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As discussed at that time, the Bylaw is outdated and contradicts other Policies which also govern the recruitment and performance management processes.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 LocationsThe 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 90-92Council 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 93-98Council 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
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