COUNCIL MEETING August 13, 2014 10:00 a.m. County of Stettler No. 6 Administration Building Council Chambers County of Stettler No. 6 Council Meeting Held Wednesday, August 13, 2014 at 10:00 a.m. at the County of Stettler No. 6 Office (Council Chambers), Stettler, AB Page # 1. Call to Order 2. Agenda Additions and Approval 3. Minute Approval 3.1. July 23, 2014 Regular County of Stettler No. 6 Council Meeting Minutes (Distributed) 4. Delegation 4.1. 10:00 a.m. - Darcy Pollock, Chairman and Bob Cameron, Committee Member RE: Canadian Badlands Pheasant Festival - Stettler 4.2. 10:30 a.m. - Josh Edwards, Scott Builders RE: Design/Build Process and Advantages/Draw-backs 5. Public Hearing – 1:00 p.m. (None) 6. New Business 6.1. Request for Decision RE: Proposal Review Recommendation – Regional Master Drainage Plan – Red Willow Creek ................................................................................... 4 6.2. Request for Decision RE: Alberta Community Partnership Joint Application with the Town of Stettler .......................................................................................... 6 6.3. Request for Decision RE: 6.4. Request for Decision RE: 7. Old Business 7.1. Scenic Sands Parking Lot ................................................................................ 13 8. Agenda Items 8.1 9. In camera session 10. Bylaws 10.1. Bylaw 1531-14 – Amendment to Bylaw No. 1511-13 to Close 'Addition to Service Road' Described on Plan 0024479 For 1st, 2nd and 3rd reading .............................................................................. 15 County of Stettler No. 6 Council Meeting Page 2 - August 13, 2014 11. Reports 11.1. Chief Administrator’s Report .......................................................................... 17 11.2. Financial Reports 11.2.1. Cheque Register ............................................................................... 29 11.2.2. Direct Debit ...................................................................................... 33 11.2.3. Direct Debit Visa ............................................................. Not Available 11.2.4. Bank Reconciliation – June 30, 2014 ............................................... 35 11.2.5. Year To Date Budget Report – June 30, 2014 ................................. 36 11.3. Councillor Fee Sheets ...................................................................................... 37 11.4. Councillor Committee Reports (None) 12. Correspondence 12.1. Alberta Municipal Affairs RE: Alberta Community Partnership (ACP) ................................................... 44 12.2. Community Futures RE: 2013-2014 Annual Review ...................................................................... 46 12.3. Canadian Badlands Pheasant Festival – Stettler – October 15-19, 2014 ....... 51 13. Council Information (Available in Blue Folder) 13.1. Battle River Watershed Alliance RE: The Current – Summer, 2014 13.2. Parkland Regional Library RE: PLR 2013 Annual Report 13.3. Nova Chemicals RE: SiteLine Joffre Site Community News – July 2014 – Volume 25, Number 2 13.4. Alberta Energy Regulator RE: 2013/14 Annual Report 14. Next Meeting Wednesday, September 10, 2014 – 10:00 a.m. 15. Adjournment County of Stettler No. 6 Council Meeting Page 3 - August 13, 2014 Request for Decision No. 2014 - 44 Agenda Item: Proposal Review Recommendation – Regional Master Drainage Plan – Red Willow Creek Issue Confirm administration’s review of received proposals, select “top rated” consultant for negotiation of project scope and offer of consulting contract for above noted project. Recommendation That the County of Stettler No. 6 enter into negotiations with MPE Engineering Ltd. to confirm desired project scope including proposed “value added services” and offer of a Professional Services Contract for a Regional Master Drainage Plan for Red Willow Creek project with the value not to exceed funding limits of $250,000.00 excluding GST. General The County of Stettler No. 6 has received seven proposals in response to a Request for Proposals which closed Friday, July 11, 2014 at 1:30 p.m. for the Regional Master Drainage Plan – Red Willow Creek. The following table shows the review criteria utilized as well as the point totals as rated. Specific proposal dollar pricing has been intentionally omitted as the purpose of the review process was to select the best consultant for the project, not necessarily the lowest price as many pricing variables exist that can penalize a proponent for properly identifying project costs and reward others for intentionally under pricing. Price proposals have been reviewed for appropriate effort, not only total cost proposed. Company MPE AMEC Urban Stantec Tetra ISL WSP Engineering Environmental Systems Red Tech EBA Engineering Canada Ltd. & Ltd. Deer Edmonton and Land Inc. Red Deer Infrastructure Edmonton Services Red Edmonton Ltd. Deer Calgary Technical Proposal /75 Capacity of Firm /5 3 3 3 4 3 5 4 Project Understanding /20 19 17 15 13 15 15 14 Methodology /20 19 18 18 16 17 14 13 Schedule /5 5 5 4 5 4 5 5 Relevant Experience /10 8 6 6 7 6 6 6 References /5 5 4 5 5 4 3 3 Project Team /10 7 8 7 7 6 7 7 Sub-Total Points Min 60 66 61 58 57 55 55 52 Price Proposal /25 20 19 - - - - - Total Points /100 86 80 - - - - - County of Stettler No. 6 Council Meeting Page 4 - August 13, 2014 Upon confirmation of the selection process, the project team will confirm all designated scope items and any identified value added services with the top rated proponent that will contribute to a quality and complete project and offer a Professional Services agreement to said proponent. If through this scope confirmation process, concerns arise regarding price or the proponent’s ability to successfully complete the project to the satisfaction of the County, negotiations will commence with the second rated consultant under the same terms. This procurement process was described in full in the terms of the RFP and is thought to ensure the best proponent is selected for appropriate pricing. Financial The budget for this project is $250,000.00 and fully funded under the 2013-14 Regional Collaboration Program through Alberta Municipal Affairs. Policy/Legislation Under the authority of the Municipal Government Act, Revised Statutes of Alberta 2000, Chapter M-26, Section 248 (1) where a municipality may only make expenditure that is: (1) included in an operating budget, interim operating budget or capital budget or authorized by the Council. Implementation/Communication The project lead will communicate the intent to enter into an agreement with the top rated consultant and proceed with the project immediately. Submitted By Rick Green, Director of Engineering CAO’s Comments County of Stettler No. 6 Council Meeting Page 5 - August 13, 2014 Request for Decision No. 2014 - 45 Agenda Item: Alberta Community Partnership Joint Application with the Town of Stettler Issue The County of Stettler No. 6 and the Town of Stettler would like to apply for funding under the new Alberta Community Partnership – Regional Collaboration for the paving of the Stettler Resource/Ring Road. The County of Stettler No. 6 will be the managing partner. Recommendation That the County of Stettler No. 6 participate in an application for the Stettler Resource/Ring Road Pavement Project, submitted by the County of Stettler No. 6, under the Alberta Community Partnership – Intermunicipal Collaboration component, -and- that the County of Stettler No. 6 be the managing partner governing the purpose and the use of the grant funds. General The Alberta Community Partnership is a new initiative from Alberta Municipal Affairs that will replace the former Regional Collaboration Program and was announced in July 2014. One of the two new components of this program is the Intermunicipal Collaboration which will provide support up to $350,000.00 towards the collaborations of two or more municipalities to explore, plan or implement new or enhanced regional municipal services. Paving of the Stettler Resource/Ring Road would enable the County and the Town to define this roadway as a route for Dangerous Goods and Oversized Vehicles. Currently both Provincial Highways No. 12 and No. 56 run directly through the Town of Stettler beside busy residential neighborhoods and all four (4) Public Schools. As both communities have grown to a point where this level of safety should be improved to meet the level of ratepayer expectations. Preservation of the internal roadways within the Town of Stettler and less developed roadways throughout the County of Stettler by directing heavy and dangerous traffic to a designated roadway, results in prolonged life of existing infrastructure. Another benefit to area emergency services will also be realized, providing for a safe, stable bypass and exit route to the south and east that will speed up response times. The Town of Stettler has approved the following motion at their August 5, 2014 Regular Council Meeting “That the Town of Stettler participate in an application for the Stettler Resource/Ring Road Pavement Project, submitted by the County of Stettler No. 6, under the Alberta Community Partnership-Intermunicipal Collaboration component and that the County of Stettler No. 6 be the managing partner governing the purpose of the use of the grant funds.” County of Stettler No. 6 Council Meeting Page 6 - August 13, 2014 Financial 6.4 kms of 0.1 m Asphalt Overlay along Township Road 38-4 and Range Road 19-4 for the estimated cost of $2,140,000.00 plus GST as follows: ACP Regional Grant -