County of St. Paul No 19

Council Meeting


Meeting #:
5015- 49 Avenue, St. Paul, AB T0A 3A4

At the March meeting, Council discussed the request from the Mallaig Chamber of Commerce to construct a bridge and develop a pathway on the west and north side of the Church (on property owned by the diocese).  This walkway would serve as an access to the new subdivision.  Council tabled the request for a bridge at Fox Subdivision until Spring when the Public Works Department can look at the area and see what size of a bridge would be required.


Dennis and Leo went out to look at the site.  If they install a culvert and gravel it, it would solve the drainage issues and the residents would be able to cross the ditch.

At the March meeting, Council tabled the Town of Elk Point Joint Use and Operation Agreement for a breakdown of the $60,000 for Public Works (Equipment & Operators) expenditures in the budget. 


The breakdown is attached.

At the March Meeting, Council made a motion to draw a name from a hat to determine who the county will lease the NE 2-62-12-W4 to.  The name drawn from the hat was Sherill & Dwayne Bull. 


As this property had not been leased in the past, Council decided to update the current lease agreement which will apply to all new lease properties.  The current lease would include clauses regarding fencing specs and conditions and first right of refusal.

At the March Meeting, Council discussed the assets on the County properties that are owned by the lessees and how to address them when the properties are sold. Council also discussed what the province does when they sell lease land and whether or not the County wants to follow the same procedures.  Council then passed a motion that the leaseholder has the right to right to first refusal on any sale of County land and that the clause be added into the County's current Lease Agreement.  This  new lease Agreement will be used for any leases that are renewed in 2014 and then continue thereafter.  


The part of the agreement that has been amended is highlighted in yellow.


In the fall of 2012, Council instructed Administration to draft an agreement with the Smoky Lake County regarding the collection of waste at their waste bin site in Spedden.  This is in recognition that County of St. Paul residents use that site to dispose of their household garbage.  The attached agreement indicates that the County would be responsible to collect garbage at this site on the Friday prior to the long weekend in May, July, August, and September.  As Smoky Lake County will not be considering the agreement until later in May, the County of St. Paul will not be collecting waste for the May long weekend; if approved our first collection would be prior to the July long weekend.


At the August, 2012 meeting, Council made a motion to send letters to the owners of the three (3) lots regarding the estimated cost of adding additional sewer line to the Ashmont sanitary sewer system and to waive the $1,000 connection fee on the three lots, if the owners agree to connect to the sewer line.


The quote for a lift station and piping required to connect the 3 properties that are currently not connected to the sanitary sewer.

Lift Station                                     $9,400

Directional Drill/tie ins/pipe          $13,830

Power service                                $6,600

Hydrovac                                        $2,700

Contingency                                   $3,900

Electrician                                       $1,500

Total                                             $37,930

Total cost per lot for the connection is $12,643.33.   The quote does not included cost for resident to tie into the sewer line - we estimate that to be approx $2,000.  Currently the Utilities Bylaw requires the resident to pay $1,000 to connect to a sewer line. Therefore each connection to this line without any subsidy would potentially be $15,643.  A letter was sent to Mr. Kubinchak in August 2012 indicating that Council was willing to put in the necessary sewer line however the cost would have to be paid by the residents.

Recently Mr. Kubinchak has called and is having issues with his private septic system again.  He is requesting that Council consider installing the sewer line to the three properties and allow him to pay the $1,000 connection fee.  He has indicated that he is going to involve a lawyer in this regard.

In discussions with Municipal Affairs and Superior Safety Codes, even though the County did approve the private septic system at the time it was installed, several factors could play a role in why the system is not working.  They do not believe that the County has any liability or responsibility to repair or replace the system.  Even so, according to Utility staff, the County did replace the system once at the County's expense.  During 2012 the County also provided more fill for the property without charge to Mr. Kubinchak in order to try to mitigate his problem.  This apparently did not work.  Planning and Development staff indicate that when the system was originally installed, there was no need to do the testing that is now required under the regulations - likely the ground would not meet the percolation tests.   

A Public Hearing for Bylaw No. 2013-10, Municipal Development Plan has been scheduled for 10:30 a.m.

A Public Hearing for Bylaw No. 2013-11, Land Use Bylaw has been scheduled for 11:00 a.m.

The Public Auction of Land is scheduled for 1:30 p.m. today.


Prior to the Public Action, we require a motion from Council to go in camera to discuss land issues related to the public auction. 


Following discussions on reserve bids, we will require a motion from Council to set the reserve bids and to appoint an auctioneer for the Public Auction.

Section 418 of the M.G.A. requires Council to offer for sale at a public auction any parcel of land shown on its tax arrears list if the tax arrears are not paid. 

A Public Hearing has been advertised for 2:00 p.m. to discuss Bylaw No. 2013-09, which is a bylaw to close to public travel and create title to a portion of public lane lying within Block 3, Plan 1005EO.  This lane is in the midst of the lots owned by St. Arnault Lumber and they want to purchase it at market value and consolidated it with their lots at no cost to the County.

Theresa McQueen has submitted a letter regarding the destruction of Range Road 103 due to continual hauling of overweight loads and she will be in to speak with Council about the road.


Her letter is attached.

Darren Skolarchuk has an appointment for 2:30 pm to speak to Council about Lot 1, Plan 8722874 in SW 34-55-4-W4.

Danny Nychyporuk has an appointment with Council to discuss Lots 1-4, Block 2, Plan 4950EO in NW 22-55-4-4.

We are currently in the process of updating the County's Emergency Management Plan and it would be beneficial to send someone to the 2013 Disaster Forum which will be held May 13 - 16, 2013 in Banff.  Registration for the course is $895. 

The Premier's Prayer Breakfast will be held Thursday, May 16, 2013 in Edmonton. 

The County has been attending the provincial Asset Management Meetings held quarterly in Red Deer.  From this group, a training session has been planned to take place on June 12-14 in Red Deer.  this training is being done by asset managers from Australia who have successfully implemented Asset Management Programs.  The NAMS Course will assist staff in utilizing the data we already have and provide an Asset Management plan for the County.  Information provided at the last Asset Management meeting indicates that the Federal Gas Tax Funding and likely Provincial Capital funding programs will be dependent on municipalities having their Asset Management Plan done.  The County is quite far ahead of many of our counterparts, and we feel that with the information we already have, it would be valuable to attend this course to complete our plan.  Costs for the course are $1600/participant as well as $2500 for a 1 year subscription to NAMS.PLUS the software that is used to create the Asset Management Plan.  It is recommended that a financial person as well as a public works person attend - therefore we are looking for approval for Darlene Smereka, Finance Officer as well as Bryan Bespalko, Utilities Supervisor attend this workshop.


We have received a request from the St. Paul Regional High School for sponsorship for attending Provincial Badminton tournament in Calgary on May 3 & 4, 2012.


Attached is a letter from the Riverland Challenge Planning Committee requesting sponsorship for the 6th Annual Riverland Challenge at Fort George and Buckingham House.


In the past, Council provided a $500 grant for the Riverland Challenge.

The Elk Point Canada Day Committee started planning activities for their annual Canada Day Celebrations.  They are looking for financial support for the celebrations which they are estimating will cost $12,000, up from $9,500 last year.


For the past 3 years, Council approved a $400 grant for the celebrations.

The Town of Two Hills is looking to rent a reclaimer (with an operator) for the first week of July 2013. 

The ERWMSC is requesting a reduced rate for gravel.  They are suggesting $15.00/yard delivered.

We have received a rebate of $16,076.79 from WCB for our successful participation in the Partners In Injury Reduction Program during 2012.   

The County Library Board is thanking Council for the increased funding for 2013.

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 since January, 2013.

The 2013 Strategic Plan which has been updated for the 1st quarter, will be e-mailed on Monday.

Silverback Sales and Rentals has a contract with Summerville Aecon from May to November to empty the porta potties at the temporary works camps located on the old Auction mart site and on SE 18-58-8-W4 east of Town as well as along the actual pipeline.


They have applied for a sewage disposal contract to dispose of the waste in the County lagoons.

Bylaw No. 2013-12 is being presented to Council for first reading.  Bylaw No. 2013-12 is a bylaw to authorize the Council of the County of St. Paul to incur indebtedness by the issuance of debenture in the amount of $2,126,000 for the construction of fire halls in Ashmont and Mallaig.


After first reading,the proposed by-law based on estimated or tendered costs, must be advertised at least once a week for two consecutive weeks as per Section 606 of the M.G.A.  The electors may, within 15 days from the date of the last publication of the notice, petition Council for a vote on the money bylaw. 


If a valid petition is presented to Council within the specified time period, the Council may abandon the project, or, if it decides to proceed with the by-law, shall first submit the by-law to a vote of the electors, and if assented to by the vote, may proceed.


After the Bylaw receives second and third reading there is 30 days for the public to appeal the decision through the courts.  

Bylaw No. 2013-13 is being presented to Council for first reading.  Bylaw No. 2013-13 is a bylaw to authorize the Council of the County of St. Paul to incur indebtedness by the issuance of debenture in the amount of $6,089,000 for paving in acreage and lake lot subdivisions.


After first reading,the proposed by-law based on estimated or tendered costs, must be advertised at least once a week for two consecutive weeks as per Section 606 of the M.G.A.  The electors may, within 15 days from the date of the last publication of the notice, petition Council for a vote on the money by-law. 


If a valid petition is presented to Council within the specified time period, the Council may abandon the project, or, if it decides to proceed with the by-law, shall first submit the by-law to a vote of the electors, and if assented to by the vote, may proceed.


After the Bylaw receives second and third reading there is 30 days for the public to appeal the decision through the courts.  

Following the approval of the 2013 Budget at the April 9, 2013 Council meeting, Council was presented with quotes on the paving of lake and multi-lot subdivisons in the County.  Based on the good pricing Council received from the invitation bid, Council resolved to work with Sandstar to complete this paving project estimated to be $6,589,000.  Consequently Administration is presenting an amended budget for Council's consideration that includes this project.  The budget amendment includes this as a capital project to be funded by $500,000 from the 2013 Oiling Budget and $6,089,000 by debenture.  Based on the estimated rate of borrowing on the Alberta Capital Finance website for a 15 year debenture, payments for this project will be $491,092 annually.  The amendment to the budget does not affect the budgeted surplus or mill rate bylaw.

In order to accommodate this new capital expense the 2013 Municipal Operational and Municipal Capital Budget has been amended as follows:

Operating and Capital Revenues          $41,073,737

Operating Expense                              $19,942,035

Capital Expense                                  $21,089,158

Surplus                                               $      42,545


The County has made application and been approved for a grant under the Municipal Climate Change Action Centre to do retrofits to the Public Works Building.  Consequently in 2012 Administration had Clark Engineering review the building and work on drawings for the work required for the retrofit.  The project was tendered out in April with tenders closing on April 30, 2013.  The estimates for the 2013 budget for the project was $500,000.  The tenders came in somewhat higher than anticipated.  Clark Engineering reviewed the tender documents and have provided their recommendation to award the contract for both the building as well as the controls - attached.  Council could award the tender with the additional expense for the project to come from the County's Unrestricted Surplus.


During the tender opening Russ Clark indicated that the payback for the project would be approximately 6-7 years as once the project is completed, the energy costs would be significantly less for the building.


Based on the recommended contractor for the project, the completion date should be September 15 - this is in line with the MCCAC grant requirements.

Urban Systems has completed the Detailed Design for the Ashmont Water Treatment Plant along with a Class A Estimate of the project - attached.  They had several increases from their previous estimate and have provided an additional memo which outlines the variances. 


Based on the estimate for the Water Treatment Plant and the monies spent to date for the Transmission Line, the project is in line with the 2009 Water Study projections.  In consultation with Alberta Transportation, the Ministry has indicated that they are committed to the grant dollars approved.  The County can proceed with the project and once the tenders come in can make a separate application for the shortfall of money.  This money will be approved and available to the County when the Province is able to provide it.  They have advised me that the County can short term borrow the funds necessary to complete the project.  The Province will commit to paying any interest costs associated with borrowed dollars necessary to do the project. 


Council can tender the project to see how the numbers come in.  We can then make the application to Alberta Transportation for the shortfall of funding based on the tender.  Once we have approval for the funds, than we may have to short term borrow for, we could award the tender.

The County of Vermilion River is continuing its lobby efforts with the province to find appropriate funding for infrastructure deficit caused by heavy oil traffic.  They feel there is an opportunity with changes to the MGA to have the non-residential mill rate split.  They are requesting a meeting with the Minister of Municipal Affairs before summer and they are requesting if the County would like to join them in their lobbying efforts.   They are looking for 2 representatives from each  municipality (1 council & 1 administration) to form the group.


They have also invited the MD of Bonnyville, the County of Two Hills and the County of Minburn.

The Elk Point Airport Authority Bylaws indicate that the board is comprised of 7 members.  There are 2 Council members from the Town, 2 from the County, and 3 members at large.  At the October organizational meeting, we did not appoint a member-at-large to the board.


Councillor Dach will speak to this item.

Items to be presented at Meeting.