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Home My WebLink About2019-12-10 Council Meeting Package AdoptedCOUNCIL MEETING AGENDA 1600-2nd Street NE Three Hills, AB T0M 2A0 DECEMBER 10, 2019 8:30 a.m. CALL MEETING TO ORDER 1.0 Agenda 1.1 Additions to the Agenda 1.2 Adoption of the Agenda 2.0 Approval of Minutes 2.1 Regular Council Meeting Minutes of November 26, 2019 3.0 Delegations No Delegations Scheduled 4.0 Public Hearings No Public Hearings Scheduled 5.0 Municipal Services 5.1 Transportation No Report 5.2 Water/Wastewater/Environment No Report 5.3 Planning 5.3.1 Quality Management Plan (QMP) for Safety Codes 5.3.2 Municipal Planning Commission Meeting Cancellation 5.4 Agricultural Service Board & Parks 5.4.1 2020 BMO Stampede Farm Family Award 5.5 Protective Services No Report 6.0 Corporate Services 6.1 2020 Interim Budget 6.2 Tax Sale Public Auction Results 6.3 Designated Mobile Homes Public Auction 1 2019.12.10 Adopted Council Package DECEMBER 10, 2019 Council Meeting Agenda Page 2 of 2 7.0 Business Arising from Previous Minutes 7.1 8.0 New Business 8.1 Human Resource Policy 8.2 Council Attendance at the Federation of Canadian Municipalities 8.3 Canadian Badlands Letter of Support 8.4 Intermunicipal Collaboration Framework Agreement Red Deer County 8.5 Policy #15-3, Community Grants to Non-Profit Organizations 8.6 Policy #15-10, Youth Sponsorship 8.7 Policy #15-5, Kneehill County Scholarship Program 8.8 Policy #15-7, Recreation, Community, Arts & Cultural Events 8.9 Policy #15-13, Rural Community Halls 8.10 Policy #15-1, 100 Year Farm and Ranch Award 8.11 Drumheller and District Solid Waste Management Association 9.0 Disposition of Delegation & Public Hearing Business No Report 10.0 Council and Committee Reports 10.1 Kneehill Regional Family & Community Support Services Board 10.2 Kneehill County Committee of the Whole Minutes, November 19, 2019 11.0 Council Follow-up Action List 12.0 Closed Session 12.1 Intergovernmental Relations (Section 21) 13.0 Motions from Closed Session Adjournment 2 2019.12.10 Adopted Council Package 1 ________ Initials MINUTES OF THE NOVEMBER 26, 2019 REGULAR MEETING OF THE COUNCIL OF KNEEHILL COUNTY HELD AT THE KNEEHILL COUNTY OFFICE, 1600- 2ND STREET NE, THREE HILLS, ALBERTA PRESENT: Division No. 1 Faye McGhee, Deputy Reeve Division No. 2 Debbie Penner, Councillor Division No. 3 Jerry Wittstock, Reeve (Video Conf) Division No. 4 Glen Keiver, Councillor Division No. 5 Jim Hugo, Councillor Division No. 6 Wade Christie, Councillor Division No. 7 Kenneth King, Councillor ALSO PRESENT: Chief Administrative Officer Mike Haugen Director Municipal Services Laurie Watt Director Corporate Services Bill McKennan Manager of ASB and Parks Bowen Clausen Manager of Planning and Development Barb Hazelton Manager of Financial Services Will Wolfe Recording Secretary Carolyn Van der Kuil Communications Officer Christine Anderson CALL TO ORDER Deputy Reeve McGhee in the Chair Deputy Reeve McGhee called the meeting to order at 8:30 a.m. AGENDA 1.0 Agenda 1.1 Additions to the Agenda Additions under Council and Committee Reports 10.3 Kneehill Regional Family & Community Support Services Update 10.4 Community Futures Wild Rose ADOPTION OF AGENDA 1.2 Adoption of Agenda 478/19 Councillor Christie moved approval of the agenda as amended. CARRIED MINUTES 2.0 Minutes Organizational Meeting Minutes of October 22, 2019 479/19 Councillor King moved approval of the October 22, 2019 Organizational Meeting minutes as presented. CARRIED 3 2019.12.10 Adopted Council Package COUNCIL MINUTES OF NOVEMBER 26, 2019 2 _________ Initials 2.2 Regular Council Meeting Minutes of October 22, 2019 480/19 Councillor King moved approval of the October 22, 2019 Council Meeting minutes as presented. CARRIED MUNICIPAL SERV 5.0 Municipal Services PLANNING 5.3 Planning 5.3.1 Bylaw 1806 – Wheatland County and Kneehill County Intermunicipal Development Plan 481/19 Councillor King moved first reading of Bylaw 1806 for the Wheatland County and Kneehill County Intermunicipal Development Plan. CARRIED 482/19 Councillor Penner moved, as per Section 606 of the Municipal Government Act, to schedule the Public Hearing for the Wheatland County and Kneehill County IDP, Bylaw 1806, to be held on January 14, 2020 at 10:00 a.m. CARRIED 5.3.2 Subdivision Extension Request: KNE180122 483/19 Councillor Keiver moved to grant a 1-year extension to KNE180122 until November 1, 2020. CARRIED ASB 5.4 Agricultural Service Board 5.4.1 Council Attendance to ASB Provincial Conference 484/19 Councillor King moved to authorize the attendance of all non- Agricultural Service Board members of Council to the 2020 ASB Provincial Conference. CARRIED CORPORATE SERV 6.0 Corporate Services 6.1 Bank Reconciliation – July to September 2019 485/19 Councillor Christie moved to receive the July to September 2019 Bank Reconciliation Report for information. CARRIED 6.2 Quarterly Financial Report 486/19 Reeve Wittstock moved to authorize the equipment sale proceeds of $88,530 to be contributed to the Capital Equipment Plan Reserve. CARRIED 4 2019.12.10 Adopted Council Package COUNCIL MINUTES OF NOVEMBER 26, 2019 3 _________ Initials 487/19 Councillor King moved to receive the January to September 2019 Quarterly Financial Report as information. CARRIED NEW BUSINESS 8.0 New Business 8.1 2019 Christmas Closure 488/19 Reeve Wittstock moved to approve closing the Kneehill County Office at noon on Tuesday, December 24th and that Council receive for information the 2019 Christmas Closure Report as presented. CARRIED 8.2 Community Grant Extension 489/19 Councillor Christie moved to approve an extension to the Hesketh Community Hall on their Community Grant project program to July 30, 2020. CARRIED The Chair called for a recess at 8:55 a.m. and called the meeting back to order at 9:00 a.m. with all previously mentioned members present. DELEGATIONS 3.0 Delegations 3.1 Trochu Housing Corporation @ 9:00 a.m. Sam Smalldon, President of the Trochu Housing Corporation and Shelly Murphy, Covenant Health provided Council an overview of the Trochu Seniors Supportive Living Facility Project. The Chair called for a recess at 9:33 a.m. and called the meeting back to order at 9:39 a.m. with all previously mentioned Council members present. 3.2 Pine Cliff Energy Ltd., Phil Hodge, Terry McNeil, Lochlin McLellan, Brad Andrekson, Shaun Ferguson 490/19 Councillor Christie moved that Council convene in closed session to attend Pine Cliff Energy presentation pursuant to sections 16 & 25 of the Freedom of Information and Protection of Privacy Act, at 9:39 a.m. CARRIED Reeve Wittstock left the meeting at 9:39 a.m. The following people were in attendance of the closed session to provide a report and advise Council: Mike Haugen, CAO Laurie Watt, Director of Municipal Services Bill McKennan, Director of Corporate Services Carolyn Van der Kuil, Recording Secretary 491/19 Councillor Christie moved that Council return to open meeting at 5 2019.12.10 Adopted Council Package COUNCIL MINUTES OF NOVEMBER 26, 2019 4 _________ Initials 10:18 a.m. CARRIED 10:18 a.m. – meeting recessed to allow return of public. 10:18 a.m. - meeting resumed. The Chair called for a recess at 10:19 a.m. and called the meeting back to order at 10:29 a.m. with all previously mentioned members present including Reeve Wittstock. PUBLIC HEARINGS 4.0 Public Hearings 4.1 Bylaw #1804, Village of Carbon & Kneehill County Intermunicipal Development Plan 492/19 Councillor King moved that the Public Hearing for Bylaw #1804 be opened at 10:29 a.m. CARRIED Person(s) who presented: Barb Hazelton, Manager of Planning and Development Person(s) who spoke in favour: None Person(s) who spoke in opposition: None Person(s) who spoke in rebuttal: None 493/19 Councillor Christie moved that the Public Hearing for Bylaw #1804 be closed at 10:47 a.m. CARRIED The Chair called for a recess at 10:48 a.m. and called the meeting back to order at 11:00 a.m. with all previously mentioned members present. 4.2 Bylaw #1805, Rocky View County & Kneehill County Intermunicipal Development Plan @ 11:00 a.m. 494/19 Councillor King moved that the Public Hearing for Bylaw #1805 be opened at 11:00 a.m. CARRIED Person(s) who presented: Barb Hazleton, Manager of Planning and Development Person(s) who spoke in favour: None Person(s) who spoke in opposition: None Person(s) who spoke in rebuttal: None 495/19 Councillor Penner moved that the Public Hearing for Bylaw #1805 be closed at 11:18 a.m. CARRIED 6 2019.12.10 Adopted Council Package COUNCIL MINUTES OF NOVEMBER 26, 2019 5 _________ Initials NEW BUSINESS 8.0 New Business Continued 8.3 Kneehill – Drumheller Intermunicipal Collaboration Framework Committee 496/19 Councillor King moved to appoint Reeve Wittstock and Deputy Reeve McGhee to the Kneehill-Drumheller Intermunicipal Collaboration Framework Committee and that Councillor Hugo be appointed as an alternate until the organizational meeting after the next general election. CARRIED 8.4 Prairie Christian Academy Playground Ribbon Cutting Ceremony 497/19 Councillor Penner moved to approve Deputy Reeve McGhee’s attendance to the Prairie Christian Academy Playground Ribbon Cutting Ceremony that was held on Wednesday, October 30th, 2019. CARRIED 8.5 Three Hills Volleyball Provincials Opening Ceremony 498/19 Councillor King moved to approve Deputy Reeve McGhee’s attendance to the Three Hills School Volleyball Provincials Opening Ceremony that was held on Thursday, November 21, 2019. CARRIED DISPOSITION OF DELEGATION BUSINESS 9.0 Disposition of Delegation Business 9.1 Trochu Housing Corporation Presentation 499/19 Reeve Wittstock moved to accept for information the Trochu Housing Corporation presentation and direct administration to provide further information. CARRIED 9.2 Village of Carbon & Kneehill County Intermunicipal Development Plan 500/19 Councillor Christie moved second reading of Bylaw 1804 for the Village of Carbon & Kneehill County Intermunicipal Development Plan. CARRIED 501/19 Councillor Keiver moved third reading of Bylaw 1804 for the Village of Carbon & Kneehill County Intermunicipal Development Plan. CARRIED 7 2019.12.10 Adopted Council Package COUNCIL MINUTES OF NOVEMBER 26, 2019 6 _________ Initials 9.3 Rocky View County & Kneehill County Intermunicipal Development Plan 502/19 Reeve Wittstock moved second reading of Bylaw 1805 for the Rocky View County & Kneehill County Intermunicipal Development Plan. CARRIED COUNCIL REPORTS 10.0 Council and Committee Reports 10.1 Canadian Badlands Ltd- Meeting minutes were provided from the September 19th meeting. 10.2 Kneehill County Committee of the Whole Minutes, October 15, 2019- Meeting minutes from the October 15th, 2019 meeting were provided. 10.3 Kneehill Regional Family and Community Support Update- Councillor King provided Council a verbal report. 503/19 Councillor King moved to direct administration to draft a letter to the province and our local MLA Nathan Cooper, regarding our concerns regarding the termination of programs to Children Services program. CARRIED UNANIMOUSLY 10.4 Community Futures Wild Rose- Councillor Christie provided Council a verbal report. 504/19 Councillor Christie moved that Council receive the Council and Committee reports as presented. CARRIED COUNCIL ACT LIST 11.0 Council Follow-Up Action List 505/19 Councillor King moved that Council receive the November 26, 2019 Council Follow-Up Action List as presented for information. CARRIED The Chair called for a recess at 11:54 a.m. and called the meeting back to order at 1:15 p.m. with all members of Council present except Reeve Wittstock. 506/19 Councillor Penner nominated Wade Christie as MPC Chairman for the Thursday November 28th, 2019 meeting. CARRIED 8 2019.12.10 Adopted Council Package COUNCIL MINUTES OF NOVEMBER 26, 2019 7 _________ Initials CLOSED SESSION 12.0 Closed Session 507/19 Councillor King moved that Council convene in closed session to discuss Intergovernmental Relations pursuant to section 21; Pine Cliff Energy pursuant to sections 16 & 25, Disclosure Harmful to Business Interests of a Third Party pursuant to section 16; and Disclosure Harmful to Personal Privacy pursuant to section 17 of the Freedom of Information and Protection of Privacy Act, at 1:18 p.m. CARRIED The following people were in attendance of the closed session to provide a report and advise Council: Mike Haugen, CAO Laurie Watt, Director of Municipal Services Bill McKennan, Director of Corporate Services Carolyn Van der Kuil, Recording Secretary 508/19 Councillor Christie moved that Council return to open meeting at 2:34 p.m. CARRIED 2:35 p.m. – meeting recessed to allow return of public. 2:35 p.m. - meeting resumed. 13.0 Motions from Closed Session 509/19 Councillor Hugo moved that administration be authorized to enter into a tax payment agreement with Pine Cliff Energy Ltd and that the agreement provide for the waiving of tax penalties conditional on the agreement not being in default. CARRIED UNANIMOUSLY 510/19 Councillor Penner moved that Council direct administration to cancel invoice IVC0007994. CARRIED UNANIMOUSLY ADJOURNMENT Adjournment The meeting adjourned at 2:37 p.m. ________________________ Faye McGhee Deputy Reeve _______________________ Mike Haugen CAO 9 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 5.3.1 Page 1 of 2 Version: 2019-02 Subject: Quality Management Plan (QMP) for Safety Codes Meeting Date: Tuesday, December 10, 2019 Presented By: Barb Hazelton, Manager of Planning & Development Link to Strat Plan: Level of Service Recommended Motion: That Council move to accept the proposed Quality Management Plan for Safety Codes. Background/ Proposal Kneehill County obtained Safety Codes Accreditation back in January of 2002 to allow administration of the Safety Codes Act in the Building, Electrical, Gas, Plumbing and PSDS (Private Sewage) technical disciplines within our jurisdiction. Being accredited requires a Quality Management Plan (QMP), which is reviewed regularly. Discussion/ Options/ Benefits/ Disadvantages: The QMP defines the acceptable level of service that the accredited agency is required to provide. The Safety Codes Council provides a template that can be used by accredited members to update their QMP, which is what we currently use. This has recently been revised and we have modified it to suit our municipality. This standard is the benchmark for any required audits. Our contract for Safety Codes expires on May 31, 2020 and the QMP is required to be updated prior to tendering out the contract. The Planning Department is tentatively planning to have the Safety Codes Request for Proposal (RFP) out for tender by the end of January 2020. It should be noted that the Fire discipline is not included in the QMP, as Fire has their own QMP. Cost Source of Funding: N/A Council Options: 1. That Council move to accept the proposed QMP for Safety Codes. 2. That Council moves to amend the proposed QMP for Safety Codes. 3. Council request more information. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: • Draft of 2019-2020 Quality Management Plan (QMP) • QMP from 2017 10 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 5.3.1 Page 2 of 2 Version: 2019-01 Follow-up Actions: QMP document to be forwarded to Safety Codes Council for approval. Director Approval: Laurie Watt, Director of Municipal Services CAO Approval: Mike Haugen, Chief Administrative Officer 11 2019.12.10 Adopted Council Package Kneehill County Quality Management Plan July 2016 12 2019.12.10 Adopted Council Package Kneehill County Quality Management Plan This Quality Management Plan that includes Schedule A – Scope and Administration, Schedule B – Operational Requirements and Schedule C – Technical Discipline Service Delivery Standards has been accepted by the Administrator of Accreditation. Administrator of Accreditation Date 13 2019.12.10 Adopted Council Package 1 Table of Contents 1.0 SCOPE OF ACCREDITATION ----------------------------------------------------------------------------------------------- 3 BUILDING -------------------------------------------------------------------------------------------------------------------------------- 3 ELECTRICAL ---------------------------------------------------------------------------------------------------------------------------- 3 PLUMBING ------------------------------------------------------------------------------------------------------------------------------ 3 GAS ---------------------------------------------------------------------------------------------------------------------------------------- 3 FIRE -------------------------------------------------------------------------------------------- ERROR! BOOKMARK NOT DEFINED. 2.0 QUALITY MANAGEMENT PLAN ADMINISTRATION ----------------------------------------------------------------- 4 2.1 PERSONNEL -------------------------------------------------------------------------------------------------------------------------- 5 2.2 FREEDOM OF INFORMATION AND CONFIDENTIALITY -------------------------------------------------------------------------- 6 2.3 COUNCIL LEVY ----------------------------------------------------------------------------------------------------------------------- 6 2.4 RECORDS ----------------------------------------------------------------------------------------------------------------------------- 6 2.5 REVISIONS ---------------------------------------------------------------------------------------------------------------------------- 6 2.6 PERMITS / PERMISSIONS ADMINISTRATION ------------------------------------------------------------------------------------ 7 2.7 ANNUAL INTERNAL REVIEW ------------------------------------------------------------------------------------------------------- 7 2.8 DECLARATION OF STATUS --------------------------------------------------------------------------------------------------------- 7 2.9 ORGANIZATIONAL CHART ---------------------------------------------------------------------------------------------------------- 8 2.10 MUNICIPALITY AGREEMENT ----------------------------------------------------------------------------------------------------- 9 2.11 MUNICIPALITY QMP MANAGER INFORMATION ------------------------------------------------------------------------------- 9 2.12 NOTICES ---------------------------------------------------------------------------------------------------------------------------- 9 3.0 OPERATIONAL REQUIREMENTS ---------------------------------------------------------------------------------------- 11 3.1 SCOPE OF SERVICES ------------------------------------------------------------------------------------------------------------- 11 3.2 INTERDISCIPLINARY TECHNICAL COORDINATION---------------------------------------------------------------------------- 12 3.3 ORDERS ----------------------------------------------------------------------------------------------------------------------------- 12 3.4 EMERGENCY SITUATIONS ------------------------------------------------------------------------------------------------------- 12 3.5 ALTERNATIVE SOLUTIONS / VARIANCES -------------------------------------------------------------------------------------- 13 3.6 PERMIT ADMINISTRATION -------------------------------------------------------------------------------------------------------- 13 3.6.1 Permit Applications --------------------------------------------------------------------------------------------------- 13 3.6.2 Required terms of permit issuance ------------------------------------------------------------------------------- 14 3.6.3 Terms and Conditions of Permit ----------------------------------------------------------------------------------- 14 3.6.4 Annual Permits -------------------------------------------------------------------------------------------------------- 15 3.6.5 Permit Expiry ----------------------------------------------------------------------------------------------------------- 15 3.6.6 Permit Timeframe Extension --------------------------------------------------------------------------------------- 15 3.6.7 Permit Services Report (PSR) ------------------------------------------------------------------------------------- 15 3.6.8 Permit Refusal, Suspension, or Cancellation ------------------------------------------------------------------ 16 3.7 SITE INSPECTIONS/INSPECTION REPORTS ----------------------------------------------------------------------------------- 16 3.8 NO-ENTRY POLICY---------------------------------------------------------------------------------------------------------------- 17 3.9 VERIFICATION OF COMPLIANCE (VOC) --------------------------------------------------------------------------------------- 17 3.10 INVESTIGATION OF AN UNSAFE CONDITION, ACCIDENT, OR FIRE ------------------------------------------------------ 18 4.0 TECHNICAL DISCIPLINE SERVICE DELIVERY STANDARDS -------------------------------------------------- 20 4.1 SCHEDULE C.1 BUILDING ----------------------------------------------------------------------------------------------------- 20 4.2 SCHEDULE C.2 ELECTRICAL AND ELECTRICAL UTILITY --------------------------------------------------------- 25 4.2.1 Electrical Utility -------------------------------------------------------------------------------------------------------- 26 4.3 SCHEDULE C.3 PLUMBING --------------------------------------------------------------------------------------------------- 28 4.4 SCHEDULE C.4 GAS ------------------------------------------------------------------------------------------------------------- 30 4.5 SCHEDULE C.5 FIRE ------------------------------------------------------------------- ERROR! BOOKMARK NOT DEFINED. 4.5.1 Method 1 ------------------------------------------------------------------------------ Error! Bookmark not defined. 4.5.2 Method 2 ------------------------------------------------------------------------------ Error! Bookmark not defined. 14 2019.12.10 Adopted Council Package 2 Schedule A Scope and Administration 15 2019.12.10 Adopted Council Package 3 1.0 SCOPE OF ACCREDITATION The Kneehill County herein referred to as “The Municipality” will administer the Safety Codes Act (Act) including the pursuant regulations and codes and standards, and Alberta Amendments that are in force and applicable in the following technical discipline(s) within their jurisdiction: BUILDING ☒ All parts of the: • Alberta Building Code, and • National Energy Code of Canada for Buildings. ☐ Only those parts of the Alberta Building Code pertaining to small buildings being 3 storeys or less in height, having a building area of 600m2 or less and used as major occupancies classified as Group C - residential, Group D - business and personal services, Group E - mercantile, or Group F2 and F3 - medium and low hazard industrial ELECTRICAL ☒ All parts of the: • Canadian Electrical Code Part 1, and • Code for Electrical Installations at Oil and Gas Facilities; and/or ☐ • Alberta Electrical Utility Code PLUMBING ☒ All parts of the: • National Plumbing Code of Canada, and • Private Sewage Disposal System Standard of Practice. GAS ☒ All parts of the: • Natural Gas and Propane Installation Code, • Propane Storage and Handling Code, and Excluding the: • Installation Code for Propane Fuel Systems and Tanks on Highway Vehicles, and • Natural Gas for Vehicles Installation Code – Part 1Compressed Natural Gas. 16 2019.12.10 Adopted Council Package 4 2.0 Quality Management Plan Administration Kneehill County The Municipality is responsible for the administration, effectiveness and compliance with this Quality Management Plan (QMP). The Municipality will provide permitting, inspection and compliance monitoring services through its own staff and/or one or more accredited agencies. The Municipality will ensure that sufficient personnel, both administrative and technical, will be available to meet obligations and respond to the workload as required for quality administration of the Act and all applicable regulations and codes and standards within, as required by this QMP. All services will be performed in compliance with this QMP, in an effective, timely, professional and ethical manner, and with impartiality and integrity while working co-operatively with owners and/or the owner’s representative(s). The Municipality recognizes that should the required services be provided by an accredited agency; the Municipality will ensure that a formal contract for services is in place. The Municipality understands that they are responsible to effectively manage the contract with the accredited agency to ensure that the accredited agency is adhering to the service delivery standards of the approved QMP of the Municipality. Contracts with accredited agencies will include a statement that ensures that all SCOs will have the right to work in atmosphere free of undue influence and hold the discretionary authority to perform their duties as outlined in the Act. The Municipality will maintain an atmosphere that supports objective and unbiased decisions. All Safety Codes Officers (SCOs) working for the Municipality will have the ability and opportunity to independently make decisions relative to compliance monitoring, without undue influence of management, appointed or elected officials, or any other party. The Municipality recognizes that the Safety Codes Council herein referred to as the “Council” or its representative may review/audit for compliance to this QMP, the Act, and Council policies. The Municipality will fully cooperate with the Council on matters that relate to the administration of the QMP including the review and audit process. The Municipality recognizes that the Council has full and unfettered access to all records of the Municipality relating to the provision of services under this QMP including the right to enter the Municipality premises at any reasonable time in order to inspect, review, audit, or retrieve such records. The Municipality will implement the recommendations of the reviewer/ auditor and the Administrator of Accreditation. The Municipality, in the event that it ceases to administer the Act for any new thing, process, or activity to which the Act applies, will retain the responsibility for services provided under the Act while accredited, including the administration and completion of services for permits issued. The Municipality has identified a QMP Manager who is responsible for the administration of the QMP. The Municipality recognizes that failure to follow this QMP may result in suspension or cancellation of the Municipality's accreditation. 17 2019.12.10 Adopted Council Package 5 2.1 Personnel The Municipality will employ, retain, or otherwise engage: • SCOs who are appropriately certified and designated to carry out the provisions of the QMP, and • persons knowledgeable with the Act, regulations, codes, standards, Council policies, and other applicable legislation relative to the services to be provided. SCOs shall have authority and freedom of discretion to: • provide safety codes consultation, • review plans, • issue permits, • carry out an inspection for anything, process, or activity to which this Act applies for the purpose of ensuring compliance with the Act, • issue reports and correspondence, • accept verification of compliance, • review alternative solution proposals, • issue variances, • issue Orders, • engage in enforcement action, • conduct investigations, • require professional engagement, and • re-inspect. A registry of all SCOs and permit issuers whether employed or through a contracted accredited agency, that provide services pursuant to this QMP will be maintained and made available to the Council or auditors upon request. This registry will include SCO certification level(s) and designation of powers. The Municipality acknowledges the responsibilities of the SCOs and the requirement to obtain training to maintain SCO certification. The Municipality will ensure that its employed SCOs will attend update training/development as required by the Council to maintain current SCO certification and competency including but not limited to changes in: • the Act, • regulations under the Act, • codes and standards mandated by the Act, • procedures under the Act, • Council policies and directives, • Administrator directives, • assigned duties, and • professional development. The Municipality will ensure that all staff, SCOs, permit issuers, and contract personnel performing duties under the Act are aware of the content of this QMP and any revisions. The Municipality will ensure its officers, staff, SCOs, contracted personnel, and contracted accredited agencies have access to a copy of this QMP, the Act, and regulations. The Municipality will train its involved staff and SCOs in the requirements of this QMP, and maintain the training records on the employee file. The Municipality will ensure that the employed SCO(s) and staff follow the QMP. 18 2019.12.10 Adopted Council Package 6 2.2 Freedom of Information and Confidentiality The Municipality will ensure that all staff, SCOs, permit issuers, and contracted personnel preserve confidentiality with respect to all information and documents that come to their knowledge from their involvement with the administration of this QMP. The Freedom of Information and Protection of Privacy Act apply to all information and records relating to, created, or collected under this QMP. 2.3 Council Levy The Municipality will collect the Council levy for each permit or service provided under the Act, and remits the levy to the Council in the manner and form prescribed by the Council. 2.4 Records The Municipality will maintain a file system for all records associated to administration of the Act and services provisions within the QMP including: • permit applications and permits, • plans, specifications, and other related documents, • new home warranty verification as applicable, • licensed residential builder verification as applicable, • plans review reports, • requests for inspections and services, • inspection reports, • investigation reports including supporting documentation, • verifications of compliance, • variances including application and supporting documentation, • orders, • Permit Services Reports (PSRs), • related correspondence, • a registry of contracts that relate to the administration of the QMP including any contracts with accredited agencies, and • all other information that may be related to the administration of the Act. The Municipality will retain the files and records for a period no less than three (3) years in accordance to Council policy or in accordance to the Municipality’s records retention policy, whichever is greater. All records and other material related to the services provided under the administration of this QMP are the property of the Municipality. Any records where an accredited agency (s) was involved will be returned to the Municipality within a reasonable time of completion of the service or upon request of the municipality. 2.5 Revisions Revisions to the Scope, Administration, or Service Delivery Standard require resolution from the Municipality’s Council. Revisions to the Operational Requirements or applicable forms used require the acceptance by the Chief Administrative Officer responsible for this QMP. All revisions require approval by the Administrator of Accreditation. 19 2019.12.10 Adopted Council Package 7 The Municipality will: • maintain a registry of the SCOs and contracted accredited agencies that have been provided with a copy of this QMP and amendments, and • immediately distribute copies of approved amendments to all registered holders of this QMP. 2.6 Permits / Permissions Administration The Municipality will collect all information required by the permit regulation and as outlined in the operational requirements section of this QMP. Permissions for the purpose of administering the Act, is deemed to be the same as a permit. 2.7 Annual Internal Review The Municipality will conduct an annual internal review to evaluate the compliance and effectiveness of the municipality, staff, and QMP with respect to the administration of the municipality’s accreditation. At the conclusion of the internal review, the Municipality will provide to the Council a summary comprised of all findings of the review including any successes, areas for improvement, and the methodology used to achieve improvement or correction signed by the Chief Administration Officer and the designated QMP Manager. The annual internal review will be submitted to the Council no later than the last day of March, reporting on the previous calendar year of safety codes administration. 2.8 Declaration of Status The Municipality will ensure that any or all SCOs, staff, or officers, whether employed, retained or otherwise engaged by an accredited agency, will be an unbiased third party in any services provided under this QMP. This includes participation in any design, construction, installation or investigation activities for projects where they also provide compliance monitoring. 20 2019.12.10 Adopted Council Package 8 2.9 Organizational Chart The above organizational structure including the use and reporting relationship of accredited agencies only applies with respect to the administration of this QMP Municipal Council Chief Administation Officer (CAO) QMP Manager Safety Codes Officer 21 2019.12.10 Adopted Council Package 9 2.10 Municipality Agreement In accordance with Council Resolution # ???/19 of (insert date) the Kneehill County hereby provides agreement and signature to this QMP. The Municipality hereby provides/acknowledges agreement, commitment, and adherence to this QMP. Signature – Chief Administrative Officer Signature Chief Elected Official Mike Haugen, CAO Jerry Wittstock, Reeve Name & Position Title Name & Position Title Date Date Email Address Email Address Kneehill County 1600-2nd Street NE (Box 400), Three Hills, AB T0M 2A0 Name of Municipality Municipality Address 403-443-5541 403-443-5115 Phone Number Fax Number 2.11 Municipality QMP Manager Information Mike Haugen, CAO mike.haugen@kneehillcounty.com Name and Title of QMP Manager Email Address Kneehill County 1600-2nd Street NE (Box 400), Three Hills, AB T0M 2A0 Name of Municipality Municipality Address 403-443-5541 403-443-5115 Phone Number Fax Number 2.12 Notices Any correspondence with regard to this QMP will be forwarded to both the Chief Administrative Officer and the QMP Manager of the Municipality. 22 2019.12.10 Adopted Council Package Schedule B Operational Requirements 23 2019.12.10 Adopted Council Package 11 3.0 Operational Requirements 3.1 Scope of Services The operational requirements establish responsibilities and processes in order to provide compliance monitoring services under the Act, applicable regulations, and Council policy including as applicable but not limited to: • code advice: • construction, • building upgrade programs, • development and implementation of fire safety plans, and • storage of dangerous goods. • plans examinations: • new construction, • building upgrade programs, • residential secondary suites, and • fire safety plans with emphasis to addressing the risk to occupied residential buildings. • permit/permission issuance: • construction, • renovations/alterations/reconstruction/demolition/additions, or other changes • occupancy permit • occupancy load certificates, • storage tank systems for flammable liquids and combustible liquids installation, alteration or removal, and • storage, purchase or discharge of fireworks. • compliance inspections of work and occupancy: • construction, • renovations/alterations/reconstruction/additions, • occupancy loads and changes in occupancy, • fire safety plan practices with emphasis to addressing the risk to occupied residential buildings, • follow-up inspections of deficiencies and unsafe conditions, • post-occupancy of facilities identified, and • special or other activities addressed in the codes or at the discretion of the SCO. • alternative solutions/variances, • verification of compliance (VOC), • collection and remittance of Council levies, • issuance of Permit Services Reports, • investigations, and • maintain files and records. 24 2019.12.10 Adopted Council Package 12 3.2 Interdisciplinary Technical Coordination An effective safety codes system requires cooperation between technical disciplines. Where possible or appropriate, SCOs from all technical disciplines will discuss/interact in relation to: • inspections, • subdivision applications, • development permits, • plans reviews, • occupancy permits, • occupancy load certificates, • enforcement, • closure of files, and • areas of mutual interest. 3.3 Orders A SCO will issue and serve an order in accordance with the Act, the Administrative Items Regulation, and Council policy. Orders will be in the format prescribed by the Council. Upon compliance with an Order, a notice of compliance will be provided to the person(s) to whom the Order was served and to the Council. A SCO will: • prior to issuing an Order, first make every reasonable effort, including consultation with the QMP Manager or designate, to facilitate conformance with the Act, • issue an Order if the SCO is of the opinion that all other reasonable efforts to obtain compliance with the act have failed, • issue an Order in accordance with the Act, the Administrative Items regulation and Council policies, • on issuance of an Order, immediately provide a copy to the Municipal QMP Manager or designate and the Council, • a copy of the Order will be provided to the Council within 30 days of issuance, • monitor the Order for compliance, and • issue written acknowledgement of Order being satisfied to all parties to whom the originating Order was served and to the Council. Orders may be appealed in accordance with the Act and Council policy. The enforcement of an Order is the responsibility of the Municipality. It is the purview of the Municipality to escalate enforcement measures as necessary. 3.4 Emergency Situations If a SCO is, on reasonable and probable grounds, of the opinion that there is an imminent serious danger to persons or property because of any thing, process or activity to which the Act applies or because of a fire hazard or risk of explosion, the SCO may take any action that they consider necessary to remove or reduce the danger. 25 2019.12.10 Adopted Council Package 13 3.5 Alternative Solutions / Variances A SCO may review an alternative solution proposal and issue a site or instance specific variance from a code or referenced standard if the SCO is of the opinion that the alternative solution proposal / variance provides approximately equivalent or greater safety performance with respect to persons and property as that provided for by the Act. An alternative solution proposal / variance will not remove or relax an existing rule, nor be intended to provide product approval. An alternative solution proposal / variance will be issued in accordance with the Act and Council policy. An alternative solution proposal / variance will be in the format prescribed by the Council. A request for a variance must: • be made in writing, • be signed by the owner or the owner’s representative, and • include support documentation that demonstrates that the variance requested provides equivalent or greater level of safety that is identified by the code, standard or regulation. A SCO may only make a decision respecting an alternative solution proposal / variance after having thoroughly researched the subject matter. A copy of an approved variance will be provided, within 10 days of issuance, to the: • owner, • contractor if applicable, • Council, and • the Municipality. 3.6 Permit Administration 3.6.1 Permit Applications An application for a permit and any information required to be included with the application must be submitted in a form and in a manner satisfactory to the SCO and/or permit issuer. The application must include the following information: (a) state the use or proposed use of the premises, (b) clearly set forth the address or location at or in which the undertaking will take place, (c) the owner’s name and contact information, (d) any further information as required to enable the SCO and/or permit issuer to determine the permit fee, (e) describe the undertaking, including information, satisfactory to the SCO and/or permit issuer, regarding the technical nature and extent of the undertaking, (f) set out the name, complete address, telephone number and evidence of credentials required of the permit applicant, together with the written or electronic signature of the permit applicant, (g) for a permit for the building discipline: i. state the type of occupancy, ii. set out the prevailing market value of the undertaking, iii. if a structure is to be installed on a temporary basis, as determined by the permit issuer, state the period for which the structure will be installed, (h) include a method of payment of fees acceptable to the permit issuer, 26 2019.12.10 Adopted Council Package 14 (i) include any further information that the SCO and/or permit issuer considers necessary, including the provision of: i. a site plan that shows the actual dimensions of the parcel of land and the location of the proposed undertaking in relation to the boundaries of the parcel of land and other buildings on the same parcel of land, ii. copies of plans and specifications for the proposed undertaking, iii. documentation required to verify information provided by the applicant, and (j) A Freedom of Information and Protection of Privacy Act (FOIPP) statement that meets the requirements of FOIPP as per the following example will be included on the permit application: “The personal information provided as part of this application is collected under the Safety Codes Act and the Municipal Government Act and in accordance with the Freedom of Information and Protection of Privacy Act. The information is required and will be used for issuing permits, safety codes compliance verification and monitoring, and property assessment purposes. The name of the permit holder and the nature of the permit is available to the public upon request. If you have any questions about the collection or use of the personal information provided, please contact the Municipality.” 3.6.2 Required terms of permit issuance Permits will include the following information: • a permit number or other unique identifier that has been assigned by the permit issuer to the undertaking, • the date on which the permit is issued, • the name of the owner and/ or the person to whom the permit has been issued, • where the undertaking is to take place, • a description of the undertaking or portion of the undertaking governed by the permit, and • contain any other information that the SCO and/or permit issuer considers necessary. 3.6.3 Terms and Conditions of Permit A permit may contain terms and conditions that include but are not limited to: • requiring permission be obtained from the SCO before occupancy or use of the construction, process or activity under the permit, • setting the date on which the permit expires, • setting a condition that causes the permit to expire, • setting the period of time that the undertaking may be occupied, used or operated, • setting the scope of the undertaking being permitted, • setting the location or locations of the undertaking being permitted, • setting the qualifications of the person responsible for the undertaking and/or doing the work, • requiring an identification number or label to be affixed to the undertaking, and • requiring SCO approval be obtained before any part of the work or system is occupied, covered or concealed. 27 2019.12.10 Adopted Council Package 15 3.6.4 Annual Permits An annual permit may be issued in the electrical, gas or plumbing discipline allowing the owner or operator of the premise to effect minor repairs, alterations or additions on the premises under the following conditions: • a person who holds a trade certificate in the appropriate trade under the Apprenticeship and Industry Training Act carries out the undertaking, • the permit does not entitle the owner or operator to effect major alternations or additions to the premise, and • the owner or operator maintains on the premise an accurate record of all repairs for the previous 2 years and makes the records available to an SCO upon request. The inspection time frame for an Annual Permit may not be extended. 3.6.5 Permit Expiry A permit shall expire with the time period set in the Permit or in the absence of a different term set in the permit, in conformance with the Act and the Permit Regulation. The Municipality shall upon a permit expiring: • notify the owner and the permit applicant as indicated on the permit application by issuing the Permit Services Report, and • close the permit recording the expiration in the records management system including the reason. 3.6.6 Permit Timeframe Extension A SCO and/or permit issuer may on the written request of a permit holder extend a permit for a fixed period of time that the SCO and/or permit issuer considers appropriate. The application for timeframe extension must be received prior to the permit expiring. 3.6.7 Permit Services Report (PSR) A PSR: • will be used to complete and close a file, • will be issued within 30 days of completing the compliance monitoring services as required in this QMP (completion of compliance monitoring services means; after the final or only required inspection, after acceptance of a verification of compliance (VOC) in lieu of an inspection when permitted, or after compliance with the no-entry policy with respect to the final or only required inspection), and • be issued to the Owner (the Owner, for the purposes of this document means, in order of preference; the Owner of the project at the time the permit was purchased, at the time the compliance monitoring services were provided, or at the time the PSR was issued). The Municipality or an SCO may: • reactivate the file at any time, and • inspect post permit closure and attach report to the permit. The Municipality will not issue a PSR or close the file if there is an identified unsafe condition that has not yet been corrected. 28 2019.12.10 Adopted Council Package 16 3.6.8 Permit Refusal, Suspension, or Cancellation A SCO may refuse, suspend or cancel a permit in conformance with the Act and the Permit Regulation. The Municipality will upon refusal, suspension or cancellation of a permit: • notify the owner and the permit applicant including the reason for the refusal, suspension or cancellation, and advise of the owner’s right to appeal, and • issue a PSR identifying the reason for the refusal, suspension or cancellation of the permit. 3.7 Site Inspections/Inspection Reports Inspections will be conducted to determine and advise the owner of compliance to applicable codes and standards. Inspections will: • be conducted by a SCO, • determine if the work, thing, or activity complies with the Act, regulations, and codes and standards, • be conducted within the time frames noted in the discipline specific sections of this QMP, • inspection services will be conducted within 5 working days of the requested inspection date, and • be conducted the at the stage(s) indicated in the discipline specific sections of this QMP, address the work of the inspection stage, any previously identified deficiencies, and any related work or condition observed. An inspection report will be completed following the inspection and will include: • permit number and Municipality file number (if applicable), • discipline, • Municipality name, • owner name, address, phone number and email (if email is applicable), • contractor name, address, phone number and email (if email is applicable), • address of the inspection, • date of the inspection, • the stage(s) of work being inspected, • a description of the applicable work in place at the time of inspection, • all observed deficiencies including any condition where the work is incomplete, or does not comply with the Act or an associated code or regulation and in the opinion of the SCO is not an unsafe condition, • all observed unsafe conditions including any condition that, in the opinion of the SCO, could result in property loss, injury, or death, and is not a situation of imminent serious danger, and • all observed situations of imminent serious danger and the action taken by the SCO to remove or reduce the danger. Inspection reports will: • include name, signature, and designation number of the SCO conducting the inspection, • be provided either electronically or hard copy to the permit applicant, contractor, and permit file; and if requested to the Owner, project consultant, Architect, or Consulting Engineers, • document the corrected unsafe conditions through re-inspection(s) or VOC, and 29 2019.12.10 Adopted Council Package 17 • include all outstanding deficiencies from all inspection reports and plan reviews on the PSR. For the purposes of this QMP: • a deficiency is any condition where the work is incomplete, or does not comply with the Act, regulation or an associated code, and may include an unsafe condition(s), • an unsafe condition is any condition that, in the opinion of the SCO, could result in injury, death, or property damage or loss, and may include a deficiency or a situation of imminent serious danger, • a final inspection means an inspection conducted when the project or designated portion of the project, in the opinion of the SCO is sufficiently complete, safe, and compliant such that the owner can safely occupy or utilize the work for its intended use, and • imminent serious danger is a condition that, in the opinion of the SCO will result in injury, death, or property damage or loss if the condition is not corrected in a timely manner. A SCO may, in addition to the mandatory inspections stipulated in this QMP, conduct as many inspections as required to ensure that safety and compliance with the Act has reasonably been achieved. 3.8 No-Entry Policy When a SCO is unable to gain entry to a site for a required inspection, the SCO will leave a notification on-site, or forward notification to the owner or permit applicant (as appropriate), advising of the inspection attempt and requesting that the Municipality be contacted to arrange for the site inspection. If the Municipality does not receive a response within 30 days of notification, the Municipality notify the owner or permit applicant (as appropriate), a second notification requesting that the Municipality be contacted within 30 days to arrange for a site inspection. If the Municipality is not contacted within 30 days of the second notification, the inspection stage may be considered a “no-entry” and counted as the required interim or final inspection. It will be noted on the Permit Services Report that a final inspection was not conducted and the file will be closed. 3.9 Verification of Compliance (VOC) A SCO, at their discretion, may accept a VOC in place of an inspection for an identified deficiency or noncompliance. The re-inspection may: • follow-up on noted deficiencies or unsafe conditions on a site inspection report, or • in lieu of a site inspection when permitted in this QMP (eg. labelled mobile home siting, minor residential improvements). A VOC will include the: • identification of the document as a VOC, • address of where the VOC is being applied for, • permit number and discipline, • name and title of the person who provided the VOC and how it was provided (i.e. written assurance, verbal assurance (with written documentation), site visit by designate, photographs, etc.), • date accepted by the SCO, and • signature and designation number of the SCO. 30 2019.12.10 Adopted Council Package 18 3.10 Investigation of an Unsafe Condition, Accident, or Fire A SCO may investigate an unsafe condition, or accident to determine its cause and circumstance and make recommendations related to safety. In relation to the fire discipline, an SCO will investigate the cause, origin, and circumstance of every fire in which a person dies or suffers injury that requires professional medical attention or in which property is damaged or destroyed. When investigating an unsafe condition, or accident, or fire, a SCO has the authority to exercise the powers under the Act and close all or part of the affected premise for a period of 48 hours or for a period authorized by a justice to prevent injury or death or to preserve property while conducting an investigation. No person shall remove or interfere with anything in, on or about the place where the unsafe condition, accident or fire occurred until permission has been granted by a SCO, unless it is necessary to do so to prevent death or injury, to protect property or to restore service. A SCO who conducts an investigation will submit a copy of the report to an Administrator and provide a summary of the investigation to the Council. 31 2019.12.10 Adopted Council Package 19 Schedule C Technical Discipline Service Delivery Standards 32 2019.12.10 Adopted Council Package 20 4.0 Technical Discipline Service Delivery Standards 4.1 Schedule C.1 BUILDING Building Permits The Municipality will, prior to permit issuance: • obtain construction documents including plans and specifications as outlined in the Alberta Building Code (ABC), • obtain any letters or schedules required to be provided by the ABC, • conduct a preliminary review of the construction documents to determine if professional involvement is required or if there are any potentially significant code compliance issues, • review applicable information on land conditions eg. Sub strata, soil conditions, water table, • obtain documents with the seal and signature of a registered architect and/or professional engineer(s), when required by the ABC, • obtain New Home Warranty verification where applicable, and • obtain a hotworks permit, where applicable. Construction Document Review The Municipality will, not more than 15 days after permit issuance: • complete a review of the construction documents in accordance with the requirements of the ABC, • prepare a Plans Review Report, • provide the Plans Review Report to the permit applicant and/or the contractor, and the Municipality’s file and if requested, to the owner, project consultant, architect, or consulting engineers, and • provide one set of the examined construction documents to the permit applicant for retention and review at the project site, and retain one set on the Municipality’s file. The Municipality will, prior to construction, alteration or demolition operations, obtain in writing, a fire safety plan for the project site. Compliance Monitoring on Projects requiring Professional Involvement The Municipality will: • collect and maintain on file, required schedules, and/or a letter(s) of compliance from the professional architect or engineer when a part(s) of the building requires a professional architect or engineer, and • collect and maintain on file all schedules and letters of compliance required in accordance with the ABC when the registered professional architect and/or engineer involvement is required for the work covered under a permit. 33 2019.12.10 Adopted Council Package 21 Building Site-Inspections A Building SCO will conduct site inspections at the stages indicated in the following tables: Site Inspection Stages for Part 9 Buildings Not Requiring Overall Professional Involvement Type Of Project Type of Building & Major Occupancy Minimum # of Inspections Inspection Stage New Construction, OR Alteration, addition, renovation, reconstruction, change in occupancy, minor work (with a value of not more than $50,000) All 1 o at any stage OR o within 1 year from permit issuance Demolition All 1 o at any stage within 1 year from permit issuance New Construction OR Alteration, addition, renovation, reconstruction, change of occupancy, (with a value of work of more than $50,000) Single & Two Family Dwellings (Group C) 3 o complete foundation (prior to backfill) AND o solid or liquid fuelled appliance(s), building envelop, and framing (prior to covering up with insulation and vapour barrier) OR o building envelope including insulation and vapour barrier (prior to drywall) AND o final, including HVAC completion within 2 years of permit issuance New Construction OR Alteration, addition, renovation, reconstruction, change of occupancy, (with a value of work of more than $50,000) Multi-family Residential, Townhouses, Small Apartments (Group C) 3 o complete foundation (prior to backfill) AND o solid or liquid fuelled appliance(s), building envelop, and framing (prior to covering up with insulation and vapour barrier) OR o building envelope including insulation and vapour barrier (prior to drywall) AND o final, including fire alarm and HVAC completion within 2 years of permit issuance New Construction OR Alteration, addition, renovation, reconstruction, change of occupancy, (with a value of work of more than $50,000) Business & Personal Services, Mercantile, Med. & Low Hazard Industrial (Group D, E, F2, F3) 3 o complete foundation (prior to backfill) AND o building envelope and HVAC rough-in OR o framing, structure, and building envelop (prior to insulation and vapour barrier) AND o final, including HVAC completion within 2 years of permit issuance 34 2019.12.10 Adopted Council Package 22 Site Inspection Stages, Part 3 Buildings Not Requiring Overall Professional Involvement Type Of Project Major Occupancy Minimum # of Inspections Inspection Stages Alteration, addition, renovation, reconstruction, change in occupancy, minor work (with a value of not more than $50,000) All 1 o at any stage OR o within 1 year of completion Demolition All 1 o at any stage within 1 year of permit issuance New Construction OR Alteration, addition, renovation, reconstruction, change of occupancy with a value of work more than $50,000 and less than $200,000) All 2 o *foundation OR o *framing, structure OR o *HVAC rough-in OR o *fire suppression systems OR o *fire alarm system OR o *HVAC completion OR o *interior partitioning OR o Medical Gas rough in AND o *final within 2 years of permit issuance * NOTE: Any of these site inspections may be combined when it’s reasonable to do so, and if site conditions permit. New Construction OR Alteration, addition, renovation, reconstruction, change of occupancy (value of work more than $200,000) All 3 o *foundation OR o *framing, structure OR o *HVAC rough-in OR o *fire suppression systems OR o *fire alarm system OR o *HVAC completion OR o *interior partitioning OR o Medical Gas rough in AND o *final within 2 year of permit issuance * NOTE: Any of these site inspections may be combined when it’s reasonable to do so, and if site conditions permit. 35 2019.12.10 Adopted Council Package 23 Site Inspection Stages, Part 3 or 9 Buildings Requiring Overall Professional Involvement Type Of Project Major Occupancy Minimum # of Inspections Inspection Stages Alteration, addition, renovation, reconstruction, change in occupancy, minor work (with a value of not more than $50,000) All 1 o at any stage OR o within 1 year of permit issuance Demolition All 1 o at any stage within 1 year of permit issuance New Construction OR Alteration, addition, renovation, reconstruction, change of occupancy (value of work more than $50,000 and less than $200,000) All 2 o interim inspection at approximately the mid-term of the work AND o final within 2 years of permit issuance New Construction OR Alteration, addition, renovation, reconstruction, change of occupancy (value of work more than $200,000) All 3 o *foundation OR o *framing, structure OR o *HVAC rough-in OR o *fire suppression systems OR o *fire alarm system OR o *HVAC completion o OR o Interior Partitioning OR o Medical Gas rough in AND o *final within 2 years of permit issuance * NOTE: Any of these site inspections may be combined when it’s reasonable to do so, and if site conditions permit. 36 2019.12.10 Adopted Council Package 24 In conjunction with / exceptions to with the above tables: Site Inspection of labelled mobile home siting will consist of at least one on-site inspection within 180 days of permit issuance. Site Inspection of Part 10 buildings will consist of at least one on-site inspection within 30 days of final set-up stage. Site Inspection of Solid or Liquid Fuelled Heating Appliances (under separate permit) will consist of at least one on-site inspection, prior to covering, within 180 days of permit issuance. Site Inspection of Mechanical, Heating, or Ventilation Systems (under separate permit) will consist of at least one on-site inspection at the completion stage, prior to covering, within 180 days of permit issuance. Site Inspection of Vendors that advertise, display, or offer for sale, things to which the Act applies will consist of inspecting upon complaint or concern. Site Inspection of Manufacturers will be conducted as per the permit inspection schedule for permitted work; or initiate the compliance and enforcement process for work not permitted or under other safety codes administration such as accredited corporation monitoring, a Standards Council of Canada program, a provincial government manufacturing program, or an international agreement, where the work is within scope of safety codes requirements. 37 2019.12.10 Adopted Council Package 25 4.2 Schedule C.2 ELECTRICAL AND ELECTRICAL UTILITY Electrical Permits The Municipality will issue Electrical Permits. Construction Document Review A SCO and/or a permit issuer may, as a condition of the permit, require the permit applicant to submit construction documents (including plans and specifications) describing the work for any proposed electrical installation. Electrical Site-Inspections An Electrical SCO will conduct site inspections at the stages indicated in the following table: Site Inspections for Electrical Installations Type of Project Minimum # of Inspections Inspection Stages Public Institutions, Commercial, Industrial, Multi-Family Residential (with value of work over $10,000) 2 o rough-in inspection (prior to cover-up) AND o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Public Institutions, Commercial, Industrial, Multi-Family Residential (with value of work $10,000 or less) 1 o rough in inspection or final inspection, within 1 year of permit issuance Single Family Residential or Farm Buildings (with value of work over $2,500) 2 o completed rough-in inspection (prior to cover-up) AND o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Single Family Residential or Farm Buildings (with value of work $2,500 or less) 1 o final inspection, within 180 days of completed work Skid Units, Relocatable Industrial Accommodation, Oilfield Pump- jacks, Temporary Services 1 o rough-in inspection (prior to cover-up) OR o final inspection within 180 days of permit issuance, including all additional wiring for Relocatable Industrial Accommodation and Manufactured Housing Annual Permit (for minor alterations/additions conducted on one site) 2 o mid- term inspection o final inspection, within 60 days of expiry of permit 38 2019.12.10 Adopted Council Package 26 Site Inspection of Vendors that advertise, display, or offer for sale, things to which the Act applies will consist of inspecting upon complaint or concern. Site Inspection of Manufacturers will be conducted as per the permit inspection schedule for permitted work; or initiate the compliance and enforcement process for work not permitted or under other safety codes administration such as accredited corporation monitoring, a Standards Council of Canada program, a provincial government manufacturing program, or an international agreement, where the work is within scope of safety codes requirements. 4.2.1 Electrical Utility Where applicable, the Municipality will act in accordance with the Alberta Electrical Utility Code for the installation and maintenance of electrical utility systems. Construction Document Review Prior to construction, a SCO, with will review design documents and construction drawings applicable to the new installation of utility systems. Standard designs for construction will be required to be reviewed on an ongoing basis to ensure that compliance is continually being achieved with applicable electrical system designs and regulation for the new installation of utility systems. A plans review would not normally apply for work done in accordance with existing drawings, standards and design. A plans review may be waived, at the discretion of the SCO, for minor alteration or renovation of utility systems. A SCO may review design drawings which are not based on a standard design previously approved to ensure that compliance with applicable codes and standards are being achieved. Maintenance of Utility Systems includes but is not limited to poles, substations and overhead/ underground systems. Electrical Utility System Site Inspections A Group B Electrical SCO will conduct site inspections, in accordance with the following table: Site Inspections for Electrical Utility Systems Distribution (Dollar values based on project cost) Minimum percentage of completed projects to be inspected Less than $75K 30% Greater than $75K, less than $500K 50% Greater than $500K 100% Transmission and Substations Less than $200K 50% Greater than $200K 100% For construction that is based on a custom design, is not repetitive in nature and not based on standard designs and that have been signed by a Professional Engineer, the frequency of inspections shall be 30%. 39 2019.12.10 Adopted Council Package 27 The installations selected for site inspection will be selected at the discretion of the SCO. The SCO will consider the following elements when selecting installations for site inspections: • urban verses rural construction, • customer type i.e. industrial, commercial, farm, residential, • system upgrades, • geographic location and terrain, i.e. service area, forest, prairie, • construction crews involved, and • facility risks. The purpose for considering these elements is to provide for a thorough sample of the annual construction projects completed by the municipality. 40 2019.12.10 Adopted Council Package 28 4.3 Schedule C.3 PLUMBING Plumbing Permits The Municipality will issue Plumbing permits. Construction Document Review A SCO and/or a permit issuer may, as a condition of the permit, require the permit applicant to submit construction documents including plans and specifications describing the work for any proposed plumbing installation. Plumbing Site-Inspections A Plumbing SCO will conduct site inspections at the stages indicated in the following table: Site Inspections for Plumbing Installations Installation Type Minimum # of Inspections Plumbing Installation Stage Public Institutions, Commercial, Industrial, Multi-Family Residential (with more than 5 fixtures) 2 o rough-in below grade prior to covering OR o rough-in above grade prior to covering AND o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Public Institutions, Commercial, Industrial, Multi-Family Residential (with 5 fixtures or less) 1 o rough-in below grade prior to covering OR o rough-in above grade prior to covering OR o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Single Family Residential or Farm Buildings new construction (or alteration, addition, or renovation with more than 5 fixtures) 2 o completed rough-in below grade OR o completed rough-in above grade prior to covering (within 180 days of permit issuance) o AND o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Single Family Residential or Farm Building alteration, addition, or renovation (with 5 fixtures or less) 1 o final inspection at substantial completion of work described on the permit within 2 years of permit issuance 41 2019.12.10 Adopted Council Package 29 Annual Permit 2 o mid-term inspection AND o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Private Sewage Disposal Systems 1 o site inspection completed prior to covering. Site Inspection of Vendors that advertise, display, or offer for sale, things to which the Act applies will consist of inspecting upon complaint or concern. Site Inspection of Manufacturers will be conducted as per the permit inspection schedule for permitted work; or initiate the compliance and enforcement process for work not permitted or under other safety codes administration such as accredited corporation monitoring, a Standards Council of Canada program, a provincial government manufacturing program, or an international agreement, where the work is within scope of safety codes requirements. Permits for Private Sewage Disposal Systems The Municipality will issue permits for Private Sewage Disposal System installations. Permit Issuance for Private Sewage Disposal Systems The Municipality will, prior to permit issuance require the permit applicant to provide all relevant installation details including: • a site plan, • the expected volume of sewage per day, • the criteria used to determine the expected volume of sewage per day, • description and details of all sewage system treatment and effluent disposal component(s), and • details of the method(s) used to determine the soil effluent loading rate, including the results of the method(s) and who they were conducted by, and the depth to the water table if less than 2.4 m from ground surface. A Plumbing Group B SCO will complete a review of the permit application information for compliance with the Private Sewage Disposal System regulations prior to permit issuance. Private Sewage Disposal System Site Inspections A Plumbing Group B SCO will conduct a minimum of one site inspection prior to covering. If no visual inspection is completed prior to covering, the SCO will note on the Inspection Report why a visual inspection was not conducted and the file will be closed Non-Compliant. Pictures from the owner/contractor may be attached to the file. 42 2019.12.10 Adopted Council Package 30 4.4 Schedule C.4 GAS Gas Permits The Municipality will issue Gas Permits. Construction Document Review A SCO and/or a permit issuer may, as a condition of the permit, require the permit applicant to submit construction documents including plans and specifications describing the work for any proposed gas installation. Gas Site-Inspections A Gas SCO will conduct site inspections at the stages indicated in the following table: Site Inspections for Gas Installations . Installation Type Minimum # of Inspections Gas Installation Stages Public Institutions, Commercial, Industrial, Multi-Family Residential 2 o rough-in AND o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Single Family Residential or Farm Buildings 2 o rough-in o AND o final inspection at substantial completion of work described on the permit within 2 years of permit Issuance Single Family Residential accessory buildings, or any use alteration, addition, renovation, or reconstruction 1 o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Temporary Heat Installations (under separate permit), temporary services 1 o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Annual Permit 2 o mid-term inspection AND o final inspection at substantial completion of work described on the permit within 2 years of permit issuance Site Inspection of Vendors that advertise, display, or offer for sale, things to which the Act applies will consist of inspecting upon complaint or concern. Site Inspection of Manufacturers will be conducted as per the permit inspection schedule for permitted work; or initiate the compliance and enforcement process for work not permitted or under other safety codes administration such as accredited corporation monitoring, a Standards Council of Canada program, a provincial government manufacturing program, or an international agreement, where the work is within scope of safety codes requirements. 43 2019.12.10 Adopted Council Package 44 2019.12.10 Adopted Council Package 45 2019.12.10 Adopted Council Package 46 2019.12.10 Adopted Council Package 47 2019.12.10 Adopted Council Package 48 2019.12.10 Adopted Council Package 49 2019.12.10 Adopted Council Package 50 2019.12.10 Adopted Council Package 51 2019.12.10 Adopted Council Package 52 2019.12.10 Adopted Council Package 53 2019.12.10 Adopted Council Package 54 2019.12.10 Adopted Council Package 55 2019.12.10 Adopted Council Package 56 2019.12.10 Adopted Council Package 57 2019.12.10 Adopted Council Package 58 2019.12.10 Adopted Council Package 59 2019.12.10 Adopted Council Package 60 2019.12.10 Adopted Council Package 61 2019.12.10 Adopted Council Package 62 2019.12.10 Adopted Council Package 63 2019.12.10 Adopted Council Package 64 2019.12.10 Adopted Council Package 65 2019.12.10 Adopted Council Package 66 2019.12.10 Adopted Council Package 67 2019.12.10 Adopted Council Package 68 2019.12.10 Adopted Council Package 69 2019.12.10 Adopted Council Package 70 2019.12.10 Adopted Council Package 71 2019.12.10 Adopted Council Package 72 2019.12.10 Adopted Council Package 73 2019.12.10 Adopted Council Package 74 2019.12.10 Adopted Council Package 75 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 5.3.2 Page 1 of 2 Version: 2019-01 Subject: Municipal Planning Commission Meeting Cancellation for December 19, 2019 Meeting Date: Tuesday, December 10, 2019 Presented By: Barb Hazelton, Manager of Planning and Development Link to Strat Plan: Providing Good Governance Recommended Motion: 1. That Council move to cancel the December 19, 2019 Municipal Planning Commission Meeting. Background/ Proposal Bylaw 1721- Municipal Planning Commission Bylaw states under “Conduct of Business” that the Commission shall hold such meetings as are necessary to fulfill the Commission’s responsibilities. The Municipal Planning Commission currently holds their meetings on the fourth Thursday of every month. Council sets the dates and times the Municipal Planning Commission will meet during the annual organizational meeting. The next meeting is scheduled for Thursday, December 19, 2019. Discussion/ Options/ Benefits/ Disadvantages: Only one application was received to be considered by the Commission for this December date. The applicant has agreed to move his application forward to the January 30, 2019 meeting. No other applications can be considered for the December meeting as the deadline for review and circulation has expired, and there are no other agenda items for discussion. Cost Source of Funding: N/A Council Options: 1. Council cancel the Municipal Planning Commission Meeting for December 19, 2019. 2. Council continue with the planned meeting for December 19, 2019. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☒ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Follow-up Actions: Notification to Municipal Planning Commission members as well as notification to the public. 76 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 5.3.2 Page 2 of 2 Version: 2019-01 Director Approval: Laurie Watt, Director of Municipal Services CAO Approval: Mike Haugen, Chief Administrative Officer 77 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 5.4.1 Page 1 of 2 Version: 2019-02 Subject: 2020 BMO Stampede Farm Family Award Meeting Date: Tuesday, December 10, 2019 Presented By: Bowen Clausen, Manager of Parks & Agricultural Services Link to Strat Plan: Preserving Rural Way of Life Recommended Motion: That Council Nominates the Benedict farm family (Alex & Sharon, and Derek & Lois family) to receive the 2020 BMO Calgary Stampede Farm Family Award as recommended by the Agricultural Service Board. That Council approve attendance to the Award Presentation event for____________ as the County Representative. Background/ Proposal Calgary Stampede Farm family award is given out each year to recognize those families that ensure the agriculture industry and their respective rural communities continue to thrive. It is for farm family’s deserving of recognition for both agriculture and community involvement. Farm family units must be active in primary agriculture, have agriculture as the main source of income, be active in community involvement, and have members residing on the farm. Discussion/ Options/ Benefits/ Disadvantages: At the Nov. 18th Agricultural Service Board Meeting the board made a motion to recommend to Council that the Benedict farm family be nominated for the 2020 BMO Calgary Stampede Farm Family Award. Past recipients sponsored by Kneehill County: 1999 - Sunterra Farms: Stan & Flo Price - Acme 2000 – Arn’s Brae Farms: Jim & Doris Christie - Trochu 2001 – Les & Kathy Bell - Drumheller 2002 - Ursula, Russell and Harvey Stankievech - Trochu 2003 – Bob Penner Farms - Swalwell 2004 – Hastie Farms - Trochu 2005 – Kubinec Farms – Trochu 2006 – Del & Greg Bates - Acme 2007 – Murray Sorenson Family - Acme 2008 – Richard & Joe Rowbottom - Carbon 2009 – James Main Family – Three Hills 2010 – Eskeland Farms – Drumheller 2011 – Jay Davis Family - Acme 2012 – Bruce Hogg Family – Huxley 2013 – Neil Bertsch Family – Carbon 2014 – The Matt Sawyer Family – Acme 2015 – Klassen Agriventures – Linden (Declined award) 2016 – Don Ferguson Family- Orkney 2017 – Bill & Dallas Dau Family- Threehills 2018 – Hoppins Farms – Huxley 2019 – Tim Tainsh Family- Sunnyslope 78 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 5.4.1 Page 2 of 2 Version: 2019-01 Cost Source of Funding: 2020 Operating budget per diem for County representative Council Options: 1. Council nominates a Kneehill County farm family as recommended by the Agricultural Service Board and names representative to attend. 2. Council nominates another farm family. 3. Council receives as information. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☒ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Stampede Farm Family Policy and application form. Follow-up Actions: Administration will notify the family as well as highlight the achievement through communications. Director Approval: Laurie Watt, Director Municipal Services CAO Approval: Mike Haugen, Chief Administrative Officer 79 2019.12.10 Adopted Council Package KNEEHILL COUNTY NOMINATION FORM FOR THE CALGARY STAMPEDE FARM FAMILY AWARD Kneehill County ASB & Council recognize together with the Calgary Stampede the importance of honoring farm families. These who best typify the ideals and way of life for the farm family unit and their contributions to the enhancement of the family’s quality of life, their rural community and society. Guidelines for nominations are described below as per Kneehill County ASB Policy #1-7-3 1. Nominees must meet the following conditions as laid out by Kneehill County and the Calgary Stampede to be eligible for nomination: a. Families must be deserving of recognition for both agricultural and community involvement. b. The Farm Family must be active in primary agriculture, have agriculture as the main source of income and have members residing on the farm (agribusiness not eligible). c. Must be a Kneehill County ratepayer with the home quarter located within county boundaries. d. Nomination form must be filled out in full. 2. Upon the nomination closing date, those nomination forms which have been completed in full will then be judged on the above conditions Please fill in details of Farm Family to be nominated below: NAME OF NOMINEE FARM FAMILY: ___________________________________ FAMILY SURNAME: _______________________________________________ HUSBAND: ____________________________ WIFE: _______________________ CHILDREN: ____________________________ PHONE: ______________________ ADDRESS: __________________________________________________________ LEGAL LAND DESCRIPTION___________1/4 Sec. _____Rge._______W.____M. Considering the above criteria, what information can you provide in support of the family receiving the Calgary Stampede Farm Family Award? (Add extra pages if you wish). _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ Submit by September 25, 2019 Kneehill County - Agricultural Service Board C/O Bowen Claūsen Bowen.Clausen@kneehillcounty.com Box 400 Three Hills, Alberta T0M 2A0 Please note: To be eligible for this award, the nominated family must meet the above listed conditions. 80 2019.12.10 Adopted Council Package 81 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 6.1 Page 1 of 2 Version: 2019-02 Subject: 2020 Interim Budget Meeting Date: Tuesday, December 10, 2019 Presented By: Bill McKennan, Director of Corporate Services Link to Strat Plan: Providing Good Governance Recommended Motion: That Council approve the 2020 Interim Operating Budget as detailed in Appendix I. That Council approve the 2020 Capital Expenditures - Prior Approvals and Funding Sources as detailed in Appendix II. That the Urban Sustainability Reserve be closed and the balance of $1,268,392 be transferred to the Gravel Reserve. Background/ Proposal Municipalities need to adopt an interim operating budget to continue day to day operations until the annual operating budget is adopted by Council. Section 242(2) of the Municipal Government Act provides the legislative authority for Councils to adopt an Interim Operating Budget for part of a calendar year. It is also prudent to prior approve those capital expenditures which require significant upfront work (specification development and /or procurement measures) to ensure the best prices are secured from the market. Discussion/ Options/ Benefits/ Disadvantages: 2020 Interim Operating Budget The fiscal year for all municipalities in Alberta is the calendar year i.e. starts January 1st and ends December 31. The approval of an interim operating budget is required to comply with legislation since the 2020 Annual Operating Budget will not be adopted prior to January 1, 2020. The approval of the interim will allow for the payment of expenses for normal operating needs and the provision of services to the ratepayers. Administration is recommending that Council pass an Interim Operating Budget based on approximately 50% of the approved 2019 Operating Budget as detailed in Appendix I. 2020 Prior Approvals – Capital Expenditures Appendix II details the capital expenditures and funding sources related to those projects administration is recommending for prior approval. Other Issues At its meeting held on December 3, 2019 the Committee of the Whole held deliberations on the proposed 2020 Operating and Capital Budgets. It was noted that there are no outstanding commitments earmarked to be funded from the Urban Sustainability Reserve and that its purpose had been meet. The Committee directed that the remaining balance in the Sustainability Reserve be transferred to the Gravel Reserve were specific significant expenditures are planned for in 2020. 82 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 6.1 Page 2 of 2 Version: 2019-01 That direction is included in the recommendations of this report. Cost Source of Funding: N/A Council Options: 1. Council accepts recommendations made by Administration. 2. Council makes other recommendations to Administration. 3. Council accepts as information. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Appendix I 2020 Interim Operating Budget Appendix II 2020 Capital Expenditures – Prior Approvals Follow-up Actions: Administration to complete paperwork as required pursuant to Council recommendations. Director Approval: Bill McKennan, Director of Corporate Services CAO Approval: Mike Haugen, Chief Administrative Officer 83 2019.12.10 Adopted Council Package APPENDIX I 2020 INTERIM OPERATING BUDGET Interim 2019 Budget 2020 Budget Operating Revenues: 00 General 25,609,611 12,804,806 12 Administration 282,043 141,022 14 Assessment 50 25 23 Fire 8,000 4,000 26 Enforcement 54,373 27,187 32 Transportation 252,500 126,250 41 Water 1,048,814 524,407 42 Wastewater 14,000 7,000 43 Waste Management 89,357 44,679 55 Health 99,996 49,998 56 Cemetery 5,800 2,900 61 Planning 119,020 59,510 62 Agriculture 266,859 133,430 72 Parks 73,900 36,950 Total County Revenues 27,924,322 13,962,162 Operating Expenses: 00 General 1,409,574 704,787 11 Legislative 656,789 328,395 12 Administration 3,182,343 1,591,172 14 Assessment 120,500 60,250 23 Fire 754,794 377,397 24 Disaster 31,633 15,816 26 Enforcement 375,093 187,546 27 Health and Safety 133,780 66,890 32 Transportation 7,234,807 3,617,403 33 Bridges 136,250 68,125 41 Water 1,677,875 838,937 42 Wastewater 97,241 48,620 43 Waste Management 511,800 255,900 55 Health 44,474 22,237 56 Cemetery 114,656 57,328 61 Planning 647,972 323,986 62 Agriculture 785,962 392,981 72 Parks 709,258 354,629 74 Cultural 52,511 26,255 Total County Expenses 18,677,310 9,338,655 84 2019.12.10 Adopted Council Package APPENDIX II 2020 CAPITAL EXPENDITURES - PRIOR APPROVALS Item A CAPITAL EQUIPMENT PLAN PURCHASES Expenditures Current Equipment Description 2020 Budget CEP Reserve CEP Sales 2005 T/A Tilt Deck Trailer 15,000 14,000 1,000 2015 Kubota RTV 900 XTWH 28,000 16,000 12,000 2013 Ford F250 XLT 4x4SCAB 45,000 35,000 10,000 2002 Teejay Spray System With Install 65,000 57,000 8,000 2002 Spray Truck System 65,000 57,000 8,000 2016 Ford 3 ton 4x4 Cab & Chassis DRW 75,000 60,000 15,000 2011 Ford 550 Spray Truck and equipment 75,000 70,000 5,000 2015 Dodge Durango 65,000 57,000 8,000 2006 SCBA Compressor 25,000 23,000 2,000 2014 Ford Expedition 4WD 4DR XL 70,000 62,000 8,000 2019 Bobcat T870 Skid Steer 84,064 4,000 80,064 2019 Bobcat 5600 Toolcat 60,360 5,360 55,000 2010 Ford F150 35,000 31,000 4,000 2015 Baumalight Brush Mulcher 45,000 41,500 3,500 2013 Canuck End Dump Tridem R12-3500 79,000 51,000 28,000 2010 Trail King TK110SA Trailer Low Boy 80,000 72,000 8,000 2013 Load Line Tridem Centre CUL 120,000 92,000 28,000 2013 Freightliner Coronado 190,000 150,000 40,000 2013 Freightliner Coronado 190,000 150,000 40,000 2007 STERLING Sander/Plow (Fixed Mount) 235,000 195,000 40,000 2013 CAT 160M Grader 570,000 440,000 130,000 2017 Toro Z-Master 5000 52" Deck 25Hp Kohler 15,000 7,500 7,500 2017 Toro Z-Master 5000 72" Deck 26.5Hp Kohler 15,000 7,500 7,500 2017 John Deere 1025R Utility Tractor 20,000 12,000 8,000 2010 SWS Utility Trailer 15,000 14,000 1,000 2014 Rainbow Excursion Tilt Trailer 15,000 14,000 1,000 2013 Ford F150 XLT4x4SCAB 45,000 35,000 10,000 2016 Ford 3 ton 4x4 Cab & Chassis DRW 15,000 - 15,000 2010 SWS Utility Trailer 14,000 13,500 500 2014 Dodge Ram 1500 Light 40,000 36,000 4,000 TOTAL 2,410,424 1,822,360 588,064 Water Reserve Item B WATER PIPELINE - Sunnyslope Gravity Extension 75,000 75,000 Funding Source 85 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 6.2 Page 1 of 2 Version: 2019-02 Subject: Tax Sale Public Auction Results Meeting Date: Tuesday, December 10, 2019 Presented By: Bill McKennan, Director of Corporate Services Link to Strat Plan: Providing Good Governance Recommended Motion: Council authorize the purchase of Plan OT at Township 31, Range 26, W4, Roll 31261443000 for $1.00 by Kneehill County. Council authorize the purchase of a Ptn of NE 20-32-23-W4, Roll 32232043000, for $1.00 by Kneehill County. Council direct administration to sell Plan 00124861, Lot 1 containing 11.61 acres, Roll 35240523000 as per the Sale of Properties Policy 16-16. Council accept the offer of $800.00 for Plan 4761EH, Bock 8, Lot 12, Roll 31261244200, in the hamlet of Sunnyslope with the following conditions: • The purchaser to pay GST • The parcel be consolidated with Plan 4761EH, Block 8, Lots 9-11 • The purchaser is to pay all transfer costs Background/ Proposal On Monday, October 28 at 2pm, the annual Tax Sale Public Auction was held. There were 4 properties remaining on the list. There were no bids on any of the properties and we had one observer attend. Discussion/ Options/ Benefits/ Disadvantages: Council approved Sale of Properties Policy #16-16 on December 16, 2014 which indicates that all properties not sold will be brought to Council for decision on municipal acquisition. Section 424(2) of the Municipal Government Act states “If the municipality wishes to become the owner of the parcel of land, it must request the Registrar to cancel the existing certificate of title for the parcel of land an issue a certificate of title in the name of the municipality.” Administration recommends the following two properties be transferred to the County to be dealt with internally.  Roll 31261443000, Plan OT at Township 31, Range 26, W4, containing 2.24 acres, an old road allowance.  Roll 32232043000, Ptn of NE 20-32-23-W4, containing 1 acre, known as the Finn Hall site for many years. 86 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 6.2 Page 2 of 2 Version: 2019-01 Administration recommends the County list the property detailed below with local real estate with the intention to sell. Any offers below the reserve bid of $250,000 would be brought to Council for approval. If at any time the tax arrears are paid on this property prior to any approved sale, the property would revert back to the owner. Any costs associated with this process or sale, would be added to the tax roll.  Roll 35240523000, Plan 0024861, Lot 1 containing 11.61 acres, an improved parcel The following property has had an offer made to purchase after the tax sale date  Roll 31261244200, Plan 4761EH, Block 8, Lot 12, a vacant residential lot in Sunnyslope The offer of $800 is below the reserve but does cover the tax arrears and administration fee that is currently owing on the property. The offer is made by a party that was intended to receive the parcel in 1992 but a Transfer of Land was never registered. These purchasers had paid the taxes from 1992 to 2015. Cost Source of Funding: Council Options: 1. Council accepts recommendations made by Administration. 2. Council makes other recommendations to Administration. 3. Council accepts as information. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Sale of Properties Policy #16-16 Follow-up Actions: Administration to complete paperwork as required pursuant to Council recommendations. Director Approval: Bill McKennan, Director of Corporate Services CAO Approval: Mike Haugen, Chief Administrative Officer 87 2019.12.10 Adopted Council Package 882019.12.10 Adopted Council Package 892019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 6.3 Page 1 of 2 Version: 2019-02 Subject: Designated Mobile Homes Public Auction Meeting Date: Tuesday, December 10, 2019 Presented By: Caroline Siverson, Tax/Assessment & Utilities Administrator Link to Strat Plan: Providing Good Governance Recommended Motion: That the tax sale date for Designated Mobile Homes with tax arrears as defined in Section 326(1)(c) of the Municipal Government Act, be set for Monday, February 3, 2020 at 11:00 am. That pursuant to the Municipal Government Act, Part 10, Division 8.1, Council sets the reserve bids for the Designated Mobile Homes that will go to Public Auction as follows: • Roll 33260314500 be $16,500 • Roll33260313700 be $8,500 With the following conditions for each of the properties: • Each property must not be sold for less than the reserve bid • The purchaser takes possession of the property “as is” • The purchaser is to pay all transfer costs • The purchaser to pay GST • The full purchase price must be paid by a certified cheque or cash by end of business, February 3, 2020. Background/ Proposal The Municipal Government Act states in Section 436.02(2) that the municipality must offer for sale at a public auction any Designated Manufactured Homes shown on its tax arrears list and it must be held between March 31, 2019 when the notice was sent to the owner and ending on March 31, 2020. As the tax recovery regulations for Designated Manufactured Homes are slightly different than the regular tax sale, it was convenient to do this at a different time. Advertising requirements are only for a local newspaper, and not the Alberta Gazette. Discussion/ Options/ Benefits/ Disadvantages: We currently have two mobiles that reside in the Torrington Mobile Home Park on the Tax Arrears list. The County Assessor has provided an opinion of value for the two mobiles and this has been used to set the reserve bids. The owners have been notified of the tax arrears several times and the actions that will be taken by the County if they are not paid. The mobile home park owner is aware of the issues currently arising and have been notified that neither of the mobiles may be removed, dismantled or changed in any way during this process. Cost Source of Funding: Advertising Expense 90 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 6.3 Page 2 of 2 Version: 2019-01 Council Options: 1. To set the Tax Sale Date and set Reserve Bids, as requested 2. To receive for information Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☒ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: None Follow-up Actions: Advertising in Three Hills Capital & website Notice to homeowners and park owner Director Approval: Bill McKennan, Director of Corporate Services CAO Approval: Mike Haugen, Chief Administrative Officer 91 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.1 Page 1 of 2 Version: 2019-02 Subject: Human Resource Policy Meeting Date: Tuesday, December 10, 2019 Presented By: Jessie Kasha, HR Coordinator Link to Strat Plan: Providing Good Governance Recommended Motion: That Council approve the attached Human Resource Policy with the recommended changes. Background/ Proposal The Human Resource Policy needs to be updated on occasion to ensure that we are aligned with legislative and legal updates. Listed below are some of the main changes recommended. • Item 2.19 – Clarify that Permanent staff include both Full Time and Part Time. Allows Part Time staff to be eligible for additional benefits. • Item 2.20 - Reduce PT hours for benefits to 22.5 hours instead of 25 hours/week. • Item 3.37 - Add Whistleblower policy, if concerns are brought forward regarding the CAO. • Item 11.7 & Item 21.15 - Add Employees Terminated for Just Cause-not eligible for pay out of accrued sick time. • Item 14.5 to 14.13 - Add OT Banked Program-Allows for a healthy work life balance for our employees, can will create savings in the Overtimes costs to the County. • Item 14.17 to 14.23 - Add Flex Time Program-Allows staff up to 5 days of banked flex time for use throughout the year for a healthy work-life balance. • Item 14.32 - Reclassification of Management Time for Supervisors- Supervisors now eligible for Overtime-to either to be paid or for banking for time off. • Item 16.4 – Update of Wage and Salary- utilizing Market Comparisons for wage adjustments instead of September CPI, also no longer using COLA. • Item 18.3 - Update Statutory Holiday as per Legislation • Item 33.7 to 33.12 Add the option of Employees bringing their own device Policy for Cell phones, with a reimbursement amount. • Appendix A-History of COLA –Removed-won’t be utilizing this information going forward. Discussion/ Options/ Benefits/ Disadvantages: This document gets updated as required. There have been some legislative changes that have allowed us to reconsider Banked Overtime for example. A few other items were just a regular cleanup of older policies to be adjusted. Cost Source of Funding: Costs are minimal and built into the budget process. Council Options: 1. Council approve the Human Resource Policy as presented. 2. Council amend the Human Resource Policy. 92 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.1 Page 2 of 2 Version: 2019-01 3. Council not approve the Human Resource Policy. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Human Resource Policy Follow-up Actions: Update the Human Resource Policy if approved and communicate to staff. CAO Approval: Mike Haugen, Chief Administrative Officer 93 2019.12.10 Adopted Council Package 1 HUMAN RESOURCES POLICY Effective January 1, 2020 Amended: October 8, 2013- 474/13 – Appendix A Amended: November 19, 2013 – 517/13 – Item 14 Amended: February 4, 2014 – 49/14 – Item 13 Amended: February 4, 2014 – 48/14 – Item 22 94 2019.12.10 Adopted Council Package 2 Amended: March 11, 2014 – 91/14 - Various Items Amended: January 1, 2015 – Motion #15/15 Various Items Amended: December 15, 2015 - Motion #491/15 - Various Items Amended: February 14, 2017 - Motion #71/17 - Various Items Amended December 12, 2017 – Motion #545/17- Various Items Amended December 10, 2019 – Motion #xxx/xx – Various Items Item 1 - SCOPE………………………………………………………………………….…………………… 4 Item 2 - DEFINITIONS…………………………………………………………………………………… 4 Item 3 - RESPECTFUL WORKPLACE…………………………………………………………………… 6 A. Code of Conduct B. Conflict of Interest C. Discrimination D. Anti-Nepotism E. Workplace Violence & Sexual Harassment F. Whistleblower Item 4 - CONFIDENTIALITY……………………………………………………………...……… 13 Item 5 - RECRUITMENT AND SELECTION…………………………………………………… 13 A. Purpose B. Policy Guidelines C. Applications and Interview Process D. Selection and Employment Offer E. Anniversary Date Item 6 - EMPLOYEE PRIVACY…………………………………………………………..……… 14 A. Personal EMPLOYEE Information B. Consent Not Required C. Driver’s Abstract D. Employment Applications E. Reference and Background Checks F. E-mail and Internet Use and Monitoring G. EMPLOYEE Benefit and Pension Plan Information H. Vehicle tracking Item 7 - PERFORMANCE PROBATIONARY PERIOD………………………………..……… 16 Item 8 - PROMOTIONS and TRIAL PERIODS………………………………………..……… 17 Item 9 - PERFORMANCE ENHANCEMENT APPRAISALS………………………….. …….. 17 Item 10 - DISCIPLINE……………………………………………………………………………… 18 Item 11 - TERMINATION………………………………………………………………………….. 19 Item 12 - EXIT INTERVIEWS……………………………………………………………………... 20 Item 13 - USE OF MUNICIPAL VEHICLES……………………………………………………… 20 Item 14 - WORKING CONDITIONS…………………………………………………………….… 22 A. Hours of Work B. Flex Time C. Rest Periods D. Time Sheets E. Work Space F. Other Item 15 - CALL BACKS……………………………………………………………………………… 24 Item 16 - REMUNERATION………………………………………………………………...……… 24 95 2019.12.10 Adopted Council Package 3 A. Payment of Earnings B. Wage and Salary C. Other Item 17 - EXPENSE REIMBURSEMENT………………………………………………... ……… 25 Item 18 - GENERAL HOLIDAYS…………………………………………………………..……… 26 Item 19 - VACATION TIME………………………………………………………………... ……… 27 Item 20 - LEAVE OF ABSENCE………………………………………………………….. ……… 28 A. Unpaid Leave of Absence B. Court Proceedings C. Election Day D. Compassionate Care Leave E. Bereavement Leave F. Maternity, Parental, Adoption or Leave G Reservist Leave H. Personal and Family Responsibility Leave I. Leave for Citizenship Ceremony J. Death or Disappearance of a child K. Critical Illness of a child L. Domestic Violence Leave Item 21 - SICK LEAVE……………………………………………………………………...……… 35 A. General Items B. Sick Days C. Short Term Disability D. Long Term Disability Item 22 - EMPLOYEE BENEFITS………………………………………………………………… 38 A. Workers Compensation B. EMPLOYEE Group Health Coverage C. Pension Plan & Retirement Item 23 – EARLY RETIREMENT INCENTIVE ……………………………………………….. 40 Item 24 – PHASED IN RETIREMENT……………………………………………………………… 41 Item 25 - TRAINING AND DEVELOPEMENT, EDUCATIONAL ASSISTANCE………. 42 Item 26 - EMPLOYEE COMPUTER PURCHASE PLAN………………………………. ……… 43 Item 27 - PROFESSIONAL MEMBERSHIPS……………………………………………………. 43 Item 28 - RECOGNITION OF ACADEMIC ACHIEVEMENT…………………………………… 44 Item 29 - PROMOTIONAL CLOTHING AND GOODS PROGRAM…………………………… 44 Item 30 - DRESS CODE …………………………………………………………………………... 44 Item 31 - WORKPLACE HEATH and SAFETY…………………………………………………….. 46 Item 32 – DRUG, ALCOHOL and SMOKING …………………………………………………… 47 A. Purpose B. Definitions C. Treatment and Accommodation D. Drug, Alcohol and Smoking E. Reasonable Cause Testing F. Discipline Relating to Drugs and Alcohol Item 33 - ELECTRONIC MEDIA ACEPTABLE USE……………………………………………… 49 A. General Items B. Prohibited Communications C. Personal Use D. Electronic Communication Devices E. Access to EMPLOYEE Communications F. Software G. Security/Appropriate Use H. Participation in Online Forums I. Violations Item 34 - LONG SERVICE RECOGNITION BENEFIT AND GIFTS TO TERMINATING EMPLOYEES…………………………………………………….. 52 Item 35 - POLICY REVIEW …………………………………………………………………………… 52 96 2019.12.10 Adopted Council Package 4 APPENDIX A - COST OF LIVING INCREASES HISTORICAL……………………………… 53 APPENDIX B – EARLY RETIREMENT INCENTIVE POLICY AGREEMENT……………. 54 APPENDIX C – COMPUTER PURCHASE PLAN……………………………………………………. 57 APPENDIX D – ABUSE REPORTING FORM……………………………… ……………………….. 60 APPENDIX E – VACATION REQUEST FORM…………………………………………………….. 61 APPENDIX F – INTERNAL JOB APPLICATION…………………………………………………… 62 APPENDIX G - ACKNOWLEDGEMENT FORM EMPLOYEES COPY………………………… 63 APPENDIX H – ACKNOWLEDGEMENT FORM EMPLOYERS COPY…………………......... 64 97 2019.12.10 Adopted Council Package 5 ITEM 1 - SCOPE 1.1 This Policy shall apply to all EMPLOYEES of Kneehill COUNTY. ITEM 2 - DEFINITIONS 2.1 A word used in the masculine gender applies also in the feminine; a word used in the singular applies also in the plural. 2.2 "ADMINISTRATIVE PERSONNEL" means EMPLOYEES who work 37.5 hours per week or 1950 hours per annum. 2.3 "ANNIVERSARY DATE"" refers to the EMPLOYEE'S commencement date which establishes the initial ANNIVERSARY DATE for initial payroll, benefits and years of service purposes. 2.4 "CASUAL EMPLOYEE" means an EMPLOYEE who is filling a seasonal, or temporary POSITION for a pre-determined period of time or a pre-determined task, for a period not to exceed one year. 2.5 “COMPUTERS” could include the following items; Lap Tops, Tablets, Desk Tops, Monitors and related components or equipment. 2.6 "COUNCIL" means the COUNCIL of Kneehill COUNTY. 2.7 "COUNTY" means Kneehill COUNTY in the Province of Alberta. 2.8 "CHIEF ADMINISTRATIVE OFFICER (CAO)" means the Administrative head of the municipality. The CAO may designate another representative at their discretion. 2.9 "CUSTOMER" means COUNTY ratepayer, COUNTY elector, or any other person or party having dealings with Kneehill COUNTY. 2.10 "DIRECTOR" – means those EMPLOYEES identified in the COUNTY Organizational Chart as reporting directly to the CAO or his designate. 2.11 "DEPARTMENT MANAGER" – means those EMPLOYEES identified in the COUNTY organizational chart as the head of a department and reporting to a DIRECTOR. 2.12 "ELECTRONIC MEDIA" means information or data that is created, distributed and accessed using a form of electronics, electromechanical energy or any equipment used in electronic communications. 2.13 "EMPLOYEE(S)” means a person employed by the COUNTY. 2.14 "ESSENTIAL SERVICES PERSONNEL” means any EMPLOYEE responsible for water and wastewater services, snow removal, road maintenance, emergency and protective services such as fire and enforcement. 2.15 “GENERAL HOLIDAYS” has the meaning set out in Item 18 of this policy. 2.16 "MANAGEMENT" refers to those EMPLOYEES identified in the COUNTY Organizational Chart as approved by COUNCIL, as DIRECTORS or DEPARTMENT MANAGERS or SUPERVISORS. 2.17 “ON-CALL” is defined as a period of time outside of regular working hours when an EMPLOYEE is regularly scheduled and required to be readily available to respond and return to work in fit condition to execute their duties. 98 2019.12.10 Adopted Council Package 6 2.18 “OPERATIONS PERSONNEL" means EMPLOYEES who work 40 hours per week or 2080 hours per annum. 2.19 "PERMANENT EMPLOYEE" means any EMPLOYEE who is employed full-time or Part time to fill a[JK1] permanent POSITION and who has successfully completed a required PROBATIONARY PERIOD. 2.20 “PART-TIME PERMANENT EMPLOYEE” means any EMPLOYEE who is employed to fill a permanent POSITION, with REGULAR HOURS OF WORK less than thirty-seven and one-half (37.5) hours per week. Those EMPLOYEES who work twenty-five twenty-two and one-half (22.5[JK2]) hours per week or greater, will be eligible for participation in the EMPLOYEE benefits program as per the guidelines for participation in this policy. 2.21 "POSITION" means a specific set of duties and conditions developed for the purpose of assignment to a single incumbent. 2.22 "PROBATIONARY EMPLOYEE" means an EMPLOYEE who, during his initial period of employment, occupies an established POSITION during a PROBATIONARY PERIOD. 2.23 "PROBATIONARY PERIOD" means the initial period of employment of a new EMPLOYEE in a PERMANENT POSITION coming within the scope of this Policy. 2.24 "PROMOTION" means the advancement of an EMPLOYEE to a POSITION with a higher level of duties and responsibilities and REGULAR RATE OF PAY. 2.25 "REGULAR HOURS OF WORK" means the assigned daily hours of work, exclusive of overtime. 2.26 “REGULAR PLACE OF WORK” is defined as a location where the EMPLOYEE regularly reports to work and in connection with their duties, files reports, receives instructions or employment information, or performs other employment-related duties. 2.27 "REGULAR RATE OF PAY" means the rate of pay assigned to an EMPLOYEE as set out in the Salary Grid 2.28 “RESERVIST” means a member of the reserve force of the Canadian Forces referred to in the National Defence Act (Canada) 2.29 “SOCIAL MEDIA” means web-based and mobile based technologies used to turn communication into interactive dialogue between organizations, communities and individuals. 2.30 “STANDBY CHARGE” is defined as the estimate of depreciation on the automobile attributable to the fact the employer-provided automobile was used for personal driving. This is calculated by personal kilometers driven multiplied by the CRA approved rate per kilometer plus 2% of the vehicle cost per month. Some EMPLOYEES will qualify for Reduced Standby Charge if they fall below 50% for personal usage and travel less than the per month kilometers of personal usage amount set by CRA. 2.31 “SUPERVISOR" means any EMPLOYEE who is responsible for exercising supervisory control over an EMPLOYEE(s) and who has been designated a "SUPERVISOR" by the CAO and/or COUNCIL in the approved POSITION description. 2.32 “TRIAL PERIOD" means the initial period of employment of a PERMANENT EMPLOYEE upon PROMOTION or transfer to a new classification or POSITION in order to determine the suitability of the EMPLOYEE in the classification or POSITION. 99 2019.12.10 Adopted Council Package 7 2.33 “UNDUE HARDSHIP” means an accommodation for a disabled EMPLOYEE that would be unduly costly, extensive, substantial, or disruptive, or would fundamentally alter the nature or operation of the COUNTY. 2.34 “VEHICLE” is defined as any vehicle designed or adapted primarily to carry individuals on streets and highways and has a seating capacity for no more than the driver and eight passengers. Exclusions are ambulances, taxis, buses, hearses, marked police and fire emergency-response vehicles and certain vans, pick-ups and similar vehicles outfitted to be used mainly to transport goods or equipment in the course of business. 2.35 “VEHICLE TRACKING SYSTEM” means an electronic device in a vehicle, with purpose- designed computer software to enable the COUNTY to track the vehicle’s location, collecting data in the process from the field and delivering it to the central base of operation. ITEM 3 – RESPECTFUL WORKPLACE A. CODE OF CONDUCT 3.1 To ensure for orderly operations, provide for the best possible work environment and to encourage high quality performance, the COUNTY expects all EMPLOYEES to conduct themselves while at work or representing the COUNTY, in such a way as to protect the interests and safety of all EMPLOYEES, CUSTOMERS, members of the general public and the COUNTY. 3.2 All EMPLOYEES are expected to further the objectives of the COUNTY and to abide by the policies, rules and regulations established and approved by the COUNTY COUNCIL. 3.3 All EMPLOYEES are expected to be a responsible resident and ensure all financial obligations to the COUNTY are in good standing. There should be no expectation of credit, forgiveness of debt, special treatment, discounts, favors, or extensions granted because you are an EMPLOYEE of the COUNTY from either the COUNTY or any external contractors, businesses or service provider. 3.4 All EMPLOYEES are expected to conduct themselves in a professional fashion and fulfill their duties with courtesy, honesty, respect, integrity, and diligence. This includes the requirement for EMPLOYEES to apply themselves fully to the duties of the POSITION during work hours. 3.5 EMPLOYEES must refrain from outside activities that are reasonably connected to the EMPLOYEE’S duties which could bring the COUNTY directly into disrepute or compromise the reputation of the organization. 3.6 The COUNTY is dedicated to providing high quality, timely and effective service to its CUSTOMERS. All EMPLOYEES are expected to conduct themselves in a manner consistent with this objective. 3.7 EMPLOYEES shall not accept fees, gifts or other benefits that are connected directly or indirectly with the performance of their public service duties, from any individual, organization or corporation, other than: (i) the normal exchange of gifts between friends; (ii) the normal exchange of hospitality between persons doing business together; (iii) tokens exchanged as part of protocol (not to exceed a jacket); (iv) the normal presentation of gifts to persons participating in public functions; and (v) prizes won at conferences and conventions. Anything exceeding this listing must be reviewed by COUNCIL for direction. 100 2019.12.10 Adopted Council Package 8 B. Conflict of interest 3.8 A conflict of interest is defined as a conflict between an EMPLOYEE’S business interest and the EMPLOYEE’S responsibility as an EMPLOYEE of the COUNTY. 3.9 A conflict of interest may exist whether or not a personal monetary or other type of benefit or advantage has been received by the EMPLOYEE by virtue of their employment, or access to information not normally available to the general public. Without limiting the scope of the foregoing, a conflict of interest may arise in many situations, some of which include: (i) using privileged information for personal advantage or gain; (ii) accepting fees, gifts or rewards, from businesses, suppliers or individuals personally except as those outlined under Item 3.6; (iii) accepting or engaging in outside employment which either interferes with the EMPLOYEE’S duties or is in direct competition with the COUNTY business; and (iv) divulging confidential information. 3.10 The avoidance of the appearance of conflict of interest is as important as avoiding actual conflicts of interest. If an EMPLOYEE is faced with a situation where a potential conflict of interest may arise, the onus is on the EMPLOYEE to discuss the matter directly with the CAO and receive direction before taking any action of any kind. Pursuing an activity or enterprise in contradiction to the direction received, may result in discipline, up to and including immediate termination for just cause. 3.11 To prevent any implication of favoritism or bias on the part of the COUNTY, the COUNTY prohibits the purchase of any items, goods or services from an EMPLOYEE of the COUNTY unless specifically authorized by the CAO in advance of the purchase. C. Discrimination 3.12 The COUNTY is dedicated to promoting a workplace in which all people are respected, respect one another and work together to achieve common goals. 3.13 The COUNTY believes that all individuals it employs have the right to work in an environment free from discrimination and this policy is in keeping with the COUNTY’S dedication to providing and maintaining an environment that fosters fair, respectful and responsible behaviours by MANAGEMENT and between EMPLOYEES. 3.14 At no time will the COUNTY discriminate against any EMPLOYEE, refuse to employ, or refuse to continue to employ, any EMPLOYEE because of the race, religious beliefs, color, gender, gender identity, gender expression, sexual orientation, physical or mental disability, age, ancestry, place of origin, marital or family status, source of income, or conviction for which a pardon has been granted or a record suspended of that person. 3.15 The COUNTY’S position against discrimination does not apply with respect to a refusal, limitation, specification or preference relative to an individual’s employment, or potential employment, based on a bona fide occupational requirement. D. Anti-Nepotism 3.16 The COUNTY seeks to foster an environment in which people are treated fairly. 101 2019.12.10 Adopted Council Package 9 3.17 The COUNTY recognizes that the employment of people who are related can be challenging due to the potential to create a conflict of interest, an appearance of favoritism and an increased potential for poor staff morale. As a result, the COUNTY is sensitive to circumstances in which individuals may be hired, transferred, or promoted to POSITIONS where a related individual may be in a POSITION to have influence over any term and condition of employment of a family member. 3.18 No EMPLOYEE, or prospective EMPLOYEE, will be discriminated against, nor afforded an advantage, as a result of their familial or marital relationship, including common-law relationship, with any other EMPLOYEE or COUNCIL member of the COUNTY. 3.19 To ensure this end, no EMPLOYEE will be supervised by a relative, nor will a relative be in a POSITION to make any decisions regarding that individual’s terms and conditions of employment, including salary, PROMOTION, performance appraisal, vacation requests or discipline. Alternative supervisory and reporting relationships, when possible, will be put in place to facilitate this requirement. If it is not possible to avoid working for a relative, the matter shall be brought to the CAO for review and the CAO shall make the final decision. 3.20 EMPLOYEES are required to disclose any relationship, which may bring them within the application of this section of the policy. The failure to do so will be considered a disciplinary matter. E. Workplace Violence and Sexual Harassment 3.21 The COUNTY believes in the prevention of violence and sexual harassment in the workplace and promotes a violence/harassment-free workplace in which all people respect one another and work together to achieve common goals. Any act of violence or harassment committed by or against any EMPLOYEE or member of the public is unacceptable and such conduct will not be tolerated. 3.22 The COUNTY believes that all individuals it employs have the right to work in an environment free from violence and sexual harassment. This is in keeping with the COUNTY’S dedication to providing and maintaining an environment that fosters respectful and responsible behaviours. 3.23 We are committed to: (i) investigating reported incidents of violence/sexual harassment in an objective and timely manner; (ii) taking necessary action in response to such reported incidents; and (iii) providing appropriate support for complainants. 3.24 The purpose of this section of the policy is to ensure, having completed an organizational risk of violence/sexual harassment assessment, that: (i) individuals are aware of, and understand, that acts of violence/sexual harassment are considered a serious offense for which necessary sanction will be imposed, and a policy procedures are in place to deal with the same; (ii) those subjected to acts of violence/sexual harassment are encouraged to access any assistance they may require in order to make or pursue a complaint; (iii) individuals are advised of available recourse if they have been subjected to, or become aware of, situations involving violence/sexual harassment; (iv) action will be taken in response to complaints, and where complaints are substantiated, appropriate corrective and disciplinary action will be taken; and 102 2019.12.10 Adopted Council Package 10 (v) complainants of violence will be supported and the effectiveness of the Employer’s actions evaluated. 3.25 For the purpose of this policy, “violence” shall mean the threatened, attempted or actual conduct of a person that causes, or is likely to cause, physical injury whether at the work site or work related. 3.26 Acts of violence can take the form of physical contact. The threat of violence, either overt or covert, can be just as detrimental and damaging as the physical act of violence itself. Abuse in any form erodes the mutual trust and confidence that are essential to the COUNTY’S operational effectiveness. Acts of violence destroy individual dignity, lower morale, produce fear, and break down work unit cohesiveness. 3.27 Acts of violence may occur as a single event or may involve a continuing series of incidents. Violence can victimize both men and women, and may be directed by or towards workers, visitors, and members of the public. 3.28 For the purpose of this policy, “sexual harassment” is unwanted sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature which: (i) implicitly or explicitly makes submission of such conduct a term and condition of an individual’s work; (ii) affects access to employment; (iii) creates a hostile or offensive environment, which interferes with an individual’s work; (iv) intimidates, embarrasses, coerces or humiliates an individual in the workplace; and/or (v) arises out of a relationship which is not based on mutual consent. 3.29 Sexual harassment is comprised of any of the following behaviours, although it is not limited to the behaviours listed herein: (i) verbal abuse or threats associated with behaviour of a sexual nature; (ii) unwelcome remarks or jokes of a sexual nature; (iii) unwelcome invitations or requests of a sexual nature; (iv) staring, leering or inappropriate observation of a co-worker of a sexual nature; (v) displaying or posting pornographic, offensive or derogatory materials of a sexual nature in the workplace; (vi) unwelcome physical contact of a sexual nature; (vii) exposing oneself sexually in the workplace; (viii) explicit or implicit demands of a sexual nature; and/or (ix) any other behaviour, conduct or activity of a sexual nature which is unwelcome or uninvited. 3.30 The COUNTY’S expectations of EMPLOYEES relative to their behaviour in the workplace include: (i) Recognition of workplace violence/sexual harassment; (ii) Appropriate response to incidents of violence/sexual harassment; and (iii) Following and supporting appropriate procedures for reporting, investigating and documenting incidents of workplace violence/sexual harassment pursuant to policy and procedure. 103 2019.12.10 Adopted Council Package 11 3.31 The procedure below outlines the process in place to give effect to the operation of this policy. (i) Right to Assistance Any person who has been the subject of violence/sexual harassment has the right to access assistance in communicating their objections and, if warranted, in pursuing the complaint more formally. It is recognized that the issue of access to recourse is particularly critical where the alleged offender is in a POSITION of authority over the complainant or where there are other communication barriers. An EMPLOYEE who has been subjected to violence/sexual harassment should advise their immediate SUPERVISOR and, if this is uncomfortable or inappropriate in the circumstances, the CAO should be advised of the incident. If the concern relates to the CAO, concerns should be brought to be attention of the COUNTY’S Reeve. (ii) Steps Prior to Formal Reporting (a) The complainant is required to make their feelings known verbally to the alleged offender, either directly or with the assistance of a third party as outlined above. This first step is very important so that the alleged offender is immediately made aware that their conduct is offensive to the complainant and must stop. Again, it is recognized that it will not always be possible for the complainant to make the alleged offender aware of the concern personally. (b) The complainant is required to carefully record the details of the incident, including the date and time, nature of the violence/harassment, and the names of any persons who may have witnessed the violence. The Abuse Reporting Form found in Appendix “D”, should be utilized and completed as comprehensively as possible in this regard. (iii) Formal Reporting The written record of the complaint should be provided to the CAO and, where the alleged offender is the CAO, the report should be provided to the Reeve. (iv) No Recriminations or Retaliation No individual filing a complaint will be penalized nor subjected to any prejudicial treatment as a result of making a complaint. No correspondence pertaining to the complaint will be placed on the complainant’s personnel file. No EMPLOYEE shall take retaliatory action against a complainant with the intention of dissuading or punishing an individual for participating in the complaint process. Sanctions may be imposed for any such retaliation. Retaliation against individuals participating in the complaint process should not be confused with any sanction which may be imposed for making false allegations. (v) Investigation The COUNTY is dedicated to conducting thorough and timely investigations of any complaints received, with the intention of accomplishing the following: (a) protecting workers; (b) limiting the damaging effects of violence/sexual harassment on complainants and others; (c) increasing productivity; (d) increasing worker morale; (e) avoiding negative publicity; 104 2019.12.10 Adopted Council Package 12 (f) avoiding costly and time consuming legal proceedings; and (g) lowering the rate of worker turnover. The CAO will appoint an investigation team which may include the complainant’s SUPERVISOR, the CAO and/or the Reeve. This team may vary depending upon the POSITION held by the alleged offender identified in the complaint. If the complaint is against the CAO, the Reeve will appoint an investigation team. Where deemed appropriate or necessary, the CAO or Reeve may hire an independent agency or individual(s) to assist with the investigation. Investigations of alleged abuse will be carried out in accordance with the following: (a) incidents will be investigated as promptly as possible and in no case more than ten (10) days following a formal complaint; (b) only those individuals absolutely necessary to verifying the complaint will be interviewed in order to maintain the confidentiality of the complainant and the offender to the greatest extent possible. In all cases, both the complainant and the accused will be interviewed and the accused will be advised of the allegations they face, and provided with an opportunity to answer the same; (c) individuals with knowledge of the incident will be encouraged not to discuss the details with others; and (d) the safety of the complainant will be a paramount consideration throughout the investigation process. (vi) Disposition of the Complaint Following the investigation process, the CAO or Reeve will determine whether or not the complaint has been substantiated. In the event that the complaint is not substantiated, the complainant and the alleged offender will both be advised and the complaint is dismissed, including a removal from the alleged offender’s record of any reference to the complaint. Consideration will be given to whether or not the complaint was made with malicious intent and what recourse should flow in the event that this conclusion is reached. In the alternative, if the complaint is substantiated, the appropriate corrective and disciplinary measures will be identified and may include a range of responses. Consideration will be given to the specific circumstances of the incident and the role of the offender within the organization. Recourse may include both disciplinary and corrective action. The following possible options exist in this regard: (a) apology; (b) training; (c) referral to an EAP for counseling; (d) reassignment; (e) limiting access to certain areas or individuals within the organization; (f) discipline; (g) discharge; or (h) advising the local authorities of a potential criminal offense. (vii) Confidentiality Throughout the process, to the greatest extent possible, reasonable efforts shall be made to respect the confidential nature of a complaint. However, absolute confidentiality cannot be 105 2019.12.10 Adopted Council Package 13 guaranteed owing to the need for an investigation and the need to inform the alleged offender and/or an O H & S Officer. 3.32 The COUNTY recognizes that nothing in this policy or procedures takes away from the complainant’s right to file a complaint with the Alberta Human Rights Commission, or commence proceedings in a civil or criminal court. Any individual has the right to pursue their concerns through alternate forums, including the exercise of rights through any law of Alberta or Canada. 3.33 An EMPLOYEE should be aware that an incident involving workplace violence constitutes an “accident that has the potential of causing serious injury to a worker” pursuant to Section 18(3) of the O H & S Code. As a result, The COUNTY must investigate the incident, prepare a report, keep the report on file for a period of two years from the date of the incident and have it readily available for inspection by an O H & S Officer. 3.34 The COUNTY will ensure that complainants as well as others exposed to violence/sexual harassment, are advised to consult a health professional of their choice for treatment or referral. The COUNTY will also advise affected workers of the ability to access EMPLOYEE Assistance Programs (EAP) if they wish. Below is a listing of the agencies, programs and materials which are available to assist the EMPLOYEE in seeking support in addition to the EAP and personal professional service providers: Who Contact(s) What Kneehill Regional Family & Community Support Services 403-443-3800 Website: www.krfcss.com Provide information and referral Kneehill Community Resource Program 403-443-3800 Website: www.krfcss.com Provide information and referral Government of Alberta Human Services Employment & Immigration Occupational Health & Safety Province-wide Call center 1-866-415-8690 Web site www.work.alberta.ca To report serious injuries and provide information on the requirements of the Occupational Health and Safety Act and regulations Alberta Human Rights Commission Southern Regional Office 310-0000, when prompted, enter 403-297-6571 www.albertahumanrights.ab.ca Information and education regarding Alberta Human Rights Act To report a complaint Alberta Learning Information Services www.alis.alberta.ca/tips Information sheets on workplace violence and sexual harassment 3.35 The COUNTY is dedicated to engaging in a process by which they follow up with the complainant in order to ensure that their needs are being met post-incident. 106 2019.12.10 Adopted Council Package 14 F. Whistleblower 3.36 The COUNTY is committed to integrity and ethical behaviour in the workplace, and will foster and maintain an environment where EMPLOYEES can work safely and appropriately, without fear of retaliation. This will ensure that all EMPLOYEES understand that they may report any wrongdoing that may adversely impact the COUNTY, the COUNTY’S CUSTOMERS, COUNCILLORS, EMPLOYEES or the public at large, without fear of retaliation or a negative impact on their employment status. Reports of workplace wrongdoing may be made to the CAO. 3.37 Complaints regarding the Chief Administrative Officer can be directed[JK3] to the Human Resources Coordinator, or directly to the Reeve. 3.38 It is a violation for anyone to knowingly make a false complaint of wrongdoing or to provide false information about a complaint. EMPLOYEES who violate this section of the policy are subject to disciplinary and/or corrective action, up to and including termination of employment. ITEM 4 – CONFIDENTIALITY 4.1 All confidential information to which any EMPLOYEE becomes privy through their employment with the COUNTY is expected to be maintained strictly confidential and may not, in any circumstance, be disclosed or used without the express consent of the COUNTY. This information includes, but is not limited to any CUSTOMER information, trade secrets, technical information, EMPLOYEE Information, and other information protected by the provisions of Freedom of Information and the Protection of Privacy Act. 4.2 All EMPLOYEES are bound at all times by the policies and procedures of the COUNTY regarding the compilation and protection of information. 4.3 This requirement of confidentiality applies during the course of employment and survives the termination of any EMPLOYEE. ITEM 5 – RECRUITMENT AND SELECTION A. Purpose 5.1 To clearly identify the process that will endeavor to attract and select the best candidates and actively involve the employing department. Final authority is vested with the CAO who also has the authority to engage a consultant to carry out the process of filling any vacancy within the organization. 5.2 The COUNTY is an equal opportunity employer and encourages applications from all qualified individuals. The COUNTY’s hiring policy is to recruit and select the best applicant for employment on the basis of an individuals’ abilities and qualifications relevant to the requirements of the POSITION. B. Policy Guidelines 5.3 All staffing requests must be submitted to the CAO for approval. Staffing requests must include an outline of the key duties and functions of the POSITION along with the desired qualifications that will form the basis for the development of a position profile. All POSITIONS within the organization will be described through a position profile that will identify key duties, supervisory responsibilities, decision making and accountability, budgetary control, working conditions along with minimum required qualifications/certification and experience. Along with criteria for 107 2019.12.10 Adopted Council Package 15 recruitment and selection, the information contained in the position profile will also be the basis for placement on the wage and salary grid. 5.4 POSITION postings will be prepared and processed by the Human Resources Coordinator in consultation with the DEPARTMENT MANAGER and/or DIRECTOR. C. Applications and Interview Process 5.5 All applications will be forwarded to the Human Resources Coordinator unless otherwise noted. 5.6 If current EMPLOYEES would like to apply for a posted POSITION, they must use the INTERNAL APPLICATION FORM. APPENDIX “F” 5.7 No written comments will be made on the original applications. 5.8 The Human Resources Coordinator will review the applications with the DEPARTMENT MANAGER and/or DIRECTOR and develop a short list of candidates in accordance with the screening criteria. 5.9 The Human Resources Coordinator will contact the candidates and schedule interviews. 5.10 DEPARTMENT MANAGER and DIRECTOR interviews will be conducted by the CAO and at least one other MANAGEMENT EMPLOYEE as deemed appropriate. 5.11 All other interviews will be conducted by the Human Resources Coordinator, DIRECTOR, DEPARTMENT MANAGER, immediate SUPERVISOR and others if required. The CAO may attend any interview. D. Selection and Employment Offer 5.12 The CAO, in consultation with the DIRECTOR and DEPARTMENT MANAGER, will make the final determination for all vacancies. 5.13 The Human Resources Coordinator will prepare all written offers of employment, contracts, extensions or amendments for signature by the DIRECTOR or CAO. 5.14 MANAGERS may sign the employment offers for CASUAL EMPLOYEES. E. Anniversary Date 5.15 ANNIVERSARY DATE refers to the EMPLOYEE'S commencement date which establishes the initial ANNIVERSARY DATE for initial payroll, benefits and years of service purposes. 5.16 Where an EMPLOYEE is granted a leave of absence in excess of one month, such as parental leave or long-term disability leave, the EMPLOYEE'S ANNIVERSARY DATE shall be adjusted to correspond to the period of the leave of absence for evaluation and years of service purposes only. ITEM 6 - EMPLOYEE PRIVACY A. Personal EMPLOYEE Information 6.1 Personal EMPLOYEE Information specifically refers to personal information that is reasonably required by the COUNTY for the purpose of establishing, managing, or terminating an employment relationship (or volunteer work relationship). It specifically excludes information that is not related to 108 2019.12.10 Adopted Council Package 16 an individual’s employment. Such personal EMPLOYEE information may include the EMPLOYEE’S home address and home phone number, social insurance number, EMPLOYEE health information, formal and informal evaluations, resumes, letters of reference and reference checks. B. Consent Not Required 6.2 The COUNTY is not required to obtain the consent of an EMPLOYEE to collect, use or disclose personal information where the information is for recruitment purposes or where it relates to a work related investigation. These include investigations relating to a breach of an employment agreement, common law principles of employment, legislation or regulations. 6.3 The COUNTY will not undertake any investigation without first having reasonable grounds to believe that the suspected breach is likely to occur, or has already occurred. As well, the method of investigation itself will be reasonable having regard to the totality of the circumstances. C. Driver’s Abstract 6.4 All EMPLOYEES or those who may operate COUNTY VEHICLES - Including Emergency Response units must sign a Drivers Abstract Consent Form allowing the COUNTY to purchase a driver’s abstract at any time at the COUNTY’S expense. This consent will be signed annually or at the discretion of the COUNTY. EMPLOYEE’S that have a Driver’s Abstract present with more than 7 (seven) demerits will be required to provide the following: 7 - 9 Demerits – EMPLOYEE must provide an updated Driver’s Abstract every 90 (ninety) days at their own cost, until there are 6 (six) or less demerits showing. (i) 10 - 13 Demerits - EMPLOYEE must provide an updated Driver’s Abstract every 60 (sixty) days at their own cost, until there are between 7 and 9 demerits showing. (ii) 13+ Demerits - EMPLOYEE must provide an updated Driver’s abstract every 30 (thirty) days at their own cost. (iii) Suspended License - If at any time an EMPLOYEE has their license suspended, it is mandatory that they inform their supervisor immediately and will not be allowed to operate any equipment requiring a license. If any EMPLOYEE with a suspended license does not adhere to the conditions above they will face disciplinary action up to and including termination. In all of the above situations the EMPLOYEE’S MANAGEMENT team will be notified for follow-up. D. Employment Applications 6.5 Personal information collected in the employment application process may include applications (letters or forms), questionnaires and personal interviews. The express consent of an applicant is not required for the collection of this information, however, such information must be for the purpose of establishing the employment relationship and relevant to the employment application process. Information collected in the application process of non-successful applicants will be retained for the period as provided in the COUNTY Records Disposition Bylaw. E. Reference and Background Checks 6.6 The COUNTY will obtain the express consent of an applicant before collecting information from references unless the applicant has included such information on the employment application form. 6.7 The COUNTY will not disclose information about a current or former EMPLOYEE to a potential employer in the future without express consent. 6.8 The COUNTY may, at its’ discretion, perform criminal records checks for certain POSITIONS. 109 2019.12.10 Adopted Council Package 17 6.9 The CAO or designate will conduct reference checks for all DIRECTOR and DEPARTMENT MANAGER POSITIONS. 6.10 The DIRECTOR, DEPARTMENT MANAGER or Human Resources Coordinator will conduct reference checks for all other POSITIONS. 6.11 A minimum of two acceptable reference checks is required to be completed. 6.12 The use of SOCIAL MEDIA as a means to conduct reference or background checks on prospective EMPLOYEES is not an acceptable practice, and is considered to be in violation of privacy legislation. F. E-mail and Internet Use and Monitoring 6.13 EMPLOYEES e-mail and internet use may be monitored by the COUNTY strictly for employment related purposes such as measuring productivity and compliance. Monitoring e- mail and internet use is a reasonable requirement for the purpose of establishing, managing or terminating the employment relationship, and is transparent, appropriately consented to and reasonable. Refer to Item 33 regarding policies surrounding e-mail internet and use of other ELECTRONIC MEDIA. G. EMPLOYEE Benefit and Pension Plan Information 6.14 In order to participate in these programs if eligible, the COUNTY collects information from EMPLOYEES that is then passed on and disclosed to the insurers and/or administrators of these plans. These programs have privacy policies and are bound by the same privacy legislation as the COUNTY. This is reasonable and necessary disclosure to facilitate coverage in these programs. H. Vehicle Tracking 6.15 VEHICLE TRACKING SYSTEMS are utilized to enable the COUNTY to monitor EMPLOYEE use of company VEHICLES and other equipment entrusted to them. EMPLOYEES will be advised if VEHICLES and equipment entrusted to them is equipped with a VEHICLE TRACKING SYSTEM. 6.16 The COUNTY utilizes VEHICLE TRACKING SYSTEMS to collect data for the purposes of managing productivity, ensuring safety, protecting and managing assets and improving CUSTOMER service. ITEM 7 - PERFORMANCE PROBATIONARY PERIOD 7.1 The performance PROBATIONARY PERIOD is intended to give a newly hired EMPLOYEE an opportunity to become familiar with the POSITION and prove their suitability for the POSITION. 7.2 A newly hired EMPLOYEE shall serve a performance PROBATIONARY PERIOD of at least six (6) months from the date of hire. The DIRECTOR and/or DEPARTMENT MANAGER can recommend to the CAO to waive or reduce the performance PROBATIONARY PERIOD. While serving probation, an EMPLOYEE will not have access to compassionate leave, or bereavement leave. 7.3 A PROBATIONARY EMPLOYEE may be discharged by the COUNTY at any time during the PROBATIONARY PERIOD for a lack of suitability without cause, notice, or pay in lieu of notice. 7.4 The COUNTY may extend the initial PROBATIONARY PERIOD for an additional three (3) months where the extension is confirmed in writing by the DIRECTOR and/or DEPARTMENT MANAGER 110 2019.12.10 Adopted Council Package 18 in consultation with the CAO, with the EMPLOYEE prior to the expiration of the initial PROBATIONARY PERIOD. 7.5 A PROBATIONARY EMPLOYEE serving an additional three (3) month PROBATIONARY PERIOD, may be discharged by the COUNTY at any time for lack of suitability without cause, and with the provision of one (1) weeks’ notice, or salary in lieu thereof. 7.6 Prior to the end of the PROBATIONARY PERIOD, whether extended or not, an EMPLOYEE will be advised in writing by the DIRECTOR and/or DEPARTMENT MANAGER in consultation with the CAO of whether their status will become permanent. 7.7 No EMPLOYEE will be required to serve a subsequent PROBATIONARY PERIOD once their permanent status has been confirmed. 7.8 EMPLOYEES moving into or promoted to a different POSITION may be required to serve a TRIAL PERIOD which is separate and distinct from probation as their permanent status is unaffected during a TRIAL PERIOD. ITEM 8 – PROMOTIONS and TRIAL PERIODS 8.1 In making PROMOTIONS to vacant POSITIONS, the considerations shall be qualifications, abilities and skills. 8.2 A PERMANENT EMPLOYEE who has been selected for PROMOTION shall have a TRIAL PERIOD of three (3) months. The TRIAL PERIOD may be extended a further three (3) months by the CAO where warranted by special circumstances. In the event that the normal TRIAL PERIOD is extended, the EMPLOYEE shall be advised of the reasons and of what they are required to do to successfully complete the TRIAL PERIOD. During the TRIAL PERIOD an EMPLOYEE may request to revert to their former POSITION or may be reverted by the CAO for any reason and without notice. ITEM 9 - PERFORMANCE ENHANCEMENT APPRAISALS 9.1 The COUNTY believes that providing EMPLOYEES with regular feedback relative to their performance is critical to maintaining positive EMPLOYEE relations and high quality performance. Performance Enhancement Appraisals are intended to be a constructive tool for recognizing areas of exceptional performance as well as identifying areas in need of improvement. Performance shall be measured having regard for the duties of the POSITION described in the EMPLOYEE’S position profile, compliance with policies, procedures and regulations, the EMPLOYEE’S interrelationships with others inclusive of staff and members, and overall effectiveness. 9.2 The COUNTY believes it entirely appropriate, but not mandatory, for an EMPLOYEE to complete a draft Performance Enhancement Appraisal form in respect of his own performance and that the completed form may serve as an initial basis for discussion with the responsible SUPERVISOR. 9.3 Performance Enhancement Appraisals will be conducted annually, by October 31 by the respective DIRECTOR, DEPARTMENT MANAGER or immediate SUPERVISOR. Feedback on performance will be provided both verbally and in writing and the written appraisal will form part of the EMPLOYEE’S personnel file. Once completed EMPLOYEES may request a copy. The CAO reviews all Performance Enhancement Appraisals. 9.4 Where areas in need of improvement are identified, the EMPLOYEE will be made aware of the precise expectations relative to improvement and a strategy will be developed and communicated to the EMPLOYEE. 111 2019.12.10 Adopted Council Package 19 9.5 Nothing in this policy prevents the responsible SUPERVISOR from conducting Performance Enhancement Appraisals of any EMPLOYEE more frequently than annually if it is deemed appropriate. ITEM 10 – DISCIPLINE 10.1 The COUNTY reserves the right to discipline EMPLOYEES for poor conduct, unsatisfactory job performance, infractions of the COUNTY’S rules, regulations and/or policies, or any other misconduct. 10.2 In determining the appropriate course of discipline, the COUNTY will consider the following: (i) nature of the misconduct; (ii) disciplinary history of the EMPLOYEE; (iii) length of service of the EMPLOYEE; and (iv) the impact, or potential impact, of the misconduct on the COUNTY. 10.3 The COUNTY will, as soon as practical, act on an allegation of misconduct. Prior to any disciplinary action being made, the EMPLOYEE in question will be provided with the opportunity to answer the allegation, provide an explanation or apologize for the wrongdoing. Where the circumstances warrant, an EMPLOYEE may be suspended on a with-pay basis pending the outcome of an investigation into the allegations. 10.4 Following the outcome of the investigation, a determination will be made as to the appropriate course of action in the particular circumstances and may include any of the following: (i) verbal counseling documented by the SUPERVISOR; (ii) written warning in consultation with DIRECTOR, DEPARTMENT MANAGER and CAO (iii) suspension with or without pay in consultation with CAO; (iv) termination for just cause without the provision of notice or pay in lieu thereof at the direction of the CAO. 10.5 The COUNTY generally follows a system of progressive discipline. However, this does not prevent the COUNTY from foregoing any step in the chain of progressive discipline as may be warranted by the circumstances. 10.6 All written warnings will form part of the EMPLOYEE’S personnel file. EMPLOYEES receiving discipline will be provided with a copy of the discipline and requested to acknowledge receipt of the same. If within four (4) years, a similar or related event has not taken place, the EMPLOYEE may request to the CAO that the letter be removed from their file. 10.7 A letter to the EMPLOYEE will be provided by the COUNTY documenting the outcome of the disciplinary action. 10.8 Any EMPLOYEE who is suspended without pay cannot use any other form of pay to cover the hours lost (sick pay, vacation, or management time). In the event of a suspension without pay, there will be an adjustment to reduce the LAPP benefit, sick time and vacation accrual due to the reduction in pay during that time. ITEM 11 - TERMINATION 112 2019.12.10 Adopted Council Package 20 11.1 Any EMPLOYEE who intends to terminate their employment with the COUNTY must provide the COUNTY written notice of termination of not less than: (i) one (1) week if the EMPLOYEE has been employed with the COUNTY for more than three (3) months but less than two (2) years; (ii) two (2) weeks if the EMPLOYEE has been employed with the COUNTY for more than two (2) years. 11.2 Any EMPLOYEE who is absent for two (2) working days without having notified their immediate SUPERVISOR of their intention to be absent shall be considered to have terminated their employment with the COUNTY, unless such notice was not reasonably possible. 11.3 Vacation earned, and management days cannot be used as part of the notice period without the consent of the CAO. 11.4 Should an EMPLOYEE be granted a moving allowance as part of their accepted offer of employment, and should the EMPLOYEE terminate their employment relationship within the first year, they will be required to reimburse the COUNTY 50% of the allowance paid to them. Should the EMPLOYEE terminate their employment relationship within their second year of employment, they will be required to reimburse the COUNTY 25% of the allowance paid to them. 11.5 The COUNTY may terminate the employment of an EMPLOYEE at any time without notice or payment in lieu of notice where there is just cause for termination. 11.6 The COUNTY may terminate the employment of any EMPLOYEE without just cause by providing the EMPLOYEE with notice or payment of wages/salary in lieu of notice equivalent to the minimum requirements of the Employment Standards Code. 11.7 EMPLOYEES terminated for just cause, will not be eligible for sick time payout listed in item 21.15. 11.8 All EMPLOYEES who are to be terminated, whether on a just cause or without cause basis, will be provided with the following: (i) a reason for their termination; (ii) payment of any amounts earned or accrued and owing to them at the time of termination, including, vacation pay, management time, and salary to the date of termination; (iii) a Record of Employment; (iv) information regarding the conversion of their benefits to private coverage; and (v) a letter confirming all of the foregoing. 11.9 In addition to the list of items above, EMPLOYEES terminated on a without-cause basis will also be provided with either working notice of their termination, or the payment of salary in lieu thereof. Upon request, such EMPLOYEES will be provided with a letter confirming their employment with the COUNTY to facilitate them in seeking and obtaining re-employment. 11.10 Prior to making any decisions relative to termination, the COUNTY may consult with legal counsel, obtain a written legal opinion, and may follow the advice contained therein. ITEM 12 – EXIT INTERVIEWS 113 2019.12.10 Adopted Council Package 21 12.1 EMPLOYEES are not obligated to attend an exit interview if they choose not to do so. 12.2 Exit interviews will be conducted with PERMANENT EMPLOYEES by the Human Resource Coordinator. The information collected will be provided to the CAO for review. 12.3 Exit interviews for CASUAL EMPLOYEES shall also be done by the Human Resource Coordinator. The information will be compiled and provided to the CAO for review. 12.4 Information obtained during the interview will be regarded as confidential to the extent that the source of any comments will not be revealed. However, in the event that, during the interview, allegations are made of violations of these policies, COUNTY policies, and/or COUNTY bylaws or of Federal or Provincial statutes, statements obtained may be provided by the CAO to the individual about whom the allegations were made, for their review and response. 12.5 The COUNTY may decide to act on comments made during the exit interview, but shall do so in a manner which protects the confidentiality of the source. ITEM 13 – USE OF MUNICIPAL VEHICLES 13.1 The CAO is authorized to allocate COUNTY VEHICLES to EMPLOYEES. All EMPLOYEES entitled to use a COUNTY VEHICLE are required to do everything reasonably possible to ensure the COUNTY is not put at risk through misuse of VEHICLES or abuse of this policy item. 13.2 No EMPLOYEE will drive a COUNTY VEHICLE unless they hold a valid driver’s license. A learner’s permit is not sufficient to qualify a person to drive a COUNTY VEHICLE. At any time during their employment, if an EMPLOYEE fails to hold a valid driver’s license, for any reason, that EMPLOYEE must advise their SUPERVISOR immediately. 13.3 Smoking in COUNTY VEHICLES is prohibited. This applies when using the COUNTY VEHICLE for personal use as well as official COUNTY business, as noted in this policy. 13.4 No EMPLOYEE under the age of 18 will be authorized under any circumstances to operate a COUNTY VEHICLE, unless authorized by the CAO. 13.5 EMPLOYEES who hold a Class 1 or Class 4 driver’s license as a requirement of their POSITION will be reimbursed for the cost of the medical examination required to retain. 13.6 The COUNTY recognizes some services provided to the public are enhanced by rapid response to problems and conditions by EMPLOYEES who have immediate access to a VEHICLE. The COUNTY also recognizes it may be advantageous to the COUNTY for an EMPLOYEE to leave directly from their residence to perform work related duties. The COUNTY may provide work VEHICLES equipped to meet the requirements of these POSITIONS, however this still may be subject to a taxable benefit as per current Canada Revenue Agency regulations. EMPLOYEES who are ON-CALL for certain POSITIONS within the organization may be provided VEHICLES to be kept available for immediate use 24 hours per day. 13.7 All EMPLOYEES who use a COUNTY VEHICLE to travel from their personal residence to their REGULAR PLACE OF W ORK whether ON-CALL or on their daily trip to work must keep a daily kilometer log of personal use. The estimated taxable benefit of STANDBY and operating benefit or reasonable benefit amount, where applicable will be included in the EMPLOYEES income in each pay period with a semi- annual adjustment based on submitted log books reporting personal kilometer usage. The log book will be submitted as requested to Corporate Services for final adjustment of the annual taxable benefit. This taxable benefit is subject to Income tax and CPP deductions. 114 2019.12.10 Adopted Council Package 22 13.8 It is expected that COUNTY VEHICLES will be utilized to attend work events away from the COUNTY office, such as conferences or training. If EMPLOYEES use their own personal vehicles, they are expected to carry business insurance use with their personal vehicle insurance company. Any additional fees will not be compensated by the COUNTY. 13.9 All COUNTY VEHICLES must remain in the geographic boundaries of the COUNTY at the end of an EMPLOYEES regular shift unless written authorization has been received from the CAO. Exceptions will be granted for those times where the EMPLOYEE is attending approved meetings, conferences, or other work related business and includes overnight travel outside of the boundary. EMPLOYEES who are authorized to take a COUNTY VEHICLE to their residence are: • CHIEF ADMINISTRATIVE OFFICER • Sr. Manager Transportation and Facilities • Road Maintenance Supervisors • Manager of Environmental Services • Water/Wastewater Operators/Supervisor 13.10 COUNTY EMPLOYEES are not to pick up and/or transport in a COUNTY VEHICLE, personnel who do not represent a work related circumstance, with the exception of immediate family members. 13.11 EMPLOYEES shall not use their cell phones while operating a motor VEHICLE as per the provincial legislation including any equipment which requires their full attention. a. Motor VEHICLES b. Equipment-large and small Exceptions are: Hands free devices or 2 -Way radios for safety checks. These should be used with caution and the EMPLOYEES should use reasonable judgement on acceptable level of use. Peace Officers are exempt due to the nature of their POSITIONS, however they are expected to use caution and reasonable judgement on the acceptable level of use. 13.12 Transportation may be provided for EMPLOYEES from Three Hills to the work site, at the DIRECTOR or DEPARTMENT MANAGER’S discretion. 13.13 All EMPLOYEES operating COUNTY VEHICLES will adhere to all traffic regulations, COUNTY safety policies pertaining to the operation and inspection of VEHICLES. If a summons is received for any infraction of the law, it will be the responsibility of the EMPLOYEE to pay the fine. 13.14 COUNTY VEHICLES and equipment may have VEHICLE TRACKING SYSTEMS installed in them. The reasons and purpose for the collection of information is outlined in Items 6.15 and 6.16. 13.15 If Canada Revenue Agency (CRA) audits any EMPLOYEE, current or past, of the COUNTY with regards to VEHICLE benefits prior to July 1, 2008, the COUNTY will assume financial responsibility for any fine that may arise. ITEM 14 - WORKING CONDITIONS A. Hours of Work 14.1 EMPLOYEES shall report for their REGULAR HOURS OF W ORK at the place directed by the SUPERVISOR and the EMPLOYEE’S time will start when they arrive at their designated work site, or at the discretion of the SUPERVISOR. 115 2019.12.10 Adopted Council Package 23 14.2 Regular work days for EMPLOYEES are Monday through Friday, unless otherwise agreed to by the EMPLOYEE and the DIRECTOR and/or DEPARTMENT MANAGER. Scheduling of hours of work shall be at the discretion of the DIRECTOR and/or DEPARTMENT MANAGER to meet office and shop openings as well as project requirements. 14.3 Except as otherwise provided in this Item, the REGULAR HOURS OF WORK for ADMINISTRATIVE PERSONNEL shall be seven and one-half (7.5) hours per day and thirty- seven and one half (37.5) hours per week. Hours that exceed 7.5 hours per day are deemed overtime. 14.4 Except as otherwise provided in this Item, the REGULAR HOURS OF WORK for OPERATIONS PERSONNEL shall be eight (8.0) hours per day and forty (40.0) hours per week. Hours that exceed 8.0 hours per day are deemed overtime. 14.5 ADMINISTRATIVE PERSONNEL who are PERMANENT EMPLOYEES, may enter into an Individual Banked Overtime Agreement with the COUNTY, where the employer will provide and the EMPLOYEE will take, time off with pay in place of regular hourly pay and overtime pay for those hours worked in excess of seven and one-half (7.5) hours in a day or thirty-seven and one-half (37.5) hours in a week comprising of Monday to Friday. Banked time, when taken, will be deemed straight time. 14.6 OPERATIONS PERSONNEL who are PERMANENT EMPLOYEES, may enter into an Individual Banked Overtime Agreement with the COUNTY, where the employer will provide and the EMPLOYEE has the option to take, time off with pay in place of regular hourly pay and overtime pay for those hours worked in excess of eight (8.0) hours in a day or forty (40) hours in a week comprising of Monday to Friday. Banked time, when taken, will be deemed straight time. 14.7 EMPLOYEES will be required to identify the hours to be banked on their time sheet. All overtime hours not identified to be banked will be paid in accordance with Section 14B of this policy. 14.8 SUPERVISORY EMPLOYEES may participate in the Banked Overtime Program as laid out above. 14.9 EMPLOYEES may only bank to a maximum of 40 hours at any given time. Any banked over time that exceeds 40 hours will automatically be paid out at the overtime rate. As per Employment Standards, upon termination, any banked overtime not taken will be paid out at time and one-half of the EMPLOYEE’S regular rate of pay at the time it was earned. 14.10 Employees will have 6 (six) months to use the banked overtime, or it will be paid out as per Employment Standards. 14.11 Banked overtime can be paid out at any regular pay period upon the employees request. These requests must be submitted on their timesheet. 14.12 Any amounts in the Overtime bank as of December 31 will be paid out on the January 10 pay date. 14.13 The Employee’s SUPERVISOR has full discretion of the Overtime requirement and when the time off is used. 14.14 Unless the EMPLOYEE has been notified not to attend to work, they will receive a minimum of three (3) hours pay if the EMPLOYEE attends work in accordance with their REGULAR HOURS OF WORK as established by their SUPERVISOR for that day. 116 2019.12.10 Adopted Council Package 24 14.15 All EMPLOYEES are expected to report for duty promptly and be fully prepared, able and fit to begin work at the designated start time. Lateness will not be tolerated or condoned. 14.16 EMPLOYEES are to refrain from attending to personal matters unrelated to their job duties during work hours. B. Flex Time 14.17 Permanent Employees, other than Management, can work a minimum of an additional hour on their daily schedules. These extra hours will be banked 1 for 1. 14.18 This is dependent upon the SUPERVISORupervisor’s approval and job duty availability. 14.19 An employee Cmayn accumulate up to 40 hours annually. 14.20 Hours must be used within 6 (six) months of earning as per Employment Standards. 14.21 Any hours not used will be paid out at the 1 for 1 ratio, not the overtime rate. 14.22 Any hours not used by December 31 will be paid out the January 10 pay date, regardless of when they were earned at the ratio of 1 for 1. 14.23 Participation in this program requires a signed agreement. Waste Transfer Site Attendants 14.24 EMPLOYEES hired as Waste/Transfer Site Attendants shall have Hours of Work established by the DIRECTOR. Enforcement Services 14.25 Due to the nature of these departments’ duties and responsibilities, hours and days of work will be determined by the DIRECTOR or CAO, based on regular hours of 1950 hours per calendar year. Management 14.26 MANAGEMENT shall generally work the same regular hours as the majority of their staff. Although MANAGEMENT EMPLOYEES do not have stipulated hours of work they are expected to work as many hours as are necessary to fulfil their responsibilities in a satisfactory manner. In lieu of this, more flexibility may be permitted with respect to time off, as long as no significant work-related problems occur. 14.27 At the CAO’s discretion, Senior Management may enter into an employment services contract for their own employment. CB. Overtime 14.28 REGULAR HOURS OF WORK can only be exceeded with the prior approval of the EMPLOYEE’S SUPERVISOR in consultation with the respective DIRECTOR. 117 2019.12.10 Adopted Council Package 25 14.29 Hours worked on Saturday, Sunday or GENERAL HOLIDAYS are Overtime hours, unless these days are part of a regularly scheduled shift. Any EMPLOYEE who works a GENERAL HOLIDAY will receive GENERAL HOLIDAY pay in accordance with the Employment Standards Code. 14.30 Overtime Overtime hours will be paid at one and one-half (1.5) times the normal rate of pay. 14.31 MANAGEMENT EMPLOYEES will be paid overtime at one and one-half (1.5) times the normal rate of pay, for any over time accumulated as a result of a state of local emergency with which they are authorized to be involved in as an EMPLOYEE of the COUNTY. 14.32 Those POSITIONS identified as MANAGER in the current wage and salary grid as level 9[JK4][JK5] and above will be granted ten (10) regular working days off with pay over the course of each year for overtime worked for which no compensation would otherwise be given. Those EMPLOYEES in the capacity of DIRECTOR and above will be granted fifteen (15) regular working days off with pay over the course of each year for overtime worked for which no compensation would otherwise be given. These days will be pro-rated upon hiring. These days cannot be used as part of a minimum required notice period upon termination of employment. Any unused days will be paid out at year end unless carried over to the next calendar year with the approval of the CAO. Any unused days will be paid out upon termination. D. Rest Periods 14.33 EMPLOYEES shall be allowed a paid twenty (20) minute rest period during the morning segment and a paid twenty (20) minute rest period during the afternoon segment of a working day where the REGULAR HOURS OF WORK for that working day exceeds five (5) hours. 14.34 Rest periods shall be deemed to commence when an EMPLOYEE ceases to actively perform their duties and shall not, in any circumstances, exceed twenty (20) minutes and will not be scheduled in conjunction with the start time, the end of a shift, or a meal period. E. Time Sheets 14.35 Each EMPLOYEE must complete a time sheet, sign it and give it to their SUPERVISOR for approval. The time sheet is a valid, permanent statement and cannot be altered by anyone except the EMPLOYEE, with the approval of their SUPERVISOR. It is the SUPERVISOR'S responsibility to submit approved time sheets to the payroll department. The payroll department will process pay for EMPLOYEES who have submitted an approved time sheet. 14.36 EMPLOYEE’S time sheet must show all time taken off work and reasons for the absence. F. Work Space 14.37 All COUNTY work spaces are expected to be maintained at an acceptable level of cleanliness, organization and in good repair. No excessive personalization of offices, cubicles or VEHICLES will be allowed. Small space heaters or fans will be allowed in office spaces, as long as there are no electrical consequences to priority equipment or safety issues. Only COUNTY purchased equipment may be used within the COUNTY work spaces. Mechanics tools are exempt from this policy, as they are a condition of employment. G. Other 118 2019.12.10 Adopted Council Package 26 14.38 It is recognized that some POSITIONS have historically had working hours that are different from the standard working hours listed throughout Item 14. If the COUNTY finds it necessary to change such hours, three (3) months written notice must be provided to the affected EMPLOYEES(s). ITEM 15 - CALL BACKS 15.1 EMPLOYEES may be assigned ON-CALL duty whereby they are required to be readily available to respond and return to work in fit condition to execute their duties. ON-CALL shall, to the greatest extent possible, be shared equally amongst EMPLOYEES qualified to do the work required. 15.2 Where an EMPLOYEE is assigned ON-CALL duty, they shall be paid in accordance with the rates set out on the Wage and Salary Grid. 15.3 A call-back occurs when an EMPLOYEE is required to return to work after the completion of their regular shift on that day, or on a day when they are not scheduled to work. 15.4 Where an EMPLOYEE is called back, they shall be paid a minimum of three (3) hours at their basic rate of pay or for all hours worked, at their basic rate of pay, whichever is greater. Where applicable, EMPLOYEES will receive overtime pay for all hours worked or three (3) hours at their basic rate of pay, whichever is greater. ITEM 16 – REMUNERATION A. Payment of Earnings 16.1 Permanent full-time and part-time EMPLOYEES shall be paid semi-monthly. All monies will be deposited directly into the EMPLOYEE’S bank account, EMPLOYEES will receive a Statement of Earnings via e-mail up to three (3) days prior to the deposit. 16.2 TEMPORARY AND CASUAL EMPLOYEES shall be paid semi-monthly for all earnings from the previous pay period. All monies will be deposited directly into the EMPLOYEE’S bank account and EMPLOYEES will receive a Statement of Earnings via e-mail up to three (3) days prior to the deposit. 16.3 Should an EMPLOYEE feel that an error has been made in the calculation of their pay, the EMPLOYEE is required at the first possible opportunity, to bring the error to the attention of the SUPERVISOR or DEPARTMENT MANAGER who will review the matter and any corrections will be reflected in the next pay period. B. Wage and Salary 16.4 EMPLOYEES shall be paid in accordance with the rates of pay as set out in the Wage and Salary Grid. A recommendation for a Market Adjustment cost of living (COLA) increase, based on internal or external market comparison reportsthe Alberta Consumer Price Index for September of the current year, will be made annually by the CAO to COUNCIL. Any COLA increase will automatically be applied to all individual salaries and all salary ranges on the grid will be adjusted accordingly. 16.5 A salary range will be established for all POSITIONS, reflective of both the external market and the relative internal ranking. A successful applicant’s salary will be approved by the CAO based on past experience, qualifications they bring to the POSITION, and general market conditions. In no case will the maximum of the salary range be exceeded. COUNCIL will determine the salary of the CAO. 119 2019.12.10 Adopted Council Package 27 16.6 Movement within each range will be based upon the overall performance of the incumbent as determined by an annual performance review. The review will cover the accomplishment of established goals, the competencies and behaviours of the incumbent and overall job performance with input from the incumbent. 16.7 All staff will be eligible to receive a merit increase based upon their performance and budgetary approval. Performance increases will be recommended by the immediate SUPERVISOR with final approval at the sole discretion of the CAO. In no case will the maximum of the salary range be exceeded. EMPLOYEES will receive written confirmation from the CAO of any increases to their salary as they occur. In the case of the CAO, the recommendation and approval will be by COUNCIL. 16.8 A bonus may be available at the sole discretion of the CAO to recognize short-term responsibilities and duties over and above the standard base requirements of the POSITION. C. Other 16.9 To meet the COUNTY’s obligation to return the EMPLOYEES’ portion of the reduced Employment Insurance Premium, all PERMANENT EMPLOYEES will be entitled to receive one personal day off with pay per calendar year. This day cannot be carried over to the next year and if not used, the EMPLOYEE will receive no compensation for it. 16.10 The COUNTY will provide 3 (three) personal days for all PERMANENT EMPLOYEES. These days cannot be carried over to the next year and if not used, the EMPLOYEE will receive no compensation for it. ITEM 17 - EXPENSE REIMBURSEMENT 17.1 EMPLOYEES will be reimbursed legitimate job related expenses on the following basis: (i) Any application for budgeted expense reimbursement will include the nature of the expense, the reason why it is necessary and the amount; (ii) All claims for budgeted expense reimbursement must be submitted to the CAO or DIRECTOR within thirty (30) days of the expense being incurred. The failure to do so may result in the expense not being reimbursed. Should the EMPLOYEE be absent for health related reasons during the period immediately following the expense being incurred, the CAO may grant an exemption to the thirty (30) day requirement. (iii) EMPLOYEES are required to have all non-budgeted expenses pre-approved in writing by the CAO or DIRECTOR. 17.2 Convention, Conference, Seminar, Workshop Allowance (i) All eligible EMPLOYEES will receive an additional allowance of $30.00 for the actual nights spent at an approved convention, conference, seminar or workshop. 17.3 Overnight Accommodation Expense (i) Reimbursement is provided for overnight accommodation expenses when outside the COUNTY on municipal business as follows: - Actual hotel/accommodation expense, payable upon receipt - $100.00 payable in lieu of hotel/accommodation expense 17.4 Meal Reimbursement (i) is only applicable to EMPLOYEES while on COUNTY business; (ii) it is recognized that business meetings may be conducted over meal periods. The CAO, may authorize business meal and beverage expenses that occur for clients, business 120 2019.12.10 Adopted Council Package 28 associates and spouses. Alcoholic beverages shall not be charged nor will they be reimbursed. (iii) the actual cost of meals (including gratuity and GST) will be paid upon submission of receipt; (iv) for EMPLOYEES who do not have an actual meal receipt, meal reimbursement will be $15.00 for breakfast, $15.00 for lunch and $25.00 for supper. There will be no payment for meals if they are included in the conference or meeting registration package. The meal for a spouse or significant other shall only be paid for by the COUNTY as part of a larger group setting; (v) reimbursement for meals is not provided to EMPLOYEES participating in meetings by use of a communications facility. 17.5 Mileage Reimbursement (i) mileage to be reimbursed at the Revenue Canada Rates for use of private VEHICLES on COUNTY business; (ii) on an annual basis, Administration will verify the mileage reimbursement rate as established by Revenue Canada for the Province of Alberta and make adjustments accordingly; (iii) when flying to a conference, etc. is less expensive than driving, the COUNTY will reimburse the EMPLOYEE the average cost of the flight, mileage to and from the Calgary Airport, airport parking fees and cab or bus costs from the airport to the venue. No additional allowance will be paid for additional meals or hotel rooms due to more time being spent travelling on the road. ITEM 18 – GENERAL HOLIDAYS[JK6] 18.1 The following days shall be recognized as GENERAL HOLIDAYS for the purpose of this policy and all PERMANENT and PROBATIONARY EMPLOYEES shall be entitled to the holidays specified, namely: New Year's Day Victoria Day Thanksgiving Day Family Day Canada Day Remembrance Day Good Friday Heritage Day Christmas Day Easter Monday Labour Day Boxing Day 18.2 Also recognized shall be any other day proclaimed as a civic holiday by the COUNTY, the Provincial Government or the Federal Government for their EMPLOYEES. 18.3 All Part Time and CASUAL EMPLOYEES must have worked for the COUNTY a minimum of thirty (30) working days during the last twelve-month period before being eligible for a GENERAL HOLIDAY. The EMPLOYEE must be available for work the day before and the day after the GENERAL HOLIDAY. Will be paid as per Employment Standards. All CASUAL EMPLOYEES of the COUNTY will receive an amount that is at least the average daily wage of the EMPLOYEE. The average daily wage means 5% (five) of an EMPLOYEES’ wages, vacation pay and general holiday pay earned in the 4 (four) weeks immediately preceding the general holiday. The EMPLOYEE must be available for work the day before and the day after the GENERAL HOLIDAY. 18.4 When any of the above-noted holidays fall on a normal rest day or days, the following scheduled working day or days shall be deemed to be the GENERAL HOLIDAY. If New Year’s Day falls on the weekend, then the Friday before shall be deemed the GENERAL HOLIDAY. 18.5 All EMPLOYEES shall receive the recognized GENERAL HOLIDAYS for which they are eligible with pay, or other days with pay in lieu of such GENERAL HOLIDAYS, or pay in lieu, providing they are available for work in accordance with the shift proceeding, during and following the designated day for the holiday or on approved leave. 121 2019.12.10 Adopted Council Package 29 18.6 The office and shop shall close between Christmas Day and New Year’s Day. EMPLOYEES will be required to use their personal days or vacation time for this period and will be responsible for informing their SUPERVISOR of their choice. ITEM 19 - VACATION TIME 19.1 An EMPLOYEE is entitled to their vacation as it is earned subject to scheduling within their own department. No EMPLOYEE will be allowed to have a negative vacation balance. The vacation calendar is annually from January 1st to December 31st. For vacation requests within the first 6 months of the year, January 1st to June 30th- The form Appendix “E” should be submitted to your SUPERVISOR/MANAGER prior to November 15th of the previous year. For vacation requests for the second 6 months of the year, July 1st to December 31st, submit to your SUPERVISOR prior to March 15th of the same year The EMPLOYEE is responsible for ensuring the Vacation Request Form is filled in and submitted to their SUPERVISOR/MANAGER in the appropriate time frame. 19.2 Authorized vacations may be changed by mutual consent of the SUPERVISOR and EMPLOYEE. 19.3 All PERMANENT EMPLOYEES shall receive annual vacation with pay in each calendar year based on[JK7] years of continuous service, as defined by Employment Standards Code, calculated on the pay period following their ANNIVERSARY DATE, as follows: • After one (1) year up to and including eight (8) years of continuous service; fifteen (15) working days; • After eight (8) years up to and including fifteen (15) years of continuous service; twenty (20) • working days; • After fifteen (15) years up to and including twenty-two (22) years; twenty-five (25) working days; • After twenty-two (22) or more years of continuous service; thirty (30) working days; • At the discretion of the CAO additional annual vacation may be granted at the time of hire. • Any Part – Time Permanent Employees will be calculated on a pro-rated basis, based on their hours worked. 19.4 If a recognized GENERAL HOLIDAY falls or is observed during an EMPLOYEE'S vacation period, they shall be allowed an additional vacation day with pay immediately following their vacation period or an additional paid vacation day or some other day if mutually agreed to between the EMPLOYEE and the SUPERVISOR. 19.5 If an EMPLOYEE becomes ill or is injured resulting in hospitalization during their vacation, additional vacation leave equal to the number of days hospitalized will be restored, subject to medical certification being provided to the DIRECTOR or CAO, and there are sufficient sick days accrued for the EMPLOYEE to utilize. 19.6 Vacation pay for seasonal or CASUAL EMPLOYEES shall be calculated at the EMPLOYEE'S REGULAR RATE OF PAY on the basis of the EMPLOYEE’S regular work day and week. 19.7 Unless prior approval has been received from the CAO, EMPLOYEES are required to take their vacation in the year of entitlement. 122 2019.12.10 Adopted Council Package 30 (i) Carryover of vacation entitlement shall only be granted with the approval of the CAO and shall be taken within six (6) months or a date determined by the CAO. Shall the EMPLOYEE fail to use the carry over within this time period, it will be paid out in accordance with Employment Standards rates; (ii) MANAGEMENT EMPLOYEES are entitled to carryover vacation entitlement up to one week without CAO approval. Carryover of vacation entitlement for MANAGEMENT EMPLOYEES in excess of one week shall only be granted with the approval of the DIRECTOR/CAO. All vacation carryover shall be taken within six months or a date determined by the DIRECTOR/CAO. Shall the EMPLOYEE fail to use the carry over within this time period, the DIRECTOR/CAO may compel the EMPLOYEE to take time off or it will be paid out in accordance with Employment Standards rates. 19.8 An EMPLOYEE shall be entitled to receive their vacation in an unbroken period except where their vacation entitlement is in excess of two (2) weeks during the months of May through August. In such a case, the EMPLOYEE'S vacation entitlement may be taken in an unbroken period only with the approval of the CAO. 19.9 An EMPLOYEE who has been on a leave of absence without pay for thirty (30) or more consecutive calendar days, except where the leave is for the purpose of attending a work- related training course, shall for the year in which the absence occurs, earn annual vacation with pay proportionate to the number of months that the EMPLOYEE worked with pay. ITEM 20 - LEAVE OF ABSENCE 20.1 Vacation time and/or sick days will not be earned during a leave period under this Item. Vacation time and/or sick days will be calculated on a pro rata basis to actual time worked during the year. 20.2 All leaves should be submitted in writing to your immediate SUPERVISOR/MANAGER who will then submit to the DIRECTOR or CAO. A. Unpaid Leave of Absence 20.3 An EMPLOYEE may request a maximum one (1) year leave of absence without pay for any reason. The written request must be made to their DIRECTOR, who will make recommendation to the CAO. Any EMPLOYEE employed in other work during such leave, without previously having obtained written permission from their DIRECTOR or CAO to do so, shall automatically forfeit their POSITION with the COUNTY. 20.4 When an EMPLOYEE overstays their leave of absence without permission, they shall automatically forfeit their POSITION with the COUNTY unless such overstay was justifiable in the opinion of their DIRECTOR and the CAO. 20.5 An EMPLOYEE is required to provide at least fourteen (14) days’ written notice of their request to return to work if the date of return is earlier than that specified in the original leave application. 20.6 The request for an early return from leave will be granted at the sole discretion of the CAO. If the request is denied, the EMPLOYEE is obligated to return to work on the date specified in the original leave approval. B. Court Proceedings 123 2019.12.10 Adopted Council Package 31 20.7 The COUNTY will grant a leave of absence without loss of regular earnings to an EMPLOYEE who is called to jury duty provided that the EMPLOYEE reimburses the COUNTY for any amounts provided to them by the Court relative to such duty. 20.8 The COUNTY will grant a leave of absence without loss of regular earnings to an EMPLOYEE who is required to testify by legal requirement or subpoena at a Court proceeding involving the COUNTY. 20.9 The COUNTY recognizes its responsibility in covering the legal costs incurred by any of its EMPLOYEES during the normal and authorized discharge of their duties, and to provide coverage of EMPLOYEES legal costs should they be sued or charged while carrying out or undertaking COUNCIL policy and their day-to-day responsibilities, but not including illegal or negligent actions. Legal costs are defined as any lawyer’s fees, lawsuits, damages, court costs or other related costs. C. Election Day Leave 20.10 The COUNTY will ensure that EMPLOYEES eligible to vote in a federal, provincial or municipal election, plebiscite or referendum will have time off as stipulated in the legislation governing that vote. D. Compassionate Care Leave 20.11 EMPLOYEES that have been employed by the COUNTY for at least 90 (ninety) days are entitled to unpaid compassionate care leave for a period of up to 27 (twenty-seven) weeks for the purpose of providing care of support to a seriously ill family member. The EMPLOYEE need not be the primary care giver. 20.12 If the COUNTY employs more than one EMPLOYEE who is entitled to compassionate care leave in regards to the same family member, the COUNTY is not required to grant the leave to more than one EMPLOYEE at a time. For the purpose of this item, family shall be considered as follows: Current spouse, parent or parent in-law, brother, sister, son, daughter, related dependent, ward or guardian. 20.13 The EMPLOYEE must provide to the COUNTY a medical certificate stating that the family member, named in the certificate, has a serious medical condition with a significant risk of death within 26 (twenty- six) weeks from i. the day the certificate is issued, or ii. of the leave was begun before the certificate was issued, the day the leave began, and iii. the family member requires the care or support of one or more family members. 20.14 The EMPLOYEE must provide a copy of the medical certificate before commencing compassionate care leave unless the EMPLOYEE is unable to do so, in which case the EMPLOYEE must provide the certificate as soon as is reasonable and practicable in the circumstances. 20.15 An EMPLOYEE who wishes to take compassionate care leave must give the COUNTY at least 2 (two) weeks written notice, this notice must also include the estimated date of the EMPLOYEE’s return to work, unless a shorter notice period is necessary in the circumstances, in which case the notice must be provided as soon as is reasonable and practicable on the circumstances. 20.16 The EMPLOYEE must inform the COUNTY of any change in the estimated date of return to work. 124 2019.12.10 Adopted Council Package 32 20.17 Compassionate Care leave may be taken in one or more periods, but no period may be less than one week’s duration. 20.18 Compassionate care leaves ends on the earliest of the following occurrences: i. the last day of the work week in which the family member named in the medical certificate referred above dies ii. the 27 (twenty-seven) weeks of compassionate care leave ends; iii. the last day of the work week in which the EMPLOYEE ceases to provide care or support to seriously ill family member 20.19 If the EMPLOYEE has been on compassionate care leave, they must provide at least one week’s written notice of their return to work date, unless there is agreement otherwise. 20.20 An EMPLOYEE who does not wish to resume employment after the leave ends must give the employer at least 2 (two) weeks’ written notice of the EMPLOYEE’s intention to terminate employment. 20.21 The EMPLOYEE may also qualify for job protected leave under the Federal Compassionate Leave Program. E. Bereavement Leave 20.22 An EMPLOYEE who has worked for the COUNTY for at least 90 (ninety) days will be granted bereavement leave up to a maximum of four (4) working days per incident with pay for the purpose of attending the funeral and/or making arrangements on the death of an immediate or extended relative as follows: Current spouse, parent, brother, sister, brother-in-law, sister-in-law, son, daughter, father-in-law, mother- in-law, aunt, uncle, grandparent, grandchild, fiancé, related dependent, ward or guardian 20.23 Subject to the approval of the CAO, where there are extenuating circumstances or travel outside the Province as necessary, an additional leave of absence may be granted with or without pay or the EMPLOYEE may be permitted to use, their personal day or vacation days. 20.24 EMPLOYEES may be granted a maximum of one (1) day paid leave of absence (limited to two (2) days per year) for the purpose of attending the funeral from the death of any other person not named in 20.13, at the discretion of the EMPLOYEE’S SUPERVISOR. 20.25 Before taking a leave under this section, the EMPLOYEE must give the COUNTY as much notice as is reasonable and practicable in the circumstances. F. Maternity, Parental, Adoption 20.26 EMPLOYEES shall be entitled to Maternity, Parental, and Adoption or in accordance with the current provisions of the Employment Standards Code. The EMPLOYEE is encouraged to review the leaves available to them under provincial and federal legislation. 20.27 A pregnant EMPLOYEE who has been employed with the COUNTY for at least ninety (90) days is entitled to maternity leave without pay. Such EMPLOYEE is entitled to a period of sixteen (16) weeks’ maternity leave starting at any time during the twelve (12) weeks immediately preceding the estimated date of delivery. 125 2019.12.10 Adopted Council Package 33 20.28 An EMPLOYEE who takes maternity leave must take at least six (6) weeks’ leave immediately following the date of delivery unless she provides medical verification of her fitness to return to work earlier. 20.29 A pregnant EMPLOYEE must give at least six (6) weeks’ written notice of the date upon which she intends to commence maternity leave, unless she provides medical verification of the need to commence maternity leave sooner. 20.30 The CAO reserves the right to require an EMPLOYEE to start her maternity leave at any time during the twelve (12) weeks immediately preceding the estimated date of delivery if, in their opinion, the pregnancy is interfering with the EMPLOYEE’S ability to perform her duties. 20.31 In addition to maternity leave described above, the CAO will grant parental and adoption leave as follows: (i) a period of sixty-two (62) consecutive weeks immediately following the last day of maternity leave; (ii) a period of thirty-seven (37) weeks within the fifty-three (53) weeks following the child’s birth where the parent has been employed with the COUNTY for at least 90 ninety days; or (iii) in the case of an adoptive parent who has been employed with the COUNTY for at least 90 (ninety) days, a period of sixty-two (62) weeks consecutive weeks within the fifty-three (53) weeks after the child is placed; (iv) if both parents are employed by the COUNTY, parental leave may be shared between the parents as long as the combined period of parental leave does not exceed sixty-two (62) weeks. An EMPLOYEE must give the COUNTY at least six (6) weeks’ written notice of the date upon which the EMPLOYEE wishes to commence parental leave, except where medical documentation is provided necessitating parental leave commence sooner, or an adopted child’s placement is unforeseen. 20.32 An EMPLOYEE must give the COUNTY at least four (4) weeks’ written notice of the date upon which they intend to resume work following maternity, parental, adoption. The EMPLOYEE is not entitled to resume work prior to the date specified in the written notice and must resume work at that time unless an alternate time has been pre-approved in writing. 20.33 The failure to return, as required to do so, on the specified date will result in the automatic termination of employment. 20.34 The EMPLOYEE will be reinstated to the POSITION they occupied prior to commencing maternity, parental, adoption or provided with alternate work of a comparable nature with no reduction in earnings or benefits from what they had prior to the leave commencing. G. Reservist Leave 20.35 Any PERMANENT EMPLOYEES who has completed 26 consecutive weeks of employment are entitled to unpaid, job protected leave when deployed to an operation outside of Canada (including any required pre-or post-deployment activities) or inside Canada to assist with an emergency. The leave may last as long as necessary. 20.36 In addition, a RESERVIST is entitled to unpaid leave of up to 20 (twenty) days each calendar year to participate in annual training. 20.37 An EMPLOYEE shall not be credited with nor accumulate sick leave entitlement or accrue vacation while on a RESERVIST Leave. 126 2019.12.10 Adopted Council Package 34 20.38 An EMPLOYEE on maternity, parental, adoption, compassionate care or reservist leave will not be terminated while on leave unless the termination is due to the suspension or discontinuation in whole or in part of the business, undertaking, or activity in which the EMPLOYEE was employed. 20.39 EMPLOYEES on approved maternity, parental, adoption, compassionate care or reservist leave may remain on the group benefit plan as outlined in Item 22, excluding LAPP, and will be responsible to remit their share if any of the group benefit premiums to the COUNTY, on a monthly basis. Failure to pay their share of the group benefit premiums may result in the termination of their participation in the group benefit plan, which will result in the loss of benefits during the leave. H. Personal and Family Responsibility Leave 20.40 An EMPLOYEE who has been employed by the COUNTY for at least ninety (90) days is entitled up to five (5) days of unpaid leave in a calendar year, but only to the extent that the leave is necessary i. for the health of the EMPLOYEE or ii. for the EMPLOYEE to meet their family responsibilities in relation to a family member. 20.41 Before taking this leave, the EMPLOYEE must give the COUNTY as much notice as is reasonable and practicable in the circumstances. I. Citizenship Ceremony 20.42 An EMPLOYEE who has been employed by the COUNTY for at least ninety (90) days is entitled up to a half- day of unpaid leave to attend a citizenship ceremony to receive a certificate of citizenship, as provided for under the Citizenship Act (Canada) and regulations made under that Act. 20.43 Before taking this leave the EMPLOYEE must give the COUNTY as much notice as is reasonable and practicable in the circumstances. J. Death or Disappearance of a Child Leave 20.44 An EMPLOYEE who has been employed by the COUNTY for at least ninety (90) days is entitled to an unpaid leave as follows: i. a period of up to fifty-two (52) weeks if the EMPLOYEE is the parent of a child who has disappeared and it is probable, considering the circumstances, that the child disappeared as a result of a crime. Or ii. a period of up to one hundred and four (104) weeks if the EMPLOYEE is the parent of a child who has died and it is probable, considering the circumstances, that the child died as a result of a crime. 20.45 An EMPLOYEE is not entitled to death or disappearance of child leave if they are charged with the crime that resulted in the death or disappearance of the child. i. If the EMPLOYEE is charged while on leave, the leave ends on the day which the EMPLOYEE is charged. 20.46 The EMPLOYEE must provide the COUNTY with reasonable verification of their entitlement to the leave as soon as is reasonable and practicable in the circumstances. 127 2019.12.10 Adopted Council Package 35 20.47 The period during which an EMPLOYEE may take the leave; i.begins on the day on which the death or disappearance, as the case may be, occurs, and ends, subject to; (a) in the case of leave a ‘disappearance’, fifty-two (52) weeks after the day on which the disappearance occurred or (b) in the case of a ‘death’ one hundred and four (104) weeks after the day on which the death occurred. 20.48 An EMPLOYEE who wishes to take this leave must give the COUNTY written notice as soon as is reasonable and practicable in the circumstances. The notice must include the estimated date of the EMPLOYEES return to work. 20.49 The EMPLOYEE must inform the COUNTY of any changes in the estimated date of return to work. 20.50 In the case of a child who disappears and who is subsequently found, the leave period is then; ii. If the child is found alive, fourteen (14) days after the day on which the child is found but no later than the end of the fifty-two (52)-week period, or iii. If the child has died, one hundred and four (104 weeks after the day on which the disappearance occurred. 20.51 For greater certainty, this leave ends on the day on which the circumstances are such that it is no longer probable that the death or disappearance was the result of a crime. 20.52 The EMPLOYEE must provide at least one (1) week’s written notice of return to work date. 20.53 An EMPLOYEE who does not wish to resume employment after the leave ends must give the employer at least 2 (two) weeks’ written notice of the EMPLOYEE’s intention to terminate employment. K. Critical illness of a child 20.54 When used in this item “child” means a person who is under eighteen (18) years of age. 20.55 AN EMPLOYEE who has been employed by the COUNTY for at least ninety (90) days and is a parent or guardian of a critically ill child is entitled to an unpaid critical illness of child leave of up to thirty-six (36) weeks for the purpose of providing care or support to the child. 20.56 If the COUNTY employs more than one parent of the critically ill child, the COUNTY is not required to grant the leave to more than one EMPLOYEE at a time. 20.57 If more than one child of the EMPLOYEE is critically ill as a result of a same event, the period during which the EMPLOYEE may take leave i. Begins on the earlier of the dates the critically ill child that requires the care or support based on the first medical certificate issued in respect to any of the children that are critically ill and ii. Ends on the earliest of the following occurrences: a. The last day of the work week in which the last of the critically ill children dies; b. The expiry of the thirty-six (36) weeks following the date the leave began c. The time at which the child no longer requires that care or support 128 2019.12.10 Adopted Council Package 36 d. The last day of the work week in which the EMPLOYEE ceases to provide care or support to the last of the critically ill children. 20.58 The EMPLOYEE must provide to the COUNTY a medical certificate stating a) That the child is critically ill child and requires the care or support of one or more parents; b) The start date of the period during which the child requires that care or support; c) The end date of the period during which the child requires care of support; d) If the leave was begun before the certificate was issued, the day the leave began. 20.59 The EMPLOYEE must provide a copy of the medical certificate noted in 20.59, before commencing critical illness of a child leave unless the EMPPLOYEE is unable to do so, in which case the EMPLOYEE must provide the certificate as soon as is reasonable and practicable in the circumstances. 20.60 An EMPLOYEE who wishes to take critical illness of child leave must give the COUTNY at least two (2) weeks’ written notice, which notice must also include the estimated date of the EMPLOYEE’S return to work, unless a shorter notice period is necessary in the circumstances, in which case the notice must be provided as soon as is reasonable and practicable in the circumstances. 20.61 The EMPLOYEE must inform their SUPERVISOR/MANAGER of any changes in the estimated date of returning to work. 20.62 Critical illness of child leave may be taken in one or more periods, but no period may be less than one week’s duration. 20.63 Critical illness of child leave ends on the earliest of the following occurrences; a) The last day of the work week in which the child named in the medical certificate dies b) The period of thirty-six (36) weeks ends c) The child no longer requires the care or support that the EMPLOYEE was providing. 20.64 The EMPLOYEE must provide one (1) weeks’ written notice of return to work date. 20.65 An EMPLOYEE who does not wish to resume employment after the leave ends must give the employer at least 2 (two) weeks’ written notice of the EMPLOYEE’s intention to terminate employment. L. Domestic Violence Leave 20.66 An EMPLOYEE who is a victim of domestic violence and has been employed the COUNTY of at least ninety ( 90) days is entitled to an unpaid domestic violence leave of up to ten (10) days in a calendar year. 20.67 For the purpose of this item, domestic violence occurs when an EMPLOYEE, the EMPLOYEE’S dependent child or a protected adult who lives with the EMPLOYEE is subjected to any of the acts or omissions listed in 20.68 and; a) Is or has been married to the EMPLOYEE, is or has been an adult interdependent partner of the EMPLOYEE or is residing or has resided together with the EMPLOYEE in an intimate relationship, b) Is or has been in a dating relationship with the EMPLOYEE, regardless of whether they have lived together at any time, 129 2019.12.10 Adopted Council Package 37 c) Is the biological or adoptive parent of one or more children with the EMPLOYEE, regardless of their marital status or whether they have lived together at any time or, d) is related to the EMPLOYEE by blood, marriage or adoption or by virtue of an adult interdependent relationship, regardless of whether they have lived together at any time, or e) resides with the EMPLOYEE and has care and custody over the EMPLOYEE pursuant to an order of a court. 20.68 The following acts and omissions constitute domestic violence for this item: a) Any intentional or reckless act or omission that causes injury or property damage and that intimidates or harms a person; b) Any act or threatened act that intimidates a person by creating a reasonable fear of property damage or injury to a person; c) Conduct that reasonably, in all circumstances, constitutes psychological or emotional abuse; d) Forced confinement; e) Sexual contact of any kind that is coerced by force or threat of force; f) Stalking. 20.69 An EMPLOYEE may take domestic violence leave for one or more of the following purposes: a) To seek medical attention for the EMPLOYEE or the EMPLOYEE’S dependent child or protected adult in respect of a physical or psychological injury or disability caused by the domestic violence; b) To obtain services from a victim services organization; c) To obtain psychological or other professional counselling for the EMPLOYEE or the EMPLOYEE’s dependent child or protected adult; d) To relocate temporarily or permanently; e) To seek legal or law enforcement assistance, including preparing for or participating in any civil or criminal legal proceeding related to or resulting from the domestic violence f) Any other purpose provided for in the regulations. 20.70 Before taking this leave the EMPLOYEE must give the COUNTY as much notice as is reasonable and practicable in the circumstances. ITEM 21 - SICK LEAVE A. General Items 21.1 When used in this Item, the word "personal disability" shall mean the inability of an EMPLOYEE to perform the regular duties of their POSITION by reason of an illness or injury, not covered by the Worker’s Compensation Act. 21.2 EMPLOYEES reporting sick shall call their SUPERVISOR as soon as possible before the start of their next shift. When an EMPLOYEE is aware, due to the nature of the illness or injury, that they will be absent from work for more than three (3) days, they shall advise their SUPERVISOR when reporting sick. 21.3 EMPLOYEES are required to submit medical proof of illness for any claim of sick leave in excess of three (3) days. However, where a sick leave usage issue has been identified with a particular 130 2019.12.10 Adopted Council Package 38 EMPLOYEE, such EMPLOYEE will be provided with prior written notice of the necessity to submit medical proof of illness for any future claim for sick leave, regardless of the duration. 21.4 An EMPLOYEE who is on sick leave, short or long term disability is not permitted to be gainfully employed by anyone other than the COUNTY during the period of absence due to illness or injury, or use the approved time off for personal gain of any kind. If an EMPLOYEE is found to be abusing sick leave in any way, or using it for personal gain, the EMPLOYEE may be terminated immediately for just cause. 21.5 Should an EMPLOYEE be unable to work due to illness or injury for a period in excess of one (1) month, and not be approved to receive disability benefits through either WCB or the EMPLOYEE Benefit Program, they are required to provide the COUNTY documentation from their physician describing the EMPLOYEE’S ability to return to work on both a full and modified basis, having regard for the EMPLOYEE’S position profile. 21.6 Such documentation shall be provided to the COUNTY on a monthly basis except where the EMPLOYEE has previously provided documentation stating they will be unable to return to work for a period in excess of one (1) month. In such case, the EMPLOYEE shall be required to provide documentation upon the expiration of such period. 21.7 In addition, The EMPLOYEE shall provide the COUNTY with no less than fourteen (14) days written notice of their readiness to return to work in the case of any absence due to illness or injury for a period in excess of three (3) months. The COUNTY requires such EMPLOYEES to provide a certificate of fitness to return to work from their physician prior to returning to work. 21.8 An EMPLOYEE on an extended sick leave is required, where possible, to cooperate in the COUNTY’S attempts to reasonably accommodate the EMPLOYEE’S illness, limitations or needs, as well as help to facilitate the EMPLOYEE’S appropriate and timely return to work. B. Sick Days 21.9 Sick days are provided by the COUNTY for the purpose of maintaining the regular earnings of an EMPLOYEE when they are absent from work due to illness, medical related appointments, quarantine, or accident, for which compensation is not payable under the Workers’ Compensation Act. 21.10 One (1) sick day per month shall be earned by an EMPLOYEE for every calendar month an EMPLOYEE is employed. The unused portion of an EMPLOYEE'S sick days shall accumulate to a maximum of one hundred (100) days. EMPLOYEES hired after January 1, 2015 who have reached this threshold of one hundred (100) days banked will continue to earn one (1) sick day per month, however the banked days may never exceed one hundred (100) days with the exception of those identified in 21.11 21.11 EMPLOYEES hired prior to January 1, 2015, who has accumulated one hundred (100) sick days will be paid semi-annually for the number of sick days accumulated in excess of one hundred (100) days. This will be paid out at the EMPLOYEE’S REGULAR RATE OF PAY based on the EMPLOYEE’S regular hours per day to a maximum of twelve (12) days per year. Upon termination, those days earned in excess of 100 days but not yet paid out will also be paid out at their REGULAR RATE OF PAY. 21.12 When an EMPLOYEE is prevented from performing their duties for the COUNTY by reason of personal disability, such EMPLOYEE shall be paid at their REGULAR RATE OF PAY for each day of such personal disability, and the EMPLOYEE shall have their sick day benefit reduced by an amount equal to the number of days for which the EMPLOYEE receives such payment. 21.13 An EMPLOYEE who has been continuously employed with the COUNTY for fifteen (15) or more years and who leaves the COUNTY’S employment for any reason (other than just cause termination) shall 131 2019.12.10 Adopted Council Package 39 be paid for all[JK8] accumulated sick days standing to their credit, to a maximum of one hundred (100) days. 21.14 An EMPLOYEE who has been continuously employed with the COUNTY for four (4) or more years and who leaves the COUNTY’S employment for any reason, other than to collect pensionable benefits, shall be paid for fifty per cent (50%) of all accumulated sick days standing to their credit, to a maximum of fifty out of one hundred (50/100) days. An EMPLOYEE who has been continuously employed with the COUNTY for nine (9) or more years and who leaves the COUNTY’S employment for any reason, other than retirement or pension, shall be paid for seventy-five per cent (75%) of all accumulated sick days standing to their credit, to a maximum of seventy-five out of one hundred (75/100) days. 21.15 Any employee terminated for just cause, will not be eligible for pay out of accumulated sick benefits. 21.16 An EMPLOYEE who retires and goes on pension shall be given full pay for all accumulated sick day benefits standing to their credit. 21.17 For purposes of Items 21.11, 21.12, 21.13 and 21.14 the pay rate shall be at the EMPLOYEE’S current rate of pay as at the date he leaves or retires, as the case may be. 21.18 An EMPLOYEE may use their sick time to attend to the medical, illness or accident related needs of their immediate family. As defined as: Current spouse, parent or parent in-law, brother, sister, son, daughter, related dependent, ward or guardian 21.18 PART-TIME PERMANENT EMPLOYEES are entitled to a proportionate sick day benefit entitlement equivalent to the percentage of full time hours worked, provided they work the minimum required hours to participate in the group benefits plan. 21.19 An EMPLOYEE shall not be credited with nor accumulate sick leave entitlement while on any unpaid leave of absence. C. Short Term Disability 21.20 In the event that a personal disability exceeds seven (7) calendar days, the EMPLOYEE, if entitled, shall apply to receive benefits through the Short-Term Disability Insurance Plan. Once an EMPLOYEE is entitled to receive disability benefits pursuant to the Disability Insurance Plan, the EMPLOYEE’S entitlement to sick days from the COUNTY will cease with the exception of the option to “top up” as outlined in this section. 21.21 Should the COUNTY experience a pandemic outbreak, EMPLOYEES who become ill as a result of carrying out their duties in response to this pandemic and maintaining the operations of the COUNTY, will suffer no loss of earnings or be required to use accumulated sick days. 21.22 If an EMPLOYEE is unable to work due to illness or disability, which is not eligible for Workers Compensation benefits, however the EMPLOYEE is approved to receive benefits under the EMPLOYEE group Short Term Disability Program, they may be paid their regular wages based upon their regular assigned work day hours for any waiting period by utilizing sick days,’ vacation days, or 21.23 Once an EMPLOYEE has been approved to receive benefits under the EMPLOYEE group Short Term Disability Program, the EMPLOYEE may request that the COUNTY “top up” the earnings by use of sick days or vacation days. EMPLOYEES utilizing this “top up” benefit are expected to use in the order listed. At no time will the total earnings received from the group wage protection program and the COUNTY exceed 100% of the EMPLOYEES regular wages based upon their regular assigned work day hours. 132 2019.12.10 Adopted Council Package 40 21.24 No sick days will be earned while EMPLOYEES are in receipt of Short Term Disability benefit. 21.25 The period of time that the EMPLOYEE is receiving benefits through the Short-Term Disability Insurance Plan will be considered pensionable for Local Authorities Pension Plan purposes, based upon their regular assigned work day hours and EMPLOYEES will be responsible for their portion of the premium payable. D. Long Term Disability 21.26 If an EMPLOYEE becomes permanently disabled and is in receipt of Long Term Disability benefits under the COUNTY’S group health plan, Canada Pension Plan disability benefits, or Workers Compensation Benefits, the EMPLOYEE shall be paid for all accumulated sick days standing to their credit, to a maximum of one hundred (100) days. 21.27 Where an EMPLOYEE is on long term disability, or has exhausted their available sick day credits during the course of an illness, and the illness continues, the EMPLOYEE shall be deemed to be on a leave of absence without pay for the duration of the illness. E. Long-term Illness and Injury Leave 21.28 An EMPLOYEE that has been employed by the COUNTY for at least ninety (90) days is entitled to unpaid leave due to illness, injury or quarantine of the EMPLOYEE. 21.29 This leave is not to exceed sixteen (16) weeks in a year. 21.30 The EMPLOYEE must provide a copy of the medical certificate prior to commencing the leave unless the EMPLOYEE is unable to do so, in which case the EMPLOYEE must provide the certificate as soon as is reasonable and practicable in the circumstances. 21.31 The EMPLOYEE must give the COUNTY written notice as is reasonable and practicable in the circumstances, this notice must include the estimated date of the EMPLOYEEs return to work. 21.32 The EMPLOYEE must provide at least one (1) week’s written notice of the date they intend to return to work unless they have a different agreement with their SUPERVISOR/MANAGER. 21.33 The EMPLOYEE must inform the COUNTY of any changes in the estimated return to work. 21.34 AN EMPLOYEE who does not wish to resume employment after the leave must give the COUNTY at least two (2) weeks written notice of their intent to terminate employment. ITEM 22 – EMPLOYEE BENEFITS A. Workers Compensation 22.1 As required by Provincial legislation, the COUNTY carries Workers Compensation coverage for all EMPLOYEES. If an EMPLOYEE suffers an injury while at work they apply for Workers Compensation Benefits. 22.2 The period of time that the EMPLOYEE is receiving Workers Compensation benefits will be considered pensionable for Local Authorities Pension Plan purposes. Based upon their regular assigned work day hours and EMPLOYEES will be responsible for their portion of the premium payable. 22.3 While receiving Workers Compensation benefits, the EMPLOYEE shall have the opportunity to remain on the EMPLOYEE Benefits package with the understanding that they are responsible for the 133 2019.12.10 Adopted Council Package 41 payment of the EMPLOYEE portion if any of the benefit premiums during this period of time. Failure to pay on the EMPLOYEE’S part may result in cancellation of benefits under this program. 22.4 Once an EMPLOYEE has been approved to receive Worker’s Compensation benefits, the EMPLOYEE may request that the COUNTY top up the earnings by use of banked sick days or vacation days. At no time will the total earnings received from Worker’s Compensation and the COUNTY exceed 100% of the EMPLOYEES regular wages based upon their regular assigned work day hours. B. EMPLOYEE Group Health Coverage 22.5 PERMANENT EMPLOYEES shall be entitled to the group benefits program as determined by the COUNTY[JK9], which shall be compulsory for all PERMANENT EMPLOYEES. If an EMPLOYEE can provide evidence of similar or better coverage elsewhere, they may choose to opt out of all benefit coverage, but cannot choose to opt out of selective benefits. 22.6 Participation in the EMPLOYEE Group Benefit Plan is compulsory upon the EMPLOYEES’ employment start date. 22.7 Premium under the EMPLOYEE Group Benefit Plan are 100% Employer paid as follows: Long term disability premium Life insurance premium/AD&D Dependent Life Insurance Short term disability premium Extended Health Care premium Dental premium EMPLOYEE Assistance Program Critical Illness Insurance premium Other: Health Care Spending Account $750/calendar year 22.8 Should the Provincial Government reinstate a form of Provincial Healthcare or Wellness premium that is required to be paid by residents it must be paid through payroll deduction, the EMPLOYEE will be 100% responsible for the premium. 22.9 Should the EMPLOYEE no longer qualify under the current group health plan, due to age restriction, an alternative private plan of similar coverage, available through the current carrier, will be provided. To qualify for this alternate coverage, the EMPLOYEE must be a current participant in the group health plan. 22.10 Should the combined monthly premiums for both the EMPLOYEE and the dependent(s) exceed that which was or would be provided under the current group health plan, the EMPLOYEE will be responsible for the cost difference. 22.11 Should a newly hired EMPLOYEE or their spouse not qualify due to age restriction for coverage under the EMPLOYEE group health plan, an alternate plan will not be provided. When there are no longer sufficient sick days, or vacation days available to the EMPLOYEE to cover the difference between their full salary and WCB or Short Term Disability benefits, the EMPLOYEE shall be deemed to be on an approved leave of absence without pay for the duration of the disability. 22.12 All decisions regarding benefit coverage are made by the benefit carrier at their sole discretion according to the policy terms. The COUNTY bears no responsibility or liability for such decisions. Questions or concerns regarding such decision should be directed to the carrier of the benefit in issue. 134 2019.12.10 Adopted Council Package 42 22.13 The COUNTY retains the right to review and change benefit carriers and/or coverage from time to time as it deems appropriate. EMPLOYEES will be advised in writing of any such changes. 22.14 EMPLOYEES on an approved leave of absence without pay in excess of one (1) month, other than maternity, parental, adoption or compassionate leave, shall have the option of continuing benefit coverage by pre-paying 100% of both the EMPLOYER and EMPLOYEE benefit premiums. Where the EMPLOYEE fails to do so, their coverage will be cancelled and the EMPLOYEE will be advised in writing. 22.15 When an EMPLOYEE is unable to work due to illness or disability, and they have been denied approval or coverage under both the Workers Compensation and EMPLOYEE group health wage protection benefit (Short term or Long Term), they are deemed to be on an unapproved leave of absence without pay. Until such time as the EMPLOYEE returns to work or a wage protection benefit is approved, the EMPLOYEES access to the Group Health Coverage will be suspended. 22.16 Upon termination or resignation, EMPLOYEES will be advised of the period within which benefits will expire as well as the period to convert benefits to the EMPLOYEE’S private coverage. C. Pension Plan and Retirement 22.17 EMPLOYEE contributions to the Canada Pension Plan are compulsory and are payable at the rates set by the Government of Canada. 22.18 In addition to the Canada Pension Plan, every PERMANENT EMPLOYEE must join the Local Authorities Pension Plan and EMPLOYEES and the COUNTY shall make contributions to such plan in accordance with the provisions of the Plan. EMPLOYEE will serve a six month waiting period for commencement to the plan unless the EMPLOYEE has prior service with LAPP and no break in service from a previous employer. In these situations, the EMPLOYEE’S start date in the plan will be the same as their employment start date. This waiting period may be waived at the discretion of the CAO. 22.19 The COUNTY requires a minimum of 30 (thirty) hours per week to participate in the Local Authority[JK10] Pension Plan. 22.19 Should an EMPLOYEE have participated in a waiting period under the Local Authorities Pension Plan, EMPLOYEES can apply within five years to purchase their waiting period service. The EMPLOYEE will be responsible for their contributions and the employer will be responsible for their contributions. Should the application be after the five-year period, the EMPLOYEE will be responsible for both the EMPLOYEE and Employer’s contributions. 22.20 Once an EMPLOYEE joins LAPP, they must continue to participate pursuant to the governing regulations of LAPP. 22.21 From time to time, The COUNTY may implement, at its sole discretion, a voluntary retirement incentive program for EMPLOYEES under the age of sixty-five (65). 22.22 An EMPLOYEE has the option of purchasing optional service from any period of an approved leave as per LAPP regulations. 22.23 The COUNTY will pay for an EMPLOYEE’s salary and/or hourly pay, during working hours to attend one LAPP pension retirement session. Any further pension sessions are to be at the EMPLOYEE’s own costs. ITEM 23 – EARLY RETIREMENT INCENTIVE 135 2019.12.10 Adopted Council Package 43 23.1 This item is effective for eligible EMPLOYEES who retire after January 1, 1999. EMPLOYEES hired prior to January 1, 2007 may apply for early retirement if they meet the following criteria. EMPLOYEES hired after January 1, 2007 do not qualify for the Early Retirement Incentive. 23.2 Application for the Early Retirement Incentive Program must be made six months prior to the date in which the early retirement is to be taken. An exception will be considered in the case of medical circumstances. 23.3 EMPLOYEES applying for the Early Retirement Incentive Program must be PERMANENT EMPLOYEES with a minimum of fifteen years of continuous employment with the COUNTY as well as a minimum age of 55 years. 23.4 The remuneration for the Early Retirement Incentive Program will be calculated as follows: (i) If an EMPLOYEE retires at the minimum age of 55 years or before the age of sixty, he/she will receive sixty percent (60%) of their current annual salary with the option of having this amount paid out in one lump sum payment or over a three year period (in three equal installments). The EMPLOYEE will be permitted to remain on the COUNTY’S group health plan (AB Health Care, extended medical benefits, group life insurance and dental coverage) and the COUNTY will pay eighty percent (80%) of these premiums with the EMPLOYEE paying the remaining twenty percent (20%). This group health coverage arrangement will only be effective providing the EMPLOYEE remains retired and does not re-enter the workforce. Should the EMPLOYEE obtain other employment after retirement from the COUNTY, this group health provision will be cancelled; (ii) If an EMPLOYEE retires between the ages of sixty years and sixty five years, he/she will receive ten percent (10%) of their current annual salary with the option of having this amount paid out in one lump sum payment or over a three year period (in three equal installments). The EMPLOYEE will be permitted to remain on the COUNTY’S group health plan (AB Health Care, extended medical benefits, group life insurance and dental coverage) and the COUNTY will pay eighty percent (80%) of these premiums with the EMPLOYEE paying the remaining twenty percent (20%). This group health coverage arrangement will only be effective providing the EMPLOYEE remains retired and does not re-enter the workforce. Should the EMPLOYEE obtain other employment after retirement from the COUNTY, this group health provision will be cancelled. 23.5 If an EMPLOYEE accepts another permanent POSITION with the COUNTY after retirement, it will be necessary to pay back the full amount of the early retirement incentive payment. 23.6 Group health benefits to include EMPLOYEE life, extended health and dental. Not included in the group health are dependent and spouse life coverage; Accidental Death and Dismemberment (AD&D), Short Term Disability (STD) and Long Term Disability (LTD) benefits, Critical Illness insurance. Extended health and dental benefits to include, if applicable, the retiree’s spouse and dependents. 23.7 EMPLOYEE life insurance coverage be established at 50% of the EMPLOYEE’S life insurance coverage at time of retirement to a maximum of $50,000.00. Group health benefits, to be paid to eligible retirees until the retiree’s sixty fifth (65) birthday. 23.8 Other employment - For clarification; a retiree may work up to eighty-four (84) days per year and still remain on the group health benefits under this policy. Group health benefits under this policy will be cancelled and not reinstated should a retiree work in excess of eighty-four (84) days per year. (Note: the eighty-four day per year working clause is the same as the Local Authorities Pension Plan) 23.9 Refer to Appendix “B” for a sample agreement and an outline of the payment calculation and options for this incentive. 136 2019.12.10 Adopted Council Package 44 ITEM 24 – PHASED IN RETIREMENT 24.1 The COUNTY is committed to retaining the expertise and experience of knowledgeable EMPLOYEES who are nearing the end of their working careers. The COUNTY is also committed to assisting those individuals with a smooth transition into retirement. This benefit is designed to accommodate requests for reduced hours of work prior to retirement. 24.2 To be eligible to apply, an EMPLOYEE must: • Be eligible for retirement upon expiration of the reduced work period • Have worked for the COUNTY for a minimum of five (5) years • Have a firm retirement date 24.3 Each request will be dealt with individually and must be approved by the CAO. The COUNTY is under no obligation to approve every request, as it is understood that some POSITIONS in the organization cannot accommodate such an arrangement, while maintaining the required level of services and meeting organizational commitments. Once a Phased-in Retirement Agreement has been reached and ratified by both parties, it can only be amended or rescinded by mutual agreement. 24.4 For the period immediately preceding retirement, an EMPLOYEE can apply for reduced hours of work as per the following options: • Minimum of 25 hours per week for a maximum period of two years. EMPLOYEE would continue to qualify for coverage under the EMPLOYEE group benefits program. • Minimum of 21 hours per week for a maximum period of one year. EMPLOYEE would no longer qualify for coverage under the EMPLOYEE group benefits program. ITEM 25 - TRAINING AND DEVELOPMENT, EDUCATIONAL ASSISTANCE 25.1 The COUNTY is dedicated to maintaining a workforce, which is appropriately trained. The COUNTY believes in the value of ongoing education, skill development and qualification enhancement. 25.2 From time to time The COUNTY may require EMPLOYEES to attend training or educational courses. Where an EMPLOYEE is required to do so, the EMPLOYEE will suffer no loss of regular earnings, nor will they bear the cost of such training. 25.3 EMPLOYEES who must travel to and from conferences, conventions or training events will be expected to adjust their work hours to incorporate their travel time as to not incur over time when possible. Any overtime incurred for travel will be paid at the overtime rate of 1.5 times the EMPLOYEES regular rate of pay. 25.4 EMPLOYEES may apply for educational assistance for education taken on an EMPLOYEE’S own time towards a certificate program or degree related to current or future responsibilities. Upon approval, the COUNTY will provide one hundred percent (100%) of registration costs and application fees in advance to the registered institution. Should the EMPLOYEE be unsuccessful in completing or passing the course, the full registration cost must be refunded to the COUNTY. Costs for extensions and re-writes will not be provided for, unless due to COUNTY operational requirements at the discretion of the CAO. 25.5 Where an EMPLOYEE wishes to pursue job related training or educational upgrading which the COUNTY does not require him to attend, the EMPLOYEE may make such request in writing specifying the nature, duration, date of return to work, location and all costs associated with that 137 2019.12.10 Adopted Council Package 45 training. Approval to attend such training will be at the sole discretion of the CAO and may be granted either as an unpaid leave, an unpaid leave with the cost of the course to be covered by the COUNTY, or a paid leave for which the cost of the program is covered. Conditions regarding required length of service following the successful completion of such training will be dictated by the terms and conditions outlined in a training and development agreement. 25.6 Requests to attend training or educational programs unrelated to the EMPLOYEE’S current or future duties with the COUNTY will not be granted. 25.7 EMPLOYEES as part of an apprenticeship agreement shall adhere to the terms of the agreement in place with them and the requirements under the EI Sub Program. While attending training, the EMPLOYEE will remain participants in the EMPLOYEE group benefit plan, however they will not accumulate sick, vacation or LAPP credits. ITEM 26 – EMPLOYEE COMPUTER PURCHASE PLAN 26.1 This benefit allows PERMANENT EMPLOYEES[JK11] who have successfully completed their PROBATIONARY PERIOD to allocate a portion of their salary towards the purchase of COMPUTERS, paid over time via payroll deductions. 26.2 This plan is not retroactive to past purchases already made. 26.3 The minimum purchase is $500. The minimum monthly deduction amount is fifty dollars $50 over a maximum period of twenty-four (24) months. The maximum purchase is $3,000, only one purchase is allowed per 12 month period and only 1 (one) purchase plan can be active at a time. 26.4 In the event an EMPLOYEE purchases additional equipment, peripherals or software, the same procedures apply as for a new purchase. 26.5 The EMPLOYEE is responsible for all costs relating to the purchase, shipping and handling, set up, installation or any other related costs. These costs must be identified prior to the preparation of the invoice prior to the approval of the Purchase Agreement 26.6 The EMPLOYEE is made aware that any taxable benefits which may occur as a result of these transactions are the responsibility of the EMPLOYEE. The purchase plan may result in a taxable benefit and the COUNTY may be required to add this to the EMPLOYEE’S taxable income on the annual T 4 Slip which will result in the EMPLOYEE paying income tax on this taxable benefit. 26.7 The COUNTY is not obligated to purchase computer equipment for any EMPLOYEE. The process for purchase is outlined on the Computer Purchase Plan-Appendix “C” 26.8 The COUNTY reserves the right to cancel any purchase where either the EMPLOYEE and/or the vendor fails to follow proper procedures, and/or where the finalization of the purchase does not occur within a reasonable period of time as determined by the CAO or designate . The EMPLOYEE is responsible for all costs where applicable, resulting from cancellation of an order or goods returned charges. 26.9 The EMPLOYEE may pay out the remaining balance of the contract through the use of payroll deduction. 26.10 In the event that the EMPLOYEE terminates employment at the COUNTY for any reason, the balance owing at the date of termination will become due and payable immediately. The EMPLOYEE agrees that all of the outstanding balance may be deducted from the final gross pay and/or the vacation pay at that time and the EMPLOYEE remains responsible for repayment of any additional amounts outstanding. 138 2019.12.10 Adopted Council Package 46 ITEM 27 – PROFESSIONAL MEMBERSHIPS 27.1 The COUNTY may, subject to budget availability, pay fees for EMPLOYEES to hold membership(s) in professional organizations/associations related to the EMPLOYEES prescribed duties and responsibilities. ITEM 28 – RECOGNITION of ACADEMIC ACHIEVEMENT 28.1 Where further formal education completed by the EMPLOYEE results in the awarding of a degree, certificate (minimum equivalent of 300 hours) or designation from a recognized educational institution or professional association, the COUNTY may choose to provide formal recognition of the EMPLOYEE’s academic achievement. 28.2 This reward is not intended for achievement attained through certificates of attendance. It is recognized that the commitment of personal time to achieve these levels of academic excellence are considerable upon the EMPLOYEE, and appropriate recognition is supported through the following means: • The CAO may provide recognition of the EMPLOYEE’s academic achievement at a suitable meeting or gathering of the EMPLOYEE and the EMPLOYEE’s co-workers. • The COUNCIL may provide recognition of the EMPLOYEE’s academic achievement during a regularly scheduled COUNCIL meeting. The EMPLOYEE will also receive a congratulatory letter from the Reeve. • The CAO may provide a financial award to the EMPLOYEE in the form of a one-time bonus, not to exceed 1% of the EMPLOYEE’s current gross annual base salary. ITEM 29 – PROMOTIONAL CLOTHING and GOODS PROGRAM 29.1 The COUNTY wishes to encourage PERMANENT[JK12] EMPLOYEES to wear clothing or utilize items displaying the COUNTY Logo both at work and at their leisure, and will provide an annual allowance for EMPLOYEES to purchase these items. 29.2 Newly hired PERMANENT EMPLOYEES shall be authorized to participate fully in this program following the completion of their PROBATIONARY PERIOD. During the first year, and each calendar year following, the EMPLOYEE shall be provided with an allowance of up to $150.00 to be used towards the purchase of selected items of promotional clothing and goods. 29.3 The COUNTY shall select one or more suppliers, based on the quality of and associated costs, of the clothing and goods. All articles of promotional clothing and goods purchased under this allowance must visibly bear only the COUNTY Logo in a visible location while being worn or used. 29.4 If no merchandise is wanted, no other items or cash equivalent will be distributed to any EMPLOYEE. The allowance or any unused portion of the allowance is not transferrable to the next calendar year, with the exception of items that are backordered from one calendar year to the next. If the cost of the clothing and goods is greater than the maximum allowable allowance, the EMPLOYEE will be required to pay the difference prior to the merchandise being received. ITEM 30 – DRESS CODE 30.1 The guidelines are intended to incorporate certain principles for acceptable standards of dress during the regular working day. Therefore dress shall: • Not compromise staff safety and security (where required) 139 2019.12.10 Adopted Council Package 47 • Be in keeping with the professional image of a municipal government body • Be appropriate to the EMPLOYEES work site or office location. For example, if you are an office EMPLOYEE and you know that you will be spending the day in the field, then you dress accordingly. 30.2 When attending a public meeting you are representing the COUNTY. Therefore, you are expected to dress in Business Casual attire and be properly groomed. This would include meetings and presentations to COUNCIL. 30.3 POSITIONS that have a particular dress code uniform, such as Peace Officers and Emergency Services, are exempt from this policy item. 30.4 Further to those principles, suggested dress will vary from office to field POSITIONS. 30.5 We consider all EMPLOYEES “ambassadors” of the COUNTY. Part of this responsibility involves a clean, neat, and properly attired appearance that projects a confident and professional image; one that reflects positively upon the COUNTY. 30.6 Office POSITIONS - Business Casual: Designed and intended for a business environment but is less formal than jacket and ties. Attire in good repair that is appropriate for the COUNTY includes: • Dress pants, suits, Dockers (Khakis), pant suits, skirts • Dress shirts, blouses, shirts with collars, golf shirts, sleeveless shirts and dresses (Straps no less than 4 cm in width, short/long sleeve tops) • Dresses/Skirts/Skorts are required to be no shorter than four inches above the knee • Hosiery is suggested for all dresses and skirts above the knee • Sweaters, turtlenecks, pullovers and vests • Dress (not walking) shorts • Capri length pants • Dress shoes or dress sandals, casual shoes, boots • Please be conscious of the tightness of clothing and use your judgment • Cords or colored denims (not faded or worn) Not Acceptable • Spandex – stretch material that fits like a glove - use your own discretion on suitability as many fabrics contain some spandex • Blue jeans (unless Casual Friday), blue jean shorts or worn or faded cords • Sweat shirts or sweat pants • Miniskirts more than 4 inches above the knee • Spaghetti strap, see-through, halter or midriff tops, unless covered or worn in conjunction with a second garment that provides proper coverage • Casual T-shirts • Athletic or sportswear, running shoes (sneakers) or beach flip-flop footwear • Baseball caps • Outerwear jackets and coats while working inside the office Casual Fridays • All the guidelines for Business Casual • Blue jeans (clean, with no frays or tears) denim tops, denim outfits or coloured denims • Walking shorts • Athletic or sportswear, running shoes (sneakers) or sandals • Cords • Casual T-shirts, including those with appropriate logos 140 2019.12.10 Adopted Council Package 48 Not Acceptable • “Leisure casual” shorts • Beach flip-flop footwear • Spandex – stretch material that fits like a glove - use your own discretion as many fabrics contain some spandex 30.7 Field POSITIONS In order to ensure the safety of personnel as outlined in the COUNTY’S Health & Safety Manual, personal protective gear or specific clothing shall be worn as required. This may include items such as, but not limited to, CSA approved safety shoes or boots, hard hats, eye protection, masks, long-sleeved shirts and pants for those working with/around chemicals and its application, boots for drainage projects, traffic vests etc. 30.8 If not specifically outlined by the policy, staff in field POSITIONS (those whose majority of time is spent outside the normal office environment) may consider the following, in addition to Business Casual Dress, as acceptable dress under these guidelines: • Long or short-sleeved (may be collared) casual shirts or tops • CSA (if required) work boots/shoes, hikers, winter boots, western boots • Casual outerwear or jackets/coats • Coveralls • Baseball caps Not Acceptable • Sandals or beach “flip-flop” footwear • “Muscle shirts” • Spaghetti strap, see-through, halter or midriff tops, unless covered or worn in conjunction with a second garment that provides proper coverage • Sweat pants (non-operators) 30.9 Exceptions to the above mentioned, may be approved by the CAO for special celebrations, PROMOTIONS or events. 30.10 MANAGEMENT will utilize the foregoing to ensure overall consistency throughout the organization. ITEM 31- WORKPLACE HEALTH and SAFETY 31.1 The COUNTY is dedicated to providing a work environment and service where health and safety risks to EMPLOYEES, CUSTOMERS, and the public at large are minimized to the greatest extent possible, unnecessary hazards are eliminated, and incident prevention is paramount. 31.2 All policies, directives, and procedures contained in the COUNTY Safety Manual must be followed whether working with others or alone. 31.3 When any new safety requirement or procedure is to be implemented, EMPLOYEES will be provided with information regarding the operation of the requirement. Written information will be provided to the relevant EMPLOYEES to comply with the procedure. 31.4 The COUNTY encourages and invites input from EMPLOYEES regarding health and safety issues as well as suggestions for addressing such issues. 31.5 Any EMPLOYEE, including seasonal, required to wear Canadian Standards Association (CSA) safety- toed boots as a result of their duties and responsibilities will be reimbursed up to one hundred and fifty dollars ($150.00) per calendar year upon presentation of receipt and verification of Canadian Standards Association (CSA) identification tag. 141 2019.12.10 Adopted Council Package 49 ITEM 32 – DRUG, ALCOHOL and SMOKING 32.1 The COUNTY is committed to the health and safety of its EMPLOYEES, members, and the public at large. The COUNTY recognizes and accepts the responsibility to provide its EMPLOYEES with a safe, healthy and productive work environment. EMPLOYEES have a responsibility to report to work capable of performing their tasks safely and productively. EMPLOYEES who attend at work while under the influence of alcohol or drugs, or who use or abuse alcohol or drugs, jeopardize the health, safety and well-being of the individual, co- workers, and the public at large. A. Purpose 32.2 The purpose of this Item is to discourage, detect and deter the use and abuse of drugs and alcohol in the workplace, to establish the COUNTY’S expectations for appropriate behaviour, and the consequences for non-compliance and to provide consistent guidelines for all EMPLOYEES. B. Definitions 32.3 An EMPLOYEE will be considered to be under the influence of drugs, including prescription drugs, alcohol, a controlled substance or other intoxicant if: (i) The EMPLOYEE’s ability to perform his or her duties in a safe and productive manner is impaired, including having a blood alcohol concentration of 0.05% or greater; (ii) The EMPLOYEE is in a physical or mental condition that creates a risk to the safety and well- being of the individual, other EMPLOYEES, CUSTOMERS, or any member of the general public or places the property of the COUNTY at risk; (iii) The EMPLOYEE demonstrates signs or symptoms of impairment such as the smell of alcohol on his or her breath, slurred speech, difficulty with fine motor skills or other atypical behaviour. C. Treatment and Accommodation 32.4 The COUNTY recognizes substance abuse of alcohol and drugs as a treatable condition. EMPLOYEES with such problems or addictions are strongly encouraged to seek assistance from their SUPERVISOR or CAO. SUPERVISORS are obligated to report the disclosure of a drug or alcohol addiction to the CAO. The COUNTY will take appropriate steps to accommodate EMPLOYEES with substance abuse problems up to the point of UNDUE HARDSHIP. If an EMPLOYEE requires accommodation and assistance from the COUNTY, the EMPLOYEE must communicate this need in sufficient detail and cooperate with the COUNTY to facilitate an appropriate course of action. An EMPLOYEE who refuses treatment or accommodation may be subject to progressive discipline, up to and including immediate termination. 32.5 EMPLOYEES are strongly encouraged and expected to notify the CAO where they reasonably believe that a fellow EMPLOYEE may be suffering from a drug or alcohol addiction. D. Drug, Alcohol and Smoking 32.6 No EMPLOYEE shall use, possess, distribute, sell or be under the influence of illegal drugs during their regular working hours, including meal periods, scheduled breaks or while assigned ON-CALL or at any time while on COUNTY premises or in COUNTY VEHICLES or equipment. The use of illegal drugs during regular working hours, while on COUNTY premises or in COUNTY VEHICLES or equipment is prohibited and may result in disciplinary action up to and including immediate dismissal. 142 2019.12.10 Adopted Council Package 50 32.7 EMPLOYEES will not be permitted to smoke in any of the COUNTY’s VEHICLES or within a prescribed distance from a doorway, window or air intake of the COUNTY’s facilities, as per provincial legislation. This includes Electronic Cigarettes. It should be noted that if a personal VEHICLE is being used for COUNTY business to transport more than the driver, it is by definition a work place, and therefore subject to this policy. 32.8 The legal use of prescription drugs is permitted at work only if the use does not impair the EMPLOYEE'S ability to perform their work in a safe and productive manner. 32.9 EMPLOYEES are required to disclose to their SUPERVISOR the use of any prescription drugs which may affect the EMPLOYEE’S work performance or the safe execution of their duties. The COUNTY will take appropriate steps to accommodate an EMPLOYEE’s necessary use of prescription drugs up to the point of UNDUE HARDSHIP. 32.10 No EMPLOYEE shall consume alcohol or be under the influence of drugs or alcohol during their regular working hours, including meal periods and scheduled breaks. No EMPLOYEE shall consume alcohol or be under the influence of drugs or alcohol while in or in control of any COUNTY VEHICLE or equipment. The consumption of alcohol or being under the influence of drugs or alcohol during regular working hours while on COUNTY premises or in COUNTY VEHICLES or equipment is prohibited and may result in disciplinary action up to and including immediate dismissal. Certain exceptions are outlined in Item 32.11. 32.11 During certain social events, the use of alcohol may be allowed. Approval from the CAO is required before alcohol can be consumed during regular working hours or on COUNTY premises. The consumption of alcohol during a COUNTY social event should be undertaken in a reasonable and responsible manner. Moderate, social consumption of alcohol is permitted while assigned ON-CALL, however the consumption of alcohol shall be undertaken in a reasonable and responsible manner and in no circumstance shall an EMPLOYEE report to work or respond to a call while under the influence of drugs and alcohol. EMPLOYEES are expected to observe all laws regarding the consumption of alcohol and, in particular, the prohibition against drinking and driving. 32.12 EMPLOYEES are discouraged from the use of illegal drugs at any time and are encouraged not to engage in drug or alcohol abuse. The use of illegal drugs or alcohol consumption during off work time which results in impairment at work may result in disciplinary action up to and including immediate dismissal. 32.13 If an EMPLOYEE is called back after regular working hours to perform work related duties and has been consuming alcohol or using drugs, it is the EMPLOYEE’S responsibility to: (i) under no circumstances operate a motor while under the influence of alcohol or drugs; (ii) notify an authorized person of the circumstances immediately; and (iii) obtain assistance from a responsible EMPLOYEE, not under the influence of alcohol or drugs, to perform the required task. E. Reasonable Cause Testing 32.14 The COUNTY reserves the right to conduct testing for the presence of alcohol or drugs when it has reasonable cause to suspect impairment. Drug and alcohol testing may only be done with the prior authorization of the CAO. 32.15 The basis for the decision to test for the presence of alcohol or drugs will be documented as soon as possible after the EMPLOYEE demonstrates impairment. 32.16 The referral for drug and alcohol testing will be based on specific, personal observations resulting from, but not limited to: 143 2019.12.10 Adopted Council Package 51 (i) observed use or evidence of use of drugs or alcohol (e.g. smell of alcohol); (ii) erratic or atypical behaviour of the EMPLOYEE; (ii) changes in physical appearance of the EMPLOYEE; (iv) changes in behaviour of the EMPLOYEE; and (v) changes in speech patterns of the EMPLOYEE. 32.17 In all situations where the COUNTY believes an EMPLOYEE is unfit to be at the workplace, a responsible escort will be used to escort the EMPLOYEE home. 32.18 Where reasonably possible, such tests shall be conducted respectfully and in a manner to minimize the intrusive nature of the tests. F. Discipline Relating to Drugs, Alcohol and Smoking 32.19 The COUNTY views the rules contained in this item to be of the utmost importance and strict compliance is required. 32.20 Any deviation from the above terms will result in disciplinary action up to and including immediate dismissal. All EMPLOYEES shall receive a copy of this Item which shall put the EMPLOYEE on notice that any dismissal resulting from a breach of this Item will be considered a “dismissal with cause” and not subject to notice of termination or remuneration in lieu. 32.21 Seeking voluntary assistance for drug or alcohol addiction will not jeopardize an EMPLOYEE'S employment with the COUNTY so long as the EMPLOYEE continues to co-operate and seek appropriate treatment for their disclosed problem and is able to treat and control the problem to facilitate a return to work within the reasonably foreseeable future. 32.22 EMPLOYEES suffering from drug or alcohol addiction who fail to co-operate with assistance or treatment programs and/or engage in repeated infractions of this Item will be subject to the normal disciplinary sanctions, up to and including immediate termination for just cause. ITEM 33 - ELECTRONIC MEDIA ACCEPTABLE USE A. General 33.1 The COUNTY encourages the use of computers, e-mail, telephones, cell phones, voice mail, copiers, fax machines, external electronic bulletin boards, wire services, online services and internet, as they can make communication more efficient and effective along with their valuable sources of information. ELECTRONIC MEDIA and services provided by the COUNTY are COUNTY property and their purpose is to facilitate and support COUNTY business. All users have the responsibility to use these resources in a professional, ethical and lawful manner while conducting COUNTY business. B. Prohibited Communications 3.2 Electronic media cannot knowingly be used for transmitting, retrieving, or storing (including desktop wallpaper and screen savers) any communication that is: i) Discriminatory or harassing; ii) Derogatory to any individual or group; 144 2019.12.10 Adopted Council Package 52 iii) Obscene, sexually explicit or pornographic; iv) Defamatory or threatening; v) In violation of any license government the use of software; vi) E ngaged in, for any purpose that is illegal or contrary to the COUNTY policy or business interests; vii) Used in such a way to damage the name or reputation of the COUNTY, its EMPLOYEES or elected officials. C. Personal Use 33.3 ELECTRONIC MEDIA and services provided by the COUNTY are for business use to assist EMPLOYEES in the performance of their jobs. Limited, occasional, or incidental use of ELECTRONIC MEDIA, including cell phones, for personal, non-business purposes is understandable and acceptable, and should be done in a manner that does not negatively affect the system’s use for business purposes. Personal use outside of a limited or occasional use should be with the approval of an EMPLOYEE’S SUPERVISOR. EMPLOYEES are expected to demonstrate a sense of responsibility and not abuse this privilege. Email humor and jokes should be minimized to adequately comply with the provisions of this policy. Communications and information research of a personal nature, not related to business activities, should be conducted outside normal working hours. 33.4 EMPLOYEES will not use any forms of ELECTRONIC MEDIA for personal use that results in a cost to the COUNTY such as personal long distance calls, personal web browsing or the downloading of personal apps over cell phone carrier network. This restriction includes mobile Hot Spotting, and/or internet tethering, unless written consent has been received from a DIRECTOR. 33.5 Should the EMPLOYEE violate this policy, they may face discipline as per this policy including termination and financial responsibility for the incurred charges. D. Electronic Communication Devices 33.6 The COUNTY may provide cell phones or computer equipment such as an I Pad for certain POSITIONS at the CAO’s discretion. These devices remain the property of the COUNTY and must be returned upon request. The EMPLOYEE is expected to take care of the equipment assigned to them. If loss or damage occurs, the EMPLOYEE must notify their SUPERVISOR/MANAGER immediately. The COUNTY may replace/repair the item at its own discretion. If it is determined that the damage or loss is a result of negligence, the EMPLOYEE may be held financially responsible for the replacement, or possibly lose the privilege of having COUNTY equipment. 33.7 Alternatively, the COUNTY may allow PERMANENT EMPLOYEES to bring their own device, and pay them a reimbursable expense of $50.00/month. Participation is determined by the job requirements and at the Director or CAO’s discretion[JK13]. 33.8 Reimbursements will be provided to eligible users in the form of a quarterly payment through Accounts Payable. 33.9 Any device used for COUNTY business will be required to have the COUNTY data removed from the device when it is replaced, or if the EMPLOYEE is no longer employed by the COUNTY. 33.10 The COUNTY has the right to share the phone number of such devices for business related purposes. 145 2019.12.10 Adopted Council Package 53 33.11 In the event of a Loss of the device, the IT SUPERVISOR must be made aware as soon as possible, so the device can be remotely wiped of COUNTY data. 33.12 All devices used for COUNTY related business are subject to FOIP and the COUNTY related business may be reviewed in the event of FOIP request. E. Access to EMPLOYEE Communications 33.13 Generally, electronic information created and/or communicated by an EMPLOYEE using email, word processing, spreadsheets, voicemail, telephones, cell phones, internet and similar ELECTRONIC MEDIA is not regularly reviewed by the COUNTY. However, the COUNTY may routinely gather logs for most electronic activities or monitor communications directly for the following purposes: i) Cost analysis; ii) Resource allocation; iii) Optimum technical management of information resources; iv) Detecting patterns of use that may indicate the violation of COUNTY policies or illegal activity; v) To facilitate investigation of complaints or concerns received through Human Resources or to the CAO; and/or vi) To determine if appropriate approval has been obtained for incidental personal use. 33.14 The COUNTY reserves the right, at its discretion to review any EMPLOYEE’S electronic files and messages to the extent necessary to ensure ELECTRONIC MEDIA and services are being used in compliance with the law, this section of the policy and other COUNTY policies. 33.15 EMPLOYEES should not assume electronic communications are completely private. Accordingly, if they have sensitive information to transmit, they should use other means. F. Software 33.16 To prevent computer viruses from being transmitted through the COUNTY’s computer system, unauthorized downloading of any unauthorized software is strictly prohibited. Only software registered through or approved by the CAO may be downloaded. EMPLOYEES are to contact the Information Management Supervisor if they have any questions. 33.17 Software is subject to licensing agreements. To prevent liability, do not remove, copy or install company software on a personal computer. Should an EMPLOYEE need access to particular software at home, the CAO will determine if such access is necessary and will obtain a valid copy. G. Security/Appropriate Use 33.18 EMPLOYEES must respect the confidentiality of other individuals’ electronic communications. Except in cases in which explicit authorization has been granted by the CAO, EMPLOYEES are prohibited from engaging in, or attempting to engage in: i) Monitoring or intercepting the files or electronic communication of other EMPLOYEES or third parties; ii) Hacking or obtaining access to systems or accounts they are not authorized to use; iii) Using other people’s log-in or passwords; and/or iv) Breaching, testing or monitoring computer or network security measures. 146 2019.12.10 Adopted Council Package 54 33.19 No email or other electronic communications can be sent that attempts to hide the identity of the sender or represent the sender as someone else. 33.20 ELECTRONIC MEDIA and services should not be used in a manner that is likely to cause network congestion or significantly hamper the ability of other people to access and use the system. 33.21 Anyone obtaining electronic access to other companies’ or individuals’ materials must respect all copyrights and cannot copy, retrieve, modify or forward copyrighted materials except as permitted by the copyright owner. 33.22 All work related documents are to be stored on the COUNTY server. Failure to do so may result in file loss. The COUNTY server is backed up nightly, while EMPLOYEE desktops/laptops are not. H. Participation in Online Forums 33.17 EMPLOYEES should remember that any messages or information sent on COUNTY provided facilities to one or more individuals via an electronic network are statements identifiable and attributable to the COUNTY. 33.18 The COUNTY recognizes that participation in some forums might be important to the performance of an EMPLOYEE’S job. I. Violations 33.19 An EMPLOYEE who abuses the privilege of his access to ELECTRONIC MEDIA and services in violation of this policy will be subject to corrective action, including restricted access, possible termination of employment, legal action and criminal liability. ITEM 34 - LONG SERVICE RECOGNITION BENEFIT AND GIFTS TO TERMINATING EMPLOYEES 34.1 The COUNTY wishes to acknowledge the service of long-term PERMANENT[JK14] EMPLOYEES as follows: (i) Eligibility for service recognition is based upon the most recent hire date (ii) Awards will be presented to PERMANENT EMPLOYEES completing five (5) continuous years of service, and for every five years thereafter. Awards will be presented at an annual event where family members and colleagues can share in the celebration of the achievement. Appreciation and recognition will be awarded as a payment through payroll. The one-time adjustment will be applied to the next pay period after the celebration. This cash award is considered a taxable benefit to the EMPLOYEE and is subject to income tax as per CRA guidelines. (i) five (5) years –$200 (ii) ten (10) years –$300 (iii) fifteen (15) years –$400 (iv) twenty (20) years –$500 (v) twenty-five (25) years –$600 (vi) thirty (30) years –$700 (vii) thirty-five (35) years and more –$800 (Maximum amount available) 147 2019.12.10 Adopted Council Package 55 34.2 The COUNTY wishes to acknowledge the service of EMPLOYEES terminating their employment with the COUNTY with a gift equivalent of twenty dollars ($20.00) times their years of service to any PERMANENT EMPLOYEE who has more than two (2) complete years of service. ITEM 35 - POLICY REVIEW 35.1 This manual is subject to review and may be altered or amended in the following manner: (i) A staff committee may be established to review the manual on an annual basis; (ii) Recommendations for changes or revisions shall be presented at a MANAGEMENT meeting for consideration; and/or (iii) All changes or revisions must have COUNCIL approval, by resolution, prior to coming into effect 148 2019.12.10 Adopted Council Package 56 COST OF LIVING INCREASES 2007 - 3.7% - Effective January 1, 2007 2008 - 5.0% - Effective January 1, 2008 2009 - 2.4% - Effective January 1, 2009 2010 - 0.1% - Effective January 1, 2010 2011 - 1.2% - Effective January 1, 2011 2012 - 3.4% - Effective January 1, 2012 2013 - 0.6% - Effective January 1, 2013 2014 - 1.0% - Effective January 1, 2014 2015 - 3.0% - Effective January 1, 2015 2016 - 1.4% - Effective January 1, 2016 2017 - 0.50% - Effective January 1, 2017 2018 - 1.30% - Effective January 1, 2018 Based on the September Cost of Living Index for Alberta Appendix A 149 2019.12.10 Adopted Council Package 57 EARLY RETIREMENT INCENTIVE AGREEMENT AGREEMENT MADE IN DUPLICATE THIS DAY OF A.D. BETWEEN: The Municipality of Kneehill COUNTY Box 400 Three Hills, Alberta (Hereinafter referred to as "the COUNTY) Whereas the EMPLOYEE is employed by the COUNTY and eligible to receive benefits under the Human Resources Policy – Early Retirement Incentive. Whereas the Human Resource Policy – Early Retirement Incentive provides the option of having the early retirement incentive paid out in one lump sum or over a three year period, in three equal installments. Whereas the EMPLOYEE has opted to have this early retirement incentive paid out over a three year period in three equal installments. Now therefore the EMPLOYEE and the COUNTY agree to this pay out as follows: 1. The payout will be calculated according to the attached schedule. 2. The COUNTY shall pay interest on all monies deferred by the EMPLOYEE under this agreement with interest to be calculated commencing upon the first day after the official retirement date of the EMPLOYEE, payable annually upon the date of each installment, at the interest rate of the average interest earned by the COUNTY over the same period as the monies are deferred. 3. This agreement shall remain in effect until all monies due to the EMPLOYEE are paid in full. 4. The EMPLOYEE has the option to request, in writing, the payment of all outstanding monies, prior to the agreed upon payment schedule, and should such a request be received, all monies due to the EMPLOYEE, along with any interest owing, as per above calculation, will be paid out in full to the EMPLOYEE. 5. In the event the COUNTY should dissolve, any monies plus accrued interest owing to the EMPLOYEE under this agreement will be paid out immediately. 6. All payments made to the EMPLOYEE will be subject to withholdings, as legislated under the Income Tax Act, and the required year end reporting will be made to Revenue Canada for these monies. Appendix B, page 1 of 3 150 2019.12.10 Adopted Council Package 58 IN WITNESS WHEREOF, Kneehill COUNTY has hereunto affixed its corporate name and seal, duly attested by the hands of its proper officers in behalf, this day of A.D. and the EMPLOYEE has affixed his/her signature, duly witnessed, this day of A.D. KNEEHILL COUNTY EMPLOYEE _________________________ _________________________ Reeve EMPLOYEE _________________________ _________________________ CAO Witness The personal information requested on this form is being collected for the administration of the Human Resource Policy and EMPLOYEE benefits, under the authority of Section 33(c) of the Freedom of Information and Privacy Act. If you have any questions about the collection of your personal information on this form, contact Kneehill COUNTY's FOIP Coordinator at 403- 443-5541. Appendix B, page 2 of 3 151 2019.12.10 Adopted Council Package 59 SCHEDULE TO EARLY RETIREMENTINCENTIVE POLICY AGREEMENT Total Early Retirement Incentive payout $ _________ Total Sick Day payout $ _________ Total Holiday Pay payout $ _________ Total Monies for Payout $ Retirement Date: ________________________ Payout schedule dates: First Installment: _____________ Second Installment: _____________ Third Installment: _____________ First Installment: (this being one year after retirement date – 1/3 of Total Monies) $ ___________ Balance of monies remaining from first installment Second Installment (this being one year after retirement date) ½ of Balance remaining from first installment $ ___________ Accrued Interest $ ___________ Total second installment payment $ ___________ Third Installment: (this being two years after retirement date) ½ of Balance remaining from first installment $ ___________ Accrued Interest $ ___________ Total third installment payment The personal information requested on this form is being collected for the administration of the Human Resource Policy and EMPLOYEE benefits, under the authority of Section 33(c) of the Freedom of Information and Privacy Act. If you have any questions about the collection of your personal information on this form, contact Kneehill COUNTY's FOIP Coordinator at 403- 443-5541. Appendix B, page 3 of 3 152 2019.12.10 Adopted Council Package 60 Computer Purchase Plan GENERAL PROCEDURES: 1. The EMPLOYEE will obtain a written quotation from any computer supplier. The quote must include the date and a list of components for purchase. 2. The written quotation and a completed Computer Purchase Plan and Payroll Deduction Contract (APPENDIX “C” pages 1-3) is to be presented to the CAO or designate. 3. The CAO or designate will review the documentation to ensure that the vendor is acceptable and that the written quotation is adequate. The maximum amount for this plan is $3,000.00. Only one active payment plan is allowed at one time. 4. If the EMPLOYEE is not approved for this specific purchase, the EMPLOYEE will be contacted and provided reasons why the request has not been approved. 5. Once the quote is approved, the EMPLOYEE will be issued a cheque to complete the purchase. 6. No variations from the quoted amount, terms and items will be permitted. 7. A receipt stamped or marked by the computer supplier as PAID IN FULL must be provided to the Payroll and Benefits Administrator to add to the EMPLOYEES Personnel file, and to initiate the deductions from the EMPLOYEES Pay. Minimum deduction is $50.00 per month, and the maximum length of the plan is 2 (two) years. 8. If the receipt is not submitted within 10 (ten) days of the issuance of the cheque to the EMPLOYEE, the entire amount becomes due immediately. 9. A copy of the contract, clearly marked "PAID IN FULL", is to be given to the EMPLOYEE by the Payroll and Benefits Administrator when the contract is fully paid. A copy will also be added to the EMPLOYEES personnel file. Appendix C, page 1 of 3 153 2019.12.10 Adopted Council Package 61 Computer Purchase Plan and Payroll Deduction Contract ____________________________________________ (hereinafter called the "Purchaser") (Print Name in Full) Of: _____________________________________________________________________ (Permanent Address of Purchaser) Hereby agrees and agree to allocate a portion of my salary toward the purchase of the items listed below (or attached) that were paid by Kneehill COUNTY (hereinafter called "the COUNTY"). (Describe items and indicate serial numbers): - - - - - In accordance with the terms and conditions hereinafter set forth: To pay the said purchase price of _______________________/100 Dollars ($) as follows: 1. The sum of $ ________ forthwith upon the execution of this agreement and the balance of $____________________ (not to exceed two (2) years equal consecutive installments with $ _________________________________ to be paid on the appropriate pay period, commencing on the pay period of ____________________ ___________________________________________ 2. The COUNTY is hereby authorized to deduct the said payment from the Purchasers appropriate pay cheque. 3. Purchaser may not change the amount of installment, but may pay out the balance of the contract at any time. 4. The full amount owing shall become due and payable immediately should the Purchaser terminate his/her employment with the COUNTY, but the same shall be entirely at the Purchaser's risk. The Purchaser agrees that if he/she is in default of any of the payments called for by this Agreement, the whole unpaid balance of the said purchase money shall immediately become due and payable. 5. Time shall in every respect be of the essence of this contract. 6. It is agreed that until the said purchase money is fully paid, the said goods shall remain the property of the COUNTY, but the same shall be entirely at the Purchaser's risk. The Purchaser agrees that if Appendix C, page 2 of 3 154 2019.12.10 Adopted Council Package 62 he/she is in default of any of the payments called for by this Agreement, the whole unpaid balance of the said purchase money shall immediately become due and payable. 7. The Purchaser further agrees to keep the said goods insured against loss or damage by fire, theft and all additional perils and risks against which the same can be insured to the extent of their full insurable value until the said purchase price is fully paid, and to cause the loss under the policy, or policies of insurance, to be made payable to the COUNTY as his/her interests may appear, and if the Purchaser neglects to insure aforesaid, the COUNTY may place such insurance, and all premiums of insurance paid by the COUNTY shall be added to the said purchase price and shall be payable by the Purchaser to the COUNTY upon demand. 8. The Purchaser acknowledges and agrees that there are no warranties, terms or stipulations, express or implied, except such as are contained in this agreement and imposed by law, and that this agreement contains the whole contract between the Purchaser and the COUNTY. 9. The Purchaser further agrees that the bringing of an action or the recovery of judgment by the COUNTY against him/her for the purchase money under this agreement or any part thereof, shall not vest in the Purchaser the title of the said goods, but that such title shall, notwithstanding such action or judgment, be and remain in the Vendor until payment in full of its claim against the Purchaser hereon. 10. This Agreement shall endure to the benefit of and be binding upon the parties hereto, their respective heirs, executors, administrators, successors and assigns, and wherever the singular or masculine is used therein the same shall include the plural or feminine where the context of the parties so require, and if this contract is executed by more than one Purchaser, the liability shall be joint and several. 11. Each purchaser acknowledges receipt of a duplicate copy of the contract immediately on the execution thereof. Dated at ______________________ this _______ day of ___________ A.D. 20__. _________________________ _________________________ Director Purchasing EMPLOYEE _________________________ _________________________ Witness Witness The personal information requested on this form is being collected for the administration of the Human Resource Policy and EMPLOYEE benefits, under the authority of Section 33(c) of the Freedom of Information and Privacy Act. If you have any questions about the collection of your personal information on this form, contact Kneehill COUNTY's FOIP Coordinator at 403- 443-5541. Appendix C, page 3 of 3 155 2019.12.10 Adopted Council Package 63 Abuse Reporting Form The purpose of this form is to document your claim to assist in a thorough investigation of the complaint. COMPLAINANT INFORMATION Last Name: _______________________ First Name: _____________________ Date of Incident (day/month/year): _____________________ Time of Day: ______________________ ALLEGED ABUSER(S) Name (if known): _____________________ Co-worker Visitor Other __________________ NAMES OF WITNESSES AND/OR THOSE PROVIDING ASSISTANCE Visitor Other __________________ Name (if known): _____________________ Co-worker Visitor Other __________________ DESCRIPTION Please provide a thorough description of the incident (what happened, where it occurred, what led to the incident, who else was present, what action was taken at the time.) _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________ Please use the back of this form should you require additional space in describing the incident Medical Attention Required Yes No Signature of person reporting incident: ____________________________ Date: _______________________ Upon Completion, forward this form to your supervisor. Should the incident involve your supervisor, forward it to the department manager, director or CAO. Appendix D 156 2019.12.10 Adopted Council Package 64 Vacation Request Form Employee Name: Department: Manager: Vacation Time: Vacation calendar is annually from January 1st to December 31st. For vacation requests within the first 6 months of the year, January 1st to June 30th-Please submit request to your supervisor prior to November 15th of the previous year. For vacation requests for the second 6 months of the year, July 1st to December 31st, please submit to your supervisor prior to March 15th of the same year. Any vacation requests received after the cut-off dates (November 15th and March 15th) will be processed at the time of receipt, and will not receive priority planning. ***Note: Due to the timing of your vacation, you may not have enough funds to cover your entire vacation. Review your paystub in advance of your vacations. Negative balances will not be permitted. Requested dates: EMPLOYEE Signature Date Supervisor/Manager Approval Approved Denied Comments: Manager/Supervisor Signature: Date: ***Managers will retain document for 12 months*** Vacation Hours Other From: To: From: To: From: To: From: To: Appendix E 157 2019.12.10 Adopted Council Package 65 Internal Position Application Process: If a position is posted and you are interested, speak with your Supervisor to express your interest. Review the position posting and ensure that you’re qualified. Fill in this form and follow the instructions on the posting. Name:______________________________ Date of hire:________________________________ Current Position:_____________________________ Time in current position:____________________________ Position Applying for:________________________________ Date of Application:_________________________ Why are you interested in this position? ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ __________________________________________________________________________________ What skills can you bring to this position? ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ __________________________________________________________________________________ List of current completed training: (First Aid, WHMIS etc.) ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ __________________________________________________________________________________ Why do you want to change positions? ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ __________________________________________________________________________________ We thank all applicants for their interest in furthering their careers within the Kneehill COUNTY Organization. Only those chosen for an interview will be contacted. Signature of Applicant_________________________________ Date _________________________________ The personal information requested on this form is being collected for the administration of the Human Resource Policy and employee benefits, under the authority of Section 33(c) of the Freedom of Information and Privacy Act. If you have any questions about the collection of your personal information on this form, contact Kneehill County's FOIP Coordinator at 403- 443-5541. Appendix F 158 2019.12.10 Adopted Council Package Page 66 of 67 Acknowledgement - EMPLOYEE COPY The guidelines contained herein this policy is intended for your information as an EMPLOYEE of Kneehill COUNTY. If you have any questions about the policies or guidelines in this booklet, please speak with your Supervisor, Manager, or Human Resources Coordinator. I ___________________________________ acknowledge that the Human Resource Policy has been provided to me in a printed/digital format, and that it is up to me to read, understand and follow the policies contained within. By signing below, I agree to follow this Policy and understand that if I do not, I will be subject to the discipline section as outlined in this policy. EMPLOYEE______________________________________________________ Date: _________________________________________________________ Appendix G 159 2019.12.10 Adopted Council Package Page 67 of 67 Acknowledgement The guidelines contained herein this policy is intended for your information as an EMPLOYEE of Kneehill COUNTY. If you have any questions about the policies or guidelines in this booklet, please speak with your Supervisor, Manager, or Human Resources Coordinator. I ___________________________________ acknowledge that the Human Resource Policy has been provided to me in a printed/digital format, and that it is up to me to read, understand and follow the policies contained within. By signing below, I agree to follow this Policy and understand that if I do not, I will be subject to the discipline section as outlined in this policy. EMPLOYEE______________________________________________________ Date: _________________________________________________________ Appendix H 160 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.2 Page 1 of 2 Version: 2019-02 Subject: Council Attendance at the Federation of Canadian Municipalities Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, Chief Administrative Officer Link to Strat Plan: Providing Good Governance Recommended Motion: That Council provide direction to Administration. Background/ Proposal Councillor Hugo has requested that this item be placed on the Council Agenda. FCM is an annual convention attended by representatives from municipalities across Canada. The conference location changes annually and moves around the Country. In 2019 there were 2087 delegates, of which 473 were from Alberta (numbers provided by FCM). The Convention is intended to offer training sessions, networking opportunities, and to determine lobby initiatives. This past year the leaders of four of the major parties (Conservative, Liberal, NDP, Green) spoke as part of the Convention schedule. Previous and upcoming conference locations are: 2022 Regina, SK 2021 Montreal, QC 2020 Toronto, On 2019 Quebec City, QC 2018 Halifax, NS 2017 Ottawa, ON 2016 Winnipeg, MB 2015 Edmonton, AB 2014 Niagra Falls, On 2013 Vancouver, BC 2012 Saskatoon, SK 2011 Halifax, NS The following is information regarding Council’s attendance at the annual Federation of Canadian Municipalities (FCM): The cost of attendance at the Convention by the County fluctuates depending upon the location and number of attendees. Costs for the previous two years are: 2018: $39,908.07 2019: $25,457.61 These costs include the annual membership fee of about $1100.00 that the County pays whether or not anyone attends the Convention. FCM, in partnership with the Federal Government, oversees the Municipal Asset Management Program (MAMP) funding. This grant is not given to municipalities just for being members, but is a competitive grant that municipalities apply to FCM for. The purpose of the grant is to assist with the establishment of Asset Management Programs. The County received the maximum funding amount of $50,000.00. Attendance at the Convention is not mandatory to receive the grant. Discussion/ Options/ Benefits/ Disadvantages: Councillor Hugo has indicated that his desire is that Kneehill County cease its participation with the FCM and its attendance at the annual Convention. 161 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.2 Page 2 of 2 Version: 2019-01 Cost Source of Funding: NA Council Options: 1. Council may opt to continue participating in and attending FCM (status quo) 2. Council may opt to cease participation with participating and attending FCM 3. Council may limit attendance at the FMC Convention ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: NA Follow-up Actions: NA CAO Approval: Mike Haugen, Chief Administrative Officer 162 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.3 Page 1 of 1 Version: 2019-02 Subject: Canadian Badlands Letter of Support Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council provide a letter of support to the Canadian Badlands Ltd. organization, as they lobby the government for continued funding. Background/ Proposal The Canadian Badlands works for small communities that do not have the funding or budgets for marketing. The organization still relies on the Government for funding to assist and promote all the communities involved in the Canadian Badlands Tourism. The budget of our new provincial government has cut funding to a number of areas and services that are vital to the organizations well-being. Discussion/ Options/ Benefits/ Disadvantages: The Canadian Badlands are asking all shareholders to write a letter to the Minister of Trade and Tourism, asking for continued support to them. They believe that the Alberta Government cannot turn a blind eye when they are shown that all 60 communities involved support the Canadian Badlands organization for the near future and beyond. Cost Source of Funding: N/A Council Options: 1. Support the Canadian Badlands and write a letter of support. 2. Receive for Information. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Canadian Badlands Request Letter Follow-up Actions: Administration will create a letter for the Reeve’s signature. CAO Approval: Mike Haugen, Chief Administrative Officer 163 2019.12.10 Adopted Council Package Town of Drumheller 224 Centre Street Drumheller, AB T0J 0Y4 www.dinosaurvalley.com Telephone: (403) 823-1339 Fax: (403) 823-8006 E-mail: mayor@dinosaurvalley.com November 1st, 2019 Honourable Tanya Fir Minister of Economic Development, Trade and Tourism Office of the Minister Economic Development, Trade and Tourism 425 Legislature Building 10800 – 97th Ave Edmonton, AB T5K 2B6 VIA Email: edt.ministeroffice@gov.ab.ca RE: Support of the Canadian Badlands Dear Minister Fir, Drumheller is the Heart of the Canadian Badlands and our goal is to be as iconic as the Canadian Rockies. A place where you can take a step back in time, ride a vintage steam train, or dance under the northern lights. Families can explore an abandoned coalmine or dig for fossils and climb to the top of the world’s largest dinosaur. Take a riverboat ride or interpret ancient petroglyphs and shop for local art and camp. In this place, you can live the cowboy life, feel the need for speed or just lie back, relax and take in the breathtaking landscapes of the hoodoos. A scenic drive from several urban hubs, the Canadian Badlands is a unique travel and tourism region in southeastern Alberta. The Holiday Train travels through the Canadian Badlands, visitors can also visit the Rocking R Guest Ranch in Strathmore with Majestic views. Linden Alberta has a peanut butter pie is to die for! Worth the drive for sure! And Magrath has an incredible golf course, just one of the many courses in the Canadian Badlands. Look into the Indigenous lifestyle with a visit to Medicine Hat where visitors will see the Saamis Tepee. The Saamis Tepee in scenic Seven Persons coulee, lays one of the Northern Plains archaeological sites - the Saamis Archaeological Site. You see the Canadian Badlands has so much to offer. ATIS (Alberta Tourism Information Service) helps small tourism businesses throughout the Canadian Badlands and helps us to bring the Badlands to the forefront of the tourism industry. The Canadian Badlands works for small communities that do not have the funding or budgets for marketing and with your Governments support - We know we can all succeed. We are proud of who we are, and we’re excited about the future of the Canadian Badlands and look forward to working with you and your Ministry to advance The Canadian Badlands as a leader in job creation, tourism and prosperity, not only for the Badlands region for but for the Province. 164 2019.12.10 Adopted Council Package Town of Drumheller 224 Centre Street Drumheller, AB T0J 0Y4 www.dinosaurvalley.com Telephone: (403) 823-1339 Fax: (403) 823-8006 E-mail: hcolberg@dinosaurvalley.com We know the collaboration between 61 communities will help advance our Province. These are exciting times in the Canadian Badlands and we believe the coming years will prove to be our best. Therefore, I hope we can look forward to continued support from your Ministry. Yours Truly, Heather Colberg Mayor of Drumheller 165 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.4 Page 1 of 2 Version: 2019-02 Subject: Intermunicipal Collaboration Framework Agreement Red Deer County Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Providing Good Governance Recommended Motion: That Council give first reading to Bylaw 1809 that being a bylaw for the adoption of the Intermunicipal Collaboration Framework with Red Deer County. That Council provide a second a reading to Bylaw 1809. That Council provide unanimous consent for third and final reading to Bylaw 1809. That Council provide a third reading to Bylaw 1809. Background/ Proposal As a result of recent updates to the Municipal Government Act (MGA), the Province now requires all municipalities that share a common boundary to adopt an Intermunicipal Collaboration Framework (ICF) as well as an Intermunicipal Development Plan (IDP). As per the MGA, the ICF must include three main components: • A list of all services that are currently delivered by each municipality; • Information on how services are delivered, funded and implemented intermunicipally; and • A dispute resolution mechanism for resolving disputes that involve the ICF and any agreements referred to within the ICF. General discussions were held between the Council Committee members during the public consultation/open house held for the IDP. Discussion/ Options/ Benefits/ Disadvantages: Both Councils have completed the legislated processes for the completion of the Intermunicipal Development Plan, and both bylaws have received all three readings. Completion of the IDP is one component required by the ICF. Administration from both municipalities have met to discuss the proposed ICF and have agreed on the items included in the attached draft document. Red Deer County is proposing to bring forward the proposed Agreement and Bylaw to their December 17, 2019 Council meeting. The Province has just recently introduced Bill 25 – Red Tape Reduction Implementation Act, that is proposing changes to the process and contents required for an ICF. In reviewing the proposed changes, Administration is confident that all proposed changes are addressed in the draft Agreement presented, and the process recommended also complies with recommended changes. Cost Source of Funding: Internal costs Council Options: 1. Consider all three readings of Bylaw 1809 166 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.4 Page 2 of 2 Version: 2019-01 2. Request further review at the administrative or committee level prior to considering the Bylaw 3. Consider an amended process following approval of Bill 25 – Red Tape Reduction Implementation Act, 2019 Recommended Engagement: ☐ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☒ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☒ Inter-Municipal Agreement ☐ Other- Attachments: Draft Agreement and proposed Bylaw 1809 Follow-up Actions: Notification to Red Deer County Notification to the Minister that the ICF process is complete Director Approval: Laurie Watt, Director Municipal Services CAO Approval: Mike Haugen, Chief Administrative Officer 167 2019.12.10 Adopted Council Package BYLAW NO 1809 KNEEHILL COUNTY– RED DEER COUNTY INTERMUNICIPAL COLLABORATION FRAMEWORK BYLAW A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, FOR THE ADOPTION OF THE INTERMUNICIPAL COLLABORATION FRAMEWORK WITH RED DEER COUNTY WHEREAS, the Council of Kneehill County is authorized under the Municipal Government Act, RSA 2000, Chapter M-26, as amended, to work collaboratively with neighbouring municipalities to ensure the efficient provision of municipal services for all residents; and WHEREAS, the Kneehill County and Red Deer County have worked collaboratively on the preparation of an intermunicipal collaboration framework between the two municipalities; and WHEREAS, the Council of Kneehill County deems it desirable and appropriate to adopt the Kneehill County – Red Deer County Intermunicipal Collaboration Framework; NOW THEREFORE, the Council of Kneehill County, duly assembled, enacts as follows: 1. That the document titled “Kneehill County – Red Deer County Intermunicipal Collaboration Framework” dated January 1st, 2020 as attached and forming part of this Bylaw be adopted; and 2. That this Bylaw shall take effect upon January 1st, 2020. READ a first time on this ____ day of ________________, 2019. READ a second time on this ____ day of ________________, 2019. UNANIMOUS permission for third reading given in Council on the ____ day of ____________. READ a third time on this ____ day of ________________, 2019. 168 2019.12.10 Adopted Council Package Bylaw No. xxxx, Kneehill – Red Deer Intermunicipal Collaboration Framework Bylaw Page 2 of 2 Reeve Jerry Wittstock Chief Administrative Officer Mike Haugen Date Bylaw Signed 169 2019.12.10 Adopted Council Package Page 1 of 8 Intermunicipal Collaboration Framework Between Red Deer County and Kneehill County Effective January 1, 2020 170 2019.12.10 Adopted Council Package Page 2 of 8 WHEREAS, Red Deer County and Kneehill County share a common border; and WHEREAS, Red Deer County and Kneehill County share common interests and are desirous of working together to provide services to their residents; and WHEREAS, the Municipal Government Act stipulates that Municipalities that have a common boundary must create an Intermunicipal Collaboration Framework with each other that identifies the services provided by each Municipality, which services are best provided on an intermunicipal basis, and how services to be provided on an intermunicipal basis will be delivered and funded. NOW THEREFORE, by mutual covenant of both Municipalities it is agreed as follows: A. TERM AND REVIEW 1) In accordance with the Municipal Government Act, this Intermunicipal Collaboration Framework shall come into force on final passing of matching bylaws that contain the Framework by both Municipalities. 2) This Framework may be amended by mutual consent of both Municipalities unless specified otherwise in this Framework. 3) It is agreed by the Municipalities that the Intermunicipal Committee shall review at least once every four years, commencing no later than 2023, the terms and conditions of the agreement. B. INTERMUNICIPAL COOPERATION 1) The Intermunicipal Committee established under the Intermunicipal Development Plan is the forum for reviewing the Intermunicipal Collaboration Framework. C. GENERAL TERMS 1) Both Municipalities agree that in consideration of the service agreements outlined in Section D(2) that residents of the Municipalities will be afforded the same services at the same costs, including user fees, as Kneehill County residents for services provided by Red Deer County and Red Deer County residents for services provided by Kneehill County. D. MUNICIPAL SERVICES 1) Both Municipalities have reviewed the services offered to residents. Based on the review it has been determined that each Municipality will continue to provide the following services to their residents independently: a. Transportation b. Water and Wastewater 171 2019.12.10 Adopted Council Package Page 3 of 8 c. Solid Waste d. Emergency Services e. Recreation f. Administrative Services g. Affordable Housing h. Municipal Administration i. Agricultural Services j. Animal Control k. Assessment Services l. Bylaw Enforcement m. Information Technology n. Pest Control o. Police Services p. Purchasing/Procurement Services q. Weed Inspection 2) The Municipalities have a history of working together to provide municipal services to the residents on an intermunicipal basis, with the following services being provided directly or indirectly to their residents: a. Transportation o The two Municipalities have an informal agreement with regards to grader maintaining and snow removal due to the geographical alignment of existing roads along the municipal border. i. Kneehill County will grader maintain and provide snow removal on Township Road 35-0 travelling east of Range Road 24-0 to Highway 21 for approximately two miles. ii. Red Deer County will grader maintain and provide snow removal on Range Road 22-2 south of Township Road 35-0 for approximately 160 meters to the existing residence approach. iii. Red Deer County will grader maintain and provide snow removal on Range Road 21-4 south of Township Road 35-0 for approximately 650 meters to the end of the gravel past the existing residence approach. Any road construction, culvert replacement, signs (new or replacements), ditching, vegetation control, brushing and regravelling will be the responsibility of the municipality who has direct control and management as outlined in the MGA. These and other road maintenance agreements may be developed administratively through a Memorandum of Understanding from time to time. b. Emergency Services o The Municipalities have the following agreements in place to aid in the event of emergencies: 172 2019.12.10 Adopted Council Package Page 4 of 8 i. The Emergency Services Mutual Aid Agreement between Red Deer County and Kneehill County which was signed in March 2004. As a mutual aid agreement there is no managing partner. Cost sharing is done on a location basis with the Municipality responsible for the emergency paying the costs. c. Intermunicipal Development Plan o The two Municipalities entered into an Intermunicipal Development Plan in 2019 (Red Deer County Bylaw 2019/25 & Kneehill County Bylaw 1802), in accordance with the Municipal Government Act. The Intermunicipal Development Plan will be reviewed in conjunction with the Intermunicipal Collaborative Framework. 3) The Municipalities acknowledge that in addition to the shared service agreements in place between Kneehill County and Red Deer County, they each have independent agreements with other regional partners. 4) The Municipalities have reviewed the aforementioned existing agreements and have determined that these are the most appropriate municipal services to be conducted in a shared manner. E. FUTURE PROJECTS & AGREEMENTS 1) In the event that either Municipality initiates the development of a new project and/or service that may require a new cost-sharing agreement, the initiating Municipality’s Chief Administrative Officer will notify the other Municipality’s Chief Administrative Officer in writing. 2) The initial notification will include a general description of the project, estimated costs and timing of expenditures. The other party will advise if they have objections in principle to provide funding to the project and provide reasons. An opportunity will be provided to discuss the project at the Intermunicipal Committee. 3) The following criteria will be used when assessing the desirability of funding of new projects: a. Relationship of the proposed capital project to the Intermunicipal Development Plan, or any other regional long term planning document prepared by the Municipality; b. The level of community support; c. The nature of the project; d. The demonstrated effort by volunteers to raise funds and obtain grants (if applicable); e. The projected operating costs for new capital projects; f. Municipal debt limit; and, g. Projected utilization by residents of both Municipalities. 173 2019.12.10 Adopted Council Package Page 5 of 8 4) Once either Municipality has received written notice of a new project, an Intermunicipal Committee meeting must be held within thirty (30) calendar days of the date the written notice was received, unless both Chief Administrative Officers agree otherwise. 5) The Intermunicipal Committee will be the forum used to discuss and review future mutual aid agreements and/or cost sharing agreements. In the event the Intermunicipal Committee is unable to reach an agreement, the dispute shall be dealt with through the procedure outlined within Section F of this document. 6) Both Municipalities recognize that the decision to participate in or not participate in a project ultimately lies with the respective municipal councils, who in turn must rely on the support of their electorate to support the project and any borrowing that could be required. F. DISPUTE RESOLUTION 1) The Municipalities are committed to resolving any disputes in a non-adversarial, informal and cost-efficient manner. 2) The Municipalities shall make all reasonable efforts to resolve all disputes by negotiation and agree to provide, without prejudice, open and timely disclosure of relevant facts, information and documents to facilitate negotiations. 3) In the event of a dispute, the Municipalities agree that they shall undertake a process to promote the resolution of the dispute in the following order: a. negotiation; b. mediation; and c. binding arbitration. 4) If any dispute arises between the Municipalities regarding the interpretation, implementation or application of this Framework or any contravention or alleged contravention of this Framework, the dispute will be resolved through the binding Dispute Resolution Process outlined herein. 5) If the Dispute Resolution Process is invoked, the Municipalities shall continue to perform their obligations described in this Framework until such time as the Dispute Resolution Process is complete. 6) Despite F(4), where an existing intermunicipal agreement has a binding dispute resolution process included in the agreement, the existing intermunicipal agreement shall be used instead of the dispute resolution outlined in this Framework. 7) A party shall give written notice (“Dispute Notice”) to the other party of a dispute and outline in reasonable detail the relevant information concerning the dispute. Within thirty (30) days following receipt of the Dispute Notice, the Intermunicipal 174 2019.12.10 Adopted Council Package Page 6 of 8 Committee shall meet and attempt to resolve the dispute through discussion and negotiation, unless a time extension is mutually agreed to by the CAOs. If the dispute is not resolved within sixty (60) days of the Dispute Notice being issued, the negotiation shall be deemed to have failed. 8) If the Municipalities cannot resolve the dispute through negotiation within the prescribed time period, then the dispute shall be referred to mediation. 9) Either party shall be entitled to provide the other party with a written notice (“Mediation Notice”) specifying: a. The subject matters remaining in dispute, and the details of the matters in dispute that are to be mediated; and b. The nomination of an individual to act as the mediator. 10) The Municipalities shall, within thirty (30) days of the Mediation Notice, jointly nominate or agree upon a mediator. 11) Where a mediator is appointed, the Municipalities shall submit in writing their dispute to the mediator and afford the mediator access to all records, documents and information the mediators may reasonably request. The Municipalities shall meet with the mediator at such reasonable times as may be required and shall, through the intervention of the mediator, negotiate in good faith to resolve their dispute. All proceedings involving a mediator are agreed to be without prejudice and the fees and expenses of the mediator and the cost of the facilities required for mediation shall be shared equally between the Municipalities. 12) In the event that: a. The Municipalities do not agree on the appointment of a mediator within thirty (30) days of the Mediation Notice; or b. The mediation is not completed within sixty (60) days after the appointment of the mediator; or c. The dispute has not been resolved within ninety (90) days from the date of receipt of the Mediation Notice; either party may by notice to the other withdraw from the mediation process and in such event the dispute shall be deemed to have failed to be resolved by mediation. 13) If mediation fails to resolve the dispute, the dispute shall be submitted to binding arbitration. Either of the Municipalities may provide the other party with written notice (“Arbitration Notice”) specifying: a. the subject matters remaining in dispute and the details of the matters in dispute that are to be arbitrated; and b. the nomination of an individual to act as the arbitrator. 14) Within thirty (30) days following receipt of the Arbitration Notice, the other party shall, by written notice, advise as to which matters stated in the Arbitration Notice it accepts and disagrees with, advise whether it agrees with the resolution of the 175 2019.12.10 Adopted Council Package Page 7 of 8 disputed items by arbitration, and advise whether it agrees with the arbitrator selected by the initiating party or provide the name of one arbitrator nominated by that other party. 15) The Municipalities shall, within thirty (30) days of the Arbitration Notice, jointly nominate or agree upon an arbitrator. 16) Should the Municipalities fail to agree on a single arbitrator within the prescribed time period, then either party may apply to a Justice of the Court of Queen’s Bench of Alberta to have the arbitrator appointed. 17) The terms of reference for arbitration shall be those areas of dispute referred to in the Arbitration Notice and the receiving party’s response thereto. 18) The Arbitration Act (Alberta) as amended from time to time shall apply to arbitration proceedings commenced pursuant to this Framework. 19) The arbitrator shall proceed to hear the dispute within sixty (60) days of being appointed and proceed to render a written decision concerning the dispute forthwith. 20) The arbitrator’s decision is final and binding upon the Municipalities subject only to a party’s right to seek judicial review by the Court of Queen’s Bench on a question of jurisdiction. 21) If the Municipalities do not mutually agree on the procedure to be followed, the arbitrator may proceed to conduct the arbitration on the basis of documents or may hold hearings for the presentation of evidence and for oral argument. 22) Subject to the arbitrator’s discretion, hearings held for the presentation of evidence and for argument are open to the public. 23) If the arbitrator establishes that hearings are open to the public as per Section 22, the arbitrator, at their sole discretion, may solicit written submissions. If the arbitrator requests written submissions, they must be considered in the decision. 24) The fees and expenses of the arbitrator and the cost of the facilities required for arbitration shall be shared as per the Municipal Government Act Section 708.41(1) and amendments thereto. 25) On conclusion of the arbitration and issuance of an order, the arbitrator must proceed to compile a record of the arbitration and give a copy of the record to each of the Municipalities. G. CORRESPONDENCE 1) Written notice under this Agreement shall be addressed as follows: 176 2019.12.10 Adopted Council Package Page 8 of 8 a. In the case of Red Deer County to: Red Deer County c/o Chief Administrative Officer Red Deer County Centre 38106 Range Rd 275 Red Deer County, AB T4S 2L9 b. In the case of Kneehill County to: Kneehill County c/o Chief Administrative Officer Kneehill County 1600, 2nd St NE, PO Box 400 Three Hills, AB T0M 2A0 2) In addition to G(1), notices may be sent by electronic mail to the Chief Administrative Officer. 177 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.5 Page 1 of 2 Version: 2019-02 Subject: Policy #15-3, Community Grants to Non-Profit Organizations Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council approve Policy #15-3, Community Grants to Non-Profit Organizations as presented. Background/ Proposal As part of Council’s ongoing review of current policies and in particular policies that have not been reviewed for a period of time exceeding three years, Policy #15-3 is presented for Council review. Discussion/ Options/ Benefits/ Disadvantages: Administrations has reviewed this policy with Council at the June 18th, 2019 Committee of the Whole Meeting and the September 17, 2019 Committee of the Whole meeting. Changes made to the policy include: 1. Clean up of policy statement. 2. If the application does not meet eligibility, Council does not want to see the application. (Under Review Process 4.1) 3. No funding to Provincial/Federal organizations such as healthcare, libraries etc. (Under 1.3 (c)) 4. Administration also added Religious organizations; however, will consider organizations with religious affiliations that are seeking funding for non- denominational initiatives that are open to the community at large. (under 1.3 (d)). As well as organizations with political affiliations (1.3 (e)). 5. Matching funds required following the lottery funds guidelines for volunteer work. (Under 2.2) 6. Minimum project funding limited to $250.00. (Under 2.3) 7. Not mandatory to present to Council, but could if they wanted to. (Under 2.4) 8. Council will approve applications at COW Meeting and recommendations to come to Council. (Under 4.2) 9. Application must be signed by two members of the executive committee. (Under 3.3) 10. Extensions to the project program need to be approved by the CAO with the decision being communicated to Council. (6.6) 11. The project must be within Kneehill County boundaries. (1.2 (a) ii) 12. Projects involving land and/or facilities must include a Certificate of Title. (1.3 (j)) 13. As well as some statements were added to the policy that we always followed but they weren’t originally written into the policy. (4.3) Cost Source of Funding: 2020 Operating Budget Council Options: 1. That Council approve Policy #15-3, Community Grants to Non-Profit Organizations as presented. 178 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.5 Page 2 of 2 Version: 2019-01 2. That Council approve Policy #15-3, Community Grants to Non-Profit Organizations as amended. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Policy # 15-3, Community Grants to Non-Profit Organizations New Proposed and Original Policy Follow-up Actions: CAO Approval: Mike Haugen, Chief Administrative Officer 179 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-3 1 of 5 Policy Title Date: Resolution No. Community Grants to Non-Profit Organizations Policy Statement: Kneehill County recognizes that volunteer community associations are vital to the health, well-being and social development of our community. Each year Kneehill County Council allocates a predetermined amount of money towards project based initiatives and non-operational expenditures through a grant process that responds to community need and are community driven. Council recognizes that Community organizations should be supported in principle and with resources. Funding under this Policy is a one- time interim measure and is not to be relied on as a continuing source of revenue. Council fully expects community organizations and individuals to be self-sustaining and to develop working relationships with other contributing partners. Purpose: This policy is intended to address grant requests from Non-Profit Organizations. This policy and its associated procedure establishes eligibility criteria and a process for receiving grant applications from Non-Profit Organizations, as well as protocols for distributing grants and receiving reports that outline how funds have been expended. Policy Guidelines/Procedures: 1. Eligibility: 1.1. Community Grants to Non-Profit Organizations shall be limited to those that: a) Have short-term minor projects b) Projects that can be completed within one year of funding approval c) Are responsible for the financial operation of the project–based initiatives and not operational expenditures. c)d) Organizations must be able to match the funding requested at a minimum of 50 per cent of the total project cost. 1.2. The following organizations are eligible for funding under this policy: a) Non-profit organizations, societies, or associations i) Who have society status for minimum of 2 (two) years and be in good standing ii) Who operate within Kneehill County and project is completed within Kneehill County boundaries. 1.3. The following are not eligible for funding under this policy: a) Municipalities b) Individual persons c) Organizations that provide services or programs that are the responsibility of another level of government, including Health, Education, Libraries and Social Services d) Religious organizations; however, we will consider organization with religious affiliations that are seeking funding for non-denominational initiative that is open to the community-at-large. 180 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-3 2 of 5 Policy Title Date: Resolution No. Community Grants to Non-Profit Organizations e) Organizations with political affiliations. f) Projects that have already been started or completed. g) Programs, events and activities that receive support from the County through other programs or policies with the exception of the Kneehill County Rural Community Halls listed in Policy #15-13. h) Programs, events and activities that have received support from the County through another application from another non-profit organization. i) Organizations that received Kneehill Community Grant to Non-Profit Organizations funding in the prior year of more than $1,000 are not eligible this year. j) [CVdK1]Project cannot enhance or create a fully owned municipal asset. Applications involving land and/or facilities must include a Certificate of Title. j)k) Organizations must be able to match the funding requested at a minimum of 50 per cent of the total project cost. 2. Funding Allotment & Allocation: 2.1. The amount and availability of grants will be determined by Council at the annual budget deliberations and shall be counted for through General Ledger Account # 97-000-00-27750. 2.2.2.1. [CVdK2] 2.3.2.2. Grant funding is approved on a matching basis. This means organizations must contribute an amount equal to or exceeding the actual Community Grant. The matching requirement may be met in the form of any combination of money, volunteer labour, services, donated materials or equipment, all of which must be specifically related to the project. 2.3.1.2.2.1. The value of volunteerism for Community Grant is based on: • $10.00/hour for unskilled labour; • $25.00/hour for skilled labour; • Donated materials and professional services at verified fair market value; and • Donated heavy equipment (incl. operator) $50.00/hour. 2.3.2.2.2.2. Time and labour provided towards preparation of Community Grant funding applications, committee planning meetings, fundraising and similar activities are not eligible for Community Grants matching purposes. 2.4.2.3. Funding is limited to a minimum of $250 dollars 2.5.2.4. Organizations can request to present to Council but is not mandatory. 2.6.2.5. Additional information or clarification may be requested by Council before approval of funds. 3. Applications: 181 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-3 3 of 5 Policy Title Date: Resolution No. Community Grants to Non-Profit Organizations 3.1. Grant Applications forms attached to this policy as schedule “A” must be completed in full and contain the following: (no other form of application will be accepted) a) Name, address and contact information of the organization; b) The amount of financial support being requested; c) A description of the program, event or activity and associated dates and timelines; d) Benefit to Kneehill County; 3.2. A budget identifying the proposed revenues and expenditures of the program, event or activity e) a. Contributions by the organization toward the project and confirmation of where the other funds will come from to complete the project within the one year time period must be included. 3.3. Application forms can be picked up at the Kneehill County Administration Building, and are also available electronically online at www.kneehillcounty.com. 3.2. Application forms can be picked up at the Kneehill County Administration Building, and are also available electronically online at www.kneehillcounty.com. 3.4.3.3. All applications will be signed by two members of the society’s Executive Committee. 3.5.3.4. The grant will be advertised in the Three Hills Capital newspaper at least three (3) times prior to each application deadline. 3.6.3.5. There will be two (2) application and distribution dates each year: a) The first application deadline is the first Wednesday of March b) The second application deadline is the first Wednesday of October 3.7.b) 3.8.3.6. Funding requests received after the application deadline will not be accepted and the applicant will be requested to submit an application for the next grant period. 3.9.3.7. If the application form is not properly filled out, the grant application will not be considered. 4. Review Process 4.1. Administration will review the submission and short-list those that appear to be fully eligible to make application. 4.2. Decision on Community Grants will be made at a Committee of the Whole meeting by Council. The Committee will bring forward a recommendation to a regular Council Meeting, where Council will approve funding for selected project(s) by resolution. 4.3. Due to limited funds and the anticipated large volume of applications, not all requests meeting the established criteria will obtain Community Grant funding. 5. Disbursement of Funds 5.1 Applicants will be notified upon Council approving their application. 182 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-3 4 of 5 Policy Title Date: Resolution No. Community Grants to Non-Profit Organizations 5.2 Grant funding will be approved in full amount requested or not approved at all. 4.4.5.3 Where a grant is awarded, 100% of the grant amount portion will be forwarded to the applicant once Council has approved the grant by resolution during a regular Council meeting. 5.6. Accountability of Funds: 5.1.6.1. Organizations receiving funding approval have a one-year period to use the funds and submit a final report to Kneehill County that includes copies of all receipts and a full accounting. Successful applicants will be provided with a template for the final report which is attached to this policy as Schedule “B”. 5.2.6.2. Organizations provided financial support pursuant to this policy shall be accountable for the expenditure of funds provided. 5.3.6.3. The program, event and activity shall be undertaken without material alteration. 5.4.6.4. The entire amount of financial support provided must be used exclusively for the project program, event or activity identified in the application. 5.5.6.5. If the organization is unable to conduct the project program, event or activity in the current year, a written letter of request for an extension must be submitted. 5.6.6.6. Requests for an extension will require approval from the Chief Administrative Officer, with Council being updated on the Chief Administrative Officer’s decision. 5.7.6.7. If an extension request is not received, or if an extension is not granted, the organization shall return the funds provided by the County. 5.8.6.8. Organizations receiving support pursuant to this policy must repay to the County any unexpended portion of the funds provided, or any amounts expended for purposes other than those specified in the application. 5.9.6.9. If the organization does not comply with the requirements of Sections 5.1-5.85 of this policy future financial support from the County pursuant to this policy or any other may not be considered. Jerry Wittstock, Reeve Mike Haugen, CAO Amended: October 13, 2009 479/09 Amended: February 4, 2014 37/14 Amended: November 25, 2014 423/14 183 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-3 5 of 5 Policy Title Date: Resolution No. Community Grants to Non-Profit Organizations Amended: Review Date: November 2017 184 2019.12.10 Adopted Council Package 1852019.12.10 Adopted Council Package 1862019.12.10 Adopted Council Package 1872019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.6 Page 1 of 1 Version: 2019-02 Subject: Policy #15-10, Youth Sponsorship Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council approve Policy #15-10, Youth Sponsorship as presented. Background/ Proposal As part of Council’s ongoing review of current policies and in particular policies that have not been reviewed for a period of time exceeding three years, Policy #15-10 is presented for Council review. Discussion/ Options/ Benefits/ Disadvantages: Administration has reviewed this policy with Council at the June 18th, 2019 Committee of the Whole Meeting and the September 17, 2019 Committee of the Whole meeting. Changes made to the policy include: 1. Lowering the Team sponsorship to $500.00 2. Lowering the Individual International Program to $300.00 Cost Source of Funding: 2020 Operating Budget Council Options: 1. That Council approve Policy #15-3, Community Grants to Non-Profit Organizations as presented. 2. That Council approve Policy #15-3, Community Grants to Non-Profit Organizations as amended. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Policy #15-10, Youth Sponsorship Follow-up Actions: CAO Approval: Mike Haugen, Chief Administrative Officer 188 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-10 1 of 2 Policy Title Date: Resolution No. Youth Sponsorship July 18, 2017 399/17 Purpose: To establish a policy defining youth event sponsorship by Kneehill County Policy Statement: Council recognizes the importance of supporting youth activity which provides local youth the opportunity to participate in programs which involve travel to other parts of the province, country or world for sporting, cultural, and/or educational programs, exchanges, and events. This does not include summer camps, summer schools, or summer programs. The amount and availability of grants will be determined by Council at the annual budget deliberations and shall be accounted through 97-00-000-27730. Policy Guidelines/Procedures: 1. This policy shall apply to all students, age 19 or younger, residing in the municipality of Kneehill County, including the urban centres. 2. Applications can be made any time before the event. Applications made 30 days after the event will not be accepted. 3. All applications for Youth Event Sponsorships will be submitted to the CAO in writing outlining the following: a. The name and address of the applicant(s) and the school enrolled in b. Outline of the event, program, or tournament and the location c. Why sponsorship is necessary d. proof of school registration or home schooling 4. The CAO, or designate, will determine the awarding of the sponsorship based on the following amounts: a. $100.00 per individual for provincial programs b. $200.00 per individual for national programs c. $300.00 per individual for international programs d. $500.00 maximum per team (this option is exclusively for teams that are located within Kneehill County travelling to a provincial/national/international event, a resolution from Council authorizing sponsorship will need to be made to teams residing outside Kneehill County boundaries that consist of Kneehill County residents (urban and rural). 5. Immediate family members of Council and Staff will enjoy the same benefits of this policy as the general population 6. The maximum of any sponsorship will be one application per event and one per individual per year. 189 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-10 2 of 2 Policy Title Date: Resolution No. Youth Sponsorship July 18, 2017 399/17 7. Council will be provided with a copy of the approval letter for each recipient in the Council Information Package. 8. Budget amount for the Youth Sponsorship Program will be allocated annually during the budget process. Any applications over the budget amount will be approved at Council’s discretion. Jerry Wittstock, Reeve Mike Haugen, CAO Approved: April 12, 2005 177/05 Amended: December 13, 2005 666/05 Amended: May 23, 2006 259/06 Amended: December 18, 2006 606/06 Amended: September 9, 2014 340/14 Amended: July 18, 2017 399/17 Amended: Review Date: July 18, 2020 190 2019.12.10 Adopted Council Package 191 2019.12.10 Adopted Council Package 192 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.7 Page 1 of 2 Version: 2019-02 Subject: Policy #15-5, Kneehill County Scholarship Program Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council approve Policy #15-5, Kneehill County Scholarship Program. Background/ Proposal As part of Council’s ongoing review of current policies and in particular policies that have not been reviewed for a period of time exceeding three years, Policy #15-5 is presented for Council review. Discussion/ Options/ Benefits/ Disadvantages: Administrations has reviewed this policy with Council at the June 18th, 2019 Committee of the Whole Meeting and the September 17, 2019 Committee of the Whole meeting. Changes made to the policy include: 1. Changing the scholarship criteria to two scholarships selected based upon 20% Academic Achievement; 60% Written Essay; 20% Letters of Reference. (Under 3) 2. Essay topic will change each program year. (Under 2.2) 3. Council will approve applications at COW Meeting and recommendations will come to Council. (Under 4.2) Cost Source of Funding: 2020 Operating Budget Council Options: 1. That Council approve Policy #15-5, Kneehill County Scholarship Program as presented. 2. That Council approve Policy #15-5, Kneehill County Scholarship Program as amended. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Policy #15-5, Kneehill County Scholarship Follow-up Actions: 193 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.7 Page 2 of 2 Version: 2019-01 CAO Approval: Mike Haugen, Chief Administrative Officer 194 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-5 1 of 2 Policy Title Date: Resolution No. Kneehill County Scholarship Program November 8, 2016 486/16 Purpose: To establish a policy providing a scholarship program for Kneehill County residents enrolled in a post- secondary institution. The intent of this policy is to emphasize that education is not an end in itself, but instead is a means by which people become contributing members of society. Policy Statement: Kneehill County Council, recognizing the importance of an educated population to the future well-being of rural communities, will commit $4,000.00 per year, for a scholarship program in support of rural students attending a university, college or trade school. This will be in the form of 2 scholarships of $2,000. Policy Guidelines/Procedures: 1. Eligibility: 1.1 Applicant must be a rural resident of Kneehill County enrolling in their first year as a full time student at a recognized post-secondary institution. Applicant must provide confirmation of enrollment and acceptance into their chosen program of study. 1.2 Applicant must have graduated with an Alberta High School Diploma and have taken a minimum of 25 credits in his/her final school year. Official transcripts required (or notarized true copies) of his/her high school marks. 2. Application: 2.1. Applicant must apply for the scholarship in writing prior to August 30 of the year of application. 2.2. A written essay. (no longer than 1500 words) Essay topic will be determined by the CAO for each program year. Application must include two letters of reference (non-relative). 2.3. Applicant must submit a graduation picture of themselves along with their application to be used for Kneehill County publications and possible local newspaper publications. 2.4. All applicants must complete the application form as outlined in Appendix A of this policy including the signed declaration. 3. Criteria: Successful candidates will be selected based upon the following criteria: First Scholarship • 20% - Academic Achievement • 60% - Written essay and contributions to school or community; leadership activities • 20% - Letters of Reference 4. Review Process 4.1. Administration will review the submission and short-list those that appear to be fully eligible to make application. 195 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-5 2 of 2 Policy Title Date: Resolution No. Kneehill County Scholarship Program November 8, 2016 486/16 4.2. Decision on Kneehill County Scholarships will be made at a Committee of the Whole meeting by Council. The Committee will bring forward a recommendation to a regular Council Meeting, where Council will approve funding for selected project(s) by resolution. 5. Funding Allotment The two successful candidates will each be awarded a cheque, in the amount of $2,000 upon receipt of confirmation of enrollment at a recognized post-secondary institution. 6. Presentation of Award: . The successful candidates may be requested to attend a recognition ceremony at their convenience to be publically recognized. The award will be presented by the Reeve or designate. Jerry Wittstock Reeve Mike Haugen, CAO Approved: January 22, 2001 606/06 Amended: August 26, 2008 397/08 Amended: November 29, 2011 570/11 Amended: May 27, 2014 219/14 Amended: August 26, 2014 320/14 Amended: February 24, 2015 70/15 Amended: November 8, 2016 486/16 Amended: Review Date: November 2019 196 2019.12.10 Adopted Council Package 197 2019.12.10 Adopted Council Package 198 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.8 Page 1 of 1 Version: 2019-02 Subject: Policy #15-7, Recreation, Community, Arts & Cultural Events Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council approve Policy #15-7, Recreation, Community, Arts and Cultural Events. Background/ Proposal As part of Council’s ongoing review of current policies and in particular policies that have not been reviewed for a period of time exceeding three years, Policy #15-7 is presented for Council review. Discussion/ Options/ Benefits/ Disadvantages: Administration has reviewed this policy with Council at the June 18th, 2019 Committee of the Whole Meeting and the September 17, 2019 Committee of the Whole meeting. Changes made to the policy include: 1. Removed reference to the specific General Ledger Account. Cost Source of Funding: 2020 Operating Budget Council Options: 1. That Council approve Policy #15-7, Recreation, Community, Arts and Cultural Events as presented. 2. That Council approve Policy #15-7, Recreation, Community, Arts and Cultural Events as amended. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Policy #15-7, Recreation, Community, Arts and Cultural Events Follow-up Actions: CAO Approval: Mike Haugen, Chief Administrative Officer 199 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-7 1 of 1 Policy Title Date: Resolution No. Recreation, Community, Arts & Cultural Events January 27, 2015 14/15 Purpose: To establish guidelines for Council to address requests from individuals and organizations for sponsorship of recreation, community, arts & cultural events not covered by other grants, scholarships, awards or donations. Policy Guidelines/Procedures: 1. Funding Allotment & Allocation: 1.1. The County shall support this policy through an annual budget allotment of $10,000. 2. Eligibility: 2.1. Individuals or organizations requesting sponsorship for recreation, community, arts & cultural events not covered by other grants, scholarships, awards or donations. 2.2. To assist with operating expenses, and other costs associated with hosting an event. 3. Disbursement of Funds: 3.1. Funding to be provided at the discretion of the CAO, to a maximum of $250.00 per request. 3.2. Funding requests over $250.00 at the discretion of Council by resolution. 4. Reporting 4.1 Council will be provided with a copy of the approval letter for each recipient in the Council Information Package. Jerry Wittstock, Reeve Mike Haugen, CAO Approved: March 1, 1998 Amended: February 10, 2005 52/04 Amended: November 8, 2005 622/05 Amended: December 18, 2006 606/06 Amended: January 23, 2007 22/07 Amended: August 30, 2011 412/11 Amended: January 27, 2015 14/15 Amended: Review Date: January 27, 2018 200 2019.12.10 Adopted Council Package 2012019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.9 Page 1 of 1 Version: 2019-02 Subject: Policy #15-13, Rural Community Halls Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council approve Policy #15-13, Rural Community Halls as presented. Background/ Proposal As part of Council’s ongoing review of current policies and in particular policies that have not been reviewed for a period of time exceeding three years, Policy #15-13 is presented for Council review. Discussion/ Options/ Benefits/ Disadvantages: Administrations has reviewed this policy with Council at the June 18th, 2019 Committee of the Whole Meeting and the September 17, 2019 Committee of the Whole meeting. Changes made to the policy include: 1. That the Accountability Form needs to be filled out yearly (Under 3.1) Cost Source of Funding: 2020 Operating Budget Council Options: 1. That Council approve Policy #15-13, Rural Community Halls as presented. 2. That Council approve Policy #15-13, Rural Community Halls as amended. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Policy #15-13, Rural Community Halls Follow-up Actions: CAO Approval: Mike Haugen, Chief Administrative Officer 202 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-13 1 of 2 Policy Title Date: Resolution No. Rural Community Halls February 13, 2018 43/18 Purpose: To provide grant funding to Hall boards, who have been operating a Community Hall within Kneehill County. Policy Guidelines/Procedures: 1. Eligibility: 1.1 Rural Community Halls operating within Kneehill County including: a. Huxley Community Association b. Sunnyslope Community Association c. Wimborne Community Centre d. Torrington Community Centre e. Swalwell Community Association f. Three Hills Rural Community Association g. Orkney Athletic Association h. Mt. Vernon Community Association i. Hesketh Community Hall Association 2. Funding Allotment & Allocation: 2.1 The amount and availability of grants will be determined by Council at the annual budget deliberations and shall be counted for through General Ledger Account # 97-000-00-27710. 2.2 The amount the Hall is used per year determines the funding level. a. Level A- 20 or more times per year b. Level B- 10-20 times per year c. Level C- Less than 10 times per year 2.3 Funding level amendments need to be approved by Council. 2.4 Allocation Amounts will be indexed annually with the October Consumer Price Index. 2.5 Funding Allocation is as follows: Level A Used year Round: 20 or more times per year 2019 Annual Rate: $2,978.04 2018-$2,896.93 X 2.8% Huxley Community Association Sunnyslope Community Association Wimborne Community Centre Torrington Community Centre Swalwell Community Association Three Hills Rural Community Association Orkney Athletic Association Level B Used Year round or seasonally: 10-20 times per year 2019 Annual Rate: $2,144.17 2018-$2,085.77 X 2.8% Level C Used Year Round or Season less than 10 times per year 2019 Annual Rate: $1,072.12 2018-$1,042.91 X 2.8% Hesketh Community Hall Association Mount Vernon Community Association 203 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-13 2 of 2 Policy Title Date: Resolution No. Rural Community Halls February 13, 2018 43/18 3. Disbursement of Funds 3.1 Accountability Form will be mailed to Rural Halls the first week of January. 3.2 The Rural Community Hall Grant funds will be disbursed in one lump sum by February 1 after the Rural Community Hall’s accountability form has been provided. Jerry Wittstock, Reeve Mike Haugen, CAO Approved: February 25, 2014 68/14 Amendment: November 25, 2014 422/14 Amendment: February 13, 2018 43/18 Amendment: Review Date: February 2021 204 2019.12.10 Adopted Council Package 205 2019.12.10 Adopted Council Package 206 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.10 Page 1 of 1 Version: 2019-02 Subject: Policy #15-1, 100 Year Farm and Ranch Award Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council approve Policy #15-1, 100 Year Farm and Ranch Award as presented. Background/ Proposal As part of Council’s ongoing review of current policies and in particular policies that have not been reviewed for a period of time exceeding three years, Policy #15-1 is presented for Council review. Discussion/ Options/ Benefits/ Disadvantages: Administration has reviewed this policy with Council at the June 18th, 2019 Committee of the Whole Meeting and the September 17, 2019 Committee of the Whole meeting. Changes made to the policy include: 1. That the only eligibility requirement is that the applicant has to receive the Alberta Century Farm Award first. (Under 1) Cost Source of Funding: 2020 Operating Budget Council Options: 1. That Council approve Policy #15-1,100 Year Farm and Ranch Award as presented. 2. That Council approve Policy #15-1,100 Year Farm and Ranch Award s as amended. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Policy #15-1, 100 Year Farm and Ranch Award Follow-up Actions: CAO Approval: Mike Haugen, Chief Administrative Officer 207 2019.12.10 Adopted Council Package POLICY Section Policy No. Page Grants/Scholarships/Awards/Donations 15-1 1 of 1 Policy Title Date: Resolution No. 100 Year Farm and Ranch Award July 21, 2015 326/15 Purpose: To recognize the achievement of century family farms and ranches within Kneehill County’s boundaries who have continuously owned and actively operated the same land for 100 years or more. Policy Guidelines/Procedures: 1. The amount of 100 Year Farm and Ranch Awards will be determined by Council at the annual budget deliberations and shall be counted for through General Ledger Account # 11-000-00-25130. Eligibility 1. Applicant provides proof that they have received the Alberta Century Farm & Ranch Award for the land applied for. 2. Applicant fills in provided application and signs the statement of certification. 3. Successful applicants will be provided a plaque design proof for their review and approval and then the plaque will be ordered. 4. Applicant will be given the choice at pick up if they would like the plaque presented at a Council meeting, presented by a County Councillor at a family celebration or picked up by the applicant at the County office. Jerry Wittstock. Reeve Mike Haugen, CAO Approved: March 25, 2003 606/06 Approved: July 21, 2015 326/15 Amended: Review Date: July 2018 208 2019.12.10 Adopted Council Package 2092019.12.10 Adopted Council Package 2102019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.11 Page 1 of 2 Version: 2019-02 Subject: Drumheller and District Solid Waste Management Association Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: Council move to support Option ______ from the Drumheller and District Solid Waste Management Association to finance the immediate replacement of transtor bins. Background/ Proposal Kneehill County is a member of the Drumheller and District Solid Waste Management Association. The Association has identified an immediate need to replace seven of the transtor bins located in the various member municipalities. The Board requested the Association’s Administration present options to finance the $600,000 required for these replacements. Three options were provided and now the Board is requesting member municipalities provide direction on either option 1 or option 3. Discussion/ Options/ Benefits/ Disadvantages: Option 1: 10-year loan through ACF through one of the member municipalities Total borrowed: $600,000 Interest: 72,768 (rate 2.317%) Additional $3.24/capita requisition required Option 3: 2-year interest free loan from Haul-All with 24 equal payments Additional $14.45/capital requisition required In reviewing the options presented, Administration provides the following observations for Council to consider: •Several member municipalities are not named in the proposed additional annual requisition (Delia, Drumheller, Morrin). Why are they excluded? •How long will the additional requisition be required? •This will only respond to the costs associated with the seven transtor bins requiring immediate replacement. An additional 10 bins will need replacement or major repairs in the next 5 years. Cost Source of Funding: 2020 Operating Budget Council Options: Recommend Option 1 or 3 to the Drumheller and District Solid Waste Management Association as a means of financing the shortfall for the immediate replacement of seven transtor bins. Addition to Agenda 211 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 8.11 Page 2 of 2 Version: 2019-01 Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Reports provided by the Association Follow-up Actions: Advise the Drumheller and District Solid Waste Management Association of Council’s recommendation Director Approval: Laurie Watt, Director of Municipal Services CAO Approval: Mike Haugen, Chief Administrative Officer Addition to Agenda 212 2019.12.10 Adopted Council Package Addition to Agenda 213 2019.12.10 Adopted Council Package Addition to Agenda 214 2019.12.10 Adopted Council Package Addition to Agenda 215 2019.12.10 Adopted Council Package Addition to Agenda 216 2019.12.10 Adopted Council Package Kneehill Regional Family and Community Support Services November 19, 2019 Meeting Minutes 1 A Regular Meeting of the Kneehill Regional Family and Community Support Services (FCSS) was held at the Kneehill Regional FCSS Office in Three Hills, Alberta on November 19, 2019, commencing at 7:06 p.m. PRESENT: Kenneth King Kneehill County Councilor Representative and Chairperson Cheryl Lumley Town of Trochu Councilor Representative and Vice Chairperson Harold Leo Town of Three Hills Councilor Representative Dan Clow Village of Carbon Councilor Representative Sonia Ens Village of Linden Councilor Representative Lucy Ann Daubert Village of Acme Councilor Alternate Representative Shelley Jackson Berry Kneehill Regional FCSS Director Angie Stewart Recording Secretary Board Package (attached and forming part of the minutes) BOARD PACKAGE The following documentation has been distributed to the Board:  Agenda  September 10, 2019 regular meeting minutes  Municipal Requisitions 2020 update  Kneehill Regional FCSS Director Board Report  Correspondence  Three Hills Community Discovery Night 2018 Final Report  Trochu Flapjack Fiesta 2018 Final Report  Seniors Outreach Quarterly Report  KRFCSS YTD financials  KCRP YTD financials  CBI YTD financials  PLC YTD financials  ECD YTD financials  2019 External Funding Request  2020 External Funding Requests  Children’s Services Family Resource Network update CALL TO ORDER Mr. King called the meeting to order at 7:06 p.m. AGENDA 1.0 Adoption of Agenda 41/19 Mrs. Daubert moved approval of the agenda as presented. CARRIED MINUTES 2.0 Approval of Minutes 42/19 Mr. Leo moved approval of the September 10, 2019 regular meeting minutes. CARRIED UNAPPROVED217 2019.12.10 Adopted Council Package Kneehill Regional Family and Community Support Services November 19, 2019 Meeting Minutes 2 BUSINESS 3.0 Business Pending from the Minutes ARISING 3.1 Municipal Requisitions for 2020 Kneehill County and the Town of Three Hills have approved the 2020 Municipal Requisition. Four of six are required to finalize the budget approvals The board directed Ms. Jackson Berry to send out a reminder to the CAO’s and Kneehill Regional FCSS Board representatives about Municipal Requisitions. DIRECTOR’S 4.1 Director’s Report REPORT FCSS  Written report attached. CORRESPONDENCE  Written report attached. KNEEHILL COMMUNITY RESOURCE PROGRAM KCRP)  Written report attached COMMUNITY BUILDING INITIATIVE (CBI)  Written report attached PARENT LINK CENTRE (PLC)  Written report attached SENIORS OUTREACH  Written report attached 43/19 Mrs. Lumley moved to receive the Director’s report. CARRIED FIN REPORTS 5.0 Financial Reports The Board reviewed the financial reports. 44/19 Mrs. Lumley moved acceptance of the financial reports. CARRIED 2019 FCSS 6.0 Grants FUNDING 6.1 External 2019 Grants 1. Trochu Playschool 45/19 Mr. Leo moved approval of Kneehill Regional FCSS funding to the Trochu Playschool in the amount of $3000.00 as per the Director’s recommendation. CARRIED 2020 FCSS FUNDING 6.2 External 2020 Grants With the 2020 budget not finalized, applications were reviewed and granted from three month interim budget perspective. 1. Senior’s Outreach 46/19 Mrs. Lumley moved approval of Kneehill Regional FCSS funding to Seniors Outreach until March 31, 2020 in the amount of $27,000. CARRIED 2. Kneehill Community Resource Program – Family Resource Workers UNAPPROVED218 2019.12.10 Adopted Council Package Kneehill Regional Family and Community Support Services November 19, 2019 Meeting Minutes 3 47/19 Mr. Clow moved approval of Kneehill Regional FCSS funding to the Kneehill Community Resource Program – Family Resource Workers until June 30, 2020 in the amount of $54,000.00. CARRIED 3. Kneehill Family and Marriage Counselling 48/19 Mrs. Ens moved approval of Kneehill Regional FCSS funding to the Kneehill Family and Marriage Counselling until the end of March 31, 2020 in the amount of $11,000.00. CARRIED NEW BUSINESS 7.0 New Business 7.1 Family Resource Network Kneehill Regional FCSS received notification on November 4, 2019 that all current Children’s Services contracts and grants will be terminated on March 31, 2020. An Expression of Interest for a Family Resource Network has been received. A written update has been included with the board package. 8.0 Closed Session 8.1 Personnel IN CAMERA 49/19 Mr. Leo moved the meeting in camera at 8:19 p.m. CARRIED 50/19 Mrs. Lumley moved the meeting out of camera at 8:25 p.m. CARRIED NEXT MEETING 9.0 Next Meeting The next meeting date is scheduled for Tuesday, January 14, 2020 at the Kneehill Regional FCSS office in Three Hills, Alberta, commencing at 7:00 p.m. ADJOURNMENT 10.0 Adjournment The meeting adjourned at 8:25 p.m. Kenneth King, Chairperson Angie Stewart, Recording Secretary UNAPPROVED219 2019.12.10 Adopted Council Package Kneehill Regional Family and Community Support Services November 19, 2019 Organizational Meeting Minutes 1 An Organizational Meeting of the Kneehill Regional Family and Community Support Services (FCSS) was held at the Kneehill Regional FCSS Office in Three Hills, Alberta, on November 19, 2019, commencing at 6:59 p.m. PRESENT: Kenneth King Kneehill County Councilor Representative Harold Leo Town of Three Hills Councilor Representative Cheryl Lumley Town of Trochu Councilor Representative Dan Clow Village of Carbon Councilor Representative Sonia Ens Village of Linden Councilor Representative Lucy Ann Daubert Village of Acme Councilor Alternate Representative Shelley Jackson-Berry Kneehill Regional FCSS Director Angie Stewart Recording Secretary CALL TO ORDER Mrs. Jackson-Berry called the meeting to order at 6:59 p.m. INTRODUCTIONS 1.0 Introductions of Kneehill Regional FCSS Board Members Kneehill Regional FCSS Board Members for 2019/2020 term have remained the same. CHAIR 2.0 Nomination of Chairperson NOMINATION Mrs. Jackson-Berry called for nominations for the position of Chairperson for the ensuing year. Mrs. Lumley nominated Mr. King, who accepted the nomination. 39/19 Mrs. Ens moved nominations cease. CARRIED Mr. King was named Chairperson by acclamation. VICE CHAIR 3.0 Nomination of Vice Chairperson NOMINATION Mr. King called for nominations for the position of Vice Chairperson for the ensuing year. Mr. Leo nominated Mrs. Lumley, who accepted the nomination. 40/19 Mrs. Daubert moved nominations cease. CARRIED Mrs. Lumley was named Vice Chairperson by acclamation. UNAPPROVED220 2019.12.10 Adopted Council Package Kneehill Regional Family and Community Support Services November 19, 2019 Organizational Meeting Minutes 2 MEETING DATES 4.0 Meeting Dates and Times AND TIMES It was established that meetings would be held at the Kneehill Regional FCSS office at 7:00 pm on the second Tuesday bimonthly, with the exception of the September meeting. The scheduled dates for 2020: January 14, March 10, May 12, July 14, September 15 and November 10. ADJOURNMENT 5.0 Adjournment Mr. King adjourned the organizational meeting at 7:06 p.m. CARRIED Kenneth King, Chairperson Angie Stewart, Recording Secretary UNAPPROVED221 2019.12.10 Adopted Council Package Committee of the Whole Minutes 1600- 2ND Street NE Three Hills, AB T0M 2A0 November 19, 2019 8:30 a.m. COUNCIL PRESENT: Division No. 1 Faye McGhee, Deputy Reeve Division No. 2 Debbie Penner, Councillor Division No. 3 Jerry Wittstock, Reeve Division No. 4 Glen Keiver, Councillor Division No. 5 Jim Hugo, Councillor Division No. 6 Wade Christie, Councillor Division No. 7 Kenneth King, Councillor ADMINISTRATION PRESENT: Chief Administrative Officer Mike Haugen Director of Municipal Services Laurie Watt Director of Corporate Services Bill McKennan Manager of Planning & Development Barb Hazelton Manager of Protective Services Debra Grosfield Sr. Manager of Transportation and Facilities Brad Buchert Environmental Services Manager John McKiernan Manager of ASB, Parks and Cemeteries Bowen Clausen Manager of Finanical Services Will Wolfe Fire Chief Dan Marsellus Human Resource Coordinator Jessie Kasha Information Management Supervisor Will Nyman Municipal Accountant Marika von Mirbach Communications Officer Christine Anderson Recording Secretary Carolyn Van der Kuil Reeve Wittstock called the meeting to order at 8:30 a.m. 1.0 Agenda Additions to the Agenda Additions under Closed Session 6.0 Land (Section 25 FOIP) Deputy Reeve McGhee moved approval of the agenda as amended. CARRIED 2.0 Approval of Minutes Councillor Christie moved approval of the October 15, 2019 Committee of the Whole Minutes as presented. CARRIED 222 2019.12.10 Adopted Council Package November 19, 2019 Committee of the Whole Meeting P a g e | 2 4.0 Budget Presentation Bill Mckennan, Director of Corporate Services, provided Council a presentation on the 2020 Budget which included the following:  Environmental Scan  An overview of the County’s fiscal condition and comparatives  Provincial/Federal Grants and Downloading  Multi Year Outlook- Operating and Capital  2020 Operating Budget Overview  2020 Capital Budget Overview The Chair called for a recess at 9:13 a.m. and called the meeting back to order at 9:25 a.m. with all previously mentioned members present except for Deputy Reeve McGhee. 3.0 Fire Presentation #3 Dan Marsellus and Debra Grosfield provided Council an overview of options available to consider for our Fire Services in Kneehill County. The Chair called for a recess at 10:13 a.m. and called the meeting back to order at 10:28 a.m. with all previously mentioned members present except for Deputy Reeve McGhee. 4.0 Budget Presentation Cont’d Bill McKennan, Director of Corporate Services, continued his budget presentation to Council. The Chair called for a recess at 11:37 a.m. and called the meeting back to order at 11:48 a.m. with all previously mentioned members present except for Deputy Reeve McGhee. The Managers presented their Departmental 2020 Operating Budgets to Council. The Chair called for a recess at 12:00 p.m. and called the meeting back to order at 1:01 p.m. with all Councillors present. The Managers continued to present their Departmental 2020 Operating Budgets to Council. The Chair called for a recess at 2:23 p.m. and called the meeting back to order at 2:31 p.m. With all Councillors present. 5.0 Delegation- Ed Gross, Hr. Outlook Councillor King moved that Council convene in closed session to discuss Personnel pursuant to section 19 of the Freedom of Information and Protection of Privacy Act, at 2:31 p.m. CARRIED The following people were in attendance of the closed session to provide a report and advise Council: Mike Haugen, CAO Laurie Watt, Director of Municipal Services Bill McKennan, Director of Financial Services Jessie Kasha, Human Resources 223 2019.12.10 Adopted Council Package November 19, 2019 Committee of the Whole Meeting P a g e | 3 Brad Buchert, Sr. Manager of Transportation Bowen Clausen, Manager of ASB and Parks Barb Hazelton, Manager of Planning and Development Debra Grosfield, Manager of Protective Services John McKiernan, Manager of Environmental Services Christine Anderson, Communications Officer Will Wolfe, Manager of Financial Services Will Nyman, Information Management Supervisor Marika von Mirbach, Municipal Accountant Carolyn Van der Kuil, Recording Secretary Councillor Christie moved that Council return to open meeting at 2:52 p.m. CARRIED 2:52 p.m.- Meeting recessed to allow return of public. 2:52 p.m. – Meeting resumed. 4.0 Budget Presentation Cont’d Bill McKennan, Director of Corporate Services, and Departmental Managers presented to Council the 2020 Capital Budget. 6.0 Closed Session Councillor Hugo moved that Council convene in closed session to discuss Land pursuant to section 25 of the Freedom of Information and Protection of Privacy Act, at 3:59 p.m. CARRIED The following people were in attendance of the closed session to provide a report and advise Council: Mike Haugen, CAO Laurie Watt, Director of Municipal Services Bill McKennan, Director of Corporate Services Carolyn Van der Kuil, Recording Secretary Bowen Clausen, Manager of ASB and Parks Brad Buchert, Sr. Manager of Transportation Carolyn Van der Kuil, Bowen Clausen and Brad Buchert left the meeting at 4:18 p.m. Deputy Reeve McGhee moved that Council return to open meeting at 4:24 p.m. CARRIED 4:24 p.m.- Meeting recessed to allow return of public. 4:24 p.m. – Meeting resumed. Reeve Wittstock adjourned the meeting at 4:25 p.m. 224 2019.12.10 Adopted Council Package REQUEST FOR DECISION AGENDA ITEM # 11.0 Page 1 of 1 Version: 2019-01 Subject: Council Follow-up Action List Meeting Date: Tuesday, December 10, 2019 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council receive the report regarding the Council Follow-up Action List for information, as presented. Background/ Proposal To request Council’s acceptance of the Council Follow-Up Action List. Discussion/ Options/ Benefits/ Disadvantages: Please find attached the Council Follow-Up Action List. The Council Follow-up Action list is a list of items from Council meetings that require follow-up. This document is regularly updated after each Council meeting. Cost Source of Funding: N/A Council Options: 1. Receive the report regarding the Council Follow-up Action List for information. 2. Council provide further direction or required changes/amendments. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: December 10, 2019 Council Follow-Up Action List Follow-up Actions: Update Action List and provide updated Council Follow-Up Action List at the next Council meeting. CAO Approval: Mike Haugen, Chief Administrative Officer 225 2019.12.10 Adopted Council Package Meeting Date Motion #Description/Motion Action Required Assigned To Due Date Status 12-Feb-19 64/19 Councillor King moved to direct administration to continue to actively pursue ICF negotiations with the Town of Three Hills, Villages of Linden, Acme and Carbon and the Town of Drumheller.CAO Acme, Carbon and Three Hills- Draft IDP's were provided Drumheller- Ongoing ICF meetings have all been set up. 11-Jun-19 275/19 Deputy Reeve McGhee moved to direct administration to proceed with the IDP Committee format process with the Town of Three Hills and the Village of Carbon.CAO In Progress Village of Carbon Complete Town of Three Hills in progress 25-Jun-19 302/19 Councillor Penner moved that Council move to direct administration to pursue the easement regarding the Three Hills Creek Area Structure Plan.Planning Department Survey plan complete; awaiting signatures. 20-Aug-19 335/19 Deputy Reeve McGhee moved to direct Administration to develop a policy for the optional use of personal cellphones in place of County provided cell phones.CAO In Progress On October 22, 2019 Agenda 08-Oct-19 389/19 Councillor Christie moved to receive Town of Trochu, Trochu Seniors Supportive Living Facility Project request for information and direct administration to provide further information on the matter. COMPLETED Replaced with motion 499/19 CAO & Corporate Services Replaced with motion # 499/19 22-Oct-19 457/19 Deputy Reeve McGhee moved to schedule the Public Hearing for the Rocky View/Kneehill IDP, as per Section 606 of the Municipal Government Act, to be held on November 26, 2019 at 11:00 a.m.COMPLETED On the November 26, 2019 Agenda 22-Oct-19 459/19 Councillor King moved to schedule the Public Hearing for the Carbon/Kneehill IDP, as per Section 606 of the Municipal Government Act, to be held on November 26, 2019 at 10:00 a.m. COMPLETED On the November 26, 2019 Agenda 26-Nov-19 481/19 Councillor King moved first reading of Bylaw 1806 for the Wheatland County and Kneehill County Intermunicipal Development Plan.COMPLETED 26-Nov-19 482/19 Councillor Penner moved, as per Section 606 of the Municipal Government Act, to schedule the Public Hearing for the Wheatland County and Kneehill County IDP, Bylaw 1806, to be held on January 14, 2020 at 10:00 a.m.On the Jan 14/19 Agenda 26-Nov-19 483/19 Councillor Keiver moved to grant a 1-year extension to KNE180122 until November 1, 2020.COMPLETED 26-Nov-19 484/19 Councillor King moved to authorize the attendance of all non- Agricultural Service Board members of Council to the 2020 ASB Provincial Conference.COMPLETED 26-Nov-19 485/19 Councillor Christie moved to receive the July to September 2019 Bank Reconciliation Report for information.COMPLETED 26-Nov-19 486/19 Reeve Wittstock moved to authorize the equipment sale proceeds of $88,530 to be contributed to the Capital Equipment Plan Reserve.COMPLETED 26-Nov-19 487/19 Councillor King moved to receive the January to September 2019 Quarterly Financial Report as information.COMPLETED 26-Nov-19 488/19 Reeve Wittstock moved to approve closing the Kneehill County Office at noon on Tuesday, December 24th and that Council receive for information the 2019 Christmas Closure Report as presented.COMPLETED 26-Nov-19 489/19 Councillor Christie moved to approve an extension to the Hesketh Community Hall on their Community Grant project program to July 30, 2020.COMPLETED Council Action Items 226 2019.12.10 Adopted Council Package Meeting Date Motion #Description/Motion Action Required Assigned To Due Date Status Council Action Items 26-Nov-19 490/19 Councillor Christie moved that Council convene in closed session to attend Pine Cliff Energy presentation pursuant to sections 16 & 25 of the Freedom of Information and Protection of Privacy Act, at 9:39 a.m. COMPLETED 26-Nov-19 492/19 Councillor King moved that the Public Hearing for Bylaw #1804 be opened at 10:29 a.m.COMPLETED 26-Nov-19 494/19 Councillor King moved that the Public Hearing for Bylaw #1805 be opened at 11:00 a.m.COMPLETED 26-Nov-19 496/19 Councillor King moved to appoint Reeve Wittstock and Deputy Reeve McGhee to the Kneehill-Drumheller Intermunicipal Collaboration Framework Committee and that Councillor Hugo be appointed as an alternate until the organizational meeting after the next general election.COMPLETED 26-Nov-19 497/19 Councillor Penner moved to approve Deputy Reeve McGhee’s attendance to the Prairie Christian Academy Playground Ribbon Cutting Ceremony that was held on Wednesday, October 30th, 2019.COMPLETED 26-Nov-19 498/19 Councillor King moved to approve Deputy Reeve McGhee’s attendance to the Three Hills School Volleyball Provincials Opening Ceremony that was held on Thursday, November 21, 2019.COMPLETED 26-Nov-19 499/19 Reeve Wittstock moved to accept for information the Trochu Housing Corporation presentation and direct administration to provide further information. 26-Nov-19 500/501/19 Council moved second and third reading to Bylaw 1804 for the Village of Carbon & Kneehill County Intermunicipal Development Plan.COMPLETED 26-Nov-19 502/19 Reeve Wittstock moved second reading of Bylaw 1805 for the Rocky View County & Kneehill County Intermunicipal Development Plan.COMPLETED 26-Nov-19 503/19 Councillor King moved to direct administration to draft a letter to the province and our local MLA Nathan Cooper, regarding our concerns regarding the termination of programs to Children Services program. 26-Nov-19 506/19 Councillor Penner nominated Wade Christie as MPC Chairman for the Thursday November 28th, 2019 meeting COMPLETED 26-Nov-19 509/19 Councillor Hugo moved that administration be authorized to enter into a tax payment agreement with Pine Cliff Energy Ltd and that the agreement provide for the waiving of tax penalties conditional on the agreement not being in default. COMPLETED 26-Nov-19 510/19 Councillor Penner moved that Council direct administration to cancel invoice IVC0007994.COMPLETED 227 2019.12.10 Adopted Council Package AMENDMENT SUMMARY Council Meeting Date: December 10, 2019 Purpose: The purpose of the Amendment Summary is to explain the differences from the original package that was presented at the Council meeting compared to the amended version. Agenda: Addition to the Agenda was made under: New Business 8.11 Drumheller and District Solid Waste Management Association Closed Session 12.1 Intergovernmental Relations (Section 21) Package: 8.11 RFD Drumheller and District Solid Waste Management Association with attachments 228 2019.12.10 Adopted Council Package