HomeMy WebLinkAbout2003-01-14 Council Minutesn
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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
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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
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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
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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
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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.
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Reeve
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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
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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
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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
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CAO
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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
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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
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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
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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
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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
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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
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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
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Reeve
CA
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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
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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
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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
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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
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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
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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
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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
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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
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Barb Long
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Gene Kivi o, CAO
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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
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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
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Kiviaho, CAO
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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%
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Steve NedoshAo A.M.A.A
Assessor
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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
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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
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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
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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
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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
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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
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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
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01 Kiviaho, CAO
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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
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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
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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
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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
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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
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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
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Issue Carbon Fire Department Invitation
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Council Agenda Item #7m
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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
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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
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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
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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
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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
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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
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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
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