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2019-08-01 Council Pre-Budget Planning Meeting (Special) Minutes COUNTY OF NEWELL MINUTES OF 2020 PRE-BUDGET PLANNING MEETING August 1, 2019 MEMBERS M. Douglass, Reeve PRESENT: COUNCILLORS: C. Amulung H. Kallen A.M. Philipsen W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services M. Fenske, Manager of Finance S. Hanson, Assistant Manager of Finance T. Green, Director of Agricultural Services R. Fernell, Director of Information & Technology ' M. Harbicht, Director of Municipal Services OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: C. Bews, Brooks Bulletin 4 County Ratepayers Reeve M. Douglass called the meeting to order at 8:35 a.m. 1. 2020 Budget Planning Meeting Overview The Manager of Finance began by providing an overview and summary of the current situation and factors that should be taken into consideration when planning for the future. 2. Department Initiatives 2.1 Agricultural Services The Director of Agricultural Services provided Council with an overview of the manner in which services have been provided by the Agricultural Services Department for community groups throughout the County that operate community facilities. The matter for Council to provide direction on is whether efforts should be made to recover a portion of costs incurred by the Department to provide services for community group operated facilities. Council expressed interest for continuing with the status quo for this service. ,. ;�.� *I �� .i' 2020 Pre-Budget Planning Meeting August 1,2019 2.2 Information Technology The Director of Information & Technology provided Council with an overview of options available for the safe backup and storage of organizational data. C-252/19 MOVED BY COUNCILLOR KELLY CHRISTMAN that the 2020 budget include provisions for decommissioning the current backup system with Vulcan County—to be replaced with cloud storage backup. MOTION CARRIED Council engaged in further discussion regarding the Agricultural Services matter of managing costs incurred to provide service for Community Groups. After a discussion of the options, the Manager of Finance suggested it would be appropriate for this to be dealt with through the Schedule of Fees Bylaw, which offers a desired degree of flexibility. Council agreed that would be an appropriate course of action to pursue. 2.3 Municipal Services The Director of Municipal Services reviewed the history of the shoulder pull program. Council engaged in an extensive discussion and determined that this item will be considered together with the other Municipal Service Department matters that are on the agenda. The Director of Municipal Services provided an overview of the current aggregate management program and various options. The Director of Municipal Services provided background information on the dust abatement program—both residential and non-residential applications—and rates charged for the service. C-253/19 MOVED BY COUNCILLOR BRIAN DE JONG that Council supports increasing the residential share from 50% to 75% with amendments to be made in the Schedule of Fees Bylaw. MOTION DEFEATED C-254/19 MOVED BY COUNCILLOR CLARENCE AMULUNG that Council supports increasing the residential share from 50% to 65%with amendments to be made in the Schedule of Fees Bylaw MOTION CARRIED The Director of Municipal Services discussed details of the current program for replacing graders, including options that could be considered. The Director of Municipal Services discussed details about the current line painting program and options that could be considered. � : � �� °` ._.� Page 2 of 4 2020 Pre-Budget Planning Meeting August 1,2019 LUNCH The Pre-Budget Planning Meeting RECESSED for lunch at 12:10 p.m, and RECONVENED at 1:05 p.m. 2.3 Municipal Services —continued The Director of Municipal Services discussed details and provided an update on the EID/County Drain Rehabilitation program and options for the future. C-255/19 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Council supports painting the centerline every year and alternating shoulder line painting at a 1/3 cost savings, or approximately $35,000 per year. MOTION CARRIED C-256/19 MOVED BY COUNCILLOR LIONEL JUSS that Council supports continuing the EID/County Drainage Partnership as it is, funded $1 million dollars annually from both parties. MOTION CARRIED C-257/19 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Council supports continuing the Shoulder Pull Program as it was historically planned, revisiting the program based on findings of the 2020 Gravel Road Study update. MOTION CARRIED C-258/19 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council supports a 15,530 linear meter (15.5 km) reduction in 100% County-funded non-residential dust abatement locations with estimated savings of$71,440.00. MOTION CARRIED 2.4 Finance The Manager of Finance discussed options for Council to proceed with a split mill rate in the future. C-259/19 MOVED BY COUNCILLOR KELLY CHRISTMAN that Council direct Administration to move forward with drafting the bylaws for splitting the non-residential assessment classes and tax rate structure. MOTION CARRIED The Manager of Finance reviewed the history regarding rates charged for water and sewer utilities throughout the County and the recovery of costs for operating these systems. C-260/19 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Administration report back with details for an acceptable percentage 2020 utility rate increase. MOTION CARRIED ��� � " � ,1� Page 3 of 4 2020 Pre-Budget Planning Meeting August 1,2019 M. Fenske provided an overview of regulated rates applied to the assessment of farmland and suggested changes that would enhance the degree of fairness in the assessment and taxation of farmland. C-261/19 MOVED BY COUNCILLOR KELLY CHRISTMAN that the recommended increases to the farmland rate be included in the 2020 budget and forecasted years as presented. MOTION CARRIED 2.5 Corporate Services The Director of Corporate Services provided an overview of the Municipal Energy Manager Program and the opportunity to participate in a joint program and funding initiative with the City of Brooks. C-262/19 MOVED BY COUNCILLOR LIONEL JUSS that Council approve a decision to support the City of Brooks Municipal Energy Manager application with the understanding that the County will share the local cost on a 50/50 basis with the City of Brooks. MOTION DEFEATED The Director of Corporate Services provided an overview of the Municipal Solar Program and the potential opportunity for the County to submit a formal funding application under that program. Council engaged in a discussion and expressed reservations about the benefits and that the funding contribution required from the County would likely take longer than anticipated to fully recover through energy ' savings. This item was accepted as information. 3. Councillnitiatives Reeve M. Douglass asked if there were any Councilor initiatives that individual members of Council wanted to bring forward for consideration. No initiatives were submitted. Reeve M. Douglass adjourned the meeting at 2:43 p.m. Signed this � day of , 2019 �,.s , �. Reeve C u y Administra r Page 4 of 4