location : county of grande prairie no. 1 - council ... interim budget... · cao, bill rogan and...

2018 Interim Budget & 2019 Fiscal PlanMeeting Type : Council Budget Meeting

Date : Monday, December 04, 2017Start time : 10:00 AM

End Date : Wednesday, December 06, 2017End time : 4:30 PM

Location : County of Grande Prairie No. 1 - Council Chambers

Minutes

Attendance Present were:1. Reeve

Leanne Beaupre

2. Deputy ReeveRoss Sutherland

3. CouncillorsCorey BeckDaryl BeestonHarold BulfordPeter HarrisBob MarshallLinda WaddyKaren Rosvold

4. Chief Administrative OfficerBill Rogan

5. DirectorsArlen MillerDale Van VolkingburghDawn SauvéNick Lapp

6. FinanceMichelle MennellMichelle RiegerVeronica HardingRommel Lamadrid

7. Recording SecretaryAmanda Westwater

8. Other Attendees

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Stu RempelDan VerdunTrevor GrantBart JohnsonBarry DonovanKathleen TurnerLisa Watson, FCSSCoree Ladwig, FCSSLynda CaronClint DiederichJennifer BesingerChristine RawlinsShane KesslerRick SmithCharlotte BiermanLisa Wanke

Call to Order The meeting was called to order at 10:00 a.m.

Introductionand BudgetProcesses -2018 / 2019(Introduction)

Dawn Sauvé, Director of Corporate Services, outlined the introduction andoverview.

Introduction2017 Projections2018 and 2019 budget overview2018 interim budget review2019 fiscal plan reviewAdoption of 2018 interim budget and 2019 fiscal planAdoption in principle of the changes to the schedule of fees and rates

Introduction Budget process – 2018• Administration presentation of:

- 2018 interim budget highlights- Adjustments to the 2018 Fiscal Plan– Staff recommendations

– Changes to revenue forecasts– Effect of prior Council Motions

• Presentation of 2018 interim budget changes– Council to flag items for further deliberation

• Deliberation of flagged items Budget process – 2019

• Administration presentation of:- 2019 fiscal plan highlights

• Presentation of 2019 fiscal plan- By department- Council to flag items for further deliberation

• Deliberation of flagged items• Adoption of the 2018 interim budget• Adoption of the 2019 fiscal plan

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• Adoption in principle of the Schedule of Fees for 2018 and 2019

2017Projections(BudgetIntroduction &SupplementalInformation)

Forecasted surplus of $4 million–$1.1million surplus from Road Construction–$1.4million surplus from additional revenue:

• Penalties on property taxes• Well drilling taxes

–$1.5million from savings in operations:•$75,000 Council/Administration/Corporate Services•$535,940 Community Services•$598,000 Public Works•$295,000 Planning and Economic Development

Debt projection– Total debt of $38.9 million– 2017 debt limit of $145.2 million (27%)Development Statistics were reviewed by Nick Lapp, Director of Planning and Development. There was discussion on:

population projections; 1-2 year lag on the investment in development;subdivisions - average for the year (up to October 2017) not many multi-lotapplications; similar levels projected for 2018; overall values are up compared to 2016 - majority is residentialconstruction and development; $80 million for residential butnon-residential figures are down.

The Chief Assessor's Update was provided by Barry Donovan. 2017 Assessment Values

Residential - 44%Non-residential - 25%Machinery & Equipment - 13%Linear - Non-Residential - 16%Farmland - 2%discussion and comments on how much each assessment classcontributes to overall property taxes; andMr. Donovan confirmed the assessment values: municipal taxes leviedwere $72.3 million for 2016, and $73.8 for 2017.

Total Property Tax Revenues Chart projected increase over several years;increase in linear this year; andseveral fairly large projects (including new gas plants - $1.5 millionincluding wells and pipeline).

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2018 Tax Levy by Assessment Class

2017 Tax Levy Increase

Farmland 1,243,483 (2%) 0

Residential 23,440,627 (44%) 1.21%

Non-Residential 35,786,045 (25%) 1.52%

Machinery and Equipment (M&E) 14,636,725 (13%) 1.98%

Linear - Nonresidential 24,245,863 8.60%Mr. Donovan noted that the 8.60% increase for Linear - Nonresidential includesthe school tax requisitions and that the Veresen plant was not completed thisyear as planned. Mill Rate Variances Chart

Difference between residential and non-residential is 9.1449.Maximum allowable variance is 5:1 or a non-residential mill rate of19.6005

Farmland Assessment Chart - mill rate increase of about 2%Residential Assessment Chart - increase of 5% over last 5 years and anoverall 8% increase in market value. There was discussion that the County didnot raise the mill rate, but that any changes were due to market value andgrowth. Mr. Donovan noted that market value has increased around 8% and theschool rate has also increased; resulting in an average increase of 12.5%because of those external factors. Non-Residential Assessment Chart - saw a 6.5% increase because ofschools and an overall mill rate increase of around 8% due to the market valueincreases as well as about 8-15% depending on location. Overall taxes haveincreased 6-20% with an average of 14% for this assessment class. Councillor Marshall inquired about the municipal portion of the 2018 Tax Levyby assessment class. Mr. Donovan noted that the County's portion is $959,013for Farmland; $13,968,368 for Residential; $27,096,483 for Non-Residential;$14,213,017 for Machinery and Equipment; and $17,096,483 for Linear.CAO, Bill Rogan and Mr. Donovan commented on the assessment changesmade to the Municipal Government Act (MGA) and how they affected theCounty:

ability to split the non-residential mill rate so Linear, non-residential, andM&E could be assessed differently has not occurred;loss of approximately $25 million on deprecation to M&E each year;Clairmont more affected by market value changes;Linear decreased 12.5% last year; DIP properties (includes rail) will become assessed as Linear.7 major gas plants in the County that will be assessed by the Province inthe future. It is estimated that by 2020 the Province will take over all DIPproperties, wells and individual gas plants.Adding an additional requisition this year with the province setting the rateand completing the assessments. This information will have to be includedon the County's annual tax notices.No longer paying for linear assessments as industry will be paying forthem which results in a savings of about $90,000 in the budget.

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Current Provincial Assessors do not have the experience to do thoseassessments so they are planning a slow phase-in for the Provincial onesand different types of sites will have different rates charged (compressor,treater, etc). CAO, Bill Rogan noted that the County has expressed interest in being thecontractors for doing the assessments on behalf of the Province for thisregion, but no contract has been received. If there are only 7 plants,County Assessors could continue to do them under contract for the nextseveral years until the phase-in is complete.

2018 / 2019Projections(BudgetIntroduction &SupplementalInformation)

Economic Forecast• General outlook: Slow Growth in 2018– Alberta GDP growth hovering around 4% in 2017– Higher than 2016 forecast of 2.1%– GDP growth of 2.7% for 2018, 2.2% in 2019– Unemployment rate: Currently 8.1% (Alberta)

• Grande Prairie rate in October 7.8%• Predicted to drop slightly in 2018 and stabilize in 2019

• Housing: continued slow recovery– Increase in borrowing costs–Construction continues to slow notably in non-residential

• Oil: Price has climbed to $55/barrel US– Highest price in 2 years

• Natural Gas: Price is at $2.00 MMBtu US– Drop from 2016 outlook. Expected to stay stable in 2018

• Forestry: Lumber benchmark price $560 CDN– Industry better than expected considering Softwood Lumber AgreementUncertainty– Industry expected to slow in 2018 due to high tariffs

• Retail: Steady Growth in 2017– Slight increase expected in 2017 and steady growth anticipated for 2018– Moderated by higher consumer debt levels and interest rates

Councillor Marshall commented on GDP figures provided at the AUMAConference and that they were higher (Canada around 6.7% and Alberta at3.8% growth). Mrs. Sauvé responded that she used very conservative economicforecasts, and that the figures could have changed since the time thepresentation was compiled. She was unable to locate a GDP figure specificallyfor the Grande Prairie region for Council's information.

PreliminaryBudget(2018 BudgetReview byDepartment /Activity)

Preliminary budget totals–2018 - $6,563,816 deficit

$3,029,010 increases in operating revenues$1,155,512 in increases to the operating budget$2,720,502 in increases to the capital budget

–Adjusted deficit of $6,221,730 from original proposed budget –2019 - $15,198,379 deficit

$1,510,000 increases to tax estimates - because of estimated growth

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$2,805,000 in increases to the operating budget$7,339,000 in increases to the capital budget

2018 Staff Recommendations• Full Time Permanent Requests – 3.7 FTE• Seasonal and Temporary – 4.8 FTE •Total Costs

– $637,500 in Salary costs– $48,350 in additional Operating expenses (phones, computers, desks,supplies)– $415,000 in additional Capital expenses (equipment for operators)

Department Position EmployeeType

Affecton

Services

2018FTE

Communications SeniorCommunications

Advisor

F/T Maintain 1.0

FCSS Home SupportProgrammer

F/T Maintain 1.0

Parks SeasonalGroundskeeper

Seasonal Maintain 0.5

Parks Special ProjectsManager

(Resolution #CM20170814.1016)

Temporary Enhance 1.0

Systems GIS Analyst F/T Maintain 1.0

Public Works Heavy EquipmentOperator

Temporary Maintain 1.0

Public Works Plow Truck Operator F/T Maintain 0.7

Public Works Tractor/MulcherOperator

Seasonal Enhance 0.8

Public Works Utilities Officer Temporary Maintain 1.0

Sub-total 8.0Council flagged the following positions for further discussion or additionalinformation:

Tractor/Mulcher Operator;Utilities Officer;Summer Camp Program for FCSS (included later in presentation asunfunded position); and GIS Analyst.

Councillor Sutherland inquired if the Seasonal Groundskeeper would only workin the summer months. Arlen Miller, Director of Community Services, respondedthat they will be used to account for the increase to the number of subdivisions

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to mow and they would be a groundskeeper and mower. Administration alsoincluded extra dollars in the budget to start the Cemetery Crew earlier in theyear.

Adjustments(2018 BudgetReview byDepartment /Activity)

Adjustments to 2018 Revenue and Expense (Forecasts - No MotionRequired)

Opening deficit at $5,716,812;Tax growth estimate adjustment - ($2,475,054); MSI Operating grant - Fire - ($261,414);Cemeteries increase to revenue - ($6,500);General Adjustment Interest - ($177,800);Decrease in Revenue - Planning - $44,129; CAO, Bill Rogan noted that the estimated $2.475 million is based ongrowth and market value. If the mill rates are kept the same as 2017, wewill see this amount increase across all assessment classes.Reduction in LAPP Costs - ($26,473); Increase to the Estimated Rural Extension Grant - ($13,000);Adjust Interest Revenue - PW - ($151,371); Subtotal - Adjustments to Estimates - ($3,068,483);deficit amount after adjustments - $2,648,329.

Reeve Beaupre inquired if the MSI operating is specifically allocated to Fire.CAO, Bill Rogan noted that historically the County has always allocated to Firebecause it was a regional service; so it was allocated there for ease ofaccounting. Council does have the ability to allocate the amount to anotherlocation if desired. Mrs. Sauvé noted that the amount was not included in theFinal Budget in April so Council is seeing the increase now. Changes to Reserve Transfers per Policy C27 - Reserves Policy (No MotionRequired)

Reserve Transfer Adjustments to comply with Policy - opening deficit of$2,648,329;Increase Transfer to Surfaced Road Reserve (5% of current rehabinventory value) - $705,500 to be funded from the Surfaced Road RehabReserve; deficit amount after reserve transfers - $3,353,829.

Adjustments Resulting from Previous Council MotionsOpening deficit - $3,353,829;Resolution #CM20170626.1022 - MOVED by P. HARRIS to not approvethe tender results for the Shop addition and to review theBeaverlodgeproject and submit a new estimate to the fall 2018 budget. Resulted in nonet change.

There was discussion on the initial budget ($300,000), RFP bids (low bid was$900,000), and that there has been some cost reductions by working withCounty Safety Codes. Also discussion on the design (stand alone structure vs.an addition). Mr. Van Volkingburgh noted that the dimensions and additionaldesign details can be provided to Council later today for review anddiscussion.

Resolution #CM20170828.1006 - MOVED BY B. SMITH to forward theland purchase and new build of the fire hall in La Glace to 2018 budget

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negotiations in fall of 2017. Currently no net change, needs to be added tobudget by Council for approval at a cost of $1,570,000 ($1,100,000 in2017 with additional ask of $470,000).

There was considerable discussion in regards to funding the Fire Hall in2018/2019 rather than 2017, whether it could be funded by borrowing, andwhether the design could be changed to achieve cost savings (change to astructure similar to the CSB Parks Shop). It was noted that the land is currentlybeing acquired, the La Glace Fire Hall would be a similar design to the one builtin Sexsmith, and that some cost savings were achieved at the CSB Parks Shopbecause of County Public Works being involved with the groundwork and prepwork.

Resolution #CM20170911.1011 - MOVED by B. MARSHALL Be it furtherresolved that the County of Grande Prairie forwards the road conditionassessment project contribution of $93,000 with funding options to beidentified, to the 2018 fall budget negotiations. CAO, Bill Rogan noted thatthis has potential to be included in another contact and the cost will notexceed the $93,000 (overall cost of $143,000 but a grant was receivedfrom MAMP for $50,000). Deficit increased to $3,446,829. Resolution #CM20171016.1005 - MOVED BY P. HARRIS to move thereplacement of the ice re-surfacer forward from the 2019SportsplexCapital Budget to the 2018 Capital Budget and have Administration initiatethe purchase process. Cost of $140,000 funded from the MobileEquipment Replacement Reserve so there was no additional netincrease.

Requested Operating Amendments Overall adjustment from 2018 Fiscal Plan - $1,155,512.

Highlights

New Staff Asks $637,500

New Communication Initiatives $164,000

Eliminated Provincial Assessor Fee ($100,000)

Savings in the Parks & Rec Area ($213,000)

Community Assistance Grant Savings ($77,000)

Fire Operating Increases $191,000

Miscellaneous Construction increases $136,000 Reeve Beaupre asked for clarification on Community Assistance Grant savings.Mrs. Sauvé flagged the item for additional information to be provided. Requested Capital Adjustments

Overall tax adjustment from 2018 Fiscal Plan - $2,720,502

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Highlights

Increased Transfer to Road Reserve $705,500

Beaverlodge Shop $775,000

LaGlace Fire Hall (debenture borrowing) $1,570,000

Increase to Bridge Replacement Program $1,456,000

Riverview Pines Overlay $639,000

Clairmont Landfill Expansion $500,000

Bezanson Lagoon Update $534,000

CAO andCouncil -RequestedOperatingAmendments(2018 BudgetReview byDepartment /Activity)

Requested Amendments - Council and CAO Office Opening deficit - $3,444,829. Council Increase in Operating - $4,968;CAO Increase to salaries - $2,213;Communications:

Open Houses/Tradeshows - $60,500Training/Membership/Contracts/Renos - $50,300Public Engagement c/o from 2017 - $28,000 (funded fromCommunications Reserve);Recognition Program - $25,000;Increase to operating expenses/decrease salary - $11,055 expense,($20,287 decrease) = ($9,232);Capital Add: New County Website - $92,500;Capital Add: Intranet Site (replace BUDDIE) - $50,000

HR/Safety: Removal of HR Training & Recruitment Position - included in 2019fiscal plan - ($90,417); Increase to Legal/Professional Operating - $51,030;Increase to Supplies/Lunchroom operating - $11,851;Increase to Website operating for HR Enhancements - $20,000;Increase to Safety operating budget - $13,358;

Subtotal for Council and CAO Office - $282,071Closing deficit after Council and CAO Office increases - $3,728,900

CAO, Bill Rogan provided background information on the Recognition Programand noted that a plan will be presented to Council by Communications in theupcoming months as Council had made a motion to bring a program back forreview and approval. Councillor Marshall inquired about the increase to HR Legal/Professionaloperating. It was noted that the increase is attributed to obtaining legal councilfor the ongoing negotiations with Fire Services. Councillor Rosvold inquired if the website is a one-time or ongoing cost. Mrs.Nielsen-Bjerke responded that it is a one-time capital cost, but Council will seeongoing licensing as operating costs. The amount for the website is spreadacross multiple years and departments will have their own specific asks forcertain parts of the website. CAO, Bill Rogan noted that the intranet could be

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deferred to 2019, however the current one is outdated and is costing a lot forongoing maintenance. Reeve Beaupre flagged the HR Training & Recruitment Position deferral forfurther discussion.

CommunityServices -RequestedOperatingAmendments(2018 BudgetReview byDepartment /Activity)

Requested Amendments - Community Services Opening deficit of $3,728,900;Agriculture:

Weed Control Decrease vehicle and supplies - ($27,000);Increase to wages - $12,057;Reduce Operating Expenses - ($13,759).

Community Services Admin:Net increase to operating budget - $6,277;FireSmart increase to operating - $285,000 (anticipating $245,000grant to offset) = $40,000. CAO, Bill Rogan noted that if we are notsuccessful with the FireSmart grant we can bring this item back forreview, but the County has typically been successful in the past.

Regional Enforcement Services: Enhanced Policing Increase - $34,828. Discussion on the increaseand the member that will be leaving and that he has not left yet sothey are currently fully staffed. There should not be a wait for hisreplacement and it would be a quick transition as a replacement hasalready been selected and notified. Increase to Operating - $29,099.

FCSS:FCSS change in operating - $36,651;Library Board wages increase/general expenses - $26,602 +$17,635 = $44,237;Move computer equipment in the La Glace Library -supernet$23,000. It was noted that the current location of the equipment is inthe Seniors Centre and it will be moved to the new library so it canbe run without any interruptions. There have been concerns that thehardware was getting damaged with dust and various water issues,so this is a one-time cost. Capital Add: Office Space Improvements - $250,000;Remove: Office Space Improvements - funded in 2017 by motionCM20171120.1033: ($250,000).

Regional Fire Services:Disaster Services Contract increase - $23,103 (savings of $273) =$22,830;Increase in Fire Operating Costs - $191,726;Communication Increases (radios) - $59,655;Capital Add: AFRACS System - $75,000 with funding to come fromRegional Fire Services Operating Equipment Reserve (Urban), nonet change in budget. There was additional discussion on the

radio systems, that the supplier is a sole source companyAFRACSchosen by the Province, and that this will be an ongoing cost toreplace the current radios.

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Parks and Recreation:Recreation: Decrease in operating (open houses, supplies) -($29,920); Capital Grants decrease - ($77.387) will be returned back to theCommunity Grants Reserve as an adjustment; Unallocated Capital Assistant Grant - ($83,027) will be returned backto the Community Grants Reserve as an adjustment; 2018 Summer Games - error on the grant spreadsheet - ($50,000)will be returned back to the Community Grants Reserve as anadjustment.

Recreation Grants2018 Fiscal Plan $4.28million2018 Interim Budget $4.2millionDecrease of $77,387Of the $465,227 Unallocated Capital Assistance Grant; $83,027 wasunused, and transferred to the Capital Assistance Grant ReserveCouncillor Harris inquired about whether Council would be deliberating onthe amount for the La Glace arena project and any others made at theRecreation Advisory Committee. He asked that the arena project beflagged for further discussion.

Reeve Beaupre flagged the reduction for Open Houses ($29,920) for furtherdiscussion.

Parks and Recreation continued: Nustadia Operating - ($41, 802); Fields Maintenance Increase Operating - $32,507;Recreation Reduction in Projects - ($133,100);Parks Salaries increase - $116,632;Net increase to operating - $3,029 + ($43,625) = ($40,596);Capital Add: Shop Greenhouse (purchased in 2017 from surplus) -$20,000 - ($20,000) = no net change. The greenhouse waspurchased in 2017 because Mr. Miller was able to find one that metthe needs of Parks for $4400. Capital Add: Pipestone Campground Improvements - $100,000 to befunded from Municipal Reserve so no net change. The amount willbe used to run electrical to approximately 40 more sites (currentlythere are 15) as well as for additional signage. Increase New Zero Turn Mower (Wedgewood - New Position) -$1000 to be funded from Municipal Reserve so no net change.There was discussion on why a Zero Turn Mower was chosen andwhether a larger piece of equipment should have been added to theParks and Recreation fleet. Capital Add: New Load Trail Car-Hauler (purchased in 2017 fromsurplus) - ($7,000);Capital Add: Caretaker Storage/Workshop - $12,000;KleskunCapital Add: Wapiti Recreation Area Plan - $150,000 to be fundedfrom Municipal Reserve so no net change; Subtotal for Community Services - $385,322 Closing deficit after Community Services increases - $4,114,222

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There was considerable discussion on the Wapiti Recreation Area Plan Capitalask including the amount requested and what the plan will entail. CAO, BillRogan noted that the amount in budget will hire a consultant to develop a plan.Reeve Beaupre noted the initial amount in budget was $133,000 and inquiredwhat the additional $17,000 would be used for. Christine Rawlins, Manager ofParks and Recreation, noted that the additional amount was included topurchase garbage cans and benches for the Wapiti Dunes Trail Network. Councillor Bulford requested additional information on the Kleskun CaretakerStorage/Workshop. Mr. Miller noted that there is currently a small shed for thecaretaker and this would be a larger garage/shed to complete more repairs forthe equipment and site if they were required.

CorporateServices -RequestedOperatingAmendments(2018 BudgetReview byDepartment /Activity)

Requested Amendments - Corporate ServicesOpening deficit of $4,114,222;Assessment: Net Decrease Operating (Provincial Assessor Feeeliminated) - ($100,000) + $5,597 = ($94,403).Facilities:

Facilities Increase Operating - $64,124 + ($50,000) = $14,124;New 1/2 Ton Pick-up Truck (Changed funding from Tax to MobileEquip. Reserve) - ($35,000); Capital Add: Portable Renovations - $15,000. Clairmont

Financial Services:Finance Net Increase Operating Contract Services/decreasesupplies - $43,860 + ($7,963) = $35,897;Capital Deferral: Analytics Module - ($40,000) returned to theMunicipal Infrastructure Reserve.

Legislative Services: Increase to Operating Salaries - $15,377 + ($4,361)= $11,016.Systems:

Net Increase contract services - $38,570 + ($2,949) = $35,621;Increase to Salary - $12,742;Capital Removal: Upgrade of Current Data Collection(Hardware/Software) - ($25,000); Digital Storage to Support (Changed funding from Tax toOrthosComputer Equipment Replacement Reserve) - ($10,000);Capital Add: Network Switches to be funded from the ComputerEquipment Replacement Reserve - $10,000 with no net change; Capital Decrease: High Speed Internet Towers yearly Programamount - $11,000 returned to the Community Aggregate Reserve(CAP).

Subtotal for Corporate Services - ($40,003) Closing deficit after Corporate Services decrease - $4,074,219.

Reeve Beaupre inquired about the increase in contract services. Mrs. Sauvéresponded that external contractors (many local) are used to maintain certainsoftware (HUB for Records Management and Esri for the GIS system which isused for LiDar data). Councillor Sutherland commented on the request for a new GIS Analyst positionand inquired if any departments have seen a decrease in staff through

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Carried

efficiencies or attrition. Mrs. Sauvé noted that there has been a decrease inPayroll and Financial Services staff and they are reviewing the departmentsinternally to see if those staff will need to be replaced. Payroll has been deferreduntil Kronos is fully implemented. One staff member in Finance has taken on theProcurement Specialist role and an assessment is being done on whether to fillthe Finance position.

Resolution #BD20171204.1001MOVED by P. HARRIS that the meeting be recessed . until 1:0011:59 a.m.p.m. for lunch.

The meeting was reconvened at 1:03 p.m.

Planning andEconomicDevelopment- RequestedOperatingAmendments(2018 BudgetReview byDepartment /Activity)

Planning and Economic Development - Requested Amendments Opening deficit of $4,074,219;Planning Increase to Salaries - $116,132;Economic Decrease in contracts/operating - ($46,326).DevelopmentSubtotal for Planning and Economic Development - $69,806.Closing deficit after Planning and Economic Development increases -$4,144,025.

PublicWorks -RequestedOperatingAmendments(2018 BudgetReview byDepartment /Activity)

Public Works - Road Construction - Requested AmendmentsOpening deficit of $4,144,025;2017 c/o Advance Div 3 - RR , TWP 713 and RR 54 (b/p) repay53Areserve in 2018 + $10,000 c/o - $10,000 + $981,000 (from MunicipalInfrastructure Reserve) = $991,000; Engineering for Next years Bridge Replacement Program 2017 c/o -$328,250 + ($156,427 from Transportation Road Improvement FeeReserve) = $171,823; and ($171,823) from the Bridge ReplacementReserve for a $0 net change in budget; Bridge Replacement Program 2017 c/o - $1,147,847 + ($593,573 fromTransportation Road Improvement Fee Reserve) = $554,274; and($554,274) from the Bridge Replacement Reserve for a $0 net change inbudget; Capital Increase: Eng/ for North . RW Proj 16m - $19,000;Capital Increase: Divisional Road Projects (South Division 1,3,4,5,6) -Cost per mile increased from $483,750 to $640,000 as per PW -$1,339,000 + ($205,000) = $1,134,000;Capital Decrease: 2017 c/o Advance Div 1 - TWP RD 730 - from RR 50 toRR 51 (p) (previously $1,075,000 now $795,000) (repay reserve + $5,000c/o) - $5000 + ($285,000) from Surfaced Road Rehab Reserve =($280,000); Capital Decrease: RR 51 fm TWP RD to HWY 670 (chip Seal)714Aproject ($200,000 to $166,000) - ($34,000) + ($166,000) from SurfacedRoad Rehab Reserve = ($200,000); Capital Add: Sandy Lane Estates (Overlay) Advanced from 2019 -$187,000 to come from Surfaced Road Rehab Reserve for no net changein budget;

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Capital Add: Riverview Pines (Overlay) Advanced from 2019 - $639,000 tocome from Surfaced Road Rehab Reserve for no net change in budget; Capital Add: Estates(Overlay) Advanced from 2019 -Pinebrook$262,000 to come from Surfaced Road Rehab Reserve for no net changein budget; Capital Increase: Spot Construction ($1,562,716 to $1,800,000) - $60,212;Capital Removal: Crossroads Industrial Park (overlay) developertherefore removed - ($570,000) returned back to the Surfaced RoadRehab Reserve for no net change in budget. Closing deficit after Public Works - Road Construction increases -$5,868,237.

Councillor Sutherland flagged the Spot Construction Capital Increase for furtherdiscussion. Reeve Beaupre inquired about the Division 3 carry-over. Mr Van Volkingburghnoted that some clean-up work is required and that some funding was set asidein 2017, but the remainder is to come from 2018. Mr. Van Volkingburgh also noted that the internal subdivision roads have beenidentified and will be addressed as unfunded projects later in presentation. Public Works - Operations - Requested Amendments

Opening deficit of $5,868,237. Administration Increase to Salaries/decrease operating expenses - $4,538+ ($4,412) = $126; Gravel Oiling Increase to Salaries - $150,911 + $14,810 = $165,721;Misc. Brushing/Chemical/Culverts - $165,000 + ($29,218) =Construction$135,782;Grader Operations Salaries/Hired Equipment - $15,976 + $27,053 =$43,029;Sign/Shops Operating Increase - $15,412 + ($2,978) = $12,434;Spot Construction Wages Increase - $140,748 + ($1,939) = $138,809;Capital Add: New Pup Trailer (for Plow Truck) - $52,000 to be funded fromthe Mobile Equipment Replacement Reserve for no net change in budget; Capital Add: New Pull Behind Disc - $60,000; Capital Add: New Plow Truck (New Position): budget reduced due toupdated pricing estimate - $340,000 + ($40,000 reduction) + ($300,000) tobe funded from the Mobile Equipment Replacement Reserve for no netchange in budget; Capital Add: Grade Control System for TR19 - $25,000; Capital Add: New Dump Trailer - $18,790;Capital Change: 2 County of G.P. Entrance Signs (In final budget asoperating funds but changed to reserve) - ($85,000) to be funded from theMunicipal Infrastructure Reserve; Capital Deferral: Picker Truck & Dump Box 2.5 for RoadsideTonneMaintenance (New Seasonal Position) (2018 approved purchased pushedto 2019) - ($114,000). Closing deficit after Public Works Operations - $6,268,928.

Reeve Beaupre flagged the Dump Trailer, Pull Behind Disc, and Sign/Shopsoperating increase for addition information. Councillor Harris flagged the Capital Deferral for the Picker Truck and DumpBox for additional information.

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Public Works - Technical Services (Water, Sewer, Waste) - RequestedAmendments

Opening deficit of $6,268,928;Waste Increase to Salaries/Wages - $95,755. It was noted that thisincrease is for a temporary Utilities Officer that will be in place forsuccession planning. Waste decrease in operating - $36,757; Sewage Net Increase to operating - $16,894;Water increase to operating - $29,510 + ($11,151) = $18,359;Water Increase in wages - $27,051;2016 c/o Leachate Pond (previously $215,200 from Reserve & $384,800from operating) - ($300,000) reserve adjustment from the ClairmontLandfill Reserve; 2012 - 2015 c/o - Water Station (c/o & new ask for $ ) -Bezanson 90k$530,000 + ($23,000) from Municipal Infrastructure Reserve = $507,000;and ($352,000) to come from the Community Investment Fund; 2016 c/o - Restoration of Lagoon - $211,000 + ($46,000 from theLaGlaceCommunity Investment Fund) = $165,000;2017 c/o Water Meters for all Hamlets - $37,000 + ($17,000 fromMunicipal Infrastructure Reserve) = $20,000; 2016 c/o Teepee Creek School Waterline Facility Upgrade - $10,000; Capital Deferral: Recycle Trailer (2018 approved pushed to 2019) -($20,000) returned to the Clairmont Landfill Reserve for no net change inbudget. Capital Add: Residential Waste Collection Bins - $48,000; Capital Add: Landfill Expansion (Land Purchase) - $500,000Clairmontfrom the Clairmont Landfill Reserve for no net change in budget; Remove: Landfill Expansion (Land Purchase) - ($500,000)Clairmontreturned to the Clairmont Landfill Reserve for no net change in budget; Capital Add: Lagoon Expansion - $534,000 + ($400,500) =Bezanson$133,500; Capital Removal: Crossroads Storm Pond Water Station - ($400,000).Subtotal of Public Works Technical Services increases - $2,077,705

Councillor Marshall flagged the 2017 carry-over of Water Meters for all Hamletsfor further discussion. There was general discussion on the Clairmont Landfill Expansion.

Review andDiscussionof 2018Budget(Review andDiscussion of 2018Budget, DecisionPackages, andAdjustments)

Impact of a 1% IncreaseTo total Municipal Tax Revenues - $778,231; Mill rate increase would be less than 1% as the burden is spread acrossall assessment classes.To the 2017 Mill Rates - would be increase of $1,263,330.Calculated with 2017 assessment values – actual amount would beslightly higher due to assessment growth. Impact per Assessment Class:

$3 for farmland;$19 for average household;Reeve Beaupre inquired why the projections do not include higherend homes, so Councillors can accurately speak to ratepayers about

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the potential increases. $185 for commercial: used a typical commercial property suppliedfrom previous budget by Chief Assessor. Reeve Beaupre expressedconcerns because commercial differs from division to division.

Councillor Harris requested that the average figures that were used tohave the 1% impact be calculated and brought back to Council forinfromation.

2018 Staff Requests not in Previously discussed Recommendations:

Summer Youth Program Worker - FCSS 0.5 FTE

CSB Yard Person - Agriculture 0.5 FTE

Business Solutions Summer Student - System 0.5 FTE Kathleen Turner, FCSS Director, provided clarification on the Summer YouthProgram Worker position. It was noted that the amount for the position isincluded in the FCSS Special Projects budget, rather than as part of Salaries.Mr. Miller noted that the amount is actually for two positions: one person startsearlier and does programming; the second comes in later in summer toadminister the programs. Operating and Capital - Unfunded Adjustments from Administration

Increase to insurance budget due to loss history in 2017 $42,000

Increase to Planning software costs - Capital $200,000

Increase in Planning software costs - Operating $16,000

Philip J. Currie Dinosaur Museum Operating Deficit $100,000

Subtotal of Unfunded Adjustments $358,000 Mr. Lapp noted that the Committee is still reviewing the new Planning softwaretherefore he requested that the additional capital and operating requests bedeferred until the final budget in Spring 2018 because all information cannot besupplied at this time. The funding was to come from General Revenue. Councillor Sutherland noted that the intent from the Philip J. Currie DinosaurMuseum was request a $400,000 grant in 2018 to match what was given in2017. CAO, Bill Rogan confirmed the operating grant amount for the DinosaurMuseum as $400,000 for 2018. Capital Items not included in the Budget Package (Council motions)Resolution #CM20170918.1036 - MOVED by D. to defer the requestBEESTONfrom the Peace Wapiti School Division to the 2018 budget deliberations. Therequest is for the new PWSD School Site and Municipal reserve could beconsidered as a funding source. Reeve Beaupre noted that the request fromCouncil for PWSD was to go back and look at unused school sites fromprevious years, and we have given them ample time to work on this. CAO, BillRogan noted that there is a meeting scheduled with them for next week todiscuss further.

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Carried

Resolution #CM20171120.1031 - MOVED by D. to approve $5,000BEESTONinto the 2018 budget deliberations for Hamlet signage in , withClairmontAdministration to bring back information as to locations and size of the signage.Mr. Van Volkingburgh noted that Public Works will be bringing back a report andrecommendations to the December 11th Council meeting where Council candecide whether to keep the amount in the budget, or remove it. Resolution No. CM20171127.1011 - MOVED by B. MARSHALL to defer therequest for funding of Waterline to Peregrine Industrial Park project with theestimated cost of $1,565,873.78 to 2018 Budget Deliberations. Mr. Lapp notedthat he is working with the Developer on what can be covered on his end andthen will bring any information to Council for review and discussion.

Resolution #BD20171204.1002MOVED BY B. MARSHALL to defer the Peregrine Industrial Park Waterlineproject to the 2018 Final Budget deliberations in the Spring.

Operating Items not included in the Budget Package (Council Motions)Resolution #CM20170821.1028 - MOVED by R. SUTHERLAND to direct thefunding request from the Wembley Co-op Seed Cleaning Association Ltd. for50% of the north yard development project - $151,600.00 to 2018 budgetdiscussions for a decision with consideration being given for gift in kind insummer of 2018 and for Wembley Co-op Seed Cleaning Association to providetwo quotes for all items included in the project. Possible funding source is theCommunity Assistance Reserve from the 2018 unsubscribed amount of$210,414. There was considerable discussion on the request including:

Council never received audited financial statements so there are concernswith how long the funding would last and their current operations this willlast them and how business is running. The Association had noted that they already had some funding for theproject put aside, but that they wanted the County to fund at least half. Councillor Harris noted that the audited financials would be presented atAGM and the Association would supply them if requested. This item was flagged for further discussion and deliberations.

Resolution #CM20171120.1045 (draft) - Forward the Evergreen Park requestfor additional funding to the 2018 budget. Total Evergreen Park grant for 2018is: $800,000 in Community Assistance Grant and $418,437 in Waiver of debtpayments in the Major Capital Grants. Resolution #CM20170918.1047 - MOVED by R. SUTHERLAND to forward therequest to the budget for all Council members to attend the Alberta UrbanMunicipalities Association (AUMA) Conference starting in 2018. CAO, BillRogan noted that no budget adjustment is necessary as the 2018 Councilbudget is able to cover the estimated $7,000 to allow four (4) Council membersto attend the AUMA Conference.

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Carried

Carried

Resolution #BD20171204.1003MOVED by D. BEESTON that the meeting be recessed for a short1:54 p.m. break.

The meeting was reconvened at 2:17 p.m.Mr. Donovan supplied the requested figures that were used for averages for the1% increases to all assessment classes:

$3 for farmland ($32,420);$19 for average household ($487,500); and$185 for commercial ($1,417,030).

Flagged Items for 2018 Deliberations: GIS Analyst ($92,560) - position was deliberated in April 2017 to coveradditional work for GIS to provide support to other departments (ex. AGmobile applications). Also cover training and documentation for externalwebmaps; Disaster Services assistance for maps; amount includesoperating, wages and benefits. There was discussion on the following:

Many departments include Business Plans that speak to increasedmobile technology for their areas; Amount of Summer Student positions for all departments and whatthe overall budget per year is. It was noted that the BusinessSolutions Summer Student was not included in budget because theyhave asked for this fulltime position.

Tractor/Mulcher Operator ($50,262) - incorporated a seasonal position toassist in pulling roads up and fixing them. This would allow the program toextend to next year.

There was discussion on whether the position would only focus onshoulder pulling, or whether it could be utilized to complete otherwork. It was noted that the 0.8 position would be utilized for a varietyof tasks including assisting with dust control, garbage picking, andcoordinating with Agriculture on spraying.

Utilities Officer ($78,905) - upon further review it was noted that theposition was entered in twice by accident. The transition period will be forone year only. A motion is required to remove it from the budget.

Resolution #BD20171204.1004MOVED BY B. MARSHALL to remove the duplication of the Utilities Officer (inthe amount of $78,905) from the 2018 Interim Budget.

Training and Recruitment Coordinator from HR ($97,885) - moved to2019. Discussion on whether it is the same position as the one in 2019 forthe Assistant Deputy Chief position requested by Fire Services.

Fire Chief Grant noted that the Asst. Deputy Chief position in 2019came as a direct result from the ongoing negotiations. Some dutieswill be removed from current County Fire staff and the position wouldassist in some on-call situations as well as with daily operations;therefore having a fire background would be beneficial.

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Beaverlodge Shop Addition ($775,000) - additional info requested. NewShop space 3200 sq feet; office/parts area that is 1600 sq feet; existingshop 3100 sq feet. Are seeing larger quotes (initial quote and lowest bidaround $960,000) because of the increase in tin and concrete. Havespoke to County Safety Codes to see if some cost savings could beachieved and will look internally for project managing. Air intake will alsoneed to be changed. Open Houses/Tradeshows - $60,500 in Communications budget;decrease from Parks & Recreation budget only $29,920. More informationwas requested. Open Houses were around $30,000 from the Parksbudget; and it was noted that previously each department had a portion intheir budget for Tradeshows ($5000-$6000) so now the whole amount isincluded in Communications to account for the other $30,000.

Discussion on the increase in budget attributed to catering and whythat decision was made. It was noted that feedback indicated thatpeople wanted more higher-end meals as opposed to hamburgersand hot dogs.Parks and Recreation will still assist with bouncy castles and provideassistance with BBQ; but it will not be County staff cooking anymore.Community groups are still utilizing the BBQ well.

Increase in Fire Operating costs ($191,726) - includes multiple items:La Glace fire hall - increase in members, uniforms, training andcall-outs (salary).Also a portion included because of the on-going fire negotiations andsalary costs that are anticipated as a result.

Increase to Spot Construction change - $60,000 increase in varioussupplies and additional culverts; as well as an increase of the transferfrom operating to capital ($37,000 difference). Sign Shop operating ($12,434) - changed from a 0.8 to a 1.0 fulltimeposition. Pull Behind Disk ($60,000) - recommendation from the Spot Constructioncrew as a disk was rented this year to dry out roads and get more built. Italso worked well for applying the stabilization product. Public Worksbelieves that it is a good piece of equipment to add into the fleet.

Positive comments made about the roads that were done this yearwith the disk.Noted that the Mulcher and disk worked well together in multipleareas, including major shoulder pulls. Currently using a Challenger to pull the disk, and also have apull-behind packer that could be used with the Challenger as well. Discussion on whether it is more economically feasible to contractconstruction crews rather than purchasing more equipment. Mr. VanVolkingburgh noted that at this point Public Works is not looking toexpand their crew, but are looking for equipment that can assist inefficiencies. The cost per mile is higher on contractors but theyprovide their own equipment. We are on par and catching up onwhat was required to be completed in 2017.

Plow truck ($300,000) - attached to staff request for plow truck operator.Anticipating an additional 40 km of paving set for end of 2018. Initial

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Withdrawn

request was moved to 2019, but then brought back to 2018 and the truckand operator will also be used in summer months.

Discussion on whether more work could be done in winter ratherthan the spring and summer (ex. gravel hauls). Mr. VanVolkingburgh noted that gravel is done on a contract and cannot bedelivered as well in wintertime; the most ideal time to deliver gravelis prior to break-up when the roads are soft. Another challenge withwinter gravel is that there are restrictions on the pits so they cannotoperate from December 31 to mid-April.

Dump Trailer ($18,790) - to be pulled behind one-ton or pick-up truck. Canbe used to haul rocks from the ditches, garbage and animal carcass removal. Beneficial as Public Works wouldn't have to pull another largerpiece of equipment off a larger job to address the smaller jobs noted. Picker truck and dump box ($114,000) - removed from 2018 budget asPW plans to re-modifying existing equipment already in the fleet.

The certification to operate this equipment is 2-day course ratherthan a special certification which would take much longer for alarger, more specialized piece of equipment that was previouslyproposed. Councillor Harris noted that this piece of equipment was identified forremoving large rocks out of ditches and should be used as pickertruck.

Resolution #BD20171204.1005MOVED BY P. HARRIS to move the Picker Truck and Dump Box back into the2018 budget in the amount of $114,000. Mr. Van Volkingburgh noted that the equipment was deferred to the 2019 FiscalPlan because Public Works wanted to assess whether they could convertexisting equipment to see some cost savings. Mrs. Sauvé commented that the $114,000 is the Capital amount only and it isstill included in the 2019 Fiscal Plan. Councillor Harris withdrew his motion.

Water Meters for Hamlets ($20,000) - there was considerable discussionon whether the intent behind the meters was to charge for usage. JenniferBesinger, Technical Services Manager, noted that the main intent is tocheck for leaks or flow issues for the County's information, but that themeters could be used to charge for usage if Council requests in thefuture. Hamlet residents have been advised that the meters are being used forinformation only. Council commented on the need for increased communications andclarification from the County on the intent of the water meters to Hamletresidents. There will be approximately 48 meters installed and they will go inBezanson, Teepee Creek, and La Glace. The amount in budget is for anincrease in installation costs from Aquatera as the meters have alreadybeen purchased. The amount of usage will be included on their utility bill for information but

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Carried

Carried

Carried

Carried

the charges will not be increased for additional use.The main concern is being able to pinpoint any leaks that could beoccurring which are resulting in wasted water. Comments on the amount that a resident is required to pay if they aregoing to tie into an existing water line, in comparison to the ones beingsubsidized by the County and installed in the Hamlets. Mr. Van Volkingburgh noted that $17,000 was already approved in thebudget, and Council can deliberate on whether to include the additional$20,000. The $17,000 is funded from the Municipal InfrastructureReserve, and the additional $20,000 is proposed to come from GeneralRevenue. He also noted that the County does charge hamlets for water,but on a fixed rate; and that water costs are increasing this year.

Resolution #BD20171204.1006MOVED BY B. MARSHALL that the $20,000 funding for the Water Meters inthe Hamlets come from the Municipal Infrastructure Reserve in 2018.

Increase to Insurance budget ($42,000) - discussion on where the itemshould be funded from and what grants and rebates the County typicallyreceives from WCB and the Partners in Injury Reduction. Councildiscussed whether the $42,000 could be taken from the Health and SafetyReserve and whether the amount will be on-going or a one-time payment.Mrs. Sauvé noted that the amount will be ongoing until the County's LossHistory changes (approximately 5 years). We are seeing this increasebecause of one large loss of a fire truck that occurred early in 2017.

Resolution #BD20171204.1007MOVED BY P. HARRIS to approve the increase to the insurance budget in theamount of $42,000, to be taken from the Health and Safety Reserve in 2018.

Philip J. Currie Dinosaur Museum Operating Grant increase ($100,000) -for a total of $400,000 in 2018. Discussion on the capital transfers given tothe Museum and Nustadia; and that there is no cap on the amountbecause each building has their own independent reserves built up.

Resolution #BD20171204.1008MOVED BY R. SUTHERLAND to increase the operating grant to the Philip J.Currie Dinosaur Museum by $100,000 to a total of $400,000 in the 2018 InterimBudget.

Hamlet signs for Clairmont ($5000).

Resolution #BD20171204.1009MOVED BY D. BEESTON that the $5000 for the Clairmont Hamlet Signs beadded to the 2018 Interim Budget.

Wembley Co-op Seed Cleaning Association request ($151,600) - Mr.Miller noted that the Association already have $220,000 in the bank andhave paid $33,000 for installation of power with ATCO. Total cost of scalewas around $300,000 so they can pay for their 50% of the scale.

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Defeated

Carried

Discussion on which reserve should be drawn from, and that thegroup receive approval on the caveat that the County receives anaudited financial statement.

Resolution #BD20171204.1010MOVED BY R. SUTHERLAND to approve the Wembley Seed Cleaning Co-oprequest in the amount of $151,600 be funded from 2018 Capital Assistance Lineon the caveat of receiving an audited financial statement confirming the figuressupplied by Mr. Miller.

CAO, Bill Rogan noted that for approved Capital Assistance Grants just a figureis forwarded to budget and then grant amounts and groups are released inJanuary with a Council motion. Councillor Harris had flagged the Capital Assistance Grants in order to speak tothe $2 million grant for La Glace Arena over 6 years ($333,333 each year from2018 - 2023). He spoke against another recreation facility with full-sized icesurfaces being built in the County as it is not necessary and there are currentlyavailable ice surfaces with openings within 30 minutes of La Glace. TheCounty's Recreation Master Plan spoke to many facilities that need upgradesdone and they will need to be funded fully by the County. If we are to fundrecreation facilities, we need to ensure it is done properly and responsibly for allCounty ratepayers.

Resolution #BD20171204.1011MOVED BY P. HARRIS that the recommendation from the Recreation AdvisoryCommittee to provide $2 million over 6 years ($33,333 per year from2018-2023) for the La Glace Recreation Facility be denied. Councillor Rosvold noted Point of Order as she had requested to speak beforeCouncillor Harris. She spoke against the motion because they cannot get moreteams to play at the facility because the ice surface is too small. La Glace is partof the County and they do not have another municipality that could contributeadditional funding. The Agricultural Society have been assured that if theyreceive the $2 million from County, they will get a CFIP grant for $1 million. Thiswill increase the cost of properties in the area and bring more people to thatarea as well. La Glace is a growth community and should be treated as such togrow and survive. Councillor Marshall spoke in favour of the motion. He noted that until theRecreation Master Plan is complete, the County should not be making anydecisions on buildings or funding more recreation centers. Councillor Sutherland spoke in favour of the motion due to his concern with thefuture up-keep and costs of another full ice surface. Reeve Beaupre spoke in favour of the motion because the Recreation MasterPlan is not complete and believes that information on future operating costs andcurrent usage at other facilities should be known prior to investing additionalfunding.

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Carried

Recess FirstDay ofBudgetMeetings(Recess First Dayof BudgetMeetings)

Resolution #BD20171204.1012MOVED by H. BULFORD that the meeting be recessed at to3:57 p.m. reconvene on December 5, 2017 at 10:00 a.m.

Adoption of2018 InterimBudget(Adoption of 2018Interim Budget afterAdjustments)

The meeting was reconvened at 9:59 a.m.

2018 Interim BudgetEnding 2018 Balance - $6,227,825Option 1: Use the 2017 surplus to pay off the Evergreen park loan in theamount of $1,187,500:

Reduce borrowing costs for additional divisional roads (773,432)

Reduce the gravel program to 2016 levels (472,500)

Allocate the 2017 surplus to 2018 one time capitalprojects

(1,565,390)

Reduce IDP project to reflect contract price (50,000)

Reduce the landfill operating for one HEO position (40,000)

Reduction in FCSS grants (23,000)

Reduce Evergreen Park operating (400,000)

Increase mill rate on all assessment classes by 2% (2,526,660)

Fund bridge program from anticipated STIP funding (320,000)

Ending Deficit $56,843 2018 Interim Budget

Ending 2018 Balance - $6,227,825Option 2:

Reduce borrowing costs for additional divisional roads (773,432)

Reduce the gravel program to 2016 levels (472,500)

Allocate the 2017 surplus to 2018 one time capitalprojects

(3,550,000)

Reduce IDP project to reflect contract price (50,000)

Reduce the landfill operating for one HEO position (40,000)

Increase mill rate on all assessment classes by 1% (1,263,330)

Fund bridge program from anticipated STIP funding (150,000)

Ending Deficit $71,437Councillor Marshall spoke against reducing the gravel program and commentedon his 2018 divisional road program (RR92 for 2.5 miles; as well as theunfunded portion from TWP RD 712 (north) for 0.5 miles at a cost of $594,000).He noted that he would like to proceed with adding the unfunded portion into the2018 budget. Mr. Van Volkingburgh commented on the gravel discussion that occurred at the

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Carried

Carried

Carried

Carried

Carried

last Public Works Committee meeting. Direction given was to take the mainprogram back down to 600 miles/year as the base rate. In 2017, (due toweather and other circumstances) it was increased by 15%. There was also amotion to add all 200 count roads as a separate gravel program. The reductionseen in budget is to remove the 15% increase that was made in 2017; not anoverall decrease to the gravel program. Reeve Beaupre inquired about discussing the unfunded programs including thePriority 2 projects brought forward from the Public Works Committee. She hasone project that is due for paving and also noted the intersections andimprovements to the Evergreen Park entrance (improvements to 116th St, HWY668 and Resources Road). Discussion on whether the improvements could befunded from the Zone Two Levy.

Resolution #BD20171204.1013MOVED BY R. SUTHERLAND to advance the Evergreen Park Signalization(Resources Road and TWP RD 710) from the Priority 2 projects to the 2018budget with funding to be allocated from the Zone 2 Transportation LevyReserve for $1,900,000 and the remaining $100,000 from the MunicipalInfrastructure Reserve. Mrs. Sauvé commented on the amount remaining in the Zone 2 TransportationLevy Reserve at the end of 2018. Mr. Miller commented that if signalization is done at the intersection, the FireDepartment will need to install an attachment to control the lights at a cost of$75,000.

Resolution #BD20171204.1014MOVED BY B. MARSHALL that the unfunded portion of the base pave for RR92 from TWP 712 N resurfacing of 0.5 miles be funded in the amount of$594,000 in 2018 from General Taxation. Discussion in regards to working with businesses, industry, and various energygroups on funding and maintaining some portions of the roads they use.

Resolution #BD20171204.1015MOVED BY D. BEESTON that the Dunkley Meadows base/pave project beadvanced to the 2019 Fiscal Plan as a funded item in the amount of $965,000.

Resolution #BD20171204.1016MOVED BY C. BECK to reduce gravel program back to 2016 levels resulting ina reduction of $472,500 in the 2018 Interim Budget.

Resolution #BD20171204.1017MOVED BY B. MARSHALL to reduce borrowing costs for additional divisionalroads in the amount of $773,432.

Resolution #BD20171204.1018MOVED BY D. BEESTON to use the 2017 surplus to pay off the EvergreenPark loan in the amount $1,187,500, and reduce the operating grant to

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Carried

Carried

Carried

Carried

Carried

Tabled

Carried

Carried

Evergreen Park by $400,000 for 2018. There was discussion on the Evergreen Park loans (2) and that this one is fordebentures owed to other individuals.

Resolution #BD20171204.1019MOVED BY K. ROSVOLD to reduce the IDP project by $50,000 per year fortwo years.

Resolution #BD20171204.1020MOVED BY P. HARRIS to allocate the remaining 2017 surplus to fund 2018one time capital projects in the amount of $1,565.390.MOVED BY B. MARSHALL to table the motion until more information can beprovided on the figures for the 2017 surplus allocation.

Resolution #BD20171204.1021MOVED by C. BECK that the meeting be recessed at for a break to10:42 a.m.clarify budget options and produce copies for Council review.

The meeting was reconvened at 11:17 a.m.

The updated Option 1 was distributed to Council and Administration; andupdated Option 2 was displayed on the overhead screen resulting in a surplusof $437. Discussion on the $100,000 ask from the Dinosaur Museum that was alreadytaken from the 2017 surplus; as well as the $23,000 FCSS grants.

Resolution #BD20171204.1022MOVED BY B. MARSHALL to bring back the tabled motion back to the floor.

Resolution #BD20171204.1023MOVED BY P. HARRIS to allocate the remaining 2017 surplus to fund 2018one time capital projects estimated at a cost of $1,565,390; the RR92 and TWPRD 712N paving estimated at a cost of $594,000; and that the remainder of theunallocated surplus, $203,110, be allocated to the Bridge Reserve.

Resolution #BD20171204.1024MOVED BY B. MARSHALL to reduce the landfill operating for one HeavyEquipment Operator position in the amount of $40,000.

Resolution #BD20171204.1025MOVED BY H. BULFORD to reduce the FCSS grants by $23,000.

Resolution #BD20171204.1026MOVED BY P. HARRIS to increase the mill rate on all assessment classes by1% resulting in an estimated cost of $1,263,330. Discussion on the mill rate increase and that the amount can be reviewed again

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Carried

Carriedat the Final Budget deliberations in April 2018.

Resolution #BD20171204.1027MOVED BY B. MARSHALL to fund the bridge program from anticipated STIPfunding in the amount of $250,000.

2019 FiscalPlanIntroductionandHighlights(2019 Fiscal PlanReview byDepartment /Activity)

Budget process – 2019Administration presentation of: 2019 fiscal plan highlights; and Presentation of 2019 fiscal plan by department with Council to flag itemsfor further deliberation.

Deliberation of flagged itemsAdoption of the 2018 interim budgetAdoption of the 2019 fiscal planAdoption in principle of the Schedule of Fees for 2018 and 2019

2019 Fiscal Plan HighlightsOpening deficit of $15.2 millionProperty Tax Revenue –Total Revenue Estimated at $79.3 millionMSI

MSI program completedEstimated some form of provincial assistanceCurrent 2019 fiscal plan includes $2 million in provincial assistancefunding (1/2 prior year MSI assistance)

Federal Gas Tax2019 Allocation for Alberta is $229.5 million in Federal budgetAdjust 2019 deficit by 2018 grant estimate $1.066 million

Adjustments to the 2019 deficit (No motion required)

Opening deficit of $15,198,379Tax growth estimate adjustment - ($2,475,054);LAPP contribution reduction - ($28,039);Increase in the Rural Extension Grant - ($13,000);Adjust capital plan for Federal Gas Tax allocation - ($1,066,649);Add: Borrow for additional divisional roads - $1,641,184;Subtotal - Adjustments to Estimates = ($1,941,558); Agriculture: Remove ALUS Program - ($94,419);Regional Fire Services: Teepee Creek Fire Hall - Move to Priority 2 -($1,500.000); Parks & Recreation:

Replace Bear Lake Home - ($175,000) from the FacilityRehabilitation and Replacement Reserve; Saskatoon Mountain Development - ($250,000) from MunicipalReserve;

Water, Sewer, Waste: La Glace Water Pump Station - Moved to Priority 2- ($450,000);Closing deficit after adjustments - $10,787,402

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2019 Staff Recommendations

Full Time Permanent Requests – 7.3 FTESeasonal and Temporary – 0.5 FTETotal Costs:

$745,274 in Salary costs$16,350 in additional Operating expenses$424,000 in additional Capital expenses

Department Position EmployeeType

Affect onServices

2019 (New)Recommendation

HR Training andRecruitmentCoordinator

F/T Enhance 1.00

AG ALUS ProgramCoordinator

F/T Enhance 1.00

Fire Assistant Deputy FireChief

F/T Maintain 1.00

Parks SeasonalGroundskeeper

Seasonal Maintain 0.50

Finance Financial Analyst F/T Enhance 1.00

PublicWorks

Plow Truck Operator F/T Maintain 0.30

PublicWorks

Paver/Snow BlowerOperator

F/T Enhance 1.00

PublicWorks

Lead Hand Seasonal Maintain (0.80)

PublicWorks

Lead Hand F/T Maintain 1.00

PublicWorks

Plow Truck Operator F/T Maintain 1.00

PublicWorks

Labourer - GarbageCollection

Seasonal NewService

0.80

Subtotal 7.80It was noted that any position that includes a capital request will be included inthe opening deficit figures. Also, the HR Training and Recruitment Coordinatordid not include a capital ask.Councillor Marshall flagged the Public Works Paver/Snow Blower Operatorposition for further discussion. Councillor Beck commented on the desire to create an additional reserve for500 traffic count road projects (as outlined in Policy N47) by designatingapproximately $1.5-$2 million per year to ensure that any roads not coveredunder the Divisional Road Program can be funded. This additional reserve wasflagged for further discussion and deliberation. CAO, Bill Rogan noted thatCouncil will also have to deliberate on the Divisional Road program. There was

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Carried

additional discussion on whether this reserve should be discussed after thebudget deliberations. Reeve Beaupre commented on the needs for future signage that does not fallinto any policy (ex. Bauman Road). CAO, Bill Rogan responded that when aroad is brought up to a new standard, it would get signage upgrades which arebuilt into the Zone Levy bylaw. Reeve Beaupre flagged the Financial Analyst position for further discussion. Councillor Rosvold flagged the Public Works Labourer - Garbage Collectionposition for further discussion. Operating and Capital - Unfunded Adjustments from Administration

Insurance Adjustment for loss history - $42,000

There was discussion on:the 1% increase in mill rate that was not added into the 2019 figures. Itwas noted that there are still answers required from the province beforefinalizing some figures - therefore, Administration is suggesting cautiousadvancement in mill rate increases; the removal of the $122,000 for the proposed new Planning Software;only major flagged items for Community Services are the FCSS position atHarry Balfour School and the Teepee Creek Fire Hall (moved to 2020).Mr. Miller inquired if Council had any questions regarding the Agricultureand Regional Enforcement Services budget forecasts for 2019 as the AGFieldman and Manager of Enforcement Services would not be able toattend the meeting tomorrow afternoon due to prior commitments.

CommunityServices -Operatingand CapitalBudgets andHighlights(2019 Fiscal PlanReview byDepartment /Activity)

Councillor Beck commented on a request from the Sexsmith Seed CleaningPlant to have a Member at Large Board with a representative from the Countyor ASB which could affect future budgets because of per diems. It was notedthat the ALUS Program was also removed from the 2019 budget, and theadditional $13,000 grant was allocated elsewhere in the Agriculture budget.The Manager of Regional Enforcement Services will be in attendance tomorrowmorning to answer any questions from Council.

Resolution #BD20171204.1028MOVED by B. MARSHALL that the meeting be recessed at . until11:53 a.m.1:00 p.m. for lunch.

The meeting was reconvened at 1:05 p.m..

CAO andCountyCouncil -Operatingand CapitalBudgets andHighlights(2019 Fiscal PlanReview byDepartment /

2019 Fiscal Plan – Council and CAOminor increases for inflation and cost of travel;projecting $4,150 under budget;only change is the AUMA Conference; andcan reduce $15,000 over 3 years.

CAO Office Budget:only minor changes and small increases; main increase in 2019 is dependent on whether to hire someone for CAO

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Activity) succession planning; discussion on whether the new County website would allow for moreonline payments. It was noted that Finance is working on expandingelectronic funds transfers; and online credit card would be aseparate project as there are many people who wish to pay their propertytaxes on a credit card.

HR/Safety - new position and a couple of projects for 2019.Comments on the increase in insurance payments coming from reserves; the $56,000 would be for project related to Performance Management anda new compensation system; discussion on the Training and Recruitment Coordinator position; comments on the budget for succession planning; and how much of the of the Human Resources Manager's time has beenallocated to the negotiations with the Fire Department. It was noted thatthis year has been more than usual; but her time is allocated to alldepartments equally.

CommunityServices -Operatingand CapitalBudgets andHighlights(2019 Fiscal PlanReview byDepartment /Activity)

Community Services Admin: The ALUS program Coordinator position was removed from the 2019budget; small increases for 2018 because of upgrades to cameras in CSB yard;2019/2020 normal increases because of equipment replacement andother routine items.

Disaster Services - regular increases with GPREP; some additional training;and 2019 computer replacement in the EOC.

Discussion on whether the EOC locations in the County are large enoughto account for future growth. Kathleen Turner, FCSS Director, commentedon the various locations that are used as EOC's. It was noted thatClarkson Hall at Evergreen Park could also be used as an EOC locationbut would require a back-up generator. Mr. Miller noted that Fire Servicesdoes have two portable generators that could be used at Clarkson Hall ifthe EOC was activated.

FCSS - 2019 normal increases.Discussion on the request for a Playschool Instructor at Harry Balfour for2019. Councillor Beeston noted that there has always been a needexpressed for the position and once the Whispering Ridge School opensthere will be space to house them. Total cost is $37,000 and it has beenincluded in the unfunded requests. Discussion on ongoing programs. It was noted that the PWSD SchoolLiaison position will continue if another grant is allocated in spring 2018.

Library Board - increase to grant by 3%. FireSmart program - applied for a $280,000 grant and committed $40,000 fromCounty funds;

Discussion on whether there has ever been any revenue generated fromthe FireSmart program;whether the City of Grande Prairie could be part of the County's WildfireMitigation Strategy in order to receive a grant. It was noted that the Cityhas been approached, but had no desire to tie projects together. They are

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aware that the County is willing to work with them but they wanted to dotheir own applications. Discussion on whether we are getting buy-in from subdivisions andacreage owners that have lots of older trees; and whether FireSmart hasbeen included in the ASP's the County develops. Mr. Lapp noted thatPlanning & Development will make recommendations on developmentpermits to mitigate some FireSmart methods, but the information has notbeen built into any ASP's.

Cemeteries - increase in revenue from columbarium (anticipating 5 niche salesper year for a cost of $7500). Parks and Recreation - increases are generally for inflation.

Parks Admin - additional staff request; hoping to increase revenue on Camping fees at County Parks because ofonline reservations and creating more electrical sites. the money for the mower has been received and is being held by Planningand Development until they are ready to release it for the purchase. the analysis on how much subsidy is given to campgrounds will come tothe next RAC meeting on December 14, 2017 for Council's review; discussion on the greenhouse that was purchased in 2017 ($4300). It waspurchased because the Groundskeeping Coordinator orders plants eachyear and many die before being planted because they are kept in theParks Storage Shop.Discussion on the County Cost for the Philip J. Currie Dinosaur Museumfor $100,000. Each year there is $100,000 put aside and held in theBuilding Replacement Reserve that can be drawn from for small Capitalitems for the building (if needed). 2019 Culture and Heritage Coordinator position is a one year pilotprojection for $75,000; position to be discussed further at the RACMeeting; in 2019 the $16,000 for the County's portion of the Recreation Master Planstrategies will be used for the Admin position. amount for Saskatoon Mountain Phase 1 is dependent on the responsefrom the Alberta Government, but remains in budget to create the plan.

Fire Services - Council requested additional discussion on the cost of the LaGlace Fire Hall replacement ($1.5 million). There was considerable discussionon:

whether a more cost-effective building could be constructed (similar to theParks Storage Shop); it was noted by Fire Administration that the cost ofthe Storage Shop would not include essential components for a Fire Hallincluding fill stations, training areas, and office space; the most current cost comparison is the Sexsmith Fire Hall;the old fire hall would be turned over to Public Works for storagepurposes;final cost could be reduced to around $1.1 million with Gift in Kind fromCounty Public Works; County will be purchasing and converting farmland to house the new FireHall site rather than being built on County owned property that has alreadybeen prepped;Administration believes that the $1.5 million ask is suitable for the building

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Carried

needs. It will be all inclusive (both site prep and finish) and ready to be afire station as soon as finished and this cost will include the paving ofrequired parking areas;Potential to tender the fire hall and Beaverlodge Shop addition togetherand maybe see lower bids; water and sewer services: have had preliminary discussions with PublicWorks on whether it can be tied in or whether a new well is required;the need to plan the Fire Hall for future expansion and growth rather thanfor it's current needs;the current building/pump-house located on the property: hope to install afrost free stand pipe; and there are no plans on filling in the dugout so thewater could be used by Fire; potential of using an internal project manager rather than contracting outat a higher cost. Frost free stand pipes and how many have been installed with the $10,000in previous budgets. Fire Chief Grant noted that there have been three (3)purchased with potential locations identified between Beaverlodge andHythe area for the West County; and hoping to have the one in La Glace.There have been six (6) installed in the last five (5) years as they havehad trouble identifying locations because people are wanting to becompensated monetarily for having them installed on their property. The only areas in the south County that have been identified for drawingwater for fire suppression are the Dunes on 17 as they have a cistern; theDunes Golf Course (as trucks can pull water directly from their accessibleponds); and one gravel pit. It was noted that Encana has two (2) large water points and thatpreliminary conversations have occurred on accessing those inemergency situations; it was asked whether Fire could access the areas and dugouts that areused by Public Works for dust control and construction purposes. It wasnoted that a license is required through Alberta Environment to draw outany water; and that the access agreements made with Public Works aredone yearly. The information on the locations can be shared with FireServices. Councillor Beck left at 2:21 p.m. If a water station is constructed in Dimsdale both Public Works and FireServices would be able to access water from there.

Resolution #BD20171204.1029MOVED by B. MARSHALL that the meeting be recessed at . for a2:22 p.m.short break.

The meeting was reconvened at and Councillor Beck was present. 2:42 p.m.

CorporateServices -Operatingand CapitalBudgets andHighlights

Corporate Services:Assessment:

2017 under budget by around $96,000;unsure of amount being paid by Province for assessments (maybe around$80,000);

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(2019 Fiscal PlanReview byDepartment /Activity)

adding new position in 2018 (1/2 year position as each Administrativeposition will reduce to part time so this is for succession planning); anddiscussion on replacing the Assessor whose position became vacant inOctober and whether there could be a partnership with neighbouringmunicipalities.

Corporate Services Dept: increase because the Jubilee Insurance credit is nolonger offered. Facilities Maintenance: reduction in 2018 and increasing slightly in 2019.Includes $50,000 transfer from the Sportsplex Building Maintenance/RehabReserve in 2018 to fix some plumbing issues and showers. General Revenue/Expenses: increase is because of transfers fromgovernment;

property taxes and requisitions - anticipated growth amount, no mill rateincreases included;requisitions - Reeve Beaupre inquired about the difference between 2018and 2019 (around $1 million). Mrs. Sauvé responded that she willinvestigate further and report back to Council; but all amounts net to zeroin the end. Discussion on the Community Aggregate Reserve (CAP) and whetherthere was an increase for tonnage. It was noted that the County canincrease the cost, but it will be brought back to a future Council or FinanceCommittee meeting for discussion.

Finance:operating increasing around 6.2% because of the Financial Analystposition;discussion in regards to whether the position should be deferred to 2020due to the current staffing situation. Mrs. Sauvé noted that asFinance goes through the transition period, they have been looking formore efficiencies when it comes to various positions. The FinancialAnalyst position would be responsible for better reporting to Council(including budget, financial plans, and analysis of reserves) as well asproject-based initiatives for other departments.

Legislative Services:final Election figures were around $50,000 so seeing a $47,000 savings;Assessment Review Board (ARB) savings in 2017 have been moved to2018. Will advertise and recruit more members in 2018, and some currentmembers will have to re-certify in 2019. Discussion on whether the ARBtraining could be brought up to Grande Prairie or more northern regions ascurrently it is only offered in Edmonton. Sheryle Runhart, Manager ofLegislative Services, responded that the Municipal Government Board hascommented that all their training will remain in Edmonton; but that anytraining offered by Municipal Affairs could be offered locally.Staff training down in 2017 but will increase in 2018.Only increases are for minimal wage increases and Subdivision andDevelopment Appeal Board (SDAB) training and advertising.Only standard increases for Records Management. Discussion on having a Regional SDAB that can assistneighbouring municipalities with their appeals. CAO, Bill Rogan noted that

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the County has offered the use of the County's SDAB to othermunicipalities (ex. Sexsmith, Wembley, etc.) as long as they are paid thesame per diem rates.Discussion on funding for By-Elections and that a separate reserve couldbe created, or any required funding could be drawn from the FinancialStabilization Reserve.

Systems: consistency for 2018-2020 and the only increases are for licensesand ortho photos scheduled to be done in 2018.

Planning andEconomicDevelopment- Operatingand CapitalBudgets andHighlights(2019 Fiscal PlanReview byDepartment /Activity)

Planning and EDO: slight increase for 2019: decrease in EDO side and increase in Planningside because of project work; seeing some recovery from new development; expenses are from salary and inflation increases;will see some budget implications if the Business Licensing Program goesforward (currently not included); main increase is in project area in 2019:

Farmland Assessment (cost of $120,000) with some potential tohave this done in-house by Assessment. Holding off on this projectuntil the new ortho photos are done in 2018;Landscape Recognition Program ($8000); andproject for Road Closures as there are many unfinished ones inprevious years and follow-up has not occurred due to lack ofstaffing.

Discussion on the amount in budget for ASP's ($400,000) and whetherthey would be done in house or contracted out. Mr. Lapp noted that itwould be a combination of both (as was done for Bezanson). He alsonoted that once the Growth and Economic Development Study iscomplete, it will identify the priorities for ASP strategies going forward. Comment made about the Elmworth ASP, and that initial direction wasgiven to include an ASP for all County hamlets. Recommendation is forsome to be identified as growth hamlets, and others will be forstabilization. The overall goal is to ensure all County hamlets aresustainable communities. Discussion on whether it is feasible to get the ASP's done if the ICF's andIDP's are mandatory according to the new MGA Amendments.

Safety Codes - slight increase for 2018 but also more revenue:budget includes the amount for one contracted electrical inspector in theevent one of the staff members are on extended holiday or leave; whether discussions have occurred with neighbouring municipalities (ex.Wembley) on utilizing County Safety Codes rather than contracting toindependent engineering firms. Mr. Lapp noted that preliminarydiscussions have occurred; Subdivision Time Extensions a charged a fee of $100 per extension; andthere are new fees being proposed in the Schedule of Fees for renewalson temporary permit approvals. Discussion on fines and timelines for inspections and completions ofpermits. There are 40 days for permits, and 60 days for subdivisions. The

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Carried

County has to respond within 3 weeks to say whether application iscomplete and what needs to be done to complete it according to theMGA. Discussion on signage. It was noted that Alberta Transportation won'tallow billboards and large signage, but also won't enforce that rule. Signswill be assessed within next year, as well as medical marijuana, and windenergy.Comment on the improvements made by having in-house safety codescompared to when it was contracted out.

Wapiti Corridor - no increases proposed. Planning Capital Request was in regards to the proposed planning software; itwas noted previously that Administration is not ready to present any software toCouncil so it will be removed from the 2019 budget at this time, but will bebrought back at a later date once decisions are made on how to proceed. EDO:

decrease for 2019 because of a reduction in Special Projects (BusinessVisitation Program removed);will continue with the photo contest but looking to change to once a yearrather than once a season because of the amount of staff time that isrequired;Mr. Lapp and the Economic Development Coordinator have been workingon retail and attraction and have identified some potential investors andbusinesses that could be developed in Clairmont. Discussion on any return on investment for the international trips thatEconomic Development staff attend on a yearly basis (ex. MIPIMConference in France), as the County has yet to confirm any internationalinvestors. Mr. Lapp noted that other delegates from Edmonton andCalgary attend the conference and that the County attends to support theAlberta contingency. Mr. Beck noted that the County can provide supportfor the other attendees, but that having County staff attend may not benecessary going forward. Reeve Beaupre commented that the entireAlberta contingency should be in attendance at international conferences,and that Minister Bilious had discussed funds for attracting internationalinvestors. Potential to bring information on the Tri-Municipal partnership tothe Conference for further marketing.It was noted that the development in Clairmont was the main drive fordrawing in the international investors; and that the net tax benefit can bediscussed by the end of 2017.

PublicWorks -Operatingand CapitalBudgets andHighlights(2019 Fiscal PlanReview byDepartment /Activity)

Discussion on the various vehicle replacements for Public Works and whether acost savings could be achieved by using a single source for (ex. all Dodge orFord vehicles). It was noted that Administration does not express a preferencefor brand of vehicle, the RFP is posted based on the necessary specificationsrequired for the use of the vehicle.

Resolution #BD20171204.1030MOVED by C. BECK that the meeting be recessed . for a short3:58 p.m.break.

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Carried


Review andDiscussionof 2019Budget(Review andDiscussion of 2019Budget, Decisions,and Adjustment)

2019 Fiscal PlanOpening deficit is $10,787,402 and following budget changes will reduce deficitto $3,186,902:

Insurance increase - $42,000;2018 tax increase - ($1,264,000);defer hamlet ASP's to 2020 - ($400,000);Dunkley Meadows base/pave moved from priority two - $965,000;reduce graveling program to 2016 levels - ($472,500);reduce IDP project to reflect contract price - ($50,000);reduce landfill operating for one Heavy Equipment Operator position -($40,000);reduction of FCSS grants - ($10,000);reduce Evergreen Park operating - approved - ($400,000);reduce Divisional Road program by 2 miles per division - ($5,971,000);Result is $3,186,902

There was discussion on:historical and projected figures for MSI funding; Federal Gas Tax amounts as that is what is allocated to the DivisionalRoad Construction budget. In 2017, the County received $6.2 million andthe amount in budget for 2018 is $3.5 million; cannot predict for 2019;potential to draw any shortfall in anticipated MSI and Gas Tax fundingfrom the Financial Stability Fund; Public Works Road Construction projects and whether there will be asmuch carry-over as in 2017. It was noted that the additional carry-overwas attributed to the increase approved for the Road Program in 2017-18as well as the overly wet weather; andwhile beginning ICF discussions we may see that neighbouringmunicipalities require financial assistance so we may need to add moreinto the Final Budget in spring 2018 and into 2019. We are a growth areaand we need to keep identifying that we need some form of financial needto the provincial government.

RecessSecond Dayof BudgetMeetings(2019 Fiscal PlanReview byDepartment /Activity)

Resolution #BD20171204.1031MOVED BY P. HARRIS that the meeting be recessed at 4:26 p.m. until 10:00a.m. on December 6, 2017.

The meeting was reconvened at on December 6, 2017.10:02 a.m..

PublicWorks -Operatingand CapitalBudgets andHighlights(2019 Fiscal PlanReview by

PW Construction: carryover from additional road projects from 2017; discussion on transfers to reserves. It was noted that is based on policywhich for Road rehabilitation is 5% of the current inventory in the County; any projects from 2018 that did not proceed or were moved to priority oneget added to the 2019 unfunded list; Watson's Bridge life expectancy is to 2023;

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Department /Activity)

discussion on the spot construction jobs and locations planned for 2018. Itwas noted that a list of the jobs done since the last Council term can besent to Councillors for their information; Mr. Van Volkingburgh commented on the Divisional Road Constructionprojects; the Evergreen Park Traffic Circle project was flagged for furtherdiscussion;the additional 2 miles of grading every other year was flagged for furtherdiscussion.

PW Operations:Additional paver/snowblower moved to 2019: discussion on the positionand that it could be year round as well as the potential to charge a fee forservice and work with neighbouring municipalities; whether larger equipment is now being used to create more efficiencies(ex. street sweeper); reduction for 200 count gravel roads as per Council motion and whetherwe are adding more gravel roads to the program as traffic increases andwhen other 200 count roads are completed; Seasonal Garbage Collection position;increase lead hand to fulltime position; discussion on the difference between Miscellaneous Construction Crewand the Spot Construction Crew. Miscellaneous Crew does as-neededjobs that cannot be identified as "Spot" including ditch cleaning, mulching,culverts, and asphalt patching. Discussion on road grading and whether there has ever been a reductionin graders and operators. It was noted that an average of 140 miles isdone per grader per year (22 total: 2 become dust control all summer; oneworking with Misc. Crew; and one become Spot Construction Crew);

PW Shop - increase to shop rate brings budget down. Sign budget - only wage/benefit increases; 2018 replacement units - it was noted that all units set for "disposal" arekept as spares and the reserve for that unit stops being added in; Admin Building parking lot addition is kept in budget in the event that morestaff parking is required; anddiscussion on adding another street sweeper to the fleet for the future withsmaller attachments so it can address more populated areas.

PW Transportation and Environmental - There was discussion on thefollowing:

whether the NRC Beast Project will result in better quality, what theestimated cost is, and whether it could be submitted for the Minister'sAwards; whether there are Long term plans to have all services available to allsubdivisions; whether the reduction in the tipping fee at the Clairmont Centre forRecycling and Waste Management approved last year has resulted in anet increase or decrease in revenue. It was noted that there has not beena negative impact but also not much of an increase either. Further figureswill be brought back to Council for review prior to final budget in spring2018 so they can reassess the fee reduction;

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Carried

whether other Municipalities are utilizing the Centre in Clairmont. It wasnoted that we currently have an agreement with Saddle Hills for the nexttwo years; and that because of the cost of time and fuel there is not muchcoming in from the South (ex. Grovedale); the Recycling program: volumes are the same as usual but have recentlychanged contractors; Waste Collection hauling contract ends December 2018 and the bins willalso be replaced. Discussion on extending waste collection services toother County subdivisions. It was noted that is currently a process torequest the service, and the County supplies figures on what theapproximate cost would be to the requesting parties. The services is doneas cost recovery and information is posted on the County's website; 2019 Capital requests: additional recycle trailer ($20,00) and landfillalternative for recycling ($5 million project pending government funding);West County Regional Landfill - discussion on changing over the sharestructure as smaller communities are finding it difficult to pay their portion.Most recently, have reverted to 40% (County) and 15% per each othermember. There is 4 years left on the contract with Tervita.

Mr. Van Volkingburgh thanked the Finance Department for all the assistancewith generating the budget figures for Public Works; thanked Lynda Caron,Office Coordinator, for all the work done; and Human Resources for assistingwith the position and salary asks.

Resolution #BD20171204.1032MOVED by L. WADDY that the meeting be recessed at . for a short11:37 a.m.break.

The meeting was reconvened at 11:54 a.m..

Review andDiscussionof 2019Budget(Review andDiscussion of 2019Budget, Decisions,and Adjustment)

Flagged Items for Deliberation Paver/Snow Blower Operator - cost of $98,049 (operating), and $190,000and $120,000 (Capital for the equipment);Financial Analyst position - cost of $135,470; Seasonal Garbage Collection position (in budget) - $40,621 (operating)and $114,000 (Capital). This position would also focus on rock removal,culverts, etc. Discussion on the 0.8 which would cover spring, summer,and fall; and Road Improvement Reserve to fund improvements on 500 count roads:currently $8.4 in unfunded road projects and the reserve could be builtwith approximately $1 million in 2021 and every 4 years afterwards; and$700,000/year (for a 20 year horizon).

Resolution #BD20171204.1033MOVED BY C. BECK to create a Road Improvement Reserve to fundimprovements to 500 count roads ($8.4 in unfunded projects to date, and anestimated addition of $1 million in 2021 and every 4 years afterwards) with$700,000 to be included in the 2019 Fiscal Plan, and that a policy be createdthrough the Public Works Committee.

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Carried

Carried

There was considerable discussion on whether the cost of this would affectother community needs, the policy that is currently in place (N47), how thisreserve could tie into the current Divisional Road Program, and whether someof the road improvement costs could be recovered from road levies, developers,and industry.

Resolution #BD20171204.1034MOVED by K. ROSVOLD that the meeting be recessed . until 1:1512:19 p.m.p.m. for lunch.


There was discussion on:TWP 710 Traffic Circle and PARDS road alignment at a cost of$4,200,000. The various road alignments were discussed, and it wasconcluded that the improvements could be deferred to the 2020 budgetforecast; andadditional 2 miles of grading at a cost of $10,544,000 per year: Councilwas in support of this being funded in 2019, but noted that a plan for whatwill be done needs to be determined by the Public Works Committee. Thisamount is extending the additional program approved in 2017-18 to 2019.Discussion on certain Council Divisions that do not require grading to bedone (ex. they have pavement rather than gravel roads) and whether thefunding could be allocated to other road projects instead. Majority ofCouncillors spoke in favour of deferring the additional 2 miles of grading to2020.

2019 Staff RecommendationsHuman Resources - Training and Recruitment Coordinator (1.0 FTE) -Enhance Services;Fire Services - Assistant Deputy Fire Chief (1.0 FTE) - Maintain Services; Parks - Seasonal Groundskeeper (0.5 Seasonal) - Maintain Services; Finance - Financial Analyst (1.0 FTE) - Enhance Services; Public Works - Plow Truck Operator (0.3 FTE) - Maintain Services; Public Works - Paver/Snow Blower Operator (1.0 FTE) - EnhanceServices; Public Works - Lead Hand (0.8 Seasonal) - Maintain Services; Public Works - Lead Hand (1.0 FTE) - Maintain Services; Public Works - Plow Truck Operator (1.0 FTE) - Maintain Services; Public Works - Labourer - Garbage Collection (0.8 Seasonal) - NewService.

2019 Staff Requests not in Recommendations Public Works - Project Technologist/Surveyor - 1.0 FTEPlanning - Planner for Small Municipal Contracts - 1.0 FTEPlanning and EDO - Staff to operate the Business Licensing Program - 3.0FTEFCSS - Harry Balfour Playschool Instructor - 1.0 FTE

Resolution #BD20171204.1035MOVED BY R. SUTHERLAND to move the Harry Balfour Playschool Instructor

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Carried

Withdrawn

Carried

into the 2019 Fiscal Plan.


Adoption of the 2018 Interim BudgetEnding surplus for 2018 is $437. The County will receive $3,518,700 for the MSIGrant in 2018 (which is $2,770,000 more than anticipated) and can be used tofund the La Glace Fire Hall build for $1,570,000. Option 1: reduce the 2018 mill rate increase in the amount of $1,263,330 andkeep balance for a future project. Option 2: carry full amount forward to 2019 and reduce deficit by $1 million. There was discussion on the two options presented:

could do borrowing for various projects and reduce the mill rate; Councillor Harris spoke in support of paying for the Fire Hall with MSIfunding and Option 2 as final analysis can be done in spring 2018 onwhether the mill rate increase is required; Councillors Beck, Marshall, and Sutherland also spoke in support ofpaying for the Fire Hall with MSI funding and Option 2; Councillor Beeston spoke in support of paying for the Fire Hall and Option1 in regards to the mill rate; and Councillors Bulford, Rosvold, and Waddy also spoke in support of payingfor the Fire Hall with MSI funding and Option 1.

Resolution #BD20171204.1036MOVED BY B. MARSHALL to fund the La Glace Fire Hall build from MSIfunding for $1,570,000 and Option 2 as presented for the 2018 Interim Budget. Reeve Beaupre commented on the 1% increase to various assessment classes,as well as the increase in education requisitions. Mrs. Sauvé requested that the motion be split into two separate motions forclarity. Councillor Marshall withdrew the motion.

Resolution #BD20171204.1037MOVED BY B. MARSHALL to fund the La Glace Fire Hall build in the amountof $1,570,000 from 2018 MSI funding.

Resolution #BD20171204.1038MOVED BY H. BULFORD to proceed with Option 1 for 2018 Interim Budgetto reduce the 2018 mill rate increase in the amount of $1,263,330 and keep thebalance in trust for a future project. Councillors Beck and Harris spoke against the motion as they are in favour ofOption 2 and any final changes to the mill rate can be done at final budget inspring 2018. Councillor Rosvold spoke in favour of motion as there are still many unknownsources including assessment, growth, and development that could offset thefinal figures in early 2018. CAO, Bill Rogan commented that if the motion is passed it will remove theincrease from 2018-2020.

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Carried

Carried

Resolution #BD20171204.1039MOVED by C. BECK that the meeting be recessed at for a short1:48 p.m.break to allow Finance to recalculate figures for the 2019 Fiscal Plan.

The meeting was reconvened at 2:02 p.m.

Adoption of2019 FiscalPlan(Adoption of 2019Fiscal Plan)

2019 Fiscal PlanOption 1:

Ending 2019 Balance $11,524,402

Dunkley Meadows move from Priority two - approved $965,000

Reduce IDP project to reflect contract price - approved -$50,000

Reduce the landfill operating for one HEO position -approved

-$40,000

Reduce Evergreen Park operating - approved -$400,000

Insurance increase for loss history $42,000

Defer Hamlet ASP's to 2020 -$400,000

Reduce the graveling program to 2016 levels -$472,500

Reduction of FCSS grants -$10,000

Reduction in Utilities Officer - carried forward from 2018 -$93,779

Reduction in Council budget for AUMA -$5,000

Reduce Divisional Road program to 2 miles per divisionuntil the future of the MSI grant is determined

-$5,971,000

Ending Deficit $5,089,123Option 2:

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Carried

Carried

Carried

Carried

Carried

Carried

Ending 2019 Balance $11,524,402

Dunkley Meadows move from priority two - approved $965,000

Reduce IDP project to reflect contract price - approved -$50,000

Reduce the landfill operating for one HEO position -approved

-$40,000

Reduce Evergreen Park operating - approved -$400,000

Insurance increase for loss history $42,000

Defer Hamlet ASP's to 2020 -$400,000

Reduce the graveling program to 2016 levels -$472,500

Reduction of FCSS grants -$10,000

Reduction in Utilities Officer - carried forward from 2018 -$93,779

Reduction in Council budget for AUMA -$5,000

Increase MSI Grant estimate to 2017 levels -$5,290,800

Ending Deficit $6,127,323

Resolution #BD20171204.1040MOVED BY B. MARSHALL to fund the insurance increase for loss history inthe amount of $42,000 from General Revenues.

Resolution #BD20171204.1041MOVED BY H. BULFORD to defer the Hamlet ASP projects to 2020; reducingthe 2019 Fiscal Plan by $400,000.

Resolution #BD20171204.1042MOVED BY D. BEESTON to reduce the gravel program by $472,500 to the2016 program level.

Councillor Beck requested additional information on the FCSS grant reduction.Mrs. Turner provided clarification.

Resolution #BD20171204.1043MOVED BY C. BECK to reduce the FCSS Grants by $10,000 in the 2019 FiscalPlan.

Resolution #BD20171204.1044MOVED BY B. MARSHALL to reduce the 2019 Fiscal Plan by $93,779 for theduplication of the budget for the Utilities Officer.

Resolution #BD20171204.1045MOVED BY K. ROSVOLD to reduce the Council budget by $5,000 for theAUMA conference fees.

Resolution #BD20171204.1046

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Carried

Carried

Carried

MOVED BY P. HARRIS to increase the 2019 MSI estimate to 2017 levels in theamount of $5,290,800.


Resolution #BD20171204.1047MOVED BY K. ROSVOLD to approve the 2018 Interim Budget as presented.

Adoption of2019 FiscalPlan(Adoption of 2019Fiscal Plan)

It was noted that for any Press Releases done by Communications it needs tobe stressed that 2019 is currently just a Fiscal Plan and that changes can bemade at Final Budget in spring 2018. The ending deficit for the 2019 Fiscal Plan is $5,769,323.

Resolution #BD20171204.1048MOVED BY L. WADDY to accept the 2019 Fiscal Plan as presented.

Approval ofSchedule ofFees(Motion to ApproveIn PrincipalSchedule of Fees)

There was discussion on the following items of the proposed Schedule of Fees: Agriculture Department:

Weed Control charges for Weed Inspecting for Towns ($49.57/day) andthe associated reports ($25/report) and whether the towns have beennotified of the new charges; and Beaver Dam Blasting for outside entities would includeneighbouring municipalities such as Saddle Hills at full cost recovery.

Enforcement:Surrender fee is coming into line with what other municipalities currentlycharge. It was noted that the fee is recommended by partner agencies andthat the program has been fairly successful to date. They charge forvoluntary surrenders and not for people bringing in strays.

Legislative Services: inclusion of the Land Lease for Registered Non for Profitgroups. Planning & Development: $100 renewal fee per Development Permit. Public Works:

Discussion on whether there were any charges included for laying thewaterline pipe. It was noted that it is not currently included, but will comeas an amendment to the Schedule of Fees when the figures are finalized. Sale of Water - increase of 3% for water charges. Discussion on thevariation of costs per hamlet. Purchase of composter and digester - done as cost recovery; Shop internal and external labour rate - increase of $5/hour and externalshop rate is very rarely charged out.

Resolution #BD20171204.1049MOVED BY C. BECK to approval in principle for Schedule of Fees for 2018 and2019 with removal of Agriculture Weed Inspecting Costs per Town and cost perWeed Inspecting report, which are to be reviewed at Final Budget in April 2018.

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Carried

CarriedReeve Beaupre thanked County staff for their attendance over the past 3 days,as well as all the hard work done by all departments on their budgets. She alsothanked the Councillors for attendance at the budget deliberations. CAO, Bill Rogan noted that the County will be announcing all successful grantsto the public on Monday, December 11, 2017.

Adjournment Resolution #BD20171204.1050MOVED by P. HARRIS that the meeting adjourn at 2:35 p.m.

These minutes approved the __________ day of _____________ 2018. Reference # _____________________

__________________________REEVE__________________________COUNTY ADMINISTRATOR

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location : county of grande prairie no. 1 - council ... interim budget... · cao, bill rogan and...

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