Council Highlights - July 14, 2020

Citizens' Minute with Council

Residents are welcome to speak to Council about issues, events, celebrations or concerns during Minute with Council. At the beginning of each regular Council Meeting, Mayor Michaels opens the floor to the public to speak and share with Council members, administration and meeting observers.

There were no speakers.

Delegations

Presentations are required to be arranged through the Executive Assistant, so that presenters can be sure time is set aside for their presentations on the Council agenda. Find out more about how to be a delegation by following this link.

There were no delegations.

Public Hearings

In some instances, Council is required to conduct public hearings regarding land use bylaws, rezoning, etc., or on any other matter council deems appropriate.

There were no public hearings.

Action Items

1. 2019 Consolidated Financial Statements of the Town of Hinton
The 2019 Financial Statements have been prepared by KPMG and reviewed by Administration. Municipal Councils must approve the annual financial statements and the financial annual return of the municipality. The reports on the annual statements must be in accordance with the form and the reporting standards set out by the Canadian Institute of Chartered Accountants. Further, the returns and statements must be made public and forwarded to the Minister by May 1st of the following year, however due to the COVID-19 Pandemic, this deadline was extended to October 2020. The COVID-19 Pandemic has caused some unforeseeable delays and challenges with the completion of the audit beyond the usual deadline. Council made motion that Council approve the 2019 Consolidated Financial Statements of the Town of Hinton as presented. This motion carried.

2. Northwest Alberta Charging Network
This report is before Council to request support for a regional electric vehicle network charging initiative to increase potential opportunities to target tourism spending by travellers in Hinton and expose the targeted travelling public to investment opportunities in Hinton. A similar program that has been implemented in the Calgary region is attached for Council’s information (Attachment #2). The “Peaks to Prairies” Project Flowchart outlines how previous projects of this nature in Alberta have leveraged a $5,000 individual municipal investment as part of a regional partnership into an approximately $2,000,000 capital project that supports tourism development and environmental stewardship. It was moved that Council approve:

That the Town of Hinton supports the neighbouring municipalities seeking to raise seed and grant funding and initiate a technical working committee for the partnership of a Northwest Alberta Charging Network.
That the Town of Hinton contribute seed funding of $5,000 to support the work of the technical working committee with the funds coming from the Economic Development marketing budget.
That the Town of Hinton apply for the Electric Vehicle and Alternative Fuel Infrastructure Deployment Initiative Grant in collaboration with neighbouring municipalities.

This motion carried.

3. Municipal Asset Management Program Grant
This project is the beginning of the shift to a more technical and detailed portion of the Asset Management Program development. Its focus is to collect, manage, and analyze the right data so that it can support decision makers by being able to answer questions such as: What does the municipality own? Where is it? What is it worth? What condition is it in? How long will it last for? What needs to be done to the asset? When does it need to be done? How much will it cost? Our current asset data is incomplete or anecdotal in some areas and we are unable to confidently answer the above questions for all of our assets. The aim of the project is to improve our asset data. If successful, the FCM grant will assist the Town to advance the program further and more expediently than our current budget will allow. It was moved:

That Council direct Administration to apply for a grant opportunity from the Federation of Canadian Municipalities’ Municipal Asset Management Program.
That Council direct Administration to conduct the following activities in its proposed project submitted to the Federation of Canadian Municipalities’ Municipal Asset Management Program to advance our asset management program:
- Asset Management Training
- Condition Assessment Protocol and Lifecyle Framework Development
- Asset Management Plan Development
That Council commit $24,900 from the 2020 approved Long-term Asset Management Planning 2020-2022 budget allocation toward the costs of this initiative.

This motion carried.

4. Procurement Policy FN-1300
The Procurement Policy has been updated to make it current with provincial legislation, relevant trade agreements and standard municipal practices. Additionally, formatting changes were made, and more concise language has been used to provide clear and consistent direction to all Town employees and vendors regarding Town purchasing practices. The revised Procurement Policy aims to establish clear guidelines for all Town employees, define expectations for Town employees and vendors, and increase cost-savings for the Town by ensuring an efficient procurement process. It strives to balance efficiency and accountability. It was moved that Council approves Procurement Policy FN-1300 as presented and rescinds Purchasing Policy 016. This motion carried.

5. Solid Waste Management Program
With the conclusion of the Pilot Program, the Town must make decisions regarding the future of the Solid Waste Program; changes to improve the waste collection system and progress towards a system that is cost effective and reflects industry standards across Canada are prudent. This report provides Council with information related to the existing waste collection system as well as the new waste collection system used in the Pilot Program. The successes, lessons learned, and feedback from Stakeholders participating in the East Hardisty Pilot Program have been summarized to develop a new solid waste management program recommendation for Council’s consideration. Administration’s recommendation offers a significantly lower capital and operational costs are anticipated. The systems will also be more operator-friendly which is expected to improve the health
and wellness of the operators and reduce the number of WCB claims. A detailed cost analysis and overview of options for next steps is being presented to Council for consideration.

Council made a series of motions:

That Council direct Administration to bring a report on Toter bin options to a future Standing Committee meeting.
- before this motion was addressed, it was moved that the above motion be tabled until later in the meeting. This motion carried.
That Council approve the modernization of the municipal waste collection system and continue to provide services to both Residential and Commercial Customers as per the Full Cost Recovery Model (Option 1B-4).
That Council direct Administration to develop the Full Cost Recovery Volume based Fee structure for Residential and Commercial Customers based on service costs.
That Council approve public engagement including an online session and an in-person session on recycling options before the end of the first quarter 2021.
That the previous motion be raised from the table.
- "That Council direct Administration to bring a report on Toter bin options to a future Standing Committee meeting."
That Council direct Administration to bring a report on Toter bin options to a future Standing Committee meeting.
That Council direct Administration to bring a report on the waste collection route options for the recommended modernized system.

These motions carried.

6. January - April 2020 Year to Date Financial Statements and Capital Project Plan
On March 17, 2020 Council approved the 2020 Operating Budget of $29,137,747 and a 2020-22 Three-Year Operating Plan. In addition, Council approved an increase in the commercial waste collection fee of 5% each year for the next three years, a 2020 Capital Budget of $10,130,302, and the 2020-24 Five-Year Capital Plan.

On April 7, 2020 Council approved a deferral of taxation, utility collection, and related penalties until August 31, 2020. It was requested by the Federal and Provincial governments that municipalities consider these types of deferrals to help minimize the financial burden the pandemic and mandated restrictions have placed on residents and businesses.

Council directed Administration at the April 7, 2020 Regular Council Meeting to try to offset losses to the best of Administration’s ability with cost mitigation strategies to ensure a minimal financial impact to taxpayers in the future. Council also redirected funds from the 2020 contribution to the Recreation Center Expansion Reserve into an Emergency Response Reserve in the amount of $240,000 to be accessed during this time as required and approved by Council.

Administration brought forward a report on June 6, 2020 outlining a successful reduction strategy, which has offset the losses anticipated so far due to COVID-19 impacts. This has resulted in approximately $800,000 being reduced from anticipated operating expenditures to offset the anticipated losses. On June 9, 2020, Administration brought forward a report for information to Council that summarized the impacts anticipated for the Town due to the COVID-19 pandemic. This report summarized all activities that took place within the Town to protect Town residents, business, and employees and to mitigate financial impacts.

This report is being brought to Council to provide an update related to the 2020 year to date financial statements for the period of January to April, and to provide a Capital Project Plan update. In addition, Administration is requesting that the Community Grant Intake be reduced to one intake in the fall of 2020.

Council made the following motions:

That Council accept the January – April 2020 Year to Date Financial Statements and Capital Project Plan Update as information.
That Council approve the deferral of the capital projects as presented in the amount of $1,671,000 into future years to assist with cashflow challenges related to COVID-19.
That Council approve the Community Grant Program to have one intake in the fall of 2020 with the $19,180 of available funds.

These motions carried.

7. Municipal Emergency Management Plan
The Emergency Management Act (EMA) is the primary legislation for delegating emergency management roles and responsibilities within the Province. In addition, the Emergency Management Agency outlines the Province’s emergency preparedness and response authority at both the Municipal and Provincial level.

The Local Authority Emergency Management Regulation (LEMR), which came into effect on January 1, 2020, is the regulation that accompanies the Emergency Management Act. The LEMR clarifies the roles and responsibilities involved in emergency management. These roles include emergency advisory committees, emergency management agencies, director(s) of emergency management, and elected officials. In addition, the LEMR outlines the required content of Municipal Emergency Plans, Emergency Management Bylaws, as well as training and exercise requirements. The EMP has been created to meet the requirements of the Emergency Management Act and the LEMR. It was moved that Council approves the Municipal Emergency Management Plan as presented. This motion carried.

In Camera

In-camera is a legal term meaning in private; When a Council goes in-camera, it means the Council meeting is closed to the public. In general terms, the exceptions include matters where disclosures could be harmful to personal privacy, individual or public safety, law enforcement, intergovernmental relations, or economic or other interests; reveal confidential evaluations, local public body confidence, or advice from officials; or disclose information that is subject to legal privilege.

There were no motions coming out of in camera.

Administrative Inquiries

If Councillors have queries they would like to submit to admin, this will be the time at which they do. This is in accordance with Council's procedural bylaw.

There were no administrative inquiries.

Notice of Motion

If Councillors have motions they wish to lodge, this will be the time at which they do. This is in accordance with Council's procedural bylaw.

There were no notice of motion.

Information Items

Councillor Trevor Haas: Councillor Haas reported that the Hinton Municipal Library Board is on hold for the summer currently, but that the digital distribution rates continue to trend high, and books on hold have been distributed as part of the library's phase 2 of reopening.

Councillor Tyler Waugh: Councillor Waugh shared that staff at Community Futures West Yellowhead remain quite busy working through the Regional Relief Fund applications, and that further information is expected at a coming Board Meeting.

Councillor Albert Ostashek: Nothing to report.

Mayor Marcel Michaels: Mayor Michaels informed Council that important conversations have occured with the Evergreen Board in camera, and that exciting details should be available to share soon. Mayor Michaels also informed council that a meeting with Minister of Transportation Ric McIver regarding highways, including Eaton Access and area speed limits, went well. Michaels concluded by sharing a gratitude for recent conversations with MLA Long regarding the local healthcare facility.

Interim CAO Emily Olsen: Interim CAO Olsen offered a thank you to Council for the recent weeks conversations, saying that both this and the previous weeks discussion were important decisions for the community with valuable conversation around them.

Town of Hinton Newsflash

Facility Access Protocols Established

In the interest of community and workforce safety, as well as to establish a method of contact tracing within our facilities, the Town of Hinton Health and Safety and Strategic Services have prepared an optional method of proceeding through our facility access questionnaire in advance of entry.

Each Town facility will soon receive posters, to be placed in highly visible areas at entry ways, with QR codes which connect to individual forms on our Town of Hinton website for the facility you are accessing. These forms allow us a form of pre-screening and information sharing regarding our Town of Hinton protocols. When you enter the facility, you'll be able to tell our staff members your submission number, which we can confirm to include affirmations to not be experiencing COVID-19 symptoms or having recently traveled to impacted areas.

The confirmation email will also include an exit confirmation form link, which you can complete as you leave so we can ensure that you have safely left the building and in the event of a COVID exposure event, can determine whether you were present.

The poster will also have best practice reminders, like the image above.

Town of Hinton Facility Openings

For residents convenience, the Town of Hinton has prepared, and updated, the above image representing open statuses and plans for many core facilities.

For further reference on Community Services' statuses and updates, please view tomorrow's edition of ComServ (more information below).

Reopened

Government Centre
Spray Park, Spray Park Washroom and Change Rooms
Tennis Courts/Pickle Ball Courts
Protective Services (RCMP) Building
Emergency Services Building (Fire Hall/Bylaw Offices)
Infrastructure Services Building
Mary Reimer Park washroom facility
All Outhouses
- (Bike Park / Mary Reimer sports fields / Maxwell Lake/ Lions Park / Erith Park)
The West Fraser Guild
- (Reduced Hours as of July 13, 2020)
Courts/Other Facilities
- Courts 1, 2, & 4 and Meeting Room available for public use. Bouldering wall will remain closed until precautionary measures are in place.

The West Fraser Guild
Full Opening Tentative: August 4, 2020

Hinton Municipal Library
Phase 2 began July 14, 2020! Phase 2 of the library's Relaunch Transition Plan will expand on appointment only services including lobby pickups, exam proctoring, and use of public computers.

Kinsmen Park Public Washroom Facilities/Porta-Potties
Opening expected later this month.

Athabasca Riverfront Park
Targeted for completion July 17, 2020

Pool
(pool opening tentative date: late August)

More information in ComServ.

Arenas
(ice available tentative date: late August)
More information in ComServ.

Youth Centre
Scheduled for Reopening September 7, 2020.

Minute with Council Access

Early in the Town Response to COVID-19, Town Council meetings were moved to remote environments, closed to the public, and streamed online to allow for easy access by residents. However, one aspect of our Council meetings that was lost in this necessary response was Minute with Council.

Traditionally, Residents have been welcomed to speak to Council about issues, events, celebrations or concerns during Minute with Council. At the beginning of each Council Meeting, the chair of the meeting opens the floor to the public to speak and share with Council members, administration and meeting observers.

As we determine the "new normal" in this pandemic response, the Town of Hinton has established a procedure to take part in Minute with Council remotely, temporarily, as we prepare for further steps in our reopening plans.

This process is being established to avoid risks of public meeting teleconferencing, such as inappropriate or abusive interjections by anonymous or false identities.

We appreciate your understanding should this cause any inconvenience for you.

Please use this form to receive an invite code to join our proceedings remotely.
Should you encounter difficulty using the form, please call 780-865-6072.

Learn more here.

Notice: Drinnan Way Closure Planned to begin July 22, 2020

Town of Hinton Infrastructure Services Division is now able to confirm that the planned closure of Drinnan Way will begin on July 22, 2020, and is expected to be complete by end of day July 23, 2020.

This closure will take place in order to allow for the replacement of a wooden culvert that has reached its end of life. This date has been selected to allow for the presence of all involved partners and utilities.

Please plan an alternate route on July 22 and 23, 2020, to avoid this closure and anticipate delays on alternate routes due to increased traffic.

Thank you for your understanding as we complete this necessary work.

Gregg Avenue Overlay

The Town of Hinton is extending notice that Border Paving will be conducting road work on Gregg Avenue beginning this Thursday, July 16, between East of Mountain Street and West of Jasper Street on behalf of the Town.

Work will commence on Thursday morning and is expected to conclude late Saturday, weather permitting.

Area travelers are advised that there will be small traffic delays, although access will still be maintained to businesses. All in the area are instructed to be aware of paving and other construction equipment, and to please obey all construction signs and flag personnel.

Please direct any inquiries to Border Paving at 780-865-7568.

ComServ Issue #4 Now Available

Download the PDF here. Subscribe here.

ComServ is the Community Services Status Guide, a new product of Community Services and Strategic Services at the Town of Hinton to provide an all encompassing update on our Pandemic Status.

The Town of Hinton is on Facebook!

As over 2000 people have already figured out - The Town of Hinton has a corporate Facebook page! This new service adds another resource to the communications toolbelt, and will house information on many different areas; some days, you’ll see information on bylaws, others recreation programs, others information about council decisions or highlights from Council meetings. We will, however, endeavour to ensure that we are sharing content relevant to the widest possible audience. Like us today by clicking here!

You can view the entire agenda package here.

The next Regular Council meeting will be held August 18, 2020,
at 4pm via Zoom, in the Committee Room, and streamed via YouYube.