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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
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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
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EXFCUTIVE CONIMITTEE REPORT -,January 15, 1998
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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
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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
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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
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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
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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
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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
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residential area The motel will be located beside the UFA and Esso
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Executive Comnuttee recommends to accept and file.
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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
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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
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