CITY OF CHESTERMERE AGENDA For the Regular Meeting of Council to be held Monday, October 17, 2016 at 3:15 p.m. in Council Chambers at the Municipal Office CALL TO ORDER A. AWARDS B. ADOPTION OF AGENDA C. APPOINTMENTS 3 1. Presentation from Chestermere Regional Recreation Centre - Ice Resurfacing Equipment Purchase D. ADOPTION OF MINUTES 20 1. Regular meeting of Council October 03, 2016 28 2. Public Hearing Minutes October 03, 2016 E. BUSINESS ARISING OUT OF THE MINUTES 1. Action List F. STAFF REPORTS 30 1. Calgary Regional Partnership Sub-Committee Update G. ACTIONS/DECISIONS 33 1. Cheque Listing – October 7, 2016 34 2. Ice Resurfacing Equipment Purchase 36 3. West and East Chestermere Student Safety 37 4. Letter of Support: Chestermere Agricultural Society H. BYLAWS I. CORRESPONDENCE & INFORMATION 38 1. Minister’s Awards for Excellence in Public Library Service – Hon. Danielle Larivee, Minister of Municipal Affairs 40 2. Rocky View Schools Retirement and Long Service Awards Banquet – Colleen E. Munro, RVS Board Chair 42 3. CUPW, Another Opportunity to Have Your Say in Canada Post Review – Mike Palecek, National President 45 4. Kids Help Phone – Sharon Wood, President and CEO J. REPORTS K. QUESTION PERIOD L. IN CAMERA 1. As per Freedom of Information and Protection of Privacy Act, Part 1, Division 2, Section 241 . – SouthLink update 2. Legal: as per Freedom of Information and Protection of Privacy Act, Part 1, Division 2, Section 27. – Utility Mandate and Regulatory Process (4:00 p.m.) M. APPOINTMENTS 47 1. Presentation from Stack’d Consulting (5:00 p.m.) N. NOTICE OF MOTION O. NEW BUSINESS P. READING FILE 1. New Publication, The Theory and Practice of Political law, 2nd edition – Thomson Reuters Q. ADJOURNMENT 2 CRCA OLYMPIA REQUEST October 2016 Presentation to Chestermere City Council Jody Nouwen CRCA General Manager 3 RATIONALE The Chestermere Regional Recreation Centre requires an update to its current Olympia Millennium Ice Resurfacing machine. • The unit maintains: 2 arenas (1 standard size and 1 Olympic size) as well as an additional smaller surface for spring rentals. • The current machine is 10 years old and has 8129 operational hours this translates into 901,232.64 kms • Average ice resurfacer requires daily maintenance and replacement every 4000-6000 hours which translates in to 4-6 years of operation. Our current unit is 4-6 years past due to be replaced • *Update – Oct 5th the Olympia broke down is out of service and needs major repairs. We have a replacement onsite that we are paying monthly rent on. 4 JUSTIFICATION Without an Ice resurfacer the CRCA will have the following issues: Loss of revenue – the two arenas are the major revenue source for the CRCA CRCA users groups affected Ice rink services eliminated for community users Reputation of the CRCA diminishes Fees associated for the rental machine Approx. $2,500/month 5 CRCA ICE USERS 2016 Chestermere Youth hockey 32 teams Chestermere Adult hockey 58 teams Ice Edge figure skating Approx. 80 skaters Numerous weekly public skate and shinny hockey times Other users: Approx. 175 hockey/ringette teams from Calgary and surrounding areas. 6 CRCA MEMBERSHIPS 2015 The CRCA sold a total of 1042 memberships in 2015. This number includes seniors, individual and family memberships. *Note the family memberships will have multiple people which means we have more than 1042 members. 872 MEMBERSHIPS ARE RESIDENTS FROM CHESTERMERE 84% 170 MEMBERSHIPS ARE RESIDENTS FROM SURROUNDING AREAS 16% 7 2016 OLYMPIA ICEBEAR ELECTRIC The CRCA has identified the 2016 Olympia Icebear Electric unit as the ideal machine for our facility The unit is electric. Our current unit is propane. We would save on average $7000.00 / year on fuel costs Clean burning unit – Battery technology that will last for approx. 28 floods between charges. The cost per flood with current unit is $2.50, the new Icebear will cost $0.18/flood. The CRCA does between 20-25 floods per day on a weekend. Annual maintenance can be done on site. No need for oil change, transmission or radiator flush. The Icebear will provide the CRCA with a higher quality ice surface because of the updated equipment. Money saved with use of new unit will be allocated to other needs in the facility 8 LEASING COST OF ICEBEAR ELECTRIC (Monthly Payment x Term of Payment + buyout cost)+GST = Total Unit Cost $2938.75 monthly x 60 Months + $16,500 Buyout = $192,825.00 + GST ($9641.25) = $202,466.25 Administrative Cost from lender ($393.75) + Unit Cost ($202,466.25) = Total cost incurred if unit is leased and bought out at end of 60 month term $202,860.00 If the CRCA did not have to pay lease on a new machine it will save $36,000 per year. 9 3 quotes: Zamboni 650 Engo 200 Red Ice Bear Electric Electric Wolf Maintenance Location Cochrane Acheson, Alberta Calgary Frame Construction Stainless Steel Construction Structured Steel Steel Frame Snow Capacity 3.37 m3 3.00 m3 3.0 m3 Water Capacity 253 US Gallon 260 US Gallons 240 US Gallon Height Clearance 104 " (bin open) 123" (bin open) 114 " (bin open) Battery Capacity 660 Amp hours 770 Amp Hours 750 Amp Hours Warranty on machine – 2 full years Warranty on Chassis – 25 years corrosion Warranty on Batteries – 5 full years 100% plus 1 year prorated 24 months or 2000 Warranty hours 2 full years Must be sent off Maintenance and site to Zamboni Annual Service Can be done on site at CRCA Shop unknown Unit Cost $165,00.00 +GST 10 $173,920.00 +GST $146,100 + GST CITY OF CHESTERMERE FUNDING FOR THE CRCA Request: • City of Chestermere assist the CRCA with its purchase of a new Olympia. With this the CRCA can try to raise money through grants and fundraisers to cover any remaining balance. OR • City of Chestermere purchases the Olympia and leases it back to the CRCA on a yearly basis. 11 CITY OF CHESTERMERE FUNDING FOR THE CRCA Request: • City of Chestermere work with the CRCA to support the recreation operating budget in the coming years. • The CRCA is taking measures to become self sufficient through improved programming, increased facility bookings, advertising revenue and possible leases/licenses(with approvals), however support is needed to balance the budget. 12 CITY OF CHESTERMERE RECOGNITION Should the City of Chestermere approve the requested financial assistance for the CRCA we will pleased to recognize your contribution in the following ways: City of Chestermere will become the naming entity on the outside of the Recreation Centre for 3 years (value of $300,000) City of Chestermere Rink board in both arenas Public recognition at CRCA events in the 2017 Recognition on digital sign, website and newsletter 13 QUESTIONS? 14 Letter of support 15 Letter of support 16 Letter of support 17 Letter of support 18 THANK YOU Jody Nouwen General Manager Chestermere Regional Community Association 403-272-7170 Ext 228 [email protected] 19 MINUTES OF THE REGULAR COUNCIL MEETING FOR THE CITY OF CHESTERMERE HELD MONDAY OCTOBER 03, 2016 AT 1:00 P.M. IN COUNCIL CHAMBERS AT THE MUNICIPAL OFFICE PRESENT: Mayor Patricia Matthews Deputy Mayor Gail Smith Councillor Stu Hutchison Councillor Christopher Steeves Councillor Heather Davies Councillor Jennifer Massig Councillor Patrick Watson REGRETS: ALSO PRESENT: Randy Patrick, Chief Administrative Officer Tracy Buteau, Director of Corporate Services John Popoff, Director of Development & Infrastructure Services Blake Termeer, Director of Protective Services Donelda Laing, Director of Community Services Jillian Borsuk, Legislative Coordinator Maggie Nguyen, Recording Secretary GALLERY: 22 People 0 Media CALL TO ORDER Mayor Patricia Matthews called the meeting to order at 1:00 p.m. A. AWARDS B. ADOPTION OF AGENDA 8.010.100316 Moved by Deputy Mayor Smith that the agenda be adopted as 362-16 presented. CARRIED: C. APPOINTMENTS D. ADOPTION OF MINUTES 1. Regular Council Meeting held September 19, 2016 8.011.100316 Moved by Councillor Massig that the minutes of the Regular 363-16 Meeting held Monday September 19, 2016 be adopted as presented. CARRIED: 2. Special Council Meeting held September 12, 2016 20 8.011.100316 Moved by Councillor Davies that the minutes of the Special 364-16 Meeting held Monday September 12, 2016 be adopted as presented. CARRIED: E. IN CAMERA 8.014.100316 Moved by Councillor Watson that Council go in camera at 1:10 365-16 P.M. CARRIED: 1. Legal: as per Freedom of Information and Protection of Privacy Act, Part 1, Division 2, Section 27. 8.015.100316 Moved by Councillor Davies that Council go out of in camera at 366-16 2:02 P.M. CARRIED: Council recessed at 2:02 p.m. Council resumed at 2:11 p.m. F. BUSINESS ARISING OUT OF THE MINUTES 1. Action List G. STAFF REPORTS H. ACTIONS/DECISIONS 1. Cheque Listing – September 23, 2016 4.020.100316 Moved by Councillor Davies that all Cheque Listings as per the 367-16 report dated September 23, 2016 be accepted as information. CARRIED: 1. East Twp. Rd. 240 Bridge Construction Tender 3.017.100316 Moved by Councillor Hutchison that Council approve the award of 368-16 South Link Connection/Township Road 240 Upgrade Contract 1 – Bridge to Westpro, with funds to be drawn from the Roads Off Site Levies Restricted Surplus Account, to proceed with the construction of the East Twp. Rd. 240 Canal Crossing Bridge not to exceed $1,350,000. CARRIED: 2. Multi-year Budgeting Policy # 446 1.017.100316 Moved by Deputy Mayor Smith that Council approve the Multi- 369-16 Year Budgeting Policy #446. CARRIED: 21 3. Restricted Surplus Policy # 447 1.017.100316 Moved by Councillor Davies that Council approve the Restricted 370-16 Surplus Policy #447.