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HomeMy WebLinkAbout2004-06-22 Council Minutes • 0 0 KNEEHILL COUNTY Regular Council Meeting Agenda June 22, 2004 PRESENTATIONS: 1. 9:00 A.M. Alan Kostrosky - Acme Community Hall Board 0 1. Meeting Called to Order 2. Adoption of Agenda ............................................................................... Page 1 3. Approval of June 8, 2004 Regular Council Meeting minutes and June 8, 2004 Public Hearing minutes ................................................... Page 4 4. Accounts Payable ................................................................................. Page 14 5. Financial Reports ................................................................................. Page 17 6. Unfinished Business a. Kneehill County Water Strategy .................................................... Page 21 Recommendation: Verbal Report by G. Kiviaho • b. Trochu Fire Hall Update ................................................................. Page 40 Recommendation: Verbal Report by M. deBeaudrap c. Kneehill County Website ................................................................. Page 41 Recommendation: That Council receive this report as information. d. Fire Emergency Response Policy #8-3 & EMS Operational Manual ............................................................................................. Page 43 Recommendation: 1) That Council approve the proposed Policy #8-3 Level of Service 2) That Council approve the EMS Operational Manual as presented e. Bylaw #1484 - Amending Fire & Emergency Services Bylaw #1482 .............................................................................................. Page 49 Recommendation: That Council give Third reading to Bylaw #1484 f. Strategic Planning Session Report ................................................. Page 51 Recommendation: Verbal report by Reeve Hoppins g. Flooding Update ............................................................................. Page 52 Recommendation: Verbal report by Rob Mayhew h. Surplus and Reserve Funds Policy #16-1 ....................................... Page 53 Recommendation: 1) That Council consider no change in the reserve policy regarding the allocation of interest funds earned on reserve funds 2) That Council consider an amendment to the reserve policy to establish a stop loss mechanism to limit withdrawals from reserves for cash flow purposes • i. Council Remuneration .................................................................... Page 55 Recommendation: 1) Council decision on the above remuneration 2) That Council implement any revised remuneration effective October 19, 2004 7. New Business a. Municipal Election - Returning Officer Appointment ................... Page 56 Recommendation: 1) That Council appoint Val Kopjar as the Returning Officer for the purpose of conducting the 2004 election under the Local 40 Authorities Act. 2) That Council confirm Monday, October 18, 2004 as Election Day. 3) That Council confirm the voting stations will open at 10:00 A.M. 4) That Council approve remuneration of $150.00 per day, to the Returning Officer 8. Committee of the Whole ........................................................................ Page 57 9. Correspondence Report ......................................................................... Page 58 Recommendation: That Council receive the Correspondence report. 10. Business Pending & Summary Report ............................................... Page 60 Recommendation: That Council receive the Business Summary report. 11. Council and Committee Reports ........................................................ Page 69 12. Business Arising from Council and Committee Reports 13. In Camera 1) Legal (4) 2) Land 3) Labour 14. Adjournment 2 KNEEHILL COUNTY COUNCIL MEETING MINUTES June 22, 2004 MINUTES OF THE JUNE 22, 2004 REGULAR MEETING OF THE COUNCIL OF KNEEHILL COUNTY AT THE KNEEHILL COUNTY OFFICE, 232 MAIN STREET, THREE HILLS, ALBERTA. I PRESENT: PRESENT Division No. 6 Division No. 4 Division No. 1 Division No. 2 Division No. 3 Division No. 5 Division No. 7 Ken Hoppins, Reeve Murray Woods, Deputy Reeve Brian Holsworth, Councillor Carol Calhoun, Councillor Jerry Wittstock, Councillor Vern Crawford, Councillor Ken Knievel, Councillor ADMINISTRATION PRESENT: CAO Gene Kiviaho Finance Director Lavinia Henderson Director of Operations Rob Mayhew EMS Coordinator Mac deBeaudrap Recording Secretary Barb Long • 1. Reeve Hoppins in the Chair: CALL TO ORDER Reeve Hoppins called the meeting to order at 8:30 A.M. 2. Adoption of Agenda: Additions to the Agenda: Under Council and Committee Reports • FCSS Meeting - June 17, 2004 • Badlands Ambulance Society Meeting • Kneehill Water Advisory Committee Tour • Kneehill Ambulance Society Changes to the Agenda Under In Camera - Item 6(g) Flooding 304/04 Councillor Wittstock moved approval of the agenda, as amended. CARRIED MINUTES 3.Approval of the June 8, 2004 Regular Council Meeting Minutes and June 8, 2004 Public Hearing Minutes Amendment to June 8, 2004 Council Minutes - Under RCMP Victim Services Fund Raiser, correct to read Councillor Calhoun to be in attendance as a representative of the Kneehill Regional FCSS. 305/04 Councillor Holsworth moved approval of the amended June 8, 2004 Regular Council Meeting minutes. CARRIED Amendment to June 8, 2004 Public Hearing Minutes - Under Interested Parties - correct to read Les Reimer in attendance, not Les Bell. • 1 Reeve CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES June 22, 2004 Councillor Knievel moved approval of the amended June 8, 306/04 2004 Public Hearing minutes. CARRIED • 4. Accounts Payable ACCTS PAYABLE Councillor Calhoun moved approval of the accounts presented for payment today subject to review by the Finance Committee. 307/04 CARRIED 5. Financial Reports FIN REPORTS Councillor Woods noted the term deposit amount on the Bank 308/04 Reconciliation Statement should be $3,000,000.00. Councillor Woods moved acceptance of the Financial Reports, with the above amendment. CARRIED OLD BUS 6. Unfinished Business KC WATER STRAT a) Kneehill County Water Strategy . H2O MTG - JUN29/04 Council reviewed and amended the draft letter inviting those Kneehill County Ratepayers within the proposed Water Service Areas to a Water Strategy Meeting at the Swalwell Community Hall on Tuesday, June 29, 2004, The draft power point presentation was reviewed and approved. Councillor Calhoun moved that Council receive the report on the 309/04 June 29, 2004 Water Strategy Public Meeting. CARRIED TROCHU FIRE HALL b) Trochu Fire Hall Update (report attached and forming part of the minutes) Councillor Knievel moved that Council commit the $36,400.00 310/04 matching funds for the 2003 Inter-Municipal grant. • Council questioned whether the Municipal Sponsorship grant was a matching grant. Councillor Woods moved this issue be tabled pending further 311/04 information on the grant funding. CARRIED c) Web-site Update (report attached and forming nart of the WEB-SITE minutes) Mr. Kiviaho provided an update on the progress of the Kneehill County Web-site and requested Council to provide a short statement to be attached to each Council member profile on the web-site. 312/04 Councillor Holsworth moved that Council receive this report as information. 2 CARRIED 2f 64_?_ Reeve CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES June 22, 2004 Presentation -Acme Community Hall Board is ACME HALL A delegation consisting of Mr. Alan Kostrosky, President of the Acme Hall Board, Vivian Hanna, Chair of the Acme Hall Building Committee, and Phyllis Heines, Secretary of the Acme Hall Board entered the meeting at 9:15 A.M. Mr. Kostrosky updated Council on the status of the cleanup of the Acme Hall site and the plans for replacing the structure. The debris has been removed and the cleanup completed, with construction of the new facility planned for September or October of 2004. The Acme Hall Board requested County assistance to haul and compact fill for the basement hole to ensure the safety of residents and visitors, and to enable construction to proceed at this site. 313/04 Councillor Calhoun moved that Council authorize Administration to load and haul fill, to a maximum of 500 yards, to the Acme Hall site, with the cost to be reported to Council. CARRIED The delegation left the meeting at 9:28 A.M. CJ • • The meeting recessed from 9:30 A.M. until 9:37 A.M. EMS POLICY #8-3 d) Fire/Emergency Responses - Level of Service Policy #8-3 & & OPRTNS MANUAL Emergency Management Services Operational Manual (report attached and forming part of the minutes) 314/04 Councillor Crawford moved that Council approve Policy #8-3, Level of Service. CARRIED 3 Councillor Calhoun moved that Council approve the Emergency 315/04 Management Services Operation Manual as presented. CARRIED e) Bylaw #1484 - Amending Fire & Emergency Services Bylaw #1482 (report attached and forming part of the minutes) Councillor Wittstock moved first reading to Bylaw #1484, this 316/04 being an amendment to Section 5.3 of Bylaw #1482, changing the time period for the requirement of a fire permit to April 1St to October 31St in each calendar year. CARRIED 317/04 Councillor Calhoun moved second reading to this Bylaw. CARRIED Councillor Holsworth moved that consideration to have third 318/04 reading be given to this Bylaw at this time. CARRIED UNANIMOUSLY 319/04 Councillor Knievel moved third reading to Bylaw #1484. CARRIED Reeve CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES June 22, 2004 f) Strategic Planning Session Report - June 17, 2004 STRAT PLANG Council selected Tuesday, July 20, 2004, following the regular SESSION Council Meeting, for a continuation of the Strategic Planning Session, and requested Administration make the necessary arrangements. 11 g) Flooding Update To be discussed during the "in camera" session. h) Surplus and Reserve Funds Policy #16-1 (report attached RESERVE POL #16-1 and forming part of the minutes) Councillor Calhoun moved that Council consider no change in the reserve policy regarding the allocation of interest funds earned on 320/04 reserve funds at this point. CARRIED Councillor Crawford moved that Council approve an amendment 321/04 to the reserve policy to provide for monthly liquidity reporting. CARRIED Administration was requested to review the monthly reports and should they feel a change to the policy is needed, to bring back to Council for consideration. COUNCIL i) Council Remuneration (report attached and forming part REMUNERATION of the minutes) 322/04 Councillor Crawford moved that Council approve an additional reimbursement of $40.00 per meeting, for Councillors serving as Committee Chairpersons. MOTION DEFEATED Councillor Woods moved that Council approve the proposed 323/04 remuneration, with the implementation of this policy to be effective October 19, 2004. CARRIED The meeting recessed from 10:37 A.M. until 11:00 A.M. TROCHU FIRE HALL b) Trochu Fire Hall Update • Councillor Calhoun moved that Agenda Item #6(b) be lifted from 324/04 the table. CARRIED A lengthy discussion ensued on funding options and the previous Council motions regarding the amount of funding support to be provided by Kneehill County. Councillor Woods moved this item be tabled until the July 20, 325/04 2004 Council Meeting, to allow time for Administration to provide further information. CARRIED NEW BUS 7. New Business MUN ELECTION a) Municipal Election - Returning Officer Appointment Councillor Crawford moved the following: • 4 Reeve CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES June 22, 2004 is 1) That Council appoint Val Kopjar as the Returning Officer for the purpose of conducting the 2004 election under the Local 326/04 Authorities Election Act. 2) That Council confirm Monday, October 18, 2004 as Election Day 3) That Council confirm the voting stations will open at 10:00 A.M. 4) That Council approve remuneration of $160.00 per day, to the Returning Officer CARRIED C.O.W. 8. Committee of the Whole Nothing to review at this time. Debi Moon left the meeting at 11:40 A.M. • CORR REPORT 9. Correspondence Report (attached and forming Dart of the minutes) Invitation to Attend the Red Deer Westerner Parade- Reeve Hoppins declined with regret June 17/04 Request for Letter of Support from the Acme & District Agricultural Society for their Community Facility Enhancement Program application for the Acme Community Hall. ACME HALL Councillor Woods moved a letter of support, in principle, be 327/04 provided to the Acme & District Agricultural Society to accompany their CFEP grant request. CARRIED 328/04 Councillor Calhoun moved that Council receive the Correspondence Report. CARRIED BUS SUMMARY REP 9. Business Pending & Summary Report (report attached and forming part of the minutes) 329/04 Councillor Woods moved that Council receive the Business Pending and Summary Report. CARRIED COMM REPORTS 10. Council and Committee Reports a) Kneehill Regional FCSS Meeting of June 17/04 - verbal report by Councillor Calhoun. b) Kneehill Water Advisory Committee - Summer Tour on June 23,', leaves Braconnier Dam at 9:00 A.M. Councillors' Calhoun and Knievel will be attending. c) Badlands Ambulance Society meeting - verbal report by Councillor Holsworth. Operating & Capital Budgets approved, and requisitions sent. d) Kneehill Ambulance Society - verbal report by Councillor Woods. Currently advertising for 1 or 2 full time staff and an Operations Director. 330/04 Councillor Holsworth moved that Council receive the Committee Reports. 5 Reeve CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES June 22, 2004 1) That Council appoint Val Kopjar as the Returning Officer for the purpose of conducting the 2004 election under the Local 326/04 Authorities Election Act. 2) That Council confirm Monday, October 18, 2004 as Election Day 3) That Council confirm the voting stations will open at 10:00 A.M. 4) That Council approve remuneration of $160.00 per day, to the Returning Officer CARRIED C.O.W. 8. Committee of the Whole Nothing to review at this time. Debi Moon left the meeting at 11:40 A.M. is CORR REPORT 9. Correspondence Report (attached and forming hart of the minutes) Invitation to Attend the Red Deer Westerner Parade- Reeve Hoppins declined with regret June 17/04 Request for Letter of Support from the Acme & District Agricultural Society for their Community Facility Enhancement Program application for the Acme Community Hall. ACME HALL Councillor Woods moved a letter of support, in principle, be 327/04 provided to the Acme & District Agricultural Society to accompany their CFEP grant request. CARRIED 328/04 Councillor Calhoun moved that Council receive the Correspondence Report, with the above addition. CARRIED • • BUS SUMMARY REP 9. Business Pending & Summarv Report (report attached and forming part of the minutes) 329/04 Councillor Woods moved that Council receive the Business Pending and Summary Report. CARRIED COMM REPORTS 10. Council and Committee Reports a) Kneehill Regional FCSS Meeting of June 17/04 - verbal report by Councillor Calhoun. b) Kneehill Water Advisory Committee - Summer Tour on June 23`d, leaves Braconnier Dam at 9:00 A.M. Councillors' Calhoun and Knievel will be attending. c) Badlands Ambulance Society meeting - verbal report by Councillor Holsworth. Operating & Capital Budgets approved, and requisitions sent. d) Kneehill Ambulance Society - verbal report by Councillor Woods. Currently advertising for 1 or 2 full time staff and an Operations Director. 330/04 Councillor Holsworth moved that Council receive the Committee Reports. 5 Reeve CU CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES June 22, 2004 CARRIED BUS ARISING 11. Business Arising from Council and Committee Reports Direction 2006 - Railway Safety - Councillor Crawford repotted RAILWAY SAFETY he had contacted some people regarding vertical reflective signage policy, implemented by Transport Canada, and is awaiting information. Further noted a U. S. company manufacturing solar sign lighting for train crossings has approached Transport Canada for approval and he will advise the County of the decision The meeting recessed for lunch from 11:50 A.M. until 1:15 P.M. • PAVING UPDATE Late Item - Paving Update Mr. Mayhew updated Council on the paving being conducted within the County: Torrington Railway Avenue; Linden West Base Work; Overlay on Linden East. Mr. Mayhew recommended the County repair some damage to the Linden streets caused by the weight of the paving trucks. 331/04 Councillor Woods moved that Administration be authorized to DAMAGE TO RDS conduct essential repair of the damaged areas to the roads, at the IN LINDEN discretion of the Operations Director. CARRIED IN CAMERA Councillor Calhoun moved the meeting go in camera to discuss legal issues. 332/04 CARRIED Time: 1:43 P.M. OUT OF IN CAMERA Councillor Holsworth moved the meeting back in session. 333/04 CARRIED Time: 4:25 P.M. Note: Mr. deBeaudrap, Mr. Mayhew and Mrs. Long left the meeting at 2:05 P.M. The balance of the minutes were recorded by Mr. Kiviaho. • • TORR SCHOOL Torrington School Councillor Woods moved that Administration be directed to secure ,{ rn? 334/04 the Torrington school property, at the expense of the owner. pt.? 0 CARRIED LINDEN RESCUE Linden Station Rescue Unit UNIT Councillor Woods moved that Administration submit this item on 335/04 the July 200' Council meeting agenda. CARRIED FIRE REVENUE Acme/Linden Fire Protection Revenue 336/04 Councillor Calhoun moved that the revenue sharing be 75% (County) and 25% (Villages). CARRIED 6 Reeve CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES June 22, 2004 C CAMPBELL RYDER Kneehill County/Town of Three Hills Water Agreement - a) Campbell Ryder Study 337/04 Councillor Holsworth moved that Administration be authorized to engage Crystal Consulting, at a cost of $3,000.00 plus expenles, plus GST, to review the Campbell Ryder Study. CARRIED MEDIATION b)Mediation KC/3 HILLS Councillor Woods moved that Kneehill County proceed to 338/04 mediation and report to Council by August 15, 2004. CARRIED CARRIED Note: Councillor Knievel left the meeting at 3:15 P.M. • • C REC & CULTURE Recreation and Culture 340/04 Councillor Holsworth moved that the 2004 Recreation Disbursement Amount remain at $100,000.00 CARRIED c) Mediation Committee 339/04 Councillor Woods moved that the Mediation Committee consist of Reeve Ken Hoppins, Deputy Reeve Murray Woods and CAO Gene Kiviaho, with Councillor Carol Calhoun and Council Brian Holsworth as alternates. Municipal Meeting Councillor Holsworth moved that the County send an invitation to 341/04 the Towns and Villages in Kneehill County to discuss recreation and other municipal issues at a meeting in the fall. CARRIED ADJOURNMENT 7 The meeting adjourned at 4:25 P.M. Reeve CAO 00 O . 00 00 a1 S t` O\ N O O O l? 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'0 a\ \D -: - F '0 5 0 M 00 O\ 00 0\ r N oo N r O d d 00 O O\ 0 00 N -I M 00 \O 0 N N Cl M w O N O V t o ?t It 1 n v N N Vi \D t` [? 00 O\ M O\ O N 00 N N - •-+ N O O 1- \p O, N S N N oo V) \O O\ O O M 00 N l V) 00 V) 0 kn N M O d 4 N •--i .-+ '0 N .-. 00 M 0 0 N '0 It \O [- O O Lo? M M In r- 00 1-? O1 00 O\ Z 00 ? kn 00 r- N 'O N N N O 00 V) ?D O M 1 1 \O \ O v Z Q \O 00 4\ N 00 0 N M 00 O1 M -h O\ 00 O\ 00 ~ C M O - r • W 'K 6 . O 06 O O O O ?? M v - 0 00 00 00 00 M M N - \O O V 00 00 N N 0 [? O tt O ^ \0 M O\ O O\ O O1 o0 a M \O l D1 o0 \D 0o Q, M Q\ ~ \10 I O 0 O\ 00 \ M O O N \0 \ D\ U N V) D '-+ a\ M C? 00 00 O\ r- 00 r- V) M O\ CT N C4 00 ?y l? \p 00 00 [? .-? N O 00 a1 .-. M O O M O V) 00 a1 O\ ?t N t 00 00 M (- t, M Sal -- N S V) O \? M V 1 N l? O\ p M 01 O O .- .-r ~ D\ D1 O\ O, ON N 00 000 \00 U f [? O \0 M O\ [? N .--. l N \0 N 06 O \0 06 N O\ N 00 M rq m \0 O O t-- O O^ O? O O : \0 6 O O M ? W _ t- 0 \0 O M r-- 't 10 O\ - I?t It 01, 00 W) N \O 5 O\ \C M \,O 00 N 00 V) M 00 N 00 M V' -t •--? ON V) M O •--? N ? O M .--? 00 - O\ N 01 M O\ et 01 1$) ON ?D O\ N O\ 00 O\ O\ O\ O O .-+ O N O M O O O\ O\ ON O\ O\ 01 ON O\ 01 O O O O O .-•- - V--i -4 H H .-1 H - N N N N J W x w d 0 U 2 U • ------- --- ------- ------ KNEEHILL COUNTY TERM DEPOSITS - --------- -- 31-May-04 Date Certificate Rate % # of Days Amount Maturity Date Current Year Interest Due Number Invested Invested Interest on Maturity_ 4-Mar-04 8 2.5 90 2,000,000.00 2-Jun-04 12,158.47 12,295.08 2-Apr-04 14 2.5 90 2,500,000.00 30-Jun-04 10,416.67 15,368.85 15-May-04 15 2.25 90 3,000,000.00 13-Aug-04 3,135.25 16,598.36 20-Apr-04 24 2.25 90 1,000,000.00 19-Jul-04 2,581.97 5,532.79 8,500,000.00 28,292.35 49,795.08, ****Interest paid on date deposited bit not on date it matures. /' May 04.xlsTERMS 6/15/2004 • KNEEHILL COUNTY BANK RECONCILIATION AS AT MAY 31, 2004 OUTSTANDING CHEQUES PAYROLL CHEQUES CK# AMOUNT CK# AMOUNT Nil 14209 91 70 14917 472.00 15166 42.00 15244 75.00 15247 128.00 15321 6103.42 15365 866.70 CK# 15497 As At May 31, 2004 AMOUNT CK# AMOUNT CK# AMOUNT 3,210.00 15388 123.05 15392 304.08 15433 32.67 15435 299.60 15437 539.09 15442 200.00 15443 21 73 ® 15444 615.41 15448 1,230.50 15449 420.24 15453 51.90 15454 180.69 15459 1,812.75 15461 722.25 15463 31 76 15465 50.00 15466 535.37 15470 100.00 15472 53.50 15475 1,524.26 15476 3,500.00 15478 720.51 15479 3,000.00 15480 136.40 15483 52.97 15485 52.77 15487 176.57 15488 388.99 15489 56,913.00 15490 17,000.40 15493 577 01 15495 71.41 0.00 99,217.70 3,210.00 0.00 0.00 TOTAL OUTSTANDING PAYROLL CHEQUES TOTAL OUTSTANDING GENERAL CHEQUES 102,427 70 TOTAL 102,427 70 OUTSTANDING LOANS $ 0.00 CASH ON HAND DEPOSITED $ 21,725.27 SUBMITTED TO COUNCIL THIS DAY OF 2004 REEVE CAO C A Note: Cheque 14209 is staledated and will be cancelled from system - it was issued for FCSS expense - The board will provide instruction on disposition. Cheque 14917 is from February and for an FCSS grant. The organization is being contacted regarding it being outstanding. E May 04.xIs6/16/2004 Page 1 z 0 p z 0 V W w z ca O N cr) Ca F- cl) rl?6 Now ?6- 0 0 0 0 U) 0 N 0 O O 0 O O 0 0 0 o 0 00 M O O 0 C) O 0 0 O C. CD O W O 0 0 0 0 00 f0 O 0 0 U) 0 0 C) 00 M C) tb CO 00 C) W - ----- C) ---------- --------- --- --- 0) C) 0) 0) W N M 40 M J H M Q(n rrM M M M M M M - ----- ----- M ---------- --- O- -O ---- ---7 N n r N N N N O co C') O 0 0 0 n z co m W CID O } U N t0•) M M M a Q to --- ----- --------- ---- ----- --- a o 0 CR C) 0 O) O Di W O (n N M U) N N n Z r Q) M N U) U) 0 0000 V 00000000 rr U) n0O0C) 0CD O) U) 0 V 000 00000000 COO co N N r-00 o00Ui U) 00 0 0 0 Co fN V 0 0 0 0 U) 0 O) (DU) N O O U) O O) 0 J F (D Q) 0 f.- 0 M 0 N co C) N N t` to N ZC''- N O O) U) V O V On V V O : N O 0 0 O U) N tD O Z OU 000 N 0 1.9 r O M Lr) V N M N W () en N C) M N N N O M -- -------------------------- O O Z LL 2y zm 0 ?? 2 s 2 D W Z O 0w n QU F"w U~? Z LL 3j D W O tnv WO W Y O 000,0 -i co U') Li C'4 - Z= n L W 7(o m w(nU LL W DODO Z IW 1Jz ?M-c 0cz I--- z< O W Za U' ZZ co Z 11 w ? it 7k J ¢ CO F- W Z U) ? ?- O m W J E F F W J U F- =} U Q D z co u z m000 < fn>- Z -= < ZOtn LL 0 0 z W W ZQU J 0 0 K) O O N U) M Q W U z a 0 O N N U) U) X O N C Council Agenda Item #6(a) Kneehill County Water Strategy - Verbal Report G. Kiviaho Attachments: a) Open Letter to Kneehill County Ratepayers b) Copy of Newspaper Notice - Meeting of June 29, 2004 c) Power Point Presentation • 0 ft r' • 17 DRAFT LETTER OPEN LETTER TO KNEEHILL COUNTY RATEPAYERS On behalf of Kneehill County Council I am inviting you to attend a Water Strategy • Meeting at the Community Hall in Swalwell on Tuesday, June 29, at 7:00 p.m. As you may be aware Council engaged the services of Stantec Consulting to conduct a review of the County water systems, including a distribution system that would deliver water to residents from the Kneehill Regional Water Services Commission mainline. The final Report was presented to Council in March and it contained recommendations that will affect the delivery and cost of water to our residents. Council has addressed the Report and made proposals with respect to each of the recommendations. Highlights of the recommendations include: 1) Establish a Water Strategy Steering Committee: • Council has established an ad hoc Steering Committee consisting of various ratepayers 2) Determine a Rural Water Distribution System: • Council proposes a full flow system 3) Determine Connection Fees: • Connection fees will be determined based on demand and cost 4) Determine a Funding Model: • Council proposes to make water available, where feasible. The cost would be included in the taxes, if the water runs past a residence, and paid as a local improvement over a 25 year period. • Payment options will be made available depending on ratepayer input. 5) Determine System Ownership & Operation: • Council proposes to own and operate the water distribution system Attached for information is a copy of the proposed Connection Cost per Residence and Monthly Payment Plan. Please note that these rates are only proposed and are subject to your input. I look forward to meeting you at this important meeting and thank you in advance for your input. Reeve Ken Hoppins Copy of Costs C7 18 Council Agenda Item #6(c) To: • From: Date: Issue Web-si Reeve Hoppins Members of Council Gene Kiviaho, CAO June 22, 2004 to update Background Kneehill Council has engaged MicroAge to construct a County Web page. The design is in the final stages and a copy is attached for your information. Training will be conducted by MicroAge during the week of July 5 or July 12 at the County Office. The training will consist of Web Master and content training for individuals who will input data from the various departments. The site will be tested following the training and department input and should be up in July. Discussion The Home Page scroll down will include: County Council; Ag Services; Assessment; Emergency Services; FCSS; Finance and Administration; Planning & Development; Operations. It is contemplated that the County Council page will include the following: • Message from the Reeve and Reeves Report • Council Members • Council Meeting Dates & Minutes (2004) • Council Strategic Plan • Council Procedural Bylaw • Council Committees Council is requested to confirm the County Council page information. Council is also asked to provide a short statement that will be attached to each Council member profile on the Council page. Recommendation That Council receive the report as information. 11 Gee iviaho, CAO Colored copy of web page 0 36 To: Gene Kiviaho Reeve Hoppins Members of Council • From: Barb Long Date: June 17, 2004 Council Agenda Item #6(d) Issues: Fire/Emergency Responses - Level of Service Policy #8-3 Emergency Management Services Manual Background: The proposed new policy to defined the level of service provided in an emergency response by the Emergency Management Services and the adoption of the EMS Operational Manual developed by the Fire Management Committee, was received by Council at the June 8, 2004 Council Meeting. Discussion: Level of Service Policy - #8-3 -Attached for your information is a copy of the proposed policy, as per the direction of Council at the last Committee of the Whole Meeting. Emergency Management Services Manual - At the May 25, 2004 Committee of the Whole Meeting, Mr. deBeaudrap highlighted the Emergency Management Service Operational Manual, for Council approval Recommendation: 1) That Council approve Policy #8-3 Level of Service 2) That Council approve the EMS Operation Manual as presented Z &,,74 B. Long f r Mac deBeaudrap • 37 ca my TITLE Emergency/Fire Responses - Level of Service Category : Fire Protection Policies No. 8-3 Authority: Council Replaces: Date: Date: Further References: Included in the Fire Management Committee Manual Kneehill County will provide fire protection services according to the provisions of this policy statement. Kneehill County Council recognizes the boundaries of the County encompass a vast geographical area within which residents and visitors can be exposed to a variety of dangers from fire and other emergencies. The County Emergency Management Services were created to assist, whenever possible, persons within the County in protecting their health and property when those emergencies described listed within arise. County Council and the Emergency Management Services recognize however, that emergency response cannot be guaranteed for each and every emergency incident that arises due to the limited resources Council can expend on emergency services and the difficulty in ensuring that volunteer staff will be available in sufficient number and with sufficient training on a 24 hour basis to respond to every call for assistance received in a timely and safe fashion. Council also recognizes that when a response is provided the service level of that response may be different in various areas of the County. A response may differ for a variety of reasons including: • the vast geographical size of the County; • the difficulty in accessing the remote areas within the County; • the location, staffing and training levels of the emergency response stations, departments and agencies within the County, • the differing availability of water for fire suppression purposes within areas of the County; • adverse weather conditions; • reliance on contract emergency services; • the limited resources the County can expend on training emergency personnel and on the purchase of equipment when compared to the different types of emergencies for which training and equipment are available; Council therefore establishes those levels of service contained in this policy document and such further levels of service as Council may formally approve by resolution. Scope: This policy applies to all Emergency Management Services personnel and Fire Department members and to the provision of fire and emergency services within Kneehill County. Definitions: 1. Awareness level: Responders will recognize risks and hazards secure the area and call for trained assistance. 2. Fire Department means the Acme, Carbon, Linden, Trochu, Three Hills and Torrington Fire Departments which make up the Emergency Management Services. 38 3. Fire Management Committee means that advisory group constituted under section 3.8 of Bylaw 1482 dated August 19, 2003, consisting of the Emergency Management Services Coordinator and all Fire Department Chiefs and Deputy Chiefs from within the County Boundaries. 4. Operations level: Responders will take defensive action to contain and control the incident and seek assistance from outside agencies equipped to mitigate the • incident 5. Technician level: Responders will initiate offensive action to bring the incident under control and to an end. Training: 1. Fire Fighter training shall be based primarily on those services delivered by the Emergency Management Services as described herein. 2. All Service Firefighters will be equipped and trained for structural and wild land fire suppression according to those minimum standards required by this policy and as recognized in the Province of Alberta. 3. The Fire Chiefs of each Fire Department within the County are responsible for ensuring all members initially achieve and maintain the training levels required of Kneehill County. 4. Each Fire Chief shall submit their respective training records to the Emergency Management Services Coordinator by October 15th of each calendar year who shall in turn provide a consolidated report on training to the Chief Administrative Officer by the first week of November annually. 5. The Fire Management Committee will ensure that joint training occurs between all Fire Departments on an annual basis and as directed by them. 6. Those Service Firefighters who provide any or all of the specific service delivery tasks noted below shall be trained and equipped to those minimum standards as recognized in the Province of Alberta. 7. Service Firefighters are expected to participate in ongoing training to achieve these minimum levels and to maintain their skills in these areas. 8. No Firefighter will be expected to perform duties beyond their scope of training. • Emergency Responses: 1. The major apparatus of the Emergency Management Services shall be deployed as follows: Level One Stations include Torrington, the Town of Trochu and the Villages of Carbon and Acme; each are equipped with a Class "A" Pumper and a Tanker. Level Two stations include Three Hills and Linden; each are equipped with a Class "A" Pumper and a Tanker. Three Hills and Linden also deploy a Rescue Unit as required. 2. Where a Level One Station is the first response sent to any Motor Vehicle Incident: • the closest available Level Two station shall be simultaneously dispatched with the Rescue Unit. • 3. Fire Departments in each Fire District shall provide when possible, a response to all structure fires; motor vehicle accidents, dangerous goods incidents and wild- land fires within the County in accordance with this policy. Wild-land fires include those, which the County is obligated to provide an initial response to pursuant to the Forest and Prairie Protection Act of the Province of Alberta. 39 4. A response as permitted above may only be initiated when the Fire Chief or a designate in charge determines, at their sole discretion, that it is safe to respond. The Fire Chief or a designate in charge may, at any time following the receipt of an alarm, request the assistance of any other department within the Kneehill County Emergency Management Services or with whom the County has entered into a mutual aid agreement. • 5. All dispatches shall be made according to the Policy established herein and shall be tiered such that where a department is not available or where the Fire Chief determines a safe response can not be made, the next closest Fire Department can be notified and asked to respond. Structural Fire 1. At a structural fire incident size up, the Fire Chief or a designate in charge, at their sole discretion, may choose an offensive or defensive attack or to withdraw resources as applicable. 2. It is the responsibility of the Fire Chief, or a designate, to request appropriate backup from a neighboring district or mutual aid partner if deemed necessary. • Vehicle Extrication/Motor Vehicle Incidents: 1. Motor Vehicle Incidents that occur within Kneehill County and require a Rescue Unit, should be responded to with a Pumper and Rescue unit from the closest Fire Department whether or not that station is in the Fire District within which the accident occurred. 2. Those Level 1 Fire Departments that do not have a Rescue unit but which are closer to the incident, shall respond with the Pumper truck and the closest Rescue unit from a Level 2 Fire Department. Those Fire Departments responding with a Rescue unit into another Fire Departments area shall respond with the Rescue unit only if the Fire Chief or a designate in whose area the incident occurred requests additional apparatus. 3. When responding to a motor vehicle incident outside the boundaries of Kneehill County, a Pumper shall accompany a Rescue unit. Ambulance Assist Requests: 1. Fire Departments may receive requests and provide assistance to ambulance services in non-rescue medical situations from time to time. 2. Unnecessary duplication of services is to be minimized. Wild Land Fire Fighting: 1. All Fire Departments will provide basic wild land fire fighting in accordance with any fire control agreement entered into by the County or is legislated by the Province of Alberta. Flammable Liquid Fire Fighting: 1. All Departments will provide flammable liquid fire fighting for small spill fires and small containers up to 500 litres at the Technician Level. 2. All Departments will provide flammable liquid fire fighting for large spills or containers in excess of 500 litres up to the Operations Level. LI Dangerous Goods: 40 1. All Departments will provide dangerous goods response at the Awareness Level and shall: a. Use binoculars to determine contents or make up of the dangerous goods. b. Contact CANUTEC at 613-996-6666 (call collect 24 hours) or *666 (press star 666) for assistance in mitigating the incident. 2. If known and applicable, notify the transporter or the owner of the goods as soon as is practicable. Rescue: 1. Three Hills and Linden Fire Departments provide vehicle crash rescue at the Technician Level. 2. All other Fire Departments provide motor vehicle crash rescue at the Awareness Level. 3. All Fire Departments provide high angle rescue at the Awareness Level. 4. All Fire Departments provide water rescue at the Awareness Level. 5. All Fire Departments provide ice rescue at the Awareness Level. Mutual Aid Agreements: • 1. Kneehill County Council encourages the Fire Management Committee to recommend Mutual Aid Agreements with neighboring Municipalities where applicable. • • 41 Council Agenda Item #6(e) To: Gene Kiviaho Reeve Hoppins Members of Council • From: Barb Long Date: June 18, 2004 Issue: Amendment to the Fire and Emergency Services By-law #1482 Background: Motion 209/04 was made by Council approving the Fire Committee's proposed amendment to Section 5.3 of By-law #1482, changing the time period for the requirement of a fire permit to April 1St to October 31St in each calendar year. Discussion: As MGA regulations stipulate that Bylaws may only be amended by another Bylaw, not by a motion of Council, I have attached amending Bylaw #1484 for your consideration. Recommendation: • That Council give third reading to Bylaw #1484. B. Long for deBeaudrap • 42 To: Gene Kiviaho Reeve Hoppins Members of Council From: Lavinia Henderson Director, Financial Services Date: June 16, 2004 Issue: Surplus and Reserve Funds Policy No. 16-1 Council Agenda Item #6(h) Background: Policy 16-1 was reviewed and amended September 9, 2003. Its purpose is to ensure surplus and reserve funds are established and managed in an effective manner. Guidelines have been established which set out segregation and amount of financial reserves, Council approval, review and assurance of reserve liquidity. Prior to that Council had a five year policy which was reviewed annually. Reserves plus accumulated surplus was not to exceed one year's budget, excluding held over secondary highway projects. Where it did exceed one year's budget, Council would review the mill rate and long term expenditures. Council requested a review of the interest procedures in April. Discussion: Interest earned on investments is currently used to offset County operations. Growth in the reserve funds is derived from operational transfers due to year end surpluses and or budgeted contributions. Revenues and expenses are allocated to departments within the County for everything save for taxes, interest and some grants. These are deemed to be general in nature. The interest can be allocated since the reserve funds have been established as a method to assist in the annual growth of reserve funds. The advantage of the method the County uses to allocate interest as general revenue rather than allocate to specific department reserves is ease of reporting. A summary of net changes in reserves, reserve totals, net cash lows, highs, net monthly averages and interest earned from 2000 - 2003 follows for your information. Year Net Annual Change to Reserves Reserves Total Net Cash Low Net Cash High Net Cash Monthly Average Total Interest Earned 2000 1,237,433 8,260,576 5,724,347 14,831,080 10,620,465 620,976 2001 -388,855 7,871,721 7,434,829 13,056,194 10,681,997 519,942 2002 1,513,863 9,385,584 7,032,197 15,496,663 10,726,331 302,374 2003 161,640 9,547,224 8,084,410 15,159,239 11,652,752 386,765 In light of the analysis of the Net Cash Position another issue arises relative to the amount of cash for reserves verses cash for purposes of liquidity. Reserves (restricted funds) are to be backed by cash. As indicated by the above graph, the County maintains a • large amount of cash in reserve funds. The net monthly cash level compared to the reserves total may not be sufficient to adequately meet liquidity levels of the County if Council is going to continue to maintain reserve levels near or over the 10 million dollar mark. Council should note that on six occasions over the 24 month period January 2002 to December 2003, the County had spent all unrestricted funds available and started to spend restricted (reserve) funds for cash flow purposes. This practice can cause problems when reserve funds cannot be replaced due to financial impacts such as extended drought, sudden change in higher level of government policy or other economic variables. Options: a) Council amends the Financial Reserve Policy to establish a regular liquidity reporting mechanism and limit the amount of reserve funds allowed to be expended for liquidity purposes prior to the temporary borrowing by-law being instituted. Pros: The potential for loss of reserve funds is minimized by instituting a method of liquidity reporting. Council and the CAO are informed of impacts in the financial operations of the County on a regular basis. Council can authorize alternative actions. Cons: Short term borrowing loans may become an operating alternative on a more regular basis than in the past. Suggested Amendment: Delete the first two sentences under Amount of Financial Reserves and replace with: "The County will invest reserve funds in accordance with Investment Policy No. 16-7. The County may invest reserve funds in a lump sum fashion with unrestricted funds. Any investment made may be used to provide liquidity for cash flow purposes for County operations during the first part of the fiscal year. The temporary borrowing by-law will be activated upon expending 15% of the total reserve funds available for 46 cash flow purposes. A Monthly Liquidity Report will be submitted to Council and will include the following: i) total reserve funds ii) total investments iii) net difference (unrestricted funds available for liquidity purposes) iv) anticipated cash flow projection for next thirty days b) Council amends the Financial Reserve Policy to establish a regular liquidity reporting mechanism and stop the use of reserve funds for liquidity purposes. Pros: There is no loss of reserve funds. Council and the CAO are informed of impacts in the financial operations of the County on a regular basis through the liquidity report. Council can still authorize alternative actions. Cons: Short term borrowing loans will become an operating alternative. Suggested Amendment: Delete the first two sentences under Amount of Financial Reserves and replace with: "The County will invest reserve funds in accordance with Investment Policy No. 16-7. The County may invest reserve funds in a lump sum fashion with unrestricted funds. No investment made for reserve purposes may be used for liquidity purposes for County operations. The temporary borrowing by-law will be activated upon expending the unrestricted funds. A Monthly Liquidity Report will be submitted to Council and will include the following: v) total reserve funds vi) total investments vii) net difference (unrestricted funds available for liquidity purposes) viii) anticipated cash flow projection for next thirty days. c) Council make no change to the policy regarding liquidity and cash flow purposes. Pros: Reliance on short term operating loans is minimized. • Cons: There is no policy mechanism for reporting potential financial problems in relation to reserves. Recommendation: 1. That Council considers no change in the reserve policy regarding the allocation of interest funds earned on reserve funds at this point. 2. That Council considers an amendment to the reserve policy to provide for monthly liquidity reporting and stop the use of reserve funds for liquidity purposes. Lav' Henderson • 0 47 • To: Reeve Hoppins Members of Council From: Gene Kiviaho, CAO Date: June 15, 2004 Issue Council Remuneration Council Agenda Item #6(i) Background Kneehill County Council has established a Council Remuneration Review Committee that consisted of all members of Council. The Committee met on June 8, 2004 and reviewed the survey results from the Counties of. Vulcan, Warner, Stettler, Flagstaff and Newell. Discussion The following package has been recommended by the Remuneration Review Committee and is presented to Council for consideration: General Remuneration: • Monthly Rate $550 • Per Day $180 • Per Half Day $ 90 2) Expenses: • Per Kilometer $0.42 • Meals - Receipts or, Breakfast $5.00; Lunch $7.00; Supper $9.00 • Hotels - Receipt or $50.00/night 3) Allowances: • Communications $75.00/month • Conventions, etc. $30/day (single) $60/day (with spouse) 4) Benefits: Yes with cost sharing 5) Additional Remuneration: • Reeve $550/month • Deputy Reeve $220/month Recommendation 1) Council decision on the above remuneration 2) That Council implement any revised remuneration effective October 19, 2004 \ '.7'L Ge 'viaho, CAO 48 Council Agenda Item #7(a) To: Reeve Hoppins Members of Council • From: Gene Kiviaho Date: June 16, 2004 Issue: Appointment of a Returning Officer for the 2004 Municipal Election Background: The former Returning Officer has declined to serve in the same capacity for the upcoming Municipal Election. A replacement search was conducted and a candidate was sent to the Returning Officer Training Program in Calgary on June 16. Council is hereby requested to appoint a Returning Officer for the 2004 election. Discussion: Council options: S13(2) Returning Officer appointment S 11 Election Day • S46 Voting Station opening Recommendations: 1) That Council appoint Val Kopjar as the Returning Officer for the purpose of conducting the 2004 election under the Local Authorities Election Act. 2) That Council confirm Monday, October 18, 2004 as Election Day 3) That Council confirm the voting stations will open at 10:00 A.M. 4) That Council approve remuneration of $150.00 per day, to the Returning Officer \LLoL) Gen iviaho, CAO • 49 - - - - --------- • • m t v A c c C C m m G >> m a D d I o h r not o o m g 3 r O o C) D !T'D o Vim m rco 3F m Win' DQ m o ° co N n 0 n y o ,< p? m m e m j a o '2 O. c > >> m y D m m y m m C) C7 lT v po ?! ?' n m m o y o 0 v m x o<" p m0 y w m Ge p' m = m ° r o b ?. `< m 2 v E m ? m y n o a r m o= 3 m o m ? co m m H p v 'n a y 3 c 2. y 2 m m c 3 < n (D n 3 m n a d t° D < m i) '° m y 0 C) ? 2 ow n a m o ^? 3 0>> " a a o 7C m n m n o °ay3ctioc?' -''-m > yS.aCDC?,m?oo 5. <. mmO?u?i°oo??mym0C aoom£m : )' a m .ym.. ?:• y° a n a m m p n; °.-'. 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Q o C m 3 O, 7 m O 7 o 0 J, 0 ?G G W v a V 3 ao ? m 0 m c w ,ao 0 E m m m m !p CL N =' m N .mp y ?. C m n w 0- 0. n w m c ?+ C. l D m 7 n n m m m 3 J 0 n 0 3 a m m a Council Agenda Item # 10 PENDING BUSINESS ITEMS FROM 2002 - June 22, 2004 Mountain View Emergency Service (56-02) - Sept 24/02 - Gene and Mac will meet with Mountain View County to discuss this outstanding item. Mutual Aid Agreement (52-02) - Oct 8/02 - Administration currently reviewing. April • 8/03 Mutual Aid agreements mailed to adjacent municipalities for signature. June/03 Referred to Mac deBeaudrap for review and follow up. Sept. 03, Gene advised he would contact all applicable municipalities, and would then discuss with Mac the best means of obtaining signature. Dec 10/03 Mac mailing new agreements to each of the municipalities. Jan 6/04 Mac will follow up by phone to check the status of the agreements. County of Stettler and Starland County have signed and returned the agreements. Mar/04 Mac reported that Mountain View, Rocky View, and Red Deer agreements are pending. Apr 13/04 Council approved new agreement where all municipalities sign one agreement (noted it was excluding fire) Water Policy (16-02) Equity Water - The Water Policy is on hold until current developments have been resolved. Water Policy: A policy to encompass the costs of lowering any water lines will be presented to Council in June 2004. 9 PENDING BUSINESS ITEMS FROM 2003 - June 22, 2004 Fire Agreements (73-03) A tentative Fire Agreement was reached with Three Hills in December 2003. Gene and Mac met with Acme and Linden on May 19, 2004 to review the Fire Agreements. The Agreements will be presented to their respective Councils the week of May 24th. June 22 Council Meeting - to be discussed in camera. Trochu Fire Hall Station Addition Proposal (81-03) June 24/03 Council approved the request from Trochu Fire Dept for support in principle to obtain architectural drawings in order to get process moving. Jan 6/04 Municipal Sponsorship Funding ( $17,940.00) extension approved until October 2004 for completion of this project. Mac deBeaudrap provided a report in the January 9th Council Information Package. Feb 5/04 Mac advised they will be meeting with the architect soon. Mar/04 engineering drawings expected within a week to ten days. Mar 17/04 Mac has blueprints, will present a proposed construction plan to Council in April 2004. Council approval to tender construction(blue prints available should anyone wish to see them). June 22/04 Council Meeting agenda BSE (94-03) - July 22/03 Bruce Sommerville, Jeremy Fenton, and Mac del audrap are developing contingency plans for the County. 60 Donation Policy (126-03) - Sept 9/03 Council requested policy be drafted addressing funding for youth educational programs. To be discussed at the June 17th Strategic Planning Session. On July Council Meeting agenda. Recycling Policy (136-03) Sept 23/03 Discussed at March 23` Committee of the Whole meeting. Councillor Holsworth presented terms of reference of a Waste & Recycling Study to Regional Partnership Initiative Committee for consideration. Equity Line - Water Agreement K.C/Three Hills (150-03) See Item #16-02 0 • 61 0 a) > L L U o a) 0) 0 (D 6 a) cu Y U _0 -0 O > < t6 E a p Cl) Qm 0 0) 7 ? cu " N • 0) ) •• 3 0 . ? U E C U OY U a)Y U Q U U Q ' Q Q cr? 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