Hythe Council‎ > ‎

2018 Minutes

NOVEMBER 13, 2018


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councilors:   Bill Guise

Sandra Miller

Ed Smith

CAO: Greg Gayton

Recording Secretary: Tina Tollefson

1. The meeting was called to order by Mayor Brian Peterson at 5:23 p.m.  

2. Minutes of the October 22, 2018 regular Council meeting

MOVED by Councilor Miller that the minutes of October 22, 2018 regular Council meeting be approved.     CARRIED 11/18/191


3. Business arising from minutes;

CAO Gayton notified council that the cannabis land use bylaw public hearing will be at the next council meeting at 5:15 pm.  It was decided by council that the required insurance for the arena manager would be sufficient at three million liability. We are awaiting a quote from Atco Electric regarding the Rae Dolemo park light installation.  The skate sharpener for the arena arrived last week and an electrician is scheduled to have it installed and ready for operation this week. The Village will receive the revenue from the $5.00 charge to sharpen skates.


4.  Representation:

  1. Paul Godel arrived at the meeting at 5:23 to give council his EMS program presentation for Uganda.  Mr. Godel has headed a volunteer mission to provide quality, accessible pre-hospital emergency care to the people of Kampala.  He spent the month of February in Kampala, with a volunteer group he had organized, to teach a group of 40 local people to be first responders.  As well he has set up a program that provides much needed medical supplies, with as many of these as possible being purchased locally. Mr. Godel will be going back with another volunteer group in February 2019 for Phase 2 of his project.  The 2-part focus is first, to give advanced training to bring local first responders to a Canadian EMR level, and second to provide basic training to more local individuals. All volunteers pay their own way and donate their time and expertise.  His goal is to raise enough funds to buy, stock and staff an ambulance, with a complete emergency station, and he would like to accomplish this by 2020. Mr. Godel has set up a website canadaugandaemssociety.org to create public awareness, generate monetary donations which go directly to fund the program, receive donations of Canadian mementos or souvenirs, and moral support.  Mr. Godel left the meeting at 6:05 p.m.

    

  1. Mr. Greg Longson joined the meeting at 6:06 p.m. to give council his monthly expense report.  Public works has been working on the lagoon, maintenance and repair of equipment. The electrical control box at the lift station needs to be upgraded and Mr. Longson has inquired if a grant would be available to do so.  He would also like to buy a street sweeper attachment for the skid steer for the Village sidewalks. Mr. Longson discussed with council the program that will be bringing a bus route from Grande Prairie to the Village, the practical places to have a bus stop, and the materials needed to supply one.  Each stop will need a sign, cement pad, bench, garbage bin, and shelter. Mr. Longson also addressed a proper strategy for snow plowing this winter, as well as implementing proper bylaws for dangerous goods and truck weight limits within the Village. Mr. Longson left the meeting at 6:57 p.m.


 5. Meetings Attended:

Councilor Miller attended a meeting with the Public Library, and noted that there are a lot of internal changes happening at the moment.  She will be attending the Peace Regional Library board meetings every three months.


Councilor Guise attended the intermunicipal meeting in Wembley.  He mentioned that it was commented that Hythe has the nicest arena in the area.


Councilor Hewitt attended the intermunicipal meeting in Wembley, the IFC County meeting and the community futures meeting.


Mayor Peterson was also at the Wembley intermunicipal meeting.  He attended a meeting for the Pioneer Home with the insurance company, engineers and contractors regarding the proposed repair.  An insurance lawyer has been hired to deal with this matter. Mayor Peterson participated in a video for SPPARC. He attended the Veresen open house.  He has stopped in at the arena and has only received positive feedback regarding the facility. Mayor Peterson spoke with the chief of Horse Lake with regards to the Arctic Winter Games and how the Village and Horse Lake can be involved.


CAO Gayton attended the following meetings:

- October 23 – intermunicipal meeting in Wembley

- October 25 – video shoot for SPPARC with Mayor Peterson, this video was because the Hythe Continuing Care Center is the recipient of the Rural Alberta Heroes Award

- October 26 – water system upgrade meeting with Mr. Longson and Mr. Rudrum

-  November 1 – meeting with Mr. Longson, Mr. Rudrum and Culligan with regard to well #1 upgrades

- November 2 – video to Rural Health Care awards, SPPARC

- November 2 – Meeting with IT for upgrading SPPARC page

- November 5 – Intermunicipal Negotiating Committee meeting

- November 7 – Athletic Association grant meeting in Clairmont

- November 7 – Veresen public meeting

- Ongoing meetings with arena attendant Mr. Evaskevich, and Ms. Friesen

6.  Correspondence:

a)  Letter re: Arctic Winter Games.  Mayor Peterson is yet to have a meeting with the City of Grande Prairie and would like Hythe to be a participant in these games.

b)  Requests for donations.

MOVED by Councilor Guise to donate $200 to Beaverlodge Minor Hockey and $200 to Hythe Minor Hockey in support of the Atom Tournament on December 7, 8 and 9 CARRIED 11/18/192


MOVED by Mayor Peterson to donate the cost of napkins to the Hythe Community Center.      CARRIED 11/18/193

c)  Sheila Staggs, Willowgrove speed limits.  Council has agreed to her request that the speed limit be increased to 30 km/hr.  New signs will be placed and enforcement services will be asked to monitor the location.  Speedbumps will be considered further in the summer.

MOVED by Mayor Peterson to increase the speed limit to 30 km/hr    CARRIED 11/18/194

d)  Indigenous History and Culture.  Mayor Peterson and Councilor Hewitt are both in support of a collaboration with perhaps the County and other towns to support this.

e)  MSI Operating and Capital, provided as information


   7. Other Business & Information:

a)  Truck bylaw weights has been approved and it is planned to address dangerous goods bylaw in accordance with provincial legislation at the next meeting.

b)  Community Standards Bylaw #541, some changes will be made to the bylaw before it is sent in to the County of Grande Prairie for review.  It will become available on line on the Village of Hythe web site and facebook page, as well as in the newsletter.

c)  Hythe Athletic Association detail.  A list of payables was provided for information for council.

d)  Satellite TV for the arena.   A new satellite service needs to be added to the arena.  Council has asked that more quotes be obtained from other sources.  

e)  Changes in tax treatment for council fees.  This was provided to council as information and discussed.  No changes will be made to distribution of funds in light of the tax change.

f)  MAP program.  The Village of Hythe will expect a mandatory inspection in compliance with the municipal government act.

g)  Historical Resources grant and other grant updates.  Deputy Mayor Hewitt, requested that the Village of Hythe go ahead with a Heritage Assessment on the Oakford Building.  This will provide the Village with information as to whether the building would qualify as a heritage site. With this information we can proceed with grants to preserve and utilize these buildings.

h)  Campground Servicing quote.  A quote to upgrade the septic services to the campground was discussed.  It was decided that this should be in the campground operations budget for 2019.  New restrooms are a priority. The possibility to have drive through sites was suggested.

i)  A reply to an anonymous letter of complaint, received by council on August 27, was approved and will be found online.


8. Members Business

CAO Report: Verbal

CAO Gayton reported on the following:

-  The skate sharpener is here and it will be set up Thursday at the latest.

-  Bus stops discussions, they will be presenting to council on December 10.

-  Ms. Friesen is finishing off the schedule for the Strategic Plan.

-  Landfill agreements were reviewed on the weekend.  Information can be forwarded to council.

-  RCMP crime website is now on the Village of Hythe website.

-  CNRL will not be starting work until next year near the Stickney property.

-  Disaster Response Grant paperwork is due on the 15th .

-  Atco power franchise, no objections will proceed with filing papers.

-  A first draft for the 2018 financial review will be ready for November 27th.


Deputy Mayor Hewitt asked about booking meetings with council.  It was discussed and noted that anyone wishing to book a meeting with council can do so at the discretion of the CAO for an allotted time period.  Time allocations can vary between 20 – 30 minutes with 15 minutes in between delegations. He also asked if all Village employees have signed the Employee Orientation forms, which everyone has.  


Councilor Smith asked council if assistance can be given to Terry Rule for the removal of a trailer damaged by fire.  Council was in agreement, and suggested a donation from Mr. Rule could be appropriate.


Mayor Peterson would like to submit a letter of appreciation to Surerus.  They had a big project going on near Hythe and their community support was appreciated.  The lift station, building and equipment needs maintenance and replacement. A long-term plan needs to be put in place in order to cover these future costs.  Mayor Peterson has also mentioned a holiday trailer being used as a permanent residence. This is against land use bylaw, and the matter will have to be addressed.   The burn pile is an ongoing issue and will be discussed at the next council meeting. Also, a concern is the water that needs to be diverted to avoid flooding the Willowgrove subdivision.


9.  In camera

MOVED by Councilor Hewitt to go in camera at 9:23 pm         CARRIED 09/18/195


While in camera council discussed some tax recovery issues and reviewed applications for the CAO position.


MOVED by Councilor Smith to go out of camera     CARRIED 09/18/196


MOVED by Councilor Smith to adjourn the meeting      CARRIED 09/18/197

                                                                                                                            

Time of adjournment was 9:55 p.m.




OCTOBER 22, 2018

Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councilors:   Bill Guise

Sandra Miller

CAO: Greg Gayton

Recording Secretary: Tina Tollefson


1. The meeting was called to order by Mayor Brian Peterson at 5:29 p.m.  

2. Minutes of the October 9, 2018 regular Council meeting

MOVED by Mayor Brian Peterson that the minutes of October 9, 2018 regular Council meeting be approved as amended.     CARRIED 10/18/176


3. Business arising from minutes; Deputy Mayor Hewitt inquired about a seasonal timeline with regards to dismantling the pool.  As well, he has commented on the urgency to have truck weight limit signs posted within the Village.


4.  Representation:

  1. Barry Evaskevich was present at 5:29 pm to speak with council regarding the arena contract.  Several issues were discussed, primarily the condition of the floors in the dressing rooms and how difficult they are to maintain and clean.  Mr. Evaskevich presented to council two options for purchasing a much-needed new skate sharpener. Insurance issues are soon to be resolved and the contract can be finalized.  Mr. Evaskevich left the meeting at 6:02 pm.

  2. Mr. Dan Sindia joined the meeting at 6:03 pm. to address issues with the Teare Creek lot.

MOVED by Mayor Brian Peterson to go into camera 6:03 pm.  CARRIED 10/18/177


MOVED by Mayor Peterson to come out of camera 6:12 pm.   CARRIED 10/18/178


Mr. Sindia left the meeting at 6:12 pm.

  1. Carley Friesen.  Ms. Friesen began her presentation to council at 6:15 pm.  Currently she has been focused on applying for the CARES grant.  This is a grant for economic development and will apply to obtaining a new fibre optic network in the Village of Hythe, and includes first, a community engagement and feasibility study and second, community education to use and access this network.  Ms. Friesen discussed with council the many ways that having this network will benefit the Village of Hythe, and commented that letters of support may help to receive this grant. Options for a cost-effective installation of the new network were considered, and a quote is pending.  Mayor Peterson mentioned a Rural Arts program that perhaps the Village of Hythe could be a prototype for, and how a fibre optic network can complement this. Ms. Friesen will work on a proposal and options for a plan. Ms. Friesen presented to council the policies that have been put into place with regards to Cannabis legislation in the surrounding municipalities, County of Grande Prairie and City of Grande Prairie.  Council discussed and debated these policies and the provincial and federal legislation, specifically with regards to public consumption and land management for possible store locations.

MOVED by Mayor Peterson to give first reading of Bylaw #539     CARRIED 10/18/179

MOVED by Councilor Miller to give the second reading of Bylaw #539        CARRIED 10/18/180

MOVED by Councilor Hewitt to consider third reading of Bylaw #539 at this meeting.        CARRIED UNAMIOUSLY 10/18/181

MOVED by Councilor Guise to give third and final reading of Bylaw #539     CARRIED 10/18/182


MOVED by Mayor Peterson to give first reading to Bylaw #540 subject to amendments as discussed       CARRIED 10/18/183


Ms. Friesen left the meeting at 7:07pm

  1. Greg Longson – public works report. Mr. Longson gave and explained to council his monthly expense report for the Village of Hythe.  Mr. Longson spoke about the current replacement work and its progress regarding two new culverts. Council spoke with Mr. Longson about properties yet to be mowed before snowfall.  Mr. Longson expressed concerns with JD Septic putting inappropriate materials into the sewage lagoon, and how to manage and resolve this issue. Mayor Peterson suggested a holding tank that can be used to inspect materials before they go into the lagoon.  Council spoke with Mr. Longson about lagoon maintenance and when it is best to empty the lagoon storage cells. Mr. Longson has winterized the campsite and brought attention to the need to make it wheel chair accessible, and some maintenance that should be done before next season.  


5. Meetings Attended:

Deputy Mayor Hewitt attended a community futures meeting.


Mayor Peterson reported on a recent meeting to inform all parties that the insurance company has decided to rebuild the pioneer home addition.


CAO Gayton attended the following meetings:

- October 10th – Greg Longson and CAO Gayton met with Actizyme

- October 11 – GPREP website – WordPress updates

- October 16 – meeting with Edgar Sanchez regarding lighting at Rae Dolemo park

- October 17 – Regional Administrators meeting in Grimshaw

- October 18 – Surerus Murphy – industrial road gravelling

- October 18 – Atco Gas – new community relations person, new operations manager

- October 22 – West County landfill, with Councilor Guise

- October 22 – GFL Manager from Edmonton called regarding Saturday garbage collection incident

6.  Correspondence:

a)  Beaverlodge Victims Services.  A letter of gratitude for the annual financial support of the Village of Hythe was received.

b)  County FCSS – for information purposes

   

7.  Other Business & Information:

a)  Bylaw #539 – cannabis consumption was passed by council.  See Representation 4.3

b)  Bylaw #540 – land use amendments.  See Representation 4.3

c)  Staff memo – ice plant reserve.  Money has been contributed and set aside in a separate account for a number of years to help with an ice plant repair.  


MOTION by Mayor Peterson to use the ice plant fund to cover the operational expenses for the arena.          CARRIED 10/18/184


MOTION by Councilor Hewitt to use a portion of the ice plant fund to purchase a new skate sharpener for the arena.          CARRIED 10/18/185


It has been requested that a report be given every two weeks to council on the financial status of the arena, specifically the payables and receivables.  

d)  Regional landfill reserves.  More information is needed and this issue will be addressed with the upcoming ICF meeting.

e)  Intermunicipal Meeting agenda, see CAO report


8. Members Business

CAO Report: Verbal

CAO Gayton reported on the following:

-  There have been a number of CAO applicants and we are approaching the date of closing.

-  Many municipalities haven’t started the process of ICF’s.

-  Video recording for October 25th Rural Health Network

-  County meeting with the arena society is coming up on November 7

-  Administrators meeting, MAP program, Municipal Affairs, review and inspection process

-  The RCMP has a crime mapping program, and we should have access to this

-  Fleet manager’s program – offered by RMA – enterprise fleet management

-  Talked with Ben Boileau about coming out regarding the campsite, he will give an estimate for next year’s budget

-  GFL issues- contact information issue will be rectified but the issue is that their staff change all the time.  They have lost their contracts for Sexsmith and Wembley. Someone is to be coming up in person for a meeting.

-  Mr. Gayton suggested to council that a light snack for supper be provided for council meetings.  Council agreed with this suggestion.


Councilor Hewitt asked if there have been any comments or issues regarding the Atco distribution rate increase.  He has requested an up to date contact list be supplied for all council members, as well as formal meeting invites be sent out.  Councilor Hewitt suggested that a review be made of equipment use rates, and mowing rates be done in preparation for 2019. The fire hydrants by the fire hall that are used for a dividing line between Tags and the Firehall need to be cleaned up and have a better plan to use them in that spot.  Perhaps mounting them differently and putting markers on them. Councilor Hewitt has also suggested a review of the bylaw allowing commercial buildings to be used as residences.


Councilor Guise asked about the water level in the pioneer homes well and its monitoring.  He has also requested a meeting be set up with Brock Smith to aid with future communication with the County of Grande Prairie.


Mayor Peterson asked about a computerized water system upgrade.  The CAO advised that he plans to meet with Greg Longson and Taylor Rudrum and review a quote for this.  The Mayor has noted that the burn pile seems to be a continuing issue with inappropriate materials being dumped there.  Mayor Peterson has suggested getting a 30-yard dumpster brought in as a solution. Mayor Peterson also mentioned a 27-acre parcel behind the lagoons that can be used as a horse pasture area and have it tied in with trails.  This would be a beautiful spot and promote a rural lifestyle here in the Village of Hythe.


9.  In camera


MOVED by Councilor Hewitt to go in camera at 9:12 pm         CARRIED 09/18/186


While in camera council discussed personnel matters, a legal matter and a property appraisal.


MOVED by Councilor Hewitt to go out of camera      CARRIED 09/18/187


MOVED by Mayor Peterson to adjourn the meeting      CARRIED 09/18/188

                                                                                                                            

Time of adjournment was 10:25 p.m.


MINUTES OF THE ORGANIZATIONAL MEETING, MONDAY OCTOBER 22, 2018 HELD IN THE VILLAGE OF HYTHE OFFICE COUNCIL CHAMBERS


The organizational meeting was called to order by Mayor Peterson at 10:26 pm.  A review of dates and times for council meetings was done and it was decided that meetings will now start at 5:00 pm. and as of January 2019 these meetings will be biweekly.


Council updated the appointment list for various committees as attached.


MOVED by Councilor Hewitt to approve the appointments as discussed   CARRIED 10/18/189


MOVED by Councilor Guise to adjourn the organizational meeting    CARRIED 10/18/190


Time of adjournment was 10:42 p.m.



OCTOBER 9, 2018


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councilors:   Bill Guise

Ed Smith

Sandra Miller

CAO: Greg Gayton

Guest:  Sergeant Dave Gallant, Beaverlodge RCMP Detachment


1. The meeting was called to order by Mayor Brian Peterson at 6:25 p.m.  


Council decided that the meeting with Sergeant Gallant would be the first item of business.  (see #4 Representation)


2. Minutes of the September 24, 2018 regular Council meeting


MOVED by Councilor Guise that the minutes of September 24, 2018 regular Council meeting be approved as presented.       CARRIED 10/18/169


3. Business arising from minutes


Council discussed the disassembly of the building covering the old swimming pool tank.  It was agreed to have the building disassembled and hauled down to the public works shop for storage there and possible future use at the shop.  Some fill material would be put in the pool tank to protect that structure until some future use could be determined on the building. Council noted that some money had been committed from the County of Grande Prairie to deal with the old pool building.  There are also possibly some funds available from the Ag Society.

MOVED by Councilor Miller to approve the work plan for the old swimming pool cover as discussed.        CARRIED 10/18/170


4.  Representation:

  1. Sergeant Dave Gallant - The Staff Sergeant gave a detailed break down of crime statistics in the period covering January – June 2018.  He noted that there has been a substantial amount of oil field theft in the area. Some companies have full time security staff looking after their sites.  Battery theft is a major issue.
     
    There was then some discussion about the enforcement requirements for cannabis usage.  Sergeant Gallant noted that there is already one retail application being made in Beaverlodge for a retail shop.  He noted that the RCMP is still receiving information and equipment to assist with enforcement of cannabis misuse. It is still an offense to smoke pot in a public location and to drive while under the influence of marijuana.  His biggest concern is the impaired driving issue.

    There was then was some discussion about staffing.  The Beaverlodge Detachment will soon be down to four members for awhile until some new officers are recruited.  Being short staff in limiting their capacity to provide services. Sergeant Dave Gallant left at 6:59 p.m.

  2. Public Works Supervisor Greg Longson and Curtis Rutherford joined the meeting at the same time.  Curtis’ company J.D. Septic have been using the Village of Hythe lagoon for septic disposal over the past three years.  They have been paying the municipality $800 a month for the ability to dispose of sewer. There was some discussion about using the Horselake lagoon for this function.  J.D. Septic advised that because Horselake sewage lagoon was under federal jurisdiction there was a substantial amount of paperwork and other issues associated with using it.

    It was noted that the towns of Beaverlodge and Wembley no longer accept septic waste at their sewage lagoons.  Council discussed some procedures associated with dumping the waste. It was noted that when septic waste is dumped at the Aquatera facility the charge is $16.03 per cubic meter.  There is some spot checking for what is off-loaded and the driver provides a manifest of what is in the load. J.D. Septic noted that they usually dump a full load of sewage when they do dump at the lagoon which is approximately 6 cubic meters. He noted that he would like to ensure that the waste is disposed of properly and in an above ground manner. He is willing to add the Village of Hythe as an additional name insured on his insurance and take all other measures to ensure that the Village is covered by insurance incase there is an incident. Council advised that they would consider the matter later on in the meeting. Curtis Rutherford left the meeting at 7:20 p.m.

  3. Greg Longson, Public Works Supervision - Council then moved on to the conventional Public Works Supervisor’s report.  There was some discussion about the use of the land West of the sewage lagoon and South of it. Staff will do some research as to the names of the landowners for these properties.  

    Greg Longson reported on the status of the lift-station pumps.  There was also some discussion about the water quality lately. Mr. Longson noted that there are still some issues in chlorinating the water in tanks one and two in Well #1.  More work needs to be done on the circulation system. There will be a meeting with Culligan in the near future to work on that further.

    Council discussed some of the major purchases of the public works department.  Some cement buttresses had been purchased lately. It was noted that one was put near Tags to help define the roadway.  Council noted that there should not be a lot of snow pushed against this buttress as that would infringe vision for people coming in and out of the parking lot.  Greg Longson left the meeting at 7:52 p.m.

     5. Meetings Attended:

The Mayor and the CAO attended the AUMA Conference in Red Deer Sept 26-28, 2018.  

The Entire council met on Monday, October 1 to review ICF Agreements.  

Sandra Miller attended a Library Board meeting.  She is now the treasurer for the Library Board.

Ed Smith attended a Grande Prairie Regional Tourism meeting.

CAO attended a meeting with Taylor Rudrum on October 4 and attended a memorial service for the late Claude Lagace former mayor of Sexsmith on Saturday, October 6.  

6.  Correspondence:

a)  C.N. Rail - line closure

Council reviewed a letter from C. N. Rail providing notice of the closure of the rail line through Hythe.  Council felt a letter of objection should be written to C.N. Rail regarding this closure. There was some discussion about ongoing issues with C.N. Rail.  It was noted that the weed notice sent to C. N. Rail has probably passed its two weeks’ notice requirements so Public Works should proceed to have the grass cut on C. N.’s land.


b) City of Grande Prairie – Arctic Winter Games
The City of Grande Prairie request support from the region in hosting the 2022 Arctic Winter Games.  The City noted that the joint recreation master plan suggests hosting events such as this throughout facilities within the region.  Council advised staff to discuss the matter with the city of Grande Prairie and see if facilities in Hythe, such as the Curling Rink and the Arena, would be considered before making any commitment.  


   7. Other Business & Information:

a)  Sewer Line Policy #42-01 – As per discussion in the last minutes Council reviewed the new sewer line policy which has pretty well been derived from a similar policy in the Town of Wembley.


b)  AUMA Conference Report – The Mayor and the CAO gave verbal reports on events they had attended at the AUMA conference.  They both felt it was a very worth well experience to attend this conference.


c)  CAO advertisement - The CAO reviewed the advertisement and the related information pertaining to the advertisement for a new CAO. Council made some changes to the proposed advertisement pertaining to the requirements that the CAO live in the community.  The CAO will then proceed to commence with the advertising.


   8. Other Matters Members Business

Earlier in the evening Council and the CAO had attended a presentation by PMH insights regarding some management software.  This software would help Municipalities monitor, track and report actual progress against the goals set out in the strategic plan and other documents.  Council discussed checking the references on this software and talking to other municipalities who have been users.


Councilor Sandra Miller felt that the Village of Hythe had too many four way stops and that some other methods of traffic management should be considered.  There was some discussion about the four way stop on 101 Street and 101 Avenue.


MOVED by Councilor Miller to remove the four-way stop on 101 Street and 101 Avenue.          That motion was defeated.


There was some discussion about asset management.  Mayor Peterson asked about preparing an Asset Management Plan to assist with the negotiations on the ICF.  


Councilor Hewitt noted that he had been in touch with the firm who donated some fire pits to the Hythe Municipal Campground.  Councilor Hewitt felt there should be some recognition for this donation and had purchased some gift cards for the donor as a memento of thanks for this substantial donation.  

MOVED by Councilor Guise to approve the gift arrangements for the fire pits to reimburse Councilor Hewitt accordingly.            CARRIED 10/18/171


Mayor Peterson requested council’s advice on tonnage for vehicles as new signage is being erected to regulate truck travel and truck parking.  There should be some review on the weight of truck that are allowed. Under the existing Truck Bylaw 503 the bylaw stipulates that vehicles in excess 8000 kg tare weight or exceeding seven meters in length must be restricted to the truck routes.  There was some question about whether this 8000 kg limited could be lowered. Staff will research what other municipals are using for a truck weight limit.


Mayor Peterson asked that the CAO talk to Krahns about a trailer that is parked across the sidewalk there.


Mayor Peterson reported that he had some concerns about the location of the truck route from the owner of the Hythe Car Wash.  The CAO advised that the bylaw should be amended once we have all our signage up in place.


CAO Gayton reported on the following:

  • It was noted that the office staff had taken extra work in dealing with the Municipal Campground this year.  The campground had been much busier than usual due to the presence of crews Serus and Murphy. The CAO recommended a bonus for work well done.


  • MOVED by Councilor Smith to approve a bonus for office staff in recognition for their work with the campground this year.        CARRIED 10/18/172


9.  In camera


MOVED by Councilor Miller to go in to camera CARRIED 10/18/173


While in camera council discussed the Arena Managers contract and the arrangements for J. D. Septic for use of the sewer lagoon.


MOVED by Councilor Miller to go out of camera               CARRIED 10/18/174


10. Adjournment


MOVED by Councilor Smith to adjourn the meeting        CARRIED 10/18/175

                                                                                                                            

    Time of adjournment was 10:26 p.m.



SEPTEMBER 24, 2018


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councilors:   Bill Guise

CAO: Greg Gayton

Recording Secretary: Tina Tollefson

1. The meeting was called to order by Mayor Brian Peterson at 5:34 p.m.  


2. Minutes of the September 10, 2018 regular Council meeting

MOVED by Deputy Mayor Hewitt that the minutes of September 10, 2018 regular Council meeting be approved as presented. CARRIED 09/18/157


3. Business arising from minutes; it was noted that the dogs mentioned previously who entered the school grounds did not have tags.  This matter has been rectified.


4.  Representation:

  1. MLA Mr. Wayne Drysdale began his yearly review meeting with council at 5:34 p.m.  He spoke with council regarding the CN service in the Village of Hythe, the tax recovery sale of properties within the Village, the pending insurance claim for the Pioneer Home construction and the proposed four lane highway that is to be coming through the Village of Hythe.  His continued diligence to represent the Village of Hythe is appreciated. Mr. Drysdale left the meeting at 6:08 p.m.

  2. Public Works supervisor Greg Longson joined the meeting at 6:09 p.m. The priority for the Public Works department is to get sign posts up within the next week, and finish work at the lift station.  If the weather remains favorable Public Works will continue with street tarring. The man hole covers need replacement or repair and markers. Also, six concrete barriers will be purchased for the Arena parking lot in preparation for the upcoming winter hockey season.  Mr. Longson finished his report for council at 6:25 p.m.


5. Meetings Attended:

Mayor Peterson and Deputy Mayor Hewitt attended an Intermunicipal Development meeting (IMDP).  The purpose of this meeting is to determine appropriate plans to put into place, specifically with regards to the four lane highway that is going through the Village of Hythe.  Boundaries and village access for this project need to be determined.


Mayor Peterson and Deputy Mayor Hewitt attended an Intermunicipal Collaboration Framework (ICF) meeting.  It has been reasoned that much more work needs to be done for the consultants to securely establish the needs of the Village of Hythe in an effort to negotiate for better funding.


Mayor Peterson has had ongoing discussions with regards to the Hythe Pioneer Home and has commented that all parties are waiting on the insurance company.


Mayor Peterson suggested that a meeting with the town of Beaverlodge and the town of Wembley regarding matters with equipment sharing needs to be set.  


Deputy Mayor Hewitt attended a community futures meeting.  There may be opportunity to consider some alternative uses for the old Oakford building so that community futures will have a presence here in the Village of Hythe.


CAO Gayton attended the following meetings:

- September 11 – ICF meeting with County Council

         - September 13 – CAO Gayton met with the new Village of Hythe community development officer, Carley Friesen

- September 13 – GPREP CAO’s meeting

- September 14 – meeting with Trent with Swamp donkey

- September 17 – Intermunicipal Development Plan meeting

- September 18 – AUMA conference meeting with Mayor Peterson

         - September 20 – Coree Ladwig with the County FCSS regarding new public transportation routes scheduled for the Village of Hythe to Grande Prairie.

6.  Correspondence:

a)  County of Grande Prairie – IT Infrastructure.  

MOVED by Mayor Peterson that a letter of support be sent to the County of Grande Prairie for a grant.          CARRIED 09/18/158

7.  Other Business & Information:

a)  TSI Consulting – agreement review.  Dates have been set to review ICF information that will be submitted to the consultants.

MOVED by Councilor Smith to appoint Mayor Peterson and Deputy Mayor Hewitt as representatives for this committee.      CARRIED 09/18/159

    b)  Bylaw #538 – intermunicipal SDAB

MOVED by Mayor Peterson to give first reading of Bylaw #538  CARRIED 09/18/160

MOVED by Councilor Hewitt to give the second reading of Bylaw #538 CARRIED 09/18/161

MOVED by Mayor Peterson to consider third reading of Bylaw #538       CARRIED UNANIMOUSLY 09/18/162

MOVED by Mayor Peterson to give third and final reading of Bylaw #538 CARRIED 09/18/163

c)  Recreation master plan meeting information.  Council examined excerpts from this agenda package.  This is a template with its purpose to avoid too many recreational facilities being built within the County and how this impacts the Village of Hythe.

d)  County of Grande Prairie – Hythe Pool Reserve.  Mayor Peterson presented the proposed costs for the disassembly, use and reassembly of the pool cover.  Council discussed the most practical course of action regarding the pool cover.

e)  Sewer line policy.  Changes to the current sewer line policy have been reviewed and approved for the Village of Hythe.

f)  Arena Costs.  To obtain proper monetary funding, from the County of Grande Prairie, for the operation of the arena, it has been noted by council that there is and needs to be value assigned to all the work done at the arena.

g) Tax sale properties – minimum bid.  Council has decided that the sale of Lot 27, Block 1, Plan 8120869 be set at $15,000.  The property located at Lot 9, Block 1, Plan 5952HW is to be set at $150,000

MOTION by Mayor Peterson to set the values for auction accordingly  CARRIED 09/18/164

h)  Water and Wastewater training costs.  A policy with regards to training and ticketing Village of Hythe employees was reviewed and discussed.

i)  New employee orientation.  Council noted that moving forward it will be necessary to build and develop an orientation program for new Village employees through a safety or HR platform.  The current orientation form remains acceptable as presented.

j)  Atco electric franchise.  Council reviewed correspondence regarding the 2019 Atco Electric franchise fee.  The CAO provided information on what the towns of Beaverlodge, Sexsmith and Wembley charge for their franchise fees.  Council discussed some of the financial obligations in the coming year.

MOTION by Mayor Peterson to charge an 8% franchise fee for the 2019 calendar year.CARRIED 09/18/165


8. Members Business

CAO Report: Verbal

CAO Gayton reported on the following:

  • Council chambers will need to set up a temporary location and the library has been determined to be the best option.

  • Wall dividers and desks have been ordered to set up new offices within the current Village of Hythe office.

  • The arena grant application has been submitted.

  • A contract in writing for the new arena attendant has been requested.

  • Mr. Gayton would like to prepare a newsletter for the first week of October.

  • Mr. Gayton will talk with Sif Hansen regarding the streetlights and the auto-off feature.

  • Mr. Gayton met on the 23rd for an orientation with the new assistant CAO.

  • The rural transportation project will be on Wednesdays.  The bus will come to Hythe and take residents to Grande Prairie at a cost of $5 each way.  Children 11 years and younger with their guardian will not be charged. Once County Council approves this project it will go out to the surrounding municipalities for approval.  It is proposed as a two year pilot project. A 30-40’ bus will come to the Village of Hythe at about 9 a.m. and return from Grande Prairie at approximately 2-3 p.m. It has been proposed that the bus will stop at the Marshall Inn, a designated location near the Seniors Apartment, the Pioneer Home/Community centre, and a spot near 104th avenue and 104th street.  Bus stop signs will need to be put up at these locations.  Stops at the Prairie Mall, hospital and Walmart are on the schedule.  The expected start time will be near the beginning of the 2019 calendar year.  The Village Office may be asked to sell transit passes. There will be a quarterly meeting of an oversight board.


Councilor Hewitt addressed continued unsightly issues with various properties around the Village and proposed action to have them cleaned in a timely manner before winter.  It has also been noted that many homes within the Village do not have proper house numbers. This is very important for emergency management. Notices will be sent to these homes requiring house numbers.


Councilor Guise commented on the great support for the Saturday clean up, and how presentable the trailer park and area behind the arena is looking.  

Mayor Peterson has noted specific unsightly areas that need immediate attention.


9.  In camera

MOVED by Mayor Peterson to go in camera at 9:07 pm          CARRIED 09/18/166


While in camera council discussed the CNRL lease, an employment agreement with the new CAO hiring, and a settlement agreement.

MOVED by Mayor Peterson to go out of camera           CARRIED 09/18/167


MOVED by Councilor Hewitt to adjourn the meeting       CARRIED 09/18/168


Time of adjournment was 9:58 p.m.



SEPTEMBER 10, 2018


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councilors:   Ed Smith

Sandra Miller

CAO: Greg Gayton

Recording Secretary: Tina Tollefson

Fire Chief Landon Reimer

1. The meeting was called to order by Deputy Mayor Hewitt at 5:44 p.m.  Mayor Peterson arrived at 6:00 p.m.

2. Minutes of the August 27, 2018 regular Council meeting

MOVED by Mayor Peterson that the minutes of August 27, 2018 regular Council meeting be approved as presented. CARRIED 09/18/152


3. Business arising from minutes; inquiry as to matters with County of Grande Prairie cemetery grant, county weed inspectors and matters for receiving a provincial grant for the repair and replacement of culverts.


4.  Representation:

  1. Landon Reimer new fire chief.  Council approved and welcomed Mr. Reimer as the new fire chief.  Mr. Reimer discussed with council the ways he would like to improve how the Hythe Volunteer Fire Department functions, as well as getting new volunteer recruits to join the team.  It was decided that Mr. Reimer would report quarterly to council. Mr. Reimer left at 6:07

MOVED by Councilor Miller to appoint Mr. Reimer as new fire chief CARRIED 09/18/153


b. Public Works supervisor Greg Longson joined the meeting at 6:08 p.m.  He presented the costs and expenses for the past two weeks. Tarring of the streets of Hythe is almost complete and culverts have been ordered for the road repair.  Mr. Longson left at 6:52


5. Meetings Attended:

Councilor Miller attended a meeting at the Hythe Library.  They have received operating grants and are awaiting a grant for next year.  The Village of Hythe will get quotes to replace the front cracked window at the library.  The library has also upgraded their wireless internet access according to Peace Wapiti regulations.


Councilor Smith attended a meeting with the local tourism board.


Mayor Peterson met with County Reeve Leanne Beaupre and discussed issues involving the Village of Hythe and possible funding solutions.


CAO Gayton attended the following meetings:

- August 29, regional interest group with the local Mayors and CAO’s held in Wembley

-  August 31, Mr. Gayton and Mayor Peterson met with ICF consultants

               - September 8, PNME students tour and lunch held in Beaverlodge

6.  Correspondence:

a) Charity Krahn – request for a yard light at the Rae Dolemo park.  Council discussed possible places to put a light and the cost to do so. Council discussed putting a streetlight arm on an existing power pole.

b) Atco, power franchise fee.  Council discussed this and decided to get comparable rates from surrounding towns.


7.  Other Business & Information:

a)  TSI Consulting, council to council meeting.  Council discussed information to be presented at this meeting, and how best to negotiate on behalf of the Village of Hythe.

b)  Unsightly premises.  Council went over the list of properties that need work in a continued effort to maintain and improve the appearance of the Village of Hythe.

c)  A proposed sewer line amended policy was presented to council.  It was revised and will be retyped and brought back.

d)  Jim Uhl’s contract proposal was discussed by council.  Council was not interested in purchasing any services from Mr. Uhl.

e) A request for proposals to have a consultant prepare a safety program for the municipal towns of Beaverlodge, Sexsmith, Wembley and the Village of Hythe was perused.  It was decided to invite consultants to bid on this project, as well as advertise. Council made changes to the Request for Proposals. The CAO will send it to other CAO’s for review.


8. Members Business

CAO Report: Verbal

CAO Gayton reported on the following:

  • Mr. Gayton has spent some time on the student tour last week

  • MSI Capital grant applications have all been posted on MA Connect web page

  • Some financial issues – power upgrading at the campground and servicing completion:

Total cost so far for installing water and sewer - $32,195, budget was $8,000

Revenue for campground is $35,375 to date, budget was $20,000

Recommendation to get a grant for servicing the next phase and the electrical upgrade could be done under Facility Enhancement or Community Spirit.

  • The grant application for the Municipal Intern was sent in on August 31.  They are not deciding on those until the provincial budget is announced in the spring. If it turns out we don’t want or need the position, we can always withdraw the application.

  • September 15th is the deadline to apply for area funding.

  • There was an incident at the Hythe Regional School on September 10 involving two local dogs.  No one was hurt.


Councilor Miller suggested and requested that council review one by-law or policy per council meeting to have it amended or updated.  Staff were asked to send the policy or bylaw out on the Monday before the Council meeting, so Councillors will have a week to review it.


Deputy Mayor Hewitt inquired regarding the Teare Creek lot, a campground grant to upgrade services and the sale of tax properties.


Mayor Peterson discussed with council what is the best course of action with regards to the burn pile.  This is under consideration. Council has decided that signs will be posted on back alleys that use of these is to be only when it is dry to avoid damages to these access ways.


  9. In camera


MOVED by Councilor Smith to go in camera at 9:47 pm CARRIED 09/18/154


While in camera council discussed new CAO hiring and hiring of a new arena manager.


MOVED by Councilor Miller to go out of camera CARRIED 09/18/155


MOVED by Councilor Miller to adjourn the meeting CARRIED 09/18/156

                                                                                                                            

Time of adjournment was 10:53 p.m.




August 27, 2018


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councilors:   Ed Smith

                    Bill Guise

Sandra Miller

CAO: Greg Gayton

Recording Secretary: Rhonda Tofteland

Tina Tollefson

1. The meeting was called to order by Mayor Peterson at 5:27 pm

2. Minutes of the August 13, 2018 regular Council meeting


MOVED by Councilor Smith that the minutes of August 13, 2018 regular Council meeting be approved as presented.     CARRIED 08/18/141

3. Business arising from minutes – no business arising.

4. Representation:


  1. County Councilor Linda Waddy and Dan Lemieux Director of Community Services.  

  • $3000 cemetery grant needs county council approval following which a contract will be drawn up

  • Council asked to have enforcement services come earlier in the day to patrol parking on service roads.  Year to date $10,000 worth of tickets have been issued within the Village.

  • It was suggested that weed inspectors stop at the Village office to keep us updated on notices.  They are also asked to cc the Village on notices that have been sent.

  • Council has been advised that there is $69,000 of County money has been set aside and is available to use for the pool repurposing.  A letter from the CAO would be required to access these funds.

  • Council asked to meet with public works, county councilor and CNRL regarding drainage issues along RR 110

  • Councilor Waddy and Mr. Lemieux left at 5:56

  1. Kobus De Jager and Piet Gelderblom from GPN gave a power-point presentation regarding fibre optics in the area.  Investment in the project would be approximately $365,000 of which up to 50% could be earned back with rebates/percentages based on customer volume.  Mr. DeJager and Mr. Gelderblom left at 6:32

  2. UPC Candidate Travis Toews and former County Councilor Brock Smith.  Discussion regarding provincial issues affecting municipalities such as providing arbitration between municipalities if disagreements occur during the ICF process  Revenue sharing from the provincial level and funding issues for smaller municipalities for major infrastructure projects was discussed. Mr. Toews supports small government as well as removal of the carbon tax.  Mr. Toews and Mr. Brock left the meeting at 6:58

  3. Public Works supervisor Greg Longson – review operating costs for the past two weeks primarily regarding painting of crosswalks and tarring of streets.  Discussion regarding compost and garbage bins. Council approved ongoing expenditures for the crackfilling program. Mr. Longson left at 7:25

5. Meetings Attended:

Mayor Peterson spoke with the Mayor of Beaverlodge and the Mayor of Wembley with regards to shared public works projects.  He has also spoke with a street artist regarding painting the Oakfords building and possibly Bigway. Mayor Peterson had a conference call with the architect and engineer regarding the Pioneer Home project.  Paperwork is being filed for a complete insurance write off.

CAO Gayton attended the following meetings:

- Aug 2018 – ongoing meetings with Taylor Rudrum re; water system

- Aug 16th and 20th – hiring meetings

- Aug 17th phone meeting regarding rural development (subsidized housing)

- Aug 22nd – meeting with Greg Longson and Brian Peterson regarding PW finances

- Aug 23rd – SPPARC meeting, Beaverlodge, prepare for a tour

- Aug 24th – coffee meeting with County CAO Bill Rogan and Dan Lemieux, new director of community service.

6. Correspondence:

a)  anonymous letter of complaint was received and discussed. Mayor Peterson will be drafting a response which will be put in a newsletter.

7.  Other Business & Information:

a)  SPPARC Medical Students Tour presented as information

b)  Bylaw #508 – amended by Bylaw #537.This is the bylaw establishing the Village’s organizational structure.

MOVED by Councilor Miller to give first reading of Bylaw #537     CARRIED 08/18/142

MOVED by Councilor Hewitt to give the second reading of Bylaw #537      CARRIED 08/18/143

MOVED by Mayor Peterson to consider third reading of Bylaw #537      CARRIED UNANIMOUSLY 08/18/144

MOVED by Councilor Smith to give third and final reading of Bylaw #537      CARRIED 08/18/145

c)  CARES grant – successful projects presented as information.  Council noted several successful projects which would fit for the Village as well.

d)  Municipal Grants – provincial for council information

e)  Jim Uhl – project services.  Mr. Uhl has offered his services as a public works consultant.  Council would like to meet with him sometime in the future.

f)   Maintenance and safety reports reviewed by Council and approved as presented.

g)  Strategic Planning.  Holly Sorgen submitted a July summary for the strategic plan.  Some discussion regarding future development and rezoning took place.

8. Members Business

CAO Report: Verbal

CAO Gayton reported on the following:

  • Mr. Gayton called Go Green regarding 104th street and 101 avenue intersections

  • Discussion with Mike Stelcke – things are looking positive with the ISP providers and they will be targeting the September 10th Council meeting to have their financial report ready.

  • Mr. Gayton left a message with Alberta Emergency management regarding a grant application

  • The campground is going well, aside from some spray paint vandalism.

  • An election for a new fire chief will be held sometime after the labour day weekend.

  • Consultants are up again this week, so there are more meetings on ICF’s this week.

  • Sent the policy manual around – it needs an update moreso than the bylaws.

Councilor Guise noted test holes for contamination on the UFA lot.  He also asked that the car garage lot be sent an unsightly notice due to weeds and shingles being scattered. Councilor Guise also noted that the furnace and hot water tank at the arena have been left on, and going forward it should be turned down/off for the summer months.

Councilor Hewitt asked about the pending grant for the flood relief, no recent updates.  He has also inquired regarding the sewer issues and a rewrite and clarification pertaining to the sewer policy.  Councilor Hewitt asked that the pool cover be placed on Kijiji. He has suggested a spreadsheet be made and kept regarding the Village costs of upkeep on tax sale properties and unsightly premises.

Councilor Miller suggested all council members book a time and date to do a walk through the Village to address sidewalks and streets.  A date has been set for September 4 at 5:30 pm.

Mayor Peterson inquired about the safety program funding.  He has noted that there were many positive comments regarding the Village of Hythe parade and fair.

9.  MOVED by Councilor Miller to go in camera at 9:13 pm         CARRIED 08/18/146

While in camera council discussed personnel matters and a land offer on Lot 9 and 10 Block 7 Plan 682E0

MOVED by Councilor Hewitt to go out of camera      CARRIED 08/18/147

MOVED by Councilor Miller to commence hiring staff as discussed CARRIED 08/18/148

MOVED by Councilor Hewitt to have all employees sign the hire-on form effective September 4, 2018     CARRIED 08/18/149

MOVED by Councilor Smith to decline the land offer for Lot 9 and 10 Block 7 Plan 682E0      CARRIED 08/18/150

MOVED by Councilor Guise to adjourn the meeting      CARRIED 08/18/151

Time of adjournment was 10:27 pm.  



AUGUST 17, 2018

Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councilors:   Ed Smith

                    Bill Guise

Sandra Miller

CAO: Greg Gayton

Recording Secretary: Rhonda Tofteland

Tina Tollefson

1. The meeting was called to order by Deputy Mayor Hewitt at 5:38 p.m.  Mayor Peterson

arrived at 5:47 p.m.

2. Minutes of the July 23, 2018 regular Council meeting


MOVED by Councilor Miller that the minutes of the July 23, 2018 regular Council meeting be approved as amended and presented. CARRIED 08/18/132


3.  Business arising from minutes – no business arising.


4.  Representation:

  1. 5:40 p.m. Teresa Bouldreault – FCSS report – concerns regarding theft outside the thrift store.  Considering purchasing security cameras.

  • Discussion of options for mowing and weed eating at the community center.  Will hire a third party to do so.

  • Mrs. Bouldreault expressed concerns regarding community center having the same address as Hythe Regional School – asked village to rectify the matter.  The Village of Hythe staff will look into the matter.

  • Mrs. Bouldreault left at 5:45

  1. 5:45 p.m. Taylor Rudrum water presentation.  Mr. Rudrum gave a PowerPoint presentation regarding water control, testing and reporting.  Monitoring levels and conditions of lagoon and lift stations. He has left a business proposal with the Village of Hythe.  Mr. Rudrum left at 6:05 p.m.

  2. Public Works supervisor Greg Longson – 6:08 p.m. presented a list of monthly expenses including mower tank repair, tires, blades, historical society sign repair, hoe rewiring.

- security cameras purchased for campsite, discussion regarding placement.  The Village of Hythe will provide signs advertising the presence of security cameras.

- priorities for the remainder of the summer season include crack filling, truck route signs, fix lift station, measure for pavement repairs, manhole covers need cement barriers, culvert repairs from spring flood.  Mr. Longson left at 6:53 p.m.


5. Meetings Attended:

Mayor Peterson attended a intermunicipal public works meeting with Beaverlodge and Wembley regarding sharing and maintenance of joint equipment and future purchase possibilities such as a paving machine upgrade.  Mayor Peterson has also been meeting with the engineer, architect and insurance adjuster regarding the Pioneer Home project.


Councilor Miller attended a library board meeting.  They are still waiting for a grant from the Village of Hythe and the County of Grande Prairie.


Deputy Mayor Hewitt attended a Community Futures meeting.


Councilor Guise approached the County of Grande Prairie regarding cemetery grant as it has not yet been received.  


CAO Gayton attended the following meetings:

- Aug 1, emergency operations center due to Beaverlodge flood

- Aug 2, land meeting with Arta Juneau

- Aug 3, Koree Ladwig County FCSS regional transportation grant

- Aug 7 CAO’s meeting regarding ACP application ideas for 2018

- Aug 9 meeting with Taylor Rudrum

- Aug 3 and 10 meeting with Tommy Adair – environmental consultant with Surerus re; using municipal water

6.  Correspondence:

a)  GPRTA – Councilor Smith agreed to represent

MOVED by Mayor Peterson for Councilor Smith to represent the Village of Hythe at GPRTA meetings.     CARRIED 08/18/133

b)  Regional Dialogue notes – summary of intermunicipal workshop presented as information.

c)  Town of Sexsmith re: letter of support for a Regional Growth Study

MOVED by Counsellor Guise to provide a letter of support to the Town of Sexsmith to apply for an Alberta Community Partnership Intermunicipal Collaboration Grant in the amount of $200,000 to undertake a regional growth study.     CARRIED 08/18/134  

d) Alberta Municipal Affairs notice of extension for ICF and IDP deadlines

  

7.  Other Business & Information:

a)  Bylaw Enforcement Report – monthly report presented as information

b)  Cannabis Legislation – sample legislation presented as information purposes

c)  Campground overflow – discussion regarding options for extra camping area

-  MOVED by Counsellor Smith that the monthly rate for overflow to be $400. CARRIED 08/18/135

d)  Hythe Pioneer Home – use of Teare Creek lot

-  MOVED by Counsellor Miller to allow the Hythe Pioneer Home to store containers for their new project on the Teare Creek lot without charge CARRIED 08/18/136

-  MOVED by Deputy Mayor Hewitt to send a letter to notify Teare Creek that there will be no further negotiations regarding the land and the Village of Hythe will use the land at its sole discretion.     CARRIED 08/18/137

e)  Pavement and sidewalk assessment – electronic copies of the assessment to be supplied for Mayor Peterson, Deputy Mayor Hewitt and Councilors Smith and Miller.

f)  Counsel to update and amend a policy to be more specific as to the responsibility for problematic sewer lines.  There was a discussion regarding poplar trees and their roots causing line issues.

8. Members Business

  • Counsellor Guise inquired regarding any bids on the swimming pool cover or applications for an arena manager – no responses to date

  • Counsellor Hewitt inquired regarding a response from CN rail – none to date

  • Counsellor Hewitt would also like to see updates to the Village of Hythe website information, and would also like to see a process started for updating and digitalizing bylaws.

  • Counsellor Miller would like all information to be kept digitally and advised of a MPWA workshop Oct 30 in Sexsmith consisting of information regarding wetlands.


CAO Report: Verbal

CAO Gayton reported on the following:

- received some accounts receivable information from Nathan Paquette, Roger Arcand with finish financial statements.

- extra park benches have been ordered, the summer student at the tourist booth will stain them.

- someone is needed to volunteer to help with float judging for the upcoming town parade.  Councilor Smith has volunteered to assist

- quote was received from Northgate Electric regarding a campsite electrical upgrade to 50 amp servicing.  Some of the details in the quote need to be clarified.


9.  MOVED by Councilor Miller to go in camera at 9:05 pm.      CARRIED 08/18/138

While in camera council reviewed applications for Community Development Officer.  

Council discussed status of negotiations with CNRL and fibre optics


MOVED by Councilor Smith to go out of camera.     CARRIED 08/18/139


MOVED by Councilor Miller to adjourn the meeting.     CARRIED 09/18/140


Time of adjournment was 10:12 p.m.     



JULY 23, 2018

Present:

Councillors:  Ed Smith

                    Bill Guise

                    Craig Hewitt

CAO: Greg Gayton

Recording Secretary Rhonda Tofteland

1. The meeting was called to order by Deputy Mayor Hewitt (due to the absence of Mayor) at 5:29 p.m.

2. Minutes of the June 25, 2018 regular Council meeting


MOVED by Councillor Smith that the minutes of the July 9, 2018 regular Council meeting be approved as presented.     CARRIED 07/18/126


3.  Business arising from minutes : Glas house update – no response from adjusters yet.


4.  Representation:

  1. 5:30 p.m. – Lane Flaten – Arena update. Mr.Flaten informed council that all the lines and headers have been flushed. eight leaks detected but not in close proximity to each other. The valves will be installed in mid August. Councillor Guise asked Mr.Flaten his thoughts on hiring an arena manager to look after staff and bookings. Mr. Flaten was in agreement. The Village will put out an ad for the manager. Mr.Flaten left at 5:52.

  2. 6:02 p.m. –Greg Longson – Public works update – Purchases totaling $9000.00 are complete for shop, safety and office updates and supplies. – tracking system was discussed and will be discontinued as it is not being used and costs $200.00 per month. – gravel and culverts for the industrial park as well as the legion road were discussed. – J.D Vac is using lagoon and lift station. He pays $600.00 per month. Council asked for charge comparison to other communities. CAO Gayton will inquire. Mr. Longson left at 6:38.

     

5.  Meeting Attended:

Mayor Peterson and CAO Gayton met with Holly Sorgen on July 12 regarding the strategic plan. A meeting with all of council will be arranged for July 30.

Councillor Miller and councilor Hewitt had an interview with the ICF facilitators.


6.  Correspondence:

a) Arta Juneau requesting tax consideration as her lots are used for arena parking. Council discussed possible purchase of the six lots for parking. Discussion also as to possibly assisting with the demolition of the building and helping move contents from it.

b) Municipal Affairs – roles and responsibilities - presented as information. Discussion around the possibility of putting someone else in charge of public works so as to alleviate some of the pressures on the CAO.

MOVED by Councillor Hewitt to decline the opportunity to have Municipal Affairs up to present a session on roles and responsibilities.     CARRIED 07/18/127

c) ICF Facilitator Project – tabled for next meeting.

    

7.  Other Business & Information:

a) Greyhound shutdown – presented as information.


8. Members Business

  • Councillor Guise suggested the Regional School and the Community Center require mowing and weed whipping. He also suggested thank you’s be put in the newsletter for those assisting with beautification. He suggested a raise for Tristan Cockwill to encourage possibly working next year  since he is a very good public works helper.

  • MOVED by Councillor Hewitt to give Mr.Cockwill a two dollar per hour raise. CARRIED 07/18/128

  • Councillor Hewitt suggested making sure Tags is not dumping grease into the sewer. He also mentioned the Teare Creek property looks reasonable. He also asked if the arena manager should be a Village employee.

  • Councillor Miller asked for an update on the hydro-geologist. She also said she will get a date for the next beautification meeting to put in the newsletter.

          CAO Report : Verbal

CAO Gayton reported on the following:

-  the need for cannabis legislation

-  Myles Lacey would like a three year agreement for the campsite.

-  disaster relief grant application done and submitted

-  tax sale ads submitted – three properties – tax sale in early October

-  road assessment equipment has gone through – expect results summary end of July

-  tape for measuring wells purchased

-  transportation study released Sunday – preliminary numbers to operate the service twice per week – net cost $53,000 - $67,000 – Hythe to G.P. with stops in Beaverlodge and Wembley.


9.  MOVED by Councillor Smith to go in camera at 8:34 pm.     CARRIED 07/18/129


While in camera council discussed personnel matters


MOVED by Councillor Miller to go out of camera,     CARRIED 07/18/130


MOVED by Councillor Smith to adjourn the meeting.     CARRIED 07/18/131


Time of adjournment was 9:29 p.m.       



JULY 9, 2017


Present:

Mayor:          Brian Peterson

Councillors:  Ed Smith

                     Bill Guise

                     Craig Hewitt

CAO: Greg Gayton

Recording Secretary: Rhonda Tofteland

1.  The meeting was called to order at 5:33 p.m.  


2.  Minutes of the June 25, 2018 regular Council meeting

MOVED by Councillor Hewitt that the minutes of the June 11, 2018 regular Council meeting be approved as presented.     CARRIED 07/18/121


3.  Business arising from minutes :


4.  Representation:

  1. 5:30 p.m. – Greg Longson – Public Works Report – Mr. Longson presented a list with costs incurred to date to organize and clean up shop and yard. He still needs to order supplies for updating and replacing safety items such as eyewash station, first aid kits, fire extinguishers and signage. He also advised that the update to the lift station would be approximately $4 - $5000. Mr. Longson left at 5:47.

  2. 6:10 p.m. – B.J. Clark – President of Peace Area Motor Sports Association – Mr. Clark brought his copy of the lease agreement signed in 2015 for clarification. Discussion ensued regarding possible extra events to make better use of the facility such as bike races, lawn mower races, motorbike races or concerts / festivals as council was interested in assisting with such events.
    The history of the track was discussed along with issues arising over past years such as vandalism, distance from Grande Prairie, no cab service for those overindulging and a lack of volunteers. Mr.Clark left at 7:00 p.m.


5. Meeting Attended:
Mayor Peterson has been working on the Pioneer Home Project negotiations.  They are hoping the roofing will be able to continue soon. There are still a lot of other issues unresolved to date. Mayor Peterson also attended a supper meeting and full day meeting regarding intermunicipal collaboration.


CAO Gayton also attended the following meetings :

- July 2 – met with Jake Elias re: firehall rent

- July 4 – met with our adjuster re: Glas House backup

- July 4 – Supper meeting re: intermunicipal collaboration

- July 5 – Councillors & CAO’s meeting – all day

- July 8 – met with an employee re: benefits claim


6.  Correspondence:

a) TSI Consultants – TSI would like to meet with councilors individually to get points of view and thoughts on working with the County. Council  would like the consultants to come to Hythe for the meetings.

b) Joint Recreation Master Plan Committee minutes – presented for information

c)  Regional Dialogue Agenda – provided to update council on the meetings CAO Gayton and Mayor Peterson attended July 4 - 5. The purpose was to share information and identify shared service and and regional strategic possibilities for further exploration.

d)  Subdivision and Development Appeal Board agreement.

MOVED by Councillor Smith to approve the agreement.     CARRIED 07/18/122

    

7.  Other Business & Information:

a) Discussion regarding asphalt analysis report done by Len Strynadka:

- crack filling and chip sealing on a regular basis is recommended.

-Council will make a prioritized list regarding ongoing and annual repairs and maintenance.


b) Municipal Affairs intern program for administrators. Council agreed to apply for this grant.

c) Cheque summary for April, May and June  (#20180244 - #20180492) was presented and discussed with any necessary clarification provided by CAO Gayton.

d) Municipally controlled corporations – CAO Gayton explained how this pertained to future business dealings.


8. Members Business

  • Councillor Guise inquired whether the Village should be managing the arena as opposed to the Athletic Association. Discussion revealed that perhaps working with them would be the best option. He also asked for a list of wage and cleaning costs for the arena in a year. Rhonda Tofteland will find this information. Councillor Guise also reported finding oxeye daisy in the industrial park.

  • Mayor Peterson mentioned getting hand held radios from the fire department as they are getting new ones. He was very complimentary and impressed with our new Public Works Supervisor.

  • Councillor Hewitt had a short  list of concerns:

  • inquired about cemetery mowing

  • would like an unsightly premise letter sent to Western Manufacturing

  • asked for update on the Elks park

  • wondered about personal use of the public works shop and yard.

  • Councillor Smith inquired if the tracking systems in the Village vehicles was being used and monitored. They cost two hundred dollars per month so it was decided to leave the decision up to the public works supervisor if it was worth continuing or not.


CAO Report : Verbal

CAO Greg Gayton reported on the following:

-  GPN would like to do a fiber optic presentation to council

-  campground has has brought in $12,000.00 in revenue by the end of June

-  Tourist booth worker is working out well

-  Teare Creek site should be checked

-  tracking a piece of paving equipment owned by Beaverlodge as part of the ACP grant.

-  got some old paperwork done regarding tax sales and title transfers.

-  chlorine levels a bit high – Travis working on that.

-  pavement analysis started this week.

-  subsidized housing proposal was discussed.


9.  MOVED by Councillor Hewitt to go in camera at 8:40 pm       CARRIED 07/18/123


While in camera council discussed a legal matter


MOVED by Mayor Peterson to go out of camera.      CARRIED 07/18/124


MOVED by Councillor Smith to adjourn meeting.     CARRIED 07/18/125


Time of adjournment was 9:13 p.m.   



JUNE 25, 2018

Present:

Mayor:          Brian Peterson

Councillors:  Ed Smith

                    Bill Guise

                    Sandra Miller


CAO: Greg Gayton

Recording Secretary Rhonda Tofteland

1. The meeting was called to order at 5:30 p.m.  

2. Minutes of the June 11, 2018 regular Council meeting


MOVED by Councillor Miller that the minutes of the June 11, 2018 regular Council meeting be approved as presented.     CARRIED 06/18/112


3. Business arising from minutes :

Discussion regarding the swing set at the Elks Park. Royal Purple Ladies Lodge will be heading up the job.

The hydrologist will be doing six months of testing a cross-section of water wells.


4.  Representation:

  1. 5:30 – Bernie Bercht – tax increases – Her taxes had increased $200 and she was fearful this may be a regular occurrence as it was in a previous town she had resided in.Mayor Peterson explained the reasoning behind the increase such as the need for road repairs, sidewalk repairs and sewer / water updates and repairs. This seemed to satisfy Ms.Bercht.

  2. MOVED by Councillor Smith to go in camera at 6:00 p.m. CARRIED 06/18/113

Rhonda Tofteland left the meeting.

Denise Findley left the meeting at 6:15

MOVED by Councillor Miller to go out of camera.                CARRIED 06/18/114

Rhonda Tofteland rejoined meeting.

  1. 6:15 – Theresa Boudreault – FCSS update ; Regional Recreation Committee goal
    is to avoid duplication of facilities as much as possible.

- Bike rodeo had 152 kids and gave out 15 helmets

- Seniors breakfast and tea held during seniors week

- Babysitting course had ten students

- Handibus feasibility study presented

  1. 6:30 - Public Works Supervisor Greg Longson presented a list of items needed for shop, yard, safety equipment and signage


5. Meeting Attended:

Mayor Peterson has been working on the Pioneer Home Project negotiations. A new contractor will be coming on Wednesday to tour the project.
CAO Gayton also attended the following meetings:
- June 14 – GPREP quarterly meeting.Discussion ensued about an increase in the GPREP requisition for smaller municipalities.
MOVED by Councillor Guise to approve a three percent increase in the GPREP requisition for 2019.     CARRIED 06/18/115
- June 18 -  ICF consultant interviews – Future ICF meetings start in mid-July
- June 18 – Met with Denise Findley -re: Oakford building
- June 19 – Met with Theresa Boudreault to finish FCSS reporting to the province for 2017 fiscal year
- June 20 – met with hydrogeologist from ISL. Murray Soucy and CAO Gayton showed him around.
- Took one vacation day June 15 to golf in Victims Services tournament.


6.  Correspondence:

a) AUMA 2017 Rebate – received as information

b) AUMA – 2018 Convention – Sept.26-28, 2018 – Red Deer. CAO Gayton suggested himself along with one or two council members should attend.

c) CNRL Rent review – no changes recommended.

7.  Other Business & Information:

a) Dates for summer meetings – Council decided to remain at two meetings per month.
b) Transitional Solutions will be the facilitator for Intermunicipal Collaboration discussions.
c) Community Development Officer – position description – approved circulate and advertise.
d) Campground attendant position description – presented for information.
e) Racetrack Agreement – reviewed – some amendments suggested. Council would also like to see the original agreement at the next meeting.
f) Regional Interest Workshop – July 4 & 5. CAO Gayton, Mayor Peterson and Councillor Smith will attend.
g) Undeveloped alley policy – discussion regarding blocking access to avoid damages such as ruts during wet weather. Access could be coordinated with the Village office.

       

8. Members Business

  • Councillor Guise suggested a sale for the equipment and supplies at swimming pool as well as getting the shop yard sprayed and graveled.

  • Mayor Peterson offered to fill the temporary vacant job for public works for one month for the regular wage.

  • Councillor Hewitt e-mailed a list of concerns:

  • water pressure concerns – these are scheduled to be dealt with today

  • CN rail update- no response from CN to date

  • Alice Wutzke should get an unsightly premise letter for mowing

  • suggesting a monthly fee for properties the Village has back for taxes – this is not allowed as per the MGA.

  • Village owned industrial lots need mowing- daylight Lease Maintenance will be contacted.

CAO Report : Verbal

CAO Gayton reported on the following:

- GPN wondering why we charge them for mowing their lot when they provide free internet to Village facilities. Council agreed not to charge them.

- Notice for Hythe Ag. Society to put cover on pool out to tender.

- Historical Society has new signage at tourist booth.

- Campground is booking up fast for all summer. Greg Schmidt coming tomorrow to check out some electrical issues.


  9. MOVED by Mayor Peterson to go in camera at 8:43 pm.     CARRIED 06/18/116


While in camera council discussed:

  • A business proposal presented to council by Denise Findley

  • MOVED by Councillor Smith to decline the offer.     CARRIED 06/18/117

  • MOVED by Councillor Guise to pay $11,997 to Craig Hewitt for sewer servicing lots in industrial park.     CARRIED 06/18/118

  • MOVED by Councillor Miller to accept Greg Longson’s proposal for purchasing supplies for the public works shop and safety items.     CARRIED 06/18/119

  • MOVED by Councillor Smith to adjourn meeting.     CARRIED 05/18/120

Time of adjournment was 9:30 p.m.   




June 11, 2018

Present:

Mayor:          Brian Peterson

Councillors:  Ed Smith

                    Craig Hewitt

                   Bill Guise

                   Sandra Miller – new councillor

CAO: Greg Gayton


Recording Secretary Rhonda Tofteland


1. The meeting was called to order at 5:30 p.m.  


2. Minutes of the May 28, 2018 regular Council meeting

MOVED by Councillor Smith that the minutes of the May 28, 2018 regular Council

meeting be approved as presented.     CARRIED 06/18/107


3. Business arising from minutes :

No business arising from the minutes.


4.  Representation:

  1. New Councillor Sandra Miller was sworn in.


5. Meeting Attended:

Councillor Smith attended the IMDP open house at the legion.

Mayor Peterson and CAO Gayton met with Jody Bloomer from Canadian Fiber Optics. The Village would need 30 – 40 % of residents to be on board to make the project sustainable. Mayor Peterson and CAO Gayton also met with County reps regarding the IMDP. Mayor Peterson disputed their population estimates of .9% growth.

CAO Gayton also attended the following meetings :

- May 31 – GPREP debriefing regarding flooding in Sexsmith and Hythe.

- June 6 -  Orientation for new councilor Sandra Miller.

- June 6 – Theresa Boudreault to start on the 2017 report for FCSS to the province.

- June 8 – ICF consultant selection.

- June 11 – IMDP public meeting.


6.  Correspondence:

a) Peace Library System – Annual report received as information.

b) GFL – additional recycling fees – received as information.

c) Appointments to boards and committees –   

MOVED by Councillor Hewitt to appoint Councillor Miller to the Recreation Board and the Hythe Library Board.     CARRIED 06/18/108

d) Proposed Regional Workshop – Mayor Peterson and CAO Gayton will try to attend.


7.  Other Business & Information:

a) First Choice Septic – bill for campground services received as information.

b) Peace Officer Monthly Report – received as information.

c) Alberta Municipal Affairs – MSI Funding received as information.

d) Intermunicipal Plan – Public hearing received as information.

e) MGA Checklist – requirements for July 23, 2018 received as information.

f)Town of Beaverlodge – Bylaw re: Councillor Code of Conduct – received as sample   information.

g) New campsite rates – discussion regarding new rates.
MOVED by Mayor Peterson to raise full-service daily rate to $35.00 per night. CARRIED 06/18/109


8. Members Business

  1. Councillor Guise had a list of concerns including : mowing of boulevards,  Village properties and empty lots. Weed eating needs doing along with truck route signage.

  2. Mayor Peterson advised that Charity Krahn had volunteered to trim trees along sidewalks at no charge. The estimate to update the old Oakford building came in at a quarter million dollars. He also suggested hiring a grant application specialist and possibly artists to paint murals on some buildings.

  3. Councillor Smith advised the swing set for the Elks Park is being set up and that the site needs to be mowed.

  4. Councillor Miller would like to see all poplar trees removed from the boulevards.


    CAO Report : Verbal

CAO Gayton reported on the following:

  1. Removal of the torn down old buildings-the Village is being asked to assist with a backhoe.

  2. Soren Poschman – ISL hydrogeologist will be coming Wednesday to start work on water levels.

  3. Glas house – sewer backup

  4. 15 grasscutting notices and two derelict notices have been sent to date.


Meeting with Municipal Affairs

  1. Dan Sindia (Teare Creek) update – Council discussed a response to Mr. Sindia.

  2. Removal tender for Ag Society swimming pool roof

  3. Talked to Cindy Clark about a meeting with council – her son is president of Peace Area Motor Sports Association.


Discussion around task list and deadlines took place.


9.  MOVED by Mayor Peterson to go in camera at 8:30 pm     CARRIED 06/18/110


While in camera council discussed:

Reviewed some resumes for the Public Works Supervisor position.

   

MOVED by Councillor Guise to adjourn meeting.     CARRIED 05/18/111  


10.  Adjournment -- Time of adjournment was 9:33 p.m.                   



May 28, 2018

Present:

Mayor:          Brian Peterson

                     Councillors:  Ed Smith

                 Craig Hewitt

                 Bill Guise

CAO: Greg Gayton

Recording Secretary Rhonda Tofteland


1. The meeting was called to order at 5:30 p.m.  

2. Minutes of the May 14, 2018 regular Council meeting


MOVED by Councillor Smith that the minutes of the May 14, 2018 regular Council meeting be approved as presented. CARRIED 05/18/96


3. Business arising from minutes :

   Council requesting cost for calcium on industrial park road.


4.  Representation:


  1. 5:30- Dave McRae from ISL planning – Mr.McRae explained to council the process for the IMDP. ISL will be the mediator between the County and the municipalities. The plan is to study a two mile radius around each community regarding land use and revenue sharing. The first steering committee meeting will be June 7. Mr. McRae left at 5:57.

  2. 6:00 – Avery Guise asked council for a donation toward his Provincial Ball Hockey team trip to Medicine Hat. Council discussed further after Mr.Guise left.

MOVED by Councillor Guise to donate two hundred dollars to the Blue Devils Ball  Hockey team trip. CARRIED 05/18/97

  1. 6:05 – Theresa Boudreault – FCSS Report : Seniors week activities June 3-9.     Request to borrow Village flag for FCSS functions.

Trauma Drama very successful – 150 grade nine students.

Babysitting course – June 15

Updating evacuation kits

Regional Transportation – final recommendations expected in June. Will likely be two trips per week to town for those requiring.

FCSS would like to add information to Village newsletters

Parentlink using Rae Dolemo Park weekly.

  1. 6:30 –Dave Gallant – RCMP Report : Sergeant Gallant reported that our overall calls are down over 50%. Local issues were discussed with visibility being the main focus for proactive prevention.


 5. Meetings Attended:

Councillor Guise attended a SPPARC meeting and advised that costs are much higher for a patient without a family physician.

Mayor Peterson attended a Pioneer Home Board meeting and advised that the current contractors for the new addition are in receivership.

CAO Gayton attended the following meetings :

- May 17 - meeting with Brad the reporter regarding the budget

             - meeting with Richard Villeneuve regarding road repair, street sweeper, and joint initiatives – not using paver so Wembley and Hythe can share it 50/50

- May 24 – SPPARC meeting – resulted in a large task list.


6.  Correspondence:

a) Hythe Community Centre – request for donations – received as information.

b) Recreation and Parks Conference – received as information.


7.  Other Business & Information:

a) Nomination Day Report – CAO Gayton explained the process and reviewed Section 31 of the Local Authorities Election Act.

b) Comments from assessor Adele Johnson regarding the minimum tax – received as information.

c)Farmland agreement with Barry Evaskevich – presented as information.

d)Bylaw # 536 – 2018 Mill rate bylaw

MOVED by Mayor Peterson to give bylaw # 536 first reading. CARRIED 05/18/98


MOVED by Councillor Guise to give bylaw # 536 second reading. CARRIED 05/18/99


MOVED by Councillor Smith to consider bylaw # 536 for third reading at this meeting. CARRIED UNANIMOUSLY 05/18/100


MOVED by Councillor Hewitt to give bylaw # 536 third reading. CARRIED 05/18/101                                                                                 

       

8. Members Business

  • Councillor Guise had a list of concerns including : mowing of boulevards and village properties, dirt pile by Glas house, loose asphalt and concrete on curb by pool, a broken no parking sign as well as a couple of broken business signs on edge of Village. He would also like it cleaned up behind the arena.

  • Councillor Hewitt suggested landscaping low area by tourist booth when dry. He also suggested a racetrack clean-up, inquired on progress of campsite water and sewer and culverts affected by flooding.

  • Mayor Peterson advised the first beautification committee meeting would be held May 29, 2018 at 7 p.m. He also updated council on contract discussions with Swamp Donkey re: lagoon effluent. He is checking on costs to renovate old Oakfords Hardware building to possibly use for a business incubator. The Village now has tattoos for kids for school functions and the fair.

  • Council is planning to drive to Spirit River to see what they have done with their old swimming pool.

  • Council discussed a previous offer to buy land from Alberta Health Services.


MOVED by Mayor Peterson to rescind offer to Alberta Health Services. CARRIED 05/18/102


MOVED by Councillor Guise to change electrical, install valves and test lines at the arena and to carry the costs. CARRIED 05/18/103                                      


CAO Report : Verbal

CAO Gayton will be in need of a day set aside specifically for MSI grant applications.

Revamping the arena operations is being taken into consideration. Council considered a proposal for an arena manager.

9. MOVED by Councillor Smith to go in camera at 9:30 pm. CARRIED 05/18/104


While in camera council discussed:

  1. KMSC Law – re: CNRL

  2. Public Works staff changes


MOVED by Councillor Guise  to go out of camera at 10:08. CARRIED 05/18/105


MOVED by Councillor Smith to adjourn meeting. CARRIED 05/18/106


Time of adjournment was 10:09 p.m.  



MAY 14 , 2018

Councillors:  Ed Smith

                    Craig Hewitt

                   Bill Guise

CAO: Greg Gayton


Recording Secretary Rhonda Tofteland

1. It was noted that the Mayor and Deputy Mayor were both absent. Councillor Hewitt volunteered to chair the meeting. He called the meeting to order at 5:34 p.m.  


2. Minutes of the April 23, 2018 regular Council meeting

MOVED by Councillor Hewitt that the minutes of the April 23, 2018 regular Council meeting be approved as presented. CARRIED 04/18/72


 2a) Minutes of the April 27, 2018 special Council meeting

 MOVED by Councillor Hewitt that the minutes of the April 27, 2018 special Council meeting be approved as presented. CARRIED 04/18/73


 2b) Minutes of the April 30, 2018 special Council meeting

MOVED by Councillor Hewitt that the minutes of the April 30, 2018 special Council meeting be approved as presented. CARRIED 04/18/74


3. Business arising from the Minutes:


4.  Representation:

    a. 5:34- Sergeant Rempel , Constable Donecz and Kathleen Turner from County Enforcement Services Division presented the annual report to council and discussed many of council’s concerns such as :

            -priorities for bylaw enforcement

            -clarification of unsightly premises definitions

            -options regarding CN Rail ( Cnst.Donecz to look into and advise )

Enforcement Services is currently working on an updated and more inclusive Community Standards Bylaw which will cover many aspects of community issues such as unsightly premises, graffiti, and bullying. The Village will be kept updated on the progress of this bylaw and be able to amend and adopt as well. The current hold up on the bylaw is clarification surrounding the new cannabis legislation and how to incorporate it into the bylaw as well. The Village is considering preparing an interim bylaw to serve until the County concludes their process.


b. 6:00 – Stan Wall from Oasis RV Park requesting permission to apply calcium on the municipal road west of his campsite for dust control. Council had no objections.

c. 6:30 – Public works Supervisor Steve Rawlyk and Assistant Travis Peterson presented council a list of activities undertaken, completed and in progress.

    Public works ( with assistance from CAO ) will be applying to disaster services grant for culvert repairs due to flooding.

     

      Public Works Activity Report – April 23 – May 14, 2018

  • Flood management

  • No parking, school, stop and yield signs installed

  • Grand Marshall parking lot and street graveled

  • Legion road graded and graveled

  • Start signage at Hommy’s

  • Haul topsoil to yard

  • Sweep lawns

  • Repair lawns

  • Remove and store sander unit

  • Steam all equipment

  • Regular water tests ( daily/weekly )

  • Turned on water at campground, thawed sewer line and waiting for power to be reenergized

  • One calls done re: campground

  • Met with water/sewer contractor at campground

  • Painted some crosswalks


5. Meeting Attended:

Councillors Hewitt, Guise and Smith attended brief meetings for Disaster Declaration and rescindment of the Declaration.


CAO Gayton attended the following meetings :

-April 26-Local Authorities Pension Plan Seminar

-April 26-EOC in Sexsmith

-May 5-Recreation Board Meeting

-May 5-Updated Councillor Waddy on flooding near the old landfill east of the Village

-May 7-Ben Boileau re: campground servicing

-May 9-Disaster Recovery Grant meeting with the province. The Village has 90 days to apply

-May 9-Meeting at the ISL office re: IMDP discussion summary

-May 10-County Enforcement re: council meeting

-May 10-Dan Sindia ( Teare Creek )-reviewed account balance

-May 10-ATB re: bank account options

-May 10-Albright re: air conditioning for office and library


6.  Correspondence:

a) Letter from Agricultural Fair Committee requesting a donation.

MOVED by Councillor Guise to donate five hundred dollars. CARRIED 05/18/75


b)Letter from requesting appointment of weed inspectors.

MOVED by Councillor Hewitt to appoint Kirsten Rodacker, Tiffany Petkau and Tracelle Hinze as weed inspectors. CARRIED 05/18/76


c) Subdivision referral notice – for information


d) Beaverlodge Victims Services – request for donation to annual golf tournament.

MOVED by Councillor Guise to donate a prize. CARRIED 05/18/77


e) Bids for mowing of large areas within the Village.

MOVED by Councillor Hewitt to accept the bid from Daylight Lease Maintenance Inc. CARRIED 05/18/78

Suggestion was made to approach the County regarding funding of cemetery mowing.


f) Campground picnic tables – Councillor Guise advised of costs and expected delivery date. Councillor Hewitt will get a cost estimate for firepits and firepit lids in the campground.


 7. Other Business & Information:
a) Spring runoff flooding – tabled for next meeting.


b) Appointment of Deputy Mayor-Committee appointments

    MOVED by Councillor Guise for Councillor Hewitt to be Deputy Mayor. CARRIED 05/18/79

    MOVED by Councillor Hewitt for Councillor Smith be appointed to the Library Board. CARRIED 05/18/80

    MOVED by Councillor Hewitt for Councillor Guise to be appointed to SPPARC. CARRIED 05/18/81


c) Office/Library renovations.

     MOVED by Councillor Hewitt to accept quote from Albright Refrigeration for air conditioner for office and library subject to clarification on model type. CARRIED 05/18/82


d) MOVED by Councillor Smith for nomination day to be May 28, 2018. CARRIED 05/18/83


e) Sidewalk quote for in front of Glas house – tabled for a second quote.


f) Spring Clean-up – Council decided to extend hours to seven p.m. and suggested a two day cleanup      ( May 25 & 26 ) when items can be picked up from residents.


g) Grant for employee safety training – received as information – two year program.


h) County or Grande Prairie Subdivision Services – received as information.


i) City of G.P. joint workshop -

    MOVED by Councillor Guise to take part. CARRIED 05/18/84


j) RCMP supper – received as information.


k) Appointment of library board members and auditor-

MOVED by Councillor Guise to appoint Elaine Werk and Tanya Lowen to the library board. CARRIED 05/18/85

MOVED by Councillor Hewitt to appoint Valerio Duarte as auditors for the Hythe Municipal Library. CARRIED 05/18/86


l) Bylaw # 535 – 2018 Mill rate bylaw

MOVED by Councillor Hewitt to give bylaw # 535 first reading. CARRIED 05/18/87

MOVED by Councillor Smith to give bylaw # 535 second reading. CARRIED 05/18/88

MOVED by Councillor Hewitt to consider bylaw # 535 for third reading at this meeting. CARRIED UNAMIMOUSLY 05/18/89

MOVED by Councillor Guise to give bylaw # 535 third reading. CARRIED 05/18/90

                                                                                     

8. Members Business

  • Councillor Guise advised a couple of people are interested in the cover off the swimming pool. CAO Gayton will place an ad in the paper that the Village is taking offers. He also suggested the Community Center needs to clean and keep up their property. CAO Gayton will talk to the secretary of the Community Center.

  • Councillor Smith suggested the Elks Park acquire a swing set. CAO Gayton informed Council that the Elks club have purchased one. They are just trying to get some volunteers to install it.

  • Councillor Hewitt inquired as to the status of the AHS property. He also suggested all follow-up items have a deadline.


          CAO Report : Verbal

  • Quote received from Nodes Construction for culvert repairs due to flooding – should be eligible for financial assistance. Deferred until Mayor Peterson’s return.

  • Suggested donation for a gathering in memory of Dr Lee, a previous long time doctor in the Village who is being interned in the Hythe Cemetery on June 5, 2018.

MOVED by Councillor Smith to donate $150.00 CARRIED 05/18/91

  • Peter Wolf property ( 10303 105 Ave.) was sent a letter regarding hazardous chemicals on his property (as advised by Fire Chief Woloszyn). Mr. Wolf has since complied.

  • Campground needs to be checked for ground water levels as requested by the service installer. This will be completed May 15, 2018.

  • Presented terms of reference for a beautification committee. Some changes were made.


9. MOVED by Councillor Smith to go in camera at 9:42 pm.         CARRIED 05/18/92


While in camera council discussed:

  1. CNRL progress update

  2. Management letter - MNP

  3. Employee issues

    

    MOVED by Councillor Smith to go out of camera. CARRIED 05/18/93


    MOVED by Councillor Hewitt to hold a special meeting upon the return of the Mayor from vacation. CARRIED 05/18/94


    MOVED by Councillor Guise to adjourn meeting. CARRIED 05/18/95


The meeting adjourned at 10:35 p.m.




APRIL 23 , 2018

Present:

Councillors:  Ed Smith

Craig Hewitt

Bill Guise

CAO: Greg Gayton


Recording Secretary Rhonda Tofteland

1. It was noted that the Mayor and Deputy Mayor were both absent. Councillor Hewitt volunteered to chair the meeting. He called the meeting to order at 5:32 p.m.  

2. Minutes of the April 9, 2018 regular Council meeting


MOVED by Councillor Guise that the minutes of the April 9, 2018 regular Council meeting be approved as presented. CARRIED 04/18/62

3. Business arising from the Minutes:

Councillor Guise requested Public Works bring log book to meetings.

Councillor Hewitt requested an inventory of vacant lots for next meeting. CAO Gayton noted this was necessary for the minimum tax changes.

CAO Gayton informed council that the grant for one student to man the tourist booth was approved. Council requested to have a senior resident to be with the student as they would have the historical background for information purposes. CAO Gayton will speak with historical society members to gauge interest.


4.  Representation:

a) 5:35 -  Meyers Norris Penny representatives Jenna Rosvold and Lauren Lojczyc presented the 2017 Financial Statements. Ms.Rosvold gave council a detailed presentation.


MOVED by Councillor Hewitt to accept 2017 Financial Statements as presented. CARRIED 04/18/63

Ms. Rosvold and Ms. Lojczyc left at 6:00


b) 6:00 - Hythe Athletic Association representatives Lane Flaten and Renay Morgan updated council on the status of the arena.

Multiple leaks in floor have been detected via pressure testing. A second test when weather warms will be performed as well. Approximately $1500.00 worth of valves (not including  labour ) were installed.


Councillor Guise suggested the entire floor may need to be redone which would require significant fundraising. He will check into possible options and estimates for the required work involved.


A further suggestion was made to combine the two transformers at the arena into one as the cost for each is approximately $1500.00 per month. The cost to combine the transformers would be approximately $23,000.00. The association does not currently have the required funds available for this project.


The Association representatives also requested the Village take over bookkeeping for the association as well as the Agricultural Society plus staff supervision.


Council decided to discuss further in camera later on the agenda.

Ms. Morgan and Mr. Flaten left at 6:22.


c) 6:24 -  FCSS Coordinator – Teresa Boudreault – Ms. Boudreault updated council on programs being operated by FCSS. Topics covered included:

- Home alone course went well with ten attendants.

-Approximately 130 tax returns have been done to date.

-Meeting with Finance Minister Ceci, April 25 to discuss senior benefits and financial cuts.

-Will be looking for a Play Castle Facilitator.

-Volunteer supper went well but low numbers.

-Partnering with Healthy Families and Babies Best Start – HF is here every Tuesday morning and BBS is here bi-weekly.

-The County is looking for support for a $5000 grant regarding homelessness.

-Rural transportation meetings have gone well and should have a decision in June.

Ms.Boudreault left at 6:37.


d) 6:38 - Darcy Guise – Mr. Guise inquired as to the possibility of starting up a ball hockey league for young people in Hythe and area. Council had no issues and advised Mr. Guise to contact the Athletic Association and check into requirements needed to set up a ball hockey association.

5. Meeting Attended:

Councillor Hewitt attended a Community Futures meeting regarding loan guarantees as well as attended and assisted with the Community Volunteer Appreciation Supper.


Councillor Guise attended a Regional Landfill meeting where a budget review was discussed. He was also in contact with KSC Law regarding the CNRL road. The county was contacted regarding a culvert at the access to the CNRL road. Councillor Guise also attended and assisted with the Volunteer Supper.


CAO Gayton attended the following:

    -Asset Management Workshop

    -Budget meeting

    -Regional Landfill meeting

    -Volunteer supper

    -GPREP meeting

    -Tourism Association meeting

    -Street Assessment meeting – streets will need to be swept before a proper assessment can be done.

6.  Correspondence:

a) Mayor Bill Given – Invitation to Inter-faith breakfast


b) Inter-Municipal Development Plan – two representatives were requested.


MOVED by Councillor Smith to appoint Mayor Peterson and Councillor Hewitt to the  Intermunicipal Development committee. CARRIED 04/18/64


c) Letter of Resignation – Council regretfully accepted Councillor Sipe’s letter of resignation and requested a plaque be ordered to thank Councillor Sipe for his many years of service.


d)Gail Clish – request to have chickens in town. – reviewed and approved with stipulations of a maximum five hens and no roosters. Council discussed similar applications we have had in the past.

MOVED by Councillor Smith to approve the application as presented. CARRIED 04/18/65                                                                                                                         


7.  Other Business & Information:

a) 2018 Municipal Budget – for approval.

MOVED by Councillor Hewitt to approve 2018 operating and capital budget as presented. CARRIED 04/18/66


b) Unsightly Premises Bylaw # 294 presented for information and review.

c) Asset Management Workshop agenda in Peace River presented for information and review.


d) Cheque listing – Cheques # 20180126 – 20180243 reviewed. There was clarification on certain cheques.


e) Mowing, sanding and other miscellaneous contracts discussed;

  • Stan Hanson asked that the Village not perform any work at Hythe Regional School without consultation with himself.

  • CAO Gayton was asked to find out why the Navratil bobcat was hired.

  • Council reviewed staff information concerning invoices for mowing private lots. Discussion regarding mowing rates resulted in an adjustment to current rates.

MOVED by Councillor Smith to set mowing rates at $100.00 per lot. CARRIED 04/18/67


f) Discussion regarding the Meiers property resulted in a flat rate per clean-up charge.

MOVED by Councillor Guise - $400.00 per clean- up. CARRIED 04/18/68


g) Water inspection response letter sent to Glenora Skoreyko presented for information. No response has been received to date.


CAO Report – CAO Gayton presented a verbal report. A draft letter to the Minister of Municipal Affairs was reviewed.

8.  Other matters (members’ business): Council suggestions

  1. Recycle bins need to be more closely monitored

  2. Stop sign missing by arena

  3. Gravel required across from Grand Marshall Inn

  4. Garbage around town should be picked up daily

  5. A representative for a County Regional Grant committee meeting for May 5 at 10 a.m. is required. Councillors will advise in future if any are available.


Mayor Peterson arrived at 8:35. Rhonda Tofteland left at 8:39.


MOVED by Councillor Hewitt to go in camera.          CARRIED 04/18/69

While in camera council discussed:

  1. Regional Landfill Arrangement

  2. Hythe Athletic Association and Hythe Agricultural Society request for assistance

  3. Public Works


11.MOVED by Councillor Guise to go out of camera                       CARRIED 04/18/70


12.MOVED by Mayor Peterson to adjourn meeting @ 10:15 p.m.    CARRIED 04/18/71




APRIL 8, 2018

Present:

Councillors:  Ed Smith

                 Craig Hewitt

                  Bill Guise

CAO: Greg Gayton


Recording Secretary Rhonda Tofteland

1. It was noted that the Mayor and Deputy Mayor were both absent. Councillor Hewitt volunteered to chair the meeting. He called the meeting to order at 5:32 p.m.  

2. Minutes of the April 9, 2018 regular Council meeting


MOVED by Councillor Guise that the minutes of the April 9, 2018 regular Council meeting be approved as presented.          CARRIED 04/18/62

3. Business arising from the Minutes:

Councillor Guise requested Public Works bring log book to meetings.

Councillor Hewitt requested an inventory of vacant lots for next meeting. CAO Gayton noted this was necessary for the minimum tax changes.

CAO Gayton informed council that the grant for one student to man the tourist booth was approved. Council requested to have a senior resident to be with the student as they would have the historical background for information purposes. CAO Gayton will speak with historical society members to gauge interest.


4.  Representation:

a) 5:35 -  Meyers Norris Penny representatives Jenna Rosvold and Lauren Lojczyc presented the 2017 Financial Statements. Ms.Rosvold gave council a detailed presentation.


MOVED by Councillor Hewitt to accept 2017 Financial Statements as presented. CARRIED 04/18/63

Ms. Rosvold and Ms. Lojczyc left at 6:00


b) 6:00 - Hythe Athletic Association representatives Lane Flaten and Renay Morgan updated council on the status of the arena.


Multiple leaks in floor have been detected via pressure testing. A second test when weather warms will be performed as well. Approximately $1500.00 worth of valves (not including  labour ) were installed.

Councillor Guise suggested the entire floor may need to be redone which would require significant fundraising. He will check into possible options and estimates for the required work involved.


A further suggestion was made to combine the two transformers at the arena into one as the cost for each is approximately $1500.00 per month. The cost to combine the transformers would be approximately $23,000.00. The association does not currently have the required funds available for this project.


The Association representatives also requested the Village take over bookkeeping for the association as well as the Agricultural Society plus staff supervision.


Council decided to discuss further in camera later on the agenda.

Ms. Morgan and Mr. Flaten left at 6:22.


c) 6:24 -  FCSS Coordinator – Teresa Boudreault – Ms. Boudreault updated council on programs being operated by FCSS. Topics covered included:

- Home alone course went well with ten attendants.

-Approximately 130 tax returns have been done to date.

-Meeting with Finance Minister Ceci April 25 to discuss senior benefits and financial cuts.

-Will be looking for a Play Castle Facilitator.

-Volunteer supper went well but low numbers.

-Partnering with Healthy Families and Babies Best Start – HF is here every Tuesday morning and BBS is here bi-weekly.

-The County is looking for support for a $5000 grant regarding homelessness.

-Rural transportation meetings have gone well and should have a decision in June.


Ms.Boudreault left at 6:37.


d) 6:38 - Darcy Guise – Mr. Guise inquired as to the possibility of starting up a ball hockey league for young people in Hythe and area. Council had no issues and advised Mr. Guise to contact the Athletic Association and check into requirements needed to set up a ball hockey association.

5. Meeting Attended:

Councillor Hewitt attended a Community Futures meeting regarding loan guarantees as well as attended and assisted with the Community Volunteer Appreciation Supper.


Councillor Guise attended a Regional Landfill meeting where a budget review was discussed. He was also in contact with KSC Law regarding the CNRL road. The county was contacted regarding a culvert at the access to the CNRL road. Councillor Guise also attended and assisted with the Volunteer Supper.


CAO Gayton attended the following:

    -Asset Management Workshop

    -Budget meeting

    -Regional Landfill meeting

    -Volunteer supper

    -GPREP meeting

    -Tourism Association meeting

    -Street Assessment meeting – streets will need to be swept before a proper assessment can be done.

6.  Correspondence:

a) Mayor Bill Given – Invitation to Inter-faith breakfast


b) Inter-Municipal Development Plan – two representatives were requested.

MOVED by Councillor Smith to appoint Mayor Peterson and Councillor Hewitt to the  Inter-municipal Development committee. CARRIED 04/18/64


c) Letter of Resignation – Council regretfully accepted Councillor Sipe’s letter of resignation and requested a plaque be ordered to thank Councillor Sipe for his many years of service.


d) Gail Clish – request to have chickens in town – reviewed and approved with stipulations of a maximum five hens and no roosters. Council discussed similar applications we have had in the past.

MOVED by Councillor Smith to approve the application as presented. CARRIED 04/18/65                                                                                                                         


7.  Other Business & Information:

a) 2018 Municipal Budget – for approval.

MOVED by Councillor Hewitt to approve 2018 operating and capital budget as presented. CARRIED 04/18/66


b) Unsightly Premises Bylaw # 294 presented for information and review.

c) Asset Management Workshop agenda in Peace River presented for information and review.


d) Cheque listing – Cheques # 20180126 – 20180243 reviewed. There was clarification on certain cheques.


e) Mowing, sanding and other miscellaneous contracts discussed;

  • Stan Hanson asked that the Village not perform any work at Hythe Regional School without consultation with himself.

  • CAO Gayton was asked to find out why the Navratil bobcat was hired.

  • Council reviewed staff information concerning invoices for mowing private lots. Discussion regarding mowing rates resulted in an adjustment to current rates.

MOVED by Councillor Smith to set mowing rates at $100.00 per lot. CARRIED 04/18/67


f) Discussion regarding the Meiers property resulted in a flat rate per clean-up charge.

MOVED by Councillor Guise - $400.00 per clean- up. CARRIED 04/18/68


g) Water inspection response letter sent to Glenora Skoreyko presented for information. No response has been received to date.


CAO Report – CAO Gayton presented a verbal report. A draft letter to the Minister of Municipal Affairs was reviewed.

8.  Other matters (members’ business): Council suggestions

  1. Recycle bins need to be more closely monitored

  2. Stop sign missing by arena

  3. Gravel required across from Grand Marshall Inn

  4. Garbage around town should be picked up daily

  5. A representative for a County Regional Grant committee meeting for May 5 at 10 a.m. is required. Councillors will advise in future if any are available.


Mayor Peterson arrived at 8:35. Rhonda Tofteland left at 8:39.


MOVED by Councillor Hewitt to go in camera. CARRIED 04/18/69

While in camera council discussed:

  1. Regional Landfill Arrangement

  2. Hythe Athletic Association and Hythe Agricultural Society request for assistance

  3. Public Works


11.MOVED by Councillor Guise to go out of camera. CARRIED 04/18/70


12.MOVED by Mayor Peterson to adjourn meeting @ 10:15 p.m. CARRIED 04/18/71


APRIL 9 , 2018

Present: Mayor Brian Peterson

Councillors:  Ed Smith

Craig Hewitt

        Bill Guise

Lyle Sipe


CAO: Greg Gayton

Rhonda Tofteland-recording secretary
   Public Works-Steve Rawlyk - Public Works Supervisor

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


  1. Public works presented an Line of Business chart explaining activity breakdowns per employee.

Discussion ensued regarding snow drifts on streets, sidewalks, cleaning out curbs for drainage and culverts. Council also asked about water audit adjustments and future use of old firehall. Mr. Rawlyk informed that they would use the old firehall for mowing equipment and that the water inspection responses were coming along well.

Public Works Supervisor Steve Rawlyk left the meeting at 5:57

Council would also like public works to have a daily log book available for review by CAO.

3. Minutes of the March 26, 2018 regular Council meeting


MOVED by Councillor Sipe that the minutes of the March 26, 2018 regular Council meeting be approved as presented.           CARRIED 04/18/52

4. Business arising from the Minutes: no business arising.


5. Meetings Attended:

Councillor Sipe attended a Library meeting, the Inter-municipal meeting and also worked a casino for the Pioneer Home.

Councillor Smith and Councillor Guise also attended the Inter-municipal meeting.


Mayor Peterson attended a mayor’s meeting regarding inter-municipal agreements, and a Fire Chiefs meeting regarding the new radio system, noting that there will be no funding from the County. He also worked a casino for the Pioneer Home and attended the Inter-municipal meeting.


CAO Gayton along with Steve Rawlyk met with Swamp Donkey regarding effluent usage following up with phone calls to Alberta Environment and another municipality that had sold effluent. He also met with public works regarding water operations response for Glenora Skoreyko’s report.
CAO Gayton also organized and attended the Intermunicipal meeting.

    

6.  Correspondence:

a) GPREP – Regional Hazard Identification – received as information


b) Municipal affairs MAP (Municipal Accountability Program)– received as information


c) Municipal World subscription –
MOVED by Councillor Sipe made a motion to purchase two subscriptions. CARRIED 04/18/53


d) Letter from Town of Wembley – received as information


e) Peace Library System- request for meeting. It was decided to add them to a future meeting agenda.


    7. Other Business & Information:

a)County Subdivision Referral – received as information – no concerns


b)  Minimum Tax – lengthy discussion ensued regarding whether to raise the minimum tax rates.The following are the results :


MOVED by Mayor Peterson to increase the residential occupied minimum tax to $700.00 per year to be reviewed annually.          CARRIED 04/18/54


MOVED by Councillor Smith to increase the vacant residential tax to $800.00 per year to be reviewed annually.           CARRIED 04/18/55


MOVED by Councillor Hewitt to increase the commercial minimum tax to $800.00 per year to be reviewed annually.          CARRIED 04/18/56


MOVED by Councillor Hewitt to increase the vacant commercial minimum tax to $1000.00 per year to be reviewed annually.           CARRIED 04/18/57


Council discussed how to spend the new tax dollars as a result of this increase. Some ideas were beautification incentives / rebates as well as incentives / rebates for demolishing old building, cleaning up derelict yards, etc.


c) Budget Update – MSI operating grant up to $99,000.00 -suggestions for usage included new fire department radio system and cemetery software. Presented as information

It was decided to have an extra budget meeting Monday, April 16 at 5:30. Supper will be provided.


d) Stantec – (IFC) Inter-municipal Collaboration Framework Development – a recommendation was made to have a copy available for council perusal. Mayor Peterson commented further on the IFC process


e) CNRL proposed sour gas battery located at 06-08-73-10-W6 -received as information – no concerns.


f) Hythe Cemetery – an application to the County of Grande Prairie for cemetery improvement funding was presented as information and background. Deb Balderston had prepared the application.


CAO Report


       a) A lot of time spent on pension plan and database administration.

b) Grant for STEP program was declined – as a result, the advertisement for two student summer workers will be changed to one.

c) SPPARC Doctors recruitment committee – a suggestion was made by CAO for one Councillor to also attend these quarterly meetings.
                                         

MOVED by Mayor Peterson appointed Councillor Sipe to attend the SPARC quarterly meetings.          CARRIED 04/18/58

  1. An ACP grant application has been submitted for safety training – unknown result to date.

    Volunteer supper notes – pulled pork, salad, buns and dessert. Councillor Sipe to MC – doors open at 4:30. Votes were counted for the Ken Brandsater Memorial Volunteer of the Year Award. The winners are The Hythe Thrift Shop staff.


  1. Other matters (members’ business):


a. Concerns were raised regarding the apparent issues with the Pioneer Home Expansion. Mayor Peterson explained the situation.

b. Discussion regarding the Alberta Health Services empty lot.

c. A staff report for things such as mowing was requested. CAO will try to have a memo for the May meeting.

d. The possibility of getting the Historical Society or some seniors to man the tourist booth was discussed

e. Suggestion was made to have a County by-law officer attend a Council meeting to discuss unsightly premises enforcement.

MOVED by Mayor Peterson to go into camera at 8:45.          CARRIED 04/18/59


9.  In Camera

a) While in camera, council discussed several business proposals as well as an access agreement with CNRL.


MOVED by Councillor Sipe to go back into open session.        CARRIED 04/18/60

  1. Adjournment
    MOVED by Councilor Smith that the meeting be adjourned.          CARRIED 04/18/61
                                                                                                 

Time of adjournment was 9:29 p.m.



MARCH 26, 2018 

Present: Mayor Brian Peterson

Councillors:  Ed Smith
Craig Hewitt
Lyle Sipe

CAO: Greg Gayton
         A delegation from Canadian Fibre Optic Ltd.

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

MOVED by Mayor Peterson to go into camera with the delegation from Canadian Fibre Optics.          CARRIED 03/18/43
While in camera, Council discussed a possible business arrangement.

MOVED by Councillor Smith to go back into open session.          CARRIED 03/18/44

Council went back into open session at 6:33 p.m.
Council then met with Dennis Hussey and Peter Ho from Beairsto & Associates Engineering. Dennis Hussey and Peter Ho discussed the proposal for Asset Management Application. Beairsto will charge $5,000.00 for preparation of the application. If it is successful there would be grant funding available to the Village, based on an 80/20 cost sharing agreement. This grant funding would be used to provide a comprehensive Asset Management Plan for the Village.
Mayor Peterson indicated that Council would discuss a decision on that later on in the meeting.

Council also met with Beairsto to review the sewer rehabilitation program. Dennis Hussey distributed some information on where the rehabilitation program was at. Phase five is due to be done this summer. There was some discussion about the technical aspects of relining sewer mains as opposed to excavating and replacing sewer mains. Dennis Hussey promised to provide Council with a small cross section of actual sewer pipe for promotional purposes.
Dennis Hussey and Peter Ho left the meeting at 6:55 p.m.

2. Minutes of the March 12, 2018 regular Council meeting

  MOVED by Councillor Sipe that the minutes of the March 12, 2018 regular Council meeting be approved as presented. CARRIED 03/18/45

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


4.  Representation:  
a) Canadian Fibre Optic – 5:30 p.m. (in camera) - see above
b) Beairsto & Associates – 6:00 p.m. – see above

5.  Meeting Attended:
Council reviewed the meeting they had attended from March 12, 2018 – March 26, 2018.

6.  Correspondence:

a) AEP waterworks – inspection report
Council reviewed the annual inspection reports from Alberta Environment, regarding the Willowgrove system and the Well 1 system in Hythe. Council was concerned about some of the problem areas identified in the report. It was noted that the inspector had required an action plan from the Village to be completed by April 15, 2018. Council provided some comments on what should be in that action plan.
CAO will report back to Council when the action plan is completed.

b) Asset Management workshops
CAO indicated that he would book himself into some Asset Management Training on April 11, 2018 in Peace River, and on May 24 & 25, 2018 in Grande Prairie.

c) Arena water test
Council reviewed the water test from the Hythe Arena. There was some question as to which well at the arena the sample was taken from. Councillor Sipe commented that it had been a long-standing problem with the water well at the arena, that the sodium levels were too high, and this has negatively affected the ice quality.
Staff will work with the Hythe arena in terms of reviewing measures to lessen the amount of sodium.


7.  Other Business & Information:

a) Safety Code administration agreement

Council reviewed the formal agreement for the Safety Codes Administration. This governs building permits, plumbing permits, electrical permits with in the Village of Hythe. There was some discussion about how these services are advertised and promoted on the web sites of the Village and the County. Council felt that the Villages development permit could possible contain a bit more information about what was required for County building permits.

MOVED by Councillor Smith to approve the Safety Codes Administration agreement with the County of Grande Prairie for a five-year term.          CARRIED 03/18/46

b) Subdivision & Development Appeal Board agreement
Council reviewed a proposal from staff to change the way Subdivision & Development permit appeals are heard. Staff felt that it would be more appropriate to change that responsibility to a regional board. This would ensure that the appeal board would be experienced in dealing with appeals and have the proper training needed to sit on a board of that nature.

MOVED by Mayor Peterson to approach the County of Grande Prairie regarding administration of the Subdivision & Development Appeal Board.          CARRIED 03/18/47

c) ATCO – LED lighting
Council reviewed a proposal from ATCO to convert all the street lights in town from high pressure sodium lighting to LED lighting. This would have the effect of reducing the power consumption from the street lights and modernizing the street light infrastructure. It would also give more flexibility in future development and use of the street lighting system.
Councillor Smith and the CAO had met with ATCO on this in March. They noted that there were some changes in the structure of the arrangement between the Village and ATCO, however, the net cost to the Village is approximately $230.00 per year to make the complete conversion to LED lighting.

MOVED by Mayor Peterson to approve the change for a conversion to LED street lighting as requested by ATCO.          CARRIED 03/18/48

d) Education taxes – 2018
Council reviewed the 2018 Education taxes, as announced on the provincial budget announcement on March 22, 2018. The education taxes had stayed at much the same level as last year. That data was received for information.

e) AUMA – provincial budget
CAO provided Council with some detail on the 2018/19 provincial budget. This was received for information.

f) Minimum Tax research
Council reviewed a package of information from staff regarding minimum tax and how it would affect various rate payers in the Village. There was a thorough discussion about the various options available to Council in terms of setting a minimum tax. Once the discussion on residential minimum tax was completed, Council then gave some consideration to how commercial minimum tax should be levied and structured.
Council felt that the matter should be decided when all Councillors are present. So it was decided to table the matter until Councillor Guise is available.

CAO report –
CAO noted that Holly Sorgen would be available for the community supper on April 18, 2018. There was some discussion on what we want Ms. Sorgen to do at the supper. The conclusion was that Council would give an update on what the strategic plans had provided for input, and then Holly would help and try and draw some feedback from the crowd. In terms on what their thoughts and comments are regarding the strategic plan.
Council reviewed the March Council information newsletter and made one change.
Council requested that the Public Works Supervisor look into some GPS equipment for the front-end loader. In was noted that Brandt Tractor sells a new GPS system called a Trimble System, this system is becoming widely used in this industry.

8.  Other matters (members’ business):
There was some discussion about Randy Orr’s residence and what could be done in terms of bylaw enforcement. Council then had a discussion about unsightly premises.
There was a suggestion that the Oakford building could use some sandblasting and a new coat of paint, to help its resale value. Staff will look into that further.

Council discussed the Asset Management program as presented by Beairsto. Councillor Sipe was brought up to speed on the intent of the entire process and the levels of expenditures involved. Council was in favor in proceeding with this program.

MOVED by Councillor Hewitt to go into camera.          CARRIED 03/18/49


9.  In Camera
a) Canadian Fibre Optics Ltd. – in camera earlier in the meeting.
b) Community Futures – Loan guarantees

While in camera, Council discussed proposal from Community Futures regarding loan guarantees.


MOVED by Councillor Sipe to go back into open session.          CARRIED 03/18/50


10.  Adjournment
MOVED by Councilor Smith that the meeting be adjourned.         CARRIED 03/18/51
                                                                                             

Time of adjournment was 10:12 p.m.



MARCH 12, 2018 

Present: Mayor Brian Peterson Councillors:  Ed Smith

Craig Hewitt

CAO: Greg Gayton

    Steve Rawlyk – Public Works Supervisor
    Nick Lapp – Director of Planning and Development for the County of Grand Prairie
    Rob Renschier – Safety Codes Manager for the County of Grande Prairie

1. Mayor Peterson called the meeting to order at 5:59 p.m.  

Council met first with Mr. Lapp and Mr. Renschier, they were there to discuss the renewal of the five-year agreement for Safety Codes Services with the County of Grande Prairie. The agreement had expired in December of 2017.
When Council had reviewed the matter earlier there was some discussion about the $85.00 per square foot charge for modular development. Councillor Smith noted that he had many discussions with the County about the building permit charges for basement development. Rob Renschier explained that building permit charges are an ongoing issue of discussion between the County and developers. Developers tend to understate the value of what they are building in order to qualify for a lower building permit fee, so the County has set a set of standards for building permit fees in order to standardizes the system. However, the County does provide an appeal process so that if private citizens and developers can prove that they have built a building for less than the standardized rates prescribe, then the building permit rates will be adjusted to reflect the actual cost of construction.
Councillor Smith commented that it was appreciated that the County had this flexibility to adjust their permit rates. He felt that applicants should be advised of this process before hand and it should be well known that the County rates have some flexibility.
Council then discussed the building permit fees. CAO advised that the permit fees revenue had been approximately $1,000.00 per year.
Council will review the matter for renewing the agreement at the next regular Council meeting, March 26, 2018.

Nick Lapp and Rob Renschier left the meeting at 6:20 p.m.

Council then met with Public Works Supervisor, Steve Rawlyk.
Mr. Rawlyk reviewed the water analysis reports and other issues arising from the annual inspection, which had been held on March 7, 2018. Travis Peterson had been scheduled to attend this Council meeting but was unable to make it.
There was some discussion about the chemicals in our water as noted in the annual analysis. Council and staff discussed doing the drinking water test more than once per year.
The CAO will forward Alberta Environment’s written inspection to council when that report is received.
Council and Mr. Rawlyk then discussed some routine Public Works matters.

Steve Rawlyk left the meeting at 6:44 p.m. Jacob Elias joined the meeting at this time.

Council discussed the lease arrangement with Mr. Elias, a six month lease he is presently operating under expires on March 31, 2018.
There was some discussion about the way the power and gas were presently set up in the old fire hall. Council reviewed the insurance requirements on the property. Mr. Elias provided evidence that he had contents coverage in the building. However, there was no liability insurance noted in the policy.
Mayor Peterson advised Mr. Elias that Council was looking into other options for the use of the building.

Jacob Elias left the meeting at 7:04 p.m. Fire Chief Ed Woloszyn joined the meeting at this time.



Chief Woloszyn noted that he was still working on the radio project. Following some discussion at the Fire Chief’s meeting, there was a change in plans. The Fire Chiefs decided that it would make more sense to lease radios from Vector, rather than purchasing them. They are looking at twelve hand held, two for the units and one at the base for a total of fifteen radios.
The annual cost for the lease is $17,000.00 per year. Chief Woloszyn requested that the Village consider a contribution of $10,000.00 for the radios.
There was some discussion about other fundraising options. Council inquired about fundraising from the oil companies. Traditionally companies like Encana and Alliance Pipeline have been supportive of community initiatives.
Ed Woloszyn left the meeting at 7:30 p.m.

There was a brief recess and the meeting was called back to order at 7:35 p.m.

MOVED by Mayor Peterson to give Jacob Elias two months’ notice to vacate the old fire hall.           CARRIED 03/18/37

As Mr. Elias lease expires on March 31, 2018, two months’ notice would require that he vacate the premises by June 1, 2018

Council discussed the request from the Fire Chief, regarding the radios. The CAO was given some direction on that matter and will talk to the Fire Chief further.

Having finished with representation, staff and Council reported on meetings attended.

2. Minutes of the February 26, 2018 regular Council meeting


MOVED by Councillor Hewitt that the minutes of the February 26, 2018 regular Council meeting be approved as presented.          CARRIED 03/18/38

3. Business arising from the Minutes:


4.  Representation:  
a) Travis Peterson/Steve Rawlyk – water/sewer presentation – 5:30 p.m. – See above.
b) Ed Woloszyn – Fire Department Radios – 6:00 p.m. – See above.
c) Jacob Elias – old firehall lease – 6:30 p.m. (in camera) – See above.

5. Meeting Attended:
Council reviewed the meeting they had attended from February 26, 2018 – March 12, 2018.

6.  Correspondence:

a) Shannon Holland – request to keep chickens
Council reviewed a letter from Shannon Holland regarding a request to keep chickens on her property.

MOVED by Mayor Peterson that Shannon Holland be permitted to keep a limit of five chickens with no roosters. Council reserves the right to revoke the approval of the chickens if there are complaints from the neighbors.          CARRIED 03/18/39


   7. Other Business & Information:

a) General Ledger – 2017-year end trial balances
CAO reviewed some information on the 2017 financial year. This included actual year end expenditures and revenues as compared to budget. It was noted that there were still some difficulties in the format in Muniware for reviewing this. Staff will work on that.

b) Minimum tax bylaws – staff memo
Council reviewed some minimum tax bylaws from other communities. Council requested that staff prepare some detailed reporting for the next meeting on how varying rates of minimum tax would affect the households and businesses in Hythe.

c) Progress report – transit study – received for information
d) Bylaw #527 Arena loan – received for information
e) South Peace Rural Community Learning – received for information
f) Plotbox software – received for information

g) Community Standards Bylaw – staff memo
Council reviewed some Community Standards Bylaws from other communities.

h) Beairsto and Associates Asset Management
Council reviewed a proposal from Beairsto and Associates regarding Asset Management programs.
Asset Management programs may be an important component in obtaining federal capital funding in the future. Council was advised that Beairsto would like to meet with Council on this matter. Council advised that they will accept a delegation at the next meeting on March 26, 2018.

  1. Other matters (members’ business):

    MOVED by Mayor Peterson to go into camera.          CARRIED 03/18/40


9.  In Camera

a) Lease agreement – old firehall
b) Warmax agreement
c) Beaverlodge Hospital meeting – no attachment

While in camera, Council discussed reviewed an existing agreement with Warmax regarding a property tax concession and discussed an upcoming meeting regarding the Beaverlodge Hospital.


MOVED by Councillor Smith to go back into open session.          CARRIED 03/18/41

  1. Adjournment
    MOVED by Councilor Hewitt that the meeting be adjourned.          CARRIED 03/18/42
                                                                                                 

Time of adjournment was 11:03 p.m.




FEBRUARY 26, 2018 

Present: Mayor Brian Peterson
Councillors:  Ed Smith
Craig Hewitt
CAO: Greg Gayton
Teresa Boudreault – FCSS Coordinator

1. Mayor Peterson called the meeting to order at 6:05 p.m.  
The meeting had been rescheduled for an hour later to accommodate work schedules.

Council began with the report from the FCSS Coordinator.
Teresa reported that she had just completed a babysitting course.
Alliance Pipeline had contributed $2,500.00 to use towards safety programs, and she used some of that funding for the babysitting course.  
She then spoke on her work with the Regional Traffic Safety Coalition. The Traffic Safety Coalition obtains grants to do educational seminars related to safety. They are hosting bike rodeo’s and have put on an All-terrain Vehicle Safety course.
Teresa noted that the South Peace Learning Council was interested in what courses were requested in Hythe.  CAO requested that Teresa forward some information on what SPRL has hosted in the past. Council will consider this at a future meeting.

There was some discussion about regional transportation issues. It was noted that in addition to the regional transportation study that is presently being done through Alberta Community Partnership grant, there is now a Provincial program that was recently announced. Further discussion centered around what Hythe needs to be part of a Regional Transportation system. It was noted that any bus services should be done on a scheduled basis.
Some discussion followed regarding the Volunteer Week recognition, on April 18, 2018. Staff updated Council on the changes in the menu for the Volunteer supper.
There was some discussion on the Leaders of Tomorrow Award in conjunction with the Volunteer Week celebrations. The FCSS Coordinator advised that nominations for the Leaders of Tomorrow award are done on a regional basis. If there is a winner from Hythe, then that winner is also recognized at our Volunteer recognition event. The number of winners varies from year to year.
Teresa Boudreault left the meeting at 6:36 p.m.


2. Minutes of the February 12, 2018 regular Council meeting


MOVED by Councillor Smith that the minutes of the February 12, 2018 regular Council meeting be approved as presented. CARRIED 02/18/30

3. Business arising from the Minutes:
There was some discussion about having the Public Works staff deliver the mailers for the strategic plan questionnaire door to door. Many people are stating that they are not getting them in their post office box.
In response to a letter to Teare Creek as noted in the February 12, 2018 regular Council minutes. Will be sent out this week.


4.  Representation:  
a) Teresa Boudreault – FCSS report – see above

b) D’Arcy Guise – Ball Hockey at the arena -  was unable to attend the meeting due to other commitments. Council discussed his anticipated proposal regarding having ball hockey at the arena. Council was in favor of the project.
Mayor Peterson noted that he still needed to schedule a meeting with Lane Flaten regarding the arena matters. He is planning to suggest that they improve the headers in the brine system, it should be easier to do pressure testing of the lines at the headers.

5. Meeting Attended:
Council reviewed the meeting they had attended from February 12, 2018 – February 26, 2018.
Mayor Peterson had attended the February 23, 2018 Economic Development session in Clairmont.

6.  Correspondence:

a) Environment Canada – warning notice
Council reviewed the letter from Environment Canada regarding sewage lagoon operations. Council felt that it may be worthwhile to have someone provide some oversight on operating our water and sewer systems, the ensure we remain in compliance with the legislation. This would provide additional supervision regarding the changes to legislation and the reporting expected from our staff.
Council also discussed the need to ensure that the staff are getting proper training and that there is a continual commitment to compliance with all applicable legislation.

MOVED by Mayor Peterson that CAO write back and acknowledge receipt of the warning notice.          CARRIED 02/18/31

b) Elected Officials – Emergency Management training
Councillors committed to some Emergency Management training on the evening of March 20, 2018 in Grande Prairie. Mayor Peterson, Councillors Hewitt, Smith and the CAO will attend.

c) Rural Transportation – pilot project
Council reviewed some information regarding the recently announced Rural Transportation Pilot project. Council noted that there is a lot of issues associated with participation in a public transit service. However, it would be worthwhile to send a letter of support for an application for the pilot project.

MOVED by Councillor Hewitt to send a letter of support for an application on the Regional Transportation grant.          CARRIED 02/18/32

d) Fire Department radio’s
Council reviewed a letter from the Fire Chief to update Council on the radio project. The Fire Department is now looking at leasing radio’s rather than purchasing them. The annual cost for leasing these radios would be $17,000.00 per year.
Councillor Hewitt questioned how much funding had been obtained from the oilfields for this type of project. He noted that in the past the oilfield companies had been very supportive of community safety efforts in the area. Council also discussed other means of private fund raising.
The matter was deferred pending further research.


   7. Other Business & Information:

a) 2018 budget update
Council reviewed a memo from the CAO updating Council on the budget preparation process. It was decided to set a budget meeting for Monday March 5, 2018 at 5:30 p.m.

b) Strategic Plan
Council once again discussed a strategic plan, and some next steps. It was decided to have a meeting in late March when Councillors Sipe and Guise are back. This meeting is tentatively scheduled for March 29, 2018.
Council felt that it would be worthwhile to have both students in Hythe Regional School and the residents of Hythe Pioneer Home involved in this strategic plan project.
Mayor Peterson contacted Dwayne Speager at the Hythe Regional School, he will consult with his teachers and provide some recommendations on how to get the students involved.
Council discussed attending some of the Friday night suppers at the Legion and possible circulating some surveys there and trying to drum up some interest.

c) Cannabis Legalization – received for information.

d) Cheque listing – 20180001-20180126 – received for information.

e) CAO report – verbal
There was some discussion about the accident that had damaged the gate leading into the old landfill. Council felt that when the gate is replaced, that there should be some reflective tape and other signage around that gate, so it is not run into again.
Council Hewitt asked about winging back some of the snow from the roads to widen it out.
Some discussion about when the news letter would be out. CAO advised that the news letter should be out following this Council meeting.

  1. Other matters (members’ business):
    Council had concerns about the job Ledcor had done for snow removal on Highway 43 during the recent snow storms. Highway 43 through Hythe was in a very rutty condition that was difficult to drive over. CAO advised that he and the Public Works Supervisor were looking at having a meeting with their new area supervisor sometime soon, so that issue will be brought up then.
    Councillor Hewitt inquired about getting speed cameras on highway 43. CAO will talk to the detachment commander about that.
    It was noted that there is a definite need for young people who are available to shovel walks and driveways for elderly people. There are some residents in town who would be willing to pay for this service. However, its seems there are not many young people willing to take advantage of that revenue opportunity.

    MOVED by Mayor Peterson to go into camera.          CARRIED 02/18/33


9.  In Camera

a) Compensation review

While in camera, Council discussed compensation review.


MOVED by Mayor Peterson to go back into open session.          CARRIED 02/18/34

MOVED by Councillor Hewitt to approve the compensation changes as discussed. CARRIED 02/18/35


  1. Adjournment
    MOVED by Councilor Smith that the meeting be adjourned.          CARRIED 02/18/36
                                                                                                 

Time of adjournment was 8:51 p.m.



FEBRUARY 12, 2018 

Present: Mayor Brian Peterson Councillors:   Lyle Sipe Craig Hewitt Bill Guise
CAO: Greg Gayton

                     

  1. Mayor Peterson called the meeting to order at 5:30 pm.


  1. Minutes of the January 22, 2018 regular Council meeting.

    MOVED by Councillor Sipe that the minutes of the January 22, 2018 regular Council meeting be approved as presented.          CARRIED 02/18/24

  2. Business arising from the Minutes:
    Councillor Sipe cited concerns regarding the Teare Creek clean up.  Discussions with CAO took place to get clean up back on track.

    MOVED by Councillor Hewitt to give Teare Creek 60 days’ notice to clean up the property, and to advise if no action taken, that assets would be sold off.            CARRIED 02/18/25

    Teare Creek will be given options in writing to deal with this existing situation.

  3. Delegations:
    a) Carolyn Nicholson – Food Bank report
    Carolyn Nicholson advised the Food Bank was staffed with two volunteers and was open between 10 am and 12 noon, and usually busy Monday mornings.  Carolyn explained the voucher has worked well for the Christmas hamper program. Hythe Bigway have been happy with how the program worked.
    Councillor Sipe expressed concerns that the Fire Dept was no longer picking up donations for the hamper program, and felt that it was a tradition and felt it should be continued.  Carolyn had enquired about the Fire Dept picking up during the fair weekend, or other parts of the year.

    Because the food hamper preparation takes a lot of space, Ms Nicholson was looking to the possibility for a larger venue for the volunteers, as the present office space is limited.  Other suitable spaces were looked into including the old Oakford building. An annual meeting is held every April and she invited all Councillors.
    Ms Nicholson left the meeting at 6:02 pm.

    Mr. Steve Rawlyk, Pubic Works Supervisor joined the meeting at 6:03pm.
    b) Steve Rawlyk – Public Works Report
    Mr. Rawlyk circulated a summary of the snow removal activities since the last heavy snowfall, and commented that residents seem to be cooperative in moving their vehicles for the snow removal.  Some damage was reported to a fence behind the Catholic Church for which he arranged to have building supplies purchased for the repair. Councillor Sipe advised that the snow build up at the old Oakford building be monitored to avoid water seepage into the basement like in the past.
    Everyone agreed that he streets were looking good, and were satisfied with the snow removal in a timely manner.  Questions were raised on the hours used on each piece of equipment, which Mr. Rawlyk was going to monitor. Mr. Rawlyk enquired about the 2018 budget to install forks on the skid steer and was advised to get some quotes.  Councillor Guise stated that a more mechanized implement could be used for spreading sand on the sidewalks. Councillors thought something could be mounted on existing equipment. Mr. Rawlyk also advised that clean up was being done on the old land fill east of town.  He said a commitment from a metal recycler in Beaverlodge was difficult to get for the removal of some old metal items.
    Mr. Rawlyk left the meeting at 6:20pm.  

5. Meetings Attended: Council reviewed the meetings that they had attended from January 22, 2018 to February 12, 2018.

Councillor Guise had concerns with how the Arena Society was running the arena.  The society is still paying two power bills and nothing had been done to fix the problem with Atco Electric.  Councillor Guise also felt that a permanent solution has to be found to fix the brine leak problems. Expertise to be sought.
CAO advised that Mr. Lane Flaten is interested in meeting with the Mayor, CAO, and Mrs. Linda Waddy from the County, to discuss the matter.  Grant money may be available to help fix the problem. Prior commitments by Mr. Flaten made it impossible for him to attend this meeting. More monitoring at the arena was recommended by councillors.

Councillor Hewitt attended the Community Futures meeting and felt that they were still very active in lending money.

Councillor Peterson reported on the Grande Spirit Foundation.  Funding was discussed, and though our senior services are provided by the Hythe Pioneer Home, we still pay a small requisition annually.  The relations between the Spirit Foundation and Hythe Pioneer Home seem to be better. The Grande Spirit Foundation will provide some financial support to the Pioneer Home.

Councillor Sipe attended the Library board meeting, and reported that he was impressed with how the manager, Charlene McCoy was managing the library, and using the public funds in a cost-effective manner.

6. Correspondence

a) Hythe Regional School – Build a Village Event
Hythe Regional School will be hosting a “Build a Village” event at noon on Wednesday, February 21.  Mayor Peterson, Councillors Guise and Sipe, as well as the CAO will attend.

b) AMSC – Community Centre Insurance - receive for information

c) NW Alberta Sports Excellence Award - receive for information
 
d) Elected Official Economic Development session – Feb. 23

The County of Grande Prairie sponsoring an all-day session in Grande Prairie on February 23, and Mayor Peterson has volunteered to attend.

e) AUMA – police funding - receive for information

f) Municipal Affairs – Awards of Excellence - receive for information

g) GPRTA – funding increase
Grande Prairie Regional Tourism Association submitted a funding request for 2018.  There has been no increase in 10 years and with Travel Alberta grants not coming in as customary, budget problems have arisen.  They would like a .50 cents per capita increase in 2018 and another .50 increase in 2020.

MOVED by Councillor Sipe to approve a 50 cents per capita increase for the 2018 Grande Prairie Regional Tourism Association payment. CARRIED  02/18/26


7.  Other Business & Information:

a) Regional Handi bus study - update
CAO spoke briefly and advised that Ms. Teresa Boudreault would attend the next meeting with more details.

b) Legalized cannabis stores - receive for information

c) Leaders of Tomorrow awards
Councillors inquired about whether local winners of “Leaders of Tomorrow” award would be attending the Volunteer Recognition Event in Hythe.  CAO advised that FCSS coordinator usually attend the “Leaders of Tomorrow” functions, will ensure that if there was a local winner that they would attend the event.

d) Minister of Municipal Affairs – Feb. 14 – no attachment
Council arranged for a meeting with the Minister of Municipal Affairs in Hythe on Wednesday, February 14 at the Community Centre.

e) Follow-up from Strategic Planning Session #2 – no attachment
Council reviewed a mailer that Council Hewitt had revised for Strategic Planning.
There were more deletions, additions, and edits on mailer.  Council enquired about the “admail” mailers not getting to people who have an admail block notifier on their post office box.  MP Chris Warkentin’s mailer have been distributed to people who have mail blocking so possibly there is some ability for government to reach people with blocked mail boxes.  CAO will check with Post Office manager in this regard.


It was decided to have a public forum in the spring, possibly April, for the Strategic Plan. Council discussed having a presentation at one of the Legion’s dinner nights.  CAO advised that Ms. Holly Sorken is still working on the paper work from last February 1st session and will it be here soon.

f)   Ag. Society agreement
Council discussed changes to the clerical agreement with the Ag. Society.  Staff will prepare documents as approved.

g) Cemetery Grant report
CAO advised that Cemetery Chairman Ms. Deb Balderston has done a good job getting funding from County for improvements at the cemetery.  Ms. Balderston would like to meet with Councillors once she is back from her winter vacation.

h) County of Grande Prairie – AAMDC conference
Invitations were sent to Councillors to attend AAMDCs conference with cost paid by the county.  However, the timing wasn’t great so the CAO will ask if the invitation was still open to fall conference.

8. Other matters (members’ business):

Councillor Sipe asked about land sale issues, and CAO advised work still in progress.

CAO inquired about purchasing used mowers for the County of Grande Prairie, discussions as what type of mowers were needed.  Grass cutting along highway 43 was discussed and the CAO will check with Pete Tofteland for pricing.

Inter-municipal meeting dates were discussed and council suggested March 29 and April 5 for possibilities. Meeting to be held at the Hythe Legion with Mabel Sudnik catering.

Council Guise requested information for residents to have chickens in town.  The CAO advised that a request letter must be sent to the Village council, and also suggested that the resident canvass the neighborhood for acceptance.


MOVED by Councillor Sipe to go into Camera. CARRIED 02/18/27

9. In Camera
   a) ISL Engineering – Groundwater levels
While in Camera Council discussions were held for commercial proposals for engineering.

MOVED by Councillor Sipe to go back into open session. CARRIED 02/18/28

10.  Adjournment
   MOVED by Mayor Peterson that the meeting be adjourned. CARRIED 02/18/29

   Time of adjournment was 9:07 p.m.


JANUARY 22, 2018 

Present: Mayor Brian Peterson

Councilors:   Lyle Sipe
Craig Hewitt
Bill Guise
Ed Smith


CAO: Greg Gayton

               Murray Soucy – Always Waterworks


1. Mayor Peterson called the meeting to order at 5:30 pm.


2. Minutes of the January 8, 2018 regular Council meeting.

MOVED by Councillor Sipe that the minutes of the January 8, 2018 regular Council meeting be approved as presented. CARRIED 01/18/14


3. Business arising from the Minutes:

Discussions about key access to old land fill site, it was mentioned that all oil companies have a common key so shouldn’t be difficult to find a key.


4. Delegations:

  1. Mr. Soucy had concerns regarding rising water levels in town. The underground aquafer is getting higher and more pressurized. The problem is compounded by the highest-pressure aquafer is the lowest of the three aquafers in Hythe.  Attempts were made for the aquafer not to intermingle. Wells have been drilled in Hythe without being properly cemented, as a result water is getting to close to the surface in some areas. Discussion about certain problem areas and a review was done by staff with former employee, Chad Wiwchar, in regards to this matter.  Wells were tested for static levels and levels should be checked as are getting old. Mr. Sousy recommended to have council take action to have the wells dug by Hopper Drilling checked as the water problems have gotten worse since the new wells were activated at the Hythe Pioneer Home expansion. A test well dug by Beairsto Engineering in 2010, near campground, showed problems with water migration between aquafers.  Council reviewed proposals from ISL Engineering received August 2017 to look into this matter. Mr. Soucy advised he would be out of the country until May.
    Mr. Soucy left the meeting at 6:31pm.

    Sgt. Dave Gallant joined the meeting at 6:32 pm

  1. Sgt. Gallant reviewed the criminal statistics in Hythe.  
    Personal crimes –

    2017 – 13
    2016 – 12
    2015 – 14
    Property crimes - 2017 – 53
    2016 – 65
    Other crimes -
    2017 – 23
    2016 – 18
    Council noted that they would like to see increased Police presence in Hythe from RCMP.
    Staff depletion in the past have made it difficult to have more presence. Sgt. Gallant stated that addition staff would be in place in March, to a full complement of
    1 Commander
    1 Corporal
    6 Constables

    He advised that a performance plan meeting will be held in April and representatives from Hythe, Beaverlodge and Wembley will be invited.
    Council discussed the municipal secretary position at the detachment funded by grants from 5 municipalities in the area. Sgt. Gallant explained there are two federally funded positions paid by the province plus one municipal position. The Beaverlodge town office does the payroll.  The municipal position helps out with accident reports, criminal checks, and insurance reports. Other duties are as follow:
    -Completes all TSS collision reporting electronically (MVC)
    -Links all files to PROS for members so they don’t have to
    -Completes all the DV checks for the members
    -Adds all tickets written to PROS and forwards for the members
    -PROS record management
    -Adds/removes records from CPIC
    -Front counter – busy area, creates files, statements/statutory declarations/criminal record checks
    Sgt. Gallant felt it was an important position in terms of taking the work load off the Councillors.
    Sgt. Gallant left the meeting at 7:15pm

    Fire Chief Ed Woloszyn joined the meeting at 7:20pm
  2. Mr. Woloszyn presented the Annual Report for 2017

    124 medical first responses
    18   motor vehicle
    14   structural fires
    9     outdoor fires
    7     monitored alarms
    5     lift assists
    1     water rescue
    4     hazardous materials
    Totaling 191 calls, up from 2016 with 188 calls.  Of these calls, 128 were in Hythe, 2 in Horse Lake, 9 in Beaverlodge, and 52 in the County for Grande Prairie.
    Chief Woloszyn stated they have 18 members, but would like closer to 20.
    He noted the big expenditure in 2018 was new radios. $10,000 budgeted but was hoping to get additional community funding.
    Council asked about income tax deductions for firefighters.  Chief Woloszyn advised that the Village office produces a letter stating that the volunteer fireman each donate a specific amount of time to firefighting duties, and this letter will help get them the income tax deduction. He stated the County of Grande Prairie are very generous with funding.  The department gets additional funding from Albert Transportation for attending highway vehicle calls on Highway 43.
    Mr Woloszyn left the meeting at 7:33pm.

5. Meetings Attended: Council reviewed the meeting that they had attended from January 8, 2018 to January 22, 2018.
All Councillors attended the budget meeting Jan 15, 2018.
CEO attend meeting on Regional Handi-bus and intermunicipal plan start up.
Mayor Peterson reported from meeting with Décor Holdings regarding improvements at the Grand Marshall Hotel. Discussion regarding which big truck companies use the parking lot and seeking assistance in getting road repairs.  Names mentioned were Secure Energy and TriMac Trucking.


6. Correspondence

a) City for Grande Prairie -  ICF Framework

Staff invited to attend meeting with observer status.

b) Beaverlodge Curling Club sent a second letter regarding furniture from old Oakford Hardware Store, bidding $5.00/chair and $200.00 for old foosball table in basement.  

MOVED by Councillor Smith to accept the offer. CARRIED 01/18/15

c) AUMA -2018 membership, after review.
MOVED by Councillor Sipe to continue with 2018 membership. CARRIED 01/18/16
 
d) Alberta Farm Safety program at Hythe Regional School.  CEO will follow up.

MOVED by Mayor Peterson to donate $100.00. CARRIED 01/18/17


7.  Other Business & Information:

a) CommNet -  arena alarm system – received for information.

b) ACP – New grant for renewal municipal development plan, since no matching of money was required felt it would be a good opportunity to review the plan.  A general municipal plan was passed in November 1991, but no update since.

MOVED by Councillor Sipe to apply for ACP grant. CARRIED 01/18/18

c) GREP – received for information.
Reports by councilor visiting Pioneer Home, that some exercise equipment was worn out. Residence say equipment has reached it life cycle.  Mayor Peterson will look into this matter.


Council discussed assisting with firehall radios in 2018 budget.


CEO will look into the Sexsmith sand/sand pail program to be used by the public for use in public areas and sidewalks etc.


Council decided to invite Carolyn Nicolson and June Jenner to the next meeting to discuss any issues they are having.

Councilor Hewitt asked for the Office bulletin board be updated, and Council Report newsletter be posted on the web page.


8. Other matters (members’ business):
CAO distributed some additional items for report.

Council was updated on Handi bus feasibility study.
CAO and Travis Peterson will meet with Alberta Environment to discuss the water use reporting system.

MOVED by Councillor Sipe to go into Camera. CARRIED 01/18/19


9. In Camera:
   a) Arta Juneau – request for debris removal
   b) Memo re: public works
   c) Other public works issues

While in camera discussed personnel matters and review a letter requesting debris removal.


MOVED by Mayor Peterson to go back into open session.        CARRIED 01/18/20

MOVED by Councillor Sipe to send a letter to Arta Juneau denying her request to remove debris from West Peace Building Supply property.          CARRIED 01/18/21


10.  Adjournment
MOVED by Councillor Smith that the meeting be adjourned.          CARRIED 01/18/23

Time of adjournment was 9:53 p.m.


January 8, 2018 

Present: Mayor Brian Peterson

        Councilors: Lyle Sipe
        Craig Hewitt
        Bill Guise
        Ed Smith

        CAO: Greg Gayton
        Brad Quarin – Town & Country News

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

2. Minutes of the December 11, 2017 regular Council meeting.

MOVED by Councillor Sipe that the minutes of the December 11, 2017 regular Council meeting be approved as presented. CARRIED 01/18/01

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

4. Representation:
a) Dalvin Napen – Hythe Pioneer Home – see below
b) Glenda Farnden – STARS – see below
c) Tom Schulz – CNRL (in camera) – see below

5. Meetings Attended: Council reviewed the meeting that they had attended from December 11, 2017 to January 8, 2018.
Councillor Sipe attended the Library Hamper draw.
Mayor Peterson attend the Hythe Pioneer Home Board meeting.
There was some discussion about the rental properties in the Glas house.
Councillor Guise did not have any meetings to report on, but requested that Public Works look at several trees on 101 Avenue and also a fire hydrant that might have been plowed in during the snow plowing.

6. Correspondence

a) Safety Code administration – County
The County of Grande Prairie had sent in a proposed agreement for Safety Codes Administration. This covered the County’s activities in providing building permits and other safety codes approvals for building and renovations projects in Hythe. Councillor Smith expressed concern about the cost of building permits for people doing new construction. He questioned the $85.00 per square foot calculation for the cost of building a basement as noted in the appendixes of the agreement.
Council was concerned about how some of the construction estimates were arrived at and if they are reviewed to compare them to actual cost.

Council also discussed the 10% rebate from the permit fees that are supposed to be rebated back to the municipality. There was some question about whether the percentage was consistent with Wembley, Sexsmith and Beaverlodge.
Mayor Peterson requested that staff look at other comparable municipalities and see where they are for building permit revenue.

MOVED by Councillor Smith to ask the County of Grande Prairie to provide representation to discuss the Safety Code Administration agreement at the next Council meeting. CARRIED 01/18/02

Council agreed to review the agreement again after the discussion with the County.

Dalvin Napen – CAO of the Hythe Pioneer Home joined the meeting at this time.
He gave Council a brief overview of the Hythe & District Pioneer Home Foundation and how that interrelates with the Hythe & District Pioneer Homes Advisory Committee. He noted that at 86 beds, Hythe has the largest seniors lodge in the South Peace area.
Mr. Napen also advised that the seniors self-contained units house 32 beds and the Pioneer Home also owns two – four-plex’s a total of eight units for affordable housing. Presently under construction is the Pioneer Place project, which will provide 48 units for people suffering from alzheimer's, dementia, or other similar ailments.
Mr. Napen advised that they had some discussion with the Grande Spirit Foundation. The conclusion of the discussion was that for the 2018 fiscal year, the Grande Spirit Foundation will contribute $50,000.00 to the Hythe Pioneer Home from the Grande Spirit Foundation Recreation Revenue.
Dalvin Napen then had a discussion with Council regarding the public access spaces of the Glashouse. He noted that a condition of the C-Fab grant monies that were received for this project was to provide some public access space and this should be determined by a community consultation.
Council was willing to give Pioneer Home some space on our Village news letter to reach out to the public and seek some consultation. CAO and Mr. Napen will work together on this project.
The Pioneer Home CAO noted that the rental properties at the Glashouse are very close to being available to rent. There are four, one bedroom homes on the lower level and one, two bedroom home on the main floor.
Dalvin Napen left the meeting at 6:29 p.m.

Glenda Farnden from STARS Foundation joined the meeting at 6:28 p.m.
Ms. Farnden is the Senior Municipal Relations Liaison for STARS in this area. Her presentation noted that Hythe has been a part of STARS Communities Grande Prairie area since 2009. The STARS facility in Grande Prairie has received many more calls per year than was forecast before it was established, so it has been a very busy base. There is one helicopter stationed at the base. Ninety percent of Municipality’s in Alberta are on board to provide a per capita contribution to STARS. The $2.00 per capita rate is the minimum requested. The average number of calls to Hythe in approximately six calls per year. Based on STARS direct service costing, this is a $40,000.00 value.
STARS is active in Alberta, Saskatchewan and Manitoba. The STARS base in Grande Prairie services parts of Northeast British Columbia and the Calgary base also extends its service to Southern British Columbia.
Ms. Farnden requested that the Village of Hythe make a four year commitment to STARS covering the calendar years 2018, 2019, 2020, 2021. She noted that she would be stopping by annually to give Council an up-date on what is happening with the service.
Glenda Farnden left the meeting at 6:57 p.m.

Tom Schulz, a land man from Canadian Natural Resources Limited joined the meeting at 7:00 p.m.

b) PTMAA – changes to Quality Management Plan
Council discussed a proposed change to the Quality Management Plan suggested by the PTMAA. This would simplify the administration of over ground and underground tanks in the Village of Hythe.

MOVED by Councillor Sipe to approve the proposed memorandum of agreement provided by the Petroleum Tank Management Agency of Alberta. CARRIED 01/18/03

MOVED by Mayor Peterson to go into Camera with Tom Schulz from CRNL. CARRIED 01/18/04

Brad Quarin from the Town & Country News left the meeting at 7:09 p.m.

While in Camera, Council discussed a possible arrangement between CNRL and the Village of Hythe.

MOVED by Councillor Sipe to go back into open session. CARRIED 01/18/05

Tom Schulz left the meeting at 7:50 p.m.

c) Beaverlodge Detachment Clerk – agreement
Councillor Hewitt had concerns that the detachment was not able to provide any evidence as to whether or not this initiative was working according to the original expectation when the agreement was originally drafted. It was felt that we should meet with the detachment commander in Beaverlodge to discuss the matter further.
CAO advised that the Beaverlodge detachment does meet regularly with Council and we would have that on the agenda.
Council agreed to defer the agreement until discussions with the detachment commander.

d) Water North Coalition – Jan. 25 mtg.
CAO reviewed the structure of the Water North Coalition. They are meeting on January 25, 2018 in Beaverlodge and are requesting permittion for staff to attend.

MOVED by Mayor Peterson to permit staff to attend the Water North Coalition meeting. CARRIED 01/18/06

e) Horse Lake First Nation – Water Treatment Plant
Horse Lake was planning a grand opening for their water system. The grand opening will be held at the Horse Lake First Nation Water Treatment Plant on April 11, 2018 at 1:30 p.m.
Councillor Guise and Mayor Peterson will attend the grand opening.

f) County of GP – ACP grant
Council received a letter from the County of Grande Prairie, requesting a motion of support for application under the Alberta Community Partnership grant program. They are looking for a coordinator/facilitator. To assist in their discussions with all the municipalities in the County area regarding their inter-municipal collaboration agreements.

MOVED by Mayor Peterson that the Village of Hythe support the County of Grande Prairie’s application to the Alberta Community Partnership Grant Program Inter-municipal Collaboration Framework and Inter-municipal Collaboration Bylaw as required by the Province of Alberta within the modernized Municipal Government Act. CARRIED 01/18/07

7. Other Business & Information:

a) Changes to signing authority
CAO reported that the bank wanted more detail on the Village changing the signing authority. He advised Councillors to wait until the bank has the new signing authorities set up before they go down to the bank and sign their names.

MOVED by Councillor Guise that previous Mayor Gary Burgess be removed from the signing authority, and the following new signing authorities be enstated: Councillors, Lyle Sipe – Deputy Mayor, Ed Smith – Councillor, Bill Guise – Councillor. Staff, Greg Gayton – CAO and Cindy Lockhart – Asst. CAO/Accounting Clerk. All cheques require two signatures from the five people noted. One signature shall be from a staff member, and the other signature shall be from a Councillor. CARRIED 01/18/08

b) Policy 32-02 – exemption
This is a policy regarding the Village’s practices on lending out our gravel truck with driver at no charge to help out with the demolition of older buildings. The CAO noted that he had discussions with Blair Smith about tearing down a building. Because Mr. Smith was using smaller equipment, the requirement for a second truck on the project could be relaxed in this circumstance.
Council noted that they are quite supportive of the plan to demolish an older unsightly buildings.

Council encouraged staff to see if there was other assistance we could provide Mr. Smith with this project.

MOVED by Mayor Peterson that Council approve a one-time exemption for this demolition project. CARRIED 01/18/09

c) Recreation Master Plan summary – received for information

d) Canada Infrastructure Plan grants – received for information

e) Councillor Orientation training
Council discussed doing a brief orientation at the budget meeting to meet some of the requirements of the Municipal Government Act. There was some discussion about what orientation was needed after following the George Cuff seminar.

f) Regional Hospital summary

Council received an up-date on the Regional Hospital project in Grande Prairie.

g) Committee Review
Council reviewed the Committee appointments and discussed the need for any changes or clarifications. CAO clarified the situation with the Hythe Pioneer Home alternate position.

h) Cheque listing – 0974 – 0992 – were reviewed and received for information.


8. Other matters (members’ business):
Councillor Guise had been talking to Murry Soucy regarding the rising water levels in Hythe. CAO gave Council some background on this matter. Councillor Guise requested that Mr. Soucy be invited to the next Council meeting on January 22, 2018. CAO will invite him.

Councillor Hewitt requested that staff find a way to document staff and equipment time regarding snow fall. CAO will look into that.
CAO was asked to follow up on the swimming pool project, to see if Renay Morgan has submitted letters to the Casino Funding Authorities.
CAO was asked to see if Holly Sorgan for Community Futures would provide a quote for facilitating a strategic plan discussion in January or February 2018.
Council was advised Grande Prairie Regional Emergency Management Committee was requesting the Village of Hythe provide an alternate appointment to Mayor Peterson on the GPREP elected officials board. Councillor Hewitt volunteered to be an alternate on that board.

MOVED by Mayor Peterson to go into Camera. CARRIED 01/18/10

While in Camera Council discussed legal advice, regarding tax recovery, a land opportunity and issues with Teare Creek, regarding their former property.

9. In Camera:
a) Brownlee Law – tax recovery
b) Land opportunity
c) Teare Creek – (to be circulated at meeting)

Council came out of Camera at 10:36 p.m.

MOVED by Mayor Peterson to go back into open session. CARRIED 01/18/11

MOVED by Councillor Sipe to list the old Legion property, the old Oakford property and the Simpson Energy lands with a realtor. CARRIED 01/18/12

10. Adjournment
MOVED by Councillor Smith that the meeting be adjourned. CARRIED 01/18/13

Time of adjournment was 10:38 p.m.
Comments