Council Highlights - October 20, 2020

(Organizational and Special Meeting Combined)

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.

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.

1. Citizen Appointment Application Review (FOIP Sections 17, 23, 24, 29)

Action Items

2020 - 2021 Organizational Meeting of Council
Council Meeting Schedule
It was moved that Council approve the 2020-2021 Council Meeting Schedule, Option 2; That Council direct the Council Procedural Bylaw Committee to bring the Council Procedural Bylaw to reflect specific guidelines around Special Meetings and adding Regular and Standing Committee Meetings to a Standing Committee meeting before March 31, 2021; and That Council direct the Council Procedural Bylaw Update Committee to bring back a complete draft bylaw no later than March 31, 2021. These motions carried.

Councillor Boards and Committee Appointments
It was moved that Council approve the 2020-2021 Councillor Boards and Committee Appointments. This motion carried.

Public Members Appointed to the Boards and Committees
Council made the following motions:

That Jace Rush, Donna Christensen, Jailin Bertolin, Ross Risvold, and Mir Muhtadi Faiaz be appointed to the Community Engagement & Advisory Committee for a two-year term to the 2022 Organizational Meeting.
That Jessica Hearsey and Shirley Caputo be appointed to the Hinton Grant Funding Advisory Committee for a one-year term to the 2021 Organizational Meeting.
That Amanda Yaworski and Hendrik Smit be appointed to the Hinton Municipal Library Board for a three-year term to the 2023 Organizational Meeting.
That Emmett Crespeigne, Ethan Jahnke, Kadence Rogiani, Liam Baxter, Lila Underwood and Mavric Cortes be appointed to Hinton Youth Advisory Council for a one-year term.
That Council direct Administration to readvertise directly with the schools to seek an additional 2 students for the Hinton Youth Advisory Council.
That an additional member be added to the Hinton Grant Funding Advisory Committee from either the Youth Advisory Council, the Community Engagement & Advisory Committee, or the Hinton Municipal Library Board.

These motions carried.

1. BEAVER BOARDWALK SECTION H MINOR REPAIR
On May 14, 2019 Council discussed at their Standing Committee meeting a direction to Administration to invest maintenance dollars in the currently open sections of the Beaver Boardwalk. All maintenance of the Boardwalk was put on hold pending the Water Act Approval application submitted to Alberta Environment & Parks (AEP). On September 11, 2020 Administration received written confirmation from AEP that minor repairs to the existing footprint of the Boardwalk is permissible outside the wetland approval which is required for intermediate and major repairs. In line with the above motion, Town staff started with maintenance work on open sections after the written confirmation from AEP was received. Staff continue to work on open sections that need immediate attention to avoid closure of those areas. With respect to the above, the information provided to Council through the Action Pending List currently reads: “This work is ongoing and will continue till year end or earlier when the allotted 2020 budget runs out. IN PROGRESS: Upon receiving provincial permissions, maintenance and repairs on the currently open sections of the Beaver Boardwalk began on September 24, 2020 including fastening/replacing deck boards, leveling/straightening sections, and adding cross braces and side support where needed. This will be completed to the extent supported in the 2020 Budget. A Request for Decision Report remains PENDING and may be addressed during the 2021 Budget process.”

It was moved That Council approve the repair of Beaver Boardwalk section H, located East of Happy Creek, with the allocated 2020 operational maintenance budget, to re-open this area for public use. This motion carried.

2. 2020/2021 GOLF COURSE OPERATING AGREEMENT CONSIDERATIONS
Over the course of a two-year period from June of 2017 to June of 2019, Town Administration and Council were made aware of financial challenges experienced by the Hinton Golfing Society (the Society). To assist the Society with continued golf operations, the Town of Hinton entered into a Loan Agreement with the Society in June of 2017. A condition of this Agreement included the transfer of all Golf Course assets to the Town in the event of default on the loan payments. Due to default of payments from 2017 through 2019, the transfer of assets process began in 2019. On October 6, 2020 Council approved the Asset Acquisition between the Town of Hinton and the Hinton Golf Society, which will take effect on October 31, 2020. To ensure the care and maintenance of the newly acquired asset, Administration recommended that Council enter into an operating agreement with the Hinton Golf Society (the Society). Council then directed Administration to “proceed with establishing a one-year Operating Agreement with the Hinton Golf Society effective October 31, 2020 – October 31, 2021”. This report is before Council to provide additional direction to Administration regarding the contents of the 2020/2021 Golf Course Operating Agreement in order to mitigate some risk that exists to the Town as discussed in-camera at the October 6, 2020 Regular Meeting of Council. With the asset acquisition process now complete, and matters related to the 2017 Loan Agreement settled, Administration is further recommending the removal of Council and Administrative oversight from the Society’s board.

It was moved That Council approve the removal of Council and Administrative oversight of the Hinton Golf Society within the 2020/2021 Golf Course Operating Agreement; That Council approve 100% cost recovery for maintenance and operations of the golf course lands, buildings, and operating equipment, and inclusive of charges related to insurance and utilities within the 2020/2021 Golf Course Operating Agreement; and That Council approve 100% cost recovery based on a fee for service with respect to golf course road and building maintenance, where road clearing does not take precedence over the clearing of other Town roads within the 2020/2021 Golf Course Operating Agreement. These motions carried.

3. LAND MANAGEMENT FRAMEWORK
The land management function is integral to municipal government organizations. It operates in tandem with many other municipal service areas to support services and operations provided by the Town. The Land Management Framework is a guide on how the Town manages its land. The Land Management Framework aligns with the Asset Management Program, as well as supports the goals and objectives set out in Council’s Strategic Plan. Land is used for community facilities, infrastructure, parks, green space, trails and walkways, roadways, housing, and other community needs. As a foundational asset group within the Town’s overall asset portfolio, land management decisions have the potential for far reaching impacts. Land is a finite resource, and the purpose of this framework is to provide a guide for balancing potentially competing priorities and requirements. The framework outlines the strategic alignment, business context, legislation, and policies and processes to assist in guiding land management decisions and set strategic direction regarding the use, acquisition, and disposition of Municipal Land. The framework will enable the Administration to meet current service level needs of the community without compromising the ability to provide at least the same level of service to future residents. On April 22, 2020, Council approved a motion to amend the Asset Management Policy and Strategy containing the Asset Management Principles for decision-making as: well-balanced; transparent; organizational accountability; holistic; systematic; systemic, risk-based; sustainable; continual improvement; community service; and documentation and knowledge sharing. The Land Management Framework uses these same principles for decision-making to guide land management policies and decisions.

It was moved That Council direct Administration to establish a Strategic Land Reserve in the 2021 budget for the purposes of future land needs and management and That Council refer the Land Management Framework to the November 17, 2020 Standing Committee meeting for further discussion, and that Council direct Administration to provide supplemental information to the land management framework discussion on the November 17, 2020 Standing Committee Meeting in response to discussion from the October 20, 2020 Special Meeting of Council.; these motions carried.

Town of Hinton Newsflash

The Town of Hinton is a scent free building. When attending Council Meetings or visiting facilities, please be considerate of staff and ensure you are not wearing strongly scented deodorants or antiperspirants, colognes or perfumes, or scented hair products.

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.

The Town of Hinton is on Facebook!

As close to 2500 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!

ComServ Issue #11 Available

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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.

You can view the entire agenda package here.

The next Regular Council meeting will be held November 03, 2020,