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HomeMy WebLinkAbout1998-10-22 Council MinutesEXECUTIVE COMMITTEE REPORT - October 22. 1998 The Executive Committee of Otto Hoff, Richard M Vickery and Robert E Boake met on Thursday, October 22, 1998, at the Kneehill County office in Three Hills, commencing at 8 35 A.M Also present were John C Jeffery Administrator, Lonnie D McCook Public Works Superintendent and Jennifer Deak, Assistant Administrator and recording secretary The following items were reviewed 1 Horseshoe Canyon Viewpoint Mr Jeffery reported he had met with Morris Gorko and Wayne Pedrini AB Parks & Recreation, and Ray Romanetz and Darwin Durnie, town of Drumheller, to discuss the Horseshoe Canyon Viewpoint area The provincial government is closing or privatizing the parking lot area There are an estimated 100,000 visitors to the viewpoint per annum and the province feels the area is too important to close The town of Drumheller advised the viewpoint area is part of the town s tourism marketing plan and too important to close Control is a huge issue on the Highway 9 realignment Drumheller serviced the area this year and cleaned the outhouses (3 4 times on week ends) Discussed a possible partnership with Drumheller for this area, discussing the highway alignment with Alberta Transportation and Utilities at the meeting scheduled with the Minister at the Fall Convention Executive Committee recommends the possibilities of a partnership with the town of Drumheller, on a 50150 basis, be further investigated and discussed Mr Rinus Onos Director of Operations, Kneehill Ambulance, and Mr Alex Cunningham, the County s director of Disaster Services and contract radio person entered the meeting time 9 15 A.M 2. Radio Upgrade Mr Cunningham was requested to provide an update on the status of the radio system upgrading It was noted item #13 on the Caltronics Communications Bid Summary (retune duplexer, recrystal repeater), in the amount of $3 700 00 was to be removed from the total, making the amended total bid $15,986 A discussion followed on the radio system upgrading to accommodate the E911 emergency system It was noted the Kneehill Ambulance Society board had unanimously agreed to request Acme and Linden to cease using the ambulance frequency to contact their public works personnel, this frequency had to be dedicated for emergency services Letters had been sent to both villages Acme had complied with this request but Linden is still utilizing this frequency Mr Cunningham noted he had gone out to the Linden radio tower and re programmed the system Mr Onos noted he was concerned at the lack of detail on the tender documents This matter was discussed and the following information was provided by Mr Cunningham All the County's radio equipment will be removed from the Linden tower and relocated to the Wimborne tower when the upgrade is completed Mr Cunningham will move and install the Linden equipment at the Wimborne tower this should take approximately two hours Mr Cunningham confirmed the Systems Operations booklet (page two) was incorrect and changes had been made - The process for the 911 calls was reviewed and Mr Onos noted this process was not included in the tender Mr Cunningham noted the process was addressed in the diagrams - the TP154 (interconnect) at Linden will be moved to the Three Hills hall the purchase of a mobile (base station) is not required as we have one in stock and it is no problem to hook together Another antenna for Carbon is not required The end result will not be without interference, there are two repeaters on one station but interference should be minimized by using both the Carbon and Wimborne towers The hand held radios will be able to reach the repeater system either through the Carbon or Wimborne towers The upgrade should be completed soon before Mr Cunningham leaves for Mexico (Nov /98) The controllers have been shipped Waiting for the final design of the cavities C: /MD /Minute /EC 1998.doc Page 1 L& = -- � EXECUTIVE COMMITTEE REPORT - October 22, 1998 from Sinclair The problem is the two frequencies are too close together and the cavity has to be designed with antenna separation • The Executive Committee agreed to have Mr Cunningham and Mr Onos go to the Linden tower to check out the village of Linden radio access and further agreed, should Linden continue to access the emergency radio frequency to contact their public works personnel the County's Reeve and Deputy Reeve meet with the Linden Council to discuss same Executive Committee recommends to accept and file as information. Mr Cunningham and Mr Onos left the meeting time 9 50 A.M 3 AgPro Road Proiect- s/o 5 -33 23 -W4 Mr McCook reported the low tender for this road project had been received from Horseshoe Contracting ($156,410 00) Mr Lawrence Meehan has not signed the land buying agreement for the project Mr Meehan has indicated he is agreeable to the County s policies for the land compensation but is in a dispute with AgPro Grain and therefore will not sign the agreement Executive Committee recommends the low bid for this project be accepted, providing it is in order, and further, the road project proceed only when all the land agreements are signed 4. AAMD &C Audited Financial Statements Copies of the audited financial statements for the AAMD &C and Jubilee Insurance for the year ending July 31 1998 have been received Also, a brief summary of Executive expenses for the past fiscal year has been received It was noted total Executive expenses for the fiscal year total $240,364 , member equity in the AAMD &C for the fiscal year totals $3,963,537 Mr Vickery requested a copy of the Executive expenses I) Executwe Committee recommends to accept and file. 5. AAMD &C - Managing Environmental Requirements for Municipal Roads The AAMD &C has co funded a study undertaken by AGRA Earth & Environmental Ltd. on the above issue and forwarded a checklist to aid municipalities in identifying and iunderstanding any environmental requirements that may be associated with roadway �I construction projects (e.g reclamation certificates for right of ways) Executive Committee recommends to accept and file and further, this document be referred, for perusal, to the Public Works Superintendent. 6. Alberta Transportation and Utilities - Street Improvement Program (SIP) Alberta Transportation and Utilities has approved funding, under the SIP, for the upgrading of First Avenue, Torrington in the amount of 97,700 00 (total estimated project costs $130 300 00) The former village of Torrington had applied for this funding prior to their dissolution Mr McCook advised the County s engineer, Torchinsky Engineering Ltd. would be submitting a report on this project next week Executme Committee recommends the Memorandum of Agreement for the Street Improvement Program be duly signed and executed 7. Councillor Cellular Telephones The contracts for the Councillor cellular telephones should be ending in November Mr Vickery reported he had exchanged for a cost of $77 00, his cell phone for a smaller model Executive Committee recommends each Councillor be responsible for their own cellular telephone contract and requirements CIMD /Minute /EC 1998.doe Page 2 F,LE C,v,�7P.as EXECUTIVE COMMITTEE REPORT - October 22, 1998 8 County of Red Deer - 1998 2001 Secondary Highway and Bridge Priorities The County of Red Deer has forwarded a copy of their three year plan for roads and bridges Some road links include SH 587 and SH 791, both scheduled for subgrade�� reconstruction Mr Vickery requested a copy of this documentation Executive Committee recommends to accept and file. �- 9 Three Hills Airport Commission Financial Statements Copies of the of the 1996 and 1997 financial statements for the Three Hills Airport Commission prepared by Ablett Kolke, have been received along with a copy of the auditor s letter to the Airport Commission recommending the airport change from the cash basis of accounting to the full accrual basis of accounting Executive Committee recommends to accept raid file. 10. County Christmas Partv The suggestions and comments for the 1998 County Christmas party was reviewed Executive Committee recommends all employees receive a Christmas ham, to heu of holding a Christmas party, the County make a donation, on behalf of the employees, to 5orp -20� S T A. RS and employees be sent a Christmas card with their ham advising of this donation Also, in recognition and appreciation for the eighteen years of service as Councillor, Division Three, Council take Mr Bob Boake and his spouse out for an evening at Stage West in Calgary 11. M.D. of Rocky View Letter re. Kneehill Regional Water Commission The M.D of Rocky View has advised it has a fee for the use of the road right of ways for water and sewer lines and requires a Blanket/Indemnity Agreement that holds Rocky View harmless Executive Committee recommends this matter be referred to the Kneehill Regional `'4° 7 Water Commission. H1ffl" ,tie 12. Policy 3 6 Fax Machines Mr Boake has indicated he would like to purchase his fax machine from the County current policy does not provide for this M-,% P 7 Executive Committee recommends this policy be reviewed at the 1998 Organizational Meeting 13 AAMD &C Discussion Paper on Moving Wide Farm Machinery Information on the above discussion paper released by Alberta Transportation and Utilities has been received It was noted the current provisions exempt farm machinery but it is proposed this be changed that any person moving wide farm machinery over a distance greater than 50 km Be required to conform to the same safety regulations as other vehicles A discussion followed on the need for common sense safety and night time lights on wide farm machinery AJM411141-4 l /1) Executive Committee recommends this matter be further discussed at the Divisional A.v Meetings and a focus made on the safety issues of moving wide farm machinery. 14. AgPro Road Project (for information only) Mr McCook re entered the meeting to advise Mr Meehan has refused to sign the land agreement for the AgPro road project Mr Jeffery proceeded to telephone Mr Lyle Bauer, president of AgPro to discuss this matter Due to time restraints for the project, the County advised AgPro that the road project would be cancelled should the land agreements not be signed by noon on Friday Oct 23/98 CIMD /Minute /EC 1998.doc Page 3 EXECUTIVE COMMITTEE REPORT - October 22, 1998 The Executive Committee recessed for lunch 11 50 A.M 1 15 P M Mr Vickery was not present when the meeting continued 15 Office Stationery The price quotes for the new office stationery was reviewed To get the same quality paper with the new coloured logo would cost $2,096 00 for 5 000 sheets compared to $1358 00 for a different quality paper The Executive Committee then chose a new paper bond for the County letterhead It was reported the cost to change the lettering on the outside of the front office to `Kneehill County' would cost approximately $200 00 Executive Committee recommends the new paper bond, as chosen by the Executive Committee, be ordered for the County letterhead, the lettering outside the front office be changed to reflect the County's new name, all employee and Councillor business cards be changed to reflect the municipality's neiv name. 16 1998 Tax Sale Reserve Bid A reserve bid is required for the 1998 public tax sale The old Grainger community hall land will be the only property offered for sale This is a vacant property, comprising of three 25 ft lots on one title with no services The assessor has recommended fair market value on these lots should be between $200 00 to 250 00 per lot Executive Committee recommends the reserve bid for Lots 1 -3, Plan 990 AO (SE 20- 29-24-W4), be set at a total price of seven hundred dollars ($700 00) 17. Chinook Arc4 Victim Services Society Victim Support Worker Graduation An invitation has been received to attend the above noted graduation ceremonies scheduled for November 2/98 at the Olds fire hall commencing at 7 00 P M Executive Committee recommnends to accept and file. Mr Vickery re entered the meeting time 145 P M 18. MSCIA Report Mr John Rusling, Planner has prepared a report outlining and evaluating the options for issuing construction permits (building electrical gas etc.) The County is currently a member of the Municipal Safety Codes Inspection Agency (MSCIA) and uses this organization for these requirements The advantages and disadvantages of the various safety code inspection options were reviewed Executive Committee recommends as follows I MSCIA personnel to visit the County office every time they are in the area and pick up the County's development pernuts The County to keep a record of these pickups, including date, inspector's name and list of development permits picked up. 2 All MSCIA finahzed files for County permits to be sent to the County office, County to ensure all follow up made on these files and file same with the applicable development permit file, 3 The County to request MSCIA to do the minimum number of inspections for each safety code discipline, as per AB Labour standards 4 The County to request MSCIA to use and develop local area inspectors S The planning and development department to review and report on the above procedures at the end of January 1999 19 Request from Carbon Lions Club The Carbon Lions Club is proposing to construct a nine hole golf course in Carbon and is requesting support and cooperation The Executive Committee noted the County had assisted the various golf clubs in the municipality with trucks and manpower for hauling, etc and would recommend the same type of assistance to the proposed Carbon golf CIMD /Minute /CC 1998.doe Page 4 /::,�Z �GJ �nao T ZIX EXECUTIVE COMMITTEE REPORT - October 22, 1998 course Mr Jeffery proceeded to telephone Mr Terry Reed to recommend the Lions Club apply • to the local Community Lottery Board for funding (Oct 30/98 deadline) Mr Reed indicated the Lions Club required a letter of support from the County to accompany their CFIP grant application Executive Committee recommends a letter of support be given to the Carbon Lions for their CFIP grant application for their proposer) golf course. 20. 1998 Municipal Election Results Mr Jeffery inquired whether Council wished to place a notice in the newspaper of the official election results The Executive Committee noted these results were reported on the front page of this week s local newspaper Executive Committee recommends no official electron results notice be placed in the newspaper 21. AAMD &C Farmland Assessment Review Committee Oct 21/98 Meetin iMr Ed Dunay assessor, attended the above meeting Mr Jeffery reviewed Mr Dunay s notes on the changes to the original Oct 7/98 meeting comments, noting the revised comments would form the AAMD &C final draft and position on this issue Executive Committee recommends to accept and file Mr McCook re- entered the meting - time 2 15 P M 22 Trochu Transfer Site (for information only) Mr McCook reported Drumheller & District Solid Waste Management has poured a cement pad, for the transfer boxes, two feet lower than the existing road Mr McCook has recommended Trochu contact a contractor to address the road It was noted the original engineering for the transfer sites was done by Mr Ed Palm, the engineer for the Drumheller & District Solid Waste 23. Division Three Grading Contract The contract for Division Three grading will expire October 31/98 Mr Robert Cranston is the contract grader operator for the division (rate $65 00 per hour) aP /%2i~rED Executive Committee recommends the County enter into a winter grading contract for the 1998199 winter season with Mr Cranston, at the same hourly rate as the current summer grading contract. Mr McCook left the meeting time 2 20 P M 24. Election Officials Remuneration The hours of the election clerks working at the three divisional polling stations, were reviewed It was agreed the ballot counting took longer than expected due to the Senatorial vote The hours logged at the polling stations by the clerks on election day totalled to approximately fourteen an a half hours There was also a training session prior to the election day process and an instructional booklet to be read by the election workers Executive Committee recommends the election clerks be reimbursed for the equivalent to two per diems for working on election day (Oct 19198) and for a half day per diem for attending the Oct 15198 training session and reading the relevant election information, plus applicable mileage and meals, as per policy rates. 25. 1999 FCSS Funding Agreement 00=00; The 1999 Family and Community Support Services (FOSS) Conditional Funding Agreement has been received Total FCSS funding for the region is $184,954 00 with C: /MD /Minute /GC 1998.doc Page 5 i 1 EXECUTIVE COMMITTEE REPORT - October 22 1998 municipal contributions of $46,238.50 for a total program funding of $231,192 50 The County's share of this provincial funding is $82 177 00 with the County's municipal 20% . contribution bring $20,544.25 The County is the unit authority for this regional FCSS program Executive Committee recommends this funding agreement be duly signed and executed 26. Council Minutes The Executive Committee edited the September 291h and October 13th 1998 council minutes for publication in the newspaper Executive Committee recommends these minutes, as edited, be published in the newspaper 0 The Executive Committee meeting then adjourned time 2.40 P M r, YrA4,PQ I Jenni r De k Assistant Administrator C:/MD/Minutc/LC 1998.doc Page 6 /,