County Administrator: Rhonda King Director of Corporate Services: Louis Genest Executive Assistant: Marilyn Lavoie ABSENT: NONE

Transcription

1 COUNTY OF VERMILION RIVER MINUTES OF TH E POLICY AND PRIORITIES COM MITTEE HELD ON APRIL 30, 2013 AT COUNCIL CHAMBERS f{itscoty ADMINISTRATION BUILDING PRESENT: Reeve: Brent Romanchuk Deputy Reeve: Dave Gamracy Councillors: Glenda Elkow, Murray King, Edward Parke, Daryl Watt County Administrator: Rhonda King Director of Corporate Services: Louis Genest Executive Assistant: Marilyn Lavoie ABSENT: NONE CALL TO ORDER The April 30, 2013 Policy & Priorities Committee Meeting was called to order at 9:00 a.m. with all members in attendance. ADDITIONS TO AGENDA Delegations - May 1, 9:00 a.m. Bruce Klassen Administration - Onion Lake Cree Nation Public Works - Township 522 Administration - Marwayne Disaster Funding Public Works - Backroads ADOPTION OF AGENDA Motion to Approve Agenda Councillor: M King; PP THAT the Co unty of Vermilion River Policy & Priorities Committee approve the agenda for the April 30, 2013 Policy & Priorities Committee Meeting with the following additions: Delegations - May 9:00 a.m. Bruce Klassen Administration - Onion Lake Cree Nation Public Works - Township 522 Administration - Marwayne Disaster Funding Public Works - Backroads DELEGATIONS 9:00 A.M. - HUSKY OIL OPERATIONS LTD. Steve Rempel from Husky Oil Operations Ltd. joined the meeting at 9:03 a.m. and introductions were made. Council reviewed the amended draft agreement to terms of operations South of Marwayne Battery with S. Rempel, noting that the upgrading of Page 1 of 7

2 Township Road 532 from Range Road 20 to Range Road 22 is on a cost sharing basis and this cost sharing will be 100% industry funded. The County of Vermilion River will not contribute financia ll y to the project, but will work with industry to secure road funding agreements. It was agreed that traffic counts will be performed by the County, in conjunction with Husky, to determine cost sharing splits for the road upgrading by industry. S Rempel was asked by Council to come back later today with an updated agreement to include maintenance. Council thanked S Rempel for joining the meeting and he left at 9:59 a.m. The April 30, 2013 Policy & Priorities Committee Meeting recessed for a short break at 10:00 a.m. The April 30, 2013 Policy & Priorities Committee Meeting reconvened at 10:14 a.m. with all members in attendance. PUBLIC WORKS Marwayne Disaster Funding Council asked Administration to obtain information on disaster funding that the Village of Marwayne was granted for flooding, and bring back to Council. Backroads Council asked when back roads will be plowed. The Public Works Superintendent noted they are continuing to open backroads when they can and asked Council to provide them with a list of unopened backroads and they wil l ensure they get looked after. Internal vs. Contract Cost Analysis Administration distributed reports on internal vs. contract cost analysis and discussion was held on equipment moving costs and staffing requirements for inhouse services over contracted services. Moved by D Watt; PP Vermilion River develop a plan with actual costs for the purchase of a truck, low boy trailer, and gravel traveler, in order to proceed with the purchases in Public Works 10 Year Infrastructure Plan 2013 Council reviewed the 2013 Public Works 10 Year Infrastructure Plan. D Watt left the meeting at 11 :35 a.m. and rejoined at 11 :37 a.m. Discussion was held on the threshold that denotes a road project rather than maintenance. Lunch The April 30, 2013 Policy & Priorities Committee Meeting recessed for lunch at 11 :54 a.m. Page 2 of 7

3 The April 30, 2013 Policy & Priorities Committee Meeting reconvened at 12:49 p.m. with all members in attendance. Public Works 2013 Budget Review Council co ntinued to review th e 2013 Public Works 10 Year Infrastructure Plan. The Public Works Operational Budget was revi ewed, noting changes from the budget. Moved by D Watt; PP Vermilion River follow the Local Priorities Service Level and transfer the $48, Budgeted Carry-Forward Balance to the 2013 Winter Maintenance budget. D Gamracy left th e meeting at 1:17 p.m. and rejoined at 1:21 p.m. Moved by D Gamracy; PP Vermilion River approve the 2013 Public Works Infrastructure Plan as presented. Moved by E Parke; PP Vermilion River approve to proceed with Bridge File 140, Bridge File and Bridge File 74610, to be funded by the 2013 Operational Budget. Council discussed pl ans to sustain for future infrastructure, and directed Ad ministration to bring back an updated 10 Year Public Works Infrastructure Plan to reflect the future sustainability. The April 30, 2013 Policy & Priorities Committee Meeting recessed for a short break at 2:1 6 p.m. The April 30, 2013 Policy & Priorities Committee Meeting reconvened at 2:27 p.m. with all members in attendance. FINANCE Water & Sewer Budget Council reviewed the Water & Sewer Infrastructure Plan for each Hamlet. Moved by M King; PP Vermilion River approve the 2013 Water & Sewer Infrastructure Plan for each Hamlet. Council reviewed the Water & Sewer Operational Budget. Page 3 of 7

4 GEN ERAL AD MINISTRATION Onion Lake Cree Nation Discussion was held on the status of the Onion Lake Cree Nation Draft Municipal Services Agreement. Council reviewed the most recent letters that were sent regarding this matter and will wait for replies. DELEGATIONS Apri l 30, 3:00 p.m. - Husky Oil Operations Ltd. Steve Rempel from Husky Oil Operations Ltd. joined the meeting at 3:05 p.m. and distributed a revised draft agreement to terms of operations South of Marwayne Battery for review. Council expressed satisfaction with the revised agreement wording. S Rempel reminded Council that the agreement will need to be signed by of May 3, 2013, so they would appreciate communication from th e County with the concerned stakeholders in a timely manner. Administration will contact the concerned stakeholders immediately following this meeting to relay the County's approval of the agreement wording. S Rempel thanked Council for their cooperation on this matter and he left the meeting at 3:11 p.m. Recess The April 30, 2013 Policy & Priorities Committee Meeting was recessed on April 30, 2013 at 3:12 p.m. and will reconvene on May 1, 2013 at 9:00 a.m. The Apri l 30, 2013 Policy & Priorities Committee Meeting reconvened on May 1, 2013 at 9:01 a.m. with all members in attendance. DELEGATIONS May 1, 9:00 a.m. - Bruce Klassen Bruce Klassen joined the meeting at 9:04 a.m. and introductions were made. B Klassen informed Council that the road leading to their home, Township Road 552 East of Highway 893, requires building, and that as per County Policy it is the landowner's responsibility to build the road to County standards when developing on a backroad. B Klassen agreed to pay the cost for County crews to build the road to County standards, but requested that the project be billed on a payment plan over multiple years. Furthermore, a beaver dam is along Highway 893 and backs up the water onto Township Road 522 and onto his property. B Klassen notified Council that he has not had success in resolving this issue with Carillion. Council stated that the County will contact Carillion directly to remove the beaver dam. Council thanked B Klassen for coming to express hi s concerns and noted that this matter wil l be dealt with on the May 14, 2013 Regular Council Meeting. Council requested the Public Works Superintendent bring a cost estimate for this project to the May 14, 2013 Regular Council Meeting. B Klassen left the meeting at 9:20 a.m. FINANCE 2013 Final Budget Council reviewed the Administration Operational Budget, Police Operational Budget, Fire Operational Budget, Planning & Development Operational Budget, and the Agriculture Service Board Operation Budget for Page 4 of 7

5 D Watt left the meeting at 9:58 a.m. and rejoined at 10:00 a.m. M King left the meeting at 10:00 a.m. and rejoined at 10:02 p.m. The April 30, Po licy & Priorities Committee recessed for a short break on May 1, 2013 at 10:09 a.m. The April 30, 2013 Policy & Priorities Committee reconvened on May '1, at 10:22 a.m. with all members in attendance. Counci l reviewed the Environment Management Operational Budget. Moved by D Gamracy; PP Vermilion River advertise the County's receipt of the W. Garfield Weston Foundation Grant in the local newspapers, as well as the next County Newsletter. Council reviewed the 2013 Operational Budgets for Recreation, Library, and Requisitions. Adm inistration reviewed the Budget vs Budget Summary with Counci l, noting an increase in Municipal Programs and Projects Millrate Review Council reviewed scenarios for Millrates. Lun ch The April 30, 2013 Policy & Priorities Committee Meeting recessed for lunch on May 1,2013 at 11:55 a.m. The April 30, Policy & Priorities Committee Meeting reconvened on May 1, at 12:50 p.m. with all members in attendance Millrate Review Council continued to create and discuss different scenarios for Millrates. o Gamracy left the meeting at 1 :54 p.m. Moved by E Parke; PP Vermilion River allocate the reserve generated from the Public Works Project Reserve to cover projected road project deficit. Moved by G Elkow; PP Vermilion River draft a Bylaw to include Multi-Lot Country Residential to split assessment for class 1 (residential). Page 5 of 7

6 Moved by D Watt; PP Vermilion River approve the 2013 Operational Budget w ith changes as presented. Moved by G Elkow; PP Vermilion River prepare a bylaw to approve the following Millrates for 2013 : Residential Mult i-lot Country Residential Farm Non-Residential Blackfoot Streamstown Islay Clandonald McLaughlin Rivercourse Tulliby Lake IN CAMERA Motion to Move In-Camera Moved by M King; PP THAT the April 30, 2013 Policy & Priorities Committee Meeting move into an In Camera Session on May 1, 2013 at 2:37 p.m., under FOIP Sec. 17(1). Motion to Revert to Regular Session Moved by E Parke; PP THAT the April 30, 2013 Policy & Priorities Committee Meeting revert back to Regular Session on May 1, 2013 at 2:39 p.m. with all members in attendance. ADJOURNMENT The April 30, 2013 Po licy & Priorities Committee Meeting was adjourned on May 1, at 2:39 p.m. Page 6 of 7

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