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2016 Minutes

DECEMBER 28, 2016

Present: Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Carol Descoteaux
Lyle Sipe

CAO: Greg Gayton, PW Supervisor Steve Rawlyk

1. Mayor Burgess called the meeting to order at 5:33 p.m.


2. Minutes of the November 28, 2016 regular Council meeting.


MOVED by Councillor Adolf that the minutes of the November 28, 2016 regular Council meeting be approved as presented.  CARRIED 12/16/156

3.  Business arising from the Minutes:
CAO reviewed some of the tasks for Public Works, noted on the November 28, 2016 meeting that had been completed.


4. Representation:

a) Steve Rawlyk – Public Works Report
Mr. Rawlyk noted that a Culligan representative had been out to review the water plant operations with both Travis Peterson and Mr. Rawlyk.
There was some discussion about using the sander in the parking lot of the Hythe Pioneer Home. Mr. Rawlyk will take the appropriate measures to ensure that no sand is spread on the parked vehicles nearby when they do the parking lot. This will be done on a trial basis and the Pioneer Home will be charged accordingly.
There was some discussion about the water advisory that had been issued for Willow Grove the week before. CAO advised that there was no proven threat to health or safety. The boil water advisory was put on by the health inspector as a precautionary measure.
Steve Rawlyk left the meeting at 5:55 p.m.

5. Meetings Attended: Councillors reviewed the meeting that they had attended between November 28, 2016 and December 12, 2016.
Councillor Descoteaux attended a Community Centre meeting, and a Library Board meeting. She noted that the Library board needed a letter regarding the appointment of Allison Sudnik to the board. CAO will look after that.
Councillors discussed the inter-municipal meeting they had attended on December 1st, in Grande Prairie. Councillors Nicholson, Adolf and Burgess had attended. They commented that these meetings continue to be non-productive and a questionable use of time.

MOVED by Councillor Nicholson to discontinue Council attendance at the inter-municipal meetings. CARRIED 12/16/157

6. Correspondence

a) Peace Library System – 2017 budget – received for information

b) Hythe Library maintenance issues – received for information

c) Request for discontinuing utility bills
Council received an email from Joy Juneau regarding discontinuation of a utility bill. CAO had provided a copy of Bylaw #517 which deals with this type of issue. Council noted that they could not contravene their own Bylaws and there had been a significant amount of precedents set on this issue already.
MOVED by Councillor Sipe to decline the request for utility cancellation as it contravenes Bylaw #517. CARRIED 12/16/158

7.  Other Business & Information:

a) ACP grants – Town of Beaverlodge, County of Grande Prairie, City of Grande Prairie
The County of Grande Prairie’s ACP application this year will be for preparation of inter-municipal development plans around its urban municipalities. The CAO noted that this would be of value for long term planning around Hythe.
The Town of Beaverlodge is looking at a study regarding pavement quality as it pertains to the quality of the subsurface underneath it.
City of Grande Prairie was looking for municipalities to participate in a joint ACP grant submission for  performing self-assessment on shared services.

MOVED by Councillor Descoteaux to provide a letter of support to the County of Grande Prairie and the Town of Beaverlodge regarding their ACP applications. CARRIED 12/16/159

MOVED by Councillor Nicholson to decline the City of Grande Prairies request for ACP support. CARRIED 12/16/160
 
b) County Grants – received for information.

  1. Other matters (members’ business):
    No issues brought forward by Councillors. CAO discussed some of the maintenance concerns raised by the Library and noted there was a sewer issue on 10020-102nd avenue that is under review, although it looks like there will be no immediate action required.

    MOVED by Councillor Adolf to go into camera. CARRIED 12/16/161

    Council went into Camera at 6:30 p.m.
    While in Camera, Council reviewed legal advice on a policy and a proposal regarding Bylaw Enforcement.

  2. In Camera
    a) Legal advice – Policy #41-01
    b) Enforcement Services

    MOVED by Councillor Sipe to go back into open session.       CARRIED 12/16/162

    MOVED by Councillor Descoteaux to accept the proposed new water training policy 41-01, as reviewed by the firm of Reynolds, Mirth, Richards and Farmer LLP. CARRIED 12/16/163

10.  Adjournment
MOVED by Councilor Nicholson that the meeting be adjourned. CARRIED 12/16/164

Time of adjournment was 7:10 p.m.




NOVEMBER 28, 2016

Present: Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Carol Descoteaux
Lyle Sipe

CAO: Greg Gayton
Gerry Leibel – Reporter – Town & Country News
Sgt. Dave Gallant – Beaverlodge RCMP Detachment

1. Mayor Burgess called the meeting to order at 5:30 p.m.

Superintendent Don McKenna and Inspector Craig Peterson joined the meeting at 5:35 p.m.

Sgt. Dave Gallant reviewed some crime statistics for Hythe. He noted that the amount of serious crime has gone down substantially since last year. Things have calmed down a bit in 2016. One of the major issues last year was some theft of oil field equipment. A number of oilfield companies had ongoing problems with that. The stolen items were discovered at a residence in Hythe and the matter is now before the courts.
Sgt. Gallant has been able to have the reports narrowed down to each municipality including Beaverlodge, Hythe and Horse Lake.
Sgt. Gallant asked Council what their concerns were. Mayor Burgess said his primary concern was the speed of traffic coming through town on Highway 43, especially late at night. Also there are a number of truckers who are using their jake brakes and this is causing a noise issue.

Superintendent Don McKenna and Inspector Craig Peterson then met with Council. Superintendent McKenna wanted to introduce Inspector Peterson as he will be the new Operations Manager for the Grande Prairie Detachment. There was some discussion about the working relationship between the Grande Prairie Detachment and the Beaverlodge Detachment, Superintendent McKenna noted that the Beaverlodge Detachment already has a great deal of autonomy and this will probably continue to be the case. He noted that throughout the Grande Prairie area the amount of crime has gone down. A number of the problem people have either moved on or gone to jail.

Sgt. Gallant, Superintendent McKenna and Inspector Peterson left the meeting at 5:50 p.m.

2. Minutes of the November 14, 2016 regular Council meeting.

MOVED by Councillor Sipe that the minutes of the November 14, 2016 regular Council meeting be approved as presented. CARRIED 11/16/151


3.  Business arising from the Minutes:


4. Representation:

a) Superintendent Don McKenna & Inspector Craig Peterson – See above
b) Sgt. Dave Gallant – See above

5. Meetings Attended: Councillors reviewed the meeting that they had attended between November 14, 2016 and November 28, 2016.
Councillor Nicholson attended two Grand Spirit Foundation meetings.
Councillor Descoteaux had attended a Pioneer Home Board meeting on the afternoon of November 28th, 2016.

6. Correspondence

a) Town of Wembley – Community Partnership Grant
Council reviewed a letter from the Town of Wembley regarding the Alberta Community Partnership Program. The CAO’s of the communities had met and discussed projects that would be eligible for the Grant Program. The Town of Wembley would be willing to act as the managing partner on a Grant Program to conduct a feasibility study to examine the needs of a Regional Handi Bus for the seniors and disabled residents within the region.  Wembley requested a resolution supporting participation in ACP Application.

MOVED by Councillor Nicholson to support participation in the ACP Grant application being prepared by the Town of Wembley. CARRIED 11/16/152

b) City of Grande Prairie – joint recreation committee
A new Recreation Master Plan has been prepared, as a result of that preparation they are now looking for participation from the municipalities on a Regional Board to deal with recreation.
Council reviewed a letter from the City and the County requesting Council’s decision on participating on a Regional Board. There was some discussion on who would represent the Village on such a board. That decision would be influenced by the time of the meeting. If it were an evening meeting then it would be possible to send an elected official, but if the meetings are held during the day, its makes it difficult to send an elected official. It was decided to wait for further information about what is being considered for meeting times before making a decision on that.

c) Hythe Library – Christmas Hamper Raffle Councillor Descoteaux will discuss the letter requesting a donation with the Library Board.

7.  Other Business & Information:

a) Agenda – Intermunicipal mtg. – Community Partnership Grant
Council reviewed the agenda for the December 1, 2016 Intermunicipal mtg. in Grande Prairie. Attached was a letter from the City of Grande Prairie regarding the Alberta Community Partnership Program. This letter will be reviewed at the meeting.
 
b) 150th Birthday notes
150th Birthday minutes from a regional meeting in August were reviewed. Received for information.


c) Municipal Government Act – amendments
Council reviewed some information from the Alberta Urban Municipalities Association regarding proposed changes to the Municipal Government Act. Some regulations have recently been announced which are starting to clarify some of the issues associated with the proposed changes.
The CAO reviewed the matter with Council for information.

  1. Other matters (members’ business):
    Councillor Nicholson was concerned about a snow pile in the back alley between 104th street and 105th street this is just west of 104th avenue.
    Councillor Sipe asked that the Public Works staff do some snow removal around the curling rink to ensure that there is sufficient parking for curlers on Wednesday and Thursday nights. CAO will pass that request on to Public Works Supervisor.
    Mayor Burgess was concerned about the number of heavy trucks parked at Tags. He felt that there may be a safety issue there because of the number of vehicles parked there that may contain dangerous goods. He noted that an explosion or a fire there could rapidly spread and could possible affect access to the fire hall next door. Staff will review the dangerous goods rules and regulations and see if some legislation would be helpful there.
    There was some discussion about a large truck parked by the old welding shop.
    Councillor Descoteaux asked if the staff could do some additional snow clearing at the Community Centre prior to the Christmas Party being held on December 3rd, 2016. CAO will forward that request to the Public Works Supervisor.

    MOVED by Councillor Nicholson to go into camera. CARRIED 11/16/153

    Town & Country reporter Gerry Leibel left the meeting at 6:42 p.m.

  2. In Camera
    a) GPN - upgrading
    b) 2017 budget – initial discussion

    While in Camera, Council reviewed a commercial matter and had a preliminary discussion regarding the 2017 budget

    MOVED by Councillor Adolf to go back into open session. CARRIED 11/16/154

10.  Adjournment
MOVED by Councilor Nicholson that the meeting be adjourned. CARRIED 11/16/155

Time of adjournment was 7:10 p.m.



NOVEMBER 14, 2016 

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Carol Descoteaux
 

CAO:            Greg Gayton

                   Teresa Boudreault – FCSS Programmer

                   Steve Rawlyk – Public Works Supervisor

                            

1. Mayor Burgess called the meeting to order at 5:35 p.m.

 

2. Minutes of the October 24, 2016 regular Council meeting and the October 24, 2016 Organizational meeting.

 

MOVED by Councillor Nicholson that the minutes of the October 24, 2016 regular Council meeting be approved as presented.           CARRIED 11/16/145

3.  Representation:
Teresa Boudreault then gave Council an overview of FCSS activities. They hosted a “Back to School” safety event for children. Play Castle had a 40 children and adults attend their Halloween function. Week to week attendance at Play Castle is still good. The Parent Link activities at the community centre have been doing well and looks like it should be an ongoing service.

Teresa is presently finishing up her annual program reporting for the babysitting class and other programs that have been held this year. This has to be reported back to the province. Teresa noted that there was a seniors walk and talk activity at the community centre beginning Wednesday, November 16, 2016 from 10:00 a.m. until noon, this will run every Wednesday until October 26, 2017.

Teresa has been doing a survey for children ages 9 – 16 to see what activities they would see in the community centre, she has approximately 45 – 50 responses back on the survey.

The Community Centre board is considering a part time position to provide programs  in the evenings for children.

It was noted that there will be a candle light vigil on December 20, 2016 in the school gym. 

Council discussed meeting frequency with Teresa, everyone felt that if we met quarterly that would be good. She will meet with Council again at the second Council meeting in January 2017.    Teresa Boudreault left the meeting at 5:43 p.m.


Mayor Burgess noted that Council still had yet to approve the Organizational meeting that was held on October 24, 2016 after the regular Council meeting.

 

MOVED by Councillor Descoteaux that the minutes of the October 24, 2016 Organizational meeting be approved as presented.          CARRIED 11/16/146

Steve Rawlyk then meet with Council to discuss Public Works matters. He noted that an agreement had been in place with the Mennonite Church to sand their parking lot at $150.00 per service.  Councillor Adolf suggested that there should be a written agreement done to formalize the matter, the Village should not assume any liability regarding this service.  The agreement should also note that the designated representative of the church will call and ask for sanding every time its needed, so that it is not just assumed that Public Works will sand if necessary.
Council discussed an incident near Tags in October, where a driver had driven into the ditch there. There was some discussion regarding the liability. Staff were directed to continue discussions with the driver of the vehicle.
Council noted that there is still a problem area in front of the post office, where there is getting to be a dip in the pavement. Staff will have a look at that.


Mr. Rawlyk reported that the front blade on the front end loader had not been dealt with properly over the past years. Past staff members have not been changing the cutting blades on it and now the mold board blade has been worn down, it will cost approximately $5000.00 to have the issue repaired.  The company repairing the blade has agreed to defer invoicing on the matter until January of 2017. Council authorized Mr. Rawlyk to proceed with the matter, it was felt that we should get the blade repaired as soon as feasible in order to be ready for the next snow fall.  Steve Rawlyk left the meeting at 6:10 p.m.


4. Business arising from the Minutes:

5. Meetings Attended: Councillors reviewed the meeting that they had attended between October 24, 2016 and November 14, 2016.
Councillor Nicholson had attended two Grand Spirit board meetings.
Councillor Descoteaux had attended a Library board meeting, Pioneer Home board meeting, Continuing Care board meeting and a meeting of the Community Centre board.
Mayor Burgess had met with a RCMP representative.

There was some discussion about the upcoming inter-municipal meeting on December 1, 2016. This will be held in Grande Prairie at 6:00 p.m. We will gather at the Village office at 5:00 p.m. The four Councilors in attendance and CAO all agreed they would attend.

6. Correspondence

a) Government of Alberta – MSI Grants – received for information

b) Verna Yiu – Beaverlodge Hospital – received for information

c) Grande Spirit Foundation – received for information

d) Trans Canada Pipelines – received for information

e) Hythe Food Bank – request for donation

The Hythe Food Bank sent out a letter requesting donations. Councillor Nicholson noted that Food Bank board did not intend that the Village be solicited for a donation. The Hythe Food Bank board is well aware that the municipality pays the utilities and insurance on the food bank building and they appreciate those contributions. Therefore they were not requesting a donation from the Village.

7.  Other Business & Information:

     a) Modernized Municipal Government Act – feedback
CAO advised of a document outlining the feedback the province had received over the summer when the Minister of Municipal Affairs toured the province regarding the proposed new Municipal Government Act.
b) Northern Alberta Elected Leaders – October 14, 2016 mtg. – received for information

    c) Cheque Summary – cheques #20160714 – 20160860 – received for information

8.    Other matters (members’ business):
CAO reviewed the results of a meeting of the CAO’s in the area to review the Alberta Community Partnership Grants. One of the recommendations arising from that meeting that we continue to apply for a Community Partnership Grant for re-writing and updating the Land Use Bylaw for Wembley, Sexsmith, Hythe and Beaverlodge.  The Village of Hythe would be the managing partner on this program, cost is estimated to be approximately $75,000.00, pending confirmation.

MOVED by Councillor Descoteaux that the Village of Hythe be the managing partner for the Land Use Bylaw update grant application through the Alberta Community Partnership Program. This Land Use Bylaw update would cover the communities of Wembley, Sexsmith, Hythe and Beaverlodge.           CARRIED 11/16/147

Councillor Descoteaux inquired about the qualifications needed to be the library auditor. Gloria Davis has passed away and the library is in the process in looking for a new accountant for year-end audit. There was some discussion about the qualification requirements for an auditor. This needs to be researched further.

Councillor Nicholson was concerned about fluctuating pressure levels in the municipal water system. He noted that in evenings pressure levels seem to be fine, but sometimes during the day the amount of pressure seems to be dropping. It was suggested possibly there may be a problem with one of the pumps. The pressure was fine when the good pump was kicking in and maybe less when the problem pump is kicking in. Staff will check into that.


Mayor Burgess inquired about the windmills at the sewage lagoon. It was noted that Chad Wiwchar had not completed this project. The staff should look at the aeration equipment that is out there and see what needs to be stored inside for the winter.
Now that Travis Peterson is checking our wells, there was some discussion about who was Travis’s back-up if he is gone. Staff are looking into the matter further.


MOVED
by Councillor Adolf to go into camera.          CARRIED 11/16/148

Council went into Camera at 7:11 p.m.

9.    In Camera
a) Resignation – Chad Wiwchar

While in Camera, Council discussed a personal matter.

MOVED by Councillor Adolf to go back into open session.          CARRIED 11/16/149

Council went back into open session at 7:20 p.m.

Council decided to have the Christmas Lighting Contest judging done on Monday, December 19, 2016, commencing at 7:00 p.m.

10.  Adjournment
MOVED by Councilor Nicholson that the meeting be adjourned.          CARRIED 11/16/150

Time of adjournment was 7:30 p.m.



OCTOBER 24, 2016 - Organizational Meeting

Present:       Mayor Gary Burgess 

Councilors:   Carol Descoteaux

Nadine Adolf

Gordon Nicholson

Lyle Sipe
 

CAO:            Greg Gayton
         

Mayor Burgess called the meeting to order at 7:16 p.m.

Council then reviewed its appointments to Organizations, Boards and Committees.
It was decided to delete the reference to a FCSS board. The new process would be to have the FCSS Programmer meet with Council.  Council expressed a desire to meet with the FCSS Programmer quarterly.

Council then reviewed the remainder of the appointments to Organizations, Boards and Committees. It was decided to keep the appointments as they were.
MOVED by Councillor Descoteaux that all the appointments remain the same, with the exception of the FCSS committee appointment to be deleted.          CARRIED 10/16/145                                                                                      

The Village mileage rate is presently .50 cents a kilometer, meeting fees are $90.00 per/meeting and maximum meal allowances are set as follows: $12.00 for breakfast, $18.00 for lunch and $30.00 for supper.
MOVED by Councillor Adolf that the Village’s meeting fees, mileage rate and meal allowance remain the same.           CARRIED 10/15/146

Council discussed the time and date for the meetings.
MOVED
by Councillor Sipe that the dates and times for the Hythe Village Council meetings commence at 5:30 p.m. on the second and fourth Mondays of the month.          CARRIED 10/15/147
If a Monday falls on a statutory holiday then the meeting will be held on the following Tuesday. There will be one Council meeting in July and August, dates for those meetings will be set in June.

Adjournment
MOVED by Councilor Sipe that the organizational meeting be adjourned.          CARRIED 10/15/148


Time of adjournment 7:28 p.m.



OCTOBER 24, 2016

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson

                    Lyle Sipe

                    Nadine Adolf

                    Carol Descoteaux
 

CAO:            Greg Gayton

                            

1. Mayor Burgess called the meeting to order at 5:28 p.m.

 

2. Minutes of the October 11, 2016 regular Council meeting

MOVED by Councillor Nicholson that the minutes of the October 11, 2016 regular Council meeting be approved as present.          CARRIED 10/16/139

3. Business arising from the Minutes:

4.  Representation:
a) Steve Rawlyk – Public Works report – 5:30 p.m.
Public Works Supervisor, Steve Rawlyk joined the meeting at 5:30 p.m. Mr. Rawlyk presented a verbal report on the Public Works activities and issues. There was some discussion about the snow fall that happened last week. And some issues that had arisen from that. Councillor Sipe felt that the snow piles that were still on the street should be moved to a vacant lot, so we don’t have to contend with them in the event of a new snow fall.
There was some discussion on equipment maintenance. Steve Rawlyk noted that the front end loader was returned back to Hythe on October 13, 2016. There had been some issues with the Skid Steer that also required maintenance.
Discussion ensued regarding the gravel truck. The hydraulic ram was leaking badly and had to be replaced, cost on that is $2,868.00. The gravel truck is presently at Highway 43 for replacement of the ram and the annual vehicle inspection check.
Mr. Rawlyk noted that the sewage lagoon is still draining.
Steve Rawlyk left the meeting at 5:54 p.m.

Council then moved on to Business arising from the minutes.
CAO noted that Duarte Valerio had withdrawn his re-zoning application, as discussed at the last Council meeting.

5. Meetings Attended: Councillors reviewed the meeting that they had attended between October 11, 2016 and October 23, 2016.
Councillor Adolf reported on the Hythe Athletic Association meeting, there was a total change in the executive for the association.
Councillor Nicholson reported on the Grand Spirit Foundation meeting.
CAO reported that he had met with Teresa Boudreault and she was planning to be here tonight for a FCSS report, however an illness had intervened and she will attend the first Council meeting in November.

6. Correspondence

a) County of Grande Prairie – Economic Development Strategy
CAO will complete a survey form that is attached to the strategy.

b) Hythe & District Food Bank
There was some discussion about the need for a facility for the food bank to prepare Christmas hampers. Councillor Sipe suggested that they should check out the sewing room in the Community Centre, it’s a large room that may be available.
Food Bank letter was received for information.

c) County of Grande Prairie – Fire Mutual Aid – received for information.

d) RCMP request for meeting
Mayor Burgess indicated that he would be available to meet with a representative of the RCMP on Thursday, October 27, 2016. CAO will follow up further with the RCMP.

e) Regional Transportation Priorities – received for information.

7.  Other Business & Information:

     a) Crime Statistics – 2013-2016
Crime statistics for the Village of Hythe were reviewed, these covered a three year period for the first nine months of the year.
 
b) Water Week North conference – Grande Prairie
The agenda for a seminar that Steve Rawlyk had attended in Grande Prairie was received for information.

c) Report re: regional water line – Consultant selection – verbal
CAO reported that the waterline committee has selected Associated Engineering, as the engineering consultant for the West Waterline construction project.

d) Regional Landfill cost sharing
CAO provided Council with a proposal for a more equitable cost sharing for the regional landfill. CAO advised that there may be further research work on the County apportionment of the cost. CAO is authorized to send out the proposal to other municipalities.

e) Stand by procedures policy
Council review policy #32-04 regarding stand by procedures for Public Works staff.
MOVED by Councillor Adolf to adopt the Village of Hythe stand by procedures.          CARRIED 10/16/140

f) Christmas lighting options
Council looked at some options for outdoor decorative lighting for the Christmas season. An MSI capital grant application had been made in the amount of $15,000.00 for Christmas lighting. It was noted that timelines were short to buy new lighting for this year. It was decided to take a longer term approach to the issue. Council noted that information was needed from Public Works in terms of which poles in town would be suitable for Christmas lighting and which poles would need electrical upgrades so Christmas lights can be installed.
Councillor Descoteaux, Cindy Lockhart and Betty Atkinson will form a committee to make a recommendation on which decorations to buy.

8.    Other matters (members’ business):
Councillor Descoteaux had a concern about a motorhome being parked on the road at 105th street. It hasn’t moved for a while, CAO will look after the matter.
Councillor Sipe advised that he will not be present for the Council meeting on November 14, 2016.
Mayor Burgess wished to discuss blocking off the emergency access routes north of 103rd street. He was experiencing issues with his neighbors, with regards to use of one of the emergency access routes. He suggested gates should be put on. Council noted that there is a situation on 101st street where a bus had been parking on the street, it may be more appropriate to allow that bus to park on one of the routes immediately adjacent to the house.
Council had some further discussion to the repair to the gravel truck as noted in the quote from Highway 43 Services.
MOVED by Councillor Sipe to make the necessary repairs to the gravel truck in order to keep it operational.          CARRIED 10/16/141

MOVED
by Councillor Nicholson to go into camera.            CARRIED 10/16/142

While in Camera Council discussed some matters pertaining to the RCMP annual performance plan.

9.    In Camera
a) RCMP annual performance plan

MOVED by Councillor Sipe to go back into open session.           CARRIED 10/16/143

10.  Adjournment
MOVED by Councilor Adolf that the meeting be adjourned.          CARRIED 10/16/144

Time of adjournment was 7:14 p.m.



OCTOBER 11, 2016

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Lyle Sipe
Nadine Adolf
 

CAO:   Greg Gayton

                            

1. Mayor Burgess called the meeting to order at 5:20 p.m.

 

2. Minutes of the September 26, 2016 regular Council meeting

MOVED by Councillor Nicholson that the minutes of the September 26, 2016 regular Council meeting be approved as presented.          CARRIED 10/16/132

3. Business arising from the Minutes: no business arising

4.  Representation:
a) Request for rezoning – 10104-103 Street – Duarte Valerio – 5:30 p.m.
Duarte Valerio joined the meeting at 5:25 p.m.
Mr. Valerio was interested in purchasing Barry Reed’s old property at 10104-103 Street. He was planning to open a full time accounting office in that building. He wished to discuss the matter with Council to ensure that Council would be willing to consider commercial use in a residential area, and the rezoning that would be required to facilitate it. There was some discussion about the building and issues associated with it. Mr. Valerio also noted that he had some other issues that needed to be checked into before he could finalize an offer on the property. Council noted that they would discuss the matter further later on in the meeting.
Duarte Valerio left the meeting at 5:42 p.m.

Public Works Supervisor Steve Rawlyk joined the meeting at 5:42 p.m.
Mr. Rawlyk discussed some of the maintenance plans he had for the municipal equipment. He shared with Council some of the new forms that they were using.  There was some discussion about past practice with the equipment. It was noted that in many instances greasing was not done on equipment and this had an impact on repairs that were needed. Mr. Rawlyk noted that he was getting the municipal equipment ready for snow fall this winter. The sander will soon be transferred on to the back of the one ton. The one ton requires new tires, the tires have not been replaced since the unit was purchased. Council discussed getting tires that were better suited for the work that the vehicle does. These should be high pressure tires that can accommodate the weight that is put on the back of the unit.
It was noted that the pumps for the lift station should be here within a week. We are still expecting one from Berman and one from GPR.
Councillor Sipe inquired about issues with the water chlorination. Mr. Rawlyk advised that there were some issues with some of the equipment that regulated chlorine injection. He worked with Culligan in repairing the problem.
Steve Rawlyk left the meeting at 6:15 p.m.

b) Request for subdivision – Arta Juneau – 5:30 p.m. – The CAO noted that the sub division request for the West Peace Building Supplies property had been delayed pending more discussion with the land owner.

5. Meetings Attended: Councillors reviewed the meeting that they had attended between September 26, 2016 and October 10, 2016.
Councillor Nicholson attended the Hythe Foodbank AGM. He also attended an open house in Clairmont for the Seniors Foundation and the Sod Turning ceremony for the new Pioneer Home addition on September 30, 2016.
Councillor Adolf reported that she would be attending the Hythe Athletic Association Arena meeting on Wednesday, October 12, 2016.
Councillor Sipe reported that the Hythe Curling Club has had their start up meeting, they are putting in the ice and a number of teams have been registered, but they are still looking for more teams to curl.
Mayor Burgess reported that he had attended the Sod Turning on September 30, 2016. It was noted that the Mayors from Beaverlodge, Wembley and Sexsmith had also attended. It was good to see support from the region.

6. Correspondence

a) CUPW – post office closures
CAO felt that a letter should possible be sent on that, and staff were authorized to proceed with that.

7.  Other Business & Information:

     a) Library Board minutes – October 6, 2016
Council reviewed the minutes from the last Library Board meeting.
MOVED by Councillor Sipe to appoint Allison Sudnik to the Hythe Municipal Library Board.          CARRIED 10/16/133
 
b) Playground Society – AGM minutes – received for information.

c) Harley & Cathie Jones – re: trees
CAO reported that he and the Public Works Supervisor had met with Cathie Jones on October 4, 2016. The problem with the roots were worse than anticipated and they are near the house. Council was in favor of removing the trees as requested, and having Ricks Tree Service do the work. Hopefully it can still be done this fall. Harley and Cathie Jones would be responsible for any landscaping once the trees are removed.
MOVED by Councillor Adolf to remove the trees on the boulevard in front of Harley and Cathie Jones (10321-106 Street) as requested.          CARRIED 10/16/134

d) Water West Steering Committee minutes – received for information.

e) Town of Beaverlodge – Doctor’s incentive policy
Council reviewed information from the Town of Beaverlodge regarding their incentive programs for getting Doctors to locate and work in their community.  There was quite a lot of discussion about how much public money should be used to subsidize physicians.
CAO will have some further discussions with the Pioneer Home regarding rental subsidy and bring the matter back to Council at a future date.

Council noted that Councillor Descoteaux had not attended a number of Council meeting lately.
MOVED by Councillor Sipe to authorize the absence of Councillor Descoteaux as per section 174 (2) of the Municipal Government Act.          CARRIED 10/16/135

Council discussed the request for rezoning. Staff had prepared a bylaw on the matter in the event that Council was willing to consider it.
MOVED by Councillor Sipe to give first reading to Rezoning Bylaw #531 which would change the zoning on Lot 13, Block 17, Plan 6718 MC from Residential General (RG) to Primary Commercial (C-1)           CARRIED 10/16/136

8.    Other matters (members’ business):
Councillor Adolf asked if the times for Council meetings could be moved a little bit later to allow her to get back in time for Council meetings without her having to miss too much work.
Council had been starting their meetings shortly after 5:00 p.m.
MOVED by Councillor Sipe to commence Council meetings at 5:30 p.m.          CARRIED 10/16/137

Council asked that the campground be closed with one gate left open, so if there is any casual use in the evenings those people can still drive in.

Councillor Nicholson reported that he had some complaints about a waste disposal unit left on the street on 102 avenue, just north of the swimming pool. He understood that this waste disposal unit will be picked up as soon as feasible.

10.  Adjournment
MOVED by Councilor Adolf that the meeting be adjourned.          CARRIED 10/16/138

Time of adjournment was 7:36 p.m.

                                                


SEPTEMBER 26, 2016

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
                    Lyle Sipe 

 

CAO:  Greg Gayton

                            

1. Mayor Burgess called the meeting to order at 5:00 p.m.

 

2. Minutes of the September 12, 2016 regular Council meeting

MOVED by Councillor Nicholson that the minutes of the September 12, 2016 regular Council meeting be approved as presented.          CARRIED 09/16/124

3. Business arising from the Minutes:
It was noted that the matters pertaining to the road way in the industrial subdivision will be discussed when another subdivision matter is dealt with.
CAO advised that November 30, 2016 is the last suggested meeting for the fall inter-municipal meeting. Council was fine with that date.

Earl Smith joined the meeting at 5:22 p.m.
Mr. Smith inquired about whether the Village had a long term plan to install water mains for properties in the southern part of the Village. Council noted that there is a substantial expense associated with that. Mayor Burgess advised that the Village had no plans in the short term to incur this expense. Presently our highest priority is the relining and replacement of the sewer mains that has a $10,000,000.00 price tag of its own.

MLA Wayne Drysdale joined the meeting at 5:25 p.m.
Councillor Adolf joined the meeting at 5:28 p.m.

Mr. Smith asked about the standards for waste water being discharged from the Hythe sewage lagoon, he also inquired about the timing of the discharge. There was some discussion about issues with a fall discharge. Staff will do some research in terms of whether or not there is a formal standard for the quality of effluent that is discharged into the environment.  Council did note that we do work closely with Alberta Environment on this matter and there has been extensive consultation between the licensed sewer operator and Alberta Environment regarding the discharge activity.
Earl Smith left the meeting at 5:41 p.m.

MLA Wayne Drysdale was here for his annual meeting with Village Council. Mr. Drysdale noted that the tender for the 43X bypass near Grande Prairie closes on Wednesday, September 28, 2016. He commented that it is anticipated the new Municipal Government Act as amended will be passed this fall. There will be some changes coming to the Municipal Government Act, following some consultations that were held this summer. Mr. Drysdale had attended some of those meetings, he noted that some opposition to the proposed changes in the MGA was from developers. They were concerned that Municipality might be levying higher off site levies due to changes in the act.  Mr. Drysdale was optimistic that Alberta Health would be approving some construction on the Beaverlodge Hospital in the near future. He planned on attending in Hythe on September 30, 2016 for the Sod Turning for the new 48 unit addition to the Hythe Pioneer Home.
Mr. Drysdale asked how the enrollment numbers at the Hythe Regional School looked this year as compared to previous years. That information was not available.
MLA Wayne Drysdale left the meeting at 5:59 p.m.

 

4.  Representation:
a) Wayne Drysdale - MLA
b) Earl Smith – sewage lagoon
 

5. Meetings Attended:
Council and staff reviewed meetings they had attended between September 12, 2016 and September 26, 2016.
All the Councillors present attended the interviews for the Public Works Supervisor Position on Monday, September 19, 2016.

6. Correspondence

a) Elected officials training – September 29, 2016 – Mayor Burgess and Councillor Adolf will try to attend.

b) Hythe Pioneer Home – September 30, 2016 sod turning – Councillors will attend if available.

c) Supt. Brenda Lucki – RCMP – received for information.

d) Brock Smith – physician assistance – A letter from Councillor Brock Smith was reviewed by Council. Mr. Smith requested that the Village provide some rental assistant to the physicians that were moving into the Medical Clinic. CAO will talk to the CAO of the Pioneer Home about this matter when time permits.

e) Harley & Cathie Jones – Tree removal request – Staff are authorized to investigate the situation further, before bringing a recommendation back to Council.

CN Rail – Staff reviewed some information regarding rail crossings. The CAO will write back to CN Rail asking for an update on the status of the rail line proceeding through Hythe.It was noted that other parts of this particular rail line are in the process of being dismantled and maybe that is something that should be looked at for the rail line proceeding through Hythe.

7.  Other Business & Information:

     a) Subdivision Application – West Peace Building Supplies – Council reviewed an application for a subdivision in the industrial area. Council felt that the applicant should meet with Council and explain what future development is envisioned with this subdivision.
MOVED
by Councillor Sipe to table the Subdivision Application until the next regular Council meeting on Tuesday, October 11, 2016 and invite Arta Juneau to that meeting.          CARRIED 09/16/125

b) Cemetery Interim Statement – received for information.

c) Five year capital plan – Council reviewed the Five Year Capital Plan for the municipality. It was noted that this is a requirement of the new Municipal Government Act legislation.
MOVED
by Councillor Nicholson to approve the Five Year Capital Plan.          CARRIED 09/16/126

d) Cheque summary – cheques #20160604 – 20160713 – Council reviewed the cheque summary, there was some discussion about the campground, in terms of whether or not it was profitable. The CAO commented that it usually incurs a small deficit.

8.    Other matters (members’ business):
CAO noted that there are some issues with the John Deere front end loader. Our new Public Works Supervisor, Steve Rawlyk has been looking into it, it seems that a substantial amount of repairs are needed. Council discussed some possible options for dealing with the loader including whether or not it should be leased or replaced as compared to repairing it. In the end Council felt the best course of action would be to repair it.
MOVED by Councillor Adolf to authorize an expenditure of not more than $21,000.00 for repairs to the John Deere Loader.          CARRIED 09/16/127

Councillor Sipe was concerned about a vicious dog matter, CAO advised on the bylaw enforcement process for vicious dogs.

MOVED by Councillor Sipe to go into camera.          CARRIED 09/16/128

9.    In Camera
a) Chad Wiwchar – training cost
b) Old Fire Hall lease agreement

MOVED
by Councillor Sipe to go back into open session.          CARRIED 09/16/129

MOVED
by Councillor Nicholson to give a six month lease extension on the old fire hall, with the provision that the arrears on the rental account have to be brought up to date by March 15, 2017.          CARRIED 09/16/130 


10.  Adjournment

        MOVED by Councilor Adolf that the meeting be adjourned.          CARRIED 09/16/131

Time of adjournment was 8:03 p.m.



SEPTEMBER 12, 2016

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
                    Lyle Sipe
                    Nadine Adolf 

 

CAO:  Greg Gayton

                            

1. Mayor Burgess called the meeting to order at 5:03 p.m.

 

    2. Minutes of the August 22, 2016 regular Council meeting

MOVED by Councillor Sipe that the minutes of the August 22, 2016 regular Council meeting be approved as presented.          CARRIED 09/16/114

3. Business arising from the Minutes: No business arising from the minutes.
CAO updated Council on the Mark Meiers situation.

 

4.  Representation:  
a) Deb Balderston - cemetery
b) Chad Wiwchar – public works report, water level issues


5. Meetings Attended:
Council and staff reviewed meeting they had attended between August 22, 2016 and September 12, 2016.
Councillor Nicholson attended a Grand Spirit meeting on August 23, 2016. Councillor Adolf attended a SPPARC meeting on August 25, 2016 and a GPREP meeting on September 8, 2016.

6. Correspondence

a) Imperial Oil – road lease
Council received some correspondence from Imperial Oil regarding a lease agreement with the Village in the industrial area. The Village has a five year lease on land containing a existing roadway, which expires on September 30, 2016. Imperial Oil is planning to do some environmental assessment remediation work and the work may involve the closure or relocation of the existing roadway. With that in mind, Imperial Oil wanted to extend the lease on a month to month basis effective October 1, 2016.
Council discussed the matter and felt the best long term solution would be to purchase the roadway from Imperial Oil for a nominal amount and have the land formally dedicated as a road.
MOVED by Councillor Nicholson to enter into negations with Imperial Oil regarding the road lease.          CARRIED 09/16/115

Deb Balderston joined the meeting at 5:31 p.m.
Ms. Balderston was there to discuss cemetery matters. She noted that it had been an unusual year for rain fall, resulting in a lot of grass cutting. Although the County did do the standard two cuts per year, we had to hire out some additional grass cutting to have the cemetery looking good for the Homecoming and the Fair. Ms. Balderston requested that the Village set aside $3,500.00 in a reserve that could be used for additional grass cutting cost in years when it was needed. The money will stay in reserve until there is a need to draw on it.
She noted that it had been a productive year out at the cemetery. The Gazebo had been completed, and the signage has been upgraded substantially. As the money held in the cemetery fund is close to being used up, it is time we research some more grants that could be used towards cemetery projects. It was noted that the County had contributed $3,000.00 towards the Hythe cemetery.
The next priority for the cemetery is the headstone issue. There are a lot of headstones there that need to be repaired as there are issues with the base underneath the headstones and they are tilting.
Deb asked that the Village do a plaque dedication with Donna Shail. This dedication would be in memory of her husband Eldon Shail, who spent a lot of time and effort out at the cemetery over the years. Council agreed to do this.
Deb Balderston left the meeting at 5:42 p.m.

b) Town of Beaverlodge – Health Care Facility – received for information.

c) Husky Oil – project cancellation – received for information.

d) ALARIE Asset Distribution – received for information.

e) ATCO Electric – Franchise Fees
CAO noted that the Franchise Fee for power had has been at 6% for several years now, he did not see a need to change it.
MOVED by Councillor Sipe to keep the Franchise Fee at 6%.          CARRIED 09/16/116

f) Earl Smith – Lagoon issues – received for information.

7.  Other Business & Information:

     a) Reserve Bid – tax sale property
Council reviewed information on Lots 9 & 10, Block 7, Plan 682 EO. This property will be going for tax sale auction on September 20, 2016. CAO provided information on the assessment, he had also talked to a realtor who had listed the property in the past.
Council felt that the condition of the property was not well reflected in the assessed value. They felt there were issues with the structure that require either extensive repair or demolition.
MOVED by Councillor Nicholson to set the reserve bid for Lots 9 & 10, Block 7, Plan 682 EO at $40,000.00.          CARRIED 09/16/117

b) Library Board September 7, 2016 minutes – received for information.

c) FCM – Canada 150 – received for information.

d) Regional Transportation Priorities
It was noted that there will be a meeting on September 16, 2016 at the County office between 10:00 a.m. and noon, to discuss regional priorities and transportation. The Mayor and the CAO will be attending.

e) Inter-municipal mtg. – October 19, 2016 – Grande Prairie
Council was advised that the inter-municipal mtg. has been set for Wednesday, September 19, 2016 in Grande Prairie, the city has not yet set a location.

f) AUMA resolution 2016 – B1
This resolution dealt with Level 1 water and sewer licensing. – received for information.

g) Landfill fees – 2017
Council was advised that the landfill fees from 2016 will go up substantially in 2017. In 2016 the Village of Hythe paid $36,213.00 as a partner in the West County Regional Landfill. In 2017 that cost is forecast to go up to $52,622.00. The CAO reviewed with Council some of the reasons the fee has gone up. It was noted that the Village of Hythe pays the same amount as the Towns of Beaverlodge, Wembley and Sexsmith. It was felt that as the Village is substantially smaller than these other urban communities it would be more equitable to find another cost sharing arrangement rather than each partner municipality paying 15% of the cost. Also the amount that the County pays at 40% could also be looked at. CAO will bring some calculations back to the next Council meeting on September 26, 2016.
MOVED by Councillor Adolf to request a re-evaluation of the Regional Landfill cost sharing.          CARRIED 09/16/118

h) Food Bank report – verbal report
Councillor Nicholson provided a verbal report on the Hythe Food Bank. He noted that the food bank has sent several letters to Horse Lake First Nations requesting some assistance with the cost of operating the Hythe Food Bank. The food bank felt that a substantial amount of its resources were being spend providing for the Horse Lake residents, and there should be some assistance from the Band. The Food Bank Society has decided that service to Horse Lake residents will be discontinued effective September 15, 2016, if there continues to be no response from the Band.
Councillor Nicholson noted that people who are coming in from Horse Lake are already being notified this change will be happening.

8.    Other matters (members’ business):
Councillor Adolf reported on a unique situation she was aware of, where there is a large amount of frack sand that is available for free due to a mix up in shipping. 1200 tons are available in Sexsmith if someone had a use for this sand.  

      CAO advised that staff would like to make a contribution toward the memorial fund for the late Jody Evans. A $100.00 contribution was suggested.
MOVED by Councillor Sipe to approve a $100.00 contribution to the memorial fund for the late Jody Evans.          CARRIED 09/16/119

Mayor Burgess noted that he had been in discussion with Alberta Health Services on another matter, and it had been mentioned that our offer for the land had been accepted, so paperwork will be following shortly.

Chad Wiwchar joined the meeting at 6:40 p.m.
There was some discussion about the lift station pumps, Mr. Wiwchar had researched several options in terms of which rebuilding pumps or buying new ones. Council advised that their direction to staff in the past has been to have two pumps operating at the lift station and have a stand by pump available, however it seems over time that this direction has not been followed. It was noted that the optimum solution would be to rebuild one pump at GPR and buy a new pump from Berman. That would keep us in a good situation in case any of the pumps break down again.    
MOVED by Councillor Adolf to have one pump rebuilt at GPR and to purchase one pump at Berman.          CARRIED 09/16/120

Chad Wiwchar gave a report on the issues with FKD, regarding their sewer problems. He also noted there was a well there that was leaking that he had repaired for them.
There was some discussion regarding the mowers and also lagoon release issues. Earl Smith will be attending the next meeting.
Chad Wiwchar left the meeting at 7:32 p.m.    

MOVED by Councillor Nicholson to go into camera.          CARRIED 09/16/121

While in camera, Council discussed some matters pertaining to hiring of the Public Works Supervisor, and narrowed down the short list for interviews.

9.    In Camera
a) Public Works Supervisor – hiring

MOVED
by Councillor Adolf to go back into open session.          CARRIED 09/16/122

It was noted that interviews will be held on either Monday, September 19, 2016 at 6:00 p.m. or Thursday, September 22, 2016 at 7:00 p.m. depending on circumstances.

Council reviewed the mower issue and decided to proceed with the Ferris, as the preferred option.


10.  Adjournment

        MOVED by Councilor Sipe that the meeting be adjourned.          CARRIED 09/16/123

Time of adjournment was 9:34 p.m.



AUGUST 22, 2016 

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson

                    Lyle Sipe

                    Nadine Adolf 

                    Carol Descoteaux
 

CAO:            Greg Gayton

                            

1. Mayor Burgess called the meeting to order at 5:04 p.m.

 

2. Minutes of the July 11, 2016 regular Council meeting

MOVED by Councillor Nicholson that the minutes of the July 11, 2016 regular Council meeting be approved as presented.          CARRIED 08/16/102


3. Business arising from the Minutes: No business arising from the minutes.

 

4.  Representation:  
a) Chad Wiwchar – public works report, water level issues


5. Meetings Attended:
Council and staff reviewed meeting they had attended between July 11, 2016 and August 22, 2016.
Councilor Sipe noted that the breakfast at the Hythe Ag Fair hosted by the Hythe Elks and the Hythe Fire Department had raised $1,600.00. This will be used for a new piano for the community choir.
Other Councillors and staff noted meeting they had attended.

6. Correspondence

a) Alberta Environment – Water Act License – received for information

b) Alberta Environment – Operator Certificate – received for information

c) County of Grande Prairie – regional transportation priorities
It was noted that a meeting will be coming up on this in September.

d) County of Grande Prairie – recreation, master plan
CAO noted that the Recreation Master Plan had been received. A copy of the survey attached to the plan was available for Council to review.

e) Rick’s Tree Removal Services
Mayor Burgess left the meeting at 5:20 p.m. due to a possible conflict of interest.
Council reviewed a quote from Rick’s Tree Removal Services to remove two poplar trees on the boulevard at 10103-104 street. It was noted that the issue with these trees is that the roots are near to the house and may soon be causing damage to the basement. It was noted that the resident immediately east of the Burgess residence may be having a similar issue. Council felt it would be appropriate to deal with residence east of the Burgess house at the same time.
MOVED by Councillor Descoteaux to have Rick’s Tree Removal Services remove the two poplar trees on the boulevard at 10103-104 street as noted in the quote, and deal with the problem next door at needed.          CARRIED 08/16/103
Mayor Burgess rejoined the meeting at 5:30 p.m.

f) Springland Manor – request for utility forgiveness
Council received a request for forgiveness on utilities from Richer Reality. Richer Reality operates Springland Manor in Hythe for the property owner. All six suites in the apartment building are now vacant.
Council recognized that the rental market has declined significantly in the past year, but was also concerned about the precedent that would be created by granting Richer Reality forgiveness on the utilities.
Staff also reviewed Bylaw #517 which dealt with municipal utilities on vacant buildings.
MOVED by Councillor Nicholson to decline the request for a reduction or wavier on the utilities for Springland Manor.          CARRIED 08/16/104

7.  Other Business & Information:

     a) Bylaw #530 – appointment of assessor
Bylaw #530 dealt with the appointment of Village’s assessor as a designated officer. Staff explained this is required by the Municipal Government Act in accordance with sections 210 and 284.

MOVED by Councillor Descoteaux to give Bylaw #530 first reading.          CARRIED 08/16/105

MOVED
by Councillor Adolf to give Bylaw #530 second reading.          CARRIED 08/16/106

MOVED
by Councillor Nicholson to consider Bylaw #530 for third reading at this meeting.          CARRIED UNANIMOUSLY 08/16/107

MOVED by Councillor Sipe to give Bylaw #530 third reading.          CARRIED 08/16/108

Public Works Assistant Chad Wiwchar joined the meeting at 5:35 p.m.
Mr. Wiwchar first dealt with the water level reports. He has been monitoring a select number of water wells in town, concern has been raised that the water levels might be increasing. In his report, Mr. Wiwchar had noted the original static water level is from when the water well was drilled, which is available from Alberta Environment. He had then checked those levels against the present day static water levels. He noted that this was the first set of readings for these wells. So this information is preliminary and more readings have to be done in the future to acquire data to see if there is a trend developing.

Council then discussed the purchase of a new front mount mower. Some issues with the old Ferris have rendered it unusable.  It was noted that we were looking for a new front mount with a six-foot-wide mowing deck and motor with 25 or 30 HP. Chad Wiwchar had researched various brands, such as Toro, Cub Cadets, Kubota, Ferris & John Deere. After some discussion about the strength and weaknesses of various brands, it was decided to narrow the search between John Deere and Ferris.
Council discussed the need to be able to get parts quickly and the need for a mulching mower. There was some discussion about the operation of the old mower. The front mount mowers do require a certain skill set to operate them on a consistent basis. It was felt there should be some consideration just having the permanent staff operate the mowers.
Council will finalize the decision on the matter at the September 12, 2016 regular Council meeting. Council requested that staff order some pavement patch, there are some specific manholes that will probably not be done with the new regional paving equipment, but will still be suitable to use the pavement patch we have used previously. Staff will order four barrels.
There was some discussion about burning at the landfill. Consensus was that measures have to be taken so that the compost burns hotter and quicker, rather than smoldering for long periods of time. We’ll also avoid burning during special events, such as the fair weekend.
Councillor Sipe commented that staff must refrain from talking on cell phones while driving municipal equipment.
Chad Wiwchar left the meeting at 6:28 p.m.

b) Newterra – water treatment plant summary- received for information

c) Poplar replacement – trees for boulevards
Staff reviewed some information on some possible trees, that could be planted as we continue to replace the northwest poplar that are at the end of their natural life. After looking at a number of options, Council decided to give a general direction to staff and the public Ash Trees would be a suitable replacement on boulevards. There are a number of different Ash trees that can be used, however they should have the attributes of providing a small canopy and little suckering at the root base.
It was noted that Mountain Ash was a good quality choice for a boulevard tree.

d) Mark Meiers – request for extension
Mr. Meiers had sent in an appeal on an order given regarding lots 22 & 23, Block 18, Plan 772 3036. The order had required him to fill in an excavation at that property, and have the excavation filled in by August 31st, 2016. Mr. Meiers asked for a variance on that order as he was considering putting in a package with a basement and a modular home at that property, and did not see the need to fill in a hole that would later be needed for the basement. Council felt that Mr. Meiers should provide Council with a set of detailed building plans for the property by September 15th, 2016 or have the hole filled in by that date. It was noted that because of the lateness of the August Council meeting, Mr. Meiers should be given a bit more time to reach a decision on this, so it was felt that a September 15th, 2016 deadline would be appropriate.
MOVED by Councillor Adolf to have Mr. Meiers either provide a detailed set of plans for the property or have the excavation filled in by September 15th, 2016. The excavation must be filled in to the present level of the surrounding ground.          CARRIED 08/16/109

e) Councillors signing petitions – received for information

f) Council appointments (tabled from last meeting)
Council reviewed some of the vacancies on the Council committee appointments since Councillor Philips left.  Councillor Adolf volunteered to attend the GPREP Emergency Services Committee meetings, and the South Peace Physician Attraction & Retention Committee meetings. Councillor Descoteaux will try to attend the Pioneer Home Board meetings and Councillor Adolf will then take Councillor Descoteaux’s place on the Hythe Athletic Association Committee.
MOVED by Councillor Sipe to approve the changes in the Committee appointments as discussed.                                                                       CARRIED 08/16/110

g) Spring clean-up summary – received for information.

h) County of Grande Prairie – Canada’s 150th Centennial Celebration – received for information.

i) Cheque summary – Cheques #20160440 – 20160604 – received for information

8.    Other matters (members’ business):
CAO advised on the situation regarding train parking. It was noted that the rails cars that are presently parked in Hythe will be moving out shortly once the harvest begins, they are needed for hauling grain. It was suggested that if and when the rail cars return to Hythe that be parked outside of town, possibly on rail line north and west of town.
It was noted that the AUMA Conference will be held on October 5th – 7th, 2016, Councillors Descoteaux and Adolf indicated an interest in going, staff will research the matter further.
Mayor Burgess noted that the Pioneer Home was interested in trying to rent out some of their four-plex, he was wondering if a fence would be allowed on the front of the four-plex. CAO will look into the matter and discuss it with the Pioneer Home.
MOVED by Councillor Nicholson to go into camera. CARRIED 08/16/111

Council went into Camera at 7:22 p.m.

9.    In Camera
a) Public Works Supervisor – position changes
b) Grande Spirit Foundation – legal matter

While in Camera Council discussed a legal matter and the advertising for the Public Work Supervisor position.
      
MOVED
by Councillor Sipe to go back into open session.          CARRIED 08/16/112


10.  Adjournment

       MOVED by Councilor Adolf that the meeting be adjourned.           CARRIED 08/16/113

Time of adjournment was 8:02 p.m.



JULY 11, 2016

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson

                    Lyle Sipe

                    Nadine Adolf
 

CAO:            Greg Gayton

                            

1. Mayor Burgess called the meeting to order at 5:04 p.m.
Councillor Adolf was the only nominee at the July 6, 2016 nomination day for the Council vacancy caused by the resignation of Councillor Phillips. Councillor Adolf had been declared elected by acclamation. A swearing in ceremony was held for Councillor Adolf, and she affirmed the oath of office.         

 

2. Minutes of the June 13, 2016 regular Council meeting

 

MOVED by Councillor Sipe that the minutes of the June 13, 2016 regular Council meeting be approved as presented.          CARRIED 07/16/95

3. Business arising from the Minutes: No business arising from the minutes.

 

4.  Representation:  
a) FCSS Report – 5:30 p.m.
FCSS Director for the County of Grande Prairie, Kathleen Turner and Village of Hythe FCSS Programmer, Teresa Boudreault joined the meeting at 5:28 p.m. They reviewed a written submission for Council regarding the progress of the contracted FCSS Programmer since she commenced work in late January of 2016.
It was noted that the programming that has been offered has been well attended. The baby sitting program brought in eight students, Play Castle had an average attendance of seven children and nine parents who attended weekly. The volunteer tax program was well received and 65 seniors had attended the seniors tea. On an average the programmer sees about five individuals a day.  She is also working closely with the Pioneer Home.  It was noted that the volunteer tax program was targeted at seniors and low income earners and should not compete with other accounting services that are offering income tax preparation. The purpose of the tax program is to do very straight forward and simple tax returns it is not intended to do commercial returns or conventional income tax returns.
Teresa Boudreault noted that on July 23, 2016 there will be a “meet the babies” tea held at the Community Centre for the Webb Family. FCSS has also been helping administer community support provided to the Webb family.
Council noted that they were quite pleased with services provided by the contracted FCSS Programmer to date. It was decided to hold a further review meeting early next year once the 2016 year end numbers are available.
Kathleen Turner and Teresa Boudreault left the meeting at 5:42 p.m. Sylvia Carson joined the meeting at that time.

b) Sylvia Carson & Marie Lowen – Property concern – 5:45 p.m.
Sylvia Carson presented an eight page petition regarding  a property on the corner of 101 avenue and 105 street. The petition noted that the property has been in a state of disrepair and abandonment for six years. The petition asked Council to take some action to ensure that the property remain in a state of reasonable repair. They noted that it is an ugly mark in an otherwise clean and neat neighborhood, and should it start on fire it would be endangering neighboring homes and residents.
Council noted that some action may be available through section 546 of the Municipal Government Act. There was some discussion about the proposed demolition of the building, it was decided to consult with the County building inspectors to see if the building is sufficiently sound or whether or not it should be torn down as unsafe. There was some discussion about the petition, Councillors asked the CAO to research whether or not it would be allowable for Councillors to sign a petition such as this.
Sylvia Carson left the meeting at 6:05 p.m.


5. Meetings Attended:
Council and staff reviewed meeting they had attended between June 13, 2016 and July 11, 2016.

6. Correspondence

a) Campground Fence Tenders
Two bids were received for construction of the campground fence at the north and west side of the campground. Bids had been received from Tri-Solo Contracting based in the County of Grande Prairie and Bruce Tacks Construction of Beaverlodge. It was noted that Tri-Solo Contracting was the low bidder.
MOVED by Councillor Nicholson to accept the bid from Tri-Solo Contracting for the campground fence project.          CARRIED 07/16/96

b) Christian LeClair – tree branch removal
A letter had been received from Christian LeClair regarding a problem with a poplar tree on the municipal boulevard located at his property located at 10024-102 avenue. CAO advised that he had looked at tree and there is an issue there. A professional tree service should look at it. It will be a difficult job to remove the branch in question. Mayor Burgess noted that he is getting Rick’s Tree Services to do a project at the Pioneer Home and he will add that project on to the list.
MOVED by Councillor Nicholson to deal with Christian LeClair tree issue at the Village’s cost.          CARRIED 07/16/97

c) HCL Consulting – rising water data
Council reviewed some information from HCL Consulting Data Sources regarding the issue with rising water levels underneath the Village of Hythe. There was some further discussion. The matter will proceed forward. CAO noted that Alberta Transportation is requiring that any work done for a study on the water levels will need to be tendered in accordance with Alberta Transportation requirements, as Alberta Transportation is providing a $7500.00 grant under the Alberta Municipal Water and Wastewater Partnership Program.

7.  Other Business & Information:

     a) Operator qualifications
CAO reviewed a proposal to amend the Villages operating license, so that operators certified under the Small Community’s certification would be eligible to operate our water system. 

b) Committee appointment review
It was noted that with the change in Council there were a number of committee appointments that were vacant. Council did discuss this briefly, but decided it would be more appropriate to table this matter to the August meeting, when Councillor Descoteaux was present.  There was some discussion about the Pioneer Home Board vacancy, it is problematic to have a representative on a board that meets during the day.

c) Section #546 – Municipal Government Act
This had been discussed earlier on in the meeting when discussing the problem property.

d) MSI Capital Grants for revision
CAO had revised the budget for MSI Capital Grants to reflect changing circumstances and the MSI Capital program’s requirement for a minimum amount for grant applications.
MOVED by Councillor Adolf that the MSI Capital Grant Applications be approved as revised.          CARRIED 07/16/98

e) Incident Command for Elected Officials
Council reviewed information on an Incident Command for Elected Officials training on September 29, 2016. Matter will be dealt with at a time closer to the date of training.

8.    Other matters (members’ business):
There was some discussion about flushing sewer lines and issues arising from sewer gas. It was noted that often the sewer gas smell is indicative of an internal problem within the household doesn’t relate to the municipal lines. There was discussion about using outside contractors to do the Play Castle program, that can be discussed at a later date with FCSS prior to the commencement of the fall program.

MOVED by Councillor Sipe to go into camera.          CARRIED 07/16/99

Council went into Camera at 7:15 p.m.

9.    In Camera
a) Grande Spirit Foundation – legal matter     

MOVED
by Councillor Sipe to go back into open session.          CARRIED 07/16/100

Councillor Adolf asked about the process for going in Camera, Mayor Burgess explained the procedure, CAO noted that was a common practice to use the 3L rule for going into Camera. It is conventionally used for dealing with: land issues, legal matters, or labor issues.

10.  Adjournment
MOVED by Councilor Nicholson that the meeting be adjourned.          CARRIED 07/16/101
Time of adjournment was 7:28 p.m.



JUNE 13, 2016

Present:        Mayor Gary Burgess

Councilors:   Gordon Nicholson, Lyle Sipe, Nadine Adolf  

CAO:             Greg Gayton

                             

1. Mayor Burgess called the meeting to order at 5:04 p.m.
Councillor Adolf was the only nominee at the July 6, 2016 nomination day for the Council vacancy caused by the resignation of Councillor Phillips. Councillor Adolf had been declared elected by acclamation. A swearing in ceremony was held for Councillor Adolf, and she affirmed the oath of office.         

 

2. Minutes of the June 13, 2016 regular Council meeting

 

MOVED by Councillor Sipe that the minutes of the June 13, 2016 regular Council meeting be approved as presented.          CARRIED 07/16/95

3. Business arising from the Minutes: No business arising from the minutes.

 

4.  Representation:  
a) FCSS Report – 5:30 p.m.
FCSS Director for the County of Grande Prairie, Kathleen Turner and Village of Hythe FCSS Programmer, Teresa Boudreault joined the meeting at 5:28 p.m.
They reviewed a written submission for Council regarding the progress of the contracted FCSS Programmer since she commenced work in late January of 2016. It was noted that the programming that has been offered has been well attended. The baby sitting program brought in eight students, Play Castle had an average attendance of seven children and nine parents who attended weekly. The volunteer tax program was well received and 65 seniors had attended the seniors tea. On an average the programmer sees about five individuals a day. She is also working closely with the Pioneer Home. It was noted that the volunteer tax program was targeted at seniors and low income earners and should not compete with other accounting services that are offering income tax preparation. The purpose of the tax program is to do very straight forward and simple tax returns it is not intended to do commercial returns or conventional income tax returns.
Teresa Boudreault noted that on July 23, 2016 there will be a “meet the babies” tea held at the Community Centre for the Webb Family. FCSS has also been helping administer community support provided to the Webb family.
Council noted that they were quite pleased with services provided by the contracted FCSS Programmer to date. It was decided to hold a further review meeting early next year once the 2016 year end numbers are available.

Kathleen Turner and Teresa Boudreault left the meeting at 5:42 p.m. Sylvia Carson joined the meeting at that time.

b) Sylvia Carson & Marie Lowen – Property concern – 5:45 p.m.
Sylvia Carson presented an eight page petition regarding  a property on the corner of 101 avenue and 105 street. The petition noted that the property has been in a state of disrepair and abandonment for six years. The petition asked Council to take some action to ensure that the property remain in a state of reasonable repair. They noted that it is an ugly mark in an otherwise clean and neat neighborhood, and should it start on fire it would be endangering neighboring homes and residents.
Council noted that some action may be available through section 546 of the Municipal Government Act. There was some discussion about the proposed demolition of the building, it was decided to consult with the County building inspectors to see if the building is sufficiently sound or whether or not it should be torn down as unsafe. There was some discussion about the petition, Councillors asked the CAO to research whether or not it would be allowable for Councillors to sign a petition such as this.

Sylvia Carson left the meeting at 6:05 p.m.

5. Meetings Attended:
Council and staff reviewed meeting they had attended between June 13, 2016 and July 11, 2016.

6. Correspondence

a) Campground Fence Tenders
Two bids were received for construction of the campground fence at the north and west side of the campground. Bids had been received from Tri-Solo Contracting based in the County of Grande Prairie and Bruce Tacks Construction of Beaverlodge. It was noted that Tri-Solo Contracting was the low bidder.

 MOVED by Councillor Nicholson to accept the bid from Tri-Solo Contracting for the campground fence project.          CARRIED 07/16/96

b) Christian LeClair – tree branch removal
A letter had been received from Christian LeClair regarding a problem with a poplar tree on the municipal boulevard located at his property located at 10024-102 avenue. CAO advised that he had looked at tree and there is an issue there. A professional tree service should look at it. It will be a difficult job to remove the branch in question. Mayor Burgess noted that he is getting Rick’s Tree Services to do a project at the Pioneer Home and he will add that project on to the list.

MOVED by Councillor Nicholson to deal with Christian LeClair tree issue at the Village’s cost.          CARRIED 07/16/97

c) HCL Consulting – rising water data
Council reviewed some information from HCL Consulting Data Sources regarding the issue with rising water levels underneath the Village of Hythe. There was some further discussion. The matter will proceed forward. CAO noted that Alberta Transportation is requiring that any work done for a study on the water levels will need to be tendered in accordance with Alberta Transportation requirements, as Alberta Transportation is providing a $7500.00 grant under the Alberta Municipal Water and Wastewater Partnership Program.

7.  Other Business & Information:

     a) Operator qualifications
CAO reviewed a proposal to amend the Villages operating license, so that operators certified under the Small Community’s certification would be eligible to operate our water system. 
b) Committee appointment review
It was noted that with the change in Council there were a number of committee appointments that were vacant. Council did discuss this briefly, but decided it would be more appropriate to table this matter to the August meeting, when Councillor Descoteaux was present.
There was some discussion about the Pioneer Home Board vacancy, it is problematic to have a representative on a board that meets during the day.
c) Section #546 – Municipal Government Act
This had been discussed earlier on in the meeting when discussing the problem property.

d) MSI Capital Grants for revision
CAO had revised the budget for MSI Capital Grants to reflect changing circumstances and the MSI Capital program’s requirement for a minimum amount for grant applications.

MOVED by Councillor Adolf that the MSI Capital Grant Applications be approved as revised.           CARRIED 07/16/98

e) Incident Command for Elected Officials
Council reviewed information on an Incident Command for Elected Officials training on September 29, 2016. Matter will be dealt with at a time closer to the date of training.

8.    Other matters (members’ business):
There was some discussion about flushing sewer lines and issues arising from sewer gas. It was noted that often the sewer gas smell is indicative of an internal problem within the household doesn’t relate to the municipal lines.
There was discussion about using outside contractors to do the Play Castle program, that can be discussed at a later date with FCSS prior to the commencement of the fall program.

MOVED by Councillor Sipe to go into camera.          CARRIED 07/16/99

Council went into Camera at 7:15 p.m.

9.    In Camera
a) Grande Spirit Foundation – legal matter

MOVED
by Councillor Sipe to go back into open session.          CARRIED 07/16/100

Councillor Adolf asked about the process for going in Camera, Mayor Burgess explained the procedure, CAO noted that was a common practice to use the 3L rule for going into Camera. It is conventionally used for dealing with: land issues, legal matters, or labor issues.

10.  Adjournment
MOVED by Councilor Nicholson that the meeting be adjourned.          CARRIED 07/16/101

Time of adjournment was 7:28 p.m.



JUNE 13, 2016

Present:        Mayor Gary Burgess
Councilors:   Gordon Nicholson, Carol Descoteaux, Lyle Sipe 
CAO:             Greg Gayton

                             

1. Mayor Burgess called the meeting to order at 5:05 p.m.        

 

2. Minutes of the May 24, 2016 regular Council meeting

 

MOVED by Councillor Nicholson that the minutes of the May 24, 2016 regular Council meeting be approved as presented.          CARRIED 06/16/85

3. Business arising from the Minutes:
CAO reported that a number of Bylaw matters noted in the minutes have been looked after.

 

4.  Representation:  
a) Kenny Huey – Public Works Report

5. Meetings Attended:
Councillor Nicholson advised that he had attended a building committee meeting of the Grand Spirit Foundation.
CAO noted that there are meetings coming up with a hydro-geologist on June 14, 2016 and with Newterra for the water system study on June 16, 2016.

Public Works Supervisor Kenny Huey joined the meeting at 5:20 p.m. to review the Public Works report.

Mr. Huey noted that the hydraulic deck on the ferris mower had broken down and would need to be repaired. The repair cost was approximately $3,000.00. There was some discussion on whether or not it was worthwhile to continue spending money on this equipment.
Mr. Huey also reported that the Clark Horseman Memorial Ball Tournament occurred at the ball diamonds on June 10th, 11th & 12th, 2016, there was some damage due to the rain fall and some rutting, especially on the Jack Oakford diamond.
There was some discussion about the Spring clean-up, which concludes on Monday, June 13, 2016. The Public Works Supervisor advised that the volumes of people coming in and using the service were quite similar to last years. He noted that there are still issues at the Compost station with people bringing in inappropriate material. Council discussed the possibility of having a surveillance camera at the compost station.
Kenny Huey reported that the tires on the skid steer had been replaced as they were worn out. We seem to be going through tires on the skid steer at a unusual frequency. We are having StrongCo look at the problem.

Kenny Huey left the meeting at 5:40 p.m.

6. Correspondence

a) Alberta Environment - disinfection
b) Alberta Municipal Affairs – MSI program
c) Town of Wembley – West Water Line
Items 6. a), b) & c) were received for information.

d) County of Grande Prairie – July 6th RMP mtg.
The County of Grande Prairie Recreation Department suggested Councillors may be interested in participating in a meeting on July 6th, 2016 for the Recreation Master Plan. Council did not feel that a large scale meeting including the City, the County and all the Municipalities was an appropriate venue for what they wanted to do. Council is not interested in attending.
e) Library window replacement
Hythe Library had written a letter asking about the possibility of having their front windows replaced. This is a matter than can be considered in next year’s budget. Mayor Burgess noted that he is getting All West Windows in to do some work for the Pioneer Home Foundation and he will send them over to us, so we can get some costing on the replacement of the windows.
f) June 22nd workshop
The City of Grande Prairie had sent an invitation to attend a workshop regarding a new Cultural/Performance Arts Centre. Council declined the opportunity to participate in that workshop.

7.  Other Business & Information:

     a) Ice Plant Fund
CAO advised that staff would be drafting up a policy to deal with the Ice Plant Fund. This will give staff and Council future direction on how the fund is to be used. Presently the Ice Plant Fund has $12,772.00 in it.
b) Go Green Services – pavement repair
Council reviewed the quote from Go Green Services for this year’s pavement repair program here in Hythe. There was some discussion about future areas that would need repair. One of the areas being looked at is 98th street in front of the Grand Marshal Inn. There was some discussion about how to keep the road there in good shape with the amount of truck traffic there. It was noted that the parking lot, where we do have the truck parking needs some regravelling or need other improvements to the base. There was some discussion about getting some bigger size gravel in there to harden up the base.
c) Policy re: workboots & coveralls
Council reviewed a policy regarding staff allocations for workboots and coveralls, some changes were made.

MOVED by Councillor Nicholson to approve the policy regarding workboots and coveralls as amended.          CARRIED 06/16/86

Chad Wiwchar joined the meeting at 6:30 p.m.

MOVED by Councillor Sipe to go into camera.          CARRIED 06/16/87

While in camera, Mr. Wiwchar, Council and the CAO discussed a contract for providing services for the Village’s water and sewer facilities.

Chad Wiwchar left the meeting at 6:45 p.m.

MOVED by Councillor Nicholson to go back into open session.          CARRIED 06/16/88

MOVED
by Councillor Nicholson to offer $32,000.00 for the Alberta Health Services Lots 9-13, Block 5, Plan 992 5983.          CARRIED 06/16/89

MOVED
by Councillor Descoteaux to enter into a contract with Chad Wiwchar for water and sewer services, noting that Mr. Wiwchar will have full access to the Public Works shop, it’s equipment and other Village resources as needed.          CARRIED 06/16/90

d) Highway signage – received for information
e) Notice of Nomination Day – received for information
f) Municipal Govt. Act – received for information
g) Safety Codes Council – Recognition Award – received for information
h) Cheque summary – cheques # 20160190 – 20160439 – received for information

8.    Other matters (members’ business):
CAO noted that the rental agreement with Abe Elias for the old fire hall did not include property taxes. The 2016 property taxes on the building are $1,253.71.

MOVED by Councillor Sipe to waive taxes on the old fire hall building in the amount of $1,253.71.          CARRIED 06/16/91

Councillor Descoteaux noted that she may not be available for the Council meetings in late June and early July. Councillor Nicholson will not be available for the late June Council meeting. It was decided to cancel the June 27th, 2016 regular Council meeting. Council then set the date for summer meetings, July 11th, 2016 and August 15th, 2016.

MOVED by Councillor Descoteaux to cancel the June 27th, 2016 regular Council meeting and to have a regular Council meeting on Monday, July 11th, 2016 and on Monday, August 15th, 2016.          CARRIED 06/16/92

Mayor Burgess noted that he cannot attend the school awards on June 20th, 2016 and other Councillors were unable to fill in. The CAO will attend.

MOVED by Councillor Nicholson to have the Ferris mower repaired and hire Tom Johnson for additional grass cutting if necessary.          CARRIED 06/16/93

9.    In Camera
a) Sovereign’s Medal for Volunteers
b) Chad Wiwchar – 6:30 p.m. – utility contract
c) Land Sales – AHC lot

10.  Adjournment
MOVED by Councilor Sipe that the meeting be adjourned.          CARRIED 06/16/94

Time of adjournment was 7:25 p.m.


MAY 24, 2016

Present:        Mayor Gary Burgess

Councilors:   Gordon Nicholson, Carol Descoteaux, Cheryl Phillips , Lyle Sipe 

CAO:             Greg Gayton

                             

1. Mayor Burgess called the meeting to order at 5:05 p.m.        

 

2. Minutes of the May 9, 2016 regular Council meeting

 

MOVED by Councillor Sipe that the minutes of the May 9, 2016 regular Council meeting be approved as presented.          CARRIED 05/16/75

3. Business arising from the Minutes: There was some discussion arising from the minutes. Council asked if any of the pavement filler was purchased yet. CAO advised that he and the Public Works Supervisor had looked into it and they felt it would be better for large potholes to use gravel, and continue filling in the gravel.
Councillor Nicholson advised that if you put some calcium chloride on top of the gravel it helps it pack better and retain moisture.
There was some discussion about using galvanized pipe for the campground fire pits. The discussion concluded it would be better to start off each new fire pit with a very hot fire to burn off any materials that may possible cause issues later on.

4.  Representation:  
a) Chad Wiwchar – Aeration report

5. Meetings Attended:
Councillor Nicholson advised that he had attended a Grand Spirit Foundation building committee meeting.

Public Works Assistant Chad Wiwchar joined the meeting at 5:25 p.m.

Mr. Wiwchar reviewed a youtube video on the Condors Windmill Solution. He explained to Council that he had prematurely ordered the parts for the repair of the aeration system, prior to Council’s decision at the May 9, 2016 regular Council meeting not to proceed with this project this year. It was noted that there would be a restocking fee of approximately $1,000.00 to send the materials back. Staff decided to accept the materials.
Mr. Wiwchar noted that he had talked to the supplier and the supplier was willing to split the cost between the 2016 and 2017 calendar years. Materials have already arrived. In light of the present circumstances Council was agreeable to undertake the repair of the aeration system this year.
Mr. Wiwchar advised that he would be more vigilant in monitoring the situation and not proceed on assumptions in the future.
There was some discussion regarding changes to the lagoon discharge schedule. Historically the Village has released the lagoon effluent in October every year. Chad Wiwchar felt that we should be releasing it in August or September because stream flows would be higher in the Beaverlodge river and the effluent would be diluted by a greater amount of water. Mr. Wiwchar was advised to check with Alberta Environment on those plans, we also need some formal advice from the Town of Beaverlodge as to when they bring water into their water treatment plant from the Beaverlodge river. It was also noted that the Beaverlodge river was quite often at low flow because of beaver dams up stream. There was some discussion about the process to have beaver dams removed. The County may have information about someone who has the proper authorization for using dynamite for blowing up beaver dams.
Chad advised that he would like to start on the repairs to the aeration system as soon as possible, and Council was agreeable to that.

Chad Wiwchar left the meeting at 5:36 p.m.

Council then continued with the reports on meetings attended.
Councillor Phillips reported on a joint meeting between the Royal Purple and Elks Lodges, this meeting was held to discuss various ways of working together.

6. Correspondence

a) Peace Library System -
b) NADC Health Summit – June 16 and 17
c) Beaverlodge Victim Services – golf tournament

Items 6. a), 6. b) and 6.c) were received for information.

d) Ed Woloszyn – tree removal
A letter from Ed Woloszyn regarding tree removal on 10121-102 avenue. Staff had inspected the tree and recommended that it should be removed as it has already been heavily trimmed. Mr. Woloszyn advised that he would replace the tree on the boulevard with a deciduous tree. Council noted that the entirety of the tree including the stump should be removed to allow for replacement.

MOVED by Councillor Descoteaux to remove the tree as requested and allow Ed and Marilyn Woloszyn to replace it. Including having Stan Hanson take the stump out.          CARRIED 05/16/76

7.  Other Business & Information:

     a) Intermunicipal Agreement – Municipal Clerk
Council reviewed information on the RCMP Clerk, Hythe is one of five communities participating in an agreement to employ an administrative clerk at the Beaverlodge RCMP Detachment. Each community in the agreement pays 1/5 of the cost. The existing agreement expired on December 31, 2015. A new agreement has been circulated by the Town of Beaverlodge.

MOVED by Councillor Nicholson to approve renewal of the Memorandum of Understanding regarding the RCMP administrative clerk at the Beaverlodge Detachment.          CARRIED 05/16/77

b) Kalitec Silhouettes – received for information

c) School funding issues – received for information

d  Bylaw #529 – water rates
Bylaw #529 regarding utility rates. Bylaw #529 authorized an increase in the month charge for water in the Village of Hythe from $19.00 per month to $20.00 per month. The CAO noted that the Village’s water system has 83 households on it and much of the water system’s costs are subsidized by the remainder of the Village through the taxes.

MOVED by Councillor Descoteaux to give first reading to Bylaw #529.          CARRIED 05/16/78

MOVED
by Councillor Phillips to give Bylaw #529 second reading.           CARRIED 05/16/79

MOVED
by Councillor Sipe to consider Bylaw #529 for third reading at this meeting.          CARRIED UNANIMOUSLY 05/16/80

MOVED
by Councillor Nicholson to give Bylaw #529 third reading at this meeting.          CARRIED 05/16/81


e) Appointment of Weed Inspectors – Kirsten Rodacker and Tracelle Hinze
CAO reported that the County of Grande Prairie would be available to provide weed inspection this year. Council resolution is required to appoint the two County staff who will serve as weed inspectors in the Village of Hythe.

MOVED by Councillor Sipe to appoint Kirsten Rodacker and Tracelle Hinze as weed inspectors for the Village of Hythe for the 2017 calendar year.          CARRIED 05/16/82

f)  Lease agreement – GPNetworks
CAO presented Council with a lease agreement with GPNetworks, this covered the Village land where their tower is located on Lot 8, Block 20, Plan 8020457. CAO noted that the provision of free internet service by GPN to the municipality has resulted in an ongoing savings of approximately $4,000.00 - $4,500.00 per year. The proposed lease will be forwarded to GPNetworks for their comment.

MOVED by Councillor Nicholson to approve the proposed lease agreement with GPN Wireless Solutions Ltd. as presented.          CARRIED 05/16/83
 

8.    Other matters (members’ business):
Councillor Sipe advised that tickets are now available for the Elks Steak and Lobster night on June 4, 2016.
Councillor Phillips noted that there are visibility problems with the hedge by Taylor Rudrums residence. Staff will look into dealing with the problem to fix the visibility.
Council noted that Alice Wutzke should be required to cut her grass. CAO will inspect the property and have a notice sent.
Councillor Phillips advised Council of her resignation effective at the end of this meeting, and provided a letter of resignation. She is retiring and planning to move back to Ontario for her retirement. Mayor Burgess and Council thanked Councillor Phillips for her support and dedication to Village Council during her ten years as a Councillor. They wished her the best in her future endeavors.

9.  Adjournment
MOVED by Councilor Phillips that the meeting be adjourned.          CARRIED 05/16/84

Time of adjournment was 6:38 p.m.



MAY 9, 2016

Present:        Deputy Mayor Lyle Sipe

Councilors:   Gordon Nicholson, Carol Descoteaux, Cheryl Phillips  

CAO:             Greg Gayton

                             

1. Deputy Mayor Sipe called the meeting to order at 5:10 p.m.        

 

2. Minutes of the April 25, 2016 regular Council meeting

 

MOVED by Councillor Nicholson that the minutes of the April 25, 2016 regular Council meeting be approved as presented.          CARRIED 05/16/64

3. Business arising from the Minutes:
There was some discussion about the street sweeping. Staff noted that the Town of Beaverlodge had been in Hythe doing street sweeping in the first week of May. There is always an issue of vehicles being parked on the street and the sweeper having to go around them. The solution to that is to buy some sandwich signs and put them out the night before. It was noted however, that we did not get an notice from the Town of Beaverlodge that they would be doing street sweeping.
Councillor Descoteaux inquired if 105th avenue had been swept. The matter will be followed up when the Public Works report is dealt with.

4.  Representation:  
a) Kenny Huey – Public Works report 

5. Meetings Attended:
Councillor Descoteaux had attended a Library Board meeting.
Councillor Sipe and Mayor Burgess had attended two Public Works committee meetings.
CAO noted that Fleetmatics had installed the software to Village equipment on Saturday, May 14th, 2016.

Public Works Supervisor Kenny Huey joined the meeting at 5:25 p.m.
He advised that 105th Avenue had been swept.
There was some discussion about pavement repair. The arrangement with Beaverlodge and Wembley regarding pavement repair machine need to be firmed up.
Council also discussed getting some barrels of pavement patch to tied us over until the machine is available.
Council discussed other matters with Mr. Huey pertaining to Public Works.

Kenny Huey left the meeting at 5:38 p.m.

 

6. Correspondence

a) Alberta Municipal Affairs – MGA review
b) Alberta Municipal Affairs – request for meeting
c) Town of Beaverlodge – Health Complex

d) Sandy Baker – community pancake supper
Items 6. a) to 6. d) were received for information.

e) Deb & Don Orford – tree removal
Staff advised that they had looked at the tree in question and did not feel that it warranted removal at this time. CAO will advise the property owners accordingly.

7.  Other Business & Information:

     a) Lagoon aeration
Council received some quotes for repairing the aeration system in the lagoon. Council felt that this was an issue that would be best dealt with in the 2017 budget. However staff can do some repairs in house without incurring any cost, that would be allowable.

MOVED by Councillor Descoteaux to defer the lagoon aeration to the 2017, noting that matter for the budget, and that staff be authorized to do in house repairs.          CARRIED 05/16/65

b) Canada Flags for streetlights
Council reviewed an item that had been discussed last year, regarding flags for the streetlight poles. Council was still in favor in proceeding with this initiative.

MOVED by Councillor Nicholson to buy flags for the streetlight poles, as per the quote from Flagworks.          CARRIED 05/16/66

c) Atco Electric – LED lights- received for information.

d) Hythe Ag Fair

MOVED by Councillor Phillips to donate $500.00 to the Hythe Ag Fair, toward fair expenses.          CARRIED 05/16/67


e) Bylaw #528
Bylaw #528 set the 2016 Mill Rates for the Village of Hythe.

MOVED by Councillor Descoteaux to give first reading to Bylaw #528.          CARRIED 05/16/68

MOVED
by Councillor Nicholson to give second reading to Bylaw #528.          CARRIED 05/16/69

MOVED by Councillor Phillips to give consideration to third reading to Bylaw #528 at this meeting.          CARRIED UNANIMOUSLY 05/16/70

MOVED
by Deputy Mayor Sipe to give Bylaw #528 third and final reading.          CARRIED 05/16/71 

  1. Other matters (members’ business):
    Councillor Phillips had inquiries about the use of galvanized steel for the camp ground fire pits. The person inquiring was concerned about the chemicals in the steel. Staff will look into this further.
    There was some discussion about doing some rough cutting in certain areas, CAO will look into if we have any older trail mowers.
    The Hythe Region School will be doing the Village cleanup on May 12, 2016, Council agreed to sponsor ice-cream for the students doing the cleanup, possibly using both Scoops and Tags for ice-cream.
     
  1. In Camera

MOVED by Councillor Nicholson to go into Camera.          CARRIED 05/16/72

 

While in camera Council discussed the following:

a) Brownlee Law – legal advice regarding a personnel matter.

 

MOVED by Councillor Descoteaux to go back into open session.          CARRIED 05/16/73

10.  Adjournment
MOVED by Councilor Nicholson that the meeting be adjourned.          CARRIED 05/16/74
Time of adjournment was 7:39 p.m.



APRIL 25, 2016

Present:        Mayor Gary Burgess
Councilors:   Gordon Nicholson, Carol Descoteaux, Cheryl Phillips, Lyle Sipe
CAO:             Greg Gayton

                             

  1. Mayor Burgess called the meeting to order at 5:05 p.m.        

   
  2. Minutes of the April 11, 2016 regular Council meeting

 

MOVED by Councillor Phillips that the minutes of the April 11, 2016 regular Council meeting be approved as presented.          CARRIED 04/16/53

3. Business arising from the Minutes:
CAO noted that one property has been inspected by County Enforcement. Council commented that there are a number of derelict vehicles in Frank Webb’s neighborhood and also Wilfred Hawkesworth property should be inspected.

4.  Representation:  
a) Glenda Farnden – STARS -5:30 p.m.
b) Sergeant Gallant – Beaverlodge RCMP Detachment – 5:30 p.m.
c)  D.K. Sandblasting – drainage issues – 6:00 p.m.

 

5. Meetings Attended:
All Councillors had attended the Volunteer Appreciation Supper at the Legion on April 13, 2016 and the budget meeting on April 18, 2016.
Councillor Phillips had attended a Pioneer Home board meeting. There was some discussion about the Glas House and some of the issues with the renovations.

Bill Guise joined the meeting briefly at 5:14 p.m.

He noted that there was an issue with weeds on the ball diamond infield and Pete Tofteland has volunteered to spray them at no charge. Mr. Guise also requested that Council consider painting the bleachers.

Bill Guise left the meeting at 5:20 p.m.

Glenda Farnden from STARS and Sergeant Gallant from the Beaverlodge RCMP Detachment joined the meeting at 5:30 p.m.

Glenda Farnden presented Council with the annual update regarding the STARS service in the Grande Prairie area.
Overall this calendar year they have had 6500 medical calls on six bases, they have medical oversight on each call. She noted that STARS have added a new service for community events. People holding large events can register the event with STARS for $150.00, this promotes quicker STARS service in the event that it is needed. On Wednesday, April 27, 2016 they will be doing some simulation training at the Beaverlodge Hospital. Councillors were invited to attend.  Ms. Farnden noted that 14% of their cost in operating STARS is attributed to administration. The call volumes are going up in the area of 6 – 10% a year. A third of the rural municipalities have not joined in making a funding commitment to STARS yet.
Council thanked Glenda Farnden for her presentation. She left the meeting at 5:45  p.m.

Sergeant Gallant from the Beaverlodge RCMP Detachment made introductions.

Mr. Gallant gave Council some details on his background and his training. Beaverlodge is his first posting as a Sergeant. His arrangement with the force are that, he must spend at least two years in Beaverlodge at this posting.

 

Sergeant Gallant had brought with him a copy of the agreement regarding the shared detachment clerk. Five municipality in the area including County of Grande, Town of Beaverlodge, Town of Wembley, Village of Hythe, Horse Lake First Nations, participate in the agreement. The last three-year term of the agreement has recently expired. There was some discussion on the process to get the agreement renewed. Sergeant Gallant will put together a package containing the job description and other details pertaining to the position that is funded and send that out to all the municipalities.  Sergeant Gallant noted that Constable Cheatham and Kirshner are leaving the detachment, however replacements are expected shortly and they should not be in a bad position.

Sergeant Gallant left the meeting at 6:00 p.m.

Danny Kelly joined the meeting at that time.

Chad Wiwchar on the Village staff had prepared a proposal for Danny Kelly regarding a drainage ditch on the north side of his property. This ditch drains the area on the other side of the railway tracks and also south of there. The proposal involves putting in a 24” culvert in the drainage ditch and covering it. This would allow Mr. Kelly to build a lean-to adjoining the north side of his building.

Danny Kelly volunteered to do the assembly and to find the fill for the project. What was requested from the Village is to pay for a portion of the pipe.
Mayor Burgess advised Mr. Kelly that Council would discuss the matter further, later on in the meeting.

Danny Kelly left the meeting at 6:12 p.m.

 

6. Correspondence

a) County of Grande Prairie – wetlands invitation – received for information.

b) County of Grande Prairie – assessor appointment
The County had requested that the Village pass a motion noting who their appointed assessor was.

MOVED by Councillor Nicholson to appoint Adele Johnston of the County of Grande Prairie as the appointed assessor.          CARRIED 04/16/54

c) Municipal Affairs -  Municipal Excellence – received for information.

7.  Other Business & Information:
     a) Approval of 2016 operating and capital budget

Following discussions at the April 18, 2016 budget meeting the 2016 operating and capital budgets were ready for approval. Administration had prepared some documentation on mill rates. It was noted that the school taxes had gone up substantially this year. The amount of the requisition had jumped by more than 10%.

MOVED by Councillor Descoteaux to approve the 2016 Operating and Capital Budgets.          CARRIED 04/16/55

b) Approval of 2015 municipal financial statement (no attachment)
On April 11, 2016 Council had met with our auditor to discuss the 2015 financial statements. A motion had not been passed at that meeting to approve the statements.

MOVED by Councillor Nicholson to accept the 2015 financial statements.           CARRIED 04/16/56

c) Bylaw #527 – arena borrowing bylaw
Bylaw #527 pertained to the Hythe Athletic Association’s borrowing for the arena. The amount there borrowing is $70,400.00 as noted in bylaw#527. First reading had been given at the March 29, 2016 regular Council meeting.

MOVED by Councillor Sipe to give second reading to Bylaw #527.          CARRIED 04/16/57

MOVED
by Councillor Descoteaux to give Bylaw #527 third reading.          CARRIED 04/16/58

d) Promotional Items
Council discussed some promotional items and gave staff direction on what they felt was the best item.

MOVED by Councillor Sipe to purchase the Lock-it Spiral Notebook as a promotional item.          CARRIED 04/16/59


e) Playground Society – Drainage issues – received for information.

f) Public Works log sheet – received for information.

  1. Other matters (members’ business):
    Councillor Descoteaux was concerned about issues on 105th street. It was noted that there was a big pot hole on the street.
    There was some discussion about Barry Evaskevich’s hook-up into the municipal sewer. Some clean-up may still be necessary from the installation done by Tim Greber.
    There was some discussion in doing the CAO report regarding the use of Beaverlodge’s street sweeper. There had been some confusion on the hourly rate charged on the sweeper in the past several years, the CAO clarified what was happening. Council was concerned that the hourly rate was still too high. CAO was charged to contact the Town of Sexsmith to see what they charge for their sweeper.
    There was some discussion regarding the presence of the CN rail cars in town. It appears that CN is using the tracks between Beaverlodge and Hythe, and in Hythe for parking railway cars that are surplus to their needs. Council felt that a representative from Canadian National Railways could be invited to a Council meeting to explain how long the cars will be parked here.
    Council discussed the proposal made by Danny Kelly earlier in the meeting regarding the drainage ditch on his property.

    MOVED by Councillor Phillips to proceed on the work project with Danny Kelly on a 50/50 basis.          CARRIED 04/16/60

 

  1. In Camera

MOVED by Councillor Descoteaux to go into Camera.          CARRIED 04/16/61

 

While in camera Council discussed the following:

a) Personnel Matters
b) Alberta Health 

 

MOVED by Councillor Sipe to go back into open session.          CARRIED 04/16/62

 

10.  Adjournment
MOVED by Councilor Nicholson that the meeting be adjourned.          CARRIED 04/16/63


 Time of adjournment was 7:37 p.m.


APRIL 11, 2016

Present:        Mayor Gary Burgess

Councilors:   Gordon Nicholson, Carol Descoteaux, Cheryl Phillips, Lyle Sipe

CAO:   Greg Gayton

                             

1. Mayor Burgess called the meeting to order at 5:07 p.m.        

 

2. Minutes of the March 29, 2016 regular Council meeting

 

MOVED by Councillor Phillips that the minutes of the March 29, 2016 regular Council meeting be approved as presented.           CARRIED 04/16/47

3. Business arising from the Minutes:
There was no business arising from the minutes.

4.  Representation:  
a) Kenny Huey – Public Works report – Public Works supervisor Kenny Huey joined the meeting at 5:32 p.m.  Mr. Huey presented council with the number of quotes for various projects that he has been working on.  He had obtained quotes for getting a headache rack for the Toyota.  Prices had been obtained for ducting and ventilation in the public work shop.  Cost on that was approximately $2,800.00 +GST. 

 

Mr. Huey also got prices for some asphalt repairs.  One location was across from the new fire hall where a sewer line installation has caused an ongoing problem.  Costs for that one was $3,405.00 and second cost was for 104th Street and 103rd Avenue pavement repair the cost for this one was $2,701.00. He was still interested in getting a concrete saw.  This device would help them cut re bar, culverts and pavement.  It would be useful in cutting water and sewer lines so they were a better fit.  Also cutting culverts in order to make new campground fire pits. Cost for the concrete saw is approximately $1,200.00.  Mr. Huey had looked at several vendors. 

 

One project he discussed was replacing some of the tin at the front of the shop. At the entrance of the man door, there are several punctures that can only be repaired by replacing the tin. Council felt that this project was worth looking at if only we could find tin that would match the front of the shop.

 

Mayor Burgess asked about the situation with the Wendel Hommy’s access.  There was some discussion about the historical background behind this.  At present the access that comes off of 103rd Street and enters onto Mr. Hommy’s property from the North is on his land and is not registered as a municipal street.  There is no written record of the arrangements that were made with Mr. Hommy regarding this access.  CAO will call him and see if we can obtain some background information for future discussion.  Public Works Supervisor Kenny Huey left the meeting at 5:49 p.m.


b) Al Greber – land issues


c) Loretta Lieverse from MNP joined the meeting at this time.  Ms. Lieverse was present to present to the 2015 Financial Statement to Council.  Ms. Lieverse reviewed the statement in some detail with Council.  It was noted that often the actual figures differ from the budgeted figures because the actual figures will contain costs for the Library and the Fire Department which the Municipal Budget does not. 

 

There was some discussion on the long term tax cancellation arrangement with Warmax Enterprises. Tax cancellation were given in exchange for Warmax building sewer mains out to its present site.  Loretta Lieverse explained how this arrangement was captured on an accounting basis and set up similar to a loan arrangement. She recommended that the Village consider looking at their cash reserves.  They are concerned that the cash reserves shown of the statement do not match the actual cash available. 

Loretta Lieverse noted that the audit process had gone very smoothly this year and there were no major issues or problems uncovered.  She left the meeting at 6:25 p.m.

 

5. Meetings Attended:

Many Councillors had attended the inter-municipal meeting in Wembley on Tuesday, April 5th and the Fundraiser for Tim Webb on Saturday, April 9th.

 

Councillor Nicholson had attended a meeting of the Grande Spirit Foundation Building Committee.  They are having a difficult time getting people for the dry-walling for the Clairmont  building.

 

Councillor Descoteaux had also attended a Library Board meeting.  Mayor Burgess had attended a meeting with Alberta Health Services regarding the Beaverlodge Hospital on Friday, April 8th. He reported on that.

 

6. Correspondence

a) Trans Canada Pipelines Ltd. – Received for information.
b) City of Grande Prairie – Mayor’s Interfaith Breakfast – Received for information.
c) STEP grant approval – public works – Received for information.
d) Municipal Affairs – ACP application declined – Received for information.
e) Farm Safety Centre – In the past year Council had donated to the Farm Safety Centre for their injury reduction program targeted at Rural Alberta. However, this year Council felt that in view of budget difficulties they would not make a contribution.

 

7.  Other Business & Information:

     a) Hythe Municipal Library – financial statement (excerpts) – reviewed by Council and received for information
b) Regional Landfill – financial statement (excerpts) - reviewed by Council and received for information
c) Hythe Fire Dept. – level of service (for approval) – Council reviewed a submission from the Hythe Fire Department regarding levels of service.  This level of service policy is required as part of the new five year agreement with the County of Grande Prairie. 

 

MOVED by Councillor Philipps to approved the Hythe Fire Department Level of Service Policy.          CARRIED 04/16/48

 

d) GPN Networks – Wireless for Campground – Council reviewed a proposal from GPN Networks for wireless internet for the campground.  That letter was deferred to budget meeting on April 18th.

 

Discussion then turned to when the campground should be opened. Council decided to instruct the public works staff to have the campground opened of Friday, April 15.

e) PTMAA – Storage Tank issues – received for information.

f) GPRC Foundation of Leadership – received for information.

g) Incident report – Hotsy Trailer Damage – There was some discussion about the damage to the trailer carrying the steamer tank.  Council felt that the one-ton truck should be the primary vehicle used for carrying the steamer tank because the tank holds 2 cubic feet of water it is a substantial weight to put on a small trailer.  It would work better to have the tank on the one-ton truck. CAO will advise staff accordingly.

h) Cheque Summary – cheques# 20160191 – 20160255 – received for information.

  1. Other matters (members’ business):
    The CAO was asked to look at Rod Pittman’s property in the mobile home subdivision to see if an unsightly premises ticket is warranted.

Mayor Burgess discusses a matter with Council regarding some different options regarding medical facilities in both Hythe and Beaverlodge.  The CAO will work with the Mayor to draft a letter regarding this.  Mayor Burgess noted that he would not be here for the May 9th Council meeting as he had other commitments. 

  1. In Camera

MOVED by Councillor Sipe to go into Camera.          CARRIED 04/16/49

 

While in camera Council discussed the following:

a) Personnel Matters
b) Alberta Health – land transaction
c) Arena – utility account

 

MOVED by Councillor Philipps to go back into open session.          CARRIED 04/16/50

 

MOVED by Councillor Sipe to decline the offer from Alberta Health Service for Block 5 Plan 992 5983.          CARRIED 04/16/51


10.  Adjournment
MOVED by Councilor Nicholson that the meeting be adjourned.          CARRIED 04/16/52

Time of adjournment was 8:25 p.m.

                                                


MARCH 29, 2016

Present:        Mayor Gary Burgess
Councilors:   Gordon Nicholson, Carol Descoteaux. Cheryl Phillips, Lyle Sipe
CAO:             Greg Gayton

                             

1. Mayor Burgess called the meeting to order at 5:07 p.m.        

 

2. Minutes of the March 14, 2016 regular Council meeting

 

MOVED by Councillor Nicholson that the minutes of the March 14, 2016 regular Council meeting be approved as presented.           CARRIED 03/16/44

3. Business arising from the Minutes:
Council discussed matters arising from the minutes. Letters for CNRL regarding fracking issues and the RPAP have not been done yet.

4.  Representation:  
a) Michelle Huey – Hythe Athletic Association

5. Meeting Attended:
Councillor Nicholson reported that he had attended a Grande Spirit Foundation meeting on March 18, 2016. Claude Legacy has been elected as the new board chairman.
CAO noted that the administrators had met to set the agenda for the April 15, 2016 inter-municipal meeting. There was some discussion about the viability of the inter-municipal meetings, and whether or not they were worthwhile. There was one suggestion that possibly a meeting with the City, the County and the other municipalities could be held once a year and then the towns of Sexsmith, Wembley, Hythe and Beaverlodge could meet once a year, without any presence from the City and County.

Michelle Huey, treasurer for the Hythe and District Athletic Association joined the meeting at 5:30 p.m.

Ms. Huey reviewed with Council a personnal matter that the Hythe Ag. Society was working on. She circulated a proposed letter regarding this matter. Ms. Huey noted that as the Village of Hythe supplies the Ag. Society with their insurance, she felt the Village Council should be advised.

MOVED by Councillor Descoteaux to accept the proposed letter as information.          CARRIED 03/16/45

Ms. Huey then reviewed the status of the Hythe Arena. Repairs to the brine lines have been an ongoing issue this winter. This past winter the cost of repairs has depleted their bank account and they have some bills left outstanding. They are in a difficult cash flow position because they cannot get any grant funding from the County and the Federal government until later on in 2016.  Ms. Huey thought that if the Village provided her with a $25,000.00 operating loan that she could have $20,000.00 of that paid off within several months and the remaining $5,000.00 may take longer. Council was in agreement with providing the Hythe Arena with some operating assistance.  It was noted that a Bylaw authorizing a short term loan was on the agenda later on in the meeting.

Michelle Huey left the meeting at 5:55 p.m.

There was some discussion about the power consumption at the arena, as compared to the curling rink.

Michelle Huey dropped in briefly at 6:02 p.m. to advise Council that she had just received a letter noting a $30,000.00 grant from the Community Facility Enhancement Program towards the arena renovations.

Councillors then continued on reporting on meetings attended.

Councillor Sipe advised that after ten years of president of the curling club, he is no longer in that position, Ed Wolosyzn is the new president.

6.  Correspondence:

Council reviewed correspondence from:

a) Mayor Bill Givens – Catholic School – received for information.

b) Proposed Letter Ward Review – RE: Beaverlodge Health Complex
A letter was circulated regarding the Beaverlodge Health Complex for Councils review. Council was in agreement with the letter as written.

 

7.  Other Business & Information:

     a) Grants in Lieu – Senior housing units  –  CAO noted that the AUMA has provided some assistance in lobbying the province regarding this loss of tax funding. CAO noted that the Village of Hythe had lost 1,900,000.00 in assessment due to the loss of 32 units on the tax roll. Assuming that all other costs and revenue were the same the Village would have to increase property taxes by 2.13% to cover this loss in next year’s budget. Council approved preparation of the letter to the Minister of Seniors Housing.

b) Steamer - repair bill  – Council reviewed an invoice regarding repairs to the steamer. It was noted that the steamer should be serviced regularly, every year to avoid any more costly situations. Council was also advised that there was an issue with the water well at the public works shop where the sewer steamer was drawing water. The water well will be checked to see if there is anything that can be done to improve the water quality.

c) Estimate – office cabinets – received for information.

d) Date for Budget mtg.  – Council discussed a date for a proposed budget meeting. It was decided to have the budget meeting on Monday, April 18, 2016.

e) Bylaw #527  – Bylaw #527 authorized loans to the Hythe Athletic Association. This loan had two components, $48,000.00 capital improvements and a $25,000.00 operating loan. Both portions of the loan would be payable within one year from the date of final passage of the bylaw.

MOVED by Councillor Phillips to give Bylaw #527 first reading as amended.          CARRIED 03/16/46

The Bylaw will then be advertised in the West County News.

f) Ken Brandsater Memorial – Ballet counting  – Council then counted ballots for the Ken Brandsater Volunteer of the Year Award. It was reported that Jackie Oakford had thirteen votes and was the winner of the award.

  1. Other matters (members’ business):
    Councillor Sipe thanked the public works staff for some work they had done near is property with the skid steer.

    There was some discussion who was attending the Tim Webb fundraiser April 9th, the Village has bought a table at this event.
    CAO reported that the ball diamonds had been booked for a tournament in June in conjunction with Horse Lake. He noted that we will be requiring a $300.00 refundable damage deposit, for any clean-up cost associated with the tournament. Horse Lake ball diamonds will be the primary diamonds for use and Hythe will supply the overflow ball diamonds.

    There was some discussion regarding the volunteer appreciation supper On April 13, 2016. Council asked about the office staff attending.

    CAO inquired about getting a quote on the Stith Family Memorial Horse Ring sign, at the Ag. grounds. Council authorized the CAO to go ahead and get a quote from Chad Wiwchar to repair the sign.

10.     Adjournment
MOVED by Councilor Sipe that the meeting be adjourned.          CARRIED 03/16/46                                                                                           

Time of adjournment was 6:50 p.m.



MARCH 14, 2016

Present:        Mayor Gary Burgess

Councilors:   Gordon Nicholson, Carol Descoteaux, Cheryl Phillips
 

CAO:             Greg Gayton

                             

1. Mayor Burgess called the meeting to order at 5:07 p.m.        

 

2. Minutes of the February 22, 2016 regular Council meeting

 

MOVED by Councillor Nicholson that the minutes of the February 22, 2016 regular Council meeting be approved as presented.         CARRIED 02/16/29

3. Business arising from the Minutes:
No business arising from the minutes.


4.  Representation:  
a) Abe Elias – Fire Hall proposal
b) Kenny Huey – Public Works report

5. Meeting Attended:
Councillor Descoteaux reported that she had attended a Library Board meeting. This year the Friends of the Library Society are doing the highway cleaning program, this is a program where community volunteers clean the ditches on post-secondary highways in return for some compensation from Alberta Transportation.
Councillor Descoteaux commented that the Library Board had done this in the past, but now the board doesn’t feel it’s appropriate to be doing it. However Arta Juneau and some other volunteers of the Friends of the Library Society are interested in doing this fund raiser.
CAO noted that he and the Mayor had met with a landman from CNRL regarding fracking. Mayor Burgess commented that the Village should be holding CNRL liable for any problems with our water supply due to the fracking immediately south of the Village. The other issue that was identified was Municipalities are not getting any notification when fracking occurs near their boundaries. There should be a change in the legislation to require this. In a particular situation with the drill site there had been some fracking permitted on the site approximately ten years ago, and that approval carried forward to the fracking that was done recently. Council felt there should be a renewal process rather that an automatic approval.

MOVED by Councillor Phillips to send a letter to CNRL on Councils concern regarding fracking.           CARRIED 02/16/30

Mayor Burgess reported that he had had some discussions with the Public Works department, regarding putting a headache rack on the Toyota truck. It looks like the cost for this is approximately $1,000.00.
Mayor Burgess also wanted some discussion about the damage that has been done to the Village equipment from collisions. There was some discussions about making the employees more accountable for these incidents.
The Public Works committee meeting will be held when Councillor Sipe is available. At that meeting there will be some discussion on more frequent incident reporting and guidelines on that.

Public Works Supervisor Kenny Huey joined the meeting at 5:30 p.m. for the regular Public Works report.

He noted that there are problems with the steamer, it’s not producing sufficient pressure. They have some staff from the Hotsy supplier in Grande Prairie looking at it. Council felt it was a better option to repair the steamer, rather than trying to replace it. The recollection from those that were there at the time is the steamer was purchased from Gregg’s around 2010. Staff will check into how old the machine is.
Mr. Huey noted that a number of items had been obtained from the RCMP as per conversations with Sargent Respet in September of 2015.
Public Works Supervisor had obtains some estimates for doing some body work on the Toyota. It seems like the cost will be in the $7,000.00 to $8,000.00 range. Council did not feel it would be worthwhile to invest that amount of money into a 2007 vehicle.  Mr. Huey gave Council his view point on why there have been some issues with damage to the vehicles. He noted that some problems originated from previous staff as well as present staff.

Kenny Huey left the meeting at 5:49 p.m.

Abe and Jake Elias joined the meeting at 5:58 p.m.
They are here to discuss a proposed lease for the Old Fire Hall

MOVED
by Councillor Descoteaux to go into camera with Jake and Abe Elias.          CARRIED 02/16/31

While in Camera there was some discussion about a proposed lease arrangement.

Jake and Abe Elias left the meeting at 6:10 p.m.

MOVED by Councillor Phillips to go back into open session.    CARRIED 02/16/32

6.  Correspondence:

Council reviewed correspondence from:

a) AUMA – 2016 Annual membership – received for information.

b) Friesens – History book reprint – Staff will relay the information to the Historical Society to see if there is any interest.

c) RPAP – value to community – There was some discussion about a letter from the Rural Physician Action Plan about some possible funding cuts in the upcoming budget. The organization was concerned that their funding from Alberta Health Services may be cut. Council felt that a letter of support for RPAP recognizing the good work they do in our area for physician recruitment and retention should be recognized.

MOVED by Councillor Phillips to send a letter of support for Rural Physician Action Plan.           CARRIED 02/16/33

d) Hythe Food Bank internet – The Food Bank had asked the Village to look into getting internet at the Food Bank. A computer had been donated to the Food Bank. It was noted that the computer would be useful for helping our Food Bank communicate with other food banks and for pulling information off the internet. It would also facilitate communication with our local FCSS office. The CAO noted that we needed to have a conversation with GPN about the loss of the campground wireless internet and look at getting that replaced, so he would inquire about the food bank internet at the same time. It was noted that the Village owns the food bank premises, so they needed to get permission to get the internet.

e) AUMA – Zone boundaries – received for information.

    7.  Other Business & Information:

     a) Linear tax sharing – Some discussions about the political discussions regarding the sharing of Linear assessment between Urban Municipalities and Rural Municipalities. This was received for information.

b) Policy re: expenditure limits - CAO had prepared a policy to provide guidelines to staff on expenditure limitations.

MOVED by Councillor Descoteaux to approve the Expenditure Authorization Policy as presented.           CARRIED 02/16/34

c) Equipment Replacement plan 2016-2021- Village Council had a first look at the Equipment Replacement Plan for Village equipment, this covered the years 2016-2021. Received for information. It will be considered as part of the budget process.

d) Six Year Capital Plan – CAO had prepared a draft on a six year capital plan. This will be required under the new Municipal Government Act. The new MGA will make it mandatory for Councils to have a five year capital plan plus a three year operating plan.

e) Policy re: Water & Sewer Certification cost CAO had prepared a draft policy regarding Water & Sewer Certification training cost. There had been some concern expressed by Council in the past that the Village had paid for training staff for their certifications, and one for the draw backs is that it made it easier for staff to find employment in other municipalities or other industries that are operating water and sewer facilities. So a policy had been prepared to provide consistent procedure for some cost recovery for water and sewer training.

MOVED by Councillor Nicholson to approve the Water and Sewer training cost recovery policy.           CARRIED 02/16/35

f) Webb quadruplets fundraiser – Council reviewed a letter regarding the Webb quadruplets fundraiser, being held on Saturday, April 9, 2016 at the Hythe Legion Hall. Tim and Bethani Webb are expecting four identical baby girls. There are a number of expenses associated with having quadruplets including medical care and travel to Edmonton, so the community is planning a silent auction and fundraiser. Council felt that this would be a worthy activity to participate in.

MOVED by Councillor Descoteaux to purchase a table for $300.00 for the Webb quadruplets fundraiser on April 9, 2016.          CARRIED 02/16/36

g) Arena loan – Council was advised that the work on the Hythe Arena roof should be starting in late March, however some of the grant money for this project is not in yet and the Hythe Athletic Association does not have the funds to start paying suppliers. It was noted that the roofing material supplier needs to be paid for the material before they can start. The had been some discussion between the CAO and the Hythe Athletic Association about a short term loan to bridge the financial deficit until such time as the Arena Society’s grants come in. The amount in question was $48,000.00 for the roofing material and $2,400.00 GST.

MOVED by Councillor Phillips to loan the Arena Roofing Project the amount of $50,400.00 as a short term loan until such time as the grants are received by the Hythe Athletic Association.          CARRIED 02/16/37

h) Cheque summary – cheques # 20160100 – 20160190 – Council reviewed the cheque summary, cheques# 20160100 – 20160190, this was received for information.

  1. Other matters (members’ business):
    Councillor Phillips noted that one of the tenants located at the rental property at the intersection of 104th street and 103rd  avenue, had trucks parked on the street, and there was a carcass of a dead coyote on the fuel tank of one of the trucks. CAO will look into see what can be done to get the dead coyote removed from the vehicle.
    Council also discussed the problem with some people not parking their cars properly on the street, CAO will talk to County Enforcement to see if this can be enforced again.
    It was noted that Chris Rudrum had passed away over the weekend, Council approved a donation of $100.00 to a memorial fund.
    It was noted that there may be some issues with staff smoking in the Village owned vehicles. CAO was advised to get some signs that say no smoking in the vehicle.
    There was some discussion about the lift pump at the sewer lift station by the public works shop. There should be two pumps operating at the shop, plus a spare pump. Staff seem to be uncertain if the spare pump that is in the shop is presently operating. CAO advised that they should contact Travis Peterson regarding this and see if Travis has some back ground information about whether or not that pump is functional.

    MOVED by Councillor Phillips to enter into a six month lease agreement with Abe and Jake Elias with a renewal provision after the first six months.          CARRIED 02/16/38

    MOVED by Councillor Phillips to go into Camera.                  CARRIED 02/16/39

    While in camera, Council reviewed several personnal matters and several land matters.

9.  In Camera

     a) Chad Wiwchar – Level One Training
b) ATB Employee Group Financial benefits
c) Teare Creeke – tax installments
d) Land Development ( No attachment)


MOVED by Councillor Descoteaux to go back into open session.          CARRIED 02/16/40

Council went back into open session at 8:14 p.m.

MOVED by Councillor Descoteaux to allow Chad Wiwchar to take the Level 1 Water training.          CARRIED 02/16/41

MOVED
by Councillor Phillips to send Teare Creeke our proposal to paying off their tax balance on the property.          CARRIED 02/16/42

10.     Adjournment
MOVED by Councilor Phillips that the meeting be adjourned.         CARRIED 02/16/43                                                                                            

Time of adjournment was 8:18 p.m.



FEBRUARY 22, 2016

Present:        Mayor Gary Burgess

Councilors:   Gordon Nicholson, Carol Descoteaux, Cheryl Phillips, Lyle Sipe

 

CAO:             Greg Gayton

                             

1. Mayor Burgess called the meeting to order at 5:08 p.m.        

 

2. Minutes of the February 8, 2016 regular Council meeting

 

MOVED by Councillor Phillips that the minutes of the February 8, 2016 regular Council meeting be approved as presented.          CARRIED 02/16/23

3. Business arising from the Minutes:
There was further discussion about the Clairmont Lodge issues. It appears that there is substantial cost overrun on the new construction. The Grand Spirit Foundation Board is discussing how to deal with this issue. If the provincial government does not provide additional assistance, then it’s possible that the municipal requisition from the Grand Spirit Foundation will be increased.
Councillor Phillips circulated some information on the new 48 unit modular building being planned for the Pioneer Home.

FCSS Programmer, Theresa Boudreault joined the meeting at 5:30 p.m.


4.  Representation:  
a) Theresa Boudreault – pancake supper
Ms. Boudreault was present to work with Council on planning the activities for the Volunteer Appreciation Pancake Supper event, being held on April 13, 2016. There was some discussion about ordering sausages, in the past we have gone through H&M Meats in Grande Prairie. The cakes are usually bought from Costco. We will need to contact someone to make sure the grill are cleaned after the pancake supper. The winners of the Leaders of Tomorrow are usually included in the supper, there is a presentation made to them. Theresa will contact Kenna Peterson or Leah Moon about getting the plaque engraved. We will count ballots of Volunteer of the Year award at the Tuesday, March 29, 2016 regular Council meeting. We should ensure that the Northern Lights staff are invited to the supper along with other community volunteers. Theresa will follow up with Councillors Descoteaux and Phillips regarding the food and supplies for the supper.

Theresa Boudreault left the meeting at 5:55 p.m.

5. Meeting Attended:
Councillor Phillips had attended a Pioneer Home Board meeting and a SPPARC meeting.
Councillor Nicholson had attended a Grand Spirit Foundation meeting on February 11th, 2016 to discuss the building projects.

6.  Correspondence:

Council reviewed correspondence from:

a) Alberta Municipal Solar Program
Council reviewed information on a grant program for installing solar panels on municipal buildings. The grant pays up to 20% of the capital cost for installing solar photovoltaics at municipal buildings. This was received for information.


b) Sufficiently Saccharine – Glen Oakford sign
Council reviewed a quote from Sufficiently Saccharine Arts & Painting regarding a sign project. This is for repainting the Glen Oakford Memorial sign at the ball diamonds. A quote of $350.00 for the total cost was tendered.

MOVED by Councilor Sipe to have the Glen Oakford Memorial sign repainted at a cost not to exceed $350.00.           CARRIED 02/16/24

c) RCMP – policing priorities  A letter was received from the RCMP regarding policing priorities, they are planning to have a meeting in Grande Prairie on March 9th, 2016 to review there status. The CAO will attend if time permits.


d) Newterra – water collection data – A quote from Newterra Contracting for review of the water system was received for information. The matter will be discussed in more detail during budget deliberations.

 

    7.  Other Business & Information: 

           a) Public Works – February Log Sheet

Public Works February Log Sheet was reviewed by Council and received for information.
 

  1. Other matters (members’ business):
    Councillor Nicolson noted that he had been receiving complaints from people regarding dog feces left on the sidewalk. Council advised Councilor Nicholson that if he was to receive a complaint regarding the rules on dog feces, he should advise people to stop by the Village office and pick up a copy of the bylaw.
    Staff may also put a notice in the newspaper regarding this issue.
    Council discussed an issue with Barry Evaskevich regarding snow removal, this was received for information.
    There was some discussion about the old fire hall as no applications were received to lease or rent it. It decided to park some public works equipment there on a temporary basis and advertise the building for rent through external signage.

    MOVED by Councillor Phillips to go into Camera.          CARRIED 02/16/25

    Council went into Camera to discuss a land matter.

9.  In Camera

     a) Appraisal – Condo Plan 992 5983


MOVED by Councillor Nicholson to go back into open session.           CARRIED 02/16/26

MOVED
by Councillor Sipe to offer $31,500.00 to Alberta Health for the lands contained in Condo Plan 992 5983.          CARRIED 02/16/27

 

10.     Adjournment
MOVED by Councilor Sipe that the meeting be adjourned.          CARRIED 02/16/28
                                                                                             

Time of adjournment was 7:02 p.m.


FEBRUARY 8, 2016

Present:        Mayor Gary Burgess

Councilors:   Gordon Nicholson, Carol Descoteaux, Cheryl Phillips, Lyle Sipe

 

CAO:             Greg Gayton

                             

1. Mayor Burgess called the meeting to order at 5:06 p.m.        

 

2. Minutes of the January 25, 2016 regular Council meeting

 

MOVED by Councillor Nicholson that the minutes of the January 25, 2016 regular Council meeting be approved as presented.            CARRIED 02/16/18

3. Business arising from the Minutes:
CAO will have the Public Works staff keep an eye on the Hythe Motor Speedway, to check to see if any snowmobile drivers are using the race track. There have been no recent reports of this. There was some discussion on how the snowmobilers were getting in.
At the meeting on January 25, 2016 there had been a request for Council to appoint a Council member to the Cemetery Committee. Council discussed the request further and they felt it was not necessary for Council to appoint a member to the Cemetery Committee.


4.  Representation:  
a) Public Works Supervisor – Kenny Huey – 5:15 p.m.
Mr. Huey reviewed some purchasing request with Council, these included some alterations to the bucket on the skid steer. These changes would increase the skid steer’s bucket capacity in terms of loading snow. Another quote had been obtained for doing the body work repairs on the Toyota Tundra, a quote had been submitted by Blair Smith for $861.00 to fix some of the dents that were presently on the vehicle. Ken Huey noted that he needed to replace some of the chains on the Husqvarna chain saw.
In terms of activities, the Public Works staff have got the new fire pits pre-built for the camp ground, these will be installed when the weather permits in the spring. An inspection had been done on the furnace in the Old Fire Hall and on the circulating air unit in the Public Works Shop.

Kenny Huey left the meeting at 5:25 p.m.

John Ferguson. Superintendent for the RCMP Grande Prairie/Beaverlodge detachment joined the meeting at that time.

b) Superintendent – John Ferguson – 5:30 p.m.
Superintendent Ferguson advised Council that he had recently moved to the Grande Prairie area when he was posted as the Superintendent of the Grande Prairie and Beaverlodge detachments of the RCMP. He noted that Graham Johnson is still the Detachment Supervisor in Beaverlodge. They are hoping to announce a hiring soon for the new Beaverlodge Detachment Commander. There was some discussion about Citizens on Patrol, Superintendent Ferguson advised that there is a Citizens on Patrol coordinator who helps out the volunteer groups based in Edmonton. There was some further discussion about policing issues in the area.
Superintendent Ferguson left the meeting at 5:39 p.m.

5. Meeting Attended:
Councillor Descoteaux advised that the Library Board meeting had been cancelled due to many members having the flu.
Councillor Philips noted that she had a Pioneer Home Board meeting coming up in the near future.
Councillor Nicolson noted that he had attended three meeting of the Grand Spirit Foundation. One was a regular Board meeting and the other two pertained to building committee. The new building in Clairmont is having some difficulties during the construction phase.

    

6.  Correspondence:

Council reviewed correspondence from:

a) Northern Alberta Elected Leaders – received for information.

b) County Disposal – sale of company -- CAO advised that the sale of County Disposal should not affect our present five year contract with the company for residential collection. Item was received for information.

 

7.  Other Business & Information:

     a) Section 162 – MGA  Council reviewed the section of the Municipal Government Act that dealt with issues pertaining to the resignation of a Councillor. It was noted that if a Councillor resigned more than six months prior to the next upcoming general election, then that vacancy on Council must be filled.

b) Home Support report – 2015 – Total expenses for home support had gone down. The Budget for 2015 was $12,000.00, Hythe’s actual cost were $7,750.00.

c)  Cheque summary – cheques# 20150927 – 20160100, were reviewed for information.

d) Wednesday, April 13th, 2016 – Volunteer week celebration (no attachment) – Council was advised that Volunteer Week this year fell on the second week of April. If we scheduled the Volunteer Pancake Supper on Wednesday, April 13, 2016 then we would be part of the Province wide recognition of Volunteers. Councillors indicated that April 13, 2016 would work for them. Staff will proceed to finalize the arrangements.

e) Annual water reports – Council reviewed the annual water consumption and treatment for 2015 calendar year, this was received for information.
 

  1. Other matters (members’ business):
    Councillor Sipe brought up some issues pertaining to the size of the proposed building at the Public Works shop. It was noted that it was still early in the planning process. This building and the details should be debated during budget.
    Council was concerned about the damage to Village vehicles due to minor accidents. CAO will provide a report on this matter to Council.

    Some discussion about the snow clearing and the sidewalk maintenance in front of the Community Centre. It was noted that there were a number of circumstances that made that area a perennial problem. Councillor Descoteaux suggested that in the past one solution had been to sand that entire stretch of sidewalk in front of the Community Centre with the sanding truck. Staff would have to check with the people at the Community Centre to see if that would be acceptable to them if there is a lot of sand on the sidewalk it will track into the Centre.

    The CAO advised that the design for the welcome bags for the homecoming had been changed. There is still not clarity between the Village and the homecoming committee on how the bags would be cost shared. Council felt that a 50/50 split on the bags would be appropriate. There would be approximately 800 bags made at approximately $2,000.00 in total.

    MOVED by Councillor Sipe to go into Camera.          CARRIED 02/16/19

    Council went into Camera at 7:08 p.m.
     

9.  In Camera

     a) Water well issues


MOVED by Councillor Phillips to go back into open session.          CARRIED 02/16/20

MOVED
by Councillor Nicholson to get a formal appraisal on the vacant land noted in condo plan 9925983.           CARRIED 02/16/21


10.     Adjournment
MOVED by Councilor Phillips that the meeting be adjourned.            CARRIED 02/16/22
                                                                                              

Time of adjournment was 7:25 p.m.


JANUARY 25, 2016 

PRESENT:            Mayor Gary Burgess

Councillors:         Lyle Sipe,  Carol Descoteaux, Cheryl Phillips, Gordon Nicholson

CAO:                     Greg Gayton

1.            The Mayor called the meeting to order at 5:02 pm.

2.            Minutes of January 11, 2016

               Moved by Councillor Sipe that the minutes of January 11, 2016 be accepted as presented.          CARRIED 01/16/07

3.            Meetings Attended

             a)  Councillor Descoteaux attended a Hythe Continuing Care meeting.

4.            Representation

a)  Debbie Balderston arrived at the meeting at 5:13 pm.  Ms. Balderston came to discuss with Council matters pertaining to the Cemetery Committee.  She would like to have a public meeting to get more public involvement.  She would like to do some advertising before this meeting occurs.  She requested that one Village Councillor sit on the Committee.  Presently there is one volunteer cleanup per year.  She would like to have at least three cleanups per year.  She noted that Bevan Toews  and Carlos Toews had volunteered to do grass cutting at the Cemetery as part of their Church activities.  She has Ed Woloszyn contracted to build a gazebo this year.  She would like it done before the Hythe Homecoming reunion.  There was some discussion concerning the columbarium.  Council still felt this was an option that should be pursued.  Some discussion about doing some presales – opportunity.  Ms. Balderston suggested that possibly there should be some more regulations on planting trees.  She advised that when the Cemetery was cleaned up there were some trees and shrubs that had not been maintained.  Council was in agreement with actions Ms. Balderston wished to undertake. Ms. Balderston left the meeting at 5:20 pm. 

b)  Teresa Boudreau, the contracted program coordinator for FCSS, joined the meeting.  She introduced herself to Council  and reviewed her back ground in FCSS.  There was some discussion about the reporting frequency to Council.  It was noted that an advisory board may be set up to provide Ms. Boudreau with some advice on programs for the community.

Ms Boudreau left the meeting at 5:41 pm

5.          ­Public Works Report and Meetings Attended

             a)  It was noted the Public Works Report was reviewed

b)  Councillor Phillips did not attend Hythe Pioneer Board meeting as it was changed on short notice and she could not get away from work.  The Pioneer Home is strongly considering the modular option for the new addition. 

6.            Correspondence

a)  A Chamber of Commerce letter was reviewed that advised that Western Manufacturing had won an award.  Council wanted a letter of congratulations sent to Western Manufacturing. 

b)  Rohl Geomatics - Council reviewed a request from Rohl Geomatics for a five year extension on the rental agreement. 

Moved by Councillor Phillips to approve the rental agreement for another five years at the rate of $480.00 per year.          CARRIED 01/16/08

c)  County of Grande Prairie. The CAO noted that Public Works staff need to be a bit more involved in the weed control program.  It was noted that if the staff did some systematic weed control and recorded their hours, it would reduce the amount of the invoice from the County of Grande.

d)  City of Grande Prairie Performing Arts.  Council reviewed a letter from the City regarding a performing arts centre.  The timing was not appropriate to initiate a program that would probably bring some costs to the City ratepayers. Council felt that with the current state of the economy , some of these proposals should be deferred until the economy improves.

Moved by Councillor Descoteaux that a letter be sent to the City questioning the need for a performing arts centre at the time.          CARRIED 01/16/0 

4.            Representation continued

               d)  Fire Chief, Ed Woloszyn – Fire Report – The Fire Chief presented a summary of the calls attended during 2015.  Mr. Wolosyn said the Department  had done a lot of training in 2015 and was working hard on the 1001 training in 2016.  There was a list of expectations  for firefighters so that the new recruits  would know what was expected of them.  They presently have 22 active members.  There was some discussion regarding the arrangement with Horse Lake and the current situation with the Horse Lake Fire Department.  It is noted that Horse Lake will be getting a new fire truck this year.  Mr. Woloszyn left the meeting at 6:15 pm.

7.           Other Business 

a)  Corix Standpipes.  Council reviewed information on standpipes that will help us.  Council also reviewed information on standpipes out in Willow Grove Mobile Home Subdivision. The standpipes would help us flush the lines in that subdivision.  An activity that has not taking place before.

b)  Municipal Affairs Collaboration Workshop.  Municipal Affairs is holding a workshop regarding municipal collaboration on February 4 & 5, 2016.  Councillor were unable to attend.  The CAO may attend, if time permits.

c)  County of Grande Prairie – Capital Grants – received as information.

d)  Pitch-in-week 2016.   Cost of enrolling is $175.00.  To be held April 17 – 23, 2016.

Staff will order bags  from Pitch-in-Canada and these can be used when the school does is annual cleanup. 

Moved by Councillor Sipe that the Village join the Pitch-in-week as a patron partnership in 2016.          CARRIED 01/16/10

e)  Alberta Community Partnership Grants – Council reviewed information from staff regarding the program.  Applications are due by February 5, 2016.

Moved by Councillor Phillips that the Village of Hythe act as managing partner for the following two proposal:  a)  joint land use bylaw review conducted in conjunction with the Towns of Sexsmith, Wembley, Beaverlodge and Hythe and b)  a hydrovac truck acquisition conducted in partnership with the Towns of Wembley and Beaverlodge.          CARRIED 01/16/11

Moved by Councillor Descoteaux that the Village of Hythe be a partnering municipality in the following four projects:  a)  Wembley Fire Department Rescue Unit  b)  West water line preliminary design work  c)  Town of Sexsmith Fire Hall and d)  Grande Prairie Regional Emergency partnership webpage upgrading.           CARRIED 01/16/12

8.            Other Matters

               a)  Councillor Sipe noted that the service road in front of the Legion and the Hotel had not been snow plowed yet and that it should be plowed.  He noted Stan Hanson had been plowing snow off the Home Cooking Restaurant lot and putting it on the street.  Councillor Sipe said he saw a notice on Facebook that Stan Hanson cleaned snow very early in the morning.  The Village of Hythe Noise Bylaw does set time limits  for snow clearing.  Councillor Sipe was concerned that some people may be racing snowmobiles on the race rack.    Staff will look into this matter                            

9.         Moved by Councillor Nicholson to go into camera.          CARRIED 01/16/13

            Council went into Camera at 6:58 pm

 

            Moved by Councillor Sipe to go back into open session.           CARRIED 01/16/14

            Council went back into open session at 7:10 pm

a)  Old Fire Hall – Moved by Councillor Nicholson to lease the old fire hall building with conditions with regard to laundromat/car wash use of the water system and ongoing rental arrangements for the food bank.          CARRIED 01/16/15

b)  Compensation Package – Moved by Councillor Sipe to approve the compensation package as recommended by staff.          CARRIED 01/16/16

c)  Councillor Phillips  said that she would be probably retiring from her job at the end of May and finished on Town Council at approximately the same time.  Council discussed whether a by- election would be necessary.  Staff will look into the Municipal Government Act requirements for that. 

    Moved by Councillor Sipe that the meeting be adjourned.         CARRIED 01/16/17

    The meeting was adjourned at 7:20 pm


 JANUARY 11, 2016                       

PRESENT:            Mayor Gary Burgess

COUNCILLORS:  Gordon Nicholson,  Carol Descoteaux, Cheryl Phillips,  Lyle Sipe

CAO:                   Greg Gayton

1.            Mayor Burgess called the meeting to order at 5:05 pm.

2.            Minutes of December 14, 2015 Regular Council Meeting

  Moved by Councillor Sipe that the minutes of December 14, 2015 regular meeting be accepted  as presented.           CARRIED 01/16/01

3.            Business Arising from the Minutes

a)  There was some discussion on backup power generation for the water plant.    The CAO reported that Wembley was in the same situation and found pretty good deal on backup generation by going to a  Ritchie Brothers Auction.  Council felt that we needed some information on size of backup generation needed for the water plant.  It was also mentioned that people could leave word with  Gaudin’s in Beaverlodge as sometimes a good used generator will come in as a trade in. 

b)  The CAO advised that the staff had time to do some research on replacing the fire pits at the campgrounds.  Normally this would wait for budget but staff have time now to do the work to replace the fire pits.   The CAO asked for approval for an early expenditure of approximately $1,000.00  for 20 foot culverts to be purchased.

Moved by Councillor Nicholson that the culverts be purchased and the process be started to replace the fire pits at the campgrounds.          CARRIED 01/16/02

4.            Meetings Attended

              Councillor Sipe noted that he attended a Curling Club meeting.  Replacement of one furnace was approved in the Curling Rink.

              Councillor Descoteaux noted she had attended the Library Christmas party and one Library meeting.

               Several Councillors attended the FCSS retirement party for Monica Shaw December 16, 2015.

               Council did the annual Christmas Light Up contest.

               The CAO met with Murray Soucy on December 21, 2015 along with some Council members

5.            Correspondence

               a)  Items 6(a)(b)(c) & 7(a) received for information purposes

  b)  Item 7(b) The CAO advised that the  CAO’s from the County of Grande Prairie, Beaverlodge Sexsmith and Hythe met January 8, 2016 to discuss the possibilities for the Alberta Community Partnership Program.  Timelines are short for the program this year. 
Application must be in by February 5, 2016.

6.            Other Business

a)  Councillor Nicholson brought up the issue of snow removal.    He received concerns from ratepayers about staff removing snow.   The amount of snow did not justify  the time and the fuel.  Council discussed the issue. Council did appreciate staff wanting to remove the snow promptly. Council  agreed that when there was not enough snow to warrant overtime hours on this issue, snow be removed during regular working hours.  Council advised the CAO to instruct Public Works that when less than three inches of snow falls, removal shall be deferred to regular working hours.

b)  Councillor Nicholson asked about a school bus driver who uses 106 Street.   He felt  it had been understood that buses were to come in and out of town on 103 Street and that they should not be allowed on 106 Street. It was not considered a pressing issue as school buses had come in and out of that part of town and it had not caused any traffic issues.   It was felt the weight in terms of school buses on local roads was not an issue.

c)  The arena had been experiencing a problem with the brine lines breaking over the Christmas holidays.   One of the problems is that the Village Broiler insurance policy  had a $50,000.00 deductible when it comes to any line breaks in the ice plant system.  As the Hythe Athletic Association will have to pay for these repairs  they may need some cash flow assistance to get them through the year.

The CAO advised that in discussions with the Hythe Athletic Association, they were not certain at this time, if they required assistance.  The Association advised that they shall try to continue operations until the end of the hockey season.  

d)  Moved by Councillor Descoteaux that Council go into camera.       CARRIED 01/16/03
     Moved by Councillor Phillips that Council come out of camera.      CARRIED 01/16/04

e)  Moved by Councillor Sipe that Council accept the offer regarding the sale of tax sale land.          CARRIED 01/16/05

    Moved by Councillor Nicholson that the meeting be adjourned.        CARRIED 01/16/06

    The meeting was adjourned at 6:18 p.m.

Council had an informal budget meeting at the conclusion of the regular Council meeting.

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