SUMMER VILLAGE OF WAIPAROUS Notice of Regular Meeting
The Regular Meeting of the Council of the Summer Village of Waiparous will be held on
Monday,December 4,2017 6:15 pm Super 8 Cochrane, Meeting Room 11 West Side Drive Cochrane, Alberta
Dated this 23rd day of September, A.D. 2017
Sharon Plett Municipal Administrator SUMMER VILLAGE OF WAIPAROUS REGULAR COUNCIL MEETING AGENDA -December 4,2017 6:15 pm r Cochrane Super 8, Cochrane Alberta Resident Dialogue 6:15 pm — 6:35 pm (if requested by residents)
Item No. Description
1 AGENDA ADOPTION
2 DELEGATIONS
2.1 NIL
3 MINUTES & FINANCE
3.1 October 23,2017 Regular Meeting Adopt November 22,2017 Special Meeting Adopt
3.2 Cheque Register Acknowledge
3.3 Cash Statement, November 30,2017 Approve Financial Report, November 30,2017 Approve, See Staff Report
4 OLD BUSINESS
4.1 Road Overlay & Drainage Update See letter and brochure
4.2 Trails Project Table survey until spring
4.3 Community Association Table awaiting information from Resident organizer
4.4 Municipal Development Plan Table awaiting Municipal Affairs template
4.5 Highway 40 Committee Council Representative Discuss members as per Council's Guideline of 1 Council rep
4.6 Highway 40 Committee Goals and Objectives See Staff Report
5.0 CORRESPONDENCE
5.1 Marigold Library Re: Statement of Services Summer Village of Waiparous Agenda Page 2
6 COMMITTEE REPORTS
6.1 Trails & GWTA
6.2 Public Works
6.3 Emergency & Fire
6.4 FireSmart
6.5 Highway 40 Road - Minutes See attached
7 NEW BUSINESS
7.1 Website Posting See Staff Report
7.2 Inter-Municipal Collaboration Grant See attached resolution (pending Bighorn's approval to participate)
7.3 Dates - Regular Meeting February - after audit
ADJOURNMENT MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF WAIPAROUS HELD ON MONDAY,DECEMBER 4, 2017 AT 6:15 P.M. AT THE SUPER 8 COCHRANE, COCHRANE, ALBERTA.
PRESENT Mayor Larry Anderson, Deputy Mayor Matt Sundal, Councillor Brian Fleming, Administrator Sharon Plett, Assistant Administrator Sherri Buryeko and 5 residents.
Called to Order by Mayor Anderson at 6:33 pm
AGENDA Council reviewed the agenda as circulated.
17-068 MOVED by Mayor Anderson that the agenda be approved as circulated. CARRIED.
MINUTES Council reviewed the minutes of the Regular Council Meeting held on October 23, 2017 and November 22, 2017.
17-069 MOVED by Mayor Anderson that the minutes of the Regular Council Meeting of October 23, 2017 and the Special Meeting of November 22, 2017 be adopted as submitted CARRIED.
CHEQUE Council reviewed and acknowledged the cheque register including direct REGISTER withdrawals and cheques 2530 to 2533 in the amount of $3,964.62.
CASH Council reviewed the Cash Statement for the period ending November 30, STATEMENTS 2017.
17-070 MOVED by Deputy Mayor Sundal that the Cash Statement for the period ending November 30, 2017 be approved as submitted. CARRIED.
FINANCIAL Council reviewed the financial reports for the period ending November 30, REPORT 2017
17-071 MOVED by Deputy Mayor Sundal that Council approve the November 30, 2017 financial reports, as presented. CARRIED.
YEAR END Council reviewed the forecasted statement to December 31, 2017 and discussed priority areas that could receive any surplus funds.
17-072 MOVED by Deputy Mayor Sundal that any surplus remaining at year end be placed 50% in the Emergency Disaster Reserve and 50% in the Capital Public Works Reserve. CARRIED. ^ SUMMER VILLAGE OF WAIPAROUS December 4,2017
ROAD PROJECT Council reviewed information received from the engineer regarding micro- surfacing and estimated costs. Council discussed the possibility of micro- surfacing Willow Drive and also adding micro-surfacing on the inclines on Hummingbird, Wildrose and Eagle.
17-073 MOVED by Mayor Anderson that Council direct the engineer to negotiate with the contractor for the micro-surfacing on Willow Drive as part of the deficiency work. CARRIED.
TRAIL PROJECT Council agreed to table the survey work on the west side trails until spring.
COMMUNITY The Administrator noted that she had provided information to Deb Macdonald EVENTS who may be interested in forming a community association.
MUNICIPAL The Administrator reported that Municipal Affairs is developing a templated DEVELOPMENT Municipal Development Plan for small municipalities. It was agreed to table further discussion on the Municipal Development Plan until after the template is released.
HWY 40 ROAD Council discussed the council liaison rep for the Highway 40 Road Committee, COMM COUNCIL noting that at the November 22, 2017 Council meeting a resolution was passed REP that effective January I, 2018 there will be only one Council liaison rep on the Highway 40 Committee and that the rep will be serving in an advisory non voting capacity.
17-074 MOVED by Mayor Anderson that effective January 1, 2018 Brian Fleming will serve as the Council rep on the Highway 40 Road Committee. CARRIED.
It was noted that there will be one vacancy on the Highway 40 Road Committee effective January 1, 2018 and Administration was directed to advertise the vacancy to residents and invite residents to put their name forward for appointment to the Committee.
GOALS & Council reviewed the worksheet for setting goals and objectives for committees OBJECTIVES and then underwent an exercise of developing goals and objective for the Highway 40 Road Committee.
17-075 MOVED by Mayor Anderson that Council's goal for the Highway 40 Road Committee is that the Committee conduct fact based research and provide a report to Council to support the current alignment as the best choice for the bridge project. CARRIED. j) / V SUMMER VILLAGE OF WAIPAROUS December 4, 2017
17-076 MOVED by Mayor Anderson that the goals and objective of the Highway 40 Road Committee be as follows:
Goal: To create and present a report to Council with a series of recommendations that pertain to the development of a bridge on the proposed two aligmnents, focusing on: social impacts, safety, speed, aesthetics, historical and financial aspects.
Objectives: • The Committee obtain a clear understanding of Council's goals with the bridge alignment studies; • A process be established for the operation of the Committee that are aligned as per the Committee Protocols and Bylaws; • A process be created that provides the Committee with the ability to obtain community input and deliver information to the public; • Committee have access to the consultants to obtain information needed for the Committee to assess and develop recommendations for Council. CARRIED.
Discussion was had on administration providing updates of the committee's work on the bridge project to residents via email.
MARIGOLD Council acknowledged the Marigold 2016 Statement of library membership LIBRARY benefits for Waiparous.
GWTA / TRAILS Cr. Fleming reported that he met with the president of the GWTA and that the committee will be meeting in January. Discussion was had on the FireSmart project on the Back 40. It was noted that the project is being managed by the MD of Bighorn with CCI acting as operational managers for the project. Residents will be reminded in the next email update to stay away from the area when equipment is being operated.
PUBLIC WORKS Mayor Anderson that the snow clearing contractor has been in the area 4 times during November. A village work bee will be held to clean up downed trees on public lands.
FIRE & EMRG. Mayor Anderson reported that the last fire that occurred in the area was caused by a tree falling on powerlines during high winds. He expressed appreciation for all the emergency responders that helped get the fire under control quickly.
It was noted that the emergency broadcast was used to advised residents ofthe fire situation. Administration will continue to seek updates to phone numbers from residents. The Administrator noted that the system now allows for texts and that work will commence on setting up a texting list.
FIRESMART Deputy Mayor Sundal reported that himself and Joleen met with Stew Walkinshaw of Montane Forest Management to review the parameters around SUMMER VILLAGE OF WAIPAROUS December 4,2017
the two plans being developed for the Summer Village. The Preparedness Guide will be completed before the end ofthe year and the Firesmart Plan update will be completed prior to the end of March.
Discussion was had on including legislative requirement for firesmart on private lands in upcoming planning documents. With the frequency of wildfires in Alberta, BC and in the US involving the destruction of homes and communities, it was felt that residents will imderstand the need to start building in regulations for new construction and developments that promote firesmart ie. construction materials and setbacks. Future documents will begin to address firesmart guidelines for private lands.
HIGHWAY 40 Council acknowledged receipt of the minutes from the Highway 40 Road Committee from November 13,2017.
POSTING The Administrator reported that administration has received a few inquiries MINUTES ON about posting minutes on the website. Administration has created an WEBSITE amendment to the Procedure Bylaw for Council consideration that would provide for posting notices and minutes on the website.
BYLAW 135-17 Being a Bylaw of the Summer Village of Waiparous to amend Procedural Bylaw 130-16.
17-077 MOVED by Cr. Fleming that Bylaw 135-17 be given first reading. CARRIED.
17-078 MOVED by Deputy Mayor Sundal that Bylaw 135-17 be given second reading. CARRIED.
17-079 MOVED by Mayor Anderson that all Councillors present are in favour of giving Bylaw 135-17 third and final reading at this meeting. CARRIED UNANIMOULSY.
17-080 MOVED by Deputy Mayor Sundal that Bylaw 135-17 be given third reading and declared finally passed. CARRIED.
COLLABORATION Administration reported that the Summer Village is required to create an GRANT Intermunicipal Development Plan and an Intermunicipal Collaboration Framework with the MD of Bighorn. Municipal Affairs is accepting applications from municipalities to help fund the creation of these regional plans, provided the project is created as a partnership. The project is proposed to include the Summer Villages of Ghost Lake and Waiparous and the MD of Bighorn. The Summer Village of Waiparous is being asked to participate as a partner in the application.
17-081 MOVED by Cr. Fleming that Coimcil authorizes the Summer Village of SUMMER VILLAGE OF WAIPAROUS December 4, 2017
Waiparous to participate in an application for creating InterMunicipal Development Plans and InterMunicipal Collaboration Frameworks for the Summer Village of Ghost Lake and MD of Bighorn and for the Summer Village of Waiparous and the MD of Bighorn to be submitted by the Summer Village of Ghost Lake under the Intermunicipal Collaboration component of the Alberta Community Partnership Grant and that the Summer Village of Waiparous agrees to abide by the terms of the Conditional Grant Agreement governing the purpose and use of the grant funds. CARRIED
REGULAR Council discussed a date for the next regular meeting. MEETING DATE
17-082 MOVED by Cr. Fleming that the next regular meeting of Council be held on Tuesday February 20, 2018 at 6:15 pm. CARRIED.
ADJOURN MOVED by Mayor Anderson that the meeting adjourn at 8:15pm. 17-083 CARRIED.
til Municipal Administrator Summer Village of Walparous Cheque Register As of December 4, 2017
Name Memo Amount CASH AND INVESTMENTS BANK. TO CANADA TRUST DW Cochrane Lake Gas Co-op Ltd Got Gas -58.83 DW EPCOR Oct Power -76.57 2530 Progressive Waste Solutions Oct Bin Service -372.82 2531 1070lnvestigation Services Bylaw Investigation -682.50 2532 Progressive Waste Solutions Nov Bin Service and Change Out Bin -477.46 2533 Sharon Plett Oct contract, phones, mileage, council mtg exp, dropbox,... -2,296.44 Total BANK - TD CANADA TRUST -3,964.62
Total CASH AND INVESTMENTS -3,964.62 TOTAL -3,964.62
Page 1 SUMMER VILLAGE OF WAiPAROUS MONTHLY BANK STATEMENT For the two months ending November 30, 2017
General GIG/Trust Total Account investments
Net Balance at end of previous period $ 23,204.00 $ 460,000.00 $ 483,204.06
Receipts for the period $ 12,290.77 $ 12,290.77
Interest Earned $ - $ 938.90 $ 938.90
Disbursements for the period $ (7,693.49) $ (7,693.49)
Net Bank Memos $ 10,938.90 $ (10,938.90) $ -
Net Balance at end of the period $ 38,740.24 $ 450,000.00 $ 488,740.24
Bank Balance at end of the period $ 41,122.18 $ 450,000.00 $ 491,122.18
Cash on Hand at end of the period $ - $ -
SUB-TOTAL $ 41,122.18 $ 450,000.00 $ 491,122.18
Less; Outstanding Cheques $ 2,381.94 $ 2,381.94
Net Bank Balance at end of period $ 38,740.24 $ 450,000.00 $ 488,740.24
Outstanding Cheques Cheque Number Amount 2528 $ 85.50 2533 $ 2,296.44
2,381.94
This Statement submitted to Council this ff day of
Administrator SUMMER VILLAGE OF WAIPARGUS Notice of Special Meeting A Special Meeting of the Council of the Summer Village of Waiparous will be held on
Wednesday, November 22,2017 6:00 pm Super 8 Cochrane, Meeting Room 11 West Side Drive Cochrane, Alberta
For the purpose of discussing:
1. Highway 40 Road alignments for review by Province; 2. Highway 40 Road Committee - Minutes 3. Highway 40 Committee goals and objectives; 4. Highway 40 Road Committee - Bylaw amendment a. Meeting frequency; b. Representation 5. Confidential - In Camera - Personnel - Committee membership - FOIP Section 17
Dated this 19^ day of November, A.D. 2017
Sharon Plett Municipal Administrator
Note: With exception ofIn Camera session, Council meeting is open to the publicfor observation only - there is no resident dialogue or Q& A session at the special meeting. MINUTES OF THE SPECIAL MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF WAIPAROUS HELD ON WEDNESDAY,NOVEMBER 22, 2017 AT 6:00 P.M. AT THE SUPER 8 COCHRANE, COCHRANE, ALBERTA.
PRESENT Mayor Larry Anderson, Deputy Mayor Matt Sundal, Councillor Brian Fleming, Administrator Sharon Plett, Assistant Administrator Sherri Buryeko and 7 residents.
Called to Order by Mayor Anderson at 6:04 pm
ROAD Council reviewed the history on the alignments for Highway 40 in Waiparous, ALIGNMENT FOR including the rating table provided in the 2002 functional planning study. It STUDY was noted that the alignment currently being studied by the Province is B-4, which is the recommended alignment from the functional planning study. It was noted in 2006 that Council had requested the Province to consider alignments outside of the summer village when the Province commences further studies. The Province is not studying the road alignment at this time and is addressing the bridge in Waiparous only due to the age and condition of the bridge. Mayor Anderson indicated that he believes the best solution is to use the current existing alignment, where the bridge is currently situated, as it would have the least impact in the community. Deputy Mayor Sundal and Cr. Fleming supported Mayor Anderson's recommendation.
17-061 MOVED by Mayor Anderson that Council support the current alignment and request the Province to study the replacement of the bridge in the current existing alignment. CARRIED.
MINUTES Council reviewed and acknowledged the Road Committee minutes of September 26, 2017.
GOALS & Council discussed establishing goals and objectives for the Highway 40 Road OBJECTIVES Committee which will allow the Committee to start work on their workplan and budget.
Council confirmed that the purpose of the committee is to assist Council with liaison activities between the Province and the Summer Village of Waiparous with regards to developments relating to Highway 40 in or around the Summer Village and that the committee shall assist Council with research and liaison activities with the Province and with local residents on related matters. It was confirmed that the Committee serves in an advisory capacity by making recommendations to Council, for Council's approval on matters related to the upgrade and/or future realignment of Highway 40 in or near the Summer Village of Waiparous.
Council indicated that the goals and objectives should be developed to focus on communication with residents and impacts in the summer village relating to alignments; B-4 and the existing alignment. SUMMER VILLAGE OF WAIPAROUS November 22, 2017
17-062 MOVED by Deputy Mayor Sundal that Council review and approve goals and objectives for the Highway 40 Road Committee at the next Council meeting. CARRIED.
BYLAW 64-99 Council reviewed the Highway 40 Road Committee Bylaw 64-99 relating to frequency of meetings and composition of members on the committee. There was a concern that the meeting requirement was too frequent. Administration received requests to establish geographic representation on the committee membership. It was agreed that the frequency of meetings, currently stated as at the call of the Chair does not require amendment. It was recommended that the membership should remain unrestricted to geographic areas.
17-063 MOVED by Deputy Mayor Sundal that Bylaw 64-99 not be amended. CARRIED.
COMMITTEE MEMBERSHIP
17-064 MOVED by Cr. Fleming that Council move in camera at 6:55 pm to discuss a persoimel item on committee membership pursuant to Section 17 of the Freedom of Information and Protection of Privacy Act. CARRIED.
17-065 MOVED by Mayor Anderson that Council come out of the in camera session at 8:11 pm. CARRIED.
17-066 MOVED by Mayor Anderson that effective January 1, 2018, the number of council members on the Highway 40 Road Committee will be reduced to one (1) councillor and that the council rep shall serve as a non-voting advisory member as identified in Section 1(b) of Bylaw 64-99. CARRIED.
ADJOURN MOVED by Mayor Anderson that the meeting adjourn at 8:12pm. 17-067 CARRIED.
Municipal Administrator MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF WAIPAROUS HELD ON MONDAY,OCTOBER 23,2017 AT 6:30 P.M. AT THE SUPER 8 COCHRANE,COCHRANE, ALBERTA.
PRESENT Mayor Larry Anderson, Deputy Mayor Matt Sundal, Councillor Brian Fleming, Administrator Sharon Plett and Assistant Administrator Sherri Buryeko.
Called to Order by Mayor Anderson at 6:30 pm
RCMP Sgt. White attended the Council meeting to report on traffic control in the Waiparous area. Discussion was also had on wording and placement of signs for parking enforcement. Sgt. White indicated that a member ofthe force will attend the next Council meeting for an update on traffic control.
AGENDA Council reviewed the agenda as circulated.
17-041 MOVED by Cr. Fleming that the agenda be approved as circulated. CARRIED.
MINUTES Council reviewed the minutes of the Regular Council Meeting held on May 2, 2017.
17-042 MOVED by Mayor Anderson that the minutes of the Regular Council Meeting of May 2,2017 be adopted as submitted CARRIED.
Council reviewed the minutes of the Special Coimcil Meeting held on July 22, 2017.
17-043 MOVED by Mayor Anderson that the minutes of the Special Council Meeting of July 22,2017 be adopted as submitted. CARRIED.
Coimcil reviewed the minutes of the Organizational Council Meeting held on August 28, 2017 be adopted as submitted.
17-044 MOVED by Mayor Anderson that the minutes of the Organizational Council Meeting of August 28,2017 be adopted as submitted. CARRIED.
CHEQUE Council reviewed and acknowledged the cheque register including direct REGISTER withdrawals and cheques 2497 to 2528 in the amount of $77,440.31
CASH Council reviewed the Cash Statement for the period ending September 30, STATEMENTS 2017.
17-045 MOVED by Cr. Simdal that the Cash Statement for the period ending September 30,2017 be approved as amended by replacing the word month with period, throughout the statement. CARRIED. SUMMER VILLAGE OF WAIPAROUS October 23,2017
FINANCIAL Council reviewed the financial reports for the period ending September 30, REPORT 2017
17-046 MOVED by Cr. Sundal that Council approve the September 30,2017 financial reports, as presented. CARRIED.
2018 BUDGET Cotmcil reviewed a draft budget based on current service levels. It was recommended that a separate line item be identified for each of the reserve transfers.
17-047 MOVED by Deputy Mayor Sundal that Council approve the draft budget as the interim municipal budget for 2018. CARRIED.
ROAD PROJECT Mayor Anderson indicated that A «&; A Paving did not apply the slurry coat as agreed to as a deficiency correction. The engineer has been requested to review micro surfacing as a possible solution for correcting the deficiency on Willow Drive.
FIRESMART The Administrator reported that the Summer Village was not successful with PLANNING obtaining FRIAA funding for updating local firesmart plans and creating the preparedness guide. She noted that the Province is supportive ofthe Summer Village using the unexpended Community FireSmart grant ftmds that was allocated for the Evacuation planning and mock disaster for the update to the local community firesmart plans. She noted that Montane Forest Management has submitted a cost estimate for completing the plans and is willing to imdertake the project.
17-048 MOVED by Mayor Anderson that Council direct administration to engage the services of Montane Forest Management to undertake an update to the Wildfire Mitigation Strategy and to create a Wildfire Preparedness Guide. CARRIED.
TRAIL PROJECT The Administrator indicated that the survey work on the west side trails will occur when the survey crew working on the bridge project is in the community.
ASSESSMENT Council reviewed a letter received from the current assessor indicating that he is SERVICES imable to continue his contract with the Summer Village of Waiparous. He has recommended an assessor and assessment firm to provide services to the Summer Village.
17-049 MOVED Mayor Anderson that Council enter into a contract with Benchmark Assessment Consultants Inc. for Assessment services from October 1,2017 to Jime 30,2023. SUMMER VILLAGE OF WAIPAROUS October 23,2017
CARRIED.
17-050 MOVED by Mayor Anderson that pursuant to Section 284.2 MGA,that Council appoint Christopher Snelgrove A.M.A.A. as the municipal assessor for the Summer Village of Waiparous effective October 1,2017. CARRIED.
MUNICIPAL Coimcil acknowledged receipt of correspondence related to changes to the AFFAIRS- Assessment Regulations with the adoption ofthe Modernized Municipal ASSESSMENT Government Act. REGS
MARIGOLD Coimcil acknowledged receipt of the Marigold Library Services 2018 Budget LIBRARY and Fall report.
GWTA/TRAILS Mayor Anderson reported on a successful work bee on the East LOC trails on October 22"'' with 18 people participating. He inquired about installing post and rail fencing along the boundary ofthe trails adjacent to the Summer Village. A quote for undertaking the work will be obtained and reviewed prior to final budget approval.
Cr. Fleming reported on the work undertaken on the East LOC during the Seismic in Motion event with Cougar Mountain Excavating brushing trails.
The Administrator noted that the tender process is underway at this time to select a contractor to undertake the firesmart work on the Back 40. The project is being undertaken by the MD of Bighorn and managed by CCI.
PUBLIC WORKS Mayor Anderson reported on snowplowing, indicating that he is in the process of meeting with Don Whitehead to confirm that he will be undertaking snow plowing services for the Summer Village during the 2017 18 winter season.
Council reviewed the educational materials prepared to make residents aware of the waste management program for the Summer Village and agreed to circulate the information to residents.
Council discussed the garbage bin program and the need to have the garbage bin cable either repaired or the bin replaced to ensure that the bar cannot be moved even with the key intact. Administration will arrange for a repair or replacement of the bin. Council also discussed changing the keys and initiating a formal sign out and key monitoring program. Administration was directed to set up and administer a key control program for the garbage bin. The Administrator was also directed to look into setting up a monitoring system for the garbage bin location.
Council identified several locations for no parking signs to be installed and steep cliff warning signs. It was also recommended that administration contact SUMMER VILLAGE OF WAIPAROUS October 23,2017
the Province to reword the No Parking signs on Forestry Trail to ensure clarity that the No Parking restriction includes the road right of way along with the road.
FIRE & EMRG. The Administrator indicated that a portal will be set up for emergency management officials to access when implementing the Municipal Emergency Plan. Discussion was had on initiating a test of the Emergency Broadcast prior to distributing the next newsletter.
It was recommended that the upcoming newsletter also include information on Fire Prevention, Chimney Cleaning, Carbon Monoxide Alarms and Smoke Alarms.
Discussion was had on ensuring the Village has emergency contact information on residents. It was agreed that the Village contact information be placed on the notice board on Aspen, the East LOC board on Meadowlark and in the window of the Community Services Facility.
FIRESMART Mayor Anderson indicated that Jason Marks and Joleen Molenaar ofthe FireSmart Committee have taken on a lot of additional work with regards to FireSmart in the Community this past year and it is recommended that Coimcil approve a thank you gift card for each of them.
17-051 MOVED by Deputy Mayor Sundal that Covmcil authorize a $100 VISA gift card each for Jason Marks and Joleen Molenaar as a thank you in appreciation of their volunteer work during the past year. CARRIED. fflGHWAY 40 Council acknowledged receipt ofthe minutes from the Highway 40 Road Committee from May 21,2017 to August 19,2017.
Deputy Mayor Sundal indicated that the Committee bylaw indicates that the committee is to meet twice monthly. He noted that there is not always a need to meet that often. He recommended that administration bring forward a bylaw amendment to the next Council meeting.
17-052 MOVED by Deputy Mayor Sundal that Council approve that the Highway 40 Road Committee meet on an as needed basis and that a bylaw amendment be brought forward to the next meeting. CARRIED.
COMMUNITY Coimcil discussed a request brought forward during the annual meeting from EVENTS residents wanting to use the Community Service Facility for social events. There was also a discussion as to who would be organizing social events ie. committee of Council or independent groups.
Council supported the concept of a newly formed Waiparous Community SUMMER VILLAGE OF WAIPAROUS October 23,2017
Association becoming the group in charge of social activities. This group would run independent of Council and the Summer Village and would enter into use agreements with the Summer Village for use of Village facilities.
Mayor Anderson indicated that Deb Macdonald had contacted him expressing an interest in starting up the Waiparous Community Association. Administration was asked to contact Deb to discuss further.
17-053 MOVED by Mayor Anderson that Council support the forming ofthe Waiparous Community Association for organizing community events at Waiparous. CARRIED.
Council reviewed the Memorandum of Agreement for the use of the Community Services Facility for the upcoming Craft Sale.
17-053 MOVED by Mayor Anderson that Council approve the draft Memorandum of Understanding for the Craft Sale to be signed by the organizers. CARRIED.
COMPLAINT Administration brought forward a draft Complaint Policy for the Summer POLICY Village to provide procedures for filing and receiving complaints.
17-054 MOVED by Cr. Fleming that Council approve the Policy for Bylaw Enforcement and Complaint Response for the Summer Village of Waiparous. CARRIED.
ASSESSMENT Council reviewed the administration report recommending that Sherri Bureyko CLERK be authorized to attend a one day course in the spring for certification as an Assessment Review Clerk.
17-056 MOVED by Cr. Fleming that Council approve Sherri Bureyko to attend the one day Assessment Review Clerk training in Calgary offered by Municipal Affairs. CARRIED.
TRAVIS The Assistant Administrator provided a report to Council regarding the Transportation Routing and Vehicle Information System (TRAVIS) implemented by the Province. She provided a description ofthe TRAVIS system and what it would mean to the Summer Village when administering overweight and oversized vehicles travelling on local roads. She noted that part of the project would involve the Summer Village identifying overweight and oversize regulations for vehicles travelling on local roads.
Council indicated that they are not interested in pursuing the TRAVIS agreement or overweight oversized vehicle regulations at this time. SUMMER VILLAGE OF WAIPARGUS October 23, 2017
BYLAW The Administrator indicated that the contract with the Bylaw Enforcement ENFORCEMENT Officer expires on December 31, 2017 and recommended extending the contract for an additional year.
17-057 MOVED by Mayor Anderson that Council enter into an agreement with 10-70 Traffic Safety and Security for Bylaw Enforcement Services for the year 2018. CARRIED
REGULAR Council discussed dates for the next regular meeting of Council. MEETING
17-058 MOVED by Cr. Fleming that the next regular meeting of the Summer Village of Waiparous be held on Monday, December 4, 2017 commencing at 6:15 pm at the Super 8 Cochrane, Cochrane, Alberta. CARRIED.
VILLAGE The Administrator indicated that the website has become a common location for NOTICES residents to check notices and news regarding the Summer Village. It was recommended that the Summer Village identify the Village website as their official location for posting notices.
17-059 MOVED by Deputy Mayor Sundal that the official posting location for all council meetings and official notices for the Summer Village of Waiparous, other than those identified in legislation to be otherwise, shall be the Summer Village of Waiparous website waiparous.ca. CARRIED.
ADJOURN MOVED by Mayor Anderson that the meeting adjourn at 8:51pm. 17-060 CARRIED.
Mayo; MunicipaTAdministrator SUMMER VILLAGE OF WAIPARGUS Notice of Regular Meeting
The Regular Meeting of the Council of the Summer Village of Waiparous will be held on
Monday, October 23,2017 6:30 pm Super 8 Cochrane, Meeting Room 11 West Side Drive Cochrane, Alberta
Dated this 4th day of September, A.D. 2017
Sharon Plett Municipal Administrator Summer Village of Walparous Cheque Register As of October 23, 2017
Num Name Memo Amount CASH AND INVESTMENTS BANK - TD CANADA TRUST
Service Charge -3.30 dw EPCOR April Power -78.20 dw EPCOR May Power -76.93 dw Cochrane Lake Gas Co-op Ltd May Gas -46.16 DW Cochrane Lake Gas Co-op Ltd April Gas -61.85 DW Provincial Treasurer June School Requisition -16,651.36 DW Cochrane Lake Gas Co-op Ltd July Gas -31.54 DW EPCOR July Power -79.04 DW EPCOR June Power -77.22 DW Cochrane Lake Gas Co-op Ltd June Gas -33.43 DW Cochrane Lake Gas Co-op Ltd Aug Gas -32.07 DW EPCOR Aug Power -72.75 DW Provincial Treasurer Sept School Requisition -16,651.38 DW Cochrane Lake Gas Co-op Ltd Sept Gas -38.53 DW EPCOR Sep Power -78.05 2497 Sharon Plett Apr contract, phone -2,541.06 2498 Progressive Waste Solutions May Bin Service -373.86 2499 Mr P Potty (1997) Ltd. Septic Tank Pumping -365.00 2500 Judy Sundal Scout Bench Materials -225.50 2501 Progressive Waste Solutions June Bin Service -372.82 2502 Sharon Plett May contract, phone -2,306.76 2503 The Muniserve Corporation Jul -Sep Assessment -797.16 2504 Calgary RCSSD 1 June School requisition -790.02 2505 Dan Kingston Toro Lawnmower, Safety glasses, oil -1,339.41 2506 Alpine Precision Tree FireSmart 2017 Fuel Modification Project - Deposit Rele... -4,800.00 2507 106060 Couture Refund Duplicate Payment of Taxes -1,846.41 2508 Sharon Plett June contract, phone, Jan-Jun copies -2,341.19 2509 Dan Kingston Battery, Fuel, Mileage for setting up STEP program equip... -243.64 2510 Sara Jane Mclellan Stain, Brushes, Sanding materials -170.47 2511 Helga Rasmussen VOID: Plaques and Engraving - Trust Account 0.00 2512 Dream Image Signs Access Sign -36.83 2513 Alpine Precision Tree July Woodchipping 2 days -3,391.50 2514 Sara Jane Mclellan Stihl Fuel Mix -36.68 2515 Progressive Waste Solutions July, August Bin Service -738.61 2516 Sherri Bureyko 2017 Election Returning Officer Services -795.80 2517 Robin Bureyko 2017 Election Clerk Services -342.00 2518 Amy McLellan 2017 Summer STEP Student -2,769.90 2519 Helga Rasmussen Engraving Plaque - Trust Account -17.50 2520 Receiver General August Pay Remittance -110.16 2521 Sharon Plett July contract, phone, mileage, election materials -2,396.67 2522 M.D. Bighorn 2017 Fire Agreement Contribution -7,500.00 2523 Sharon Plett Aug contract. Mileage, Aug meeting, election materials, p... -2,804.58 2524 Calgary RCSSD 1 September School requisition -790.02 2525 Progressive Waste Solutions Sept Bin Service -369.82 2526 Sharon Plett Sept contract, phone, file storage -2,112.07 2527 M.D. Bighorn 2017 Weed Inspection and Spraying -617.56 2528 Joleen Molenaar Printer Toner -85.50
Total BANK - TD CANADA TRUST -77,440.31
Total CASH AND INVESTMENTS -77,440.31
TOTAL -77,440.31
r
Page 1 SUMMER VILLAGE OF WAIPAROUS ^^MONTHLY BANK STATEMENT For th^|rix months ending September 30, 2017 ^ija. General GIC/Trust Total ResOrtOI Account Investments p<2noJ< Net Balance at end of previous month $ 24,116.75 $ 375,000.00 $ 399,116.75
$ 161,924.53 $ 161,924.53
Interest Earned $ - $ 1,154.05 $ 1,154.05
Disbursements for the IVkmth $ (78,991.27) $ (78,991.27)
Net Bank Memos $ (83,845.95) $ 83,845.95 $ -
Net Balance at end of l\)'leftth psT' $ 23,204.06 $ 460,000.00 $ 483,204.06
Bank Balance at end of IVterrth $ 23,204.06 $ 460,000.00 $ 483,204.06
- Cash on Hand at end of Month $ - $
SUB-TOTAL $ 23,204.06 $ 460,000.00 $ 483,204.06
- Less: Outstanding Cheques 1 $ - $
Net Bank Balance at end of Menthpan $ 23,204.06 $ 460,000.00 $ 483,204.06
Outstanding Cheques Cheque Number Amount
This Statement submitted to Council this 2017.
Mayoi
Administrator SUMMER VILLAGE OF WAIPARGUS Notice of Organizational Meeting
The Organizational Meeting of the Council ofthe Summer Village of Waiparous will be held on
Monday, August 28,2017 5:15 piu Super 8 Cochraue, Meeting Room 11 West Side Drive Cochraue, Alberta
Dated this 24th day of August, A.D. 2017
Sharon Plett Municipal Administrator Summer Village of Waiparous 2017 Organizational Meeting Agenda August 28,2017 5:15 pm Super 8 Cochrane, Meeting Room,11 West Side Drive, Cochrane, Alberta
Oath of Office - Swearing In
Call to Order
Code of Conduct
Appointment of Mayor (Chief Elected Official)
Appointment of Deputy Mayor
Signing Authorities
Regular Meeting Dates for 2017-18 Six (6) meetings per year: late February to adopt financial statements late April to pass Tax rate bylaw early/mid June - Organizational Meeting and finalize AGM agenda ^ late June - Annual General Meeting V early September - budget discussions mid November - approve interim municipal budget
Council Representative to Committee Appointments:(1 year term) Public Works FireSmart Trails and GWTA Highway 40 Road
Council board appointments(1 year term) Subdivision Approving Authority
Confirm Director of Emergency Management Confirm Deputy Director of Emergency Management
Confirm Fire Guardian - Joleen Molenaar
Citizen Committee Appointments(3 year term) Subdivision and Development Appeal Steve Kalny, Shirley Begg Board FireSmart AdHoc Committee Joleen Molenaar, Jason Marks
Adjournment MINUTES OF THE ORGANIZATIONAL MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF WAIPAROUS HELD ON MONDAY,AUGUST 28,2017 AT 5:15 P.M. AT THE SUPER 8 COCHRANE, COCHRANE,ALBERTA.
PRESENT Councillors Elect Larry Anderson, Matt Sundal and Brian Fleming, Administrator Sharon Plett and Assistant Administrator Sherry Bureyko.
All Councillor members were swom in by the Administrator
Councillors Elect reviewed the Code of Conduct and each signed the code of conduct.
Called to Order by the Administrator, Sharon Plett
MAYOR The Administrator asked for nominations for the two year term for mayor.
Councillor Matt Sundal nominated Councillor Larry Anderson. Councillor Larry Anderson accepted the nomination. There were no further nominations.
17-032 MOVED by Cr. Matt Sundal that Larry Anderson be appointed Mayor for the Summer Village of Waiparous for a two year term. CARRIED.
Mayor Anderson assumed the Chair.
DEPUTY Mayor Anderson asked for nominations for the two year term for deputy mayor. MAYOR Coimcillor Brian Fleming nominated Councillor Matt Svmdal as deputy mayor. Coimcillor Matt Simdal accepted the nomination.
17-033 MOVED by Cr. Fleming that Matt Sundal be appointed as Deputy Mayor for the Summer Village of Waiparous for a two year term. CARRIED.
SIGNING Council reviewed the protocols for cheque signing which requires one council OFFICERS member and one administrative staff.
17-034 MOVED by Deputy Mayor Sundal that Coimcil name the following individuals as signing offers for cheque signing:
Any one of the following: Larry Anderson, Matt Sundal or Brian Fleming And Sharon Plett or Sherri Bureyko. CARRIED.
MEETING Council discussed setting regular meeting dates. It was agreed that the first meeting DATES ofthe session would be determined at this meeting and that it would be held at the Super8 Cochrane meeting room, Cochrane, Alberta commencing at 6:30 pm. SUMMER VILLAGE OF WAIPAROUS - August 28,2017
17-035 MOVED by Cr. Fleming that the next regular Council meeting be held on Monday, October 23,2017 commencing at 6:30 pm at the Super 8 Cochrane Meeting Room, Cochrane, Alberta. CARRIED.
COMM. Council reviewed the Council representative positions on various committees. APPOINT.
17-036 MOVED by Mayor Anderson that the following council member committee appointments be set for a one year term: Public Works Mayor Anderson GWTA/LOC Cr, Fleming Firesmart Deputy Mayor Simdal Highway 40 Road Deputy Mayor Sundal and Cr. Fleming CARRIED.
EMERG. Council discussed the appointment ofthe Director of Emergency Management and Deputy Director and Emergency Management
17-037 MOVED by Cr. Fleming that Larry Anderson be appointed as the Director of Emergency Management for a three(3) year term and the appointment of the Deputy Director of Emergency Management be tabled. CARRED.
FIRE Covmcil discussed the appointment of the Fire Guardian. GUARDIAN
17-038 MOVED by Mayor Anderson that Joleen Molenaar be appointed for a three (3) year term. CARRIED
CITIZEN The Administrator reported that three(3) year citizen appointments are required for APPOINT. the FireSmart Adoc Committee and the SDAB.
17-039 MOVED by Mayor Anderson that the following three (3) year committee and board appointments be made:
Subdivision and Development Appeal Board Shirley Begg, Steve Kalny FireSmart Adhoc Committee Joleen Molenaar, Jason Marks CARRIED.
ADJOURN. MOVED by Mayor Anderson that the meeting adjourn at 6:11 pm 17-040 D.
Municipal Administrator SUMMER VILLAGE OF WAIPAROUS WAIVER OF NOTICE OF SPECIAL MEETING
We,the undersigned hereby waive notice of the special meeting of Council to be held at
10:00 am Saturday, July 22, 2017
At the Village Picnic Site, Willow Drive, Waiparous Alberta for the purpose of discussing
1. Bylaw 133 - Code of Conduct
2. MSI- MOU - Amendment
3. City of Calgary Mutual Aid Agreement
SIGNED:
Councillors MINUTES OF THE SPECIAL MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF WAIPAROUS HELD ON SATURDAY,JULY 22,2017 AT 10:00 AM AT THE PICNIC SITE, WAIPAROUS, ALBERTA FOR THE PURPOSE OF DISCUSSING BYLAW 133, MUNICIPAL AFFAIRS MSI MOU AND CITY OF CLAGARY MUTUAL AID AGREEMENT.
PRESENT Mayor Larry Anderson, Deputy Mayor Dan Kingston, Councillor Sundal and Administrator Sharon Plett.
Called to Order by Mayor Anderson at 10:03 am
BYLAW 133-17 Being a Bylaw of the Summer Village of Waiparous to establish a code of conduct CODE OF governing the conduct of councillors. CONDUCT 17-025 MOVED by Mayor Anderson that Bylaw 133 be given first reading. CARRIED.
17-026 MOVED by Deputy Mayor Kingston that Bylaw 133 be given second reading. CARRIED.
17-027 MOVED by Cr. Sundal that all councillors present are in favour of giving Bylaw 133 third reading at this meeting. CARRIED UNANIMOUSLY.
17-028 MOVED by Mayor Anderson that Bylaw 133 be given third reading and declared finally passed. CARRIED.
MSI- Council reviewed the Memorandum of Understanding received from Alberta AMENDMENT Municipal Affairs indicating their willingness to extend the MSI funding for an additional two (2) years.
17-029 MOVED by Mayor Anderson that Council approve the Memorandum of Understanding with Alberta Mimicipal Affairs for the extension of MSI funding for an additional two (2) years. CARRIED.
CITY OF Council reviewed the final draft of the Mutual Aid Agreement with the City of CALGARY Calgary. MUTUAL AID
17-030 MOVED by Cr. Sundal that Council enter into the mutual aid agreement with the City of Calgary. CARRIED.
ADJOURN MOVED by Mayor Anderson that the meeting adjourn at 10:10 am. 17-031 0 0 MuniclpaTT'^i[cipaLAaministrator NOTICE
SUMMER VILLAGE OF WAIPAROUS REGULAR COUNCIL MEETING
Tuesday, May 2,2017 6:00 p.m. Waiparous Community Services Facility 2 Wildrose Place Waiparous, Alberta
Sharon Plett Municipal Administrator February 11,2017 SUMMER VILLAGE OF WAIPAROUS REGULAR COUNCIL MEETING AGENDA - May 2,2017 6:00 pm Community Services Facility, Waiparous, Alberta
Resident Dialogue 6:00 pm -6:20 pm (if requested by residents)
Item No. Description
1 AGENDA ADOPTION
2 DELEGATIONS
2.1 NIL
3 MINUTES & FINANCE
3.1 February 7, 2017 Regular Meeting Adopt
3.2 Cheque Register Acknowledge
3.3 Cash Statement, March 31,2017 Approve Financial Report, March 31,2017
3.4 2017 Budget See Staff Report Tax Bylaw 132-17
4 OLD BUSINESS
4.1 Road Overlay & Drainage Update
4.2 Community Standards Review Results
4.3 Fire Protection Plan Update?
4.4 Code of Conduct Bylaw 133-17 Adoption of Bylaw
4.5 Evacuation Exercise October
4.6 Trails Project See request to defer
4.7 Annual Meeting Date See Staff Report
4.8 2017 Nomination Day See Staff Report
5.0 CORRESPONDENCE
5.1 AUMA Re: Bill 8 MGA Summer Village of Waiparous Agenda Page 2
5.2 Alberta Environment Re: Update on Bow River Working Group
5.3 FCM Re: Legal Defense Fund
5.4 Service Alberta Re: SuperNet
5.5 Alberta Transportation Re: Highway 40 Bridge
6 COMMITTEE REPORTS
6.1 Trails & GWTA
6.2 Public Works Drainage - Wildrose
6.3 Emergency & Fire
6.4 FireSmart - Prescribed Bum - Plan updates
7 NEW BUSINESS
7.1 STEP Program See Staff Report
7.2 Appoint BEG and Committee See Staff Report
7.3 Road Committee Committee Appointments Goals and Objectives
7.4 Bylaw 134-17 amend OHV Bylaw Adoption of Bylaw
7.5 Committee Protocols See Staff Report
7.6 Dates - Regular Meeting
8 ADJOURNMENT MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF WAIPAROUS HELD ON TUESDAY,MAY 2,2017 AT 6:00 P.M. AT THE WAIPAROUS COMMUNITY SERVICES FACILITY, WAIPAROUS,ALBERTA.
PRESENT Mayor Larry Anderson, Deputy Mayor Dan Kingston, Councillor Matt Sundal, Administrator Sharon Plett and 5 residents.
Called to Order by Mayor Anderson at 6:35 pm
17-016 MOVED by Mayor Anderson that Council go in camera at 6:35 pm to discuss personnel related items. CARRIED.
17-017 MOVED by Mayor Anderson that Council come out of the in camera session at 6:40 pm. CARRIED.
ROAD Council reviewed the names that came forward to serve on the road committee. COMMITTEE
17-018 MOVED by Cr. Sundal that Shirley Begg, Brian Fleming, Jodi Grisdale and Susan Cooper-Parker be appointed to the Highway 40 Road Committee for a three (3) year term to August 31,2010. CARRIED.
MINUTES Council reviewed the minutes ofthe Council Meeting held on February 7,2017.
17-019 MOVED by Deputy Mayor Kingston that the minutes of the Regular Council Meeting of February 7,2017 be adopted as submitted CARRIED.
CHEQUE Council reviewed and acknowledged the cheque register including direct REGISTER withdrawals and cheques 2476- 2496 in the amount of $66,197.19.
CASH Council reviewed the Cash Statement for the period ending March 31,2017. STATEMENTS
17-020 MOVED by Cr. Sundal that the Cash Statement for the period ending March 31,2017 be approved as submitted. CARRIED.
FINANCIAL Council reviewed the financial reports for the period ending March 31, 2017 REPORT
17-021 MOVED by Cr. Simdal that Council approve the March 31,2017 financial reports, as presented. CARRIED. SUMMER VILLAGE OF WAIPAROUS May 2, 2017
2017 BUDGET Council reviewed the draft budget for 2017, acknowledged the increase to the AND MSI winter road maintenance budget and school requisition and reviewed the MSI grant allocation.
17-022 MOVED by Mayor Anderson that Council apply the MSI grant fimding in the amount of $6,331 as follows: $5,000 for fire and $1,331 for Waste Management. CARRIED.
17-023 MOVED by Cr. Sundal that Council approve the 2017 Budget. CARRIED.
BYLAW 132 Being a Bylaw to set the 2017 Tax Rates.
17-024 MOVED by Cr. Sundal that Bylaw 132 be given first reading. CARRIED
17-025 MOVED by Mayor Anderson that Bylaw 132 be given second reading. CARRIED.
17-026 MOVED by Deputy Mayor Kingston that Bylaw 132 be introduced for third reading at this meeting. CARRIED UNANIMOUSLY.
17-027 MOVED by Cr. Sundal that Bylaw 132 be given third reading and declared finally passed. CARRIED.
WILLOW DRIVE The Administrator noted that A & A Paving will be commencing work on the DRAINAGE AND deficiencies late spring, weather permitting. ROAD OVERLAY
COMMUNITY Council reviewed the results of the community standards survey. It was noted STANDARDS that the main area of concem expressed by residents was dogs. It was agreed that excerpts from the dog bylaw be included in the upcoming newsletter.
FIRE Mayor Anderson noted that the committee had planned to review the Fire PROTECTION Protection Plan after the prescribed bum and because the bum did not occur PLAN would schedule to meet at a later date.
CODE OF Coimcil indicated that they will hold a teleconference meeting at a later date to CONDUCT approve the code of conduct.
DISASTER The Administrator noted that planning will commence on a mock disaster SOCIAL evacuation plan with Sherri Buryeko and Stew Walkinshaw coordinating the SERVICES project. This project is part of the 2016 17 FireSmart program. The mock evacuation is scheduled to occur in the fall. SUMMER VILLAGE OF WAIPAROUS May 2, 2017
TRAIL PROJECT Council reviewed trail development plans relative to the proposed bridge replacement. It was agreed to restrict the work to plaiming and survey this year as the alignment of some of the trails could be affected by the proposed bridge replacement.
ANNUAL The Administrator reported that Sharon MacDonald will be coordinating the MEETING picnic on Saturday, July 22"**.
17-012 MOVED by Mayor Anderson that the Annual Meeting be held on Saturday July 22,2017 commencing at 10:30 am at the Village Picnic Site. CARRIED.
NOMINATION The Administrator reported that a mimicipal election will be held in 2017 and DAY that Council is required to set Nomination Day, appoint a Returning Officer and determine if special ballots will be accepted for the election.
17-013 MOVED by Mayor Anderson that Nomination Day be set for Saturday July 22, 2017 between the hours of 10:00 am and 12:00 noon and the Village Picnic Site. CARRIED.
17-014 MOVED by Mayor Anderson that Sherri Bureyko be appointed Returning Officer for the Summer Village of Waiparous 2017 Election. CARRIED.
17-015 MOVED by Cr. Simdal that pursuant to Section 77.1(1) of the Local Authorities Election Act(LAEA), the Summer Village provide for special balloting for the 2017 municipal election and pursuant to Section 77.1(21) LAEA electors may request special ballots in writing delivered to the Office of the Returning Officer either by mail, email or fax and pursuant to section 77.2(3.1) LAEA special ballots must be received by the Returning Officer on or before 4:00 pm on Thursday, August 17,2017. CARRIED.
AUMA Council acknowledged the AUMA report on Bill 8 amendments to the Municipal Government Act.
BOW RIVER Council acknowledged a copy of the Bow River Water Management Project WATER MGMT update as was presented during the April 4,2017 meeting with stakeholders.
FCM DEFENSE FCM submitted a request to members to contribute towards a legal defense FUND fund. Council acknowledged and declined.
SUPERNET Covmcil acknowledged a letter from the Minister of Service Alberta indicating that they are discussing an approach for the future of SuperNet and potential SUMMER VILLAGE OF WAIPAROUS May 2,2017
rural broadband.
Deputy Mayor Kingston expressed his concern with the lack of high speed internet to many of the residents in Waiparous. It was suggested that he form a working group of concemed residents to review the topic. A call for interested residents will be placed in the upcoming newsletter.
BRIDGE Coimcil acknowledged the letter received from Alberta Transportation indicating their intent to move forward with replacing the bridge in Waiparous and that the new structure will accommodate safe movement of pedestrians.
GWTA/TRAILS Deputy Mayor Kingston noted that the GWTA held their annual meeting on April 22"'' and have appointed a new board. There are two(2) returning board members.
PUBLIC WORKS The Administrator noted that the weed inspector has retired and that the Summer Village will need to appoint a new weed inspector, in compliance with the Weed Control Act. She has inquired with the MD of Bighorn if they would be interested in contracting the services of their current weed inspector to the Summer Village.
Council noted that they will continue the wood chipping project into 2017, arranging for a chipper and crew to pick up in the Summer Village early in the week of July 24^.
Coimcil discussed a letter received from a resident regarding the recent spring thaw on Wildrose Place. It was recommended that a note be placed in the upcoming newsletter reminding residents to get to know their neighbours.
FIRE & EMRG. Nil
FIRESMART Prescribed Bum did not occur on April 29^ as originally planned, will be deferred to October.
STEP PROGRAM The Administrator noted that the Summer Village was approved funding for a STEP student for 6 weeks, 30 hour per week during the summer of 2017. She noted that the program can only proceed if the Summer Village secures a volunteer supervisor(s) to check in with the student each morning and end of work day and be available for contact during the day, per Work Alone regulations and that a formal orientation of supervisors occur prior to commencement of work by the student. Council requested that a call for volimteers be placed in the upcoming newsletter.
BYLAW The Administrator reported that a contract has been negotiated with 10-70 ENFORCEMENT Traffic Safety for undertaking bylaw enforcement for the Summer Village of Waiparous on an as-needed basis. It was also noted that the Bylaw Enforcement committee will need to be populated, to review any complaints SUMMER VILLAGE OF WAIPAROUS May 2, 2017
filed against the officer.
17-016 MOVED by Mayor Anderson that the Summer Village enter into a contract with 10-70 Traffic Safety and Security Ltd. For bylaw enforcement services. CARRIED.
17-017 MOVED by Mayor Anderson that T. Miller of 10-70 Traffic Safety and Security Ltd. be appointed bylaw enforcement officer for the Summer Village of Waiparous. CARRIED.
17-018 MOVED by Mayor Anderson that Dan Kingston be appointed to sit on the Bylaw Enforcement Committee as the Council representative. CARRIED.
ROAD Council reviewed the Highway 40 Road Committee and noted that a Councillor COMMITTEE is required to sit on the committee as the council rep.
17-018 MOVED by Mayor Anderson that Matt Sundal be appointed as the Council representative on the Highway 40 Road Committee. CARRIED.
Council also discussed the objectives for the Highway 40 Road Committee indicating that Council requests that the Committee educate themselves on the issue of the bridge replacement, create a strategy and workplan to bring forward to Council.
COMMITTEE Coimcil reviewed draft committee protocols for all committees of Council. PROTOCOLS
17-019 MOVED by Mayor Anderson that Council adopt Committee Protocols. CARRIED.
OFF HIGHWAY Through a circular from the Province of Alberta, it was noted that all VEHICLES municipalities that reference helmets in their Off Highway Vehicle Bylaws must remove that section from their bylaw as legislation on helmets now falls under provincial jurisdiction. BYLAW 134 Being a Bylaw to amend Bylaw 126 the Off Highway Vehicle Bylaw. 17-020 MOVED by Mayor Anderson Bylaw 134 be given first reading. CARRIED
17-021 MOVED by Cr. Sundal that Bylaw 134 be given second reading. CARRIED.
17-022 MOVED by Mayor Anderson that Bylaw 134 be introduced for third reading at SUMMER VILLAGE OF WAIPAROUS May 2, 2017
this meeting. CARRIED UNANIMOUSLY.
17-023 MOEVD by Deputy Mayor Kingston that Bylaw 134 be given third reading and declared finally passed. CARRIED.
ADJOURN MOVED by Mayor Anderson that the meeting adjourn at 9:07 pm. 17-024 CARRIED.
Municipal Administrator Summer Village of Waiparous Cheque Register As of May 2, 2017
Num Name Memo Amount
CASH AND INVESTMENTS BANK - TO CANADA TRUST Service Charge -25.00 DW EPCOR January Power -78.66 DW EPCOR February Power -83.99 DW Cochrane Lake Gas Co-op Ltd February Gas -89.16 DW Provincial Treasurer March School Requisition -16,651.37 DW Cochrane Lake Gas Co-op Ltd February Gas -113.70 DW Cochrane Lake Gas Co-op Ltd March Gas -78.30 DW EPCOR March Power -72.43 2476 Town of Cochrane Feb 7 Room Rental -78.75 2477 A.U.M.A. 2017 Membership -916.30 2478 Marigold Library System 2017 Levy -627.84 2479 Whitehead Yard Care Snow Clearing Jan 1, 6, 9 -551.25 2480 Progressive Waste Solutions Feb Bin Service -375.87 2481 Global Crossing Conferencing Council - Teleconference -4.01 2482 Sharon Plett Feb contract, mileage, phone -2,221.11 2483 Calgary RCSSD 1 March School requisition -790.02 2484 101050 Parker 101050 - Development Deposit Refund -2,000.00 2485 Progressive Waste Solutions Mar Bin Service -372.82 2486 Workers Compensation 2017 Premium -251.02 2486 Alpine Precision Tree FireSmart 2017 Fuel Modification Project -35,683.20 2487 Sharon Plett Mar contract, phone -2,092.61 2488 Ghost/Waiparous Trails Assoc. 1/3 share GWTA Insurance Costs - 2017 -160.00 2489 Ted Jones Cochrane Awards Plaque - Trust Account -26.20 2490 Whitehead Yard Care Snowclearing roads Feb 6,23,24 -551.25 2491 Town of Cochrane Mar 7 Room Rental -63.00 2492 Workers Compensation VOID: 2017 Premium 0.00 2493 Progressive Waste Solutions Apr Bin Service -374.86 2494 The Muniserve Corporation Apr - Jun Assessment -777.72 2495 MD Landscaping/Construction Sanding Roads -535.50 2496 Whitehead Yard Care Snowclearing roads Mar 5, 8, 10 -551.25
Total BANK - TO CANADA TRUST -66.197.19
Total CASH AND INVESTMENTS -66,197.19
TOTAL -66,197.19
Page 1 SUMMER VILLAGE OF WAIPAROUS MONTHLY BANK STATEMENT For the two months ending March 31, 2017
General GIC/Trust Total Account Investments
Net Balance at end of previous month $ 27,131.21 $ 390,000.00 $ 417,131.21
Receipts for the Month $ 51,533.96 $ 51,533.96
Interest Earned $ - $ 416.65 $ 416.65
Disbursements for the Month $ (69,965.07) $ (69,965.07)
Net Bank Memos $ 15,416.65 $ (15,416.65) $ -
Net Balance at end of Month $ 24,116.75 $ 375,000.00 $ 399,116.75
Bank Balance at end of Month $ 24,142.95 $ 375,000.00 $ 399,142.95
- Cash on Hand at end of Month $ $ -
SUB-TOTAL $ 24,142.95 $ 375,000.00 $ 399,142.95
Less: Outstanding Cheques $ 26.20 $ 26.20
Net Bank Balance at end of Month $ 24,116.75 $ 375,000.00 $ 399,116.75
Outstanding Cheques Cheque Number Amount 2489 $ 26.20
26.20
This Statement submitted to Councii this^t^'^'^^dav of (f QaJ ,2017
Administrator SUMMER VILLAGE OF WAIPAROUS REGULAR COUNCIL MEETING AGENDA -February 7,2017 6:00 pm Willow Room,Cochrane RancheHouse, Cochrane, Alberta
Resident Dialogue 6:00 pm -6:20 pm (if requested by residents)
Item No. Description
1 AGENDA ADOPTION
2 DELEGATIONS
2.1 Alberta Transportation, Darren Davison
2.2 Marigold Library, Janine Jevne
2.3 Scouts, Community Service
3 MINUTES & FINANCE
3.1 November 30,2016 Regular Meeting Adopt January 10, 2017 Special Meeting Adopt
3.2 Cheque Register Acknowledge
3.3 Cash Statement, December 31,2016 Approve Financial Report, December 31,2016 Cash Statement, January 31,2017 Approve Financial Report, January 31,2017 Audited Financial Statement December 31,2016 Approve
3.4 2017 Interim Budget See Staff Report
4 OLD BUSINESS
4.1 Road Overlay & Drainage Update Table until Spring meeting
4.2 Community Standards Review DRAFT survey
4.3 Fire Protection Plan Discuss time for review
4.5 Code of Conduct Table until Spring meeting
4.6 Disaster Social Services Review volunteer support
4.7 Trails Project See Staff Report
5.0 CORRESPONDENCE Summer Village of Waiparous Agenda Page 2
5.1 City of Calgary Re: Mutual Aid Agreement
5.2 Marigold Library Re: Newsletter
5.3 AUMA Re: Newsletter Re: Regulations
5.4 Velocity Re: Intemet Support Letter
6 COMMITTEE REPORTS
6.1 Trails &GWTA
6.2 Public Works
6.3 Emergency & Fire
6.4 FireSmart - Prescribed Bum - Plan updates
7 NEW BUSINESS
7.1 Volunteer Appreciation
7.2 Dates - Annual Meeting - Nomination Day - Regular Meeting
8 ADJOURNMENT MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF WAIPAROUS HELD ON TUESDAY,FEBRUARY 7,2017 AT 6:00 P.M. AT THE COCHRANE RANCHEHOUSE, COCHRANE,ALBERTA.
PRESENT Mayor Larry Anderson, Deputy Mayor Dan Kingston, Councillor Matt Sundal and Administrator Sharon Plett.
Called to Order by Mayor Anderson at 7:05 pm
AGENDA Council reviewed the agenda as posted.
17-003 MOVED by Mayor Anderson that coimcil approve the agenda as posted. CARRIED.
MARIGOLD Janine Jevne, Summer Village Marigold Library representative attended the LIBRARY Council meeting to introduce herself to the Councillors and to review the programs being offered by Marigold Library. She also outlined the workshops that Marigold trainers will be hosting in the area.
BENCHES Representatives from the 22U' Rockyview Scout troop attended the Coimcil meeting to outline their desire to undertake a capstone project for the Summer Village of Waiparous constructing two log benches and installing them on the trails on the west side of the Village. The troop is requesting $191 for materials.
17-004 MOVED by Mayor Anderson that Council authorize $225 to construct and install the two benches which will include engraved plaques on the benches. CARRIED. Cr. Sundal abstained due to pecuniary interest.
MINUTES Council reviewed the minutes of the Council Meeting held on November 30, 2016.
17-005 MOVED by Deputy Mayor Kingston that the minutes of the Regular Council Meeting of November 30,2016 be adopted as submitted CARRIED.
MINUTES Council reviewed the minutes of the Special Meeting held on January 10,2017.
17-006 MOVED by Cr. Sundal that the minutes of the Special Meeting held on January 10,2017 be adopted as submitted. CARRIED.
CHEQUE Council reviewed and acknowledged the cheque register including direct REGISTER withdrawals and cheques 2460 - 2475 in the amount of $40,184.82.
CASH Council reviewed the Cash Statement for the period ending December 31,2016 STATEMENTS and for the period ending January 31,2017. SUMMER VILLAGE OF WAIPAROUS February 7, 2017
17-008 MOVED by Cr. Sundal that the Cash Statement for the period ending December 31,2016 and January 31,2017 be approved as submitted. CARRIED.
FINANCIAL Council reviewed the financial reports for the period ending December 31,2016 REPORT and January 31,2017
17-009 MOVED by Cr. Sundal that Council approve the December 31,2016 and January 31,2017 financial reports, as presented. CARRIED.
AUDITED Council reviewed the audited financial statements for the year ending December STATEMENT 31,2016.
17-010 MOVED by Cr. Sundal that Council approve the audited financial statement for the year ended December 31,2016. CARRIED.
2017 BUDGET Council reviewed the interim budget for 2017. Council discussed the need to place survey markers near some of the properties along the west trail upgrade to identify boundaries.
17-011 MOVED by Cr. Sundal that the 2017 Interim budget be approved up to the next regular Council meeting. CARRIED.
WILLOW DRIVE Project deficiencies tabled until spring DRAINAGE AND ROAD OVERLAY
COMMUNITY Coimcil reviewed the draft survey and agreed to circulate it to residents. STANDARDS
FIRE Mayor Anderson will set up a meeting with the Ghost River Fire department PROTECTION and councillors to review the Fire Protection Plan. The Administrator PLAN circulated a copy of the plan questionnaire with responses firom the firesmart committee.
CODE OF Table to the next meeting CONDUCT
DISASTER The Administrator noted that no volunteers have come forward to lead the SOCIAL Disaster Social Service plan. Without a lead and volunteers to assist, it will be SERVICES difficult to undertake the mock evacuation exercise. Mayor Anderson indicated that he will look into volunteers and respond back by the end of February. SUMMER VILLAGE OF WAIPAROUS February 7,2017
VOLUNTEERING Council discussed the lack of volunteers in the Summer Village and agreed that an article on volunteering be placed in the May newsletter.
TRAIL PROJECT Council reviewed the staff report regarding the trail project and outlined the following specs for the trails: Width 4 feet Depth take off soil, leave subsoil Depth of shale 3 inches Maximum size of excavation equipment 4-5 feet - bobcat There are no drainage issues Excavated materials will be placed on land beside trails Installation of a 4-5 inch pipe to allow water up to the cistern buried about 4 inch There are no bridges or switchbacks on the trail route Stairs will be pressured treated Proposals will be accepted on a Request for Proposal format.
MUTUAL AID Council reviewed the draft mutual aid agreement developed by the City of CALGARY Calgary. Council acknowledged the financial and liability obligations ofthe Summer Village in the event of calling the mutual aid agreement.
17-012 MOVED by Mayor Anderson that Council indicate to the City of Calgary their intent to enter into a mutual aid agreement with the City of Calgary. CARRIED.
MARIGOLD Council acknowledged the Marigold Newsletter. LIBRARY
AUMA Council acknowledged the AUMA newsletter and the circulation of the first round of MGA regulations for comments.
VELOCITY Council reviewed a letter from Velocity Intemet requesting a letter of support INTERNET for seeking funding. Council noted that they would support their application but will not allow cutting the roads to install the lines. Deputy Mayor Kingston will work with the Administrator to draft the letter of support for Velocity.
17-013 MOVED by Mayor Anderson that Council provide a letter of support to Velocity and that Deputy Mayor Kingston work with administration to draft the letter. CARRIED.
TRAILS A survey will be undertaken to mark property lines and a request for proposal be prepared.
PUBLIC WORKS Council indicated that if there is another large volume of snow the Village may need to use a blower to move the snow. SUMMER VILLAGE OF WAIPAROUS February 7, 2017
FIRE & EMRG. Nil
FIRESMART Council indicated that they would like to conduct a Prescribed Bum in the middle of April. Areas to be included is the triangle on the east side by Elighway 40; slope behind Wildrose and Highway 40 and by the bridge near Lot 7 Elk 1 on the east side.
The Summer Village of Waiparous will be submitting an application from FRIAA for updating the Wildfire plans. Council indicated their support for the application to FRIAA for updating the Wildfire Mitigation Strategy and Preparedness Guide.
ANNUAL Council discussed either July U' or July 22 as the Annual Meeting and MEETING AND Nomination Day. Council asked the Administrator to contract Sharon NOMINATION MacDonald to determine if either of those dates would work with her to DAY coordinate the picnic.
NEXT COUNCIL Council discussed a date for the next regular Council meeting. MEETING
17-014 MOVED by Mayor Anderson that the next Council meeting be held on Tuesday, May 2, 2017 at 6:00 at the Waiparous Community Services Facility, Waiparous Alberta. CARRIED
ADJOURN MOVED by Mayor Anderson that the meeting adjoum at 8:50 pm. 17-015 CARRIED.
Municipal Administrator Summer Village of Walparous Cheque Register As of February 7, 2017
Num Name Memo Amount CASH AND INVESTMENTS BANK - TD CANADA TRUST DW EPCOR November Power -70.97 DW Cochrane Lake Gas Co-op Ltd November Gas -69.70 DW Provincial Treasurer December School Requisition -16,651.37 DW Cochrane Lake Gas Co-op Ltd Dec Gas -104.74 DW EPCOR Dec Power -75.29 2460 Sharon Plett Nov contract, mileage, phone, council meal, supplies -2,302.75 2461 AMSC Insurance Services Limited Insurance Premium 2016 - addendum -13.80 2462 Calgary RCSSD 1 December School requisition -790.03 2463 Progressive Waste Solutions Dec Bin Service -367.78 2464 Town of Cochrane 2016 Recycling -1,938.36 2465 MMM Group Road Works -88.00 2466 Steven Butt Jan - Dec 2016 Garbage Bin Site Rental Cochrane -378.00 2467 Progressive Waste Solutions Jan Bin Service -370.82 2468 FCM 2017 Membership Fees -58.92 2469 The Muniserve Corporation Jan - Mar Assessment -777.72 2470 Sharon Plett December 2013 -3,352.73 2471 Whitehead Yard Care Snow Clearing Dec 4,23,25 -551.25 2472 Assoc of Summer Villages of Alberta 2017 Dues -699.00 2473 AMSC Insurance Services Limited Insurance Premium 2017 -3,273.04 2474 Scase & Lively 2016 Audit -3,360.00 2475 Sharon Plett Jan contract,, phone, firesmart materials, fuel storage -4,890.55
Total BANK - ID CANADA TRUST -40,184.82
Total CASH AND INVESTMENTS -40,184.82
TOTAL -40,184.82
Page 1 SUMMER VILLAGE OF WAiPAROUS MONTHLY BANK STATEMENT For the one month ending January 31, 2017
General GIC/Trust Total Account Investments
Net Balance at end of previous month $ 15,577.04 $ 407,000.00 $ 422,577.04
Receipts for the Month $ 3,567.90 $ 3,567.90
Interest Earned $ - $ 249.78 $ 249.78
Disbursements for the Month $ (9,263.51) $ (9,263.51)
Net Bank Memos $ 17,249.78 $ (17,249.78) $ -
Net Balance at end of Month $ 27,131.21 $ 390,000.00 $ 417,131.21
Bank Balance at end of Month $ 27,830.21 $ 390,000.00 $ 417,830.21
Cash on Hand at end of Month $ - $ -
SUB-TCTAL $ 27,830.21 $ 390,000.00 $ 417,830.21
Less: Cutstanding Cheques $ 699.00 $ 699.00
Net Bank Balance at end of Month $ 27,131.21 $ 390,000.00 $ 417,131.21
Outstanding Cheques Cheque Number Amount 2472 $ 699.00
$ 699.00
This Statement submitted to Council this y day of
Mayor^
Administrator SUMMER VILLAGE OF WAIPAROUS MONTHLY BANK STATEMENT For the two months ending December 31, 2016
General GiC/Trust Total Account Investments
Net Balance at end of previous month $ 19,322.95 $ 430,000.00 $ 449,322.95
Receipts for the Month $ - $
interest Earned $ - $ 706.35 $ 706.35
Disbursements for the Month $ (27,452.26) $ (27,452.26)
Net Bank Memos $ 23,706.35 $ (23,706.35) $
Net Balance at end of Month $ 15,577.04 $ 407,000.00 $ 422,577.04"
Bank Balance at end of Month $ 17,981.40 $ 407,000.00 $ 424,981.40
Cash on Hand at end of Month $ - $
SUB-TOTAL $ 17,981.40 $ 407,000.00 $ 424,981.40
Less: Outstanding Cheques 2,404.36 2,404.36 r $ $ Net Bank Balance at end of Month $ 15,577.04 $ 407,000.00 $ 422,577.04
Outstanding Cheques Cheque Number Amount 2464 $ 1,938.36 2466 $ 378.00 2465 $ 88.00
2,404.36 This Statement submitted to Council this 7*^ day of
£■
Administrator NOTICE
SUMMER VILLAGE OF WAIPAROUS COUNCIL MEETING
Special Meeting Tuesday January 10,2017 7:00 pm
For the purpose of awarding the FireSmart fuel modification project contract
Meeting will be held via teleconference with listening capabilities available at a meeting space arranged for by Village Office in South Calgary, Alberta (ifplanning to attend to listen in to the meeting please call the Village Office 403-554-5515 by 6:00 pm on Tuesday January 10for driving directions)
Sharon Plett Municipal Administrator January 8,2017 MINUTES OF THE SPECIAL MEETE^G OF THE COUNCIL OF THE SUMMER VILLAGE OF WAIPAROUS HELD ON TUESDAY,JANUARY 10, 2017 AT 7:00 P.M. VIA TELECONFERENCE WITH LISTENING CAPABILITIES AT THE VILLAGE OFFICE, CALGARY, ALBERTA FOR THE PURPOSE OF AWARDING THE FIRESMART FUEL MODIFICATION PROJECT CONTRACT.
PRESENT Mayor Larry Anderson, Conncillor Sundal and Administrator Sharon Plett.
Called to Order by Mayor Anderson at 7:19 pm
FUEL Council reviewed the Administration report which outlined the results of the REP MODIFICATION evaluation team and the recommendation to award the fuel modification firesmart FIRESMART project contract. The Administrator indicated that the firesmart committee members will coordinate the work with the contractor.
17-001 MOVED by Mayor Anderson that Council award the 2016/17 Fuel Modification Firesmart Contract to Alpine Precision Tree Service. CARRIED.
ADJOURN MOVED by Mayor Anderson that the meeting adjourn at 7:23 pm. 17-002 CARRIED.
Municipal Administrator