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MINUTES OF THE REGULAR MEETING OF COUNCIL HELD IN THE TOWN OF VULCAN COUNCIL CHAMBER ON MONDAY, MARCH 12th, 2012 PRESENT:

Mayor Deputy Mayor Councillor Councillor Councillor Councillor Councillor Chief Administrative Officer Recording Secretary

ABSENT:

Nil

CALL TO ORDER:

Mayor Howard Dirks called the meeting to order at 7:00 p.m.

1.0

-

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson Alcide Cloutier Tracey Cowpar

OPEN SESSION FOR PUBLIC 1.1

Mr. Dave Swan Mr. Dave Swan entered the meeting at 7:00 p.m. Mr. Swan addressed Council to thank them for the support provided to the Kronos Chocolate Factory business that was planning to relocate in Town. Mr. Swan exited the meeting at 7:03 p.m.

1.2

Mr. Gordon McCartney Mr. Gordon McCartney entered the meeting at 7:03 p.m. Mr. McCartney addressed Council in regards to the Town’s plan to charge for raw water. Mr McCartney exited the meeting at 7:08 p.m.

1.3

Mr. Joe Brophy Mr. Joe Brophy entered the meeting at 7:09 p.m. Mr. Brophy addressed Council on his concerns in regards to new business tax incentives. Mr. Brophy exited the meeting at 7:12 p.m.

March 12th, 2012

Regular Council Meeting

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2.0

Delegations Mr. Matt Orr – Street Lighting

2.1

Mr. Matt Orr entered the meeting at 7:12 p.m. Mr. Orr showed two videos to give Council background on the manufacturers of the Street Lights he is proposing for the Town of Vulcan. Mr. Orr exited the meeting at 7:23 p.m. 3.0

Additions to the Agenda Motion No.: 12.86 Moved by Councillor Harold Lewis THAT Consultant Kyle Greene’s Contract be added to the “In Camera” Section of the agenda. In favour Councillor Councillor Councillor Councillor Councillor

-

Paul Taylor Dwayne Hill John Seaman Harold Lewis Judy Sanderson

Against Mayor Councillor

- Howard Dirks - Doug Day

CARRIED Motion No.: 12.87 Moved by Councillor Dwayne Hill THAT the agenda governing this meeting be adopted with the following addition(s): 3.1

Consultant Kyle Greene – Contract as Item 14.1

In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor March 12th, 2012

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson Regular Council Meeting

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CARRIED 4.0

Minutes 4.1

Regular Council Meeting Minutes The Minutes of the Regular Meeting of Council, held in the Town of Vulcan Council Chamber on February 27th, 2012 were presented to Council. Motion No.: 12.88 Moved by Councillor Doug Day THAT the Minutes of the Regular Council Meeting held in the Town of Vulcan Council Chamber on Monday, February 27th, 2012 be approved as presented. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

5.0

Unfinished Business – Nil

6.0

Financial Reports – Nil

7.0

Miscellaneous Correspondence 7.1

The Miscellaneous Correspondence for the period ending March 12th, 2012 was presented to Council for information. Motion No.: 12.89 Moved by Councillor Judy Sanderson THAT Miscellaneous Correspondence for the period ending March 12th, 2012 be received for information.

March 12th, 2012

Regular Council Meeting

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In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

8.0

Board and Committee Reports 8.1

Presentation of Minutes/verbal reports on various Boards/Committees in which Town Council has an interest. Motion No.: 12.90 Moved by Councillor Judy Sanderson THAT the Minutes/Reports of Town represented Boards/Committees as listed below and presented at the March 12th, 2012 Council Meeting be received for information:   

Vulcan & District Chamber of Commerce Meeting Minutes – February 9, 2012 Vulcan & District Chamber of Commerce Meeting Agenda – March 8, 2012 Administration and Finance Committee Meeting Minutes – March 7, 2012

 Councillor Judy Sanderson verbal report: o Vulcan Brand Innovation Team Meeting o Tourism Society Meeting  Councillor Paul Taylor verbal report: o Oldman River Regional Services Commission Meeting o Vulcan Business Development Society Meeting

March 12th, 2012

Councillor Dwayne Hill verbal report: o Southern Alberta Energy from Waste Alliance Meeting

Councillor Doug Day verbal report: o Tourism Society Meeting

Regular Council Meeting

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Councillor Harold Lewis verbal report: o o

Mayor Howard Dirks verbal report: o o

In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Vulcan Business Development Society Meeting Southern Alberta Energy from Waste Alliance Meeting

SouthGrow Meeting – Water Resources Alberta Transportation – Speed Zones within Town limits Against

-

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

9.0

Bylaws 9.1

Animal (Cat) Control Proposed Bylaw Amendment Motion No.: 12.91 Moved by Councillor John Seaman THAT the comments collected on the Animal (Cat) Control Proposed Bylaw Amendment be received for information. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

March 12th, 2012

Regular Council Meeting

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10.0

New Business 10.1

Vulcan Brand Innovation Team Motion No.: 12.92 Moved by Councillor John Seaman THAT this Council approves in principle the Community Brand Action Plan for the Town of Vulcan; THAT individual projects referred to in this Action Plan be submitted separately for Council approval. In favour Councillor Councillor Councillor Councillor Councillor Councillor

-

Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson

Against Mayor

- Howard Dirks

CARRIED Motion No.: 12.93 Moved by Councillor Judy Sanderson THAT this Council approves a $2,500.00 Budget for the graphic design as proposed in the Community Brand Action Plan; THAT funds be allocated from the Contingency Reserve. In favour Councillor Councillor Councillor Councillor Councillor

-

Paul Taylor Dwayne Hill John Seaman Harold Lewis Judy Sanderson

Against Mayor Councillor

- Howard Dirks - Doug Day

CARRIED 10.2

Giotto Light Quote At a previous Council meeting it was suggested that a quote be obtained from Matt Orr for the provision and installation of one light as a display.

March 12th, 2012

Regular Council Meeting

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Motion No.: 12.94 Moved by Councillor Paul Taylor THAT this Council approves the purchase of one prototype street light in the amount of $7,450.00 as quoted by Matt Orr and to be installed in the Town of Vulcan at a site to be determined; THAT funds be allocated from the Contingency Reserve. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

10.3

Tourism Centre 2011 Deficit The final result for the 2011 Tourism Department Operation shows a deficit of $148,793. for which the Town committed a contribution of $100,000.00. At the Administration and Finance Committee meeting held March 7th, 2012 it was recommended that Council reconsider Resolution No. 11.451 in regards to the Merchandise Inventory Transfer. Motion No.: 12.95 Moved by Councillor Dwayne Hill THAT the 2011 Tourism Department Year End Report showing a deficit of $148,793.00 be received for information. In favour Councillor Councillor Councillor Councillor Councillor Councillor

-

Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson

Against Mayor

- Howard Dirks

CARRIED March 12th, 2012

Regular Council Meeting

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10.4

Water Treatment Plant Contract By its Resolution No. 12.60 of February 13th, 2012 this Council authorized the negotiation of a contract with the Twin Valley Regional Water Services Commission for the operation of the Regional Water System. Motion No.: 12.96 Moved by Councillor Dwayne Hill THAT this Council approves the contract with the Twin Valley Regional Water Services Commission for the operation of the Regional Water System. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

10.5

ES Building Utility Rate – Amendment to Resolution No. 12.65 At the February 13th, 2012 Council adopted Resolution No. 12.65, fixing the utility rate for the Emergency Services Building. Motion No.: 12.97 Moved by Councillor Paul Taylor THAT Resolution No. 12.65 be amended to read “Bi-Monthly” instead of per Month. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

March 12th, 2012

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson

Regular Council Meeting

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CARRIED 10.6

Canadian Badlands Annual Levy By its Resolution No. 12.31 of January 23rd, 2012 Council requested a presentation from Canadian Badlands before considering the 2012 Levy. At the February 27th, 2012 Mr. Bob Davis and Ms Alice Booth made a presentation to Council on Canadian Badlands programs. Motion No.: 12.98 Moved by Councillor Dwayne Hill THAT this Council approves the 2012 Membership Fees in the amount of $918.00 to reflect the current population. In favour Councillor Councillor Councillor Councillor Councillor

-

Paul Taylor Dwayne Hill John Seaman Doug Day Judy Sanderson

Against Mayor Councillor

- Howard Dirks - Harold Lewis

CARRIED 10.7

Meeting with MLA, Barry McFarland The MLA’s office confirmed that Mr. McFarland is available to meet with Council on Friday, March 16th, 2012 in the Council Chamber. The topics for discussion:   

MSI Funding Centennial Legacy Project AUMA “Local Matters”

Motion No.: 12.99 Moved by Councillor Doug Day THAT this Council receives for information the topics of discussion with MLA, Barry McFarland.

March 12th, 2012

Regular Council Meeting

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In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

10.8

2012 AUMA Conference – Hotel Reservations The 2012 AUMA Conference will be held in Edmonton September 26th – 28th, 2012. Room reservations for Council Members who wish to attend needs to be done a.s.a.p. It is to be noted that the hotels require a non-refundable deposit equal to the first and last night of stay for each guest to hold reservations. Mayor Howard Dirks suggested to Council Members who committed to attend notify Administration a.s.a.p.

10.9

Leaders of Tomorrow Awards The Vulcan and Region Family and Community Support Services (FCSS) are presenting the Leaders of Tomorrow Awards. It exemplifies our commitment to the promotion and recognition of the contribution volunteers make in the community. Motion No.: 12.100 Moved by Councillor Judy Sanderson THAT the information package from Vulcan & Region Family and Community Support Services (FCSS) on “Leaders of Tomorrow” be received for information. In favour Mayor Councillor Councillor Councillor Councillor Councillor

March 12th, 2012

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Regular Council Meeting

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Councillor

- Judy Sanderson CARRIED

10.10 Strategic Economic Development Plan – Bruce Schollie SouthGrow Regional Initiative assists the Member Communities to create Strategic Economic Development Plans. Schollie Research and Consulting was engaged by SouthGrow to facilitate this project. Motion No.: 12.101 Moved by Councillor Dwayne Hill THAT this Council receives for information the Draft Strategic Economic Development Plan prepared by Schollie Research and Consulting. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

10.11 Council Chamber Furniture $9,500.00 has been allocated for Council Chamber furniture. The following quotes were received:  

Furniture Villa $ 9,250.00 Serrano Studios • straight panel $ 9,600.00 • curved panel $10,700.00

At the Administration and Finance Committee Meeting held on March 7th, 2012, the Committee is recommending to Council to approve the curved panel furniture from Serrano Studios for a cost of $10,700.00.00

March 12th, 2012

Regular Council Meeting

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Motion No.: 12.102 Moved by Councillor Doug Day THAT more information be obtained from Furniture Villa and Serrano Studios before a decision is made on the Council Chamber furniture. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

10.12 New Software E-Billing, CPO Module etc. Motion No.: 12.103 Moved by Councillor Harold Lewis THAT $20,000.00 from the Contingency Reserve be allocated to the following expenses:    In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Utility e-billing module Bylaw enforcement module Additional Diamond users Against

- Howard Dirks - Paul Taylor - Dwayne Hill - John Seaman - Harold Lewis - Doug Day - Judy Sanderson CARRIED

March 12th, 2012

Regular Council Meeting

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11.0

Question Period Councillor Harold Lewis asked where we are at with the Assessment process? CAO stated that the final Assessment Report will be done on March 20th, 2012 Councillor Doug Day asked why the Tax Notices are only given out a month before the taxes are due. CAO indicated that as per the MGA that taxes are due within 30 days of receiving the notice. Councillor Judy Sanderson asked why Extendicare was not given the $5,000.00 approved in August 2010 for their float? CAO stated that an Agreement has to be drafted between Extendicare and the Town. He will talk to Wayne Pedersen from Extendicare. Councillor Doug Day asked if Council could form a Committee to welcome new businesses to Town. Councillor Dwayne Hill thought the Chamber of Commerce was going to do that as they like to encourage new businesses to sign up with the Chamber of Commerce. Mayor Howard Dirks suggested that this goes through the Development Committee. Mayor Howard Dirks asked for an update on Greengate. CAO stated that the information requested is provided in his Management Report. Councillor Harold Lewis asked if Council could do something for Wally and his family in appreciation for his years served? Mayor Howard Dirks mentioned that something should be done to that effect.

12.0

Notice of Motion – Nil

March 12th, 2012

Regular Council Meeting

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13.0

Management Reports 13.1

Council was presented with the following Management Reports:    

Chief Administrative Officer Development Officer Public Works Fire Chief

Motion No.: 12.104 Moved by Councillor Dwayne Hill THAT this Council receives the monthly Management Reports for the period ending March 12th, 2012 for information. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

14.0

In-Camera 14.1

Consultant Kyle Greene - Contract Motion No.: 12.105 Moved by Councillor Judy Sanderson THAT Council move in-camera at 8:41 p.m. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

March 12th, 2012

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson Regular Council Meeting

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CARRIED Mayor Howard Dirks called for a recess at 8:41 p.m. Meeting reconvened at 8:46 p.m. Motion No.: 12.106 Moved by Councillor Dwayne Hill THAT Council move out-of-camera at 9:08 p.m. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

14.1

Consultant Kyle Greene - Contract Motion No.: 12.107 Moved by Councillor Dwayne Hill THAT this Council agrees that Consultant Kyle Greene will and has been working within his contractual parameter. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

Motion No.: 12.108 Moved by Councillor John Seaman THAT any updated information received from Alberta Energy in regards to the Energy Grant be shared with Consultant Kyle Greene. March 12th, 2012

Regular Council Meeting

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In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Howard Dirks Paul Taylor Dwayne Hill John Seaman Harold Lewis Doug Day Judy Sanderson CARRIED

15.0

Adjournment The meeting adjourned at 9:13 p.m.

____________________________ Howard Dirks Mayor

____________________________ Alcide Cloutier Chief Administrative Officer

March 12th, 2012

Regular Council Meeting

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Minutes - March 12, 2012