Council Highlights - December 01, 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.

Tracy Sheppard, Chamber of Commerce
Sheppard spoke on behalf of the Chamber regarding budget discussions.

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.

Hinton Grant Funding Advisory Committee - Presented by Jessica Hearsey

View the presentation in the agenda package, available here.

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.

Land Use Bylaw 1088-15

View the presentation in the agenda package, available here.

Action Items

1. Temporary Mandatory Mask and Face Coverings Bylaw Review

2. 2020 Community Grant Funding
The Community Grant Program continues to be a very popular program, providing funding to numerous community groups. Since 1999, under the Quality of Life/Community Grant Program, the Town has provided funding to various non-profit groups in the amount of 1.58 million dollars. The Council appointed Hinton Grant Funding Advisory Committee (HGFAC) members individually, and then collectively, evaluated each of the applications according to the predetermined Council-approved eligibility requirements, criteria, and weighting guidelines. During the Committee’s review meeting, all eligible applicants took advantage of the invitation to respond to questions from the HGFAC via zoom interview. This year, the HGFAC was also excited to have a member of the Hinton Youth Advisory Council (HYAC) to sit on the committee and provide valuable youth perspective in determining the recommendations. The committee reached consensus regarding the recommendations presented in this report after detailed evaluation and interviews. The recommended allocations for the 2020 fall intake of the Community Grant reflect the best interests of the overall community and align with Town Council’s priorities and vision.

The purpose of the Community Grant Program is to fund the following: • One-time projects and initiatives;

Operating expenses of organizations in their developmental stage once per fiscal year for up to three years (within the first five years); or
Events that are primarily designed and delivered for the general public that attract visitors, significantly contribute to the local economy, and promote volunteerism. Funding by the Town will be provided in the following manner:
80% will be provided upon Council approval, and
The remaining 20% will be provided upon project completion, project assessment, and final reporting (must be completed within 12 months).

It was moved That Council award Community Grant Program 2020 fall intake funding, as per the recommendation from the Hinton Grant Funding Advisory Committee, for a total of $19,180 as outlined in Attachment 1. This motion carried.

3. Land Use Bylaw Amendment #1088-15
Land Use Bylaw No. 1088 was adopted on September 6, 2016. The purpose for this amendment is to implement the future land use concepts identified in the Boutin Avenue design charrette. The second reason for the Land Use Bylaw amendment is to provide both the Development Authority and Council with clear development rational when considering future development proposals on lands districted Direct Control. In July 2020, the design team from V3 and ncx+ conducted the Boutin Avenue design charrette at Government Centre. The Boutin Avenue design charrette was an intensive collaborative engagement process that saw the project go from a vision stage to a final preferred concept design over a four-day period. This dynamic process brought different stakeholder groups to the table to discuss their needs and vision for the site. The design team took this information and created a series of site plans that capture the different visions. After the four days, the intent was to have a preferred concept design that has the support from those who participated. The process involved stakeholders and the public participating in three sessions during the four days to achieve validation of the preferred design. The Boutin Avenue Direct Control District will implement the site planning for area completed through the design charrette. Attachment 1 is proposed Bylaw Amendment 1088-15 including Schedule “A” accompanied by Attachment 2 Edits Overview of Direct Control District Regulations and Boutin Avenue Direct Control District (DC1). It was moved That Council give Second Reading of Land Use Bylaw #1088-15. This motion carried.

4. Land Use Bylaw Amendment #1088-16
Land Use Bylaw 1088 was adopted at the September 6, 2016 Regular Meeting of Council. The purpose of this amendment is to bring forward recommended amendments to remain current and supportive of growth and development in our community. Administration works with the document on a daily basis with customers. These daily interactions provide Administration the opportunities for continual assessment of the Land Use Bylaw (LUB) and identify areas for improvement that will make the bylaw easier to work with, and for all parities to better understand the document. On November 17, 2020, Standing Committee recommended the following actions to Council for the next Council meeting: That Committee recommend Council to give Land Use Bylaw #1088-16 First Reading as presented. That Committee recommend Council schedule a Public Hearing on January 5, 2021 at 4:00 p.m. in the Council Chambers to hear public comments on Bylaw #1088-16. An Edits Overview is provided (Attachment #1), accompanied by a redlined copy of the Land Use Bylaw 1088 (Attachment #2) and a link is provided to Land Use Bylaw #1088-16 District Map. The Edits Overview summarizes the changes made (with rationale) for ease of reference. It was moved That Council give Land Use Bylaw #1088-16 First Reading, and that Council schedule a Public Hearing on January 5, 2021 at 4:00 p.m. in the Council Chambers and on-line to hear public comments on Bylaw #1088-16. These motions carried.

5. Appointment of Returning Officer and Deputy Returning Officer - 2021 Elections
Municipal elections are going to be held in 2021. The School Board election, Senate election and provincial referendum may also take place on the same election day in 2021. The Local Authorities Election Act (LAEA) is the primary legislation that guides the conduct of a municipal or school board election, by-election or vote on a question or bylaw. Section 14 of the LAEA states that a Council may, by resolution, appoint a Returning Officer for the purposes of conducting elections under this Act. The main duties of the Returning Officer are:

Appoint election workers, including presiding deputy, deputies, constables and other persons as required;
Establish voting stations;
Designate deputies to work at all voting stations;
Order election supplies, ballots, and ballot boxes and ensure they are available at the voting stations;
Give notice of nomination period;
Receive nominations papers for perspective candidates;
Give notice of election day;
Do all things necessary for the conduct of an election.

Section 13.1 of LAEA also states that the returning officer must be independent and impartial when performing all official duties. This means that a returning officer must ensure that they treat all candidates equally and cannot be influenced by candidates or voters. Further, a person may be convicted of an election offence if they attempt to influence a returning officer while he/she is carrying out their duties. It is the returning officer’s responsibility to ensure that the election is conducted in such a manner that is transparent and fair. Section 13(2.1) states that the Municipal councils are required to appoint a substitute returning officer by resolution as well. If the returning officer is unable to fulfill their duties due to illness or other absence, the substitute returning officer may exercise all the duties, functions and powers of a returning officer for the purpose of conducting the election. It was moved That Council appoint Emily Olsen, the Chief Administrative Officer, as the Returning Officer, and Sandra Rendle, the Legislative Services Coordinator, as the Deputy Returning Officer for the Town of Hinton for the purpose of conducting 2021 municipal elections under the Local Authorities Election Act (LAEA). This motion carried.

6. Appointments to Yellowhead Regional Library Board
Below is a summary of background information, as provided by the Yellowhead Regional Library: Yellowhead Regional Library (YRL) is required by the Alberta Libraries Act to be governed by a library system board. This board comprises appointed trustees from each municipality and school division that are members of YRL. Thus, each member municipal Council and school division board will appoint one trustee to sit as its representative on the YRL Board.

The following provides recommendations on selecting trustee appointments to the YRL Board:

Appointee has a strong belief in the importance of libraries and a commitment to YRL’s vision and mission: Yellowhead Regional Library provides materials and services to public and school libraries, and other organizations to assist them in meeting the informational, educational, cultural and recreational needs of their communities.
It is desirable that an appointee have skills or knowledge in one or more areas of Board governance with regards to finance, policy, advocacy personnel or services.
Length of appointment is suggested to be a continuous term of three years (or sequential oneyear appointments) as there is a great deal of information to learn.
Municipalities and school divisions have the right to appoint a trustee to the YRL Board including, but not limited to: elected officials, library board members or citizens-at large.

As the Chair of the Hinton Municipal Library Board and a returning representative of the Yellowhead Regional Library, Mr. Smit brings the values, experience, and expertise that the Yellowhead Regional Library requires of its Board Members. It was moved That Hendrik Smit be appointed as Member to the Yellowhead Regional Library Board for a one-year term to the 2021 Organizational Meeting of Council and that Amanda Yaworski be appointed as Alternate to the Yellowhead Regional Library Board for a one-year term to the 2021 Organizational Meeting of Council. These motions carried.

7. Nomination Deposit Requirement Bylaw
As discussed at the November 17, 2020 Standing Committee Meeting, some election processes require approval from the elected municipal council. An elected authority has the ability to pass a bylaw to require that every nomination be accompanied with a deposit. Section 29(1) of the Local Authorities Election Act states - an elected authority may, by bylaw passed not fewer than 30 days before nomination day, require that every nomination be accompanied with a deposit in at the amount fixed in the bylaw. Further to Council’s direction, Administration is therefore bringing this Bylaw forward to Council for approval. It was moved that Council accept the Nomination Deposit Requirement Bylaw No. 1152 as information. This motion carried.

8. Debenture Borrowing Bylaw #1150 - Purchase of New Firetruck
A debenture of $1,300,000 is required for the purchase of a new fire engine as the current engine has reached end of life. The borrowing bylaw process identifies that once the First Reading of the borrowing bylaw is approved by Council, it must be advertised for 2 weeks followed by a 15-day petition period. The 2nd and 3rd /Final bylaw readings are then brought to Council for their approval. This is then followed by a 30-day waiting period before the Bylaw becomes valid (if no application has been made to the Court of Queen’s Bench to have the bylaw declared invalid within 30 days after the bylaw has been passed or application is dismissed). It was moved That Council gives First reading of Authorization of Debenture Bylaw #1150 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 in camera items.

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 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

1. Financial Statements and Capital Status Updates as at August 31, 2020

Find more information here.

It was moved That Council accept the January 1 – August 31, 2020 Year to Date Financial Statements and Capital Project Plan Update as information. This motion carried.

Councillor Tyler Waugh: Councillor Waugh informed council that the CEAC survey has concluded, having received near equal engagement to the previous years survey. Waugh then shared that the results are anticipated to come before Council in the coming weeks. Concluding, Waugh informed Council the CFWY will have a meeting in the coming weeks regarding the Regional Relief Fund.

Councillor Albert Ostashek: Councillor Ostashek had nothing to report at this time, but did share that in the coming weeks an HREDC and a Beaver Boardwalk meeting is scheduled, and so would have more to share soon.

Councillor JoAnn Race: Councillor Race reported having attended an ASH meeting in late November, and shared that the PATH will be closed for the duration of current restrictions, as well as ending with a GYPSD virtual coffee session.

Councillor Dewly Nelson: Councillor Nelson reported having attended an AUMA Waste to Energy Webinar, saying the discussions offer a future potential for the Yellowhead Regional Landfill as a largely untapped landfill. Nelson then reported that the Wetland Policy Review project is moving forward, and then concluded by speaking to the rescheduled CFWY Strategic Planning meeting.

Councillor Trevor Haas: Councillor Haas shared having joined Councillor Race at the aforementioned ASH meeting, as well as a library meeting regarding changes to opening parameters and masking and events discussed thereat, and then shared a thank you to Council and Administration for the in-depth discussions and work that took place over the course of the Budget meetings. Haas then concluded by thanking residents for complying with the mandatory face covering bylaw.

Councillor Ryan Maguhn: Councillor Maguhn shared recent discussions regarding Council Boards and Committees, including a want to use now free time to handle overall engagement in the community. Maguhn then shared a want to discuss a 0% budget coming forward, and concluded sharing a want to receive feedback directly from residents in the West River Road area.

CAO Emily Olsen: CAO Olsen share a reminder that the Emergency Operations Centre remains active and holding regular meetings with Officer level staff. Also shared was a reminder of the newly imposed powers to Peace Officers to enforce health orders. Olsen concluded by reminding Council of recently announced Grant Successes in the community through partnership involving FCSS - more information here.

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.

Government Centre Closed to Public Between December 25

November 26, 2020

The Town of Hinton is providing notice to all residents and businesses who attend the Government Centre that the building will be closed between noon December 24, 2020 and 8 am on January 4, 2021.

We'd like to remind residents who may have business licenses coming do, or other business, of their options for online operations, including:

Accessing Your Information

Paying Your Bills

You can drop your payment in the secure mail box located outside the main entrance at the Government Centre on the right hand side of the main doors
The Town of Hinton is partnered with the OptionPay System to accept online payments with select credit cards
- Payments may be accepted via Mastercard and Visa. Please note that OptionPay institutes a fee for use
- Read more here on the OptionPay website
You can pay as a bill through your online banking
- You will have to set up the Town of Hinton as one of your payees. You can try searching “Hinton” or “Town of Hinton”. Three different options should appear, one being for utilities, property taxes and accounts receivable. In this case you will want to select the accounts receivable. Your account number will be your customer number on your invoice. Your bank may require more digits than the customer number, if so you will need to put a zero or zero's in front of the first digit of your customer number in order to make it as many digits as they require

ComServ Issue #14 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 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!

You can view the entire agenda package here.

The next Regular Council meeting will be held December 08, 2020,