1. HINTON COMMUNITY WIDE COLLABORATIVE MARKETING PROGRAM
On June 15, 2021, a discussion item was presented to Council outlining the background and possible considerations for a community-wide marketing program. The following direction was given to Administration: That Committee direct Administration to work with the Hinton & District Chamber of Commerce and local stake holders to bring back a Hinton wide marketing program to the July 6, 2021, Regular Council Meeting that focuses on the Summer/Fall 2021 season.
The benefit for the Town of Hinton and the Chamber to join forces and collaborate as it pertains to a community-wide marketing program holds the following benefits in addition to those outlined in Attachment 1: Page 22-31
• Engagement of stakeholders will be representative of most businesses and local organizations.
• The grant objectives will be facilitated by a local consultant.
Build a strong brand and increase awareness of the Town Hinton and the Alberta Northern Rockies.
• Promote and support local businesses, non-profit organizations, events, and online festivals through digital storytelling that can be shared and promoted by local businesses. • Create community pride, while locals become ambassadors and tourists immerse themselves in what Hinton has to offer.
Council Motion: That Council allocate $30,000 from the Emergency Response Reserve to promote a Hinton wide marketing program that focuses on the summer/fall 2021 season and further direct Administration to enter into a formal agreement with The Hinton & District Chamber of Commerce Association to administer the program on behalf of The Town of Hinton. carried 6-0.
2. COUNCIL REMUNERATION REVIEW COMMITTEE (CRRC)
The Town of Hinton commits to providing fair and reasonable level of remuneration for elected officials consistent with comparable municipalities. As per the Council Remuneration Policy #052, the Council Remuneration Review Committee (CRRC) is an independent citizen committee appointed by Council to examine the issue of remuneration and to make recommendations to Council.
At the March 23, 2021, Regular Council Meeting, Council directed Administration to advertise seeking five members of the public for the Council Remuneration Review Committee.
To date, Administration has received a total of four applications for the Council Remuneration Review Committee. Appointing only four members to the CRRC aligns with the Policy and the Committees Terms of Reference, as stated in the Committees TOR “Council shall appoint up to five citizens to the Council Remuneration Review Committee in the manner they deem appropriate”.
Once appointed, the CRRC will review the Remuneration policy and determine appropriate honorariums, meeting fees, expenses, and benefits for the Mayor and Councillors, and will provide recommendations in a final report to Town Council.
Council motion: That Council appoint Jessica Hearsey, Ross Risvold, Shirley Caputo and Sue Allen to the Council Remuneration Review Committee as citizen members. Carried 6-0.
3. JOINT ELECTION AGREEMENT
The Local Authorities Election Act s. 2(2) states that: “an elected authority, may by resolution enter into an agreement with one or more elected authorities in the same area for the conduct of an election”.
In previous years, the Town of Hinton and Evergreen Catholic Separate Regional Division No. 2 have entered into a Joint Election Agreement to conduct a joint municipal election. Details of the role the Town of Hinton are outlined in the attached Agreement.
Conducting a joint election with Evergreens Catholic Separate Regional Division No. 2 provides good governance, as well as ensuring that local governments and authorities are responsible for the needs of the community. Hosting a Joint Election with Evergreens Catholic Separate Regional Division No. 2 provides the residents of Hinton the opportunity to vote for both Town of Hinton Candidates and School Division Trustees at one location.
Council motion: That Council approve entering into a Joint Election Agreement with the Evergreen Catholic Separate Regional Division No. 2 for the 2021 Local Authorities Election. Carried 6-0.
4. SUBSTITUTE RETURNING OFFICER APPOINTMENT
One of the recent changes to the Local Authorities Election Act (LAEA) includes an elected authority must, by resolution, appoint a Substitute Returning Officer.
At the December 1, 2020 Regular Council Meeting, Council appointed Emily Olsen as Returning Officer and Sandra Rendle as Deputy Returning Officer. In addition to these appointments, Council must appoint a Substitute Returning Officer for the 2021 Local Authorities Election.
A Returning Officer is appointed by a municipal council and is responsible for conducting elections under the LAEA. Largely, the Returning Officer acts in an administrative role with respect to the election and finalizes election results. The Returning Officer oversees the work being conducted by the Deputy Returning Officer who is on site at election poling stations. If, through illness, absence or other incapacity, the Returning Officer is incapable of performing the duties of Returning Officer, the Substitute Returning Officer has and may exercise all the duties, functions and powers of a returning officer for the purpose of conducting elections under the LAEA.
Administration is recommending the appointment of Municipal Intern, Heather Mark, to the role of Substitute Returning Officer. This is being done for two main reasons: 1. Participation in Local Elections is listed as one of the requirements of the internship program. 2. Having Ms. Mark act as the Substitute Returning Officer will allow Ms. Rendle to remain on site at the polling stations should the need arise for the Substitute Returning Officer to replace CAO Olsen as Returning Officer during the election.
Council motion: That Council appoint Heather Mark as the Substitute Returning Officer for the 2021 Local Authorities Election. Carried 6-0.
5. 2021 PUBLIC AUCTION RESERVE BID FOR TAX ARREARS PROPERTIES
This item is before Council to approve a public auction of tax arrears properties as well as set the Reserve Bid, which should come as close to market value as reasonably possible. There are six properties on the Tax Auction list. All properties listed within Attachment 1: page 41 - 44 are over 4 years delinquent.
The Town works assist home and business owners in the tax recovery process, using all the tools provided in legislation to resolve property tax arears prior to auction. The final step in the property tax collection process is to move forward with the recovery of tax arrears through tax Auction.
All affected property owners have been advised on numerous occasions that their taxes were in arrears. The Alberta Land Titles Office has advised the property owners that a tax recovery notification had been registered on their Certificate of Title. Statements are sent to every outstanding account in January, May, July, August, and November of each year. Administration follows a Legislated Requirement Checklist to ensure all appropriate steps are being followed for this process.
Council motion: That Council approves the reserve bids as shown on Attachment 1 for tax arrears properties 99, 274, and 299 (133 Jarvis Street), 105, 145 (East River Road), and 187 West River Road and set the public auction date for September 24, 2021, at 1:00 pm.
That Council approves the following sale conditions for the tax arrears properties that may be sold at the public auction:
A) That a deposit of 10% of the purchase price be paid at the time of purchase, and
B) That the balance of the purchase price be paid by October 1, 2021, at 4:00 pm.
6. RENTAL ASSISTANCE FOR NON-GOVERNMENT TENANTS
At the March 2, 2021 Regular Meeting of Council, discussion was initiated after a letter was received from one of the Town’s tenants, requesting financial assistance. At this meeting, a motion was passed to accept the correspondence for information.
Subsequently, at the May 4, 2021, Regular Meeting of Council, Administration was directed to bring back a report regarding options for all non-government tenants of the Town of Hinton, which was discussed in further detail at the Standing Committee Meeting of June 15, 2021.
This report is being brought forward with regards to motion MD-2275 from the Standing Committee meeting of June 15, 2021. That Committee recommend Council approve funding support to the tenant(s) seeking financial assistance and that the amounts presented be funded from the 2021 building maintenance operating budget.
For clarification purposes, Administration is addressing only the Not-for-profit/Registered Charity organizations. Exclusions include contracted service agreements, appropriation agreements, government, land-use agreements ($1 per year), and for-profit agreements signed with the Town of Hinton.
There are currently four tenants that fall within the Not-for-profit (Registered Society and/or Registered Charity) status. All have been contacted and only two are seeking some form of assistance at this time.
Council motion: That Council approve financial assistance for the Not-for-Profit tenants in the amount of $2100 to the Share Shop and $600 to the Hinton Children’s Learning Centre. Further, the $2700 shortfall be funded from the 2021 building maintenance operating budget.
7. HINTON TIMBERWOLVES’ FACILITY RENTAL FEE REDUCTION REQUEST
In April 2021, conversations resumed between the owner of the Timberwolves and Administration to prepare for the September 2021 hockey season. A request was made by the Team owner to reduce the rental rates similar to the amendment approved by Council for the previous agreement. Policy CS 7200 provides for this request to be considered. Section 4.5 of Policy CS 7200 (Attachment 1, pages 48 - 55)
Reducing the facility rental rates that the Timberwolves are currently charged will result in savings for the team. Savings for the team will positively affect their budget and operations, support them in working towards a successful business and improve their ability to provide a valued community activity.
Council motion: That Council approve a reduction of the hourly Adult Non-Prime Arena Use rental rates for the Hinton Timberwolves of 75% for the 2021/2022 season, 50% for the 2022/2023 season, and 25% for the 2023/2024 season. Carried 4-2, Against: Hass, Ostashek
Council motion: That approximately $ 8,000 in waived arena rental fees for the Hinton Timberwolves in 2021 be offset within the Parks Recreation & Culture Service Branch Operating Budget such that expense reductions and/or revenue increases are identified and applied by Administration. Carried 6-0
Council motion: That the waived arena rental fees for the Hinton Timberwolves estimated to total $ 12,500, $ 7,500, and $ 2,500 be funded from the Council Contingency Fund for 2022, 2023, and 2024, respectively. Carried 5-1, Against: Nelson.
8. TENNIS AND PICKLEBALL COURT RESURFACING CAPITAL PROJECT
In April 2020, a Request for Proposal (RFP) was distributed to seek proposals for resurfacing the tennis courts including pickleball surfaces and to potentially incorporate a volleyball surface and all sport netting requirements. Administration received one proposal submitted by the company that is the leading supplier of (re)surfacing and installation of outdoor courts in Alberta. Their proposal included multiple options with different deliverables and corresponding price quotes.
At the Standing Committee Meeting of June 22, 2021, the following motion carried: That Committee recommend Council proceed with the Tennis and Pickleball Court Resurfacing capital project in 2021 and that a total allocation of $71,811 be funded from the Parks & Trails Major Reserve to complete the scope as defined in Option A.
The information provided by the proponent during the mandatory site visit and in follow-up conversations included the following:
• The tennis courts in the valley require substantially more repairs compared to the courts at the hill location.
• New asphalt is advisable at the valley location.
• High-end resurfacing (with fibre-induced products) is more expensive and not attainable within the allocated budget.
• All prices for materials and installation have increased significantly over the past years (10% annually or higher) which will limit the deliverable option to stay within budget. (Attachment 1 - page 82)
Council motion: That Council direct Administration to proceed with the Tennis and Pickleball Court Resurfacing capital project in 2021 and that a total allocation of $71,811 be funded from the Parks & Trails Major Reserve to complete the scope as defined in Option A.
Council motion: That Council postpone the Tennis and Pickleball Court Resurfacing Capital Project direction to the 2022 Budget Discussions. Defeated 2-4, For Nelson, Maguhn.
Council motion: That Council direct Administration to proceed with the Tennis and Pickleball Court Resurfacing capital project in 2021 and that a total allocation of $71,811 be funded from the Parks & Trails Major Reserve to complete the scope as defined in Option A. Carried 4-2, Against: Nelson, Maguhn.
9. FUNDING FROM CANCELLED LOCKER REPLACEMENT PROJECT
On March 23, 2021, following the decision to cancel the Pool Locker Replacement, and the Hot Tub Drains/Jets Maintenance project, Council resolved “that the $100,000 previously allocated to the project be reallocated to the Recreation Centre Construction Reserve”.
Although it was not clear at the time, the parameters of the Federal Gas Tax Fund (FGTF) grant require that the funds be committed and expensed on a project. With this in mind, the transfer of the FGTF funds to the Recreation Centre Reserve cannot be completed within the parameters of the FGTF grant.
With the commitment of the Pool Locker Replacement, and the Hot Tub Drains/Jets Maintenance project removed from the 2021 Capital Budget the FGTF grant dollars must remain in Deferred Revenue until they are committed to another project.
Administration is asking that Council make a new decision regarding the FGTF grant dollars which supported the Pool Locker Replacement, and the Hot Tub Drains/Jets Maintenance project as the previous direction cannot be completed under the restrictions of the FGTF grant agreement.
Council motion: That Council direct Administration to maintain the funds associated with the Federal Gas Tax Fund grant, that were identified funding in the cancelled 2021 capital budget for the Pool Locker Replacement project, in Deferred Revenue until such a time that Council commits the funds to a new project. Carried 6-0
Council motion: That Council postpone the direction to administration to transfer $100,000.00 from the Operational Project Reserve to the Recreation Centre Construction Reserve to after the 2020 Audit. Carried 6-0.
10. 2021-2023 THREE-YEAR OPERATING PLAN
The Municipal Government Act (MGA) in section 242 and 245 requires that a Council adopt annually an Operating and Capital Budget for the municipality, the purpose of which is to approve the estimated revenues, expenditures and transfer for the operation and capital purchase for that year. In addition, section 283.1 requires the preparation of a 3-year Operating and 5-year Capital Plan. The purpose of the plan is to estimate anticipated financial operations and capital property additions with a longer-term focus. The MGA in section 283.1(6) requires that the plans be reviewed annually.
In the preparation of the 2022 Draft Budget, Administration will identify a series of variables in which Council can manipulate services levels, programs, and purchases, both existing and proposed, to achieve the target of a property tax increase below 3%. In this way Council can ensure that the target is reached with decisions on service levels, programs, and purchases based on the will of Council. The 2022 Draft Budget will be accompanied by the 2022-2024 Operating Plan.
Council motion: That Council accept the 2021-2023 Operating Plan Report for information. Defeated 2-4, Against: Nelson, Maguhn.
Council motion: That Council approve the 2021-2023 Operating Plan as amended to reflect a transfer from accumulated surplus in the amount of $336,300 in 2022 and $576,000 in 2023, and that the 2022 Draft Budget and 2022-2024 Operating Plan be prepared without the accumulated surplus. Carried 4-2, Against: Nelson, Maguhn.
11.BYLAW NO. 1158 - BEAVER BOARDWALK COMMUNITY OVERSIGHT COMMITTEE
The Beaver Boardwalk Committee (BEBO Committee) was established in July of 2019 with the purpose of gathering, studying, and discussing all relevant information regarding the Beaver Boardwalk condition and rehabilitation project in order to provide Council with recommendations and to assist Council in making informed and transparent decisions regarding the Boardwalk’s future.
As is reflected in the Beaver Boardwalk Recommendations and Deliverables Request for Decision Report (Attachment 1, page 67-69), the Beaver Boardwalk Committee has completed deliverables 1 and 2 and has addressed deliverable 3 by providing recommendations to Council.
Deliverable 3 provided direction to the Beaver Boardwalk Committee to establish a new Beaver Boardwalk Community Oversight Committee. This matter was before Council to establish the new Committee Bylaw and Terms of Reference.
Council motion: That Council gives first reading of Bylaw No. 1158. Carried 6-0.
Council motion: That Council direct Administration to amend the Beaver Boardwalk Terms of Reference to have section 8.6 and associated appendices include Seabolt Drive. Carried 6-0.
Council motion: That Council direct Administration to amend the Beaver Boardwalk Terms of Reference to have section 3.1.4 reflect Nine community members. Carried 6-0
Council motion: That Council gives second reading of Bylaw No. 1158. Carried 6-0.
Council motion: That Council gives unanimous consent for Third reading to Bylaw No. 1158. Carried 6-0.
Council motion: That Council gives third reading of Bylaw No. 1158. Carried 6-0.