PONOKA COUNTY COUNTY COUNCIL MEETING February 12, 2008 A regular meeting of the Council of Ponoka County was held in the County Council Chambers of the County Administration Building on Tuesday, February 12, 2008, with the following people in attendance: Councillor G. Hinkley Councillor G. Verheire Councillor P. McLauchlin Councillor K. Beebe Mr. C. Cutforth, Chief Administrative Officer Mr. T. Webber, Assistant Chief Administrative Officer Mrs. D. Raugust, Recording Secretary Absent was Reeve G. Svenningsen. Call to Order Deputy Reeve Hinkley called the meeting to order at 10:02 a.m. Consideration of the Agenda Mr. Cutforth advised that David Samm would not be attending the meeting today for health reasons and he suggested that Item No. 6 be deleted from the agenda. The following items were suggested for addition to the agenda. 21.5 Rimbey Volunteer Week Celebration 22. Sale of grader 23. Purchase of lot in Rimbey 24. Resolution for road closure Nelson Lake 023/08 Moved by Councillor Verheire that the agenda be adopted as amended. MINUTES January 15, 2008 Regular Meeting Item No. 1 Council reviewed the minutes of the January 15, 2008 Regular Council meeting. 024/08 Moved by Councillor McLauchlin that the minutes of the January 15, 2008 Regular Council meeting be adopted as presented. BUSINESS ARISING FROM THE MINUTES Instant Farm Site, Davis, Peter 025/08 Defeated Item No. 2 Council again considered the request of Peter Davis to subdivide an instant farm site from his property. It was noted that the proposal had been refused at the January 15 meeting and approval could allow a number of other applications to be reconsidered. Moved by Councillor Hinkley that Council allow the subdivision of an instant farmsite as requested by Peter Davis. Councillor Hinkley requested a recorded vote...defeated 1 in favor 3 opposed
February 12, 2008 Page 2 Voting in favor was Councillor Hinkley. Opposed were Councillors Verheire, Beebe and McLauchlin. FINANCE Payment of Accounts Item No. 3 Council reviewed the accounts presented for payment from the February 6 th cheque register. 026/08 Moved by Councillor Beebe that the accounts be approved for payment as outlined in the February 6, 2008 cheque register in the amount of $694,249.87. Financial Statement Subdivision Reserves Item No. 4 Council reviewed the monthly financial statement to December 31, 2007. General discussion ensued concerning the payment of reserves rather than taking reserve land. 027/08 Moved by Councillor McLauchlin that the monthly financial statement to December 31, 2007 be accepted as information. Budget Report Reserves, Surplus Discussion Item No. 5 Council reviewed the budget report for the month ended December 31, 2007. Councillor McLauchlin recommended that Council needed to discuss the use of cash-in-lieu of reserves, accumulated surpluses and the dedication of reserve funds prior to establishment of the 2008 budget. 028/08 Moved by Councillor Verheire that the budget report to December 31, 2007 be accepted as information. DEVELOPMENT Subdivision & Item No. 7 Council reviewed the subdivision & development report to Development date. Reports 029/08 Moved by Councillor Hinkley that the subdivision & development reports be accepted as information...carried unanimously Recess for Public Hearing Deputy Reeve Hinkley recessed the meeting at 10:28 a.m. to conduct a Public Hearing. The meeting reconvened at 11:46 a.m. DELEGATIONS Proposed Specific Risk Management Disposal Policy Item No. 6 Mr. Shayne Steffen, Manager of Agricultural Services, attended the meeting at this time. He presented a new Specified Risk Management disposal policy for Council s consideration that incorporated the changes proposed at the last meeting. 030/08 Moved by Councillor McLauchlin that proposed policy 07-002 be adopted as a policy of Ponoka County, effective immediately.
February 12, 2008 Page 3 A copy of the policy is attached to and forms part of these minutes. Ratification of Fieldman Appointment Item No. 15 Mr. Steffen requested that Council ratify his appointment as Agricultural Fieldman for the County. The Agricultural Service Board had originally appointed him as the Manager of Agricultural Services, but according to the Act, the appointment needed to be as the Agricultural Fieldman. The appointment needed to be made by County Council. 031/08 Moved by Councillor Hinkley that Ponoka County ratify the appointment of Shayne Steffen as Agricultural Fieldman for Ponoka County as defined under Section 8 of the Agricultural Service Board Act. Club Root Meeting He reminded Council of the upcoming Club Root meeting to be held at the Ponoka Legion on February 13, 2008. Mr. Steffen left the meeting. Recess for Lunch Deputy Reeve Hinkley recessed the meeting at 11:56 a.m. for lunch recess. The meeting reconvened at 1:10 p.m. By-Law 1-08-AZ Pt. NW 15-42-2-5 Rimbey Ag Society & Rodeo Assoc. Ag to I/P Item No. 8 Council reviewed By-Law 1-08-AZ in light of the recent public hearing, which allowed for rezoning as follows: A by-law of Ponoka County, in the Province of Alberta, pursuant to Section 640 of The Municipal Government Act, being Chapter M-26.1 of the Revised Statutes of Alberta, 1994, and amendments thereto, to amend Land Use By-Law 5-97-LU as follows: Reclassify Pt. NW 15-42-2-W5 (approximately 93 acres) from Agricultural District to Institutional/Public Use District. It was noted that there wasn t enough information available to the Council to make an informed decision on this application at the present time. Some of the information would be presented to Council at a later date. 032/08 Table By-Law Moved by Councillor Hinkley that a decision and further discussion on proposed by-law 1-08-AZ be tabled until further information is presented to County Council, including a business plan and their expectations of the County. DEVELOPMENT Safety Code Inspection Services Item No. 9 Mr. Webber presented a summary of the requests for proposal for safety codes inspections within the County. The rates were all competitive and the only factor to be considered would be availability to the ratepayers. Councillor McLauchlin suggested that all three companies that had submitted interest proposals be allowed to provide inspection services within the County without an exclusive contract. Mr. Cutforth suggested that a committee of Administration and one Councillor interview the companies and be given authority to award a one-year contract. It was suggested that all three companies be given an opportunity to present their proposal to Council.
February 12, 2008 Page 4 033/08 Moved by Councillor Verheire that Ponoka County interview each of the three companies at its February 26 County Council meeting. Mr. Webber left the meeting. By-Law 3-08-SDA Town of Ponoka as Subdivision & Development Authority for Hopewell Development Item No. 10 Council reviewed proposed By-Law 3-08-SDA appointing the Town of Ponoka as the Subdivision and Development approving authority for SE 32-42-25-W4. Councillor Hinkley advised that the local residents had not been advised of the plans for this area by the Town of Ponoka. He requested that the by-law be tabled until he had assurance that the Town was displaying due diligence in advising the area residents of the Town s proposals for this area. The County could also forward the information to the adjacent landowners. 034/08 Given first reading this 12 th day of February, 2008 on a motion by Councillor Verheire and was carried unanimously. 035/08 Given second reading this 12 th day of February, 2008 on a motion by Councillor Beebe and was carried unanimously. 036/08 Table By-Law Moved by Councillor Hinkley that third and final reading to By-Law 3-08-SDA be tabled until February 26, 2008. COUNCILLOR REPORTS Hoar Road Reconstruction Right of Way Already Purchased Meadowbrook Culvert Raymond Shores Subdivision Gravel Deposit Item No. 14 Councillor Verheire advised that he was unable to get the required right of way along the Hoar road in order to widen it. Currently the south two miles of the road had a nine-metre top. The north 2.5 miles could be reconstructed to a nine-metre top without too much difficulty. He then proposed to add two miles of the Dakota Road to the road program to replace the reconstruction of the entire 4.5 miles of Hoar road. Council concurred with this request. Mr. Cutforth suggested that the right of way already agreed to be purchased and protected by caveat for future widening of the road in preparation to become a connecting road to SH 795. Councillor Verheire requested that Public Works review the culvert running from the Meadowbrook Church property across to Jim Sweets on the NE 11-42-28-W4 in an attempt to divert the drainage down the school property to the creek. He questioned if the trenching/blocking at the boat launch and creation of the turn-around in Raymond Shores subdivision had been completed to the County s satisfaction and he was advised that it had. He also questioned why one tanker a week of effluent was being hauled out of the subdivision when there were no residents living there. Mr. Cutforth advised that the properties had encountered some water seepage and it was being trucked out. General discussion ensued concerning a local gravel deposit and the amount of gravel estimated in the property. 037/08 Moved by Councillor Verheire that Administration and the local Councillor be authorized to negotiate for the purchase of a portion of the NW 22-42-27-W4 based on the amount of recoverable gravel in the property.
February 12, 2008 Page 5 Wind Turbine Restrictions Idling of Vehicles Councillor Beebe Vacation ASB Convention PW Operator Commendations Councillor McLauchlin advised that he was erecting a wind turbine on his property and he would be proposing a by-law to manage these types of structures. Mr. Cutforth suggested that this could actually be part of the Land Use By-Law review and be incorporated into the new draft. He had been approached by RADCAP to discourage the idling of vehicles in school grounds. This was also happening with many County vehicles/equipment. Councillor Beebe did not have a report as he had been away on holidays in New Zealand for the month of January. Councillor Hinkley reported on the ASB convention he had attended in Grande Prairie recently. He commended the grader operators for the work they had been doing keeping the local roads clear. PUBLIC WORKS Preliminary Agreements Item No. 11 Council reviewed the following preliminary agreements: Agreement # Landowner(s) Land Location 101 Erick & Patricia Braaksma SW 2-43-27-W4 104 Lawrence & Diane Goertzen SE 3-43-27-W4 112 Cornelis & Jacoba Roeland NW 14-43-27-W4 114 Larry Hoar NE 15-43-27-W4 115 Larry Hoar SE 22-43-27-W4 116 Larry Hoar NE 22-43-27-W4 117 George Allan Allison SW 23-43-27-W4 118 Dale & Doreen Hoar NW 23-43-27-W4 132 Otto Beeren N ½ NE 5-42-1-W5 138 William & Sadie Noble NW 17-42-1-W5 139 William & Sadie Noble NE 18-42-1-W5 140 Iain Hughes Pt. NE 18-42-1-W5 141 Jorg & Edelgard Lohmann SW 27-44-3-W5 142 Karrosa Holsteins Inc. NW 22-44-3-W5 143 Dieter & Lue-Ann Lohmann NW 9-45-3-W5 144 Bill & Lavina Fowler NE 8-45-3-W5 146 Barkhoff Holsteins Inc. Pt. NE 27-43-27-W4 147 Barkhoff Holsteins Inc. NE 27-43-27-W4 038/08 Moved by Councillor Hinkley that the preliminary agreements be adopted as presented. Calumet Road Paving Tenders Item No. 12 Council reviewed the tenders received for paving of the Calumet Road as follows: Central City Asphalt Ltd. $4,016,328. Border Paving Ltd. $4,344,858. Carmacks Enterprises Ltd. $5,274,391. 039/08 Moved by Councillor Hinkley that Ponoka County accept the tender received from Central City Asphalt for base paving of the Calumet Road, in the amount of $4,016,328. Road Naming Request, Sweet Road Item No. 13 A letter from Patti Sweet-Davidson requested that Council consider naming Township Road 435A from Highway #2A to Range Road 252 as the Sweet Road.
February 12, 2008 Page 6 040/08 Moved by Councillor Hinkley that TR 435A west of Highway #2A to RR 252 be named as Sweet Road and that appropriate signs be erected. CHIEF ADMINISTRATIVE OFFICER S REPORT By-Law 54-07-RL Road Allowance Lease, East of NE 1-43-1-W5 Hatala, Randy 041/08 2 nd Reading 042/08 3 rd Reading Road Closure to Public Travel, N of Pt. NE 9-43-25-W4 By-Law 2-08-RC 043/08 1 st Reading Risk Control Policy Statement Item No. 16 Approval had been received from the Minister of Infrastructure and Transportation for the closure and leasing of the road allowance lying east of NE 1-43-1-W5. Council could now proceed with second and third reading to the by-law. Given second reading this 12 th day of February, 2008 on a motion by Councillor McLauchlin and was carried unanimously. By-Law 54-07-RL was given third and final reading this 12 th day of February, 2008 on a motion by Councillor Verheire and was unanimously passed. Item No. 17 Mr. Cutforth advised Council that the Town of Ponoka and CP Rail had requested that a portion of Township Road 432 be closed east of Highway #2A for safety reasons. CP Rail would create a new staging area closer to the Town of Ponoka and install a new crossing within the Town limits. He proposed By-Law 2-08-RC closing 255 feet of this statutory road allowance. A hearing was scheduled for February 26 for the area residents. Given first reading this 12 th day of February, 2008 on a motion by Councillor Verheire and was carried unanimously. Item No. 18 Mr. Cutforth presented a risk control policy statement for Council s consideration, as required by its insurers, Jubilee Insurance. 044/08 Moved by Councillor Beebe that the Risk Control Policy Statement as proposed by Jubilee Insurance, be adopted by County Council, effective immediately. A copy of the statement is attached to and forms part of these minutes. Volunteer Week Activities, Ponoka Volunteer Week Activities, Rimbey Item No. 19 Correspondence from the Chairman of the Ponoka Volunteer Week Society requested Council s consideration to assist with the cost of booking a motivational speaker for their evening celebration. Item No. 20.5 Also reviewed at this time was the invitation from the Rimbey Volunteer Week Society to attend their volunteer appreciation functions. 045/08 Moved by Councillor Beebe that Ponoka County contribute $100 each to the Ponoka and Rimbey Volunteer Week Societies to conduct their Volunteer celebrations. Upcoming Events Item No. 20 Council was reminded of the following upcoming events/meetings:.1 CAAMD & C Curling Bonspiel March 7, Rocky Mountain House.2 Joint municipalities supper meeting April 3 in Lacombe.3 Change special ASB meeting from March 14 to March 26.4 AAMD & C convention March 17-19
February 12, 2008 Page 7 ADDITIONAL ITEMS Grader Trade Additional Grader and Operator Item No. 21 Mr. Cutforth advised that the County would only have one grader that could be traded off for a new 14M CAT grader. Ritchie Bros had offered to purchase the grader for $285,000. Finning had offered to purchase the grader for $330,000. The new 14M grader had been ordered for $350,000. Councillor Verheire suggested that the County consider keeping the grader and hiring an additional operator to float between grader areas 3, 4 and 5 and to assist with the dust control program. Mr. Cutforth recommended that the County take advantage of the trade-in offer and purchase an additional grader. 046/08 Moved by Councillor McLauchlin that Ponoka County sell the 2004 14H grader (Unit HE-389) to Finning for the trade-in price of $330,000. Ambulance Building, Rimbey Purchase of Lot Item No. 22 Mr. Cutforth advised that a lot was available in Rimbey to erect a new ambulance building, at a cost of $90,355. The County would be expected to contribute toward the purchase of the property. 047/08 Moved by Councillor Hinkley that Ponoka County agree to the quoted purchase price for Lot 11, Block 9, Plan 2866ET within the Town of Rimbey for erection of an ambulance building. Road Closure Proposal, RR 242 South of Nelson Lake Item No. 23 Mr. Cutforth requested Council authorization to close a portion of Range Road 242 south of Nelson Lake and north of Highway #53. The current owner wanted to consolidate the statutory road allowance into his property. 048/08 Moved by Councillor Verheire that Administration proceed with closure of a portion of Range Road 242 south of Nelson Lake and north of Highway #53. 049/08 Adjournment Moved by Councillor Beebe, at 3:29 p.m., that the meeting be adjourned. Reeve Chief Administrative Officer