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MINUTES OF THE REGULAR MEETING OF COUNCIL HELD IN THE TOWN OF VULCAN COUNCIL CHAMBER ON MONDAY, OCTOBER 26, 2009 FOLLOWING THE ORGANIZATIONAL MEETING PRESENT:

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

-

Tom Grant John Seaman Harold Lewis Trish Standing Rick Howard Dwayne Hill Alcide Cloutier Tracey Cowpar

ABSENT:

Councillor

- Roy Elmer

PUBLIC HEARING:

Bylaw 1375-09 comments were

and Bylaw received.

1376-09.

No

attendance

or

CALL TO ORDER: Mayor Tom Grant called the meeting to order at 7:06 p.m.

1.0

OPEN SESSION FOR PUBLIC

2.0

Delegations 2.1

John Lockhart, Community Futures Highwood Mr. John Lockhart, Community Futures Highwood’s General Manager, entered the meeting at 7:07 p.m. Mr. Lockhart attended Council to give an update on some of Community Futures projects and funding. He also explained the reasons for requesting the municipality to pay for the traveling expenses for their representatives. Mr. Lockhart left the meeting at 7:15 p.m.

2.2

Gordon Nelson and Leslie Warren from VBDS and Dave Schneider from Vulcan and District Waste Commission Mrs. Warren, Mr. Nelson and Mr. Schneider entered the meeting at 7:16 p.m.

October 26, 2009

Regular Council Meeting

Page 1 Initials


Motion No.: 09.399 Moved by Councillor Dwayne Hill THAT Council move in-camera at 7:16 p.m. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Rick Howard Dwayne Hill CARRIED

Mrs. Warren, Mr. Nelson and Mr. Schneider left the meeting at 7:46 p.m. ` Motion No.: 09.400 Moved by Councillor Dwayne Hill THAT Council move out-of-camera at 7:46 p.m. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

3.0

Additions to the Agenda Motion No.: 09.401 Moved by Councillor Dwayne Hill THAT the following items be added to the agenda: 3.1 – Item 10.12 In favour Mayor Councillor Councillor Councillor Councillor Councillor

Community Futures Highwood Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

October 26, 2009

Regular Council Meeting

Page 2 Initials


4.0

Minutes 4.1

Regular Council Meeting Minutes of October 13, 2009. The Minutes of the Regular Meeting of Council, held in the Town of Vulcan Council Chamber on October 13, 2009 were presented to Council. Motion No.: 09.402 Moved by Councillor Rick Howard THAT the Minutes of the Regular Council Meeting held in the Town of Vulcan Council Chamber on Tuesday, October 13, 2009 be approved. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

5.0

Unfinished Business – Nil

6.0

Financial Reports 6.1

Cash Statement Motion No.: 09.403 Moved by Councillor Trish Standing THAT the Cash Statement for the period ending September 30, 2009 be received for information. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

October 26, 2009

Regular Council Meeting

Page 3 Initials


6.2

Year to Date Statement and Contingency Reserve Report Motion No.: 09.404 Moved by Councillor Trish Standing THAT the Year to Date Statement and Contingency Reserve Report for the period ending September 30, 2009 be received for information. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

7.0

Miscellaneous Correspondence 7.1

The Miscellaneous Correspondence for the period ending October 26, 2009 was presented to Council for information. Motion No.: 09.405 Moved by Councillor John Seaman THAT a letter be sent to the Alberta Minister of Education and M.L.A. Barry McFarland to express the Town’s concerns over education cuts announced by the Government of Alberta as mentioned in volume 24 Number 9 (Week ending Oct 16, 2009) edition of the “INSIGHT INTO GOVERNMENT” newsletter. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

Motion No.: 09.406 Moved by Councillor Dwayne Hill THAT the Miscellaneous Correspondence for the period ending October 26, 2009 be received for information.

October 26, 2009

Regular Council Meeting

Page 4 Initials


In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard 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.: 09.407 Moved by Councillor Harold Lewis THAT the Minutes/Reports of Town represented Boards/Committees as listed below and presented at the October 26, 2009 Council Meeting be received for information:  Vulcan Golf and Country Club Executive Meeting Minutes – Sept. 3, 2009  Palliser Regional Schools – Pulse Newsletter – October 2009  Councillor Harold Lewis verbal report: o Library Board – Use of Fire Hall space once moved out.  Councillor Dwayne Hill verbal report: o Fire Chiefs meeting – Call dispatch from Calgary o Waste to Energy Symposium this week.  Mayor Tom Grant verbal report: o Minister of Municipal affairs meeting - MSI funding In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

October 26, 2009

Regular Council Meeting

Page 5 Initials


9.0

Bylaws 9.1

Bylaw 1375-09 Amendment to LUB 1333-05 Bylaw 1375-09 was given first reading on September 14, 2009 amending LUB 1333-05 to incorporate a section for secondary suites and a public hearing was advertised for October 26, 2009. Motion No.: 09.408 Moved by Councillor John Seaman THAT Bylaw No. 1375-09 be given second reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

Motion No.: 09.409 Moved by Councillor Dwayne Hill THAT Bylaw No. 1375-09 be given third and final reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

9.2

Bylaw No. 1376-09 Amendment to LUB 1333-05 Bylaw 1376-09 was given first reading on September 14, 2009 amending LUB 1333-05 to re-designate a portion of land described as SE1/4-32-16-24-W4M from Agricultural – “A” to Country Residential – “R-3”.

October 26, 2009

Regular Council Meeting

Page 6 Initials


Motion No.: 09.410 Moved by Councillor Trish Standing THAT Bylaw No. 1376-09 be given second reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

Motion No.: 09.411 Moved by Councillor Rick Howard THAT Bylaw No. 1376-09 be given third and final reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

9.3

Bylaw No. 1378-09 Water Meters In the scope of the water meter replacement program a proper bylaw needs to be put in place to facilitate the execution of this project. Motion No.: 09.412 Moved by Councillor Dwayne Hill THAT Bylaw No.1378-09 be given first reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

October 26, 2009

Regular Council Meeting

Page 7 Initials


Motion No.: 09.413 Moved by Councillor Harold Lewis THAT Bylaw No.1378-09 be given second reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

Motion No.: 09.414 Moved by Councillor Trish Standing THAT Bylaw No.1378-09 be introduced for third and final reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

Motion No.: 09.415 Moved by Councillor John Seaman THAT Bylaw No.1378-09 be given third and final reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

October 26, 2009

Regular Council Meeting

Page 8 Initials


10.0

New Business 10.1

Auditors Engagement Scase & Lively Professional Accountants are to be engaged as the Town of Vulcan’s external auditors. Motion No.: 09.416 Moved by Councillor Trish Standing THAT this Council approves Scase & Lively Professional Accountants terms of engagement for the 2009 external auditing services. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.2

Water Treatment Plant Council previously briefly discussed the ownership of the water treatment plant and other related facilities in the scope of the Royal Regional Water Commission project. Motion No.: 09.417 Moved by Councillor Rick Howard That this Council discusses the pros and cons of retaining or not, ownership of the water treatment and other related facilities prior to making a final decision. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

October 26, 2009

Regular Council Meeting

Page 9 Initials


10.3

Economic Development Following Roger Brooks’s assessment of our communities seen by an outsider few initiatives have been discussed with VBDS, Chamber of Commerce and other interested groups. Motion No.: 09.418 Moved by Councillor Dwayne Hill THAT all groups that include Tourism Committee, Vulcan Business Development Society, Chamber of Commerce Vulcan and District Recreation Board, Rural Initiative etc. be invited to jointly develop a common strategic plan. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.4

Street Improvement Program The Town is in the last year of its 5 year street improvement program. Motion No.: 09.419 Moved by Councillor Trish Standing THAT this Council directs Administration to review, expand and submit to Council the streets improvement program for the next five years. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.5

Drainage Program The Town is in the last year of its 5 year drainage improvement program.

October 26, 2009

Regular Council Meeting

Page 10 Initials


Motion No.: 09.420 Moved by Councillor Dwayne Hill THAT this Council directs Administration to review, expand and submit to Council the drainage program for the next five years. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.6

Organizational Structure Few staff members may retire in the next couple of years. Motion No.: 09.421 Moved by Councillor Rick Howard THAT this Council mandates the Pommen Group to perform a review of the Town’s organizational structure. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.7

Position Paper South Saskatchewan Regional Plan Oldman River Regional Services Commission (ORRSC) was mandated to draft a Position Paper on the South Saskatchewan Regional Plan.

October 26, 2009

Regular Council Meeting

Page 11 Initials


Motion No.: 09.422 Moved by Councillor Rick Howard THAT the Town of Vulcan in the Province of Alberta hereby endorses the position paper “Municipal Perspectives: A Position Paper on the South Saskatchewan Regional Plan� prepared by the Oldman River Regional Services Commission, which is reflective of the issues, concerns, challenges and opportunities identified by our community and other southern Alberta municipalities. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.8

Community Peace Officer Agreement The current agreement with Vulcan County for Community Peace Officer services expires on December 31, 2009. Motion No.: 09.423 Moved by Councillor Dwayne Hill THAT the Mayor and Chief Administrative Officer be authorized to sign an agreement with Vulcan County for the provision of Community Peace Officer services. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.9

Emergency Management Mutual Aid Agreement At the last Regional CAO meeting an Emergency Management Mutual Aid agreement was discussed.

October 26, 2009

Regular Council Meeting

Page 12 Initials


Motion No.: 09.424 Moved by Councillor Harold Lewis THAT the Mayor and Chief Administrative Officer be authorized to sign an Emergency Management Mutual Aid Agreement between the Villages of Arrowwood, Carmangay, Champion, Lomond and Milo, Town of Vulcan and Vulcan County. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.10 Development Agreement Androsoff Subdivision Council was presented with a Development Agreement for Androsoff’s Subdivision for the SE1/4 32 – 16 – 24 W4M to create three lots. Motion No.: 09.425 Moved by Councillor Trish Standing THAT this Council approves the Development Agreement between the Town and Androsoff’s for the subdivision of the SE1/4 32 – 16 – 24 W4M. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.11 Kinette Walking Path The Vulcan Kinette Club wishes to extend the walking path network. Motion No.: 09.426 Moved by Councillor Trish Standing THAT this Council agrees in principle to the Phase IV of the Kinette Walking Path extension from 1st Ave. South to Highway 23, provided that final plans be submitted and approved by the Town. October 26, 2009

Regular Council Meeting

Page 13 Initials


In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

10.12 Community Futures Highwood Mr. John Lockhart, General Manager for Community Futures Highwood requested the municipality to pay for the traveling expenses for their representatives. Motion No.: 09.427 Moved by Councillor Rick Howard THAT this Council agrees to pay mileage for the Town’s representatives on the Community Futures Highwood Board when attending meetings. Against

In favour Mayor Councillor Councillor Councillor Councillor Councillor

-

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

11.0

Question Period Question:

Councillor Dwayne Hill informed that a fire fighters training course is scheduled and asked if the Town of Vulcan’s Fire Truck could be made available for this course.

Response:

Council Members present agreed to have the fire truck available as requested by Councillor Hill.

Motion No.: 09.428 Moved by Councillor Trish Standing THAT this Council allows the Fire Department to make the Town’s Fire Truck available for the fire fighting training course as requested by Councillor Dwayne Hill. October 26, 2009

Regular Council Meeting

Page 14 Initials


In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

Question:

Councillor Dwayne Hill asked that the Contractor on the TriServices building be contacted about what seems to be a fuel spill on 1st Avenue South.

Response:

CAO will contact Sebring Construction.

Question:

CAO proposed a Budget meeting (COW) on November 16, 2009.

Response:

Council Members agreed.

Question:

CAO informed Council that around $128,720 is still available to do more paving at the arena parking lot.

Motion No.: 09.429 Moved by Councillor Rick Howard THAT this Council directs the CAO to authorized more paving on the Arena Parking, to the limit of the available budget. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

12.0

Notice of Motion – Nil

13.0

Management Reports - Nil

14.0

In-Camera 14.1

October 26, 2009

Prairie Vista Estates Subdivision Regular Council Meeting

Page 15 Initials


14.2

Sewage Lagoon - ROW

14.3

Public Information Meeting Motion No.: 09.430 Moved by Councillor Dwayne Hill THAT Council move in-camera at 9:06 p.m. In favour Mayor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Rick Howard CARRIED

Motion No.: 09.431 Moved by Councillor Trish Standing THAT Council move out-of-camera at 10:04 p.m. In favour Mayor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant John Seaman Harold Lewis Trish Standing Dwayne Hill Rick Howard CARRIED

15.0

Adjournment The meeting adjourned at 10:05 pm.

____________________________ Thomas Grant Mayor

________________________________

Alcide Cloutier Chief Administrative Officer

October 26, 2009

Regular Council Meeting

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