Hythe Council‎ > ‎

2020 Minutes


MARCH 2, 2020


Present: Mayor Brian Peterson

Deputy Mayor Hewitt

Councillors: Bill Guise

Sandra Miller

Ed Smith

CAO: Leona Hanson

Recording Secretary: Chelsea de Ruiter


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


2. MOVED by Councillor Miller to adopt the meeting agenda with the following additions:

6. b. Village Newsletter Distribution Schedule – request for decision

9. a. Personnel

9. b. Fiber Optics        CARRIED 03/20/49


3.  MOVED by Councillor Smith that the minutes of the February 3, 2020 regular council meeting with the following change.

    8. b. remove “update from Councillor Miller provided to Council”. Replace with “correspondence received”.       CARRIED 03/20/50


4. Business Arising from the Minutes.

Councillor Guise watched the garbage truck in the back alley to see if they were close to powerlines when accessing. They were nowhere close to hitting any power lines.  Mayor Peterson would like to view other municipalities remuneration policies and inquired about any updates on the Box of Docs pilot. Administration advised that a meeting is coming up tomorrow with Box of Docs to discuss what success will look like to the municipality.


5. Delegations

No delegations


6. Business & Information

a. Request for Information – Council Remuneration Policy (to be distributed) Administration requested for this item to be deferred to a Council meeting after the budget meeting. The rate of remuneration is reported as $90 per meeting. Discussion would allow for $90 per meeting and provide a mileage rate. Administration feels Council should not have to pay out of pocket to attend a meeting on behalf of the Village of Hythe. MOVED by Councillor Guise to defer Council Remuneration Policy to be reviewed at a future Council meeting.      CARRIED 03/20/51


b. Village Newsletter Distribution Schedule – request for decision

Council recommended that the Administration look at establishing a distribution schedule for the Village of Hythe Newsletter. Staff reviewed timing of pertinent Village information that is typically shared with residents and have proposed a quarterly newsletter with the following months for publication:

February, May, August, and November.

There is always the opportunity to publish a special newsletter between should  the need arise and be determined on an as-need-basis. Administration recommended Council approve the Village Newsletter distribution schedule.

MOVED by Councillor Miller to approve the Village Newsletter distribution schedule as presented. CARRIED 03/20/52


7. Correspondence

a. Veresen Midstream Updated – correspondence received regarding construction updates, upcoming mobilizing plans and how they intend to stay safe on the roads. Update includes information on upcoming maintenance plans for the Hythe Brainard Gas Plant.


b. Resident Letter – Spray Park provided for information

A letter was sent to the Village of Hythe regarding the cover on the pool from Kathy Brooks. The correspondence provided support for the repurposing of the swimming pool as a spray park. The letter requests council to consider removing the pool cover and adding high backed benches facing south in addition to that, also providing landscaping to provide wind protection. The letter further  described how the pool cover may be a barrier to users.


c. Reading File – provided for Council review


8. Meetings Attended and Members’ Business

Councillor Smith

No meetings attended. Enquired if contact had been made with Rick Wardrobe from CNRL regarding the water from the holding pond. Administration advised a message had been left last week and will follow up this week.


Deputy Mayor Hewitt

Attended the Village of Hythe Budget Meeting. No members business.


Community Development, Chelsea de Ruiter

Attended Growing the North a two-day conference, a lot of focus was given to innovative thinking, the digital age and the impact of high-speed access in rural communities. Attended the monthly Grande Prairie Regional Tourism Association meeting, the meeting held a governance Session and the group will be doing a Strategic Planning Session at the March meeting.


CAO, Leona Hanson

Attended a meeting with P3 Capital Partners. They will be coming to the area on March 12 and a meeting has been scheduled at 1:30. Administration will send a meeting invite. The P3 Capital Partners are consultants who will be discussing road construction with the Village. Brian asked if an invitation should be extended to the other municipalities in the region, volume of work would appeal to companies that would provide road maintenance services in the area. Some control such as snow removal would be maintained with the municipality but having experts do repair work would be beneficial. Administration advised they would contact other CAOs to see if they are interested. Council would like to see the CAO and one elected official attend the meeting if possible.


Councillor Miller

Attended the Peace Library Board System meeting in Grande Prairie. Their  funding will remain the same as it has been regularly receiving. They are planning to upgrade their internet speed, most of the available wifi will go from 5mps to 20mps.


Councillor Guise

The Legion banner program is getting a lot of interest, information is getting out  about the program. The banners are $100 each. If the funds are not raised the legion there is hope the Legion will cover the cost for the 10 fallen soldiers that are on the walls in the Legion. Forms are available at the Municipal Office and the Legion. You need a photo of the person and what war they served in, that information will go on the banner.


Mayor Peterson

No Meetings or members business.


9. In Camera

MOVED by Councillor Miller to go in-camera at 5:48 PM  CARRIED 03/20/53

    a. Contracts

    i. Personnel

    ii. Fiber Optics


MOVED by to Councillor Smith go Out-of-Camera at p.m.     CARRIED 03/20/54


10. Adjournment

MOVED by Councillor Miller that the meeting be adjourned.   CARRIED 03/20/49


Time of adjournment was 5:59 p.m.



FEBRUARY 18, 2020


Present: Mayor Brian Peterson joined at 5:55

Deputy Mayor 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 5:03p.m.


2. MOVED by Deputy Mayor Hewitt to adopt the meeting agenda with the following additions:

    8. d. Sports Excellence Awards – March 6, 2020     8. e. Resident Letter     8. f. AUMA – Post Provincial Budget Webinar     10. a. iv. Fiber Optics     Change in order of items to move item 6. Operations to precede item 5. a. Sergeant Ash Brown, RCMP.     CARRIED 02/20/34


3. MOVED by Councillor Miller that the minutes of the February 3, 2020 regular council meeting be approved as presented.     CARRIED 02/20/35


4. Business Arising from the Minutes
Deputy Mayor Hewitt inquired if the notice for the ATCO Franchise Agreement Renewal had been posted in the Town and County News. Administration advised that the advertisement has been posted and will be in the paper for two weeks prior to ATCO’s further review. The Franchise Renewal Agreement will then come back to Council for consideration of third reading.

Councillor Guise brought forward an update on the Hythe Legion Banner Project. The project is moving forward and there is a lot of interest in the memorial banners.


5. Operations Update

CAO Hanson provided an update on staff operations to the Council including updates on Spray Park that noted the research progressing and the Hythe Agricultural Society’s interest in partnering on the project.

Deputy Mayor Hewitt would like to have a minimum of three (3) companies provide a quote on the project. Administration advised that upon conclusion of the survey request to other municipalities with spray parks being conducted by Community Development Clerk, de Ruiter pre-qualification of service providers will be in the next steps.


The Village of Hythe has been selected as a pilot municipality to try out the resources available through BoxofDocs for a 10-week period. BoxofDocs which includes document templates, sample policies, bylaws, RFPs, and related municipal information will work closely with Administration over the pilot timeframe.

Public works is conducting the last section of sewer flushing in the Village. There is currently back alley pickup for garbage and this has been brought forward as a potential hazard by staff and the disposal company due to overhead power lines. This issue will require further investigation and viewing of garbage trucks in operation to determine the next steps.

Council was provided with the Village of Hythe’s Council Remuneration Policy for reference. As an opportunity to review the Council remuneration policies from a few small urban municipalities can be used for comparative purposes. An update on the operations of the Tourism booth was provided to Council. A meeting with the Historic Society was held to discuss options for operating the Tourism Booth. Concerns around safety were raised at that meeting and it was decided that staff will work with the Society to be able to provide tourism information through a self-serve method. No staff will be hired to work as a dedicated Tourism Coordinator however the volunteers were interested in helping to host the Tack Shop and Museum for select weekends that coincide with special events in the community such as the Legion’s 90 th Anniversary Celebration and the Annual Ag Fair.

6. Delegations

a. Sergeant Ash Browne, RCMP 5:53-6:51 PM    Sergeant Ash Browne joined the Council Meeting at 5:53 to provide an update on RCMP incidents in the Village of Hythe and to look at the plans for the future. Sgt. Browne provided details on the Soaring Eagles Aboriginal Youth Camp that is now accepting applications and the Depot Youth Camp. Engagement with youth is identified as one the RCMP priorities. Beaverlodge RCMP are ensuring communication is open with the schools to ensure school staff are getting the support they need from the local unit.Sgt. Browne reviewed the updated Crime Statistics summary. Sgt. Brown offered to provide an annual report of reports in crime to Council if there is interest and Council confirmed they are in favour of receiving annual reports.

Deputy Mayor Hewitt requested follow up to the last meeting with Sgt. Browne about response time delays. Sgt. Browne had reviewed the incident and determined the responding unit came from Wembley and that the delay was reasonable considering the distance traveled. Sgt. Browne provide additional information and assured Council that the RCMP are putting forward their best efforts to follow up with individuals who report incidents as part of their procedures.

Mayor Peterson enquired about staffing after a conversation with the Justice Minister. Sgt. Browne confirmed the Beaverlodge RCMP are full staffed with one member on recruit training for another 3.5 months. Sgt. Browne also referenced the anticipation of provincial funding to fill an additional position.

Sgt. Browne will be doing another Town Hall meeting through Live Feed on Facebook on February 27 th . Sgt. Browne extended the offer for further engagement and referenced that the RCMP are interested in participating in events in the Community and encouraged the Village to send invites in order to place the dates in their calendar.

The RCMP Regimented Ball is scheduled for October 3 rd , 2020. This is a fundraiser and the selected charities for this year are “Talk to Me Foundation” and “Victims Services”.

7. Business & Information

a. Beaverlodge RCMP: for review. Provided for information and discussed by Sergeant Browne during Item 6. Delegation.

i. Stats – 2019 vs 2018

ii. Town Hall – Live Facebook Event

iii. RCMP Soaring Eagle Youth Camp

iv. RCMP Depot Youth Camp

b. County Enforcement Services January 2020 Report – provided for review

c. GPREP Emergency Management Bylaw 550

An updated Bylaw 550 was provided to Council for review. The bylaw will come into effect April 1, 2020 pending approval by all participating municipalities.
MOVED by Councillor Smith to approve first reading of Bylaw 550 GPREP Emergency Management CARRIED 02/20/36

MOVED by Mayor Peterson to approve second reading.     CARRIED 02/20/37

MOVED by Councillor Smith to consider third reading. CARRIED 02/20/38

MOVED by Councillor Guise to approve third & final reading. CARRIED 02/20/39

d. GPREP – State of Local Emergency Quick Reference Guide. State of Local Emergency Quick reference was provided for information and records. It contains the phone numbers of the Director of Emergency Management for each municipality and the procedure to be followed in the event of a local emergency. e. Borrowing Bylaw 551 – Fiber Optics was presented for review. This bylaw was written to allow the municipality to borrow $662,000 being 70% of the cost of the Fiber Optics project with repayment of debt to be on a cost recovery basis through user fees.

MOVED by Councillor Smith to approve first reading.     CARRIED 02/20/40

f. State of Region Address – Request for Decision  

The City of Grande Prairie Mayor Bill Given is reaching out to municipalities in the Region to seek interest in the opportunity to deliver a ‘State of the Region Address’. Each year the Grande Prairie Chamber of Commerce has hosted luncheons for a similar purpose, one that has the Mayor from the City give a ‘State of the City Address’, one where the Reeve of the County gives a ‘State of the County Address’, and another where the Reeve of the MD of Greenview give a ‘State of the MD of Greenview Address’. The understanding is that this address would be co-presented with March 24, 2020 being the planned event date. Administration requested Council to provide direction as to the interest to participate in a ‘State of the Region Address’.
MOVED by Deputy Mayor Hewitt that the Village of Hythe accepts the City of Grande Prairie’s invitation to participate in a ‘State of the Region Address’.     CARRIED 02/20/41

8. Correspondence

a. Passionate Hearts Awards Announcement – provided for information  and updates on who received the awards.

b. Mighty Peace Watershed Alliance – Wapiti Watershed Source Water Protection Plan – correspondence received. Planning for the  ngagement event is in place and planned for the fourth week of March in Grande prairie.

c. Reading File – provided for Council review
d. Sports Excellence Awards – March 6, 2020 – Grande Prairie Sport Connection provided 2 complimentary tickets for Village of Hythe Council members who would like to attend.

e. Resident Letter – Correspondence was received from Mrs. Joy Juneau requesting Council to consider a reduction in utility bills.

MOVED by Deputy Mayor Hewitt that correspondence be sent to Mrs. Juneau declining the request for a reduction in utility bills. CARRIED 02/20/42

f. AUMA – Post Provincial Budget Webinar – The Provincial Budget Day is scheduled for February 27, 2020. AUMA has invited municipalities to join them for a webinar presenting their perspectives on the provincial budget and municipal impacts on February 28 from 2:00-3:30 PM. Registration is required, Council is requested to let the Administration know if they are interested in participating.

9. Meetings Attended and Members’ Business

Deputy Mayor Hewitt Was unable to attend the Community Futures meeting. Attended a meeting in Grande Prairie on water wells in the community.

Councillor Smith Councillor Smith would like to investigate the possibility of purchasing an old well near the racetrack if the other Councilors support the research. It could be a possible source of energy to the arena if the LSM plant was purchased. Deputy Mayor Hewitt enquired if there is the ability to take gas off a well without purchasing it from ATCO, and what the liability is.

Council supported Councillor Smith in further investigating the old well site and the possible uses. A local oil company is interested in the water volumes. Administration is able to provide unqualified numbers to start with and will pursue a meeting. Councillor Smith offered to assist Public Works with obtaining some measurements to provide further information.

Councillor Guise Attended a meeting in Grande Prairie on water wells in the community. Councillor Guise recommended advertising for the campground attendant as an on-site contract.

MOVED by Councillor Guise that the Village of Hythe advertise for an on-site campground attendant with terms to be negotiable. CARRIED 02/20/43

Mayor Peterson Attended a meeting in Grande Prairie on water well in the community. Attended the Breakfast Reception with the provincial cabinet Ministers and MLAs from the government Caucus. Premier Kenney was not in attendance however several cabinet Ministers were. Mayor Peterson was able to meet with the Justice Minister on rural crime. He also met with the Minister of Municipal Affairs and voiced the challenge of having less funding available in conjunction with increased costs, and further shared how the Village of Hythe provides services beyond the residents of Hythe and the downward negative impact to municipalities as a result of decades of funding allocation changes to municipalities. The Minister of Municipal Affairs requested a letter be provided to lay out the details of the situation and its impact.

Councillor Miller Attended a Library Board meeting – the board is happy that the budget is approved. They are working on getting policies in place. The Friends of the Library has a Casino coming up on June 19 & 20, if you are nterested in volunteering please contact Cathy Jones.

MOVED by Deputy Mayor Hewitt to go in-camera at 7:41 PM    CARRIED 02/20/44

10. In Camera

a. Contracts     i. IDP     ii. Land     iii. RFP     iv. Fiber Optics

MOVED by Deputy Mayor Hewitt to go Out-of-Camera at 9:37 p.m.   CARRIED 02/20/45

MOVED by Deputy Mayor Hewitt to opt out of the Inter Municipal Development Plan with the County of Grande Prairie as per a new option made available by the Provincial Government and to revisit working on an Inter Municipal Development Plan at a later date.   CARRIED 02/20/46

MOVED by Councillor Smith to renew the Real Estate Agreement with Remax for the property at 10004 – 100 St. CARRIED 02/20/47

MOVED by Councillor Miller to award the Marketing and Branding RFP and negotiate and enter into an agreement with Image Design to perform the work outlined.     CARRIED 02/20/48

11. Adjournment

MOVED by Councillor Guise that the meeting be adjourned.   CARRIED 02/20/49

Time of adjournment was 9:40 p.m.



FEBRURY 3, 2020


Present: Mayor Brian Peterson Deputy Mayor Hewitt Councillors: Bill Guise Sandra Miller joined at 5:06 Ed Smith CAO: Leona Hanson Recording Secretary: Chelsea de Ruiter


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

2. MOVED by Deputy Mayor Hewitt to adopt the meeting agenda.    CARRIED 02/20/21


Councillor Miller joined at 5:06


3. MOVED by Mayor Peterson that the minutes of the January 20, 2020 regular council meeting be approved as presented.     CARRIED 02/20/22


4. Business Arising from the Minutes.

Councillor Smith provided CAO a contact number for CNRL.

No business arising.

5. Delegations

a. Larry Gibson, LSM Energy Solutions – YANMAR Presentation

5:45 PM to 6:51 PM

Larry Gibson along with Brian Freemark presented a slideshow on a Combined Heat and Power System, the different levels of system and how they operate. The system processes natural gas to create electricity and recaptures heat to use in the unit, such as recreation facilities. The YANMAR system has environmental benefits such as reduction of greenhouse gases produced, less fuel is burned to produce each unit of energy output and transmission, waste heat recovery and is whisper quiet which enables the unit to be installed indoors or close to windows. Council was given an opportunity to view a unit at work that LSM brought for viewing. LSM provides an analysis of the current Power Bill and Gas Bill to determine an assessment of the impact a YANMAR system could have on monthly expenses.

MOVED by Councillor Miller that administration work with LSM to start an assessment

on the arena facility.    CARRIED 02/20/23


Greg Longson joined at 6:50 PM


b. Kraig Gramlick, Beairsto Engineering – Road Improvement Report 7:00 PM

Kraig Gramlick presented Council with an update on the Village of Hythe road conditions and a project estimate to repair roads and sidewalks in the entire Village, the total project estimate presented was $6,417,352.20 based on visible analysis. Further analysis or current road conditions will allow for an estimate to change, a geo program would be required to  determine the base and condition of the base beneath pavement to provide a more accurate estimate. A recent manhole repair may require further repairs, however before any further work is done will have a camera run down the pipes to assess the conditions. Beairsto will provide estimates for the geo program, a proposal for a storm water analysis, and phase 1 street improvement plan.


6. Staff Reports

a. Operations

Attached


b. Newsletter

The Newsletter is being finalized and will be distributed to all Hythe mailboxes. Deputy Mayor Hewitt asked if there is value in scheduling a regular newsletter to be more formal. Administration will look into preparing a schedule for future newsletters.


c. Financial report

The year-end interim financial report is being prepared for presentation at the next budget meeting. Thursday, February 20th was chosen as the date to have the budget meeting.


7. Business & Information

a. ATCO Electric – Franchise Agreement Renewal – Request for Decision

The Village of Hythe and ATCO Electric have had a franchise agreement since 1940. The present 10-year agreement is due for renewal and ATCO has provided a new franchise agreement for Council’s consideration. A copy of the proposed agreement was provided to the Council for review at the January 20, 2020 Regular Council Meeting.

MOVED by Councillor Guise to accept the ATCO Electric Agreement.    CARRIED 02/20/24


b. Bylaw 549 – A Bylaw of the Municipality to authorize the Mayor and CAO to sign the ATCO Electric Franchise Agreement Renewal.

MOVED by Councillor Smith to approve the first reading.    CARRIED 02/20/25

MOVED by Mayor Peterson to approve the second reading.    CARRIED 02/20/26


Publication of the Village’s interest to enter into a Franchise Renewal Agreement with ATCO Electric will be placed in the local paper allowing for public response.


c. Hythe Library 2020 Budget – Request for Decision

The Hythe Library Board prepared a Library Budget for Council review. Councillor Miller advised the budget is on track and the library board is planning to do more fundraising this year.

MOVED by Deputy Mayor Hewitt to accept the Library Budget.   CARRIED 02/20/27


d. Hythe Legion – Banner Project - Request for Decision

The Hythe Legion has embarked on a memorable banner project to honour veterans. The Legion will cover the cost for all hardware and the banners for their veterans (through sale/donation). The Village would provide the administration and installation of the banners and the hardware could be left up on the light poles to be used by the Village and/or other groups. The latter could provide an opportunity for the Village/group to have seasonal banners in the Village to honour/promote different events.

MOVED by Mayor Peterson to approve a partnership with the Hythe Legion in support

of the Banner Project.   CARRIED 02/20/28


e. Canada Summer Jobs Program – Request for Decision

The Government of Canada has announced the 2020 Canada Summer Jobs Program with applications being accepted until February 24, 2020. In 2019 the Village was successful in obtaining approval for two positions, one tourism coordinator and one administrative. It is recommended that the Village apply for two Public Works related positions for 2020.

MOVED by Councillor Miller that the Village of Hythe apply for three Public Works

related positions with the Canada Summer Jobs Program CARRIED 02/20/29


f. NAEL – Northern Alberta Elected Leaders Membership – Request for Decision

Approximately 50 municipalities in Northern Alberta belong to a group referenced as the Northern Alberta Elected Leaders (NAEL). The municipal group made up of both urban and rural municipal representatives come together to discuss like issues and seek opportunities to advocate for communities served in Northern Alberta. Members meet 3-4 times per year and meetings are hosted by different municipalities each time. Typically, the Mayor and CAO and/or a designate attend the meeting. The cost to be part of the NAEL is up to $500 (awaiting confirmation). Hythe has not been a member since 2015, at that time the cost was $100. Administration recommends that Council approve a membership with the Northern Alberta Elected Leaders group.

MOVED by Councillor Guise to approve a membership with the Northern Alberta Elected Leaders group. CARRIED 02/20/30


8. Correspondence

a. Grande Prairie Regional Recreation Committee – Community Survey

A postcard with a code will be sent to randomly selected residents, if these individuals choose to participate in the survey, they can enter to win a gift card. The survey is being used to better understand residents’ preferences, satisfaction, and usage of current and future recreation services. The Grande Prairie Regional Recreation Committee will use the results to help identify priority areas. An initial/last survey was done in 2015. The survey will be made open to the whole region after the first phase of the survey is complete.


b. County of Grande Prairie – County Connector

Response received from previous correspondence sent to the County of Grande Prairie approving a second day of service be added to the County Connector route in Hythe.


c. Tracy Allard, MLA Grande Prairie – Invitation

An invitation was received to attend a breakfast reception with Premier Jason Kenney, provincial cabinet Ministers and MLAs from the Government Caucus on Tuesday, February 11th in Grande Prairie. This breakfast reception is an opportunity for Municipal Leaders to meet members of Caucus and discuss issues that are important to their municipality. Space is available for four elected members from the Village of Hythe. Council is asked to RSVP or let administration know if they are interested in attending. Mayor Peterson has already sent his RSVP.


d. WASP – Open House. Provided for information


e. Reading File – Items provided for information


9. Meetings Attended and Members’ Business

Councillor Miller

Library Board – finalized and presented the budget to Council. The library has a casino coming up and will need volunteers.


Councillor Guise

Read an article in the paper about Beaverlodge’s meeting with the transportation Minister regarding the Highway 43 bypass. The Transportation Minister advised nothing will be happening for at least five years indicating there were bigger priorities at this time.

No additional meetings.


Deputy Mayor Hewitt

Inquired about plans for future highway development in Hythe. Discussion regarding the impact of indecision of twinning highway 43 has on growth opportunities. At this time no additional correspondence has been received from the Minister. Deputy Mayor Hewitt would like to see more information on the status of the Highway 43 twinning so people are able to plan for the future. Mayor Peterson would like to have a meeting set up with Transportation to discuss future plans.

No additional meetings.


Mayor Peterson

Attended the Garden in the Village Committee meeting. They are working on a producing a plan so they can proceed towards the next steps of raising funds and donations. They have a lot of great ideas.


Councillor Smith

Provided contact information for CNRL representatives.

No additional meetings.


10. In Camera

MOVED by Mayor Peterson to go in-camera at 10:01 PM    CARRIED 02/20/31

a. Contracts

i. Contract


MOVED by Councillor Miller to go Out-of-Camera at 10:08 p.m.    CARRIED 02/20/32


11. Adjournment

MOVED by Deputy Mayor Hewitt that the meeting be adjourned.   CARRIED 02/20/33


Time of adjournment was 10:09 p.m.



JANUARY 20, 2020 AT 5:00 PM


Present: Mayor Brian Peterson

Councillors: Bill Guise

Sandra Miller

Ed Smith

CAO: Leona Hanson

Recording Secretary: Chelsea de Ruiter

Regrets: Deputy Mayor Hewitt


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 item:

7e County Connector – Schedule Day – Request for Decision      CARRIED 01/20/10


3. MOVED by Mayor Peterson that the minutes of the January 6, 2020 regular council meeting be approved as presented.     CARRIED 01/20/11


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


5. Delegations

a. ATCO Electric – Franchise Agreement Renewal 5:30- 6:20 pm

Shelley Abram, Customer Sales Representative, Grande Prairie

Shelley Abram along with Doug Bagget, Operations, provided Council an update on the

upcoming Ten-year Franchise Agreement renewal. Through a presentation they provided information on the land area that ATCO provides service to, information about the company and the agreement history between the Village of Hythe and ATCO, which was established in 1940.

Council was provided details of wording changes throughout the proposed Ten-year Franchise Agreement, which was created in 2012, any further request for changes to the agreement would need to be approved by AUC. Council was provided a copy of the new Ten-year Franchise Agreement to review, discuss, and if they are satisfied to sign.

Councillor Guise asked if the lines that are in the Village of Hythe that are no longer operational can be removed as it is a safety hazard to the public, the community has been trying to keep the Village  clean and safe. However removal of nonoperational lines should not be the Village’s responsibilities. ATCO will follow up with line owners to remove their expired equipment.


6. Financial Report

- Financial Report deferred to February 3 Council Meeting

- Bobcat Lease – Request for Decision

The Village of Hythe’s existing bobcat requires replacement therefore options were explored for new equipment and compared the options of purchasing or leasing. Of the options available the most favorable was a 3-year lease with Bobcat as the monthly expense was lowest of the three quotes including allotted hours of operation of 1250. This lease included additional attachments that would be beneficial to service the municipality. The existing Skid Steer unit  will no longer be required and can be resold upon approval by the Council. Administration recommended Council approve entering into a lease agreement with Bobcat for the acquisition of a new skid steer unit with attachments as outlined. In addition, administration recommended Council approve the sale of the existing equipment.


MOVED by Councillor Smith to enter into a lease agreement with Bobcat for the acquisition of a new skid steer unit as presented.        CARRIED 01/20/12


MOVED by Councillor Guise that the existing Volvo Skid Steer Unit be sold.    CARRIED 01/20/13


7. Business & Information

a. Appointment to Grande Prairie Regional Tourism Committee – Request for Decision

The Village of Hythe, as a member of the Grande Prairie Regional Tourism Association has a representative appointed to the GPRTA Board. Councillor Smith has filled the role for the past two plus years. Councillor Smith is in favor of having Community Development Clerk, Chelsea de Ruiter appointed to the Grande Prairie Regional Tourism Association. Council expressed interest in seeing more marketing and benefits from this membership.

MOVED by Councillor Guise that Chelsea de Ruiter be appointed to the Grande Prairie Regional Tourism Association Board.       CARRIED 01/20/14


b. Hythe Memorial Arena – Historic Designation Update (Verbal)

Communication with the Historical Designation committee regarding the Hythe Memorial Arena continues. The application has been well received and further information is being prepared for the next step of the evaluation process.


c. 2020 – 20 Municipal Education Webinar Series – Request for Decision

The Government Finance Officers Association (GFOA Alberta), in cooperation with Bloom Centre for Municipal Education, has a series of 20 webinars scheduled for 2020. The webinars cover a broad range of topics that are relevant to the ongoing administration/operations of a municipality. The full 20 course program total cost is $2740.00

MOVED by Councillor Guise to approve funding for staff enrollment in the 2020 – 20 - part municipal Education webinar Series.      CARRIED 01/20/15


d. Spray Park Presentation – Request for Decision

Community Development Clerk Chelsea de Ruiter presented to Council on the potential development of a spray park in the Village of Hythe. The Village of Hythe Strategic plan has indicated the priority to invest in new and existing recreation opportunities that would set Hythe apart in the region. Two locations were discussed, one being the old pool and the other was the campground. Also discussed was the interest in approaching the Hythe Agriculture Society to partner on the project.

MOVED by Councillor Guise to direct administration to continue with research on the spray park project at the old pool site, contact the Hythe Agricultural Society to seek their interest as a partner on the project, and put together a project work plan for further review by Council. CARRIED 01/20/16


e. County Connector – Schedule Day - Request for Decision

The County Connector service is currently available in the Village of Hythe on Wednesdays. In an attempt to increase ridership, the Rural Transportation Advisory Committee proposed changes to the schedule to include a weekend service. The result was a change of service for Beaverlodge and Wembley to reflect service on Wednesdays, Fridays, and Saturdays. The Village of Hythe requested the same service however was not granted due lack of available funding from the pilot project budget.

Unconfirmed communication was provided that the County of Grande Prairie did approve that Saturdays could be added to the Hythe schedule within the project budget available. In addition, it was advised that Hythe could offer a third day of service however this would be at the expense of the municipality. The other municipalities involved in the County Connector Pilot project do not pay for their service as it was included in the original grant application and service to the Village of Hythe was an extension of the original pilot program funding.


Administration recommended Council approve the change of service in the Village of Hythe to have the service date changed from Wednesday to Friday and approve the addition of Saturday service. It was recommended that based on the cost, the third day not be added to the route.

MOVED by Councillor Guise to approve the change of service date to Friday along with the addition of Saturday service to the County Connector Transportation Service.     CARRIED 01/20/17


8. Correspondence

a. Minister of Municipal Affairs – Assessment Models for 2020 Tax Year.
Provided for information


b. Northern Sports Excellence Awards Nominations

Alberta Sport Excellence Awards nomination period is open until January 31, 2020. The awards night is to honour the achievements of amateur athletes and the coaches, volunteers, sport leaders and corporations that support them. Mayor Peterson will put up the information at the arena.

c. Reading File – to be provided

Communication is received regularly and the size and format of some information makes it challenging to copy or print for Council members. A Reading File Folder with select communications received will be provided and brought to Council for review.

Reading file included:

Pembina – Pipeline Information

Yanmar – Combined Heat and Power System

The Roadrunner – Exploring Green Energy in Canadian Communities


9. Meetings Attended and Members’ Business

Councillor Ed Smith

Spoke with a representative from CNRL about setting up a meeting to discuss water usage and water volume. Councillor Smith will provide the phone number for administration to follow up and set up a meeting as soon as possible.

Councillor Miller

The Village of Hythe Council is scheduled to provide the Legion supper on June 26. Administrative staff are investigating aprons for the cooking team.

No Library meeting to report on.

CAO, Leona Hanson

Discussed the planned Economic Development Workshop scheduled for January 21 at 7:00PM at the Golden Age Centre. The Town of Sexsmith, Town of Wembley, Town of Beaverlodge, Village of Hythe and City of Grande Prairie have come together to create a Regional Economic Development Strategy with the assistance of MDB Insight, a professional economic development research firm. Business owners and community members will be attending.

Emergency Management training information has been sent to the Council to complete. This is an online training session however an in-person session is available in March as well. The Village of Hythe Council is going to arrange to do the online training as a group.

Councillor Guise

Shared that he has had some positive feedback from the community about the Village staff. People expressed their satisfaction with the way they are being treated and the service provided. The Village of Hythe streets are looking very good and gave thanks to the Public Works crew.

Mayor Peterson

No Meetings attended


10. In Camera

MOVED by Mayor Peterson to go in-camera at 7:41 PM      CARRIED 01/20/18

a. Contracts

i. ICF

ii. Fiber Optics

MOVED by to go Out-of-Camera at 8:01 p.m.      CARRIED 01/20/19


11. Adjournment

MOVED by that the meeting be adjourned.      CARRIED 01/20/20

Time of adjournment was 8:03 p.m.



JANUARY 6, 2020


Present: Mayor Brian Peterson

Deputy Mayor Craig Hewitt

Councillors: Bill Guise

Sandra Miller

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 Miller to adopt the meeting agenda with the addition of the following item:  8e AUMA – President’s Summit CARRIED 01/20/01


3. MOVED by Councillor Smith that the minutes of the December 16, 2019 regular council meeting be approved as presented.     CARRIED 01/20/02


4. Business Arising from the Minutes. 

No business arising.


5. Delegations

a. Faris Atkinson, Hythe Memorial Garden 5:29 pm to 6:10 pm

Faris Atkinson presented the concept for the Hythe Memorial Garden that is planned for the lot at the corner of 100 Street and 101 Avenue. The lot is owned by the Beaverlodge Funeral Services who have offered the lot to be used for a Memorial Garden. The “Garden in the Village” Planning Committee intends to create a social gathering place that is accessible and encourages involvement from community members and nourishes inter-generational relationships. The Committee was formed in December after the initial community engagement on November 6th . The planning stage has begun for the Garden which is anticipated to be built in stages over a few years. The plan for funding is to generate interest of support through memorial sponsorships

and requests for donations of funds as well as plants, tools, equipment and a variety of skills. The planning committee needs support and volunteers to make this vision a reality. Their next meeting is January 27 at 11:00 am at the Hythe Community Center and is open to anyone interested in supporting the committee in developing a community memorial garden. Mayor Peterson confirmed that Village of Hythe equipment can be used when it is available to support the construction and maintenance of the Memorial Garden.


6. Operations Report

CAO Leona Hanson provided an update on operations. The new provider for Solid Waste Collection has started and soon there will be an extra cart bin collection option available to residents with the purchase of stickers through the Village of Hythe municipal office for $10 per sticker for each time the cart bin is dumped.

The cemetery plot-box system continues to be populated with data. Council expressed concern about generating funds to ensure the operations cost of the cemetery is breaking even. Councillor Guise indicated that there is a need for mowing equipment to maintain the area in the summer months and that fundraising is being looked at to assist with the cost. Council recognizes the need to keep the cost affordable without an expense being passed on to the Village of Hythe. Staff shared that the Hythe Cemetery Memorial Donation program has been well received and will be promoted again when the spring clean-up announcements are advertised.


Noted was that the annual financial audit is scheduled for the week of March 9 th .


7. Business & Information

a. South Peace Physician Attraction and Retention Committee (SPPARC) – Member Appointment. The Village of Hythe is a member of the South Peace Region Physician Attraction and Retention Committee. The member-at large representative is currently vacant. Judy Amendt has expressed interest in representing the Village on the Committee. Councillor Bill Guise is the Council representative. CAO recommended Council approve the appointment of Judy Amendt to the South Peace Region Physician Attraction and Retention Committee as the Village of Hythe member-at-large representative.

MOVED by Deputy Mayor Hewitt to approve the appointment of Judy Amendt to the South Peace Region Physician Attraction and Retention Committee as the Village of Hythe member-at-large representative. CARRIED 01/20/03

 

b. Family and Community Support Services Funding Agreement – Alberta Government. Correspondence was received from the Alberta Government Community and Social Services regarding the 3-year contract around the Family and Community Support Services Funding Agreement. The agreement states that $23,255 will be funded for each year with a required $5,814 to be paid by the Village of Hythe for Family and Community Support Services.

MOVED by Councillor Guise to accept the Family and Community Support Services Funding agreement. CARRIED 01/20/04


c. Peace Library System – 2020 Per Capita Cost. Correspondence from the Peace Library System was received, detailing the annual membership and financial obligations for the Village of Hythe. The municipal local appropriate rate for 2020 is $6.37 per capita and the annual cost is $2,634 to the Village of Hythe.


d. County Enforcement Services – November and December 2019 Reports. Provided for informational purposes. Report provided a summary of the complaints responded to by the Peace Officer and the number of occurrences as well as number of tickets issued.


e. County of Grande Prairie Peace Officer Services Agreement – Temporary Reduction of Service. Correspondence was received from the County of Grande Prairie regarding a temporary reduction of service hours due to a shortage in staff. Due to this shortage the service hours in the Village of Hythe will be reduced from 10 hours per month to a total of 7 hours per month until March 31, 2020. 

MOVED by Councillor Miller to accept the reduction of service hours from 10 hours to 7 hours as stated in the correspondence until March 31, 2020.     CARRIED 01/20/05


f. Nominations for Passionate Heart Awards and Request for Decision re: Sponsorship. The Annual Passionate Hearts Awards and Celebration takes place on February 14th . The awards recognize people and/or organizations who contribute significantly to their community, enhance social services in the region, and are dedicated to improving quality of life. Administration recommended Council to approve a contribution of $200.00 as support for the Passionate Hearts Awards Event.

MOVED by Mayor Peterson to approve the $200 donation to the Passionate Hearts Awards Event. CARRIED 01/20/06


8. Correspondence

a. Alberta Capital Finance Authority- Notification of cancellation of Alberta Capital Finance Authority Shares had been received. The Village of Hythe has 1 share at a value of $10.00 which will be transferred to the Local Authority before the Corporation dissolves.


b. Minister of Health – Honorable Tyler Shandro. Provided for information.


c. County of Grande Prairie – Intermunicipal Collaboration Framework. Correspondence received from the County of Grande Prairie encouraging Council to attend the Intermunicipal Negotiation Committee meetings to observe the process and hear the discussion.


d. County of Grande Prairie Media Release: Clairmont Area Structure Planning. Provided for information, an open house is scheduled for January 16 th from 4 to 7 at the Grande Prairie Alliance Church in Clairmont to present the final draft of the South West Clairmont Area Structure Plan.


e. AUMA – President’s Summit. Registration is open for the President’s Summit on Municipal Finances: Transparent and Effective, on January 22 & 23 in Edmonton. Space is limited to two registrants per municipality (one elected official and one administrator). Council is asked to advise if they are interested in going.


9. Meetings Attended and Members’ Business

Mayor Peterson – No meetings attended.

Deputy Mayor Hewitt - No meetings attended.

Deputy Mayor Hewitt would like to see the sidewalks cleared in front of the Glass house. He inquired if this is the responsibility of the building owners or the Village. CAO Leona Hanson advised that the Village cleans it when it is to be used for Village of Hythe business and the remainder of the time it is the responsibility of the building owner.

Councillor Miller - No meetings attended.

Councillor Miller inquired if any further communication has been received regarding the water well. It was advised that at this time there has not been any new communication received.

Councillor Smith - Had a meeting with the superintendent of CNRL, John Lieverse. CNRL is planning to dig a large water reservoir on the corner on the highway by the bridge and fill it when the river is flooding, as per regulations. They are going to consider pumping out of the lagoons to fill their reservoir, they have used recycled water in the past. Council inquired about the possibility of using the old lagoon as a reservoir. It was also discussed that timing of pumping from the river may affect when the Village of Hythe releases the lagoon. Staff will connect with CNRL on the item.

Councillor Guise - No meetings attended.

Councillor Guise inquired about the CNRL Lease. Administration advised that the lawyer is currently working on it. Costs are being covered by the company. Councillor Guise provided additional information about the lot across from Westland that is owned by Alberta Health Services. The land was initially donated to Hythe Legion and there is a significant amount of documentation available. Administration advised that there is a lengthy file relating to correspondence on the matter and the background is being summarized in the request to Alberta Health Service and Alberta Infrastructure regarding their plans for the property.

Councillor Guise asked if there has been a response from CN about the maintenance of the area along the track. At this time no reply has been received.


10. In Camera

MOVED by Mayor Peterson to go in-camera at 7:09     CARRIED 01/20/07

a. Contracts

i. ICF

ii. Fiber Optics


MOVED by Councillor Miller to go Out-of-Camera at 8:31 p.m.    CARRIED 01/20/08


11. Adjournment

MOVED by Councillor Smith that the meeting be adjourned.    CARRIED 01/20/09


Time of adjournment was 8:32 p.m.


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