NOTICE
SUMMER VILLAGE OF GHOST LAKE
Special Council Meeting held via teleconference Friday, December 9, 2011 5:00 pm
For thepurpose ofdiscussing:
1. Setting Date and location for Nomination Day and By-Election 2. Change February Regular Council meeting date
public are able to listen toproceedings ofmeeting at the Tim Horton ys located 40 Midlake Blvd SE Calgary AB.
Dated December 8, 2011 r MINUTES OF THE SPECIAL MEETING OF THE COUNCIL OFTHE SUMMER VILLAGE OF GHOST LAKE FOR THE PURPOSE OF SETTING A DATE AND LOCATION FOR NOMINATION DAY AND BY-ELECTION AND FOR CHANGING THE DATE OF THE FEBRAURY REGULAR MEETING HELD ON FRIDAY, DECEMBER 9, 2011 AT 5:00 PM VIA TELECONFERENCE WITH LISTENING CAPABILITIES ESTABLISHED AT THE TIM HORTONS RESTAURANT LOCATED AT 40 MIDLAKE BLVD SE, CALGARY, ALBERTA
PRESENT Mayor Bob Miller (via telephone), Councillor Brian Oblak and Chief Administrative Officer Sharon Plett.
Called to Orderby Mayor Millerat 5:02 pm
BY-ELECTION Council acknowledged Deputy Mayor Rick Elvey's resignation from Council on December 6, 2011 and indicated that a date needs to be determined for holding a by-election to fill the vacancy on council..
11-095 MOVED by Cr. Oblak that Council establish the date ofthe by-election as Saturday February 11, 2012 and that nominations be accepted on Saturday January 14, 2012 from 10 am until noon at the Community Services Building, 601 Ghost Lake Village, Ghost Lake, Alberta. CARRIED.
REGULAR Council discussed changing the date ofthe next regular meeting ofCouncil to MEETING DATE ensure that the new council member would have adequate time to be sworn in prior to the Council meeting.
11-096 MOVED by Cr. Oblak that the February regular council meeting be changed from February 7, 2012 to Wednesday, February 15, 2012 at 4:00 pm at the Community Services Building, Ghost Lake Alberta. CARRIED.
ADJOURN. MOVED by Mayor Miller that the meeting adjourn at 5:05 pm 11-097 CARRIED
Mayor ChiefAdministrative Officer Summer Village ofGhost Lake Council Meeting Agenda Tuesday, December 6, 2011 4:00 pm Boardroom, Frank Wills Memorial Hall 405 1 Street East Cochrane, Alberta
ITEM DESCRIPTION
1.0 Call to Order
2.0 Approval of Agenda
3.0 Delegations
3.1 NIL
4.0 Minutes
4.1 Regular Meeting, September 20, 2011 4.2 Special Meeting, November 8, 2011 4.3 Special Meeting, November 22, 2011
5.0 Old Business
5.1 Community Well
5.2 Breakwater Work
5.3 Fire/Community Building
5.4 Road Development
5.5 Weed Control Act
5.6 Appeal - Injunction
5.7 Records Retention
5.8 Ambulance Assist
6.0 Financial
6.1 Payment Schedule
6.2 Cash Statement - November 30, 2011
6.3 Financial Statement - November 30, 2011
6.4 Interim Budget 2012
7.0 Correspondence Summer Village of Ghost Lake Council Agenda - December 6,2011 Page 2
ITEM DESCRIPTON
7.1 MJL Walsh Professional Corporation Re: Subdivision Extension
7.2 Resident Letter Re: Encroachment
7.3 Elections Alberta Re: Political Contributions
7.4 Alberta Municipal Affairs Re: 2011 MSI Operating Grant
8.0 Committees
8.1 Public Works
8.2 Emergency
8.3 Recreation
8.4 Fire
8.5 SDAB Appointment
8.6 Dock
8.7 Sustainability
9.0 New Business
9.1 Next Council Meeting February 7, 2012 4:00 pm Prov Bldg Cochrane AB
10.0 Adjournment
* previously sent (please bring your copy) ** available at meeting MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE HELD ON TUESDAY, DECEMBER 6, 2011 AT 4:00 P.M. AT THE BOARDROOM, FRANK WILLS MEMORIAL HALL, COCHRANE ALBERTA.
PRESENT Mayor Bob Miller, Deputy Mayor Rick Elvey and ChiefAdministrative Officer Sharon Plett. There were five (5) residents present at the commencement ofthe meeting including councillor elect Brian Oblak.
Called to Order by Mayor Miller at 4:13 pm.
AGENDA Council reviewed the agenda as presented.
11-078 MOVED by Deputy Mayor Elvey that the agenda be adopted as submitted. CARRIED.
MINUTES Council reviewed the minutes of the September 20, 2011 regular meeting.
Council notedthat there was an error in the section"Dock" and it was agreed to amend the minutes.
11-079 MOVED by Deputy Mayor Elvey that the minutes of the September20, 2011 Regular Meeting be adopted as amended. CARRIED.
Council reviewedthe minutes of the November 8, 2011 special meeting.
11-080 MOVED by Deputy Mayor Elvey that the minutes ofthe November 8, 2011 special meeting be adopted as circulated. CARRIED.
Council reviewed the minutes ofthe special meeting ofNovember 22, 2011.
11-081 MOVED by Deputy Mayor Elvey that the minutes ofthe special meeting of November 22, 2011 be deferred until the planning officer reviews the wording and content to confirm that it is consistent with his understanding ofthe amendments to the development agreement. CARRIED.
POSTING At present Council posts adopted minutes on the website. Council discussed the MINUTES potential ofposting minutes on the notice board also. Mayor Miller indicated that could be reviewed in the future when the building is completed and a new board erected and contacts are established that would be willing to post the minutes.
COMMUNITY TABLE WELL
BREAKWATER The Administrator reported that she spoke with an individual at Alberta Environment who recommendedthat the Village prioritize projects being considered along the shoreline and review them initially with TransAlta.
;^ SUMMER VILLAGE OF GHOST LAKE -December 6, 2011
FIRE/LIBRARY Deputy Mayor Elvey reported that there is an issue with the water pump and BUILDING pressure tank and that a new pump or pressure tank may be needed for the building. The public works committee will review.
Deputy Mayor Elvey noted that the contractor may be coming forward to Council to request a change for hoarding and heating at the building.
A letter needs to be sent to the Building Inspector indicating that the building is for storage and is not a firehall. The inspector is noting that if the building is a firehall, it will require ventilation modifications.
Deputy Mayor Elvey indicated that the Village will look at an alarm system for the building at a later date. Discussion will occur with the residents to determine ifan alarm is required.
The Administrator was directed to contact Fortis to connect permanent powerto the new building and to include in the upcoming newsletter a request for volunteers to help with the finishingjobs in the new building.
WALSH John Walsh, MJL Walsh Professional Corporation and Rod Potrie and Tom SUBDIVISION Schlodder ofPlanning Protocol attended the meeting to review MJL Walsh Professional Corporation's request for a subdivision extension.
Rod Potrie reviewed his staff report with Council and noted that there are three options for Council to consider: 1. Provide a one year extension to December 8, 2012, 2. Provide a 7 month extension to July 8, 2012 or 3 Refuse the extension request.
The planners recommended a 7 month extension.
Council discussed with the planners the conditions set out by the SDAB and specifically condition 8 regarding septic fields. Mr Potrie noted that at the time ofsubdivision registration the developer will be asked to place a notification on each ofthe titles outlining to future owners the potential for additional costs regarding sewage disposal. He indicated that it is important to protect the Village from assuming responsibility and/or liability for the handling of sewage from the six lots..
Council also discussed condition 15 regarding the engineering studies and indicated that costs for the study are to be bourne by the developer. Mr. Walsh indicated that he will reserve the right to challenge that in the future.
11-082 MOVED by Deputy Mayor Elvey that council refuse the extension request from MJL Walsh Professional Corporation for the six lot subdivision.
T>>> SUMMER VILLAGE OF GHOST LAKE -December 6, 201
Deputy Mayor Elvey stated his reasons for recommending refusal being that the subdivision was approved 1.5 years ago, a 6 month extension has already been given but work is not getting completed.
Mayor Miller stated that although it is taking longer than expected to complete the requirements for registration he does not support refusing the extension. FORI AGAINST 1 Motion defeated.
11-083 MOVED by Mayor Miller than Council approve a 7 month extension for the six lot subdivision ofMJL Walsh Professional Corporation.
Mayor Miller stated that there is progress, not as quickly as he would like to see but the subdivision is underway and it is reasonable to expect it completedin 7 months. FORI AGAINST 1 Motion defeated.
11-084 MOVED by Deputy Mayor Elvey that council meet in camera at 6:50 pm. to discuss professional advice. CARRIED.
11-085 MOVED by Mayor Miller that Council come out ofthe in camera session at 7:06pm. CARRIED.
11-086 MOVED by Deputy Mayor Elvey that Council approve a 7 month time extension to July 8, 2012 for the MJL Walsh Professional Corporation subdivision. CARRIED.
ROAD WORKS The Administrator noted that the engineer would be meeting with the contractor later this week and will report back on the status ofthe road construction.
WEED The Administrator recommended tabling discussion at this time. It was CONTROL recommended that she contact Andrew Stiles. His contact information can be obtained from Royce Williams.
APPEAL Council noted that the appeal on the injunction to preserve the fence and lilac INJUNCTION bush on Lot 1 Blk 6 Plan 6490EL was denied and the Village is able to remove the fence and lilac bush at any time.
REQUEST TO Council received a letter requesting Council's consideration to enter into a lease LEASE agreement for a portion of Lot 1 Blk 6 Plan 6490 EL.
Council indicated that they would defer discussion ofthe request until they have the ability to determinethe implicationsand precedent setting issues. Request to SUMMER VILLAGE OF GHOST LAKE -December 6, 201
be brought back to the council meeting in February.
RECORDS The Administrator reviewed the records archiving project and indicated that RETENTION grant approval has been received for the review ofcurrent files, purging outdated files and destroying the outdated files. She indicated that the property files are not part ofthis project. Council indicated that they would like to retain all files to be destroyed to be reviewed by a committee to determine what has historic value and should be retained. The Administrator was directed to continue with the project with the exception ofdestroying outdated files and research how a committeecould be established to review the files without violating the privacy rules and regulations that municipalities are subject to.
DOCK Bruce Lindsay indicated that he would be willing to serve on the dock committee. Council noted that there are two vacancies on the committee at this time.
11-087 MOVED by Deputy Mayor Elvey that council appoint Bruce Lindsay to the dock committee for a three (3) year term to August 31, 2014. CARRIED.
Council discussed the dock committee and noted that it was recommended by the committee that the committee membership be increased so that there is one representative from each block. At present there are six members plus one council liaison member.
FIRE ASSIST Deputy Mayor Elvey reported on the teleconference meeting that he attended with Alberta Health Services regarding fire assist responders to delta ambulance calls in the Village. Council discussed fire assist being sent out on all delta ambulance calls in the Summer Village and agreed that a fire assist should only be sent out when requested by Alberta Health Services for medical only and that Alberta Health Services be responsible for the invoicing from Cochrane. He also noted that the dispatch center would like to get an updated CAD map ofthe Village. Mayor Miller indicated that he would arrange for the updated CAD.
11-088 MOVED by Deputy Mayor Elvey that Council request the Town ofCochrane to remove the section from the fire protection agreement that indicates that the Summer Village requests a fire assist with delta ambulance calls into the Village and to indicate to Cochrane that fire assist only be sent when requested by Alberta Health Services personnel and that Alberta Health Services be responsible for the costs associated with the fire assist. CARRIED.
DERELICT Council reviewed the provisions for derelict vehicles on private lands in the City VEHICLES ofCalgary Community Standards bylaw and agreed to create a draft for the Summer Village based on the restrictions outlined in the Calgary bylaw and invite comments from residents on a draft bylaw.
•:^ SUMMER VILLAGE OF GHOST LAKE -December 6, 201
PAYMENT Council acknowledged the cheque register payments in the amount of SCHEDULE $198,207.76 including direct withdraws and cheques from number 963 to number 984.
CASH Council reviewed the Cash Statement for the period ending November 30, 2011, STATEMENT
11-089 MOVED by Deputy Mayor Elvey that Council approve the Cash Statement for the period ending November 30, 2011. CARRIED.
VARIANCE Council acknowledged the November 30, 2011 Balance Sheet and Budget STATEMENT Variance Statement.
2012 BUDGET Council reviewed the interim budget for 2012 and noted that the tax revenue required in the draft budgetis proposed to increase 5.2% from the previous year. Council reviewed the budget and the proposed increases.
11-090 MOVED by Deputy Mayor Elvey that the budget be approved as an interim budget effective until the next regular Council meeting in February. CARRIED.
PUBLIC WORKS Nil
EMERG. NIL
REC. NIL
SUSTAIN Mayor Miller reportedthat the Committee will be meeting in January to work on finalizing a proposal for Council.
MEETING Council discussed changing the venue for the council meetings and moving it to PLACE the Community Services Building at Ghost Lake.
11-091 MOVED by Deputy Mayor Elvey that Council hold the next regular council meeting scheduled for February 7, 2012 at 4:00 pm in the Ghost Lake Community Services Building. CARRIED.
IN CAMERA Council noted that they would meet in camera to discuss personnel related items.
11 -092 MOVED by Deputy Mayor Elvey that Council meet in cameraat 8:45 pm CARRIED.
11-093 MOVED by Deputy Mayor Elvey that Council come out ofthe in camera session at 8:50 pm CARRIED.
r# SUMMER VILLAGE OF GHOST LAKE -December 6, 2011
ADJOURN. MOVED by Mayor Miller that Council adjourn the meeting at 8:50 pm. 11-094 CARRIED.
^ _ LA> Mayor ChiefAdministrative Officer MINUTES OF THE SPECIAL MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE FOR THE PURPOSE OF DISCUSSING THE DEVELOPMENT AGREEMENT BETWEEN THE SUMMER VILLAGE OF GHOST LAKE AND MJL WALSH PROFESSIONAL CORPORATION ON TUESDAY, NOVEMBER 22, 2011 AT 5:30 P.M. VIA TELECONFERENCE WITH LISTENING CAPABILITIES ESTABLISHED AT THE BOARDROOM OF PLANNING PROTOCOL INC. 201, 3505 - 52 STREET SE, CALGARY, ALBERTA
PRESENT Mayor Bob Miller, Deputy Mayor Rick Elvey(via telephone), Chief Administrative Officer Sharon Plett., Planner Rod Potrie, MJL Walsh Corporation (developer) representative, John Walsh, Developer Engineer Doug Badke and seven (7) residents.
Called to Order by Mayor Miller at 5:30 pm
DEVELOPMENT Council reviewed the background for holding this meeting. AGREEMENT - ROAD DESIGN An application was made by MJL Walsh Corporation to create a six lot BACKGROUND subdivision in the Summer Village. The application was approved by the Subdivision and Development Appeal Board in June, 2010 providing the applicant the right to create the six lots that abut onto two (2) public roads. Council engaged the services of Planning Protocol Inc. to draft a development agreement for the development ofthe subdivision and to work with Council on finalizing an agreement. Prior to the Walsh Subdivision, there has not beenany written policy outliningstandards for roads and stormwater. The planner worked with Council to develop standards. On April 19, 2011, the development agreement was entered into between the Summer Village and MJL Walsh Professional Corporation.
The developer has indicated that he would like to complete the roads this fall so that plantingcould occur in the spring. He indicatedthat delays in obtaining a roadside development permit has delayed construction, however using DBC Contractors, they should be able to complete the work within the next few days.
As construction started Villagers were concerned with the scale ofthe road development, which prompted discussions ofalternative solutions for road design and culverts with Ron Kennard and Royce Williams, onsite council liaison representatives.
Deputy Mayor Elvey noted that for several years Council has been wanting to establish a set of standards for roads in the Village. The Village had a safety audit which outlined risk areas. Anything in the Village from this point forward, Council believes must meet some type of standard within the Transportation Association of Canada (TAC) standards. Previous engineers indicatedthat the roads could not be designed smaller than 7m in width. Existing roads in the Village range from 3-8 m in width, with no consistency. Council wanted to see more consistency in the roads.
Rod Potrie, Planner, indicated that when he looked at creating a minimum standard for the Village that would be eligible for grant funding, he looked at other municipalities ie. MD of Foothills and Rocky View and noted that their standards which much higher. Forthe two roads being considered adjacent the Walsh subdivision, Council noted that they would not require asphalt on the SUMMER VILLAGE OF GHOST LAKE -November 22, 2011
roads, but would like the roads to be of a standard that would accommodate on potential future upgrade to asphalt. Rod added that he was aware ofthe spring across the lower roads and the issues with drainage. The design incorporated adequate ditching for drainage and to address safety in dead end roads, that triggered a turn around with minimum standards for maneuvering a safety vehicle. He noted that a fire truck requires a minimum of 9 m for turn around. The road is to be designed with year round access. When recommending the design, he looked at the maximum capacity and safety and worked with the worst case scenario. Rod concluded that it is his professional duty to recommend a standard that would not expose the Village to potential lawsuits.
Rod noted that road standards for funding would require a minimum 9 m turnaround, 3:1 slope ditches, and based on 3:1 slope, a base of8 m wide to get a minimum finished width of 7m.
Doug Badke noted that last week he attended the site to meet with the contractors that would be building the roads. He noted that he met with Ron Kennard and Royce Williams who both indicated that they felt the Village did not want roads built to such a high standard near the Walsh subdivision.
Based on those discussions, the developer is now proposing the north road with a 9 m cul-de-sac and 5 m road width. The two approaches to the north road would be 5 m in width. The north road would have .5 m deep ditches, which would be needed for snow storage. On the south road, the through grade culvert would remain to the approach leading to the south. He would like to eliminate the culvert to Lot 13 and culvert west ofcul-de-sac. There would be no changes to the storm management facility, the small ditches would be nicely grassed. Cul- de-sac would be 10 m. He indicated that originally there was no cul-de-sac in the design, but the Village Planner requested the cul-de-sac.
John Walsh noted that the changes are in response to requests and comments from people in the Village. John noted that his company has a development Agreement with the Village which outlines the standards but are prepared to amend it.
Doug Badke indicated that ifthe south road was reduced to 5 m, flatter side slopes should be considered up to 5:1 if possible. He believes that the culverts at the south end should not be changed.
DISCUSSION Discussion was had on widths for road bases and width requirements for ROAD WIDTH construction vehicles and for future grant funding and at what width the engineer would provide their stamp on the design.
Mayor Miller expressed concern that if roads are not brought up to a standard that the tax payers may have to pay for bringing the road up to a standard in the future.
Doug Badke felt that designing a 7m base with a 5m surface could be stamped
Z^ 2 SUMMER VILLAGE OF GHOST LAKE -November 22, 2011
by an engineer. There was clarification that it depends on type and use of road. Rod Potrie indicated that the Village would only accept a design that has been stamped by an engineer.
DITCHES Discussion was had on slopes ofditches and trying to maintain 5:1 slope if possible. Doug Badke indicated that they would design the roads with a gentler slope where possible but would not be able to lessen the slope prior to the culverts on the south road. CUL-DE-SAC Discussion was had on the necessity ofa cul-de-sac on the south road. Rod Potrie indicated that the reason for designing a cul-de-sac was to make it as easy as possible to get in and out in a fluid motion for emergency vehicles and trailers. He indicated that the north cul-de-sac was not as demanding on the traffic system and could be reduced. A suggestion was entertained to consider three point turns. Rod Potrie stated that three point turns are mostly for lanes and condo developments and are not appropriate for this situation. Both Rod Potrie and Doug Badke agreed that a cul-de-sac was the best design for providing an easy turn around on the south road.
Doug Badke noted that from a visual point ofview the cul-de-sac will be unnatural looking, there is a need for a 2% slope with a ditch on the uphill and 1.5 m fill on the south side of it.
Discussion moved from the design ofthe cul-de-sac to a question ifthere was a need for a cul-de-sac for the Walsh subdivision or was the turn around issue more related to a Village traffic flow as opposed to traffic created from the subdivision. Rod Potrie stated that the cul-de-sac was designed solely as a result ofthe Walsh subdivision.
Options brought forward included: "dead end" signage, a traffic circle, low grade circle loop and moving the cul-de-sac further west. The low grade loop was discussed and agreed it would result in lowering the gas line and ditch work. Costs were considered quite prohibitive for that option. Moving the cul-de-sac further west was considered as a possible option, however this could not be undertaken at this time as road surveys would be required, road side development permits and public consultation on community reserve lands.
Deputy Mayor Elvey indicated that the Village could retain funds from the developer to develop the cul-de-sac in the right place in the future and allow the developer to continue on with his plans by building a reduced size road with no cul-de-sac.
John Walsh indicatedthat he would be in agreement with the Village holding a specified amount of money in trust to assist with payment for construction of a cul-de-sac or other alternative turn around solution in a location further west of his subdivision The amount of money to be held in trust would be determined by the Village Planner in consultation with the developer's engineer, calculated as the cost reduction resulting from not constructing the cul-de-sac as outlined in the current design drawings. He added that he was willing to have the Village <^ 3 SUMMER VILLAGE OF GHOST LAKE -November 22, 2011
hold these funds in trust for a period up to two (2) years to allow the Village time to determine an alternate design for the turn around. In the event the Village has not made a decision on an alternative solution within two (2) years, John indicated that he would expect the trust funds refunded to him.
CHANGE TO Council summarized the changes that would be incorporated in the development AGREEMENT agreement as follows:
North road decreased to a 6 metre subgrade base and 5 metre finished gravel surface, with minimum 5:1 ditches up to 7:1 ifpossible South road decreased to a 6 metre subgrade and 6 metre surface finished with gravel with shallower ditches, where possible with a slope of5:1 to 7:1. MJL Walsh Corporation to provide a contribution towards a future road turn around mechanism, with the Development Officer, in consultation with the developer's engineer, establishing the contribution The contribution to be refunded to the developer ifa decision for an alternative turn around option is not determined within two (2) years ofthe completion of the Walsh subdivision road improvements. Driveway access to be reduced in width from 6 metres to 5 metres.
11-076 MOVED by DeputyMayorElveythat Council direct the Development Officer, Rod Potrieto amend the Development Agreementto incorporate the items agreed to by Council at this meeting. CARRIED.
John Walsh agreed to work with the remediation committeeto selecta planting mix for the ditches that would be consistentwith the mix being determined for the Village road work and hill remediation.
ADJOURN. MOVED by Mayor Millerthat Council adjourn the meeting at 8:10 pm 11-077 CARRIED.
Mayor ChiefAdministrative Officer MINUTES OF THE SPECIAL MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE FOR THE PURPOSE OF DISCUSSING THE COMMUNITY SERVICES BUILDING BUDGET, CHIEF ADMINSTRATIVE OFFICER PERFORMANCE REVIEW, CHIEF ADMINISTRATIVE OFFICER'S CONTRACT AND ROAD DESIGN ON TUESDAY, NOVEMBER 8, 2011 AT 12:41 A.M. AT BEAUPRE HALL, MD OF ROCKYVIEW, ALBERTA
PRESENT Mayor Bob Miller, Deputy Mayor Rick Elvey and ChiefAdministrative Officer Sharon Plett.
Called to Order by Mayor Miller at 12:41 am.
COMMUNITY Council discussed the need to increase the budget for the Community Services SERVICES Building project. Since the original budget of$355,950 was established, BUILDING additional expenses have occurred for planning services, storage rental, soils testing, alarm and minor enhancements to the building. It is projected that the project costs should not exceed $375,000. It was recommended that a budget amendment be approved with funding to come from Municipal Sustainability Initiative Capital Grant.
11-071 MOVED by Deputy Mayor Elvey that the Budget for the Community Services Building project be increased $19,050 to $375,000 with the additional source of funding from Municipal Sustainability Initiative Capital Grant.. CARRIED.
PERFORMANCE Pursuant to the provisions ofthe Municipal Government Act, Council REVIEW acknowledged that the Mayor undertook the annual performance review ofthe ChiefAdministrative Officer and has reviewed his findings with Council. As a result ofthe review it was recommended that Council enter into a three (3) year contract with Sharon Plett.
11-072 MOVED by Deputy Mayor Elvey that Council enter into a three (3) year contract with Sharon Plett for ChiefAdministrative Officer duties for the Summer Village ofGhost Lake with the contract taking effect on September 1. 2011. CARRIED
ROAD LIAISON Council members noted that both council members and Bill Bauer, Onsite Liaison rep, would be absent from the Village over the next few weeks. It was agreed that it would be prudent to appoint another onsite liaison representatives to meet with the Engineer as changes are being undertaken on the roadwork.
11-073 MOVED by Deputy Mayor Elvey that Council appoint Royce Williams and Ron Kennard to act as onsite liaison representatives with the engineers to ensure modifications to design are constructed as Council had discussed and agreed to with the engineer. Residents are to be made aware that any concerns regarding the roads be directed to Council, not the onsite liaison representatives. CARRIED.
ROAD DESIGN Council reviewed the road design for the main road entering the Village down to the Community ServicesBuilding. Based on the Information Meeting held with the public, and a meeting with Shane Duval, AMEC Engineer along with Villa SUMMER VILLAGE OF GHOST LAKE -November 8, 2011
residents Royce Williams and Ron Kennard, Council acknowledged the following items: • The flat area near main entrance, will have a gravel pull offfor a couple ofvehicles • Hump in road at entrance will be removed and AMEC will reshape road for a more natural shape; • Landscape disturbed by contractor will be reclaimed. AMEC will meet with reps from the Village to identify plants and grasses for disturbed areas and council will review recommendations; • Ditches will be reshaped from entrance to cross intersection, with ditch at the crest ofthe hill flattened to provide a more natural look; • Culverts at cross intersection to remain in place to allow for a lower grade; • Directional signs to be temporarily erected; • Two part speed bumps to be considered on the roads; • 600 block access road to be smoothed out; • Driveway access widths not to exceed the current road width; • Culvert south ofintersection will remain with reshaping area into a natural looking pond, diverting water through the golf course; • Yield signs used at cross intersection • Ditch on east side ofT intersection removed and filled in and area landscaped to allow vehicles to part in area. • Culverts removed at T intersection and hump eliminated; and • Redesign road to public beach to be as flat as possible.
LIABILITY Council noted that someof the modifications may result in the engineering firm not assuming liability for potential road damage or drainage issues that may be a direct result ofthe modifications.
11-074 MOVED by Deputy Mayor Elvey that the Summer Village ofGhost Lake assume liability for any road damage or drainage issues that are a direct result of modifications requested by the Village to the road design that does not meet engineering standards based on the type and use of road designed in the Village. CARRIED.
ADJOURN. MOVED by Mayor Miller that Council adjourn the meeting at 1:05 am. 11-075 CARRIED.
ChiefAdministrative Officer Summer Village of Ghost Lake Council Meeting Agenda Tuesday, September 20, 2011 6:00 pm Boardroom, Frank Wills Memorial Hall 405 1 Street East Cochrane, Alberta
ITEM DESCRIPTION
1.0 Call to Order
2.0 Approval of Agenda
3.0 Delegations
3.1 NIL
4.0 Minutes
4.1 Regular Meeting, May 31, 2011 4.2 Special Meeting, June 28, 2011 4.3 Organizational Meeting, July 27, 2011 4.4 Special Meeting, July 27, 2011
5.0 Old Business
5.1 Community Well
5.2 Breakwater Work
5.3 Fire/Community Building
5.4 Road Development
5.5 Annual Meeting
5.6 CAO Review/Contract
5.7 Weed Control Act
6.0 Financial
6.1 Payment Schedule
6.2 Cash Statement - August 31, 2011
6.3 Financial Statement - August 31,2011
7.0 Correspondence
7.1 Town of Cochrane Re: Fire Assist Summer Village of Ghost Lake Council Agenda - September 20, 2011 Page 2
ITEM DESCRIPTON
7.2 Alberta Sustainable Resources Re: Public Land Administration Regulation
7.3 Resident Letter Re: West End marina
7.4 Fortis Re: 6 lot subdivision - Electrical
7.5 MD ofBighorn Re: MDP
8.0 Committees
8.1 Public Works
8.2 Emergency
8.3 Recreation appointments 8.4 Fire
8.5 SDAB appointments
8.6 Dock
8.7 Sustainability
9.0 New Business
9.1 Vacancy
9.2 Auditor
9.3 Update Information Session
10.0 Adjournment
* previously sent (please bring your copy) ** available at meeting MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE HELD ON TUESDAY, SEPTEMBER 20, 2011 AT 6:00 P.M. AT THE BOARDROOM, FRANK WILLS MEMORIAL HALL, COCHRANE ALBERTA.
PRESENT Mayor Bob Miller, Deputy Mayor Rick Elvey, Councillor Bob Watts and Chief Administrative Officer Sharon Plett. There were two residents present at the commencement ofthe meeting.
Called to Order by Mayor Miller at 6:14 pm.
AGENDA Council reviewed the agenda and discussed the following items be added to the agenda, Auditor appointment and update on Information Session.
11-058 MOVED by Deputy Mayor Elvey that the agenda be adopted as amended. CARRIED.
RESIGNATION Cr. Watts submitted his letter ofresignation from Council to the Administrator as he has moved outside ofthe Village and sold his home.
Council acknowledged Bob Watts' resignation and thanked him for the numerous years ofcommunity service that his has offered as a council member and volunteer in the Village. Cr. Watts stepped down from the meeting as a council member.
MINUTES Council reviewed the minutes ofthe May 31, 2011 regular meeting.
11-059 MOVED by Deputy Mayor Elvey that the minutes ofthe May 31, 2011 Regular Meeting be adopted as submitted. CARRIED.
COMMUNITY TABLE WELL
BREAKWATER Council recommendedthat the proposal be drafted into an application and reviewed by public works prior to submission.
FIRE/LIBRARY Council acknowledgedthe decision that was made to move the old building into BUILDING another location on the site as opposed to demolishing it.
Bill Bauer provided an update to Council on the grade and height ofthe new building. Workwill be undertaken to ensure that the buildingis lowered one (1) foot in height from the initial design of the contractors. This may result in some land work with a swale and retaining wall. The amount ofconcrete required for the slab will be reduced from 4 feet to 3 feet.
Council discussed the costs and commitments towards the project to date. The Administrator noted that the decision to relocate the building, along with some utility moves, signs and storage has resulted in the majority of the contingency funds being allocatedto these costs. In the event there are any other costs associated with the project, a budget amendment may be required. The Administrator noted that the costs associated with the legal case regarding a SUMMER VILLAGE OF GHOST LAKE -September 20, 2011
court injunction have not been included in the costs ofthe project as they are operating costs under legal services. The costs to date for legal services are $4,094.28. Invoices for planning services related to the injunction have not been submitted yet.
ROAD WORKS The Administrator noted that a site meeting will be held on Thursday, September 22 with the contractor and engineer prior to commencement ofthe project. Deputy Mayor Elvey indicated that he will be attending the meeting.
ANNUAL Council reviewed the minutes ofthe 2011 Annual Meeting and advised the MEETING Administrator to post the minutes on the website, clearly marked as unadopted.
WEED Council discussed the change in legislation that would require all municipalities CONTROL to have an appointed weed inspector. Council discussed approaching a new resident that may either be trained in Weed Control or has knowledge of local Weed Inspectors. A recommendation was also made to ask the Province for names of trained inspectors in the area and also to approach the MD of Bighorn to possibly sub-contract the services oftheir Weed Inspector.
PAYMENT Council acknowledged the cheque register payments in the amount of SCHEDULE $139,350.42 includingdirect withdrawls and cheques from number 917 to number 962.
CASH Council reviewed the Cash Statement for the period ending August 31, 2011. STATEMENT
11-060 MOVED by Deputy Mayor Elvey that Council approve the Cash Statement for the period ending August 31, 2011. CARRIED.
VARIANCE Council acknowledged the August 31, 2011 Balance Sheet and Budget Variance STATEMENT Statement.
CORRES.
FIRE ASSIST Council reviewed an invoice from the Town ofCochrane for Fire Assist for an ambulance call. The Administrator indicatedthat the CalgaryRegional Health Board would like to meet with Cochrane, Ghost Lake and Alberta Health to review the process for fire assist charges. Deputy Mayor Elvey indicatedthat there has been issueswith the ambulance locating properties at Ghost Lake with their current CAD system. Dispatch is currently reviewing the CAD and determining who needs to supply the data. At the present time, the last CAD is at the sign on Highway 1A where the speed changes to 80 km.
PUBLIC LANDS Council acknowledged a letter from Alberta Sustainable Resources regarding the Public Land Administration Regulation.
WEST END Council reviewed a letter from a resident regarding recommendations to remove MARINA the parking area in the west dock area. Council recommended that the SUMMER VILLAGE OF GHOST LAKE -September 20, 2011
Administrator respond indicating that the letter will be reviewed by the dock committee.
FORTIS WALSH Council reviewed the plan submitted by Fortis for power installation for the SUBDIVISION Walsh six (6) lot subdivision.
11-061 MOVED by Deputy Mayor Elvey that Council approve the Fortis installation for the Walsh subdivision as submitted. CARRIED
11-062 MOVED by Mayor Elvey that in the event any ofthe other utility designs are submitted prior to the next Council meeting, the Administrator is directed to send a letter ofapproval ifthe Development Officer submits a recommendation for approval. CARRIED.
BIGHORN MDP Council acknowledged a letter from the MD ofBighorn indicating that they are currently reviewing their Municipal Development Plan.
PUBLIC WORKS Deputy Mayor Elvey noted that more chip seal will be ordered. He also noted that the thistle was not sprayed this year. He will contact the weed contractors early in 2012.
EMERG. NIL
REC. The Administratornoted that John Walsh and Brain Oblak have both agreed to let their names stand for reappointment to the Recreation Committee.
11-063 MOVED by Deputy Mayor Elvey that Council appoint John Walsh and Brian Oblak to the Recreation Committeefor a three (3) year term ending August 31, 2014. CARRIED.
FIRE Deputy Mayor Elvey reported that a review ofthe fire truck will occur this weekend with volunteers. He also noted that he will review the Initial Assist Team.
SDAB The Administrator reported that Peter Attalla has agreed to let his name stand for reappointment to the Subdivision and Development Appeal Board.
11-064 MOVED by Deputy Mayor Elvey that Peter Attalla be appointed to the Subdivisionand Development Appeal Board for a three (3) year period ending August 31, 2014. CARRIED.
DOCK Council reviewed the recommendations put forward by the Dock Committee. Council indicated that discussion should commence with Alberta Environment regarding water andshoreline usage. The Administrator was directed to arrange for a meeting with Alberta Environment. SUMMER VILLAGE OF GHOST LAKE -September 20, 2011
Council recommended that a note be placed in the next newsletter indicating that the dock committee will be in discussions with TransAlta and Alberta Environment regarding docks and will host an Open House in the future. Council would also like it to be noted in the newsletter that there is a vacancy on the dock committee and would like to see representation from the west end on the committee.
Council encouraged the committee to develop a process for dock assignment and
access.
Council reviewed the terms ofreference for the committee and discussed amendments to the terms ofreference.
11-065 MOVED by Deputy Mayor Elvey that the Dock Committee terms ofreference by amended as discussed. CARRIED
SUSTAIN Mayor Miller reported that the Committee will bemeeting onOctober 18th, to work on finalizing a proposal for Council.
BY-ELECTION Council discussed a date to hold a by-election to fill the vacancy from the recent resignation ofBob Watts as a councillor.
11-066 MOVED by Deputy Mayor Elvey that Council establish the date ofthe by- election as Saturday December 3, 2011 and that nominations be accepted on Saturday November 5th, 2011 from 10 am until noon at the Community Services Building, Ghost Lake, Alberta. CARRIED.
AUDITOR The Administrator noted that Council is required to appoint a financial auditor for the audit ofthe 2011 financial statements.
11-067 MOVED by Deputy Mayor Elvey that Council appoint Scase and Partners as the financial auditors for the Summer Village of Ghost Lake for the year ending December 31, 2011. CARRIED.
INFORMATION Mayor Miller reported that an Information Session was held on September 8th SESSION with about fifty villagers in attendance. The purpose of the meetingwas to provide background information regarding the Community Services Building and the use of Village property which is being encroached on by the Rankin and Pruden property. The Mayor and Development Officer provided background information and Villagers were given an opportunity to speak. David Rankin and Phyllis Prudenwhere acknowledged and allowed to explain their point of view regarding the encroachment. Others in attendance were allowed to ask questions and provide comments.
The Mayor provided a letter to Mr Rankin indicating that the fence and hedge will be removed. Council will be in discussion with adjacent landowners for SUMMER VILLAGE OF GHOST LAKE -September 20, 2011
ideas for landscaping and residents in the Village have indicated their willingness to volunteer their time to assist with landscaping in the spring.
Council indicated that a letter will be sent to all villagers thanking them for attending the information session. A copy ofthe letter sent to Mr. Rankin will be attached to provide an update from the session.
DERELICT Council discussed enforcement ofderelict vehicles. It was recommended that VEHICLES the City ofCalgary Unsightly Vehicle Bylaw be reviewed to determine if it would be applicable at Ghost Lake.
IN CAMERA Council noted that they would like to meet in camera to discuss the contract and annual performance review ofthe ChiefAdministrative Officer.
11-068 MOVED by Deputy Mayor Elvey that Council meet in camera at 10:06pm CARRIED.
11-069 MOVED by Deputy Mayor Elvey that Council come out ofthe in camera session at 10:49 pm CARRIED.
CAO CONTRACT Council noted that the ChiefAdministrative Officer contract has been extended AND REVIEW to October 31, 2011 and that the new contract be circulated for review.
OVED by Mayor Miller that Council adjourn the meeting at 10:50pm. ARRIED.
ChiefiefAttmtrrrstflA ative Officer MINUTES OF THE SPECIAL MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE HELD AT 7:00 PM ON WEDNESDAY JULY 27, 2011 AT THE BOARDROOM FRANK WILLS MEMORIAL HALL, COCHRANE, ALBERTA, FOR THE PURPOSE OF DISCUSSING THE FOLLOWING ITEMS: LAKEFRONT LAND, FIRE ACCESS 700 BLOCK, VILLAGE COMMUNICATIONS, TAX PENALTIES AND LEGAL ISSUE .
PRESENT Mayor Bob Miller, Deputy Mayor Rick Elvey, Cr. Bob Watts Chief Administrative Officer Sharon Plett and one resident.
Called to Order by Mayor Miller at 7:00 pm.
LAKEFRONT Council reviewed a request received from an owner ofproperty in Block 2 PROPERTIES requesting that bushes located on lakefront lands adjacent to the neighbouring property be removed.
FIRE ACCESS Council reviewed the recent incident when Fortis contractors were unable to access the lands behind Block 7 for tree trimming due to residents' blocking the public lands with personal items. It was recommended that the area be surveyed to locate the property lines. The Administrator was directed to contact all affected property owners in Block 7 advising them that it is important to have the access in the public corridor accessible for emergency and service vehicles/equipment, therefore Village is arranging to survey the area with the intent that all items on Village lands be removed..
COMMUNIC. Council reviewed various avenues for communicating with residents and agreed that the Villagewebsite be maintained in an informationonly format for use by residents. Any other forms of communication will be reviewed by Council prior to implementation.
TAX PENALTIES The Administrator reported that tax penalties have been assessed on the following properties: Tax Account 6220 Amount $ 75.20 Tax Account 6230 Amount $246.12 The taxpayer had paid the taxes directly at a TD Canada Trust branch prior to deadline, however the bank teller in error, redeposited the funds back into the tax payer's own account. The Administrator requested a search ofthe deposit with TD Canada Trust representatives on June 29th but did not receive a response, leaving taxes outstanding on June 30th. Since that time the deposit has been located and the tax payer has redeposited the funds into the Village's bank account. The Administrator is requesting Council cancel the tax penalties on the affected properties.
11-053 MOVED by Deputy Mayor Elvey that Council cancel the following tax penalties due to error by the bank: Tax Account 6220 Amount $ 75.20 Tax Account 6230 Amount $246.12 CARRIED.
LEGAL ISSUE TheAdministrator requested thatCouncil meet in camera to discuss a legal issue. SUMMER VILLAGE OF GHOST LAKE -July 27, 2011
11-054 MOVED by Deputy Mayor Elvey that Council meet in camera. r CARRIED 11-055 MOVED by Deputy Mayor Elvey that Council come out ofthe in camera session. CARRIED.
11-056 MOVED by Deputy Mayor Elvey that Council officially engage the legal firm of Reynolds Mirth Farmer to represent the Village in the current legal claim and that the Administrator be directed to advise legal counsel that Council agrees with the lawyer's recommendations and that documentation be filed as required by the lawyers. CARRIED.
ADJOURN. MOVED by Cr. Watts that Council adjourn the meeting at 8:30 pm. 11-057 CARRIED.
Mayor ChiefAdministrative Officer r MINUTES OF THE ORGANIZATIONAL MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE HELD ON SATURDAY, JULY 27, 2010 AT 6:00 P.M. AT THE BOARDROOM, FRANK WILLS MEMORIAL HALL, COCHRANE ALBERTA.
PRESENT Mayor Rick Elvey, Cr Bob Miller, Deputy Mayor Bob Watts, Chief Administrative Officer Sharon Plett and 1 resident.
Mayor Elvey called the meeting to order at 6:08 pm.
APPOINT Mayor Elvey asked for nominations for mayor. Rick Elvey nominated Bob MAYOR Miller as mayor for a one year term. There were no further nominations.
11-047 MOVED by Mayor Elvey that Bob Miller be appointed mayor for a one year term. CARRIED
Mayor Miller assumed the chair and took the Oath ofOffice.
APPOINT Mayor Miller asked for nominations for deputy mayor. Deputy Mayor Bob DEPUTY Watts nominated Rick Elvey as deputy mayor for a one year term. MAYOR
11-048 MOVED by Deputy Mayor Watts that Rick Elvey be appointed as deputy mayor for a one year term. CARRIED.
Deputy Mayor Elvey took the Oath of Office.
MEETING Council discussed setting meetingdates. Council reviewed dates and agreed to DATES meet every other month during the 2011/12 season commencing at 4:00 pm at the Provincial Building in Cochrane. Council will arrange for dinner to be delivered to each ofthe regular meetings.
11-049 MOVED by Deputy Mayor Elvey that the 2011/12 regular council meetings for 4:00 pm at the Provincial Building in Cochrane, Alberta on the following dates: Tuesday, September 20, 2011 Tuesday, December 13, 2011 Tuesday, February 7, 2012 Wednesday, April 25, 2012 Tuesday, May 29, 2012
The PublicHearing for the Sustainability Plan be held at 7:00 pm on Tuesday December 6, 2011 at the Provincial Building in Cochrane
The Annual General Meeting of the ratepayers of the Summer Village be held in the Community Services Building at 1:00 pm on Saturday, June 9, 2012. CARRIED.
COMM. Council discussed council representatives on various committees. APPOINTS
11-050 MOVED by Deputy Mayor Elvey that the following one year terms be Z^Jo SUMMER VILLAGE OF GHOST LAKE - July 27, 2011
approved: Rick Elvey be appointed as: Fire Guardian, Disaster Services Director Councillor responsible for Public Works, member ofthe Subdivision and Development Appeal Board, Council representative for the Dock Committee and Planning Liaison Bob Watts be appointed as: Fire Guardian, Initial Assist Team Coordinator, and member ofthe Subdivision Approving Authority;
that Bob Miller be appointed as: member to the Subdivision Approving Authority, Recreation Board council representative and Council representative for the Sustainability Committee. CARRIED.
COMM Council discussed appointments that expire at the end ofAugust MEMBERS for members on the SDAB and Recreation Committee. It was recommended that each person whose term expires onAugust 31st, 2011 be invited to apply for reappointment and that their term be extended until the next Council meeting. It was also recommended that the volunteer list from the AGM be reviewed and a r list ofvolunteers be created at the upcoming Sustainability Workshop encouraging residents to apply for membership on committees. 11-051 MOVED by Deputy Mayor Rick Elvey that Council extend the following appointment to September 20, 2011: Subdivision and Development Appeal Board - Peter Attalla, Jennifer Brown Recreation - John Walsh, Kathy Oblak, Brian Oblak CARRIED.
ADJOURN MOVED by Mayor Miller that the meeting adjourn at 6:55 pm. 11-052 CARRIED.
Mayor ChiefAdministrative Officer MINUTES OF THE SPECIAL MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE FOR THE PURPOSE OF PASSING BYLAW TO INCREASE THE DEBT SERVICING LIMIT AND AUTHORIZING INTERIM BORROWING WITH THE MEETING HELD VIA TELECONFERENCE ON TUESDAY, JUNE 28, 2011 AT 4:00 P.M. WITH LISTENING CAPABILITIES AT THE VILLAGE OFFICE CALGARY, ALBERTA.
PRESENT Mayor Rick Elvey, Deputy Mayor Bob Watts and ChiefAdministrative Officer Sharon Plett.
Called to Order by Mayor Elvey at 4:00 pm.
MINISTERIAL Council received Ministerial Approval L 160/11 authorizing the Summer Village ORDER of Ghost Lake to exceed the annual debt servicing limit on a short term basis to accommodate funding of the Community Services Building prior to receiving future MSI Capital grant funds.
BYLAW 213 Being a bylaw to authorize the Council ofthe Summer Village of Ghost Lake to incur indebtedness by the issuance ofshort-term borrowing in the amount of $120,000 for the purpose of interim financing to construct a community building.
11-041 MOVED by Mayor Elvey that Bylaw 213 be given first reading. CARRIED.
11-042 MOVED by Deputy Mayor Bob Wattsthat Bylaw 213 be given second reading. CARRIED.
MOVED by Deputy Mayor Bob Watts that all councilors present are in favour of 11-043 giving Bylaw 213 third reading at this meeting. CARRIED UNANIMOUSLY.
11-044 MOVED by MayorElveythat Bylaw 213 be given third reading and declared finally passed. CARRIED.
INTERIM Council discussed short term borrowing and it was noted that TD Canada Trust BORROWING has approved short term borrowing for the summer village.
11-045 MOVED by Mayor Elvey that Council approve the resolution agreement as presented by TD Canada Trust and that the Mayor and Administrator be directed to sign the resolution document on behalfof the Summer Village of Ghost Lake. CARRIED.
ADJOURN. MOVED-by MayorElveythat Council adjourn the meeting at 4:15 pm. 11-0 CAI
Mayor ChiefAdministrative Officer SUMMER VILLAGE OF GHOST LAKE - JUNE 4, 20
MINUTES OF THE ANNUAL MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE HELD ON SATURDAY, JUNE 4, 2011 AT 1:00 P.M. AT THE COMMUNITY BUILDING (FIREHALL) IN GHOST LAKE, ALBERTA.
PRESENT Mayor Rick Elvey Deputy Mayor Bob Watts, Councillor Bob Miller, ChiefAdministrative Officer Sharon Plett and 40 residents.
Called to Order by Bob Miller at 1:11 p.m.
MINUTES The minutes ofthe 2010 Annual Meeting held on June 19, 2010 were circulated.
MOVED by Randy Deines and seconded by Ron Kennard that the minutes ofthe 2010 Annual Meeting be adopted as circulated. CARRIED.
MAYOR'S Rick Elvey reported on the following activities during the past year: REPORT Leif Lausten resigned as Chairman ofthe public works committee after serving the community for many years. The Village amalgamated the contract for planning and subdivision, ending contracts with Town of Cochrane for subdivision services and Romanesky Planning Services and engaging Planning Protocol to handle both areas. The Village engaged the services of Monica Pohlmann to assist the Sustainability Committee with creating a sustainability plan and facilitating the workshops. Bob Miller has been assisting the sustainability committee with GIS mapping. Council determined not to pass the Recreational Vehicle Parking Bylaw. The architecture firm of BRZ was contracted to complete the design drawings and specifications for the new community building. Council, in consultation with the engineer and planners, developed two (2) road standards for the summer village - a paved road standard and a gravel road standard. Council engaged the services of AMEC to engineer and design phase 1 ofthe road improvements. The Land Use Bylaw was amended to include minimum parcel sizes, requirement for grade slips and fencing requirements for excavations. Council determined it was counter productive for administration to be retaining historical data. The file retention bylaw was updated and a file archiving and destruction project will be undertaken in 2011. The Town of Cochrane donated an old fire truck to the Village for use by the initial assist team. Richard Reitz has been hired as the STEP summer labourer for 2011. Olav Cramer has retired as regatta chairperson and to date no one has come forward to organize the event. Ed Muchowski, longterm village assessor has retired and in his place Council has engaged the services ofThe MuniServe Corporation. As requested at last year's Annual meeting, Council changed the date ofthe spring cleanup this year, hopingto attractmore peoplewho may have conflicts with the springcleanup being held on the longweekend. The same people that show up each year came out again. The Village is in need ofmore volunteers.
SPECIAL Council acknowledged the services of long term volunteer in the community Leif Laustsen. PRESENTA. SUMMER VILLAGE OF GHOST LAKE - JUNE 4, 2011
FINANCE Sharon Plett reported: $ 1,700 of tax revenue transferred to capital reserve for future projects REPORT Physical assets acquired in 2010 total $500 include: Donated fire truck was received from Town ofCochrane,
Reserves at end of2010 included ALET- 5,825 Contingency 10,000 Ambulance 625 Road Mtce 221 Fire Equipment 2,705 Rec Goods Operating 500 Rec Board 1,150 Library 1,400 Planning 850 Capital Works 94,919 Rec & Parks 4,281
2011 budget
Changes in Property Taxes .9% increase 2010 2011 School Taxes 92,130 91,592 -.6% increase Municipal Taxes 67,185 69,168 3.0% increase Operating Expenses 87,902 137,844 Capital Expenses 382,600 620,100
Capital Budget includes the following items
Community Building Expenditures $ 355,950 Revenues Capital Grants $ 355,950 (initial year borrow $120,000 from bank and $62,796 from reserves then pay back with future year grants) Causeway Road Expenditure $ 600 Revenue Capital Reserves $ 600 RipRap Breakwater Expenditure $4,500 Revenue Capital Reserves $ 4,500 Beach improvements Expenditure $ 500 Revenue Capital Reserves $ 500 Road Construction Expenditure $ 258,000 Revenue Grants $ 258,000 (initial year borrow $48,349 from reserves and pay back with future grant funds) 2011 budget included $ 0 oftax levy placed into capital reserves.
FIRE/LIBRARY Rick Elvey reported that the low bid receive was within the revised budget for a new community BUILDING services building which includes additional space for a future kitchen facilities and washroom. The building will be constructed this summer. Sharon Plett reviewed the funding for the project and the need to borrow from reserves until future MSI Capital Grant funds are received. SUMMER VILLAGE OF GHOST LAKE - JUNE 4, 2011
ROAD PLAN Rick Elvey reported on the road plan indicating that Council has developed a working relationship with AMEC Engineering and will be upgrading and paving the road from the top ofthe hill down to the firehall. Originally the Village was looking at dovetailing the roadwork with the Highway 1A work. There is no start date for the Highway 1A work, so Council has decided to start phasing in road projects as grant monies come available. Included in the road work will be three (3) speed bumps. Sharon Plett reviewed the grant funding sources for the project and noted that the village will need to interim finance for less than two years until all grant funds are in place. A ministerial order is currently being applied for. Once received the contract will be awarded to the low bidder.
A question was received about what was happening with the other roads and timing for work. Council indicated that the current project is the first phase and that Council will upgrade other roads as additional grant funds become available.
RECREATION Bob Miller noted that no one has come forward to coordinate the Regatta for 2011. If no one comes forward there will be no Regatta this year. He explained the duties ofthe coordinator then asked for volunteers for coordinate the event and no one came forward.
PUBLIC Bob Watts noted that there is a need to get a group ofvolunteers together to complete a variety of WORKS the jobs. A sign up sheet will be available at the end ofthe meeting. Bob Miller noted that the Sustainability committee has noted one ofthe biggest concerns in the village is the lack ofnew volunteers.
It was noted that a sign up sheet will be available at the end ofthe meeting for individuals willing to volunteer time to supervise the summer worker.
A question was asked if the village should hire out some ofthe work instead of continually relying on the regular volunteers that come out for all events.
A comment was made that a resident has placed their name on a sign up sheet, but has never been called to help.
FIRE & Sharon Plett discussed the need for residents to check their insurance to determine if they have EMERGENCY coverage to pay for the cost of fighting fires. The Fire Bylaw indicates that the Council may charge the cost offighting a fire directly against the property of origin.
A question ofconcern was presented asking what the Village is doing to protect the village from outside fires. Rick Elvey noted that grass is being cut on the perimeter of the village on an ongoing basis to reduce potential grass fires. Rick Elvey noted that a training session on emergency equipment will be undertaken this summer.
LIBRARY Chris Boyd thanked Renee and Dixie and Pat Zamboryfor lookingafter the Ghost Lake Paperback library. She outlined the benefitsof the Marigold System including the access to books through the mail and the Children's' Summer Reading Program. She also reported that Marigold Library is 30 years old this year.
SUSTAIN Bill Bauer, Co-Chair of the Sustainability Committee reviewed the progress of the committee, COMMITTEE indicating that there are 15 volunteer working with the assistance of Monica Polhman to establish a sustainability plan for the future. He noted that the projected growth over the next 70 years, will double the regional population, having an impact on the environment and infrastructure. The Village needs to react to the growth and determine how it will operate. The plan will become the basis for a Municipal Development Plan, Capital Infrastructure Plan and Investment Plan. He noted that there will be two workshops held this summer to deal with the values and issues. All residents are encouraged to attend. The draft plan will be available prior to the workshop. The Committee will take the input received at the workshops to finalize the plan for Council's review. Council will then hold a public meeting to adopt the plan. SUMMER VILLAGE OF GHOST LAKE - JUNE 4, 2011
DOCK Noel Betts Chairman ofthe Dock Committee reported that the committee has been established and COMMITTEE are currently reviewing the pier at the centre ofthe boat dock area, they are also reviewing the west end boat docking area and determining how to ensure that everyone in the village has a dock. Options being reviewed include expansion ofdocking areas and reconfiguring existing dock areas.
QUESTIONS A question was asked about where notice board would be when existing building is removed. Council noted that the notice board would be relocated to the shed.
A question was asked who purchases gas for the mower. Council advised that residents are reimbursed when purchasing gas for the mower.
Ron Kennard thanked Council and the Administrator for their work over the past year.
ADJOURN. MOVED by Bob Watts that the meeting adjourn at 3:4Ch*m. CARRIED.
Mayor ChiefAdministrative Officer Summer Village of Ghost Lake Council Meeting Agenda Tuesday, May 31, 2011 4:00 pm Room 242, Cochrane Provincial Building, Cochrane, Alberta
ITEM DESCRIPTION
1.0 Call to Order
2.0 Approval of Agenda
3.0 Delegations
3.1 Sustainability Committee Chairpersons - Update
4.0 Minutes
4.1 Regular Meeting, April 19, 2011
5.0 Old Business
5.1 Community Well
5.2 Breakwater Work
5.3 Fire/Community Building Re: Demolition Plan Re: Approval ofTenders
5.4 Road Development Re: Discuss Tenders
5.5 STEP Employee
6.0 Financial
6.1 Payment Schedule
7.0 Correspondence
7.1 Boyd, Bill & Chris Re: Unsightly Premises
7.2 Alberta Weed School
7.3 Emergency Public Warning Training
7.4 Marigold Library Agreement
8.0 Committees Summer Village of Ghost Lake Council Agenda - May 31, 2011 Page 2
ITEM DESCRIPTON
8.1 Public Works
8.2 Emergency
8.3 Recreation Regatta Chairperson
8.4 Fire
8.5 SDAB
8.6 Dock
8.7 Sustainability
9.0 New Business
9.1 Annual Meeting
10.0 Adjournment
* previously sent (please bring your copy) ** available at meeting MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE HELD ON TUESDAY, MAY 31, 2011 AT 4:00 P.M. AT ROOM 242 PROVINCIAL BUILDING, COCHRANE ALBERTA.
PRESENT Mayor Rick Elvey, Deputy Mayor Bob Watts, Councillor Bob Miller, Chief Administrative Officer Sharon Plett.
Called to Order by Mayor Elvey at 4:28 pm.
AGENDA Council reviewed the agenda.
SUSTAIN Bill Bauer and Bernadette Geronazzo Co-chairpersons for the Sustainability PLAN Working Committee attended the meeting to provide an update on the Committee's work. They presented the shared values developed by the Committee along with the Vision Statement. The work plan and time table of work performed to date and future meetings were also discussed. It was indicated that the projected time for taking the plan to public hearing would be late fall 2011 with adoption ofthe plan in 2012.
Discussion was had on creating a logo for the village. Bernadette noted that she would discuss logo design with the communications group. Bernadette also noted that a survey will be provided to residents around the same time that the summer workshops are occurring.
Bill Bauer indicated that he would provide a brief report to the public at the annual general meeting on Saturday.
MINUTES Council reviewed the minutes ofthe April 19, 2011 regular meeting.
11-029 MOVED by Cr. Miller that the minutes ofthe April 19, 2011 Regular Meeting be adopted as submitted. CARRIED.
COMMUNITY TABLE WELL
BREAKWATER Council reviewed the map developed by Cr. Miller and agreed to refer discussion ofbreakwater improvements to the Dock committee.
FIRE/LIBRARY The Administrator outlined the bids that were received on the Fire/Library BUILDING Building and noted that the low bidder was Conco Contracting Group at $307,000. The Administratorprovided Council with a revised budget for the project and source offunding and source ofcash flow summaries. Discussion was had on demolition versus moving the existing building. Bob Watts indicated that he would have a recommendation ready for Council on Saturday morning prior to the AGM. Council agreed review recommendations on the demolition of the building on June 4th.
^ SUMMER VILLAGE OF GHOST LAKE -May 31, 201
11-030 MOVED by Cr. Miller that Council approve the budget amendment for the building as follows: Project Costs $ 356,000
Source of Funding MSI Grants 2007-2013 $356,000 CARRIED.
11 -031 MOVED by Cr. Miller that Council utilize the following interim cash flow funds until all ofthe grant funds are received: Capital Works Reserve $ 62,796 Short Term Borrowing $ 120,000 CARRIED.
11-032 MOVED by Cr. Miller that Council engage the services ofBRZ Architect to supervise the project at the estimated cost of$3,000. CARRIED,
11 -033 MOVED by Cr. Miller that Council accept the tender ofthe low bidder, Conco Contracting Corp. for the Emergency Building subject to ministerial order to increase annual debt servicing limit and interim borrowing approval. CARRIED.
ROAD WORKS Council reviewed the bids and acknowledged that low bidder is DBC Contractors Ltd.
11-034 MOVED by Deputy Mayor Watts that Council approve the budget amendment for the road upgrade as follows:
Project Costs $ 258,000
Source of Funding SIP Grants $117,639 AMIP Grants $118,161 FGT (2012-14) $ 22,200 CARRIED.
11-035 MOVED by Mayor Elvey that Council utilize the following interim cash flow funds until all ofthe grant funds are received: Capital Works Reserve $ 31,899 ALET Reserve $ 5,825 Ambulance $ 625 Contingency $ 10,000 CARRIED.
11-036 MOVED by Deputy Mayor Watts that Council accept the tender ofthe low bidder, DBC Contractors Ltd. for the Road works Project subject grant approval and interim funding approval of the Fire/Library Building. SUMMER VILLAGE OF GHOST LAKE -May 31, 2011
CARRIED.
ANNUAL DEBT With the interim borrowingthat may be required until the MSI Capital funds are LIMIT received in 2012 and 2013, the Summer Village will not exceed their total debt limit but will exceedthe annual debt servicinglimit due to the loan beingfor a maximum oftwo (2) years only. A ministerial order is required to allow an increase in the annual debt servicing limit.
11-037 MOVED by Cr. Miller that Council make application to the Minister of Municipal Affairs to increase the annual debt servicing limit to accommodate the interim funding for the Fire/Library Building until MSI Capital Funds are received. CARRIED.
STEP Council reviewed the applications received for the STEP program and agreed that one person would be hired under the STEP program and a second would be hired on a casual basis when work was required.
11-038 MOVED by Deputy Mayor Watts that Richard Reitz be hired as the 2011 STEP employee and that Kayla Reitz be engaged as a casual labourer. CARRIED.
Council reviewed the cheque register including direct withdrawls and cheques PAYMENT 909-916 for a total of$20,027.94 and acknowledged payment ofthe accounts. SCHEDULE
CORRES. Council reviewed a letter received from Bill and Chris Boyd regarding various bylaw infractions in the Village. Council directed the administrator to send letters to the offenders and to reply to the Boyd's indicating that Council reacts on a complaint basis and that they rely on residents to make them aware of violations.
Council agreed to tables discussion ofthe Weed Control Act changes until the next Council meeting.
Council indicatedthat they would ask for volunteers at the annual meeting to enroll in the Emergency Warning Alert training session.
ANNUAL Council reviewed the agenda for the annual meeting and agreed that a section be MEETING placed under New Business asking for Volunteers for STEP Supervising, Emergency Warning Training and Regatta Chairperson.
MARIGOLD Council reviewed the increased rates pursuant to Schedule C funding for the LIBRARY Marigold Library. SUMMER VILLAGE OF GHOST LAKE -May 31, 2011
11-039 MOVED by Cr. Miller that Council approve Schedule C for the Marigold Library for the 2012-2014 period CARRIED.
PUBLIC WORKS Mayor Elvey noted that during the recent flooding and rains that the road between the Lawrence and Walsh properties is washing out. It was agreed that the engineer/planner should review the damage. Council also noted an open pit well on 508 Ghost Lake Village and directed the Administrator to notify the owner to rectify the situation to ensure that it is not a hazard.
EMERG. NIL
REC. NIL
FIRE NIL
NIL DOCK
SUSTAIN NIL
ADJOURN. MOVED by Mayor Elvey that Council adjourn the meeting at 8:09 pm. 11-04
layor ChiefAdministrative Officer Summer Village of Ghost Lake 2011 Annual Meeting Agenda Saturday, June 4, 2011 1:00 pm Community Building (Fire Hall) 601 Ghost Lake Village
Call to Order
Minutes 2010 Annual Meeting - June 19, 2010
Mayor's Report Rick Elvey
Finance Report Sharon Plett
Special Presentation Rick Elvey
Old Business
Fire and Library Building Update Rick Elvey
Road Upgrades Rick Elvey
Committee Reports
Recreation Bob Miller
Public Works Bob Watts
Fire & Emergency Rick Elvey
Library Chris Boyd
Sustainability Bill Bauer
Dock Committee Noel Betts
New Business
Volunteers Required o STEP student supervisors o Regatta Chairperson o Emergency Alert Training
Question/Answer
Adjournment Summer Village of Ghost Lake Council Meeting Agenda Tuesday, May 31, 2011 4:00 pm Room 242, Cochrane Provincial Building, Cochrane, Alberta
ITEM DESCRIPTION
1.0 Call to Order
2.0 Approval of Agenda
3.0 Delegations
3.1 Sustainability Committee Chairpersons - Update
4.0 Minutes
4.1 Regular Meeting, April 19, 2011
5.0 Old Business
5.1 Community Well
5.2 Breakwater Work
5.3 Fire/Community Building Re: Demolition Plan Re: Approval ofTenders
5.4 Road Development Re: Discuss Tenders
5.5 STEP Employee
6.0 Financial
6.1 Payment Schedule
7.0 Correspondence
7.1 Boyd, Bill & Chris Re: Unsightly Premises
7.2 Alberta Weed School
7.3 Emergency Public Warning Training
7.4 Marigold Library Agreement
8.0 Committees Summer Village of Ghost Lake Council Agenda - May 31, 2011 Page 2
ITEM DESCRIPTON
8.1 Public Works
8.2 Emergency
8.3 Recreation Regatta Chairperson
8.4 Fire
8.5 SDAB
8.6 Dock
8.7 Sustainability
9.0 New Business
9.1 Annual Meeting
10.0 Adjournment
* previously sent (please bring your copy) ** available at meeting Summer Village of Ghost Lake Council Meeting Agenda Tuesday, April 19, 2011 4:00 pm Room 242, Cochrane Provincial Building, Cochrane, Alberta
ITEM DESCRIPTION
1.0 Call to Order
2.0 Approval of Agenda
3.0 Delegations
4.0 Minutes
4.1 Regular Meeting, February 8, 2011 4.2 Public Hearing Minutes February 8,
5.0 Old Business
5.1 Walsh Subdivison Re: Walsh - Fees Re: Service Agreement Re: Walsh - Request for Extension Re: Telus - Service approval
5.2 Community Well
5.3 Breakwater Work
5.4 Fire/Community Building Re: Site Plan Approval Re: Demolition Plan (discuss)
5.5 Bylaw Officer
5.6 Road Development
5.7 Records Retention & Archiving
6.0 Financial
6.1 2010 Audited Financial Statement
6.2 Payment Schedule
6.3 2011 Budget
6.4 Tax Rate Bylaw Number 212 MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE HELD ON TUESDAY, APRIL 19, 2011 AT 4:00 P.M. AT ROOM 242 PROVINCIAL BUILDING, COCHRANE ALBERTA.
PRESENT Mayor Rick Elvey, Deputy Mayor Bob Watts, Councillor Bob Miller, Chief Administrative Officer Sharon Plett and 1 resident.
Called to Order by Mayor Elvey at 4:26 pm.
AGENDA Council reviewed the agenda.
11-013 MOVED by Cr. Miller that the agenda be approved as submitted. CARRIED.
MINUTES Council reviewed the minutes ofthe February 8, 2011 regular meeting and February 8, 2011 Public Hearing. 11-014 MOVED by Cr. Miller that the minutes ofthe February 8, 2011 Regular Meeting be adopted as submitted. CARRIED.
11-015 MOVED by Cr. Miller that the minutes ofthe February 8, 2011 Public Hearing be adopted as submitted. CARRIED.
WALSH Rod Potrie, Planner for the Summer Village noted that MJL Walsh Professional SUBDIVISION Corporation has signed the Development Agreement and has sent in a letter FEES indicating that he agrees to paying ongoing costs but does not feel that the costs associated with the AMEC report should be part ofthe costs bourn by the developer.
Mr. Walsh outlined that he believes that the costs the AMEC report should not be paid for by MJL Walsh Professional Corporation.
Rod Potrie, recommended that the AMEC report costs continue to be included in the recoverable costs ofthe Development Agreement citing that normally a developer pays all costs attributable to a subdivision.
Council further discussed the fees and costs and confirmed that the AMEC report costs are contained within the costs attributable to the developer under section 12.7 ofthe development agreement.
11-016 MOVED by Cr. Miller that Council not amend the Development Agreement to exclude any specific costs from consideration ofcost recovery by the Developer and that the applicant's request that the developer not be responsible for specific costs, namely the AMEC report costs, be denied. CARRIED.
<& SUMMER VILLAGE OF GHOST LAKE-April 19, 201
WALSH The planner indicated that the developer has signed the Development SUBDIVISION Agreement. The Planner noted that security deposits have been paid to the DEVELOPMENT Summer Village and recommended that Council sign the agreement. AGREEMENT Council indicated that they are signing the agreement with the understanding that there is no exclusion ofcosts, specifically the AMEC report costs from Section 12.7.
11-017 MOVED by Cr. Miller that Council authorize the Mayor and Administrator to sign the development agreement as presented. CARRIED.
WALSH Council reviewed a request from MJL Walsh Professional Corporation to grant a SUBDIVISION one (1) year extension for the subdivision process to June 8, 2012. EXTENSION Rod Potrie reported that he had met with the engineers representing the developer and that they have made substantial advances and will have drawings ready by next Friday. It is Mr. Potrie's opinion that the developer has made sufficient progress to move forward and would recommend a request for an extension. Mr. Potrie cited the following items to support an extension: Late spring, drawings will be submitted next week, utilities need to be moved, construction contractor cannot start work until the utilities are moved.
11-018 MOVED by Mayor Elvey that Council grant an extension to MJL Walsh Professional Corporation for meeting the subdivision conditions on the subdivision ofLots 9,10,11 Blk 5 Plan 6490EL as outlined in SDAB Decision 02-10 dated June 8, 2010 to December 8, 2011. CARRIED.
WALSH Council reviewed a plan submitted by Telus for relocation ofutilities due to the SUBDIVISION Walsh Subdivision construction. TELUS
11-019 MOVED by Cr. Miller that Council approve the design work as submitted by Telus with the condition that the final document must be verified by the Development Officer prior to installation and that all costs associated with this request be the sole responsbility ofthe developer, MJL Walsh Professional Corporation. CARRIED.
FIRE/LIBRARY Council reviewed the site plan drafted by the BRZ and indicated that they were BUILDING in agreement with the layout ofthe building on the site. The Administrator noted that she required more detail from Council in order to apply for a demolition permit ofthe existing building on the site. Council discussed demolition ofthe existing building and temporary storage of items in the current facility. It was
~ agreed that a tent or POD be considered for temporary storage and that a mover be contacted to determine ifthey would like to move and keep the building as opposed to demolishing it. SUMMER VILLAGEOF GHOST LAKE-April 19, 2011
COMMUNITY Table at this time. WELL
BREAKWATER The Administrator will forward the original application package to Cr. Miller to determine if he is able to develop a map and plan for the project that is acceptable to Nav Waters.
BYLAW Council tabled discussion ofa bylaw officer at this time but will continue to OFFICER pursue options. It was recommended that community demographic information be provided to the RCMP and that Council meet with RCMP to discuss patrolling and issues in the Village.
ROAD Council noted that the late spring has caused a delay in getting a tender ready for DEVELOPMENT the proposed road project. Shane Duval, engineer at AMEC has indicated that the tenders will close on May 20 .
FILE Council reviewed a proposal from the Administrator regarding assembling a RETENTION consortium ofindividuals that are familiar with records management to undertake the file retention project.
11-020 MOVED by Cr. Miller that Council approve the file retention project being undertaken by a consortium of individuals including Sharon Plett with the r understanding that the project not exceed $ 9.400 and that the group assess the project when 20% complete and determine ifthey are able to complete the project for $9,400 or less. Ifthey are unable to confirm that the project can be completed for $9,400 or less they are to cease work on the project at that time and report findings to Council. CARRIED.
FINANCIAL Council reviewed the 2010 audited financial statements and management letter as STATMENTS prepared by Scase and Partners Professional Accountants.
11-021 MOVED by Mayor Elvey that Council approve the 2010 audited financial statements as presented. CARRIED.
PAYMENT Council reviewed the cheque register including direct withdrawls and cheques SCHEDULE >-908 for a total of$52,677.33 and acknowledged payment ofthe accounts.
2011 BUDGET Council reviewed the 2011 budget.
11-022 MOVED by Mayor Elvey that Council approve the budget as presented. CARRIED. SUMMER VILLAGE OF GHOST LAKE -April 19, 2011
BYLAW 212 Being a bylaw of the Summer Village of Ghost Lake to establishthe 2011 tax 2011 TAX RATES rates for the Summer Village of Ghost Lake.
11-023 MOVED by Cr. Miller that Bylaw 212 be given first reading. CARRIED.
11-024 MOVED by Mayor Elvey that Bylaw 212 be given second reading. CARRIED.
11-025 MOVED by Cr. Miller that Bylaw 212 be introduced for third reading at this meeting. CARRIED UNANIMOUSLY.
11-026 MOVED by Deputy Mayor Watts that Bylaw 212 be given third reading and declared finally passed. CARRIED.
CORRES. Council acknowledged correspondence from Alberta Municipal Affairs regarding the 2011 MSI allocations and the MSI threshold limits.
ANNUAL Council discussed a date for holding the 2011 Annual meeting, citing date MEETING conflicts with the third Saturday in June. It was recommended that the meeting th be moved to June 4 11-027 MOVED by Cr. Miller that the Annual Meeting be held on Saturday June 4, 2011 at the Community/Fire Building commencing at 1:00 pm. CARRIED
DAVIS Council noted that their contract with Davis Inspection Services will be expiring INSPECTION in June. It was recommended that the contract be extended for a three (3) year CONTRACT period.
11-028 MOVED by Mayor Elvey that Council extend the contract for inspection services with Davis Inspection Services for an additional three (3) years. CARRIED.
PUBLIC WORKS Deputy Mayor Watts noted that he is looking for help with the public works duties. He also noted that council should look at purchasing additional snowfence and posts for the next winter season. Discussion was had on a Spring Cleanup and it was agreed it should be held on Saturday May 28th with individuals to meet at 9 am at the fire bulding. It was recommended that a thank you go out in the next newsletter to Pete Ireland, Bruce Anderson and Rick Elvey for volunteering to move snow from the roads this past winter.
EMERG. NIL
REC. Cr. Miller noted that a Chairperson has not been found for the 2011 Regatta. It was recommended that a note be included in the upcoming newsletterindicating that ifa coordinator is not found the regatta may be cancelled. FIRE Deputy Mayor Wattsindicated that he needs help to change the fuel pump on the truck. Mayor Elvey agreed to help. DOCK Mayor Elveynoted that the dock committee is meeting on Wedensday evening. SUSTAIN Cr. Miller noted that there are consistently 11-12 people attending the monthly meetings. The committee is starting to write up information and will be hosting two open houses in the summer. ADJOURN. MOVED by Mayor Elvey that Council adjourn the meeting at 7:49 pm. 11-028 CARRIED. ChiefAdministrative Officer MINUTES OF THE PUBLIC HEARING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE HELD ON TUESDAY, FEBRUARY 8, 2011 AT 7:00 P.M. AT ROOM 242 PROVINCIAL BUILDING, COCHRANE ALBERTA FOR LAND USE BYLAW AMENDMENTS. PRESENT Mayor Rick Elvey, Deputy Mayor Bob Watts, Councillor Bob Miller, Chief Administrative Officer Sharon Plett, Planner Sheikh Hossain and 3 residents. CALLED TO Called to Order by Mayor Elvey at 7:10 pm and declared the Hearing open for ORDER submissions on the Land Use Bylaw Amendments on Bylaw 208 and Bylaw 211 stating this Public Hearing is held pursuant to Section 692 ofthe Municipal Government Act. NOTICE Mayor Elvey asked the Secretary ifnotice ofthis hearing has been served in accordance with the requirements ofthe Land Use Bylaw and Board. The Administration read the following information into the record: 1. Written Notice was mailed to landowners on January 18, 2011 2. Written notice was posted on Village Notice Board - January 18, 2011. CONDUCT Mayor Elvey stated that the Rules of Conduct at the hearing are: Persons addressing Council shall: • Give name and address • Indicate ifspeaking on own behalfor on the behalfofanother person, or group ofpersons or an organization. • The Chairman and members ofBoard may ask questions and answers and those questions shall be directed to the Chairman and shall be brief and factual. •A five minute time limit on oral presentations is observed • All conduct at the Hearing must be carried out in any orderly fashion in accordance with normal parliamentary procedures. Order ofpresentation will be: • Any other person who was given notice ofthe hearing and who wishes to be heard or a person acting on behalfofthat person • Any person who claims to be affected by the decision and that the Board agrees to hear, or a person acting on behalfofthat person BYLAW 208 Mayor Elvey opened up presentations for Bylaw 208. This bylaw amendment addresses a requirement for grade slips and fencing open excavations. Ron Kennard provided a verbal submission asking Council how the process regarding grade slip would work. He also asked ifthere would be a required inspection at the foundation stage. John Walsh provided a verbal submission asking Council ifthe proposed amendment would affect current construction projects. Mayor Elvey closed discussion ofBylaw 208 BYLAW 211 Chairman Mayor Elvey opened up presentations for Bylaw 211. This bylaw <& SUMMER VILLAGE OFGHOST LAKE -February 8, 201 amendment addresses a change in minimum parcel sizefor R-l lots increasing it from 1900m2to3100m2. Sheikh Hossain, Planner with Planning Protocol provided a background presentation on the proposed amendment. John Walsh provided a verbal submission asking Council what had changed since the initial Land Use Committee's discussions to invoke the increase in parcel size. He also asked Council if there was any other mechanism other than bylaw changeto could be used to prevent subdivisionand he also asked if any legal counsel was sought to determine the legal ramifications regarding the bylaw amendment's impact on future real estate values, Ron Kennard provided a verbal submission indicating that he felt the map accompanying the notice ofamendment was misleading as he assumed the bylaw only affected the lots in Block 5. Chairman closed discussion of Bylaw 211 Mayor Elvey asked the Administrator to read into the record written submissions The Administrator read a submission received from Joan Lawrence in support of the proposed amendment to Bylaw 211. ADJOURN. Mayor Elvey declared the public hearing adjourned at 7:46 pm. Secretary r Summer Village ofGhost Lake Council Meeting Agenda Tuesday, February 8, 2011 4:00 pm --.,„—Room 242,_ .«_, Cochrane_„»...... *Provincial. „,...... «,Building, Cochrane, Alberta ITEM DESCRIPTION 1.0 Call to Order 2.0 Approval of Agenda 3.0 Delegations 3.1 Ken Hutchison Re: Firehall Design 4.0 Minutes 4.1 Regular Meeting, December 14, 2010 5.0 Financial 5.1 Cash Statement December 31, 2010 5.2 Monthly Financial Statement December 31, 2010 ~ 5.3 Payment Schedule 6.0 Old Business 6.1 Community Well 6.2 Breakwater Work 6.3 Fire/Community Building 6.4 Bylaw Officer 6.5 Walsh Subdivison Re: Subdivision Extension Request 6.6 Bylaw 208, 211 7.0 Correspondence 7.1 Paul Hinman Re: Wildrose Caucus 7.2 Statistics Canada Re: 2011 Census Summer Village of Ghost Lake Council Agenda - Feb 8, 2011 Page 2 ITEM DESCRIPTON 7.3 Alberta Health Services Re: Wait Times 7.4 Laustsen, Dana & Karen Re: Community Building 7.5 Laustsen, Leif Re: Community Building 8.0 Public Hearing 7:00 pm Bylaw 208 Bylaw 211 9.0 Committees 9.1 Public Works 9.2 Emergency 9.3 Recreation 9.4 Fire 9.5 SDAB 9.6 Dock 9.7 Sustainability Appoint B Bauer Co-Chair 10.0 New Business 10.1 Email Retention Policy 11.0 Adjournment * previously sent (please bring your copy) ** available at meeting MINUTES OF THE REGULAR MEETING OF THE COUNCIL OF THE SUMMER VILLAGE OF GHOST LAKE HELD ON TUESDAY, FEBRUARY 8, 2011 AT 4:00 P.M. AT ROOM 242 PROVINCIAL BUILDING, COCHRANE ALBERTA. PRESENT Mayor Rick Elvey, Deputy Mayor Bob Watts, Councillor Bob Miller, Chief Administrative Officer Sharon Plett and 1 resident. Called to Order by Mayor Elvey at 4:28 pm. AGENDA Council reviewed the agenda. The Administrator noted three (3) letters to be added to correspondence: Bill and Chris Boyd, David and Mary Ellen Boyd and Ron Kennard. 11-001 MOVED by Cr. Miller that the agenda be approved as amended. CARRIED. FIRE/COMM. Ken Hutchinson and Trevor Floer attended the meeting to review the details of HALL the proposed building. Ken noted that due to health reasons, Trevor will look after design and Ken will return to the project during the supervision stage. Discussion was had on the design ofthe building. Council acknowledged that they have received several letters from residents concerned about the design including a kitchen facility and washroom facilities. The letters will be discussed by Council and the architect advised ifthere are any modifications to the design required. Council asked the architect to respond to the following: Costs ofroughing in plumbing and electrical for kitchen and washroom; and Health regulation requirements for the proposed small kitchen. Council discussed timeline for tenders and construction. Council indicated they would like to target a May start for construction. Architects felt that they could have the project ready for tender in the latter part ofApril. Trevor will provide a revised cost estimate for the project. MINUTES Council reviewed the minutes ofthe December 14, 2010 regular meeting. Mayor Elvey requested an amendment to motion 10-103 by deleting "which is a 11-002 closer date to the expiry"and replace it with "which provides more time for the applicant to satisfy the conditions ofthe subdivision and then assess the status at that time" Council directed the Administrator to draft a thank you letter to Leif for serving on Public Works. MOVED by Cr. Miller that the minutes ofthe December 14, 2010 Regular Meeting be adopted as amended. CARRIED. CASH STMT Council reviewed the Cash Statement for the month ending December 31, 2010 11-003 MOVED by Cr. Miller that the Cash Statement for the month ending December 31, 2010 be approved as submitted. 0 SUMMER VILLAGE OF GHOST LAKE -February 8, 2011 CARRIED. FINANCE Council reviewed the Balance Sheet and Budget Variance Statements for the REPORT periodending December 31, 2010, acknowledging it at this time, and awaiting the audited financial statement for approval. PAYMENT Council reviewed the cheque register including direct withdrawls and cheques SCHEDULE 870-887 for a total of$36,855.15 and acknowledged payment ofthe accounts. Council acknowledged that an invoice be sent to Timko for power used from the firehall during the months ofNovember, December and January. COMMUNITY Table at this time. WELL BREAKWATER Table awaiting GIS mapping. FIRE/LIBRARY Council discussed letters received regarding the washroom and kitchen facilities, BUILDING reviewing each ofthe points noted in the letters. Council recommended that the Administrator respond to each ofthe individuals that wrote letters. At the present time, the architects will continue with the design work on the building. BYLAW Council tabled discussion ofa bylaw officer at this time but will continue to OFFICER pursue options. FIRE Table AGREEMENT REQUEST FOR Table until April meeting. EXTENSION CORRES. Council acknowledged correspondence from the Wildrose Caucus, Statistics Canada and Alberta Health Services ADJOURN MOVED by Mayor Elvey that the meeting adjourn for the Public Hearing at 11-004 6:55 pm CARRIED RECONVENE MOVED by Mayor Elvey that Council reconvene the meeting at 7:47 PM. 11-005 CARRIED BYLAW 208 Being a Bylaw ofthe Summer Village ofGhost Lake to amend Land Use Bylaw 195. 11-005 MOVED by Cr. Miller that Bylaw 208 be given second reading. CARRIED. 9f SUMMER VILLAGE OF GHOST LAKE-February 8, 201 11-006 MOVED by Mayor Elvey that Bylaw 208 be given third reading and declared finally passed. BYLAW 211 Being a Bylaw ofthe Summer Village ofGhost Lake to amend the Land Use Bylaw 195. Council discussed the submission received at the public hearing and agreed to a minor amendment in wording on items 3 9.6.6. EXEMPTION. 11-007 MOVED by Deputy Mayor Watts that Bylaw 211 be given second reading. CARRIED. 11-008 MOVED by Mayor Elvey that Bylaw 211 be given third reading and declared finally passed. CARRIED. PUBLIC WORKS Deputy Mayor Watts noted that a letter should be sent to Leifacknowledging his resignation and that a recognition plaque be ordered. Discussion was had on selecting a group of individuals to act as leaders in public works. EMERG./ NIL DISASTER REC. Cr. Miller noted that he will contact Olav to determine ifhe is interested in serving as Regatta Chairman for 2011. FIRE Mayor Elvey reported that the fire pump had not been used for flooding the ice on the lake. A privately owned pump picked up a rock which caused damage to that pump. DOCK Noel Betts, member ofthe dock committee, spoke to Council on permitting requirements for dredging dock space. Council asked Noel ifhe would be willing to be interim Chairperson for the dock committee. Noel agreed. 11-009 MOVED by Cr. Miller that Noel Betts be appointed interim Chairperson ofthe Dock committee. CARRIED. SUSTAIN Cr. Miller noted that the first meeting ofthe Working Committee was held in January and the second meeting will be tomorrow evening. Cr. Miller recommended that Bill Bauer be appointed as co-chairperson on the committee. 11-010 MOVED by Cr. Miller that Bill Bauer be appointed Co-Chair ofthe Sustainability Working Committee. CARRIED. EMAIL Council reviewed a draft policy for retention of email documents. RETENTION POLICY SUMMER VILLAGE OF GHOST LAKE -February 8, 2011 11-011 MOVED by Mayor Elvey that Council adopt the email retention policy as presented. CARRIED. ADJOURN. MOVED by Mayor Elvey that Council adjourn the meeting at 9:06 pm. 11-012 CARRIED. ChiefAdmmistrative Officer r