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2017 Minutes

JULY 24, 2017  SPECIAL MEETING

Present:       Mayor Gary Burgess 

Councilors:   Nadine Adolf

Lyle Sipe

Gordon Nicholson
 

CAO:            Greg Gayton
          Steve Rawlyk – Public Works Supervisor

                  

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

CAO advised Council the status of our sewer lift station pumps. Following a review in the fall of 2016 staff had proceeded to get one pump rebuilt at GPR and we purchased a new lift station pump at Ber Mar Rewind Ltd..
The new issue was that the old pump we had been using as our third pump was pretty well worn out, and there wasn’t money in the 2017 budget to replace it.
Council noted that it was important to have three functional pumps for the sewer lift station.
CAO advised that we could withdraw money from reserves this year for the $5135.00 cost and replace that money in the 2018 budget.


MOVED by Councillor Sipe to proceed with purchasing a new pump for the sewer lift station, as discussed.          CARRIED 07/17/91

Council then reviewed pavement quotes from Go Green Asphalt Services Ltd. This company had done some asphalt repair in Hythe last year and staff wanted to use them again this year for some problem areas.
Council reviewed the areas to be repaired and discussed the matter in some detail.
It was noted that the repair of the pavement by Hythe Motors will be at a full depth of 100 millimeters, as compared to the 50 millimeter depth for residential areas. The budget for pavement repair was $74,000.00. The total price quoted by Go Green Asphalt Services Ltd. was $69,480.00.

MOVED by Councillor Nicholson to approve the Go Green Asphalt Services Ltd. quote for pavement repairs this year.           CARRIED 07/17/92

Adjournment
MOVED by Councillor Nicholson that the special meeting be adjourned.
                                                                                                    CARRIED 07/17/93

Time of adjournment 5:55 p.m.



JULY 10, 2017

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Lyle Sipe
 

CAO:            Greg Gayton
          Public Works Supervisor, Steve Rawlyk
          FCSS Coordinator, Teresa Boudreault
         
                   

1. Mayor Burgess called the meeting to order at 5:34 p.m.

 

2. Minutes of the June 26, 2017 regular Council meeting.

 

MOVED by Councillor Adolf that the minutes of the June 26, 2017 regular Council meeting be approved as presented.          CARRIED 07/17/85

Council then moved on to the FCSS report.

Ms. Boudreault noted that the babysitting course had 10 children in it.
The bike rodeo which was held at Hythe Central School in cooperation with the Regional Traffic Committee, had 172 kids participating.
There was also a good turnout at the Seniors Breakfast, that was held as part of Seniors Week. This was held at the Pioneer Home.
Teresa reported that Parent Link would be coming back to the Community Centre in the fall, they have booked every Tuesday from 10:00 to 11:30 a.m. She advised that she had attended a Regional Recreation Board meeting on behalf of the Village. The board is still in the formative stages and deciding how they will function. It is possible there will be a small requisition every year for participation in the board. This requisition may be based on population or equalized assessment, that has not been decided yet.
There was some discussion on various matters.

Teresa Boudreault left the meeting at 5:43 p.m.

Council then met with Public Works Supervisor, Steve Rawlyk.

Mr. Rawlyk reported on the highlights on what they have been working on.
There was some discussion on work in the CNR right of way, adjacent to highway 43. Some areas have become too rough to mow properly. Mr. Rawlyk has decided to put some dirt on the problem areas so that it can be mowed more quickly in the future.
There was some discussion on the sharing of the pavement machine with Beaverlodge and Wembley, it is uncertain when we will see the paving machine in Hythe. Council felt that we need a more organized system than what is presently in place to govern the sharing of equipment like the paving machine and the excavator, that were purchased under the Alberta Community Partnership Program.  Councillor Sipe pointed out that we are a 1/3rd partner on this equipment and it should be allocated in a reasonable amount of time every year to fulfill our needs.
Mr. Rawlyk noted that there had been talk about the CAO’s and Public Works Supervisors from the three communities getting together to discuss this, but that has not happened yet. CAO advised that we could draft a brief agreement to govern the sharing of the equipment and put some rules in place.

MOVED By Councillor Adolf to have our staff work together with Wembley and Beaverlodge to reach a formal agreement on the sharing of the excavator and the paving machine.          CARRIED 07/17/85

Council then discussed other paving priorities in town. Mr. Rawlyk noted that the intersection of 104th street and 101st avenue is probably the highest priority. He wanted to use the shared paving equipment to prepare that.
Councillor Sipe pointed out that there were a few areas where rocks and debris had been piled up and should be cleared away, Mr. Rawlyk agreed to do that.

Steve Rawlyk left the meeting at 6:08 p.m.

    3. Business arising from the Minutes:

4. Meetings Attended: Council reviewed the meeting that they had attended from June 26, 2017 to July 10, 2017.
Councillor Nicholson reported that the Grande Spirit Foundation was still having issues with the new building being built in Clairmont. Apparently, there has been a problem with the caulking of the windows and all the windows in the building will need to be inspected for water damage and possible some replacement will be required.
Councillor Adolf noted that the Hythe Athletic Association had met on June 28th, 2017. They have a Concession operator hired for the 2017/2018 season.
Mayor Burgess reported that he had attended a meeting with the Reeve of the County and the Mayors of the City of Grande Prairie, Beaverlodge and Wembley to discuss the Electoral Boundaries issue.

5. Correspondence

a) Municipal Affairs – designated property assessment. Received for information.

b) Notes – CAO’s meeting – Electoral Boundaries and County information.
Council reviewed some information from staff regarding the Electoral Boundaries. This included the positions of other municipalites and the results of some discussions that had happened at the Mayor and Reeves meeting, plus a meeting of all the CAO’s regarding this. Municipalities are busy preparing presentations to the Electoral Boundaries Commission hearing in Grande Prairie on July 17, 2017.
Council discussed the formation of the Village of Hythe’s position on the matter.

MOVED by Councillor Nicholson to advise the Electoral Boundaries Commission that the Village of Hythe’s position is we should stay with the status quo arrangement in terms of the Electoral Boundaries in our area.       CARRIED 07/17/86

The Mayor and the CAO are booked to attend the July 17, 2017 hearing and make a presentation.


c) Alberta Culture – Volunteer recognition, received for information.

d) Community Foundation – 2016 report, received for information.

e) Debbie Balderston – Cemetery matters
Council reviewed an email from Deb Balderston regarding some cemetery issues.
Council discussed whether the caretaking of the cemetery is strictly a Village issue or whether the County should be involved in the matter. Hopefully Deb Balderston will be available to attend the August 14th, 2017 Council meeting.

   6. Other Business & Information:

a) Mid – year financial report
Council reviewed a print out of accounts as of July 9, 2017. CAO highlighted several matters. This was received for information.

   7. Other matters (members’ business):

    Councillor Sipe inquired about the fence issue with Ben Klimach, CAO advised that
    a meeting was scheduled for July 14th, 2017 to review the matter. Early indications
     are that there are no encroachment issues.

     MOVED by Councillor Nicholson to go into camera.          CARRIED 07/17/87

    
While in Camera Council discussed utility arrears and possible changes to the
 personnel policy.


8.    In Camera
a) Utility arrears
b) Changes to personnel policy – (No attachment)

MOVED by Councillor Sipe to go back into open session.          CARRIED 07/17/88

MOVED
by Councillor Adolf to add utility arrears to the following tax accounts: Roll #12026 - $806.64, Roll #18510 – $552.48 and Roll #24310 - $568.05.          CARRIED 07/17/89

9.  Adjournment

     MOVED by Councillor Adolf that the meeting be adjourned.            CARRIED 07/17/90  

                                                                                           
Time of adjournment was 7:24 p.m.

                                                


JUNE 26, 2017

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Lyle Sipe 

CAO:            Greg Gayton          
                   

1. Mayor Burgess called the meeting to order at 5:27 p.m.

 

2. Minutes of the June 12, 2017 regular Council meeting.

 

MOVED by Councillor Nicholson that the minutes of the June 12, 2017 regular Council meeting be approved as presented.          CARRIED 06/17/77

3. Business arising from the Minutes: Council discussed some issues regarding Bill Guise. CAO will discuss the matter with the Public Works staff.

4. Representation:
 
     a) Deb Balderston – cemetery matters – Deb Balderston had cancelled her appointment to meet with Council.
CAO did report that there had been a discussion about the cemetery grass cutting, when the Mayor and CAO had met with the Reeve and CAO from the County recently.

5. Meetings Attended: Council reviewed the meeting that they had attended from June 12, 2017 to June 26, 2017.

6. Correspondence

a) AUMA – rebate – received for information

b) State of the County address
The County is having a meeting on June 29, 2017 to provide an overview of County operations. No one is available to attend.


c) Electoral Boundaries Commission appointment
CAO advised that a meeting of the CAO’s will be convened to draft a presentation to the Alberta Electoral Boundaries Commission. A notification regarding our appointment on July 17, 2017 at the hearing in Grande Prairie was also received for information.

7.  Other Business & Information:

a) Terry & Sheena Rule – fire damage

    CAO discussed the possibility of a tax rebate for a property because of a fire that had occurred in early June.
There was some discussion about the insurance that was carried on the property and whether or not a tax rebate was required. The matter will be researched further.

MOVED by Councillor Nicholson to table the tax rebate pending further information.          CARRIED 06/17/78

b) Appointments to library board/continuing care board
It was noted that Council know longer had an appointment to the Library board. CAO advised that the Library board was having difficulty getting quorum and would appreciate a representative from Council to replace former Councillor Descoteaux.
Councillor Nicholson advised he would represent the Village on the Library board until the municipal elections are held in the fall.

MOVED by Councillor Sipe to appoint Councillor Nicholson to the Hythe Municipal Library Board.          CARRIED 06/17/79

CAO will provide Councillor Nicholson with dates and times for the meetings.

CAO will attend the annual general meeting of the Continuing Care Board, it is scheduled for July 27, 2017.

c) Changes to Volunteer Week Supper (no attachment)
There was discussion about changing the format for the Volunteer Recognition supper that the Village hosts in late April. It was noted that food preparation was consuming a large amount of time and energy to coordinate and prepare, this left little time for socializing and mingling with the public.
There had been some discussion at the supper that maybe a barbecue style format with pulled pork or beef and some salads would be easier to prepare and will let us focus more on the objective of the event which is the recognition of community volunteers.
There was some discussion about the logistics of that type of a meal, but all of Council was in favor of the concept.

MOVED by Councillor Adolf to change the Volunteer Recognition supper menu as discussed.          CARRIED 06/17/80

d) Cheque summary – cheques #20170378 - #20170479 – received for information.

8. Other matters (members’ business):
Councillor Sipe inquired about the land transfer with Alberta Health for a property in town. CAO advised that Alberta Health had not been responsive to requests for documentation on the transfer. While the price has been agreed to on the property we are still waiting for paperwork from Alberta Health Services.
The CAO advised that some groups have been booking the south side of the campground for social gatherings.  There was some discussion about a damage deposit. It was decided to ask for a donation instead.

 

MOVED by Councillor Nicholson to go into camera.         CARRIED 06/17/81

9.    In Camera
a) Tourist Booth Hiring

MOVED by Councillor Sipe to go back into open session.          CARRIED 06/17/82

MOVED
by Councillor Sipe to hire Layton Guise for the Tourist Booth position for the 2017 summer and that the CAO review some guidelines with Mr. Guise.          CARRIED 06/17/83

10.  Adjournment
MOVED by Councillor Adolf that the meeting be adjourned.           CARRIED 06/17/84

Time of adjournment was 6:32 p.m.



JUNE 12, 2017

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Lyle Sipe
 

CAO:            Greg Gayton
         Behrend and Linda Klimach
                   

1. Mayor Burgess called the meeting to order at 5:38 p.m.

 

2. Minutes of the May 23, 2017 regular Council meeting.
MOVED by Councillor Sipe that the minutes of the May 23, 2017 regular Council meeting be approved as presented.          CARRIED 06/17/68


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

4. Representation:
 
     a) Arta Juneau – 5:30 p.m. re: subdivision – Arta Juneau did not attend the meeting.

     b) Ben Klimach – 5:38 p.m. re: fence

Mr. Klimach spoke to Council about two issues. He is building a fence on the south end of his property for a privacy screen. He asked that the Village contribute with the cost of the fence. Mayor Burgess inquired about the amount he was looking for, for this project. Mr. Klimach advised that he did not have firm numbers yet, but committed to providing Council with some.
Councillor Sipe was concerned with the precedent that would be set if Council cost shared on a fence. He noted that many other land owners in the Village of Hythe had built fences in their rear yards, adjacent to municipal easements or right of ways, without any compensation.
Mr. Klimach also advised that there was an issue on 104th avenue in front of his property. He felt that the paved portion of road was encroaching on his property, a real property report had been copied and circulated to Council. Council advised that they would look into this matter further.
Behrend and Linda Klimach left the meeting at 5:49 p.m.

     c) Steve Rawlyk – 6:00 p.m. re: truck purchase
Steve Rawlyk joined the meeting at 5:50 p.m. Mr. Rawlyk reported on his day to day activities. Council then reviewed the quotes for vehicles, as there still a requirement to replace the Toyota Tundra that was damaged in December 2016. Staff circulated some advice on some prices that were available from local dealers. There was some discussion about the different makes and models reviewed.
After some discussion, Council voted to proceed with the lowest price quoted, which was a 2017 GMC Sierra 1500 with four-wheel drive.

MOVED by Councillor Nicholson to proceed with the purchase of the 2017 GMC unit discussed at a cost of $30,000.00.          CARRIED 06/17/69
Steve Rawlyk left the meeting at 6:15 p.m.

5. Meetings Attended: Council reviewed the meeting that they had attended from May 23, 2017 to June 12, 2017
Councillor Adolf had attended a GRPREP quarterly meeting and had attended an awards ceremony for Dr. Miller as one of our SPARC representatives.
Mayor Burgess advised that there is a meeting planned for the 16th of June with the local Mayors regarding the proposed changes in the Alberta Electoral Boundaries Commission Report. In that report, it is proposed that the Town of Beaverlodge, Wembley and Hythe be moved from the Grande Prairie constituency and placed in the Central Peace-Notley constituency. Initial comments from the three municipalities were that they did not feel that this was a good idea. A meeting of the Mayors will be held to discuss it further.

6. Correspondence

a) Alberta Municipal Affairs – grants – received for information.

b) Alberta Electoral Boundaries Commission – proposed changes
Mayor Burgess will report back from the June 16th meeting as to what action the Mayors propose to take.

The commission is holding public hearings in July, including one in Grande Prairie.

c) Carol Descoteaux – resignation
Councillors reviewed an email from Councillor Descoteaux advising that due to personal circumstances she felt that she could no longer continue with her Council responsibilities. She noted that she enjoyed being on Council in the Village for many years, and wished Council good luck in the remaining years of service.
Council dealt with the issue of the need to hold a by-election. Section 162 of the Municipal Government Act was reviewed. It was noted that if a vacancy occurred in six months before a general election then the decision to hold on an election is at the discretion of Council. Council felt that a possible election would occur quite close to the normal municipal election, which is scheduled for October 2017.

MOVED by Councillor Sipe to decline to hold a by-election to deal with the Council vacancy created by Councillor Descoteaux resignation.        CARRIED 06/17/70

7.  Other Business & Information:

a) Subdivision Application – West Peace Building Supplies
The CAO reviewed some of the requirements for subdivision processing that was necessary. The Alberta Subdivision and Development regulations were circulated. Many of these issues still needed to be dealt with.

MOVED by Councillor Adolf that the subdivision application from West Peace Building Supplies be held in abeyance as it is incomplete in terms of the subdivision requirements noted.          CARRIED 06/17/71

b) AUMA – Council update and employment law changes – received for information.

c) Ag. Society – Ag Fair
CAO advised that the Ag. Fair is being forwarded their cheque for $500.00 for a donation as per budget and past practice.

d) Campground reservation policy
Council reviewed a policy regarding a Campground use.

MOVED by Councillor Nicholson to approve the proposed Campground Reservation Policy.          CARRIED 06/17/72

e) Bill Guise Letter of Complaint
Council reviewed a letter of complaint received from Bill Guise regarding maintenance and upkeep within the Village of Hythe.
Council felt that Mr. Guise should be advised that elections are coming up this fall and he has the opportunity to run for Council if he chooses.

8. Other matters (members’ business):
Councillor Adolf asked for information on the school commencement exercises. The CAO will provide her with that.

Council had been advised in the Public Works report that research is continuing on the upgrading to the chlorination system for both Willow grove and Well #1. Council requested that the Water Operator attend the meeting with Council when the project estimates are finalized and the staff research is completed.
There was some discussion about scheduling of Council meeting for the summer months. After discussion, Council agreed that Monday, July 10th and Monday, August 14th would be the days for the two summer meetings.

MOVED by Councillor Sipe to hold regular meeting on Monday, July 10, 2017 and Monday, August 14, 2017 at the regular times.                           CARRIED 06/17/73

There was some discussion about advertising promoting the opportunity of running for Council. CAO noted that Beaverlodge has already started promotional activities. Council felt that we could partner with them on this matter.


MOVED by Councillor Nicholson to go into camera.           CARRIED 06/17/74

While in Camera Council discussed a notice of intention received from TD Insurance.

9.    In Camera
a) TD Insurance – notice of intention

MOVED by Councillor Nicholson to go back into open session.          CARRIED 06/17/75


10.  Adjournment
MOVED by Councillor Sipe that the meeting be adjourned.           CARRIED 06/17/76

Time of adjournment was 7:30 p.m.



MAY 23  , 2017

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Lyle Sipe
 

CAO:            Greg Gayton
         Steve Rawlyk – Public Works Supervisor
         Bob Marshall – County Councillor
         Elizabeth Bell – Executive Director, PAZA
         
                            

1. Mayor Burgess called the meeting to order at 5:26 p.m.

 

2. Minutes of the April 24, 2017 regular Council meeting. 


MOVED by Councillor Adolf that the minutes of the April 24, 2017 regular Council meeting be approved as presented.          CARRIED 05/17/57

Council then heard a presentation regarding the Peace Airshed Zone Association (PAZA). Bob Marshall who is the County of Grande Prairie representative on the board and is chairman of the PAZA board gave the presentation. He noted that PAZA focus is to monitor the air quality of the entire region. The region covers Grande Prairie, north to the Peace River, west to the BC border and east to the High Prairie area. The organization consists of a mixture of volunteers, oil company representatives and paid staff.
There are seven continuous monitoring stations, including one in Beaverlodge. The one in the Town on Beaverlodge is stationed at the Federal Research Centre. Councillor Marshall noted that PAZA provides educational support to the school system and has a program specially constructed that deals with air quality monitoring.
It was noted that in our area that the air quality health index is usually at very safe levels, however incidents like a distant forest fire may affect the index if there’s a lot of smoke in the region. There are ten Airshed Organizations in Alberta.
Councillor Marshall commented that one of the advantages of joining PAZA is if there are local concerns regarding air quality, then PAZA can respond to them. The organization hold regular meetings, most of them are at the Encana office near the airport.
It is estimated that 11 of the 23 municipalities in the area have joined PAZA, including municipalities such as the Town’s of Beaverlodge, Wembley and Spirit River. The City of Grande Prairie has not joined yet. Councillor Marshall requested that the Village consider joining the organization.
Bob Marshall and Elizabeth Bell left the meeting at 5:58 p.m.

Council then met with Public Works Supervisor Steve Rawlyk to review the Public Works report.
Mr. Rawlyk noted that the summer student hired has been doing well. He has some experience running a Ferris mower and is proficient in running the mower properly. He noted that there had been some issues at the lift station and several pumps had been replaced with pumps that were in stock. Staff have also discovered a number of parts for the lift station pumps that would be available if we need to rebuild the pumps or replace parts.
There was some discussion about the sinkhole at the post office, it has been left in its present state to see if there is any more settling.
It was noted that work on the municipal sewer main near FKD will commence tomorrow.

There was some discussion about issues with the back alleys. I was felt that the best way to deal with this matter was to gate off the back alleys and then allow people access with a keyed system, this is similar to what’s done in Grande Prairie and Beaverlodge.
There was some discussion about the replacement truck for the Tundra. Council felt that a range of approximately $27,000.00 to $30,000.00 was appropriate for a truck.
Steve Rawlyk left the meeting at 6:10 p.m.

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

 4. Representation:
     a) Ben Klimach – 6:00 p.m. – Mr Klimach did not attend. CAO noted that he was interested in cost sharing regarding a fence he wanted to build. Council was not interested in cost sharing.

5. Meetings Attended: Council reviewed the meeting that they had attended from April 24 to May 23, 2017
It was noted that there had been some discussion with the Grand Marshal Inn about the truck parking there. The consensus of Council was that the pad there should be improved in future years.

6. Correspondence

a) Alberta Municipal Affairs – MSI grant – received for information

b) County of Grande Prairie – Assessment contract
The County provided a long term forecast for the Village’s assessment cost over the next four years. This was received for information.
c) ARPA – Community Awards – received for information
d) Liability Insurance – ball hockey
Staff had followed up with a request from the last Council meeting about liability insurance for ball hockey program at the Hythe Arena. Insurers had responded that this would be covered under the Villages present liability and the liability insurance carried by the Hythe Athletic Association.
e) Farm Safety Awards
There was some discussion about the value of this award. It was noted that the Village had contributed periodically in the past to this service.

MOVED by Councillor Adolf to donate $200.00 to the Farm Safety Awards.              CARRIED 05/17/58

7.  Other Business & Information:

a) Hythe Library – changes in membership
Council reviewed information from the Hythe Library board about changes in membership.

MOVED by Councillor Sipe to appoint Candace Bates to the Hythe Library board and to accept Mike Bass’s resignation from the Hythe Library board.          CARRIED 05/17/59

b) Peace Airshed Zone Association – fee
Council discussed Peace Airshed Zone Association and the presentation they gave earlier in the meeting. Council debated the benefits of joining.

MOVED by Councillor Nicholson to decline membership in the Peace Airshed Zone Association.          CARRIED 05/17/60

c) Woloszyn Contracting – estimate
Council reviewed a quote for approving air circulation in the municipal office and in the library building. CAO requested permission to add the $15,000.00 cost to the MSI Capital Grant Application for 2017. Council was in favor of making that change. Staff will seek out further quotes on the project.

d) Bylaw #533 – 2017 mill rates
Bylaw #533 establishes the taxation rate for 2017 budget year. Council reviewed the mill rates and also reviewed some comparative information showing how the Village of Hythe’s mill rate compared to other small communities in Alberta.

MOVED by Councillor Nicholson to give Bylaw #533 first reading.          CARRIED 05/17/61

MOVED
by Councillor Adolf to give Bylaw #533 second reading.            CARRIED 05/17/62

MOVED
by Councillor Sipe to consider Bylaw #533 third reading at this meeting.          CARRIED UNANIMOUSLY 05/17/63

MOVED
by Councillor Adolf to give Bylaw #533 third reading.          CARRIED 05/17/64

CAO advised that the tax notices should be sent out near the end of May.

e) Cheque Summary – Cheques #20170279 – 20170377 – received for information

8. Other matters (members’ business):
Councillor Sipe reported on a phone call he had received from Huey Graw at Any Time Towing. There was some discussion about which towing services the Public Works Supervisor was utilizing. Councillor Adolf asked about the wood supply in the campground, she was concerned that the caretaker would have to come back at night to supply people with wood. CAO will have a discussion with the Public Works staff on that.
Mayor Burgess noted that he will not be able to attend the Hythe Regional School Graduation on June 24th, 2017. Councillor Adolf volunteered to attend. CAO will help her in preparing some remarks.

MOVED by Councillor Nicholson to go into came.          CARRIED 05/17/65

While in Camera Council discussed the County of Grande Prairie FCSS transition.

9.    In Camera
a) County of Grande Prairie – FCSS agreement
MOVED by Councillor Sipe to go back into open session.          CARRIED 05/17/66


10.  Adjournment

MOVED by Councillor Nicholson that the meeting be adjourned.          CARRIED 05/17/67

Time of adjournment was 7:17 p.m.



APRIL 24  , 2017

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Lyle Sipe
 

CAO:            Greg Gayton
         Jenna Rosvold - MNP
                                      

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

 

2. Minutes of the March 27, 2017 regular Council meeting.

 

MOVED by Councillor Sipe that the minutes of the March 27, 2017 regular Council meeting be approved as presented.          CARRIED 04/17/46

 3.  Business arising from the Minutes:

 4. Representation:
     a) MNP – 5:30 p.m.
Jenna Rosvold gave Council a presentation regarding the 2016 financial statement. She noted that the Village’s financial position was still very sound.
Despite the high cost of repairs on equipment in 2016, the Village still managed to finish the year with a small surplus.
Jenna Rosvold noted that the reserves of the Village should be reviewed to match the actual cash assets that the Village owns.
It was noted that the Fire Department and the Library expenditures are included in the actual expenditures noted for the Village, although the Municipal budget does not include reference to the Fire Department or Library expenditures.

MOVED by Councillor Nicholson to accept the 2016 Financial Statement as presented.          CARRIED 04/17/47

Jenna Rosvold left the meeting at 5:48 p.m.

Public Works Supervisor Steve Rawlyk joined the meeting at 5:49 p.m.
     b) Steve Rawlyk – Public Works report – 6:00 p.m.
Council discussed the pavement repair program for the coming year. Some pavement patch has already been ordered.
Mr. Rawlyk reviewed his project list for the summer with Council. Staff will research the possibility of getting hot mix from Wapiti Sand & Gravel this year. Council noted that the condition of the streets are bad throughout our area, because of the high amount of snow and rain fall we have received this year.
Steve Rawlyk left the meeting at 6:17 p.m.

5. Meetings Attended: Council reviewed the meeting that they had attended from March 27, 2017 to April 24, 2017
Councillor Adolf had attended the Hythe Athletic Association meeting, and had attended the Spring Fling Fundraiser, put on by the Hythe Pioneer Home.
Councillor Nicholson had attended the Grande Spirit meeting and a Food Bank meeting.

6. Correspondence

a) Minister of Service Alberta - Supernet

b) Minister of Municipal Affairs – GTF Funding
c) Mernie Smith – road repair
Items 6. a, b & c were received for information.

d) Jansie Jones – garbage pick – up
Council discussed the issues with the decline in service with garbage pick-up. It was noted that the crux of the problem is that GFL is using one small truck to pick up garbage instead of the larger trucks County Disposal had been using. It was advised the master cart system that we have in place now was designed around use of the larger trucks with the picker. Council felt that the best solution to the ongoing garbage issue was to have GFL go back to using the larger trucks.

MOVED by Councillor Nicholson to request GFL bring back the more appropriate larger trucks for the weekly residential pick-up.          CARRIED 04/17/48

e) 2017 STEP Grant
CAO noted that we can proceed with the STEP program this year, but we may or may not receive the funding. He advised that the staff recommendation was to continue with hiring because there is definitely a need for a summer worker.
f) Arctic Grayling Renewal Society
Mayor Burgess reported that he had attended a meeting regarding the issues that the society was facing. Council reviewed a letter from the society requesting the support of the Village of Hythe regarding their issues.

MOVED by Councillor Adolf to supply a letter of support to the Arctic Grayling Renewal Society.          CARRIED 04/17/49

7.  Other Business & Information:

a) Garbage Guidance

b) Cemetery Annual Report - 2016

c) Municipal Govt Act Changes
Items 7. a, b & c were received for information.

d) Regional Rec Meeting
Mayor Burgess will attend the May 6, 2017 Regional Rec. Board Meeting on behalf of the Village of Hythe.

e) 2017 Municipal Budget Review
CAO reviewed the status of the budget preparation. He noted that the present budget indicates a 2% increase in the overall tax levy. Mill rates will be finalized once the assessment is updated. As tax notices go out in May, we’ll have a tax mill rate bylaw prepared for the May 23, 2017 regular Council meeting.

MOVED by Councillor Sipe to approve the 2017 Municipal budget as presented.           CARRIED 04/17/50
                                                                                         
There was some discussion about the May 8, 2017 regular Council meeting, Councillor Adolf noted that she would not be able to attend, Councillor Sipe will not be able to attend. It was decided to cancel that meeting and have out next meeting on Tuesday, May 23, 2017.

MOVED by Councillor Adolf to cancel the May 8, 2017 regular Council meeting.          CARRIED 04/17/51                                                                                           

f) Cheque Summary – Cheques #20170206 – 20170278
Council then reviewed the cheque summary, this included cheques# 20170206 – 20170278. Received for information.

g) Ken Brandsater Volunteer Award – Ballet counting
Council counted up the ballets for the Volunteer of the Year Award. Corinne Peterson was declared the 2017 winner of the Volunteer of the Year award, by virtue of having the most votes.

8. Other matters (members’ business):
Staff will look into trucks parking at the recycle depot, to make sure that they don’t crowd out people using the recycle depot bins.
Mayor Burgess was concerned about a sidewalk issue in front of the Pioneer Home. Staff will look into that.
Councillor Adolf inquired about ball hockey in the summer at the arena. There was some questions at the Athletic Association meeting to whether the insurance covered that. The CAO will check with our insurers and advise accordingly.
CAO requested a motion from Council for the Weed Inspector appointments for 2017.

MOVED by Councillor Adolf to appoint Tracelle Hinze and Kirsten Rodacker as Weed Inspectors for the 2017 calendar year.          CARRIED 04/17/52

MOVED by Councillor Sipe to go into camera.          CARRIED 04/17/53

While in Camera Council discussed the County of Grande Prairie FCSS arrangement.

9.    In Camera
a) County of Grande Prairie – FCSS arrangement

MOVED by Councillor Adolf to go back into open session.           CARRIED 04/17/54

MOVED
by Councillor Sipe to give the County of Grande Prairie 60 day’s notice withdrawal from the agreement as noted in clause 4.2 of our agreement. Such notice will take effect July 1, 2017.          CARRIED 04/17/55

10.  Adjournment
MOVED by Councillor Sipe that the meeting be adjourned.           CARRIED 04/17/56
                                                                                            
Time of adjournment was 7:47 p.m.

                                                


MARCH 27, 2017

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Carol Descoteaux
 

CAO:            Greg Gayton
         Teresa Boudreault – FCSS Programmer
         Leah Moon – Hythe & District Agricultural Society
         Renay Morgan – Hythe & District Agricultural Society
                            

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

 

2. Minutes of the March 13, 2017 regular Council meeting.

 

MOVED by Councillor Nicholson that the minutes of the March 13, 2017 regular Council meeting be approved as presented.            CARRIED 03/17/36

 3.  Business arising from the Minutes:

 4. Representation:
     a) Hythe Ag. Society – 5:30
Leah Moon and Renay Morgan spoke about the issues pertaining to the Agricultural Society and the former Hythe Swimming Pool. The Ag Society is still paying utility bills on the building.  Renay Morgan asked for Council’s advice on what should be done next with the building. Mayor Burgess suggested that it was probably time to look at demolition of the pool tank and the canvas roof over the pool. It was felt that there still may be alternative uses for the building that houses the front office and the change rooms.
The Village will look into getting some estimates on properly shutting down the facility.

Renay Morgan noted that because the Ag. Society is a registered charity they have to spend a significant amount for their annual audit, she is considering wrapping up the Ag Society, and consequently a new society will have to be formed that would just deal with the Hythe Fair. She was also uncertain about whether or not volunteers should be solicited for casino. The Ag. Society has a casino booked for July 6th and 7th and she was not sure about proceeding. She will be researching to see if other community groups would be interested in this casino opportunity.

Council noted that it will take time to research the proper shut down practice for the pool building and encouraged Ms. Morgan to continue with the Ag. Society organization during that process.

Renay Morgan and Leah Moon left the meeting at 5:50 p.m.

     b) Teresa Boudreault – FCSS Programmer – 5:30 p.m.
Teresa Boudreault provided Council with some information on FCSS programming in Hythe, some statistics for 2016 were distributed. It was noted that Hythe FCSS has a Facebook page and Councillors may wish to check it out.
Teresa is looking at programs to teach safety while quadding and also has a Trauma Drama program coming up.
She noted that she had been attending meetings of a Regional Traffic Safety Organization. One of the things noted at a meeting was speed signs on school zones should be white, yellow signs are acceptable as a cautionary devise but there are not enforceable in the same manner as white signs are.
To date she has 42 income tax returns done, and she is working on a senior’s breakfast for senior’s week plus a bike rodeo.
She will be attending the Food Bank annual general meeting on April 10, 2017.

It was noted that the advertising had been started for the Volunteer Recognition night on April 26, 2017 and nomination forms are now available.

Teresa Boudreault left the meeting at 6:30 p.m.

     c) Steve Rawlyk – Public Works Report – 6:00 p.m.
Steve Rawlyk was unable to attend the Council meeting because of some drainage issues in Willow Grove that he was presently working on.
CAO reported on some of the current issues with Public Works.
Councillor Descoteaux asked about the culverts at the 4-way stop by the school.  It seems that there is a lot of water pooling in the school driveway where the buses park.  
Staff will look into that further.

5. Meetings Attended: Council reviewed the meeting that they had attended from March 13, 2017 to March 27, 2017.
Councillor Adolf noted that she had attended a Hythe Minor Hockey Association meeting. They are looking at amalgamating with Beaverlodge Minor Hockey because Hythe is unable to supply enough players to stock a full team. It is easier if the two organizations amalgamate early to organize teams. The alternative is to try and find spots on an out of town team for your child to play on, which can be difficult to do.
There was some discussion about how this would affect the usage at the Hythe arena. Councillor Adolf noted that there is still a large amount of use at the arena for games and practices. It will continue to be a busy place.
Councillor Nicholson noted that he had attended the Grand Spirit Foundation meeting. The Clairmont building is delayed a month, due to a truck accident which involved some of the kitchen supplies that were needed for the building.

6. Correspondence

a) ACP grant approvals
Council reviewed a letter regarding grant approvals on two regional ACP projects. CAO also noted that the Town of Beaverlodge had a grant approved for pavement evaluation.

b) Grace Energy – solar lights
CAO noted that the Village is looking at some projects for the Canada 150 grant application. Two projects that are being suggested is a traffic speed monitoring sign, with an approximate cost of $3500.00. Staff are also looking at some solar lighting for the parks, playground and campground. However, no pricing is available at this time.
Council reviewed some depictions of some solar lights. Mayor Burgess suggested that we also need to research the operating cost for replacing batteries for those.

c) West County Traffic Safety – interchange – received for information.

d) Mernie Smith – industrial area road
CAO noted that Public Works has dealt with that issue. There was a problem with the amount of dirt on the road there. Seems that a third party was doing some drainage work in that area on their property and just deposited the excess dirt on our road which made it quite muddy recently.

7.  Other Business & Information:

a) Library Budget – 2017 – received for information.

b) Trans Canada Pipeline – Hythe Lateral Loop – received for information.

c) Bylaw #532 – water rates
Bylaw #532 authorized a water rate increase of one dollar per month for those residences that are on the municipal water system.

MOVED by Councillor Descoteaux to give Bylaw #532 first reading.          CARRIED 03/17/37

MOVED
BY Councillor Adolf to give Bylaw #532 second reading.          CARRIED 03/17/38
                                                                                           
MOVED
by Councillor Nicholson to consider Bylaw #532 for third reading at this meeting.          CARRIED UNANIMOUSLY 03/17/39

MOVED
by Councillor Descoteaux to give Bylaw #532 third reading.          CARRIED 03/17/40
                                                                                            

d) 2017 – MSI
CAO reviewed the amounts for the 2017 MSI Grants for capital and operating. Our amounts are similar to last years, just slightly less.

e) Regional Landfill – 2017 operating deficit
CAO reviewed a proposal letter sent to the West County Regional Landfill Commission. The letter noted that the Village of Hythe had been paying 15% of the operating deficit on the Regional Landfill. It was felt that this disproportionate amount to be levied against the Village considering that other larger urban municipalities are paying 15%. The proposal would be to pay not more that 7% of the annual operating deficit for the landfill.
Council reviewed some information regarding equalized assessment populations and the comparative amount of garbage that is created.

MOVED by Councillor Adolf to approve the proposal for submission to the Regional Landfill Authority.          CARRIED 03/17/41

8. Other matters (members’ business):
Councillor Adolf asked that we look into getting some photo ID for Travis Peterson for when he is doing his water checks. She was also wondering if the Village had some of the Village truck decals available that could be put on Mr. Peterson’s truck.

Councillor Descoteaux advised that she may be away for a few months for personal reasons.

MOVED
by Councillor Adolf to go into camera.           CARRIED 03/17/42

While in Camera Council discussed a sewer main issue and also staff salary grids.

9.    In Camera
a) Sewer main issue
b) Grid system revision

MOVED by Councillor Adolf to go back into open session.          CARRIED 03/17/43

MOVED
by Councillor Nicholson that the CAO revise the grid system as discussed and bring it back for further review.          CARRIED 03/17/44

10.  Adjournment
MOVED by Councillor Adolf that the meeting be adjourned.          CARRIED 03/17/45
                                                                                            
Time of adjournment was 8:30 p.m.


MARCH 13, 2017

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Carol Descoteaux
 

CAO:            Greg Gayton
         Stuart Fry – Peace Officer Supervisor, Regional Enforcement Services, County of Grande Prairie.
         Kim Donecz – Bylaw Enforcement Officer, Regional Enforcement Services, County of Grande Prairie.
                            

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

 

2. Minutes of the February 27, 2017 regular Council meeting.

 

MOVED by Councillor Nicholson that the minutes of the February 27, 2017 regular Council meeting be approved as presented.          CARRIED 03/17/32

 3.  Business arising from the Minutes:

 4. Representation:
     a) County Enforcement Services – 5:30 p.m.
Kim Donecz and Stuart Fry met with Council regarding a enforcement issue pertaining to Wilmer Sawatzky Rottweiler. The County Officers commented that they understand there is a lot of concern in the community about the dog in question. County staff have put a lot of time and effort in to working on this issue, trying to reach a solution that will recognize the concerns of the community.
 
However, they noted that Animal Control Bylaw #526 needs some changes to help them to do this. It was pointed out that when the dog was apprehended in December of 2016 the Bylaw did not give explicit permission to the animal control officers to seize the dog. That is why the dog was not seized immediately.

There were no complaints in the County’s records about the dog, prior to the December 21, 2016 attack. They also advised that the Village had issued an Order under section 545 of the Municipal Government Act, requiring Mr. Sawatzky to comply with the Animal Control Bylaw.  However he did meet all the conditions by the March 6, 2017 deadline and consequently there was no legal reason to withhold possession of the dog from Mr. Sawatzky. This is the reason why the dog was returned to him.

It was noted that the resolution Council passed at the February 27, 2017 regular Council meeting asking that the dog be removed from the Village was difficult to deal with because at that time the order was still in effect and they were in the process in working through the section 545 order.

Some discussion followed regarding the concerns about construction of the cage for the Rottweiler. Mayor Burgess felt that the construction was not strong enough and resilient enough to hold a Rottweiler. He felt what was built would not contain the animal. County Enforcement noted that the cage met the requirements of Bylaw #526. They advised if Council wants more detailed standards on a cage required for animals they would need to do an amendment to Bylaw #526 to meet that. In order for Bylaw #526 to be used by their lawyer who prosecutes there tickets, it should probably be revised into a new bylaw rather that doing amendments.

County staff noted that they were following through on a requirement for Mr. Sawatzky to appear in court on April 11, 2017 regarding future custody of the dog. However the April 11, 2017 hearing will probably just be a preliminary matter and a full trial would likely be scheduled for a later date.

There was some discussion about the sale of the dog tag to Mr. Sawatzky, it was noted that the Village had required in the Section 545 order that Mr. Sawatzky complied with the Animal Control Bylaw and this included getting the appropriate vicious dog tag. So it would have been inconsistent with that order for the Village to refuse to sell him a tag.

County staff advised that they would be happy to consult with Councillors if there are any further concerns or issues regarding this matter.

Kim Donecz and Stuart Fry left the meeting at 6:25 p.m.

5. Meetings Attended: Council reviewed the meeting that they had attended from February 27, 2017 to March 13, 2017.
Councillor Descoteaux reported that she had attended a Library meeting. Duarte Valerio’s firm is doing the accounting for the Library now.
Mayor Burgess noted that he and the CAO had attended a law seminar in Grande Prairie on March 3, 2017.

6. Correspondence

a)  Town of Sexsmith – Chautauqua day parade
Town of Sexsmith is holding a Chautauqua day event on June 3, 2017. Council discussed the matter and it did not seem that anyone would be able to attend, take part in the parade and other activities. Staff will write the Town of Sexsmith back regarding this.

b)  Grand Spirit Foundation – 2017 Requisition – received for information.

7.  Other Business & Information:

a) Atco Gas – franchise agreement
CAO noted that he met with Atco Gas for some preliminary discussion on the new Natural Gas Franchise Agreement. Our existing agreement expires on December 31, 2017. The two main areas of concern is the term of the agreement and the percentage of the franchise fee. Council felt a five year term would be appropriate length. CAO will do some more research on the gas franchise fee and see what the other communities are paying for franchise.

b) Chlorine Analyses – CL 17
CAO noted he and Travis Peterson had travelled to Bluesky to look at a Chlorine Analyzer. Purchase of a Chlorine Analyzer would alleviate the requirement to do daily checks in the distribution system which is very problematic and time consuming for the water operator. We would need to buy two Chlorine Analyzers at a cost of approximately $5,000.00 each.

C)  RMRF – March 3rd legal seminar
CAO reviewed the agenda for the event, it was noted that there are a number of agreements with the County that have to be reviewed and ratified within a two year span. These agreements cover all aspects of municipal operation. It was noted that there are some arrangements with the County of Grande Prairie that have been traditional there are no written agreements available regarding them.

d)  Bylaw #532 – Animal Control bylaw amendment
This will be tabled, rather than doing an amending bylaw, the existing Bylaw #526 will be rewritten to incorporate any changes, we will create an entirely new Animal Control Bylaw.
The Mayor suggested that if any Councillors wanted to suggest changes and contribute their thoughts to a new Animal Control Bylaw, they should work through the CAO to do that.

e)  Cheque summary – cheques # 20170036 – 20170206 – received for information.

8. Other matters (members’ business):
CAO noted that we had finally got a response back from the adjuster regarding the 2007 Toyota Tundra, which had been involved in an accident on December 21, 2016. The truck is being written off, presently Public Works is down to one truck for both operators and staff have been using their personal trucks for some duties.
Council discussed some options for the truck replacement process. Councillor Nicholson suggested that there is a truck rental company just across from the north side Safeway in Grande Prairie. Quite often a rental unit can be obtained for a reasonable price.
Council will have the Public Works Supervisor spec out a replacement truck, they felt that this truck should have four wheel drive.
Councillor Descoteaux advised that she would be gone after March 29, 2017 possible for an extended period of time.
Mayor Burgess inquired about the Public Works Supervisor’s plans for selling a parts washer and a commercial vehicle jack. CAO will advise where that process is at.

MOVED
by Councillor Nicholson to go into camera.          CARRIED 03/17/33

While in Camera Council discussed a lease agreement for the old fire hall and a personnel matter.

9.    In Camera
a) Lease agreement – old fire hall
b) Personnel matters (no attachment)

MOVED by Councillor Adolf to go back into open session.          CARRIED 03/17/34

10.  Adjournment
MOVED by Councillor Nicholson that the meeting be adjourned.          CARRIED 03/17/35

Time of adjournment was 8:16 p.m.


FEBRUARY 27, 2017

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson
Nadine Adolf
Carol Descoteaux
Lyle Sipe
 

CAO:            Greg Gayton

Delegation – Holly Gould – Hythe Regional School
      - Miles & Amanda Lacey – Hythe residents
                            

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

 

2. Minutes of the February 13, 2017 regular Council meeting.

 

MOVED by Councillor Nicholson that the minutes of the February 13, 2017 regular Council meeting be approved as presented.     CARRIED 02/17/27

 3.  Business arising from the Minutes:

 4. Representation:
     a) Delegation re: dog – 5:30 p.m.
Mayor Burgess noted that Wilmer Sawatzky’s brother Frank was asked to be in attendance at this meeting to discuss the dog issue, but he was not.
Miles Lacey spoke first to the issue regarding the Sawatzky Rottweiler that had been involved in an incidence at the school property on December 21, 2016. Mr. Lacey noted that his son Brennan is still having some issues pertaining to the attack. He noted that in the two months since it happened, they have never received an apology or any other contact with the owner of the animal.  Mr. Lacey had asserted that animal control had received several other complaints on that dog and complaints had also been made by the Hythe Pioneer Home prior to the attack.  He presented a petition that had been circulated at the Hythe Arena and had been signed by a number of concerned residence. He asked that Council take whatever steps are necessary to ensure that the dog does not return to Hythe.
Holly Gould then spoke to the matter as a representative of Hythe Regional School. She noted the teachers who supervise recess in the playground are not trained for fending off attacks, from a dog that attacks without provocation. The school has a concern for the safety of the students and feel they should be able to play outside freely and safely.  She noted that in this particular incident the children had done nothing to provoke the dog and it had attacked two children. She commented that it is very difficult for the staff at the school to ascertain what a dog is capable of when it approaches children.  She requested that Council exercise what powers were available to it to provide some assurance of no future attacks at the Hythe School.
Miles and Amanda Lacey and Holly Gould left the meeting at 5:50 p.m.
Steve Rawlyk, Public Works Supervisor joined the meeting at that time.

     b) Steve Rawlyk – PW Supervisor report – 5:45 p.m.
He noted in his report that the Toyota truck is still in the yard of the public works shop. The headache rack and the tracking system have been removed from the truck and it is now ready for the insurance company to deal with.
The leak in the Willowgrove line flushing system was fixed on February 9, 2017. They’ve been monitoring is, and have not found any signs of leakage so far.
Mr. Rawlyk noted that the skid steer blade works very well and it will be a big part of their snow removal efforts.
Some items that public works wished to sell from the shop were reviewed and discussed with Council.
There was further discussion regarding a security and camera system for the shop. After some discussion the consensus that the best solution was to have a motion sensor with a loud alarm and make sure the windows are barred with appropriate materials.
Steve Rawlyk left the meeting at 6:10 p.m

5. Meetings Attended: Council reviewed the meeting that they had attended from February 13, 2017 to February 27, 2017.
Councillor Nicholson had attended a Grand Spirit foundation meeting regarding their building project.

6. Correspondence

a) Municipal Affairs – information bulletin

b) Minister of Transportation – 43/43X intersection

c) Leaders of Tomorrow - luncheon
d) Water North Coalition
Items 6. a, b, c & d were received for information.

7.  Other Business & Information:

a) Hythe Pioneer Home – Spring Fling – April 8, 2017 (no attachment). Councillors discussed who would be able to attend the Hythe Pioneer Homes fundraiser for the Pioneer Place addition on April 8, 2017. Councillor Nicholson, Adolf and CAO will be able to attend. Councillor Descoteaux may attend if she is in town at that time.

b) March 1, 2017 Regional Recreation meeting
It was noted that there is a Regional Recreation meeting planned for March 1, 2017 at noon in Grande Prairie. No Councillors were able to attend, the CAO was unable to attend also. The meeting will be notified accordingly.

8. Other matters (members’ business):
Staff was asked to buy a twelve month calendar for Council chambers, so Council can see all twelve months on the same board.
                                                
MOVED
by Councillor Adolf to go into camera.          CARRIED 02/17/28

9.    In Camera
a) Code of Practice issues - report
b) Groundwater situation

MOVED by Councillor Sipe to go back into open session.          CARRIED 02/17/29

MOVED
by Councillor Adolf to instruct Regional Enforcement that under no circumstances is Sawatzky’s dog to be allowed back within the corporate limits of the Village of Hythe.          CARRIED 02/17/30

Some of Council’s concerns with the issue are at present we have no proof of insurance for the animal. Sawatzky’s did not meet the deadlines specified with in the Bylaw for constructing a pen. Council has concerns with the proposed cage that has been constructed in terms of its ability to contain the dog. Council noted that no one from the Sawatzky family attended the meeting tonight to speak in support of their application to bring the dog back. Council noted that there was a substantial amount of public concern expressed about the dog and they felt the they should respond to the concerns expressed by both the public and the school. There was also some concern about the liability of the municipality if the dog was allowed back into Village and attacked another individual in the future.

10.  Adjournment
MOVED by Councillor Nicholson that the meeting be adjourned.          CARRIED 02/17/31



FEBRUARY 13, 2017

Present:       Mayor Gary Burgess

Councilors:   Gordon Nicholson

                    Nadine Adolf

                    Carol Descoteaux 

                    Lyle Sipe
 

CAO:            Greg Gayton
                            

1. Mayor Burgess called the meeting to order at 5:25 p.m.

 

2. Minutes of the January 23, 2017 regular Council meeting.

 

MOVED by Councillor Nicholson that the minutes of the January 23, 2017 regular Council meeting be approved as presented.          CARRIED 02/17/18

 3. Business arising from the Minutes:
     CAO noted that the staff had taken the headache rack and the Fleetmatics apparatuses off the Toyota truck.

 4. Representation:
     a) Theresa Boudreault – 5:30 p.m.
     b) Steve Rawlyk – 5:30 p.m.

    Theresa Boudreault, FCSS Program Director and Steve Rawlyk, Public Works Supervisor were both unable to attend the meeting.
    Ms. Boudreault was on vacation and Mr. Rawlyk had a sewer main blockage that he was dealing with.

5. Meetings Attended: Council reviewed the meeting that they had attended from January 23, 2017 to February 13, 2017.
Councillor Nicholson reported that he had attended a meeting of the Grand Spirit Foundation and they are still working on construction details for their new building.
Councillor Descoteaux had attended a Library board budget meeting.
CAO noted that he and Public Works Supervisor Steve Rawlyk had attended meetings in Grande Prairie. They met with Alberta Environment to discuss issues with underground water levels and they also met with GFL Contracting regarding issues with garbage pickup.
CAO also noted that he had attended a meeting on January 27, 2017 regarding drainage issues with Pioneer Place.

6. Correspondence

a) Horse Lake First Nations – Annual Gathering
Mayor Burgess was invited to attend the Horse Lake First Nations Annual Gathering, that would run through the week of July 1, 2017 to July 6, 2017. This is a gathering of all the representatives of Treaty 8 First Nations. Mayor Burgess indicated that he would have to check his schedule further. The matter was tabled until the Mayor’s schedule can be confirmed.


b) AUMA – annual membership
Council reviewed information from the Alberta Urban Municipalities Association regarding their services to the membership and the benefits of being a member of the AUMA.

MOVED by Councillor Adolf to pay the annual membership for the Alberta Urban Municipalities Association.          CARRIED 02/17/19

c) Postal Banking – received for information

d) Peace Regional Fire Chiefs – donation request
Council reviewed a request for a donation from the Peace Regional Fire Chiefs. The Peace Regional Fire Chiefs have held an annual conference that is attended by officers and fire fighters from across the northern region. The conference is usually held in Peace River. CAO noted that having the ability to have conferences in Northern Alberta does save the fire department money as opposed to having them go to Edmonton. It was noted that our fire department does often send representatives to this conference. Sponsorships for the conference were available in varying amounts.

MOVED by Councillor Sipe to support the Peace Regional Fire Chiefs with a sponsorship of $200.00.          CARRIED 02/17/20

e) Hythe Population increase
Council received information regarding the 2016 federal census. The data just received noted that the population had increased from 820 in the 2011 census to 827 in the 2016 census. The CAO noted that the Villages population had stayed very steady over the last ten years.

 

7.  Other Business & Information:

a) Cash Position report
CAO had prepared a brief analysis of the Villages cash position at year end December 31, 2016. Received for information.

b) ALARIE update – disposition of assets
Information was received regarding the distribution of the ALARIE assets. The distribution of the assets will not be finalized until March or April of this year.

c) Municipal Law seminar
Reynolds, Mirth, Richards and Farmer will be holding a session in Grande Prairie on March 3, 2017. This is usually an all-day seminar. Mayor Burgess was interested in attending, but will have to see if his work schedule will permit it. The CAO noted that he would like to attend also. Council advised that they could attend if it worked out for them.

 d) Dog issue – Received for information.

8. Other matters (members’ business):
    CAO noted that there had been discussion regarding a blade for the skid steer, Council felt that this would be a good addition to our snow clearing efforts as it would give the skid steer a bit more flexibility in     terms of dealing with drive ways.
The Public Works Supervisor had obtained two quotes. Council reviewed the two quotes. It was noted that in the future Council would like Public Works to get quotes from Cassity Equipment as well for this type of purchase.


MOVED by Councillor Sipe to approve the purchase of the skid steer blade from Big City Equipment in the amount of $4290.00          CARRIED 02/17/21
                                                
MOVED
by Councillor Adolf to go into camera.          CARRIED 02/17/22

Council went into camera at 6:31 p.m.

9.    In Camera
a) Alberta Environment
b) Personnel matters

MOVED by Councillor Sipe to go back into open session.          CARRIED 02/17/23

MOVED
by Councillor Adolf to continue with the existing grid arrangement for the accounting clerk/assistant CAO as discussed.          CARRIED 02/17/24

Council noted that the Code of Practice for water systems required that chlorine residual monitoring be monitored with in the distribution system daily, this requirement has become very onerous for the public works staff as it requires visiting private residences every day to obtain water samples. Staff has been doing this weekly. When they do Bacti samples their also doing chlorine samples. However a recent inspection noted that the requirement is for daily samples.

MOVED
by Councillor Descoteaux to appeal the condition noted in the Code of Practice regarding chlorine residual monitoring with in the distribution system.          CARRIED 02/17/25

10.  Adjournment
MOVED by Councillor Nicholson that the meeting be adjourned.           CARRIED 02/17/26

Time of adjournment was 7:08 p.m.
                               



JANUARY 23, 2017

Present:       Mayor Gary Burgess

Councilors:     Gordon Nicholson
Nadine Adolf
Carol Descoteaux
Lyle Sipe
 

CAO:            Greg Gayton
         Steve Rawlyk – Public Works Supervisor
         Mark Morrical – Beaverlodge Peace Officer
         Gerry Leibel – Reporter – Town & Country News
                            

1. Mayor Burgess called the meeting to order at 5:31 p.m.

 

2. Minutes of the January 9, 2017 regular Council meeting.

 

MOVED by Councillor Nicholson that the minutes of the January 9, 2017 regular Council meeting be approved as presented.          CARRIED 01/17/07

Council moved on to the delegations.

Mark Morrical introduced himself, he is presently working for the Town of Beaverlodge as a Peace Officer, and he does their bylaw enforcement and animal control. He explained that he has a wide variety of experience in different areas doing enforcement related duties. When he was working for the Town of High Prairie, he was also contracted out to the Town of McLennan and the Village of Donnelly for enforcement purposes.
Council asked him to explain his overall philosophy in terms of dealing with infractions. Constable Morrical explained that he was willing to give people time to remedy an infraction as long as there’s proof that they are making progress. He is a believer in working with his clients and keeping the lines of communication open.

There was some discussion about his working with dogs and animal control, including vicious dogs. Mr. Morrical explained how he would deal with a vicious dog incident.
It was noted that some earlier discussions on possible contracting out, had mentioned four hours a week as a work load. Council questioned if four hours a week was enough. Mr. Morrical noted that there is a large amount of time required for paper work for all enforcement. CAO noted that there was still some flexibility in the arrangements.
Mark Morrical left the meeting at 5:54 p.m.

Council then met with Public Works Supervisor Steve Rawlyk.

Mr. Rawlyk reviewed with Council his priorities for snow clearing and how he was approaching the issue during major snow falls.
There was some discussion about several insurance matters that are ongoing. Our Toyota truck hit a deer shortly before Christmas and that claim is still not settled. As there is substantial damage, the insurance company is not sure whether they should repair the Toyota or replace it.
The Public Works staff have been reviewing their inventory at the Public Works Shop regarding the theft incident on January 5, 2017. There are a substantial number of tools gone, some minor damage to the GMC truck and one window at the Public Works Shop still needs to be repaired.

Fire Chief Ed Woloszyn joined the meeting at 6:00 p.m.

Council discussed snow clearing in more detail. There was some discussion that we should look into getting a blade for the skid steer.  Councillor Sipe noted that he felt that 107th Street and 104th avenue immediately east of 107th Street, should be able to move all the snow to the north side of 107th  Street and all the snow on 104th Avenue to the east side of 104th Avenue. Councillor Sipe noted that this has been our past practice with these areas.  Steve Rawlyk left the meeting at 6:07 p.m.


Fire Chief, Ed Woloszyn was present to give Council the annual report for the Hythe Fire Department. He circulated a summary showing that the Hythe Fire Department had 188 calls in the 2016 calendar year. A large portion of these were medical first responses at the Hythe Pioneer Home.  Chief Woloszyn advised that the Fire Department has 16 active members.  They continue to do a lot of in house training to meet government requirements and their own needs.  Some of the younger members are going to Calgary to take the Stair Climb Challenge. He noted that they have some younger volunteers in the department who are working their way up through the system.
Council complimented Chief Woloszyn on the running an efficient and effective fire department. Councillors noted that they have heard many positive comments in the community about our fire department. Councillor Sipe encouraged Chief Woloszyn to keep up the good work.
Ed Woloszyn left the meeting at 6:22 p.m.

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


4. Meetings Attended: Council reviewed the meeting that they had attended from January 9, 2017 to January 23, 2017.

5. Correspondence

a) Oil and Gas awareness day -- A request had been received regarding an Oil and Gas awareness day – received for information.

b) County of Grande Prairie – Hwy 43 and 43X intersection -- The County of Grande Prairie was concerned about Alberta Transportation’s plans for the Hwy 43 and 43X intersection. They had put forward a letter of concern to the Minster of Transportation and requested letters of support from the municipalities.

MOVED by Councillor Descoteaux to support the County of Grande Prairie’s position regarding construction of the Hwy 43 and 43X intersection.          CARRIED 01/17/08

c) Alberta Govt. Finance Officers Association – membership -- The CAO circulated some information on the Alberta Governments Finance Officers Association. He felt that this would be an organization that would be worthwhile joining. Cost of the annual membership is $32.00.

MOVED by Councillor Adolf to join the Government Finance Officers Association of Alberta.           CARRIED 01/17/09

 

6.  Other Business & Information:

     a) Rates and charges – various departments
CAO reviewed rate and charges for various services offered by the municipality. It had been awhile since many of these charges have been reviewed. Comparable information from the Town of Beaverlodge, Town of Wembley and the County of Grande Prairie was provided where applicable.

MOVED by Councillor Nicholson to approve the rates and charges as discussed.          
CARRIED 01/17/10

 
b) Sanding agreement – for review
The CAO presented a draft agreement regarding sanding on private property. It was noted that the Village sander had been used for a number of project where they were doing services on private property. The agreement noted that the Village will extend this service to private land owners, but only after the obligation to do streets and roads with the sander have been met. Council discussed some of the wording of this document. The agreement was set up so it could be used for each separate sanding project.

MOVED by Councillor Sipe to approve this sanding agreement at presented.          CARRIED 01/17/11

Gerry Leibel left the meeting at 6:50 p.m.

7.    Other matters (members’ business): 
The CAO noted that there is still and outstanding amount on the books of $67,298.77 which represents loans that the Village has made over the past years to the Hythe Agricultural Society for operation of the swimming pool. This includes loans from capital projects and loans for cash flow. As the pool is no longer being operated, Council noted that it was doubtful that these funds would ever be paid back to the municipality.

MOVED by Councillor Descoteaux to forgive the loans owed to us by the Hythe Agricultural Society for operation of the swimming pool in the amount of $67,298.77.          CARRIED 01/17/12 
                                                       
Councillor Adolf noted that Travis Peterson wished to advise Council that Culligan is ordering a mother board for the water well in Willow Grove. There continues to be some maintenance issues at Willow Grove well. She also asked that the exterior light above the door at Willow Grove be repaired.
When the rates and charges had been discussed earlier in the meeting, Council noted that there was an issue with damage to some of the residential garbage receptacles. Part of the problem are left outside all week which leaves them more susceptible for damage and detracts from the appearance of the Village. Council asked administration to runs some advertising encouraging people to put their garbage bins away after garbage pick-up. It was noted that leaving your garbage bin out all week gives the impression that no one is home and could cause a security risk.

MOVED
by Councillor Adolf to go into camera.          CARRIED 01/17/13

While in Camera, Council reviewed some estimates for security improvements, individual bills for some community facilities in terms of sewer and garbage and compensation for staff.

8.    In Camera
a) Phone Co – security estimates
b) Community facilities – utility billing
c) Compensation review

MOVED by Councillor Sipe to go back into open session.          CARRIED 01/17/14

MOVED
by Councillor Adolf to cancel water and sewer invoicing on community facilities as per discussion.           CARRIED 01/17/15

MOVED
by Councillor Sipe to make compensation adjustments for staff as discussed.          CARRIED 01/17/16                             

9.  Adjournment
MOVED by Councillor Nicholson that the meeting be adjourned.          CARRIED 01/17/17

Time of adjournment was 8:19 p.m.




JANUARY 9, 2017

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

1. Mayor Burgess called the meeting to order at 5:32 p.m.

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

    MOVED by Councillor Sipe that the minutes of the December 12, 2016 regular Council meeting be approved as presented.         CARRIED 01/17/01

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

4. Representation:

    a) Bylaw Enforcement Officer – Mark Morrical (tentative)     The Beaverlodge Bylaw Enforcement Officer was unable to attend this meeting but will be attending the next meeting on January 23, 2017.

5. Meetings Attended: Councillors reviewed the meeting that they had attended between December 12, 2016 and January 9, 2017.
    Councillor Descoteaux had attended the library Christmas party, and the Pioneer Home Christmas party.
    Mayor Burgess, Councillors Sipe, Adolf & Nicholson had attended the Christmas light up judging.
    Councillor Nicholson had two Grand Spirit Foundation meetings.
    Mayor Burgess had met with a business regarding fiber optic internet and also met with County Bylaw Enforcement, regarding a dog issue.
    Council Sipe advised that the Community Choir had held concerts in many of the public facilities over the Christmas season.
    There was some discussion regarding the meeting with County Bylaw Enforcement Officers on December 30, 2016 regarding a Rottweiler and the subsequent handling of the matter.

6. Correspondence
    a) County of Grande Prairie – ACP grant – received for information
    b) Electoral Boundaries Commission – January 15, 2017 – Grande Prairie Electoral Boundaries Commission is meeting in Grande Prairie on January 15, 2017 for public input. Received for information.
    c) Grand Spirit Foundation – 2017 requisition
    d) Peace Library System – 2017 requisition
    e) Minister of Municipal Affairs – 2016 capital grants
    f) Hythe Regional School
    Items c, d, e, and f received for information

7. Other Business & Information:
    a) Water/Wastewater Course – on-line training      CAO reviewed some information for on-line Water/Wastewater courses for Level 1 certification.
    b) Municipal Affairs – registration on candidates for campaign financing      CAO advised that for those Councillors seeking re-election in October 2017, there were requirements from Alberta Municipal     Affairs in terms of reporting on campaign finance and donations received. Council noted that there were very few expenses involved in campaigning for Village Council.
    c) Sewer main relining – Phase five       CAO presented a draft budget for allocating sufficient funds to complete a phase five sewer main project, a map was circulated showing where phase five was.
    d) Cheque summary – cheques #20160860 – 20170036 – reviewed by Council and received for information.

8. Other matters (members’ business):
    Councillor Sipe advised that he had been approached by Calvin and Jane West regarding water and sewer servicing. This matter can be revisited in the spring.
    Council had some concerns about the snow clearing on 107 th street and on 105 th avenue. CAO will forward these concerns to the Public Works Supervisor.
    CAO noted that the governance session for the West Water Line project was booked for January 19, 2017.There was a suggestion that elected officials attend, however Council felt they were                 comfortable sending the CAO to represent the Village of Hythe on this matter.
    
    MOVED by Councillor Descoteaux to authorize the CAO to attend the governance meeting on January 19, 2017 and represent Council at that session.         CARRIED 01/17/02

    Council reviewed some possible dates for the first budget meeting, it was decided to hold the meeting on February 6, 2017 at 6:00 p.m.

    MOVED by Councillor Nicholson to go into camera.           CARRIED 01/17/03

    While in Camera, Council reviewed a tax cancellation and utility billing.

9. In Camera
    a) Tax Cancellation – Roll #3150-001
    b) Utility Billing

    MOVED by Councillor Sipe to go back into open session.          CARRIED 01/17/04

    MOVED by Councillor Adolf to cancel the property taxes on roll #3150-001 (Old Fire Hall)         CARRIED 01/17/05

10. Adjournment

    MOVED by Councillor Nicholson that the meeting be adjourned.          CARRIED 01/17/06

Time of adjournment was 7:22 p.m.

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