town of milk river · ... village of warner acp grant application – letter of support d) city of...

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1) Call Council Meeting to Order 2) Delegations a) Alberta Health Services – Sean Chilton & Tony Pasich – 5:30-6pm b) RCMP – Rob Zintel – 6 – 6:20pm 3) Additions to the Agenda 4) Minutes of the January 11 th , 2016, Regular Council Meeting 5) Business Arising from Minutes 6) Financial Reports Accounts Payable #20160003 to #20160083 7) Administration Reports a) CAO Report b) PW Foreman Report c) Council Resolution Status d) Capital Project Status 8) Old Business 9) New Business a) Bylaw #991 - Water Conservation Bylaw b) Policy F7.0 – Purchasing and Ordering Policy Discussion c) Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water Treatment Plant – Operational Support (Information) f) Chief Mountain Solid Waste Authority Discussion g) 2015 – 2018 Strategic Plan h) Community Open House Meeting Discussion i) Black Diamond – Site Visit j) Correspondence a. ORRSC Executive Minutes – Nov 2015 10) Councillors Reports (Round Table Discussion) 11) Mayor’s Report 12) In Camera a) FOIPP Section 19 – Personnel – CAO Evaluation 13) Adjournment Town of Milk River Regular Council Meeting Agenda Town Hall Complex February 8 th , 2016 at 5:30 pm

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Page 1: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

1) Call Council Meeting to Order 2) Delegations

a) Alberta Health Services – Sean Chilton & Tony Pasich – 5:30-6pm b) RCMP – Rob Zintel – 6 – 6:20pm

3) Additions to the Agenda 4) Minutes of the January 11th, 2016, Regular Council Meeting 5) Business Arising from Minutes 6) Financial Reports

Accounts Payable #20160003 to #20160083

7) Administration Reports a) CAO Report b) PW Foreman Report c) Council Resolution Status d) Capital Project Status

8) Old Business 9) New Business

a) Bylaw #991 - Water Conservation Bylaw b) Policy F7.0 – Purchasing and Ordering Policy Discussion c) Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water Treatment Plant – Operational Support (Information) f) Chief Mountain Solid Waste Authority Discussion g) 2015 – 2018 Strategic Plan h) Community Open House Meeting Discussion i) Black Diamond – Site Visit j) Correspondence

a. ORRSC Executive Minutes – Nov 2015 10) Councillors Reports (Round Table Discussion) 11) Mayor’s Report

12) In Camera

a) FOIPP Section 19 – Personnel – CAO Evaluation 13) Adjournment

Town of Milk River Regular Council Meeting Agenda

Town Hall Complex February 8th, 2016 at 5:30 pm

Page 2: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

The regular meeting of the council of the Town of Milk River was held in council chambers in the municipal office on Monday, January 11th, 2016, commencing at 5:30 pm.

Attendance Mayor, D. Hawco

Councillor, M. McCanna Councillor, P. Losey Councillor, D. Cody Councillor, S. Liebelt Chief Administrative Officer, R. Leuzinger

Call to Order Mayor Hawco called the meeting to order at 5:30 pm.

Additions to Agenda Res. No. 2016-01-01

MOVED by Councillor Cody that the agenda be approved, as presented.

UNANIMOUSLY CARRIED

Approval of Minutes Res. No. 2016-01-02

MOVED by Councillor Losey that the minutes of the Regular Council Meeting held on December 14, 2015, be approved.

UNANIMOUSLY CARRIED

Accounts Payable Res. No. 2016-01-03 Administration Reports Res. No. 2016-01-04

MOVED by Councillor Liebelt to accept accounts payable #20150903-#20150980, excepting #20150930, #20150935, #20150939, and #20150940. Mayor Hawco abstained from voting on #20150935; Councillor Cody abstained from voting on #20150930; Councillor Liebelt abstained from voting on #20150939; and Councillor McCanna abstained from voting on #20150940.

UNANIMOUSLY CARRIED MOVED by Councillor Cody to accept the Administration reports as information, as presented.

UNANIMOUSLY CARRIED

New Business Bylaw #989 – Water, Wastewater and Garbage Services Res. No. 2016-01-05 Alberta Community Partnership

MOVED by Councillor Liebelt to amend Schedule A of Bylaw #989 – Water, Wastewater and Garbage Services to include a base water rate for out of town water users of double the in Town base rate.

UNANIMOUSLY CARRIED MOVED by Councillor McCanna apply for the Alberta Community Partnership grant to fund a new garbage truck, garbage bins and work in

TOWN OF MILK RIVER

REGULAR COUNCIL MEETING MINUTES January 11, 2016

Page 3: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

REGULAR MEETING MINUTES Monday, January 11th, 2015

PAGE 2 Res. No. 2016-01-06

conjunction with the Village of Coutts and Warner to establish a regional composting solution.

UNANIMOUSLY CARRIED

Councillor Reports

Councillor McCanna Doctor Recruitment Committee

Councillor Liebelt

MPC Meeting

Councillor Losey Centennial Meeting Ridge Country Housing Meeting

Councillor Cody

Reports included in the Council agenda package.

Mayor’s Report

Mayor Hawco reported on the following: Mayors & Reeves meeting Discussions with MLA Grant Hunter about our situation with water

shortages AHS Meeting at Hospital

In Camera Session Res. No. 2016-01-07 Res. No. 2016-01-08

MOVED by Councillor Losey to go in camera at 6:38pm, as per section #24 of FOIPP.

UNANIMOUSLY CARRIED

MOVED by Councillor McCanna to come out of the in camera session at 6:55pm.

UNANIMOUSLY CARRIED

Adjournment Res. No. 2016-01-09

MOVED by Councillor Cody to adjourn the meeting at 6:56pm.

UNANIMOUSLY CARRIED These minutes approved this 8th day of February, 2016.

________________________________ Mayor – David Hawco

________________________________

CAO – Ryan Leuzinger

Page 4: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

11:06:23AM

TOWN OF MILK RIVER

2016-Feb-3Cheque Listing For Council

Page 1 of 4

Cheque #

Cheque

Date Vendor Name Invoice # Invoice Description

Invoice

Amount

Cheque

Amount

20160003 2016-01-11 A.A.M.D.C. PAYMENT 2,258.05013311317 TIRES FOR F250,UNIT 11 1,141.48 314952 2016 ANIMAL TAGS 447.30 40101773 FILE FOLDERS 16.79 40103129 FILE STORAGE BOXES 108.11 40130806 RETURN LEGAL PAPER (460.75)40157198 OFFICE SUPPLIES 391.67 40207490 TONER CARTRIDGE 25.50 40233643 TONER 119.35 40276229 FAX TONER 206.06 P39545 BRAKE PAD, ROTORS-UNIT 11 262.54

20160004 2016-01-11 ALBERTA ONE-CALL CORPORATION PAYMENT 34.65121490 DECEMBER NOTIFICATIONS 34.65

20160005 2016-01-11 AMSC INSURANCE SERVICES LTD. PAYMENT 3,390.52201601 JANUARY BENEFITS 3,390.52

20160006 2016-01-11 BENCHMARK ASSESSMENT CONSULT. PAYMENT 1,139.6015242 JANUARY ASSESSEMENT FEE 1,139.60

20160007 2016-01-11 CANADIAN BADLANDS LTD. PAYMENT 421.722016-1034 2016 ANNUAL LEVY 421.72

20160008 2016-01-11 CONSOLIDATED COMPRESSOR CO. LTD. PAYMENT 49,153.1335342 DOOSAN DIESEL AIR COMPRESSOR-DEPOSIT 49,153.13

20160009 2016-01-11 GOLDSMITH, R. PAUL PAYMENT 300.008 2016 CLOTHING EXP ALLOWANCE 300.00

20160010 2016-01-11 GOVERNMENT OF ALBERTA PAYMENT 50.003985145 LICENSE OF OCCUPATION-GOLF COURSE 50.00

20160011 2016-01-11 LEUZINGER, RYAN SCOTT PAYMENT 900.0038 DECEMBER RRSP CONTRIBUTION 900.00

20160012 2016-01-11 MCCULLOCH & SONS LTD. PAYMENT 551.25151125 DELIVER RECYCLE TRAILER NOV 25-DEC 23 551.25

20160013 2016-01-11 MILK RIVER & DISTRICT SWIMMING PAYMENT 1,635.0010 DONATIONS FOR POOL SOCIETY 1,635.00

20160014 2016-01-11 MILK RIVER CABLE CLUB PAYMENT 158.7522937 JANUARY INTERNET/CABLE 158.75

20160015 2016-01-11 MILK RIVER CURLING CLUB PAYMENT 500.0030 DONATION FOR CURLING CLUB 500.00

20160016 2016-01-11 MILK RIVER FIREFIGHTERS SOCIETY PAYMENT 150.0020 DONATION FOR FIRE SOCIETY 150.00

20160017 2016-01-11 MILK RIVER HOME HARDWARE PAYMENT 3,647.792412711 CHRISTMAS DECORATIONS 116.51 2412980 CHRISTMAS CARDS 5.24 2412985 BROWN RUBBER BASE-SHOP 312.90 2412996 FURNACE FILTERS 10.49 2413061 FLOORING-SHOP 2,788.80 2413196 RETURN ROPE STARTER (5.24)2413478 COPPER CUTTER 65.08 2413672 PAINT & PAINT SUPPLIES 404.42 2413673 RETURN LED DECORATIONS (50.41)

20160018 2016-01-11 MUNICIPAL INFORMATION SYSTEMS PAYMENT 1,322.2820151660 JANUARY 2016 SUPPORT 797.28 20151743 FIX DEC PAYROLL REVERSAL PROBLEM 525.00

20160019 2016-01-11 NEOPOST CANADA LTD. PAYMENT 2,000.00201601 POSTAGE FOR POSTAGE METER 2,000.00

20160020 2016-01-11 OLDMAN RIVER REGIONAL PAYMENT 1,220.25

Page 5: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

11:06:23AM

TOWN OF MILK RIVER

2016-Feb-3Cheque Listing For Council

Page 2 of 4

Cheque #

Cheque

Date Vendor Name Invoice # Invoice Description

Invoice

Amount

Cheque

Amount

20160020 2016-01-11 OLDMAN RIVER REGIONAL 7563 JAN 1-MAR 31/16 PLANNING SERVICES 1,220.25 1,220.25

20160021 2016-01-11 QUAD MUNICIPALITY PHYSICIAN PAYMENT 100.007 DONATION FOR DOCTOR RECRUITMENT 100.00

20160022 2016-01-11 RECEIVER GENERAL FOR CANADA PAYMENT 591.51201514 DECEMBER REMITTANCE ADJUSTMENT 591.51

20160023 2016-01-11 RIDGE AUTO PARTS LTD. PAYMENT 412.66605865 NOZZLE KIT 22.56 605931 PRINTER/FAX MACHINE FOR FIREHALL 175.64 605970 OIL, OIL FILTERS 166.96 606123 RV ANTIFREEZE-FOR TOWN PUMPER 24.28 606496 OIL FILTERS, PULL STARTER ROPE 23.22

20160024 2016-01-11 RIVERSIDE MARKET 2009 PAYMENT 9.88901349 SNACKS FOR STAFF MEETING 9.88

20160025 2016-01-11 TRUCK/RV/CAR/WASH PAYMENT 41.75334 VEHICLE WASHES 41.75

20160026 2016-01-11 UFA CO-OPERATIVE LIMITED PAYMENT 2,034.30110238220 FUEL 2,034.30

20160027 2016-01-11 WESTERN CANADA WELDING PROD. PAYMENT 289.86895638 2016 LEASE-OXYGEN, ACETYLENE 289.86

20160035 2016-01-20 AMSC INSURANCE SERVICES LTD. PAYMENT 78.18HSDEC2015-1 HEALTH SPENDING ACCOUNT 78.18

20160036 2016-01-20 BELIVEAU, SAMUEL PAYMENT 40.0025 DRIVERS LICENSE Q TESTING, UPDATE 40.00

20160037 2016-01-20 D. C. SWANSON COMPUTING PAYMENT 504.006292 VIRUS REMOVAL-ESTHERS COMPUTER 220.50 6293 EXTERNAL HARD DRIVE-FOR SERVER BACKUPS 283.50

20160038 2016-01-20 D. HALL CONTRACTING LTD. PAYMENT 26,775.00365 SIDEWALK REPLACEMENTS, HANDICAP RAMPS 26,775.00

20160039 2016-01-20 GREEN LINK PAYMENT 2,940.00815 ENZYMES FOR SEWER LIFT STN 2,940.00

20160040 2016-01-20 HACH SALES & SERVICE CANADA LTD. PAYMENT 3,183.03113527 ANNUAL MAINTENACE ON HACH SYSTEM 3,183.03

20160041 2016-01-20 HACKE, CHELEEN PAYMENT 100.0013 MPC MEETING 2015 50.00 14 MPC MEETING JAN 5/16 50.00

20160042 2016-01-20 KAIZEN LAB INC PAYMENT 1,550.060016893 BIANNUAL WATER ANALYSIS 1,550.06

20160043 2016-01-20 KALLIO, LES PAYMENT 150.00183 RELOCATE LIGHT SWITCH-COUNCIL CHAMBERS 150.00

20160044 2016-01-20 KOST FIRE EQUIPMENT LTD. PAYMENT 767.18410047290 ANNUAL P.W. FIRE EXTINGUISHER MAINT 470.27 410047291 ANNUAL EXTINGUISHER INSPECT-TOWN HALL 296.91

20160045 2016-01-20 LEUZINGER, RYAN SCOTT PAYMENT 64.6639 MILEAGE-RIDGE REGIONAL PUBLIC SAFETY MTG 64.66

20160046 2016-01-20 LOSEY, PEGGY PAYMENT 200.004 ECONOMIC DEV MTGS, SEPT 16&30 200.00

20160047 2016-01-20 MILK RIVER CURLING CLUB PAYMENT 2,000.0031 DONATION FROM MR SENIORS SOCIETY 2,000.00

20160048 2016-01-20 MUNICIPAL INFORMATION SYSTEMS PAYMENT 797.2820151827 FEBRUARY 2016 SUPPORT 797.28

20160049 2016-01-20 PROGRESSIVE WASTE SOLUTIONS CANADA INC. PAYMENT 16.07

Page 6: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

11:06:23AM

TOWN OF MILK RIVER

2016-Feb-3Cheque Listing For Council

Page 3 of 4

Cheque #

Cheque

Date Vendor Name Invoice # Invoice Description

Invoice

Amount

Cheque

Amount

20160049 2016-01-20 PROGRESSIVE WASTE SOLUTIONS CANADA INC. 639-0000378237 PLASTIC RECYCLING 16.07 16.07

20160050 2016-01-20 REITER COMPUTER ASSOCIATES PAYMENT 52.5036951 COMPUTER SERVICE CAO COMP-ON-SITE 52.50

20160051 2016-01-20 RIDGE WATER SERVICES COMMISSION PAYMENT 740.80137 2015 TRAVEL COSTS 740.80

20160052 2016-01-20 SCHAMBER, WILLIAM PAYMENT 100.0038 MPC MEETING 2015 50.00 39 MPC MEETING-JAN 5/16 50.00

20160053 2016-01-20 SOUTHWEST DESIGN & CONSTRUCTION PAYMENT 11,835.6013561 FIREHALL DOWNSPOUTS, EXTENSIONS TO TRENCH DRAINS 11,835.60

20160054 2016-01-20 TOWN OF RAYMOND PAYMENT 824.7520150482 ADMIN CONTRACT 824.75

20160055 2016-01-20 VORNBROCK, NORMAN PAYMENT 100.0077 MPC MEETING 2015 50.00 78 MPC MEETING JAN 5/16 50.00

20160070 2016-01-29 AMSC INSURANCE SERVICES LTD. PAYMENT 3,396.51201602 FEBRUARY BENEFITS 3,396.51

20160071 2016-01-29 ATB FINANCIAL ACCOUNTS PAYABLE PAYMENT 604.94201601 JANUARY RRSP CONTRIBUTIONS 604.94

20160072 2016-01-29 ATB FINANCIAL MASTER CARD PAYMENT 3,777.99501 STAPLES-FAX MACHINE 141.45 502 SANDSTONE-STAFF CHRISTMAS MEAL 168.07 503 SANDSTONE-MEAL-WATERBREAK 34.00 504 SANDSTONE-COUNCIL SUPPER 69.80 505 DC SWANSON COMP-2 HP DESTOP COMPUTERS 2,319.24 506 ADOBE-COUNCIL AGENDAS 29.62 507 ANNUAL FEE 35.00 508 SANDSTONE-COUNCIL MEAL 72.26 509 BROWNLEE LLP-TRAINING-R LEUZINGER 125.00 510 LGAA-2016 LGAA MEMBERSHIP-R LEUZINGER 178.50 511 LGAA-2016 CONFERENCE REG-R LEUZINGER 472.50 512 ADOBE-COUNCIL AGENDAS 30.71 C142884392 CPC-JAN NEWSLETTER 101.84

20160073 2016-01-29 BELIVEAU, SAMUEL PAYMENT 240.4226 JANUARY RRSP CONTRIBUTION 240.42

20160074 2016-01-29 DAVIS, DAKOTA PAYMENT 367.9227 JANUARY RRSP CONTRIBUTION 367.92

20160075 2016-01-29 GOLDSMITH, R. PAUL PAYMENT 367.929 JANUARY RRSP CONTRIBUTION 367.92

20160076 2016-01-29 HACKE, DEREK PAYMENT 480.4294 JANUARY RRSP CONTRIBUTION 480.42

20160077 2016-01-29 LEUZINGER, RYAN SCOTT PAYMENT 912.6040 JANUARY RRSP CONTRIBUTION 912.60

20160078 2016-01-29 MPE ENGINEERING LTD. PAYMENT 5,193.831440-039-00-56 MR TO COUTTS REG WATER SUPPLY-RECORD DRAWINGS 5,193.83

20160079 2016-01-29 RECEIVER GENERAL FOR CANADA PAYMENT 9,136.89201601 JANUARY REMITTANCE 9,136.89

20160080 2016-01-29 RIDGE AUTO PARTS LTD. PAYMENT 726.90606834 CORD REEL-FIRE DEPT 81.90 607020 LIGHTS FOR RESCUE TRUCK 173.01 607232 BATTERIES-GARBAGE TRUCK 542.87 607338 BATTERY CORE DEPOSIT CREDIT (70.88)

20160081 2016-01-29 SOCIETY OF LOCAL GOV'T MANAGERS OF ALBERTA PAYMENT 320.00

Page 7: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

11:06:23AM

TOWN OF MILK RIVER

2016-Feb-3Cheque Listing For Council

Page 4 of 4

Cheque #

Cheque

Date Vendor Name Invoice # Invoice Description

Invoice

Amount

Cheque

Amount

20160081 2016-01-29 SOCIETY OF LOCAL GOV'T MANAGERS OF ALBERTA 16 R LEUZINGER 2016 PROF. FEES 320.00 320.00

20160082 2016-01-29 THE CYPRESS GROUP PAYMENT 228.74243148 JANUARY COPIES 228.74

20160083 2016-01-29 THE ODD JOB COUPLE PAYMENT 787.50201601 JANUARY JANITORIAL 787.50

*** End of Report ***

Total 151,674.64

Page 8: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

Chief Administrative Officer Report REGULAR COUNCIL MEETING

Monday, February 8th, 2016

Administration & Operations Website Updating Completed the Strategic Plan Met/worked with MPE Engineering

o Sewer Lift-station Renovation Project o Regional Waterline project

Applied for the Canada Summer Jobs grant to help pay for a lifeguard o $3,264 if successful

Water and sewer utility rate changes 2016 Budget Implementation Air compressor purchased and delivered AED Grant approved to supply an AED to the golf course Expected Upcoming Holidays/Days Off September 9, 2016

Upcoming Training/Courses/Conferences Brownlee Law – Emerging Trends – February 11, 2016 LGAA Conference – April 5-8, 2016 Intern Supervisor Orientation – April 14, 2016 SLGM Conference - May 17-20, 2016

Page 9: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

Public Works Foreman Report REGULAR COUNCIL MEETING

January 8th, 2016 General

Bulk Water Station got re-opened on January 19th.

Parks and Rec

Roads The “sander” on the plow truck broke down on January 26th. We are receiving quotes on

replacing the conveyor and bottom plate.

Water & Wastewater We met with Mr. Mel Koehler from the Alberta Government for an Inspection on January

13th. We are reviewing our “Operation Manual” and “Drinking Water Safety Plan”. We are working on our “Annual Water & Wastewater Report” which will be completed

this month.

Waste Management A leak was observed under the Garbage truck. We found oil in the coolant. The vehicle

has been sent to Southland International in Lethbridge for repair on January 26th. We rented a garbage truck from Drain Master in Lethbridge.

Education & Training

Samuel Beliveau and Dakota Davis attended First Aid course in Warner on January 27th & 28th.

Parcon and Cummins offered training on our new generator at the Sewage Lift Station to all of Public Works staff on January 29th.

Paul Goldsmith is studying for “Pesticide Applicator Certification” course. Projected Plans

Building protocols on how we do things Updating maintenance program Promoting continuous education/ Water certification

Respectfully submitted _____________________ Samuel Béliveau – PW Foreman

Page 10: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

2015‐09‐12 Riverside Market ‐ Water Issue Admin Ongoing *looking into options with his plumber

2015‐11‐10 Baseball Diamond Drainage Swale Admin Ongoing *Seeding and finalization to occur in spring

2015‐12‐07‐10 Utility Rates Bylaw Admin Completed2015‐12‐11‐14 Council Remuneration Bylaw Admin Completed2015‐12‐15 100th Anniversary Letter Admin Completed2015‐12‐16 Operating and Capital Budgets Admin Completed

Letter to MRCC ‐ Donation Admin Completed2015‐12‐17 Staff Xmas Bonus Admin Completed2015‐12‐18 Assessment Review Board Training ‐ Hawco Admin Completed2015‐12‐19 Muniware Contracts Admin Completed2015‐12‐20 MRCC Invoice Write Off Admin Completed2015‐12‐21 Air Compressor Admin Completed

2016‐01‐05 Bylaw #989 Rate amendment Admin Completed2016‐01‐06 ACP Grant Application ‐ Garbage Truck Admin Completed

Council Resolution StatusRegular Meeting ‐ September 2015

Regular Meeting ‐ November 2015

Regular Meeting ‐  December 2015

Regular Meeting ‐  January 2016

Page 11: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

PW Sewer Liftstation Upgrade $840,000 $658,884 NoMajor systems all operational; minor finishing will occur in spring (seeding, etc)

PW School Site Drainage $18,000 $15,373 No Construction began, finish work will occur in spring (90% Complete)

PW Firehall Eavestroughs $10,500 $11,836 YesPW Sidewalk Replacements $70,000 $67,883 Yes

Ec Dev Directional Signage $3,000 $1,900 No 3rd sign to be installed in spring

$941,500 $755,875

Corp Municipal Intern $63,000Corp Office Flag Poles $4,000Dev LUB Update $10,000

Emer Training Exercise $1,000Emer Firehall Backup Generator $35,000Rec Swimming Pool Deck $75,000Rec Ball Diamond Bathrooms $3,000Rec Campground Horseshoe Pits $500PW Air Compressor $187,250 $187,250 YesPW Pickup Truck $35,000PW Garbage Truck $280,000PW Garbage Bins $28,500PW WTP Cistern Crack Repairs $10,000PW Sidewalk Replacements $100,000

Ec Dev 100th Anniversary $10,000Ec Dev Community Beautification Program $10,000Ec Dev Double Sided Flag Replacement $2,500

$854,750 $187,250

PW Airport Paving $875,000PW Booster Station Upgrade (PRL) $500,000PW Airport Lighting $260,000

Deferred Projects

Completed

2015-2016 Capital/Large Operational Budget Progress SheetNotesDept Project Description Actual Cost

Original Budget

2015

2016

Page 12: Town of Milk River · ... Village of Warner ACP Grant Application – Letter of Support d) City of Lethbridge ACP Grant Application – Letter of Support e) Writing on Stone Water

Request for Decision February 8, 2016 Agenda Item: #9a 

 

Bylaw #991 – Water Conservation Bylaw 

Background:  Due to a number of factors including the recent water shortages, Council requested a water conservation bylaw  to be drafted  to ensure  that we are being good  stewards of  the water.   The Bylaw presented includes provisions for situations that arise when normal situations do not occur.  Options (administrative recommendation marked with “x”):  ☒  #1 – Approve first, second, and third reading of Bylaw #991 – Water Conservation Bylaw, as 

presented.  ☐  #2 – Provide administration with further direction with an approach Council would like to take.  Attachments 1. Bylaw #991 – Water Conservation Bylaw 

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1  

BYLAW NO. 991  A  BYLAW  OF  THE  TOWN  OF MILK  RIVER,  IN  THE  PROVINCE  OF  ALBERTA,  TO  PROVIDE  FOR  THE CONSERERVATION OF WATER.  WHEREAS pursuant to the provisions of the Municipal Government Act, Statutes of Alberta, RSA 2000 and amendments thereto, Council may pass a Bylaw for the provision and regulation of a water utility within the Town of Milk River;  WHEREAS Council deems it appropriate to prepare a water conservation bylaw that requires the water be conserved and utilized in an efficient manner with the provisions of this bylaw.  NOW THEREFORE the Council of the Town of Milk River, duly assembled, hereby enacts as follows:  

TITLE  1. This Bylaw may be referred to as the “Water Conservation Bylaw.”  

PURPOSE AND DEFINITIONS  

2. The purpose of this Bylaw is to promote the efficient use of water in the community and reduce water waste.  

3. Each provision of this Bylaw  is  independent of all other provisions and  if any provision  is declared invalid for any reason by a Court of competent jurisdiction, all other provisions of this Bylaw remain valid and enforceable. 

 4. Nothing in this Bylaw relieves a person from complying with any provision of any federal or provincial 

law or regulation, other bylaw or any requirement of any lawful permit, order or license.  

5. In this Bylaw:  a. “Bulk Water Station” means the facility for the sale of potable water on a bulk basis. b. “CAO” means  Chief  Administrative Officer who  is  appointed  to  the  position  and  title  by 

Council and includes any person appointed by the CAO to act as his/her designate. c. “Consumer” means any person or  corporation whose property  is  connected  to  the water 

system or any Lessee or occupant of such property or person who obtains water from any Town owned hydrant or stand pipe.  

d. “Non‐Residential Water  Use” means  a  service  supplied  to  a  premise  principally  used  to conduct  a  profession,  business,  trade,  industry,  occupation  or  employment,  and  includes institutional uses and apartment buildings. 

e. “Peace Officer” means a person employed for the purpose of preserving and maintaining the public peace. 

f. “Residential Water Use” means a  service  supplied  to a premise  that  is used primarily  for domestic purposes including but not limited to single‐family dwellings, multi‐family dwellings, mobile homes, and condominium developments.   

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2  

WATER USE RESTRICTIONS  

6. In  the event,  that  the CAO believes  there may be a shortage of water,  the CAO may  regulate  the distribution  and use of water  from  the Water Treatment Plant  to  all  consumers or  any of  them, including the times of day when the use of water may be allowed or prohibited.  

7. Subject  to  other  sections  of  this  Bylaw,  between April  1st  and October  31st,  no  person may  use municipally supplied water from a hose, pipe, sprinkler, or permanent water irrigation system for the purpose of watering lawns except between the hours of 7:00pm and 9:00am. 

 8. All outdoor water use, including watering lawns, washing cars, sidewalks, pads, exteriors of buildings 

is permitted.  Using the last number of your address (odd or even) determines which days you may water your lawn, according to the following schedule: 

 a. ODD numbered addresses may use water for these purposes on Thursdays and Sundays; b. EVEN numbered addresses may use water for these purposes on Wednesdays and Saturdays.  

9. In the event there is a reason to declare an increase in water conservation level, the CAO may declare such restriction effective immediately. 

 10. Any consumer outside of Town boundaries will be required to implement the same or similar water 

conservation measures as required by the Town residents subject to CAO approval.  

11. The CAO will cause public notice  indicating the  level of water conservation and the date that  level came or will come into effect to be given by any of the following means: 

 a. Website b. Television advertisement c. Circulation of a flyer d. Radio announcement 

 12.  The  Town  retains  the  right  to  create procedures  and/or  regulations  regarding water  restrictions 

pursuant to this Bylaw, enforceable by the Town or a Peace Officer, and are subject to change at the discretion of the CAO from time to time without warning.  

13. The declaration of a water use restriction may apply to the entire Town, specific zones or geographic areas or other specific locations as defined by the CAO.  

14. In the event of an emergency such as, but not limited to, a fire, water line break, water plant critical component  failure,  or  other  critical  component  failure,  etc.  the  Town  may  implement  such conservation measures, as deemed necessary for the duration of the emergency. 

 15. The CAO may enact any of the following  levels of water conservation measures depending on the 

projected or actual severity of the event:    

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a. Level 1 Water Restrictions i. All outdoor water use is discouraged (eg: washing cars, sidewalks, pads, exterior of 

buildings and watering lawns, etc.). ii. Bulk water sales hours of operation are limited, or suspended completely 

 b. Level 2 Water Restrictions 

i. All non‐essential water use is prohibited (eg: washing cars, sidewalks, pads, exterior of buildings and watering lawns, etc). 

ii. Bulk water sales are prohibited.  iii. All non‐residential users of water will be requested to reduce hours of operation to 

contribute to the conservation of water.  

c. Level 3 Water Restrictions i.  All non‐essential water use is prohibited (eg: washing cars, sidewalks, pads, exterior 

of buildings and watering lawns, etc). ii. Bulk water sales are prohibited. iii. All  non‐residential  users  or  water  will  be  required  to  reduce  or  cease  hours  of 

operation.  

EXEMPTIONS  16. The following circumstances are exempt from the restrictions noted under Section 4 of this Bylaw: 

 a. Watering  of  flower  beds,  gardens,  shrubs  and  trees  by  watering  can  or  hose  nozzle  is 

permitted at any time; b. Watering by drip irrigation is permitted at any time; c. Sprinklers and  like water toys may be used for recreational purposes as  long as people are 

present and using the sprinkler for a recreational use. d. Newly laid sod and seeding lawns may be watered in any manner until the first cut only, or as 

would be deemed reasonable by a Peace Officer.  

17. At  any  time,  a written  request may be made  to  the CAO  requesting  an  exemption  to  the water restriction  in  place.  Exemptions  will  only  be made  for  extraordinary/emergency  situations.  The request must include: 

a. Location of request b. Reason for waiver c. Duration of requested waiver 

 OFFENCE 

 18. Any person who contravenes this Bylaw is guilty of an offence. 

 19. Every day during which a contravention continues is deemed to be a separate offence. 

 

FINES, PENALTIES AND ENFORCEMENT  

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20. Any employee of  the Town may enter upon any parcel of  land,  suspected of violating water use restrictions, and require the occupant of the such parcel to discontinue such non‐compliance or, if the occupant is not available, the employee may turn off the source of such non‐compliance.  

21. In the event that the employee is not able to shut off the source of the non‐compliance, the supply of water  to  any  parcel may  be  temporarily  discontinued,  and  the  owner  shall  be  liable  to  pay  a reconnection fee in addition to the fine that may be applied. 

 22. In addition to fines and penalties, which may be issued under this Bylaw, the Town may seek an Order 

of Court granting an injunction or any other order necessary to enforce compliance.  The Town will seek full recovery of such legal costs either through the court system or by placing the cost of such action on the person(s) or corporation’s tax or utility account.    

23. Any person who commits an offence under this Bylaw is liable to pay fines for each contravention of any provision of this Bylaw: 

i. 1st Offence: $100 ii. 2nd Offence: $250 iii. 3rd and subsequent offences: $500 

 This Bylaw comes into force on the day it is finally passed.  Received First Reading this 8th day of February, 2016. Received Second Reading this 8th day of February, 2016. Received Third and Final Reading this ?? day of ??, 2016.  Signed by the Mayor and the Chief Administrative Officer this ?? day of ????, 2016.    _________________      _________________ Mayor          Chief Administrative Officer David Hawco        Ryan Leuzinger 

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Request for Decision February 8, 2016 Agenda Item: #9b 

 

Policy F7.0 – Purchasing and Ordering Policy 

Background:  At a previous Council meeting, Council requested the purchasing policy to be brought forward for review.  The attached existing policy is utilized for purchases that are approved within the annual operational and capital purchases  Options (administrative recommendation marked with “x”):  ☒  #1 – Provide administration with further direction with an approach Council would like to take.  Attachments 1. Policy F7.0 – Purchasing and Ordering Policy 

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TOWN OF MILK RIVER

POLICY AND PROCEDURE MANUAL

SECTION:

PURCHASING

POLICY:

PURCHASING AND ORDERING

POLICY NUMBER:

F7.0

Approved by Council: May 10, 2010

AMENDED:

PURPOSE To establish a policy providing for the guidelines for purchasing and ordering for all Town departments and committees. DEFINITIONS 1. TOWN shall mean the Town of Milk River in the Province of Alberta POLICY The Town of Milk River recognizes it has a responsibility to provide guidelines and processes for the purchasing and ordering of goods and services required for the operations and capital requirements of the municipality which includes all departments and committees within the annual Operating and Capital Budget of the Town as approved by the Council. The Town will manage its purchasing and ordering in a manner that: Ensures Council has established the funding priorities for operating and capital

purposes within the annual budget as duly adopted by the Council of the Town. Ensures a purchase order system is established by the CAO for the purchase

of all goods and services required as authorized by the budget. Establishes the procedures for Council to use to authorize and verify

expenditures not included in the budget; and for emergency purposes or any contract overruns.

Provides for the authority of employees for P.O. issuance.

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Request for Decision February 8, 2016 Agenda Item: #9c 

 

Alberta Community Partnership Grant – Village of Warner Support 

Background:  The provincial government has released the new Alberta Community Partnership grant that will provide funding to municipalities who work in partnerships to provide a higher level of service to the residents. The Village of Warner, in conjunction with the Ridge Water Commission, has submitted an application to assist with regional water treatment operations and capital purchases at the Raymond Water Treatment Plant.  The Village of Warner has asked us for a letter of support for this project.  Options (administrative recommendation marked with “x”):  ☒  #1 – Approve a letter of support to the Village of Warner for their application for the ACP grant 

for funding water treatment operations staff and installing UV oxidation, as presented.  ☐  #2 – Provide administration with further direction with an approach Council would like to take.  Attachments 1) Warner ACP Grant Applicaiton 

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Request for Decision February 8, 2016 Agenda Item: #9d 

 

Alberta Community Partnership Grant – City of Lethbridge Support 

Background:  The provincial government has released the new Alberta Community Partnership grant that will provide funding to municipalities who work in partnerships to provide a higher level of service to the residents. The City of  Lethbridge has  submitted  an  application  to  assist with developing  a  Fire  and  Emergency Services Dispatch Integration project.  The City of Lethbridge has asked us for a letter of support for this project.  Options (administrative recommendation marked with “x”):  ☒  #1 – Approve a letter of support to City of Lethbridge for their application for the ACP grant for 

funding a regional fire and emergency services dispatch, as presented.  ☐  #2 – Provide administration with further direction with an approach Council would like to take.  Attachments 1) Lethbridge ACP Grant Application 

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Request for Decision February 8, 2016 Agenda Item: #9g 

 

Strategic Plan 2015‐2018 

Background:  As presented at the last Council meeting, the Strategic Plan has been presented to Council and a few minor grammar edits took place and is ready for approval.  Options (administrative recommendation marked with “x”):  ☒  #1 – Approve the Strategic Plan 2015‐2018, as presented.  ☐  #2 – Provide administration with further direction with an approach Council would like to take.  Attachments 1. Strategic Plan 2015‐2018 

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TOWN OF MILK RIVER

STRATEGIC PLAN 2015-2018

“the future is not something we enter; its something we create”

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STRATEGIC PLAN 2015-2018

Overview Throughout 2015, Council and members of administration were involved in a number of strategic planning meetings with the Milk River Economic Development Committee and two members form the Province of Alberta - Innovation and Advanced Education. In conjunction with the Province of Alberta, as a part of a pilot project named Forward Focus, the Province assisted the Town with the strategic planning process. Throughout this process, the Town reviewed previous plans, growth projections, the 2015 Census and a significant amount of data from the Province. As a result of the efforts of all involved, a number of ideas, initiatives and goals have been brought forward that will help guide what Milk River will look like well into the future. A strategic direction has been set and will be set out within this Strategic Plan. Council is committed to setting a clear strategic direction through progressive leadership and long term planning, ensuring the success of this plan moving forward. It is extremely important to recognize the residents of Milk River as being innovative, hardworking, creative and community minded. All of these attributes are examples of what makes Milk River so attractive. Milk River has a distinct competitive advantage with the location of the Town being situated on the CANAMEX highway, closely to a major Canada – USA border crossing, the City of Lethbridge, and Writing-On-Stone Provincial Park. With this advantage, Milk River is ideally positioned to: “Thrive with value added agriculture, tourism, and being able to offer

a full multitude of services for residents and travelers alike;”

“Provide high quality education and health services and a variety of recreational opportunities for all ages;” and

“Be recognized as a highly desirable community in which to live and play, with extremely friendly and welcoming residents.”

KEY

PARTICIPANTS

Town Council David Hawco

Margaret McCanna Peggy Losey

Suzanna Liebelt Donald Cody

Administration

Ryan Leuzinger

Milk River Economic Development Committee

Verna Taylor Norm Vornbrock

Brian Young Dennis Littau Mike Malenka

Government of Alberta -

Innovation and Advanced Education

Linda Erickson Selena McLean-Moore

Southgrow

Pete Lovering Gayna Welsh

Contact

Information

Mayor

David Hawco [email protected]

Councillors Donald Cody

[email protected]

Suzanne Liebelt

[email protected]

Peggy Losey [email protected]

Margaret McCanna [email protected]

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PILLARS OF SUCCESS

Council examined the key aspects that define a successful community and came up with the

following diagram to highlight the importance of high quality infrastructure, progressive

leadership through good governance, and ensuring the dynamics of a healthy community.

Success will be reviewed annually and may be amended, by Council, periodically to meet the

needs of the community.

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INFRASTRUCTURE Council is committed to managing, investing, and planning safe infrastructure that contributes to the high quality of life of all residents, as well as the ability to grow and attract new business opportunities well into the future. Actions Short and long term infrastructure maintenance programs are in place and followed Ensure plans are up to date and utilized to help plan into the future Ensure cost effective and innovative solutions to infrastructure repair and maintenance Ensure the core infrastructure is in place and maintained to enable economic and

commercial development within the community Short Term Success Indicators Main Street Water Main Replacement Fire hydrant and valve exercising program Essential infrastructure services continue to adhere to legislation Long Term Success Indicators Underground infrastructure replacement program Asphalt resurfacing program Sidewalk repair and replacement program Adequate infrastructure enables the attraction and retention of a variety of businesses and

industry Alternative energy options are actively pursued to assist with reducing operating costs of

Town owned facilities

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GOVERNANCE

Council is committed to being progressive leaders that will provide strong governance where fiscal responsibility and strong-intergovernmental relationships are encouraged. Actions We effectively leverage our market and locale strengths to maximize economic and tourism

development We actively participate and enable regional & intergovernmental partnerships and

relationships Promote Milk River as a Town that is business-friendly and open for business & investment Seek innovative ways to conduct business to ensure the affordability of taxes Short Term Success Indicators Water and Sewer Rate Review and implementation to ensure an equitable fee system Continue to participate and promote regional partnerships to provide services Continue to introduce and enhance online services to increase customer service Council and administration continue to work under a strong team model 3-year budgeting is implemented Grant funding opportunities are explored and secured Long Term Success Indicators Innovative partnerships that yield long lasting mutual benefits Continued stabilized tax rates and the ability to continue to save for the future Sustained population increase over the long term Ensure the Town services that are provided are cost effective Active participation by the community with the 2017 General Municipal Election Adequate operating and capital reserves are maintained and increased to meet future

needs

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HEALTHY COMMUNITY

Council is committed to ensuring the Town is a healthy and vibrant community that encourages healthy and active lifestyles. Actions Town initiatives and actions to ensure a clean and attractive community Council supports initiatives that contribute to a sustainable and healthy environment We ensure opportunities to participate in all aspects of the community that foster a sense of

belonging Ensure we are prepared to work with the province if they decide to establish Writing On

Stone Provincial Park as World Heritage Site Short Term Success Indicators Beautification of the community, especially in the downtown core and areas entering Town Walking path development and enhancement Varied and affordable residential development options are in place Baseball Diamond Bathroom upgrade Develop a plan to tell the “Milk River” story Long Term Success Indicators Commercial development opportunities are realized Plans are in place to either replace the swimming pool or ensure the long term viability of

the existing pool Additional businesses are developed within Town as a result of economic development

actions by the Town Beautification of the community, with property owners taking pride in their own property Tourism development in conjunction with Writing On Stone and local businesses

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ADDITIONAL OPPORTUNITES

Council is aware that a number of important projects are beyond the scope of this plan; however, as additional grant and funding opportunities arise and change, the following projects and initiatives are under consideration: Improvements at the airport:

o Lighting upgrades o Runway re-paving o Runway extension

Development of a shooting range Water distribution system booster pump upgrade Residential attraction strategies

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STRATEGIC SUCCESSES (TO NAME A FEW…)

2015 Completion of the Regional Waterline providing treated water to Coutts through the Water for Life

Grant

o $8,290,747 project with $7,356,380 being funded from the Water for Life grant and $934,367

being equally split by the Town of Milk River and the Village of Coutts

Milk River portion fully funded by grants

Sewer Liftstation Renovation Project

o $840,000 project, completely funded through grants

Completion of installing a new liner for the swimming pool

Awarded the following grants:

o Alberta Municipal Affairs – Municipal Intern (2016-2017) - $43,000

o Alberta Transportation – Raw Water Pump Station Air Compressor - $166,410

o Canada Summer Jobs – Lifeguarding - $1,632

o Alberta Recycling Management Authority – Recycled tire pool deck - $29,753

Enhanced service delivery through regional partnerships

o Accounting assistance – Town of Raymond

o Peace Officers – Ridge Regional Public Safety Services

o Water Treatment Support – Ridge Water Commission

Population confirmed at 892, a 9.99% population increase since 2011

Town cooperation and assistance to local community groups

o Funding of the curling rink utility costs for 2015 & 2016 curling seasons and a $10,000

donation towards repairs of the brine system

o On-going funding of pumping costs for the golf course irrigation system

For more information, contact us at: Box 270 240 Main Street Milk River, Alberta T0K1M0 TEL: (403) 647-3773 FAX: (403) 647-3772 [email protected] www.milkriver.ca

Copyright © 2016 Town of Milk River

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2015 ORRSC Executive Committee Minutes – Page 35

MINUTES - 7 (2015)

EXECUTIVE COMMITTEE MEETING Thursday, November 12, 2015 at 7:00 p.m.

ORRSC Boardroom (3105 - 16 Avenue North, Lethbridge)

EXECUTIVE COMMITTEE:

Gordon Wolstenholme - Chair Bill Chapman Henry Van Hierden - Vice-Chair David Hawco Don Anderberg Tom Rose Jim Bester STAFF:

Lenze Kuiper – Director Barb Johnson – Executive Secretary

AGENDA:

1. Approval of Agenda – November 12, 2015 ..........................................................................................

2. Approval of Minutes – October 8, 2015 .............................................................................. (attachment)

3. Business Arising from the Minutes

4. New Business (a) Proposed 2016 Budget .................................................................................................. (attachment) (b) Organizational Retreat Update ........................................................................................................ (c) Municipal Compliance SSRP ........................................................................................ (attachment) (d) Assessment Review Board Training ............................................................................. (attachment) (e) Staff Resignation and New Staff ..................................................................................................... (f) Provincial Funding Request Follow-up ............................................................................................ (g) Fee For Service Update ................................................................................................ (attachment)

5. Accounts (a) Office Accounts – September 2015 ............................................................................... (attachment) (b) Financial Statements – January 1 - September 30, 2015 ............................................. (attachment)

6. Director’s Report ...................................................................................................................................

7. Executive Report ...................................................................................................................................

8. Adjournment ..........................................................................................................................................

OLDMAN RIVER REGIONAL SERVICES COMMISSION

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2015 ORRSC Executive Committee Minutes – Page 36

CHAIR GORDON WOLSTENHOLME CALLED THE MEETING TO ORDER AT 6:55 P.M.

1. APPROVAL OF AGENDA

Moved by: David Hawco THAT the Executive Committee approve the agenda, as presented. CARRIED

2. APPROVAL OF MINUTES

Moved by: Henry Van Hierden THAT the Executive Committee approve the minutes of October 8, 2015, as presented. CARRIED

3. BUSINESS ARISING FROM THE MINUTES

• None.

4. NEW BUSINESS

(a) Proposed 2016 Budget

• Revisions discussed at the last Executive Committee meeting have been incorporated into the Proposed 2016 Budget. Highlights include:

REVENUE: o Membership Fees – $850,000 o GIS Member Fees – $504,798 o Regional Assessment Review Board – $5,000 (new) o Fee for Service (member) – $300,000 o Subdivision Approval Fees – $305,000 o STEP Program Grant Revenue – $10,000 (new) o Total Revenue – $2,036,798

EXPENSES: o Permanent Employees – $1,450,000 (includes 2% salary adjustment) o Temporary Employees – $20,000 o Transfer to Operating Reserve – $25,000 o Transfer to Capital Reserve – $25,000 o Equipment & Furniture Purchases – $25,000 (vehicle) o Total Expense – $2,030,100

NET INCOME: $6,698

Moved by: Tom Rose THAT the Executive Committee approve the Proposed 2016 Budget and refer it to the Board of Directors for ratification at their meeting on December 3, 2015. CARRIED

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2015 ORRSC Executive Committee Minutes – Page 37

(b) Organizational Retreat Update

• The Director contacted Municipal Affairs regarding a possible retreat facilitator and is waiting to hear back on cost and available dates in 2016. Organizational retreat expenses will come out of existing staff and members conference budgets, rather than budgeted separately.

(c) Municipal Compliance SSRP

• The Land Use Secretariat’s Frequently Asked Questions About Municipal Compliance with Regional Plans and the Alberta Land Stewardship Act (ALSA) was included in the agenda and contains important information for municipalities. This document will also be circulated to all ORRSC Board Members and discussed at the December 3, 2015 Board of Directors’ Meeting.

• ORRSC staff are intensifying plans to ensure our municipalities’ planning documents comply with the legislation by the September 1, 2019 deadline.

Moved by: Jim Bester THAT the Executive Committee accept the Municipal Compliance SSRP, as information. CARRIED

(d) Assessment Review Board Training

• Twenty-five municipalities have contracted ORRSC to provide Regional Assessment Review Board (RARB) services for tax appeals. ORRSC organizes the appeals and provides the Clerk for all RARB hearings and Board Members are chosen from a pool of trained individuals from participating municipalities. Currently this pool is down to three members and more qualified Board members are needed to accommodate hearings throughout our region.

• Each participating municipality is encouraged to have at least one certified Board Member. Recertification for Board Members and Clerks must be completed every 3 years. The Municipal Government Board (MGB) is offering New Member and Member Refresher courses in 2016 in various locations in the province. The following courses will be held in Lethbridge in the ORRSC Conference Room:

March 7-10, 2016 New ARB Board Member (AL I + POA I)

April 11-12, 2016 Member Refresher

• There is no cost to register and the courses will run from 8:30 am - 4:00 pm for all dates listed. The link for online registration is:

http://www.municipalaffairs.alberta.ca/online-event-registration

Moved by: Henry Van Hierden THAT the Executive Committee accept the Assessment Review Board Training schedule, as information. CARRIED

(e) Staff Resignation and New Staff

• Planner Spencer Croil has accepted a position at the Town of Coaldale but will be staying on staff until mid January to help transition current projects.

• Jennifer Maxwell has been hired as the Subdivision Technician, replacing Gail Kirkman who is retiring at the end of the year.

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2015 ORRSC Executive Committee Minutes – Page 38

Moved by: Don Anderberg THAT the Executive Committee accept the Staff Resignation and New Staff discussion, as information. CARRIED

(f) Provincial Funding Request Follow-Up

• Parkland Community Planning Services has been following up with provincial government representatives on annual funding for regional planning organizations. There is still no word on a decision, but the grant outline will have to be finalized by the end of the calendar year and we will be notified as soon as they hear anything.

Moved by: Bill Chapman THAT the Executive Committee accept the Provincial Funding Request Follow-Up, as information. CARRIED

(g) Fee For Service Update

• The Rural Intermunicipal Development Plan Project is nearing completion and the final $83,000 is still outstanding. Most of the projects are ongoing and will be carried over to next year.

Moved by: David Hawco THAT the Executive Committee accept the Fee For Service Update, as information. CARRIED

5. ACCOUNTS

(a) Office Accounts – September 2015 5150 Staff Mileage ........................................... M. Burla ............................................. $ 335.00 5150 Staff Mileage ........................................... M. Burla ............................................. 160.00 5150 Staff Mileage ........................................... S. Johnson ........................................ 72.50 5151 Vehicle Gas & Maintenance .................... S. Johnson ........................................ 88.97 5320 General Office Supplies .......................... S. Johnson ........................................ 51.85 5530 Coffee & Supplies ................................... S. Johnson ........................................ 83.32 5536 Rural IMDP Grant ................................... S. Johnson ........................................ 20.18 5151 Vehicle Gas & Maintenance .................... Imperial Oil ........................................ 316.41 5170 Staff Conference & Area ......................... APPI .................................................. 100.00 5280 Janitorial Services ................................... Madison Ave Business Services ....... 475.00 5285 Building Maintenance .............................. Garrison Draper ................................ 350.00 5310 Telephone ............................................... Bell Mobility ....................................... 890.90 5310 Telephone ............................................... Yellow Pages .................................... 29.34 5320 General Office Supplies .......................... Desjardin Card Services ................... 50.00 5320 General Office Supplies .......................... Pitney Works ..................................... 69.50 5320 General Office Supplies .......................... Desjardin Card Services ................... 36.74 5380 Printing & Printing Supplies ..................... Desjardin Card Services ................... 240.84 5330 Dues & Subscriptions .............................. Macleod Gazette ............................... 50.00 5380 Printing & Printing Supplies ..................... Lethbridge Mobile Shredding ............ 22.00 5390 Graphic & Drafting Supplies .................... Continental Imaging Products ........... 896.52 5390 Graphic & Drafting Supplies .................... Continental Imaging Products ........... 1,132.37 5430 Aerial Photos & Maps .............................. M.D. of Pincher Creek ...................... 100.00

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2015 ORRSC Executive Committee Minutes – Page 39

5430 Aerial Photos & Maps .............................. Lethbridge County ............................. 250.00 5440 Land Titles Office .................................... Minister of Finance ............................ 344.00 5536 Rural IMDP Grant ................................... Village of Glenwood .......................... 50.00 5570 Equipment Repairs & Maintenance ......... Xerox Canada ................................... 840.22 5580 Equipment & Furniture Rental ................. Xerox Canada ................................... 905.84 5580 Equipment & Furniture Rental ................. Pitney Bowes .................................... 297.13 1160 GST Receivable ...................................... GST Receivable ................................ 215.91

TOTAL $8,474.54

Moved by: Don Anderberg THAT the Executive Committee approve the Office Accounts of September 2015 ($8,474.54), as presented. CARRIED

(b) Financial Statements – January 1 - September 30, 2015

• Committee members suggested that the “Difference” column on the Comparative Income Statement be changed to, or a new column added showing, “Projection to Year End” (over, under or on budget) which would allow them to ask questions and make adjustments throughout the year.

Moved by: Tom Rose THAT the Executive Committee approve the unaudited Financial Statements for January 1 - September 30, 2015, as presented. CARRIED

6. DIRECTOR’S Report

• The Director reported on his activities since the last Executive Committee meeting.

7. EXECUTIVE REPORT

• Committee members reported on various projects and activities in their respective municipalities.

8. ADJOURNMENT

Moved by: David Hawco THAT we adjourn the regular meeting of the Executive Committee of the Oldman River Regional Services Commission at 8:25 p.m. until Thursday, December 10, 2015 at 7:00 p.m. CARRIED

/bj CHAIR: _________________________________________