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HomeMy WebLinkAbout1998-01-15 Council Minutes❑>Mr EXECUTIVE COMMITTEE REPORT - January 15, 1998 The Executive Committee of Otto Hoff and Richard M Vickery met on Thursday, January 15, 1998, at the M.D of Kneelull office in Three Hills, commencing at 9.05 A.M. Mr John Jeffery Administrator was also present along with Mrs Jennifer Deak, Assistant Administrator, who recorded the minutes The following items were reviewed 1. Meeting with Three Hills Mr Bob Robertson mayor of Three Hills and Mr Jack Ramsden town manager met with the Executive Committee Mr Ramsdell discussed the letter received from the M.D regarding the administrative services for the Airport Commission noting the town recognizes and appreciates the treasury functions performed by the M.D in the past It was further noted and recognized in the past the town did the airport meeting minutes while the M D in addition to the treasury functions, also did the correspondence and acted as airport manager Mr Robertson noted the current work load for the airport is much more time consuming Mr Ramsden noted the town was doing their fair share and is now doing all the administrative functions for the Airport Commission Mr Ramsden inquired whether the M.D would like to take back the secretarial or treasury function A discussion followed on the option of contracting out these services and it was noted the activity and number of airport meetings will probably decrease now that the runway and fuel tanks are in place In conclusion, the town agreed it would continue to undertake the administrative functions for the airport and review same in a year A discussion followed on the fire department operations and it was agreed there was a need to have uniform fire standards, reports and departments within the municipality The possibility of getting a fire inspector in to do a complete review of all departments was briefly discussed The M.D inquired about tine town s planning bid and Mr Ramsden noted the bid award to Urban Systems was very close to the M.D 's bid but there was an add on for an engineering review When discussing the matter of jointly contracting road projects in the urban centres and the M.D Mr Ramsden noted the contract price was very close, the town's roads have different specs than the highways The town offered to work with the M.D and share services for a Director of Disaster Services (DDS) A discussion followed on `stand down protocol It was agreed to have Mr Ramsden and Mr Jeffery further discuss a DDS, stand down protocol and other issues Mr Robertson and Mr Ramsden thanked the Executive Committee for meeting with them and recommended the town and the M.D hold these type of informal meetings once or twice a year Mr Ramsden and Mr Robertson left the meeting 10 30 A.M. Mr McCook entered the meeting 10 35 A.M 2. Village of Acme Transfer Site Invoice The village of Acme has invoiced the M.D $6,675 09, for its 50% share of the 1997 transfer site costs at Acme. Of the $6,675 09, $5,596 85 is for wages and benefits It was noted the Acme site is open three days a week, the same hours as the Linden site, the Carbon site will be open two half days per week and Torrington is open one day per week C: /MD /M mutc/E' c 1997. doc Page 1 E EXECUTIVE COMMITTEE REPORT - January 15, 1998 Executive Comnuttee recommends a letter be sent to Acme noting the amount for wages and Inquiring it is necessary to keep this site open three days a week. 3. Drumhellei Agreement The city of Drumheller has forwarded an agreement for the contracting of various M.D roads in the Drumheller area This is the same Hold Harmless Agreement that the M.D has the towns and villages sign Executive Committee recommends Mr McCook review tills agreement and if he approves same, this agreement be signed 4. Offer to Contract Parks and Cemeteries - Roland Stroub Mr Roland Stroub of Didsbury has contacted the M.D expressing an interest in contracting the maintenance for the M.D parks and cemeteries Mr McCook noted it was more cost effective to have the M D workforce undertake this maintenance, especially the cemeteries where the crew can go out on short notice to prepare the cemetery for a funeral Executive Committee recommends Mr Stroub be thanked for his interest in this matter and advised the M D. will not be contracting these services at this times 5 Alberta Municipal Financing Corporation Capital Requirements & Debenture Repayment The Alberta Municipal Financing Corporation has requested notification for any estimated capital requirements to be financed by sale of debentures to the corporation Notice of the debenture repayment for Torrington has also been received The annual payment is for $14 747 53 payable Sept 15/98 This will be the seventeenth payment of the twenty year debenture January 1/98 debenture balance is $44 793 42 Executive Committee recommends the tax department be notified of this debenture to ensure it is charged to the Torrington properties G Torrington Watei Billing The utility billing for Torrington has been completed and billed to December 31/97 The village was billing bi monthly and charging a flat rate for utility services The garbage will be picked up by SCA, the M.D s contractor for the other hamlets commencing January 21/98 and the residents have been notified of same Executive Committee recommends the utilities be billed on a quarterly basis, at a flat rate equivalent to the current charge and further, water meters be installed in Torrington as soon as possible. 7 Torrington Office Equipment Mr Garnet Bauer, fire chief of Torrington has requested the office equipment remain in the building for the use of the fire department Mr Bauer has also indicated his department would be willing to share this equipment with the Torrington Tourism Action Society Equipment includes the fax machine computer photocopier, filing cabinet, tables and chairs Executive Committee recommends this equipment be given to the Torrington Fire Department. 8. Torrington Fire Honorariums In response to the Torrington Fire Department's inquiry about honorariums and the M.D s request for information regarding same, the following honorariums are paid by the urban centres to their fire departments Trochu - $1 825 00 Three Hills $9,000 00, Carbon $1 000 00, Acme nothing in past but will start in 1998 Linden - nothing in the past The village of Torrington was paying an honorarium of $800 00 to their fire department These honorariums are in addition to the honorariums paid by the M.D $2 000 00 to Carbon, Linden and Torrington and $1 800 00 to Trochu It was noted the M.D was paying a storage charge to the Torrington Fire department of $1 500 00 per c:i ID/Nii„Uioit;ci997.doc Page 2 T rne. s ?co�6 ea -fey 7o4ry A,u-sa,o or /E -,,,w —4anr 7 C,�i �O.�M167ctd 7iaCcsr �° 7�Oni JeUB7y EXFCUTIVE CONIMITTEE REPORT -,January 15, 1998 year Executive Committee recommends the Torrington Fire Department be advised tl :e MD has reviewed the honorariums paid by other towns and villages to their fire departments and, after considering vanie, ivill continue to pay a$2,000 00 honorarium to the 7orrinl;ton Fire Department acid further advise the MD will no longer pay the storagc, charge for the vehicle and also advise Mr Bauer that Mr /McCook, tiie Public Works Superintendent, will he arranging to meet with him to review the maintenance concerns of thefre hall hudding 9 Letter from Town of Three Hills re. Airport Fuel DisnensinLy system The town of Three Hills has advised their Council has approved a motion to contribute one half of the costs for the fuel dispensing system at the airport ($22 500 00) and agree to the same conditions set out by the M.D regarding recovery of these capital costs and fuel levy Executive Committee recommends to accept and file. 10. Meetmg with Wavne Pedrim re Buffalo Jump Park and Braconnier Park The M.D had invited Mr Wayne Pedrini to the next council meeting to discuss Buffalo Jump Park Mr Pedrini has advised this park is included in the Special Places 2000 so it is premature to meet at this time but rather wait for the Special Places 2000 report Mr Pedrini has also advised the transfer of Braconnier Park is unable to proceed because a builders' lien has been registered against the title, in the amount of $230,170 09, by the legal counsel of Porter Tanner, the contractor for the Mt Vernon Water project Executive Committee recommends to accept and file this information at this time 11 Lettei from Hon iris Evans The Hon Iris Evans, Minister of Municipal Affairs, has sent a letter to all jurisdictions that attended the meeting with the minister and MLA Richard Marz, on December 15/97 in Olds thanking them for their comments and input /zry� &Jr Exxecutive Committee recommends to accept and file r- 12 Letter from Ulster Petroleums re. Wimborne Gas Plant 04- 12- 34 -26 -W4 Ulster Petroleums has advised it will be making an application to the Alberta Energy and Utilities Board (AEUB) for approval to increase the current sulphur capacity at the plant from 194 5 tonnes per day to 235 tonnes per day an increase of 22% with no increase in regulated emission levels Executive Committee recommends to accept and file. f 13 Letter from Peter Kivisto, M.D. of Rockv View, re Request from Town of Hinton At the CAAMD &C Director's meeting a request was made to circulate a request from the town of Hinton to support an initiative to have the province provide information and development policies and guidelines relevant to urban/rural amalgamations and revenue sharing CG f)L[. �ouJ��u -aPS Executive Committee recommends copies of this documentation be provided to each Councillor 14 Sample Dispute Resolution process for Government of Alberta Construction Contracts Alberta Transportation and Utilities has forwarded the above sample document Mr McCook has reviewed this document Executive Committee recommends to accept and file. f; 15 Jan 13/98 News Release re Infrastructure Grants Announcement Provincial Treasurer Stockwell Day has outlined a special one time allocation towards C:/MD /Mmul&EC 1997.doc Page 3 f a • EXECUTIVE COMMITTEE REPORT -January 15, 1998 capital spending in the above News Release The first $1 billion of any surplus will go directly to the debt, while the next $250 million can now be used to fund one time capital expenditures in priority areas Any surplus dollars beyond this figure will continue to go towards debt repayment This capital spending will be allocated as follows $100 million to education's basic capital funding, $20 million to Advanced Education and Career Development $40 mullion to make sure medical equipment is Year 2000 compliant, $100 million to transportation to accelerate the multi laning of the north south corridor and maintain infrastructure in municipalities Executive Commzittee recommends to accept and file Mr McCook briefly left the meeting to meet with Mr Allan Winther time 11 10 A.M and returned to the meeting shortly thereafter 16. Inspection Station Licence Renewal Alberta Transportation and Utilities has forwarded the M.D s Commercial Vehicle Inspection Station Renewal Licence The M.D is only licenced to inspect its own vehicles A discussion followed on whether the Seniors Outreach bus could be inspected by the M.D and it was agreed this vehicle could not be considered the M.D s vehicle F-vecutive Committee recommends this licence only he renewed for inspections on own vehicles 17 Bridge File 13486 INE 23 -29 21 W4 SH 575 over Kneehills Creek (Denny Bridge) Mr John 0 Brien, Torchinsky Engineering has inspected the above bridge and prepared a preliminary engineering report on same Mr 0 Brien is recommending a concrete overlay lateral stressing with strands at deck level and underslung steel diaphragms and deck points at both piers and at both abutments It was noted the costs for this bridge repair should be eligible for 75/25 cost sharing with the province FI-- ,�� 7 SpJiolzS ��7ix V�9 Executive Comnuttee recommends this bridge be repaired, as per recommendations of 7 o,,P&v) Mr .Iohn O'Brien. 18 Taxable Income for Councillors - T4's After reviewing the way the M.D calculates the T4's for Councillors it has been determined the procedure the M.D is using is the most advantageous to the Councillors Executive Committee recommends to accept and file. F� 19 Secondary Highway Road Program Mr Jeffery presented an `as we can afford' level of funding report for the Secondary Highway Road Program and compared same with the actual road program schedule prepared by Mr Colin Stroeder, Torchinsky Engineering Ltd On an approximate average budget basis it will cost $2 million per year to maintain the secondary road program with the M.D s 25% share being $500 000 00 It was noted the M.D would not know an exact dollar per year amount to budget for this until SH 575 requires addressing L� 4W Executive Comnuttee recontrnenrds Mr Colin Stroeder, Torchinsky Engineering Ltd, be requested to do a paventent inventory of all non secondary highway pavements in the M D and this information be used as a long term planning tool. Mr McCook left the meting time 11 50 A.M 20. Letter from town of Three Hills re Development Permit The town has advised a Development Permit has been issued for the construction of a Super 8 motel with a waiver on the height restriction for the motel sign, which will be 36 feet It was noted the M.D 's Land Use Bylaw allows for a 35 ft maximum in a hamlet i residential area The motel will be located beside the UFA and Esso I _ Executive Comnuttee recommends to accept and file. C: /MD /Minute /EC 1997.doc Page 4 0 EXECUTIVE COMMITTEE REPORT - Janu -iry 15, 1998 21 lan 9/98 AB Government News Release re Spending Increases for Women's Shelters and FCSS Dr Lyle Ober& Minister of Family and Social Services, has announced an increase in his department's spending of $70 million (5.2 %) over the next three years Of note is a $9 million (15 4 %) increase in the funding of Women's Shelters and an increase in funding to the FCSS program of $5 million (16 %) This funding will help implement anew funding formula that will allocate FCSS dollars to municipalities based on median income as well as population size Further details will be forthcoming with the budget announcements Executive Committee recommends to accept and file � Fess F� 22. FCSS Director Office Space The Steering Committee of the Kneehill Regional FCSS Board has unanimously selected Mrs Patti Dundas for the position of part time FCSS Director Mrs Dundas has accepted this position and will commence work on Jan 19/98 The M.D has approved providing office space for the FCSS Director The Executive Committee then toured the building to assess the available office space Executive Committee recommends, for the present tine, the FCSS Director be given the vacant workstation in the south west corner of the upstairs main office area. 23 Nledia Policy At the last council meeting a motion was approved to have the Executive Committee draft a policy to deal with the media Mr Jeffery distributed an article to the committee members from the January 1998 Municipal World magazine dealing with qualified privilege and whether municipal councillors lose their qualified privilege by making statements in the presence of the press Executive Committee recommends the following Media Policy Only the Reeve and Deputy Reeve address the media and be the official spokespersons for the municipality Any other councillor that has contact with the media must very )ecifically state their comments are personal continents only and do not reflect the position of the mulucipahty. Mr Vickery advised he had another appointment and requested Mr Hoff to continue with the Executive committee meeting. Mr Vickery left the meeting time 12 40 P M The meeting then recessed for lunch 12 40 P M 1 25 P M 24 Proposed Amendments to AAMD &C Bylaws The AAMD &C has forwarded a Notice of Motion, outlining the proposed amendment to address the issue of current members who, through amalgamation or restructuring, may become ineligible for full membership in the AAMD &C Executive Committee recommends this motion be supported 25 Alberta's Trail Network Public Meetings There will be six public meetings throughout the province to give Albertans the opportunity to examine the draft proposal for the Alberta Trail Network and express concerns and comments There has been a meeting scheduled for Red Deer on Tuesday, Jan 20/98 at 6 30 P M., Red Deer College Mr Jeffery then contacted Mr Vickery on his cell phone to determine whether he could attend this meeting Executive Committee recommends either Mr Vickery or Mr Wagstaff attend this meeting The Executive Committee meeting then adjourned Time 145 P M cLo"I" k, ,J, -AK C: MD /Min1,I&EC1997.doc Page 5 F 74 A