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Agenda

Village of Carmangay

Regular Council Meeting

Carmangay Library

December 18, 2018

6:30 p.m.

1. Call to Order

2. Guests: Laurie Lyckman, Vulcan County Councilor

3. Approval of Agenda for December 17, 2018 - Regular Council meeting

4. Approval of minutes of Regular Council Meeting – November 20, 2018

Approval of minutes of the Special Meeting of Council – November 30, 2018

5. Business Arising

6. Old Business

7. Public Works Report

8. Administrator Report

9. Correspondence

10. Financial Reports

11. New Business

a) 2019 Operating Budget

b) 2019 to 2023 Operating Plan

c) 2019 Capital Budget

d) 2019 to 2023 Capital Plan

e) G3 Update

f) 2019 Strategic Plan

g) Action List

h) Update of Carmangay Rec Board Funding

i) Snow and Ice Removal Policy

12. Reports

a) ORRSC

b) Marquis Foundation

c) Vulcan District Solid Waste

d) Carmangay & District Library Board

e) FCSS

f) Hall Board

g) SouthGrow

h) Twin Valley Regional Water Services Commission

i) Mayors and Reeves of Southern Alberta

j) Historical Society

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k) Chinook Arch

l) TeePee Ring Committee

13. Executive Session

Lease Agreement

FOIP Part 1, Division 2, Section 16

14. Adjournment.

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Regular Meeting of Council for the

Village of Carmangay,

November 20, 2018

at the Carmangay Library

CALL TO ORDER Meeting was called to order by Mayor Stacey Hovde at 6:30

p.m.

GUESTS None

PRESENT Stacey Hovde, Mayor

JoAnne Juce, Deputy Mayor

Peggy Hovde, Councillor

Patrick Bergen, Chief Administrative Officer

APPROVAL OF THE AGENDA

Motion made by Deputy Mayor Joanne Juce to approve the agenda as

amended with the addition of New Business Item G Facebook Page.

Carried

MINUTES

Motion made by Councilor Peggy Hovde to approve the minutes of the

Regular Meeting of Council held October 16, 2018.

Carried

Motion made by Deputy Mayor JoAnne Juce to approve the minutes of the

Public Hearing Meeting held October 16, 2018.

Carried

Motion made by Councilor Peggy Hovde to approve the minutes of the

Organizational Meeting held October 16, 2018 as amended removing f)

Appeal Board.

Carried

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OLD BUSINESS

None

PUBLIC WORKS REPORT

The following Public Works Reports was presented:

The CAO has been meeting weekly with both Public Works personnel from the Village of

Carmangay and the Village of Champion.

In addition to his normal duties John achieved the following:

• Filling of potholes on the paved sections of Pacific and elsewhere.

• Installation of a culvert to provide access to the new commercial landowner in the

northern industrial area.

• Completion of mowing for this year.

• Painting of manhole covers to be ready for Vulcan County grading. Vulcan County

did some grading but not the amount that we would have liked. There will be a

grading in the spring that should address the roads missed this fall.

• Pressure tested the water for a resident on Whitney street to provide some

background information helpful to the water issue research. In addition, John

assisted with reviewing some of the water and sanitary line areas.

• John installed a heat tape in the old water plant for the section of water line that is

still connected. Properly decommissioning the old water plant will be a focus

moving forward.

• Fixed an issue with the mower.

• Has created a flat metal attachment for the bucket of the backhoe.

ADMINISTRATOR REPORT

The following CAO report was presented:

Most of the focus of the CAO has been on preparing for the Operational and Capital plans moving

forward as well as the water issue research. Some of the highlights have been:

• Meeting with Heather and the Municipal Clerk for the Village of Champion on a weekly

basis to begin the transition plan to a new accounting system and related processes. The

idea is to streamline both offices and have common practices.

• Meeting with both Public Works personnel on a weekly basis. In addition to reviewing the

proposed work and projects there has been a better understanding of what equipment and

inventory is available at each location. For example, Champion has a large inventory of

water line parts that could be made available to both municipalities if there is an issue.

Some future capital planning discussions were also held to optimize equipment. Champion

is considering a new backhoe that is the same brand as the one in Carmangay. This will

make maintenance of both backhoes easier.

• Providing background research for the Carmangay Rec Board. This information is provided

in this agenda.

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• Liaising with G3 and Vulcan County about the project on the edge of the Village of

Carmangay. There are some opportunities that still need to be finalized.

• Like the rest of Council, the CAO participated in an initial screening interview with municipal

affairs for the considered municipal inspection.

CORRESPONDENCE

The office received a letter via email from the Carmangay Advocacy Group on

November 8, 2018 which is below.

Village of Carmangay

P.O. Box 130

Carmangay, Alberta

T0L 0N0

October 29, 2018

Attention: Patrick Bergen, CAO

The following are questions and concerns that the Carmangay Advocacy Group

have regarding various issues. We respectfully request that the listed queries be

addressed at the November Council meeting.

1.) Could you please provide information on the status of the water investigation as

determined by the engineer?

2.) The installation of a new water/wastewater lines in the industrial area has been

observed. What is the cost to the village, were there grant monies being allocated

for the project and was the project put up for tender?

3.) Council moves thru motions and bylaws. We note that this practise is not always

adhered to as per the minutes. i.e. installation of the W/W in the industrial area.

The draft letter to Vulcan County regarding the G3 and the Jones Property. We

note that $10,000.00 was allocated for the clean up of the land as per the Capital

Expense. Who is the recipient of the money? We site MGA 170 (1) – Public office

not to be used for private gain.

4.) We are requesting information regarding the G3. What is the Municipal Plan

regarding roads, rezoning, infrastructure, tax sharing and the allocation of the

requested $30,000.00

We trust this correspondence will be added to your November agenda and that we

will receive a response at the meeting. Thank you.

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Carmangay Advocacy Group

FINANCIAL REPORTS

CAO Patrick Bergen provided the following financial update.

MONTHLY STATEMENT

Period Ending - October

2018

Function Revenue Expense

Interest: Income & Expense $51.50

Taxes $13,147.23

General Administrative $30.00 $8,745.14

Agency Account $1,807.02

Council-meetings/mileage $741.46

Council membership

Natural Gas Rebate $722.62

Fortis Franchise Fee $676.34

Police/AB Gov fines

County School Requisition

Bylaw Enforce./Dog licence $94.00

Shop/Public Works $7,183.89

Roads and Street $1,357.95

Water/Sewer/Garbage $13,738.44 $13,810.91

TVRW Admin. Requisition

TVRW debenture payment

Dr Retention

Benchmarch Assessment $1,500.00

Insurance

Marquis

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Scase Audit

P.O. Rent $219.00

Solid Waste Requistion

ORRSC

Ambulance Requisition

FCSS

Fire Services Requisition

Carmangay Library

Requisition

Chinook Arch Requisition

Axia Supernet rent

Bank charges $77.58

GST Recoverable $3,347.31

Mowing

Parks

Cemetery

MPC

Total Revenue & Expenses $33,739.46 $33,510.93

Surplus/Deficit $228.53

Cash in Bank - $64,294.20

Outstanding Cheques $10,539.26

Rec. Board Account $2,502.06

GIC Investment $411,898.63

Total Taxes Outstanding $33,183.00

Taxes 2016/17 $20,412.18

Tax Outstanding Prior to 2016 $3,472.46

Motion made by Deputy Mayor Joanne Juce to accept the financial report.

Carried

NEW BUSINESS

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a) CAO Bergen advised Council that there is an opportunity to hire a grant writer

for low 100’s per application in the many 1000’s.

Motion by Deputy Mayor Joanne Juce to hire Liza Dawber as a casual contract

grant writer for the Village.

Carried.

b) CAO Bergen updated Council on the long standing water flow issue in the

Village and efforts to date to prioritize a multi year program to bring the water

infrastructure up to acceptable levels.

c) Council reviewed the go forward plan to upgrade the accounting and meter

reading software.

Motion by Councilor Peggy Hovde to provide up to $25,000 from the

operational surplus to purchase a new accounting and meter reading system.

Carried.

d) Council reviewed the draft capital and operational plans and provided input that

will be used moving forward.

Motion made by Deputy Mayor Joanne Juce to set a meeting date of

November 30, 2018 at 2:30pm at the Village Library to review the Draft

Operational Plan.

Carried.

e) Council reviewed the 5-year capital plan with the first year comprising the 2019

capital budget.

Motion made by Councilor Peggy Hovde to accept the 2018 to 2022 Capital

Plan.

Carried

Motion made by Deputy Mayor Joanne Juce to accept the 2018 Capital

Budget.

Carried

f) Council reviewed the current Facebook page and methods to improve

communication with the public.

REPORTS

a) ORRSC

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There was no meeting.

b) MARQUIS

The 2019 budget was presented. Food costs have been reudced somewhat,

but all other costs remain the same as 2018, allowing for inflation.

However, requisitions for 2019 will be almost double of this year, to ensure

that Reserves come back up to approximately $400,000. These increased

requisiotns are to be implemented for the next three years.

Fortunately, the Province has awarded about $350,000 in grants to cover

costs of standard maintenance for the aging buildings that the Marquis

Foundation oversees.

The Marquis Baord also met for a Strategic Planning session, which had not

previously been done. It will be very helpful to have these guidelines as the

Board moves forward with various initiatives.

The Feasibility Group has also met once again with the consultants.

c) VULCAN DISTRICT SOLID WASTE

Mayor Stacey Hovde attended a meeting of the Vulcan District Waste

Commission in which the 2019 budget was presented. There is no material

change to the requisition.

d) CARMANGAY AND DISTRICT LIBRARY BOARD

There was no meeting. The tree in Lions Campground was decorated on

November 17th.

e) FCSS

FCSS offices had a new security system installed to improve safety for

employees, volunteers, and patrons. Cost was minimal and will helprovide

peace of mind.

Access ramps at main doors are still a work in progress.

Food processes have been streamlined to reduce the huge workload that

occurs at Christmas. This will also improve service. Other restructuring is

ongoing, with the intention to keep costs under control and improve service

levels. More to follow.

The Roots of Empathy program has been implemented at Prairieview

Elementary, and seems to be going well. A volunteer baby has been found

to facilitate the program.

Motion by Mayor Stacey Hovde to sign the FCSS agreement.

Carried.

f) HALL BOARD

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There was no meeting.

g) SOUTHGROW

There was no meeting.

h) TWIN VALLEY REGIONAL WATER COMMISSION

Mayor Stacey Hovde attended a meeting of the TVRWC where the budget

was reviewed. There was no material change to the budget.

i) MAYORS AND REEVES OF SOUTHWEST ALBERTA

There was no meeting.

j) HISTORICAL SOCIETY

The Historical Socciety has requested Village assistance for 3 items:

1 - Creating a swale to further improve drainage around the Old Firehall.

2 - Surrounding the base of the Old Firehall to a distance of 18 - 24" out

with gravel or concrete to help prevent further moisture damage.

The above two items have been assessed in a preliminary meeting with the

Village CAO.

3 - The sidewalk adjacent to the ramp st the Historical Church sits approx. 3

- 4 inches above grade. The Historical Society has asked that the Village fill

in this gap with gravel to permit wheelchair access and improve safety.

Gravel may not be effective, so it may need to be concrete.

The Historical Society Craft Sale was held November 10, and was well-

attended, ans featured some new vendors as well.

l) Chinook Arch

There was no meeting.

m) Teepee Ring Committee

There was no meeting.

EXECUTIVE SESSION

Moved by Councilor Peggy Hovde to go in camera at 8:14pm

Carried.

Moved by Mayor Stacey Hovde to go out of camera at 8:46pm

Carried.

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ADJOURNMENT

Mayor Stacey Hovde adjourned the meeting at 8:46 pm

Next Special Meeting of Council – November 30, 2018 at 2:30 pm at the

Library

Next Regular Council meeting – December 18, 2018 at 6:30 pm at the

Library

____________________

Mayor Stacey Hovde

____________________

Chief Administrative

Officer Patrick Bergen

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Special Meeting of Council for the

Village of Carmangay,

November 30, 2018

at the Carmangay Library

CALL TO ORDER Meeting was called to order by Mayor Stacey Hovde at 2:55

p.m.

GUESTS None

PRESENT Stacey Hovde, Mayor

JoAnne Juce, Deputy Mayor

Peggy Hovde, Councillor

Patrick Bergen, Chief Administrative Officer

APPROVAL OF THE AGENDA

Motion made by Councilor Peggy Hovde to approve the agenda as amended

with the addition of In Camera Personnel.

Carried

NEW BUSINESS

a) Council reviewed the 2019 to 2021 Operational Plan as well as the 2019 to 2023

Capital Plan.

Moved by Deputy Mayor Joanne Juce to go in camera at 4:34 pm

Carried.

Moved by Councilor Peggy Hovde to go out of camera at 5:35 pm

Carried.

ADJOURNMENT

Mayor Stacey Hovde adjourned the meeting at 5:35 pm

Next Regular Council meeting – December 18, 2018 at 6:30 pm at the

Library

____________________

Mayor Stacey Hovde

____________________

Chief Administrative

Officer Patrick Bergen

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Agenda Item 7

Public Works Report

The CAO has been meeting weekly with both Public Works personnel from the Village of

Carmangay and the Village of Champion.

In addition to his normal duties John achieved the following:

• Following up on water leak. John found the leak on Sunday which was a vacant house on

Whitney Street. John was able to locate and turn off the curb stop. We are making an

effort to contact the owner.

• On Sunday, John found that a fuel line on the backup generator at the water plant was

leaking. All of the leaked diesel was contained and John shut off the ability for the

generator to start. John is getting a part on Monday and will fix the generator.

• Working on the longer term capital plan.

• Scott and John participated in a training session for emergency planning along with

Heather and Sandy. All will take an online Incident Command System 100 training. A table

top exercise is planned for January 14th.

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Agenda Item 8

Administration Report

Patrick has been focused on:

• Preparing for the upcoming change to the accounting and meter reading software.

Heather and Patrick have rewritten the general ledger codes to be simpler and easier to

understand. The accounting software has been installed on all the office computers.

• The new server has been set up and the laptops for Heather and Sandy.

• A good amount of time was spent reviewing the Equipment list for both municipalities to

create a longer term plan for replacement.

• Patrick attended a meeting with all the other CAO’s in Vulcan County to review the regional

emergency management plan. This meeting was to update the new consultant for the

project.

• Patrick met with Teresa from the Carmangay Hall Board to update as to the progress each

had made with respect to the potential new community centre. Patrick advised that the

Village could be helpful in facilitating the project as a fiscal agent and project manager and

was hopeful that the project could be completed with little to no financial contribution from

the Village nor ownership of the building.

• Patrick met with Julie from the Carmangay Library Board to get input into what their wants

and needs were for an expanded space if that became a possibility in the proposed new

community centre.

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Agenda Item 9

Correspondence

The Mayor had sent a letter to the Carmangay Horicultural Association in the hopes of having them

participate in the design and execution of the new wind turbine blade site. The Village received the

following reply.

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Agenda Item 10

Financial Reports

Staff continue to look at how to produce better reports in the new accounting system that should

be available in the early spring of 2019.

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Agenda Item 11

New Business

Item A 2019 Interim Operational Budget

Council reviewed the draft interim operational budget at the last Council meeting. Based on those

discussions the below 2019 to 2021 Operational Plan is presented. The 2019 Interim Operational

Budget is the 2019 column from the operational plan. In the spring, once all the property

assessments are known the final 2019 Operational Budget will be brought to Council.

There is an opportunity to use Village staff for MSI Capital Grant funded projects which provides a

savings in the updated operational budget. Additionally, the proposed truck purchase in 2019 has

been moved from the capital budget to the operational budget to reflect leasing the vehicle versus

purchasing it.

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Suggested Motion

Motion to pass the 2019 Interim Operational Budget

Item B 2019 to 2023 Operating Plan

Suggested Motion

Motion to pass the 2019 to 2021 Operational Plan

Item C 2019 Capital Budget

Below is the 2019 Capital Plan and Budget. The 2019 Budget is the 2019 column of the multi-year

plan. The truck that was in the draft plan has been removed in favour of a lease which is reflected in

the operational plan. Additionally, there is some money for a snow bucket / blade for the backhoe.

There are further details on the Capital Plan on the next agenda item.

Capital Revenue 2019 2020 2021 2022 2023Carry Forward and Avaiilable 383,020$ 152,086$ 31,086$ 19,086$ 58,086$

Operational Surplus** -$

Carmangay Rec Board Grant 25,000$

2017 MSI Capital Remaining 78,204$

MSI Capital Received and Not Spent 109,444$

MSI Capital Current Years 134,066$ 134,000$ 134,000$ 134,000$ 134,000$ 702,938$

2017 Gas Tax Fund 50,000$

Current Year Gas Tax Fund 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ 250,000$

Land Sales 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 60,000$

Totals 602,086$ 346,086$ 225,086$ 213,086$ 252,086$ 1,250,586$

Capital Expenditures (from 2nd page) 450,000$ 315,000$ 206,000$ 155,000$ 100,000$ 1,383,500$

Net Surplus (Deficit) 152,086$ 31,086$ 19,086$ 58,086$ 152,086$

Carmangay Overview of Revenue and Expenses

**According the 2017 Audited Financial Statements there are net financial assets of $275K. $175K will be moved to a capital reserve

for projects.

Suggested Motion

Motion to pass the 2019 Capital Budget.

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Item D 2019 to 2023 Capital Plan

Below are the Long Term Proposed Equipment Plan as well as the details of the 2019 to 2023

Capital Plan.

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Capital Revenue 2019 2020 2021 2022 2023Carry Forward and Avaiilable 383,020$ 152,086$ 31,086$ 19,086$ 58,086$

Operational Surplus** -$

Carmangay Rec Board Grant 25,000$

2017 MSI Capital Remaining 78,204$

MSI Capital Received and Not Spent 109,444$

MSI Capital Current Years 134,066$ 134,000$ 134,000$ 134,000$ 134,000$ 702,938$

2017 Gas Tax Fund 50,000$

Current Year Gas Tax Fund 50,000$ 50,000$ 50,000$ 50,000$ 50,000$ 250,000$

Land Sales 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 60,000$

Totals 602,086$ 346,086$ 225,086$ 213,086$ 252,086$ 1,250,586$

Capital Expenditures (from 2nd page) 450,000$ 315,000$ 206,000$ 155,000$ 100,000$ 1,383,500$

Net Surplus (Deficit) 152,086$ 31,086$ 19,086$ 58,086$ 152,086$

Carmangay Overview of Revenue and Expenses

**According the 2017 Audited Financial Statements there are net financial assets of $275K. $175K will be moved to a capital reserve

for projects.

Wastewater Lift Station Upgrade Wastewater Station $100,000

Lift Station Reporting System $25,000

Sanitary Lines Clean and Scope all lines $20,000 $20,000

Ongoing replacement $100,000 $100,000 $200,000

Water Water line $0

Initial Investigation Work $25,000

Industrial Area Service, Scoping

Water Project phasing and

Downton Remediation

$75,000

Phase 1 Whitney Armstrong Loop $250,000 $250,000

Phase 2 2nd CP Crossing at

Whitney and remediate old line$150,000 $150,000 $300,000

Phase 3 Pump and Control

Replacement$156,000 $156,000

Phase 4 Additional Loops $100,000 $100,000

Land Sidewalks Sidewalk Replacement $15,000 $15,000 $30,000

Parks McFarland Trail $0

Blade Move Create site and move blade $0

Public Works Replace PW Truck $0

Possible purchase of Bobcat S70

and attachments$25,000 $25,000

Upgrade existing equipment $25,000 $55,000 $80,000

Backhoe Blade / Snow Bucket $15,000

BuildingsDowntown

BuidlingsRenovate old grocery store $0

Renovate village office for store $25,000 $25,000

Renovate library $25,000 $25,000

Administration Replace office computer system $7,500

New Accounting and Meter Reading

System$25,000

TOTAL 450,000$ 315,000$ 206,000$ 155,000$ 100,000$ 1,641,000$

2019Infrastructure

CategoryCategory Project 2023 TOTAL20222020 2021

Suggested Motion

Motion to pass the 2019 to 2023 Capital Plan

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Item E G3 Update

Council and staff have made a concerted effort to find value for the Village from the new G3

development. It is important to note that the funds the Village has received from Rec Board

requisitions has been quite low compared to other municipalities especially as Carmangay has the

second highest population of Village in Vulcan County. With this in mind Council wanted to find

some value from the G3 project that is in Vulcan County but borders the Village of Carmangay.

Council was able to negotiate directly with G3 to secure a $30,000 fund to be given to the Village

from G3 for an agreed upon project. G3 is supportive of its relationship with the Village and

understands the connection between the two. G3 will also build a fence and / or berm along its

east border to provide visual and noise screening.

Vulcan County has agreed to partner on building a connecting roadway in the Village owned lands

between G3 and Alta Vista provided the roads can be built 100% from grant funding. The Village

would be responsible for the application for the grant. At this time there is no immediate interest in

a roadway, but staff will explore the possibility moving forward.

Council and staff did attempt to negotiate a tax sharing arrangement with Vulcan County for the G3

project. The tax revenue that the County will receive is likely in the 3 to 400-thousand-dollar range

annually. The Village proposed receiving 12.5% of the tax revenue to put into amenities for the

Vulcan County residents and G3 staff that may choose to live in the Village. The funds would also

assist with road and sidewalk maintenance as a result of some increased traffic.

Vulcan County chose not to share any tax revenue with the Village of Carmangay.

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Item F 2019 Strategic Plan

Council passed the 2018 Strategic Plan in the May Council meeting. This was the first strategic plan

that Carmangay has had and was based on the information that was available at the time.

Subsequent to the strategic plan being enacted the Village released and received a survey from the

citizens of Carmangay. In the October meeting of Council, the Objectives of the strategic plan were

updated based on the results of the survey. Below is the draft 2019 Strategic Plan for Council’s

consideration.

It is useful to review the goals that were achieved from the 2018 strategic plan.

Create a list of Village owned properties including current zoning, description, location and

dimensions in the Fully Serviced area. Present to Council with frontage prices at $140 per

linear foot for residential and $100 per linear foot for commercial by June 19, 2018.

The list of villages owned properties was reviewed for input on pricing from Council at the June 19,

2018 Council meeting.

Create an inventory of existing and potential uses that are in or near the town centre

including a description and required size for each use. Present the list to Council by June 19,

2018 for consideration.

This list was reviewed at the June 19, 2018 meeting of Council and was incorporated into the survey

sent out to residents.

Create a public consultation process to gather input about the interests and needs of the

citizens of Carmangay in conjunction with the MDP process by the Fall of 2018.

A survey was sent out to citizens in September and the results were published on the Village

website. Council has used the results of the survey to re-prioritize the efforts of the strategic plan,

capital plan as well as the operational plan.

Create a 3-year operational plan as mandated by the MGA by May 15, 2018 and present to

Council for consideration.

A 3-year operational plan was in place for 2018 and is updated and presented for Councils

consideration for 2019 to 2021.

Create a 5-year capital plan as mandated by the MGA by Fall 2018 and present to Council for

consideration.

A 5-year capital plan is currently in place for 2018 to 2023 and is being presented for Councils

consideration for the 2019 to 2023 period.

Create an asset replacement strategy which includes deep service infrastructure and present

to Council by August 21, 2018.

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A public works equipment replacement strategy is being presented at this Council meeting. The

water infrastructure is currently being assessed for the first steps of the presented long-term

strategy to bring the water infrastructure up to acceptable levels. The wastewater system will be

flushed and scoped as soon as makes sense to understand how to prioritize that work.

Create a new Municipal Development plan with ORRSC as mandated by the MGA by the end

of 2018.

The new Municipal Development Plan is currently underway and is anticipated to be completed in

the spring of 2019.

Create a public consultation process to gather input about the interests and needs of the

citizens of Carmangay in conjunction with the MDP process by Fall 2018.

A survey was sent out to citizens of Carmangay and the results were published on the Village

website with a link in the Facebook page.

Create a public participation policy as mandated by the MGA by Spring of 2019.

A public participation policy was passed by Council.

Create a Snow and Ice Removal Policy by September 18, 2018 for Council consideration.

A Snow and Ice Removal Policy is part of this agenda for Councils consideration.

Investigate the opportunity of supporting the launch of “Friends of the Teepee’s” group of a

longer-term plan for the site and present to Council for consideration by the Fall of 2018.

A Teepee Ring committee has been formed and is reviewing options for the long term plans for the

site.

Investigate using a common accounting system with the Villages of Champion, Arrowwood

and Carmangay and present it as a capital budget item by September 2018.

The new accounting and meter reading software will be in place by the new year. Additionally, all of

the computer equipment has been replaced.

Investigate creating common shared practices and consolidating staff time for:

• Monthly payroll

• Bi-monthly utility bills

• Monthly CRA reporting and payment

• Monthly LAPP reporting and payment

• Annual Assessment mailings

• Annual Tax mailings

• Overdue utility mailings

• Overdue tax mailings

• Annual T4 generation and reporting

• Monthly bank reconciliations

Present to Council by October 2018 for consideration.

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The new positions for Patrick and Heather align with the above goals and will streamline these

processes.

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Village of Carmangay

2019

Draft Strategic Plan December 17, 2018

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Vision

The Village of Carmangay is a safe, quiet place to live and work. Carmangay optimizes opportunities

to grow and respects the natural beauty, environment and history of the Village.

Objective #1 Council will continue to communicate in various ways and be transparent with citizens.

Goal #1: Continue to publish twice yearly newsletters to the community.

Goal #2: Contract a person to continue to update the Facebook page at least twice per month

with progress in the Village and upcoming activities. The contracted person will be hired by

February 1, 2019.

Goal #3: Pursue a Community and Regional Economic Support (CARES) program grant for

economic development which will include a branding exercise as well as update to the Village

website.

Objective #2 Carmangay will have a long-term plan that will bring its infrastructure to the level’s citizens expect

and maintain them ongoing.

Goal #1: Complete phase 1 of the water infrastructure effort by summer of 2019.

Goal #2: Complete phase 21 of the water infrastructure effort by spring of 2020.

Goal #3: Complete the flush and scoping of all sanitary lines by the spring of 2019 and present

an updated plan for Council consideration by the summer of 2019.

Objective #3

Places where people engage with each other will continue to be supported and expanded in a way

that does not increase residential taxes.

Goal #1: Create a plan for the new blade site and move the blade to the new location by Summer

of 2019.

Goal #2: Finish all the elements of the blade site plan by summer of 2020.

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Goal #3: Create a plan and budget to upgrade and define a 3 km (McFarland Trail) pathway for

Council’s consideration by spring of 2019. Execute the plan by summer and fall of 2020.

Objective #4

Carmangay will continue to foster commercial and residential growth.

Goal #1: Create fact sheets for each available property and load onto the Village website by

spring of 2019.

Goal #2: Research and present to Council new options for housing that promotes sustainability by

the Fall of 2019 for their consideration.

Goal #3: Investigate the cost of repainting the existing water tower and present to Council for

consideration by spring of 2019.

Objective #5

Carmangay will be compliant with all the requirements of the new MGA.

Goal #1: Create a new Municipal Development plan with ORRSC as mandated by the MGA by the

spring of 2019.

Goal #2: Create a strategy by the spring of 2019 for the upcoming Intermunicipal Collaboration

Framework negotiations that defines what current and proposed amenities should be funded with

assistance from Vulcan County. Additionally, the infrastructure and core services will be assessed to

understand what the expected cost sharing should be. An inventory of all current cost sharing

arrangements will be conducted.

Goal #3: Negotiation of the Intermunicipal Collaboration Framework will commence by the end

of 2019.

Suggested Motion

Motion to pass the 2019 Strategic Plan.

34

Item G Action List

There has been a gap since the last action list. Below is the updated action list that reflects the

changes in the strategic plan. If Council could please review it and provide feedback that would be

helpful.

Item

Person

Responsible Due Date

Complete the Fall / Winter

Newsletter CAO 21-Dec-18

Provide a laptop computer from

existing inventory for Councilor

Juce. CAO 31-Jan-19

Investigate status of Town of

Vulcan doctor retention

program. CAO 31-Jan-19

Investigate a charging station

supplied by Southgrow as part of

the new blade site CAO 31-Jan-19

Contract a person to continue to

update the Facebook page at

least twice per month with

progress in the Village and

upcoming activities. The

contracted person will be hired

by February 1, 2019. CAO 1-Feb-19

Obtain the old firehall drawings CAO 28-Feb-19

Confirm ownership of the old fire

truck CAO 28-Feb-19

Update and bring Bylaw 784

Procedural Bylaw to Council

meeting CAO 28-Feb-19

35

Bring Bylaw 785 Community

Standards Bylaw to Council

meeting second and third

reading. CAO 28-Feb-19

Create fact sheets for each

available property and load onto

the Village website CAO 31-Mar-19

Complete transition to new

accounting system Heather / Patrick 31-Mar-19

Complete the flush and scoping

of all sanitary lines by the spring

of 2019 and present an updated

plan for Council consideration by

the summer of 2019. CAO 31-Mar-19

Goal #1: Create fact sheets for

each available property and load

onto the Village website by

spring of 2019. CAO 31-Mar-19

Investigate the cost of

repainting the existing water

tower and present to Council for

consideration by spring of 2019. CAO 31-Mar-19

Goal #3: Create a plan and

budget to upgrade and define a

3 km (McFarland Trail) pathway

for Council’s consideration by

spring of 2019. Execute the plan

by summer and fall of 2020. CAO 30-Apr-19

Create a new Municipal

Development plan with ORRSC

as mandated by the MGA by the

spring of 2019. CAO 30-Apr-19

36

Create a strategy by the spring of

2019 for the upcoming

Intermunicipal Collaboration

Framework negotiations that

defines what current and

proposed amenities should be

funded with assistance from

Vulcan County. Additionally, the

infrastructure and core services

will be assessed to understand

what the expected cost sharing

should be. An inventory of all

current cost sharing

arrangements will be conducted. CAO 30-Apr-19

Copy and publish all council

meetings dating back to 2013 to

the Village website Sandy 1-Jun-19

Copy all popular bylaws to the

Village website Sandy 1-Jun-19

Create a plan for the new blade

site and move the blade to the

new location by Summer of

2019. CAO 1-Jun-19

Pursue a Community and

Regional Economic Support

(CARES) program grant for

economic development which

will include a branding exercise

as well as update to the Village

website. CAO 31-Aug-19

37

Complete phase 1 of the water

infrastructure effort by summer

of 2019. CAO 31-Aug-19

Research and present to Council

new options for housing that

promotes sustainability by the

Fall of 2019 for their

consideration. CAO 30-Sep-19

Negotiation of the

Intermunicipal Collaboration

Framework will commence by

the end of 2019. CAO 31-Dec-19

Complete phase 21 of the water

infrastructure effort by spring of

2020. CAO 31-Mar-20

Finish all the elements of the

blade site plan by summer of

2020. CAO 1-Aug-20

Suggested Motion

Motion to accept the action list as information.

38

Item H Update of Carmangay Rec Board Funding

There was an update at the last Council meeting that illuminated the difficulty in Carmangay

receiving funding from the Carmangay Rec Board compared with other municipalities. The Village

had asked for $25k for the McFarland Trail System as well as $50K for the new Community Centre.

Due to the fact that the requests of the Village and others would increase the Vulcan County

residents taxes excessively, all requests needed to be scaled back. The Village is now only asking

for $30K for the community centre and has removed the request for the McFarland Trail System.

Village staff will continue to seek ways through grants and funding from other governments to

bring funds to new and existing amenities and programs within the Village.

39

Item I Snow and Ice Removal Policy

Below is the draft Snow and Ice Removal Policy for Councils consideration.

SNOW AND ICE REMOVAL

POLICY #22

Village of Carmangay

PURPOSE

Snow and ice control is one of the Village’s core areas of responsibility. It is the Village of

Carmangay’s objective that all roads and alleys within the boundaries of the Village be

maintained relative to safe winter driving conditions. A priority system has been

developed to ensure main roadways are addressed first, followed by those deemed to have

lower volumes.

The Village’s objective also includes winter maintenance of sidewalks adjacent to public

lands, and recreation sites to provide safe walking conditions. Sidewalk snow sweeping

and/or plowing along same areas will be handled relative to snow plowing priorities, or as

required due to weather conditions (i.e. freezing rain).

This Policy is designed that the main objective of this policy is to clear major routes,

entrances/exits, priority locations, and sidewalks to ensure they are kept open. The

objective must be met and maintained prior to proceeding onto other objectives.

1. SNOW PLOWING & REMOVAL

• When snowfall has accumulated to 5 cm (2 inches), or when excessive drifting has

occurred, Public Works staff will commence plowing and sanding within 24

hours.

• Snow piles shall not be placed within fifty (50) feet of any intersection.

• Reasonable attempts will be made to avoid blocking driveways.

• Residents will be responsible for clearing their driveways and driveway entrances.

• Snow removal will occur when snow piles exceed a height of 100 cm

(approximately 3½ feet), including areas that have potential to cause safety

hazards or which impede drainage.

• Fire hydrants will be kept clear of snow for emergency access.

2. SANDING/ICE CONTROL

40

• Icy intersections will be sanded after they have been cleared on priority, similar to snowplowing. Streets will be sanded as required.

3. SNOW REMOVAL PRIORITY a) Priority 1 - Pacific, Alta Vista within the boundaries of the

Village, Carman and sidewalks adjacent to downtown buildings. b) Priority 2 - Remaining Roads.

c) Priority 3 - Back Alleys.

Dated and signed this 17th day of December 2018.

_______________________________________

Stacey Hovde, Mayor

_______________________________________

Patrick Bergen, Chief Administrative Officer

Suggested Motion

Motion to pass Policy #22 Snow and Ice Removal Policy

OR

Motion to direct staff to update the Snow and Ice Removal Policy and bring to future

meeting for Councils consideration.