County of St. Paul No 19

Council Meeting

Minutes

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

The 628th meeting of the Council of the County of St. Paul No. 19 was called to order by Reeve Steve Upham at 10:02 a.m., Tuesday, April 8, 2014 at the County Office in St. Paul, there being present the following:

Reeve Steve Upham
Councillor Glen Ockerman	Division 1
Councillor Dwight Dach	Division 2
Councillor Cliff Martin	Division 3
Councillor Maxine Fodness	Division 4
Councillor Frank Sloan	Division 5
Councillor Laurent Amyotte	Division 6
Sheila Kitz	CAO
Tim Mahdiuk	Assistant CAO
Phyllis Corbiere	Executive Assistant
Leo deMoissac	Public Works Superintendent
Kyle Attanasio	Municipal Intern
Janice Huser	St. Paul Journal

2.

Minutes

• Resolution #CM20140408.1001

  Motion to approve minutes of the March 11, 2014 Council Meeting with the following correction

  Resolution #CM20140311.1012 - Add Reeve Upham - For

  Carried
• Resolution #CM20140408.1002

  Motion to approve the minutes of the March 17, 2014 Special Council Meeting with the following corrections:

  Start Time should read 3:45 p.m.

  Delete Councillor A. Corbiere replace with Councillor L. Amyotte

  Carried

3.

Bank Reconciliation

• Resolution #CM20140408.1003

  Motion to adopt the Bank Reconciliation for the month of March, 2014.

  Carried

4.

Additions to Agenda and Acceptance of Agenda

The following additions were made to the agenda:

7.41  Request to Name Road - Kalynchuk Road

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

• Resolution #CM20140408.1004

  Motion to adopt the agenda for the Regular Meeting of Council for the April 8, 2014 Council meeting with the above noted additions.

  Carried

5.

Business Arising from Minutes

5.1

Weed Appeal Panel

• Resolution #CM20140408.1005

  Motion to rescind motion CM20131119.1036 which reads that administration will advertise for members at large for the weed/pest appeal board.

  Carried
• Resolution #CM20140408.1006

  Motion to appoint James Capjack, Louis Dechaine, Allan Tkachyk and Ron Wirsta as members-at-large for the Weed/Pest Appeal Board.

  Carried

6.

Delegation

6.1

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

Reeve Upham called the Public Hearing to order at 10:32 a.m.

 

Krystle Fedoretz, Planning Department, informed Council that the public hearing was advertised according to Section 606 of the MGA and the adjacent landowners were notified.

 

There was no one present to speak in opposition to or in favor of proposed Bylaw No. 2014-03 and there were no written submissions.

Reeve Upham declared the Public Hearing closed at 10:33 a.m.

• Resolution #CM20140408.1015

  Motion to adjourn the meeting and proceed to Public Hearing scheduled for 10:30 a.m. to discuss Bylaw No. 2014-03, to renew the lease on Lot 28ER, Block 2, Plan 8023220.

  Carried
• Resolution #CM20140408.1016

  Motion to give second reading to Bylaw No. 2014-03, which is a bylaw to lease Lot 28ER, Block 2, Plan 8023220.

  Carried
• Resolution #CM20140408.1017

  Motion to give third and final reading to Bylaw No. 2014-03.

  Carried

6.2

11:00 a.m. - Kalyna Country

Sheila Neil, Office Manager with Kalyna Country Ecomuseum was admitted to the Council Room at 11:00 a.m.  She presented Council with a map that is being used to promote day trips through Kalyna Country.  The map was designed specifically to get people out to the area and is circulated with their attractions map.  Mrs. Neil then requested information on the County campgrounds and lakes.  The delegation left the Council Room at 11:20 a.m.

6.3

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

Ian Fox, Field Officer with Alberta Emergency Management Agency was admitted to the Council Room at 11:30 a.m. to talk to Council about the proposed Emergency Livestock Response.  Mr. Fox is currently gathering information on the number of accidents that occurred where an Emergency Livestock Trailer would have been useful.  He has also been in contact with Two Hills and Smoky Lake and is getting information on whether a regional system could service the whole area.  Mr. Fox advised Council that the total cost to set up a trailer would be approximately $17,000.  He is also working on an agreement with the St. Paul Ag Society for them to respond to emergencies.  The delegation left the Council Room at 11:50 a.m.

6.4

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

Laurier Dechaine was admitted to the Council Room at 1:15 p.m. to speak with Council about building a sidewalk between the Mallaig Catholic Rectory and the residence to the east on SE 25-60-10-W4, to serve as a foot access from Fox Meadows to the Arena/Hall/Curling rink.  Council agreed to proceed with negotiations with the adjacent landowners and build the sidewalk.

• Resolution #CM20140408.1053

  Motion that administration proceed with negotiations with the adjacent landowner to secure property for a sidewalk east of the Catholic Rectory (SE 25-60-10-W4) in the hamlet of Mallaig.

  Carried

6.5

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

Golnez Azimi, Mike Hopkins and Matt Brassard were admitted to the Council Room at 2:00 p.m. to provide an update on the project based on the revised cost of water, to determine the most suitable option for delivery of water to the County and to discuss servicing options.  Following the presentation, the delegation left the Council Room.

• Resolution #CM20140408.1072

  Motion to table a decision on how to proceed with the water for life funding.

  Carried

7.

New Business

7.1

Sale of ASB Insecticide Sprayer

• Resolution #CM20140408.1007

  Motion to ratify advertising the 100 gallon insecticide sprayer for sale along with the other equipment which had been approved at the February and March Council meetings, as per the recommendation of the Ag Service Board.

  Carried

7.2

Open Bids for Sale of Used Equipment

Sealed envelopes containing bids on the equipment that was advertised for sale in the St. Paul Journal and Elk Point Review were opened in the presence of Council.  The bidders' names and bid amounts were recorded by Administration.

• Resolution #CM20140408.1008

  Motion to table the item until later during the meeting until public works staff is able to verify the information in the bids.

  Carried
• Resolution #CM20140408.1060

  Motion to accept the highest bid for each item as indicated below:

   

  Equipment/Serial No.	Amount
  2004 Ford F150 XLT 4x4 (1FTPW14534FA07536)	$   160.00
  1997 Ford F250 4x4 (1FTHF26H3VEB15471)	$1,405.00
  1998 Goertzen Beavertail Trailer (2W2TB3038W0006587)	$9,500.00
  100 Gallon Insecticide Sprayer	$   800.00
  2003 Wheatheart Post Pounder (03-02-14OR)	$3,800.00
  PTO Operated Mixer (rototiller)	$   600.00
  Homemade Steel Drum Packer	$   800.00
  Pull Type Sheepsfoot Packer	$4,150.00
  2004 Control Trailer w/CAT 3412	$62,500.00

  and to retain ownership of the CAT815 packer as the highest bid is too low.

  Carried

7.3

GFOA Fundamental Workshop - April 9-11

• Resolution #CM20140408.1009

  Motion to approve Darlene Smereka to attend the Government Finance Officers' Association Fundamentals Workshop from April 9-11, 2014 in Morinville.

  Carried

7.4

Creating Rural Connections 2014 - Municipal Sustainability

• Resolution #CM20140408.1010

  Motion to approve Sheila Kitz to attend the one-day workshop on Municipal Sustainability hosted by Grant MacEwan on May 26, 2014.

  Carried

7.5

Pension e-news - May 28

• Resolution #CM20140408.1011

  Motion to approve Tim Mahdiuk to attend the Employer Workshop offered by Alberta Pensions Services Corporations on May 28, 2014 in Edmonton.

  Carried

7.6

Lac Sante Family Recreation Society

• Resolution #CM20140408.1012

  Motion to refer the meeting with Lac Sante Family Recreational Society and Alberta Environment and Sustainable Resource Development to the local councillor.

  Carried

7.7

North Sask. Regional Advisory Council

 

 

• Resolution #CM20140408.1013

  Motion to file for information.

  Carried

7.8

Senior Transportation Grant

• Resolution #CM20140408.1014

  Motion to approve a $1,000 Transportation grant for the Mallaig & District Seniors Citizens Club and to approve $5000 for the Heritage Lodge Auxiliary Society to help offset the costs of operating their handivan.

  Carried

7.9

Funding for Provincial Championship - St. Paul Lions Football Club

• Resolution #CM20140408.1018

  Motion to approve a $1,000 donation for the St. Paul Lions Football Club to assist with the expenses of hosting a Provincial football game, as per policy ADM-51.

  Carried

7.10

Employee/Council Service Awards PER-15

• Resolution #CM20140408.1019

  Motion to approve the amendments to Policy PER-15 as they relate to changes to the County's retirement and long service award procedures, as per the recommendations of the Policy Committee.

  Carried

7.11

Fax Machines/ Laptops/Printers Policy PER-16

• Resolution #CM20140408.1020

  Motion to approve the amendments to Policy PER-16 as they relate to new procedures for Council's use of fax machines, laptops and printers, as per the recommendations of the Policy Committee.

  Carried

7.12

Hours of Work Policy PER-18

• Resolution #CM20140408.1021

  Motion to approve amendments to Policy PER-18 as they relate to changes to the County's hours of work procedures, as per the recommendations of the Policy Committee.

  Carried

7.13

Overtime Policy PER-21

• Resolution #CM20140408.1022

  Motion to approve amendments to Policy PER-21, as they relate to the implementation of changes to the County's overtime procedures, as per the recommendations of the Policy Committee.

  Carried

7.14

Vacation Policy PER-33

• Resolution #CM20140408.1023

  Motion to approve the amendments to Policy PER-33 as they relate to vacation procedures for full-time employees, as per the recommendations of the Policy Committee.

  Carried

7.15

Inspection Policy SAF-39

• Resolution #CM20140408.1024

  Motion to approve amendments to Policy SAF-39 as they relate to the implementation of semi-annual safety inspections, as per the recommendations of the Policy Committee.

  Carried

7.16

Spraying Noxious Weeds on Private Land Policy ASB-84

• Resolution #CM20140408.1025

  Motion to approve the amendments to Policy ASB-84 as they relate to the changes to the County's management of spraying on private land, as per the recommendations of the Policy Committee.

  Carried

7.17

Mechanics' Allowance Policy PW-100

• Resolution #CM20140408.1026

  Motion to approve Policy PW-100 as it relates to the implementation of a mechanics' allowance, as per the recommendations of the Policy Committee.

  Carried

7.18

On-Call Policy PW-101

• Resolution #CM20140408.1027

  Motion to approve Policy PW-101 as it relates to the implementation of procedures to manage employees who are on-call, as per the recommendations of the Policy Committee.

  Carried

7.19

Audited Financial Statements

 

 

• Resolution #CM20140408.1028

  Motion to move $318,131 from unrestricted surplus to restricted surplus in the 2013 Financial Statements - representing the unspent debenture taken out for the completion of the fire halls.

  Carried
• Resolution #CM20140408.1029

  Motion to move $1,242,355 from unrestricted surplus to restricted surplus in the 2013 Audited Financial Statements - representing the amount of the short term loan still owing July 1, 2014 for the pavement of Northern Valley Road which is budgeted to be paid off in 2014.

  Carried
• Resolution #CM20140408.1030

  Motion to approve the 2013 Audited Financial Statements for the County of St. Paul No. 19 as presented.

  Carried

7.20

2014 Municipal Operating and Capital Budget

• Resolution #CM20140408.1031

  Motion to approve the following 2014 Municipal Operation and Capital Budget as per section 242(1) of the M.G.A.

  Operating and Capital Revenues	$29,920,669
  Debenture and Funding from Restricted Surplus	$  6,560,486
  Operating Expenses	$24,492,310
  Capital Expenditures	$11,852,895
  Surplus	$     135,950

   

  Carried

7.21

Mill Rate Bylaw No. 2014-06

• Resolution #CM20140408.1032

  Motion to give first reading to Bylaw No. 2014-06, Mill Rates for the 2014 taxation year.

  Carried
• Resolution #CM20140408.1033

  Motion to give second reading to Bylaw No. 2014-06.

  Carried
• Resolution #CM20140408.1034

  Motion to present Bylaw No. 2014-06 at this meeting for third and final reading.

  Carried Unamimously
• Resolution #CM20140408.1035

  Motion to give third reading to Bylaw No. 2014-06.

  Carried

7.22

2014 Stragetic Plan - 1st Quarter

• Resolution #CM20140408.1036

  Motion to accept the first quarter of the 2014 Strategic Plan as presented.

  Carried

7.23

RFP for Auditing Services

• Resolution #CM20140408.1037

  Motion that administration send out a request for proposal for auditing services for the County for a 4 year term - 2014-2017.

  Carried

7.24

RFP for Assessment Services

• Resolution #CM20140408.1038

  Motion to table the discussions on an RFP for Assessment Services until later during the meeting with the In Camera items.

  Carried

7.25

Funding Increase for LARA

 

 

• Resolution #CM20140408.1039

  Motion that administration send a letter to the MD of Bonnyville and Lac La Biche County advising that the County of St. Paul has increased their funding allocation for LARA and encouraging them to do the same to help cover the shortfall in the 2014 budget.

  Carried

7.26

Bins at Lac Bellevue

• Resolution #CM20140408.1040

  Motion that administration proceed with exploring a new site for the garbage bins at Lac Bellevue, as the current location is being considered to develop additional camping stalls.

  Carried

7.27

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

• Resolution #CM20140408.1041

  Motion to give first reading to Bylaw No. 2014-07, to amend Land Use Bylaw No. 2013-50, at is relates to rezoning Lot 1, Block 1, Plan 1321865 in NE 4-57-7-W4 from Agricultural to Industrial Commercial.

  Carried

7.28

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

• Resolution #CM20140408.1042

  Motion to give first reading to Bylaw No. 2014-08, 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.

  Defeated

7.29

Subdivision Application - NE 1-58-10-W4

Reeve Upham recessed the meeting at 12:00 p.m. and reconvened the meeting at 1:02 p.m. with all members present, except Councillor D. Dwight.

 

 

• Resolution #CM20140408.1043

  Motion to approve the requirement for Municipal Reserves on phase 2 of the subdivision application on NE 1-58-10-W4 at the rates set out in the previous Land Use Bylaw instead of current rates, as the subdivision was started prior to the Land Use Bylaw being amended and because of circumstances on an adjacent property which affected the development, the developer had to proceed with the development in two phases.  This is the only situation where the Municipal Reserve change in the new Land Use Bylaw will adversely affect a development in progress.

  Carried
• Resolution #CM20140408.1044

  Motion to waive the new subdivision application fees for phase 2 of the subdivision in NE 1-58-10-W4 as the Subdivision Authority is unable to change the conditions set on the current application.

  Carried

7.30

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

• Resolution #CM20140408.1045

  Motion to approve the resolution of the County of St. Paul No. 19 for the purpose of closing to public travel and cancelling a portion of a public highway in accordance with Section 24 of the Municipal Government Act, Chapter M26.1, Revised Statues of Alberta 2000, as amended.

   

  WHEREAS, the lands hereafter described are no longer required for public travel.

   

  THEREFORE, be it resolved that the Council of the County of St. Paul No. 19 does hereby close the following described roads, subject to rights of access granted by other legislation or regulations:

   

  Firstly, closure all that portion of Road Plan 717ET in NW 5-57-5-W4 containing 0.397 hectares (0.98 acres) more or less;

   

  Secondly, closure all that portion of Road Plan 717ET in NE 5-57-5-W4 containing 0.539 hectares (1.33 acres more or less;

   

  Third, closure all that portion of Road Plan 717ET in SW 5-57-5-W4 containing 4.86 hectares (12.0 acres) more or less;

   

  Final, closure all that portion of Road Plan 717ET in SE 5-57-5-W4 containing 1.125 hectares (2.78 acres) more or less, excepting thereout all mines and minerals.

  Cancelled portions to be consolidated with respective titles.

  Carried

7.31

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

 

 

• Resolution #CM20140408.1046

  Motion to approve the resolution of the County of St. Paul No. 19 for the purpose of closing to public travel and cancelling a portion of a public highway in accordance with Section 24 of the Municipal Government Act, Chapter M26.1, Revised Statues of Alberta 2000, as amended.

   

  WHEREAS, the lands hereafter described are no longer required for public travel.

   

  THEREFORE, be it resolved that the Council of the County of St. Paul No. 19 does hereby close the following described roads, subject to rights of access granted by other legislation or regulations:

   

  Firstly, closure all that portion of Road Plan 816ET in NW 4-57-5-W4 containing 1.56 hectares (3.86 acres) more or less;

   

  Secondly, closure all that portion of Road Plan 816ET in SW 4-57-5-W4 containing 0.057 hectares (.014 acres) more or less, excepting thereout all mines and minerals.

   

  Cancelled portions to be consolidated with respective titles.

  Carried

7.32

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

• Resolution #CM20140408.1047

  Motion to approve the resolution of the County of St. Paul No. 19 for the purpose of closing to public travel and cancelling a portion of a public highway in accordance with Section 24 of the Municipal Government Act, Chapter M26.1, Revised Statues of Alberta 2000, as amended.

   

  WHEREAS, the lands hereafter described are no longer required for public travel.

   

  THEREFORE, be it resolved that the Council of the County of St. Paul No. 19 does hereby close the following described roads, subject to rights of access granted by other legislation or regulations:

   

  Firstly, closure all that portion of Road Plan 874KS in NE 4-57-5-W4.

   

  Secondly, closure all that portion of Road Plan 874KS in SE 4-57-5-W4 shown within Plan 142_ _ _ _, excepting thereout all mines and minerals.

   

  Cancelled portions to be consolidated with respective titles.

  Carried

7.33

Road Easements

• Resolution #CM20140408.1048

  Motion to approve the following easements required to purchase property to correctly register an existing road:

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

  W 1/2 SW 13-57-6-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

  Carried

7.34

Owlseye Road

• Resolution #CM20140408.1049

  Motion to table discussions on the Owlseye Road until later in the meeting, during the in camera sessions.

  Carried

7.35

Regional Emergency Management Plan

• Resolution #CM20140408.1050

  Motion to appoint Councillor C. Martin and Councillor M. Fodness as alternate to the committee to develop a Regional Emergency Management Plan.

  Carried

7.36

St. Paul Airport Crackfilling

• Resolution #CM20140408.1051

  Motion to accept the quote from Blue Sky Coatings Ltd. for crack filling at the St. Paul Airport for a total of $42,763 subject to the approval of the Town of St. Paul.

  Carried

7.37

Regional Collaboration Grant - Traffic Impact Study/Area Structure Plan

• Resolution #CM20140408.1052

  Motion to table a decision on whether or not to support the Regional Collaboration Grant with the Town of St. Paul to undertake an Area Structure Plan and traffic Impact Assessment of the area south of TWP 582 between 57 Street and Highway 881, for more information.

  Carried

7.38

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

• Resolution #CM20140408.1054

  Motion to support the St. Paul Farmer's Market in their application to Alberta Agriculture to run a year round Farmer's Market.

  Carried

7.39

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

• Resolution #CM20140408.1055

  Motion to cancel the 25-year lease with the Ashmont Senior Citizens Club on the NE 6-60-10-W4 (10516 - HWY 28), at their request.

  Carried
• Resolution #CM20140408.1056

  Motion that the Ashmont Volunteer Fire Department Association apply to become an Additional Named Insured under the County's insurance policy with Jubilee Insurance Agencies for the NE 6-60-10-W4.

  Carried
• Resolution #CM20140408.1057

  Motion to enter into a 25-year lease with the Ashmont Volunteer Fire Department Association for the NE 6-60-10-W4 (10516 - HWY 28), upon meeting the requirements to become an Additional Named Insured under the County's Insurance Policy with Jubilee Insurance.

  Carried

7.40

In Camera

 

 

• Resolution #CM20140408.1065

  Motion to go in camera to discuss staffing and legal issues.

  Time:  3:08 p.m.

  Carried
• Resolution #CM20140408.1066

  Motion to revert to an open meeting.

  Time:  3:45 p.m.

  Carried
• Resolution #CM20140408.1067

  Motion to accept the Parks Salary gird as amended, effective for the 2014 season.

  Carried
• Resolution #CM20140408.1068

  Motion that administration send out one Request for Proposal (RFP) for assessment services for both Industrial Assessment and General/Annual Assessment commencing September 1, 2014.  These contracts to be for a four year term with the option of renewing for an additional four year term.

  Carried
• Resolution #CM20140408.1069

  Motion to table a decision on how to proceed with the Owlseye Road (Range Road 104).

  Carried
• Resolution #CM20140408.1070

  Motion that administration draft a deferred service agreement with the owners of NW 27-58-8-W4 for the construction of a roadway required to give access to the proposed subdivision.

  Carried
• Resolution #CM20140408.1071

  Motion to waive the subdivision fees for the owners of NW 27-58-8-W4.

  Carried

7.41

Request to Name Road - Kalynchuk Road

• Resolution #CM20140408.1058

  Motion to approve the request from Rick Kalynchuk to name Range Road 53 starting at Township Road 560 and going north 2 miles "Kalynchuk Road" and that the signs be erected at no expense to the County.

  Carried

7.42

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

 

 

• Resolution #CM20140408.1059

  Motion to table the letter from St. Paul Education Regional Division No. 1 regarding their interest in attaining the Ashmont and Mallaig Fire Halls until Council can explore all options for the use of the Ashmont and Mallaig Fire Halls.

  Carried

7.43

-

7.44

-

7.45

-

7.46

-

8.

Correspondence

9.

Reports

9.1

CAO Report

• Resolution #CM20140408.1061

  Motion to file the CAO Report as presented.

  Carried

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

• Resolution #CM20140408.1062

  Motion to file the listing of Accounts Payable as circulated:

  Batch	Cheque Date	Cheque Nos.	Batch Amount
  17568	March 1, 2014	19327-19328	$    2,102.50
  17589	March 1, 2014	19329-19339	$  30,528.30
  17615	March 25, 2014	19340-19488	$449,290.48

  Carried

11.2

Council Fees

• Resolution #CM20140408.1064

  Motion to approve the Council Fees for the Month of February, 2014 as circulated.

  Carried

11.3

Budget to Actual

• Resolution #CM20140408.1063

  Motion to approve the budget to actual as of March 31, 2014.

  Carried

12.

Adjournment

Business on the agenda being concluded, Chairman S. Upham adjourned the meeting.  Time:  3:35 p.m.

 

These minutes approved this 6th day of May, 2014.

 

________________________          _____________________

Reeve                                                Chief Administrative Officer