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COUNCIL MEETING AGENDA Tuesday, August 13, 2019 9:30 AM

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COUNCIL MEETING AGENDA Tuesday, August 13, 2019 9:30 AM YELLOWHEAD COUNTY COUNCIL MEETING AGENDA Tuesday, August 13, 2019 9:30 AM Our Mission Statement Building a better community for present and future generations. Vision Statement Recognized as a place of choice for those who want to be where great things happen. Page 1 of 59 COUNCIL MEETING AGENDA COUNCIL CHAMBERS YELLOWHEAD COUNTY ADMINISTRATION BUILDING, EDSON, ALBERTA AUGUST 13, 2019 Page 1.0 AGENDA 1.01 Adoption of Agenda That Council for Yellowhead County adopts the August 13, 2019 Council Agenda as presented. 2.0 MINUTES 2.01 Adoption of Council Meeting Minutes 4 - 9 That Council for Yellowhead County adopts the July 23, 2019 Council Meeting minutes as presented. 3.0 SCHEDULED PRESENTATIONS 4.0 CHIEF ADMINISTRATIVE OFFICER 4.01 Intermunicipal Collaboration Framework Agreement 10 - 21 with Edson 5.0 COMMUNITY SERVICES 5.01 Municipal Historic Resource Designation - Spanach 22 - 45 Residence 5.02 Council Attendance/Participation on the Community 46 - 47 Connector and Tipple Park Museum operating boards. 6.0 INFRASTRUCTURE SERVICES 7.0 PROTECTIVE SERVICES 8.0 CORPORATE AND PLANNING SERVICES 8.01 Bylaw 14.19 To Establish a Subdivision Authority 48 - 51 Direction as provided by Council. 8.02 Reserve Bids for 2019 Property Tax Auction 52 - 53 That Council determine the reserve bids amounts and Yellowhead County Council Meeting Agenda August 13, 2019 Page 2 of 59 conditions for the land shown on the tax arrears list for the purposes of the 2019 tax recovery public auction 8.03 2019 Property Tax Auction 54 - 55 That Council for Yellowhead County determine the date, time and location of the 2019 Property Tax Auction. 9.0 GENERAL ADMINISTRATION 9.01 Follow Up Action List 56 That Council for Yellowhead County accepts the Follow Up Action List as presented for information purposes. 9.02 Council Schedule 57 - 58 That Council for Yellowhead County accept the Council Schedule as presented for information purposes. 9.03 Council Information Package 59 That Council for Yellowhead County accept the Council Information Package for August 8, 2019 previously submitted for information purposes. 10.0 CLOSED SESSION 10.01 Closed Session That Council for Yellowhead County enter into a Closed Session subject to the Freedom of Information and Protection of Privacy Act Section 23(1) 10.05 Adjourn Closed Session That Council for Yellowhead County adjourn the Closed Session. 11.0 ADJOURNMENT 11.01 Adjournment of Council Meeting That Council for Yellowhead County adjourn the August 13, 2019 Council Meeting. Yellowhead County Council Meeting Agenda August 13, 2019 Page 3 of 59 Council Meeting Minutes July 23, 2019 MINUTES Yellowhead County Council held a Council Meeting on July 23, 2019 commencing at 9:30 AM in the Council Chambers, at the Yellowhead County Administration Building in Edson, Alberta. COUNCILLORS PRESENT: Gerald Soroka, Mayor Sandra Cherniawsky, Deputy Mayor and Councillor Division 1 - Evansburg and Area Anthony Giezen, Councillor Division 2 - Wildwood and Area Penny Lowe, Councillor Division 3 - Niton Junction and Carrot Creek Areas David Russell, Councillor Division 4 - Peers/Rosevear/Shiningbank Areas Shawn Berry, Councillor Division 5 - Wolf Creek/Pinedale Areas Wade Williams, Councillor Division 6 - Edson and Area Dawn Mitchell, Councillor Division 7 - Edson West Area Lavone Olson, Councillor Division 8 - Hinton, Cadomin/Robb Areas COUNCILLORS ABSENT: ADMINISTRATION PRESENT: Jack Ramme, Chief Administrative Officer Christopher Read, Director of Community Services Don O'Quinn, Director of Infrastructure Services Dan Ivanov, Communications Coordinator Sherry Wassing, CAO Administrative Assistant Mayor Soroka called the meeting to order at 9:30 AM. 1 AGENDA 1.1 Adoption of Agenda RES 197-07-23-19 MOVED BY Councillor Cherniawsky that Council for Yellowhead County adopts the July 23, 2019 Council Agenda as presented. CARRIED UNANIMOUSLY 2 MINUTES 2.1 Adoption of Council Meeting Minutes RES 198-07-23-19 MOVED BY Councillor Olson that Council for Yellowhead County adopts the July 9, 2019 Council Meeting minutes as presented. CARRIED UNANIMOUSLY 2.2 Adoption of Governance and Priorities Meeting Minutes RES 199-07-23-19 MOVED BY Councillor Giezen that Council for Yellowhead County adopts the July 16, 2019 Governance and Priorities Meeting Minutes as presented. CARRIED UNANIMOUSLY 3 CHIEF ADMINISTRATIVE OFFICER 3.1 Funding Request for Provision for Noncollectable Taxes RFD - 1164 In the 2018 year end financial statement Yellowhead County reported outstanding taxes receivable in the amount of $2,187,200 offset by an allowance for noncollectable Page 1 of 6 Page 4 of 59 Council Meeting Minutes July 23, 2019 amounts in the amount of $1,248,503. Since that time the 2019 tax levy has been processed with a due date of June 30, 2019. Tax payments were very slow to be received in comparison to prior years and the bulk of the funds were received either in the final week or in the first few business days in July. After all payments were processed the remaining outstanding balance of all tax accounts was $7,340,088, a figure considerably higher than prior years. The total amount outstanding includes some amounts that are anticipated to be collected, such as monthly payment amounts and amounts under agreement, and after adjustments the outstanding tax receivables balance is estimated at $5,489,328. This amount consists of all categories of tax accounts however an estimated amount of $3,800,000 is attributed to oil and gas accounts. Leading up to the tax deadline the County was contacted by a number of oil and gas producers who raised concerns over paying taxes when they were in discussions with the provincial government on a tax relief program. The concerns raised covered a variety of topics from requests to enter into a tax agreement to a statement that no funds would be forthcoming and that they refused to pay taxes. On July 4, 2019 the province announced a tax relief program in the media that advised shallow gas producers would have 35% of their municipal taxes reversed and that the municipalities would then have the provincial school tax amount reversed so the tax forgiven would be offset by the school requisition. On July 9 the County Director of Corporate Services contacted the Rural Municipalities Association to seek an update on both the program and any news on outstanding tax collection and was referred to the province. The Associate Deputy Minister advised information would soon be sent out to municipalities but that Yellowhead County would see a limited affect as the tax relief is only applicable to dry shallow gas wells or certain defined assets, not all assets owned by the companies. The list of wells and associated pipelines in Yellowhead County that have been identified in the program has now been received and it is a small number of accounts. The County is now in the position where tax receivables are approximately 5 times greater than this period last year with a number of tax account holders seeming to be under the impression that their taxes were going to be cancelled. We are anticipating difficulties in trying to collect these funds but will follow every means possible to do so. In addition penalties in the amount of 6% were applied to outstanding accounts as of June 30 and while this was explained to callers there is likely to be a negative response. These difficulties combined with a number of bankruptcies and receivership actions means that the County must consider the balance in the allowance account for noncollectable taxes to determine if the allowance will cover the potential for future write off. The current allowance of $1,248,503 is not sufficient and the allowance should be set at $4,065,740 meaning an increase of $2,817,237. The only source of funding available for an item of this magnitude is the General Emergent Reserve which holds sufficient funds to cover it. Two items have previously been approved from this reserve in 2019 and should the tax allowance amount also be approved the reserve will be reduced to 3.6 million from 6.4 million. RES 200-07-23-19 MOVED BY Councillor Cherniawsky that Council for Yellowhead County approve a transfer in the amount of $2,817,237 from the Emergent Reserve to the Allowance for Noncollectable Taxes. CARRIED UNANIMOUSLY 3.2 Entwistle Community Hub Universal Change room RFD - 1165 At the July 16th Governance and Priorities meeting, Councillor's Cherniawsky and Giezen advised Council that collectively they have received over 100 calls objecting to the Universal Change Room concept that has been designed and approved for the new Entwistle Community Hub. As such Councillor's Cherniawsky and Giezen requested Council support to send a letter to Parkland County asking them to reconsider the design and move back to the traditional male/female/family change room concept. Page 2 of 6 Page 5 of 59 Council Meeting Minutes July 23, 2019 At the Governance and Priorities meeting Council directed Administration to prepare a draft letter for the Mayors signature asking Parkland County to reconsider the approved design and revert back to a more traditional change room concept. RES 201-07-23-19 MOVED BY Councillor Giezen that Council for Yellowhead County approve the draft letter to Parkland County regarding Entwistle Community HUB Universal Change Room. CARRIED UNANIMOUSLY 4 COMMUNITY SERVICES 4.1 Brule Community Hall Replacement Project Tender PLACEHOLDER DETAILS TO BE SENT ASAP RFD - 1141 On behalf of Yellowhead County, S2 Architecture received tenders at its Edmonton office for the Brule Community Hall Replacement project. Tenders were received until 2:00 P.M. local time, on Thursday, July 18, 2019. TENDER INFO TO BE INSERTED HERE ASAP and EMAILED TO COUNCIL ONCE COMPLETE Based upon S2 and Yellowhead County reviews of the bids received, we can find no reason to not recommend the contract be awarded to the winning bidder: ABC Building Corporation Ltd.
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