MINUTES OF A REGIONAL COUNCIL MEETING Town Office, th Ave S, Fort Nelson, BC Monday, May 12, Regional Councillor Streeper

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1 Council Present Mayor Chris Morey Regional Councillor Allen Regional Councillor Gilbert Regional Councillor Middleton Regional Councillor Sime Regional Councillor Streeper Regional Councillor Vigeant Staff Present Randy Mclean, CAO Heather Cosman, CM Stacey Loe, DCM Ray Berkeley, CBI Pat Higgins, T Jack Bowers, DPW Regional Councillor Unruh Absent Also in Attendance Anne Jones, Fort Nelson News SSgt Tom Roy, FN RCMP Myrna Blake Jim Fulton Darrel Stevens 1. Call Order 2. New Business Items a) Mayor s List b) Council Additions c) CAO Additions 3. Adoption of Agenda Mayor Morey called the meeting to order at 6:30 pm Council Additions: 1. Response Letter from Agricultural Land Commission (Sime) 2. NCMA Update (Allen) 3. Weight/Size Road Restrictions (Allen) RESOLUTION NO. 143/08 VIGEANT/MIDDLETON that the agenda be adopted as amended. Received for Information - RCMP Report, April Correspondence dated April 28, 2008, from Ron Boulton, Safety & Environmental Coordinator, Canfor Polarboard, Re: Shutdown of Operations Canfor Forest Products Ltd., Polar Board - May 1, 2008 Council Information Package - May 8, 2008 Council Information Package 4. Minutes for Adoption RESOLUTION NO. 144/08 STREEPER/MIDDLETON that the April 28, 2008 Regional Council minutes be adopted. Page 1 of 10

2 4. Minutes for Adoption RESOLUTION NO. 145/08 STREEPER/GILBERT that the May 1, 2008 Special Regional Council minutes be adopted. 5. Business Arising Strategic Communication Plan In depth discussion ensued regarding the Strategic Communication Plan presented for review and implementation with regard to the positive promotion of the secondary ice surface and associated referendum, while keeping the Regional Municipality project in mind. There followed general review of the types of information to be presented to the public during the open house sessions planned to be held in the Secondary Ice Surface building. It was agreed that a Special Regional Council meeting be scheduled for June 2 nd to review all of the information to be presented. It was agreed that the Regional Council would arrive at the Public Meetings scheduled for the Secondary Ice Surface at 6:30pm, with the presentation to begin at 7:00 pm and a question and answer period from 7:30 to 8:00 pm. Regional Councillor Sime informed he would not be able to attend the Public Meeting scheduled for June 5 th, Regional Councillor Allen informed she would not be available to attend any of the Public Meetings scheduled. Regional Council confirmed their preferred contact information to be contained within the press release, and thereafter agreed that the press release be advertised in the Fort Nelson News. Memo #08/08, Re: Day of Mourning and NAOSH Week Administration was requested to diarize the Day of Mourning and NAOSH week for discussion during the 2009 Regional Council Strategic Planning Session, and specifically provide comments and ideas with respect to the potential for a monument at Gary Giffin Park; as well as research the number of labour unions in the area and their possible suggestions. Page 2 of 10

3 6. Proclamations Public Works Week, May 18 24, 2008 Mayor Morey read the following proclamation: Whereas public works infrastructure, facilities and services are vital to the health, safety and well-being of the residents of Fort Nelson and the Northern Rockies Regional District; and Whereas such facilities and services could not be provided without the dedicated efforts of public works professionals, engineers, and administrators who are responsible for building, operating and maintaining the public works systems that serve our citizens; and Whereas the Public Works Association instituted Public Works Week as a public education campaign to inform communities and their leaders on the importance of our nation s public infrastructure and public works services; and Whereas it is in the public interest of citizens and civic leaders to gain the knowledge of the public works needs and programs of their respective communities; and Whereas Public Works Week also recognizes the contributions of public works professionals. Therefore I hereby proclaim May 18-24, 2008 Public Works Week in the Town of Fort Nelson and Northern Rockies Regional District. 7. Staff and Committee Reports and Recommendations Administration Report #30/08, Re: Purchase Rotary Area Wide Mower RESOLUTION NO.146/08 ALLEN/MIDDLETON that the Rotary Wide Area Mower be awarded to NR Motors Ltd from Prince George, BC for the purchase of the 2008 John Deere 1600 Turbo II WAM at a price of $41,513 plus taxes. OPPOSED Regional Councillor Vigeant Believes this equipment is too wide and too technical CARRIED Page 3 of 10

4 7. Staff and Committee Reports and Recommendations Administration Report #31/08, Re: Secondary Ice Surface Update CAO McLean indicated that the Regional Council should confirm their decision to have the temporary facilities located within the Secondary Ice Surface, on the skating pond. It was noted that there appeared to be some misgivings about this decision and confirmation was required in order for the project to move forward. Extensive discussion ensued during which it was acknowledged that preference would have been to have the facility fully functional with use of both skating surfaces; however, the costs associated with having the dressing rooms and washroom facilities outside would be much higher, and could potentially obstruct future construction of the main complex. It was agreed that the rules of procedure be suspended and Administration Report #31/08 be deferred for further discussion in the New Business section of the meeting. Administration Report #32/08, Re: Resolution for Free Crown Grant Application Phase 1 Community Trail RESOLUTION NO. 147/08 MIDDLETON/GILBERT that an application be submitted on behalf of the Town and Regional District for a Free Crown Grant for Phase 1 of the Community Trail of those portions of Block A, Remainder of Block A, Block D, Block W, District Lot 1535, Peace River District containing Ha, more or less and those parts of Remainder of Block A, Block D, Block W, Part of Block D, and Block A, District Lot 1535, Peace River District, containing 3.30 Ha, more or less. It was agreed that the rules of procedure be suspended and Administration Report #34/08, and Administration Report #35/08 be deferred for discussion in the New Business section of the meeting. 8. Bylaws/Policies Town of Fort Nelson, Town Five Year Financial Plan, Bylaw No. 724, 2008 RESOLUTION NO. 148/08 SIME/MIDDLETON that the Town of Fort Nelson, Town Five Year Financial Plan Bylaw No. 724, 2008 be adopted. Page 4 of 10

5 8. Bylaws/Policies Town of Fort Nelson, Town Rates Bylaw No. 725, 2008 RESOLUTION NO. 149/08 SIME/ALLEN that the Town of Fort Nelson, Town Rates Bylaw No. 725, 2008 be adopted. Town of Fort Nelson Sewer Frontage Tax Bylaw No. 728, 2008 RESOLUTION NO. 150/08 ALLEN/VIGEANT that the Town of Fort Nelson Sewer Frontage Tax Bylaw No. 728, 2008 be adopted. 9. New Business Regional Municipality CAO McLean provided a brief update on the Regional Municipality project, noting that Cathy Watson, Director, Local Government-First Nations Relations for the Province along with other representatives from the Ministry of Community Services had met with Chief Liz Logan in Fort St. John. During their meeting, Chief Logan expressed some concerns with respect to the use of the word Authority in the establishment of the Regional Economic Authority, noting her specific concern with regard to control over First Nations Lands. Discussion ensued during which it was noted that Mayor Morey also had reservations with respect to the use of Authority within the title of the Regional Economic body. It was noted that the Regional Council needed to ensure that assurances were provided both to the Province and to Fort Nelson First Nation that there would be no impacts with respect to First Nation lands. Forestry Roundtable Regional Councillor Gilbert gave a detailed update of the Fort Nelson Forestry Roundtable meeting that took place on May 6 th, 2008, during which he noted that he would be representing Fort Nelson at the Provincial Round Table meeting in Fort St. John on May 23 rd and would be bringing forward Fort Nelson s issues. Some of the issues identified by the Fort Nelson Forestry Roundtable included: Fort Nelson s unique circumstances, and preparedness to act collectively towards broad-based linking the resource and its processing to the community Page 5 of 10

6 9. New Business concerns related to transportation (Canadian National) to ensure the maintenance of a rail link concerns regarding the disadvantageous position the Carbon Tax will force Fort Nelson and the Northern Rockies into the functioning of the stumpage system. The Fort Nelson Forestry Roundtable Terms of Reference were unanimously adopted and the next meeting was scheduled for June 4, Administration was requested to place the minutes of the Fort Nelson Forestry Roundtable meetings on the Council Information Package. Administration was requested to follow up with CN Rail to establish a meeting date for discussion of concerns brought forward by Canfor with regard to service, schedules and maintenance. BC Oil & Gas Service Sector Tradeshow, June 2, 2008 Calgary, AB It was confirmed that Regional Councillor Streeper would be attending the BC Oil & Gas Service Sector Tradeshow, June 2, 2008 in Calgary, AB. Administration was requested to follow-up with Regional Councillor Unruh to confirm her attendance. Regional Councillor Gilbert expressed his interest in attending the event should Regional Councillor Unruh be unavailable. Administration Report #34/08, Re: CCS Inc. Application for Exclusion of Land from the ALR RESOLUTION NO. 151/08 SIME/STREEPER that the Agricultural Land Commission be advised that the Regional Council for the Northern Rockies Regional District supports CCS Inc s Exclusion application. Administration Report #35/08, Re: Toad River Electrification CDO Mattheis provided a review of the Toad River Electrification project to date, noting that the Petition to Proceed was put forth based on sharing the cost equally over 41 properties and had passed by a very slim margin. Page 6 of 10

7 9. New Business Written objections received had noted the increased costs as one of their primary reasons for opposing. As a result, some Toad River residents have come forward and offered larger financial contributions. CAO McLean provided clarification with respect to proceeding with a new Petition Process which would divide the Toad River area into five separate petition areas, with each area having a different prescribed rate. BC Hydro has indicated throughout the process that without the support of the core community it would not be viable for the project to proceed. RESOLUTION NO. 152/08 GILBERT/VIGEANT that the rules of procedure be suspended and that Jim Fulton be authorized to speak to Administration Report #35/08. Mr. Fulton thanked the Regional Council for the opportunity to address the issue and noted that the Petition to Proceed, as originally taken to the community of Toad River, was a successful petition with the majority of people willing to pay the estimated $12,000. When concerns began to surface regarding the costs and it was suggested the Regional Council may not proceed based on the narrow margin by which the petition passed, individuals stepped forward with the offer to pay more in order to lower the cost and have more residents involved. Discussion ensued during which it was noted that in order to move forward with the new costing schematic, the Petitions to Proceed must be successful in each of the five areas. The new Petition to Proceed would not nullify the original petition. RESOLUTION NO. 153/08 GILBERT/VIGEANT that the rules of procedure be suspended and that Darrel Stevens be authorized to speak to Administration Report #35/08. Mr. Stevens stated that their goal is to get power to Toad River. Without power the community of Toad River will not succeed, which is why several residents have come forward to offer larger contributions to the project. Page 7 of 10

8 9. New Business RESOLUTION NO. 154/08 MIDDLETON/ALLEN that the Regional Council for the Town of Fort Nelson/Northern Rockies Regional District support the objectives of the Toad River Electrification project, and encourage the Toad River residents in their current efforts to reduce the costs for those lots that are currently opposed largely due to cost, and further, that the Regional Council commits to going forward with a service establishment and loan authorization bylaw(s) upon the successful completion of a petition process based upon the most recent financial suggestions from Toad River, and finally that the Regional Council commits in principle to contribute $1000/year through the Toad River Area Club as a contribution to the project for power to the Toad River Hall. OPPOSED Regional Councillor Streeper Believes Regional Council should proceed based on the successful petition process that has already taken place. CARRIED Response Letter from Agricultural Land Commission (Sime) Regional Councillor Sime referred to the letter from the Agricultural Land Commission in response to the Regional Council s request for a meeting, noting he found it interesting they would be willing to meet with Regional District Staff, but not Regional Council. It was noted that this was likely due to their being current applications under review and the ALC would not want to appear to be politically influenced. Jim Fulton and Darrel Stevens left the meeting at 8:30 p.m. NCMA Update (Allen) Regional Councillor Allen provided a review of the NCMA Conference, specifically noting that due to financial challenges, NCMA was looking at changing the way membership fees would be allocated. Currently, fees are established based on per capita. Should NCMA continue with this fee structure, they will be looking at a potential need to reduce services. The other option is to have fees based on a split with 50% of the amount determined by per capita and 50% based on assessment. General consensus at the meeting had been to support the 50/50 split. This fee schedule would result in the Town/Regional District fee increasing by approximately $4994. Peace River Regional District would see an increase of approximately $12,000. Page 8 of 10

9 9. New Business It was noted that dependent on the increase, the Regional Council may want to have a discussion based on the cost/benefit of continuing their membership. Regional Councillor Allen further advised that the NCMA had resolved to hire a consultant to gather information regarding the Carbon Tax issue, specifically from the perspective of local governments. It is anticipated that a survey will be distributed for local government input. Weight/Size Road Restrictions (Allen) Regional Councillor Allen referred to the Regional Municipality project and the assumption of responsibility for additional roads, and inquired as to the jurisdiction and enforcement of road bans and restrictions. Discussion ensued during which it was suggested that the Regional Municipality could adopt the Provincial Regulations; however, as is currently the case, enforcement would be problematic. Administration was requested to prepare a report on road ban enforcement, response issues, jurisdiction on establishing weight and size restrictions, and development of permit process for moving oversize loads. It was suggested that Administration specifically review communities such as Wood Buffalo, Edmonton, Strathcona and Leduc. Administration Report #31/08, Re: Secondary Ice Surface Update Extensive discussion ensued regarding cleaning and preparation for painting, identified as a cost of $6,000 and $3,000 respectively, during which it was noted that such items could be allocated out of operating funds. It was noted that there was a requirement for the facility to be connected to a permanent sewer line. This item was included in the original budget, however when looking to do the work last Fall, the cost would have exceeded the budget. It is expected that this work can be done within the allocated budget amount during spring/summer months. This item will be reported back to Regional Council. It was confirmed that the top four priorities which include: the SW Access Gravel Base Installation, $50,000; SE Access Gravel Base Installation $28,000; Temporary Washrooms Purchase $75,000 and Temporary Change Rooms Construct $40,000 that were included as essential items in the previously approved budget for the Secondary Ice Surface should proceed to be ready by the August ice-season as per the report. Page 9 of 10

10 9. New Business Administration was requested to contact the Canadian Hockey Association to determine whether the proposed temporary change rooms with separate washrooms met their Association requirements. Industrial Land Development Plan and Financing Strategy Proposal It was agreed that this item be postponed definitely to the March 26, 2008 Regional Council meeting. 10. Resolution to Move to a Closed Meeting RESOLUTION NO. 155/08 GILBERT/SIME that the meeting be closed pursuant to Section 90(1)(i) of the Community Charter. 11. Temporary Adjournment 12. Recall to Order 13. Rise and Report RESOLUTION NO. 156/08 GILBERT/SIME that the meeting be temporarily adjourned at 9:25 pm The meeting was recalled to order at 9:48 pm Rise and Report Mayor Morey rose and reported the following as resolved during the May 12, 2008 InCamera Regional Council Meeting. that Chief Liz Logan be invited to Co-Chair the Horn River Basin Symposium scheduled for September 3 4, 2008 in Fort Nelson. 14. Adjournment RESOLUTION NO. 157/08 ALLEN/STREEPER that the meeting be finally adjourned at 9:49 pm CERTIFIED a true and correct copy of the May 12, 2008 Regional Council minutes. Chris Morey, Mayor Stacey Loe, Deputy Corporate Manager Adopted on: May 26, 2008 Page 10 of 10