County of St. Paul No 19

Council Meeting

AGENDA

Meeting #:
Date:	Tuesday, October 11, 2011
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

6.

Delegation

6.1

10:15 a.m. - St. Paul Child Care Society

Attached is a letter from the St. Paul Child Care Society requesting funding for renovations to their Daycare/Dayhome building.

6.2

10:30 a.m. - Northern Lights Library - Brigitte Sakaluk, Assistant Director

Brigitte Sakaluk, Assistant Director with the Northern Lights Library System will be in to present the 2010 Statement of Services.

 

Her presentation will include library statistics, collection statistics, interlibrary loans and the Statement of Services which outlines where the capital dollars are used.  A copy of the presentation is attached.

6.3

11:00 a.m. - St. Paul Animal Shelter

Patricia Ellis, Manager of the St. Paul Animal Shelter, will be in to speak with Council regarding their proposal to purchase 5 acres in NE 6-58-10-W4.  They will be requesting a letter of support in principle from Council.

 

6.4

11:30 a.m. - Jackie Miller, Bluebird Beach Association

Jackie Miller, on behalf of the Bluebird Beach Association will be in to discuss a walking trail along the road to the boat launch.  The trail is treed and they would like to clear a path and put up a chain link fence.  The Association feels it is the County's responsibility to do the work.

7.

New Business

7.1

Accounting/Computer Applications and Office Administration Advisory Committee

Portage college requested that Tim Mahdiuk become a member of the Accounting/Computer Applications and Office Administration Advisory Committee.  The first meeing was held on September 27 in Lac La Biche.  Portage College will provide compensation for mileage.

7.2

RUSA Executive Meetings

The RUSA Executive Meetings were held on September 29 and 30, 2011 in Red Deer.

7.3

Accurate Assessment Group User Conference and Geo Media Training

Accurate Assessment will be holding a Conference and Geo Media Training on October 19 to 21, 2011 in Edmonton.    

7.4

Alberta Asset Management Working Group

An Asset Management Working Group session will be held on October 21, 2011 in Red Deer.  Sheila has been asked to attend on behalf of ARMAA.  ARMAA will pick  up the costs.

7.5

EOEP - Municipal Finance

The Elected Officials Education Program is offering a course on Municipal Finance on Friday October 21 in Penhold.   Registration for this course is $425. 

 

The course provides participants with a solid understanding of the core concepts involved in municipal financial management, accountability and reporting. Topics covered include short- and long-term financial decision-making, capital and operating budget processes, and financial condition analysis, reporting and risk evaluation.

Participants will:

-  learn about the role of the auditor;

-  explore how municipalities raise revenue through property assessment and taxation,

-  user fees and rate structures;

-  learn about financial oversight responsibilities and financial accountability of elected

-  officials under municipal legislation;

-  develop an understanding of effective municipal fiscal policies;

-  understand how to read and interpret a municipal financial statement;

-  learn how operating and capital budgets are prepared and administered;

-  understand the difference between pay-as-you-go and debt financing strategies;

-  learn about property assessment and taxation processes;

-  understand the role of external auditors and learn to identify and mitigate financial risk.

 

Councillor Dach would like to attend this course.

7.6

6th Annual Synergy Conference - Working Together

The synergy conference is the opportunity for energy/resource development stakeholders in Alberta to gather and share information, challenges and ideas.  The Synergy Alberta 2011 Conference will be held October 24 to 26, 2011 in Red Deer.  Conference registration is $590.

 

Councillor Dach would like to attend this conference.  This conference conflicts with the Organizational Meeting.

 

7.7

Alberta Recreation & Parks Association Conference

The ARPA Conference and Energize Workshop will be held October 27-29, 2011 at Lake Louise.   The conference agenda is attached.  Registration is $585.

 

Councillor Dach would like to attend.

7.8

Preparing for Year-End and Audits Workshop

Civic Solutions and Wilde and Company will be hosting a one-day workshop on Preparing for Year-End and Audits on November 1, 2011 in Edmonton. 

 

The workshop will cover:

   - gaining a better understand of a municipal audit

   - understanding the role of the auditor and their expectation of you as a client

   - internal processes and tools to have in place to assist the municipality in preparing for an audit 

 

 Registration fee is $300.

7.9

Seminar - Attracting Foreign Direct Investment to Eastern Alberta

Alberta HUB is cosponsoring a seminar on Attracting Foreign Direct Investment to Eastern Alberta on November 3 at 10:00 a.m. in St. Paul.  This seminar will cover the Eastern Alberta Trade Corridor and how Foreign Direct Investments can help attract new investment into the community, sell commercial property and grow businesses.

7.10

AAMD&C Municipal Fall Convention

The County of St. Paul will be recognized for achieving Partners in Compliance (PIC) Status during the AADM&C Fall Convention. 

7.11

2011 Municipal Health & Safety/Utility Conference

The 2011 Municipal Health & Safety Utility Conference will be held November 29 to December 1, 2011 at the Capri Centre in Red Deer.  Registration for this conference is $195.

7.12

2011 Bellamy Partnership Forum

The 2011 Bellamy Partnership Forum will be held December 6 to 8, 2011 in Edmonton. 

7.13

Champions for Change 2nd Annual Harvest Ball

St. Paul Champions for Change will be hosting the 2nd Annual Harvest Ball on October 29, 2011.  Proceeds from the event will go towards Downtown Revitalization, Caring for Children and Youth and Promoting Healthier Lifestyles.

 

They are looking for support by way of a donation of a silent auction item, purchasing individual tickets or a table of 8 for $300 or becoming a Corporate Sponsor.

7.14

Request for Funding for MS Walk

On May 12, 2012 the Lakeland will host the 5th Annual Lakeland Enerflex MS Walk and 2nd Annual MS Xtreme Challenge 1/2 Marathon.  They are requesting sponsorship for their Walk.

 

Since the walk started in 2007, the County donated $500 per year.

7.15

Street Light Request

Attached is a request for one street light on an existing power pole along 1st Street Smith Grove at Floatingstone. 

7.16

Terms of Reference- Elk Point/St. Paul Regional Water Commission

Attached are the Terms of Reference for the Elk Point/St. Paul Regional Water Commission Technical Committee.  We require a motion from Council to approve the terms of reference.

7.17

Engineer for Regional Water Line

Further to the interviews held on September 16 we require a motion from Council to award the Engineering contract to ISL Engineering from Edmonton as per recommendation of the Tech Committee for the Elk Point/St. Paul Regional Water Line project.

7.18

2011 Strategic Plan Update - 3rd Quarter

Attached is a copy of the 2011 Strategic Plan which has been updated for the 3rd quarter.

7.19

Request from Town of St. Paul for Additional funding for 40th Street Paving

In May , 2010 Council passed a motion to support the Town of St. Paul by paying 50% of the municipal portion of the paving project for 170 metres along 40th street lying within the County boundary, for a total of $31,607. 

 

We have now received a letter from the Town of St. Paul requesting that Council consider splitting the overrun on this project, which is $106,817.  The county's portion would be $53, 408.50.

7.20

Request to Lease W 1/2 24-58-7-W4

Kevin Roth is requesting to lease the lakefront property on Kehewin Lake located on the W 1/2 24-58-7-W4 to build/operate a community campsite.

 

This property is currently leased to the Elk Point Elks Club and is not due to expire until 2018.

 

Dennis Bergheim will be in to discuss this request with Council.

7.21

2011 Road Construction Easements

Easements for road construction purposes.  Backsloping and County to fence or pay compensation for fencing.

NE 26-57-8-W4

Real & Laurette Corbiere

 

Project 3C112          

SW 23-58-8-W4

Terry & Annette Stark

 

7.22

Lac Sante Family Recreation Society - Request for Signage

At the September Public Works Meeting, Council discussed a request from the Lac Sante Family Recreation Society for signage along the highway indicating the trail crossing. 

 

We contacted Sheila McNaughtan and she indicated that the signs should be along the trail for trail users, not along the road.  She also stated that Council may want to consider a signage policy to address this item and review existing signs.

7.23

Allocation of Recreational Facilities Grants for Community Halls

The proposed breakdown for the allocation of the 2011 Recreational Facilities Grants will be presented to Council at the meeting.

7.24

County Owned Lots in Mallaig Subdivision

When the Mallaig subdivision was developed and the properties were advertised for sale, the ad stated that a restrictive covenant or similar instrument would be registered against the title stating that:

   - no apartments or mobile homes on the property

   - the County has the option to repurchase the property at 20% less than the purchase price, unless the purchaser constructs a single family home on the lands within 3 years of possession date. 

The restrictive covenant was not registered.   When the properties were sold, the owners did not sign any contract agreeing to the above conditions.

 

 There are still 15 lots in the County's name.  Proposed wording for the caveat will be presented to Council at the meeting.

7.25

Urban Systems - Engineering Standards

As per the Council's strategic plan, Administration has commenced discussions regarding the development of Engineering Standards for the County.  Our discussions have been with Urban Systems who have put together a proposal after meeting with the Administrative team including, Planning, Public Works and Utilities.  We had estimated this would cost $50,000 and allowed that amount in the budget.  The proposal is attached. 

We are requesting that Council consider approving the estimate of $52,250 plus the optional front end work totaling $4,150 that will include sections for Administration, Subdivision and Development Requirements and Regulations, as well as Provisions of Services in New Developments (as per page 4 of the attachment).  We do not feel that we need to include lighting and power at this time, and will consider that at a later date if required.  The total fee to prepare the standards will be $56,400. 

As per their proposal they estimate the project to take approximately 5 months to complete, therefore we will carryover some of the project into the 2012 budget.

7.26

Northern Lights Library Board Budget increase

The Northern Lights Library Board has sent out information regarding their 2012 budget - which has been sent to Council via email.  They are requesting a 5% budget increase for contribution from municipalities.  The increase that the County of St. Paul would experience is going from $25,655.25 in 2011 to $26,958.75 in 2012 a difference of $1,303.50.  The County Library Board will also experience the same increase making the overall increase to the budget $2,607.00 for 2012.

Maxine Fodness if the Council representative on that Board and may have additional information to provide Council regarding the Northern Lights Library Board budget request.

 

7.27

County of St. Paul 50th Anniversary

2012 marks the 50th Anniversary of the County of St. Paul.  Council to discuss if they want to do something to commemorate this anniversary.

7.28

In Camera

In Camera items to be presented at the meeting.

In Camera items to be presented at the meeting.

7.29

North Central Alberta Child and Family Services Planning Consultation

The North Central Alberta Child and Family Services Authority will be holding its 2012 - 2015 Business Planning Community Consultation on November 9, 2012 in Lac La Biche from 1:00 - 4:00 p.m.  All Council members were provided a copy of the letter inviting them to participate.  There does not appear to be a charge for participating in this consultation session.

Councillor Fodness has indicated that she would like to attend.

7.30

Ashmont/Lottie Lake Water Diversion License

As part of the Ashmont/Lottie Lake water project, the County will need to get a diversion license from Alberta Environment that will authorize the County to increase the volume of water taken out of the Ashmont well in order to provide water to both Ashmont and Lottie Lake.  In order to obtain this license we have to prove that increasing the volume of water drawn from this well will not affect other users of the Beverly Channel.  This proof will require a pump test as well as monitoring at another well along the Beverly Channel.  A work plan including costs for this test are attached - the projected cost is $48,300. 

This work has not yet been approved by Alberta Transportation, so any motion of Council would be subject to approval of Alberta Transportation.  However if is it not approved by Alberta Transportation, then the County may be required to drill another well which is estimated to be $150,000 up to $175,000.

7.31

Elected Official Education Program - Infrastructure Seminar

7.32

Request for Proposal - Banking Service

7.33

-

7.34

-

7.35

-

7.36

-

7.37

-

8.

Correspondence

8.1

Thank You

8.1.1

Thank You Letters

We have received the following Thank you letters:

- Racette School for donation towards Playground equipment.  Equipment has been purchased but will not be installed until the renovation for the school is    complete.

- NLLS for the donation to the Annual Conference

 

9.

Reports

9.1

CAO Report

Will be presented to Council at the meeting.

9.2

-

9.3

-

9.4

-

9.5

-

10.

Upcoming Meetings

10.1

October 13@ 1:00 p.m. - Council Visioning Water Policy

10.2

October 25 @ 10:00 a.m. - Public Works

10.3

October 25 @ 1:00 p.m. - Organizational Meeting

10.4

November 4 ASB Regional Conference - Lac Bellevue

11.

Financial

11.1

Council Fees

11.2

Listing of Accounts Payable

The following lists of Accounts Payable for the Month of August, 2011 are being presented to Council:

Batch	Cheque Nos.	Batch Amount
15487	13003-13069	$262,630.70
15494	13070-13141	$718,063.12
15522	13142-13157	$197,537.47
15535	13158-13231	$640,892.69

 

11.3

Budget to Actual

Budget to actual for the month ending August 31, 2011 will be presented to Council for review.

12.

Adjournment