AGENDA Monday, February 1, 2021 at 7:00 P.M
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AGENDA Monday, February 1, 2021 at 7:00 p.m. Council Chambers at the Tom Hornecker Recreation Centre, 2122 – 18 Street REGULAR COUNCIL MEETING - LIVESTREAM 1. CALL TO ORDER & ADOPTION OF AGENDA: 1.1 Call to Order 1.2 Adoption of Agenda (Res) 2. PRESENTATIONS : 2.1 MD of Willow Creek Bylaw Enforcement: Team Introduction 3. REPORTS: 3.1 CHIEF ADMINISTRATIVE OFFICER: 3.1.1 Council Follow Up Action List – E 3.2 FINANCIAL: 3.2.1 Year End Variance Report - E 4. ADOPTION OF MINUTES OF PREVIOUS MEETINGS: 4.1 ADOPTION: 4.1.1 Regular Council Meeting January 18, 2021 – E 4.1.2 Economic and Community Development Committee January 19, 2021 - E 4.1.3 Services Committee Meeting January 21, 2021 - E 4.2 BUSINESS ARISING FROM THE MINUTES: 4.2.1 Snow & Ice Control Policy updated - E 5. NEW & UNFINISHED BUSINESS: 5.1 Orthophotography Grant Application - E 5.2 Appointment of Returning Officer for General Municipal Election October 18, 2021 – E 5.3 Information Brief re: Status of Tom Hornecker Recreation Centre for Covid Restrictions – E 5.4 Information Brief: Westview Area Structure Plan - E 5.5 RFD: Regional Emergency Management Training Opportunity – E 1 of 2 5.6 Letter of Support for Telus internet service improvements in Nanton - E 6. CORRESPONDENCE: 6.1 FOR ACTION: None. 6.2 FOR INFORMATION: 6.2.1 RCMP – Follow up to virtual meeting held Nov. 5/20 - E 6.2.2 Intermunicipal Collaboration Framework Committee Meeting Minutes Jan 27/21 - E 7. ADJOURNMENT: 7.1 Intermunicipal Collaboration Framework Recreation Sub-Committee – FOIP Section – Disclosure harmful to intergovernmental relations 2 of 2 STATUS REPORT Meeting: February 1, 2021 Agenda Item: 3.1.1 Completed = C Under Review = UR In Progress = IP No Further Action = NFA CAO = Chief Administrative Officer CS = Corporate Services OP = Operations Manager DO = Development Officer LS = Legislative Services OTHER = Staff/Contractor/etc. COMMITTEES: GOV = Governance FIN – Finance SERV = Services ECD = Economic & Community Development REC = Recreation & Culture COUNCIL Res # Description Actions Status Notes These items will move to “DEPARTMENT” or “COMMITTEE” after first reporting to Council. Regular Meeting January 4, 2021 4-21/01/04 Scout Hall renovation $ request Payment for final bill C 18-21/01/18 Approved up to $1000 MOST funds for window pending 19-21/01/18 3rd Extension of S/D application 2018-0-016 IP granted Lot 14, Block 1 Plan 061 3277 20-21/01/18 Letter to Premier outlining water/process IP concerns w/rescind of Coal Policy Council Items scheduled Budget Process 311 20/11/02 Capital Plan review 319 20/11/02 Disc Golf concept 2021 Tax Rate Bylaw 312 20/11/02 Non-Res sub class rate guide consideration FUTURE CONSIDERATION: 426/436 2020 Outdoor Skating Project – signage rec’d WV Westview dry pond activated Pond remains unviable in terms of safety/ risk – 2020/21 C alternative locations are viable for the activity if a group or organization steps up ICF Res # Description Issue ST Notes fw Discussed at Reg 20/11/02 295-20/10/19 Discussion re: Rescue Truck FOIP s. 21(1) #322 Regional Recreation ICF IP DEPARTMENTS f Res # Description Issue ST Notes w Society Responsibilities of parties has had 319 – 18/10/01 Community Centre MOU IP Review for R 20/11/16? draft for year +. 17 – 20/01/20 Westview Off Leash Dog Park Lions Club plans on 2021 IP OTHER Reduction of size 28 – 20/02/03 Land Use Bylaw minimum lot size IP CAO/DO requested 57 – 20/03-02 Disc golf concept RFD – update provided See Res # 319 -20/11/02 IP CAO/CS 116 – 20/05/04 IMDP with MDWC & ORRSC Draft of Council’s position IP CAO CAO to submit Municipal Stimulus 207 – 20/09/08 application for THRC Improvements 215 – 20/09/08 Sale lands to Cdn Grain Elevator Society IP DO/CAO CAO to apply to AB Mun W/WW for 300 – 20/10/19 CAO reservoir aeration system Sale of Lots 1 & 2, Block 86, Plan 071 304 – 20/10/19 IP DO/CAO 5724 approved & files CAO to bring forward further options for 315-20/11/02 UR grass & tree branch program 327 2021 COPTER EXEMPTIONS Fwd to Assessor IP CS CS/OTH 328-31 By#1345/20 Non-Profit 2021 Tax Exempt For 2021 Tax Year IP ER 2021 Budget to include energy 341-20/11/23 CAO/CS assessment for Community Centre Participate in Okotoks/Foothills Regional 352-20/12/07 UR CAO Water Study 363-20/12/16 Funding Allocations for 2021 approved Tsf to agencies IP CS 364-20/12/16 Annual Support Grants Chqs not yet disbursed IP CS 5-21/01/04 OWC Membership $1025 Chq not yet disbursed IP CS 9/10-21/01/04 Tax Sale requirements Ads pending IP CS COMMITTEES Res # Description Issue ST Notes fw 411 – 19/11/18 Purchasing Policy update 13-216-19/06/03 UR CAO/CS 412 – 19/11/18 MPC Bylaw #1210/09 update Members-at-large IP DO 20 - 20/01/20 THRC pool use Increase usage UR REC Tree Protection Bylaw (182-20/08/10 draft) Type/use/definition 132 – 20/06/01 Sent to Services for further edits “topping” - See Res # 315 - 250 – 20/10/05 IP SERV 183 – 20/08/10 Financial info for tree/grass program – fwd 20/11/02 - Scheduled to Services Comm 2021-01-20 21/01/20 Services meeting Direct Finance Committee to consider 317-20/11/02 FIN consolidation of contingency reserves 342-20/11/23 Review financial support Community Ctre Rental fees/operational UR CS Request Admin #1 – Nanton rep for Foothills Tourism Assoc #2 – Hwy Sign lighting Ec 62- 20/11/17 #3 – Billboard SOP to include operating costs/funding partners #4 – Business License SOP #1 – Rec & Parks to manage branch pile – policy for Feb 16/21 #2 on 20/30-21/01/21 IP #2 – Snow & Ice Control policy update to Council Feb 1/21 agenda DEPARTMENT REPORT Meeting: February 1, 2021 Agenda Item: 3.2.1 Financial Variance – Period ending December 31, 2020 Background: In line with the quarterly financial variance reports that administration provides to council, administration is now presenting the final quarter/year-end report for 2020. In the past the year-end variance report has been presented and council is given the opportunity to review, ask any questions and then asked to approve the report as presented. This year’s variance report is no different, but in line with the Reserve Policy administration is requesting consideration of several recommendations that will require council resolution. DECISION OPTIONS: #1 – Approve the variance report and recommendations as presented. #2 – Approve the variance report as presented but amend the recommendations per council direction. #3 – Refer to the finance committee for further consideration/recommendations. Statement of Operations The statement of operations for the year ended shows a good overall picture of revenues and expenses. Revenues were mostly as expected – some areas were slightly over and some slightly under. Because year-end work has not been completed there are some missing numbers, several journal entries are still required, and the MOST funding has not been entered which will increase the revenues shown. Expenses for the year were mostly under. There were of course a couple areas over budget, but these will be explained in further detail in the departmental budgets. As with the note regarding revenues there may still be some expenses that need to be entered in by journal entry and so totals will be adjusted and look different once the final audited statements are presented. The capital, debt and reserve line items do not reflect an accurate picture at this point as not all journal entries have been made. Capital 2020 was quite a productive year in terms of capital projects with lots getting done and getting done on budget. At this point there is only one project that is being carried forward into 2021. The attached schedule is somewhat misleading as a lot of the journal entries are still needed to complete the schedule. Below is a straightforward listing of the projects showing actuals compared to budget. The manhole project did not proceed, the IT (server project) was not needed, no fire equipment was purchased, and the northbound rest area project did not go ahead while the water plant updates are still in progress. Money not spent is either MSI, GTF or from reserves and can be used for future projects – no tax dollars were collected for the projects not done. Project Budget Actual Westview Lift II $300,000 $331,576.60 Valves & Hydrants $150,000 $70,913.58 Manhole Replacement $75,000 $0 Equipment replacement $50,000 $51,016.00 Fire equipment $25,000 $0 THRC (includes LED, Solar array, cladding, pool deck, condenser, pool boiler and washroom projects) $654,160 $629,425.14 Sidewalks $50,000 $25,944.75 Roads $75,000 $66,071.15 Water plant updates (in progress) $120,000 $49,406.80 Road safety projects $25,000 $13,164.95 IT (Server) $25,000 $0 Streetlight updates $15,000 $13,201.34 Westview park updates $30,000 $31,971.51 Scout Hall upgrades $12,000 $12,145.65 Northbound rest area $50,000 $0 Totals $1,656,160.00 $1,294,836.47 Legislative The legislative budget in 2020 ended well under budget. Because of the pandemic council travel and training was underutilized. The one item showing over budget was the grants to individuals and organizations – $8000 of this was for the Community Center and there is MOST funds that covered this.