W4 He is proposing to install a weigh scale for community use Motion approved to table until appointment can be made for Mr Bacrg to meet with council to further discuss. JD /PENDING. DOC 11 � p, �2caiii,avr�s E 2 H PENDING FILES A S AT .IANUARY 14r", 1997 Aug 13/96 CM p. 8 Inquiry received from Mr Bacrg rc SH 806 project and whether the road would be widened by his residence as he is planning a weigh scale at this site Motion approved to extend SH 806 project approximately 1 1/2 miles south of correction line Mr Baerg would also like to meet with council, after harvest, to discuss weigh scale proposal Aug 21/96 Letter sent to Mr Bacrg advising him of project extension and requesting he contact MD, after harvest, to arrange meeting.P,,2of 19. Lorrin Bacrg Request to move temporary approach SW 29 -30 25 W4 Aug 13/96 CM p.8 Mr Boake reported Mr Baerg has requested permission to move his temporary approach, abutting SH 806 at SW 29 30 25 W4 700 feet south to accommodate a business that has purchased a lot from him Motion approved to table this request until more information is received from village of Linden and Mr Bacrg Sarp.2aFt«� 20. CP Rail N'/: 12 -29 -22 W4 Hamlet of Heskcth Permission to install culvert Sept 25/96 RC #5 Road Committee reported the road into B.G Naylors Pt. NE 12 29 22 W4 is on a natural water course and in the spring and winter gets into very bad shape Committee recommends MD check with CP to use abandoned rail bed for access into Naylor's property Oct 15/96 Letter written to CP Rail 21 SH 836 Culvert West of SW 20 -30 22 W4 Oct 8/96 CM p 7 Reported Mr Gordon Snell has built a dam on the land he rents at SE 20 30 22 W4 and this will divert the natural path of the water from the culvert on SH 836 at this location. Motion approved to request AB Environment Water Resources, to investigate this situation. Oct 15/96 Letter sent to Mr Kent Berg, AB Environment. Dec 10/96 EC #5 Mr Kent Barg AB Environment has inspected this site and will be referring this matter to the departments Enforcement Committee with the objective to have this matter resolved prior to spring run off JD /PENDING.DOC 12 1] PUBLIC WORKS SUPERINTENDENT'S REPORT TUESDAY, January 14th, 1997 1 The gravel crew is hauling out of McNairs and should be into Grainger sometime this week 2 The graders and plow trucks are going strong it seems everyday The shop is busy i fixing and keeping machines going, and we haven t had time yet to work on anything else 3 It seems that the public has declared open season on M.D vehicles this year T -47 had a lady attack it with her car for the tune of $3900 00 and change A tractor and auger came out of the fertilizer approach by the shop and crunched the front end of T- 43 Monday morning 4 I would like to have a capital meeting on Friday the 17"' at 9.00 a.m. if at all possible r • SUPERINTENDENT