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HomeMy WebLinkAbout2003-01-14 Council Minutesn r LTJ NO KNEEHILL COUNTY Regular Council Meeting Agenda January 14, 2003 APPOINTMENTS. 1. Rob Mayhew, Public Works Superintendent — see Agenda Item # 5 2 10 00 A.M — Shelly Ohama — Boomtown Trail Presentation 3 1.00 P M: Angus Park — Crossroads Gas Co op 4 130 P M — John Van Doesburg— Kneehill Regional Water Commission - see Agenda Item #7b 1 Meeting Called to Order 2 Adoption of Agenda 3 Approval of December 10, 2002 Regular Council Meeting Minutes 4 Accounts Payable 5 Public Works Superintendent's Report 6 Unfinished Business a Badlands Ambulance Services Bylaw b Wheatland Assessment Shared Services Agreement c Parkland Planning Services Agreement d 2003 Equalized Assessment Report e Joint Acme/Linden/Kneehill County Fire Agreement f Kneehill County Recycling Grant 7 New Business a Assessment/Planning/Tax Clerk b Kneehill Regional Water Commission Resolutions c Budget Dates d Ministry of Municipal Affairs Appointment e Mumversrty L Trochu Fire Department Request g Century Family Farms h Lacombe County Invitation i Redesignation — N W 06-32 23 W4 j. Redesignation — N E.26 32-26 W4 k. Time Extension & Waiver of Fees 1 Time Extension & Waiver of Fees in Carbon Fire Invitation — Jan 18/03 n. Payables Authorization o Disaster Services Review — Verbal Report p Canadian Badlands Map Guide Listing q Error Correction — Roll #222917082 r Assessment Error — Crossroads Gas Co op 8 Correspondence 9 Council and Committee Reports a Huxley Colony School Presentation b Three Hills Airport Commission c Drumheller & District Solid Waste Commission d Kneehill Ambulance Society e. Executive Committee Dec 2002 f Executive Committee — Jan 9, 2003 g. Kneehill County Utilities Meeting 10 In Camera a Labour Issue 11 Adjournment 11 0 L11 • C] KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF KNEEHILL COUNTY OFFICE 232 MAIN STREET, THREE HILLS, ALBERTA. PRESENT. Division No 6 Ken Hoppins Reeve Division No 4 Murray Woods, Deputy Reeve Division No 1 Brian Holsworth Councillor Division No 2 Carol Calhoun, Councillor Division No 3 Jerry Wittstock, Councillor Division No 5 Vern Crawford, Councillor Division No 7 Ken Knievel Councillor ADMINISTRATION PRESENT. County CAO Gene Kiviaho Recording Secretary Barb Long 1 Reeve Hoppins in the Chair: CALL TO ORDER Reeve Hoppins called the meeting to order at 8 33 A.M 2 Adoption of the Azenda: The following addition was made to the agenda AMENDMENT Under Council and Committee Reports 8(i) Kneehill Regional Water Committee report 01/03 Clr Calhoun moved approval of the agenda with the above noted addition CARRIED 3 Approval of the December 10, 2002, Council Meehna Minutes APPROVAL OF The following amendment was made to the December 10, 2002 Council Meeting minutes MINUTES Page 2, Agenda Item 5 Accounts Payable — Councillor Knievel replaced Councillor Holsworth on the Finance Committee Page 5, Agenda Item 7b — Tax Penalty Deadline — motion should read, " Clr Woods moved approval of the recommendation that effective 2003, October 31" be the deadline for payment of current taxes, with tax penalties of 5% to be levied on all outstanding balances on both November 1 sc and December 1" " 02/03 Clr Woods moved approval of the December 10 2002 Council meeting minutes as amended Reeve CAO CARRIED 1 i KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 4 Accounts Payable (attached and forming part of these minutes A/P REPORT Note T Nash entered the meeting at 8 40 A.M to address any questions regarding the Accounts Payable • D Moon, Three Hills Capital reporter entered the meeting at 8.42 A.M 03/03 Clr Knievel moved approval of the accounts presented for payment today, subject to review by the Finance Committee consisting of Reeve Hoppms, Deputy Reeve Woods and Councillors Knievel and Holsworth CARRIED Note T Nash left the meeting at 8 42 A M PWS REPORT 5. Public Works Superintendent's Report (attached and forminE part of these minutes) R Mayhew entered the meeting to present the items on the Public Works Superintendent's report (Time 8 45 A.M ) Seismic activity Old Business Seismic activity Action Item Mr Mayhew will contact Alberta Environment with respect to the following safety concerns visual obstruction, no signage, poor lighting, and working after dark Mr Mayhew will also check into the agreement signed with the Seismic company to evaluate available options New Business — Roadwork a Report #1 — Road Study — Mr Mayhew distributed Road Study binders and requested approval of the 2003 & 2004 road projects as per pages 33 and 34 of the Rural Road Study He noted that projects would be evaluated on a yearly basis Mr Mayhew advised the Grainger Road had been scheduled for 2003 subject to bridge funding He noted the total cost of the proposed projects would be basically the same as in 2002, approximately 3 3 million Clr Woods moved approval of the 2003 and 2004 Road Projects as • 04/03 proposed by the Public Works Superintendent, subject to budget ROAD PROJECTS approval CARRIED ENGINEERING Report #2 — Award Road Pr iects to Engineering Firms Clr Crawford moved that AMEC Infrastructure be awarded the completion of the Linden West Road Construction Project and 05/03 EXH Engineering Services Limited be awarded the remainder of the approved projects for 2003 and the preliminary engineering for 2004, as recommended by the Public Works Superintendent. '11 Reeve CAO 2 C C7 KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 Report #3 — 2003 Application for Prairie Grains Road Program Funding Linden East Road — project selected by Mr Mayhew — approximately 7 miles of resurfacing (to pavement) from the Linden village limits to the portion of the road that had been chip sealed in 2001 (almost to the railroad tracks) LINDEN EAST RD Clr Wittstock moved approval for the Linden East Road resurfacing subject to Kneehill County receiving the 2003 Prairie Grains Road Program funding, and further the application 06/03 for this funding be forwarded prior to the January 17 2003 deadline CARRIED Action Item Mr Mayhew noted money has been allocated for a further road review of the roads surrounding the elevators between RD STUDY Three Hills and Trochu Report #4 — Kneehill County Utilities Meeting 07/03 Clr Holsworth moved this report be received as information CARRIED Mr Mayhew left the meeting at 9.25 A.M 6(a) Badlands Ambulance Service Bylaw (report attached and forming part of the minutes) Clr Crawford moved first reading be given to Bylaw #1474, this 08/03 being a bylaw authorizing Kneehill County to enter into a membership agreement with the Badlands Ambulance Service Society Bylaw 1474 CARRIED Badlands AMB SERVICE Clr Calhoun moved second reading to this bylaw CARRIED Clr Knievel moved consideration be given to have third reading of Bylaw #1474 NOT CARRIED UNANIMOUSLY Bylaw #1474 will be presented for third reading at the January 28, 2003 Council meeting 6(b) Wheatland Assessment Shared Services Contract Agreement ( report attached and forming part of the minutes) Assmt Shared Services Clr Holsworth moved approval of the contract extension for 09/03 Assessment Shared Services with Wheatland County for a six month period CARRIED Reeve CAO 3 KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 PCPS AGREEMENT 6(c) Renewal of the Parkland Community Planning Services Agreement (report attached and forming part of the minutes) 10/03 Clr Knievel moved approval of the contract extension with Parkland Community Planning Services for a six month period CARRIED 6(d) 2003 Equalized Assessment Report (report attached and forming part of the minutes) EQUAL 2003 REPORT Note Mr Nedoshytko Kneehill County Assessor entered the meeting at 9 35 A.M to provide information on this report Clr Woods moved the 2003 Equalized Assessment Report be received as information 11/03 CARRIED 6(e) Joint Acme/Linden/Kneehill County Fire Agreement(report attached and forming part of the minutes) Clr Wittstock moved to extend the existing Joint 12/03 Acme/Linden/Kneehill County Fire Agreement for a six-month period with notification to the participants that this has been done in reference to the Pommen & Associates ongoing Disaster Services Review Joint Fire Agreement Linden/Acme/K.0 Clr Crawford amended this motion by adding that the funding not be reduced for a 12 month period The vote on the amended motion was CARRIED The meeting recessed from 9 55 A.M until 10 05 A.M Appointment — Shelley Ohama, East Parkland CBDC re: BoomTown Trail BoomTown Trail Ms Ohama and Trochu Mayor Loretta Ling were present when the meeting reconvened at 10.05 A.M Ms Ohama distributed an information package containing information on the history of the development of the BoomTown Trail the Boomtown Trail Ambassador Program, and Ambassador Networking Forums The BoomTown Trail was developed and supported by the Highway 21 Initiatives Society with their objective being to increase tourism in the communities along Highway 21 The Ambassador Program is a network of tourism operators interested in promoting the BoomTown Trail as a tourism destination Ms Ohama concluded her presentation by requesting Kneehill County consider participating in this project by Reeve CAO 4 C7 N • CJ KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 supporting the implementation of BoomTown Trail signage by Alberta Transportation by requesting they consider the future development of such signage throughout the corridor including the BoomTown Trail logo on county signage financially supporting this program by contributing $0 35 per capita to a maximum amount of $500 00 per year Reeve Hoppms thanked Ms Ohama and Mrs Ling for attending the Council meeting and for the presentation on the BoomTown Trail initiative and advised the request for support would be considered during the upcoming budget deliberations Ms Ohama and Mrs Ling left the meeting at 10 30 A.M Action Item Administration was requested to develop a policy to cover requests for support of promotions and programs, for Council consideration Note Mrs Nash entered the meeting at 10:40 A.M 6(f) Kneehill County Recycling Grant (report attached and forming part of the minutes) Clr Holsworth moved approval of the disbursement, on a per capita K.0 Recycling Grant basis, of the remaining Recycling Grant, to the ,jurisdictions within 13/03 Kneehill County actively involved in recycling programs CARRIED 7(a) Assessment/Planning/Tax Clerk (report attached and forming part of the minutes) New Position Clr Calhoun moved the creation of a new position for 14/03 Assessment/Planning/Tax Clerk be referred to management to incorporate into the budget for Council s deliberation CARRIED 7(c) Budget Dates (report attached and forming part of the minutes Budget Meeting Dates Clr Holsworth moved January 22"d 8 30 A.M until 12 00 P M and January 23rd 8 30 A.M until 5 00 P M be established as the 15/03 Special Meeting dates for the 2003 budget deliberations and that these dates be advertised in the Three Hills Capital CARRIED Action Item• Council approved the budget format as presented by Mrs Nash PAYABLES 7(n) Payables Authorization (report attached and forming part of the minutes) 16/03 Clr Woods moved authorization for payment of source deductions be changed to reflect the signing authorities within management CARRIED Z'. --e5A;� Reel",___ CAO 5 N • • • KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 Clr Calhoun moved the Utility and Phone Bills be paid via direct 17/03 debit and reviewed monthly by the responsible Department Head CARRIED Clr Crawford moved the management staff be authorized to sign 18/03 cheques under $1,000.00 in value and not exceeding an aggregate Signing Authorization value of $10,000 00 Reeve Hoppms recommended information be obtained from the County s accountants as well as other municipalities regarding this matter Clr Woods moved this item be tabled pending further investigation CARRIED Note Mrs Nash left the meeting at 11 13 A.M 7(d) Ministry of Municipal Affairs Appointment (report attached and forming part of the minutes) MUN EXCELLENCE Clr Wittstock moved the participation of the CAO Mr Gene Kiviaho, in the Municipal Excellence Program 19/03 CARRIED Note Council extended congratulations to Mr Kiviaho on the honor of being chosen by the Ministry of Municipal Affairs to participate in the Municipal Excellence Program 7(e) Muniversity (report attached and forming part of the minutes Mr Kiviaho recommended that Or Holsworth and himself attend MUNIVERSITY the third session of the Muniversity program, being held in Grande Prairie in February and the fourth session being held in Lethbridge in March Due to the excellence of this program he further recommended that Council introduce, on a rotational basis, one additional Councillor in the program starting in February Action Item Administration was requested to provide information regarding the financial implications of participating in this program Clr Crawford moved this matter be tabled until the January 28 20/03 2003 Council meeting to allow time for administration to provide more information regarding budget impact CARRIED 7(f) Trochu Fire Department Request (report attached and forming part of the minutes) 21/03 Clr Knievel moved approval of the request from the Trochu Fire Department to modify the old "Salt Storage Shed' in order that it Trochu Fire Request can be used for Fire Department training purposes, subject to the Salt Shed clarification of liability issues Ree e CA C. KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 Clr Woods moved this issue be tabled until the second Council 22/03 meeting following the receipt of the final report on the Emergency Services Review being conducted by Pommen & Associates CARRIED 7(g) Century Family Farms (report attached and forming part of the minutes) Century Farms Clr Calhoun moved Kneehill County recognize the achievement of Century Family Farms with the costs for bronze plaques honoring 23/03 this occasion, to be researched by administration and presented to Council CARRIED 7(h) Lacombe County Invitation Lacombe Inv Clr Knievel moved regrets be sent to Lacombe County advising a 24/03 representative from Kneehill County will be unable to attend CARRIED Note Ms D Keiver, Development Officer entered the meeting at 1143 A.M ® 70) Redesignation Request N W 06 32-23-W4 (report attached and forming part of the minutes) Redesignation Clr Wittstock moved Tuesday, February 11 2003 at 10.00 A.M be scheduled for a Public Hearing to hear this application for 25/03 redesignation and further the necessary notices be sent to all involved parties CARRIED 70) Redesignation Request N E 26-32-26-W4 (report attached and forming part of the minutes) Redesignation Cir Woods moved Tuesday, February 11 2003 at 10 30 A.M. be scheduled for a Public Hearing to hear this application for 26/03 redesignation and further the necessary notices be sent to all involved parties CARRIED • SBDV Extension 7(k) Subdivision Time Extension Request N E 02 34-26-W4 (report attached and forming part of the minutes) Clr Calhoun moved that due to the transition in the planning 27/03 department and the possible miscommunication, the request for a six month extension and waiver of fees be approved CARRIED 70) Subdivision Time Extension Request S.E.12-29-22 W4 (report attached and forming part of the minutes) SBDV Extension Clr Knievel moved approval of the request for a six month 28/03 extension and waiver of fees CARRIED Reeve CAO 7 c: • KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 Ms Keiver left the meeting at 11 55 A.M The meeting recessed from 11 55 A.M to 1 05 P M Note Mr Angus Park was present when the meeting reconvened 7(r) Assessment Error — Crossroads Gas(report attached and forming part of the minutes) Note Due to a conflict of interest Reeve Hoppms excused himself from the meeting and Deputy Reeve Woods assumed the position of Chairman for this agenda item Time 106 P M Crossroads Gas Mr Nedoshytko, County Assessor, entered the meeting at this time Mr Angus Park, Board Member for the Crossroads Gas Co Op, presented background information on the outstanding taxes and arrears to the Crossroads Gas Co Op Mr Park reported the 2000 tax levy, in the amount of $4,399 30, had been assessed by the province in error, and acting upon advice from the Federation of Gas Co Ops the Crossroads Gas Co Op Board had not appealed this assessment either with the province or had made an error by not appealing the assessment with Kneehill County, and by not reporting to Alberta Municipal Affairs the status of their pipelines However, as the assessment was incorrect he requested Kneehill County forgive the amount outstanding Mr Nedoshytko summarized his report to Council advising that a possible error does not allow the ratepayer to not pay taxes He further noted that on February 26 2001 Crossroads Gas Co op contacted Alberta Municipal Affairs, regarding the incorrect assessment but this was one year too late for consideration of relief of the 2000 taxes At this time Alberta Municipal Affairs issued an error correction to Kneehill County, and the assessment was removed Since then only penalties have been applied for non payment of the 2000 taxes Mr Nedoshytko reported it was his understanding that the Alberta Municipal Affairs procedure of annual self -reporting by rural gas co operatives, has been in place for a number of years Clr Calhoun moved more information be obtained from the 29/03 Crossroad s Gas Co op and the County's assessor with this information to include a timeline of all correspondence as well as information on the length of time the Province's self -reporting procedure for gas cooperatives has been in place MOTION DEFEATED 30/03 Clr Woods moved accept the recommendation of the assessor, that being to expect payment of the tax levy and the arrears MOTION DEFEATED Reeve CAO 8 • • 0 KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 Clr Wittstock moved the original 2000 tax levy, in the amount of 31/03 $4,399 30, be forgiven and that the penalty amounts be payable by the Crossroads Gas Co Op 400 )r ny 'f�� `7 (pE M 01 rmC41,0 4 CARRIED �'a n �) 0 3 i V✓1 Mr John Van Doesburg entered the meeting at 1 35 P M Mr Park and Mr Nedoshytko left the meeting at 140 P M Reeve Hoppins entered the meeting at 140 P M and resumed lus position as Chairman of the meeting 7(b) Kneehill Regional Water Commission Resolutions (report attached and forming part of the minutes) KRWC Resolutions Mr Van Doesburg provided an overview of the Kneehill Regional Water project from its inception in 1998, and outlined the next steps in the process Mr Van Doesburg noted the following resolutions were required from all municipalities involved in the water project by the middle of February, in order to proceed endorsement of the name "Kneehill Regional Water Services Commission" each municipality to recommend to the government that the commission only to make money through the sale of water services, not through requisitioning municipal representation and membership in the commission a recommendation for Chairperson of the Commission A draft bylaw was distributed, and Council was requested to submit any amendments to Mr Kiviaho or Clr Crawford prior to the next Kneehill Regional Water Committee meeting Action Item Clr Crawford requested Charter Members be added to the definitions listing the original members, and noting the charter members have first right of access and new members the next right of access Clr Wittstock moved Kneehill County endorse the proposed name 32/03 of the Commission, that being, "The Kneehill Regional Water Services Commission" CARRIED Clr Crawford moved the objectives of the Kneehill Regional Water 33/03 Services Commission are to provide wholesale water services to its members and to provide water services to other customers on such terms and conditions as the Commission may determine CARRIED ct- '1� Reeve CA 6 0 0 • KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 Clr Wittstock moved Kneehill County request membership in the 34/03 Kneehill Regional Water Services Commission. Clr Cr -a-16�'- requested y amendment the motion, --khat �0�10 , Iie�i-11 "County request membership in the Kneehill Regional { G Water Services Commission subject to unanimous consent to rate 03 changes being included in the Ministerial Order ea CARRIED Clr Woods moved the Clr Crawford be appointed as Kneehill 35/03 County's representative on the Kneehill Regional Water Services Commission, with Clr Wittstock being the alternate representative CARRIED Mr Van Doesburg left the meeting at 2.25 P M 7(m) Carbon Fire Invitation Carbon Fire Inv Clr Crawford moved Reeve Hoppins and Councillor Holsworth 36/03 represent Kneehill County at the January 18, 2003 Carbon Fire Department 25th Anniversary celebration. CARRIED 7(o) Disaster Services Review Dis Services Review Mr Kiviaho provided a verbal update on the Disaster Services Review being conducted by Pommen & Associates 7(n) Canadian Badlands Map Guide Listing (report attached and forming part of the minutes) Canadian Badlands Clr Calhoun moved approval of the Dry Island Buffalo Jump Map Provincial Park listing in the Canadian Badlands Map Guide as 37/03 presented, with the cost not to exceed $150.00 plus applicable GST CARRIED Tax -Error Correction 7(a) Error Correction for Roll #222917082(report attached and forming part of the minutes) Clr Woods moved approval of the revised tax notice on Roll 38/03 #222917802, in the amount of $16,267 24, being sent prior to December 31, 2002 in order that taxes could be collected in 2002 CARRIED 8. Correspondence Clr Calhoun thanked Mr Ian Martens for the kudo received from a ratepayer regarding the quality of his work 9 Council and Committee Reports Committee reports The following reports were presented (a) Huxley School Presentation Reeve CAO • O KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 (b) Three Hills Airport Commission December 11/02 meeting it q b e n� , m tri; L% r; was noted the minutes needed to be amended to read and 1-a n a4O3 C fn increase to iontW 1 d lease rates, not hanger lease rates (c) Waste Report Action Item Administration was requested to send a letter to Drumheller & District Solid Waste Association expressing the County's concern regarding the lack of recycling being offered (d) KAS December 19/02 Meeting (e) Executive Committee Meeting of Dec 19/02 (f) Executive Committee Meeting of Jan 9/03 Action Item Council requested Clr Crawford and Mrs Crawford present the plaques to Mrs Terry Stankievech and family and Mr & Mrs Harvey Stankievech & family in recognition of receiving the Calgary Stampede's Farm Family Award (g) Kneehill County Utilities Meeting of Dec 17/02 Clr Crawford moved Kneehill County communicate with the appropriate political and administrative bodies of the Provincial Government, the need for the province to support the National Water Supply Enhancement Program (NWSEP) CARRIED (h) Kneehill Regional Water Committee meeting of Jan 9/03 Action Item Administration was requested to investigate whether the AAMD&C had ever presented a resolution to the Provincial Government requesting the recognition of road right of ways for use as utility corridors It was recommended a draft resolution be prepared for Council approval, in order that it be presented at the Spring CAAMD&C meeting for district approval 40/03 Clr Calhoun moved the reports be received as presented CARRIED Ms Moon left the meeting at 3 20 P M The meeting recessed from 3 20 P M until 3 30 P M 41/03 Clr Wittstock moved the meeting go "in camera" to deal with a labour issue, with Mr Kiviaho and Mrs Long being present IN CAMERA Time 3 30 P M 42/03 Clr Wittstock moved the meeting out of camera. OUT OF CAMERA Time 3 50 P M Reeve rip CAO CARRIED CARRIED 11 L-1 11 ❑�` 0 KNEEHILL COUNTY COUNCIL MINUTES January 14, 2003 Budget Review Budget format Council reviewed the Legislative section of the draft budget and supplied budgeting figures to be incorporated with the balance of the 2003 draft budget ADJOURNMENT Clr Knievel moved the meeting adjourn at 4 10 P M 43/03 CARRIED Reeve CAO 12 N • C, PWS Report January 14, 2003 Robert Mayhew OLD BUSINESS 1 Seismic work done in County ditches — Sustainable Resource Development inspects any problems reported to them on seismic work On private lands agreements are signed with the landowner and it is the landowners responsibility to cover all of the requests at that time 2 Trochu — Equity water break — Meeting with the Town of Three Hills and the Town of Trochu planned for Thursday, January 16, 2003 This meeting was a result of a bill that was sent and response received from the Town of Trochu NEW BUSINESS 3 Roadwork a. Report#1 Road Study complete —Road Study Binders for you to keep 2003 and 2004 Road Projects presented for approval b Report #2 Engineering 2003 Road Projects presented for approval c Report #3 Prairie Grain Roads Program — new application to be signed, deadline January 17, 2003 RFP's for engineering 2003 received on January 7, 2003 Report to be presented on January 14, 2003 Council meeting 4 Report #4 Utilities meeting December 17, 2002 5 Fire Ban was lifted January 2, 2003 #$L Rob Mayhew, PWS Gene Kiviaho, CAO • C. KNEEHILL COUNTY REPORT #1 Presented to Council Date. January 14, 2003 TO Gene Kiviaho Reeve Hoppins Members of Council FROM Rob Mayhew DATE SUBJECT. Proposed Projects for the 2003 Road Construction Program Bridge funding from Province unknown at this time 10 Purpose Proposing that Council review and approve the 2003 and 2004 Road Projects 2.0 Background The 2002 Road Study has identified the needs of the County for the next five years A meeting was held with Mr Bob Cameron, PFRA on January 8, 2003 to discuss the January 17 2003 deadline for next application for funding for the Prairie Grains Road Program the construction of the Linden West road to take place in 2003 as an extension of 2002 and the future surfacing of that project and the surfacing of the Linden East road 30 Discussion Proposed Projects See Road Study Manual Page 33 and 34 Other Protects a Linden East — Prairie Grains Road Program application for 2003 With the delay of the contract approval and the time frame allotment for the Linden West Road Project, the construction funding has been extended from 2002 to 2003 Funding for the surfacing of Linden West would then will be applied for on next years PGRP funding for resurfacing in 2004 This leaves 2003 PGRP in need of a project for application by Kneehill County Therefore, I would like to place Linden East, which was originally scheduled for 2004 on the application for on the PGRP funding for resurfacing in 2003 b Wimborne Gas Plant Road In the event that we are not successful with Linden East funding, I would like to schedule another project for backup in 2003 from the 2004 Road Project list — another priority of Kneehill County this being the Wimborne Gas Plant road 4.0 Financial implications Estimates being worked on for budget 5.0 Recommendation I recommend approval of the 2003 & 2004 Road Projects as discussed above *RoMa�(eww Ge viah Kio Public Works Superintendent CA • • Cs 0 KNEEHILL COUNTY REPORT #2 TO Gene Kiviaho Reeve Hoppins Members of Council FROM Rob Mayhew DATE January 14, 2003 SUBJECT Award Road Projects to Engineering Firms Presented to Council Date. January 14 2003 10 Purpose For Kneehill County to receive engineering service to accommodate the best interest of the County Request for Proposal for Kneehill County s Engineering were sent to AMEC and EXH Engineering Firms Deadline for the receipt of the proposals was January 7, 2003 2.0 Background The Request for Proposal included for projects proposed for 2003 County Road Crew Construction Tendered Chip Seal Tendered Projects — Linden West 3.0 Discussion The proposals were reviewed, the following key items noted below are considered high priority in the interest of Kneehill County s construction projects 1 Weekly reports, summaries and regular site inspections 2 County involvement on all projects with a clear knowledge that we, the County, are the owner and are in charge and want to be totally satisfied with the completed projects 3 Cost — competitive costs were provided 4 Project team — Major projects require experienced staff and assurance that the end result will is acceptable 5 Alternatives and enhanced service levels RFP's available for review on request 4.0 5.0 Financial Implications RFP Engineering Costs received as follows County Crew 2003 Prelim & Const 2004 Prelim Tendered Construction Linden West Construction Recommendation AMEC $3400 00 plus mileage $1700.00 plus mileage $105,74520 EXH $3200 $1600 $109532.00 I recommend that AMEC Infrastructure be awarded the completion of the Linden West Road Construction Project I recommend that EXH Engineering Services Limited be awarded the remainder of the approved projects for 2003 — /ric " /" - R M hew Public Works Superintendent Gene Aiviaho CAO 0 0 • • KNEEHILL COUNTY TO Gene Kiviaho Reeve Hoppins Members of Council FROM Rob Mayhew DATE January 14 2003 SUBJECT 2003 Application for Pi 1.0 Purpose 2.0 Background 3.0 Discussion 4.0 Financial Implications 5.0 Recommendation Application being prepay Noinfo ailable as of tc R^qKiew Public Works Superintendent • • L� KNEEHILL COUNTY REPORT #4 TO- Gene Kiviaho Reeve Hoppins Members of Council FROM Rob Mayhew DATE January 14, 2003 SUBJECT. Report on Kneehill County Utilities Meeting Presented to Council Date January 14, 2003 10 Purpose Letter received from Infrastructure Canada — Alberta Program concerning the Three Hills West Water Supply Pipeline — funding for this project was not available Mr Glen Brandt of PFRA announced that a new programs has dust been approved Details are not real clear but it is a National Water Supply Enhancement Program (NWSEP) Federal/Provincial 1/3 1/3 1/3 funding arrangement for infrastructure and 50/50 arrangement for studies This program would focus on agricultural concerns For the first phase the Federal Government has $ l OM but so far there is no word on match funding from the province for this portion The first application deadline is March 31 2003 2.0 Background The Three Hills West Pipeline Committee had applied to this the original funding program in 2002 in the endeavor to construct the Three Hills West Water Supply Pipeline 3.0 Discussion Mr Glen Brandt reviewed some areas in the application which needed clarification and backup information. One area would be assistance in water testing of interested parties for the supply in order to provide backup information on the quantity and quality of the existing water supplies Dollars may be available from PFRA for assistance in the backup requirements on the unsuccessful application for Three Hills West 4.0 Financial Implications PFRA may be able to provide some assistance towards acquiring this backup information EXH Engineering has been asked to submit a price to provide this backup information required for the group to resubmit an application for the Three Hills West Water Supply Pipeline I will bring an update back to Council at a later date 5.0 Recommendation N/A Rob Ma ew Public Works Superintendent FAenOce To. Reeve Hoppins Members of Council From Barb Long Date January 9 2003 Issue Bylaw authorizing Kneehill County to enter Badlands Ambulance Service Society Background Bylaw # 1463 established the ambulance service areas for Kneehill County — the right for the provision of ambulance service given to the Kneehill Ambulance Society and the Badlands Ambulance Services Society (attached for your information is this bylaw passed on September 24, 2002) Kneehill County is currently a member of the Kneehill Ambulance Society and has been requested to enter into a membership agreement with the Badlands Ambulance Services Society Discussion Bylaw #1474, a bylaw authorizing Kneehill County to enter into a membership agreement with the Badlands Ambulance Service Society has been drafted and has been reviewed by William Barclay of Reynolds Mirth Richards & Farmer LLP A copy of this bylaw has been attached for your review and consideration Recommendation 1) That Council pass Bylaw #1474 authorizing Kneehill County to become a member of and participate in the Badlands Ambulance Services Society L'" Barb Long 0 CJ Gene Kivi o, CAO • • • n U Council Agenda Item #6b To Reeve Hoppins Members of Council From. Gene Kiviaho, CAO Date- January 8, 2003 Issue Renewal of the Wheatland Assessment Shared Services Contract Agreement Background The Assessment Shared Services Agreement between Wheatland County and Kneehill County expired December 31, 2002 I have proposed to Wheatland that the contractual arrangement be extended until June 30, 2003 Discussion The Agreement extension will continue to provide assessment services on a full time term basis This extension will allow Council an opportunity to consider staffing issues during the budget deliberations Financial Implications The cost for is estimated at approximately $30,000 and will be allocated from the 2003 budget. Recommendation 1) That Council approve the contract extension for Assessment Shared Services with Wheatland County for a six month period Gee iviaho, CAO 0 • 11 Council Agenda #6c To Reeve Hoppins Members of Council From Gene Kiviaho CAO Date January 8 2003 Issue Renewal of the Parkland Community Planning Services (PCPS) Agreement Background The Agreement between Parkland Community Planning Services and Kneehill County expired December 31 2002 I have extended the contractual arrangement with PCPS until June 30 2003 Discussion The revised agreement will reduce the on sight obligation to one day per month while continuing to provide planning services on an `as required" basis This arrangement will provide the County with planning advisory and subdivision processing services on a continuing and project basis and allow Council an opportunity to consideration staffing issues during the budget deliberations The contractual provisions are maintained except that the PCPS staff will only work one day per month out of the County office for the next six months Financial Implications The contractual commitment has been reduced to one day per month ($550 00) and costs will be allocated from the 2003 budget Recommendation 1) That Council approve the contract extension with Parkland Community Planning Services for a six month period. QQM cIL, It Kiviaho, CAO C: • • Council Agenda Item #6d To Gene Kiviaho Reeve Hoppins Members of Council From- Steve Nedoshytko A.M.A.A Assessor Date January 8, 2003 Issue 2003 Equalized Assessment Report Background Recently the 2003 Equalized Assessment Report was received as is on an annual basis Discussion. From the information received the equalized assessment has increased by approximately 3 8% This is a minor increase in comparison to other municipalities reviewed, which saw an increase of between 5 and 10% Financial Implication It is difficult to determine what the financial implications will be as the Provincial Government doesn't disclose the share of each Municipalities Equalized Assessment payment until their budget is set Past payments showed increases as noted below 1998 to 1999 +3 1% 1999 to 2000 + 8% 2000 to 2001 1560% 2001 to 2002 +13% It is my opinion that because of the small overall increase that this Municipality has experienced over the last year there probably will not be much of an increase if any This is no guarantee to this estimate as it is difficult to determine where the Province will set their funding at Recommendation 1) Budget for a small increase in the Equalized Assessment payment at approximately a high of 3 8% and a low of 8% averaged at 2.3% S Steve NedoshAo A.M.A.A Assessor • :7 C. Council Agenda Item #6e To Reeve Hoppins Members of Council From- Barb Long Date December 20, 2002 Issue Joint Acme/Linden/Kneehill County Fire Agreement Background The current Linden/Acme/Kneehill County Joint Fire Agreement, in effect since January 1 1999 expires on January 1 2003 The cost sharing arrangement for operating expenses and capital items of the departments as established by this contract, are Linden 12.5%, Acme 12.5% and Kneehill County 75% (Attached for your information is a copy of this agreement) Kneehill County has retained the services of Pommen and Associates Limited to review all existing fire arrangements and generate a Master Plan which will allow the County to implement the appropriate direction and objectives to provide the best fire and disaster protection service possible The timeline provided by Pommen and Associates identified this project is to be completed by the second week of March 2003 Discussion An extension is appropriate given the Emergency Services Review being conducted by Pommen & Associates Recommendation 1) That Council extend the existing Linden/Acme/Kneehill County Joint Fire Agreement for one year, to expire January 1, 2004 Barb Long Gene +Kivaho, CAO i • To. Reeve Hoppms Members of Council From Barb Long Date. December 20, 2002 Issue Kneehill County Recycling Grant 2002 Council Agenda Item #6f Background Policy 16 3, Recycling Grant (attached for your information) in the amount of $5064.00, based on $100 per capita notes that should any grant momes not be disbursed, any other jurisdiction in the County, actively involved in recycling can apply for these remaining funds which will be disbursed prior to the yearend In 1999, 2000, and 2001 Council has passed a motion to disburse the remaining grant money and close off the remainder of the grant Discussion In 2002, the Town of Three Hills and the Villages of Acme and Carbon have received the initial grant amounts of $287130, $51146 and $384 86 respectively The balance of the grant amount ($1296.38), to be disbursed on a per capita basis would be Town of Three Hills $988.23 Village of Acme $176 05 Village of Carbon $132 10 Recommendation 1) That Council approve the disbursement, on a per capita basis, of the remaining Recycling Grant, to the jurisdictions within Kneehill County actively involved in recycling programs -�. eoll� (-/ Barb Long QL Gene Ki iaho, CAO • 0 Ll Council Agenda Item #7a To Gene Kiviaho, CAO From Terry Nash Date January 7 2003 R— 9 Issue As discussed during the Strategic Planning Session in accordance with the organizational changes the Creation of New Position — Assessment /Planning/Tax Clerk Background The Public Works Superintendent requires full time secretarial support and requests removal of his secretary from the main office The Assessment contract with Wheatland has been extended for 6 months with clerical support being provided in house The Development Officer requires additional clerical support The Development Officer position was filled internally and only a part time casual has been added Discussion The Public Works Secretary performs several customer service and clerical support duties for administration, that have interfered with completion of the work required by the Public Works Superintendent Mr Mayhew wants her relocated to the lower level, where she will be more accessible to him, and able to dedicate 100% of her time to Public Works The Assessor is currently unable to complete the required 200/o/year annual reinspection cycle, and will have further demands placed on him with the Assessment Shared Services Environment System in 2003 More research will be required to obtain statistical ratios for equalization purposes In house clerical will be more efficient and provide more effective control of data input. Taxation is fragmented throughout the office One person does name changes, tax recovery proceedings, another does linear assessment, mortgage notification, adjustments, local improvements and another does the assessment data input, another does tax certificates, assessment sheets The assessor creates new accounts and deletes obsolete accounts Everyone posts payments and responds to inquiries Dedication of one person to taxation will increase the view for efficiency, and reduce the potential for errors Recommendation 1) That Council approve a full time Assessment/Planning/Tax Clerk with funding in the 2003 Budget 2) The Position be allocated 50% Assessment/Planning, and 50% to Clerical and General Office Support T Na A, Assistant CAO Gene Kiv' o, CAO • r1 U PI -7 W To Reeve Hoppms Members of Council From- Gene Kiviaho, CAO Date January 8 2003 Council Agenda Item #7b Issue Various resolutions with respect to the Kneehill Regional Water Services Commission. Background A meeting was held on Monday, January 6 2003 in Acme with Mr John Van Doesburg and CAO s from Acme Beiseker, Carbon Irricana, Kneehill County, Linden and the MD of Rocky View to discuss a Bylaw with respect to the formation of the Kneehill Regional Water Services Commission. As per the attached January 3, 2003 correspondence from John Van Doesburg, the following resolutions are required from the respective Councils a) A resolution with respect to the name of the Commission — the proposed name is the `Kneehill Water Services Commission' b) A resolution with respect to the services to be provided and the sale of water services c) A resolution confirming that Kneehill County requests to be part of the Commission d) A resolution confirming a Council representative and alternate to the Commission e) A resolution naming a Commission Chairperson Mr Van Doesburg provided an overview of the water services project and outlined the next steps in the process He also reviewed the proposed bylaw with respect to establishing the Commission and the bylaw respecting Commission governance Discussion The meeting was primarily focused on providing comments on the Commission governance bylaw Mr Van Doesburg has been invited to attend the January 14`h Council meeting to further explain the requirements and the deadline for the above resolutions Mr Van Doesburg would appreciate a response from each Council by the middle of February Financial Implications The full extent of the financial impact is unknown Recommendations 1) Name of Commission that Council endorse the proposed name of the Commission, that being, "The Kneehill Water Services Commission" 2) Services and Sale of Water Council decision 3) Membership Council decision 4) Membership representation — Council decision 5) Chairperson Council decision Ge Kiviaho CAO • • 1�3 0 To Reeve Hoppms Members of Council From. Barb Long Date• January 10 2003 Issue Special Meeting Dates for 2003 Budget deliberations Recommendation. Council Agenda Item #7c 1) That Council set January 22"d and 23rd, 2003 as the Special Meeting dates for the 2003 Budget deliberations r1 L To Reeve Hoppins Members of Council From Gene Kiviaho, CAO Date. January 7, 2003 Council Agenda Item # 7d Issue Municipal Affairs appointment to a committee to provide input in the establishment of a Human Resource component of the Municipal Excellence Program Background The Ministry of Municipal Affairs Municipal Excellence Program is a recent program being developed through collaborative efforts of Municipal Affairs and Alberta municipalities These stakeholders are working together to provide online resources containing leading practices for Alberta municipalities Human Resources is one component of the Ministry of Municipal Affairs Municipal Excellence Program Part 1 is Municipal Governance Part 2 is Human Resources and Part 3 is Service and Program Delivery Discussion Municipal Affairs has requested that I participate as a resource person in the development of the Human Resources component of the Municipal Excellence Program My participation is requested for January 27, February 27 and March 27 I would appreciate the opportunity to contribute my expertise to this provincial municipal initiative and request Council approval Financial Implications Expenses for travel accommodation and meals are fully paid by Municipal Affairs Recommendation 1) That Council approve the participation of the CAO in the Municipal Excellence Program G Kiviaho, CAO C. CJ a To Reeve Hoppins Members of Council From. Gene Kiviaho, CAO Date January 8, 2003 Issue Continuation of the Muniversrty Program Council Agenda Item # 7e Background The Mumversity Program is anoint endeavour between the University of Alberta, the AAMD&C and AUMA focused on delivering municipal courses to councillors and senior administration Discussion Municipalities are taking advantage of this opportunity and are sending their Councillors and administrative staff Candidates who complete three days of training covering six courses, will receive a certificate from the University of Alberta. Councillor Holsworth and the CAO attended the second session held in Calgary December 6`" on Leadership Ability and Governance The third session will be held in Grande Prairie in February and the fourth session will be held in Lethbridge in March It is anticipated that the program will continue and sessions will be held at various locations around the province This program is very beneficial Members of Council and administration should be encouraged to participate in the program Financial Implications The cost for each session is $95 plus expenses and will be allocated from the 2003 budget Recommendation 1) That Council approve Councillor Brian Holsworth and the CAO's attendance at the third session in February and the fourth session in March 2) That Council enroll one additional Councillor in the program staring in February L t�� 01 Kiviaho, CAO 11 To Reeve Hoppms Cow Members of Council From Barb Long Date. January 9 2003 Issue Request from Trochu Fire Department to modify the old `Salt Storage Shed' located in the northwest corner of the Trochu Fire yard for use by local Fire Departments for Cold Smoke Practices and Interior Confined Space training Background On December 23 2002, Trochu Fire Chief, Lawrence Hogg, has written requesting approval for the Trochu Fire Department to modify the old "Salt Storage Shed" located at the Trochu Fire yard for use in training (a copy has been attached for your information) Discussion This modification would include the installation of some interior walls landings and doorways as well as painting the exterior of the building — all done at the expense of the Trochu Fire Department over a period of time Once detailed information is received of all the planned changes for this building, all liability issues will be investigated with the County's insurance provider Recommendation 1) That Council approve the request from the Trochu Fire Department to modify the old `Salt Storage Shed' in order that it can be used for Fire Department training purposes subject to liability issues being clarified Barb Long Gene Kiv ho CAO • • X7 0 To Reeve Hoppins Members of Council From Barb Long Date January 9, 2003 Council Agenda Item 7h Issue Invitation to the Open House celebrating the opening of the New Lacombe County Administration Building Background On January 2 2003 an invitation was received to the Open House being held at the new Lacombe County Administration building on Thursday, January 23 2003, commencing at 1 30 P M An RSVP was requested should one wish to bring greetings on behalf of their organization Recommendation 1) Request Council decision regarding this invitation Barb Long Gene Ki o, CAO C7 • E] 0 To. Reeve Hoppins Cot Members of Council From. Barb Long Date- January 9, 2003 Issue Recognition of the achievement of Century Family Farms Background On December 19 2002 Mrs Sandra Keiver brought into the County office the Century Farm & Ranch Award, a bronze plaque from the Provincial Government in recognition of those families who have owned and operated the same land for 100 years Mrs Keiver advised Mountain View County also presents those families receiving this award with a bronze plaque in honor of this achievement and inquired whether Kneehill County would consider doing the same? Discussion Information was obtained from the Provincial Government regarding their Alberta Century Farm & Ranch Award (attached for your information) Mountain View County has a policy that recognizes the achievement of Century Family Farms within its boundaries by the presentation of a plaque Attached for your information is Mountain View County's Policy, the application form, and a copy of the plaque The bronze plaque, measuring 15" x 12", is presented to the family being honoured at a regular Council meeting Financial Implications Costs obtained from Behrends Bronze Inc (780) 464 5177 $3 00 per square inch Actual costs dependent upon the pattern selected and the size of the plaque If a set pattern is used the cost decreases after paying for the initial pattern Mountain View County pays $276 00 for each plaque Funds to be allocated from the 2003 Budget Recommendation 1) That Council recognize the achievement of Century Family Farms and discuss this during budget deliberations -CA, Barb Long Gene I viaho, CAO • Council Agenda Item #7i To Reeve and Members of Council From Planning Date 1/10/03 Issue Request to set Public Hearing Date Background We've had an application for redesignation from Agricultural to County Residential for the NW 6 32 23 W4 (4 0 acres — north portion) Discussion In order to hold a Public Hearing, I will need to advertise in the paper for 2 weeks Recommendation. Council schedule this Hearing for February 11 2003, at 10.00 A.M Deanna Keiver • 11 Planning Department is L' 0 Council Agenda Item #7j To Reeve and Members of Council From Planning Date 1/10/03 Issue Request to set Public Hearing Date Background We ve had an application for redesignation from Agricultural Conservation to Agricultural for the NE 26 32 26 W4 Discussion In order to hold a Public Hearing I will need to advertise in the paper for 2 weeks Recommendation Council schedule this Hearing for February 11, 2003 at 10 30 A.M Deanna Keiver Planning Department C: • • n U Council Agenda I To Reeve and Members of Council From Planning Date 1/10/03 Issue Subdivision Time Extension Request and Consideration Fees Background Norman L Tainsh has requested a six month time exter the endorsement approval affecting NE 2 34 26 W4 Mr Tamsh noted miscommunication existed but understands the existing septic system does not comply They have advised their client of the recommendations and changes, which need to be made before the subdivision can be endorsed Discussion The one year subdivision approval period ended on November 7, 2002 Financial Implication The time extension fee is $250 00 Recommendation. 1) That Council approve a 6 -month extension (June 30, 2003) and waive the fees due to the transition in change of planners Deanna Keiver Planning Department Council Agenda Item #7L To Reeve and Members of Council From Planning Date 1/10/03 Issue Subdivision Time Extension Request and Consideration to Waive Fees Background A request for a time extension has been submitted with respect to the SE 12 29 22 W4 Discussion The one year anniversary date for the file was November 7, 2002 The request noted difficulty in getting someone to upgrade the sewer system however, it is now completed and a survey should be done shortly Financial Implication. The time extension fee is $250 00 Recommendation 1) That Council approve a six month extension (June 30, 2003) and waive the fees due to the transition in the change of planners Deanna Keiver Planning Department r] Issue Carbon Fire Department Invitation • • 0 Council Agenda Item #7m 0 • To Gene Kiviaho From Terry Nash Date January 9 2003 Issue Council Authorization to Pay Recurring Payables Council Agenda Item # 7n Background Depending on where Council Dates fall several due dates for payables may fall prior to the meeting being held Payroll remittances and utility bills are the late payments that repeatedly result in penalty levies being imposed Discussion Payroll Remittances are for source deductions already authorized through the payroll approval process Rates of pay are approved by the CAO Time sheets are authorized by department head Data input is verified by Gene or myself prior to the batch being submitted Receiver General penalty is 10% and could escalate to 20% for repeated offenses Utility and Phone bills must be paid once the expense is incurred Any billing adjustments would have to be negotiated with the service provider and applied against a future bill As discussed at Council s Strategic Planning Session, the Reeve's time is very often wasted reviewing cheques issued for insignificant amounts of money A minimum dollar value could be established for cheques requiring the signature of the Reeve/Deputy Reeve Recommendation 1) Council authorize the Reeve/Deputy Reeve and the CAO/Assistant CAO to sign Payroll Remittance cheques prior to approval by Council 2) Utility and Phone Bills be paid via direct debit and reviewed monthly by responsible department head 3) Council establish a $ limit for cheques requiring the signature of the Reeve/Deputy Reeve Te sh, Assistant CAO Gene Kiv th o, CAO • 4P w 11 To Reeve Hoppins Members of Council From- Barb Long Date January 8, 2003 Issue Listing in the Canadian Badlands Map Guide Council Agenda Item #7p Background Council supported The Canadian Badlands Committee by placing a one hundred dollar ($100 00) listing in the 2002 Map Brochure describing the Dry Island Buffalo Jump Park Discussion Notification has been received of the opportunity to advertise under the 2003 Canadian Badlands Travel Map Guide The Map Guide is a 4 color glossy brochure 18' x 20" flat size 9' x 4" finished size Last year 50,000 copies were printed and the stock was gone by July This guide is distributed to consumer, regional and travel trade shows visitor information centers and requests via the Internet telephone, mail and Travel Alberta Financial Implications The same listing as last year would cost one hundred fifty dollars ($150 00) plus GST Recommendation 1) In order to promote tourism within Kneehill County and its surrounding area, that Council approve the same listing (for Dry Island Buffalo Jump Provincial Park), at a cost of $150.00 plus GST Barb Long Gene Kiv o CAO I E - To. Reeve Hoppins Members of Council Gene Kiviaho From Steve Nedoshytko A.M.A.A Assessor Date. December 17 2002 Council Agenda Item # 7q Issue MGA 305 1 Error Correction For Roll# 222917082 Background During the re numbering of the industrial accounts in early 2002 the assessment for the machinery and equipment failed to transfer from the original account Because this County contains 8,124 parcels it is difficult to catch every error, fortunately we caught it prior to the end of the year Under normal circumstances where only a loss of a couple of hundred dollars of taxes would be the issue, we might overlook the situation this late in the year, but because of the large potential revenue loss it was felt that a correction would be appropriate Discussion During early 2002 the industrial roll numbers were adjusted to reflect the actual legal description where they are situated During the process the noted account had not transferred all the information correctly Financial Implication The loss in assessment was 1,969,400 or 1,969,400 00 x 8.26 (Machinery and equipment Mill Rate) = $16,267 24 In order for this assessment to be corrected in 2002, Section 305(1) (a) of the Municipal Government Act states that the assessor may correct the assessment for the current year only, therefore we made the correction at that time Also, Section 330 (1) (a) of the Act states that error corrections in regards to taxes can also only be made for the current year If the revised notice had not been sent out prior to December 31 2002, Kneehill County would lose the assessment and thus the taxes for this property A revised tax notice in the amount of $16,267 24 was sent out prior to December 31, 2002 so that the taxes could be collected in 2002 Recommendation 1) That Council ap Assessor the action taken 0 • Er C 0 KNEEHILL COUNTY Council Agenda #7r REPORT Presented to Council Date January 10, 2003 To- Gene Kiviaho From Steve Nedoshytko A.M.A.A Assessor Issue Crossroads Gas Co Op Assessment Error Background In 1999 Kevin Halstead Industrial Assessor with Alberta Municipal Affairs, sent a letter to Crossroads Gas Co Op requesting information in regards to their operation Because of the large workload in assessing these types of properties letters are sent out to many companies to verify information in regards to their inventory on an annual basis The reason for these types of letters, are to give the company the opportunity to share the required information within a timely fashion and also to allow municipalities the opportunity to rely on accurate annual assessment information to set budgets A letter was received from Mr Halstead to myself explaining the process (see Attached Letter) Under section of 295 (1) to (3) of the Municipal Government Act the Assessor has the authority to request the required information by February 15 of each year These letters are usually sent out in November allowing ample time for response Apparently, Crossroads did not respond to the request and therefore some of its pipelines were considered taxable Generally Gas Co Ops are exempt from taxation unless they are servicing a commercial or industrial operation The letter sent to Crossroads was to determine this status but there was no reply It should be noted that these same circumstances occurred in Red Deer and Mountainview Counties Because of this taxes were levied against certain properties owned by the company Taxes went unpaid with no communication to the County As time passed, arrears began to accumulate on the account and in May of 2002 a phone call was made to the Co Op explaining the situation On May Stn, 2002 a letter was received from Crossroads General Manager Reg Olson (See attached letter) Shortly after the letter was received a response was sent on the County s behalf (see attached letter) and no further communication has occurred since that time Financial Implication At this point in time the taxes consist of the following make up 2000 Tax Levy $4,399.30 October 2000 Penalty $21997 E7 H December 2000 Penalty $46193 November 2001 Penalty $254 06 December 2001 Penalty $533 63 November 2002 Penalty $586 88 Total Owing $6 455 67 *On February 26, 2001 Crossroads Gas Co Op contacted Municipal Affairs of the error and an error correction was issued to Kneehill County, the assessment was removed and no further tax levies were applied to the account Only penalties have been applied for non payment of the original levy Options 1) Forgive the total amount of taxes and arrears Financial Implications A loss of $6,455 67 2) Expect full payment Financial Implications Recovery of taxes and arrears 3) Expect a certain amount of the payment and forgive the balance of the taxes owing Financial Implications Show a loss of between $0 and $6 455 67 depending on the amount of dollars that Council feels should be forgiven In some instances the taxes have been forgiven but the arrears are not because the tax payer has a responsibility to pay the levy and deal with the Municipality on the matters at a later date Recommendation 1) To expect payment of the tax levy and the arrears as the Co Op was given the opportunity to reply in three counties and did not There also was ample opportunity after the tax notices were sent out to correct the error but they did not until tyop years later after being notified by this County Assessor IL U N N January 14, 2003 Kneehill County To Whom It May Concern I am a grade eleven student at Three Hills School and am writing in hopes that you will make a donation to my trip with Encounters with Canada. During my trip I will be touring important government institutions and will be learning about Social Sciences within Canada I had to pay for the cost of the trip upfront, the total cost being $590 00 Encounters with Canada stated that they were looking for students who excel in the classroom and school community I have maintained honor roll status throughout junior and senior high school As well, I have received the honorable citizenship award for two years standing Senior High Student Council has also provided me with the opportunity to practice my leadership skills As a member of the Senior High Student Council I am very involved in making decisions within the school that directly affect the students Community involvement also played a mayor role in their decision One group that I am a member of is Teens Achieving Greatness The Halloween Food Bank Drive, which has a huge impact on the community of Three Hills, is a mayor project organized by Teens Achieving Greatness I am also on the Knox United Worship Committee which has an important role within the Church This trip presents a learning experience of a lifetime If you have further questions, I would appreciate the opportunity to meet with you at your earliest convenience I can be reached at 443-5290 Thank you for your consideration E E r608 Encounters With. Canada Working Together for Youth! Do you have students in your community who would be interested in a trip'? Would they benefit from different opportunities? If yes, we have a great ideal Who are we? Encounters with Canada, a non profit organization is the largest bilingual youth forum in the country We welcome 3000 students each year and 138 students attend each week! Since our inception in 1982 60 000 students have come to the Terry Fox Canadian Youth Centre in Ottawa. Our mission Our mission is to broaden the horizons of today s youth Students in your community will have the opportunity to meet friends from across the country Our participants share their different cultures, and together learn from one another Our program also offers nine sub themes, which allow students to learn more about various fields of interest These sub -themes include Sports and Fitness Science and Technology, Arts and Culture, Law, Royal Canadian Mounted Police Forum Journalism and Communications Business Development Bank of Canada week on Business and Entrepreneurship Canada and the World and History and Remembrance We are looking for a partnership Would you like to assist Encounters with Canada in providing this once in a lifetime memory for students in your community? Would you be interested in sponsorship opportunities? Together we can provide this experience for tomorrow s leaders! If Encounters with Canada interests you contact us I Encounters with Canada Recruitment Director 1805 Gaspe Ave fa440 t , C"r1 http://www roti.org/news/r6O8.htm Page 1 of 2