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FCSS Service Update - Presented by Caryn Bouchard

View the presentation in the agenda package here.

1. Temporary Mandatory Mask and Face Coverings Bylaw Review

There was no update regarding this item.

For information, visit Hinton.ca/Masks

2. Hinton Youth Advisory Council - Appointment

At the October 20, 2020 Organizational Meeting, Council appointed six members to the Hinton Youth Advisory Council (HYAC) for a one-year term. As per the Terms of Reference, the HYAC should be made up of eight students. Thus, further to the above appointments, at the October 20, 2020 Organizational Meeting, Council directed administration to re-advertise for two additional students (members) for the Hinton Youth Advisory Council. Advertising was done through schools in November 2020 by way of announcements. HYAC members were also encouraged to promote the vacancy directly to students through their schools and the Youth Centre.

It was moved to postpone the Hinton Youth Advisory Council appointment until the March 2, 2020 Regular Council meeting. This motion carried.

3. Revised Debenture Bylaw No. 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 Council approves the First Reading of the borrowing bylaw, 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). On December 1, 2020, Council gave first reading to Debenture Bylaw No.1150. On January 5th, 2021, Council gave second and third reading to Debenture Bylaw No. 1150 and it was passed unanimously.

It was moved that Council gives First, Second, unanimous consent for Third reading and Third reading of Authorization of Revised Debenture Bylaw #1150 as presented; these motions carried. 

4. Beaver Boardwalk Recommendations & Deliverables

Administration first received partial approval from Alberta Environment to conduct low level type maintenance that includes the use of hand tools to straighten and brace the existing structures, and to build new boardwalk on top of existing gravel trails that often become washed out or submerged in water. The remainder of the application, which allows for the responsible use of machinery in the area in order to fully replace and repair sections was received from Alberta Environment in the first week of January 2021. A community engagement survey in 2019 was also conducted to help the Beaver Boardwalk Committee (BEBO Committee) understand which areas and sections of the boardwalk are most frequented and deemed of high importance to the overall Boardwalk system. The intent of this survey was to understand and assist in shaping future maintenance plans and a strategized expenditure of any future allocated funds. The Committee has also undertaken a stakeholder identification exercise and engagement plan. One in person stakeholder engagement meeting was held with local subject and historical matter experts. This meeting yielded important insight related to deliverables 3b (current maintenance), 3c (rehabilitation), and 3e (other recommendations). Other historical business partners were also engaged by Administration to determine appetite for future support related to rehabilitation initiatives. The response was positive, but without a full rehabilitation plan in place, the scale of commitment and involvement has not been formalized.

In November of 2020, the Committee became aware of successful MSP grant applications conducted by Administration which will provide much needed, but previously unanticipated funds to assist in achieving rehabilitation deliverables. With an influx of funding in the amount of $300,000, the Committee is now able to propose a work plan that fits within the parameters of the awarded grants and the final approval received from Alberta Environment in the first week of January 2021. With this new information, the Committee provided recommendations to Council related to the Committee’s deliverables at the January 19, 2021 Standing Committee Meeting of Council. Committee then provided the following direction: “That Committee direct the Beaver Boardwalk Committee recommendations be brought to the February 2, 2020 Regular Council Meeting for decision”.

The following motions were made by Council: Direct Administration, in conjunction with Mayor Michaels, to host a monthly virtual or in-person open house to provide information updates and opportunities for stakeholder feedback regarding the Beaver Boardwalk and the bridge until such time a permanent committee is formed; That Council establish an oversight committee for the ongoing rehabilitation, and sustainability of the Boardwalk, the composition of the committee will be determined through the Terms of Reference, and the committee must include representation from community stakeholder groups; That Council direct Administration to bring a Terms of Reference for the new Beaver Boardwalk committee to a Standing Committee meeting prior to June 30, 2021; That Council approve the reintroduction of maintenance dollars in the amount of $60,000 within the annual operating budget beginning in 2022, and that re-evaluation of this amount shall occur on an ongoing basis; That Council direct Administration to bring a report to a Standing Committee meeting with options for the duplicated boardwalk and trail sections, and with input from the oversight committee once established; That Council approve the 2021 MSP funded workplan; That Council dissolve the current Beaver Boardwalk Committee subsequent to a handover meeting with the new committee; and that Council approve the Beaver Boardwalk Committee recommendations as outlined in the report. These motions carried.

5. Support for Alberta Community Partnership Grant Co-Application

The idea and concept of fostering a climate of collaboration between urban municipalities with a population up to 15,000 ‘took root’ while CAOs for the Towns of Whitecourt, Rocky Mountain House, Hinton and Drayton Valley attended a brain storming session aiming to develop a potential economic framework between the respective municipalities and the possibility for jointly applying for the C.A.R.E.S Grant in November 2019. From this initial collaborative effort, the idea of inter-municipal collaboration was born and emanated into further interest to explore collaboration options where resources, internal skills and best practice amongst municipal partners could be harnessed, thereby being able to provide an excellent level of service to respective communities. The Alberta Community Partnership Grant has a stream in which the Town of Drayton Valley has applied: Intermunicipal Collaboration, which provides funding to partnerships of two or more municipalities to develop regional plans, service delivery frameworks and regional service delivery efficiencies.

It was moved that Council provide a letter of support to the Town of Drayton Valley, outlining the Town of Hinton’s support of the joint application for the Alberta Community Partnership Grant. This motion carried.

6. Asset Management Planning Project

Asset management is a broad subject area leading to an end goal of improved management of the Town’s assets. Hinton is progressing along its asset management journey by completing smaller projects supporting the overall objectives outlined in the Asset Management Policy (2019) and the Asset Management Strategy (2020). The next major deliverable will be an Asset Management Plan for the Town’s major asset classes. The Town is following the best practice, as also practiced by similar municipalities. An Asset Management Plan will contain information about what assets the Town owns, what condition they are in, recommendations for what the Town should do with its assets, when it should be done, and an estimate of how much it will cost. Asset Management Plans are based on defined levels of service and must also consider the risks associated with asset performance (i.e. What is the impact if an asset fails? How probable is it? Is the risk acceptable?). As such, a considerable about of support information is required before a robust and comprehensive Asset Management Plan can be produced.

At the Special Meeting of December 21, 2020 Council made the following motion: “That the Asset Management Planning project come to Council for a Request for Decision around project and scope”. This report provides background and information supporting the proposed budget allocation in the 2021, 2022, and 2023 Operating Budget One-Time Projects for the Asset Management Planning Project.

It was moved that Council approve the 2021 budget of $87,050 for the Asset Management Planning Project as presented and further support the 2022-23 Plan for Asset Management of 2022: $181,500 & 2023: $221,700; and direct Administration to arrange a workshop aimed at educating Council on the direct costs and benefits of Asset Management software. These motions carried.

7. Year-To-Date Financial Statements and Capital Status Report as of December 31, 2020

Administration works to present the financial results to Council on a regular basis, acknowledging that the preparation can take time to ensure accuracy through review and discussion. Financial Statements and Capital Project reports are updated and prepared regularly.

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.

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 the COVID-19 pandemic response time if required and approved by Council.

The Town of Hinton made significant efforts to ensure that the impacts of the COVID-19 Pandemic were offset with cost reduction strategies and in addition further efforts made to secure sufficient cashflow throughout the year and place numerous projects and day to day operations on hold to reduce the overall expenditures incurred by the Town. It was not until the third quarter of 2020 that it was announced that the Town would receive the MOST grant from the Alberta Government that totaled $1,005,641. As the Town had already worked to offset all anticipated losses it was presented to and understood by Council that this revenue would create a surplus for the Town. The current year end financial status of 2020 has brought a surplus of approximately $1,828,269 (calculated using the formula: total cash revenues – total cash expenditures = surplus(deficit)).

It was moved that the 2020 surplus come back to a Standing Committee meeting of council prior to the end of March 2021, and the Year-to-date financial statements come to a Standing Committee meeting by the end of February 2021. These motions carried.

8. 2021 Non-Union Wage Increase

Council passed the 2021 Budget on December 15, 2020, which included a 1.9% cost of living adjusted (COLA) increase totaling approximately $63,649 intended to match the Council approved 1.9% Union Wage increase, in addition to the necessary grid step movements estimated at total $42,202. During the December 15, 2020 meeting, the following motion was made: That the non-union wage increase be brought to Council as a Request for Decision no later than February 28, 2021. The report brought forward last night detailed the reasoning behind the requested 1.9% COLA increase. It was also stated that Town turnover is extremely high, Union Wages have outpaced non-union wages by approximately 7.4%. In certain areas due to Council supporting union increases, but not providing the same increase to non-union employee wages, there are situations where union employees are making more than their Supervisors. The Town has 164 employees, 47 of which are non-union. These employees are in positions throughout the organization, ranging from clerical staff to directors. For non-union employees, the step movement timing is prescribed in Employment Offer Letters. Offer Letters are form the basis of the Town’s employment contract with non-union employees. The majority of non-union employees have reached the top of their grid, and do not receive increases outside of any cost of living increases each year. 

It was moved that Council approve the 1.9% cost of living increase in wages for non-union Town employees, as included in the 2021 Budget. This motion carried.

View the entire agenda package here.

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. Legal (FOIP - Section 27)

Following the return from in-camera session, no new motions were made. 

1. Council Information packages #1, #2, #3 and #4 for February 2, 2021

View the information in the agenda package here.

Councillor JoAnn Race: Councillor Race had nothing to report.

Councillor Albert Ostashek: Councillor Ostashek shared that he will be attending the HREDC meeting later this week. 

Councillor Tyler Waugh: Councillor Waugh shared that Community Futures West Yellowhead is offering support such as business coaches and distributing further regional relief funds for struggling businesses and encouraged businesses to reach out at 780-865-1224.

Councillor Trevor Haas: Councillor Haas shared recent Library board meeting discussions, attending Waste management committee meeting, and upcoming AGM of ASH hosted virtually. 

Councillor Dewly Nelson: Councillor Nelson shared attending Youth Council meetings and associated challenges with current restrictions in place for students to engage, attending interagency meeting, and doing work with the procedural bylaw committee. He also shared accepting the Energy Futures Lab Fellowship.

Councillor Ryan Maguhn: Councillor Maguhn shared he will be attending the 2021 AUMA Presidents' summit on Policing alongside the Mayor in the coming weeks.

Mayor Marcel Michaels: Mayor Michaels shared that he attended the Community Futures West Yellowhead meeting, and the Waste management board meeting where discussions took place regarding the future direction of the board and the Landfill authority.

CAO Emily Olsen: CAO Olsen shared the resignation of the Director of Protective Services and Fire Chief Todd Martens and expressed her appreciation for his years of dedicated service to the Town of Hinton. CAO was pleased to welcome the new Interim Manager of Engineering and Development Services, Mr. Winston Rossouw. The CAO confirmed that there were some Black Bins that were available for pick-up at the ISB and shared that the Rec facilities will continue to follow the Provincial guidelines and any changes will be communicated through the next ComServ.

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, 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.