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2019 Minutes


NOVEMBER18, 2019


Present:      Mayor Brian Peterson

                    Deputy Mayor Craig Hewitt

Councilors: Bill Guise

                    Sandra Miller

                    Ed Smith

CAO: Leona Hanson

Recording Secretary: Chelsea de Ruiter

Regrets:      Councillor Smith

 

1.     Mayor Peterson called the meeting to order at 4:59 p.m.

 

2.     MOVED by Councilor Miller to adopt the meeting agenda with the addition of the following items: 

9. Meetings Attended and Members’ Business

10. Adjustment to numbering sequence to move In-Camera to item 10 on the agenda     CARRIED 11/19/252

 

3.     MOVED by that the minutes of the November 4th, 2019 regular council meeting be approved as presented       CARRIED 11/19/253

             

4.     Business Arising from the Minutes. --  No business arising.


5.     Delegations

Council Photo    5:00 PM

 

6.     Financial Reports

a.       Monthly Report

A Village of Hythe Revenue & Expenditure report was prepared for Council and presented by CAO Leona Hanson.  The information on the report has been extracted from the accounting system, MuniWare, that is currently used by the Village of Hythe. The report shows that the Village of Hythe is on track for General taxes in relation to what was budgeted for which is $994,674.  The program presents a figure that represents all billed properties and therefore some of the funds are outstanding at this point or the residents pay on a monthly installment plan, there is approximately $185,000 in outstanding taxes owed to the Village of Hythe. A notification was sent out at the beginning of last month to property owners reminding them of any outstanding balances. 

b.      MSI/Gas Tax Capital Allocations – 2019

A Village of Hythe Projects – MSI and Gas Tax Allocation breakdown of funds was provided to Council to review and was presented by CAO Leona Hanson.  The report represents allotted funds from MSI to ongoing projects in the Village of Hythe. The total estimated MSI funding available is $725,000 and the Gas Tax is $100,000 for the Village of Hythe for a total of approximately $825,000.

In order to organize project costing in the MuniWare software that is used by the Village of Hythe an additional Module is required. At this time information is extracted from MuniWare and entered in Microsoft Excel in order to present as a spreadsheet. The Village of Hythe could purchase the additional module license for $3,000 and consider removing the current A/R EFT Interface Module that currently is $1,125 and is minimally utilized.  In addition to the fee for the Project Costing module there would be an expense of $1,100 for Project Administration, Installation, Setup and Training.

MOVED by Deputy Mayor Hewitt to approve the acquisition of the Project Costing Module and Project Administration, Installation, Setup and Training for a price of $4,100.        CARRIED 11/19/254

c.       Utility Review

An Infrastructure Fee template was provided to Council for review.  The charges are comparable to the current Usage Fees that are applied to current users, in most places remaining the same.  The Infrastructure Fee would come into effect for all residents and businesses that can have Sewer, Water, or Refuse. The premise of the infrastructure fee is that there is a cost for the Village of Hythe to put the pipes into the lot and maintain the infrastructure regardless if it is a developed property or not. There is no indication that rates will increase, and every effort is being made to keep the amounts as close as possible to the current Usage Fee amounts. The purpose of the Infrastructure Fee is to present the idea of splitting the costs, so everyone is paying for some infrastructure costs.  Deputy Mayor Hewitt recommended there be a correlation between number of people and usage cost. CAO Leona Hanson will continue to work on the Infrastructure Fee policy to be applied to every tax roll number.

 

7.     Business & Information

a.       Request for Decision – Request for Proposal – Marketing and Promotion Initiative

Council has identified branding, logo, and web design as a strategic priority for the Village of Hythe. It is recommended that Council approve the Request for Proposal opportunity to attract a potential proponent to assist the Village of Hythe in developing a comprehensive Marketing and Promotion Initiative.

MOVED by Councilor Smith that Administration proceed with the procurement process by publishing a Request for Proposal.        CARRIED 11/19/255

b.      Request for Decision – CARES Grant – Marketing and Promotion Initiative

The CARES Grant Program is taking applications and the opportunity exists for an application to assist in the cost for the Marketing and Promotion Initiative. It is recommended that Council approve an application for funding to the CARES Program to assist with the development of a brand identify, logo, website design and promotion tools identification.

MOVED by Councilor Miller that administration proceed with submitting an application to the CARES Grant Program.        CARRIED 11/19/256

c.       Request for Decision – Bylaw Review

Council has expressed interest in having the Village of Hythe bylaws updated.  Bylaws are currently in the process of being scanned so an electronic version for easy access. The current Bylaws require review.  A consultant with extensive municipal experience has offered a service to the Village of Hythe to perform the initial review function required. It is recommended that Council approve hiring a consultant at a cost of $2000 to perform a review of the Village of Hythe Municipal Bylaws.

MOVED by Councilor Guise to hire a consultant to review the Village of Hythe bylaws for the recommended $2000 fee.         CARRIED 11/19/257

d.      Request for Decision – MuniWare Software and Maintenance Renewal Agreement.

The Village of Hythe utilizes the MuniWare Software program for its accounting functions including utilities, payroll, taxation, capital and general operating. The Village of Hythe received a “2020 Software Support Agreement and Software License Agreement” based on licensed modules currently installed within the Village of Hythe office. It is recommended that Council approve the MuniWare Service Agreement as presented.

MOVED by Mayor Peterson to renew the Software Support Agreement and Software License Agreement for the upcoming year.     CARRIED 11/19/258

e.       Request for Decision – Budget Meetings

Council has set November 25th and 28th to commence the annual budget process. Administration requested to change the location for the budget meetings from the Hythe Library to the Glass House Public Meeting Room. The space has been reviewed and would allow for greater flexibility and room for presentation. A second request by the Administration is to move the second meeting date from November 28th to December 9th to accommodate other activities and allow additional preparation time. 

MOVED by Deputy Mayor Hewitt to approve the recommended changes to the location of the Budget Meetings from the Hythe Library to the Glass House Public Meeting Room. Further to that, change the second meeting date from November 28th to December 9th.               CARRIED 11/19/259

 

8.     Correspondence

a.       Mighty Peace Watershed Alliance – Wapiti River Water Management Plan Update. Information provided from the Wapiti Watershed Source Protection Plan to update council on the progress with the risk assessment.  Councilor Miller had attended a meeting with this group and the progress has been good, they were able to get through all of the risk ratings.

b.      Victims Services Thank You – A letter was received from Beaverlodge Victim.  Services Unit Society to Thank the Village of Hythe Council for their continued support.  The Village of Hythe previously contributed $425 to support the Society.

c.       Alberta North Sport Conference. The Grande Prairie Regional Sport Connection has extended an invitation to Council for the upcoming Alberta North Sport Conference on November 29th & 30th, in Grande Prairie.  

d.      AUMA Villages West Updated. Correspondence provided links to information about Provincial budget, AUMA’s responses, media releases, in-depth analysis, and other important information. Mayor Peterson is concerned about the Police Model representing the municipality without the input of the Council.  It was recommended that the municipality connect with the RCMP representative to obtain further information.


9.     Meetings Attended and Members’ Business  

CAO Leona Hanson

New security measures have been added to the Village of Hythe office.

 

Deputy Mayor, Craig Hewitt

Attended the Community Futures meeting, there have been some new faces added to the group with some leaving. 

Ed Smith -- No meetings attended

 

Councilor Miller

Attended a Library Council meeting, they have been working on budget and plan of service. Currently looking at number of keys to the building. The Library will be presenting to the board after planning is complete and information about Board Members is updated. Councilor Miller will not be able to attend the upcoming PLS meeting.

 

Councilor Guise

Attended the Remembrance Day ceremony, over 400 people were in attendance and the overall gathering went well with a good dinner.

Councilor Guise would like to get more information about what the plans are for the lot owned by Alberta Health Care.

Inquired about an update from CN, CAO Leona Hanson provided the following information, they have contacted administration in regards to the bill they received. So far there has been response to the request for a meeting with Council. The previous replacement of a culvert south of Hythe indicates that there may be plans for future use. More information will be available next month.

 

Recording Secretary, Chelsea de Ruiter

Met with SPRLC and discussed opportunities to coordinate plans for an upcoming 6-week program that will be starting in January at the Community Centre.  Plans to connect the Library with South Peace Rural Learning is being pursued.

 

Mayor, Brian Peterson

Attended a Connect Care Seminar at the RMA Conference in Edmonton, learned about an app you will be able to get that will contain access to Health Care information such as results from tests. Past information will stay available on there and it would be nice to have an advocate for seniors to help with accessing information on the app. Doctors will have the authority to grant access to relatives as they see suitable.  They system will not be backdated however information will be stored from time of inception.

Mayor Peterson received a call to see if the arena would be interested in purchasing a Sandwich table for the concession area, this information will be passed on to the person who currently manages the concession.

Inquired about the request for contact for broadband, CAO Leona Hanson provided follow up information about the progress being made in the Village of Hythe.

Mayor Peterson provided an update on the Pioneer home, plan to have the insurance progress completed by Christmas, liens to be done by Christmas. At that time the new application process for a new project will begin with the proposal going out for 72 units based on a three-story building instead of two.

Councilor Miller inquired about combining a children's centre with the Pioneer Home, Hythe could be known as the community that mixes children and seniors. Based on studies being observed in other countries there has been a positive impact on both seniors and children when the two groups spend time together.

 

10.  In Camera

MOVED by Councilor Miller to go In-Camera at 7:10 p.m.    CARRIED 11/19/260

                                       

a.       Contracts

b.      Human Resources

c.       Legal

  

MOVED by Councilor Miller to go Out-of-Camera at 8:55 p.m.     CARRIED 11/19/261

 

MOVED by Hewitt to award the contract to alliance disposal limited pending confirmation of back up equipment and to provide notification of regrets to the other proponents.                                                            CARRIED 11/19/262

 

11.   Adjournment

MOVED by Councilor Miller that the meeting be adjourned.       CARRIED 11/19/263


Time of adjournment was 8:57p.m.




NOVEMBER 4, 2019


Present:      Mayor Brian Peterson

                    Deputy Mayor Craig Hewitt

Councillors:    Bill Guise

                    Sandra Miller

CAO: Leona Hanson

Recording Secretary: Chelsea de Ruiter

Regrets:      Councillor Smith

 

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

 

2.     MOVED by Councillor Guise to adopt the meeting agenda with the addition of the following items:

 8 j. County of Grande Prairie Media Release – County Declares Agricultural Disaster

 CARRIED 11/19/242

 

3.     MOVED by Councillor Miller that the minutes of the October 21, 2019 regular council meeting be approved as presented.        CARRIED 11/19/243

 

4.     Business Arising from the Minutes -- No business arising.


5.     Delegations

Sgt. Ash Browne, Beaverlodge RCMP Detachment  -- 5:00 PM

 

Chief Superintendent, Rhonda Blackmore, Western Alberta District and

Sgt. Ash Browne, Beaverlodge RCMP Detachment presented a Crime Statistics report for both the Beaverlodge Detachment area and the Village of Hythe specific. Statistics show a 4% decrease in criminal code offense however still showing an increase of 8% district wide since 2018. Some of the statistics that appear to be significant such as “Fail to Comply & Breaches” show an increase of 188%, the percentage figures appear large however the total overall numbers are small in nature. Another example is missing persons with an increase of 700%, this number can also appear concerning however the number of incidents is 8, and this number also includes located missing persons. Hythe has seen an increase in “Break & Enter” and “Theft of Motor Vehicle”, this trend is expected to decrease as the weather gets colder and with the emphasis on crime reduction.

CAO Hanson inquired about a correlation between the RCMP presence and crime rates. Sgt. Browne communicated to Council that there has been an education element that has equated to an increase in RCMP presence.  The public has been encouraged to call in and report thefts. The reporting helps to increase statistic accuracy and as a result may help increase RCMP resource deployment. Education about theft prevention such as gate types and other security measurements may be deterrents and aid in the theft reduction. Community Facebook pages that share information about suspect vehicles in their yard also help to educate the public about suspicious presences.

Mayor Peterson added that the public want to know that action has been taken when they call to report a complaint.  Sgt. Browne and Chief Blackmore confirmed that there are measures being made to improve the follow up system with the person who reports so that they are aware action is being taken. This makes a difference to the public to know an effort has been made to help with the problem.

Councillor Guise voiced concern about large trucks travelling at high speeds through the Village of Hythe and the dangers that presents for people turning onto the highway. Sgt. Browne confirmed that when there is a ghost car in Hythe they are issuing a lot of tickets and speeders are an ongoing issue as the highway is very busy.

The Beaverlodge Detachment will fill have its last vacant spot filled next week and a full staff complement will be welcomed.

A meeting was held in the past with Sgt. Browne and the public where people were able to express their concerns.  This meeting was able to begin conversations about what is needed in the community and what community members wanted to see. The public was able to express where they are frustrated and what the RCMP could do differently.  Councillor Miller provided feedback that people felt good about this opportunity and that they were happy to be heard. Sgt. Browne was able to use that meeting as an opportunity to connect with and follow up with people who had made a call in the past.  This meeting and follow up had some positive impact.

Inquiring into the outcome of the tour of the Justice Minister and Commanding Officer meetings was brought forward by Council.  Response was that follow up meetings are in place. Mayor Peterson asked if other resources could be used as a relief to RCMP resources however the RCMP is reluctant to put people at risk.  Other resources that could be considered helpful are groups such as Citizens on Patrol, this program trains people on how to identify and report suspicious vehicles before they become a Break & Enter. Another example of a resource is a Justice Steering Committee (diversion program) where first-time offenders may be referred to a facilitated representative meeting involving victims, offenders, and the RCMP.   This program needs facilitators and Sgt. Brown is going to be asking for people that are interested in facilitating a meeting instead of pushing people into the court system. This program can help to hold the offender accountable; recognizing that facing their neighbors in some cases can have a different impact than going through the court system. Sgt. Browne is going to provide resources about the diversion program to the Village of Hythe for review.

 

6.     Operations – Staff Report  -- Attached.

  

7.     Business & Information

a.       Request for Decision – Financial – Accounts

Two Savings accounts held by the Village of Hythe no longer require separation and a request is being made to transfer funds to the Village of Hythe’s General Revenue Operating Account and then close the accounts; MSI Capital – 2016 Budget Carry Fwd and Village General.

MOVED by Councillor Guise to transfer the funds from the MSI Capital – 2016 Budget Carry Fwd and the Village General accounts to the Village of Hythe’s General Revenue Operating Account and then be closed.    CARRIED 11/19/244

                                                                                                       

b.      Request for Decision – PAZA Membership

The Peace Airshed Zone Association has sent an invoice to the Village of Hythe for an annual funding invoice. It appears the Village of Hythe has not been a member in the past. It was asked of Council to discuss the membership benefit to determine direction.  The annual membership is $525 and the information it provides is available online. Neighboring community information is available at this time. 

MOVED by Deputy Mayor Hewitt to reject the invoice and not pursue the membership. CARRIED 11/19/245

 

c.       Request for Decision – Christmas Light Up 

In the past years the Village of Hythe has sponsored a light up contest. Administration requested this contest be continued with the addition of a business category.  To help encourage a ‘support local’ trend in the Village the suggestion is to purchase/obtain gift cards from local businesses to fill various sized gift baskets to reward participation/prize winners. Suggested values to remain the same, $100 value, $50 value, and $25 value for residential and $75 and $50 values for business. Businesses would also receive a certificate of recognition to place in their business.

MOVED by Mayor Peterson to do the Christmas Light Up contest and to use local business gift cards and matching opportunities for prizes and for administration to keep a record of winners and prizes. In addition, the date of judging will be on December 17th, 2019 for business and residential categories.                                                                   CARRIED 11/19/246

 

d.      Request for Decision – Community Improvements and Consolidation (CIC) Program

In a review of some Village policies information on a previous Community Improvements and Consolidation (CIC) program was reviewed. Programs such as this are often used to stimulate interest in developing rundown or derelict properties. Other incentive programs can encourage development on brownfield properties which may be abandoned and/or vacant property due to the potential presence of hazardous substance or contaminants. With discussions and planning for investment attraction considerations, incentive-based development programs of this nature may be beneficial. Council reviewed this information and would like to get parameters in place that would not only encourage improvements but also recognize outstanding property upkeep that is already in place.

MOVED by Mayor Peterson to direct Administration to research various incentive programs to bring back to Council for further discussion prior to March 2020.  CARRIED 11/19/247                               

 

8.     Correspondence

a.       Royal Canadian Mounted Police – AUMA Follow-up

A letter was received as follow up to a meeting at AUMA with Mayor Peterson and the RCMP Commanding Officer, Curtis Zablock. The letter acknowledged the concerns that were brought forward, including concerns over rising crime in the region and response times. The RCMP is committed to addressing the concerns and believe that continued support will play a role in providing improved service to the community.

b.      Alberta Municipal Affairs – Honorable Minister Madu re MSI Allocations

Informational email was provided to Council informing that an additional $74 million in MSI capital funding to Alberta municipalities will be made available in 2019.

c.       Hythe Community Memorial Garden – Information Night

The Hythe Community Memorial Garden is hosting a conversational gathering to discuss future plans for the Garden on November 6th, 2019 at the Hythe Community Centre.  Council referenced the Community Garden at the Pioneer Home as another place for possible partnership and collaboration as some TLC would be helpful.  Administration will connect with the organizers to share this information.

d.      Canadian Natural Resources Limited – Project Information was

provided for informational purposes.

e.       Alberta Service Alberta – Honorable Minister Glubish re Broadband

A letter was received from the Honorable Minister Glubish requesting contact information and information about plans to expand access to high-speed broadband in the community. Follow up correspondence will be sent.

f.        Municipal Services and Legislation – Half-Masting Notice – Remembrance Day

A reminder notification was received reminding all government buildings about upcoming Remembrance Day half-masting measures to be used.

g.      Grande Prairie Regional Tourism Association – Website Launch – provided for informational purposes.

h.      County of Grande Prairie – Joint Assessment Review Board Appointments – provided for informational purposes.

i.        Peace Library System – Request for Support

The Peace Library System Director Linda Duplessis has requested support in relation to a current limited access to new releases in eBook formats.  The limitation is that the Peace Library System can only purchase one (1) copy of an eBook new release and must wait 8 weeks before accessing additional copies.  The eBook works the same as traditional books in the sense that only one (1) person can have it signed out at a time. TRAC, which is a partnership of four library systems and over 170 libraries, will only be able to purchase one (1) title of the new release eBook and then wait eight (8) weeks before making more purchases.

MOVED by Councillor Miller to provide a letter of support to the Peace Library System.                                                          CARRIED 11/19/248

j.        Media Release – County of Grande Prairie Declares Agricultural Disaster – provided for informational purposes.


9.     Meetings Attended and Members’ Business  

Councillor Guise: No Meetings Attended.

Councillor Guise inquired about the current construction at the old UFA site.

Councillor Guise inquired about the installment of fiber optic cables near existing sewer lines.  It was confirmed that contact had been made with the company and they will be coming back to remove what was installed and place it in a better location in consultation with the Village of Hythe’s Public Works Foreman.

A concern was raised about the current external electrical system at the south units of the Pioneer Home.  It was relayed to Council that residents were not able to use the outlets to plug in vehicles, so improvements were to be made.  The improvements appear to be temporary or possibly outside of regulation parameters and the information was provided to Mayor Peterson as the Pioneer Home Representative for follow up.

 

Councillor Miller:

Attended a Christmas Tree Drop Committee meeting.  Planning has been coming along well.

 

Deputy Mayor Hewitt: No Meetings Attended.

Deputy Mayor Hewitt inquired about the process of the street, curb and sidewalk improvement program. It was discussed that it would be beneficial to get the work scope done up in phases allowing Council to determine scope of tendering in line with available funding.   Administration will follow up with Beairsto Engineering to bring forward a phased work plan with estimated costing.

 

Mayor Peterson:

Attended a meeting in Edmonton regarding the Pioneer Home and indicated that good progress is being made on coming a resolution on the expansion project.

Mayor Peterson inquired if the insurance report had arrived.  CAO Hanson indicated that additional information on the Curling Rink building had been requested and provided.   The Insurance Report is being finalized and should be received in the coming weeks. 

 

CAO Leona Hanson:

A second Policing Funding Model webinar is coming up at the end of the week with the Honorable Minister Schweitzer from Justice presiding.  Mayor Peterson and CAO Hanson will participate in the webinar.

 

10.    In Camera

 

MOVED by Mayor Peterson to go In-Camera at   8:05 p.m. CARRIED 11/19/249                                                               

a.       Contracts

b.      Human Resources


MOVED by Mayor Peterson to go Out-of-Camera at 8:45 p.m.     CARRIED 11/19/250


11.     Adjournment

MOVED by Mayor Peterson that the meeting be adjourned.      CARRIED 11/19/251

 

Time of adjournment was 8:49 p.m.



OCTOBER 21, 2019


Present:      Mayor Brian Peterson arrived at 5:12 p.m.

                    Deputy Mayor Craig Hewitt

Councillors:    Bill Guise

                    Sandra Miller

                    Ed Smith

CAO: Leona Hanson

Recording Secretary: Chelsea de Ruiter

  

1.     Deputy Mayor Hewitt called the meeting to order at 5:09 p.m.

 

2.     MOVED by Councillor Miller to adopt the meeting agenda with the addition of the following items:

 8 g. Request for Decision – Trust Account Arena- Allocation Request

9 c. County of Grande Prairie Media Release

10 c. Agreements           CARRIED 10/19/228

 

3.     MOVED by Councillor Guise that the minutes of the October 7, 2019 Organization Council Meeting be approved with the update for the Recreational Board be changed to remove Sandra Miller and add Bill Guise.         CARRIED 10/19/229

 

4.     MOVED by Councillor Smith that the minutes of the October 7, 2019 regular council meeting be approved as presented.        CARRIED 10/19/230

 

5.     Business Arising from the Minutes. --- No business arising.


6.     Delegations ---  No Delegations

 

7.     Financial Report

Administration provided an update on the status of reconciliation of MSI contributions/allocations for the period 2011-2018.  A financial report generated from the Village of Hythe Muniware system was present to council. Administration offered options for presentation of the information.  Feedback was accepted on the layout of this report and what the Council would like to see in the future.   

 

8.     Business & Information

a.       Intermunicipal Meeting – Grande Spirit Foundation Needs Assessment Presentation.   The CAO attended a stakeholder session on October 17, 2019 hosted by the Grande Spirit Foundation to discuss the findings from a Needs Assessment with a focus on housing needs in the region.  

b.      Health & Safety Program Councils and CAOs Training – December 13, 2019

An update from OH&S training has indicated a training session has been added to the schedule for December 13, 2019 from 9:00am to 2:00pm for Councils and CAOs. The topic of discussion will be on Workplace Harassment and Violence.  

c.       Janitorial Contract Services – Update

A Request for Proposal for Janitorial Contract Services has been advertised on the Village of Hythe website and the Village has received interest for the service delivery.  

d.      West County Regional Landfill – October 2019 update and review was provided by Councillor Guise.

e.       Request for Decision – Christmas Season Event – Donation Letter

The Christmas Tree Drop Committee prepared a request for donation letter for Council to review. During the review it was discussed that a partnership with the Hythe Agricultural Society may work for this event. The event planning has started and the Committee has made progress on solidifying the details of the event. More work is going to be required and donations will be needed to keep this a free celebration for the community to enjoy.  

 

MOVED by Deputy Mayor Hewitt to table the decision on the letter and contact the Hythe Agricultural Society to invite them to partner on the Christmas Tree Drop Event through an option to have the Agricultural Society become the host of the event with the Village of Hythe being the major sponsor and support component.       CARRIED 10/19/231                                           

 

f.        Request for Decision – Grande Prairie Regional recreation Committee – Administrative Contact Renewal – GPRRC

The Regional Recreation Coordinator contract is expiring December 31, 2019. The Grande Prairie Regional Recreation Committee’s Administrative Working Group is requesting a renewal of the contract with an increase to the position from 0.50 FTE increased to 0.75 FTE that would increase the Village of Hythe contribution to $500.  Some positive regional collaboration activities have occurred, and the summer Ice Manager meeting was one that brought exposure for the Hythe Arena. The price modelling formula remains an issue with the GPRRC.   

 

MOVED by Councillor Guise to approve the increase in the budget for the Grande Prairie Regional Recreation Committee – Administrative Contract Renewal to $500 for the 2020 operating year.        CARRIED 10/19/232

 

g.      Request for Decision – Trust Account Arena – Allocation Request

A routine insurance inspection was conducted at the Hythe Arena and as a result it was brought to the Village’s attention that there is a need to put in a monitoring system in the Arena.  There is currently $10,670.41 in the “Iceplant” trust account for the arena that could be used to help with this cost. It is being requested that the funds from the Ice plant trust fund be allocated towards the installation of a monitoring system in the arena.


MOVED by Deputy Mayor Hewitt that the funds from the Iceplant Trust Fund be paid to the Hythe Athletic Association to assist in funding the monitoring system and that the account be closed.        CARRIED 10/19/233


 9.     Correspondence

a.       Alberta municipal Affairs – Municipal Indicators

The Village of Hythe received a letter from Municipal Affairs regarding Municipal Indicators for the Village of Hythe.  The letter stated that the following indicator was triggered for the municipality: I13 – Interest in Municipal Office in 2018.  Accepted for information and no action is required.

b.      Farm Safety Centre – Request for Support

Farm Safety Centre provides training on Farm Safety across the province, including school aged children. An annual contribution of $100 was requested to help support this program.

MOVED by Deputy Mayor Hewitt to approve the donation amount of $100 in Support of the Farm Safety Centre programing.              CARRIED 10/19/234

c.       County of Grande Prairie Media Release- Distributed for information purpose and announced the new appointments within the region. The County of Grande Prairie re-acclaimed Division 3 Councillor Leanne Beaupre as Reeve and elects Division 6 Councillor Peter Harris new Deputy Reeve


10.    Meetings Attended and Members’ Business  

Councillor Smith:  -- No Meetings attended 


Councillor Guise:

Attended the West County Regional Landfill meeting in October.

Speaking with Public Works Foreman, Greg Longson about the installation of an external provider’s Fiber Optic lines that are being installed for a connection to La Glace.  Some lines have been placed in areas of concern and need to be moved as soon as possible. A follow up discussion has been planned and maps have been provided to the company that is installing these lines to ensure proper placement. Permits are required for any work within the Village of Hythe limits and that process must be followed.   Councillor Guise heard an interesting broadcast on a radio program about ECO Flex and their product using recycled rubber to build sound barriers and sidewalks. The pricing sounded reasonable at about $40,000 in cost for a sound wall that would cost approx. $100,000 using traditional materials.

 

CAO Leona Hanson:

Work has been started on the next release of the Village of Hythe Newsletter and target release is this week.  Council was asked for input into the topics raised and/or additions. One addition that was mentioned was a reminder to keep the community garbage free.

 

Deputy Mayor Hewitt:

Attended the Intermunicipal meeting. There was a presentation from the Regional Landfill about the pros and cons of a plastic ban. The presentation was for information and a discussion starter however no recommendations came out of it. It was noted that in some cases plastic bans in other jurisdictions have been challenged and in others removed due to Provincial regulatory requirements.  The County of Grande Prairie also provided an update on advocating for signages on two major highways in the area and an official request for support will be coming forward to the municipalities requested support. The cost issue on tax recovery properties was raised by the Village and there was interest from other municipalities to work together on this item. 

Attended the Community Futures meeting.  Everything is good there.

Deputy Mayor Hewitt inquired about the absence of the recycle bin outside of the post office.  This recycle bin was placed there by the County and they have since removed it and there is no plan to return the bin.  Council would like to have communication with Canada Post as the distributer of the recyclables and encourage them to find a solution.  The previous (large) bin located adjacent to the main street sidewalk was raised as a concern from an aesthetic and snow removal perspective.

 

MOVED by Councillor Miller that a letter be written to Canada Post about managing recyclable material at the Post Office.           CARRIED 10/19/235

 

Mayor Peterson:

Attended a meeting with Public Works Foreman, Greg Longson, and Public Works staff from other municipalities in the region. The meeting included a trade show with various suppliers and of note was a pot-hole filler.  Some of this product has been ordered to try out in the Village and see how the repairs hold up. Another topic that came up at the meeting was safety programs and how they can have a tendency to grow in paperwork and not in usefulness. Administration noted that the Village’s Public Works Foreman has given some feedback on the processes being developed for the Village resulting in the creation of a checklist system that will put the information onto one page for simplicity and faster processing.

Progress is being made with the Pioneer home with a meeting coming up on November 2nd.  

 

Councillor Miller:

Attended the Library Board meeting. The Friends of the Library raised $2,500 at the Ag. Fair BBQ they hosted.  The Board is waiting to hear when the Friends of the Library casino dates will be and will need volunteers to assist.   Administration suggested the request for volunteers could be placed on the Village Facebook once we are advised of the date.  Attended 2 Christmas Tree Drop Committee meetings and the planning is progressing.  

 

Chelsea de Ruiter:

Attended GPRRC Administrative Working Group meeting where preparation for the intermunicipal meeting took place. Opportunity to connect with Sports Connect and youth curling were also discussed.  Attended a Rural Transportation Pilot Program Advisory Committee meeting and discussed the results of the Survey that was out previously, minimal feedback was provided by Hythe residents. Looking into alternate route days as an option to increase ridership. An interagency meeting was attended by multiple groups that support the community to discuss how the agencies are benefiting the community and where they could use some support, attendance is low in many of the drop in day time groups and this trend is being felt throughout the area.   Village Staff are working with other service providers to investigate ways to increase participation and a joint survey tool will be used to gain information from the public.      

 

11.     In Camera

MOVED by Councillor Miller to go In-Camera at   7:22 p.m. CARRIED 10/19/236


a.      Contracts

           i. Landfill (attached)

          ii. Fiber Project

b.      Human Resources

c.      Agreements

  

MOVED by Deputy Mayor Hewitt to go Out-of-Camera at    8:31 p.m. CARRIED 10/19/237

 

MOVED by Deputy Mayor Hewitt to Award the Fiber Optics Project Subject to Negotiations to GP Networks.        CARRIED 10/19/238

 

MOVED by Mayor Peterson to take steps to form a Controlled Corporation for Hythe Fiber Optics         CARRIED 10/19/239

 

MOVED by Mayor Peterson to instruct Administration to take steps to prepare the necessary instruments for borrowing for the Hythe Fiber Optics Project.      CARRIED 10/19/240

  

12.    Adjournment

MOVED by Mayor Peterson that the meeting be adjourned.    CARRIED 10/19/241

 

Time of adjournment was 8:36 p.m. 

 



OCTOBER 7, 2019 AT 5:00 PM


Present:      Mayor Brian Peterson arrived at 5:12 p.m.

                    Deputy Mayor Craig Hewitt

Councillors:    Bill Guise

                    Sandra Miller

                    Ed Smith

CAO: Leona Hanson

Recording Secretary: Chelsea de Ruiter

  

1.    Deputy Mayor Hewitt called the meeting to order at 5:09 p.m.


2.    MOVED by Councillor Miller to adopt the meeting agenda with the addition of the following items:

8 g. Request for Decision – Trust Account Arena- Allocation Request

9 c. County of Grande Prairie Media Release

10 c. Agreements             CARRIED 10/19/228

 

3.    MOVED by Councillor Guise that the minutes of the October 7, 2019 Organization Council Meeting be approved with the update for the Recreational Board be changed to remove Sandra Miller and add Bill Guise.       CARRIED 10/19/229


4.    MOVED by Councillor Smith that the minutes of the October 7, 2019 regular council meeting be approved as presented.          CARRIED 10/19/230


5.     Business Arising from the Minutes.

No business arising.


6.    Delegations

No Delegations


7.    Financial Report

Administration provided an update on the status of reconciliation of MSI contributions/allocations for the period 2011-2018.  A financial report generated from the Village of Hythe Muniware system was present to council. Administration offered options for presentation of the information.  Feedback was accepted on the layout of this report and what the Council would like to see in the future.   


8.     Business & Information

a.      Inter-municipal Meeting – Grande Spirit Foundation Needs Assessment Presentation.   The CAO attended a stakeholder session on October 17, 2019 hosted by the Grande Spirit Foundation to discuss the findings from the Needs Assessment with a focus on housing needs in the region.  

b.      Health & Safety Program Councils and CAOs Training – December 13, 2019

An update from OH&S training has indicated a training session has been added to the schedule for December 13, 2019 from 9:00am to 2:00pm for Councils and CAOs. The topic of discussion will be on Workplace Harassment and Violence.  

c.       Janitorial Contract Services – Update

A Request for Proposal for Janitorial Contract Services has been advertised on the Village of Hythe website and the Village has received interest for the service delivery.  

d.      West County Regional Landfill – October 2019 update and review was provided by Councillor Guise.

e.       Request for Decision – Christmas Season Event – Donation Letter

The Christmas Tree Drop Committee prepared a request for donation letter for Council to review. During the review it was discussed that a partnership with the Hythe Agricultural Society may work for this event. The event planning has started and the Committee has made progress on solidifying the details of the event. More work is going to be required and donations will be needed to keep this a free celebration for the community to enjoy.  

MOVED by Deputy Mayor Hewitt to table the decision on the letter and contact the Hythe Agricultural Society to invite them to partner on the Christmas Tree Drop Event through an option to have the Agricultural Society become the host of the event with the Village of Hythe being the major sponsor and support component.CARRIED 10/19/231


  f.       Request for Decision – Grande Prairie Regional recreation Committee – Administrative Contact Renewal – GPRRC

The Regional Recreation Coordinator contract is expiring December 31, 2019. The Grande Prairie Regional Recreation Committee’s Administrative Working Group is requesting a renewal of the contract with an increase to the position from 0.50 FTE increased to 0.75 FTE that would increase the Village of Hythe contribution to $500.  Some positive regional collaboration activities have occurred, and the summer Ice Manager meeting was one that brought exposure for the Hythe Arena. The price modelling formula remains an issue with the GPRRC.   


MOVED by Councillor Guise to approve the increase in the budget for the Grande Prairie Regional Recreation Committee – Administrative Contract Renewal to $500 for the 2020 operating year.         CARRIED 10/19/232

 

g.      Request for Decision – Trust Account Arena – Allocation Request

A routine insurance inspection was conducted at the Hythe Arena and as a result it was brought to the Village’s attention that there is a need to put in a monitoring system in the Arena.  There is currently $10,670.41 in the “Iceplant” trust account for the arena that could be used to help with this cost. It is being requested that the funds from the Ice plant trust fund be allocated towards the installation of a monitoring system in the arena.


MOVED by Deputy Mayor Hewitt that the funds from the Ice plant Trust Fund be paid to the Hythe Athletic Association to assist in funding the monitoring system and that the account be closed.             CARRIED 10/19/233

 

9.     Correspondence

a.     Alberta municipal Affairs – Municipal Indicators

The Village of Hythe received a letter from Municipal Affairs regarding Municipal Indicators for the Village of Hythe.  The letter stated that the following indicator was triggered for the municipality: I13 – Interest in Municipal Office in 2018.  Accepted for information and no action is required.

b.    Farm Safety Centre – Request for Support

Farm Safety Centre provides training on Farm Safety across the province, including school aged children. An annual contribution of $100 was requested to help support this program.

MOVED by Deputy Mayor Hewitt to approve the donation amount of $100 in Support of the Farm Safety Centre programming.              CARRIED 10/19/234

c.    County of Grande Prairie Media Release- Distributed for information purpose and announced the new appointments within the region. The County of Grande Prairie re-acclaimed Division 3 Councillor Leanne Beaupre as Reeve and elects Division 6 Councillor Peter Harris new Deputy Reeve


10. Meetings Attended and Members’ Business  

Councillor Smith:

No Meetings attended


Councillor Guise:

Attended the West County Regional Landfill meeting in October.

Speaking with Public Works Foreman, Greg Longson about the installation of an external provider’s Fiber Optic lines that are being installed for a connection to La Glace.  Some lines have been placed in areas of concern and need to be moved as soon as possible. A follow up discussion has been planned and maps have been provided to the company that is installing these lines to ensure proper placement. Permits are required for any work within the Village of Hythe limits and that process must be followed.   Councillor Guise heard an interesting broadcast on a radio program about ECO Flex and their product using recycled rubber to build sound barriers and sidewalks. The pricing sounded reasonable at about $40,000 in cost for a sound wall that would cost approx. $100,000 using traditional materials.


CAO Leona Hanson:

Work has been started on the next release of the Village of Hythe Newsletter and target release is this week.  Council was asked for input into the topics raised and/or additions. One addition that was mentioned was a reminder to keep the community garbage free.


Deputy Mayor Hewitt:

Attended the Intermunicipal meeting. There was a presentation from the Regional Landfill about the pros and cons of a plastic ban. The presentation was for information and a discussion starter however no recommendations came out of it. It was noted that in some cases plastic bans in other jurisdictions have been challenged and in others removed due to Provincial regulatory requirements.  The County of Grande Prairie also provided an update on advocating for signages on two major highways in the area and an official request for support will be coming forward to the municipalities requested support. The cost issue on tax recovery properties was raised by the Village and there was interest from other municipalities to work together on this item. 

Attended the Community Futures meeting.  Everything is good there.

Deputy Mayor Hewitt inquired about the absence of the recycle bin outside of the post office.  This recycle bin was placed there by the County and they have since removed it and there is no plan to return the bin.  Council would like to have communication with Canada Post as the distributor of the recyclables and encourage them to find a solution.  The previous (large) bin located adjacent to the main street sidewalk was raised as a concern from an aesthetic and snow removal perspective.


MOVED by Councillor Miller that a letter be written to Canada Post about managing recyclable material at the Post Office.           CARRIED 10/19/235


Mayor Peterson:

Attended a meeting with Public Works Foreman, Greg Longson, and Public Works staff from other municipalities in the region. The meeting included a trade show with various suppliers and of note was a pot-hole filler.  Some of this product has been ordered to try out in the Village and see how the repairs hold up. Another topic that came up at the meeting was safety programs and how they can have a tendency to grow in paperwork and not in usefulness. Administration noted that the Village’s Public Works Foreman has given some feedback on the processes being developed for the Village resulting in the creation of a checklist system that will put the information onto one page for simplicity and faster processing.

Progress is being made with the Pioneer home with a meeting coming up on November 2nd.  


Councillor Miller:

Attended the Library Board meeting. The Friends of the Library raised $2,500 at the Ag. Fair BBQ they hosted.  The Board is waiting to hear when the Friends of the Library casino dates will be and will need volunteers to assist.   Administration suggested the request for volunteers could be placed on the Village Facebook once we are advised of the date.  Attended 2 Christmas Tree Drop Committee meetings and the planning is progressing.  


Chelsea de Ruiter:

Attended GPRRC Administrative Working Group meeting where preparation for the intermunicipal meeting took place. Opportunity to connect with Sports Connect and youth curling were also discussed.  Attended a Rural Transportation Pilot Program Advisory Committee meeting and discussed the results of the Survey that was out previously, minimal feedback was provided by Hythe residents. Looking into alternate route days as an option to increase ridership. An interagency meeting was attended by multiple groups that support the community to discuss how the agencies are benefiting the community and where they could use some support, attendance is low in many of the drop in day time groups and this trend is being felt throughout the area.   Village Staff are working with other service providers to investigate ways to increase participation and a joint survey tool will be used to gain information from the public.      


11. In Camera


MOVED by Councillor Miller to go In-Camera at   7:22 p.m. CARRIED 10/19/236

                                                              

a.    Contracts

               i. Landfill (attached)

              ii. Fiber Project

b.    Human Resources

c.    Agreements 

 

MOVED by Deputy Mayor Hewitt to go Out-of-Camera at    8:31 p.m. CARRIED 10/19/237

 

MOVED by Deputy Mayor Hewitt to Award the Fiber Optics Project Subject to Negotiations to GP Networks.          CARRIED 10/19/238

 

MOVED by Mayor Peterson to take steps to form a Controlled Corporation for Hythe Fiber Optics           CARRIED 10/19/239

 

MOVED by Mayor Peterson to instruct Administration to take steps to prepare the necessary instruments for borrowing for the Hythe Fiber Optics Project.           CARRIED 10/19/240


12. Adjournment


MOVED by Mayor Peterson that the meeting be adjourned.           CARRIED 10/19/241


Time of adjournment was 8:36 p.m.  




OCTOBER 7, 2019 AT 5:00 PM

ORGANIZATIONAL MEETING


Present:      Mayor Brian Peterson

                   Deputy Mayor Craig Hewitt

Councillors:  Bill Guise

                Ed Smith

CAO:   Leona Hanson

Recording Secretary: Chelsea de Ruiter

 

Regrets:   Councillor Sandra Miller

         

1.     Mayor Peterson called the meeting to order at 4:58 p.m.


2.     MOVED by Councillor Guise to adopt the meeting agenda.   CARRIED 10/19/210    

             

3.     MOVED by Deputy Mayor Hewitt that Mayor Peterson be appointed Mayor.     CARRIED 10/19/211

 

4.     MOVED by Councillor Smith that Deputy Mayor Hewitt be appointed Deputy Mayor. CARRIED 10/19/212                                                                          

 

5.     Committee Appointments

Council reviewed the Appointments to Organizations, Boards and Committees.

MOVED by Mayor Peterson to accept the committee appointments as presented with the addition of Deputy Mayor Hewitt appointed to the West County Health Facility Committee (as attached)      CARRIED 10/19/213

 

6.     Council Meeting Dates

Council discussed continuing to have the Regular Council Meetings every second Monday with the exception of Mondays that fall on a holiday, those meetings will be held the following Tuesday at 5:00 pm.

 

Council discussed dates for Budget Deliberation Meetings in November and agreed on the dates of Monday, November 25 from 6-9 pm and Thursday, November 28th from 6-9 pm.

 

Council discussed the Christmas Holiday Schedule and decided to close the Village office and public works on Tuesday, December 24 at noon and reopen on Monday December 30 for regular business hours. The office and public works will also be closed January 1 as it is a statutory holiday.

 

MOVED by Deputy Mayor Hewitt to accept the Council Meeting Dates, the Organizational Council Meeting times and the Christmas Holiday Schedule as presented with the edit of December 24 as amended (as attached).     CARRIED 10/19/214

 

7.     Staff Reporting Schedule

Administration presented Council information for implementing a staff reporting schedule to provide a format to deliver effective and timely information to Council at Regular Council Meetings. CAO Leona Hanson proposed that the first meeting of the month would include a report on the activities of all departments of the organization. This may include presentation from Department and/or Positions Leads as required. A Financial report will be presented to Council at the second meeting of the month, including capital and operating expenditures, revenue from all sources, and budget to actual variance reporting.

 

MOVED by Mayor Peterson to accept the Staff Reporting Schedule as discussed.

CARRIED 10/19/215

 

8.     Adjournment

 

MOVED by Mayor Peterson that the meeting be adjourned.       CARRIED 10/19/216

  

Time of adjournment was 5:21 p.m.

 






OCTOBER 7, 2019 AT 5:00 PM


Present:        Mayor Brian Peterson
  Deputy Mayor Craig Hewitt

Councillors:  Bill Guise
    Ed Smith

CAO:      Leona Hanson

Recording Secretary: Chelsea de Ruiter

Regrets:     Sandra Miller

 

1.    Mayor Peterson called the meeting to order at 5:21 p.m.

 

2.    MOVED by Councillor Smith to adopt the meeting agenda with the addition of the following items:

10 b. ICF-contracts          CARRIED 10/19/217                    


3.    MOVED by Councillor Guise that the minutes of the September 23, 2019 regular Council meeting be approved as presented.       CARRIED 10/19/218                                                                                 


4.    Business Arising from the Minutes.

No business arising.


5.    Delegations

No Delegations


6.     Staff Reports

a.  Greg Longson - PW Report

Public Works Foreman, Greg Longson provided an update on the Flow Test which has been completed and results are pending.  Public works has completed the clean out of the lift station and sewer flushing with the exception of one area that will be done after the ground is frozen.

Update from Greg Longson on results of the sewer line flush have indicated some areas that have major buildup of grease or sediments.

Greg Longson wanted to acknowledge and show gratitude to Bill Guise in respect to his work on flushing the lines in the Village. More assistance may be required to roll the pipe currently out once flushing is complete.


b.  Leona Hanson – CAO Report as attached


7.    Business & Information

a.   Intermunicipal Meeting – Request for Agenda Items

Council was asked if there were any items, they would like to see on the agenda for the upcoming Intermunicipal Government meeting. Council requested some time to think about it and would forward their items to CAO Leona Hanson before the deadline of October 9, 2019.  


b.  Health and Safety Program Orientation and Training

The Health and Safety Project will be complete, and a presentation will be available for all staff on December 12. All Village of Hythe staff, Council and representatives of the associated groups will be required to take the one-day training that will take place on January 13 from 9:00 am – 4:00 pm. This training will be extended to Administration, Public Works, Council, Hythe Fire Department, Library Staff, Curling Rink, Arena staff and Hythe Motor Speedway. Council will confirm with Administration who is available to take the training.


c.   Janitorial Contract Services – Request for Decision

The existing service provider has been providing janitorial services to the Village of Hythe for the last three years. As a standard practice it is recommended that the Village open the contract for interest every three years at minimum.

MOVED by Deputy Mayor Hewitt that a Request for Proposal for Janitorial Services be advertised with a closing date of October 16, 2019.     CARRIED 10/19/219


d.   GPREP Regional Emergency Management Committee Meeting minutes from September 19, 2019 was provided to council for review and for informational purposes.


e.  A briefing note was provided to the RCMP at the AUMA Meeting held on September 27, 2019. Council would like to request follow up to the questions that arose from the briefing.

MOVED by Councillor Smith that CAO Leona Hanson to provide a letter to the RCMP for further discussion.     CARRIED 10/19/220


f.   Alberta Capital Finance Authority Application Deadline is approaching and ACFA has requested a projected estimate of borrowing for the next 5 years. This capacity can include projects such as transit, roads, utilities, waste management, facilities, water and sewer, parks, and recreation. The deadline for submission is October 11, 2019.

MOVED by Mayor Peterson to send the estimate for the maximum amount allowed to be borrowed by the Village of Hythe allocated in 2020.      CARRIED 10/19/221


g.  The Village of Hythe Administration has requested that Council approve a Safety Deposit Box rental at the local ATB to store data back-up data storage tapes off site.

MOVED by Councillor Smith to authorize administrations to open a Safety Deposit Box under the Village of Hythe for the purpose of housing backup data storage tapes and include the existing signing officers and Betty Atkinson, Accounts Payable Clerk to have access to the Safety Deposit Box in order to operate business in a timely manner.         CARRIED 10/19/222


h.  The Municipal Government Act requires a public participation policy be in place.   Administration presented a draft Policy for Council consideration.

MOVED by Councillor Guise to approve the Public Participation Policy as presented.          CARRIED 10/19/223

 

8.     Correspondence

a.   The Hythe Community Centre provided a letter to the Village of Hythe council requesting donations for repairs to the facility.  The correspondence was received for information and requested additional information to the extent of the repairs and timeline for completion.


9.     Meetings Attended and Members’ Business  

Deputy Mayor Hewitt:

  • Attended the AMUA two-day meeting in Edmonton and went to a session on Regionalization which centered around the idea of amalgamations and about municipalities combining with counties and working together and how that voting system works.

-  Attended the meeting with the RCMP at the AMUA event. AMUA was a positive information session.

- Inquired about the Water and Sewer rates for large users.  A meeting will be scheduled with Cindy Lockhart and CAO Leona Hanson to determine what is a realistic and what the rates should be.

- Inquired about the grant application to be used for an update to the Village of Hythe Website. The only update available from PREDA is that the application has extended to the committee for review.

- Deputy Mayor Hewitt requested a meeting with CN regarding the condition of the area beside the tracks.  It was noted that the area was not properly maintained, and the ground cannot be mowed by Public Works because it is not flat. Deputy Mayor Hewitt would like to see a letter provided to CN about the status of the grass and levelling the ground with alternative action is no response/improvement made by CN.

-Would like to have old Bylaws cleaned up and brought up to date.

 

CAO Leona Hanson:

  • Staff and Council have been invited to the Community Christmas Dine and Dance on November 30, 2019 as a Christmas party event.

MOVED by Deputy Mayor Hewitt that the Community Christmas Dine and Dance be the Village of Hythe Employee and Council Christmas party with invitation extended to members of staff, Council, Fire Department.     CARRIED 10/19/224


Mayor Peterson:

- Attended AMUA and had a meeting with the Minister of Municipalities, discussed linear tax and where the funds go; used for the people of the province and funds can be distributed anyway in the province. The Minister of Municipalities also discussed regionalization and amalgamation of municipalities.  

-Attended a seminar at AMUA with the Chief of Police who discussed the breakdown of calls the receive, approximately 5% of  calls are actually crime related and the remaining 95% are made up of issues pertaining to drug addiction and mental health issues. Of note was that the majority of crimes statistics are rooted in addiction or mental health issues.

- Attended a conference about increasing revenue for “your town”.


Councillor Smith:

-No meetings attended

-Inquired about previous correspondence to CNRL regarding repairs to a ditch.  There is equipment on site and Administration will follow up with CNRL.  


Councillor Guise:

-No meetings attended

-Inquired if CN came out to attend to the weed growth.  No correspondence has been received.

 

10. In Camera

MOVED by Councillor Smith to go In-Camera at 7:43 p.m.   CARRIED 10/19/225                                                   

a.       Human Resources

b.      ICF- Contracts


MOVED  by Deputy Mayor Hewitt to go Out-of-Camera at 8:27 PM.           CARRIED 10/19/226

 

11. Adjournment

MOVED by Councillor Guise that the meeting be adjourned.           CARRIED 10/19/227


Time of adjournment was 8:28 p.m.




SEPTEMBER 23, 2019 AT 5:00 PM

Present:        Mayor Brian Peterson

Councillors:   Bill Guise

                 Ed Smith

CAO: Leona Hanson

Recording Secretary: Chelsea de Ruiter

 

1.    Mayor Peterson called the meeting to order at 5:01 p.m.

2.    MOVED by Councillor Guise to adopt the Meeting Agenda with the addition of the following items:

7.k. GPREP Elected Officials Training

8.b. County of Grande Prairie – Kairo’s Blanket Exercise   CARRIED 09/19/195                     

 Deputy Mayor Craig Hewitt joined the meeting at 5:13 p.m.

 3.    MOVED by Councillor Smith that the minutes of the August 19, 2019 regular Council meeting be approved as presented.      CARRIED 09/19/196                                                                                    

4.     Business Arising from the Minutes.
No business arising.

Councillor Miller joined the meeting at 5:52 p.m.

5.    Delegations

Todd Locke, MPE Engineering Ltd. - 6:00 p.m.

Roads Assessment Report

Mr. Locke joined the meeting at 5:44 p.m.

Todd Locke with MPE Engineering, provided Council with an overview of the details of the Roads Assessment conducted by MPE Engineering Ltd for the Village of Hythe in 2018.

The assessment undertaken resulted in a comprehensive pavement and sidewalk evaluation program.  The data collection, condition assessment, and rehabilitation need of the paved road and sidewalk networks offers Council an extensive report to assist them with future infrastructure maintenance and replacement planning.   Council requested additional information from MPE Engineering and discussed additional subsoil testing options. 

Mr. Locke committed to providing the information requested.
Mr. Locke left the meeting at 7:15 p.m.

6.     Staff Reports

a.  Greg Longson - PW Report

Public Works Foreman, Greg Longson provided an update for Council on the Willow Grove water supply upgrade.  Due to the extent and unknown factors involved with the upgrade to the system additional costs were incurred.   Request was made for Council to increase the budget allocation.

 

MOVED by Mayor Peterson to approve an increased budget up to $44,000 for the upgrade repairs and maintenance of the Willow Grove water supply system.       CARRIED 09/19/197                                                        

 

The sewer line flushing was delayed due to a contract truck having mechanical issues, but progress has continued.  

Volunteers, staff, and contractors have been busy getting the Hythe & District Memorial Arena ready for the season. 


Gravel has been added in order to repair the potholes behind the firehall and it has been requested that there is no parking there.   

Public Works is preparing for a Flow Test that will be starting next week. 

 

b.  Leona Hanson – CAO Report as attached

 

7.     Business & Information

a.  Intermunicipal Meeting – October 16, 2019 will be attended by Mayor Peterson, Deputy Mayor Hewitt, CouncillorS Guise, Miller and CAO Leona Hanson


b.  Christmas Season Event – Request for Decision

MOVED by Deputy Mayor Hewitt to approve a budget of $5,000 for the Christmas Tree Event to be on November 30th and that a Committee be formed with Councillor Miller as the Chair.                               CARRIED 09/19/198

Mayor Peterson also volunteered for the Committee and Village Staff will assist.


c.       Firefighter Recognition – Request for Decision

 MOVED by Mayor Peterson to recognize Ed Woloshyn and present a Fire Services Exemplary Service Medal at a Legion dinner on October 4, 2019 or a date available for Mr. Woloshyn and his family to attend.  

The Village will provide tickets for Mr. Woloshyn and his wife.       CARRIED 09/19/199


d.      Committee Appointment Considerations – Reference 2018 Listing

Administration provided a brief overview on current committee appointments and suggested that Council review the Committees they currently sit on as representatives for the Village of Hythe; and that they further advise any suggested changes prior to the October 7th Organization Meeting. 


e.    Waste Management RFP – Request for Decision

The current waste management contract is set to expire December 31, 2019.  

MOVED by Mayor Peterson to approve development of a Request for Proposal to send to local companies that offer Waste Management with submissions received to be reviewed by Council.      CARRIED 09/19/200

f.     RCMP Survey was received from Sgt. Ash W. Browne – Attached

Council was invited to participate in a survey provided by the Beaverlodge RCMP detachment regarding RCMP services and ongoing commitment to the community.


g.  RCMP District Officer and Representative Meeting – AUMA. Mayor Peterson, Deputy Mayor Hewitt and CAO Leona Hanson will be attending a meeting on Friday September 26, 2019 where they will bring forward concerns regarding the increase in rural crime.


h.   Bylaw #548 – Connection, Control, and Regulate the Sale of Municipal Public Water Utility Services as an Amendment to the Village of Hythe Land Use Bylaw

MOVED by Councillor Guise to accept first reading of Bylaw #548    CARRIED 09/19/201

MOVED by Mayor Peterson to accept the second reading of Bylaw #548  CARRIED 09/19/202 

MOVED by Deputy Mayor Hewitt to consider a third reading of Bylaw #548   CARRIED UNANIMOUSLY 09/19/203

MOVED by Councillor Miller to accept the third and final reading of  Bylaw #548 CARRIED 09/23/204


i.    ATCO Electric – Distribution Fee – Request for Decision

 MOVED by Deputy Mayor Hewitt to increase distribution fee to ATCO Electric from 8% to 10%.          CARRIED 09/19/205


j.    ATCO Gas – Distribution Fee – Request for Decision 

MOVED by Mayor Peterson to keep the distribution fee for ATCO Gas at 12%.     CARRIED 09/19/206


k.   Grande Prairie Region Emergency Partnership (GPREP) Elected Officials Training is to be completed through online participation or an in-person seminar being provided on October 23, 2019.  

Administration advised that all Elected Officials must complete the training by March 31, 2020.  Council elected to take the required training through online resources.

8.     Correspondence

a.  Community Foundation of Northwestern Alberta – An invitation was received to attend the 2019 Vital Signs Launch.   The 2019 Vital Signs information will be available October 8, 2019 and Council is interested in receiving the information for future reference.

b.  County of Grande Prairie – An invitation was received to participate in a Kairos Blanket Exercise being hosted by the County of Grande Prairie on October 18, 2019. Any council member that is interested can contact the Village office to set up registration.

 9.     Meetings Attended and Members’ Business  

Deputy Mayor Hewitt:

-          Raised concern regarding the West Peace and CN properties’ need to remove weeds and cut grass.  Enquired about notices given to the property owners.

-          Attended the Community Futures meeting.


Councillor Guise:

-          Requesting that the County Representative responsible for Weed Inspector attend a future meeting to discuss the quality of weed inspection/control the Village is receiving as well as the process for reporting weed growth. The inspector has been informed about growth of Mayweed, but it doesn’t appear anything has been done to rectify the problem.

-          Met with Murry Soucy and discussed water wells in the Village. Recommended that further inquiry occur with the records on file with Alberta Environment and to get a formal communication process started.


Mayor Peterson:

-          Attended the Regional Emergency Management meeting and notified that Council members will need to update training.

-          Update from the Alberta Seniors Minister that progress with the Pioneer home is moving ahead.

-          Met with the Justice Minister who discussed the plans to hire more prosecutors to strengthen the justice system. The plan to increase the Prosecutor position by 50 people will take approximately 3 years.

-          Unable to attend a recent Intermunicipal meeting but confirmed with Mayor Potter from Sexsmith that the Village will continue to work with the neighbouring municipalities in different areas. Mayor Peterson is preparing for the next intermunicipal meeting.

-          Inquired into current unsightly premises notices. Notifications need to be followed up with County Bylaw Enforcement.

10. In Camera

MOVED by Councillor Miller to go In-Camera at 8:49 p.m.   CARRIED 09/19/207                                                       

a.       Human Resources
b.      Contract

MOVED by Mayor Peterson to go Out-of-Camera at 9:27 PM      CARRIED 09/19/208

 11. Adjournment

 MOVED by Councillor Smith that the meeting be adjourned.         CARRIED 09/19/209

 Time of adjournment was 9:29 p.m.



SEPTEMBER 9, 2019


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councillor Bill Guise

Councillor Sandra Miller

CAO Leona Hanson

Municipal Clerk Chelsea de Ruiter

 

Regrets:       Councillor Ed Smith

 1.        The meeting was called to order by Mayor Peterson at 5:05 PM

2.        MOTION by Councillor Miller to appoint Chelsea de Ruiter to the role of Municipal Clerk as the Recording Secretary of Council Meetings.     CARRIED 09/09/180

3.        MOTION by Mayor Peterson to adopt the Meeting Agenda with the addition of the following items

  8. h. Organization Meeting Date     CARRIED 09/09/181


4.        MOTION by Councillor Guise to approve the Minutes of the August 19, 2019 Regular Council Meeting. CARRIED 09/09/182


 5.        Business Arising from the Minutes:          No business arising.


6.        Delegations

a.       ATCO Distribution - Shelley Abram, Customer Sales Representative – North West Region

Transmission & Distribution - Electricity Global Business Unit   5:30 PM 

Shelley Abram, Customer Sales Representative and Doug Bagget, Operations provided an update to Council on the Distribution Revenue Forecast for 2020 Franchise fee that has in the past been increased from 6% to 8%. ATCO representatives heard concerns from Council regarding expenses at the Arena and inquires about finding a more feasible way to approach the expenses for seasonal consumption. Follow up will be required to obtain more details on this. ATCO representatives said they would be interested in supporting community events through their loaner program which provides BBQs and tents. Council was given an opportunity to review alternate energy consumption methods for consideration to advancing the available services in Hythe.  

             

7.        Staff Reports

a.         Greg Longson - PW Report 

Public Works Foreman, Greg Longson provided an update for Council on various activities including an update on the Willow Grove water supply routine maintenance and repairs to equipment and mechanical. Estimated expense to replace plumbing and pump for pumphouse 2 is approximately $20,000-$25,000. Also discussed was Bearisto street improvements recommend repairing the road by the post office with gravel and compaction for now; gravel other sections and a culvert repair. Campsite recently required sewer repairs which has been completed. Update on arena; the start-up phase has commenced with ice planned to be ready for opening on September 30th.

                                

b.         Leona Hanson – CAO Report attached

                             i.          Police Costing Model Engagement – Background

CAO Leona Hanson provided information about the Provincial plans regarding the Police Costing Model Engagement and how it may affect the Village of Hythe.  It was discussed that previously municipalities with a population of under 5000 and rural municipalities did not pay policing costs and that the proposed Police Costing Models will create a cost to smaller municipalities like Hythe but may not directly result in enhanced service levels.  See the attached report for additional reporting information.

 

8.        Business & Information

a.       Willow Grove Water System Upgrade – Request for Decision

MOTION by Mayor Peterson to approve $25,000 for repairs and upgrades to the Willowgrove Water System.     CARRIED 09/09/183


b.      Street Improvement 2019 – Request for Decision - Pending Additional Information

MOTION by Councillor Miller to repair the street in front of the post office, compact with gravel and perform the paving of the site during the 2020 construction season.     CARRIED 09/09/184


c.       Bylaw #548 – Connection, Control, and Regulate the Sale of Municipal Public Water Utility Services as an Amendment to the Village of Hythe Land Use Bylaw

MOVED by Mayor Peterson to table until a later date.     CARRIED 09/09/185

d.      Notification for Land Use Bylaw Amendment Referral Notice – No concerns raised and no action required

e.       RCMP Detachment Report was received for information.   As further update to the request to meet with RCMP representatives during the AUMA Convention; confirmation or additional information has been requested from the meeting organizers.

f.        ATCO Electric – Distribution Fee (See information provided under item 6.a.) MOVED by Mayor Peterson to table pending more information.     CARRIED 09/09/186

g.      ATCO Gas – Distribution Fee (attached) 

MOVED by Mayor Peterson to table pending more information     CARRIED 09/09/187


h.      Organizational Meeting Date

MOTION by Deputy Mayor Hewitt to set October 7, 2019 at 5:00PM as the Village of Hythe Organizational Meeting of Council. Regular Council Meeting of Monday October 7, 2019 will follow directly after the close of the Organizational Meeting.     CARRIED 09/08/188

 

9.        Correspondence

a.       Alberta Municipal Affairs – Municipal Sustainability Initiative Communication confirming the MSI and Gas Tax allocations for 2019 was received for information.

 

b.      Hythe Nursing Home Foundation Bus Purchase – Letter of Support Request MOVED by Councillor Guise that a letter of support be provided.     CARRIED 09/09/189


c.       Hythe Athletic Association – Letters of Support Request: Small and Large Capital Projects
MOVED by Councillor Miller that letters of support be provided to the Hythe Athletic Association.     CARRIED 09/09/190

 

10.    Meetings Attended and Members’ Business  

Deputy Mayor Hewitt

-          Participated in the Fiber Optics RFP Review Meeting

-          Suggestion that the 2020 budget process be started in November.  Administration put together a schedule for the 2020 budget deliberations and bring back for Council consideration


Councillor Guise

-          Participated in the Fiber Optics RFP Review Meeting


Councillor Miller

  -          Participated in the Fiber Optics RFP Review Meeting


Mayor Peterson

-          Participated in the Fiber Optics RFP Review Meeting

-          Mayor Peterson provided an update on the Pioneer Home and that progress is being made as a result of meetings with several Ministers of the Government and through the efforts of the new law firm hired to assist on the building project and insurance negotiations.


11.    In Camera

MOTION by Mayor Peterson to move In-Camera at 7:32 PM     CARRIED UNANIMOUSLY 09/09/191


a.       Human Resources


b.      Contract

MOTION by Councillor Miller to move Out-of-Camera at 8:30 PM     CARRIED UNANIMOUSLY 09/09/192


MOTION by Mayor Peterson to approve the service agreement with ISL Engineering for flow testing in the amount of $25,000.     CARRIED 09/09/193


12.   Adjournment

MOTION by Deputy Mayor Hewitt to adjourn the meeting.     CARRIED 09/09/194

 

Time of adjournment was 8:43 p.m.



AUGUST 14, 2019


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councillor Ed Smith

CAO Leona Hanson


Regrets: Councillor Bill Guise

Councillor Sandra Miller

 

  1. The meeting was called to order by Mayor Peterson at 5:00 PM


  1. MOTION by Councillor Ed Smith to adopt the meeting Agenda with the addition of the following items:

9.e. County of Grande Prairie Capital Grants Program   CARRIED 08/19/173


  1. MOTION by Deputy Mayor Hewitt to approve the Minutes of the July 15, 2019 Regular Council Meeting     CARRIED 08/19/174                                                                                                           


  1. BUSINESS ARISING: 

Deputy Mayor Hewitt requested information regarding weed inspection results and notices provided.  Administration to follow up with the County Weed Inspectors.


5.   MOTION by Councillor Smith to approve the Minutes of the August 6, 2019 Inter-Municipal Council Meeting held with the County of Grande Prairie and the Village of Hythe     CARRIED 08/19/175

  1. DELEGATIONS:

    1. Renay Morgan, Hythe Agriculture Society provided an update to Council on the status of the organization and had a dialogue on funding, projects, reclamation/repurposing the old pool, and partnering opportunities with the Village of Hythe and/or other organizations such as the Hythe Athletic Association.

    2. Village Taxpayer Dialogue with Council.  Approximately 12 members of the community attended the meeting and had an opportunity to ask questions of Council.  Council responded to the questions on topics of interest to the members in attendance including:

      1. Property tax increases, use of funds for operations and infrastructure (water, sewer, roads), challenges with infrastructure deficits, and limited funding sources;

      2. Compost closure and the reasons for closing the compost that resulted from an ongoing misuse of the site causing safety concerns and cleanup issues;   

      3. Exchange of ideas to share information with members of the community in addition to the current methods of website, facebook, newsletters, inserts in utility bills, newspaper, posters, mailouts.  Email addresses will be collected at the Village Office from members of the public who wish to receive information from the Village of Hythe (i.e., electronic newsletters).

      4. Update on the street and road improvement plan was shared including the high cost (not fundable) of tenders received for the work prioritized for 2019.  It was considered that the significant rainfall during the construction season may have led to higher than expected bids on the work outlined in the tender package.  Weather permitting some preliminary repair work is planned for 2019. 

      5. Excessive speeds on Highway 43 going through the Village was raised concern and Council shared that increased enforcement for speed was requested from County Enforcement with some success.  Emphasis will continue to be placed in this area.

      6. Mayor Peterson thanked the members of the public for coming to the meeting and appreciated having an open conversation with Council.  The Mayor also advised that all Council meetings are open to the public (exception being in-camera agenda items that typically occur at the end of the Council meetings) and invited people to attend any time.


  1. STAFF REPORTS

    1. Greg Longson - PW Report
      Public Works Foreman, Greg Longson provided an updated for Council on various activities including update on completion of Well 1 upgrade; swimming pool cleanup continues with chemical removed; lift station electrical issues being addressed; requests for municipal water tie-ins (reference to item 8.d. Utility Policy); sewer line flushing needed this fall with an estimated cost ranging between $5000-15,000 depending on number of days for completion and unknown blockages that may slow down the process; underground water tank maintenance scheduled for WG Well at an estimated cost of $7000; gravelling roads, compost pile/site is cleaned up; Kubota tractor sold with a net return to the Village of $43,000.   

    2. Leona Hanson – CAO Report as attached.

 

  1. Business & Information

    1. RCMP Detachment Report was received for information.  Administration provided an update pertaining to a request that was submitted for representatives of the Village of Hythe to meet with representatives of the RCMP and Assistant Deputy Minister of Justice when attending the AUMA Convention in September. 

    2. Beairsto Street Improvement Program Tender Results were summarized and presented to Council for review.   Based on the value of the bids received Council received the report for information and no tender was accepted.

    3. Municipal Climate Challenge:  Mayor Peterson reported that the research has been completed on possible opportunities for a fit within the Municipal Climate Challenge program parameters and that no action is required at this time. 

    4. Utility Policy: Water and/or Sewer Connection to Municipal Service. A draft policy with terms were reviewed and sent back to Administration for update and to bring back to Council for further review/decision.


  1. Correspondence

    1. Hythe Nursing Home Foundation Bus Purchase – The Foundation requested a Letter of Support for grant funding being applied for under the County Capital Grant Program.  Council requested additional information.

    2. Philip Curry Dinosaur Museum – Night at the Museum event was received for information

    3. South Peace Centennial Museum – Letter of Support was requested for grant funding application being submitted to the County Capital Grant Program.

MOTION by Deputy Mayor Hewitt to approve a letter of support for the South Peace Centennial Museum grant application to the County of Grande Prairie.     CARRIED 08/19/17

    1. STARS Event – Same Mission New Fleet was received for information.


  1. Meetings Attended and Members’ Business  

Mayor Peterson continued research relating to the Municipal Climate Challenge Program; toured the Rycroft Arena with the Village’s Foreman and the Arena Manager to look at the new floor that Rycroft was installing as the Hythe Arena is having similar brine leaking issues; attended the inter-municipal council meeting with the County of Grande Prairie.

Deputy Mayor Hewitt attended the attended the inter-municipal council meeting with the County of Grande Prairie; raised the opportunity to host a meeting of community groups (planning in place for a fall meeting) and look at way to hire a support position through partnering with other organizations (i.e., Ag Society) and option to include some form of Rec Director component.

Councillor Ed Smith attended the attended the inter-municipal council meeting with the County of Grande Prairie; lawyers office for signing real estate transaction documents; and government update session.


  1. In Camera

MOTION by Mayor Peterson to go In-Camera at 10:10 p.m. CARRIED UNANIMOUSLY 08/19/177


    1. Contracts

      1.  Collaboration Framework 

      2.  Contract

    2. Human Resource Update 

MOTION by Councillor Smith to go Out-of-Camera at 11:12 p.m. CARRIED UNANIMOUSLY 08/19/178


  1. MOTION by Mayor Peterson to Adjourn the meeting.   CARRIED 08/19/179


Time of adjournment was 11:15 p.m.





JULY 15, 2019


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councillors: Bill Guise

 Ed Smith

CAO Leona Hanson


Regrets: Councillor Sandra Miller

 

  1. The meeting was called to order by Mayor Peterson at 5:00 PM


  1. MOTION by Mayor Peterson to adopt the meeting Agenda with the addition of the following items:


10.c. Land Sale     CARRIED 07/19/166


  1. MOTION by Mayor Peterson to approve the Minutes of the June 24, 2019 Regular Council Meeting      CARRIED 07/19/167                                                                                                               


  1. BUSINESS ARISING: 

Items to be covered within the proceeding Agenda.


  1. DELEGATIONS:

    1. County Councillor and Chair Bob Marshall, from the Water North Coalition presented information to Council regarding the ongoing advocacy efforts of their group.  As a Vision, the group seeks to ensure that sustainable water systems are available to every northern community. Their Mission is to find and implement northern solutions to water sourcing and water challenges through: Advocacy; Education and Awareness; and Recruitment, Training, and Retention. The Water North Coalition is inclusive of the northern Alberta municipalities, First Nations, and Metis Settlements within the NADC boundary. More information is available on the website at www.nadc.ca

 

  1. STAFF REPORTS

Greg Longson - PW Report
Public Works Foreman, Greg Longson provided an updated for Council on the summer program including plans for streets repair (refer to Item 7.c. in the Agenda) and provided a map to illustrate areas for grass cutting during the season. 

    1. Leona Hanson – CAO Report as attached.

 

  1. Business & Information

    1. County of Grande Prairie – Weed Inspection Report was provided for information.  

    2. County Enforcement Report was provided for information.  Council priorities were provided to County Enforcement Services resulting in a focus on areas of concern such as highway speed.  Council requested additional attention be put to parking infractions.

    3. Beairsto Street & Sidewalk Plan – A Street Improvement Plan was prepared in collaboration with the Village and presented to Council for consideration.  Priority areas were identified within the plan utilizing a process to gain the most possible distance for dollars available. MOTION by Deputy Mayor Hewitt to approve finalizing the Street Improvement Plan presented to go to tender. 

    4. Request for Proposals

      1. Fiber Optics: Council reviewed the draft Request for Proposal (RFP) for a Design, Build, Maintain for a Fiber Optics Infrastructure System for the Village of Hythe.  MOTION by Mayor Peterson finalize the RFP as per Council and Legal review and post the opportunity for interest party consideration.

      2. Municipal Climate Challenge – the Mayor and Administration continue to collect and research data for a potential alternate energy project in the Village. MOTION by Deputy Mayor Craig Hewitt to prepare a Request for Proposal pertaining to a potential Energy Project.

  2. CORRESPONDENCE

    1. Weyerhaeuser Open House is scheduled for Tuesday, August 13, 2019 at the Eastlink Center.   Received for information.

  

    1. Growing Energy Efficient Industry in the Grande Prairie Region session details was received for information. 


    1. High Level and Area Fires letter of appreciation from the County of Grande Prairie to the Village of Hythe for the assistance provided with the emergency efforts.


    1. Co-op Grand Opening Celebration Invite was received and Mayor Peterson, Council and Staff are looking forward to attending this exciting day for the Community.  In appreciation for the Burdess’ who are the previous owners of the Bigway a drop-in appreciation event will be planned.


    1. Town of Beaverlodge invitation to participate in their annual parade was received.  MOTION by Deputy Mayor Hewitt to participate and extend an invitation to the Town of Beaverlodge to participate in the Hythe Ag Fair Parade the following day, Sunday, August 18th.


  1. Meetings Attended and Members’ Business     

Councillor Guise - thank you to Council for salvaging and tear down of the Old Legion building.


Councillor Hewitt – attended the Community Futures regular meeting.  Question regarding reviewing the rates for moving and lot cleanup prior to next year.


Mayor Peterson – attended Cielo Open House Tour and continued research for the Municipal Climate Challenge program.

Council – discussion to host a multi-nonprofit group strategy meeting to open a dialogue on collaboration. Administration will work on pulling this together for a fall meeting of the groups.

 

  1. In Camera

MOTION by Councillor Guise to move to In-Camera at 9:22 p.m.    CARRIED 07/19/168

                    

MOTION by Mayor Peterson to move out of In-Camera at 9:55 p.m.
CARRIED 07/19/169

b. Human Resources

MOTION by Mayor Peterson to approve the Community Development Clerk position as presented and that recruitment for the position to commence. 
CARRIED 07/19/170 


c. Land Sale

MOTION by Councillor Guise to approve the requested date for removal of conditions extension as presented.   CARRIED 07/19/171

  1. MOTION by Mayor Peterson to Adjourn the meeting. CARRIED 07/19/172

Time of adjournment was 10:04 p.m.



JUNE 24, 2019


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councillors: Sandra Miller

                Bill Guise

 Ed Smith

CAO Leona Hanson

 

1. The meeting was called to order by Mayor Peterson at 5:00 PM

 

2. MOTION by Councillor Miller to adopt the meeting Agenda with the addition of the following items:

Item 8. c. County of Grande Prairie Operational Recreation Grants News Release. 

Item 8. d. Beaverlodge RCMP Detachment Town Hall.     CARRIED 06/19/145                                                                                                                                                          

3. MOTION by Councillor Smith to approve the Minutes of the June 11, 2019 Regular Council Meeting.     CARRIED 06/19/146                                                                                                                                                 

4. BUSINESS ARISING:

Old Legion Cleanup – cleanup completed and ready for demolition.  Dates for demolition scheduled for July 5-7.

 

5. DELEGATIONS:

No Delegations

                                                                               

6. Staff Reports

a.         Greg Longson - PW Report

Waiting for parts for switches on lift station. Replaced old bleachers with four new ones at the Glen Oakford Ball Diamonds. Atco to replace Pumphouse 2 gas meter. Pumphouse 1, start filling Monday. Getting price from Alliance Tree Removal, for four trees and stump removal.

b.         Leona Hanson – CAO Report as attached.

 

7.     Business & Information

a.      Policy 12-03 Expenditure Authorization and Procurement – Request for Decision

MOTION by Councillor Guise to approve Policy 12-03 Expenditure Authorization and Procurement as presented. CARRIED 06/19/147                                     

b.      Personnel Policy Update – Request for Decision


MOTION by Deputy Mayor Hewitt to approve updates to the Village of Hythe Personnel Policy as presented.     CARRIED 06/19/148                                

c.       Bylaw 541 Community Standards Bylaw – Request for Decision


MOTION by Councillor Miller to approve first reading of Bylaw 541 Community Standards Bylaw.     CARRIED 06/19/149

MOTION by Deputy Mayor Hewitt to approve second reading.     CARRIED 06/19/150

MOTION by Councillor Smith to consider third reading.     CARRIED UNANIMOUSLY  06/19/151         

MOTION by Councillor Guise to approve third reading.     CARRIED 06/19/152

 

d.     AUMA Annual Convention September 25-27 – Request for Decision

MOTION by Mayor Peterson to approve registration for three representatives (Mayor Peterson, Deputy Mayor Hewitt, CAO) from the Village of Hythe to attend the Annual AUMA Convention September 25-27, 2019 in Edmonton.     CARRIED 06/19/153


MOTION by Deputy Mayor Hewitt to direct Administration to contact Alberta Government Departments to arrange meetings with Ministers during the AUMA Convention: Transportation and Justice (RCMP).     CARRIED 06/19/154

 

e.      Operating Budget Essentials Course GP August 22-23 – Request for Decision

MOTION by Deputy Mayor Hewitt to approve the cost of training for the CAO to participate in the Operating Budget Essentials Course being hosted by the County of Grande Prairie August 22-23.         CARRIED 06/19/155

 

 f.      West Grande Prairie County Regional Landfill Report with 2019 YTD & 10Yr Comparison

i. Cielo Waste Solutions open House & Demonstration – Request for Decision

The West Grande Prairie County Landfill Authority approved sending one representative from the Village of Hythe to the Cielo Waste Solutions Open House and Demonstration in Calgary July 11, 2019.

 

MOTION by Councillor Guise to approve Mayor Peterson and Councillor Smith to attend the Cielo Open House in Calgary and that accommodations for Councillor Smith will be covered by the Village of Hythe.      CARRIED 06/19/156

 

g.      Municipal Community Generation Challenge – Request for Decision

MOTION by Councillor Miller for Mayor Peterson and Administration to continue investigating opportunities for alternative energy sources that may lead to an application for funding under the Municipal Community Generation Challenge Program.      CARRIED 06/19/157

 

8. Correspondence

a.      Alberta Transportation – Honorable Minister McIver – Highway 43 Twinning.

MOTION by Mayor Peterson to contact Alberta Transportation to arrange a meeting with Minister McIver.     CARRIED 06/19/158

b.      Mighty Peace Watershed Alliance – Wapiti Watershed Source Water Protection Plan.  Councillor Miller provided additional information from the meeting attended on activities undertaken for the Wapiti Watershed.


c.      County of Grande Prairie Operational Recreation Grants News Release

A number of groups in Hythe were successful in receiving grant funding through the County of Grande Prairie Operational Recreation Grant Program including: the Hythe Athletic Association, Hythe Agricultural Society, Hythe Historical Society and Hythe Legion.

d.      Beaverlodge RCMP Detachment Invitation to Attend Town Hall at the Hythe Legion June 26, 2019.  The information will be posted to the Village of Hythe Face Book page.


9.         Meetings Attended and Members’ Business

Deputy Mayor Hewitt enquired on the following:

Railing/perimeter protection around the Fire Hall.  In discussion with the Fire Chief and PW Foreman regarding best options for material and installation.

Grass cutting letters.  Letters were sent to property owners with some response received to date; cutting being done by PW in selected areas.

Paving warranty – PW Foreman has been in discussions with the contractor and they are supposed to be returning to redo the paving in the next few weeks. Beairsto Engineers also had a look at the site to further assess prior to the Contractor performing the warranty service.

Councillor Guise report included:

Attended the Regional Landfill meeting and provided information on the Ceilo Open House in Calgary and, also discussed the inequitable membership fee structure that is currently not based on usage. 

Attended the SPPARC meeting and reported that Sexsmith is down on Physicians and may be near closing the clinic as a result.  Wembley has interest from a husband and wife team with one being a Physician and the other a Pharmacist. 

Brought forward that the Burdess’ had sold the Bigway after 37 Years of Service to the Community.


MOTION by Councillor Guise to host an Appreciation Event for the Burdess’ at a time available for them.          CARRIED 06/19/159 


Mayor Peterson asked Administration to invite the new owners (Coop) to a Council meeting.

The Hythe Cemetery has had three Cemetery clean up days and is disappointed that the number of helpers went from 6 to 5 to 4 respectively.   The Cemetery Committee is trying to meet in July to discuss maintenance options including a memorial fund development that could assist with long-term maintenance and operation costs.


Mayor Peterson reported the following:

Conducting Fiber Optics Research

Attended meetings, participated in webinars, and seeking out information to assist in research opportunities that fit the Community Challenge Climate Challenge Program and provide benefit to the Village of Hythe

Attended Memorial Tree Dedication for Sexsmith Mayor Claude Lagace        

Councillor Guise raised concern with the condition the ball diamonds are being left in after used by teams (i.e., garbage, bottles) and quads are causing damage to the area.  Requested Administration look at options to ensure teams are cleaning up after themselves and, also to secure the area. Suggestions included requiring teams to book the diamonds with the Village Office.


Councillor Smith brought forward the following:

Disappointment that someone drove their truck across the field going over to the race track causing big ruts in a field that has been seeded for crop.  Question what options exist to deter this behavior?

Shared that the Coop Board (new owners of the Bigway Store) is looking for a community representative to sit on their Board.  

 

10.      In Camera

MOTION by Mayor Peterson to move to In-Camera at 8:55 p.m.     CARRIED 06/19/160                     

MOTION by Councillor Miller to move out of In-Camera at 9:15 p.m.                                                                    CARRIED 06/19/161


MOTION by Councillor Miller to approve entering into an Agreement for Services with John Simpson to develop of a Municipal Development Plan including Land Use Bylaw update for the Village of Hythe as presented.     CARRIED 06/19/162

    

MOTION by Councillor Smith approve entering into an Agreement for Services with DAVG Consulting Inc. for Occupational Health & Safety Programming as presented.                           CARRIED 06/19/163      


MOTION by Councillor Guise to Accept the Offer to Purchase for Property Plan 7922880, Block E, Lots 8 and 9 in the Village of Hythe.      CARRIED 06/19/164                                                     

 

11.       MOTION by Mayor Peterson to Adjourn the meeting.     CARRIED 06/19/165

Time of adjournment was 9:20 p.m.

 


JUNE 11, 2019


Present:

Mayor Brian Peterson

Councillors: Sandra Miller

Bill Guise

                 Ed Smith

CAO Leona Hanson

Regrets: Deputy Mayor Craig Hewitt


  1. The meeting was called to order by Mayor Peterson at 5:00 PM

  2. MOTION by Councillor Miller to adopt the meeting Agenda.     CARRIED 06/19/134


  1. MOTION by Mayor Peterson to approve the Minutes of the May 27, 2019 Regular Council Meeting      CARRIED 06/19/135                                                                                                         

  1. BUSINESS ARISING: 

West County Regional Landfill Authority – additional information is being obtained to assist in preparing a letter of request to the Authority.

Animal Control – Council raised concerns regarding the increase in complaints regarding barking dogs and dogs/cats running at large and/or unleashed.   Follow up with County Bylaw Enforcement on the matter. 

Old Legion Cleanup – Dumpster arriving June 12th and cleanup continues prior to demolition.

  1. DELEGATIONS:

Faris Atkinson presented a plan and drawing for a Community Garden on the Beaverlodge Funeral Home Lot in downtown.   Faris has the support of the owners of the Beaverlodge Funeral Home and is working with AHS on the Community Garden plan.   The AHS department that Faris is working with has a mandate for healthy community building and the Community Garden Concept being looked at is a good fit.  Other community partners will be approached for possible interest including the Pioneer Home and School. Good discussion and idea sharing occurred including an all-season garden, the incorporation of the planned move of the mural from the east side to the west side of the office/library building that could serve as a beautiful backdrop for the gardens, and possible phasing of the gardens design.  

MOTION by Mayor Peterson to provide a letter of interest in support of the community garden concept.     CARRIED 06/19/136

  1. STAFF REPORTS

    1. Greg Longson - PW Report
      Public Works Supervisor Greg Longson gave an update on the following: 
      Bins for Spring Cleanup done on June 7, 2019. They’ve been hauled away. Painted curbs and sidewalks. Ed Woloszyn to install new door at Pumphouse 1 with locks upstairs and down. New panel for Sewer Lift Station installed, need to finish communication wire.  Maintenance at well 1 continues with temporary water system in place. Took pump 1 from storage, put in rental unit to supply village. Flushed all water lines, used 20m3. Installed two new toilets in lady’s bathroom at campsite. Problem with flapper in tanks. Pete to start mowing after rain. Trouble with pumps at lift station. Dyck Sand and Gravel hauled 25 yards 1 ½” to Nodes Calvert. Kabota option to trade off for bobcat or other parts. Further attempts will be made to sell the Kabota unit.  Notifications to be sent out to adjacent landowners prior to commencing demolition of the Old Legion building.


    1. Leona Hanson – CAO Report as attached.

 

  1. BUSINESS & INFORMATION

    1. Hythe Memorial Arena Designation of Provincial Historic Resource – RFD. Council discussed plus and minuses of possible historical designation.
       

MOTION by Councillor Smith to proceed with completion of the application for historic designation consideration.  CARRIED 06/19/137

    1. Beaverlodge RCMP Detachment – January to April 2019 Stats provided for information.   Council observed the increases of criminal activity reflected in the report. A request was made to have a breakdown of the stats specific to the Hythe community as a separate report from the regional report.   


MOTION by Council Miller to send a letter to MP Chris Warkentin, MLA Travis Toews, and the Alberta Minister of Justice relating to the concern with the increase in rural crime in the area and request a response to what efforts are being taken to reduce the harmful activity (i.e., increased enforcement, legal consequences for actions).       CARRIED 06/19/138
   

    1. County of Grande Prairie Enforcement Services monthly services report was reviewed.

      MOTION by Councillor Smith to advise the County Enforcement Department of the Village of Hythe’s priority areas for enforcement: Littering, Animal Control, Speeding with emphasis on Highway Corridor.            CARRIED 06/19/139 
       

    2. Village Council Team will be volunteering for the Hythe Legion Supper on Friday, July 5th – Theme is Christmas in July.

    3. Policy 12-03 Expenditure Authorization was reviewed with changes to be brought back to Council for consideration.


  1. CORRESPONDENCE

    1. Peace Library System – Board Meeting Highlights and update from Councillor Miller provided.  Of specific note is the limitations of internet connectivity for the library due to cost. The speed at the Hythe Library is a real issue with a cost of $533 per month to receive 5 mb and would increase by $2300 per year to receive up to 20 mb. 

    2. Water North Coalition Information was provided to Council.  Request was made to invite Chair, Councillor Bob Marshall to a Council Meeting to provide additional information about the Water North Coalition.

    3. Alberta Recreation & Parks Association – 2019 ARPA Conference and Awards correspondence was received for information.

  2. Meetings Attended and Members’ Business 

Councillor Miller attended Peace Library board meeting. Hythe Library Board are doing a BBQ for a fundraiser at the Ag Fair. The Library is developing a 5-year plan of service and are currently seeking board members.
Councillor Guise helped-out at the Seniors’ BBQ on June 5, 2019. Swimming pool assessment conducted for remediation/repurposing – fill in pool with gravel screenings. Approximate cost is $25,000.00 for approximately 25 loads and a packer to compact it. Drain slab with concrete poured over top. Possible for any equipment to be salvaged for sale? Looking at options for top tarp. Getting prices for new panels, netted/wind break/see-thru.
Councillor Smith filled out the Tourism SWAT Survey. Would like to request the two old vehicles at racetrack and the demonstration vehicles at the Fire Hall be removed as they are a potential hazard. Need a snow fence for Old Legion clean up. Planting in the green flower box next to the Village office.
Mayor Peterson inquired about the Unsightly Bylaw status. Request a list of commercial lots and vacant lots that are Village owned. Represented the Village at the Seniors’ BBQ on June 5, 2019.

MOTION by Councillor Smith to send a letter to formally request the funding support from the County that was previously approved for the cleanup and repurposing of the old swimming pool.      CARRIED 06/19/140                                                                            

  1. IN CAMERA


MOTION by Councillor Miller to move to In-Camera at 8:15 p.m.  CARRIED 06/19/141
                    

MOTION by Councillor Smith to move out of In-Camera at 8:53 p.m.  CARRIED 06/19/142

MOTION by Councillor Miller to approve the satisfactory performance evaluation of CAO, Leona Hanson and that her probationary period is successfully completed (ended) with the permanent appointment as CAO for the Village of Hythe effective June 11, 2019.     CARRIED 06/19/143

  1. MOTION by Mayor Peterson to Adjourn the meeting.     CARRIED 06/19/144

Time of adjournment was 8:57 p.m.



MAY 27, 2019


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councillors: Sandra Miller

               Bill Guise

CAO Leona Hanson

Regrets: Councillor Ed Smith

1. The meeting was called to order by Mayor Peterson at 5:00 PM

2. MOTION by Mayor Peterson to adopt the meeting Agenda with the following additions:  10 c. Property Sale CARRIED 05/19/99

3. MOTION by Councillor Miller to approve the Minutes of the May 13, 2019 Regular Council Meeting     CARRIED 05/19/100                                                                                                                                                        

4. BUSINESS ARISING:  
Information being reviewed pertaining to the West County Regional Landfill prior to drafting a letter for submission to the Authority.


5. DELEGATIONS:
There were no delegations.

6. Staff Reports

a.    Greg Longson - PW Report

Public Works Supervisor Greg Longson gave an update on the following: access road to the old lagoon,  discussed requirements to prepare for demolition of old Legion building (tentative dates June 21-23), Phase 5 sewer lining project is now complete, culvert in Industrial Park by Nodes is installed, Lift Station should be complete by mid-June, Well #1 upgrade continues.  Proposed a heater upgrade in the campground washrooms with an estimated cost of $2100 and will be revisited at the end of the campground season.

b.    Leona Hanson – CAO Report as attached.

7.     Business & Information

a.         Bylaw #546 – Mill Rate Bylaw was reviewed.

MOTION by Mayor Peterson for FIRST READING      CARRIED 05/19/101

MOTION by Deputy Mayor Craig Hewitt for SECOND READING    CARRIED 05/19/101

MOTION by Councillor Miller to consider Third Reading      CARRIED UNANIMOUSLY 05/19/101

MOTION by Councillor Guise for THIRD READING     CARRIED 05/19/101


b.        Fire and Emergency Response Bylaw – A sample bylaw was provided for reference and information.


c.        Fire and Emergency Response Procedure being drafted to coincide with the Fire and Emergency Response Bylaw as noted in Item 7 b above.


d.         Council reviewed and discussed the proposed Council Meeting Schedule for the period June 11, 2019 to December 31, 2019.

MOTION by Deputy Mayor Hewitt to approve the Regular Council Meeting Schedule as follows:

Tuesday, June 11, 2019               Monday, June 24, 2019

Monday, July 15, 2019                Monday, August 19, 2019

Monday, September 9, 2019         Monday, September 23, 2019

Monday, October 7, 2019             Monday, October 21, 2019

Monday, November 4, 2019          Monday, November 18, 2019

Monday, December 2, 2019          Monday, December 16, 2019      CARRIED                                                    

e.         Recreation and Facilities Study.  A Request for Decision was presented to enter into an agreement with the accounting firm of MNP to conduct a Recreation and Facilities Study for the Village of Hythe.   The information obtained through the study will assist the Village of Hythe with future operation, maintenance, and capital planning as well as gain the necessary fair share data needed for funding discussions with the County of Grande Prairie.  

MOTION by Mayor Peterson to approve the funding to engage the services of MNP for the completion of a Recreation and Facilities Study          CARRIED


Asset Management Plan.   A Request for Decision was presented to enter into an agreement with the accounting firm of MNP to complete the drafted Asset Management Plan for the Village of Hythe.  Mayor Peterson has worked diligently over the last several months to capture the necessary financial and structural data within a workbook of spreadsheet data. This information is the core basis of information needed to complete an Asset Management Plan for the Village.  MNP will review and update the Asset Management Plan for a complete planning resource that the Village can use for current and future planning activities. The Asset Management Plan will also serve as a valuable tool for fair share funding discussions with the County of Grande Prairie.

MOTION by Mayor Peterson to approve the funding to engage the services of MNP for the review, update, and completion of the Asset Management Plan.        CARRIED

8. Correspondence

a.   Friends of the Grande Spirit Foundation provided information on an upcoming Best Ball Golf Charity Fundraiser

b.   County of Grande Prairie including the Village of Hythe has a full Fire Ban in effect.

c.   Correspondence received from Brock Smith regarding access to the Hythe Post Office was shared with Council.  To date Council has not received a response from Canada Post with respect to concerns raised regarding access to the Hythe Canada Post Office.

MOTION by Councillor Miller to accept correspondence items 8 a, b, and c for information     CARRIED

d.   Correspondence to a landowner regarding the replacement of sidewalk and curb as a result of landowner maintenance was provided for information.

MOTION by Deputy Mayor Hewitt to accept copy of correspondence item 8 d for information.     CARRIED


9.   Meetings Attended and Members’ Business

Councillor Guise

-   SPPARC meeting missed as no agenda information received.  Administration will follow up with the Committee Secretary regarding receipt of information for future meetings.

-   Let Painter know that some repair work and limited budget meant that painting the caboose at the campground would be deferred for consideration in 2020.

-   Old Swimming Pool plans was raised. Council discussed option for the old pool and Councillor Guise will tour a contractor to gain advise on options for the cover, structure, and concrete.  An update will be provided at the next Council meeting.

-   The Hythe Cemetery Cleanup only had 4 people attend to assist.

-   Concern raised over barking dogs and response from Bylaw/Animal Control to address the issue.   Administration will contact County Enforcement to discuss.

-   Referenced the article in the Town & Country News regarding community logos and the representation of the Hythe Logo.


Councillor Miller

-   Attended the Hythe Public Library Board meeting and noted that the meetings are switched to the 3rd Thursday of the month and a reminder that the meetings are open to the public. The Library is looking for fundraising options with one avenue offered to the Ag Fair Committee to run a food service at the annual fair.

-   Attended the Peace Library System Board meeting.  An area of concern raised was the cost to have increased internet speed at the Hythe Library.  For example, to increase the speed from 5 mb to 20 is estimated at $2300 per year. The cost is prohibitive for the Library due to budget constraints and the speed of internet service is limiting for patrons of the library.

-   A previously developed sidewalk and trees plan was provided for reference.


Mayor Peterson

-   A meeting to discuss the Fiber Optics Project was attended.

-   A tele-conference meeting was held with MNP representatives regarding options and cost for the Recreation and Facilities Study as well as the Asset Management Plan.

-   The letter of intent sent regarding interest in Alternative Energy projects including solar was well received and a representative for the program will be in the area in June.

10.  In Camera

MOTION by Mayor Peterson to move to In-Camera at 7:48 p.m.     CARRIED 05/19/116                         

MOTION by Councillor Miller to move out of In-Camera at 8:50 p.m.      CARRIED 05/19/117

         

11.  MOTION by Mayor Peterson to Adjourn the meeting at 8:51 p.m.      CARRIED 05/19/119

Time of adjournment was 8:51 p.m.




MAY 13 , 2019


Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councillors: Sandra Miller

               Bill Guise

CAO Leona Hanson

Regrets: Councillor Ed Smith

1. The meeting was called to order by Mayor Peterson at 5:02 PM

2. MOTION by Councillor Miller to adopt the meeting Agenda with the following additions:  

8 c. County of Grande Prairie – Fire Advisory

8 d. Fire Services Exemplary Service Medal     CARRIED 05/19/99

3. MOTION by Deputy Mayor Hewitt to approve the Minutes of the May 13, 2019 Regular Council Meeting     CARRIED 05/19/100                                                                                                                                                        

4. BUSINESS ARISING:

Email Addresses for Council Members – distributed to members with activation instructions provided.


5. DELEGATIONS:

Kraig Gramlick with Beairsto & Associates Engineering presented to Council and provided an update on the Sewer Main Relining work, discussed oversight processes on projects, and responded to questions regarding street maintenance and paving options.

6.     Staff Reports

a.     Greg Longson - PW Report

Public Works Supervisor Greg Longson gave an update on Lift station, signs for campground, manhole covers at campground, street sweeping done by Sexsmith, crack filler for roads, recycle bins for spring cleanup, and Culligan programmer coming May 22, 2019 to work in Pumphouse 1.

b.     Leona Hanson – CAO Report as attached.

7.     Business & Information

a.      Regional Safety Code Administration Agreement - Request for Decision

MOTION by Mayor Peterson to approve the Regional Safety Code Administration Agreement as presented.       CARRIED 05/19/101

b.      Campground Fees - Request for Decision

MOTION by Deputy Mayor Hewitt to approve the following 2019 Campground Fees:

Monthly Full service $850.00 + GST, Weekly Full service $215.00 + GST

Daily Full service $35.00 + GST, Monthly power only $700.00 + GST

Weekly power only $160.00 + GST, Daily power only $25.00 + GST

Overflow $20.00 + GST (no power), Tenting $15.00 + GST (no power)     CARRIED 05/19/102

c.      Bylaw # 547 Numbering Corrections

MOVED by Councillor Miller to give Bylaw #547 first reading.    CARRIED 05/19/103

MOVED by Mayor Peterson to give Bylaw #547 second reading.    CARRIED 05/19/104

MOVED by Councillor Guise to consider Bylaw #547 for third reading at this meeting.                                        CARRIED UNANIMOUSLY 05/19/105

MOVED by Deputy Mayor Hewitt to give Bylaw #547 third reading.     CARRIED 05/19/106

d.      Bylaw #545 - Utility Rates – Request for Decision

MOVED by Mayor Peterson to give Bylaw #545 first reading.     CARRIED 05/19/107

MOVED by Councillor Guise to give Bylaw #545 second reading.     CARRIED 05/19/108

MOVED by Councillor Miller to consider Bylaw #545 for third reading at this meeting.                                            CARRIED UNANIMOUSLY 05/19/109

MOVED by Deputy Mayor Hewitt to give Bylaw #545 third reading.     CARRIED 05/19/110

e.         Budget: Operating and Capital - Request for Decision

MOTION by Councillor Miller to approve the 2019 Operating and Capital Budgets as presented.     CARRIED 05/19/111

f.          Bylaw#546 - Mill Rate Bylaw

Confirmation of the County of Grande Prairie No.1 Mill Rates are required.

MOTION by Mayor Peterson to Defer the Item to the May 27, 2019 Regular Council Meeting.     CARRIED 05/19/112                                                                                

g.      West County Regional Landfill Authority – Request for Decision

MOTION by Mayor Peterson to send a letter to the West Country Regional Landfill Authority requesting a review of the fee structure for the membership with consideration given to an ownership/fee structure that aligns with usage of the members.     CARRIED 05/19/113


8. Correspondence

a.         AUMA – Summer Municipal Leaders’ Caucus – June 5th Valleyview

The meeting Agenda was not available at the time of package presentation.  Once available a copy of the Agenda with Items noted are to be provided to Mayor Peterson as further information.

b.         County of Grande Prairie Enforcement Services – April Report

Council reviewed the Enforcement Stats for the community and received the report for information.

c.      County of Grande Prairie No. 1 – Fire Advisory

MOTION by Mayor Peterson to direct Administration to draft a Policy for responding to emergency/fire related responses.     CARRIED 05/19/114

d.   Fire Services Exemplary Service Medal

Council reviewed a letter from Alberta Municipal Affairs, Community and Technical Support regarding the 2019 presentation of the Fire Services Exemplary Service Metal. This medal is to be awarded to our past Fire Chief Ed Woloszyn on Sunday, May 26, 2019 in Red Deer.

Council extends congratulations and would also like to recognize Ed Woloszyn’s voluntary service on the Hythe Fire Department, and will look for an opportunity to collaborate with the Fire Department.


9. Meetings Attended and Members’ Business

Councillor Guise attended a County Recreation Grant meeting. Letters will be coming out to all the organizations. $25,328.00 to be divided by groups applying.

Councillor Guise also attended the budget meeting.

Deputy Mayor Hewitt attended a Community Futures meeting. ICF/IDP meetings with the County of Grande Prairie and Mayor Peterson.

Deputy Mayor Hewitt also attended the budget meeting.

Mayor Peterson attended ICF/IDP meetings with County of Grande Prairie and Deputy Mayor Hewitt. Rural – Mobilizing the Village workshop. Mayor Peterson connected with Regional Mayors.

Discussion about a Solar Power Grant, Energy Efficiency Grant – Letter of interest completed.

Mayor Peterson also attended the budget meeting.


MOTION by Councillor Miller to direct administration to prepare a policy for criminal records checks for some staff and appointed board members.     CARRIED 05/19/115

Staff and Council attended the Farewell Retirement supper for past CAO Greg Gayton.


10.    In Camera

MOTION by Councillor Guise to move to In-Camera at 9:00 p.m.     CARRIED 05/19/11

MOTION by Mayor Peterson to move out of In-Camera at 9:25 p.m. CARRIED 05/19/117

MOTION by Mayor Peterson to accept the Residential Offer to Purchase Agreement with conditions as agreed.     CARRIED 05/19/118  

                                                         

11.    MOTION by Mayor Peterson to Adjourn the meeting.       CARRIED 05/19/119

Time of adjournment was 9:26 p.m.


   APRIL 15, 2019

  Present:

Mayor: Brian Peterson

Deputy Mayor: Craig Hewitt

Councillors:  Sandra Miller

Bill Guise

Ed Smith

CAO: Greg Gayton

Assistant CAO: Leona Hanson

Lauren Lojczyc - MNP


  1. The meeting was called to order by Mayor Peterson at 5:02 p.m.  

    Lauren Lojczyc of MNP review the 2018 Financial Statement with Hythe Village Council. There was some discussion about comparison between budgeted numbers and actuals numbers. Ms. Lojczyc pointed out that the actual revenue and expenditures contained financial data for both the Fire department and the Library and the Village’s budget do not contain that. It was also noted that the actual statements contain amortization amounts.
    It was decided that staff would try and budget in the fire hall revenue and expenditure for the 2019 budget. There was also some discussion about the Village’s participation in the Regional Landfill showing up in the actual financial statements as the Village is a 15% partner in the Regional Landfill, the 15% of the Regional Landfill Authorities reserves revenue and expenditures are shown in the municipal budget.
    There was some discussion about asset management and insurance records, Council ask that the Arena insurance be reviewed to ensure that it represented the proper amount for the replacement of the arena. Staff noted that they would be meeting with representatives from AUMA Insurance on April 18, 2019.
    It was noted that the financial statement also showed tax revenue from liner assessment, staff will try and insert that in the budgeted amounts for 2019 budget.

    MOVED by Councillor Miller to approve the 2018 Financial Statement as presented.     CARRIED 04/19/63

    Lauren Lojczyc left the meeting at 5:55 p.m.

  2. MOVED by Councillor Smith to adopt the Agenda as amended.
    Additions: City of Grande Prairie 2022 Alberta Winter Games
                    ATB Stollery Fundraiser
                        Hythe Ag. Society CARRIED 04/19/64

  1. Minutes of the March 18, 2019 Regular Council Meeting
    MOVED by Councillor Miller that the minutes of the March 18, 2019 regular Council meeting be approved as presented.     CARRIED 04/19/65

  2. Business Arising from the Minutes of March 18, 2019

  3. Representation

    1. MNP – Annual Financial Audit – see above

    2. Beairsto & Associates Engineering Ltd. – did not attend

    3. Greg Longson – Public Works report

Greg Longson joined the meeting at 6:05 p.m.
Greg reviewed the Public Works activities.  There was some discussion about issues with the old lagoon. Mr. Longson noted that they would be keeping the Kubota Tractor on Kijiji until the end of April and after which time Mr. Longson will talk to Foster’s in Beaverlodge about possibly listing the tractor.
There was some discussion about the area around the fire hall. There needs be some more protection for the overhead powerlines, because of all the truck traffic around Tags. There is a possibility that the power lines are damaged.
Staff are still researching the best way to guard the infrastructure there and working with the fire department in coming up with a solution.
Greg Longson inquired about the Hythe Curling Club repairs, he wanted to know how the Village will be handling the cost regarding that issue. Staff will attempt to compile some information regarding the curling rink. There was discussion about water levels in the Village, the work that was done last year with ISL Engineering was reviewed.
Greg Longson had had some discussions Larry Leroux regarding clean up of debris near the Anzac lots that he had purchased.
Mr. Longson had obtained a quote of $3,600.00 for the campground fencing.  This would create a larger enclosed area where the fire wood could be kept securely.
There was discussion about providing water services to people who wish to tie into the municipal water system.
Preparations were discussed about the summer grass cutting program. Greg Longson will talk to Pete Tofteland to make sure that everything is ready to go for this summer’s grass cutting.
Greg Longson left the meeting at 7:05 p.m.

  1. Meetings Attended
    Councillor Guise noted that he had attended the Regional Landfill meeting with CAO Greg Gayton. There was some discussion about reviewing the cost sharing.

    Mayor Peterson reported that the matters are still under deliberation regarding the Hythe Pioneer Home addition. They are looking into changing the Governing board for the Hythe Pioneer Home.

  2. Correspondence
    City of Grande Prairie 2022 Alberta Winter Games - Council reviewed a request for support from the City of Grande Prairie. This was regarding hosting the 2022 Alberta Winter Games. Council felt that the Village should ask what kind of regional approach they will be using to host the Winter Games. Council was interested in the concept as long as the regional municipalities had an opportunity to host some events as compared to concentrating the activities within the boundaries of the City of Grande Prairie.

    A letter will be written regarding this matter.

    1. Pease Library System – Board highlights
      Councillor Miller distributed the 2019 Hythe Library budget; Council reviewed the information.
      MOVED by Councillor Hewitt to accept the 2019 Hythe Library Budget as presented.     CARRIED 04/19/66

    2. PREDA AGM – April 18, 2019 – received for information

    3. County of Grande Prairie Operating Assistant Grant Application
      Staff reported that they would be advising the community groups about the County’s operating grant. The County’s annual operating grant program has a deadline of April 19, 2019 for applications.  


  1. Other Business and Information

    1. Bylaw #543 – False Alarms Bylaw
      Council reviewed a proposed Bylaw for False Alarms rights. Assistant CAO Leona Hanson explained that this bylaw had been drafted as per discussions with Fire Chief Landon Reimer.
      MOVED by Councillor Smith to give Bylaw #543 first reading.     CARRIED 04/19/67
      MOVED by Councillor Guise to give Bylaw #543 second reading.     CARRIED 04/19/68
      MOVED by Mayor Peterson to consider Bylaw #543 for third reading at this meeting.     CARRIED UNANIMOUSLY 04/19/69
      MOVED by Councillor Hewitt to give Bylaw #543 third reading.     CARRIED 04/19/70


  1. Weed Inspection Service Agreement
    Council reviewed two proposed agreements with the County of Grande Prairie. It was noted that in both instances on going arrangements had been made regarding these services, but no formal agreement had been put in place in the past.
    As a result of ICF discussions formal agreements are now being established.
    MOVED by Mayor Peterson to accept the Weed Inspection Service Agreement as presented.     CARRIED 04/19/71

  2. FCSS Intermunicipal Funding Agreement
    MOVED by Councillor Miller to accept the FCSS Intermunicipal Funding Agreement as presented.     CARRIED 04/19/72

  3. FCM – Expansion of the Gas Tax Fund

  4. Canada Post – Hythe Post Lobby Hours
    After a recent break in at Canada Post the lobby at the building has been closed on evenings and weekends. Council noted that this closure makes it difficult for people who do not work in town to pick up their mail on evenings and weekends. Council felt that possibly the post office could look at other ways to avoid crime rather than shutting down access to our residents for mail service.
    A letter will be written in this regard.

  5. Spring Clean up – RFD
    Council discussed spring clean up plans this year. There was some discussion about setting the hours for spring clean up so that the dumpsters that are brought on site can be used for the spring clean up and then left there for the Curbside clean up that the Beautification Committee does in the spring.
    Council discussed the dates that would work well for these issues.
    MOVED by Councillor Smith to schedule services for the 2019 Spring Clean up as discussed.     CARRIED 04/19/73

  6. Seniors’ Week Activity – RFD
    Assistant CAO Leona Hanson brought forward some information regarding Seniors’ Week which will be held on June 3rd – 7th 2019. Council discussed some events that could be held for Seniors’ Week, a lunchtime BBQ and engagement activity with students at the Hythe School was thought to be a good event for the Village to co-host. Staff will make further arrangements regarding that.
    MOVED by Councillor Smith to declare June 2nd to 8th, 2019 as Seniors’ Week.     CARRIED 04/19/74

  7. Utility Rates update
    Staff reviewed some possible utility rate options; this will be considered further at the budget meeting.

  8. Strategic Plan Review and RFD – report previously provided
    There was some discussion regarding the strategic plan. Mayor Peterson requested that the plan be reviewed with a regard to removing acronyms whenever possible.
    It was noted that Council will continue to work on improving the strategic plan and adding to its content. A priority list was circulated.
    MOVED by Councillor Hewitt to approve the Strategic Plan as amended.
        CARRIED 04/19/75
    MOVED by Councillor Smith to approve priority list.     CARRIED 04/19/76


  1. Other matters/CAO Report
    Councillor Guise noted that Shirley Christie had located a painter who would paint the caboose at the campground. He will get a price from Shirley for doing that. We should attempt to have the caboose painted by the middle of May.
    Mayor Peterson noted that some people are coming from Hythe, England, he will be hosting them on the weekend of April 19th & 20th.
    There was some concern expressed about trees in the campground, there was some discussion about how to deal with them.
    Councillor Smith asked about booking Beaverlodge’s street sweeper. Staff will follow up.


MOVED by Mayor Peterson to move In-Camera at 8:48 p.m.      CARRIED 04/19/77

 

  1.  In Camera
     a. Property (Fire Hall) – to be distributed at meeting

b. Contracts (ICF/Water) – to be distributed at meeting

c. Human Resources (Evaluations/Position Hiring/Structure) – to be distributed
at meeting

MOVED by Councillor Guise to move out-of-Camera     CARRIED 04/19/78

MOVED by Councillor Miller to close the probationary period for Assistant CAO Leona Hanson and appoint her as Chief Administrative Officer effective immediately.     CARRIED 04/19/79

MOVED by Councillor Hewitt to change the signing authority to any two of the four as follows: Leona Hanson – CAO, Cindy Lockhart – Accounting Clerk, Councillor Guise and Councillor Smith.     CARRIED 04/19/80

                                                                                                

MOVED by Mayor Peterson to adjourn the meeting.     CARRIED 04/19/81 Time of adjournment was 10:20 p.m.


February 19, 2019


Present: Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councillors: Sandra Miller, Bill Guise, Ed Smith

CAO: Greg Gayton Recording Secretary: Tina Tollefson


1. The meeting was called to order by Mayor Brian Peterson at 4:56 p.m.


2. MOVED by Mayor Peterson to adopt the Agenda as amended      CARRIED 02/19/40.


3. Minutes of the February 4, 2019 Regular Council Meeting

MOVED by Councillor Miller that the minutes of the February 4, 2019 Regular Council Meeting be approved as presented.      CARRIED 02/19/41


4. Business Arising from the Minutes of February 4, 2019

Councillor Hewitt inquired about an MSI grant for the proposed work to be done by Culligan on the pump house. CAO Gayton confirmed he is looking into this.


5. Representation

a. Dave Gallant and Colin Thorne arrived at 5:30 p.m. to speak with council about the yearly crime statistics comparisons over a four-year period. Crime has gone down substantially in 2018 with Hythe having a low call volume compared to the County and surrounding towns. Theft is still a main concern for all areas. Mr. Gallant and Mr. Thorne left the meeting at 5:57 p.m.


b. Carley Friesen joined the meeting at 5:58 p.m. She had just returned from a meeting in Grande Prairie where the CARES grants recipients were announced. The Village of Hythe was awarded a grant for the Fibre Optic project and Carley was able to make a presentation on this project at the meeting. Ms. Friesen presented to council on the status of the Intermunicipal Development Plan. The arena survey was a success and Carley has been able to collect some very useful information. The full report will be emailed to all council members. Ms. Friesen met with Gary Chen, Heritage Conservation Advisor for Alberta Culture and Tourism, at the Hythe Memorial Arena with regards to the arena being a historical site. Mr. Chen took photos to present to the Heritage Resources committee. We are awaiting their response. Ms. Friesen left the meeting at 6:37 p.m.


c. Greg Longson, Public Works Supervisor joined the meeting at 6:45 p.m. and provided a report for council. Expenditures were reviewed by council. Mr. Longson reported that Alberta Transportation had installed a new culvert on highway 721 near the Willowgrove subdivision. Mr. Longson had three complaints with regards to Public Works equipment operation and these have been dealt with. Also, there was discussion regarding an issue of a resident acting abusively towards a Public Works employee.


6. Meetings Attended

Councillors Miller and Guise attended a meeting with the Community Center Board. It was decided that the Village of Hythe will continue to do the snow clearing on the sidewalk and two entrances. Also, the Community Center is in need of some more board members.

Councillor Hewitt attended a community futures meeting.


CAO Greg Gayton attended the following meetings:

February 6th – intermunicipal development plan at the County Office

February 6th – meeting with County enforcement

February 7th – phone meeting with TSI to discuss ICF

February 7th – meeting with Community Centre Board

February 14th – meeting with Bill Rogan, County Administrator

February 14th – meeting with the Mayor regarding asset management plan


7. Correspondence

a) Volunteer Services – Leaders of Tomorrow, presented as information

b) Peace Library System – Plan of Service. Presented as information.


8. Other Business and Information

a. Enforcement Services Report for January. Council reviewed the report as

presented. It is reported that County Enforcement has thoroughly reviewed the proposed Village of Hythe bylaw #541. They were willing to change their schedule to deal with serious complaints.


b. Arena Financial Statements. The financial statements were reviewed by

Council. A discrepancy with regards to property owned by the Hythe Athletic Association will be addressed and corrected. Also, Council would like a report of exactly how much money the Village of Hythe has paid on behalf of the arena, and how much money has been received by grants.


c. ISL Groundwater Report. A full report will be emailed to council and

discussed at a later date. Alberta Environment should be involved in the discussion.


d. Library Operating Expenditures. Council reviewed a summary of the

Village’s direct and indirect costs for operating the Hythe Library. The Library will continue to work on their budget for 2019.


e. FCSS Act and Regulation. Information was presented regarding the

Alberta FCSS program. Council discussed the staff memo and decided to have a further discussion in camera.


f. ISL Planning, Steering Committee Notes. Provided as information.


g. Intermunicipal Collaboration Framework. CAO Gayton reviewed section 708 of the Municipal Government Act with Council.


h. Arena parking lot rental. Council discussed the status of the privately- owned lots across from the arena. These are sometimes used for parking. Public Works has refrained from clearing snow on these lots this winter.


i. Cheque summary – 20180938 – 20190131. Council received the cheque summary for this period. The CAO will provide Council with information concerning several invoices.


9.  Other matters/CAO Report

Mayor Peterson has been in touch with the Race Track committee. They have planned a meeting to discuss ideas for the upcoming season.

CAO Report -Construction at the Village office is going well. We are unable to access some of our paper files as they are packed away until completion.


The request for proposals for the Occupational Safety Training has been circulated and put on the Alberta Purchasing Connection (APC).


We continue to work on Bylaw #541, the Community Standards bylaw.


At the administrative meeting on February 6th for the Intermunicipal Collaboration Framework it was noted that we are switching from the ‘grid system’ for discussing agreements, to a different mechanism. We will be making amendments directly to a draft ICF agreement.


Barry Evaskevich has evaluated his future bookings and has set a tentative date of March 9th to close the arena for the season.


We have done some polling on the Facebook page and the vast majority seem fine with the change in residential garbage pickup from Friday to Thursday. Residents will be notified on line and with a flyer in the mail.


MOVED by Councillor Miller to change the residential garbage pickup day to Thursday. CARRIED 02/19/42


10. In Camera

MOVED by Councillor Miller to move In-Camera at 8:23 p.m.     CARRIED 02/19/43


MOVED by Mayor Peterson to move out-of-Camera 9:30 p.m.     CARRIED 02/19/44

Public Works supervisor, Greg Longson’s probation period has expired.

MOVED by Councillor Hewitt that Greg Longson be put on permanent staff.   CARRIED 02/19/45


MOVED by Councillor Miller that the community center by given one month’s notice that we will be vacating the FCSS office in the building. CARRIED 02/19/46


MOVED by Councillor Smith to approve changes to the FCSS operations as discussed. CARRIED 02/19/47


11. MOVED by Councillor Miller to adjourn the meeting. CARRIED 02/19/48

Time of adjournment was 9:37 p.m.



FEBRUARY 4, 2019


Present: Mayor Brian Peterson
Deputy Mayor Craig Hewitt
Councillors: Sandra Miller

Bill Guise

CAO: Greg Gayton Assistant

CAO: Leona Hanson

Recording Secretary: Tina Tollefson

Regrets: Councillor Ed Smith


1. The meeting was called to order by Mayor Brian Peterson at 5:00 p.m.


2. MOVED by Councillor Miller to adopt the Agenda as presented.     CARRIED 02/19/23


3. Minutes of the January 21, 2019 Regular Council Meeting
MOVED by Councillor Miller that the minutes of the January 21, 2019 Regular Council Meeting be approved as presented.     CARRIED 02/19/24


4. Business Arising from the Minutes of January 21, 2019
As per communication received from council, CAO Gayton confirmed that items have been followed up on as noted: a letter sent to the Pioneer Home Board and Mr. and Mrs. Knapcik.  Admin will be gathering more data for water and sewer rates comparisons.


5. Delegation/s

a) Green for Life (GFL) – David Craig, Residential Waste Disposal. Mr. Craig arrived at 5:00 p.m. to suggest to council that the garbage day for the Village of Hythe be moved from Friday to Thursday. He strongly feels that GFL can more efficiently and effectively serve the community by switching the day to Thursday. Council agreed and will ask the Village residents for their input before making this change. David left the meeting at 5:14 p.m.


6. Staff Reports

a) Greg Longson, Public Works Supervisor joined the meeting at 5:57 p.m. and provided a monthly report for Council review. The flooring repair at the arena, the new County Connector bus route, and the repairs to the lift station and pump house were the matters discussed. A new proposal from Culligan was received on Monday. Mr. Longson left the meeting at 6:32 p.m.


b) Community Development Officer, Carley Friesen arrived to the meeting at 6:33 p.m. and discussed with Council her report. Carley has been working on several projects including the County Connector bus route to the Village of Hythe, the Arena survey, and the strategic plan. Carley has been exploring options and feasibility of a spray park within the Village. She will be meeting with Mr. Chan from Alberta Culture to assess Heritage assets within Hythe, specifically with regards to the arena. Ms. Friesen left the meeting at 6:58 p.m.


c) Administration, Greg Gayton and Leona Hanson jointly presented their CAO report to council.

- Disaster Recovery Program submission submitted – additional funding for use of fire truck on Highway #721 (4.0 hours)

-2018 Local Authorities Pension information submitted by Jan 31st deadline

-Lane Flaten supplied us names of the hockey registrars in Hythe and Beaverlodge (for data collection)

-Reviewing John Simpson’s comments on the IMDP’s

-agree with the observations regarding drainage matters

-Library operating cost summary completed -RCMP Detachment commander Dave Gallant to be invited to next meeting

-Power and gas rates. We were able to get 59-month contracts for power and gas at 48.46 per MWH (lower than the $49.14 quoted at the meeting) and 2.01 per gigajoule for gas (higher than the $1.98 quoted at the meeting). We purchase a lot more power than gas, so that worked to our advantage. Plus, we got an extra year on the power contract. -Leona connected with the staff members (group and individual) as an introduction and to learn about their position and looking forward.

-Followed up with Ryan Konowalyk Alberta Transportation regarding the 5 mile Culvert as well as the twinning route. Awaiting a reply.


7. Meetings Attended

Councillor Guise, Councillor Hewitt, Councillor Miller and Mayor Peterson attended the Strategic Plan meeting.


CAO Gayton and Hanson

January 22 – meeting with Northgate regarding lift station

January 24 – Disaster Recovery meeting with three government staff

January 25 – met with Patrick Coppens from Prairie Disposal

January 28 – Dana Lockhart was in to discuss office renovations

January 29 – Strategic Plan session

January 29 – Meeting with Fire Chief regarding false alarms


8. Project and Business Updates

a. Intermunicipal Development Plan. Council discussed the present position of the Village of Hythe, and the upcoming discussions with the County.

9. New Business

a. Code of Conduct Bylaw. This Bylaw was reviewed by Council

MOVED Councillor Guise to give Bylaw #542 the first reading      CARRIED 02/19/25

MOVED Councillor Hewitt to give Bylaw #542 the second reading     CARRIED 02/19/26

MOVED Mayor Peterson to consider third reading of Bylaw #542 at this meeting      CARRIED UNANIMOUSLY   02/19/27

MOVED Councillor Miller to give Bylaw #542 the third and final reading      CARRIED 02/19/28


b. Council Absence Request for Decision. A staff memo was circulated regarding section 174 of the Municipal Government Act. Councillor Smith has been on an extended vacation since the December 10, 2018 Council meeting.


MOVED Mayor Peterson to approve the extended absence of Councillor Ed Smith CARRIED 02/19/29


10. Other Business & Information

a. Hythe Fire Department, false alarms report and bylaw. Council discussed the number of alarms received by the Hythe Fire Department and the rates charged for false alarms.


MOVED by Mayor Peterson that the first false alarm be free of charge, the second false alarm will be $250 and more than two false alarms will be $500 each. The Hythe Fire Department can waive a fee due to special circumstances.    CARRIED 02/19/30


Staff will draft a bylaw amendment to reflect the new charges.


MOVED by Councillor Miller that the bylaw regarding fire alarms be updated      CARRIED 02/19/31

b. Beaverlodge RCMP Detachment – Crime Statistics January – December 2018


MOVED by Mayor Peterson to adopt this as information CARRIED 02/19/32


c. Alberta Municipal Affairs – Community Partnership Program


MOVED by Mayor Peterson to adopt this as information CARRIED 02/19/33


11. Correspondence

a. Hythe and District Pioneer Homes Advisory Committee – Fundraiser


MOVED by Mayor Peterson to adopt this as information CARRIED 02/19/34

12. Council Round Table

Councillor Guise inquired about the CNRL contract with regards to road allowance fees. CAO Gayton advised that the Village has been compensated for legal fees. He has also mentioned concern over garbage bins being left out well after garbage pick up and the complications of snow removal due to this. Councillor Guise asked about the upgrades to the campground. CAO Gayton has advised that these will be discussed as part of the prioritization of capital projects.


Deputy Mayor Hewitt talked about the various societies within the Village and how to best address the needs of these organizations, specifically with regards to accessing funds for operations.


13. In Camera

MOVED by Councillor Miller to move In-Camera at 8:00 p.m.      CARRIED 02/19/35


MOVED by Councillor Miller to move out-of-Camera 8:40 p.m.      CARRIED 02/19/36


MOVED by Councillor Hewitt to enter to agreement for services from consultant John Simpson to assist with the IDP process.      CARRIED 02/19/37


While in camera council had discussed an arrangement with Culligan regarding an upgrade to well house One.


MOVED by Councillor Hewitt to approve and expenditure of up to $130,000 pending grant approval under the MSI capital program.      CARRIED 02/19/38


14. Adjournment

MOVED by Mayor Peterson adjourn the meeting.      CARRIED 02/19/39  

Time of adjournment was 8:44 p.m.



JANUARY 21, 2019

Present:

Deputy Mayor Craig Hewitt

Councillors: Sandra Miller

Bill Guise

CAO: Greg Gayton

Assistant CAO: Leona Hanson

Regrets: Mayor Brian Peterson

Councillor Ed Smith


  1. The meeting was called to order by Deputy Mayor Hewitt at 5:50 PM.  
    MOVED by Councillor Miller to adopt the Agenda with the following additions:     7 (g) Library Board Appointment. CARRIED 01/19/09

  1. Minutes of the January 7, 2019 Regular Council Meeting

    MOVED by Councillor Guise that the minutes of the January 7, 2019 Regular Council Meeting be approved as presented.     CARRIED 01/19/10

  1. Business Arising from the Minutes of January 7, 2019
    Councillor Miller inquired about posting community events on the Village’s website and Facebook page.  She was encouraged to provide information to the office for sharing with the Community.

As per communication received from Mayor Peterson, CAO Gayton confirmed that items have been followed up on as noted: Enforcement Services meeting being planned with the County of Grande Prairie, request made to the Fire Chief for a report on false alarms, correspondence sent to property owner.

  1. Representation

    1. Cindy Lockhart, Municipal Accounting Clerk, provided interim financial statements to December 31, 2018 for Councils review (attachment). Clarification was provided on capital items pending. Conversion of the data within Muniware is continuing with good progress made to date. Staff are meeting in the coming week to discuss the capital projects, review GL categories, and alignment of areas of business for presentation of the financial information for Council. Further discussion with the Village’s Auditors will form part of the presentation of information to ensure the Village is meeting the requirements of reporting to multiple parties (e.g.., Council, Municipal Affairs, Canada Revenue Agency etc.).

    2. Barry Evaskevich, Arena Manager, was not available to attend. CAO Gayton provided an update from the meeting Administration held with the Arena Manager earlier in the day. Of specific note is the condition of the arena floor polisher that requires new batteries with an estimated cost of $800 per battery. Although the cost for the batteries is high replacement was deemed the favorable option versus the alternative to replace the polisher at an estimated cost of $9,000.

    3. Teresa Boudreault, FCSS Coordinator, provided an annual (2018) FCSS Report for Council’s information (attachment). Council raised questions regarding services being provided to residents outside of the immediate community service area (e.g., tax preparation to GP residents). Council requested that tracking of the type and residency for services being provided by FCSS be expanded. (Administration will work with Staff to develop a broader tracking template to be used by FCSS and the other business areas of the Village.) In addition, Council requested stats from FCSS for a comparison of year to year service delivery numbers (2016, 2017, 2018). It was shared that other service organizations are available at the Community Centre facility including Parent Link (Tuesdays) and Baby’s Best Start (every second week). Council requested more information on the Play Castle program including stats (2017, 2018) to allow for a review of the program. As the FCSS Coordinator sits on the Board of the Community Centre where the FCSS Office is currently located, Council asked for an update to the letter Council sent to the Community Centre Board regarding snow removal and grounds maintenance (including mowing). Public Works will provide information regarding the grounds maintenance the Village provided for the Community Centre in the last year and Village representatives will meet with the Community Centre Board. For information, the FCSS Coordinator shared that the Community Centre Board meets on the 1st Thursday of the month and invited Council to attend a future meeting of the Board. Information was also shared that the Hythe Community Centre Society received grant funding to repair the roof. Council inquired to how the project would be managed and encouraged the Board to enlist appropriate project management and oversight on the project.

    4. Greg Longson, Public Works Manager, provided an activity report for Council review (attachment). Details on three projects were reviewed with Council:

      1. Water House Upgrade – Culligan has confirmed it will submit a written estimate of the revised cost on the project by January 25, 2019.

      2. Lift Station Upgrade – With the ongoing operational issues and costs associated with repairs Public Works presented a Lift Station Upgrade Quote from Northgate Electric for Council consideration.

MOVED by Deputy Mayor Hewitt to approve the Lift Station Upgrade as presented with an upper end cost of $30,800.00 and apply to  (1) Municipal Water Wastewater Partnership Fund and/or (2) MSI Capital (2019) as the source of funds for the project. CARRIED 01/19/11

  1. County Connector – Bus route and progress update. PW Supervisor will put benches at bus stops. Public Works/Administration will research costs/options for benches/shelters and bring back to Council for consideration, possibly in Grande Prairie they have used bus stops.

  1. Meeting Attended

Councillor Miller - Library Board Meeting - January 16

The Library received a $5,000 grant from Trans Canada Pipe. Councillor Miller will provide contact information and a thank you can be included in the next Village Newsletter. Administration will provide to the Library Manager: a summary of the in-kind contributions made to the Library and a formatting template to assist with preparing the annual operating budget for presentation back to Council.


Deputy Mayor Hewitt – Community Futures Strategic Planning – January 17

– County of Grande Prairie Meeting –


CAO Gayton – Meetings attended:

January 8th – Strategic Planning meeting

January 9th – Intermunicipal Collaboration meeting – County Office

January 15th – meeting with the pw staff – had them sign up for Small Communities Water Course

January 16th – Carley/Greg/Leona – reviewed some material from Strategic Plan

January 17th - FCSS budget meeting with Theresa Boudreault

January 18th – Coree Ladwig gave all the staff a briefing regarding transit

January 18th – Dana Lockhart came in to look at renovations

    1. Correspondence

      1. Spencer and Alyssa Knapcik – Old Hythe Pool

    Council was appreciative of the interest and ideas shared in the letter received.

    MOVED by Deputy Mayor Craig Hewitt to send a letter thanking the Knapciks and share with them that Council is looking at various options for the old Hythe Pool structure and will include their ideas in the review as they reach out to the community CARRIED 01/19/12

      1. AUMA Annual Membership Renewal

    MOVED by Councillor Guise to renew the AUMA Annual Membership CARRIED 01/19/13

      1. Minister’s Excellence Award Council expressed their interest in learning more about the types of projects that have been presented in the past. Staff will research this on the website.

    MOVED by Councillor Miller to accept for information.       CARRIED 01/19/12

    1. Other Business & Information

      1. Public Participation Policies
        Staff circulated some information on public participation policies, including samples from Mannville and Swan Hills.

        MOVED by Deputy Mayor Hewitt to send the policy back to Administration for amendment to reflect the importance of communication, involvement, and the encouragement of participation with the community.       CARRIED 01/19/13

      1. Water and Sewer Rates Survey
        Council reviewed the comparative information provided by Administration in preparation for setting the annual budget. Recognizing the need to cover costs associated with the delivery of water and sewer, as well as remaining affordable and comparable are all factors in reviewing the utility rates.

        MOVED by Deputy Mayor Hewitt to direct Administration to obtain additional comparative and usage data for presentation back to Council.       CARRIED 01/19/14

      1. Office Renovations
        Administration provided an overview of the need for dedicated office space for improved functionality and privacy. The design for the office renovation project was presented and Council provided additional insight.

        MOVED by Councillor Guise to approve the office renovation and award the project to TNT Construction with a maximum overall cost of $30,000. CARRIED 01/19/15

      1. Curling Club – Insurance
        Council raised concern around the rising cost of insurance.

    MOVED by Deputy Mayor Hewitt for Administration to seek quotes for the insurance through the Village’s AUMA provider for future review.      CARRIED 01/19/16

      1. Carley Friesen – Report
        Council received the report for information and encouraged that the use of ice at the arena would continue to be pushed on a regional basis to use times open/available.

      1. Delegation Format for Council Meetings
        Council provided additional information regarding meeting/delegate format and asked Administration to draft the next meeting for flow.


  1. Other Matters (Council Members’ Business)/CAO Report

Councillor Miller raised the topic of the process and requirements for potential member participation on Council appointed committees and boards. The ability to recruit and encouraging community members to be involved within a process was notably of high importance.

MOVED by Councillor Miller to direct Administration to research policies and procedures for recruiting/appointing members to Council appointed committees and boards and to report back Council.     CARRIED 01/19/18

Deputy Mayor Hewitt requested a presentation regarding unsightly premises notices and fines and costs recovery be held.

Councillor Guise raised a concern with snow and ice removal (lack thereof) provided to resident homes under the care of the Pioneer Home. Supporting information on the ‘Snow Removal Process’ and a resident’s letter were provided. As a result of the situation residents expressed concern for their safety as some were unable to leave their homes for several days and had limited to no access to exit the back door of their homes.

MOVED by Councillor Guise to send a letter of concern to the Pioneer Board regarding the snow removal (and ice) and express the importance of respect and care by ensuring a safe and secure living environment is maintained.    CARRIED 01/19/19

  1. MOVED by Deputy Mayor Hewitt to move In-Camera.      CARRIED 01/19/20

  2. MOVED by Deputy Mayor Hewitt to move out-of-Camera.      CARRIED 01/19/21

  3. MOVED by Councillor Guise adjourn the meeting.      CARRIED 01/19/22

Time of adjournment was 10:07 p.m.



JANUARY 9, 2019

Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councilors:  Sandra Miller

           Bill Guise

CAO: Greg Gayton

Recording Secretary: Tina Tollefson


  1. The meeting was called to order by Deputy Mayor Hewitt at 5:03 p.m.  


MOVED by Councilor Miller to adopt the agenda as amended.     CARRIED 01/19/01

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


MOVED by Councilor Hewitt that the minutes of December 10, 2018 regular Council meeting be approved.     CARRIED 01/19/02


3. Business arising from minutes:

Mayor Peterson inquired about having a meeting with Enforcement Services.  Also, he has asked about the water system upgrade and staff training. Currently, we are waiting on prices for the well house one upgrade.  It was discussed to offer training to our public works staff to expand their knowledge and abilities with the small communities’ certification. Councilor Hewitt inquired about the library board budget and funding. Also, Council talked about being able to have an online survey for the arena for feedback.


4.  Representation:

  1. Arena manager Barry Evaskevich came to the meeting at 5:10 p.m. to give a report on the Hythe Arena.  He is currently getting several prices on a couple different flooring options. Barry reviewed future maintenance and repairs, and the estimated costs of these.  Currently the arena is being well used, and the skate sharpener is being utilized by many outside the community. The fire system has been tested and serviced, the furnace room was painted, and much cleaning has been done.  Barry left the meeting at 5:32 p.m.


Mayor Peterson arrived at the meeting at 5:37 p.m.


  1. Fire Chief Landon Reimer and Deputy Chief Matthew Fisher came to the meeting at 5:47 p.m. to give a report regarding the Hythe Fire Department.  False alarm calls are an issue and Landon discussed billing for these call outs. Landon will be emailing the municipal office the dispatch information regarding false alarm calls.  Replacement of the breathing apparatus’ is being considered. Landon Reimer and Matthew Fisher left the meeting at 6:15 p.m.


  1. Greg Longson came in to the Council meeting at 6:20 p.m.  He gave Council the public works report and expenses. Council reviewed Greg Longson’s comments regarding the long-term plan and the strategic plan.  Some of the topics covered were the upgrades for both well houses and the sewer lift station, a proposed 2019 budget, and projects for the summer that will be a priority.  Greg Longson left the meeting at 6:46 p.m.


  1. Carley Friesen arrived at 6:51 p.m. to give her report to Council.  Carley discussed a federal grant that would be worth investigating for the use of certain buildings in the community.  Carley is working on getting quotes for a new website for the Village of Hythe, and perhaps designing a new logo. Also, she has researched options for a spray park. Carley Friesen left the meeting at 7:06 p.m.


  1. Rod Pittman and Eva Chatelain arrived to meet with Council at 7:06 p.m. regarding the tax sale of Mr. Pittman’s property in the Village of Hythe.  They are currently working on repairs to the residence. Once it is properly repaired council has agreed to work with Mr. Pittman on a payment plan for the tax arrears.  A letter will be sent to Mr. Pittman to confirm these arrangements. Rod Pittman and Eva Chatelain left the meeting at 7:18 p.m.


5. Meetings Attended:

Councilor Hewitt and Mayor Peterson attended an INC, Intermunicipal Negotiating Committee, meeting on December 12, 2018.


CAO Gayton attended the following meetings:

-  December 11 meeting with Carley Friesen and Dave McRae at ISL  regarding Intermunicipal Development Plan

-  December 12 Tourism Association Tour with Ed Smith

-  December 12 INC Negotiating Committee

-  December 13 weed control grant application with Greg Longson

-  December 13 GPREP Planning and Coordinating committee

-  December 27 meeting with Greg Longson and Taylor Rudrum regarding the water contract

-  January 7th Rural Heroes Health Care award at the Continuing Care Center


6.  Correspondence:

a)  Community Foundation – January 25 meeting.  Council suggested asking Carley Friesen to attend this meeting.

b)  Emergency Management Regulation, provided as information

c)  Audit Proposals.  Council reviewed the quotes that were submitted for the Village of Hythe’s audit services.  Proposals were received from MNP and Fletcher Mudryk LLP. Council discussed the merits of both proposals.

MOVED by Councilor Guise to award the audit contract to MNP for a three year term. CARRIED 01/19/03

d) Community Center roof – CFEP grant, for information.  Council was advised that the community center was awarded a Community Facility Enforcement Grant for roof repair in the amount of $125,000.


7.  Other Business & Information:

a)  Carley Friesen, report.  See Representation 4.4

b)  Office layout options.  Council had decided to defer these discussions to a later meeting.

c)  ICF meeting summary

d)  Peace Officers report for December.  Council reviewed the report and commented that the priorities for the Village of Hythe need to be updated.  The anticipated meeting with Enforcement Services will be sometime during January.

e)  Fuel comparisons.  A spreadsheet detailing fuel costs and expenditures was discussed.  

f)  2018 Financial data.  Council reviewed operating and capital costs, as well as the budget and financial statements.  There are still some issues with the Muniware format. Council reviewed costs for the arena to year end 2018.

g)  Power and gas contracts.  Council discussed the rates presented for power and gas from AUMA.


MOVED by Councilor Guise to sign a four-year contract for electricity. CARRIED 01/19/04


MOVED by Councilor Miller to sign a contract for natural gas based on the consultation obtained by Councilor Hewitt and the subsequent discussions among councilors. CARRIED 01/19/05


8. Members Business

CAO Report: Verbal

CAO Gayton reported on the following:

  • Spent time in December sorting through financial numbers; and getting a handle on arena costs.

  • Contract prepared and reviewed for new CAO

  • Did the Christmas tree lights judging

  • Renewals for monthly tax installments were sent out.  Staff collect the 2018 year-end balances, and set up new installment amounts.

  • Theresa Boudreault will be back Monday and Thursdays now.


Mayor Peterson mentioned that we should consider updating the Village of Hythe logo.  He would like to see some more work done for our parade and especially the float we currently have.  He also noted that we should make sure the Race Track is mentioned in our tourism information, and in our INC Committee meetings.  


Councilor Hewitt brought up spray park options and library issues.

9.  In camera


MOVED by Councilor Guise to go in camera at 9:15 p.m.         CARRIED 01/19/06


While in camera Council discussed personnel matters.


MOVED by Councilor Miller to go out of camera                        CARRIED 01/19/07


MOVED by Councilor Miller to adjourn the meeting                   CARRIED 01/19/08

                                                                                                                            

Time of adjournment was 10:18 p.m.
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