County of St. Paul No 19

Council Meeting

AGENDA

Meeting #:
Date:	Tuesday, April 08, 2014
Time:	10:00 A.m. - 10:00 A.m.
Location:	5015- 49 Avenue, St. Paul, AB T0A 3A4

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1.

Call to Order

2.

Minutes

3.

Bank Reconciliation

4.

Additions to Agenda and Acceptance of Agenda

5.

Business Arising from Minutes

5.1

Weed Appeal Panel

At the March 12th Ag Service Board Meeting, Council made a motion to change the make up of the Weed/Pest Appeal Board so that it consists of four members at large, one Councillor, one alternate Councillor.  For each appeal, a panel of 3 board members (2 at large and 1 Councillor) will be chosen to hear the appeal based on the location of the problem area being appealed.

 

In November, 2013 Council made a motion that administration advertise for members at large for the weed/pest appeal board, however after discussing it further and advertising in the Council Highlights, administration determined that it would be more effective to reach out to ratepayers in different areas of the municipality.  Then, when a weed/pest appeal comes from one area of the County, board members from another area of the County can be called upon to hear the appeal.

6.

Delegation

6.1

10:30 a.m. - Public Hearing Bylaw No. 2014-03 - Lease Lot 28ER, Block 2, Plan 8023220

At the February Meeting, Council gave first reading to Bylaw No. 2014-03 which is a bylaw to lease Lot 28ER, Block 2, Plan 8023220.  The current lease expires at the beginning of June.

 

The adjacent landowners have been notified via letter post and the bylaw was advertised in the St. Paul Journal the weeks of March 25 and April 1, 2014.

6.2

11:00 a.m. - Kalyna Country

Sheila Neil, Office Manager with Kalyna Country Ecomuseum has an appointment for 11:00 a.m. to reintroduce Kalyna Country to Council.  She will update Council on Kalyna activities such as their new map and the collaboration with Alberta's Lakeland on a joint Activity Guide which put Kalyna back into print and working with the other tourism organizations and neighbors to the northeast.

6.3

11:30 a.m. - Ian Fox, Field Officer, Alberta Emergency Management Agency

Ian Fox, Field Officer, with Alberta Emergency Management Agency has an appointment at 11:30 a.m. to discuss the use of Emergency Livestock Trailers and an agreement he is working on with the St. Paul Ag Society for them to respond to emergencies.

6.4

1:15 p.m. - Laurier Dechaine, Mallaig Parish Council

Laurier Dechaine, with the Mallaig Parish Council, has an appointment for 1:15 to talk to Council about subdividing the house from the Catholic Church.  He was also involved when the original request came forward for a sidewalk to the new subdivision.

 

The Mallaig Parish Council will be applying to subdivide the house from the church in Mallaig.  The property is registered to the St. Paul Diocese, however the Diocese has provided a letter authorizing the Parish Council to apply to have the property subdivided.  They are also requesting that Council  waive the subdivision fees.

 

This request is connected to the Mallaig sidewalk issue as the roof of the house is encroaching on the adjacent property.  Administration is currently dealing with the adjacent landowner to purchase land to build a sidewalk that would serve as an access to the Mallaig Subdivision.  Therefore, the boundary line, to accommodate the roof of the house, would be moved over when the land is purchased for the sidewalk and then everything will be registered at the same time.

 

Dennis Bergheim will be present during this delegation.

 

 

6.5

2:00 p.m. - Urban Systems - Water for Life

Urban Systems will recalculate the per cube cost of water for residents based on the new numbers presented by Hwy 29/63 Water Commission and present them to Council.  They will also discuss requirements and considerations of agreement and their experience working with water agreements involving Epcor.

7.

New Business

7.1

Sale of ASB Insecticide Sprayer

At the March Ag Service Board Meeting, Council discussed advertising the ASB insecticide sprayer for sale along with the other equipment which had been approved at the February and March Council meetings.

7.2

Open Bids for Sale of Used Equipment

At the February and March meetings, Council authorized the Public Works Department to run an advertisement in the St. Paul Journal and the Elk Point Review for the sale of the following equipment:

Trucks
2004 Ford F150 XLT 4x4	Ser. # 1FTPW14534FA07536
1997 Ford F250 Reg. Cab 4x4	Ser. #1FTHF26H3VEB15471
Equipment
1982 CAT 815 Packer	Ser. # 91P02031
1998 Goertzen Beavertail Tag Trailer	Ser. # 2W2TB3038W0006587
ASB Equpment
2003 Wheatheart Post Pounder	Ser. #03-03-14R
Miscellaneous
Sheep Foot Pull Type Packer
Pull Type Rotovator
10' Steel Drum Packer
2004 Control Tower with CAT 3412-591KW Generator

The equipment has been advertised and the public works department has sealed bids which will be opened in the presence of Council.  The advertisement states that the highest or any other tender will not necessarily be accepted.

7.3

GFOA Fundamental Workshop - April 9-11

The Government Finance Officers' Association Fundamentals Workshop will be held April 9-11, 2014 in Morinville.  The workshop is being offered to cover the essential municipal finance concepts, as well as advising participants of what is important and providing the basic "how to" and best practice information.

7.4

Creating Rural Connections 2014 - Municipal Sustainability

MacEwan University is offering a one-day course on May 26 to explore and address challenges facing municipal sustainability in Alberta. Participants will learn, network, share expertise and explore partnerships with others invested in municipal sustainability to examine the economic, social, cultural, environmental and governance issues.  Registration for the course is $50.

7.5

Pension e-news - May 28

Alberta Pension Services Corporation is offering a refresher workshop on Option Service and the Retirement Process and an overview of the New Employer Portal.  The Workshop will be held on May 28 in Edmonton and there is no cost to attend.

7.6

Lac Sante Family Recreation Society

The LSFRS is planning on constructing the final 3 km leg of their trail on May 6.  They will be holding an on-site meeting on ERSD tentatively scheduled for May 5 at 10:00 a.m. and are requesting if someone from the County would like to attend.  They are planning on holding the meeting at the trail head - RR 111 and TWP RD 561.

7.7

North Sask. Regional Advisory Council

The Provincial Government is developing the North Saskatchewan Regional Plan under Alberta's Land Use Framework.  The plan will provide context and guidance for land and natural resource use in central Alberta to help achieve Alberta's long term social and economic goals based on responsible environmental management.   The Government is establishing a Regional Advisory Council for the North Saskatchewan region to provide advice in the development of the plan.  In the past, Councillor Ockerman had expressed interest in becoming a member of the Council so they are asking if we still wish to be considered for membership.  Councillor Ockerman has now indicated that he does not wish to be part of this committee.

7.8

Senior Transportation Grant

The Mallaig & District Seniors are requesting a travel grant for 2014.  They used the grant they received in 2013 for a bus trip to Elk Point for the dinner theatre and the balance of the grant for a trip to the dinner theatre in Elk Point last month.   They usually have 30-40 people who take part in these trips.

 

The Heritage Lodge Auxiliary Society uses their community handivan to bring residents of Heritage Lodge, Buckingham House and Fort George Manor on recreation trips and into the community for social activities.  They are requesting a transportation grant to help cover their expenses.  The last transportation grant they received was in 2012.

7.9

Funding for Provincial Championship - St. Paul Lions Football Club

The St. Paul Lions Football Club won the Wheatland Football League Championship in 2013 and then hosted a provincial game in mid-November.  In hosting the provincial game they incurred costs for the meals,  referees, entry fee and paint to prep the field.  They are requesting funding to help offset the costs of hosting the provincial football game.

7.10

Employee/Council Service Awards PER-15

Policy PER-15 is being presented to Council as amended, to implement changes to the County's retirement and long service award procedures. The Policy was brought before the Policy Committee on March 28, 2014.

7.11

Fax Machines/ Laptops/Printers Policy PER-16

Policy PER-16 is being presented to Council to implement changes to the County's procedures regarding Council's use of fax machines, laptops, and printers. This Policy was brought before the Policy Committee on March 28, 2014.

7.12

Hours of Work Policy PER-18

Policy PER-18 is presented to Council as amended to implement changes to the County's hours of work procedures. This Policy was brought before the Policy Committee on March 28, 2014.

7.13

Overtime Policy PER-21

Policy PER-21 is being presented to Council as amended to formalize changes to the County's overtime procedures. This policy was brought before the Policy Committee on March 28, 2014.

7.14

Vacation Policy PER-33

Policy PER-33 is being presented to Council as amended to implement changes to the County's full-time employee vacation procedures. The Policy was brought before the Policy Committee on March 28, 2014.

7.15

Inspection Policy SAF-39

Policy SAF-39 is being presented to Council for amendment. The purpose of the amendment is to implement the change from annual safety inspections to semi-annual safety inspections. This Policy was brought before the Policy Committee on March 28, 2014.

7.16

Spraying Noxious Weeds on Private Land Policy ASB-84

Policy ASB-84 is being presented to Council as amended to implement changes to the County's management of spraying on private land. This Policy was brought before the Policy Committee on March 28, 2014. 

7.17

Mechanics' Allowance Policy PW-100

Policy PW-100 is being presented to Council to introduce a mechanics' allowance for tools and other equipment. This Policy was brought before the Policy Committee on March 28, 2014.

7.18

On-Call Policy PW-101

Policy PW-101 is being introduced to Council to implement procedures to manage the practice of employees being on-call. This Policy was brought before the Policy Committee on March 28, 2014.

 

7.19

Audited Financial Statements

Shawn Warrington, auditor with Synergy Chartered Accounts presented the County's financial statements for the period ending December 31, 2013 at the March 25 Public Works meeting and will be available at the AGM on April 8 to present the statements to the public.

7.20

2014 Municipal Operating and Capital Budget

Based on the results of the budget meetings, Administration is requesting approval of the 2014 Operating and Capital Budget.  A detailed budget will be available for download on the County's website following the Council meeting.

 

Section 242(1) of the M.G.A. states that a Council must adopt an operating budget for each calendar year.

 

An updated copy of the budget will be presented at the meeting.

7.21

Mill Rate Bylaw No. 2014-06

Bylaw No. 2014-06 is being presented to Council to approve the Mill Rates for the 2014 taxation year.

 

Section 187 of the M.G.A. states that all bylaws must have 3 distinct and separate readings.

7.22

2014 Stragetic Plan - 1st Quarter

Attached is a copy of the 2014 Strategic Plan which has been updated for the 1st quarter.

7.23

RFP for Auditing Services

The three year contract with Synergy Chartered Accountants is up following the audit for the 2013 fiscal year.  We require a motion from Council to send out an RFP for auditing services for 4 years 2014-2017.

7.24

RFP for Assessment Services

As per our Strategic Plan, Council has indicated they are interested in contracting out of Assessment Services - with a highbred method - as one of the Assessors plans to remain employed with the County while the Head Assessor has indicated his intention of retirement.  Additionally our 3 year Industrial Assessment Contract has now concluded.  Therefore Administration would like to send out two (2) Requests for Proposals (RFP's) for four year contracts, with an option to renew for a second four year term.  The first one for Industrial Assessment Services to commence July 1, 2014, and the second one for General/Annual Assessment Services to commence on September 1, 2014.  We would like to send out the two RFP's at the same time as some Assessment companies can provide both services, while others specialize in Industrial Assessment only. 

Having the General/Annual Assessment Services contract commencing on September 1, 2014 will allow for a smooth transition to the new process and provide historical knowledge transfer from the retiring assessor to the successful contractor.

7.25

Funding Increase for LARA

At the March Ag Service Board Meeting, Council approved a $10,000 increase for LARA to help with the shortfall in their 2014 budget.  At that time Council also discussed sending a letter to the MD of Bonnyvile and Lac La Biche County encouraging them to increase their funding allocation.

7.26

Bins at Lac Bellevue

The parks department wants to develop more camping stalls at Lac Bellevue Campsite where the garbage bins are currently located.  The bins could be moved to the corner of the property which would still be Crown land.  In order to relocate the bins, we would have to survey the property, do an environmental study and then if we get approval, we would have to demolish the two buildings on the site.  The adjacent landowners would also be notified to see if there is any objection.

 

Cost to do the study and relocate the bins would be approximately $10,000.

7.27

Bylaw No. 2014-07 - Amend LUB - Rezone PNE 4-57-7-W4

Bylaw No. 2014-07 is being presented to Council to amend Land use Bylaw No. 2013-50 as it relates to rezoning Lot 1, Block 1, Plan 1321865 in PNE 4-57-7-W4 from Agricultural to Industrial Commercial.  The owner is expanding his business and wants to build another shop, but then it will not conform to the Agricultural zoning.

 

After first reading, the Bylaw must be advertised according to Section 606 of the M.G.A. and a public hearing held according to section 230 of the M.G.A.  The adjacent landowners will be notified of the proposed rezoning.

 

The applicant is also required to hold a public consultation prior to the public hearing being held.

7.28

Bylaw No. 2014-08 - Amend LUB - Rezone Part Lot 4A, Block 1, Plan 0929666

Bylaw No. 2014-08 is being presented to Council to amend Land Use Bylaw No. 2013-50 as it relates to rezoning Part Lot 4A, Block 1, Plan 0929666 from Agricultural to Country Residential One (1).  After first reading, the Bylaw must be advertised according to section 606 of the M.G.A. and a public hearing held according to section 230 of the M.G.A.  The adjacent landowners will also be notified of the proposed rezoning.

 

The applicant is also required to hold a public consultation prior to the public hearing.

7.29

Subdivision Application - NE 1-58-10-W4

Further to the discussions at the Public Works Meeting regarding Phase 2 of the subdivision in NE 1-58-10-W4, which was started prior to the amendments of the Land Use Bylaw, the developer is requesting that Council consider reducing the Municipal Reserve payment requirements to the rates as per the old Land Use Bylaw as they were unable to proceed with registering lots due to circumstances beyond their control on a neighbouring property that have now been rectified.  The current Land Use Bylaw would require Municipal Reserve payment of $17,919, while the previous Land Use Bylaw this payment would have been $2,323.

Should Council approve the reduced Municipal Reserve payment, the developer will need to reapply for the subdivision as the Subdivision Authority has already set conditions that include the Municipal Reserve payment under the current bylaw and cannot vary her conditions.  As such, the developer is requesting that the fees for this reapplication be waived.

Administration has reviewed all other subdivision applications on file and note that this is the only situation whereby the Municipal Reserve change in the new Land Use Bylaw would have adversely affected a development in progress.

 

7.30

Road Cancellation - Plan 717ET in Section 5-57-5-W4

Road Plan 717ET located in Section 5-57-5-W4 is being presented to Council for cancellation as a new road was built but the old road plan was never cancelled.

 

Section 24 of the M.G.A. allows Council to close and cancel any part of a road described in a surveyed road plan if it is no longer required for use by the travelling public owing to the existence of an alternate route.

7.31

Road Cancellation - Plan 816ET in NW/SW 4-57-5-W5

Road Plan 816ET in NW and SW 4-57-5-W4 is being presented to Council for cancellation as a new road was built but the old road plan was never cancelled.  This is a continuation of the first cancellation (Road Plan 717ET).

 

Section 24 of the M.G.A. allows Council to close and cancel any part of a road described in a surveyed road plan if it is no longer required for use by the travelling public owing to the existence of an alternate route.

7.32

Road Cancellation - Plan 874KS in NE 4-57-5-W5

Road Plan 874KS located in E 1/2 4-57-5-W4 is being presented to Council for cancellation as a new road was built but the old road plan was never cancelled.  This is a continuation of the first two cancellations.

 

Section 24 of the M.G.A. allows Council to close and cancel any part of a road described in a surveyed road plan if it is no longer required for use by the travelling public owing to the existence of an alternate route.

7.33

Road Easements

Listed below are easements which are required to purchase property to register existing roads that were never registered:

Range Road 61 in SW & NW 13-57-6-W4 - Holley Road

W 1/2 SW 13-57-4-W4	Edward & Karen Pankratow
S 1/2 NW 13-57-6-W4	Malcolm John Paxton
Range Road 80 in SW & NW 19-56-7-W4
SW 19-56-7-W4	Shane and Jodi Smith
NW 19-56-7-W4	Raymond Danyluk

 

7.34

Owlseye Road

Following the decision of the Minister of AESRD to reverse the approval of the permit the County received to cross a wetland on RR 104, Council has been presented with 3 options to proceed:

• Do nothing - therefore not proceed with the building of the road
• Reapply for a permit to cross a wetland - outlining the reasons that the County cannot avoid the wetland
• Pursue Judicial review of the Minister's decision

Doing nothing and not proceeding with the road does not meet Council's strategic direction.  Nor does it deal with the complaints of volumes of traffic and safety concerns in the hamlet of Owlseye.

Reapplying for a permit and including in the application why avoidance of the wetland is not an option allows Council to work towards their strategic goals and reduce the safety concerns in the hamlet of Owlseye.  Indications from AESRD is that they are willing to receive another application regarding the crossing of this wetland, as long as it includes the avoidance issues.  This option, should the County again receive a permit to cross the wetland, may be appealed by the public and the County could experience the same types of costs associated with the mediation and appeal hearings held regarding the last permit.  These costs were approximately $25,000.

Judicial Review of the Minister's Decision would incur additional legal costs estimated up to $12,500.  In order to succeed before the Court, the County would have to establish not only that the Board's decision was incorrect but that it was unreasonable.  While the County may have some good arguments to support a Judicial Review, the Court would likely show some deference to the Board.  If a Judicial Review is unsuccessful, and the County is still interested in pursuing the building of this road to meet our strategic direction, we would need to reapply for a permit as outlined above.

 

7.35

Regional Emergency Management Plan

We will receive notice in May about whether or not we will receive grant funding to develop the Regional Emergency Management Plan with the Towns of St. Paul and Elk Point and the Summer Village of Horseshoe Bay.  Regardless of whether we receive the funding, we will proceed with the plan, therefore we should appoint one member of Council and one alternate member to the committee.  The CAO, Director of Emergency Management, Deputy Director, and Director of FCSS will also be part of the committee.

7.36

St. Paul Airport Crackfilling

Attached is a proposal from Blue Sky Coatings Ltd. for crack filling at the St. Paul Airport.  The total of the project is $42,763, which appears to be a little under the St. Paul Airport Committee's proposed budget therefore Council has the option to proceed with the project in 2014.  50% of this amount was included in the County's 2014 Operating Budget.  The Town of St. Paul will also have to approve this expenditure as they are responsible for 50% of the cost of the maintenance of the runway.

7.37

Regional Collaboration Grant - Traffic Impact Study/Area Structure Plan

At the February 13, 2014 Joint meeting of the Town of St. Paul and County of St. Paul Council's discussion took place regarding opportunities for collaboration.  The Town of St. Paul is requesting that the County participate in a Regional  Collaboration Grant pertaining to a Traffic Impact Study that will assess the potential effects of traffic caused by development near Secondary Highway 881 and TWP 582 to identify roadway improvements so that the road network will operate safely and efficiently.  They would also like to include an Area Structure Plan for the area south of TWP 582 from 57 Street to Secondary Highway 881 (map attached) which will provide site requirements for future development including a Biophysical Impact Assessment for the area.  The Town of St. Paul would be the Managing Partner for this Regional Collaboration Grant.

7.38

Request for Letter of Support for Year Round Farmer's Market

The St. Paul Farmer's Market will be submitting an application to the Farmers' Market Specialist with Alberta Agriculture to hold year round Farmer's Markets and they are requesting a letter of support to accompany their application.  The Town of St. Paul has provided them with a letter of support.

7.39

Request to Transfer Land Lease to Ashmont Volunteer Fire Department Assn.

The Ashmont Senior Citizens Club recently renewed their 25 year lease on the NE 6-60-10-W4, however, they are no longer able to maintain and upkeep the property due to their decreasing number of volunteers.  There is a cabin on the property and it is used by various groups in the community.  The Seniors Club is requesting that the lease be transferred over to the Ashmont Volunteer Fire Department Association.  The Ashmont Volunteer Fire Department Association is willing to take the lease over and the property will continue to be available to the public.

7.40

In Camera

Motion to go in camera to discuss land and labor issues.

Motion to go in camera to discuss land and labor issues.

7.41

Request to Name Road - Kalynchuk Road

7.42

St. Paul Education - Request for Ashmont & Mallaig Fire Halls

7.43

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7.44

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7.45

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7.46

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8.

Correspondence

9.

Reports

9.1

CAO Report

9.2

MD of St. Paul Foundation

9.3

Council Reports

10.

Upcoming Meetings

10.1

April 22 @ 9:00 a.m. - Public Works

11.

Financial

11.1

Listing of Accounts Payable

11.2

Council Fees

11.3

Budget to Actual

12.

Adjournment