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MINUTES OF THE REGULAR MEETING OF COUNCIL HELD IN THE TOWN OF VULCAN COUNCIL CHAMBER ON MONDAY, APRIL 26th, 2010 PRESENT:

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

ABSENT:

Nil

-

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

PUBLIC HEARING: Bylaw 1382-10 – No Comments were received CALL TO ORDER: Mayor Tom Grant called the meeting to order at 7:00 p.m. 1.0

OPEN SESSION FOR PUBLIC 1.1

Brenda Weber, Manager of the CIBC addressed Council to request a street closure to celebrate CIBC’s 100th Anniversary in Vulcan on June 11th, 2010. She would like to coordinate this with the County’s annual barbeque. She was requested to send a letter to the Town to that effect.

1.2

Brenda Langridge addressed Council in regards to the Allen Subdivision name change. This item will be dealt with in the course of the current meeting.

2.0

Delegations – Nil

3.0

Additions to the Agenda Motion No.: 10.153 Moved by Councillor Dwayne Hill THAT the following items be added to the agenda: 3.1 3.2 3.3 3.4 3.5 3.6

April 26th, 2010

10.12 10.13 10.14 10.15 10.16 10.17

Street Lights Tender to be moved to14.3 FCM Conference Sign at Art Gallery Rural Alberta Development Fund CIBC Street Closure Thank You Letters & Ads Regular Council Meeting

Page 1 Initials


In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

4.0

Minutes 4.1

Regular Council Meeting Minutes of April 12th, 2010. The Minutes of the Regular Meeting of Council, held in the Town of Vulcan Council Chamber on April 12th, 2010 were presented to Council. Motion No.: 10.154 Moved by Councillor Harold Lewis THAT the Minutes of the Regular Council Meeting held in the Town of Vulcan Council Chamber on Monday, April 12th, 2010 be approved. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

5.0

Unfinished Business – Nil

6.0

Financial Reports 6.1

Cash Statement Motion No.: 10.155 Moved by Councillor Trish Standing THAT the Cash Statement for the period ending April 26th, 2010 be received for information.

April 26th, 2010

Regular Council Meeting

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In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

6.2

Year to Date Statement and Contingency Reserve Report Motion No.: 10.156 Moved by Councillor John Seaman THAT the Year to Date Statement and Contingency Reserve Report for the period ending April 26th, 2010 be received for information. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

7.0

Miscellaneous Correspondence 7.1

The Miscellaneous Correspondence for the period ending April 26th, 2010 was presented to Council for information. Motion No.: 10.157 Moved by Councillor Rick Howard THAT the Miscellaneous Correspondence for the period ending April 26th, 2010 be received for information.

April 26th, 2010

Regular Council Meeting

Page 3 Initials


In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

Tom Grant Roy Elmer Harold Lewis Trish Standing Dwayne Hill Rick Howard John Seaman 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.: 10.158 Moved by Councillor Trish Standing THAT the Minutes/Reports of Town represented Boards/Committees as listed below and presented at the April 26th, 2010 Council Meeting be received for information:  Foothills Regional Emergency Services Commission Board Meeting Minutes – March 24th, 2010  Vulcan Main Street Revitalization Committee Update – April 15th, 2010 

Councillor Trish Standing verbal report: o o



FCSS Meeting Tourism – Rural Champion Award

Councillor Harold Lewis verbal report: o

In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Library Meeting Against -

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

April 26th, 2010

Regular Council Meeting

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9.0

Bylaws 9.1

Bylaw 1382-10 - Amendment to LUB Bylaw 1382-10 was given first reading on March 22nd, 2010. This bylaw is to amend the LUB 1333-05 to re-zone a parcel of land currently zoned Retail Commercial “C-1” to Residential “R-1” Motion No.: 10.159 Moved by Councillor Dwayne Hill THAT Bylaw No. 1382-10 be given second reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

Motion No.: 10.160 Moved by Councillor John Seaman THAT Bylaw No. 1382-10 be given third and final reading. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.0

New Business 10.1

Stampede Breakfast Brenda Mitchell on behalf of the Vulcan Evangelical Missionary Church is requesting the closure of 6th Avenue South from Centre Street to the alley on Sunday, July 11th, 2010 to accommodate a Stampede Breakfast.

April 26th, 2010

Regular Council Meeting

Page 5 Initials


Motion No.: 10.161 Moved by Councillor Roy Elmer THAT this Council approves the request for a closure of 6th Avenue South from Centre Street to the alley beside the Vulcan Evangelical Missionary Church located at 529 on Sunday, July 11th, 2010 from 8:00 to 11:00 a.m. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.2

Grants from Vulcan County – Recreation Facilities Vulcan County is prepared to take the lead in scheduling the meeting and initiate the discussion with the surrounding communities in regards to a regional long-term plan for recreational services.

Motion No.: 10.162 Moved by Councillor Roy Elmer THAT Resolution No. 10.146 be rescinded. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

Motion No.: 10.163 Moved by Councillor Rick Howard THAT this Council supports Vulcan County in its initiative to coordinate a regional long-term plan for recreational services; THAT a copy of this Resolution be sent to the Villages within the County. April 26th, 2010

Regular Council Meeting

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In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.3

Seniors’ Week 2010 Alberta is preparing to honour its seniors once again during Seniors’ Week 2010 in June. Motion No.: 10.164 Moved by Councillor Dwayne Hill THAT this Council proclaims June 7th to 13th, 2010 as Seniors’ Week as requested by the Seniors Advisory Council for Alberta. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.4

Vitalize 2010 The Vitalize 2010 Provincial Voluntary Sector Conference is being held in Edmonton from June 10th to the 12th, 2010. Motion No.: 10.165 Moved by Councillor Dwayne Hill THAT the documentation provided on the Vitalize 2010 Provincial Voluntary Sector Conference being held in Edmonton from June 10th to the 12th, 2010 be received for information.

April 26th, 2010

Regular Council Meeting

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In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.5

Pick Up Truck Tender As per Policy No. F-20 a Request for Tender was advertised for the purchase of a pick up truck. Motion No.: 10.166 Moved by Councillor Rick Howard THAT this Council accepts the tender submitted by High Country Chevrolet Ltd. for the purchase of a pick up truck in the amount of $23,786.00 + $475.00 for a remote starter + GST; THAT funds for this purchase be allocated from the Contingency Reserve. In favour Mayor Councillor Councillor Councillor Councillor Councillor

-

Tom Grant Roy Elmer Harold Lewis Trish Standing Rick Howard John Seaman

Against Councillor

- Dwayne Hill

CARRIED 10.6

Allen Subdivision Name Change A request was received at the Town Office to have the “Allen Subdivision” renamed “Allen Acres”. Motion No.: 10.167 Moved by Councillor John Seaman THAT the groups be provided with the information on how to proceed to conduct a petition.

April 26th, 2010

Regular Council Meeting

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In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.7

Centre Street Recreation Park Committee Agreement This Council approved an agreement between the Town, Vulcan County, Recreation Board, Lions Club and the Kinsmen Club in regards to the operation and capital expenditure for the Centre Street Recreation Park. Motion No.: 10.168 Moved by Councillor John Seaman THAT the agreement between the Town, Vulcan County, Recreation Board, Lions Club and the Kinsmen Club in regards to the operation and capital expenditure for the Centre Street Recreation Park be amended by removing (preferably the Recreation Board Members) after Town Councillor. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

Councillor Harold Lewis declared a pecuniary interest in Item No. 10.8 Irrigation System on the Agenda, since he is an employee of a company that may provide a tender for this project, and left his seat and the Council Chamber at 7:42 p.m. 10.8

Irrigation System In the 2010 Capital Budget provisions were made to install an irrigation system for the parks and Centre Street from Highway 23 to 1st Avenue. Council is asked for direction to prioritize the facilities to be irrigated.

April 26th, 2010

Regular Council Meeting

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Motion No.: 10.169 Moved by Councillor Dwayne Hill THAT this Council approves a public tendering for the irrigation of the following facilities:  North Entrance  South Entrance  West Entrance  Elizabeth Street Diamond  Pool Area  Memorial Park  Birch Park  Centennial Park Motion No.: 10.170 Moved by Councilor John Seamen THAT the previous motion be amended to include South Campground and Chinook Park if budget allows. In favour Mayor Councillor Councillor Councillor

-

Tom Grant Roy Elmer Rick Howard John Seaman

Against Councillor Councillor

- Dwayne Hill - Trish Standing

CARRIED The main motion is defeated Councillor Harold Lewis re-entered the Council Chamber and his seat at 7:53 p.m. 10.9

Uniform Quality Management Plan – Fire Section An agreement between the surrounding municipalities in regards to a Uniform Quality Management Plan, Fire Section, is currently in place. Vulcan County is proposing a renewal of this agreement. Motion No.: 10.171 Moved by Councillor Dwayne Hill THAT this Council approves the agreement between the Town of Vulcan, Vulcan County, Villages of Carmangay, Champion, Lomond and Milo in regards to Uniform Quality Management Plan, Fire Discipline.

April 26th, 2010

Regular Council Meeting

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In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.10 Municipal Emergency Management Program A Municipal Emergency Management Program (MEMP) Workshop will be held on June 16, 2010 in Lethbridge. Motion No.: 10.172 Moved by Councillor Harold Lewis THAT any Council Members and any members of our Municipal Emergency Plan wishing to attend the Municipal Emergency Management Program Workshop being held on Wednesday, June 16th, 2010 in Lethbridge be authorized to do so. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.11 Retooling for Revitalization Symposium The Northern Lakes College, in partnership with the Town of Peace River and the Northern Alberta Development Council are hosting a “Retooling for Revitalization� symposium being held on June 9th and 10th, 2010 in Peace River. Motion No.: 10.173 Moved by Councillor Dwayne Hill THAT the documentation provided on the Retooling for Revitalization Symposium being held on June 9th and 10th, 2010 in Peace River be received for information.

April 26th, 2010

Regular Council Meeting

Page 11 Initials


In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.12 Street Lights Tender As per Resolution No. 10.75 a tender was advertised for the supply and installation of new street lights. This item was moved to the “In Camera” section of this agenda as Item 14.3. 10.13 2010 FCM Conference The 2010 FCM Conference is being held from May 28th – 31st in Toronto. Natural Resources Canada invited the Town’s representative to participate in a session on district heating at the FCM Conference. Motion No.: 10.174 Moved by Councillor Trish Standing THAT Administration initiates the process of having a teleconference set up to participate in the session on district heating at the 2010 FCM Conference. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.14 Sign at the Art Gallery The Art Society was given temporary permission to have their sign placed on the boulevard in front of 116 Centre Street until April 27th, 2010. April 26th, 2010

Regular Council Meeting

Page 12 Initials


They are now requesting permission to have this structure become permanent. Motion No.: 10.175 Moved by Councillor Dwayne Hill THAT the Art Society be asked to initiate the request for approval process for the sign/structure they wish to keep on a permanent basis. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.15 Rural Alberta Development Fund SAEWA was allocated $150,000.00 of the RADF fund to conduct research on a waste disposal system for southern Alberta and requesting the Town to allocate a portion of its RADF to the same project if need be. Motion No.: 10.176 Moved by Councillor Roy Elmer THAT this Council allocates a maximum of $40,000.00 of the Town’s RADF toward the SAEWA research on a waste disposal system that could benefit the Town’s District Energy project, pending approval from the Rural Alberta Development Fund. In favour Mayor Councillor Councillor Councillor Councillor

-

Tom Grant Roy Elmer Trish Standing Dwayne Hill Rick Howard

Against Councillor Councillor

- Harold Lewis - John Seaman

CARRIED

10.16 C.I.B.C. Street Closure April 26th, 2010

Regular Council Meeting

Page 13 Initials


Motion No.: 10.177 Moved by Councillor Harold Lewis THAT this Council approves the request for a street closure for a period of approximately 3 hours, 10:30 a.m. – 1:30 p.m. on Centre Street from 2nd to 3rd Avenue on June 11th, 2010 to accommodate the Canadian Imperial Bank of Commerce’s entertainment to celebrate their 100th Anniversary in Vulcan. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

10.17 Thank You Letters and Ads Motion No.: 10.178 Moved by Mayor Tom Grant THAT this Council approves the submission of a minimum ¼ page ad to be published in the Vulcan Advocate thanking businesses and residents for their participation and patience with inconveniences caused during Mr. Leonard Nimoy recent visit. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

11.0

Question Period

April 26th, 2010

Question:

Councillor Harold Lewis inquired into the status of the pool boiler system replacement.

Response:

CAO indicated the work will begin next week and the pool will be open on schedule. Work will be on going. Regular Council Meeting

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April 26th, 2010

Question:

Councillor Harold Lewis inquired into the status of the gravel tender.

Response:

CAO indicated that a tender was not submitted and that the County will be asked to supply the gravel.

Question:

Councillor Harold Lewis inquired into the status of the office and staff streamlining project.

Response:

CAO indicated that due to staffing schedules this project had to be put on hold but is expected to begin in May.

Question:

Councillor Dwayne Hill inquired into who would be reseeding the boulevard at 1st Ave South and Elizabeth Street.

Response:

CAO indicated that the Town will do the landscaping required.

Question:

Councillor Dwayne Hill commented that the curbs in front of the ATCO Gas building and MacLeod Savings are broken.

Response:

CAO will look into having these curbs repaired.

Question:

Councillor Dwayne Hill read media coverage on Leonard Nimoy’s visit and handed out correspondence relating to the Vulcan Main Street Revitalization Committee.

Response:

N/A

Question:

Councillor John Seaman inquired into the status of the modular buildings for the Vulcan Day Care.

Response:

Mayor Tom Grant indicated that Palliser received approval for funding from the Government and they will proceed with the construction of utilities in the lane. These modulars will be placed on Palisser’s land.

Question:

Councillor John Seaman commented that 20 students gave speeches on Vulcan and handed out ears at rugby events they attended during their trip to New Zealand.

Response:

N/A

Question:

CAO Alcide Cloutier reported that the County has received approval for their Regional Partnership Initiative grant in the amount of $100,000.00 for their signage project. A “Wayfinding Regular Council Meeting

Page 15 Initials


Committee” will be formed for this project. The Town is asked to appoint a Town representative for this Committee. Response:

The following Motion was passed:

Motion No.: 10.179 Moved by Councillor Trish Standing THAT this Council appoints Councillor Roy Elmer to represent the Town on the Committee formed by Vulcan County for their “Wayfinding Committee” to oversee the signage project. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

Question:

CAO Alcide Cloutier met with a couple that are interested in relocating to Vulcan. They were impressed with how nice and clean the Town looks

Response:

CAO will convey this message to the Town Foreman.

Question:

Mayor Tom Grant discussed the past and future interviews he has had with the media on behalf of the Town. It is estimated that the Town has received $50,000.00 of paper press and ¼ to ½ of a million dollars in air press. The coverage has been world wide.

Response:

N/A

12.0

Notice of Motion – Nil

13.0

Management Reports – Nil

14.0

In-Camera 14.1 Personnel 14.2 Uniform QMP Agreement 14.3 Street Lights Tender

April 26th, 2010

Regular Council Meeting

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Motion No.: 10.180 Moved by Councillor Dwayne Hill THAT this Council move in-camera at 9:04 p.m. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

Motion No.: 10.181 Moved by Councillor Rick Howard THAT Council move out-of-camera at 10:04 p.m. In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

14.3 Street Lights Tender Motion No.: 10.182 Moved by Councillor John Seamen THAT Council reject all tenders received for the “Street Lights Replacement” project In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

Against -

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

April 26th, 2010

Regular Council Meeting

Page 17 Initials


Motion No.: 10.183 Moved by Councillor Rick Howard THAT Council directs the CAO to retender the “Street Lights Replacement” project for the supply only. In favour Mayor Councillor Councillor Councillor Councillor

-

Tom Grant Roy Elmer Harold Lewis Trish Standing Rick Howard

Against Councillor Councillor

- John Seaman - Dwayne Hill

CARRIED Motion No.: 10.184 Moved by Councillor Dwayne Hill THAT Council directs the CAO to retender the “Street Lights Replacement” project for the supply and installation. Against

In favour Mayor Councillor Councillor Councillor Councillor Councillor Councillor

-

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

Motion No.: 10.185 Moved by Councillor Dwayne Hill THAT Council directs the CAO to retender the “Street Lights Replacement” project for the installation only. In favour Mayor Councillor Councillor Councillor Councillor Councillor

-

Tom Grant Roy Elmer Harold Lewis Trish Standing Rick Howard John Seaman

Against Councillor

- Dwayne Hill

CARRIED

April 26th, 2010

Regular Council Meeting

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15.0

Adjournment The meeting adjourned at 10:17 p.m.

____________________________ Thomas Grant Mayor ________________________________

Alcide Cloutier Chief Administrative Officer

April 26th, 2010

Regular Council Meeting

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