REGULAR COUNCIL MEETING MINUTES OCTOBER 14, 2014 5:30 PM TOWN COUNCIL CHAMBERS PRESENT Mayor Councillors Administration/Staff Recording Secretary K. Craig J. Van Rijn, B. Chapman, R. Hohm, B. Martens, J. Abrey, S. Duda L. Davidson, K. Hastings, A. Saje, M. Habke, B. Schulz, S. Wierl, K. Bly J. Herbst Mayor Craig called the meeting to order at 5:30 p.m. ITEM 309 2.0 ADDITIONS TO/ADOPTION OF THE AGENDA 7.7 RCMP 10.1 Land Matter 10.2 Land Matter 10.3 Legal Matter Motion 366.14 Councillor Martens moved to adopt the agenda as amended. ITEM 310 3.1 REGULAR COUNCIL MEETING MINUTES Sept. 22, 2014 Motion 367.14 Councillor Duda moved to accept the minutes as presented. Town of Coaldale 1
ITEM 311 3.2 SPECIAL COUNCIL MEETING MINUTES OCT. 6, 2014 Motion 368.14 Councillor Martens moved to accept the minutes as presented. ITEM 312 7.1 RFD-APPOINTMENT OF NEGOTIATING COMMITTEE Mollie Habke; Human Resources, stated the Town has received notice from AUPE to commence collective bargaining. Habke said it is in the best interest of the Town that we hire a chief spokesperson to assist us in negotiations. The Town has received two proposals, one from Mike Vos and one from Earl Schultz. Habke stated she has worked with Mike Vos on other HR matters and would like to choose him since the costs are somewhat similar, his travel time is included in the rate, and a relationship already exists. Councillor Hohm asked if we have ever negotiated on our own without a third party chief spokesperson. Habke stated we have not and she strongly recommends we hire a chief spokesperson. Councillor Chapman noted Mike Vos has indicated there will be a 10% rate increase in January 2015. Councillor Chapman questioned whether negotiations would be completed before January 2015. Habke noted we have budgeted $25,000.00 for negotiations and hopefully it will be completed before January 2015. Motion 369.14 Councillor Van Rijn moved to appoint Mike Vos as Chief Spokesperson to assist with negotiations and under the guidance of the Chief Spokesperson, and approval from administration, the negotiation committee will be formed. ITEM 313 7.2 RFD SHORT TERM INVESTMENTS CAO Davidson said administration has been working on an investment policy & RFP. Administration has investigated options for Guaranteed Investment Certificates and ATB has the best rates. Davidson said he recommends that we move $7,000,000. from our general chequing account to create two GIC s with ATB to maximize our rate of return, while ensuring we maintain liquidity for capital projects. Town of Coaldale 2
Councillor Duda asked if Scotia Bank was approached to see if they could match the rates. Davidson confirmed they could not match the rate ATB is offering. Motion 370.14 Councillor Martens moved that council authorizes administration to transfer $7,000,000.00 from our general chequing account at Scotia Bank into two Guaranteed Investment Certificates at ATB- 1 for $2,000,000.00 for a 30 day term, at 1.67% and a second GIC for $5,000,000. for 60 days at 1.68%. ITEM 314 7.3 RFD BUDGET MEETING SCHEDULE Larry Davidson said Council needs to set dates for the 2015-2017 budget meetings. Motion 371.14 Councillor Martens moved Council will hold 2015 2017 budget meetings on Nov.3, 19, and Dec. 1 ITEM 315 7.4 RFD BANK RECONCILIATION AUGUST 2014 Motion 372.14 Councillor Van Rijn moved Council approve the Bank Reconciliation for the month of August 2014. ITEM 316 7.5 Pool Basement Update Andrew Saje reported there had been a routine maintenance assignment with the electrician at the pool basement. For some time Saje has been monitoring the north wall adjacent to the stairs, following the flood in June. That particular day he noticed a bulge and that the wall was showing a major lateral fracture. Saje immediately contacted a structural engineer to come and do an inspection and provide a report. The area was cordoned off. Saje had the report that same day. The engineer stated a sinkhole will happen, we just can t predict when or how large. The Town immediately secured the area and sent out notifications to any user groups that would access that area. Saje said the Town intends to excavate and relieve pressure Town of Coaldale 3
from the wall so that the wall doesn t fail. A repair report should be received from the structural engineer soon. Saje noted during the inspection of the building with the public works manager, they had the original drawings of the building and they couldn t tell where they were in the building, based on the drawings. What was determined was, they didn t finish the whole building. The wall was intended only as an interior wall. Pictures indicate the cinder brick wall was only retaining soil not the building. Councillor Duda said a lot of money was spent to repair this problem a few years ago. Councillor Duda questioned whether there is any recourse. Councillor Abrey asked Saje if this repair could be put through our DRP funding. It was repaired four years ago and since the flooding, the wall began sweating and now it is buckling. Saje stated he will look into this. Motion 373.14 Councillor Duda moved to receive for information. ITEM 317 7.6 RFD REGIONAL PATHWAYS/STAFFORD LAKE Kalen Hastings provided information from the Lethbridge County about partnering with them with respect to the Stafford Lake Recreation revitalization and a regional pathway system between Lethbridge and Coaldale. Motion 374.14 Councillor Hohm moved Council send a letter to the Lethbridge County asking them to submit a formal proposal to the Town to consider. ITEM 318 7.7 RCMP LETTER Motion 375.14 Councillor Van Rijn moved Council direct administration to respond to the letter from the RCMP dated September 26, 2014 to M.C. (Marianne) Ryan, Deputy Commissioner/Commanding Officer K Division. Town of Coaldale 4
Motion 376.14 Councillor Hohm moved Council direct administration to send a letter to the Minister of Public Safety indicating Council has approved seven officers for Coaldales future RCMP detachment. ITEM 319 8.1 CAO REPORT CAO Larry Davidson briefly outlined his activities over the past couple of weeks. Motion 377.14 Councillor Van Rijn moved to receive the CAO report for information. ITEM 320 8.2 COALDALE & DISTRICT EMERGENCY SERVICES STATISTICS Motion 378.14 Councillor Chapman moved to receive for information. ITEM 321 8.3 DEVELOPMENT STATISTICS Motion 379.14 Councillor Duda moved to receive for information. ITEM 322 8.4 COMMUNICATIONS DEPARTMENT UPDATE Kathy Bly gave a report to Council to provide an overview of communications and its role within the Town of Coaldale and to highlight some of the ongoing projects within the Towns communications umbrella. Over the past 10 months the number of residents interacting with the Town has steadily increased. To date the Town of Coaldale has 1400 followers on Facebook and Twitter. The position of the Communications Coordinator for the Town is an ever increasing role as more and more residents interact with us via Social Media. Covering Town events, promoting them and sharing them on our Website and Social Media is also a time consuming job but one that is critical to engaging with our residents. Editing and creating Town publications, media releases and expanding our photo coverage and archive are also an important part of this position. Some of Town of Coaldale 5
the projects Bly is currently working on is the Winter Leisure Guide, redesigning the business directory for the website, developing the Towns FOIPP program and a promotional marketing magazine and business relocation guide. Motion 380.14 Councillor Martens moved to receive for information. ITEM 323 8.5 COMMUNITY SERVICES DEPARTMENT UPDATE Stephanie Wierl gave a Community Services department update highlighting some of the activities that have taken place over the past few months. Wierl noted some of the grants she has successfully procured: Communities ChooseWell Seed Grant $2500, Canadian Heritage Celebrate Canada Funding $1000, Coaldale Community Wellness Association $5000 Sport & Play Equipment, RBC Learn to Play Community Grant $25,000. Some of the projects Wierl is currently working on include the fitness centre, Gem of the West and Kinship Park. Motion 381.14 Councillor Chapman moved to receive for information. ITEM 324 9.0 INFORMATION ITEMS Motion 382.14 Councillor Duda moved to receive Item 9.1-9.7 for information. Motion 383.14 Councillor Chapman moved Council go In Camera at 6:45 P.M. Motion 384.14 Councillor Hohm moved Council come out of the In Camera session at 7:50 P.M. Town of Coaldale 6
ITEM 325 10.1 LAND MATTER Motion 385.14 Councillor Chapman moved to authorize administration to complete the design for downtown infrastructure including storm water enhancements in preparation of a Build Canada application. ITEM 326 10.2 LAND MATTER Motion 386.14 Councillor Martens moved that Council direct administration to enter into a letter of intent for land legally described as Plan 0614166 Block 5 Lot 1. ITEM 327 10.3 LEGAL ISSUE Motion 387.14 Councillor Duda moved to accept as information. Motion 388.14 Councillor Abrey moved to adjourn the meeting at 7:54 p.m. Kim Craig, MAYOR Larry Davidson, CAO Town of Coaldale 7