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HomeMy WebLinkAbout1997-04-17 Council Minutes0 EXECUTIVE COMMITTEE REPORT - April 17th, 1997 The Executive Committee of Otto Hoff and Rick Vickery met on Thursday, April 17'', 1997 at the M.D of Kneehill office in Three Hills, commencing at 9.00 A.M Mr John Jeffery, Administrator and Mr Lonnie McCook, Public Works Superintendent, were present Mrs Jennifer Deak, Assistant Administrator, was also present and recorded the minutes The following items were reviewed 1. Former Armien Toews property - Pt. NE 19- 30 -25 -W4 Mr Jeffery advised the Kneehill Gas Co op had been sent a letter requesting the removal of the gas riser from this location The former owners had been contacted and requested to remove their property from the premises by April 18/97 Executive Committee recommends the building be advertised for sale, through a local realtor, with the condition this building be removed from the property within sixty days of acceptance of any offer 2. Degazetting of Secondary Highways Executive Committee recommends this item be filed until further notice from AB Transportation. 3 Epuity Water Concerns At the Feb 25/97 council meeting it was reported Mr Dau s water line manhole required investigating to determine if it is located on M.D road allowance A motion was approved to look into this matter in April Executive Committee recommends the Public Works Superintendent, Mr McCook, investigate this matter and report on same. Mr Jim Hanger entered the meeting time 9.00 A.M 4. Three Hills Seed Cleaning Plant Mr Hanger briefly updated those present on the recent developments at the plant Executive Committee recommends Mr Rick Vickery replace Mr Richard Marz as one of the M D of Kneehill's No representatives on the Three Hills Seed Cleaning Plant board, effective from Mr Mans resignation from council, and further, a letter be sent to the seed cleaning plant advising of this appointment A recess was held from 9 15 A.M 9 45 A.M. and Mr Hanger was not present when the meeting continued 5 Manulife Group Health - Pay Direct Drug Plan >,Z,.)4aj ,fir 75' �& lb.,,,, /C�1�1:- dc.1 rr o 7 AJ4 p, ,f m, orca L e >9d &AC The M.D 's group health plan has proposed to implement, at no additional cost, a direct pay drug plan This means employees and their dependents would only have to pay 20% of drug costs with the pharmacist directly billing Manulife for 80% No feedback has been received from employees regarding this proposal / 11 Ap✓ 'sEa Executive Conunuttee recon :mends the M.D. accept this proposal and proceed with a pay direct drug plan G Canada Day - Tuesday. July 1/1997 Canada Day falls on a Tuesday this year A discussion followed on whether to take Monday June 30/97 in lieu of Tuesday July 1/97 It was noted all Canada Day C:/MD/Minute /EC.doc . I w Page 1 EXECUTIVE COMMITTEE REPORT - Api-d 17th. 1997 celebrations and parades would be held on Tuesday, July 1/97 Executive Committee reconunends the M D operations close on Monday .Tune 3o" and Lo¢, Tuesday, .July 111997 and employees could either use a holiday or take time off for tine 4c June 30/97 shut do wn. �5 • 7. Budget Committee Recommendation re Social Functions The Budget Committee has recommended a budget of $6,600 00 to cover the M.D golf tournament the M.D Christmas party and providing turkey and /or hams to the employees at Christmas time Executive Committee recommends approval of this budget allocation. 8 Canada Alberta Infrastructure Grant The SH 583 project, from Highway 21 to SH 836 (North) cannot be used for the Canada Infrastructure grant as the project is being funded under the Secondary Partnership Program The M.D has already received $63, 232 84 of the grant, the province's one third share of the M.D 's entitlement of the infrastructure grant A discussion followed on having a completely separate project for this funding The SH 836 project from the • Carbon boundary to SH 575 was discussed It was noted the village of Carbon could use their infrastructure funds to tie into this project and extend it through the village Executive Committee reconnniends a separate project be used for the infrastructure s�P Hof grant and this project be SH 836 front the Carbon boundary north to SH 575 (approximately 2 miles) and further the village of Carbon he invited to participate in�� this project. a�a� i Mr Jeffery then telephoned Mrs Wendy Sowerby village of Carbon, to discuss this proposal and was advised Mrs Sowerby would get back to the M.D Executive Committee further recommends a letter be sent to the village of Carbon'' 7A "° �°acn� Deuce ,6 inviting them to participate in this project 1 9 SH 836 Culvert -West of SW 20 30 22 -W4 Mr Jeffery reported lie had contacted Mr Al McMillan AB Environment, about inspecting this culvert and meeting with council and all involved parties to further discuss and settle this matter The first available date Mr McMillan is available to meet with Council, on their regular council meeting dates, is May 27/97 He will inspect the culvert prior to this meeting Executive Committee recommends an appointment be scheduled for Mr McMillan toP.z meet with Council on May 27/97 and further, all involved parties be notified of thus L`' moo P� W5e Bair y date and extended an invitation to attend this council meeting ,n<,,- 91 >, 10. Dust Control on M.D. Roads 40 &U-, (14X :A Mr McCook reviewed a notice he had prepared for the newspaper regarding dust control on M.D roads Any ratepayer requesting this user pay service will contact Western Road Management directly Mr McCook noted he preferred all ratepayers to deal directly with Western Road Management and this company would in turn, deal with the M.D Executive Committee recommends this notice be advertised with a deadline of May Awse7 rr 15/97 for (lust control requests and further the telephone number for Western Road Managenent be included in the notice 11. Grade Foreman Appointment Mr McCook reported Mr Randy Raisbeck, the grade foreman, had requested to be C:/MD /Minute /GC.doc w Page 2 S 1 a i r E Hie EXECUTIVE COMMITTEE REPORT - April 17th, 1997 relieved of his duties, as grade foreman and to continue working for the M.D as an operator Mr McCook recommended Mr Lawrie Ross be appointed the grade foreman It was noted, as per organizational policy, the appointment of the grade foreman is council's responsibility A discussion followed on the delegation of powers especially the hiring and terminating of employees Ex=ecutive Committee recommends Mr Lmvrie Ross be appointed the grade foreman to replace Mr Randy Raisbeck, a letter be sent to Mr Raisbeck thanking hint for his help and services in serving as the grade foreman (with the Public Works Superintendent to sign this letter) and further the M.D 's operational and organizational policies be reviewed with the inclusion of the elected Division Four councillor sitting on this reviely conimlttee. 12 Division One and Five Grader Contract Mr McCook reported the low bid for the grader contracts for Divisions One and Five was received from Evert Construction, of Saskatchewan for $59 00 per hour Other bids were as follows Bob Cranston $65 00 per hour Ken Busby $68 00 per hour; Neil Bunce $72 00 per hour- Ken Adams $75 00 per hour, Aldale Construction $75 00 per hour and Lawsen Contracting $76 50 per hour Mr Bill Evert has provided copies of his insurance equipment specifications and other requirements and will be registering with the AB WCB everything appears to be in order Mr McCook reviewed the divisional grader contracts, noting the Division Five contract did not have the clause regarding hours of work and requested this clause stating a maximum of 50 hours per week, unless authorized by the Public Works Superintendent, be included in the contract along with the addition to clause # 16 in both contracts, that the contract could be terminated immediately if the contractor breaches the contract and this termination be at the discretion of the Public Works Superintendent Executive Coninuttee recommends the Division One and Five grader contracts be mvarded to the low bidder, Evert Construction for $59 00 per hour, the grader contracts be aniended to reflect the maxinium number of hours worked per week is fifty hours unless authorized by the Public Works Superintendent and clause 16 of the contract include that the contract could be terminated ininiediately if the contractor breaches the contract and this termination be at the discretion of the Public Works Superintendent 13. AgPro Grain Inc (Saskatchewan Wheat Pool) Mr Vickery reported he had attended the open house, in Trochu, yesterday for AgPro About 200 attended this meeting AgPro is proposing six grain terminals in Alberta at a total cost of $90 million, $13 15 million slated for the Trochu terminal The Trochu terminal will have the capacity to handle 35 45 000 tonnes of grain, handle 130,000 bushels per hour for cleaning and 50,000 tonnes for drying Grain will be transported into the area from an approximate 60 mile radius AgPro is also proposing a grain terminal for Crossfield A discussion followed on the impact on the infrastructure from traffic accessing this facility, the traffic flow patterns towards Highway 21 and the need to perhaps re- address future M.D road programs The Trochu terminal will be located on the SW 5 33 23 W4 Mr Vickery noted the pool will be in discussion with AB Transportation regarding a possible overpass at Highway 21 A discussion followed on the railroad tracks east of Highway #21 and the possible addressing of same Mr Jeffery then telephoned Mr Richard Marz, MLA, to request the M.D be involved with discussions with Alberta Transportation and Utilities and the pool regarding Highway #21 Executive Cainniittee recommends to accept and file as information. 14. Letter from Richard Marz, MLA to the M.D. Reeve and Deputy Reeve Mr Richard Marz, MLA has sent congratulatory letters to Reeve Otto Hoff and Deputy Reeve Richard Vickery It was noted Mr Marz telephone number is Edmonton 415 0994 C:/MD /Minute/EC.doc w Page 3 AZSNA -/1 A9 7 ,my 4,6 a�,r J� rceos�as as G'BP�; %i�Y,P�gK 4Gwwn; Aj$ Le759ZS ISjr 7 4�-, &axes /rl i.dtYl�s �. Maez, mC�t EXECUTIVE COMMITTEE REPORT - April 17th, 1997 FAX 42201671, Olds 556 3132 and Olds FAX 556 3120 The government RITE number can be used 310 0000 to access these telephone numbers Executive Committee recommends accept and file. 15 April 8/97 Exhibition Steering committee Meeting Minutes The above minutes were reviewed Mr Jeffery noted the M.D did not own a gravel pit purchased through funds given by the provincial government as reported in the minutes A motion was made for the M.D not to be involved with this committee a motion was approved to disband the steering committee those interested parties still remaining decided to form a committee without M.D involvement, Chester Block was elected Chairman of this committee, the next meeting was scheduled for April 14/97 Mr Hoff advised he had attended the April 14/97 meeting It was noted the M.D still has a trust bank account for this group that has a balance of $812 11 F� Executive Committee reconiniends the M D cease its involvement with the Exhibition Connuttee and further the trust account be kept, as is, until the exhibition group is organizer) and these funds can be transferretL 16 Town of Three Hills/M D Hamlet Water Billing Agreement The town of Three Hills has signed the above agreement prepared by the M.D Executive Comnuttee recommends the M D sign this agreement. 17. AAMD &C Letter re. Group long Distance Savings Plan The AAMD &C has recommended the group long distance savings proposal offered by Sprint Canada be offered to members on a voluntary basis The Sprint proposal includes low per minute rates and an aggregate volume discount Executive Comnuttee recommends Mr Cunningham look into this proposal 18. AAMD &C Passed Resolutions 1997 Spring Convention The AAMD &C have forwarded copies of the resolutions that passed at the recently held Spring convention Executive Committee reconiniends to accept and file and further copies of this documentation be available upon request. 19 AAMD &C Letter re. Member meetinji with M.D. Council AAMD &C President Mr Roelof Heinen, has extended his regrets for not attending the member visit with the M.D on April 8/97 and thanks the M.D for their open and frank dialogue with the other AAMD &C representatives Executive Comnuttee recommends to accept and file. 20. Letter from County of Mountain View re Joint Planner Costs f� 41� �� The County of Mountain View has advised their Council concurs with the M.D 's recommendation to extend the joint planning arrangements between the two jurisdictions for an additional year Executive Committee reconiniends to accept and file. 21. AAMD &C 1997 Spring Convention Evaluation The Executive Committee completed the above noted evaluation C:/MD/Mmutc/EC.doc Page 4 i 0 0 r E EXECUTIVE COMMITTEE REPORT - April 17th, 1997 Executme Committee recommends this evaluation be returned, as completed 22. AAMD &C Minutes of Mar 31/97 Reeves' Meetin The AAMD &C has forwarded the minutes of the Reeves Meeting It was noted Mr Hoff had reported on this meeting at the last council meeting Executive Committee recommends to accept and file and further a copy of this documentation be available upon request 23. Public Address (PA) System for Council Chambers f� 7 fwNO � Mr Jeffery reported on the Budget Committee's request to look into a PA system with a budget for same in the $3 5 000 00 range Mr Jeffery noted Mr Cummngham has advised the price range for two portable microphones with on/off switches, and a speaker system is in the $15,000 00 range For $1 000 00 $1 500 00 you can get one or two microphones with no on/off switch The poor acoustics of the council room was discussed along with the advantages of portable microphones and it was agreed a PA system would be advantageous for public hearings Executive Committee recommends the MD. purchase a PA system that includes 4,E�10 x of portable on/off microphones at an approximate cost of $15,000.00 and further this system be demonstrated at a Subdwision and Development Appeal Board hearing prior to purchase. fwHn,0 e, /k,,,VM 4� The Executive Committee further discussed this matter noting, because of the suspended ceiling and the lack of sound proofing in the walls, there could be a possibility of requiring soundproofing for the council chambers if a PA system is installed 24 E911 System Prior to hooking up with the Red Deer E911 call answer Telus requires certain information, voice and data lines need to be in place to transfer these calls this requires an addressing component and a routing component Mr Steve Douglas is the Telus coordinator and requires two meetings with the M.D and the towns and villages within the municipality (administrators, elected officials fire departments and ambulance) to discuss and arrange for this information and set up The first meeting an information meeting would take approximately 2 hours A project manager is required to coordinate these meetings The earlier these meetings can be arranged and the required information provided to Telus the quicker the E911 connection can be completed Mr Douglas has indicated he is available the second week of May for the first meeting Executive Committee recommends a meeting with Mr Douglas and the M.D., towns and villages be arranged for the second week of May and the first order of business at°`P' this meeting will be to appoint a project manager Mr Glen Wagstaff entered the meting time 12 00 noon 25.1997 RRAP Program Mr Cunningham has advised the federal RRAP program has been extended for 1997 Mr Cunningham does not have time to oversee this program Mr Dean Buchfink of Carbon and Ms Jane Daines of Drumheller are both RRAP agents 4m- i45�vv r -T Cm Hc�i Executive Committee recommends the M D. of Kneehill no longer participate with the administration of the RRAP program. 26. Temporary Accountant Position Filled Mr Jeffery reported Mrs Terry Nash has been hired on a temporary basis, as accountant, C:/MD/Minute/EC.doc w Page 5 0 EXECUTIVE COMMITTEE REPORT - April 17th, 1997 during the sick leave of Mr Herman Martens Mrs Nash will be commencing this position May 1/97 Executive Committee recommends to accept and file. 27. Invitation to Premier's Prayer Breakfast The Hon Bud Olson, Lieutenant governor, has extended an invitation to Mr Jeffery to attend the Premier's Prayer Breakfast on May 15/97 in Edmonton. Executive Committee recommends to extend regrets that no one from the M.D. will be able to attend this function and further request the continuation of future invitations. F, 28 Municipal Planning Commission (MPC) Recommendation re Development Permits The MPC has recommended all development permits be paid in full at time of application That is, no permit will be processed until paid for in full Executive Committee recommends a policy be adopted that all development permits be paid in full at tonne of application 29. Hamlet Water Bolling For Use of Hydrants Mrs Gladys Hogg, Mr Wally Rasmussen and Mrs Joyce Gelmas, all of Huxley have been billed a flat rate for use of water, from a hydrant, to service their vacant lots These people were using water from the hydrants for summer trailers, gardens etc Executive Connnuttee recommends the water supply at these hydrants be shut off and the water billings for same cancelled 30 April 10/97 Kneehill Community Resource Board (KCRB) Minutes The highlights of the KCRB meeting was reviewed A decision has been made on the 1996/97 review format, the board has discussed the regional FCSS meetings and are generally agreed with the principle of operating a regional FCSS board Copies of these minutes have been provided to all councillors Executive Committee recommends to accept and file. The meeting recessed for lunch time 12 30 P M Mr Hoff advised he would not be present after lunch and requested Mr Vickery to edit the minutes for publication in the newspaper 31 Council Minutes Mr Vickery edited the March 250i, 1997 minutes for publication in the newspaper Executive Committee recommends the minutes, as edited, be published in the newspaper The Executive Committee meeting then adjourned --- -- � - -- Jen er D ak, Assistant Administrator CIMD/Minute /EC.doc a. Page 6 G /SA �✓�sEQ /rlFVO 1 As.�c lrl„,