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Council Highlights - September 7, 2021



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.

1. Brad Bancroft, Pine Valley Expansion Fundraising Team asked Council to budget $50,000.00 in 2022 to help support the Pine Valley Expansion Fundraising Team reach their goal of $400,000 to fill the new Pine Valley Lodge. 

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.

None.

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.


None.

Closed Session

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.


None.

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.

1. Hinton Community Grant Advisory Committee Recommendations 

Appointed Committees of Council - Reporting

1. HINTON COMMUNITY GRANT ADVISORY COMMITTEE RECOMMENDATIONS


That Council award Community Grant Program 2021 Fall intake funding, as per the recommendation from the Hinton Grant Funding Advisory Committee, for a total of $ 20,815.27 as outlined in Attachment 1.

Carried Unanimously

Action Items


1. ACCESSIBLE TRANSPORTATION SERVICE DELIVERY NEXT STEPS


This motion resulted in the Town offering limited accessible transportation services for the remainder of 2020 and continuing this limited-service delivery model into 2021 while still pursuing an Agreement with a third-party organization. Administration has since been working with the EGF to re-establish a service delivery agreement, exploring alternate partnership opportunities, and continuing to offer accessible transportation services to the community as a temporary Town-delivered service.

At the July 13, 2021, Standing Committee Meeting, the following direction received consensus:

That Committee recommend Council reinstate Accessible Transportation Services as a permanent Town-delivered service area with current limited service levels for the remainder of 2021 and increased service levels for 2022 to be determined through the 2022-2024 Operational Budget process.

for detailed information on this Item see Attachment 1: Page 22 - 31

Council Motion: That Council reinstate Accessible Transportation Services as a permanent Town-delivered service area with current limited-service levels for the remainder of 2021 and increased service levels for 2022 to be determined through the 2022-2024 Operational Budget process.

Carried Unanimously

2. CHIEF ADMINISTRATIVE OFFICER (CAO) BYLAW NO. 1159 AND CHIEF ADMINISTRATIVE OFFICER (CAO) OVERSIGHT COMMITTEE BYLAW NO. 1147

On February 4, 2020, Council received the CAO Recruitment Report which, in part, analyzed the current Bylaws and Policies governing the role of the CAO and how Council recruits for and performance manages the position. Currently, the CAO recruitment process is managed by two documents: Town Manager Recruitment Policy #098 and Chief Administrative Officer (CAO) Performance Review Committee Bylaw #1131. The CAO Performance Review process is also captured in both documents.

As discussed at that time, the Bylaw is outdated and contradicts other Policies which also govern the recruitment and performance management processes. Administration, in close consultation with the CAO Oversight Committee, has developed new documents to reflect best practice(s) and create clear and efficient processes which are easily understood and followed. The updated Bylaws have also undergone legal review.

Please note that:
- The CAO Bylaw does not have to be advertised, and
- Any Bylaw revision will trigger a revision of Bylaw No. 1070-4.

CAO Bylaw No. 1159 
CAO Bylaw No. 1159 establishes the role and responsibilities of the CAO. It is essentially to the job description and is required by the Municipal Government Act (MGA) sections 203 and 205. The HR Manager reviewed the Bylaws of several Albertan municipalities and the MGA to ensure the creation of a legislatively compliant document. Extensive consultation with the Committee and CAO occurred to understand concerns with the current bylaw and to find solutions. Definitions were added to provide clarity, contradictory language was removed or reworded, and references to processes better left to other Policies were removed. The Bylaw presented relied heavily upon legal opinion to ensure the best language and appropriate sections are contained in the document.


CAO Oversight Committee Bylaw No. 1147

The HR Manager reviewed the Bylaws of several Albertan and Canadian municipalities to review trends and determine which was the best practice(s) for the Town of Hinton. Bylaws recently updated and approved by Council were also reviewed to ensure Bylaw No. 1147 met current standards and templating. Bylaw No. 1147, and the Policies covered in the accompanying report, replace Bylaw #1131, while maintaining the composition and basic functions of the existing Personnel Committee

For detailed information on this item see Attachment 1: Page 32-47

Council motions: 

That Council give CAO Bylaw No. 1159 First Reading.

That Council direct Administration to amend Section 3.2.5 to include an approved operating plan after the words "approved budget". 

That Council direct Administration to replace His/Her with the appropriate all-inclusive language.

That Council give CAO Bylaw No. 1159 Second Reading.

That Council give CAO Bylaw No. 1159 unanimous consent for Third Reading.

That Council give CAO Bylaw No. 1159 Third Reading.

That Council give CAO Oversight Committee Bylaw No. 1147 First Reading.

That Council give CAO Oversight Committee Bylaw No. 1147 Second Reading.

That Council direct Administration to replace His/Her in Bylaw No. 1147 with the appropriate all-inclusive language.

That Council give CAO Oversight Committee Bylaw No. 1147 unanimous consent for Third Reading.

That Council give CAO Oversight Committee Bylaw No. 1147 Third Reading.

Carried Unanimously

3. CHIEF ADMINISTRATIVE OFFICER (CAO) RECRUITMENT AND PERFORMANCE MANAGEMENT POLICIES


On February 4, 2020, Council received the CAO Recruitment Report which, in part, analyzed the current Bylaws and Policies governing the role of the CAO and how Council recruits for and performance manages the position. Currently, the CAO recruitment process is managed by two documents: Policy #098 Town Manager Recruitment and Bylaw #1131 Chief Administrative Officer (CAO) Performance Review Committee. The CAO Performance Review process is also captured in both documents.

As discussed at that time, the Policy and Bylaw are outdated and contradict each other. Administration, in close consultation with the CAO Oversight Committee, has developed new documents to reflect best practice and create clear and efficient processes which are easily understood and followed. The updated Policies have also undergone legal review.

CAO Recruitment Policy No. 1109 (Attachment #1)
The HR Manager reviewed the Policies of several Albertan and Canadian municipalities to review trends and determine which was the best practice(s) for the Town of Hinton. Learnings from previous CAO recruitment drives was also applied to the development of this Policy. The main goal in the drafting this Policy was to add clarity to the roles and fill in any gaps in the existing Policy

The definition section has been updated to remove the duplication between a Community Profile and an Opportunity profile.

CAO Performance Review Policy No. 1108 and Schedules(Attachments #2, #3, #4, & #5)

The HR Manager reviewed the Policies of several Albertan and Canadian municipalities to research trends and determine which was the best practice(s) for the Town of Hinton. The Policy and Schedules have been drastically changed and modernized with the intent of creating formal and semi-formal processes to meet with the CAO on a more frequent basis to discuss performance and goals. A process to establish CAO goals quickly upon hire has also been created

For detailed information on this item see Attachment 1: Page 48-76

Council motion: 

That Council Rescind Policy #098 Town Manager Recruitment.

That Council approves CAO Recruitment Policy No. 1109 as presented.

That Council approves CAO Performance Review Policy No. 1108, and attachments, as presented.

That Council direct the CAO Committee to complete a CAO Performance review prior to October 18, 2021
.
Carried Unanimously

4. NON-RESIDENTIALTAX INCENTIVE BYLAW NO. 1161 


In the January 12, 2021, Standing Committee meeting Council discussed establishing a Property Tax Incentive Program. It was identified that this aligns with the Town of Hinton Strategic Plan 2017-2021 Goal 1: Responsibly grow, develop, and diversify Hinton. Objective 1.1: Strategically develop and diversify Hinton’s economy.

Committee directed Administration to bring back a Non- Residential Tax Incentive Program report for new, expanded, or significantly renovated businesses to a future Standing Committee Meeting by March 31, 2021, to encourage new development and redevelopment of non-residential properties within the Town by offering those property owners a structured tax incentive to enhance and improve their properties.

For detailed information on this item see Attachment 1: Page 77-89

Council motion: 

That Council give Non- Residential Property Tax Incentive Bylaw No. 1161 First Reading.

That Council give Non- Residential Property Tax Incentive Bylaw No. 1161 Second Reading.

Carried Unanimously
 

5. SPECIAL BALLOTS & INSTITUTIONAL VOTE LOCATIONS 


Special Ballots

The Local Authorities Election Act provides for an opportunity for electors to vote using Special Ballots.

Special Ballots are used for situations where electors are unable to vote during Advance Voting on October 7 & 13, 2021 or at the voting station on Election Day on October 18 because of physical disability or absence from the local jurisdiction (town of Hinton), or Being a Returning Officer, Deputy Returning Officer, Substitute Returning Officer, constable, candidate, official agent or scrutineer who may be located on Election Day at a voting station other than that of the voter’s place of residence.

Section 77.1(2) of the Local Authorities Election Act states; An elected authority may, by resolution passed prior to nomination day, provide for special ballots and provide that the application for special ballots may be made by any one or more of the following methods:
(a) In writing;
(b) By telephone;
(c) By fax;
(d) In-person;
(e) By e-mail;
(f) By secure website.

Institutional Vote Locations

The Local Authorities Elections Act permits an elected authority to pass a resolution designating one or more institutional voting stations. Voting at these sites is limited to 80(1) “an elector who…(b) is a resident in a supportive living facility in the local jurisdiction.”

For detailed information on this item see Attachment 1: Page 90-92

Council motion:

That Council accept Special Ballots for information.

That Council designate Pine Valley Lodge (177 Boutin Ave) and Hinton Continuing Care Centre (1290 Switzer Dr) as institutional voting stations for the 2021 local election, including all advance vote dates and election day October 18, 2021.
 
That Council direct Administrative to schedule an additional Advance Vote for October 4, 2021, if possible.

Carried Unanimously


6. WEST YELLOWHEAD REGIONAL WASTE MANAGEMENT AUTHORITY: GOVERNANCE AND ADMINISTRATIVE PLAN


The West Yellowhead Regional Waste Management Authority (WYRWMA) is long-standing inter-municipal partnership. It operates a municipal solid waste disposal system on lands located west and adjacent to the Town of Hinton. It has also reviewed and undertaken initiatives in waste reduction regionally, based primarily on the 5 Year Regional Waste Management plan of December 2018 by Sonnevera.

The Authority membership is comprised of Yellowhead County, Town of Hinton, Town of Edson, and Municipality of Jasper, with two Council appointees from each municipality forming the Authority Board. This Board and its functions are established by intermunicipal agreement (last updated in 2014 when Jasper was added to the Authority). The WYRWMA administration and finances are undertaken by the Town of Hinton for an annual fee. This is supported by a coordinating support group Technical Advisory Group (TAG) comprising of a manager responsible for local solid waste operations and recycling from each municipality.

For detailed information on this item see Attachment 1: Page 93-98

Council motion:

That Council approve in principle the intent of the West Yellowhead Regional Waste Management Authority Board to move to a Commission.
 
That Council support in principle the West Yellowhead Regional Waste Management Authority model with two conditions:
 
• That Constituent municipal Councils review and approve the annual  
   business plan of the Commission; and
 
• Ensure that the financial impacts (both positive and negative) be
  explored in greater detail and be brought back to constituent
  Councils in advance of finalization and implementation of the
  Regional Servicing Commission Model.

Carried Unanimously

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.

NOTICE OF MOTION – Brought forward from the August 24, 2021 Regular Meeting of Council 

That Council direct Administration to proceed with naming the Football Field and Track Area at the Hinton Recreation Centre to the Chris Johnstone Field.

Carried Unanimously

MANDATORY FACE COVERINGS BYLAW NO. 1163 REVIEW
 
No motions brought forward. 

NOTICE OF MOTION – Will come forward as an action item on the October 5, 2021 Regular Meeting of Council
 
That Council direct Administration to proceed with naming the Scout Hall location and associated unnamed park to the Diane Erickson Memorial Park.


Information Items


1. Council Information Package #1 for September 7, 2021 

 

Council Reporting:

Councillor Dewly Nelson: Councillor Nelson had nothing to report.

Councillor Albert Ostashek: Councillor Ostashek had nothing to report.

Councillor Trevor Haas: Councillor Haas had nothing to report.

Councillor Tyler Waugh: Councillor Waugh had nothing to report.

Councillor JoAnn Race: Councillor Race had nothing to report.

Councillor Ryan Maguhn: Councillor Maguhn had nothing to report.

Mayor Marcel Michaels: Mayor Marcel Michael had nothing to report.


Acting CAO Laura Howarth: CAO Howarth had nothing to report.

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, 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 channel 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. Like us today by clicking here!

You can view the entire agenda package here.

The next Regular Council meeting will be held March 02, 2020,

at 4pm via Zoom and streamed via YouTube.


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