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HomeMy WebLinkAbout2005-09-27 Council MinutesSeptember 27, 2005 Council Meeting Agenda Meeting Called to Order 1.0 Adoption of Agenda 2.0 Approval of Minutes 2.1 September 13,.2005 Regular Council Meeting minutes 2.2 September 13, 2005 Public Hearing - LUB Amendment - Direct Control District 3.0 Accounts Payable 4.0 Financial Reports 5.0 Business Arising from Previous Meetings 5.1 Community Grants to Non-Profit Organizations Recommendation: That Council receive the Community Grants Committee Report 5.2 Bylaw #1520 Highway and Transportation Recommendation: That Council review and give third reading of Bylaw #1520 5.3 Policy #16-9 Signing Authorization Amendment Recommendation: That Council approves the proposed changes to the Signing Authorization Policy 5.4 Kilometer Report Recommendation: 1) That Council approve the formula as recommended 2) That Council approve the $1.00 - 1.05 gas rate for September 3) That Administration apply the formula on a monthly basis 4) That the formula be reviewed in six months. 5.5 Acme Community Hall Project Donation Recommendation: 1) That Council approves the funds for the Acme Hall Capital Contribution as follows: i) $40,0000.00 from the Recreation Contingency expense account; and ii) transfer $10,000.00 from the Parks and Recreation Operating Reserve 5.6 Development Officer Appointment Recommendation: 1) That Council appoints Jennifer Brown as Development Officer 2) That Council ratifies the reduction in duties for Lavinia Henderson with respect to the interim Development Officer position 6.0 New Business 6.1 Water Service Areas RFP's Recommendation: 1) That Council approves the use of the 2005 unused Budget dollars of the Engineering of 2005 Paving Projects to begin the remaining six Water Service Areas Preliminary Design, in order to ® capitalize on any opportunities that become available for municipalities. 2) That Council approves the Director of Operations sending out a Request for Proposal for the preliminary engineering for the six remaining Water Service Areas. 3) That Council approves the Director of Operations awarding the Request for Proposal to the lowest bidder, meeting our specifications. 6.2 Donation Requests 6.2a Carbon Lions AB Centennial Celebration Recommendation: Council decision 6.2b Trochu & District Agricultural Society Water Spray Park Recommendation: Council decision 6.3 Municipal Internship Program 2006/2007 • Recommendation: That Council approve Administration submitting an application for a Municipal Intern for 2005-2006. 6.4 Taxation Concern Recommendation: That Council supports the assessment process as laid out in the Statutes and Regulations. 6.5 December Council Meeting Date Recommendation: That Council establish Tuesday, December 13, 2005 as the Regular Council Meeting date for December. 6.6 Christmas 2005 Recommendation: 1) That Council select Three Hills as the venue for the 2005 Christmas Function in order that tickets may be reserved • 2) Council decision regarding allotting funds towards the costs as outlined in the report 6.7 E911 Dispatch Services Recommendation: That Council receive this report as information. 7.0 Correspondence Report 8.0 Pending Business Items 9.0 Council Business Summary 10.0 Council and Committee Reports 11.0 Business Arising from Council and Committee Reports 11.1 AAMD&C Executive Review Committee • 12.0 In Camera 12.1 Land 12.2 Labour 12.3 Legal Adjournment 13.0 Information Package 13.1 Upcoming Meetings & Events 13.2 Corporate Services Report 13.3 Operations Summary 13.4 Status of Funding for 2006/2007 Bridge Request List 13.5 Commemorative Medallion - Province of Alberta 13.6 Congratulations on ICAP funding - R. Marz 13.7 T Martens -Thank You 9 KNEEHILL COUNTY COUNCIL MEETING MINUTES September 27, 2005 MINUTES OF THE SEPTEMBER 27, 2005 REGULAR MEETING OF THE COUNCIL OF KNEEHILL COUNTY AT THE KNEEHILL COUNTY OFFICE, 232 MAIN STREET, THREE HILLS, ALBERTA. E PRESENT: PRESENT Division No. 4 Division No. 5 Division No. 1 Division No. 2 Division No. 3 Division No. 6 Division No. 7 Murray Woods, Reeve Vern Crawford, Deputy Reeve Brian Holsworth, Councillor Carol Calhoun, Councillor Jerry Wittstock, Councillor Ken Hoppins, Councillor Ken Knievel, Councillor ADMINISTRATION PRESENT: CAO Gene Kiviaho Director Financial Services Lavinia Henderson • EMS Coordinator Greg Harsch Planner Jennifer Brown Special Constable Will Scott Corporate Services Officer Laurie Watt Operations Director Rob Mayhew Recording Secretary Barb Long Reeve Woods in the Chair: CALL TO ORDER Reeve Woods called the meeting to order at 8.35 A.M. 1.0 Adoption of Agenda: AGENDA Additions to the Agenda: Under Committee Reports • Kneehill Ambulance Society Meeting • Central Alberta Mayor & Reeves Meeting • Kneehill Regional Water Services Commission Meeting • Kneehill Regional FCSS Meeting Under Business Arising From the Minutes • Motion #476/05 499/05 Councillor Calhoun moved approval of the agenda, as amended. CARRIED MINUTES 2.0 Approval of the Council Meeting minutes a) September 13, 2005 Regular Council Meeting Minutes 500/05 Motion #475/05 to be added to September 27`" Agenda for amendment. Councillor Hoppins moved approval of the September 13, 2005 Regular Council Meeting minutes. CARRIED 9 b) September 13, 2005 Public Hearing Minutes 501/05 Councillor Hoppins moved approval of the S tember 13, 2005 Public Hearing minutes. ReaZe CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES September 27, 2005 3.0 Accounts Payable ACCTS PAYABLE Councillor Knievel moved approval of the accounts presented for 502/05 payment. CARRIED r: FINANCIAL REPT 4.0 Financial Reports (attached and forming Hart of the minutes) 503/05 Councillor Crawford moved to receive the Financial Reports, as presented. CARRIED D. Moon entered the meeting at 8:45 A.M. • • • OLD BUSINESS 5.0 Business Arising from Previous Meetings 5.1 Community Grants Committee (report attached 504/05 and forming part of the minutes) Councillor Hoppins moved to receive the Community Grants Committee Report. CARRIED 5.2 Highways and Transportation Bylaw #1520 (report BYLAW 1520 attached and forming part of the minutes) Councillor Holsworth moved third reading of Bylaw #1520. 505/05 CARRIED POLICY 16-9 5.3 Signing Authorization - Policy #16-9 (report attached and 506/05 forming part of the minutes) Councillor Wittstock moved that Council approve the proposed changes to the Signing Authorization Policy. MOTION DEFEATED KM RATES 5.4 Kilometer Rates (report attached and forming part of the 507/05 minutes) Councillor Holsworth moved the following: 1) That Council approve the formula as presented in the report 2) That Council approve the $1.00 - $1.05 gas rate for September 3) That Administration apply the formula on a monthly basis 4) That the formula be reviewed in six months CARRIED ACME HALL 5.5 Acme Hall Proiect - Allocation of Funds (report attached and forming part of the minutes) 508/05 Councillor Wittstock moved that Council approve the funds for the Acme Hall capital contribution as follows: $40,000.00 from the Recreation Contingency expense account and a transfer of $10,000.00 from the Parks and Recreation Operating Reserve. CARRIED DEV OFFICER 5.6 Appointment of Development Officer (report attached and APPOINTMENT forming part of the minutes) 509/05 Councillor Calhoun moved that Council appoint Jennifer Brown as Development Officer and ratifies the reduction in duties for Lavinia Henderson with respect to the interim Development Officer position. CARRIED ??? 2 Reeve CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES September 27, 2005 RISER FEES Motion #475/05 - September 13, 2005 Council Meeting Councillor Hoppins moved Motion #475/05 be amended to read, " 510/05 A $25.00 riser fee be charged to everyone in the Linden North Water Service Area having a water meter." CARRIED 0 The meeting recessed from 9:20 A.M. until 9:35 A.M. NEW BUSINESS 6. 0 New Business 6 H2O AREAS 6.1 Preliminary Engineering to Six Water Service Areas PRELIM ENG (report attached and forming part of the minutes 511/05 Councillor Crawford moved the following: 1) That Council approve the use of the 2005 unused budget dollars of the Engineering of 2005 Paving Projects to begin the remaining six Water Service Areas Preliminary Design, in order to capitalize on any funding opportunities that become available for municipalities, subject to the confirmation of the carry over of Resource Road Grant Program dollars to 2006. 2) That Council approve the Director of Operations sending out a Request for Proposal for the preliminary engineering for the six remaining Water Service Areas CARRIED • 512/05 Councillor Calhoun moved that the Director of Operations bring back a recommendation to Council regarding the awarding of the RFP for the preliminary engineering of the remaining six Water Service Areas. CARRIED DONATION REQ'S 6.2 Donation Requests (reports attached and forming part of CARBON LIONS the minutes) Councillor Holsworth declared a conflict of notice and left the meeting at 9:50 A.M. Carbon Lions Club Request: 513/05 Councillor Hoppins moved that Kneehill County not participate in this event. CARRIED Councillor Holsworth reentered the meeting at 9:55 A.M. TROCHU AG SOC Trochu & District Agricultural Society Request: 514/05 Councillor Knievel moved that Council approve the Trochu & District Agricultural Society request for the County to supply and load approximately 300 yards of gravel, to a maximum cost of $2,000.00, for the proposed Water Spray Park. Councillor Knievel requested a recorded vote. Those in favor of the motion were: Councillor Calhoun and Councillor Knievel. Those opposed to the motion: Councillor Holsworth, Councillor Crawford, Councillor Wittstock, and Councillor Hoppins. MOTION DEFEATED MUN INTERN 6.3 Municipal Intern for 2006-2007 (report attached and forming part of the minutes) Councillor Hoppins moved that Council approve i? Gam" 3 e CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES September 27, 2005 515/05 Administration submitting an application for a Municipal Intern for 2006-2007. CARRIED TAX CONCERN 6.4 Taxation Concern (report attached and forming part of the minutes) • 516/05 Councillor Hoppins moved that Council support the assessment process as laid out in the Statutes and Regulations. CARRIED DEC C.M. DATE 6.5 December Council Meeting Date (report attached and forming part of the minutes) 517/05 Councillor Knievel moved that Council establish Tuesday, December 13th , 2005 as the Regular Council Meeting date for December. CARRIED XMAS 2005 6.6 Christmas 2005 (report attached and forming part of the minutes) 518/05 Councillor Calhoun moved that Council select the December 3rd Three Hills & District Chamber of Commerce Boss's Christmas • Party as the 2005 Kneehill County Christmas function and that Administration be directed to continue with the funding format established from 2004. CARRIED E911 DISPATCH 6.7 E911 Dispatch Provider (report attached and forming Dart of the minutes) 519/05 Councillor Calhoun moved that Council receive this report as information. CARRIED CORR REPORT 7.0 Correspondence Report (attached and forming part of the minutes) Councillor Wittstock moved that Council receive the 520/05 Correspondence Report. CARRIED 0 Addition to Report: Mountain View County Building Official Opening - October 21, 2005 at 1:00 P.M. 521/05 Councillor Calhoun moved that Council approve Administration sending a County plaque in commemoration of this occasion. CARRIED 8.0 Pending Business Items Report (attached and forming part of the minutes) BUS REPORT The Pending Business Items Report was reviewed by Council. 9.0 Council Business Items Summary Report (report attached and forming part of the minutes ) BUS REPORT Councillor Holsworth moved that Council receive the Pending • 522/05 and Business Items Summary Reports. 4 eev CAO KNEEHILL COUNTY COUNCIL MEETING MINUTES September 27, 2005 CARRIED D. Moon left the meeting at 10:30 A.M. COUNCIL REPTS 10.0 Council and Committee Reports • Kneehill Ambulance Society - written report on the September 20th meeting presented by Reeve Woods. Next Meeting October 25, 2005 • Central Mayor & Reeves Meeting - verbal report by Reeve Woods • Kneehill Regional FCSS - verbal report of the September 15th meeting presented by Councillor Holsworth Strategic Planning Meeting - October 19, 2005 • Kneehill Regional Water Services Commission - written report of the September 15th meeting presented by Councillor Crawford Next meeting - October 27, 2005 523/05 Councillor Calhoun moved that Council receive the Committee Reports as presented. CARRIED BUS ARISING 11.0 Business Arising from Council and Committee Reports 11.1 AAMD&C Executive Review Committee Report & Recommendations Council to review and discuss at the October 11th Council meeting. 12.0 In Camera IN CAMERA Councillor Wittstock moved the meeting go in camera to discuss legal and labour issues. 524/05 CARRIED Time: 10:55 A.M. 525/05 Councillor Wittstock moved the meeting back in session. CARRIED Time: 11:39 A.M. 526/05 Councillor Calhoun moved that in respect to the CAO Evaluation, September 1st be considered the commencement date for payroll adjustment. CARRIED 527/05 Adjournment ADJOURNMENT Councillor Holsworth moved the meeting be adjourned at 11:48 A.M. CARRIED r1 LJ 5 / l? v Reev CAO • • C] 9121/05 (AP 12070) Cheque # 17932 17933 17934 17935 17936 17937 17938 17939 17940 17941 17942 17943 17944 17945 17946 17947 17:21 36 A /P SYSTEM Cheque Register Batch #- 6946 Vendor # Vendor Name 1659 BERG, GLENN P. 3250 CAPITAL PRINTERS LTD 2314 GORR, LAURA E. 2552 HUGHES BUS LINES 2551 IMAGE CRAFTER SIGNS INC 2555 KOWAL CONSTRUCTION ALTA. LTD. 2474 MCGHEE, FAYE 13902 MINISTER OF FINANCE 2553 ODYSSEY REC ADVENTURES 16750 PRAIRIE BIBLE INSTITUTE 2550 RUDDELL, DEBORAH 2554 SAFE & SOUND 961 SENIOR'S OUTREACH 20400 THREE HILLS MOTOR PRODUCTS 2509 TROCHU YOUTH SOCIETY 1839 WILSON, YVONNE Total : $ Total # Of Cheques 14 of 125 Page 1 Details Cheque Amount 112.41 KCRP expenses 187.70 advertising FCSS 107 80 KCRP mileage 85.60 KCRP travel for students Delburne 304.95 FCSS banners for chicks in charge 24461.27 demo of building @ Swalwell 1526.16 CBI mileage 1025655.97 3rd qrtr school requisition 535 00 FCSS chicks in charge/climbing wall 436.42 expenses FCSS 116.00 food Council Strat Planning 700 00 KCRP 3-45 min. presentations 922.31 FCSS grant to comm. Wellness 1549 18 vehicle accessories 1000.00 FCSS youth conference 574 13 KCCRP expenses 1058274 90 16 ;7 L rV 0 • 0 ill BANK RECONCILIATION As at August 31, 2005 GENERAL ACCOUNT PAYROLL TAX SALE (including TERM DEPOSIT ACCOUNT TRUST TOTALS Master Card) 3-12-120 3-12-321 3-12-121 3-12-472 GENERAL LEDGER Beginning of Month Balance 727,975 48 8,500,000 00 81,400 41 330.90 9,309,706.79 Monthly Receipts 232,497.51 232,497 51 ADD: Deposits 168,588 58 168,588.58 Term Deposits 1,500,000 00 1,500 000 00 Mastercard Deposit , Interest Earned 37,008.46 37 008.46 Cancelled Cheques , Differences on Cheques SUBTOTAL 2,497,481.45 8,500,000 00 249,988.99 330 90 11,247,801 34 LESS: Payroll 157,572.63 157,572.63 General Cheques 1,514,489 05 1 514 489 05 Utility Bills - Direct Debits 11,287.00 , , 11 287 00 Line of Credit Interest , Merchant Machine 38 85 38 85 Returned Cheques/Cancelled Receipts . Term Deposits 1,500,000.00 1,500,000 00 Mastercard Payment 2,41603 2,416.03 Manulife Premiums 15,616.24 15,616.24 Outstanding Adjustment SUBTOTAL 1,543,847 17 1,500,000 00 157,572.63 0.00 3,201,419.80 BALANCE, END OF MONTH 953,634.28 7,000,000.00 92,416.36 330.90 8,046,381.54 BANK End of Month Balance 1,143,438.17 7,000,000 00 92,416 36 330 90 8,236,185 43 ADD: Outstanding Deposits 58,204 80 58,204 80 SUBTOTAL 1,201,642.97 7,000,000 00 92,416.36 330.90 8,294,390.23 LESS: Outstanding Cheques Outstanding Direct Debits Bank Error - Deposit Revenue Telepay Pre-Deposit Outstanding Bank Adjustment SUBTOTAL BOOK BALANCE, END OF MONTH 248, 008.69 248, 008.69 248,008.69 0 00 248,008.69 953,634.28 7,000,000.00 92,416.36 330.90 8,046,381.54 0 C 0 00 C) CO ^ 0 (O t- O N T . ?' CO M OD C 0 0 ) V ' N O M O T M U) U) M co r O O N (D LO O U) N r- 00 ' U) N M N O O co N M V cc 0 0 T T T O T M O [- T T T M T M T N T O 00 co U) Cl) 0 M 0 0 N V M 0) U) M 0) M N O r M , M r OD O ? 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NM'T CONM 4) Z J 0CO000.) 0 0 0 0 0 0 0 N 0 N N 0 0 ?NO)?N Q T (p N N (r) (n w T - T l =3 CY) ca c; BANK RECONCILIATION As at July 31, 2005 • • 0 GENERAL PAYROLL TAX SALE MASTER ACCOUNT TERM DEPOSIT ACCOUNT TRUST CARD EXPENSE 3-12-120 3-12-321 3-12-121 3-12-472 3-12-120 GENERAL LEDGER Beginning of Month Balance Monthly Receipts ADD: Deposits Term Deposits Interest Earned Cancelled Cheques Differences on Cheques (260,767.69) 9,500,000.00 249,988.99 805, 569.77 1,000,000 00 15,363 34 0.03 SUBTOTAL 1,560,165 45 9,500,000.00 249,988.99 330 90 3,161.26 6,083.72 330.90 9,244 98 LESS: Payroll 168,588.58 General Cheques 814,375.11 Utility Bills - Direct Debits 8,986.23 Line of Credit Interest 52.17 Merchant Machine 74.90 Returned Cheques/Cancelled Receipts 1,182.29 Term Deposits 1,000,000 00 Mastercard Manulife Premiums 15,249 42 Outstanding Adjustment 185 35 SUBTOTAL 840,105 47 1,000,000.00 168,588 58 0 00 BALANCE, END OF MONTH 1,329.48 1,329.48 720,059.98 8,500,000.00 81,400.41 330.90 7,915.50 BANK End of Month Balance 620,601 57 8,500,000 00 168,098.28 330.90 7,915.50 ADD: Outstanding Deposits 104,612.59 SUBTOTAL 725,21416 168,098.28 LESS: Outstanding Cheques 5,154 18 86,697 87 Outstanding Direct Debits Bank Error - Deposit Revenue Telepay Pre-Deposit Outstanding Bank Adjustment SUBTOTAL 5,154 18 86,697 87 BOOK BALANCE, END OF MONTH 720,059.98 8,500,000.00 81,400.41 330.90 7,915.50 0 BANK RECONCILIATION As at July 31, 2005 • C7 GENERAL PAYROLL TAX SALE MASTER ACCOUNT TERM DEPOSIT ACCOUNT TRUST CARD EXPENSE 3-12-120 3-12-321 3-12-121 3-12-472 3-12-120 GENERAL LEDGER Beginning of Month Balance Monthly Receipts ADD: Deposits Term Deposits Interest Earned Cancelled Cheques Differences on Cheques (260,767.69) 9,500,000 00 249,988 99 805,569 77 1,000,000 00 15,363 34 0 03 SUBTOTAL 1,560,165 45 9,500,000 00 249,988.99 LESS: Payroll General Cheques Utility Bills - Direct Debits Line of Credit Interest Merchant Machine Returned Cheques/Cancelled Receipts Term Deposits Mastercard 814, 375.11 8,986.23 52.17 74.90 1,182.29 1, 000'000.00 168,588 58 330.90 3,161.26 6,083 72 330.90 9,244.98 1,329 48 Manuhfe Premiums 15,249 42 Outstanding Adjustment 185 35 SUBTOTAL 840,105 47 1,000,000.00 168,588.58 0.00 1,329.48 CJ BALANCE, END OF MONTH 720,059.98 8,500,000.00 81,400.41 330.90 7,915.50 BANK End of Month Balance ADD: Outstandin De osits 620,601.57 8,500,000 00 168,098.28 330 90 7,91550 g p 104,612.59 SUBTOTAL 725,214.16 168,098.28 LESS: Outstanding Cheques 5,154 18 86,697.87 Outstanding Direct Debits Bank Error - Deposit Revenue Telepay Pre-Deposit Outstanding Bank Adjustment SUBTOTAL 5,154 18 86,697.87 BOOK BALANCE, END OF MONTH 720,059.98 8,500,000.00 81,400.41 330.90 7,915.50 U) 0 C II- fl- MN00M 0 N M CO N OO M I? LO N 06 0 0 (00C r--00000 r, ?- 0 'C NMU)rf?I-000 CA . , N r M O (D (0 0) O) d L C0O C J S Lo U') Lo U-) LO 0 O C) O O C) N O NNNNNCjC14 ?' U)MCO~N?'d. r' 6 N N ^^ - W Cl) Q o Q Q Q Q C/) ? Cl) C) w C) C) 0 C) LO W t-- O?tONOMU)mw co 00000000 ?' to to a N to M to 0 1- *a "o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N-0 NNCNtf)C3) N CO C„? C = 0 00000000 o co 0 00000000 W E Q co v/ E > C 0 0 0 0 0 0 0 0 OCD Oto Q CD 000 - V to ? rC\ rrrr010 o ? V N N 0 0 a N • - 0 M W C) N (? 00 M ? O 0 0 p o ? Z - N ) (0 ( U 0(0(0000004- 5 ?.+ 0) C) 0 C) Q 03 r r r r ?- r ?- > LO 0) (M 0-) 0) CN I-' 0 1J E Cl) U u c Z CL 0 0U') U)0U)0U) rI? I- I- N N r? , N N N N N N N LOC)C) toMU)000U)c N? 000NtoN000CALO CO C NI?CO I?Nr-rOOd.C70p ' 0 O 0 U )U)MCOU')OCOOCC)M 0 O N 0)N r-(N E E (N CO, cc It C) - E e N CO M Z ? O L W - r J Q E I - U) tC) u) to U) to to 0 0 0 0 0 0 0 Q Z U) N- N C) N M d CO tf) M ?- N-0)0)CO -N- -CAMC?OCl) - U) 0 0 0 0 0 0 0 N N N N N N N~ 0 LO tf)CAOe-MMMU)U)tf)(0 CO CO CO N- N- h N- ti I-- N- N- ti Q t6 (6C6d L6 (6 '- ?- N N r a C V C cu ? ?M 2 mQ 0 To: Reeve Woods Members of Council From: Gene Kiviaho, CAO Date: Sept. 15, 2005 • Issue Community Grants Committee decisions Background A Community Grants Committee meeting was held on September 13, 2005 with all members of Council present to determine grant eligibility and funding allocations. A list of recommendations for grant allocations was submitted and approved by Council at the Regular Council Meeting on September 13, 2005. Discussion Council received 6 applications for a total amount of $36,810 for Community grant funding and the results were as follows: 4 applications for project funding were approved at a total of $8,665.00 1 application was denied 1 application was referred to Council for consideration Recommendation is That Council receive the Community Grants Committee Report. Gene Kiviaho Chief Administrative Officer FJ 20 of 125 0 Corimunity Grants Committee Notes September 13, 2005 In attendance: Reeve Murray Woods Carol Calhoun Deputy Reeve Vern Crawford Jerry Wittstock Brian Holsworth Ken Knievel Ken Hoppins CAO, Gene Kiviaho The meeting was called to order at 8:30 a.m. Community Grants Committee (CGC) Decision Highlights • The CGC reviewed 6 submissions • Total amount requested was $36,810 • 4 requests were approved • Total amount approved was $8,665 • 1 application was referred to Council for consideration Process areas requiring review and follow-u • • There were no Policy issues to review • Following a discussion with respect to future capital projects, Administration will develop discussion guidelines for Capital Construction Projects including new structures, additions and maintenance. The meeting adjourned at 9:40 a.m. September 2005 List of Applications No. Applicant Amount Requested Amount Approved 1 Acme & District Ag Society $25,000 Referred to Council 2 Carbon & District Ag Society $3,060 $2 450 3 Carbon & District Rec. Board $2,400 , $2 000 4 Friends of the Guzoo Society $2,715 , $2 715 5 Linden District Heritage Assoc. $2,000 , $1 500 6 Three Hills Municipal Library $1,635 , 0 21 of 125 0 0 0 TO: Reeve Woods Members of Council From: S/Cst. Will Scott • Date: September 20, 2005 Issue: Highways and Transportation Bylaw Background: Development of Highways and Transportation bylaw to cover nuisance and safety issues primarily in relation to motor vehicles and pedestrians in/on public areas. Discussion: As Kneehill County has no bylaw in relation to nuisance and safety issues on or in relation to municipal highways/public areas. The Traffic Safety Act does not adequately cover all safety and nuisance issues encountered in a municipal environment. Some sections mirror Provincial legislation however allow more flexibility in maintaining compliance/enforcement. Financial Implications: None Recommendation: Council review and give third reading of the Highways and Transportation Bylaw # 1520. 0 S/Cst. William Scott Kneehill Patrol 22 of 125 Gene Kiviaho Chief Administrative Officer To: Gene Kiviaho Reeve Woods Members of Council From: Lavinia Henderson • Date: September 21, 2005 Issue: Financial Policy - #16-9 - Signing Authorization Background: Council received the initial Recommendation concerning a change in signing authorization policy at their Regular Meeting held September 13, 2005. Additional information was requested concerning the bond. Discussion: A review of the County's insurance policy indicates the Master Comprehensive, Employee Dishonesty, Disappearance Destruction coverage is as follows: Bond Limit $ 100,000.00, Crime Limit $ 15,000.00, Money Orders and Counterfeit Limit $ 1,000.00, Depositors Forgery Limit $ 5000.00. The 2006 insurance coverage will be increased to a maximum limit of $ 500,000.00 from $ 250,000.00 for Employee Dishonesty. • Operational efficiencies will be gained if there is a change to the signing authorization policy so that the staff limit is increased. Copies of the existing policy and the proposed policy are attached for Council's review. Financial Implications: N/A. Recommendation: a) That Council approves the proposed changes to the Signing Authorization Policy. vinia Henders Director, Financial Services 0 41 of 125 • KNEEHILL COUNTY POLICY SECTION: Financial DRAFT POLICY TITLE: Signing Authorization POLICY NUMBER: 16-9 • PURPOSE: To establish the signing authorities for all financial instruments. POLICY STATEMENT Kneehill County needs to have controls in place to ensure all financial instruments are properly authorized and reflect the intent of Council. POLICY GUIDELINES 1) The Reeve/Deputy Reeve and Administration shall exercise due diligence when exercising their signing authorities to ensure Council's intent is being carried out. Signing Authorization is reviewed and granted by resolution at the annual organizational meeting. 2) Council recognizes that in the interest of efficiency it is not necessary that every • cheque be signed by the Reeve/Deputy Reeve and that there are more efficient alternative methods for the Reeve/Deputy Reeve to discharge their fiduciary responsibilities. 3) The signing authorities for Kneehill County will be the Reeve, Deputy Reeve, Chief Administrative Officer, the Assistant Chief Administrative Officer, Director of Financial Services, and the Executive Assistant. 4) Cheques drawn on the bank accounts of Kneehill County shall be signed and countersigned as hereafter provided: a. All Accounts Payable cheques shall be signed by any two of the authorized signing authorities, except the following: i) All cheques issued for payment of community grants and joint agreements shall be signed by one of the Reeve or Deputy Reeve and one of the CAO, Director of Financial Services, or Executive Assistant. ii) Any unbudgeted expenditures requires approval by Council and shall be signed as laid out in 4(a)(i). 5) A listing of all cheques will be presented to Council for their information. 6) Direct Deposit Payroll The Payroll Register and the Transmission Confirmation Listing must be signed and dated by the Chief Administrative Officer/Assistant CAO signifying approval of the payroll. 42 of 125 0 The files that house information on the Personal Computer will have security applied to them in the form of a password. Only the Payroll Clerk, the Director of Financial Services, and anyone deemed necessary by the Chief Administrative Officer will have access to the password. CJ 7) To avoid late fees, Utility and Telephone Bills will be paid through preauthorized payment withdrawal. Verification of bills for accuracy will be the responsibility of the appropriate department head. 8) Signing authority is cancelled upon leaving employment/office. C] 43 of 125 0 To: Reeve Woods Members of Council From: Gene Kiviaho, CAO Date: September 21, 2005 Background Council requested that a formula be presented to this meeting for discussion. Attached for your information is a growing list of municipal comparisons including municipalities that use a formula. The August Revenue Canada rate was 45 cents. Issue Kilometer rates paid for use of private vehicles. Discussion A formula based system provides a "range" of rates per litre that reflect the advertised price of regular clear gasoline. It is proposed that Administration will obtain the price of fuel in Three Hills on the first day of each month and average the prices. The average price will be applied to the chart below and this will determine the per Km rate for the month. Spreads used by municipalities are in the 5 to 6 cent range. The following chart has a $0.05 vertical spread and can be easily expanded should the price go up or down. F- -I LJ Price of Gasoline per litre up to 75.0 75.1-80.0 80.1-85.0 85.1-90.0 90.1-95.0 95.1 -100.0 100.1-105.0 105.1 - 110.0 110.1-115.0 Vehicle Allowance per Km 11 $0.45 $0.46 $0.47 $0.48 $0.49 $0.50 $0.51 $0.52 $0.53 Municipalities who have reviewed their kilometer rates have implemented the new rate effective September 1st. The current price of gas in Three Hills is in the $1.00 - $1.05 range and it is recommended that this rate be adopted retroactive to September 1, 2005. Recommendation 1) That Council approve the above formula 2) That Council approve the $1.00 - $1.05 gas rate for September 3) That Administration apply the formula on a monthly basis 4) That the formula be reviewed in six months Gene Kiviaho Chief Administrative Officer 44 of 125 9 • 0 C J o m o m LO E M ?- fn rn O N N . 4D 4a) a) - n m (1) n co rn o ° J) D -- C: E . - O. N N O c a) O Cu O N a) yj .fl O g Vj _ rn' ) a a) o n :? z C .; a cn ° E 3 n C6 N • 4) Cl) 10 E .?. O = co N C E > O. -i5 ? 1 2 ( O 0) crj N . O O t . N 6 C 'a N rn m p C > O > M p ) 0 0) t- 2 C N 2 N 0 y? tU U p ) O O .n V CD N U CL 3 . '3 a? a, c v ° o 0 -0 t° c U c > in p O V . 4 O V ) C .p q. E O 0 O O M 2? • 'p B m T) v 0 x c n M w O L N N '3 _n w _ y ?. _V Q > O. m<? °? v (J ° ° ) a z w z z O to U x o x X X X t3 W an - ?et C) x x x x Kt C; a O - o x x x d X 6 x x x x x to M p X E/} m C 3: >I m ? C i L 4 >I +- Z L U' i J, te O 3 C . W r U> O 4) 0 r- 0 C CC C: tC Y 0 a, p m .? _ N E O d. O Q L t4 U t[ t4 --- O L. O Q: _ c p 44 t4 O i a 0 p ar O ? 45 of 126 0 0 I- .Cf m CL N co V m V m 0 0 0 6 0 To: Gene Kiviaho Reeve Woods Members of Council From: Lavinia Henderson • Date: September 21, 2005 Issue: Allocation of Funds for Acme Hall Capital Contribution Background: Council approved a $ 50,000.00 grant for the Acme Hall Construction Project at their Regular Meeting held September 14, 2005. While the application was made to the Community Grant Program, Council approved the contribution outside the program. Council directed Administration to recommend where funds could be drawn from to cover the grant. Discussion: As part of the 2005 budgeting process, Council approved the allocation of the 2004 Recreation Contingency of $ 40,000.00 be transferred to a Recreation Reserve for future use. In addition to this there is also the Fiscal Operating Reserve which currently has a balance of $ 7,813,672.53. Total committed funds to be transferred from this reserve to date are approximately $ 30,000.00 for Enforcement Services equipment which was not budgeted for but approved by Council. A recreation contingency expense of $ 40,000.00 was budgeted for • in 2005. There are no other general or related reserves or other contingency funds which could be used. Council could approve funds be taken from the Recreation Contingency expense general ledger account which would result in the estimated surplus of $ 70,206.00 being reduced. Financial Implications: Nil impact to surplus if the $ 40,000.00 Recreation Contingency expense is used from the 2005 budget in addition to a transfer of $ 10,000.00 from the Parks and Recreation Reserve of $ 10,000.00. $10,000.00 reduction in surplus estimate if the full amount is taken from the Recreation Contingency expense. Recommendation: a) That Council approves the funds for the Acme Hall Capital Contribution as follows: i) $ 40,000.00 from the Recreation Contingency expense account; and ii) transfer $ 10,000.00 from the Parks and Recreation Operating Reserve. • avinia Henders n Director, Financial Services 46 of 125 TO: Gene Kiviaho Reeve Woods Members of Council From: Lavinia Henderson Date: September 20, 2005 June 8, 2005 • Issue: Appointment of Development Officer Background: The Land Use Bylaw establishes the Office of the Development Officer and further outlines that the position shall be filled by a person or persons appointed by Council. The Development Officer shall: receive, consider and decide on all applications for a development permit; refer at his or her discretion, a permit application for comments to those authorities whose interest or jurisdiction may be affected, keep and maintain for the inspection of the public during office hours, a copy of the Bylaw and all amendments thereto and ensure that copies of same are available to the public at a reasonable charge, keep a register of all applications for development including the decisions thereon and the reasons therefore, and all orders for a minimum period of seven (7) years. Discussion: Council appointed Lavinia Henderson as interim Development Officer at their June 14, 2005 meeting. Jennifer Brown has commenced her duties with Kneehill County as the Planner and is ready to assume Development Officer duties with • respect to all development permit applications and existing development application files and new subdivision and redesignation (rezoning) applications/bylaws. Lavinia Henderson is prepared to remain as interim Development Officer for endorsement purposes on existing subdivision files as she is familiar with the applications. Financial Implications: In-house - Nil. Recommendation: a) That Council appoints Jennifer Brown as Development Officer. b) That Council ratifies the reduction in duties for Lavinia Henderson with respect to the interim Development Officer position. vinia Henderson Director, Financial Services • 47 of 125 0 KNEEHILL COUNTY TO: Gene Kiviaho Reeve Woods Members of Council • FROM: Rob Mayhew DATE: September 21, 2005 • Issue: Six Water Service Areas Preliminary Engineering Background Kneehill County is presently constructing the first Water Service Area at Linden North with the aid of ICAP funding. Discussion ICAP's, Stephen Lamoureux, Alberta Environment's, Brock Rush, and Darwin Durnie of Stantec have suggested that the Provincial Government will have funds available for water projects and some of these funds are ear marked for Kneehill County. The criteria being that the engineering designs are complete and the projects are ready for construction. So with that in mind, I believe that Kneehill County should start the preliminary engineering process for the remaining six Water Service Areas knowing that there will grant dollars available in 2006. More dollars will be needed for the continuing detailed design in 2006. Financial Implications $144,200.00 was allocated in the 2005 budget for engineering for the Agpro and Agricore Elevator and Linden East paving projects. Kneehill County would need to rebudget for these paving projects in 2006. Recommendation 1. That Council approve the use of 2005 unused Budget dollars of the Engineering of 2005 Paving Projects to begin the remaining six Water Service Area Preliminary Design, in order to capitalize on any opportunities that become available for municipalities. 2. That Council approve the Director of Operations to send out a Request for Proposal for the preliminary engineering for the six remaining Water Service Areas. 3. That Council approve the Director of Operations award the RFP to the lowest bidder, meeting our specifications. • Rob Mayhew Gene Kiviaho Public Works Superintendent CAO 48 of 125 0 To: Reeve Woods Members of Council Gene Kiviaho, CAO From: Barb Long • Date: September 20, 2005 Issue Donation Request from Carbon Lions Background A request has been received from the Carbon Lions to provide funding to help offset the cost of a fireworks display for an Alberta Centennial celebration that is being planned in conjunction with the October 15"' Oktoberfest. The September 9th letter has been attached for your information. Discussion General ledger 272-770, Donations/Sponsorships, has a balance of $5,868.00 from the 2005 budgeted amount of $10,000.00. Recommendation • Council decision. Barb Long Executive Assistant • 49 of 125 0 r: • SEP-OS-05 01;38 PM TREED AGENCIES LTI (l Yteet Ilt 4! COte- 'I--{ yp 3 T `! z?,3 s i l s ruJx o w k o i A. Y, Co, CerYL, P.01 Ltv) tom. Qnr cx?. . < a ri ? GL-,Y E'_ -5 ? o S '? i h S vq /i n L < c, 1 C.• ?{ o ?ic,,? e S t t 1u t, ?? aY a Aa a •1o r, w t k r f a r. A t e v-f a- Cemfz.n n ; ct,j ter dc.?0 - / o Cek? ,r4A 6c,3? e S. (tiJ? R,rc 1??krr?? +c, \teA,il C?(-cM4y t'o e W t ?. d- C a.;3 A a TIOJ i all) +0 M ta?L f' ?a ri m e n CrcLk U boy C o rr? tv? w -i a,,r, o. 2nr e cam. r e ?; / nl' Cvr`°? ?e• ck?r? Cwrr ly E '?)/ ?`' W? wo<? C c ?^ t ? re. c i cvf ?. Ct,,r' `? 7 r t 4"\ C q (j c C (? 1 ?.? 'f 0 i .r ?trr f ?1 b u '}'ate y f? ?-'?r C C;1 Y?. 5 ! p?1 `e-k'? ? i a'1? ?, ?r 'f h.ua ! I MC2 fI ?t'X HArLi PEEPS {?q,?1?ldlu .C ta?n15 N. 5701-. c 50 of 125 To: Reeve Woods Members of Council Gene Kiviaho, CAO From: Barb Long • Date: September 20, 2005 Issue Request from Trochu & District Agricultural Society for the County to supply and load approximately 300 yards of gravel needed for the base of the Trochu Water Spray Park. Background Attached is the letter of request received on September 13`x'. In checking with Mr. Mayhew, Kneehill County would have gravel available at the Highway 21 & 27 Stockpile site in the spring of 2006. Financial Mr. Mayhew advised the approximate cost to supply and load 300 yards of gravel would be $1,968.75. This figure is based upon a cost of $5.25 per tonne for the purchase and crushing of gravel, and a rough conversion to 375 tonnes. Recommendation Council decision. Barb Long Executive Assistant • 51 of 125 0 September 12, 2005 To: Kneehill County • • From: Brian Diack C/o Trochu & District Agricultural Society Re: Waterspray Park The Trochu Ag. Society is building a water spray park in front of the swimming pool in Trochu. This will be a no "fee" wheelchair accessible facility that will be utilized by the youth of Trochu and surrounding area. This facility will encourage our youth to be active and keep fit in. an enjoyable way. Plus, it is th.e only .facility of. its kind within a 50 mileradius. This is a barrier free community project that is being funded by volunteers, local service groups & a CFEP grant. Land has been given to us from the Town of Trochu. We have the funds in place to build the park, but need approximately 300 yards of gravel for the base--a .100' x 200' area. We have volunteer help to excavate the location, & farmers who would haul the gravel in & haul the topsoil out. Would Kneehill County donate the loading of/and supply the gravel needed for the base? We will be starting this project in March of 2006. Thank you for considering our request. We have attached an income report to assist you in your evaluation. We look forward to hearing from you. Sincerely 46 Brian. Diack Project Co-ordinator Trochu Ag, Society Phone 442-3761 Fax 442-3790 52 of 125 0 • Cost of Spray park, not including site prep. & landscaping $ 150,000.00 Funding Trochu Ag. Society (rec'd) $ 22 000.00 Trochu Kippers Swim Club (recd) $ , 25 000 00 Trochu Elks (rec'd) $ , . 12 000 00 Trochu Royal Purple (rec'd) $ , . 1 000 00 Private donations (rec'd) $ , . 2 400.00 Trochu Cubs & Scouts (rec'd) $ , 200 00 Donated, Labour (20person @ 42.5 hrs a $1.0.00 ...... .. _.__? ) D $ . 8 500 00 . onated Equipment (78hrs @ $50.00) , . 3 900.00 Subtotal CFEP grant (received) $ $ 75,000.00 75 000 00 Total project $ 150,000.00 Items still needed to be funded: Site prep--including gravel landscaping 53 of 125 { } r 0 To: Reeve Woods Members of Council From: Gene Kiviaho Date: September 21, 2005 Issue Municipal Intern for 2005-2006 Background As a municipal intern host for 2004-2005, Kneehill County has been requested to consider applying to host a municipal intern for 2005-2006. The application deadline is October 7, 2005 and the successful Intern would commence employment for a twelve month period in the spring of 2006. Discussion As you are aware, Kneehill County jointly shared a municipal intern for 2004-2005 with the Towns of Three Hills and Trochu. I have asked Three Hills and Trochu if there was interest in a joint application for 2005-06. Trochu expressed interest in a joint application for 2006/07. Three Hills did not respond. Municipal Affairs is providing a grant for the Municipal Intern Program and the cost to host our intern is approximately $10,000. There are many benefits to this program and it allows the municipality an option to train, mentor and assess a potential future employee and address succession planning issues. . The program is designed to provide individuals who are interested in pursuing a career in municipal administration the opportunity to acquire hands-on experience and knowledge. In addition, it allows a municipality to employ quality candidates for a 12 month term at a fraction of the cost of an annual wage. Given the nature of the Municipal Intern Program, and the benefit to Kneehill County at significant savings, it is in our interest to submit an application to host our own Municipal Intern for 2005-2006. The Ministry has not determined the amount of the grant for 2006 but it is expected to reflect the current amount. Recommendation: That Council approve Administration submitting an application for a Municipal Intern for 2005-2006 CJ 54 of 125 0 To: Gene Kiviaho Reeve Woods Members of Council From: C. Frank Grills A.M.A.A. County Assessor • Date: September 20, 2005 Issue: McIntosh letters to Council Background: In a July 5, 2005 letter by Grant McIntosh addressed to Council the issue of his changing assessment and taxes was raised. This letter was accompanied with the required assessment complaint filing fee, as a result an assessment appeal hearing was scheduled at the Assessment Review Board. I spoke with Mr. McIntosh on at least two occasions before the ARB hearing. It was indicated early that he would not appear at the ARB as he wished to have the issue dealt with at MGB. The County Assessment department still had to prepare for the Assessment Review Board hearing and in so doing sent a copy of the Assessment Departments' package to the appellant before the scheduled hearing. A letter by Mr. McIntosh with no date was received September 17, 2005 in response to the Assessment Departments package, this letter was presented to the Assessor and the Board members at the ARB hearing September 19, 2005. A third letter dated September 8, 2005 was not made available to the Assessor until September 20, 2005 AM. Two of these letters discuss the changing assessments and taxes on his property since his house was constructed in 1997. The reality is that when Kneehill County went to Market Assessment per Provincial guide lines all properties have to be reassessed each year. The market value of properties in general have increased from 1997 to 2005, thus so has assessments. The McIntosh property was appealed to the MGB in the 2002 taxation year and received a reduction. In 2003 the original mailing did not reflect the MGB decision which was changed later although he paid the full amount on the original tax billing leaving a credit on the tax account at year end. For 2004 some adjustments were made to the details of the assessment. The size and structure was adjusted based on review of the property and file data. Basement development was also added. The MGB allowance was still applied. The 2004 tax bill reflected the credit from 2003 (which is not part of the July or September 8th letter) thus the amount to be paid was less then the actual 2004 levy. For 2005 the only change to the assessment was the base year modifier and the depreciation factor which was system applied to all properties. The tax account had a zero balance at the end of 2004 therefore the 2005 tax bill was for the full 2005 tax levy. Each year the Province supplies new base year modifiers to adjust the manual cost of • 1983 or 1993 dollars to the current year. The system applies an additional year of depreciation using the year of construction and depreciation tables that are within the system. Normal depreciation for a residence like the unit that McIntosh has is approximately 1% per year. For 2005 taxation the base year modifier changed from 1.40 55 of 125 loft • to 1.48 approximately 5.7% and the additional depreciation was 1% resulting in a net increase in the assessment of the residence. The base year modifier is system table driven so a mass recalculation of the municipality changes all properties in the data base. The mass recalculation of the municipality is only one of the steps to prepare a new assessment each year. Older residences naturally will have a larger depreciation allowance to reflect the increased age of the building but that is system driven from • depreciation tables. The market does not place the same value on a 50 year old residence with little or no maintenance as on a newly constructed residence. The MATTERS RELATING TO ASSESSMENT AND TAXATION REGULATION ALBERTA REGULATION 220/2004 states; 4(1) The valuation standard for a parcel of land is (a) market value, or (b) if the parcel is used for farming operations, agricultural use value. (2) In preparing an assessment for a parcel of land based on agricultural use value, the assessor must follow the procedures set out in the Alberta Farm Land Assessment Minister's Guidelines established and maintained by the Department of Municipal Affairs, as amended from time to time. (3) Despite subsection (1)(b), the valuation standard for the following property is market value • (c)an area of 3 acres located within a larger parcel of land where any part of the larger parcel is used but not necessarily occupied for residential purposes, (4) An area referred to in subsection (3)(c), (d), (e) or (fl must be assessed as if it is a parcel of land. Thus the McIntosh residential site is assessed as if it was a parcel of land at market value per the regulation. In order to get the market value of a three acre residential parcel one must look at what is a three acre residential property selling for, not what is a 160 acre vacant farm land parcel selling at. The McIntosh residence is correctly assessed per the regulations that guide the Assessor; in fact the property is getting an adjustment that no other property in the area gets as a result of the MGB appeal in 2002. The current Assessor has no first hand knowledge of that appeal or the hearing that resulted in the MGB decision. Recommendation: That Council support the assessment process as laid out in the Statutes and Regulations Respectfully Submitted, • V C. Frank Grills A.M.A.A. County Assessor 56 of'125 tore 0 C July 5. 2005 Box 146 Carbon, Alta. TOM OLO County of Kneehill Dear Councilors Having received my 2005 property tax notice, I once again feel someone really likes the house we live in. Trust me it is just a house. I believe the acreage's along highway # 575 that have been selling for prices higher than normally expected ar setting the tone for our area. Our house happens to be one of the newer ones and as a result we are being penalized by the people that are willing to pay well above market value to acquire a place that meets their requirements. The closer they are to a paved road and a minimal land base. to look after. Our land base assessment has stayed the same from 2004. Our residence assessment has gone from 95,360 in 2004 to 100,640 in 2005, which raised our taxes from $1437.25 to. $1,704.26 for an increase of $267.01 or 18.58% . I find that kind of hike to be exorbitant no matter how you justify it. I trust you will consider the facts and we can resolve this issue. tha k you ?J r • Grant McIntosh 57 of 125 0 L-1 • 4 September 8, 2005 Box 146;,.,, a.y Carbon, Alta. TOM OLO County of Kneehill Assessment Review Board Dear Councilors Having received my 2005 property tax notice, !once again feel someone really likes the house we live in. Trust me it is just a house. I believe the acreage's along highway # 575 that have been selling for prices higher than normally expected are setting the tone for our area. The fact we live two and a half miles north of #575 takes us out of the high rent district. Our house hap)ens to be one of the newer ones and as a result we are tieing penalized by the people that are willing to pay well above market value to acquire a place that meets their requirements. The closer they are to a paved road and a minimal land base to look after. Our land base assessment has stayed the same from 2004. Our residence assessment has gone from 95,360 .in 20.04 to 100,640 in 2005, which. raised our taxes from $1437.25 to $1,704.26 for an increase of $267.01 or 18.58% . I find that kind of hike to be exorbitant no matter how you justify it. We have had a number of increases since we built in 1997 and now I am looking for a depreciation factor to take over as we do have maintenance to do all the time. There must be some consideration given for the depreciation of this house it can't just keep going up all the time. I inquired from the assessor what brought this increase on and he advised me that our 1997 cost of our house had to be brought up to 2005 values. If this is the case 58 of 125 0 why isn't everyone in the county treated the same and the people that built in -1987 -77 -67 or even 27 brought • up to 2005 values to make everyone fair or isn't that fair? I trust you will consider the facts and we can resolve this issue. The last time I appeared in front of council I was denied and proceeded to provincial hearings in Calgary and was granted a 12.5% reduction . The assessor at the time was so distraught that he awarded me a 25% increase the next year to prove his point.., I am..sti:Il.. concerned that the feeling is. I haven't caught up yet. Please accept my apologies for not showing up but harvest is on and I just don't have the time for this type of game. thank you C. l r ti Grant McIntosh 59 of 125 Box 146 Carbon, Alta TOM OLO ji ¢$y J L' i YI,S$,r ''-'mow. F2 Kneehill County Clerk of the Assessment Review Board Box 400 Three Hills, AB. Dear Councilors • Your response to my appeal is interesting in the way it compares parcels that are mainly acreage's against a farm establishment. You also make a good point with your reference to the water service levy. Under the municipal guidelines for tax assessment section 382, 383 and 384 Council can only impose an assessment on property that will benefit from the tax and we both know that water is not available to this property. I feel this is unethical and inappropriate tha k you Grant McIntosh 0 cundste 60 of 125 P To: Reeve Woods Members of Council Gene Kiviaho From: Barb Long • Date: September 21, 2005 Issue December Council Meeting Schedule Background In past years the frequency of Council meetings has been reduced during the month of December due to the Christmas closure from noon on Friday, December 23`d until 8:00 A.M. on Monday, January 2, 2005. Recommendation That Council establish Tuesday, December 13th, 2005 as the Regular Council Meeting date for December. • Barb Long Executive Assistant E 61 of 125 0 P To: Reeve Woods Members of Council Gene Kiviaho From: Barb Long • Date: September 21, 2005 Issue Kneehill County Council financial support for an employee Christmas function Background For the years 2001 and 2002 the County employees organized a Christmas Bowling and Pizza function with financial assistance, in the amount of $400.00, allocated by Council. In 2003 County Council approved a total $1710.00 for employees and spouses to attend the Annual Three Hills Chamber of Commerce Christmas function, as well as $1057.99 to provide a ham or turkey for each employee as a Christmas gift (cost of approximately $23.00 per ham or turkey and $30.00 per ticket). In 2004 County Council approved the contribution of $1800.00 for employees and spouses to attend the Annual Trochu Hall Board Christmas Function ($30.00 per ticket), as well as $1333.00 to provide a ham or turkey for each employee (approximate cost of $26.00 each). In order to not show support to only one urban centre, Council requested Administration vary the locations for Christmas parties. • 2005 Christmas Functions: Three Hills Chamber of Commerce: Dec 3/05 Friends Catering and Dec 10/05 Nilgris Tea House will be providing the meal. A comedy night with entertainment by Funny Business. The cost of the tickets for this event is $35 each. Trochu Hall Board: Dec 9th & 10th . Catering donated by Mary Glenn Guard. A comedy night by Side Splitting Productions. Cost of tickets for this event is $35 each. Discussion This year Council is being asked to consider providing financial support to cover the cost of the employee and guest tickets for the Three Hills Christmas function and to continue with the tradition of giving a ham or turkey to each employee as a Christmas gift. Financial Implications In 2003 the total cost covered by the County was $2758.00 In 2004 the total cost covered by the County was $3,133.00 Based on 60 tickets for the Christmas function, and 50 employees receiving hams or • turkeys the approximate cost would total approximately $3,600.00. 62 of 125 0 I Recommendation 1) That Council select Three Hills as the venue for the 2005 Christmas Function in order that tickets may be reserved. 2) Council decision regarding allotting funds towards the costs as outlined in the report. 40 11 • Barb Long 63 of 125 • • To: Murray Woods Members of Council From: Greg Harsch, ESMC Date: Sept.20 / 2005 Issue: 911 Dispatch Provider Our current 911 Provider is Red Deer Emergency Services whose contract ends in December 2005. The per capita rate goes from our current rate of $2.50 to $3.08 in 2008. As a result in the increase of rates it has forced us to make sure we are getting the best service for our County tax dollar. Below is a current list of available 911 providers and • their fee structure. Ed Guenette from Kneehill Ambulance Society and I did the following consultations with the different 911 providers. • • Red Deer Emergency Services starting in 2006 at $2.75 per capita to $3.30 in 2008. • S.T.A.R.S. (Calgary) - Mr. King stated that they would not compete with other service providers. He stated that by competing it interfered with their mission statement, which upholds the "chain of Survival", and by competing would lower that standard. Calgary EMS Dispatch Centre - Ed and I met with Bruce Day. He gave us a tour of the building which the City of Calgary is combining the current 3 different dispatch centers to operate out of one big room in this building. Bruce then commented on the difficulty of dispatching rural emergency services. He then looked over our call volume and made the following comment to us - "We do over a million calls annually and this (pointed at our call volume) could get lost in the system." Bruce indicated that they would not give us a quote until the latter part of 2006 when the building became operational. Dispatch 9-1-1 Centre which is located in Rocky Mountain House. Linda Coghill the owner met with Ed and Ito discuss her offer. She noted that there were 2 ways that the service could be provided to us (1) Radio repeater tower (2) IP voice over Internet. The cost of the internet would run the County approximately $10,000 - $15,000 (a one time set-up cost). She then asked that the phone levy of $0.49 a phone line be transferred to her and this would result in our yearly 64 of 125 0 dispatch fee's costing us nothing. Our current provider collects the phone levy charge plus a substantial increase in dispatching costs. Ted Hickey from Red Deer dispatch center contacted Ed on Monday September 19th to see if we had signed the three year contract yet. His response was to Ted was that we are doing our due diligence. Ted invited us back to the negotiating table. Discussion Ed and I will meet with Linda Coghill of Dispatch 9-1-1 Centre (Rocky Mountain House) and Ted Hickey of the Red Deer Emergency Services to negotiate options available to us on providing 911 Dispatch Services for Kneehill County and bring a recommendation to the next Council meeting. Recommendation 1) That Council receive this report as information. i 65 of 125 • i 911 Dispatch Services 2000 2001 2002 2003 2004 2005 Per Capita $1.00 Population 11 189 $1.50 11 189 $2.00 $2.15 $2.35 , , 11,189 11,707 11,707 11,707 Total Cost $11,189 $16,783 $22,378 $25,170.05 $27,511.45 $29,267.50 Call Volume 500 777 860 Ambulance 84% Fire 16% 2005 2006 2007 2008 $1.20 $1.25 0 0 0 0 x $2.75 $3.10 $3.30 Organization Service Provider Cost Method 20 02 200 MD of Northern Lights County of Warner Regional Ambulance $300/month Flat Rate MD of Smoky River City of Lethbridge Peace River EMS $2.75 Per Capita x Red Deer Count Y County of St Paul City of Red Deer $2.75 $1.05 - Fire Only Per Capita x Per Capita x $3.25 . County of Stettler Strathcona County City of Red Deer $1.40 Per Capita x Cypress County Mountain View Count City of Medicine Hat S T A $2 0 $2.50 Per Capita Per Capita x y . .R.S. 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C 0 cu C U M U CO 3 -C o C E a < U t O C N O 0 a) *' y 0 (D N 0 It (D ` (a C) _0 W) r C 00 0 3 U (N o 2 `0 CD X C 4) N N a) 0) >, 0 a) Q O Z L a) n i C C C%J C C C: a) C C N O N „V o 0 ` 0 0 Q m y. (D L _ (0 U 0 O 0 O O O c6 :3 N 25 cu 3: (n O a) a) tm C C _? N U) D "' Q N O a) T-- E U 6) O O _ a ca 0 = a) -0 L cu a) V O a) nj C CU Q p o E C (0 U Q 0 'r o O ca Lu o m Z U o 0 0-C U m c U) a Z Q 2 2 C a) ca o W U) V a) Co 0 Q.' C U) U 2 C 0 C U C O E E 0 U 0 w U- 0 LU L 1) U F- w 0 U C a) E ` 0 U a s 06 0 = C 0 0 o U a F- 0 a C U O N C E O C .? . c0 _ co a 5 0 14) 0 0 a a a) a) co Lh CO T- T- J I- 2O C a) Wu T c a) 0 C a C a M a) a) Co -C a) C D O O ?v E E O O U U a) J O = O O .o (n a ca v) c E 10 U co ai D E 0 I- o a) ?* N LL N U a) C E E co U Q a a) 06 r- i 0 • 171 Q z (D 4- cr III Q. a I- Q- 0 o Q I I Z U 0 N I a U E -0 Q 0 . O 0 LLJ W L Z L u L L W (D CD Z 0 0 _ a) co) ' o 73 ? M ` C fn I C 0 0 I N . ] C v N - O 0- to I f4 U a. L- 0) j 0 W' 0 o a) C) .0 O 0 C to N N E a) cu 0 c 2 (>6 C LL O p J N m co 0 U 0 V) L-: U - - o Z 0 4 E0 m c ? ? LL c a) co C = c: cu m a) a) (4 o Lr- .2 cc Q Q Z O U - 0 C 'Q C L Fu C C C p - 'C O = N CE V) N N 0 0) C (Q t4 C O L Q -a co C) c - :2 a) m 0CC J U .? CD .0 . 0 M CU l/) CD 0 H U W W Z C) W U v w ) 0 w I- 0 PENDING BUSINESS ITEMS UPDATED FOR SEPTEMBER 27/05 COUNCIL • CJ ITEMS FROM 2002 Mountain View Emergency Service (56-02) - Sept 24/02 - Gene and Greg will meet with Mountain View County to discuss this outstanding area service item. Sept 05 - Contacted but due to office transition having difficulty setting a date to meet. Mutual Aid Agreement (52-02) - Oct 8/02 - Mountain View and Wheatland Count v still pending. Feb 05 KAS looking into Mountain View agreement, Feb 2/05 Wheatl MC County looking into agreement. Sept 05 - Greg waiting to meet with Mountain View ai will contact Wheatland regarding status of agreement. Water Policy (16-02) Equity Water - The Water Policy is on hold until current developments have been resolved. Sept 13/05 Council approved the modified utility rate model proposed by fie Town of Three Hills, in order that bills may be sent to the Equity customers. A letter sei advising and requesting data used to substantiate model. Water Policy: A policy to encompass the costs of lowering any water lines deferred to August Council Meeting. ITEMS FROM 2003 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. Committee has taken no further action. Waste & Recycling under discussion by the Community & Cultural Summit. On agenda for Oct/ 05 Strategic Planning Session ITEMS FROM 200 11 Huxley Property for Sale (#20-04) - Feb 10/04 Tax forfeiture properties were advertised for sale. May 25/04 Council refused only offei as too low. Administration to look at a way of marketing to get the market value for the property. Feb/05 Advertised in the Capital and on website. Report to Council April 12/05. Second offer refused. Administration recommended to continue with advertising on website. Recommend review of other properties that could be put up for sale. Bring listing and recommendation to September Council. Sept 05 - Advertisements to be placed with Drumheller Mail, Red Deer Advocate and Olds Albertan 0 Kneehill County Water Strategy (#52-04) - May 11/04 Ongoing - Jan 25t C.M. John VanDoesburg presented draft funding package for Could consideration. Issues being addressed. Council requested administration arrange meet in within the next 3 or 4 weeks for this committee. Meeting held July 13. Meeting requested with Minister Oberg on future funding. Motion (#338/05) - June 14/05 - motion for administration to bring to Council a mee;in date for the Kneehill Water Strategy Committee. Met first part of August 2005 - waitin, for response from Olberg re: funding prior to further discussion. Meeting set for 11:00 a.m on October 26th in Edmonton between Minister Oberg, Murray, Vern and Gene tc discuss funding options. (Three Hills Water West) Linden North Water Service Area (#53-04) - May 25/04 Jan 25/04 Council approved proceeding with Phase One of the Linden North Water Service Area. Letters sent to Linden North Phase 1 & 2 residents giving information ?rn the waterline. Items for discussion on-going, presented at upcoming Council meetings. Agreement signing Sunnyslope Hall on March 7th - Stantec updated at March 8th C.M. March 22?d some funding decisions made. Funding Bylaws given third readings on Apr 26, 2005. Council awarded tender to Neudorf Trenching; construction to begin arould mid August and be completed December. Bylaw #1511 reviewed by legal counsel. Awaiting further decisions by Council. Sept 13/05 Riser fee and use of County Right; o Way decided by Council. Operations Department working on completion of bylaw to present to Council. Recreation Areas/Parks (#82-04) - Sept 14/04 Long term plan requested. Included in 2005 Draft Budget. Will be further developed and presented to Council during Strategy Planning Session (August 8, 2005) using the assigned budget dollars. Community & Cultural Services Summit (#86-04) - Oct 12/04 Nov 13t First meeting with Council and CAO's from urban centres and the County. I et 1St & 2nd follow up meetings with facilitator Gord McIntosh. Working committee of CAO's established, and Steering Committee comprised of Elected Officials. List of 12 possible issues for sharing. Working committee meetings scheduled March 17th and 29th at County Office 9:00 a.m. until 11:00 a.m. Working Committee meeting held April l ltt in Carbon and May 3rd in Acme. Steering Committee and CAO Working Committee tha was to meet on June 22, 2005 cancelled due to current local State of Emergency. Meeting rescheduled for August 30 at 7:00 pm in Linden. Report of Aug 30/05 meeti:lg on Sept 13th Council agenda. Sept 28/05 CAO meeting at County. Oct 12/05 Steering; Committee 7:00 p.m. at Carbon. Oct 18/05 All Council Summit 7:00 p.m. at Linden i rit] Gord McIntosh facilitating to ensure on track. Partnering Options of Water Reservoirs (#95-04) - Oct 26/04 Council requested options and possibilities of partnering with urban centres for the building and shared use of water reservoirs. Under review with water strategy. 17_? Laptop Purchase Policy (#99/04) Nov 9/04 Council approved Option #1 for laptop purchases for Elected Officials, CAO, Recording Secretary, and Council Chamber. 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C J co ^E W CD W Z 0 0 CD a).., U' d c w 2 N ;, 1)" _ w 1 ` L c a) N a) N O aci ct N d Cl) O CO) 0 y 0 0 d (ti ca d C9 = J L • C __ O O ? ` y O Q a L die ++ 0 0 0 fry .2 , i a=i m .Q Q . m v 0 m u a) i 0 L =i a) j C- U L ) 0 0 ca cc _0 m jcri N. C%4 '. O d d 2 O 0 V. O 0 w w = W CO) ca O O a=i a w w d w I) CO) w _ eo G) = ? C) C H 0 C ? O CL 3 h v O a) ,y C) a) w,. QO 4 s0 QQp Qp Q p Cc). Q? c v) ? in ' - CO) _ as c c m w W O m ' m J *1 a ?) e w Ha' o =wpm O ' QaQ? xz o c o 0 0 0 E C pNp 0 Kneehill Ambulance meeting report September 20, 2005 Terry Reed moved that a Demer's Ambulance Unit be purchased, new or demo model if it fits our needs, with the purchase price less trade in price for unit 8 not to exceed $120,000.00. Brian Holsworth moved that a Trail Blazer be purchased from the local dealership, and detailing be completed by Rocky Mountain Phoenix, with the complete costs not to exceed $40,000.00. Draft budget for 2006 was presented to the board. Board members requested to take it to their councils for comments and approval. Note made that wages and benefits include a 3% cost of living adjustment for all full time staff. Half of the cost of a new unit is built into capital to ensure adequate funding to replace the next vehicle up for retirement. Requisition is set at $27.00 per capita (last year being $27.61). A brief explanation was given by the committee as to the reasons for capital and requisitions cost. Some discussion followed regarding capital needed to purchase a new hall if grant applicatio:is are denied. Several options were discussed and how it would affect this budget. The next Kneehill Ambulance Society Board meeting will be held on October 25, 2005. at • 7:00 PM at the Three Hills Town Office. • Report -to Council Kneehill Regional Water Services Commission. Report of mtg. held Sept. 15, 2005. Discussion regarding the land issues with Stantec reporting that almost all land issues have been resolved. Vern reported on one land owner situation involving damage by the contractor that was not yet resolved. • Engineers (Darwin Durnie) reported there had been some challenges during star-up such as Linden building not completed on time, the Beiseker pump house was flooded as a result of high pressure relief valve. There is a small leak between Acme and Linden not yet found There were several operational components not working when the operations were turned over to Kneehill County as a result there was additional hour and a great deal of stress pelt c the operators. Gene Kiviaho CAO provided the Commission with a report outlining the operational start u issues and informed the commission to expect additional costs to be invoiced for this work provided by the county operational staff. A letter was received by the Town of Irricana expressing several concerns regarding pricing The pricing issues were deferred to the Annual Rate Review mtg. held in December. Reviewed the agenda for the commissioning ceremony in Drumheller to be held Sept. 16; 2005. Actions required: Continue to insist that all founding members pay the same rate / cubic r.iti 0 Next KRWSC mtg. - Oct. 27, 2005. 7:00 p.m. Acme Village office. Submitted by: Vern Crawford. _0