County of St. Paul No 19

Council Meeting

AGENDA

Meeting #:
Date:	Tuesday, December 08, 2015
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.

In Camera

In Camera

Items to be presented at the meeting.

5.1

In Camera

6.

Business Arising from Minutes

6.1

Lottie Lake Outdoor Skating Rink

At the November Meeting, Council was presented with a request from a Lottie Lake Resident for assistance with an outdoor skating rink in their hamlet.  Council tabled the request for more information.  The request was also presented to the FCSS Board, however the board felt that the request did not fall within theie mandate.

 

The Lottie Lake group has received a price of $1,432.57 for tarps, 6x6 boards, bolts, nuts and washers.  It would also cost approximately $500 to periodically flood the rink.  The children and residents will maintain the rink using their equipment to keep the ice surface clean.

7.

Delegation

7.1

11:00 a.m. - Public Hearing - Bylaw No. 2015-24 - Amend LUB Rezone PNE 11-57-9-W4

At the October 13, 2015 meeting, Council gave first reading to Bylaw No. 2015-24, which is a bylaw to amend Land Buse Bylaw No. 2013-50 as it relates to rezoning 10 acres in PNE 11-59-9-W4 from Agricultural to Country Residential One (CR1).  The applicant wants to create an acreage on the property, however there is an existing subdivision on the property so it will exceed the maximum allowable acres for subdivision.

 

Bylaw No. 2015-24 was advertised in the St. Paul Journal the weeks of November 24 and December 2.

 

RSVPs were sent out to adjacent landowners regarding a public consultation to be held November 3, 2015 however there was no interest, so the applicant did not proceed with the public consultation.

 

Krystle Fedoretz will attend this Public Hearing.

7.2

11:30 a.m. - Local Canola Producers

A group of local producers will be in to speak with Council about options for dealing with Clubroot in the farming community.

7.3

1:00 p.m. - St. Paul Curling Club

Representatives from the St. Paul Curling Club will be coming in to provide an update to Council on the Club's activities and will be making a request for a letter of support and $20,000 in funding for renovations the Club is looking to carry out in 2016. The Town of St. Paul has allotted $20,000 for the project and will be providing a letter of support. 

8.

New Business

8.1

St. Paul Junior Curling Association

The St. Paul Junior Curling Association will be hosting a Bonspiel on Sunday, January 31, 2016 and they are looking for monetary donations or prizes that can be awarded to the curlers.  In the past, Council approved a $300 donation for this group.

 

8.2

Request for Funding for MS Walk

On May 9, 2016 the Lakeland MS Society will host their Annual Lakeland MS Walk and MS Run.  They are requesting sponsorship for their Walk.  They also requested if the County would be interested in entering a team for the walk.

 

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

8.3

Elk Point Recreation Grants

During the 2015 budgeting process, Council allocated $50,000 for Elk Point Recreation Grants.  The Town of Elk Point requested that the County consider funding for the hockey arena, riding arena, curling rink and allied arts building.  Administration is recommending to divide the funding between the A.G. Ross Hockey Arena to help offset the cost of their boiler that recently went down and the C.G. Baker Riding Arena to assist with renovations to their bathrooms.

 

In 2014 $13,333 was allocated to the A.G. Ross Arena, the C.G. Baker Riding Arena and the Curling Rink and $5,000 was allocated to Elk Point Minor Ball.

 

Since 2007, the County provided $145,000 to the Elk Point Regional Allied Arts.

8.4

Geomedia Training - Dec. 10, 2015

Accurate Assessment is offering a one day GIS course to help participants transition to their new GeoMedia 2015 software.  The training session will be held December 10 in Sherwood Park.  There will be no charge for this training as training hours have been budgeted into the County's contract with Accurate Assessment.

8.5

FCM Sustainable Communities Conference - Feb 9 - 11, 2016

The FCM Sustainable Communities Conference will be held February 9-11, 2016 in Ottawa.  Costs for the conference (based on 3 nights) are as follows:

• Registration - $870
• Flight - Approximately $600
• Accommodations & Subsistence - $1010
• Meeting Rate/Travel Time - $950
• Travel to Airport & Parking/Taxi
• TOTAL $3,430

Additional information on the conference can be viewed at http://www.fcm.ca/home/events/sustainable-communities-conference/program.htm Councillor Dach has expressed interest in attending this conference.

 

This conference conflicts with the February Council Meeting.

8.6

2016 FCM Annual Conference and Trade Show - June 3-5, 2016

The 2016 FCM Annual Conference and Trade Show will be held June 3-5, 2015 in Winnipeg.  Costs for the conference (based on 3 nights) are as follows:

• Registration - Approx $800
• Flight - Approx $460 OR Mileage (1257 km) - Approx $1307
• Accommodations & Subsistence - $765
• Meeting/Travel Time - $950
• Travel to Airport & Parking/Taxi
• Total between $2,975 - $3,822

 

The conference Agenda is not available.

8.7

Disaster Services Forum - May 9 - 12, 2016

Emergency Response Management Consulting will be hosting the Annual Disaster Forum Conference  from May 9-12, 2016 in Banff.  Registration for the Conference is typically around $965.

 

The conference agenda is not out yet, however this conference fills up fast.  Janice Fodchuk has expressed interest in attending.

 

8.8

Benefits Policy HR-4

Policy HR-4 is being presented to Council as amended to update how the County manages its benefits program. This Policy was brought before the Policy Committee on November 24th, 2015.

8.9

Bereavement Leave Policy HR-5

Policy HR-5 is being presented to Council as amended to establish standards regarding bereavement leave. This Policy was brought before the Policy Committee on November 24th, 2015. 

8.10

County Functions Policy HR-12

Policy HR-12 is being presented to Council as amended to administer County functions. This Policy was brought before the Policy Committee on November 24th, 2015. 

8.11

Long Service Awards Policy HR-15

Policy HR-15 is being presented as amended to Council to establish standards for long service awards. This Policy was presented to the Policy Committee on November 24th, 2015.

8.12

Sick Leave and Family Medical Benefits Policy HR-29

Policy HR-29 is being presented to Council as amended to provide employees with sick leave and family medical benefits. This Policy was brought before the Policy Committee on November 24th, 2015. 

8.13

Rodeo Supper Funds Policy ADM-46

Policy ADM-46 is being presented to Council as amended to establish standards for the distribution of Rodeo Supper funds. This Policy was brought before the Policy Committee on November 24th, 2015. 

8.14

Snowplowing of Driveways Policy PW-55

Policy PW-55 is being presented to Council as amended to establish standards for the removal of snow from resident driveways. This Policy was brought before the Policy Committee on November 24th, 2015. 

8.15

Brush and Tree Removal Policy PW-58

Policy PW-58 is being presented to Council as amended to establish standards for brushing and tree removal. This Policy was brought before the Policy Committee on November 24th, 2015. 

8.16

Waste Bin Rental Policy PW-87

Policy PW-87 is being presented as amended to establish standards for waste bin rentals. This Policy was brought before the Policy Committee on November 24th, 2015. 

8.17

Elk Point Fire Department Levels of Service Policy FES-112

Policy FES-112 is being presented to Council to establish levels of service for the Elk Point Fire Department. This Policy was brought before the Policy Committee on November 24th, 2015. 

8.18

Leaves of Absence Policy HR-113

Policy HR-113 is being presented to Council to establish standards for granting unpaid leaves of absence. This Policy was brought before the Policy Committee on November 24th, 2015. 

8.19

Regional Emergency Management Plan

The Regional Emergency Management Plan was forwarded to Council for review on November 5 (under 5 separate emails).  We are looking for a motion to approve the plan.

8.20

Bylaw No. 2015-30 - Fee Schedule Bylaw

Bylaw No. 2015-30, Fee Schedule Bylaw, is being presented to Council to update the current fee Schedule Bylaw to reflect any rate changes that were approved over the course of the year and to include proposed changes.  The proposed changes are in red.

 

When this bylaw is approved, Bylaw No. 2014-39 will be repealed.

 

The bylaw will be forwarded to Council on Monday.

8.21

Bylaw No. 2015-31 - Amend LUB - Rezone PNW 13-57-6-W4

Bylaw No. 2015-31 is being presented to Council to amend Land Use Bylaw No. 2013-50 as it relates to rezoning 10 acres in PNW 13-57-6-W4 from Agricultural to Country Residential One.  The landowner wishes to create an acreage.

 

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 will also be required to hold a public consultation prior to the public hearing being held.

8.22

Lease with Haying in the 30s

Attached are two Agreements between the County of St. Paul and Haying in the 30s.  The lease includes additional land as requested by Haying in the 30s (see attached map).

Item No. 10 is the difference in the two agreements.

• The first agreement gives Haying in the 30s the ROFR if the County decides to sell the land.  
• The second agreement states that the County will not sell the lands under any circumstances, during the term of the lease, unless the lessee agrees to terminate the lease or Haying in the 30s ceases to exist.

8.23

Request for Letter of Support - Haying in the 30s

Haying in the 30s will be applying for a grant through the Community Facility Enhancement Program for funding to make improvements to their existing attractions, add attractions, create and improve trails and build a rail fence.  They are requesting a letter of support to accompany their grant application.

8.24

Request to Amend Land Use Bylaw re Sewage Holding Tanks

Planning and Development has received a request from Pure Country Backhoe to amend the Land Use Bylaw to allow fiberglass tanks to be installed instead of precast reinforced concrete on lake front properties or to give him permission to install fiberglass tanks on lake front properties in the future.  In his letter, he states that he has had many customers requesting something other than concrete so that is why he is now installing fiberglass tanks.  He also stated that 75% of the concrete tanks he has installed needed to be repaired at least once.

 

Currently the Land Use Bylaw reads:

7.30 SEWAGE HOLDING TANKS

(1) On all parcels fronting onto lakes, only self-contained sewage systems will be permitted to be installed or replaced. Self-contained Sewage Systems include, connection to a municipal system, municipal/private co-op systems and private sewage holding tanks that are constructed of reinforced pre-cast concrete and meet applicable/relevant CAN/CSA standards, but do not include non-concrete self contained sewage holding tanks, disposal fields, treatment mounds, pit privies, or any other approved system for the disposal of sewage or waste water on a parcel of land which results in the disposal of sewage and/or waste water into the ground.

1. Notwithstanding the above, Lot 10, Block 1, Plan 8122184 (contained within SW 25-57-10-W4M) shall be permitted to install and operate a disposal field or treatment mound as soils dictate. The private sewage disposal system shall meet the requirements of the Alberta Private Sewage Systems Standard of Practice Regulation (2009) as amended from time to time.
2. Notwithstanding the above, SE 24-59-10-W4M (Westcove Municipal Park) shall be permitted to install and operate a disposal field or treatment mound as soils dictate. The private sewage disposal system shall meet the requirements of the Alberta Private Sewage Systems Standard of Practice Regulation (2009) as amended from time to time.
3. Notwithstanding the above, Lot OT, Plan 5183JY (Floating Stone Municipal Park) shall be permitted to install and operate a disposal field or treatment mound as soils dictate. The private sewage disposal system shall meet the requirements of the Alberta Private Sewage Systems Standard of Practice Regulation (2009) as amended from time to time.

8.25

Janitorial Services

Administration has received RFPs for Janitorial Services for the Public Works Shop and the Administration building from the following companies:

• Skyblue Janitorial Inc
• Klean Freak
• TCM Cleaning Services

Each company broke down their  bid by office and the shop and the number of hours spent in each building.  After meeting with the prospective companies and reviewing the RFPs, administration decided to award the contract to Skyblue Janitorial Inc.

8.26

Truck Quotes

At the October 28 Public Works Meeting, Council made a motion that administration get quotes to replace 4 trucks:

Plow Truck (with Sander from Fort Gary - $109,000)
Peterbuilt  (500hp)	$273,900
Rear End PTO
Western Star  (550hp) *	$277,000
Front End PTO
Kenworth  (500hp)	$277,586
Rear End PTO

 

Gravel Truck (with Box from Fort Garry - $31,000)
Peterbuilt (500hp) *	$193,900
Western Star (600hp)	$194,500
Kenworth  (550hp)	$193,992

 

4 Wheel Drive Plow Truck (with Sander from Fort Gary - $109,000)
Peterbuilt (330hp)	$258,480
Western Star (330hp) *	$252,000
Kenworth (350hp)	$261,606

8.27

NLLS Levy Budget

The Northern Lights Library System Board approved their 2016 budget, with the per capita levy to remain the same as 2015.  The budget now requires ratification by municipalities in order for it to pass.

 

Northern Lights is requesting a letter from Council in support of the proposed budget.

8.28

County Credit Cards

As per Credit Card policy ADM-77, we require a motion to authorize staff to have a County credit card with their name on it.  See policy attached.

8.29

2015 Summary of Donations

County Pins/Promotional Items - The County of St. Paul, on request may provide County Pins and/or Promotional items to individuals, teams and various organizations, at the discretion of Administration.  Administration will provide a quarterly report to Council regarding distribution of these items.

 

Attached is a list of the donations that were distributed during the 2015 calendar year as per policy.  Items donated outside of policy and approved by Council are not included on the list.

8.30

Elk Point Fire Agreement

8.31

Alberta Sand & Gravel Association AGM - Jan. 13 & 14

8.32

Ashmont & District Ag Society

8.33

-

8.34

-

8.35

-

8.36

-

9.

Correspondence

10.

Reports

10.1

CAO Report

10.2

-

11.

Upcoming Meetings

11.1

Dec. 11 - 10:00 - 3:00 - Budget

11.2

Dec. 17 - 10:00 - 3:00 - Budget

11.3

Dec. 18 @ 10:00 a.m. - CAO Evaluation

11.4

Dec. 18 - Public Works to Follow

11.5

Dec. 18 - Special Meeting to Follow

12.

Financial

12.1

Budget to Actual

12.2

Council Fees

12.3

Listing of Accounts Payable

13.

Adjournment