354-21-october-26-2009-regular-counc

October 26, 2009 Regular Council Meeting Page 1

Initials

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 - Tom Grant

Deputy Mayor - John Seaman Councillor - Harold Lewis

Councillor - Trish Standing

Councillor - Rick Howard

Councillor - Dwayne Hill

Chief Administrative Officer - Alcide Cloutier

Recording Secretary - Tracey Cowpar

ABSENT: Councillor - Roy Elmer

PUBLIC HEARING: Bylaw 1375-09 and Bylaw 1376-09. No attendance or

comments were received. 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.


Initials

Motion No.: 09.399

Moved by Councillor Dwayne Hill THAT Council move in-camera at 7:16 p.m.

In favour Against

Mayor - Tom Grant

Councillor - John Seaman

Councillor - Harold Lewis

Councillor - Trish Standing Councillor - Rick Howard

Councillor - 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 Against

Mayor - Tom Grant




Councillor - Dwayne Hill Councillor - 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 Community Futures Highwood In favour Against

Mayor - Tom Grant



Councillor - Trish Standing Councillor - Dwayne Hill


CARRIED


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 Against

Mayor - Tom Grant Councillor - John Seaman





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 Against

Mayor - Tom Grant

Councillor - John Seaman Councillor - Harold Lewis




CARRIED


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 Against

Mayor - Tom Grant






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 Against

Mayor - Tom Grant





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.


Initials

In favour Against

Mayor - Tom Grant





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 Against

Mayor - Tom Grant





CARRIED


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 Against






CARRIED

Motion No.: 09.409

Moved by Councillor Dwayne Hill THAT Bylaw No. 1375-09 be given third and final reading.

In favour Against

Mayor - Tom Grant


Councillor - Harold Lewis Councillor - Trish Standing



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”.


Initials

Motion No.: 09.410

Moved by Councillor Trish Standing THAT Bylaw No. 1376-09 be given second

reading. In favour Against

Mayor - Tom Grant




Councillor - 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 Against






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 Against

Mayor - Tom Grant






Initials

Motion No.: 09.413

Moved by Councillor Harold Lewis THAT Bylaw No.1378-09 be given second reading.

In favour Against

Mayor - Tom Grant





CARRIED

Motion No.: 09.414

Moved by Councillor Trish Standing THAT Bylaw No.1378-09 be introduced

for third and final reading.

In favour Against

Mayor - Tom Grant





CARRIED

Motion No.: 09.415

Moved by Councillor John Seaman THAT Bylaw No.1378-09 be given third and

final reading.

In favour Against






CARRIED


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 Against






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

d by MembeTHAT 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 Against

Mayor - Tom Grant





CARRIED


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 Against

Mayor - Tom Grant





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 Against

Mayor - Tom Grant






CARRIED

10.5 Drainage Program

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


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 Against

Mayor - Tom Grant





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 Against






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.


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 Against

Mayor - Tom Grant





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 Against






CARRIED

10.9 Emergency Management Mutual Aid Agreement

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


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 Against






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 Against

Mayor - Tom Grant





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.


Initials

In favour Against

Mayor - Tom Grant





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. In favour Against

Mayor - Tom Grant





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.


Initials

In favour Against

Mayor - Tom Grant





CARRIED

Question: Councillor Dwayne Hill asked that the Contractor on the Tri-

Services 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 Against






CARRIED

12.0 Notice of Motion – Nil

13.0 Management Reports - Nil

14.0 In-Camera

14.1 Prairie Vista Estates Subdivision


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 Against

Mayor - Tom Grant





CARRIED

Motion No.: 09.431

Moved by Councillor Trish Standing THAT Council move out-of-camera at

10:04 p.m.

In favour Against

Mayor - Tom Grant





CARRIED

15.0 Adjournment

The meeting adjourned at 10:05 pm.

____________________________

Thomas Grant

Mayor

________________________________

Alcide Cloutier

Chief Administrative Officer

Documents

354-21-october-26-2009-regular-counc