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Home My WebLink About2020.05.26 Adopted Council Meeting PackageCOUNCIL MEETING AGENDA 1600-2nd Street NE Three Hills, AB T0M 2A0 May 26, 2020 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 May 12, 2020 3.0 Delegations No Delegations Scheduled 4.0 Public Hearings No Public Hearings Scheduled 5.0 Municipal Services 5.1 Transportation 5.1.1 Policy # 13-36, Maintenance of Dirt Trail Road Allowances 5.1.2 Policy # 13-6-2 Gravel Specifications 5.2 Water/Wastewater/Environment No Report 5.3 Planning 5.3.1 Policy #5-18, Location Filming Policy 5.3.2 Bylaw 1822- Special Events Bylaw 5.3.3 Appointment of a Clerk for the Subdivision & Development Appeal Board 5.4 Agricultural Service Board & Parks No Report 5.5 Protective Services No Report 6.0 Corporate Services No Report 7.0 Business Arising from Previous Minutes 7.1 1 2020.05.26 Adopted Council Meeting Package May 26, 2020 Council Meeting Agenda Page 2 of 2 8.0 New Business 8.1 Levy Rates for Marigold Library System 9.0 Disposition of Delegation & Public Hearing Business No Delegation or Public Hearing Scheduled 10.0 Council and Committee Reports 10.1 January 21, 2020- Committee of the Whole Minutes 10.2 Kneehill Regional Family and Community Support Services 11.0 Council Follow-up Action List 12.0 Closed Session 12.1 Land (Section 24 FOIP Act) 13.0 Motions from Closed Session Adjournment 2 2020.05.26 Adopted Council Meeting Package 1 ________ Initials MINUTES OF THE MAY 12TH, 2020 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 (Video Conference) 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 ALSO PRESENT: Chief Administrative Officer Mike Haugen Director Community Services Laurie Watt Director Corporate Services Bill McKennan Director of Transportation Brad Buchert Environmental Services Manager John McKiernan Manager of Planning and Development Barb Hazelton Recording Secretary Carolyn Van der Kuil CALL TO ORDER Reeve Wittstock in the Chair Reeve Wittstock called the meeting to order at 8:30 a.m. AGENDA 1.0 Agenda 1.1 Additions to the Agenda No additions were made to the agenda. ADOPTION OF AGENDA 1.2 Adoption of Agenda 236/2020 Councillor Christie moved approval of the agenda as presented. CARRIED UNANIMOUSLY MINUTES 2.0 Minutes 2.1 Regular Council Meeting Minutes of April 28, 2020 237/2020 Councillor King moved approval of the April 28, 2020 Council Meeting minutes as presented. CARRIED UNANIMOUSLY 3 2020.05.26 Adopted Council Meeting Package COUNCIL MINUTES OF MAY 12, 2020 2 _________ Initials DELEGATIONS 3.0 Delegations 3.1 BDO Canada LLP Alan Litster and Mitchell Kennedy Alan Litster and Mitch Kennedy reviewed with Council the Draft 2019 Audited Financial Statements. MUNICIPAL SERV 5.0 Municipal Services WATER 5.2 Water/Wastewater/Environment 5.2.1 Drinking Water Safety Plan 238/2020 Councillor King moved that Council receive for information the Drinking Water Safety Plans for Kneehill County water systems, as presented. CARRIED UNANIMOUSLY CORPORATE SERV 6.0 Corporate Services 6.1 2019 Audited Financial Statements 239/2020 Councillor Christie moved that Council accepts the 2019 Audited Financial Statements as presented. CARRIED UNANIMOUSLY NEW BUSINESS 8.0 New Business 8.1 County COVID Operations Report 240/2020 Councillor Penner moved that Council accept the report on the County’s Operations During the COVID-19 Pandemic for information, as presented. CARRIED UNANIMOUSLY COUNCIL ACT LIST 11.0 Council Follow-Up Action List 241/2020 Councillor King moved that Council receive the May 12, 2020 Council Follow-Up Action List as presented for information. CARRIED UNANIMOUSLY The Chair called for a recess at 9:44 a.m. and called the meeting back to order at 10:00 a.m. with all previously mentioned members present. PUBLIC HEARINGS 4.0 Public Hearings 4.1 Bylaw #1817, Town of Drumheller/Kneehill County Intermunicipal Development Plan 242/2020 Councillor King moved that the Public Hearing for Bylaw #1817 be opened at 10:00 a.m. CARRIED UNANIMOUSLY Person(s) who presented: Barb Hazelton, Planning and Development Manager Person(s) who spoke in favour: None Person(s) who spoke in opposition: None 4 2020.05.26 Adopted Council Meeting Package COUNCIL MINUTES OF MAY 12, 2020 3 _________ Initials Person(s) who spoke in rebuttal: None 243/2020 Councillor Keiver moved that the Public Hearing for Bylaw #1817 be closed at 10:15 a.m. CARRIED UNANIMOUSLY CLOSED SESSION 12.0 Closed Session 244/2020 Councillor Penner moved that Council convene in Closed Session to discuss Intergovernmental Relations pursuant to Section 21of the Freedom of Information and Protection of Privacy Act, at 10:17 a.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 Community Services Bill McKennan, Director of Corporate Services Brad Buchert, Director of Transportation Carolyn Van der Kuil, Recording Secretary 245/2020 Councillor Christie moved that Council return to open meeting at 11:17 a.m. CARRIED 11:17 a.m. – meeting recessed to allow return of public. 11:17 a.m. - meeting resumed. The Chair called for a recess at 11:17 a.m. and called the meeting back to order at 11:26 a.m. with all previously mentioned Council members present. DISPOSITION OF DELEGATION BUSINESS 9.0 Disposition of Delegation Business 9.1 Bylaw 1817, Town of Drumheller/Kneehill County Intermunicipal Development Plan 246/2020 Councillor Christie moved that second reading be given to Bylaw 1817 for the Town of Drumheller and Kneehill County Intermunicipal Development Plan. CARRIED UNANIMOUSLY 247/2020 Councillor King moved that third reading be given to Bylaw 1817 for the Town of Drumheller and Kneehill County Intermunicipal Development Plan. CARRIED UNANIMOUSLY ADJOURNMENT Adjournment The meeting adjourned at 11:30 a.m. 5 2020.05.26 Adopted Council Meeting Package COUNCIL MINUTES OF MAY 12, 2020 4 _________ Initials ________________________ Jerry Wittstock Reeve _______________________ Mike Haugen CAO 6 2020.05.26 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.1.1 Page 1 of 1 Version: 2020-01 Subject: Policy # 13-36, Maintenance of Dirt Trail Road Allowances Meeting Date: Tuesday, May 26, 2020 Presented By: Brad Buchert, Director of Transportation Link to Strat Plan: Ensuring Communications & Engagement Recommended Motion: That Council approve as presented, Policy #13-36, Maintenance of Dirt Trail Road Allowances. Background/ Proposal At the May 19th Committee of the W hole meeting, the Committee discussed Policy #13-36, Maintenance of Dirt Trail Road Allowances. The Committee directed Administration to bring the policy to the next Council meeting for approval. The amendments to the policy are marked in red. Discussion/ Options/ Benefits/ Disadvantages: The current Dirt Trail policy procedures did not reflect any issues from an environmental assessment which could exceed the allowed dollar amount. When time is available and department is able to work within operating expenses, trails will be evaluated for the need for upgrade. There is limited room to work along dirt trails as majority of road allowance is cropped, thus limiting the time frame to work in early spring or late fall. Financial Implications: Council Options: 1. That Council approve policy as presented. 2. That Council approve policy as amended. 3. That Council direct administration to provide further information. 4. That Council receives 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: Policy # 13-36, Maintenance of Dirt Trail Road Allowances Follow-up Actions: Director Approval: Brad Buchert, Director of Transportation CAO Approval: Mike Haugen, Chief Administrative Officer 7 2020.05.26 Adopted Council Meeting Package POLICY Section Policy No. Page Transportation 13-36 1 of 2 Policy Title Date: Motion No. Maintenance of Dirt Trail Road Allowances May 26, 2020 34T34T Purpose: To establish guidelines for maintenance of dirt trails road allowances located within Kneehill County. Policy Procedure: 1. Administration will maintain signage at the beginning and end of each dirt trail road allowance stating “Road Allowance May Be Impassable”. 2. Existing Dirt trail road allowances will be bladed a minimum of twice a year as time and the condition of the road allows. 3. Dirt trail road allowances are considered field access only and Kneehill County is not obligated to provide legal access to adjacent landowners. The County is not obligated to ensure access to grain bins/bags placed on Dirt Trail Road Allowances; producers do so at their own risk. 4. Industry and Ratepayers may be allowed, at the discretion of the CAO or designate, to provide graders/snowplows or minor maintenance of dirt trail road allowances leading to leases, bins, haystacks and corrals after signing a Save Harmless Agreement/Liability Release with Kneehill County. 5. Snowplowing of dirt trail road allowances may be requested by a Ratepayer or Industry, and will be completed at no cost at the discretion of the CAO or designate. Snowplowing of dirt trail road allowances will take place only after all other Kneehill County roads have been cleared as per policy on Snowplowing of County Road Allowances. 6. Criteria for assessing regular maintenance or upgrades to Dirt Trail Road Allowances will be at the discretion of the CAO or designate and will generally be based on the following order of priorities: • Trails experiencing high weight and high volumes of traffic on a regular basis that present maintenance concerns • Trails with chronic maintenance concerns • Trails that provide connectivity to existing developed road network • Trails that are landlocked or dead-end trails, where other alternate travel routes are available. • Trails with crossings (pipeline, water) • Trails with environmental barriers will have engineered review assessment (water, encroachment, trees) Jerry Wittstock, Reeve Mike Haugen, CAO 8 2020.05.26 Adopted Council Meeting Package POLICY Section Policy No. Page Transportation 13-36 2 of 2 Policy Title Date: Motion No. Maintenance of Dirt Trail Road Allowances May 26, 2020 34T34T Approved: March 11, 2014 85/14 Approved: February 23, 2016 70/16 Approved: May 26, 2020 Review Date: May 26, 2024 9 2020.05.26 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.1.2 Page 1 of 1 Version: 2020-01 Subject: Policy # 13-6-2 Gravel Specifications Meeting Date: Tuesday, May 26, 2020 Presented By: Brad Buchert, Director of Transportation Link to Strat Plan: Level of Service Recommended Motion: That Council approve as presented Policy #13-6-2, Gravel Specifications. Background/ Proposal At the May 19th Committee of the whole meeting, the Committee discussed Policy #13-6-2 Gravel Specifications. The Committee directed Administration to bring this policy to the next Council meeting for approval. The amendments to the policy are marked in red. Discussion/ Options/ Benefits/ Disadvantages: The new amendments proposed would allow the County to use a modified road crush gravel eliminating a percentage of fines to better suit our needs. The result of the proposed changes over the longer term is the expected reduction of “slimy” gravel that has been present on some County roadways. Financial Implications: Council Options: 1. That Council approve policy as presented. 2. That Council approve policy as amended. 3. That Council direct administration to provide further information. 4. That Council receives 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: Policy # 13-6-2 Gravel Specifications Follow-up Actions: Director Approval: Brad Buchert, Director of Transportation CAO Approval: Mike Haugen, Chief Administrative Officer 10 2020.05.26 Adopted Council Meeting Package POLICY Section Policy No. Page TRANSPORTATION 13-6-2 1 of 2 Policy Title Date: Motion No. Gravel Specifications 34T34T 34T34T Purpose: To establish guidelines for gravel used within Kneehill County. Policy Guidelines: Gravel Specifications: TYPE DESIGNATION CLASS Road Gravel: ¾” (20mm) 4 20 1” 7/8” (25mm) 4 25 Base Course: ¾” (20mm) 2 20 1” (25m) 2 25 1 ½” (40 mm) 2 40 Asphalt Aggregate: ½” (12.5mm) 3 16 Chip Seal Coat Aggregate: ½” ( 12.5mm) 3 16 • Transportation 2010 Standard Specifications for Highway Construction are to be used for base course Asphalt Aggregate and Chip Seal Coat Aggregate. • Road Gravel (3/4”) 4-20 or (1”) 4-25 shall be a modified spec set by Kneehill County. 11 2020.05.26 Adopted Council Meeting Package POLICY Section Policy No. Page TRANSPORTATION 13-6-2 2 of 2 Policy Title Date: Motion No. Gravel Specifications 34T34T 34T34T Jerry Wittstock, Reeve Mike Haugen, CAO Approved: Review Date: Date four years from last approval date 12 2020.05.26 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.3.1 Page 1 of 1 Version: 2020-01 Subject: Policy 5-18 Location Filming Policy Meeting Date: Tuesday, May 26, 2020 Presented By: Barb Hazelton, Manager of Planning & Development Link to Strat Plan: Providing Good Governance Recommended Motion: That Council move to approve Policy 5-18, Location Filming Policy as presented. Background/ Proposal Kneehill County recognizes the importance of the film and television production industry to our area’s economic strength. We also understand the need to balance the rights and wishes of our residents with the unique nature and requirements of the film production industry. Discussion/ Options/ Benefits/ Disadvantages: Our municipality has seen an increase in the amount of interest shown by people and industry wanting to use our public spaces in filming productions. Currently we are dealing with each of these on their own merit, but have no policy in place to ensure consistency in how we deal with these opportunities. As you are aware, some of these projects can be quite large, and may require staff involvement outside of their normal day-to-day duties. Administration is proposing that a policy be put in place that is a mechanism for ensuring consistency in how we process these applicants, and also provides safeguards for the municipality’s staff and lands. The attached policy has been drafted by the Planning Department with input from the Parks Department for discussion purposes. Financial Implications: There are currently fees in the Master Rates Bylaw for a filming application. There are no direct financial implications for drafting this policy as they are captured in the existing budget. Application fees will be incorporated into the budget going forward. Council Options: 1. That Council move to approve Policy 5-18, Location Filming Policy as presented. 2. That Council move to approve Policy 5-18, Location Filming Policy as amended. 3. Council request more information prior to approving this 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: Draft Policy 5-18 Follow-up Actions: Administration will ensure that the policy is adhered to when dealing with filming projects/productions. Director Approval: Laurie Watt, Director Community Services CAO Approval: Mike Haugen, Chief Administrative Officer 13 2020.05.26 Adopted Council Meeting Package POLICY Section Policy No. Page Development Control 5-18 1 of 5 Policy Title Date: Motion No. Location Filming 34T34T 34T34T Purpose: Kneehill County recognizes the importance of the film and television production industry to our area’s economic strength. Kneehill County understands the need to balance the rights and wishes of our residents with the unique nature and requirements of the film production industry. Policy Guidelines: 1. Ensure that every potential filming production is reviewed by all affected agencies to enable coordination with other activities that occur within the boundaries of Kneehill County and to minimize the disruption to these agencies and residents. 2. To confirm that the film Production Company has sufficient property damage and public liability insurance coverage, thereby ensuring that, in the event of an accident, all persons including participants are protected from any possible claim or suit arising from the filming project. 3. To ensure that all costs incurred by Kneehill County as a result of the filming production are recovered from the applicant. 4. To establish an administrative process that is effective, efficient and adaptable. Policy Procedure: 1. Projects for Consideration: Feature films, television films, television programs/series, television commercials, documentaries, educational films, music videos, commercial photography, and other projects as approved by Kneehill County. 2. Exemption: Television news and current affairs programming. 3. Notification to Kneehill County: Written correspondence (i.e. letter, email) must be submitted to the Kneehill County’s Planning Department not less than thirty (30) business days in advance of filming activity. Filming that involves the use of facilities and/or parks, roadways or sidewalks, dedicated parking arrangements, special effects, firearms, and alteration to street signage requires a submission of not less than sixty (60) business days in advance of filming activity. Upon receipt, a decision will be issued within fifteen (15) business days. 14 2020.05.26 Adopted Council Meeting Package POLICY Section Policy No. Page Development Control 5-18 2 of 5 Policy Title Date: Motion No. Location Filming 34T34T 34T34T Notifications that are ‘emergent’ and time sensitive in nature may be dealt with on a case by case basis, at the discretion of the Planning Department. 4. Notification to Residents/Businesses: 4.1 Affected residents and/or businesses must be notified in writing, not less than twenty-five (25) business days in advance for approvals, prior to the commencement of filming activity. Information such as location and duration of filming, planned special effects, road and land closures, sidewalk obstruction and street parking restrictions must be communicated by means of the signed letter. The letter must be printed on company letterhead and must include the name and telephone number of the Location Manager. 4.2 In situations where filming activity impedes access to a business or businesses, it is the responsibility of the Production Company to approach affected owners in order to identify means of limiting disruption and/or to determine appropriate levels of compensation for lost business. 4.3 The Location Filming approval letter may be revoked if it is discovered that affected residents and/or businesses have not been adequately notified of filming activities. 5. Consideration of Residents/Businesses: 5.1 It is the Production Company’s responsibility to ensure that there is a minimum of disruption to residents and businesses resulting from filming activity. This includes ensuring uninhibited access to property and freedom from environmental conditions that include, but not limited to spill over lighting, exhaust fumes or excessive noise. 5.2 Lighting: Lighting should be oriented away from neighboring residences and businesses. 5.3 Generators: All generators used on streets or in public areas must be equipped with silencing attachments. 5.4 Idling: Every attempt must be made to limit excessive vehicle idling. 5.5 In the event of long-term filming activities, measures taken to limit disruption must be deemed satisfactory to all affected residents and businesses. 6. Traffic and Traffic Stoppages: 6.1 Kneehill County is prepared to close streets, alleys, lanes and sidewalks for filming activity. Requests for closures must be stated clearly in writing and must receive signed approval from the Planning Department. 15 2020.05.26 Adopted Council Meeting Package POLICY Section Policy No. Page Development Control 5-18 3 of 5 Policy Title Date: Motion No. Location Filming 34T34T 34T34T 6.2 It is the Production Company’s responsibility to arrange for all required traffic control personnel and to make arrangement with Kneehill County personnel to cover, alter, remove and/or reinstall traffic or street signs as may be necessary. All costs associated with these arrangements are the responsibility of the Production Company. 7. Parking: 7.1 Kneehill County will attempt to provide dedicated space within County owned lots for all essential film unit vehicles. 7.2 In all circumstances, production vehicles must not block fire hydrants, pedestrian crosswalks, road intersections, driveways, ramps and priority parking stalls. 8. Development/Building Permits: 8.1 Development or building permits issued by Kneehill County, pursuant to the Land Use Bylaw may be required on a case by case basis upon review of the Planning Department. 9. Special Effects/Firearms: 9.1 Use of firearms, explosives, flash powder, detonators, flammable liquids and the filming of dangerous stunts must be stated clearly in writing and have the signed approval of the Planning Department. 9.2 The attendance of the Fire/Rescue Department personnel may be required for the use of fire or pyrotechnic effects. All costs associated with these requirements and related clean-up are the responsibility of the Production Company. 9.3 All dangerous/hazardous materials must be stored and used in accordance with all applicable Federal and Provincial Laws, Regulations and Guidelines. 10. Clean-Up: 10.1 Production crews are responsible for cleaning the project site at the end of every working day. Upon completion of filming activity, the Production Company must ensure that the site is returned to its original condition. An inspection of the project site by Kneehill County personnel will be conducted in order to ensure compliance. 11. Conduct: 11.1 It is the responsibility of the Production Company to ensure that their staff and all individuals associated with the production operate in a safe and professional manner in the course of their duties. 16 2020.05.26 Adopted Council Meeting Package POLICY Section Policy No. Page Development Control 5-18 4 of 5 Policy Title Date: Motion No. Location Filming 34T34T 34T34T 12. Fees/Expenses 12.1 The Production Company is responsible for all administrative fees and out-of-pocket expenses related to the use of Kneehill County roads, properties, parks, equipment or personnel if required. 13. Damage Deposits: 13.1 A deposit in the form of a letter or credit or certified cheque must be provided to Kneehill County in advance of filming work and shall not be returned until all conditions, including clean-up of filming location, and full payment of expenses incurred by Kneehill County have been fulfilled. 14. Indemnification/Save Harmless: 14.1 The Production Company shall indemnify and save harmless Kneehill County from and against all claims, actions, damages, injuries, costs, expenses or losses whatsoever, which may arise or be brought against Kneehill County as a result of, or in connection with the said use of the location(s) by the Production Company, its employees, contractors, agents, or representative; and specifically, Kneehill County will not be responsible for any liability arising from these activities with respect to advertising or any copyright or trademark infringements. 15. Insurance: 15.1 The Production Company shall, at its own expense, including the cost of deductibles, provide and main: i. Commercial General Liability Insurance insuring against claims, providing coverage in an amount of not less than Five Million ($5,000,000) dollars per occurrence naming Kneehill County as an additional insured. ii. Automobile Third-Party Liability Insurance in an amount of not less than One Million ($1,000,000) dollars covering all owned/leased vehicles used. iii. Any other form of insurance (aircraft liability, pyrotechnics liability, fire legal liability) as may be applicable. iv. Proof of coverage must be submitted to the Planning Department as part of the approval process. Jerry Wittstock, Reeve Mike Haugen, CAO 17 2020.05.26 Adopted Council Meeting Package POLICY Section Policy No. Page Development Control 5-18 5 of 5 Policy Title Date: Motion No. Location Filming 34T34T 34T34T Approved: Review Date: Date four years from last approval date 18 2020.05.26 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.3.2 Page 1 of 2 Version: 2020-01 Subject: Special Events Bylaw 1822 Meeting Date: Tuesday, May 26, 2020 Presented By: Barb Hazelton, Manager of Planning & Development Link to Strat Plan: Providing Good Governance Recommended Motion: 1. That Council move first reading of Special Events Bylaw 1822. 2. That Council move second reading of Special Events Bylaw 1822. 3. That Council unanimously consider third reading of Special Events Bylaw 1822. 4. That Council move third reading of Special Events Bylaw 1822. Background/ Proposal The Municipal Government Act provides general jurisdiction for Council to pass bylaws for municipal purposes respecting the safety, health and welfare of people and the protection of people and property; people, activities and things in, on or near a public or a place that is open to the public; and, provide for a system of licenses, permits or approvals. Discussion/ Options/ Benefits/ Disadvantages: The current Bylaw 899 was adopted in 1980 and an amendment was added by Bylaw 1291, which was adopted in 1993. These existing bylaws are not sufficient in meeting the requirements for current public events. Similar bylaws from our adjacent rural municipalities have been reviewed as part of this process. This draft is the outcome of a joint effort between the Protective Services Department and the Planning Department and has been attached for your consideration. This bylaw refers to any event or function which is held at a public place in the County and to which members of the general public are invited or admitted for a fee or free of charge, but does not include a private gathering or event to which members of the public are not invited or admitted. An approved application will be required for these events, and will provide a process for ensuring large public events can be held in a responsible, safe manner. Financial Implications: There are currently no fees in the Master Rates Bylaw for this application. We will address this when we bring the Master Rates Bylaw for amendment. There are no direct financial implications for drafting this bylaw as they are captured in the existing budget. Application fees will be incorporated into the budget going forward. Council Options: 1. That Council move first reading of Special Events Bylaw 1822 as presented. 2. That Council move second reading of Special Events Bylaw 1822 as presented. 3. That Council unanimously consider third reading of Special Events Bylaw 1822. 4. That Council move third reading of Special Events Bylaw 1822 as presented. 5. That Council move first, second, and third reading to Special Events Bylaw 1822 as amended. 6. Council request more information prior to first reading. 19 2020.05.26 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.3.2 Page 2 of 2 Version: 2020-01 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: Bylaw 899 Bylaw 1291 Draft Bylaw 1822 Follow-up Actions: Administration will ensure that the bylaw is added to the website, and fees are added to the Master Rates Bylaw when it is amended. Director Approval: Laurie Watt, Director Community Services CAO Approval: Mike Haugen, Chief Administrative Officer 20 2020.05.26 Adopted Council Meeting Package BYLAW NO 1822 SPECIAL EVENTS BYLAW A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, TO PROVIDE FOR THE REGULATION AND CONTROL OF PUBLIC EVENTS WITHIN KNEEHILL COUNTY WHEREAS, pursuant to the Municipal Government Act, R.S.A. 2000 Chapter M-26 as amended, Section 7, provides that Council may pass bylaws for municipal purposes respecting the safety, health and welfare of people and the protection of people and property; people, activities and things in, on or near a Public Place or place that is open to the public; and, provide for a system of licenses, permits or approvals. NOW THEREFORE, the Council of the municipality of Kneehill County, in the Province of Alberta, duly assembled hereby enacts as follows PART ONE INTRODUCTION 1. TITLE This Bylaw shall be cited as the “Special Event(s) Bylaw”. 2. DEFINITIONS 2.1 In this Bylaw: a) “Applicant” means the person who applies for a Special Event Permit pursuant to this Bylaw; b) “Approving Authority” means the Chief Administrative Officer or designate in consultation with the Planning and Development Department. c) “Enforcement Officer” means any Enforcement Officer, Bylaw Enforcement Officer, RCMP Officer, or person authorized by Council to enforce the provisions of this Bylaw. d) “Municipality” means Kneehill County. e) “Public Place” means any place to which the public has access as a right or by invitation, express or implied, and without restricting the foregoing to constitute a Public Place it is not necessary that all segments of the public have a right of access thereto; f) “Responsible Party” means every person who is an Applicant (if a corporation, all directors), Special Event promoter, Special Event manager, or provides entertainment or concessions for the Special Event; g) “Special Event” means and includes any music concert, concert, performance, amusement, dance, exhibition, entertainment, parade, assembly, game, athletic or sports contest and any event or function which is held at a public place in the County and to which members of the general public are invited or admitted for a fee 21 2020.05.26 Adopted Council Meeting Package or free of charge, but does not include a private gathering or event to which members of the public are not invited or admitted. PART TWO TRANSITION 3. GENERAL PROHIBITION 1. No person(s) shall hold, conduct, manage, or allow to be held or organize a Special Event within the County unless that person(s) has first obtained a Special Event Permit from the Approving Authority. 2. No person shall hold, conduct, manage or allow to be held or organized a Public Event except in compliance with the terms of a Special Event Permit. 3. A Special Event Permit must not be issued to circumvent the need for a Development Permit or to exceed limitations contained within an existing Development Permit. 4. There may be specific circumstances where the ability to obtain a Special Event Permit is specified as a condition of an approved Development Permit. In such cases it is appropriate to consider issuing a Special Event Permit based on the merits of the application. 4. SPECIAL EVENT EXCEPTIONS 1. The following organizations, clubs, groups or societies do not require a Special Event Permit to hold a Special Event unless, in the opinion of Approving Authority, the nature and scale of the event is such that a permit is required: a) Community Associations for events such as picnics, spring/fall suppers, Christmas concerts, pie socials, ball games, community dances, and other events which are held in or on the Community Association property; b) An agricultural society registered pursuant to the Agricultural Societies Act; c) Religious or church organizations; d) 4-H Clubs; e) Scouts, cubs, brownies or guides, cadets and other similar organizations; f) Schools or school boards; g) Families holding Special Events commonly referred to and recognized as “family reunions” or “weddings”; h) Service groups that are active in the community, examples may include, but are not limited to Elks, Kiwanis, Rotary Club and Lions; i) Farm auctions; j) Any other club(s) or organization(s) determined by the Approving Authority to be similar in nature. 22 2020.05.26 Adopted Council Meeting Package 5. PERMIT REQUIREMENTS 1. A permit for a Special Event is valid for one occurrence only at one location for the date(s) specified on the Special Event Permit. A Special Event Permit will only be valid for a maximum of 24 hours, unless explicitly extended by the Development Authority for a longer period. 2. A complete application for a Special Event Permit pursuant to this Bylaw must be made no later than Sixty (60) days before the proposed date of the Special Event. The Approving Authority may accept a complete application within 60 days of the proposed date of the Special Event if the Approving Authority is satisfied that the application can be properly evaluated within that time. 3. A complete application for a Special Event must include the following: a) Full name and address of the Applicant (if the Applicant is a corporation the names and addresses of all corporate directors); b) Full name and addresses of all responsible parties; c) The legal description of the location of the proposed Special Event and a current copy of the Certificate of Title for the proposed location; d) A letter of authorization from the registered landowner; e) A letter from the registered landowner authorizing Enforcement or Development Officers to visit proposed site prior to the Special Event and if required during the Special Event to ensure that this or any other Bylaw, permit conditions or other legislation are being complied with; f) A non-refundable permit fee as determined by Council in the Master Fees Bylaw; 4. The permit may be approved with or without conditions. Although not limited to, the following conditions may be imposed on any permit: a) The maximum number of persons that may attend the Special Event; b) Specific requirements for access to and from the proposed location and parking; c) Specific requirements for noise attenuation; d) Specific requirements or procedures for any emergency medical personnel or equipment; e) Specific requirements to confirm security personnel or policing has been retained; 23 2020.05.26 Adopted Council Meeting Package f) Specific requirements as established in an Emergency Event Plan including but not limited to map describing access points, emergency contacts, safety and notification plan for attendees; g) Alberta Health Services or Alberta Liquor and Gaming approved permit, should liquor or food service be offered, or as described through these governing bodies. h) Nuisance and General Sanitation Regulation shall apply to the number of washrooms supplied and suitable garbage disposal. i) Any other requirements that are deemed to be reasonably necessary by the Approving Authority to protect the safety, health, welfare, and property of the attendees of the Special Event or the adjacent landowners. 5. In addition to the above requirements, the following additional conditions may be imposed: a) That the Applicant obtain a Development Permit from the County if they wish to repeat similar Special Events on the same Property in the future; b) That the Applicant provide the County with an irrevocable letter of credit or a cash deposit, in an amount specified by the Approving Authority, to be disposed of by the Approving Authority in amounts deemed appropriate to provide adequate financial security for compliance with the conditions of the Special Events Permit, on the basis of legitimate claims. 6. All costs and expenses incurred in meeting the requirements of this Bylaw or any conditions attached to the Special Events Permit or by reason of breach of this Bylaw shall be borne by the Applicant or the Person(s) in breach and are a debt owed to the County. This may include, but is not limited to all costs incurred by the County in regard to policing, emergency fire or medical expenses. The County may utilize and draw upon any security held by the County to pay any or all of the costs incurred by the County. 7. Where an irrevocable letter of credit is required, as a condition of a Public Event Permit, failure to provide the letter of credit within a time period stipulated by the Approving Authority shall render the permit to hold the Special Event as null and void. 8. The Approving Authority may, when evaluating an application for a Special Event Permit, consult with other municipal departments, any appropriate agency or authority such as the local health authority, fire department, the Royal Canadian Mounted Police and any provincial or federal agency. 9. Any permit approved pursuant to this Bylaw does not relieve the Applicant of complying with any other municipal, provincial or federal legislation. 10. Failure to submit proof that all statutory obligations or requirements of the Special Event Permit application have been satisfied by the Applicant or evidence of previous mismanagement of similar Public Events shall be good and ample 24 2020.05.26 Adopted Council Meeting Package reason for the Approving Authority to refuse to issue a permit for the Special Event. 11. The Approving Authority may refuse to issue a Special Event Permit if: a) The Applicant or other Responsible Party have previously held a Special Event and breached any of the conditions of the permit for that Special Event. b) In the opinion of the Approving Authority the potential noise impact of the Special Event would create a nuisance for the community. c) In the opinion of the Approving Authority, the proposed Special Event cannot be conducted in a safe matter due to the proposed location or the proposals for security, access and egress for vehicle traffic, or emergency management; or d) In the opinion of the Approving Authority, the proposed Special Event is not an appropriate Special Event for the proposed location. 12. An Enforcement Officer, believing upon reasonable and probable grounds that a Special Event has become disorderly, may stop the Special Event by any reasonable means. 13. Failure by the Applicant or Responsible Parties to stop the Special Event when requested to do so by an Enforcement Officer is a breach of this bylaw. 6. PERMIT REQUIREMENTS 1. Any person who contravenes Sections 3(1), 3(2), or 5(13) of this Bylaw is guilty of an offence and is liable on summary conviction to a fine of One Thousand ($1,000) DOLLARS and in default of payment is liable to imprisonment for a term not exceeding six (6) months. 2. Any person who contravenes any other provision of this Bylaw is guilty of an offence and is liable on summary conviction to a fine of not more than Ten Thousand ($10,000) DOLLARS and no less than One Thousand ($1,000) DOLLARS and in default of payment is liable to imprisonment for a term not exceeding six (6) months. 7. SEVERABILITY 1. Each provision of this bylaw is independent of all other provisions. If any such provision is declared invalid by a Court of competent jurisdiction, all other provisions of this bylaw will remain and enforceable. 8. EFFECTIVE DATE 1. This bylaw comes into effect upon third reading of this bylaw. 9. RESCINDED BYLAWS 25 2020.05.26 Adopted Council Meeting Package 1. Bylaw No. 1291 is hereby rescinded. 2. Bylaw No. 899 is hereby rescinded. Read a first time on this 26th day of May, 2020. Read a second time on this day of , 2020. Read a third time on this day of , 2020. Reeve Jerry Wittstock Chief Administrative Officer Mike Haugen Date Bylaw Signed 26 2020.05.26 Adopted Council Meeting Package MUNICIPAL DISTRICT OF KNEEHILL #48 BY-LAW NUMBER 899 V A ,e t WHEREAS Section 2-68 of the Municipal Government Act, being Chapter 246 of the Revised Statutes of Alberta, 1970, and amendments thereto provides that: 1. The Council may pass by-laws licensing and regulating all places of amusement, entertainment or athletic contests of every kind and description, or athletic contests of every kind and description and may by law prohibit amusements, entertainment or athletic contests as considered necessary in the public interest and may provide for penalties for breaches of any by-laws passed under this Section. 2. Without restricting the generality of sub-section (1) , the Council may pass by-laws to control and regulate or may appoint a board or commission to control and regulate sparring exhibitions, boxing matches, and wrestling matches, and may prohibit such exhibitions or matches without the written authority of the Council or the Board or Commission. NOW THEREFORE, The Council of the Municipal District of Kneehill #48 being duly assembled, HEREBY ENACTS AS FOLLOWS: 1. This by-law may be cited as the Municipal District of Kneehill No. 48 Amusement By-law. 2. In this By-law: a) Council means the Council of the Municipal District of Kneehill #48 b) Peace Officer means a member of the Royal Canadian Mounted Police or a Constable appointed by the Municipal District of Kneehill No. 48 pursuant to the Police Act, 1973. c) Public Place includes any place to which the public has access as of right or by invitation, express or implied, and without restricting the generality of the foregoing to constitute a public place it is not necessary that all segments of the public shall have a right of access thereto. means d) Municipal Administrator / the Municipal-Administrate he Municipal District of Kneehill No. 48. e) Summary Conviction means a summary conviction under and by virtue of Part XXIV of the Criminal Code. 3. Except as hereinafter provided, no person shall hold any amusement, entertainment or athletic contest of any kind or description within the boundaries of the Municipal District of Kneehill No. 48. 4. The Municipal Administrator, upon receiving written application in such form as shall be from time to time prescribed by resolution of Council, may authorize the holding of amusements, entertainments or athletic contests of any kind or description, in a public place. 5. (a) Such application shall be made to the Municipal Administrator at least thirty (30) days prior to the time indicated for the commencement of the amusement, entertainment or athletic contest, and shall be accompanied by a non-refundable application fee of One Hundred ($100.00) Dollars and shall contain the following information: i) The name, age, residence and mailing address of the person or persons making such application. If the application is made by a partnership, the names and addressed of the partners shall appear. Where the applicant i s a corporation, the application shall be signed by the President and Vice President or Secretary-Treasurer of such corporation and shall contain the addresses of such corporate officers and the registered office of the corporation. ii) A written description of the kind, character or type of amusement, entertainment or athletic contests which the applicant proposes to conduct, operate or carry on. iii) The address or legal description of the place where the proposed activity is to be conducted, operated or carried on. Additionally, the applicant shall submit proof of ownership of the place where the activity is to be conducted or a statement signed by the owner of the premises indicating his consent to the conduct, operation or carrying on of the amusement, entertainment or athletic contest on that site. 27 2020.05.26 Adopted Council Meeting Package BY-LAW NUMBER 899 CONTINUED PAGE 2 iv) The date or dates and hours during which the amusement, entertainment or athletic contest is to be conducted, operated or carried on. v) An estimate of the number of customers, spectators, participants or other persons expected to attend the activity for each day upon which it is to be conducted operated or carried on, together with a statement of the number of tickets offered for sale. B) The applicant shall further submit to the Municipal Administrator a detailed written statement of the applicant's plans to provide security and fire protection, water supplies and facilities, sanitation facilities, medical facilities and services, vehicle parking spaces, vehicle access and on site traffic control, and if it is proposed or expected that customers, spectators or participants will remain at night or overnight, the arrangements which have been made for illuminating the site and for camping or similar facilities. The plans should further include information as to what provisions shall be made for numbers of spectators in excess of the estimate, provisions for the clean up of the site and provisions for the removal of rubbish from the site after the event is concluded. C) Failure to submit proof that all statutory obligations have been satisfied by the applicant shall render authorization for the conduct, operation or carrying on of the amusement, entertainment or athletic contest null and void. D) Any person who conducts, operates or carries on an amusement, entertainment or athletic contest within the boundaries of the Municipal District of Kneehill NO. 48 without authorization of the Municipal Administrator, is in violation of this by-law and guilty of an offence punishable on summary conviction. 6. (a) After considering the nature of the intended amusement, entertainment or athletic event, Council may, by resolution: i) Fix a licence fee for the conducting, operating or carrying on of the amusement, entertainment or athletic contest, and ii) Require the applicant to post a cash bond or such other form of security as may reasonably be required, to cover any damages or out-of-pocket expenses (hereinafter referred to as "Claims") which may arise out of the conduct, operation or carrying on of the amusement, entertainment or athletic contest, whether or not the damage or out - of - pocket expense relates to private or public property. b) Cash bonds or other security held or collected and-er this section may be disposed of by the Municipal Administrator in amounts and in the manner he may deem proper and on the basis of legitimate claims against the cash bonds or other security. c) In the event that the applicant disputes liablity for or the quantum of, any claims, the Municipal Administrator may hold the cash bond or other security until such time as the dispute is resolved and thereafter the cash bond or other security may be disposed of by the Municipal Administrator on the basis of such claim. d) Failure to pay a licence fee or post a cash bond or other security, as the case may be, within the period of time stipulated by the Municipal Administrator, shall render authorization for the conduct, operation and carrying on of the event null and void. 7. (a) Section 4 shall not apply to bona fide community , service clubs, agricultural societies, employees, clubs, religious organizations 4-H Clubs, Scou ts, Guides Cubs, Brownies, Home and School Associations, Fraternal Societies and Motion Picture Theatres established within the Municipal District of Kneehill No. 48 at the time of the making of this by-law. b) Any dispute arising from sub-section (a) shall be determined by the Council whose ruling on the matter shall be final and binding on the applicant. 8. (a) No persons shall install or use a loud-speaker system or other device for the amplfication of sound in any public place. b) Sub-section (a) does not apply to the use of sound amplfication devices used by ambulance, police, fire-fighting or other emergency services or for the carrying on of an auctioneering operation. c) Council, upon application made by any person, may waive the prohibition contained 28 2020.05.26 Adopted Council Meeting Package BY-LAW NUMBER 899 CONTINUED P. 3 in sub-section (a) . d) Use, intended number and volume of loud speakers or other devices for the amplification of sound shall be factors considered by Council when dealing with an application for a waiver of the prohibition contained in sub-section (a) . 9. Pursuant to the authority conferred by the Alberta Lords Day Act, and subject to this by-law, it shall be lawful for any person to provide, engage in or be present at: a) Any game, contest or sport; b) Any exhibition of an educational, artistic or cultural nature; c) Any theatrical performance, concert, recital, lecture or other performance, and d) Any exhibition of moving pictures: after 1:30 O'CLOCK in the afternoon on a Sunday. 10. Every person who is convicted of an offence under this By-Law is liable to a fine of not less than Two Hundred ($200.00) Dollars and not more than Five Hundred ($500.00) Dollars or to imprisonment for six (6) months or both fine and imprisonment. 11. If any provision contained within this by-law is found to be void or unlawful by any Court of competent jurisdiction, such provision shall be severed from this By-Law and the remainder of this By-Law shall continue in full force and effect. COUNCILLOR FERGUSON MOVED first reading to this by-law. Carried COUNCILLOR POOLE MOVED second reading to this by-law. Carried Councillor Campbell moved that third reading be given to this by-law at this time. Carried Unanimously. COUNCILLOR BAUER moved third reading to this by-law. Carried DONE AND PASSED IN REGULAR MEETING OF COUNCIL THIS 10th day of March, A.D. 1980. JReeveMuna'cip 1 Ad inistrator 29 2020.05.26 Adopted Council Meeting Package BY LAW NUMBER 1291 MUNICIPAL DISTRICT OF KNEEHILL #48 IN THE PROVINCE OF ALBERTA THIS BEING A BY-LAW TO PROVIDE FOR LICENSING AND REGULATION OF CONCERTS WITHIN THE M.D. OF KNEEHILL #48 Pursuant to Section 238 of the Municpal Government Act, Revised States of Alberta, 1980, and amendments thereto, Chapter M-26, the Council of the Municipal District of Kneehill #48 enacts as follows : PURPOSE The purpose of this by-law is to licence and regulate concerts in the Municipal District of Kneehill #48 . DEFINITION Concert" shall mean any music festival, dance festival, rock festival, or similar musical activity, whether indoor or outdoor, likely to attract 500 people or more in any one twenty-four (24 ) hour period, at which music is provided by paid or amateur performers, or by prerecorded means, and which is held at any place within the municipality, and to which members of the public are invited or admitted for a charge, or free of cost; Council" means the Council of the Municipal District of Kneehill #48 Health Officer" means the Medical Officer of Health appointed by the Local Board of Health or by the Board of a Health Unit, as the case may be, or such person as is designated by the Local board of Health, or the Board of a Health Unit Chief of Emergency Services" means the physician on the staff of the health care center nearest to the location where the festival is being held, and appointed by the medical staff and Board of Directors of the said health care center as chief of the service. Medical Director, Ambulance Service" means the physician appointed by the Board of Directors of the Kneehill Ambulance Service as medical director for the service. Chief Executive Officer of the nearest health care center means the executive manager of the said health care center with authority conferred by the Board of Directors of the said Health Care Center. Chief Executive officer, Kneehill Ambulance Service" means the executive manager of the Ambulance Service 30 2020.05.26 Adopted Council Meeting Package with authority conferred by the Board of Directors of the Kneehill Ambulance Service. Licensee" means a person who has applied for and obtained a licence to operate a concert, pursuant to this by-law. Licencing Officer" means the Council, or such person as Council may designate. Municipality" means the Municipal District of Kneehill 1 . No person shall operate, maintain, conduct or advertise a concert in the municipality unless he has first obtained a licence from the Licensing Officer to operate or conduct such a concert. 2 . Applications for license to conduct a concert shall be made to the Licensing Officer in writing no less than one hundred and twenty ( 120) days prior to the proposed date of the concert and shall be accompanied by a non refundable application fee of $500 . 00 and shall contain the following information. 2 . 1 The name, age, residence and mailing address and telephone number or numbers of the person(s) making such application. If the application is made by a partnership, the names and addresses of the partners shall appear. Where the applicant is an incorporated company, the application shall be signed by at least two directors of the incorporated company and shall contain the addresses of such corporate directors and shall have attached a certified copy of the Certificate of Incorporation. 2 .2 The name, address and telephone number of the agent for the applicant who will be responsible for compliance of this bylaw. 2 . 3 A written statement of the kind, character, or type of concert, which the applicant proposes to conduct, operate or carry on. 2 . 4 The address or legal description of the property where the proposed concert is to be conducted, operated or carried on. Additionally, the applicant shall submit proof of ownership of the place where the concert is to be conducted, or a statement signed by the owner of the premises, indicating his consent that the site be used for the proposed concert. 2 .5 The date or dates and the hours during which the concert is to be conducted. 2 .6 An estimate of the number of customers, spectators, participants and other persons expected to attend the concert. 2 . 7 A detailed written explanation of the applicant ' s 31 2020.05.26 Adopted Council Meeting Package plans to provide security, (including names of the Security Management Team) , fire protection, policing, water, supplies and facilities, sanitation facilities, food supplies and facilities, first aid facilities and services, vehicle parking spaces, vehicle access, and on site traffic control, and, if it is proposed or expected that spectators or participants will remain at night or overnight, the arrangements for illuminating the premises and for camping or smiliar facilities . The applicant' s plans shall include what provisions shall be made for numbers of spectators in excess of the estimate, provisions for the clean-up of the premises and provisions for the removal of rubbish after the concert has concluded. A plot plan showing the arrangement of the facilities, including those for parking, egress and ingress, shall be submitted with such application. 3 . Every person applying for a license, pursuant to this by-law shall satisfy the Licensing Officer and Health Officer, Chief Executive Officer and Chief of Emergency Services of the nearest Health Care Center, and Chief Executive officer and Medical Director, Ambulance Service, Kneehill Ambulance Service that he is able to meet the conditions and requirements set out in this bylaw. 4 . Every Licensee shall satisfy the appropriate parties that the following conditions and requirements will be met by supplying to the necessary parties a complete detailed plan for those items not less than sixty ( 60) days prior to the proposed concert date. 4 . 1 Security Protection: Every Licensee shall provide at his own expense, security protection. This shall include the provision of a minimum of one security officer for every 100 persons expected to be in attendance. A list of names of the Security personnel is required. 4 .2 First Aid Facilities Every licensee shall provide such first aid facilities at the site of the concert to satisfy the requirements of the Chief Executive Officer of the nearest Health Care Center and Chief of Emergency Service. 4 . 3 Parking Areas: Every Licensee shall provide adequate parking spaces for persons attending the concert by motor vehicle. The Licensee may be called upon to provide a separate parking space for every three ( 3) persons expected to attend the concert by motor vehicle. Such parking areas shall be clearly marked. The Licensing Officer shall approve an applicant' s parking plan" before a license shall be issued. 4 .4 Access and Parking Control: The Licensee shall provide adequate ingress and egress to the concert premises and parking areas, therefore necessary roads driveways and entrance ways shall exist to ensure the orderly flow of traffic into the premises from a highway or road which is part of the highway system or which is a highway maintained by the munciipality. 32 2020.05.26 Adopted Council Meeting Package A special access way for fire equipment, ambulances and other emergency vehicles shall be required. The Licencing Officer shall approve the Licensee' s plan for ingress and egress before a license shall be issued. Additionally, anh Licensee shall be required to have traffic attendants under his employ and to ensure orderly on-site traffic movement and relieve traffic congestion in the vicinity of the concert area. 4 .5 . Hours of Operation: All concerts which are subject to a license pursuant to the provisions of the Order shall close and cease operations continously between the hours of 2 : 00 A.M. and 6 : 30 A.M. of each and every day. 4 .6 Communiciations:The applicant shall be required to establish a communication system for public use where ordinary communications are not available. The Licensing officer may require a provision of a mobile phone at the site of the concert. 5 . Miscellaneous . The Licensing officer may impose such additional conditions as are reasonably calculated as necessary to protect the health, welfare and property of local residents and persons attending the concert. It will be necessary for the Licensee to provide letters of confirmation from the Royal Canadian Mounted police indicating their satisfaction of the policing arrangements and from the nearest Health Care Center and the Kneehill Ambulance Service indicating their satisfaction with the first aid and ambulance services arrangements . 6 . A Performance Bond, or other form of security, as satisfactory to the Municipal District shall be required. A Licensee shall be responsible for all extra-ordinary expenses incurred by the Municipal District as a result of the concert. 7 . A Licensee shall comply with all relevant Federal, Provincial, or Municipal laws in existence. 8 . The Licensing Officer may grant relief from any of the above requirements where it appears that such an action is in the best public interest. This ability to grant relief shall be limited to those items within the control of the Licensing Officer under this bylaw and does not relieve the Licensee from any conditions or requirements imposed by law, contract or othewise. All concert related matters shall be directed only to the Licensing Officer. 9 . Any person who: a) Operates, maintains, conducts, advertises a concert in the Municipal District of Kneehill #48 without first having obtained the license required by this order, or 33 2020.05.26 Adopted Council Meeting Package b) having obtained the license, fails to comply with the conditions : is guilty of an offence and is liable on conviction to a fine of not more than Two Thousand, Five Hundred Dollars ($2500 . ) and not less than One Thousand Dollars ( $1000 . ) and, in addition, to a fine of not more than Two Thousand Five Hundred Dollars ( $2500 . ) for every day the offence continues and, in default of payment, to imprisonment for a term not exceeding thirty ( 30) days . COUNCILLOR Wagstaff moved first reading to this by-law. CARRIED COUNCILLOR Vickery moved second reading to this by-law. CARRIED COUNCILLOR Boake moved third reading be given to this bylaw at this time. CARRIED UNANIMOUSLY COUNCILLOR Lowen moved third reading to this by-law. CARRIED DONE AND PASSED IN REGULAR MEETING OF COUNCIL THIS 14th DAY OF September A. D. 1993 . T-! 7 7/ q._) Reeve I'c *-nic ipal Adrninr or 34 2020.05.26 Adopted Council Meeting Package 5. REQUEST FOR DECISION AGENDA ITEM # 5.3.3 Page 1 of 1 Version: 2020-01 Subject: Appointment of a Clerk for the Subdivision & Development Appeal Board Meeting Date: Tuesday, May 26, 2020 Presented By: Barb Hazelton, Manager of Planning & Development Link to Strat Plan: Providing Good Governance Recommended Motion: That Council move to appoint Carolyn Van der Kuil as the clerk to the Subdivision and Development Appeal Board, and appoint Mary Lou Willis as the alternate. Background/ Proposal Under Section 627 of the Municipal Government Act, a Council must by bylaw, establish a subdivision and development appeal board. A Council that establishes a subdivision and development appeal board must appoint one or more clerks to the subdivision and development appeal board. Discussion/ Options/ Benefits/ Disadvantages: Bylaw 1780, adopted February 12, 2019 is the current bylaw that establishes this subdivision and development appeal board. Included in this bylaw are the functions and the duties of the appeal board, and the duties of the clerk/secretary. Administration is requesting to fill the clerk position from the legislative services department, which would align appeals under the most appropriate umbrella. The required training for this position has already been completed by the proposed clerk, and is scheduled to be completed by the alternate. Financial Implications: The cost of an appeal is currently captured in the operating budget of the Planning Department. Future implications would be incorporated in the annual budget process. It should be noted that several appeals falling within the same year would require additional budget allocations. Council Options: 1. That Council move to appoint Carolyn Van der Kuil as the clerk to the Subdivision and Development Appeal Board, and appoint Mary Lou Willis as the alternate. 2. The Council move to appoint another clerk and alternate. 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: Bylaw 1780 Follow-up Actions: Administration will ensure that all publications, approval letters, and the website will reflect the appropriate contact person for appeals. Director Approval: Laurie Watt, Director of Community Services CAO Approval: Mike Haugen, Chief Administrative Officer 35 2020.05.26 Adopted Council Meeting Package 36 2020.05.26 Adopted Council Meeting Package 37 2020.05.26 Adopted Council Meeting Package 38 2020.05.26 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 8.1 Page 1 of 2 Version: 2020-01 Subject: Levy Rates for Marigold Library System Meeting Date: Tuesday, May 26, 2020 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council approve the Marigold Library Schedule C requisition for Marigold Library System that outlines Marigold’s levy rates for municipalities and library boards for 2021 and 2022. Background/ Proposal Administration received the Marigold Library Schedule C requisition for 2021 and 2022. The levy rates for 2021 and 2022 will remain the same as in 2020. Discussion/ Options/ Benefits/ Disadvantages: The Marigold Agreement states that Schedule C shall be effective upon receipt of signed Schedule C amendments from 60% of the parties to this agreement representing 60% of the people living within the boundaries of Marigold. Year Levy Population Total Invoice 2022 10.74 5001 $53,710.74 2021 10.74 5001 $53,710.74 2020 10.74 5001 $53,710.74 2019 10.50 5001 $52,510.50 2018 10.26 5001 $51,310.26 2017 9.81 4921 $48,275.01 2016 9.39 4921 $46,208.19 Financial Implications: 2021 & 2022 Operating Budgets Council Options: 1. Approve the 2021and 2022 levy. 2. Direct Administration to provide further information. 3. 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: Marigold Schedule C Scheduled C Fact Sheet Marigold Library System Profile Marigold Library Financial Statements 2019 Annual Report Kneehill County Info Sheet 39 2020.05.26 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 8.1 Page 2 of 2 Version: 2020-01 Follow-up Actions: Administration will provide Council’s decision to Marigold Library System. CAO Approval: Mike Haugen, Chief Administrative Officer 40 2020.05.26 Adopted Council Meeting Package 41 2020.05.26 Adopted Council Meeting Package 42 2020.05.26 Adopted Council Meeting Package 43 2020.05.26 Adopted Council Meeting Package 44 2020.05.26 Adopted Council Meeting Package 45 2020.05.26 Adopted Council Meeting Package 46 2020.05.26 Adopted Council Meeting Package 47 2020.05.26 Adopted Council Meeting Package 48 2020.05.26 Adopted Council Meeting Package 49 2020.05.26 Adopted Council Meeting Package ANNUAL REPORT 50 2020.05.26 Adopted Council Meeting Package 2 51 2020.05.26 Adopted Council Meeting Package 3 OUR ORGANIZATION Every day, Marigold strives to bring relevant, cost-effectfve, quality public library services to all Albertans in our member municipalitfes. 2019 was punctuated with notable achievements and challenging obstacles. Last year, once again demonstrated the strength, collaboratfon, and resilience of the Marigold team to serve our members with competence, confidence, and commitment. Marigold Library System is a membership collaboratfve made up of 44 municipalitfes that chose to partfcipate to increase efficiency and reduce costs, while providing state-of-the-art public library services to its residents. Our region stretches 53,646 sq. km from the BC border in the west to Saskatchewan in the east, and comprises a service populatfon of more than 320,000 patrons, many of whom rely on Marigold to access fundamental resources. Marigold’s service populatfon is the largest among the seven regional library systems and, when established in 1981, Marigold was the first system to focus entfrely on public library services and support. Marigold is not a public library, nor does it overlap services with public libraries. Instead, we provide cost- effectfve products and support to member libraries in south-central Alberta. This includes IT infrastructure and support, Internet and websites, physical and digital collectfons, expert consultatfon, resource sharing, training, programming and marketfng support. Marigold is dynamic in its efforts to balance technology and traditfonal services, embracing the power of resources sharing, and supportfng the informatfon and recreatfon needs of Albertans in our region. We contfnue to cultfvate a culture for innovatfon and collaboratfon, and partner with other pioneering organizatfons in the province. We are proud to be a champion of great public library service in all areas, urban and rural, with a team of experts who serve multfple libraries and municipalitfes at the same tfme. 52 2020.05.26 Adopted Council Meeting Package 4 MESSAGE FROM THE MARIGOLD BOARD CHAIR Lynda Lyster, Board Chair Acadia M.D. #34 Maxine Booker * Village of Acme Daniel Leronowich City of Airdrie Leon Cygman * Town of Banff Brigitte Hopkins Village of Beiseker Sharon King Bighorn M.D. #8 Lynda Lyster * (Chair) Town of Black Diamond Ian Huffman Town of Canmore Judith Smith Village of Carbon Michelle Lomond Village of Cereal Elaine Michaels City of Chestermere Lennox Gomes Town of Cochrane Susan Roper * Village of Consort Michael Beier Town of Crossfield Jo Tennant Village of Delia Jordan Elliott Town of Drumheller Margaret Nielsen* Village of Empress Nora Sunderland Foothills County Eleanor Chinnick Ghost Lake Summer Village Donna Bauer Town of Hanna Melanie Jensen Town of High River Lynne Thornton Village of Hussar Kristen Anderson * ID 9 (Banff) Jean-Marc Stelter Town of Irricana Teresa Cameron Kananaskis ID Melanie Gnyp Kneehill County Glen Keiver Village of Linden Cynthia Klassen Village of Longview Jan Dyck Village of Morrin Karen Neill Village of Munson Lyle Cawiezel Town of Okotoks Nicole Kiefuik Town of Oyen Ed Hogan Village of Rockyford Gary Billings (Treasurer) * Rocky View County Dimitri Dimopoulos * Special Areas Board: - Area #2 Vacant - Area #3 Helen Veno Area #4 Jodi Kurek Village of Standard John Getz * (Vice Chair) Starland County Lil Morrison * Town of Strathmore Denise Peterson Town of Three Hills Marilyn Sept Town of Trochu Bonnie Munro Town of Turner Valley Ian Huffman Waiparous Summer Village Janine Jevne Wheatland County Amber Link Village of Youngstown Renee Laughlin * Member of Executfve Committee PARTICIPATING MUNICIPALITIES AND BOARD MEMBERS (as of April 2020) Marigold Library System is working hard toward Setting the Future in Motion. Libraries are maintaining the traditfonal resources and services they have done so well have for years, but are also moving steadily into the world of e- resources. This is proving a challenge for library budgets as libraries struggle with the cost of the digital world, but they are working hard to provide the best for their communitfes. As libraries face the challenge of keeping up with technology they have the amazing support of excellent specialists at Marigold headquarters. Marigold is on the cutting edge of library technologies and staff are eager to share their knowledge with member libraries. Libraries are often the hub of their community and provide a safe and welcoming place to bring people together. Libraries know about the power of relatfonships and they contfnue to maintain and nurture these relatfonships as they reach out to new possibilitfes. There are so many creatfve examples of libraries forming partnerships that benefit everyone. Marigold Executfve and staff are setting the future in motfon as they work on the new headquarters building. The many opportunitfes of dealing with architects, city planners, Western Irrigatfon District and Strathmore Council has been rewarding. The project has allowed staff and Trustees to think about what is important now and in the future. Libraries contfnue to reinvent themselves as the needs of their communitfes change. They are setting the future in motfon every day. 53 2020.05.26 Adopted Council Meeting Package 5 Lynda Lyster, Chair Bighorn M.D. John Getz, Vice Chair Village of Standard Gary Billings, Treasurer Village of Rockyford Maxine Booker Acadia M.D. Leon Cygman City of Airdrie Susan Roper Town of Cochrane Margaret Nielsen Town of Drumheller Kristen Anderson Village of Hussar Lil Morrison Starland County Dimitri Dimopoulos Rocky View County EXECUTIVE COMMITTEE 4 Board Meetfngs There were 30 Board, committee and special meetfngs Twenty-one Board members volunteered to sit on one or more of Marigold’s 10 committees Four Marigold Board meetings took place in 2019; January, April, August and November 21 volunteers 30 meetfngs STANDING COMMITTEES Marigold’s committees review and make recommendatfons to the Board based on research presented by management staff regarding plans for service, technology, governance, programs, and advocacy. Standing committees are: catalysts for growing new ideas; ensuring policies are reviewed, member prioritfes are heard, and that member communitfes are represented; focus on financial and governance practfces that are sustainable, ethical, transparent, and accountable; and take advantage of diverse meetfngs and training opportunitfes. EXECUTIVE COMMITTEE STANDARDS AND SERVICES COMMITTEE The Governance Committee ensures that governance of Marigold is practfcal, efficient, and functfonal. Policy and agreements for Marigold and for community libraries originates with this committee. GOVERNANCE COMMITTEE HR COMMITTEE The Executfve Committee ensures that the organizatfon has the necessary resources to be able to respond to new opportunitfes, leadership transitfons, financial, and environmental trends. All policies are presented to the Executfve Committee for approval before being presented to the Board. This committee vets resource distributfon through board policies and schedules, and directs the work of Marigold in the area of programs and services to the member municipalitfes. The HR Committee reviews and revises HR policies to ensure that policies support sound HR business practfces that comply with employment standards and health and safety legislatfon. A safe workplace is a priority. BUILDING COMMITTEE Marigold’s Building Committee recommends upgrades and repairs that are essentfal to maintain a safe working environment for staff. This committee also leads planning for Marigold’s new building project. ADVOCACY COMMITTEE Advocatfng for Marigold to the communitfes, governments, partners, and other agencies is crucial to advancing Marigold’s mission. The committee plays a role in assistfng the Marigold community to inform and influence decision makers and stakeholders, and guides our corporate brand, image, and use of branding. FINANCE COMMITTEE The finance committee monitors policy statements in the areas of finance and gives directfon on banking, investments, and other financial practfces. 54 2020.05.26 Adopted Council Meeting Package 6 MESSAGE FROM MARIGOLD CEO Michelle Toombs, CEO 2019 was jam-packed with excitement and Marigold staff rose to the occasion. On the good news front, we made excellent progress with our new building plans, culminatfng with the purchase of land in Strathmore where the joint facility will be built. A Request for Proposal for architectural services was distributed and a contract was awarded to BRZ Partnership Architecture. We contfnue to work closely with our joint project collaborator, the Western Irrigatfon District. IT staff completed an ambitfous network restructuring and reconfiguratfon project in 2019 to replace hardware at all libraries and to implement new configuratfons on the core network. This positfons Marigold to incorporate SuperNet changes in conjunctfon with provincial initfatfves. Another project, to which we can point with pride, is our new websites for Marigold headquarters and member libraries. Again, we demonstrated our preference for collaboratfon because the innovatfve website design and functfonality were developed from scratch with development experts and Peace Library System, yielding over 85 new websites in total. Marigold staff always strive to find ways to improve service and customer service. That was the impetus for the holds workflow changes involving all member libraries. By filling holds on new materials at headquarters, we were able to reduce wait tfmes for cardholders and reduce the volume in our delivery vans. This is tfmely because of upcoming changes in managing the exchange of materials between libraries in Alberta. A cyber security incident turned Marigold’s world upside down. While we would not wish this situatfon on anyone, there are some things that we can be thankful for, such as the contained impact, relatfvely quick resolutfon, no evidence of data exfiltratfon, access to cyber security experts, cyber insurance, and the implementatfon of tools and systems to strengthen our IT security. This was an excruciatfng experience for headquarters staff and Board members. Everyone on staff demonstrated exemplary fortftude and resilience. Throughout the year, the strength, collaboratfon, and resilience of the Marigold headquarters staff team was integral to our ability to serve our members with competence, confidence, and commitment. I am grateful to the Marigold staff and to the Board members who advise and support us, and to our member library staff and local board members who rely on us, collaborate with us, and hold Marigold in high esteem. Marigold will invest in its operatfonal assets and capacity to allow for service expansion, by completfng the constructfon of its new headquarters facility. Marigold will increase its services to member libraries, as space at headquarters and staff tfme permit, with the efforts of the Service Delivery department. The Marigold Community will better understand the purpose and value of Marigold, as we contfnue to advocate and communicate Marigold’s vision and mission. Marigold will capitalize upon and nurture the knowledge, skills, and abilitfes of its community, through training and professional development efforts. STRATEGIC PLAN, VISION 2020 Marigold is in the second year of its Strategic Plan, which was suitably entftled Vision 2020. The Marigold Library Board approved the extension of goals, vision, mission, and values for 2019 and 2020. The strategic goals in Vision 2020 provided relevant and inspiring directfon for 2019. 55 2020.05.26 Adopted Council Meeting Package 7 326,355 SERVICE POPULATION OF MARIGOLD MISSION: VISION: VALUES: Marigold cultfvates a collaboratfve library community to support a range of responsive, quality library services Leaders in library service and innovatfon Leadership Respect Responsiveness Communicatfon Integrity Inclusiveness Accountability MARIGOLD LIBRARIES AND BOOK DEPOSITS Book Deposits Marigold member libraries Marigold book locker 56 2020.05.26 Adopted Council Meeting Package 8 57 2020.05.26 Adopted Council Meeting Package OUR OPERATIONS 269,095KM TOTAL KMs 522 KITS & GAMES MEMBER LIBRARIES 3,516 IT SESSIONS HOURS 94 CONSULTATION SESSIONS IN-PERSON &REMOTE VEHICLES & DELIVERY SERVICES Van delivery supports resource-sharing and connects member libraries with Marigold headquarters and libraries across Alberta. Six vehicles and our drivers transport interlibrary loans, new materials, supplies, correspondence, kits and games, and promotfonal materials to 36 Marigold libraries, with a minimum of one delivery per week. Our vehicles are also used for IT installatfon and repair trips, weeding and inventory, consultatfons, Board visits, and much more. • 269,095 total km driven in 2019 • Vehicles were used 1,206 times for deliveries, IT site work, summer programs, consultatfons, and weeding trips • 190,306 km for deliveries to member libraries TRAINING With the growing use of digital and other services, Marigold offers training and patron presentatfons on interlibrary loans, programming, statfstfcs and reports, use of digital subscriptfons, Board development, management and leadership, and communicatfons and marketfng. For library, headquarters staff, and patrons: • 37 in-person training sessions—109 partfcipants • Six Go-To-Webinar training sessions • 21 Website training sessions • 35,042 promotional materials were printed by Marigold headquarters staff on behalf of member libraries. This number is over and above the materials that are produced and printed by Marigold CONSULTATION Professional librarians do research and provide management informatfon and advice during frequent communicatfons with member library staff and local Board members. • 94 consultation visits at member libraries and by videoconference • Six training sessions for new library managers WEEDING AND COLLECTION INVENTORIES Marigold staff provided leadership for the completfon of weeding and collectfon inventories for nine libraries: • Berry Creek, Canmore, Carbon, High River, Longview, Rockford, Acadia Valley, Consort, and Trochu. STAFF AND STUDENTS NEW STAFF MEMBERS In 2019, Marigold hired four staff members: Communicatfons & Marketfng Specialist, Shipper/ Receiver/Driver, Consultant, and Marketfng and Outreach Assistant. SUMMER STUDENTS Six summer students— two from Siksika, one from Stoney Nakoda, and three university students— were hired to assist with summer reading and Minecraft & coding programs. • Visited 32 libraries plus Stoney Nakoda and Siksika • Delivered 116 programs to 1,210 partfcipants and attended seven outreach events • Delivered six videoconference programs to eight library locatfons • Assisted with Teen Summer Library Experience— (141 partfcipants) 9 58 2020.05.26 Adopted Council Meeting Package IT & NETWORK SUPPORT SERVICES Marigold headquarters is the central hub for the delivery of computerized public library services to Marigold member libraries. By following the directfon outlined in the Technology Plan and the Informatfon Technology Policy, Marigold contfnues to expand its technology culture to further support problem solving, collaboratfon, innovatfon, and exceptfonal customer service. NETWORK RESTRUCTURING AND RECONFIGURATION PROJECT Marigold is now in a position to incorporate SuperNet changes determined by the Provincial Government. • Hardware replaced at all libraries • Implement enhancements and upgrades to the network • Enhanced security • Alteratfon of traffic flow throughout our system • Reductfon in administratfve overhead IT staff completed 1,456 tickets and conducted 2,526 remote sessions totalling 3,516 hours. IT staff also made 95 site visits to member libraries to install and fix IT equipment. Each member library received $1,000 through the IT Capacity Fund to acquire computer equipment. New channels of communicatfon for IT announcements were implemented to reach a wider audience in a tfmely way, to notffy stakeholders about IT related problems and informatfon, and to solicit feedback and decisions from libraries about upcoming changes. DIRECT SERVICES LIBRARY TO YOU (L2U) Marigold loans books and DVDs by mail. L2U patrons also have remote access to library materials like downloadable eBooks, music, and digital subscriptfons. INTERLIBRARY LOAN & DELIVERY Marigold staff fill up the Interlibrary Loan lockers in Hussar, so items go directly into the hands of patrons. Marigold expedites access to patron- requested materials from academic and public libraries throughout Alberta, Canada and beyond. Marigold pays for Interlibrary Loan costs to borrow items from instftutfons outside Alberta. BOOK DEPOSITS Residents have access to deposits located in small communitfes throughout Marigold. Residents can borrow materials on an honour system basis. Marigold provides books for the deposits, supports local volunteers, signs up people for library cards, and attends local community events to promote library services. 10 59 2020.05.26 Adopted Council Meeting Package BIBLIOGRAPHIC SERVICE ENHANCEMENTS • Marigold spent 100% of materials allocatfon in a year where the budget line had increased significantly and without any backlogs: Acquisitfons orders increased 17% Shelf-ready items increased 28% -outsourced processing and catalogue records Conversion items increased 22% -items supplied by member libraries to be added to the online catalogue One staff member unpacked and checked in $40,000 of new materials in two days • Marigold’s professional librarian consultants do the selectfon for the collectfons in 28 libraries • Marigold consultants also assisted Airdrie, Canmore, Chestermere, and Strathmore with selectfon when they were facing staffing pressures • Greater visibility of TRACpac online catalogue was accomplished because of collaboratfon ith Yellowhead, Peace, and Northern Lights library systems • Dozens of unique items were added to the TRACpac catalogue, such as life jackets and power tools LIBRARY USE STATISTICS 2019 library use statfstfcs gathered from TRAC, demonstrate the contfnued usage and importance of public libraries in Marigold Marigold library card (people/families) Items loaned Items loaned to Marigold cardholders Library items Items loaned and borrowed between libraries eBooks borrowed OverDrive & Cloud Library MELibraries patrons items Items checked out at Marigold libraries by MELibraries patrons; registered at libraries outside of TRAC TRACpac online catalogue Items available in the TRACpac online catalogue TRACpac online activity Page views of TRACpac online catalogue 111,268 (+3.5%) 2,179,828 (+2.7%) 1,094,688 (+7%) 235,827 (+14%) 21,172 (-2.7%) 3,116,277 13,546,338 eRESOURCES & DIGITAL CONTENT Usage of our virtual library (eResources) spiked last year. The resource is well used and contfnues to grow in popularity. Successful negotfatfons limited the impact of annual cost increases for eResources, and Marigold was able to add two new eResources, Cypress Resume and Niche Academy, to our suite. Additfonally, Marigold was an advocate natfonally and internatfonally to make publishers and the public aware of the unfair treatment from publishers, including inequitably higher costs that libraries have to pay for e-content and tfme-limited availability of eBooks and Audio eBooks. eResource statistics on Page 12 PURCHASING PROGRAM Three-hundred more purchasing program orders compared to 2018. Benefits include: • Convenience, cost savings, no shipping costs on many items, verification of compatibility, staging and installation of IT equipment by Marigold headquarters staff • Marigold has preferred pricing because of long-time vendor relationship and membership in Calgary and Area Public Purchasing Group (PPG) SERVICES & PROGRAM SUPPORT Marigold provides and supports year-round programming, pays for eResources, and takes part in outreach initfatfves to issue library cards and promote library services. • 522 kits and games sent out to member libraries (12 new kits) • 1,142 travelling display books were sent out to member libraries 11 60 2020.05.26 Adopted Council Meeting Package eRESOURCE STATISTICS A notfceable increase in eResource usage, contfnues to demonstrate the relevance of Marigold services to our member libraries eBooks & eAudio Books 242,409 (+14%) Overdrive: 221,936 (13% ) Cloud: 13,891 (31% ) Tumblebooks: 6,582 (5.9% ) Music Downloads & Streaming 173,766 (+99%) Freegal downloads: 31,288 (1.2% ) Freegal streamed music: 142,478 (152% ) eNewspapers 104,197 (+107.7%) PressReader: 104,197 (107.7% ) eMagazines 48,976 (+47.5%) RBDigital: 43,528 (72.4% ) Flipster downloads: (650% ) Flipster online views: 1,729 (281% ) Movies, TV Shows, Music, eBooks/eAudio, Comics Streaming Service 21,642 (+5.8%) Hoopla: 21,642 (5.8% ) Curriculum Support 17,919 Solaro: 17,919 uses (content, quizzes and tests) Training Videos 732 Lynda.com: 732 users viewed 2,619 hours of training videos 12 61 2020.05.26 Adopted Council Meeting Package PROJECT LAUNCH HOLDS WORKFLOW PROCESS WEBSITES GO LIVE In August 2019, Marigold announced the unveiling of a newly redesigned website platiorm for Marigold headquarters, the Hussar Library Board, Teen Library Summer Experience, and all of our 36 member libraries. The new comprehensive, state-of-the-art websites feature a modern, streamlined design and improved functfonality for easy access to accurate and up-to-date informatfon for patrons, the general public, and visitors to Marigold’s communitfes. All websites were live by the end of summer 2019. PROJECT HISTORY The project is a collaboratfon between Marigold and Peace Library System, who share the platiorm that was provided by eZ Systems in Norway and custom tailored by Mugo Web, based in Vancouver. The new platiorm supplies both library systems’ headquarters and a total of 85 libraries in Alberta with newly revamped and secure websites. Prior to its launch, the project had been in planning and development for two years with much dedicatfon from IT staff, trainers and a team of Marigold headquarters staff, as well as design ideas and content provided by Peace employees. Marigold headquarters staff provided the initfal set up of 29 websites and contfnue to create ongoing content and maintenance for our headquarters and 26 library sites. While each Marigold member library is able to customize their website with their own content, Marigold pays for the platiorm, hostfng, content design and development, and training. Marigold applied and received a Community Initfatfves Program (CIP) grant of over $28,000 to assist with the costs of developing and implementfng these new websites. TRAINING Marigold Training and Communicatfons Coordinator Caleigh Haworth conducted 21 website training sessions. 39 NEW WEBSITES LAUNCHED Marigold successfully implemented the new holds workflow with all member libraries. This routfng process gets library materials into patrons’ hands as fast as possible and eliminates several unnecessary days in transit between libraries. The process has saved between 15-20 hours of staff tfme per year for a medium-size library and has reduced the van delivery volume by over 24,000 items and by over 1,200 fewer bins. The weight in our vans has also been reduced by 30,000 pounds a year. Local holds take priority and are filled first. Member libraries have reported positfve feedback, no added work for staff, and have notfced that patrons are receiving their holds sooner. 13 62 2020.05.26 Adopted Council Meeting Package NEW HEADQUARTERS BUILDING PROJECT The year 2019 was full of visionary building planning for the joint-use headquarters facility venture with the Western Irrigatfon District (WID) 5.08 ACRES SITE LOCATION 35 BUILDING MEETINGS 3 SIGNED AGREEMENTS 2019 NEW BUILDING PROJECT UPDATES Marigold is getting closer to the start of constructfon of its new headquarters facility, because of the groundwork completed in 2019. Last year, preparatfon included: • Approval of the Purchase and Development Agreements for the purchase of 50% of the facility parcel • Purchase of 50% of the facility parcel • Subdivision approval by the Town of Strathmore • Distributfon of the Request for Proposal (RFP) for architectural services. Contract was awarded to BRZ Partnership Architecture Marigold reviewed space needs and identified workflow priorities to complete the schematfc design phase. Building plans were presented to Marigold staff on July 18. In 2019, Board members and staff from Marigold and the WID met for three Joint Facility Committee meetfngs. In additfon to the Building Committee and Joint Facility Committee meetfngs, another 35 phone and in-person meetfngs with various partfes took place last year. NEW JOINT-USE HEADQUARTER FACILITY PROJECT HISTORY Since 2002 Marigold's service populatfon has nearly tripled, bringing with it the need for a larger, more functfonal building to better serve our growing service populatfon. In 2017 Marigold began collaboratfng with the Western Irrigatfon District (WID) on a joint facility project. The new headquarters building will be located on 5.08 acres in Strathmore, and is scheduled for completfon in 2021. The New HQ publication was updated before each quarterly Board meetfng to report on our building project progress. 14 63 2020.05.26 Adopted Council Meeting Package 15 64 2020.05.26 Adopted Council Meeting Package The 2019 Marigold Member Libraries’ Workshop had a record 200 library staff and Board members in attendance to partfcipate in 12 sessions. Keynote speaker, Margo Gustfna (see picture), the Deputy Director for the Southern Tier Library System, and 13 of the presenters came from outside Marigold. Marigold also presented six member libraries with the Making a Difference Award. (See Page. 17) Thirty-four library managers, Board members, and staff attended the 2019 Library Leaders meetfng held at the Strathmore Municipal Library. The meetfng focused on Library Legislatfon, and Board and staff roles and responsibilitfes. Two members from Public Library Services Branch (PLSB), Municipal Affairs Dept., Jordan DeSousa and Jen Anderson, presented at the meetfng. Marigold headquarters staff in the spotlight: • Byte Me: Coding in Libraries at the Alberta Library Conference (Kristfne den Boon and Grant Stewart • Good isn’t Good Enough: Providing Stellar Customer Service Experience Your Patrons Will Love at the Southern Alberta Library Conference (Caleigh Haworth) • AALT session on cataloguing non- traditfonal library materials (Lynn Blain) • Data-driven Collections & Patron Man- agement: The New Library Science— BookNet Canada TechForum and BookNet Canada blog (Jessie Bach) 16 65 2020.05.26 Adopted Council Meeting Package MEMBER LIBRARY WORKSHOP 6 AWARDS 9 YEARS SUBMISSIONS 17 Marigold’s Making a Difference Award recognizes and celebrates excellence and innovatfon in library service. The award acknowledges member libraries that have displayed excellence in programming, outreach, advocacy and public relatfons, and partnerships. A winner and honourable mentfon from a small, medium, and large library were chosen by the Marigold Advocacy Committee. WINNERS HONOURABLE MENTION Airdrie Public Library LARGE BASED ON POPULATION MEDIUM BASED ON POPULATION SMALL BASED ON POPULATION Canmore Public Library Hanna Municipal Library Three Hills Library Standard Municipal Library Longview Municipal Library Innovatfon—Airdrie Public Library’s Mighty Machines Day is a celebratfon of trucks, vehicles and machines. Main Street square parking lot showcased various machines, while story tfmes and other literacy programming took place in the library. The event encouraged interactfon with community partners and promoted the role as a community gathering place, while promotfng library services. There were 700 people in attendance. Excellence in Service—I-Write–Writing with Indigenous Youth, is an eight-week writfng course designed for Grade 9 Indigenous students at Canmore Collegiate High School. Students were fully engaged with weekly exercises and challenges. The program was a new community partnership between the library and the school, and promoted library programming and memberships to an under-served part of the community. Innovatfon—Hanna’s HandyMan Sale started as a fundraiser event and grew into positfve community building collaboratfon with business community leaders. Twenty-one partfcipants volunteered a variety of services for bid through auctfon. The event encouraged the community to actfvely assist the library. Community Benefit—The Friendship Circle, is a program for special needs adults and their caretakers that provides a sometfmes marginalized group with regular social outfngs and a place to feel welcome and accepted. In partnership with Kneehill Adult Learning the program now offers 24 sessions in three to eight week blocks with an average of 10 clients in attendance. Innovatfon—The Tipi Stay Field Trip was Standard Municipal Library’s first ever overnight fieldtrip to the Blackfoot Crossing Historical Park. Thirteen children and four adults took part in learning about the Blackfoot traditfons, language, and culture, complete with a guided museum tours, traditfonal drumming, tfpi crafting, and campfires. Community Benefit—The Longview Writers’ Group meets monthly to write poems and short stories. The program helps partfcipants improve their personal growth and quality of living by addressing some of their social, literary, and educatfonal needs. 17 66 2020.05.26 Adopted Council Meeting Package 18 67 2020.05.26 Adopted Council Meeting Package INDIGENOUS RELATIONS With money from Alberta government’s Grant for Public Library Service to Indigenous Communitfes, Marigold was able to provide essentfal public library services to two First Natfons reserves—Stoney Nakoda and Siksika Natfon. 61% MEMBERSHIP INCREASE BOTH RESERVES 12 STORY & CRAFT PROGRAMS 2 MEETINGS FIRST NATIONS ADVISORY COMMITTEE Funds from this provincial government grant paid for Marigold to employ two Siksika Nation summer students who helped with weekly summer drop-in programs and created and delivered 12 story and craft programs to nearly 200 participants at Marigold libraries. Marigold was also able to employee a student from Stoney Nakoda Natfon to work with Marigold’s Indigenous Outreach Specialist. Representatfves from Marigold’s member libraries form the First Nations Advisory Committee. The committee met twice last year to discuss the delivery and promotfon of services. Marigold allocates some of the indigenous grant money to its member libraries to assist with outreach, programs, and other learning costs. In 2019, our member libraries in Airdrie, Banff, Canmore, Cochrane, Linden, and Okotoks were recipients of these funds. As a result of the outreach efforts of Marigold, its member libraries, and other initfatfves, memberships held by residents on both reserves increased by 61% last year. Marigold’s Indigenous Outreach Specialist, Rose Reid, contfnues to work closely with librarians from Morley, Eden Valley, and Bighorn reserves to facilitate programs for all ages, summer fun reading, Culture Camp, and various classes at Chiniki College. The Baby Book Bag Program for new moms was established in 2018 in partnership with the Rotary Club of Canmore. The initfatfve was able to grow and thrive in 2019. Reid also supported the Labour Day Classic Powwow at Goodstoney Rodeo. 19 68 2020.05.26 Adopted Council Meeting Package FINANCIAL OVERVIEW The Annual Report provides informatfon regarding Marigold’s financial situatfon for the purpose of providing quality services and ongoing operatfons. Complete Financial Statements are available upon request. Access Marigold’s 2019 Audited Financial Statements at marigold.ab.ca/About-Us/financial 20 EXPENSES 2019: $5,914,432 Salaries & Benefits Marigold employs 29 staff (26.3 FTE). The Staff organize and deliver direct services to member libraries and residents. This includes Salaries, Employee Benefits, Payroll Expenses, and Training & Development Materials & Delivery Books & AV, World Language, Paperbacks & Shared Collectfons, Professional Collectfon & Subscriptfons, Large Print, Audio Visual, Downloadable/Digital Media, Electronic Resources, Delivery, Processing for Shelf- Ready Content Transfer Payments Cash payments to help with resource sharing expenses at member libraries; funding from Rural Library Services Grant and from Marigold operatfng revenues TRAC Polaris Licenses and Support, eBook purchases (costs based on populatfon) Computers Maintenance Agreements, Computer Network & Applicatfons, Equipment Current Building Caretaking, Insurance, Maintenance, Utflitfes, Furniture and Equipment Other Expenses Professional Fees, Travel and Meetfngs, Supplies, Programs, Memberships, Marketfng, Postage, Freight, Computer Network & Applicatfons 40% 23% 11% 3% 4% 2% 17% 69 2020.05.26 Adopted Council Meeting Package REVENUE 2019: $5,823,479 Municipal and Library Board levies paid to Marigold • $6.15 per capita — Municipalitfes with library boards • $10.50 per capita — Municipalitfes without library board • $4.50 per capita — Library Board (all based on 2018 official populatfon) Provincial Grants • $4.70 per capita — Library System Board Operating Grant to run System & provide services (based on 2016 official populatfon) • $5.55 per capita Rural Library Services Grant — for populatfon in rural municipalitfes without library boards where Marigold is the governing board (based on 2016 official populatfon) and redistributed to Marigold Libraries as Services Grants • $10.25 per resident — Indigenous Project Grant (Stoney Nakoda & Siksika Natfons) based on 2016 populatfon Other Revenue Interest, Donatfons, Contracts and Sales, Grants 57% 33% 10% Municipal & Library Board levies paid to Marigold Provincial Grants Other Revenue Salaries & Benefits Materials & Delivery Transfer Payments TRAC Computers Current Building Other Expenses 21 70 2020.05.26 Adopted Council Meeting Package 22 PRESENTATIONS • Five Marigold Board orientations with 13 partfcipants (CEO Michelle Toombs & Deputy CEO Laura Taylor) • Four local library board orientations with 21 partfcipants (Laura and Consultants) • Partfcipatfon in six local library board meetings (Michelle and Laura) • Four meetings with MLAs (Michelle, Board Chair Lynda Lyster and local library Directors or Chairs) • Five Council presentations and/or meetfngs with Councillors (Michelle) SAIT In August 2019 Marigold hosted 33 students and two instructors, who toured the facility to learn about regional library systems. Marigold also hosted a practfcum student for three weeks in January 2019, and partfcipates on the SAIT LIT Advisory Council. ADVOCACY COURSE WITH NORTHERN LAKES COLLEGE Marigold, Peace, and Northern Lights Library Systems contfnued their collaboratfon to promote an advocacy course that was developed with a public library focus to provide library staff and Board members with tools, practfce, and group learning advocacy. The course was delivered twice in 2019 with 18 staff and Board members from Marigold libraries. SPREADING THE WORD Marigold and Cochrane Library Directors consulted with Rocky View Council Recreatfon staff to develop a proposal for a satellite library in Bragg Creek including remote book lockers. Marigold staff organized and delivered 10 RISE videoconference programs for the public, including the popular Beekeeping 101 and Living Well on Retfrement Income. Over 750 subscribers worldwide: Marigold’s Training and Communicatfons Coordinator Caleigh Haworth’s Professional Development Resources Newsletter has increased natfonally and internatfonally. This newsletter has informatfon about webinars, workshops and artfcles. HEALTH AND SAFETY ADVOCACY & COMMUNICATIONS • No major safety incidents and no traffic accidents • Workplace Health and Safety Committee met four tfmes • Marigold staff partfcipated in WCB’s “Take a Walk” event • Employee Assistance Program (AEP) was set up for part-tfme staff members • Health and Safety program was completed with policies and procedures for the 10 mandated elements, plus violence and harassment preventfon plans, revised hazard assessment form and positfon reviews • Staff who drive Marigold vehicles took part in AMA driving courses • Contfnuous advocacy and training for a highly effectfve health and safety culture at Marigold • Marigold Administratfve Assistant & HR Coordinator Nora Ott assists member libraries with OH&S materials, informatfon, and standards advice. Canadian Occupational Health and Safety legislation requires employers to have a health and safety program in their workplace. Marigold advocates its purpose, services, library use trends, and new facility plans to member municipal councils and local library boards. 71 2020.05.26 Adopted Council Meeting Package TRAC is a society in good standing that manages the finances to support a shared catalogue, integrated library system applicatfon, shared eResources, and online customer conveniences. TRAC members are the four regional library systems (Peace Library System, Northern Lights Library System, Yellowhead Regional Library, and Marigold Library System) and 180 libraries. The members collaborate to develop new library applicatfons, such as the online catalogue app (in development) and an integrated Cloud Library in partnership with Parkland Regional Library System. The Regional Automation Consortium CONSORTIA PARTNERS BEHIND THE SCENES WITH OUR CONSORTIA PARTNERS ACCESS PSG met via videoconference and in-person to: • Ensure procedures are in place for effectfve daily operatfons and circulatfon actfvitfes of member libraries • Encourage discussion and development of customer -centered projects that positfvely affect library services • Maintain TRAC Operational Guidelines document for member libraries Advisory Council • Meets once per year with representatfves from up to three member libraries from each of the four partner library systems, as well as directors and staff 13,825,880 visits to the TRACpac catalogue tracpac.ab.ca mobile friendly access to 3.3 million items … search for, order and renew library materials … see bestsellers and other lists to find great books and audiovisual materials … access downloadable eBooks and Audiobooks … search through a wide variety of eResources Bibliographic Services Group (BSG) Public Services Group (PSG) BSG met by videoconference and in person to: • Collaborate with Polaris, CollectfonHQ and BookNet Canada on collectfon development • Review workflows in key areas of cataloguing and acquisitfons to create the most efficient use of ILS (Polaris) • Enhance discoverability with ‘patron first’ cataloguing practfces in library catalogue SAG Met via videoconference or teleconference; in-person • Review library services workflows in system administratfon to create the most efficient use of all technology in TRAC • Share technology innovatfons and experiences to extend and/or enhance library service • Ensure best practfces have been developed and are being followed by end users TRAC Directors Met by videoconference & in person in 2019: • Approved budget, TRAC levy, and gave final approval on TRAC Operatfonal Guidelines • Investfgated a replacement for the TRACpac app • Met with Innovatfve Interfaces Inc (Polaris software provides) • Increased Polaris licenses • Surveyed stakeholders and prepared Plan of Service TRAC Directors Systems Administrators Group (SAG) TRAC Advisory Council 23 72 2020.05.26 Adopted Council Meeting Package STRENGTHENING COLLABORATIONS Enhancing collaboratfons within and outside of Alberta Partnerships inspire innovative services • Calgary Public Library • Calgary & Area Public Purchasing Group (PPG) • Northern Lakes College • RISE Network • SAIT Library Informatfon Technology Advisory Council (LIT) • The Alberta Library (TAL) • The Regional Automatfon Consortfum (TRAC) - Marigold, Peace, Northern Lights, and Yellowhead library systems • Town of Strathmore and Wheatland County • The Western Irrigatfon District (WID) National and international connections • American Library Associatfon (ALA) • Innovatfve Users Group (IUG) • Ontario Library Associatfon (OLA) Super Conference • Pacific Northwest Library Associatfon (PNLA) • Public Library Associatfon (PLA) - division of ALA Colleagues at conferences and trade shows • Alberta Associatfon of Library Technicians (AALT) • Alberta Public Library Administrator’s Council (APLAC) • Alberta Urban Municipalitfes Associatfon (AUMA) trade show • Canadian Federatfon of Library Associatfons (CFLA) • Library Associatfon of Alberta (LAA) organizes the Alberta Library Conference (ALC) in Jasper • Rural Municipalitfes of Alberta (RMA) • Southern Alberta Library Conference (SALC) Marigold staff have an active role with other boards and organizations in Alberta. TRAC—Marigold CEO Michelle Toombs is the president of The Regional Automatfon Consortfum (TRAC). Marigold staff members that are TRAC working groups leaders: Jessie Bach, Kristfne den Boon, Richard Kenig, and Lynne Price. SAIT LIT Advisory Council—Michelle Toombs and Bibliographic Services Manager Jessie Bach are members of the SAIT LIT Advisory Council and contfnue to strengthen the partnership with the Southern Alberta Instftute of Technology (SAIT). TAL— Deputy CEO Laura Taylor is the Chair of The Alberta Library Licensing Committee. LAA— Training and Communicatfons Coordinator Caleigh Haworth is involved in conference planning with the Library Associatfon of Alberta. PLSB’s Delivery Review Committee— Marigold’s Director of Service Delivery Lynne Price is a member of this committee, whose report to PLSB will influence the future design of delivery services in Alberta. Polaris Idea Lab— Lynne Price and Jessie Bach are moderators, idea tagger, and expert reviewers. PCP— Accountfng Administrator Alida Pituka acquired the Payroll Compliance Practftfoner (PCP) designatfon with the Canadian Payroll Associatfon 24 73 2020.05.26 Adopted Council Meeting Package per capita levy population contribution $10.50 5,001 $52,510.50MUNICIPALITY Note: Marigold provides a wide range of resources and services to directly support public libraries and residents. Our target audience for these services is the entire service population located in 44 member municipalities within Marigold borders. Revenue from municipal levies and provincial grants is pooled to ensure that all residents have access to state-of-the-art public library services that complement the aspirations and needs of each community. Because our accounting system is primarily set up to record purchases such as books and IT equipment for member libraries, the Value of Your Investment reports for municipalities with libraries are more clearly defined. For municipalities without libraries, we have chosen to list the wide scope of services that are available to residents directly from Marigold and through the most conveniently located libraries. Copies of the Value of Your Investment reports to demonstrate value for libraries located in or near your municipality are attached for your information. Advantages of Public Library Service Kneehill County residents have full borrowing privileges at any library in Marigold and over 180 libraries across Alberta through Marigold's membership in TRAC (The Regional Automation Consortium). Municipal membership in Marigold Library System allows residents to use any public library in Marigold and beyond, and for drop-off of borrowed materials at any Marigold Library. With Alberta Wide Borrowing (ME Libraries), Marigold cardholders can register their card online to have access to over 19 million items from over 140 additional public libraries across the province at libraries beyond TRAC. As well, cardholders also have access to materials at over 110 TAL (The Alberta Library) member libraries, including university, college and special libraries. Marigold Libraries located near Kneehill County: ·Acme Municipal Library ·Carbon Municipal Library ·Linden Municipal Library ·Three Hills Municipal Library ·Trochu Municipal Library Marigold provides professional quality communications support and pulications, displays and marketing software to promote library resources, events and services available in your community, such as the Discover the Power of your Library Card brochure (as requested by municipalities for distribution to residents). 2019 Power of Your Library Card This report highlights services provided annually by Marigold Library System that are of value to residents living in Counties, Improvement Districts, Special Areas and M.D.'s. Kneehill County residents benefit directly through the pooling of revenues. Levy Payments Based on 2018 Municipal Affairs population or 5,001 and Schedule C of the Marigold Agreement for 2019. Kneehill County Marigold Library System 2020 1 74 2020.05.26 Adopted Council Meeting Package Book Deposits Book Deposits are located in small communities across the Marigold region. Marigold headquarters staff provides ongoing support and communication with local volunteers to maintain these collections. These communities receive a monthly deposit of new popular material and the collection is replenished annually. in addition, Marigold staff provides deposit service and promotes library awarness at community events. Residents borrow materials based on an honour system. Training Marigold provides training to Member Library staff and patron presentations to the public are available on topics including eBooks for mobile and eReader devices, eNewspapers & eMagazines, eResources and Library Apps. Training is also offered to teachers and students on how to use eResources including Solaro, a resource for students in grades 3-12. Training and resources are available for Marigold Board Members including board development, management and HR topics. Administration Marigold Board provides governanace and direcion to the Marigold Library System and acts as the Governing Board for municipalities without library boards. Staffing, facility and resources are in place to support member libraries; human resources & financial management; training & professional developent; Marigold headquarters building occupancy costs; and memberships to professional organizations. Marigold purchases insurance for the collections of material housed at member libraries. ·Torrington Book Deposit is located in the Ron Gorr Memorial Arena. The Library to You service is designed for residents who are unable to access a public library. L2U service provides books and audiovisual materials by mail and remote access to library materials such as downloadable eBooks, music and digital subscriptions. Marigold pays for postage to/from the patron's home mailing destination. Audiovisual -- CDs, DVDs, Blu-ray and Audiobooks eBooks/eAudio -- OverDrive, Cloud Library, Hoopla and more eMusic -- Freegal Music has 40,000 music labels with over 15 million songs 28+ Online Databases -- Lynda.com, Solaro, Ancestry Library Edition, Language Learning Software and more Digital Magazines -- Flipster and RBDigital offer current, full-colour, popular titles Library to You (L2U) Books -- Books including large print and world languages Collections and Resources Cardholders can access their library accounts through the TRACpac online catalogue to place holds on library material for pickup at the closest library or to download digital content. Through TRACpac, patrons have access to over 3.2 million items, including: Marigold Library System 2020 2 75 2020.05.26 Adopted Council Meeting Package 111,268 people/families have a library card 242,592 eBooks borrowed 2,179,828 items loaned to Marigold cardholders 10,202 programs with 146,913 participants 1,094,688 items loaned and borrowed between libraries 3.2+ million items available in TRACpac online catalogue 13+ million visits to the online library catalogue Across Marigold… See the 2019 Value of Your Investment Report(s). Marigold provides access to several programs including the TD Summer Reading Club, Minecraft, coding and activities for tweens and teens including an online summer program developed by Marigold staff. In 2019, 116 summer programs were delivered to 1,210 participants in the Marigold Community. Videoconferencing equipment is available at most member libraries. Virtual meeting rooms are cost-effective for local businesses, municipalities, distant education students and others in the community. Marigold organizes and pays for public programming offered at member libraries including Beekeeping 101, Homeschooling 101 (also Unschooling 101) and family programming. Marigold Libraries are Thriving. In 2019: 788 People/families from Kneehill County have library cards registered at Marigold Member Libraries or as L2U patrons Your Marigold Trustee… Attended 4 of 4 Marigold Board meetings Programs and Videoconferencing Services and Support Marigold provides IT infrastructure and network support to all member libraries including HelpDesk support, videoconference bridging and support, troubleshooting, installations, upgrades and maintenance. Network support includes SuperNet/Internet connectivity, email, file sharing and centralized backup. Wireless software, software licensing and a toll-free telephone system are provided. Polaris library software enables customer service through access to patron accounts, reports, ordering, circulation of library materials and the online catalogue. Residents can access high speed Internet and secure wireless at member library locations. Instruction to L2U patrons through telephone and email to download eBooks, eAudio and other digital resources. Marigold's TRAC partnership with three other library systems enables cost-sharing to provide the online library catalogue with over 3.2 million items for patrons to access including physical and digital content. Marigold provides weekly van delivery to member libraries so patrons can pick up holds at the closest or most convenient Marigold library. Marigold also pays for interlibrary loan costs if patrons choose to borrow items from institutions outside Alberta. Marigold Library System 2020 3 76 2020.05.26 Adopted Council Meeting Package #104,331 – 3rd Avenue, Strathmore, Alberta, T1P 1T5 MARIGOLD LIBRARY SYSTEM FINANCIAL STATEMENTS DECEMBER 31, 2019 77 2020.05.26 Adopted Council Meeting Package MARIGOLD LIBRARY SYSTEM DECEMBER 31, 2019 CONTENTS Page INDEPENDENT AUDITORS' REPORT 1 - 2 FINANCIAL STATEMENTS Statement of Financial Position 3 Statement of Operations and Changes in Fund Balances 4 Statement of Changes in Fund Balances 5 Statement of Cash Flows 6 Schedule 1 – Revenue 7 Schedule 2 – Expenses 8 Notes to the Financial Statements 9 - 15 78 2020.05.26 Adopted Council Meeting Package 1 INDEPENDENT AUDITORS’ REPORT To the Board of Marigold Library System: Opinion We have audited the financial statements of Marigold Library System (the System), which comprise the statement of financial position as at December 31, 2019, and the statement of operations and changes in fund balances and cash flows for the years then ended, and notes to the financial statements, including a summary of significant accounting policies. In our opinion, the accompanying financial statements present fairly, in all material respects, the financial position of Marigold Library System as at December 31, 2019, the results of its operations and its cash flows for the year then ended in accordance with Canadian accounting standards for not-for-profit organizations. Basis for Opinion We conducted our audit in accordance with Canadian generally accepted auditing standards. Our responsibilities under those standards are further described in the Auditor`s Responsibilities for the Audit of the Financial Statements section of our report. We are independent of the System in accordance with the ethical requirements that are relevant to our audit of the financial statements in Canada, and we have fulfilled our other ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion. Responsibilities of Management and Those Charged with Governance for the Consolidated Financial Statements Management is responsible for the preparation and fair presentation of these consolidated financial statements in accordance with Canadian accounting standards for not-for-profit organizations, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. In preparing the financial statements, management is responsible for assessing the System`s ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless management either intends to cease operations, or has no realistic alternative but to do so. Those charged with governance are responsible for overseeing the System`s financial reporting process. Auditor`s Responsibility for the Audit of the Consolidated Financial Statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor`s report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with Canadian generally accepted auditing standards will always detect a material misstatem ent when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements. As part of an audit in accordance with Canadian generally accepted auditing standards, we exercise professional judgement and maintain professional skepticism throughout the audit. 79 2020.05.26 Adopted Council Meeting Package 2 We also: • Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for our opinion. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omission, misrepresentations, or the override of internal control. • Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the System`s internal control. • Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates and related disclosures made by management. • Conclude on the appropriateness of management`s use of the going concern basis of accounting and, based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions that may cast significant doubt on the System`s ability to continue as a going concern. If we conclude that a material uncertainty exists, we are required to draw attention in our auditor`s report to the related disclosures in the financial statements or, if such disclosures are inadequate, to modify our opinion. Our conclusions are based on the audit evidence obtained up to the date of our Auditors’ report. However, future events or conditions may cause the System to cease to continue as a going concern. • Evaluate the overall presentation, structure and content of the financial statements, including the disclosures, and whether the financial statements represent the underlying transactions and events in a manner that achieves fair presentation. We communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant deficiencies in internal control that we identify during our audit. We also provide those charged with governance with a statement that we have complied with relevant ethical requirements regarding independence, and communicate with them all relationships and other matters that may reasonably be thought to bear on our independence, and where applicable, related safeguards. Strathmore, Alberta Gregory, Harriman & Associates LLP April 18, 2020 Chartered Professional Accountants 80 2020.05.26 Adopted Council Meeting Package OPERATINGCAPITALFUNDFUNDTOTAL2019201920192018 CURRENT ASSETSCash and Cash Equivalents (Note 4)1,645,625$ 5,660,319$ 7,305,944$ 2,408,195$ Accounts Receivable (Note 5)23,114 - 23,114 101,505 Goods and Services Tax Receivable15,595 - 15,595 5,422 Prepaid Expenses (Note 6)222,068 - 222,068 209,155 Short Term Investments (Note 7)- - - 5,591,125 1,906,402 5,660,319 7,566,721 8,315,402 TANGIBLE CAPITAL ASSETS, Net (Note 8)- 1,485,836 1,485,836 820,797 INTANGIBLE CAPITAL ASSETS, Net (Note 9)- 78,881 78,881 63,500 TOTAL ASSETS1,906,402$ 7,225,036$ 9,131,438$ 9,199,699$ CURRENT LIABILITIESAccounts Payable and Accrued Liabilities (Note 10)154,559$ -$ 154,559$ 181,256$ Deferred Revenue (Note 11)480,966 2,425,675 2,906,641 3,522,249 Current Portion of Capital Lease (Note 12)- - - 1,999 635,525 2,425,675 3,061,200 3,705,504 LONG TERM DEBTObligations under Capital Lease (Note 12)- - - - Unamortized External Contributions (Note 13)- 762,978 762,978 95,982 - 762,978 762,978 95,982 TOTAL LIABILITIES635,525 3,188,653 3,824,178 3,801,486 FUND BALANCESInvested in Capital Assets (Note 14)- 801,739 801,739 797,966 Internally Restricted (Notes 3, 15)1,096,467 3,234,644 4,331,111 4,393,961 Unrestricted174,410 - 174,410 206,286 1,270,877 4,036,383 5,307,260 5,398,213 TOTAL LIABILITIES AND FUND BALANCES1,906,402$ 7,225,036$ 9,131,438$ 9,199,699$ ECONOMIC DEPENDENCE (Note 2)Approved by:________________________ Director ________________________ DirectorSTATEMENT OF FINANCIAL POSITIONMARIGOLD LIBRARY SYSTEMAS AT DECEMBER 31, 2019The accompanying notes form an integral part of these financial statements.Gregory, Harriman & Associates LLP 3812020.05.26 Adopted Council Meeting Package RESTRICTED FUNDSOPERATING CAPITAL INTERNALLYFUND FUNDRESTRICTEDTOTAL 20192019201920192018REVENUE (Schedule 1)5,807,797$ 15,682$ -$ 5,823,479$ 5,635,556$ EXPENSES (Schedule 2) 5,815,100 99,332 - 5,914,432 5,244,535 EXCESS (DEFICIENCY) OF REVENUE OVER EXPENSES(7,303) (83,650) - (90,953) 391,021 Transfers (from) to Reserves (Note 15)- 62,850 (62,850) - - Interfund Transfers (Note 17)(24,573) 24,573 - - - (31,876) 3,773 (62,850) (90,953) 391,021 Fund Balances, beginning of year 206,286 797,966 4,393,961 5,398,213 5,007,192 FUND BALANCES, END OF YEAR174,410$ 801,739$ 4,331,111$ 5,307,260$ 5,398,213$ MARIGOLD LIBRARY SYSTEMSTATEMENT OF OPERATIONS AND CHANGES IN FUND BALANCESFOR THE YEAR ENDED DECEMBER 31, 2019The accompanying notes form an integral part of these financial statements.Gregory, Harriman & Associates LLP 4822020.05.26 Adopted Council Meeting Package 201920192019201920192018Total Capital Operating Invested in Internally Internally OperatingCapital Assets Restricted Restricted Unrestricted TotalTotalFUND BALANCES, beginning of year 797,966$ 3,297,494$ 1,096,467$ 206,286$ 5,398,213$ 5,007,192$ EXCESS (DEFICIENCY) OF REVENUE OVER EXPENSES(83,650) - - (7,303) (90,953) 391,021 INTERFUND TRANSFERS (Note 17)87,423 (62,850) - (24,573) - - FUND BALANCES, end of year801,739$ 3,234,644$ 1,096,467$ 174,410$ 5,307,260$ 5,398,213$ MARIGOLD LIBRARY SYSTEMSTATEMENT OF CHANGES IN FUND BALANCESFOR THE YEAR ENDED DECEMBER 31, 2019The accompanying notes form an integral part of these financial statements.Gregory, Harriman & Associates LLP 5832020.05.26 Adopted Council Meeting Package OPERATING FINANCING &ACTIVITIESINVESTINGTOTALOperatingCapitalFundFund 2019201920192018SOURCES OF CASH AND CASH EQUIVALENTSMunicipal Levies3,316,107$ -$ 3,316,107$ 3,218,349$ Grants1,965,940 111,176 2,077,116 2,121,672 Other Contributions230,158 - 230,158 25,832 Reimbursements196,503 - 196,503 215,083 Investment Income133,379 - 133,379 92,520 5,842,087 111,176 5,953,263 5,673,456 USES OF CASH AND CASH EQUIVALENTSPurchases and Salaries(5,887,382) 22,500 (5,864,882) (5,128,436) Purchase of Tangible Capital Assets- (776,381) (776,381) (109,823) Purchase of Intangible Capital Assets- (22,875) (22,875) (63,500) Proceeds from Disposal of Capital Assets- 19,500 19,500 17,000 Proceeds (Purchase) of Investments- 5,591,124 5,591,124 (1,570,640) Repayment of Obligations under Capital Lease- (2,000) (2,000) (7,999) (5,887,382) 4,831,868 (1,055,514) (6,863,398) NET CASH AND CASH EQUIVALENTS INCREASE (DECREASE)(45,295) 4,943,044 4,897,749 (1,189,942) Cash and Cash Equivalents, Opening1,715,493 692,702 2,408,195 3,598,137 Interfund Adjustments (24,573) 24,573 - - CASH AND CASH EQUIVALENT CLOSING1,645,625$ 5,660,319$ 7,305,944$ 2,408,195$ CASH AND CASH EQUIVALENTS REPRESENTED BY:Cash (Note 4)1,388,778 - 1,388,778 502,707 Redeemable Deposits (Note 4)256,847 5,660,319 5,917,166 1,905,488 TOTAL CASH AND CASH EQUIVALENTS1,645,625$ 5,660,319$ 7,305,944$ 2,408,195$ MARIGOLD LIBRARY SYSTEMSTATEMENT OF CASH FLOWSFOR THE YEAR ENDED DECEMBER 31, 2019The accompanying notes form an integral part of these financial statements.Gregory, Harriman & Associates LLP 6842020.05.26 Adopted Council Meeting Package OPERATING FUND CAPITAL FUNDTOTAL 201920182019201820192018REVENUEMunicipal Levies3,316,107$ 3,218,349$ -$ -$ 3,316,107$ 3,218,349$ Provincial Grants1,850,585 1,850,585 - - 1,850,585 1,850,585 Indigenous Grant93,624 93,264 - - 93,624 93,264 Reimbursements 180,732 241,276 - - 180,732 241,276 Other Revenue167,263 21,668 - - 167,263 21,668 Interest70,710 109,280 - - 70,710 109,280 Member Fees62,946 63,428 14,164 11,396 77,110 74,824 Special Grants65,830 21,939 1,518 4,371 67,348 26,310 TOTAL REVENUE5,807,797$ 5,619,789$ 15,682$ 15,767$ 5,823,479$ 5,635,556$ MARIGOLD LIBRARY SYSTEMSCHEDULE 1 - REVENUEFOR THE YEAR ENDED DECEMBER 31, 2019The accompanying notes form an integral part of these financial statements.Gregory, Harriman & Associates LLP 7852020.05.26 Adopted Council Meeting Package OPERATING FUND CAPITAL FUNDTOTAL 201920182019201820192018EXPENSESSalaries and Wages1,969,878$ 1,844,978$ -$ -$ 1,969,878$ 1,844,978$ Materials1,292,846 1,191,726 - - 1,292,846 1,191,726 Transfer Payments661,672 648,283 - - 661,672 648,283 Professional Fees421,885 25,765 - - 421,885 25,765 Employee Benefits and Payroll Expenses 304,356 282,679 - - 304,356 282,679 Equipment202,221 159,302 - - 202,221 159,302 The Regional Automation181,924 167,883 - - 181,924 167,883 Consortium Funding (Note 16)Reimbursed Purchases and Expenses180,732 241,260 - - 180,732 241,260 Training and Development95,262 96,202 - - 95,262 96,202 Building92,330 99,622 - - 92,330 99,622 Network87,579 66,411 - - 87,579 66,411 Supplies68,398 72,525 - - 68,398 72,525 Travel and Meetings65,134 65,065 - - 65,134 65,065 Delivery52,180 55,483 - - 52,180 55,483 Programs49,938 43,808 - - 49,938 43,808 Miscellaneous41,987 28,657 - - 41,987 28,657 Memberships24,944 24,356 - - 24,944 24,356 Marketing14,725 28,785 - - 14,725 28,785 Postage and Freight4,511 4,716 - - 4,511 4,716 Bank Charges2,598 3,191 - - 2,598 3,191 Maintenance Agreements- 11,650 - - - 11,650 Amortization - - 80,995 87,706.00 80,995 87,706 Loss (Gain) on Disposal of Capital - - 18,337 (5,518) 18,337 (5,518) TOTAL EXPENSES5,815,100$ 5,162,347$ 99,332$ 82,188$ 5,914,432$ 5,244,535$ MARIGOLD LIBRARY SYSTEMSCHEDULE 2 - EXPENSESFOR THE YEAR ENDED DECEMBER 31, 2019The accompanying notes form an integral part of these financial statements.Gregory, Harriman & Associates LLP 8862020.05.26 Adopted Council Meeting Package 1) Purpose of the Organization 2)Economic Dependence 3)Significant Accounting Policies and Reporting Practices Internally Restricted Assets Cash and Cash Equivalents Short Term Investments (continues…) Unrestricted contributions are recognized as revenue of the Operating Fund in the year received or receivable if the amount to be received can be reasonably estimated and collection is reasonably assured. The Internally Restricted balance is not available for other purposes without the approval of the Board of Directors. Marigold Library System (“System”) is a library resource and information centre established for all participating residents of the System. The Board of Management of the Marigold Library System is established by virtue of the Alberta Libraries Act. The System is dependent on contributions from the Province of Alberta in order to continue operations. Basis of Presentation The financial statements were prepared in accordance with Canadian accounting standards for not-for-profit organizations (ASNFPO). The Capital Fund reports the assets, liabilities, revenue and expenses related to the organization's capital assets. Restricted contributions related to general operations are recognized as revenue of the Operating Fund in the year in which the related expenses are incurred. All other restricted contributions are recognized as revenue of the Capital Fund. Externally restricted non-capital contributions are deferred and recognized as revenue in the year when the related expenses are incurred. Revenue Recognition Marigold Library System follows the restricted fund method of accounting for contributions. MARIGOLD LIBRARY SYSTEM NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2019 The Operating Fund accounts for revenue and expenses relating to the organization's program delivery and administrative activities. Externally restricted capital contributions are recorded as deferred capital contributions until the amount is invested in capital assets. Amounts invested representing externally funded capital assets are then transferred to unamortized external capital contributions. Unamortized external capital contributions are recognized in the periods in which the related amortization expense of the funded capital asset is recorded. Cash includes cash and cash equivalents. Cash equivalents are investments in GICs and are valued at cost plus accrued interest. The carrying amounts approximate fair value because they have maturities at the date of purchase of less than 90 days. Short Term Investments are investments in GICs and are valued at cost plus accrued interest. The carrying amounts approximate fair value because they mature in the next fiscal year. Basis of Accounting Gregory, Harriman & Associates LLP 9872020.05.26 Adopted Council Meeting Package 3)Significant Accounting Policies and Reporting Practices (continued) Tangible Capital Assets Buildings 4% Computer Equipment 55% and 100% Data Network Infrastructure 30% Equipment Under Capital Lease 20% Furniture and Equipment 20% Automotive Equipment 30% Intangible Capital Assets Website 10 years The half year rule is in effect in the year of acquisition. No amortization is taken in the year of disposition. Capitalized Leases Contributed Materials and Services Income Taxes (continues…) Intangible capital assets are recognized at cost and amortized on the basis of their useful life using the straight-line method. The rates are summarized as follows: As a registered not-for-profit organization, the organization is exempt from paying income taxes under Section 149(1)(f) of the Income Tax Act (Canada). An undeterminable amount of materials and volunteer services are contributed in order to assist the System in carrying out its library services. Because of the difficulty in determining their fair value, contributed materials and services are not recognized in the financial statements. Purchased tangible capital assets are recorded at cost. Contributed tangible capital assets are recorded at fair market value at the date of contribution. Additions to the organization's tangible capital assets are recognized for expenditures in excess of $2,000 with a useful life beyond two years. Amortization expense is reported within the Capital Fund. The half year rule is in effect in the year of acquisition. No amortization is taken in the year of disposition. A lease that transfers substantially all of the benefits and risks of ownership is classified as a capital lease. At the inception of a capital lease, an asset and a payment obligation are recorded at an amount equal to the lesser of the present value of the minimum lease payments and the property’s fair market value. All other leases are accounted for as operating leases and rental payments are expensed as incurred. Amortization expense is reported within the Capital Fund. All tangible capital assets are amortized at fixed rates applied to diminishing balances. The rates can be summarized as follows: NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2019 MARIGOLD LIBRARY SYSTEM Gregory, Harriman & Associates LLP 10882020.05.26 Adopted Council Meeting Package 3)Significant Accounting Policies and Reporting Practices (continued) Government Assistance Foreign Currency Translation ` Library Books and Periodicals Financial Instruments 4)Cash and Cash Equivalents 2019 2018 Operating Bank 1,388,578$ 502,507$ Deposit Accounts 256,847 1,212,786 Petty Cash 200 200 1,645,625$ 1,715,493$ Capital Deposit Accounts 5,660,319$ 692,702$ Total 7,305,944$ 2,408,195$ 5)Accounts Receivable 2019 2018 Reimbursements Receivable 13,841$ 29,563$ Accrued Interest Receivable 8,773 71,442 Other Receivables 500 500 Total 23,114$ 101,505$ All assets and liabilities of operations denominated in currencies other than Canadian dollars have been translated into Canadian dollars at the rate of exchange in effect at the balance sheet date. Gains and losses resulting from the translation of assets and liabilities are reflected in net income. Revenue and expense accounts are translated at the average rates of exchange prevailing during the period. All books and periodicals purchased as library stock are expensed in the year of acquisition. Management believes that this accounting policy best matches the services potential of these acquisitions to the period of substantial benefit. The organization initially measures its financial assets and financial liabilities at fair value, except for certain non-arm’s length transactions. The organization subsequently measures all its financial assets and financial liabilities at amortized cost, except for investments in equity instruments that are quoted in an active market, which are measured at fair value. Changes in fair value are recognized in net income. NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2019 Funding to finance operating expenses is provided by Municipal Levies, First Nations Grant and Province of Alberta Library Service Grant. This funding is recorded as revenue when earned in the Statement of Operations. MARIGOLD LIBRARY SYSTEM Gregory, Harriman & Associates LLP 11892020.05.26 Adopted Council Meeting Package 6)Prepaid Expenses 2019 2018 Operating Electronic Resources and Telecommunication 171,423$ 170,836$ Other 50,645 15,819 222,068$ 186,655$ Capital Land Deposit -$ 22,500$ Total 222,068$ 209,155$ 7)Short Term Investments 2019 2018 Capital Guaranteed Investment Certificates -$ 5,591,125$ Total -$ 5,591,125$ 8)Tangible Capital Assets 2019 2018 Cost Accumulated Amortization Net Book Value Net Book Value Tangible Assets Buildings 1,551,087$ 792,058$ 759,029$ 659,365$ Computer Equipment 367,390 361,787 5,603 12,953 Data Network Infrastructure 28,400 25,560 2,840 4,057 Equipment Under Capital Lease - - - 14,744 Furniture and Equipment 67,440 50,641 16,799 15,911 Automotive Equipment 240,297 110,288 130,009 113,767 Land 571,556 - 571,556 - Total 2,826,170$ 1,340,334$ 1,485,836$ 820,797$ 9)Intangible Capital Assets 2019 2018 Cost Accumulated Amortization Net Book Value Net Book Value Intangible Assets Website 86,375$ 7,494$ 78,881$ 63,500$ Total 86,375$ 7,494$ 78,881$ 63,500$ The Guaranteed Investment Certificates matured in the year. NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2019 MARIGOLD LIBRARY SYSTEM Gregory, Harriman & Associates LLP 12902020.05.26 Adopted Council Meeting Package 10)Accounts Payable and Accrued Liabilities 2019 2018 Trade Payables 51,160$ 67,566$ Vacation Payable 39,348 49,989 Payroll Remittances Payable 18,625 16,145 Accrued Liabilities 18,475 17,875 Wages Payable 17,601 - Credit Card Payable 9,350 29,681 Total 154,559$ 181,256$ 11)Deferred Revenue 2019 2018 Operating Establishment Grants 389,293$ 389,293$ Rural Information Services Initiative Member Funding 79,181 86,477 Indigenous Project Funding 12,492 37,646 480,966$ 513,416$ Capital Capital Infrastructure Grant 2,425,675$ 3,008,833$ Total 2,906,641$ 3,522,249$ 12)Obligations under Capital Lease 2019 2018 2014 Konica Minolta photocopier lease contract, repayable in quarterly payments of $1,999, 0% interest. Lease paid out in the year. -$ 1,999$ - 1,999 Amounts payable within one year - (1,999) Total -$ -$ Capital lease repayment terms are approximately: 2019 - 1,999 Total minimum lease payments - 1,999 Less: amount representing interest - - Present value of minimum lease payments -$ 1,999$ NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2019 Amounts represent unspent contributions received for capital and operating projects. MARIGOLD LIBRARY SYSTEM Gregory, Harriman & Associates LLP 13912020.05.26 Adopted Council Meeting Package 13)Unamortized External Contributions 2019 2018 Operating Rural Information Services Initiative Member Funding -$ 11,650$ Capital Building Grant 755,810$ 61,480$ Rural Information Services Initiative Member Funding 4,196 9,325 Establishment Grants 2,840 4,057 Rural Information Services Initiative Grants 132 9,470 762,978$ 84,332$ Total 762,978$ 95,982$ 14)Invested in Capital Assets 15)Internally Restricted Funds 2018 Increases Decreases 2019 Operating Internally Restricted Operating 996,467$ -$ -$ 996,467$ Airdrie Collection 100,000 - - 100,000 1,096,467$ -$ -$ 1,096,467$ Capital Internally Restricted Building, Equipment & Furniture 3,007,987$ 166,000$ -$ 3,173,987$ Video Conferencing 166,000 - (166,000) - Vehicle Replacement 99,507 - (62,850) 36,657 Computer - Hardware/Software upgrade 24,000 - - 24,000 3,297,494$ 166,000$ (228,850)$ 3,234,644$ Total Internally Restricted 4,393,961$ 166,000$ (228,850)$ 4,331,111$ MARIGOLD LIBRARY SYSTEM The unamortized external capital contributions will be recognized in revenue as the related amortization expense for the capital addition is incurred. An amount of $27,332 (capital - $15,682; operating - $11,650), which represents current year amortization on these projects, has been recognized as income in the current year. NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2019 This balance represents Marigold Library System’s net investment in capital assets. It is the original asset cost, less accumulated amortization, unamortized external contributions and debt directly related to the capital assets. The organization has internally restricted funds for operations and special projects as well as for capital purchases as listed below. The internally restricted funds are not available for unrestricted purposes without approval of the Board of Directors. Gregory, Harriman & Associates LLP 14922020.05.26 Adopted Council Meeting Package 16)Related Party Transactions 17)Interfund Transfers 18)Financial Instruments Credit Risk Interest Rate Risk Fair Value Currency Risk 19)Comparative Figures 20)Approval of Financial Statements The Board of Directors approved these financial statements. These transactions are in the normal course of operations and are measured at the exchange amount, which is the amount of consideration established and agreed to by the related parties. This funding was determined based on an equal funding from each member and the members' intent was to provide financial assistance to this organization. During the year Marigold Library System contributed $181,924 (2018 - $167,883) towards The Regional Automation Consortium ("TRAC"), shown under Expenditures on the Statement of Operations and Changes in Fund Balances. TRAC is a not-for-profit organization in which Marigold is one of four participating organizations along with Northern Lights Library System, Yellowhead Regional Library System and Peace Library System, which share a centralized computer system for library automation. MARIGOLD LIBRARY SYSTEM NOTES TO THE FINANCIAL STATEMENTS Some of the comparative figures have been reclassified to conform to the current year's presentation. Credit risk arises from the possibility that the entities to which the organization provides services may experience financial difficulty and be unable to fulfill their obligations. The organization is exposed to financial risk that arises from the credit quality of the entities to which it provides services. As the organization provides products and services to a variety of customers, its credit risk is minimized. Interest rate risk arises from the possibility that the value of, or cash flows related to, a financial instrument will fluctuate as a result of changes in market interest rates. The organization is exposed to financial risk from interest rate differentials between market interest rates and the rates used on their financial instruments. DECEMBER 31, 2019 The fair values of cash and cash equivalents, accounts receivable, short term investments and accounts payable and accrued liabilities, correspond closely to their carrying amount because of their short term maturity dates. Currency risk is the risk to the entity’s earnings that arise from fluctuations of foreign exchange rates and the degree of volatility of these rates. The organization is exposed to foreign currency exchange risk on cash and cash equivalents and accounts payable held in U.S. dollars. The organization’s financial instruments consist of: cash and cash equivalents, accounts receivable, short term investments, accounts payable and accrued liabilities and obligations under capital lease. The risks attached to these financial instruments are as follows: Interfund transfers were required to fund the cash outlays for capital asset acquisitions and loan principal payments. During the year, $24,573 was transferred from operations: $62,850 was transferred from capital reserves, no money was transferred to operating reserves and $87,423 was transferred to fund capital purchases. Gregory, Harriman & Associates LLP 15932020.05.26 Adopted Council Meeting Package Committee of the Whole Minutes 1600- 2ND Street NE Three Hills, AB T0M 2A0 January 21, 2020 8:30 a.m. COUNCIL PRESENT: Division No. 1 Faye McGhee, Deputy Reeve Division No. 3 Jerry Wittstock, Reeve Division No. 4 Glen Keiver, Councillor Division No. 6 Wade Christie, Councillor Division No. 7 Kenneth King, Councillor ABSENT Division No. 2 Debbie Penner, Councillor Division No. 5 Jim Hugo, 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 Environmental Services Manager John McKiernan Manager of Financial Services Will Wolfe Information Management Supervisor Will Nyman Manager of Ag Services & Parks Bowen Clausen 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 Addition to Agenda 4.0 Closed Session (Intergovernmental Relations, Section 21) Councillor Christie moved approval of the agenda as amended. CARRIED 2.0 Approval of Minutes Councillor King moved approval of the December 3, 2019 Committee of the Whole minutes as presented. CARRIED 94 2020.05.26 Adopted Council Meeting Package January 21, 2020 Committee of the Whole Meeting P a g e | 2 3.0 2019 Strategic Plan Discussion Council and Administration discussed the Strategic Plan, so that Administration can explore options for Council’s consideration that are aligned with Council’s vision and strategic plan. The Chair called for a recess at 10:32 a.m. and called the meeting back to order at 10:44 a.m. with all previously mentioned members present. 4.0 Closed Session Councillor Christie moved that Council convene in closed session to discuss Intergovernmental Relations pursuant to section 21 of the Freedom of Information and Protection of Privacy Act, at 12:30 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 Carolyn Van der Kuil, Recording Secretary Debra Grosfield, Manager of Protective Services Councillor Christie moved that Council return to open meeting at 1:03 p.m. CARRIED 1:03 p.m.- Meeting recessed to allow return of public. 1:03 p.m. – Meeting resumed. Reeve Wittstock adjourned the meeting at 1:03 p.m. 95 2020.05.26 Adopted Council Meeting Package Addition to Agenda96 2020.05.26 Adopted Council Meeting Package Addition to Agenda97 2020.05.26 Adopted Council Meeting Package Addition to Agenda98 2020.05.26 Adopted Council Meeting Package Addition to Agenda99 2020.05.26 Adopted Council Meeting Package Addition to Agenda100 2020.05.26 Adopted Council Meeting Package Addition to Agenda101 2020.05.26 Adopted Council Meeting Package Addition to Agenda102 2020.05.26 Adopted Council Meeting Package Addition to Agenda103 2020.05.26 Adopted Council Meeting Package Addition to Agenda104 2020.05.26 Adopted Council Meeting Package Addition to Agenda105 2020.05.26 Adopted Council Meeting Package Addition to Agenda106 2020.05.26 Adopted Council Meeting Package Addition to Agenda107 2020.05.26 Adopted Council Meeting Package Addition to Agenda108 2020.05.26 Adopted Council Meeting Package Addition to Agenda109 2020.05.26 Adopted Council Meeting Package Addition to Agenda110 2020.05.26 Adopted Council Meeting Package Addition to Agenda111 2020.05.26 Adopted Council Meeting Package Addition to Agenda112 2020.05.26 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 11.0 Page 1 of 1 Version: 2020-01 Subject: Council Follow-up Action List Meeting Date: Tuesday, May 26, 2020 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. Financial Implications: 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: May 26, 2020 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 113 2020.05.26 Adopted Council Meeting Package Meeting Date Motion #Description/Motion Action Required Assigned To Due Date Status 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 Waiting on Landowner 14-Jan-20 27/20 Deputy Reeve McGhee moved that Council authorize the funds realized from the sale of surplus equipment located on the property located at SE 15-28-22 W4M be transferred to the Building Reserve.In Progress 11-Feb-20 49/2020 Deputy Reeve McGhee moved that administration submit an application under the Provincial Education Requisition Credit (PERC) for Uncollectable Education Property Taxes on Oil and Gas Properties. In Progress; the application intake for this grant is not until January 2021. 25-Feb-20 90/2020 Councillor Penner moved to host the Kneehill County Discovery Fair Ratepayer Evenings located in Torrington and Carbon within the month of August.Tentative Dates Booked 10-Mar-20 139/2020 Councillor King moved to amend the commencement and completion dates for the Badlands Motorsport Resort Development Agreement. With Applicant for Signature 24-Mar-20 169/2020 Deputy Reeve McGhee moved that Council direct administration to bring back the Procedural Bylaw for revision immediately following the conclusion of the COVID-19 event. On hold until COVID-19 is over 14-Apr-20 189/2020 Councillor King moved to direct administration to pursue the road closure and consolidation of a portion of Township Road 28-4, which is an undeveloped road allowance adjacent to the south end of Horseshoe Canyon (more specifically the SW-27- 28-21-W4), and road plan 834 LK into descriptive plan 091 0342, Block 1, Lot 2. Surveyor has been notified to proceed 14-Apr-20 190/2020 Councillor Christie moved to direct administration to pursue the road closure and consolidation of a portion of Range Road 26-0, which is an undeveloped road allowance adjacent to the Keiver’s Lake Campground. Surveyor has been notified to proceed 14-Apr-20 191/2020 Deputy Reeve McGhee moved to schedule the Public Hearing for the Town of Drumheller/Kneehill County IDP, as per Section 606 of the Municipal Government Act, to be held on May 12, 2020 at 10:00 a.m.COMPLETED On the May 12th Agenda 14-Apr-20 192/2020 Councillor Christie moved that Council move to accept administration’s proposal that public participation will be achieved through letters and emails.COMPLETED Advertising completed to reflect this 12-May-20 238/2020 Councillor King moved that Council receive for information the Drinking Water Safety Plans for Kneehill County water systems, as presented.COMPLETED 12-May-20 239/2020 Councillor Christie moved that Council accepts the 2019 Audited Financial Statements as presented.COMPLETED 12-May-20 240/2020 Councillor Penner moved that Council accept the report on the County’s Operations During the COVID-19 Pandemic for information, as presented.COMPLETED 12-May-20 246/247/2 020 Council moved second and third reading to Bylaw 1817 for the Town of Drumheller and Kneehill County Intermunicipal Development Plan.COMPLETED Council Action Items 114 2020.05.26 Adopted Council Meeting Package AMENDMENT SUMMARY Council Meeting Date: May 26, 2020 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: Council and Committee Reports 10.2 Kneehill Regional Family and Community Support Services Closed Session 12.1 Land (Section 24 FOIP Act) Package: 10.2 Kneehill Regional FCSS – 2019 Year in Review Kneehill Regional FCSS- 2020-2023 Strategic Plan 115 2020.05.26 Adopted Council Meeting Package