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2018-12-20 Council (Regular) Minutes COUNTY OF NEWELL MINUTES OF REGULAR COUNCIL December 20, 2018 The regular Council Meeting of the County of Newell was held in the County Office on Thursday, December 20, 2018 commencing at 10:44 a.m. MEMBERS Molly Douglass, Reeve PRESENT: COUNCILLORS: H. Kallen A.M. Philipsen W. Hammergren T. Fyfe K. Christman E. Unruh B. de Jong ABSENT: C. Amulung L. Juss STAFF: K. Stephenson, Chief Administrative Officer L. Johnson, Director of Corporate Services A. Wickert, Manager of Planning & Development D. Horvath, County Planner- ORRSC S. Simpson, Development Clerk M. Harbicht, Director of Municipal Services M. Fenske, Manager of Finance A. Nielsen, Executive Assistant OTHERS IN S. Stanway, Brooks Bulletin ATTENDANCE: 8 County Ratepayers 1. CALL TO ORDER Reeve M. Douglass called the meeting to order at 10:44 a.m. 2. EXCUSED FROM MEETING C-389/18 MOVED BY COUNCILLOR KELLY CHRISTMAN that Councillor C. Amulung and Councillor L. Juss be excused from the meeting. , � MOTION CARRIED 3. ADOPTION OF MINUTES 3.1 Minutes - Council (December 6, 2018) � 390/18 MOVED BY COUNCILLOR HUBY KALLEN that the Council Meeting minutes be adopted as presented. MOTION CARRIED Regular Council December 20,2018 4. CALL FOR POST AGENDA ITEMS Reeve M. Douglass called for post agenda items. 5. ADOPTION OF AGENDA C-391/18 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the agenda be adopted as presented. MOTION CARRIED 6. QUESTION PERIOD/NOTICE OF MOTION A question period and notice of motion was held. No County ratepayers were in attendance. 10. ADMINISTRA►TIVE BUSINESS 10.4 Possible Participation in Renewable Energy Initiatives The Director of Corporate Services provided background information on this item, outlining the various areas of opportunity for the development of smaller scale renewab/e energy systems. The Director of Corporate Services responded to questions from Council. Council expressed interest in the opportunities for community based non profit organizations such as Newell Regiona/ Services Corporation. The Director of Corporate Services responded to further questions, indicating that the Property Assessed C/ean Energy(PACE) program is relatively new with legislation taking effect January 1, 2019. The Chief Administrative Officer responded to questions from Council, indicating that it would be a good investment if the funding is recovered within seven years. He outlined potential risks. Council expressed interest in small sca/e so/ar development for the County facilities and requested information on the average minimum energy needs and the investment required. The Director of Corporate Services indicated that a Request for Proposa/s would be used to specify our expectations and procure a service provider to install the panels. The resulting contract could include ongoing maintenance. ARRIVED AT MEETING D. Horvath arrived at 11:00 a.m. Council directed Administration to distribute information regarding the PACE program to determine if there is interest from the public. ARRIVED AT MEETING A. Wickert arrived at 11:01 a.m. The Chief Administrative Officer suggested that solar panels for the County facilities be installed on the property to the south rather than on roof � ..�n� structures. Further discussion followed. ' V � Page 2 of 11 Regular Council December 20,2018 ARRIVED AT MEETING M. Fenske arrived at 11:04 a.m. The Director of Corporate Services indicated that information on the PACE program would be sent out via social media. Further, he will contact Shortgrass Library System and other municipalities that have installed solar panels for information on their experiences. This item will be brought back to a future Council meeting for further discussion. 8. BYLAWS 8.2 Bylaw 1932-18 Road Closure 8� LEASE (SW 32-14-12-W4 & NW 29-14-12-W4) The Manager of P/anning&Development provided background information on this item and responded to questions from Council. C-392/18 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Bylaw 1932-18, being a bylaw for the purpose of closing to public travel and LEASING those portions of road allowance lying adjacent to the southwest boundary of 32-14-12-W4 and adjacent to the northwest boundary of 29-14-12-W4, be given SECOND reading. MOTION CARRIED C-393/18 MOVED BY COUNCILLOR ELLEN UNRUH that Bylaw 1932-18 be given THIRD and FINAL reading. MOTION CARRIED 10. ADMINISTRATIVE BUSINESS —continued 10.2 Tax Payment Request -Torxen Energy Ltd. The Manager of Finance provided background information on this item. He indicated that Administration has explored the implementation of a Tax Installment Payment Plan (TIPP) and determined that the costs of administering the program outweigh the benefits. The Manager of Finance responded to questions from Council and provided information regarding other municipalities that offer a TIPP program. ARRIVED AT MEETING S. Simpson arrived at 11:16 a.m. The Manager of Finance responded to questions from Council regarding what would be required to implement a TIPP program. Discussion followed, and Council indicated that conditions should be included within the agreement to ensure that there is no financial impact to the County. Further, there will be a clause outlining the number of missed payments that would result in the agreement becoming void. C-394/18 MOVED BY COUNCILLOR KELLY CHRISTMAN that Administration is uthorized to enter into an individual tax payment agreement with Torxen Energy Ltd. t at ff rs the collection of a portion of their property taxes owing in 2019 without penalty with� if Page 3 of 11 Regular Council December 20,2018 that ensure no financial impact to the County and outlining the number of missed payments that would result in the agreement becoming void. MOTION CARRIED 10.3 Funding Requests - Brooks MakerSpace & City/County Mental Health Nefinrork The Director of Corporate Services provided background information on the funding requests made previously by Brooks MakerSpace and the City/County Mental Health Network. Discussion followed regarding forwarding both requests to Grass/ands Regional FCSS as both are social services. Council a/so requested information regarding how Grass/ands Regional FCSS would process these requests, as their funding has certain restrictions. This item will be brought back to the next Council meeting for further discussion. LEFT THE MEETING M. Fenske left the meeting at 11:30 a.m. C-395/18 MOVED BY COUNCILLOR BRIAN DE JONG that we move into Public Hearings at 11:31 a.m. MOTION CARRIED 7. PUBLIC HEARINGS 7.1 Bylaw 1935-18 - 18 LUA 007 (Lot C Blk 5 Plan 152FK Rolling Hills - PR to DC) Reeve M. Douglass called the Public Hearing to order at 11:31 a.m. Reeve M. Douglass reviewed the procedures that would be followed for the hearing. The County Planner stated that the intent of the Public Hearing is to hear representations on Bylaw 1935-18. The intent of this bylaw is to amend Land Use Bylaw 1892-17 by rezoning approximately 0.18 acres (0.07 hectares) in Lot C, Block 5, Plan 152FK within SE 6-15-13-W4 from PR- Parks & Recreation District to DC- Direct Control District. The County Planner provided background information on this item indicating that a copy of the document had been circulated to adjacent landowners and to a list of affected agencies. No responses have been received from adjacent landowners. Fortis, Telus, and Alberta Transportation responded with no concerns. The County Planner indicated that Schedule 8 of the bylaw outlines specific guidelines for the development on the lot. 8. Dickinson, speaking on behalf of the applicant, provided further background information regarding the selection of this site for the new Rolling Hills Post Office. Council was given the opportunity to ask questions. The lot where the new post office is located is owned by the Rolling Hills Community Hall. 8. Dickinson � (��r�1,(� responded to questions from Council, indicating that the post office building is ll / '�J currently in place and operating. He stated that operating the post office in the old location was not an option after November 30, 2018 and they had to proceed with Page 4 of 11 Regular Council December 20,2018 the new building on the new site to maintain service delivery. The County Planner responded to questions from Council, indicating that this rezoning would allow for the installation of mailboxes at the same location in the future. She a/so responded to questions regarding enforcement provisions in the County's Land Use Bylaw regarding development that occurs prior to permit approval. 8. Dickinson responded to questions regarding permits for service hookups. Currently, the post office is sharing power with the Rolling Hills Community Hall and would be responsible for additional utility charges. D. Stabbler, speaking on behalf of the Rolling Hills Community Hall Board, provided information regarding the meetings that had been held in Rolling Hills regarding the post office. The public meetings were well attended, and no one spoke out in opposition to the proposed new post office location. D. Stabbler responded to questions from Council. There were no persons in attendance speaking in opposition to the proposed bylaw. Council was given the opportunity to ask further questions. C-396/18 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that we move out of Public Hearings at 11:55 a.m. MOTION CARRIED 8. BYLAWS 8.1 Bylaw 1935-18 - 18 LUA 007 (Lot C Blk 5 Plan 152FK Rolling Hills - PR to DC) The County Planner provided background information on this item and responded to questions from Council. C-397/18 MOVED BY COUNCILLOR ELLEN UNRUH that Bylaw 1935-18, being a bylaw to amend Land Use Bylaw 1892-17 by redesignating approximately 0.18 acres (0.07 hectares) in Lot C, Block 5, Plan 152FK within the Hamlet of Rolling Hills from PR- Parks& Recreation District to DC - Direct Control District, be given SECOND reading. MOTION CARRIED C-398/18 MOVED BY COUNCILLOR HUBY KALLEN that Bylaw 1935-18 be given THIRD and FINAL reading. MOTION CARRIED 10. ADMINISTRATIVE BUSINESS —continued 10.1 DP 2018098 - Lot C, Block 5, Plan 152FK (Rolling Hills) - DC - Direct Control District(Division 1) Installation of a moved in building to be used as a Post Office The Development Clerk provided background information on his item nd responded to questions from Council. The County Planner indi te t an appeal period is not required for Development Permits approved by Coun 7 e Development Authority. Page 5 of 11 Regular Council December 20,2018 C-399/18 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that the Council APPROVES Development Permit 2018098 for the installation of a moved in building to be used as a post office, on lands legally described as Lot C, Block 5, Plan 152FK, SE 6-15-13 W4. This development approval is subject to the conditions outlined below. DP 2018098 is APPROVED for the following reasons: 1. The proposed development complies with both the Municipal Development Plan and the Intermunicipal Development Plan. 2. The Development Authority is satisfied that the proposed development is suitable for the purpose for which it is intended under the Direct Control District (Schedule 2) and the Standards of Development(Schedule 4), as specified in the County of Newell Land Use Bylaw 1892-17. 3. No objections have been received from adjacent landowners or referral agencies with respect to the proposed development. Conditions of Development Approval 1. This approval is effective as of December 20, 2018. 2. The development must be located as shown on the site plan approved with the application and submitted November 14, 2018. It must be built according to the description provided with this approval.Any changes shall require the written approval of the Development Authority. � 3. Any additional development shall require prior approval of a separate permit application. 4. That the following setbacks on all sides are maintained for this development: Front (east): 20 ft (6.1 m) Side (north): 20 ft (6.1 m) Rear (west): 20 ft (6.1 m) 5. That the proposed building is not used for living purposes. 6. The developer must start construction before January 10, 2019 and be completed by January 10, 2020. In the event that either of these dates are not met, the developer may be required to apply for a new permit. The proposed development must comply with: 1. The provisions pertaining to the Direct Control District and all relevant schedules, as outlined in the County of Newell Land Use Bylaw 1892-17. 2. All Federal, Provincial and Municipal statutes, regulations, codes and standards. 3. All Alberta Building Codes and Safety Codes, where applicable. ( ��/� MOTION CARRIED \ / Vr �� Page 6 of 11 Regular Council December 20,2018 LEFT THE MEETING A. Wickert, D. Horvath, S. Simpson, and 8 County Ratepayers left the meeting at 12:00 p.m. LUNCH Council RECESSED for lunch at 12:00 p.m. and RECONVENED at 12:39 p.m. ARRIVED AT MEETING T. Green arrived at 12:39 p.m. 9. AGRICULTURAL SERVICES BUSINESS 9.1 Calgary Stampede Farm Family Award The Director of Agricultural Services provided background information on this item and responded to questions from Council. Discussion followed regarding consideration for agri-food producers. C-400/18 MOVED BY COUNCILLOR BRIAN DE JONG on behalf of the County of Newell Agricultural Services Board, we nominate Philpott Honey for the 2019 BMO Bank of Montreal Farm Family Award; further, that Councillor B. de Jong attend the Awards banquet on behalf of the County of Newell ASB. MOTION CARRIED 9.2 Resolutions for Provincial ASB Conference The Director of Agricultural Services presented the resolutions being brought forward at the 2019 Provincial ASB conference to Council. Council decided to vote on the resolutions in the following manner.� Resolution 1 - Strychnine Loss= Yes. Resolution 2 -Predation Compensation - Yes. Resolution 3 -Deadstock Removal- More information required. Resolution 4 - Carbon Credits- More information required. Resolution 5 - Fresh Water Multistakeholder Committee - More information required. Resolution 6- STEP Program Agricultural Eligibility- Yes. 9.3 Provincial ASB Conference (January 21-24, 2019) The Director of Agricultural Services provided background information on this item and responded to questions from Council. All Councillors present indicated that they would be attending. C-� , . � Page 7 of 11 Regular Council December 20,2018 10. ADMINISTRATIVE BUSINESS — continued 10.5 Change in Scope of Site Maintenance Responsibility in Non-Profit Community Organization Lease Agreements The Director of Corporate Services provided background information on this item and responded to questions from Council. The Director of Agricultural Services provided further information regarding the costs associated with mowing and weed control for the EID Historical Park. Discussion followed. The Director of Corporate Services responded to questions from Council, indicating that he would see if the E/D Historical Park would be willing to cover some of the costs for chemicals. Clear expectations of the service level to be provided will be communicated in the agreement. C-401/18 MOVED BY COUNCILLOR ANNE MARIE PHILIPSEN that Administration proceeds with formalizing amendments to the EID Historical Park Society Lease Agreement on the basis of a previous precedent set in regards to grounds maintenance; further, that Agricultural Services keeps track of the costs associated with providing grounds maintenance to the EID Historical Park and the Rolling Hills Agricultural Society Campground Facility. MOTION CARRIED The Director of Agricultural Services responded to questions regarding the Southern Alberta Clubroot Response Workshop. C-402/18 MOVED BY COUNCILLOR WAYNE HAMMERGREN that Councillor E. Unruh and Councillor B. de Jong be permitted to attend the Southern Alberta Clubroot Response Workshop in Indus, AB on January 7, 2019 as a function of Council. MOTION CARRIED LEFT THE MEETING ; T. Green left the meeting at 1:23 p.m. 8. BYLAWS —continued 8.3 Bylaw 1933-18 -Schedule of Fees The Director of Corporate Services provided background information on this item and responded to questions from Council. C-403/18 MOVED BY COUNCILLOR TRACY FYFE that Bylaw 1933-18, being a bylaw for the purpose of establishing a schedule of fees, be given SECOND reading. MOTION CARRIED C-404/18 MOVED BY COUNCILLOR HUBY KALLEN that Bylaw 1933-18 be given THIRD and FINAL reading. MOTION CARRIED \_..-��{' " -.� Page 8 of 11 Regular Council December 20,2018 10. ADMINISTRATIVE BUSINESS - continued 10.6 Foothills Little Bow Municipal Association Meeting (January 18, 2018) This item was accepted as information. 10.7 Councillor Payment Sheets (November& December 2018) Councillor K. Christman asked Council to indicate the location of ineetings other than regular MPC/Council meetings on the expense reimbursement sheet. C-405/18 MOVED BY COUNCILLOR ELLEN UNRUH that the November and December 2018 Councillor Payment Sheets be accepted with the amendments recommended by the Councillor Compensation Review Committee. MOTION CARRIED 10.8 Cheques for Payment There were no cheques for payment to discuss at this meeting. 10.9 Payment Register C-406/18 MOVED BY COUNCILLOR WAYNE HAMMERGREN that the Payment Register be accepted. MOTION CARRIED 10.10 Requests for Functions of Council There were no functions of Council to discuss at this meeting. 11. MUNICIPAL SERVICES BUSINESS 11.1 Fuel Procurement The Director of Municipal Services provided background information on this item and responded to questions from Council. C-407/18 MOVED BY COUNCILLOR BRIAN DE JONG that fuel be purchased through the services provided by RMA Fuel; further, that a request be made to RMA Fuel to provide cards for UFA for each unit operated by the County, as well as any other local fuel providers that submit to RMA's April Request for Proposals. MOTION CARRIED LEFT THE MEETING M. Harbicht left the meeting at 1:39 p.m. � Z� Page 9 of 11 Regular Council December 20,2018 12. COMMITTEE REPORTS 12.1 Bow River Basin Councii Councillor 8. de Jong reported on the highlights of the Bow River Basin Council Forum held on December 12, 2018. 12.2 Duchess Agricultural Society Councillor B. de Jong reported that the Duchess Agricultural Society will be holding a ga/a fundraiser in January. The Duchess Agricultural Society has asked the County to consider matching funds raised for the dedicated capital reserve they have started for each facility. Councillor 8, de Jong indicated that he has approached the Village of Duchess regarding this request as well. This item will be discussed further during the January 10, 2019 Council meeting. 12.3 Joint Services Committee Councillor T. Fyfe provided details regarding a workshop for elected officials regarding parks and recreation that will be held on January 14, 2019. Expansion of the handibus service continues with a weekly trip between Brooks and Medicine Hat. The Economic Development team has produced several videos featuring local businesses and posted them to the Newell Proud Facebook page. The business retention expansion survey results were presented to the Joint Services Committee. Councillor 8. de Jong provided further information regarding remaining Palliser Economic Partnership funding, the high school skills day, and a physician recruitment workshop in Lethbridge on February 13, 2019. 12.4 Mayors � Reeves Association of Southeast Alberta Reeve M. Douglass reported that the Mayors & Reeves Association of Southeast A/berta met at the end of November. Topics included rural crime, Municipal Sustainability Initiative negotiations, HALO, and a presentation on plant protein and efforts of the Plant Protein Alliance of Alberta (PPAA). 13. POST AGENDA ITEMS There were no post agenda items to discuss at this meeting. 14. INFORMATION ITEMS 14.1 Update— Regionalization The press release was accepted as information. � <"i� _ Page 10 of 11 Regular Council December 20,2018 14.2 Mini Bus Monthly Report(November 2018) This item was accepted as information. 14.3 Strategic Priorities Chart This item was accepted as information. 14.4 Upcoming Community Events Council was provided a form to submit information for upcoming events in their community. 14.5 Presentation of Long Service Awards Reeve M. Douglass presented awards commemorating five years of service to Councillor W. Hammergren, Councillor T. Fyfe, and Councillor E. Unruh. Councillor K. Christman received her five-year award during the County's Christmas Party on November 24, 2018. 15. IN CAMERA 408/18 MOVED BY COUNCILLOR ELLEN UNRUH that we move in camera at 2:08 p.m. to discuss the following matters: • Land - FOIPP Act Section 27. • Land - FOIPP Act Section 27. MOTION CARRIED C-409/18 MOVED BY COUNCILLOR TRACY FYFE that we move out of camera at 3:20 p.m. MOTION CARRIED 16. ADJOURN Being that the agenda matters have been concluded, the meeting adjourned at 3:20 p.m. Signed this `� day of �ii 19 �� � e nty Administrator Page 11 of 11