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2019 Minutes


APRIL 29, 2019


THESE MINUTES ARE NOT YET APPROVED BY COUNCIL


Present:

Mayor: Brian Peterson

Deputy Mayor: Craig Hewitt

Councillors:  Sandra Miller

Bill Guise

Ed Smith

CAO: Leona Hanson
Assistant CAO: Greg Gayton


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

  2. Adopt the meeting agenda

    Council review the minutes of the April 15, 2019 regular Council meeting. Council requested an update on the cost for fixing the water leak at the curling rink. CAO reported that they have the direct billing and they just need to receive a summary of the staff time devoted to this project. There was some discussion about the outstanding issues with the sewer main relining. The CAO reported that staff would be meeting with Bearisto on Friday, May 3, 2019 to discuss this. Council was concerned that Bearisto had not signed off on the project before allowing IVIS to leave the site. Council felt that a proper procedure is to require IVIS to stay in town until such time that someone from Bearisto could inspect the work that was done.
    The minutes were deemed to be correct in terms of factual information.

  3. Minutes of the April 15, 2019 Regular Council Meeting
    MOVED by Councillor Miller that the minutes of the April 15, 2019 regular Council meeting be approved as presented. CARRIED 04/19/82

  1. Business Arising from the Minutes of April 15, 2019

  2. Representation

    1. Leah Holler, Community Futures – Lemonade Days – see below

    2. Adam Norris, Mighty Peace Watershed Alliance – see below

    3. Greg Longson – PW Report – see below

  1. Meetings Attended
    CAO Leona Hanson and Councillor Smith had attended a Peace Region Economic Development meeting, they reported on that.
    Councillor Miller reported that Allison Sudnik had resigned from the Hythe Municipal Library Board and they would be looking for a new member. Staff will assist the with the vacancy on the library board on our website and facebook page.
    Mayor Peterson had attended a meeting regarding the expansion of the Version Gas Plant for Brainard. Including the plant expansion and the pipeline to Huallen, this is a six hundred and twenty-million-dollar project.

  2. Correspondence

    1. Cheryl Gallant, MP – Bill C-68 – received for information.

    2. CN – Vegetation Control
      Council discussed issues with CN and their weed control on the right of way. Councillor Hewitt noted that a weed notice should be ready for CN as soon as the weed problem there is noticeable. Staff will check in with the accounting officer to see what happened with the invoice for CN from last year.
      It was also noted that the County Fire Chief had deemed the dry grass on the CN right of way a fire hazard and had been talking to CN about dealing with this issue of tall dry grass every spring. Staff will follow up with that to see if anything is happening on that this year.
      A letter will be written to County for follow up.

    3. AUMA Convention – September 25 - 28
      CAO reported that three rooms were booked for the Alberta Municipalities Association Convention in Edmonton on September 25 – 28.
      CAO and Mayor Peterson will attend, Councillor Hewitt also noted that he may attend.

      Leah Holler from Grande Prairie Community Futures joined the meeting at 5:24 p.m.
      She gave a report on the Lemonade project that she would like to do with young entrepreneurs. They are looking at trying to get this project going in the rural area and would like to focus on Wembley and Hythe this year in terms of getting it established.  Leah would like a meeting with the schools in the area to reach out to the young people. This is a project to give young people an indication on what’s involved in running your own business. The Lemonade day would give them help and assistant in how to set up a lemonade stand, price their product and how to make a business venture like that successful. Then on Saturday, June 22, 2019 there would be a Lemonade Day event in Hythe and a number of Lemonade stands would be competing for recognition.
      Leah Holler noted that while Community Futures would recognize the event, they are looking for help from the municipalities in terms of prizes and supplying  judges.
      Council indicated that they would be in favor of hosting this event and would help with judges, presentation in schools and also advertise the event on our social media outlets. Council will extend to Ms. Holler any help that she needs with this event.
      Leah Holler left the meeting at 5:45 p.m.

    4. RhPAP – Mobilizing the Village Rural Workshop Opportunity
      Council reviewed some information on RhPAP, mobilizing the Village rural workshop opportunity. This is in Beaverlodge on May 7, 2019. Mayor Peterson will attend this day long seminar. Staff will do the registration.

  3. Other Business and Information

    1. SPPARC – South Peace Physician Attraction and Retention Committee Representative
      The Village of Hythe has been advertising for a member of the public at large to serve on the SPPARC committee. This would be in addition to Councillor Guise who is the appointed Council member. Most of the other  communities in the area are sending two community representatives to the SPPARC meetings. Assistant CAO Greg Gayton had submitted a letter stating that he would be interested in attending as a volunteer member of the public at large.
      MOVED by Councillor Miller to appoint Assistant CAO Greg Gayton to the SPPARC Committee as a member of the public at large.     CARRIED 04/19/83

    2. PREDA – Peace Region Economic Development Authority Grant Application (to be distributed)
      The CAO circulated information on Peace Region Economic Development Authority Grant Application. This was to assist us with cost sharing on the branding project which including the revamping of the Village’s web page and consistent motif, that would be used for municipal promotions in the future.
      MOVED by Mayor Peterson to apply for the PREDA Grant Application as requested.     CARRIED 04/19/85

      Adam Norris from the Mighty Peace Watershed Alliance joined the meeting at 5:53 p.m.
      Adam Norris explained that the Alliance deals with water matters that are within the WAPITI River watershed. One of the things they are working on is source water protection.  The Alliance has a mandate to ensure that the river system is protected from materials that may affect water quality. He asked Council what the degree of participation Council wished to extend to the Alliance, he noted that many communities are receiving briefing notes that are circulated after the meeting and they find this to be sufficient.
      There was some discussion about the weir near Beaverlodge. It was noted that this had been recently rebuilt.
      Adam Norris explained how the Mighty Peace Watershed Alliance is funded.
      Adam Norris left the meeting at 6:11 p.m.

      Council discussed the matter further.
      MOVED by Councillor Miller to request regular updates from the Mighty Peace Watershed Alliance meetings.     CARRIED 04/19/86

    3. Staff Memo – Bylaw correction
      Staff noted that there was a numbering error on some of the Bylaws, a new Bylaw will have to be passed to correct the numbering errors.
      MOVED by Mayor Peterson to proceed with a revision Bylaw to correct the numbering errors.     CARRIED 04/19/87

      Bylaw will be prepared for the next regular Council meeting.

    4. Bylaw #537 – Request to rescind
      CAO requested that Bylaw #537 be rescinded, Council was in agreement with the request.
      MOVED by Councillor Hewitt to proceed with rescinding Bylaw #537.     CARRIED 04/19/88

    5. Photocopier Lease – Request for decision
      CAO had prepared a request for decision memo regarding the photocopier lease. The existing XEROX photocopier has served us well but it’s getting near the end of its operational life. It was also noted that the per copy charges on the XEROX were getting to be a substantial cost under the present arrangement. Staff had done some research and decided to proceed with an alternate supplier on the photocopier. Given the capital cost involved it was felt that it would work better to lease the copier rather that try to include a substantial capital cost in this year’s budget.
      MOVED by Mayor Peterson to proceed with the photocopier lease agreement with Hi-Tech Business Systems Ltd. As recommended.     CARRIED 04/19/89

      Public Works Supervisor Greg Longson joined the meeting at 6:20 p.m.

      There was discussion about a date for the Councillors to do a curbside clean up, this should be done on a Saturday. There was some discussion about going on Wednesday, June 5th, 2019, but Council felt that squeezing the collection process into one evening would be to problematic and a Saturday would allow for more time. There was some discussion about doing it May 25th, 2019.
      Discussion regarding the cemetery grass cutting, Councillor Guise noted that Jake Friesen will be doing the grass cutting again this year. He had already talked to Jake had signed up for it.

    6. Utility rate update

    7. Budget request for decision – Operating and Capital

  4. Other matters/CAO Report

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

 

  1. In Camera
     a. Property

i.  Old Fire Hall
ii.  Offer to Purchase – Old Legion
iii.  Industrial Area Improvements

b. Contracts
i.  Water Use Agreement – Car Wash
ii.  Fibre Optics Update

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

                                                                                                

MOVED by Mayor Peterson to adjourn the meeting.     CARRIED 04/19/

Time of adjournment was 10:20 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.




MARCH 18,2019


Present:

Deputy Mayor: Craig Hewitt

Councillors:  Sandra Miller

Ed Smith

CAO: Greg Gayton

Assistant CAO: Leona Hanson

Recording Secretary: Darla Deter


  1. The meeting was called to order by Deputy Mayor Craig Hewitt at 5:00 p.m.  

  2. MOVED by Councillor Miller to adopt the Agenda as amended.

Additions: 8 (f) Cannabis Transition Program Funding           

10 (d) Contracts     CARRIED 03/19/49


  1. Minutes of the March 18, 2019 Regular Council Meeting

    MOVED by Councillor Miller that the minutes of the March 4, 2019 Regular Council Meeting be approved     CARRIED 03/19/50

Business Arising from the Minutes of March 4, 2019
Hythe Fiber: Weekly meeting being attended, Council informed that lots of progress is being made. The April 9th meeting needs confirmation. It was determined that the leak at the arena has sealed itself again when the weather warmed. The line needs to be traced during inclement weather. The Curling Rink water leak near the foundation has been resolved. The Alberta Transportation Regional Director has been in talks with Assistant COA Leona Hanson regarding twinning of highway #43. Alberta Water Inspection initially determined there are no issues to report. A full report will be coming in approximately 30 days and Council will receive a copy. Greg Gayton sent a letter to Rod Pittman regarding his trailer.

MOVED by Councillor Smith to propose that Mr. Pittman pay $500.00 April 1, 2019 and a payment plan be devised for monthly payments, in addition to the requirements to meet occupancy      CARRIED 03/19/51

  1. Representation

    1. Glenda Farnden from STARS arrived at 5:18 p.m. to speak with council about the history and progress of STARS. A handout was given. Stars has been in the North region for 13 years and ultimately was born out of necessity. STARS on average has been of service to residents of Hythe 6 times/year. STARS Capital Campaign is focused on fleet replacement. The cost of one helicopter replacement has been covered by the Alberta Government. All funds raised in Alberta stays in Alberta. Upon completion of the presentation, Glenda thanked the Village of Hythe for their ongoing committed support and presented Council with a beautiful plaque from STARS. Glenda left the meeting at 6:00 p.m.

    2. Carley Friesen joined the meeting at 6:00 providing Council with a draft handout regarding the open house on April 9, 2019 for Hythe Fiber. Carley also advised Council on Files and Database information prior to her leaving at the end of March 2019. Council was told that the Step Grant was not approved for Public Works, and that Carley would be attending an upcoming meeting regarding the County Connector Project. The flyer mailout to promote the County Connector Route/Schedule in Hythe is awaiting approval. There has been no feedback on the historical building information. Carley left the meeting at 6:25.

    3. Greg Longson, Public Works Supervisor joined the meeting at 6:28 p.m. and provided Council with a report. A breakdown of March expenditures was provided along with updates on current ongoing projects. Curling Rink complete, Culligan’s started the renovations to Pumphouse #1, Ivis completed the sewer line project, with some deficiencies noted. Beairsto to bring camera on the job to further check that the lining of the pipe. Bearisto to attend future meeting as follow up on the project. Council was advised that the Hythe Arena closed for the season starting March 17, 2019. Equipment Asset List and needs were discussed. The Fire Department parking lot was discussed as well as the need for pilons and/or barricades for fire hydrant protection. Greg Longson to speak with Fire Chief Landon Reimer regarding appropriate protection. Discussion took place regarding projects that require immediate attention such as interim repair to the defective pavement at the intersection of highway #43 and 100 street. Paving options for main street and other areas discussed.

  2. Meetings Attended

Council members and administration attended the Intermunicipal meeting.


Deputy Mayor Hewitt attended a meeting with Community Futures.


CAO Greg Gayton attended Lori Parker’s retirement event in Wembley.


Councillor Miller attended a meeting for the Public Library System and circulated a handout to Council.


Council and administration participated in an annual budget meeting.

  1. Correspondence

    1. Road Agreement: The proposed road agreement from County of Grande Prairie regarding road maintenance was discussed. Council was in favor of proceeding with the road agreement.


  1. Other Business and Information

    1. Bylaw #542 Joint Assessment Review Board – CAO reviewed the new joint assessment proposed appeal board

MOVED by Councillor Miller to give Bylaw #542 first reading     CARRIED 03/19/52

MOVED by Councillor Smith to give Bylaw #542 the second reading     CARRIED 03/19/53

MOVED to consider third reading by Deputy Mayor Hewitt     UNANIMOUSLY CARRIED 03/19/54

MOVED to give Bylaw #542 the third and final reading     CARRIED 03/19/55

    1. Veresen Midstream Open House to be attended by CAO Greg Gayton on April 2, 2019.

    2. Reviewed Pecuniary Interest Guidelines information from Municipal Affairs

    3. Equipment sales: Kubota and attachments

MOVED by Deputy Mayor Hewitt to advertise the Kubota for sale as agreed upon     CARRIED 03/19/56

    1. Strategic Planning: Assistant CAO Leona Hanson gave a Village of Hythe handout. Council to review for April 15 meeting

    2. Cannabis Transition Program: A handout was given.

MOVED by Deputy Mayor Hewitt to approve Cannabis Transition Program Funding Advocacy     CARRIED 03/19/57


  1. Other matters/CAO Report

- CAO Greg Gayton and Assistant CAO Leona Hanson met with the Hythe’s Athletic Association regarding arena finances.

- Volunteer Supper is April 10, 2019. Councillors Smith and Miller to attend

- Newsletter to come out early April with information on the Canadian Fiber Optics Open House and Volunteer Recognition.

- Play Castle inventory to be taken and seek opportunity to loan/partner with community groups for continued use.

- Pioneer Home: Greg mentioned a News Release on the Pioneer Home Web page

- Email from Grande Prairie Regional Tourism Board to be forwarded to Council.

- Councillor Miller would like to see Council using @hythe.ca emails

- MSI Grant – leftover monies can be used for future projects

- OH&S: some discussion about the City’s inquiries at the Intermunicipal meeting. Information has been provided to all neighboring municipalities.

- Grande Spirit Meeting 10:00 a.m. March 22, 2019. Councillor Smith to attend.


9 .  In Camera

MOVED by Councillor Miller to move In-Camera at 7:57 p.m.     CARRIED 03/19/58

MOVED by Councillor Smith to move out-of-Camera     CARRIED 03/19/59

MOVED by Councillor Miller to seek realtors market opinion regarding Old Firehall     CARRIED 03/19/60

MOTION by Deputy Hewitt to approve staff position compensation grid as presented     CARRIED 03/19/61                                                                                                

MOVED by Councillor Smith to adjourn the meeting at 8:57 p.m.     CARRIED 03/19/62

Time of adjournment was 8:57 p.m.



MARCH 4, 2019


Present:

Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councillors: Sandra Miller

Ed Smith

CAO: Greg Gayton

Assistant CAO: Leona Hanson

Recording Secretary:  Darla Deter


  1. The meeting was called to order by Mayor Peterson at 4:57 p.m.  

  2. MOVED by Councillor Smith to adopt the Agenda as amended.     CARRIED 03/04/49


  1. Minutes of the March 4, 2019 Regular Council Meeting

    MOVED by Councillor Miller that the minutes of the February 19, 2019 Regular Council Meeting be approved as presented.     CARRIED 03/04/50

  2. Business Arising from the Minutes of March 4, 2019
    MSI Grant for Pumphouse #1: Councillor Hewitt inquired about the MSI Grant. Greg Gayton talked to Alberta Municipal Affairs, they are presently taking applications. Administration will review financial requirements and further funding options this week.

  3. Representation

    1. Christine Rawlins and Krista Shuett from the arrived at 5:30 p.m. to speak with council about the Grande Prairie Regional Recreation Committee (GPRRC). A handout was given. Service housed in the Community Service building. Anything new being built in the community must go through GPRRC. The Regional Recreation Plan is based on a class system 1-3 for facilities. GPRRC works parallel with ICF. Surveys done every five years.  Maintaining representation for Hythe is important. The funding model determines the benefit to each community. GPRRC contact: Christine Rawlins. Christine and Krista left the meeting at 6:10 p.m.

    2. Barry Evaskevich joined the meeting at 5:45 p.m. A handout was circulated regarding summer projects needed for the arena. A summary of repairs needed in the off season was provided. Barry has received several complaints regarding the skating aids regarding limited supply. Cost of such items discussed and approximately 8-10 needed, the arena now has eight total which all get used during public skate. In previous cold days approximately 500 litres of brine was lost, but the system seemed to heal itself once the weather warmed up. Again, 1100 litres of brine lost during the last cold snap. Pressure test needed to find the leak. If still leaking after the game on March 9, 2019 the arena may have to close if leak does not stop. Arena applied two protective coats to the players floor which looked good but did not resolve the problem. Fundraising efforts to be explored regarding funds to help with arena repairs & upgrades. It was also discussed that the switches for the bench heaters need replacing. The question was raised regarding start up and shut down billing for the compressor, for cost sharing between the arena and curling rink. It was determined that having the dumpster out back was successful. Barry left the meeting at 6:56 p.m.

    3. Glen Camplair, Public Works department joined the meeting at 6:30 p.m. and provided a report for council. Curling rink repairs on a possible water leak to commence Wednesday March 6, 2019. IVIS work to be done on the sewer phase #5, commencing March 5, 2019 and should be completed by March 8, 2019.  Discussion took place regarding resident water back-up. GFL delivered some replacement garbage cans to replace the ones that were damaged. Glen left the meeting at 7:04 p.m.

    4. Rod Pittman joined the meeting at 7:03. Rod shared his progress on fixing up his mobile home. Furnace wiring had been completed and residence has multiple heating sources. Mr. Pittman requested a review of his account. He left the meeting at 7:17 p.m.

  4. Meetings Attended

CAO Greg Gayton attended the following meetings:

February 25th – Canadian Fibre Optics

February 28th – GPREP Operational Committee

March 1st – met with Carley Friesen to update job description and draft the advertisement

  1. Correspondence

a)  MSI – Agreed to extend for another two years, haven’t been advised how much each municipality will receive.

    1. ICF Tentative meeting May 1st, 2019.


  1. Other Business and Information

    1. Invoices for review - Council disappointed with the outcome of Beairsto & Associates asset management plan research.

    2. Community Development Officers report reviewed.

    3. Sewer Main lining schedule to begin March 4, 2019.

    4. Alberta Transportation – Item regarding options for twinning of Highway 43.

MOVED by Mayor Peterson to send a letter to Alberta Transportation requesting that the twinning of Highway 43 route affecting the Village of Hythe proceed through the municipality (not bypassing) based on the concerns and benefits raised. Further, that meeting be requested with the Minister of Transportation.     CARRIED 03/04/51

    1. Intermunicipal Meeting – To be held March 14th, 2019. Village of Hythe representatives will be: Deputy Mayor Craig Hewitt, Councillors Sandra Miller and Ed Smith, Administration Greg Gayton and Leona Hanson.

    2. Arena Summary Reviewed – Administration provided some preliminary numbers to assist in planning with the 2019-2020 season.


  1. Other matters/CAO Report

- Dinner for outgoing Community Development Officer Carley Friesen and FCSS Coordinator Teresa Boudreault held on Wednesday March 6th, 2019 at 6:00 p.m.

- April 1st, 2019. – Blanket exercise from 2:00 p.m. – 4:00 p.m. – No      representation available due to prior commitments.

- Budget Meetings – First one Thursday March 7th, 2019 5:00 p.m. – 6:45       p.m.

- Second Budget Meeting April 8th, 2019 5:00 p.m. – 7:00 p.m.

- Mighty Peace Watershed Alliance – An Alliance representative to attend a future council meeting.

- Northern Trailblazers – Handout given.

- Councillors noted that several councillors were away on April 1st,  2019, and it may be difficult to get a quorum for that meeting.

MOVED by Mayor Peterson to cancel the April 1st, 2019 Village Council meeting of quorum is not possible.     CARRIED 03/04/52

                           

CAO Report

- Annual inspection for Alberta Environment Water System scheduled for Monday March 4, 2019 between 1:30 – 4:30. Report to follow.

-Alberta Transportation is asking for a Council resolution regarding a culvert on Highway 721 near Willowgrove. This would help alleviate flooding issues in spring.

MOVED by Mayor Peterson to send a letter requesting a culvert upgrade on Highway 721 near Willowgrove.     CARRIED 03/04/53

- Recommended that Council give staff approval to further research project funding options, including consultation with Alberta Capital Finance and Alberta Municipal Affairs.

- Municipal Intern follow-up – Our grant application was not successful. Administration to research what is the criteria for success.

- Play Castle - Should this be donated to a community society/group.


10. In Camera

MOVED by Councillor Miller to move In-Camera at 8:15 p.m.  CARRIED 03/04/54


MOVED by Mayor Peterson to move out-of-Camera 9:30 p.m. CARRIED 03/04/55


MOVED by Mayor Brian Peterson to proceed with developing a project plan pertaining to fibre optics including a grant application, business plan and communication plan (including a public open house).     CARRIED 03/04/56

                                                                                               

MOVED by Councillor Miller to adjourn the meeting.     CARRIED 03/04/57

Time of adjournment was 9:06 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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