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Home My WebLink About2020.06.23 Adopted Council PackageCOUNCIL MEETING AGENDA 1600-2nd Street NE Three Hills, AB T0M 2A0 June 23, 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 June 9, 2020 3.0 Delegations No Delegations Scheduled 4.0 Public Hearings No Public Hearings Scheduled 5.0 Transportation 5.1 Policy #13-18, Land Agreements 5.2 Policy #13-20-2, Building Standards 5.3 Policy #13-20-4, County Blade Grade Road Standards 6.0 Community Services 6.1 Planning No Report 6.2 Water/Wastewater/Environment 6.2.1 Non-County Residential Connection to Rural Waterline 6.3 Agricultural Service Board & Parks 6.3.1 Horseshoe Canyon 6.3.2 Provincial Campgrounds 6.4 Protective Services 6.4.1 Emergency Communications System Upgrade Project 7.0 Corporate Services 7.1 Annual Tax Cancellations 8.0 Business Arising from Previous Minutes 8.1 1 2020.06.23 Adopted Council Meeting Package June 23, 2020 Council Meeting Agenda Page 2 of 2 9.0 New Business 9.1 Newspaper Delivery Program 9.2 2020 Discovery Fair and Ratepayer Evening 9.3 Acme Funding Request 10.0 Disposition of Delegation & Public Hearing Business No Delegation or Public Hearings Scheduled 11.0 Council and Committee Reports 11.1 Community Futures Wildrose 11.2 May 19, 2020- Committee of the Whole minutes 11.3 Kneehill Regional Doctor Recruitment and Retention Committee 11.4 Drumheller & District Solid Waste Association 12.0 Council Follow-up Action List 13.0 Closed Session 13.1 Disclosure Harmful to Business Interests of a Third Party (Section 16 & 25) 13.2 Advice from Officials (Section 24) 14.0 Motions from Closed Session Adjournment 2 2020.06.23 Adopted Council Meeting Package 1 ________ Initials MINUTES OF THE JUNE 9, 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 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 Recording Secretary Carolyn Van der Kuil CALL TO ORDER Reeve Wittstock in the Chair Reeve Wittstock called the meeting to order at 8:29 a.m. AGENDA 1.0 Agenda 1.1 Additions to the Agenda Additions under Council and Committee Reports 11.1 Kneehill Housing Corporation 11.2 Community Futures Wildrose ADOPTION OF AGENDA 1.2 Adoption of Agenda 263/2020 Councillor King moved approval of the agenda as amended. CARRIED UNANIMOUSLY MINUTES 2.0 Minutes 2.1 Regular Council Meeting Minutes of May 26, 2020 264/2020 Councillor Christie moved approval of the May 26, 2020 Council Meeting minutes as presented. CARRIED UNANIMOUSLY 3 2020.06.23 Adopted Council Meeting Package COUNCIL MINUTES OF JUNE 9, 2020 2 _________ Initials CORPORATE SERV 7.0 Corporate Services 7.1 FCM Asset Management Grant Opportunity 265/2020 Councillor Penner moved that Council directs administration to apply for the Municipal Asset Management Program grant opportunity from the Federation of Canadian Municipalities’ to be utilized for asset management systems development. CARRIED UNANIMOUSLY NEW BUSINESS 9.0 New Business 9.1 Policy #11-22, Flag Protocol 266/2020 Deputy Reeve McGhee moved that Council approve as amended Policy #11-22, Flag Protocol. CARRIED UNANIMOUSLY 9.2 Policy Review Schedule 267/2020 Deputy Reeve McGhee moved that Council receive for information the Policy Review Schedule Report. CARRIED UNANIMOUSLY COUNCIL REPORTS 11.0 Council and Committee Reports 11.1 Kneehill Housing Corporation- A verbal report was provided by Deputy Reeve McGhee. 11.2 Community Future Wildrose- A verbal report was provided by Councillor Christie. 268/2020 Councillor King moved that Council receive the Council and Committee reports as presented. CARRIED UNANIMOUSLY COUNCIL ACT LIST 12.0 Council Follow-Up Action List 269/2020 Deputy Reeve McGhee moved that Council receive the June 9, 2020 Council Follow-Up Action List as presented for information. CARRIED UNANIMOUSLY 4 2020.06.23 Adopted Council Meeting Package COUNCIL MINUTES OF JUNE 9, 2020 3 _________ Initials ADJOURNMENT Adjournment The meeting adjourned at 8:54 a.m. ________________________ Jerry Wittstock Reeve _______________________ Mike Haugen CAO 5 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.1 Page 1 of 1 Version: 2020-01 Subject: Policy # 13-18, Land Agreements Meeting Date: Tuesday, June 23, 2020 Presented By: Brad Buchert, Director of Transportation Link to Strat Plan: Ensuring Communications & Engagement Recommended Motion: That Council approve as presented, Policy #13-18, Land Agreements. Background/ Proposal At the June 16th Committee of the Whole meeting, the Committee discussed Policy #13-18, Land Agreements. The Committee recommended that Council approve the policy as amended. Discussion/ Options/ Benefits/ Disadvantages: The new amendments proposed would provide a fair minimum rate based on the compensation of land purchasing, crop damages, borrow pit and back sloping. The proposed amendments also provide guidelines for Fence Compensation. 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 # 13-18, Land Agreements Follow-up Actions: Director Approval: Brad Buchert, Director of Transportation CAO Approval: Mike Haugen, Chief Administrative Officer 6 2020.06.23 Adopted Council Meeting Package POLICY Section Policy No. Page Transportation 13-18 1 of 2 Policy Title Date: Motion No. Land Agreements June 23, 2020 34T34T Purpose: To establish guidelines for land agreements within Kneehill County. Policy Guidelines: 1. Agreements are to be arranged by the CAO or designate involved in the project. 2. County employees are not to undertake private work for any landowner while doing road projects. Land Purchase: 3. When the County is purchasing land it is necessary to have a Commissioner of Oaths available. THEREFORE, any land buying agreements are to be approved by the CAO. 4. Consideration for the land will be paid to the Landowner at the rate of $3,000/acre (minimum $200 $600). Fence Compensation 5.1 For any road construction project which requires removal of fences to properly construct the road, the County will remove and replace the fences at no cost to the landowner. 5.2 A fence is defined as one that will keep livestock confined. 5.3 If in the opinion of the CAO or designate the fence will not adequately confine animals, the County will not replace the fence and no compensation will be payable to the landowner. 5.4 If a temporary fence is required by the landowner in order to confine his livestock during construction, the County will construct a temporary fence. with salvage material If required the and the temporary fence will remain for one year to establish grass at which time it will be removed by the County. If the grass is not well established in the first year, the fence will remain for one additional year. 6. If the fence is to be replaced by the County the general construction policy is: A. The fence will be constructed using new wire and new posts. B. If the landowner wishes the fence constructed to a higher standard than County standards as outlined below, he must supply at his own cost any extra wire and posts which may be required. C. When rebuilding a barb wire fence the crew will use: I. 4" treated posts set 13 feet apart II. 6" diameter 7-foot-long treated corner posts III. 4 strand barb wire D. When rebuilding a high tensile fence, the crew will use: IV. 4" treated posts set 20 feet apart V. 6" diameter 7-foot-long treated corner posts VI. 5 strands high tensile unless the fence which existed prior to undertaking the road project was of a higher standard. 7 2020.06.23 Adopted Council Meeting Package POLICY Section Policy No. Page Transportation 13-18 2 of 2 Policy Title Date: Motion No. Land Agreements June 23, 2020 34T34T E. The County will ONLY construct a fencing berm THROUGH a coulee or swampy area, AND ONLY if same is required to accommodate fence re-construction on a County road project. Crop Damage: 7. Crop damage compensation will be one payment at the rate of $600/acre (minimum $200 $600), based on the estimated acreage, and will be paid on any seeded crop land, such as wheat, barley, etc., seeded hay land and native pasture. A letter to be sent to the landowner with compensation cheque advising of compensation calculation and the procedures, under the Municipal Government Act, of Public Notice for road project write offs and the landowner's recourse should he consider himself the affected party. Borrow Pits: 8. The normal rate of compensation for an area on private property (borrow pit or back sloping areas) which is disturbed as a result of a County project will be a flat rate of $500 $600 per acre (minimum $200 $600). This amount is in excess of the crop damage compensation rate. 9. The CAO or designate will inspect the project prior to payment of the compensation to ensure the project has been completed satisfactorily. 10. If a mail box has to be removed in order to undertake a road construction project, the County will remove the mail box and will arrange to have it re-set when the project has been completed. Jerry Wittstock, Reeve Mike Haugen, CAO Approved: June 23, 2020 Review Date: Date four years from last approval date 8 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.2 Page 1 of 1 Version: 2020-01 Subject: Policy #13-20-2, Building Standards Meeting Date: Tuesday, June 23, 2020 Presented By: Brad Buchert, Director of Transportation Link to Strat Plan: Level of Service Recommended Motion: That Council approve as presented, Policy #13-20-2, Building Standards. Background/ Proposal At the June 16th Committee of the Whole meeting, the Committee discussed Policy #13-20-2, Building Standards. The Committee recommended that Council Discussion/ Options/ Benefits/ Disadvantages: The new amendments proposed allows clarity of the Road Classifications as well as guidelines and standards that are presented in Policy #13-20-2 Schedule. The policy outlines the standard ranges within with County roads are constructed or fully rebuilt. 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. 5. 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 #13-20-2, Building Standards and attached Building Standard Schedule. Follow-up Actions: Director Approval: Brad Buchert, Director of Transportation CAO Approval: Mike Haugen, Chief Administrative Officer 9 2020.06.23 Adopted Council Meeting Package POLICY Section Policy No. Page Transportation 13-20-2 1 of 1 Policy Title Date: Motion No. Building Standards 34T34T 34T34T Purpose: To establish guidelines for minor and major road constructions within Kneehill County. Policy Guidelines: Further Reference: Schedule “A”- Reduced Local Road (5M) Rural Local Roads Limited Access Road Schedule “B”- Minor Local Road (Gravel) Rural Local Roads Gravel Roads Schedule “C”- Major Local (Gravel) Collector/Arterial Gravel Schedule “D”- Major Local Road (Gravel) (Resource Road) Collector/Arterial Chipseal Schedule “E”- Major Local Road (Surfaced) Arterial/Collector Paved Jerry Wittstock, Reeve Mike Haugen, CAO Approved: Review Date: Date four years from last approval date 10 2020.06.23 Adopted Council Meeting Package Schedule A- Rural Local Roads Limited Access Road 11 2020.06.23 Adopted Council Meeting Package Schedule B- Rural Local Roads Gravel Roads 11.0 12 2020.06.23 Adopted Council Meeting Package Schedule C- Collector/Arterial Gravel 4.25m 4.50m 4.25m 4.50m 11.0 13 2020.06.23 Adopted Council Meeting Package Schedule D- Collector/Arterial Chipseal 4.00m 4.50m 4.00m 4.50m 11.0 14 2020.06.23 Adopted Council Meeting Package Schedule E- Collector/Arterial Paved 4.50m 4.75m 4.50m 4.75m 11.0 15 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.3 Page 1 of 1 Version: 2020-02 Subject: Policy # 13-20-4, County Blade Grade Road Standards Meeting Date: Tuesday, June 23, 2020 Presented By: Brad Buchert, Director of Transportation Link to Strat Plan: Level of Service Recommended Motion: That Council approves to rescind Policy #13-20-4, County Blade Grade Road Standards. Background/ Proposal At the June 16th Committee of the Whole meeting, the Committee discussed Policy #13-20-4, County Blade Grade Road Standards. The Committee recommended that Council rescind the policy. Discussion/ Options/ Benefits/ Disadvantages: Proposing to Delete Policy # 13-20-4 would allow having one Policy outlining the guidelines and standards for road construction within Kneehill County. The standards outlined in Policy #13-20-4 have been updated in other policies, rendering #13-20-4 outdated and redundant. Financial Implications: NA 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 # 13-20-4 County Blade Grade Road Standards. Follow-up Actions: Director Approval: Brad Buchert, Director of Transportation CAO Approval: Mike Haugen, Chief Administrative Officer 16 2020.06.23 Adopted Council Meeting Package TITLE: COUNTY BLADE GRADE ROAD STANDARDS Category: Transportation Policies No. 13-20-4 AUTHORITY: Council at 2002 Policy Review Committee DATE: April 25, 2002 REPLACES: DATE: Further References: 1. A blade grade project (Type 5) is defined as a one machine project (whatever equipment suits needs). 2. If work will be required on private property, agreements are required, and must be arranged with the landowners involved, subject to the following terms and conditions: a) No land will be purchased. b) No compensation will be paid by the County for borrow pits or backsloping. c) If required fencing work is to be done by the landowner or requestor. 3. No engineering work will be undertaken. 4. Survey pins must be offset prior to construction and replaced when the project is completed and this work will be done by the surveyor working for the County. 5. The following construction standards must be complied with: a) Finished top—7.3 m (24 foot) minimum b) Side Slopes—3:1 where possible c) Backslopes— 3:1 if landowner agrees to the remove fences, otherwise ditch may be straight cut. d) Approach—Number as per existing County policy. Width—Width of approach over culvert to be same as width of road. e) Surface Finish1st choice—Screenings; 3/4 inch if screenings not available. 6. The County will accept responsibility for picking rocks only on its own property. The landowner will be responsible for rock picking on his land. 7. Grass Seeding as per Policy #13-25. Approval Date Apr 25/02 Approved b y: Policy Meeting 1. Amendment Date Dec 18/07 Regular Council Motion #532/07 2. Amendment Date 17 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.2.1 Page 1 of 2 Version: 2020-02 Subject: Non-County Residential Connection to Rural Waterline Meeting Date: Tuesday, June 23, 2020 Prepared By: John McKiernan, Manager of Environmental Services Presented By: John McKiernan Link to Strat Plan: Level of Service Recommended Motion: 1. To accept the proposed Policy #14-17, Non-County Residential Connection to Rural Waterline, written for the purpose of allowing Non-County residents the opportunity to apply and receive a water service provided by Kneehill County. 2. To accept the Non-County resident connection fee as $15,000.00 plus direct construction costs to install the connection for the year 2020. It is directed that the Non-County resident connection fee be included in the Master Rates Bylaw review. Background/ Proposal Administration is proposing a policy that would enable a non-county resident the opportunity to apply and connect to a Kneehill County rural waterline. Through some landowner inquiries as well as through the ICF discussions it was felt that a policy to direct such requests be created. Discussion/ Options/ Benefits/ Disadvantages: Connecting to a waterline operated by a different Municipality is not out of the ordinary. There are already a few examples of this arrangement in place such as: County residents connected to the Three Hills transmission line, a few surrounding properties in the Linden area and Town of Drumheller residents connected to the Churchill system. The proposed policy will guide and enable a non-county resident the ability to apply and receive (upon approval) a connection a Kneehill County rural waterline through their local Municipality. The policy would follow the same requirements as a Kneehill County resident however there would be some differences, some of those differences are: • The requirement to be adjacent (as defined in policy 14-12 as well), • Cost of such connection, • Process to bring to Council for approval, • Process of utility billing, • Payment of the Non-resident connection fee Financial Implications: Non-County resident connections to be covered by the appropriate fee as determined through Council approval. Council Options: 1. Approve the proposed policy as written and the subsequent fee for 2020 2. Approve the proposed policy with amendments and the subsequent fee for 2020 3. Reject the proposed policy and the subsequent fee for 2020 4. Receive as information 18 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.2.1 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: Proposed Policy #14-17, Non-County Residential Connection to Rural Waterline Follow-up Actions: Director Approval: Laurie Watt, Director Community Services CAO Approval: Mike Haugen, Chief Administrative Officer 19 2020.06.23 Adopted Council Meeting Package POLICY Section Policy No. Page Environmental Services 14-17 1 of 2 Policy Title Date: Motion No. Non-County Residential Connection to Rural Waterline June 23,2020 34T34T Purpose: To establish guidelines for the supply of potable water from a County rural waterline to a Non-County Residence that is adjacent to an existing line. Policy Guidelines: 1. The Non-County resident must be adjacent to a rural waterline. Adjacent as defined by Policy 14-12 is a parcel that lies within 100 meters of the existing County waterline. 2. The Non-County resident must approach the County Council or Town/Village Council, of which they reside, in order for that Council to make a proposal to Kneehill County Council to request a service connection off of a rural water system. A direct request from the potential customer will not be accepted. 3. If Kneehill County Council accepts the proposal for the non-county resident, a water model application will have to be submitted and reviewed by County engineers. The fee for the water model will be charged to the potential customer as per the Master Rates Bylaw. 4. Due to limited capacity in the waterlines, applicants may only be eligible for constant flow (0.5 igpm) with a cistern. The time of cistern filling may also need to be restricted. The purchase cost and installation costs will be borne by the customer as well as any continual maintenance of the cistern. 5. On County waterlines where water modeling shows that the applicant can receive full flow (4 igpm at 40 psi) water and that the future use is not extremely limited, approval may be granted for a full flow, full pressure connection. 6. If the water modeling shows that there is sufficient water in the system for the new residence the requesting Municipality shall be required to pay the fee set in the Master Rates Bylaw to acquire the water service connection. The non-county residential connection fee includes the water meter, and all associated valves and fittings deemed necessary by Kneehill County to provide the water service. 7. The non-county residential connection fee, as stated in the Master Rates Bylaw, shall be paid in one lump sum prior to installation. In addition to the non-county residential connection fee, the costs directly related to connecting the serviced property to the main waterline shall be borne by the requesting Municipality. Kneehill County shall invoice the requesting Municipality for fees related to both the non-county residential connection fee and the construction cost related to the new connection. 8. The County water service will be installed by Kneehill County personnel or approved representative on the property line of the applicant. The water service from the curbstop installed by the County to the residence will be the responsibility of the resident to construct. 9. Non-County residents will not be eligible for any possible cost-sharing as stated in other policies offered to residents of Kneehill County. 20 2020.06.23 Adopted Council Meeting Package POLICY Section Policy No. Page Environmental Services 14-17 2 of 2 Policy Title Date: Motion No. Non-County Residential Connection to Rural Waterline June 23,2020 34T34T 10. Utility Billing: * Kneehill County shall install the water meter. * The utility account will be between Kneehill County and the Municipality to which the customer is a resident. * Kneehill County will read the water meter on a schedule as set by the County. The metered water and any other charges shall be billed to the municipality to which the customer is a resident for payment. * Kneehill County shall shut-off the water service at the request of the municipality due to non- payment. Fees for such service will be billed to the municipality. 11. All equipment and parts installed by Kneehill County shall remain the property of Kneehill County. It is the responsibility of the customer to ensure that the equipment and parts are protected from damage and tampering. Jerry Wittstock, Reeve Mike Haugen, CAO Approved: June 23,2020 Review Date: Date four years from last approval date 21 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.3.1 Page 1 of 2 Version: 2020-02 Subject: Horseshoe Canyon Meeting Date: Tuesday, June 23, 2020 Prepared By: Bowen Clausen, Manager of Parks & Agriculture Services Presented By: Bowen Clausen, Manager of Parks & Agriculture Services Link to Strat Plan: Improving Fiscal Sustainability Recommended Motion: 1. Council directs administration to move forward with day use washroom facility with small retail/café space as approved in the 2020 budget. 2. Council directs administration to move forward with infrastructure changes as approved in the 2020 budget to accommodate charge parking implementation for 2021 season. 3. Council directs Administration to develop a Terms of Reference for Council’s consideration to form a focused task force for the development Horseshoe Canyon, utilizing a third party to facilitate. Background/ Proposal At the June 16th, 2020 Committee of the Whole meeting, the Committee recommended for Council to direct administration to move forward with a day use washroom facility with small retail/café space and charge parking as budgeted. Administration is seeking some clarity on this item. The Committee also recommended that a focus group/task force consisting of County residents be formed to review the Horseshoe Canyon Masterplan and make recommendations to Council as to the development of the canyon area. Discussion/ Options/ Benefits/ Disadvantages: Administration will issue a request for proposal/tender for the washroom facility with small retail/café space. Council could also look at only completing the washroom portion of this, however this would not allow for any revenue generation or County and regional promotion. Any building will require several studies prior to any construction, as well as ministerial approval for the road closure which is currently underway, and can take over a year to complete. Once plans were developed, Administration would return to Council for approval prior to construction. Administration can begin to move forward with some of the infrastructure and key items for the pay parking in 2020. However, Administration is recommending the actual implementation for this be delayed for the 2021 season due to the following: • Timing – 2020 season is already well underway • COVID-19 restrictions and protocols are significant to implement particularly with customer interaction and handling of cash or other forms of payment. • Required development of training and customer service procedures, as the position will also act as an ambassador of sorts for the County at this site. • Desire to develop key messaging to public around needs for collecting parking fee. Administration would target bringing a terms of reference back to Council for consideration at either the July or August Council Meeting, where if approved a third party facilitator would be secured and a focus group formed for the fall of 2020. Administration is suggesting that $50,000 for this process (engagement of a third 22 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.3.1 Page 2 of 2 Version: 2020-01 party, member at large per diems, mileage, etc.) be utilized from the $1.35 Million already approved in the budget. This would mean that no additional funding would be required to facilitate this process. Financial Implications: $1.35 Million was approved within the 2020 budget, funded from Reserves. By Council direction, this funding was not to be utilized without further Council approval of specific plans. Council Options: 1. Council approves Committee of the Whole recommendations. 2. Council approves Committee of the Whole recommendations with amendments. 3. Council receives as information. Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification ☒ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☒ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Follow-up Actions: Regular progress reports back to Council on projects. Bring terms of reference for focus group to Council for approval. Director Approval: Laurie Watt, Director Community Services CAO Approval: Mike Haugen, Chief Administrative Officer 23 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.3.2 Page 1 of 1 Version: 2020-02 Subject: Provincial Campgrounds Meeting Date: Tuesday, June 23, 2020 Prepared By: Bowen Clausen, Manager of Parks & Agriculture Services Presented By: Bowen Clausen, Manager of Parks & Agriculture Services Link to Strat Plan: Improving Fiscal Sustainability Recommended Motion: Council directs Administration to actively pursue further details on a partnership opportunity with the Province for Bleriot Ferry Campground and Tolman West Campground. Background/ Proposal After the 2020 Provincial budget release the Province announced the partial or full closure of over 184 provincial parks and campgrounds. Three of these are located within Kneehill County: Bleriot Ferry Recreational Area, Dry Island Buffalo Jump- Tolman Bridge Campground (West), and Bigelow Dam Recreational Area. These sites catered to numerous local users as well as visitors to the region. Discussion/ Options/ Benefits/ Disadvantages: During the June 16, 2020 Committee of the Whole Meeting the Committee moved to recommend that Council direct administration to actively pursue further details on a partnership opportunity for Bleriot Ferry Campground and Tolman West Campground. It is understood by Administration that Council is not committing to a partnership in managing these recreation facilities at this time, but does want to actively explore details of such a partnership in order to make a more informed decision regarding the County’s potential management of recreation sites. Financial Implications: N/A Council Options: 1. Council directs Administration to actively pursue further details on a partnership opportunity for Bleriot Ferry Campground and Tolman West Campground. 2. Council receives as information Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Follow-up Actions: Administration will bring back information when available on what a partnership may look like. Director Approval: Laurie Watt, Director Community Services CAO Approval: Mike Haugen, Chief Administrative Officer 24 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.4.1 Page 1 of 3 Version: 2020-01 Subject: Emergency Communications System Upgrade Project Meeting Date: Tuesday, June 23, 2020 Presented By: Debra Grosfield, Manager of Protective Services & Dan Marsellus, Rural Fire Chief Link to Strat Plan: Level of Service Recommended Motion: Council to authorize a budget amendment of Capital Project #B1943 from $310,000 to $960,250 with funds from Hamlet Reserve. Background/ Proposal In August 2019, the RFP for Emergency Communications System Upgrade was issued for an assessment on our current situation. The results had shown areas of poor coverage in all of the fire districts, and countywide problems with communications on fire scenes, potentially putting our first responders at risk. The consoles in the tower buildings for 911 emergencies are from 2001 and 2008, putting some long past their replacement life span of 12 years. Following the assessment of the system, an RFD was taken to Council in March 2020 to move forward with Request for Proposals for a “Digital Emergency Communications System with AFRRCS option”. The results of the “Digital Emergency Communications System with AFRRCS option” Request for Proposals are as follows: • 6 proposals were received ranging from $428,536 to $1,702,000. The proposals on both ends did not meet our proposal specifications. • All proposals recognized that a core infrastructure assessment on tower bases and structures needs to be conducted prior to any work being completed (NOT included in proposal amounts) • All proposals recognized that upgrades of tower structures also needs to be completed on grounding systems and fall protection to be compliant with OHS legislation (NOT included in proposal amounts) BASE Specifications in April 2020 RFP: Digital Trunked radio system with limited AFRRCS equipment • The Digital Trunked system joins the 4 County wide repeaters together to achieve efficiency of radio use. • In-truck radios and portable radios for all departments • Two AFRRCS radios for each department to bridge the gap for interagency cooperation as addition to the Digital System. • The Digital Trunked system will be our back-up system in the future, should we transition fully to AFRRCS, as well as contributing to the county wide need for broadband internet capabilities. • Portable repeaters to set up in poor communication areas. • Antennas, wiring and electrical for new equipment 25 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.4.1 Page 2 of 3 Version: 2019-01 Discussion/ Options/ Benefits/ Disadvantages: Results from April 2020 RFP: In order to award the contract, administration is proposing to amend the Budget to purchase system and components outright: a) Base funding required $615,000 for our recommended proponent b) Core Infrastructure Assessment (base stability and fall protection) required $110,000 c) Repairs to grounding, electrical at all sites $110,000 d) Contingency 15% due to the variables in this system $125,250 TOTAL for Upgrade RFP (no new towers): $960,250 TOTAL in Project #B1943: $310,000 Difference Requested: $650,250 Leasing options were researched as part of the RFP, however it will cost between $75,000 to $240,000 in additional charges, and is not deemed a viable option. Multiple year purchasing was also researched, however once the equipment is installed, the switchover needs to be simultaneous. Financial Implications: 2020 Capital Budget project B1943: $310,000 Requested increase to $960,250 Includes Base Specifications plus grounding and fall protection upgrades. Funds may be redistributed from Hamlet Reserves to cover this increase, as recommended by Finance. Future impacts to the operating budget include replacement radios, capital equipment replacement planning on tower infrastructure system, and AFRRCS full transition in 10 years. Note: The future of the tower we lease in the Trochu area remains unknown at this time. We are looking into options to extend the lease, purchase the tower, or cooperative agreement with AFRRCS for co-use. Council Options: 1. Approve the recommendation as presented. 2. Amend the scope of the project. 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- Fire Chiefs Committee was consulted in February 2020 ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: None 26 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.4.1 Page 3 of 3 Version: 2019-01 Follow-up Actions: Move forward with project, accountability reporting. Director Approval: Laurie Watt, Director of Community Services CAO Approval: Mike Haugen, Chief Administrative Officer 27 2020.06.23 Adopted Council Meeting Package Addition to Agenda28 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 7.1 Page 1 of 2 Version: 2020-01 Subject: Annual Tax Cancellations Meeting Date: Tuesday, June 23, 2020 Presented By: Bill McKennan, Director of Corporate Services Link to Strat Plan: Providing Good Governance Recommended Motion: 1. Council approve the cancellation of 2020 taxes in the total amount of $3,720.77 for the Gas Co-Op owned properties: roll 32272431200, 33232920400, 34241720510, 35240620400, 29222241500, 29230920610, 30212040900, 30241931300, 30253510100, 31220841600, 31221141600, 31250241500 as per Council Policy #16-15. 2. Council approve the cancellation of 2019 taxes in the amount of $125.65 for Roll 30211533000 and the 2020 taxes (estimated at $130.00) as per the directive from the Province regarding the Grants in Place of Taxes program. Background/ Proposal In June 2016, Council approved Policy #16-15 which gave direction to cancel taxes to the Gas Co-ops operating within the County. In the October 2019 provincial budget, the province reduced the funding for the Grants in Lieu of Taxes program and indicated that most applications will be paid at approximately 75% for 2019 and for 2020 and future years, it is anticipated that most will be paid at approximately 50%. Discussion/ Options/ Benefits/ Disadvantages: Section 347(1) of the MGA allows Councils to reduce or cancel taxes under motion. Please note that $690.80 of the total levy for the Gas Co-ops are requisitions that will be paid to the applicable parties even though taxes may be cancelled. For your information, the properties in this request are Industrial Assessment as the Municipal Government Act provides an exception for rural gas distribution linear property in Section 298. Therefore, the pipes in the ground are not assessable and not taxed by the municipality. The Province has directed the municipalities to issue their normal tax bill for the properties falling under the Grants in Place of Taxes (GIPOT) program and we will receive payment of the amount as directed under the current budget. This request is for 2019 taxes that were uncollected due to this change. There are no requisitions on this property, only municipal tax. Financial Implications: The County has budgeted for uncollectible taxes Council Options: 1. Approve the cancellations in full 2. Approve the cancellations for the municipal portion only 3. Accept as information 29 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 7.1 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: Follow-up Actions: Administration will inform the Gas Co-ops of Council decision _ ______________________________________ Director Approval: Bill McKennan, Director of Corporate Services CAO Approval: Mike Haugen, Chief Administrative Officer 30 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 9.1 Page 1 of 2 Version: 2020-02 Subject: Newspaper Delivery Program Meeting Date: Tuesday, July 21, 2020 Prepared By: Christine Anderson, Communications Officer Presented By: Christine Anderson, Communications Officer Link to Strat Plan: Ensuring Communications & Engagement Recommended Motion: Council approves the Newspaper Delivery Transition Program as presented. Background/ Proposal Due to an increase in Canada Post mailing rates, the Three Hills Capital has had to change the way they deliver their newspapers to County ratepayers. Ratepayers within Kneehill County borders now receive their newspaper delivered like a flyer, instead of individually addressed. Those outside of the County no longer receive a paper copy in the mail, but have access to the Capital for free online. • There are 817 Kneehill County ratepayers that reside outside of County borders, that will no longer be receiving a paper in the mail. • This also affects the delivery of Kneehill County’s ratepayer newsletter to these ratepayers—as our newsletter is delivered as an insert in the Three Hills Capital. Discussion/ Options/ Benefits/ Disadvantages: Our current newspaper subscription policy states that Kneehill County will provide a Three Hills Capital to each Kneehill County ratepayer within Alberta. We are still in line with this policy--though the delivery method has changed, all ratepayers have access to the Capital online. At the Committee of the Whole Meeting on June 16, 2020, Council directed administration to create a Newspaper Delivery Program for ratepayers outside the County, to aid in their transition to digital delivery. Communications is proposing the following: • Send a letter to the 817 ratepayers outside of the County explaining the changes to their newspaper delivery • As part of this letter, provide the option for outside ratepayers to continue receiving a mailed paper copy of the Capital for the rest of the year, at the County’s expense. • Revisit the provision of this service for the 2021 budget based on feedback received. To ease the transition, Communications can also: • Provide a link to the digital Three Hills Capital on our website • Provide free copies of The Capital at the Kneehill County office for ratepayers to pick up • Issue our Ratepayer Newsletter digitally to those outside the County via email (by request) 31 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 9.1 Page 2 of 2 Version: 2020-01 Financial Implications: The amount of requests we receive for a mailed copy of the Capital will determine the financial implications. 100+ requests: The Capital will address and mail the newspapers for us, at $1 per ratepayer per week, for a potential maximum of $42,000 if every ratepayer requests a paper. Under 100 requests: We will have to address and mail out the Capital ourselves, at $2/ratepayer/week, for a potential maximum of $10,296 We have saved approx. $30,000 in 2020 as we no longer pay for newspaper subscriptions. Council Options: 1. Approve the Newspaper Delivery Program as presented 2. Direct administration to provide other options 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: Sample Letter To Ratepayers Follow-up Actions: Communications will implement the program and mail the letters, once approved by Council, to outside ratepayers. CAO Approval: Mike Haugen, Chief Administrative Officer 32 2020.06.23 Adopted Council Meeting Package Box 400, 1600 2nd Street NE, Three Hills, AB, T0M 2A0 Phone: 404-443-5541 · Toll-Free: 1-866-443-5541 Email:office@kneehillcounty.com www.kneehillcounty.com RE: Kneehill County Newspaper Subscription Dear #####, Due to changes in Canada Post mailing rates, the Three Hills Capital newspaper is no longer delivered by mail to those who reside outside of Kneehill County. For these residents, The Capital is available for free online, at www.threehillscapital.com. As our local newspaper, the Capital frequently contains news and information from Kneehill County, and is a tool we use to communicate with our ratepayers. To help aid in the transition from paper to digital, Kneehill County is providing out-of-County ratepayers with the option to continue receiving a mailed copy of The Capital for the rest of 2020. This service will be reassessed during the 2021 budget deliberations. To continue receiving a mailed copy of the Three Hills Capital for 2020, please call 403-443-5541 or email your name and mailing address to office@kneehillcounty.com. The delivery of our quarterly ratepayer newsletter has also been affected by this change, as it is included as an insert in the Three Hills Capital. For those outside the County, we offer our newsletter online via our website, or if you wish, you can sign up to receive an emailed copy directly to your inbox. To receive a digital edition of Neighbourhood Notes, Kneehill County’s Ratepayer Newsletter, please call 403-443- 5541 or email communications@kneehillcounty.com. Free paper copies of both the Three Hills Capital and Neighbourhood Notes are available for pick up at the Kneehill County Office, located at 1600 2nd Street NE, Three Hills, AB. Communication with ratepayers remains an important priority for Council. We encourage you to give these digital formats a chance. You can also follow Kneehill County on Facebook and Twitter and visit our website for more news and information. As always, please contact the office, 403-443-5541, or your Divisional Councillor if you have any concerns. Thank you, 33 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 9.2 Page 1 of 2 Version: 2020-02 Subject: 2020 Discovery Fair and Ratepayer Evening Meeting Date: Tuesday, July 21, 2020 Prepared By: Christine Anderson, Communications Officer Presented By: Christine Anderson, Communications Officer Link to Strat Plan: Ensuring Communications & Engagement Recommended Motion: Council moves to host one Discovery Fair Ratepayer Evening event in October of 2020, and offer additional public consultation opportunities online due to COVID-19 restrictions. Background/ Proposal Kneehill County’s Discovery Fair Ratepayer Evenings have been tentatively scheduled for Wednesday, August 5, 2020 in Carbon, and Wednesday, August 26, 2020, in Torrington. With certain COVID-19 restrictions still in place, Administration is seeking direction from Council on how Council would like to proceed with these events? Discussion/ Options/ Benefits/ Disadvantages: Possible Options to continue with Discovery Fairs 1. In-Person Events As of June 12, indoor gatherings of 50 people are permitted. We could proceed with one, or both meetings in August, with the following in place: • Council and staff would account for 20 attendees • We could not provide supper like last year, but pre-packaged snacks • Staff could facilitate the event to allow for 30 ratepayers at a time • Safety protocols, social distancing, hand sanitizer etc. would be in place to ensure safety. Another option is to wait and postpone the in-person event(s) until later in the year, when COVID-19 restrictions may be further relaxed. 2. Online Event Using a public consultation platform, we could provide an online opportunity for interactive public engagement based on the information usually presented at the Discovery Fairs, allowing for online Q and A’s, discussion forums, etc. 3. Combination- In-Person Event and Online We could proceed with one in-person event as well as offer online consultation. Financial Implications: • $14,000 is budgeted for 2020’s Discovery Fair and Ratepayer Evenings. ($7000 per event) • Platforms like Bang The Table (Online consultation platform) is approx. $7000 (This platform can be utilized for other consultation throughout the year, in addition to Discovery Fair information.) Council Options: 1. Approve to host one Discovery Fair in October and provide additional opportunity for online consultation 34 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 9.2 Page 2 of 2 Version: 2020-01 2. Continue with the Discovery Fair Ratepayer Evenings as originally planned, with restrictions in place 3. Postpone both Discovery Fairs until later in the year 4. Host online public consultation in 2020 only 5. Other Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification ☒ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: Follow-up Actions: Communications will proceed with event preparations and planning as directed by Council. CAO Approval: Mike Haugen, Chief Administrative Officer 35 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 9.3 Page 1 of 1 Version: 2020-01 Subject: Village of Acme Funding Request Meeting Date: Tuesday, June 23, 2020 Prepared By: Mike Haugen, CAO Presented By: Mike Haugen, CAO Link to Strat Plan: Providing Good Governance Recommended Motion: That Council approve a grant of $200,000.00 funded from the Gravel Reserve for the Village of Acme to be used for infrastructure repairs. Background/ Proposal Please see attached the Village of Acme request from June 2020. In the letter, the Village is requesting $200,000.00 in funding to assist with repairing infrastructure damage sustained during recent flooding. Discussion/ Options/ Benefits/ Disadvantages: The County has previously provided one-time funding for infrastructure projects within the Towns and Villages. This amount has historically been $200,000.00 and has been utilized by the Village of Linden, Village of Carbon, Town of Three Hills, and Town of Trochu. A one-time grant of $200,000.00 would be consistent with past County decisions. Financial Implications: The requested amount could be drawn from the Gravel Reserve. Council Options: 1. Council may opt to grant the funding. 2. Council may opt to grant a different level of funding. 3. Council may opt to deny funding. 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: Village of Acme Request Letter – June 17th, 2020 Follow-up Actions: Administration will notify the Village of Council’s decision. CAO Approval: Mike Haugen, Chief Administrative Officer 36 2020.06.23 Adopted Council Meeting Package 37 2020.06.23 Adopted Council Meeting Package MINUTES REGULAR MEETING OF THE DIRECTORS OF COMMUNITY FUTURES WILD ROSE held via Teleconference - - - - - - - - - - - - - - - - - - - - Conference Information: Join the call: https://www.uberconference.com/wheatland1 Optional dial-in number: 403-768-1708 Pin: 64324 International Access Numbers: https://www.uberconference.com/international - - - - - - - - - - - - - - - - - - - - 7:00 P.M. April 2, 2020 Name Position Present Absent Amber Link Chair – Wheatland County x Corey Fisher Vice-Chair - Hussar x Tari Cockx Secretary Treasurer - Strathmore x Lucy Ann Daubert Director – Acme x Irvin Morey Director – Bassano x Karen Ursu Director – Beiseker x Bryan Peever Director - Carbon x Wade Christie Director – Kneehill County x Joe Pedersen Director – Standard x Chris Armstrong Director – Trochu x Vanessa Van der Meer Director – Linden x Frank Friesen Director – Irricana x Dalia Cheshire Director - Rockyford x Marilyn Sept Director – Three Hills x Staff Vacant General Manager x Pat Grabo Business Analyst x Wendy Gerbrandt CED Project Lead x Chantale Hache Business Analyst x 1. Call to Order 04-01-2020 Amber Link Called the meeting to order at pm. Carried 2. Approval of Agenda 04-02-2020 Joe Pedersen Motion to approve the agenda as presented. Carried 3. Minutes: a) Regular Meeting Minutes March 5, 2020 (see attached) Minutes of the meeting were reviewed and requested amendments were as follows: Motion numbering format required corrections. Changes to meeting called to order and adjournment names, need to be changed to Amber Link. Wendy stated these would be corrected. 04-03-2020 Wade Christie Motion to approve March 5, 2020 minutes with amendments. Carried 4. Reports: a) Financial Variance Report – February 2020 (see attached) 04-04-2020 Frank Friesen Moved the Financial Variance Report as presented. Carried 38 2020.06.23 Adopted Council Meeting Package 5. Business: a) GIC Maturity (Wendy) Wendy provided an update and options as discussed with Warren at Chinook. Chantale spoke with Warren and he has indicated that we will have two GIC’s that will mature on April 27, 2020 for a combined total of $208,000 (individually $105,683 and $102,317). Warren with Chinook has indicated that on April 27th we will have the full $208,000 in cash and need to decide what direction we want to take. If we do nothing, the GIC’s will mature and they will sit as cash at Chinook Wealth Management accruing no interest. He presented the following options for the Board to consider and make a decision on how to direct the funds: Option #1: Take all the money and put it in the bank account. In these uncertain times, Warren thought this might be wise Option #2: is to take all or some in cash into the bank account and roll remaining amount into a GIC. • But he does warn that the amount placed in GIC is locked in, and there will be no way to access it if needed • If we do decide to put some into a GIC he suggested that we put $100,000 or less. The GIC’s are held by an independent third party who has insurance through the Canadian Deposit Insurance Corp. and can insure up to $100,000 in a GIC. That is to say, if during these uncertain times, if that third party were to dissolve, the maximum amount of GIC that would be insured would be the $100,000. Option #3: is to take a certain amount in cash into our bank account, and then put the remaining cash in a Daily Interest Savings Account with Chinook Wealth Management. We could access it at any time and would earn approximately 0.75% interest. • He suggested that we speak with someone at Chinook Financial about a savings account with them as they may be able to offer a better interest rate return. Wendy presented the board consider the following recommendation: All this to say that during our discussion, it became clear that perhaps the ‘safest’ thing to do right now would be to cash in the $208,000, put $108,000 into our bank account and put the remaining $100,000 into a Daily Interest Savings Account with either Chinook Wealth Management or Chinook Financial, whichever can offer the better interest rate. And commit to revisiting this in 6 months, and at that time, if the world is flowing again and we are comfortable, we can look at locking it into a GIC. A third-party manager manages these funds, however, with the instability right now he recommends keeping in a savings account) 04-05-2020 Joe Pedersen Motioned to cash in the $208,000 and place $108,000 into our bank account and the remaining $100,000 into a daily interest savings accounts with Chinook Wealth Management or Chinook Financial and that staff will seek to obtain the best interest with either institution. Carried b) Ratify Motion for Loan Payment Suspension for April and May – Covid-19 Crisis (Frank) Chantale presented an email motion to the Board on March 19, 2020 as follows: The request was for a motion to cease interest accrual on all loans and postpone principal repayment for the next two months beginning April 1st, 2020, with a possible extension not requiring a second motion, but rather an email confirmation that it is being extended. This possible extension would be determined on a case-by-case basis where a business would have to be closed for a longer period than currently anticipated. Corey Fisher presented the motion and 14 Directors approved. This motion will need to be ratified. 04-06-2020 Frank Friesen Motion to ratify the motion as presented on March 19, 2020 to cease interest accrual on all loans and postpone principal repayment for the next months beginning April 1, 2020,with a possible extension not requiring a second motion, but rather an email that it is being extended. Carried. 39 2020.06.23 Adopted Council Meeting Package c) Loan Write offs and Allowances (Frank) Frank presented the Loan Write Off’s and Combined Provision for Loss Report as recommended by the Loan Sub Committee on March 25th, 2020. The LSC moved to accept a recommendation for the following Allowances and Write-Offs in the following amounts: Combined Write-off total for the year: $25,892.13 Combined Provision for Loss total for the year: $65,000.00 04-07-2020 Frank Friesen Motion to accept the recommendations by the LSC on March 25th, 2020 to approve Allowances and Write-Offs in the following amounts: Combined Write-off total for the year: $25,892.13 Combined Provision for Loss total for the year: $65,000.00 Carried. Frank Friesen discussed with the Board the potential of having Chantale approve loans in the amount of up to $25,000 to ensure quick access to capital for businesses until a General Manager is appointed. 04-08-2020 Dalia Cheshire Motion to approve Chantale Hache to approve loans without the Board’s for loans up to $25,000. Upon discussion amongst the Board, it was best to first verify with the organization’s Bylaws and Loan Policies to ensure accuracy. Amber suggested further discussion in May upon presentation of these. Amber asked if Dalia Cheshire could rescind the motion. Dalia rescinded the motion. Motion Rescinded. d) Monthly Loan Report with Arrears (Wendy) Wendy reported that there is one loan client in arrears this month in the amount of $501.55 but is expected to bring account to current on Friday, April 7, 2020. 04-08-2020 Frank Friesen Motion to accept the Loan Report with Arrears as presented. Carried. e) Office Closure and Reopening (Amber/Wendy) Wendy shared the roundtable discussions with other CF Managers, they are all currently closed to walk-in’s, one CF is accepting clients by appointment at this time. The discussion was had if we are an essential service and as we aren’t traditional lenders or financial institutions, we don’t fall under the category. Our office has continued operations remotely and utilizing webinars, telephone and emails to communication and respecting the recommendations to remain closed, social distancing, etc until it is safe to return to work. Amber explained Joe and Amber stated it’s important to ensure for the safety and security of all staff and public that the organization remain closed until further notification. Frank added that the information be added to the website and other media platforms. Wendy added that the website and social channels have necessary information and have been working effectively with clients. 04-09-2020 Joe Pedersen Motion to keep the office closed to the public until further notice. Carried. 40 2020.06.23 Adopted Council Meeting Package f) Ratify motion to enter into an agreement with Alberta Economic Development Trade and Tourism CARES Program Agri-Tourism Project (Wendy) Wendy explained we successfully leverage fund from Alberta Economic Development Trade and Tourism CARES Program and CF Pan West Rural Opportunity Fund to support the Agritourism Cluster Challenge Project. There was a motion (07-03-2020) carried on March 5, 2020 to signs contracts for the Rural Opportunity Fund and CARES grant for the Agritourism Innovation Challenge. Wendy is recommending we rescind the initial motion and ratify to accept the motions presented via email on March 19, 2020 as the new motions contained amounts within the contracts. 04-10-2020 Tari Cockx Rescind motion 07-03-2020 on March 5, 2020 “to sign contracts for the Rural Opportunity Fund and CARES grant for the Agri-Tourism Innovation Challenge should we receive these grants.” Carried The following email on March 19, 2020 motion was read as such: “Enter into an agreement and accept the funds from Economic Development Trade and Tourism on behalf of the CARES program in the amount of $89,268”. Wendy explained that Corey Fisher made the motion and received responses in favor from Amber Link, Frank, Chris, Irvin, Joe, Wade Christie, Karen, Bryan, Marilyn and Tari. This motion will be required to be ratified. 04-11-2020 Corey Fisher Ratify the Motion on March 19, 2020 via email to enter into an agreement and accept the funds from Economic Development Trade and Tourism on behalf of the CARES Program in the amount of $89,268. Carried. g) Ratify motion to enter into an agreement with Community Futures Pan West (Rural Opportunity Fund) Agri-Tourism Project (Wendy) The following email on March 19, 2020 motion was read as such: “Enter into an agreement and accept the funds from Community Futures Pan West on behalf of the Rural Opportunity Fund Program in the amount of $72,100”. Wendy explained that Corey Fisher made the motion and received responses in favor from Amber Link, Frank, Chris, Irvin, Joe, Wade Christie, Karen, Bryan, Marilyn and Tari. This motion will be required to be ratified. 04-12-2020 Corey Fisher Ratify the Motion on March 19, 2020 via email to enter into an agreement and accept the funds from Community Futures Pan West on behalf of the Rural Opportunity Fund Program in the amount of $72,100. Carried. h) Ratify Motion to enter into an agreement with Factor 5 to implement the Agritourism Cluster Innovation Challenge (Wendy) The following email on March 19, 2020 motion was read as such: “Enter into an agreement with Factor 5 Group to implement the Agritourism Cluster Innovation Challenge in the amount of $188,843”. Wendy explained that Corey Fisher made the motion and received responses in favor from Amber Link, Frank, Chris, Irvin, Joe, Wade Christie, Karen, Bryan, Marilyn and Tari. This motion will be required to be ratified. 04-13-2020 Corey Fisher The following email on March 19, 2020 motion was read as such: “Enter into an agreement with Factor 5 Group to implement the Agritourism Cluster Innovation Challenge in the amount of $188,843”. Carried. 41 2020.06.23 Adopted Council Meeting Package 6. Updates: a. CFNA and WD Updates (Wendy) Wendy reported on the following topics of discussion from the CFNA and WD. Subsidies for Businesses – our operating funds have been approved for this fiscal, it’s been communicated to us that while CF’s are eligible for these supports The Network has strongly recommended we leave it for the businesses who require it. Support our businesses in navigating through the system of supports. Loan Losses for 2020/21 - Discussions between CF’s and WD as we will expect to see a drastic increase next year in our loan losses which will impact our ability to access interest transfer dollars. The network is working with WD to find a potential solution. COVID Canadian Emergency Business Account Funds - Community Futures Program is working diligently to become a delivery agent of these funds, right now they are being delivered through BDC and Traditional Lenders of which many of our clients will not qualify for because of the parameters. Many of our CF clients and SME’s will not qualify (75% of our clients). There are a number of avenues where CFs could be involved in the Emergency and Recovery relief plan being discussed. CFNA has noted we may have to move very quickly and to be prepared for a change in policy regarding how lending is done through your offices. As always, I will share any news as soon as possible. In the meantime, I have one last request. It was stated in today’s meeting that Minister Joly, and several other ministers, are asking for anecdotal stories that can be shared. They are looking for both the good and the bad. - Who is falling through the cracks and how/why? - Are there hardships being felt that aren’t being addressed? - What companies in your community (CF clients would be even better) are pivoting to produce medical and safety supplies? (gowns, masks, ventilators etc.) - Are these companies facing supply chain issues or licencing issues? CFNA will continue to keep us informed and WD is particularity keen to understand any challenges these companies may be having and if there’s anything they could do to help them. b. Marketing and Communications Update (Website, Social Media) (Wendy) Wendy reported that the office has been working diligently to update the website with COVID supports, training opportunities, sharing and tagging on Facebook, in addition to Chantale has been calling clients and we are now working on email campaigns for our clients and stakeholders. Wendy has been outreaching to the EDO’s, Chambers and Social agencies. c. Junior Achievement of Southern Alberta Marketplace Cancelled (Wendy) The JASA Marketplace where CF would provide micro loans for students participating in the A Business of Our Own program is now cancelled due to the COVID virus and school closures and social distancing. Once things settle, I will reconnect with JASA to determine if they plan to do any virtual training for students while they are off school. 04-15-2020 Karen Ursu Motion to accept as information. Carried. d. Personnel Committee - General Manager Update (Amber) Amber provided an update on General Management recruitment process. GM posting was distributed to all website and closes this Friday. To date, over 25 applications have been received. Phyllis will enter the candidates into a spreadsheet and will rank according to criteria and the personnel committee can review and accept or not accept the recommended ranking. Amber spoke with Phyllis and felt under these extraordinary circumstances did not recommend hiring solely on a telephone or conference meeting. Amber has spoke to 42 2020.06.23 Adopted Council Meeting Package staff and currently they are comfortable with the capacity in which they have been operating. The Personnel committee meetings next week and provide a further update. 7. Other Business: 8. In Camera: a. N/A 9. Date of Next Meeting: May 7, 2020 via Teleconference. 10. Adjournment 04-16-2020 Amber Link Motion to adjourn the meeting. Carried. 43 2020.06.23 Adopted Council Meeting Package MINUTES REGULAR MEETING OF THE DIRECTORS OF COMMUNITY FUTURES WILD ROSE to be held via Teleconference 7:00 P.M. May 7, 2020 Name  Position  Present  Absent  Amber Link  Chair – Wheatland County  x    Corey Fisher  Vice-Chair - Hussar  x    Tari Cockx  Secretary Treasurer - Strathmore   x Lucy Ann Daubert  Director – Acme  x Irvin Morey  Director – Bassano  x    Karen Ursu  Director – Beiseker  x    Bryan Peever  Director - Carbon  x    Wade Christie  Director – Kneehill County  x    Joe Pedersen  Director – Standard  x    Chris Armstrong  Director – Trochu  x    Vanessa Van der Meer  Director – Linden   x Frank Friesen  Director – Irricana  x Dalia Cheshire  Director - Rockyford    x Marilyn Sept  Director – Three Hills  x Staff        Chantale Hache Executive Director x    Pat Grabo  Business Analyst    x  Wendy Gerbrandt  CED Project Lead  x Vacant Business Analyst  (vacant) 1. Call to Order 01-05-2020 Amber Link Called the meeting to order at 7:01pm. Carried. 2. Approval of Agenda Chantale Requested Addition 5f. Safety Deposit Box 02-05-2020 Joe Pederson Motioned to approve the May 7, 2020 Agenda as presented. Carried. 3. Minutes: a) Regular Meeting Minutes April 2, 2020 (see attached) 03-05-2020 Wade Christie Motioned to approve the Regular Meeting of the Directors Minutes on April 2, 2020. Carried. 4. Reports: a) Financial Variance Report – March 2020 (see attached) 04-05-2020 Vanessa Van der Meer Motioned to approve the March 2020 Financial Variance Report as presented. Carried. 44 2020.06.23 Adopted Council Meeting Package 5. Business: a) Annual General Meeting (Chantale) Chantale explained that usually the AGM is held the first Thursday in July, because of COVID-19, the Board will need to discuss about holding in July or in September. As per our Articles the AGM must be held within 6 months of our year end which is September 30, 2020. Chantale brought forward two options, of to host a virtual AGM in July or wait until September to host an in-person AGM in September. The Board discussed they would prefer to wait until September to host the meeting in person. Chantale contacted the Travelodge as they have room to accommodate for social distancing. 05-05-2020 Chris Armstrong Motioned to schedule the AGM on September 3, 2020. Carried. b) Ratify LSC June Loan Payment Suspension Motion – Covid crisis (Frank) Chantale explained the CFNA and other CF’s provincial wide extended loan payments in June which would be a total of three months. We would like to request the ratification to extend the original loan payment extension to the end of June and re-evaluate on a case by case basis. Chantale explained that all interest and interest accrual is suspended. Only the principal amount will be added to the end of the loan. 06-05-2020 Joe Pederson Ratified motion to extend the original loan payment extension to the end of June and re-evaluate on a case by case basis. c) Ratify Succession Matching Project Motion (Wendy) Wednesday April 8, 2020 there was an email distributed to the board to collaborate in the Succession Matching Project with multiple CF’s throughout Southern Alberta. CF Wild Rose will provide $2,500 over two years to CF Highwood to manage the project. We will need to ratify the motion initiated by Corey Fisher to support the Succession Matching Project and enter into a Memorandum of Understanding with 7 Community Futures Offices (Highwood, Alberta Southwest, Centre West, Central Alberta, Parkland, Lethbridge) 07-05-2020 Corey Fisher Ratify the participation and signing of the Memorandum of Understanding for the Succession Matching Project lead by Community Futures Highwood. Carried. d) Monthly Loan Report with Arrears (Chantale) There is currently nothing to report due to the loan deferrals. Chantale requested a motion to approve the loan report 08-05-2020 Joe Pederson Motioned to accept the monthly loan report with arrears as presented. Carried. e) Capital Purchase for Office (Chantale) Chantale explained annually there is $3,000 to spend for Capital Purchases. Chantale is requesting to move $3,000 from wages to Capital Purchases. A motion is required. Chantale explained that office chairs are 45 2020.06.23 Adopted Council Meeting Package needed to be replaced and beyond functioning. The Board requested that the boardroom chairs also be considered. The board discussed there may be an option to source used furniture. 09-05-2020 Vanessa Van der Meer Motioned to transfer $3,000 from wages to capital purchases. Carried. 10-05-2020 Dalia Cheshire Motioned to spend $1,500 on chairs for the staff. Carried. f) Safety Deposit Box Chantale is requesting to have David Petrovich’s name removed from the security deposit box at Chinook Financial and have Chantale’s name added. 11-05-2020 Marilyn Sept Motion for David Petrovich’s name taken off and Chantale Hache’s name added to the Safety Deposit Box access form at Chinook Financial. Carried. 6. Updates: a) WD Updates - New Funding (Shelley) Shelley thanked the board for attending the Board meeting. Shelley extended the opportunity for the Board to ask any questions of WD. Extended well wishes and that WD is providing flexibility in light of the COVID- 19 situation. There was discussion surrounding additional funding to the CF’s the challenge we are experiencing with the processes within the government takes up to 18 months. The process has been increased and the CF money provided to the regional development meetings and are working on the funding guidelines and program parameters which is then approved and distributed to the agencies. There have been recommendations made for those businesses who have fallen through the cracks. b) CED Committee (Wendy) December/January I had proposed a Terms of Reference with Dave along with an application. I received feedback on the application form, we haven’t addressed the Terms of Reference to date. With the current situation of COVID-19, the inability to meet and engage, I wanted to reconnect with the Board as to their thoughts on possibly postponing the start of the committee until things are returning to “normal”. What is everyone’s thoughts? Dalia Cheshire recommended waiting until October to kick off the committee. Wendy commented that this would work well and will have documentation finalized over the summer. c) RAYEC (Wendy) Wendy received an update from the RAYEC organizing committee to announce the cancellation of RAYEC for August 9-15, 2020. For 23 summers they have enjoyed teaching entrepreneurship to the youth at Eagles Nest Ranch, however, due to restrictions placed by AHS it is just not possible this year. We must stay home and help keep ourselves and our communities safe. Help us stay connected to our RAYEC following via Facebook or Instagram (@rotaryayec) by sharing posts when you see them. Partners who had paid the $2600 partnership fee will be reimbursed or transferred for next fiscal. CF Wild Rose had not paid the fee for 2020 so no transaction is required. d) JASA Letter of Support (Wendy) Information that we issued a letter of support to Junior Achievement of Southern Alberta for their application to the Chestermere United Way for the upcoming 2020/21 school year in support of general programming. 46 2020.06.23 Adopted Council Meeting Package 7. Other Business: a) Annual Audit (Chantale) Dorward will begin the audit next week and electronically as much as possible. Pat and Chantale checked everything off the list and submitted to Dorward and are feeling good that everything is on target and completed in sufficient time without delay. b) Budget Concerns (Chantale/Shelley) Concerns were brought forward in regards to the budget. Chris was requesting how many loan deferrals had been made. Deferrals were automatic for April and May and in June clients were given the option. Four businesses came forward that in June they would like to continue their loan payment. Chantale shared the contingent plan – 2020/21 year’s budget will not be impacted by loan deferrals. These deferrals will only occur in the 2021/22 year. There will be some consideration made for the loan deferrals but we do not know what that will be yet. Shelley explained that WD understands the CF’s all offered loan payment suspension during Covid and that adjustments will need to be made next year to account for that. She also stated that CF’s are developmental lenders and we need to increase our risk tolerance. She indicated that CF’s are here to help those that fall through the cracks and risk needs to be looked at closely. Wild Rose historically was fairly risk adverse. c) BRE Survey (Wendy) Wendy provided an updated on a recent project with Economic Development and Municipalities throughout the region to implement a Business Retention and Expansion Survey to determine the impact of COVID-19 on our businesses. The survey will assess labour, training, business health, business life cycle of the various sectors across the region and assist partners in identifying strategies and tactics to access programs/services to support the businesses. The intent is to acquire baseline data in May with future surveys to be implemented to measure the impact over the course of the next 12 months. The majority of municipalities were in support of this initiative and the survey will remain open May 10, 2020. Kneehill County and Communities within will be implementing a similar survey within the coming days. They underwent the development of a taskforce which felt it was best to review with them prior to initiating the survey. The intent is to have all municipalities on board for the second survey to save time. The survey is located on our website and has been communicated through emails, social media, press release, utility statements, and Canada Post and will vary among municipalities. We are asking that each municipality assist to the best of their ability in promoting the survey. Analysis will take place the week of May 11 and each municipality will receive a local, county and regional report. Upon receipt of these reports, we will ask the municipalities and economic development to come together to discuss areas and opportunities for collaboration to utilize resources effectively. d) Consultant Temporary Contract (Chantale) Bring in a consultant to assist in the analysis of the loan reports, as it would be difficult for Chantale to write the loan reports and approving the loans. She is recommending a consultant come in in the short term until the new Business Analyst is secured and trained. Chantale has a consultant that is available and is a prior CF employee. e) CBB Three Hills Partnership (Chantale) Three Hills Council approved the CBB contract. CF will issue loans under $10,000 for beautification of businesses (paint, façade, etc). The town will repay the interest to the business as an incentive to beautify the 47 2020.06.23 Adopted Council Meeting Package community. Chantale is requesting if communities in your region would be interested in partnering to please come forward. Bassano offered an extension for information. f) BA Title (Amber) During the GM hiring process, there was discussion surrounding the BA title. Amber has stated this is under the jurisdiction of Chantale as to what the title should be. The board had no feedback or comments. g) BA Position Update (Chantale) Amber congratulated Chantale on her new position. The BA position received 41 applicants, 13 strong applicants. Margi with CFNA worked with Chantale through this process. There were 3 candidates brought forward and have completed interviews. The candidate received the letter of offer today and hoping to introduce to the new candidate in June and will begin May 19. 8. In Camera: a) No in-camera discussions 9. Date of Next Meeting: June 4, 2020 at the CF Wild Rose Office or TBA. 10. Adjournment 12-05-2020 Joe Pederson Motion to adjourn the meeting at 8:12 pm. Carried. 48 2020.06.23 Adopted Council Meeting Package Committee of the Whole Minutes 1600- 2ND Street NE Three Hills, AB T0M 2A0 May 19, 2020 8:30 a.m. COUNCIL PRESENT: Division No. 1 Faye McGhee, Deputy Reeve Division No. 2 Debbie Penner, Councillor Division No. 3 Jerry Wittstock, Reeve Division No. 4 Glen Keiver, Councillor Division No. 5 Jim Hugo, Councillor Division No. 6 Wade Christie, Councillor Division No. 7 Kenneth King, Councillor ADMINISTRATION PRESENT: Chief Administrative Officer Mike Haugen Director of Community Services Laurie Watt Director of Corporate Services Bill McKennan Director of Transportation Brad Buchert Manager of Planning & Development Barb Hazelton Recording Secretary Carolyn Van der Kuil Reeve Wittstock called the meeting to order at 8:31 a.m. 1.0 Agenda Councillor Christie moved approval of the agenda as presented. CARRIED 2.0 Approval of Minutes Councillor King moved approval of the January 21, 2020 Committee of the Whole minutes as presented. CARRIED 3.0 Dirt Trail Policy Review Director of Transportation, Brad Buchert, reviewed Policy #13-36, Maintenance of Dirt Trail Road Allowances, with the Committee. Deputy Reeve McGhee moved that the Committee of the Whole recommends to Council proposed changes to Policy #13-36, Maintenance of Dirt Trail Road Allowances. CARRIED UNANIMOUSLY 4.0 Gravel Policy Review Director of Transportation, Brad Buchert, reviewed Policy #13-6-2, Gravel Specifications with the Committee. 49 2020.06.23 Adopted Council Meeting Package May 19, 2020 Committee of the Whole Meeting P a g e | 2 Councillor King moved that the Committee of the Whole recommends to Council proposed changes to Policy #13-6-2, Gravel Specifications. CARRIED UNANIMOUSLY 5.0 Procedural Bylaw Review Mike Haugen, CAO, reviewed with the Committee proposed new changes to the Procedural Bylaw that would have the Committee of the Whole packages posted on our website prior to the meeting, as well as amendments to the Breach of Conduct Section 55, and to add back to the document the Meetings Through Electronic Communications that were removed at the start of COVID. The bylaw will come back to Council when COVID is over. Councillor Penner moved that the Committee of the Whole recommends to bring this bylaw to Council after COVID has slowed down with amendments discussed during the meeting. CARRIED UNANIMOUSLY 6.0 Special Events Bylaw Barb Hazelton, Planning and Development Manager, reviewed with the Committee a revised Special Events Bylaw. Deputy Reeve McGhee moved that the Committee of the Whole recommends to bring this bylaw to Council with amendments discussed during the meeting. CARRIED UNANIMOUSLY 7.0 Location Filming Policy Barb Hazelton, Planning and Development Manager, reviewed with the Committee a new proposed Location Filming policy. There has been an increase in the amount of interest shown by people and industry wanting to use our public spaces in filming productions. Councillor King moved that the Committee of the Whole recommends to bring this policy to Council with amendments discussed during the meeting. CARRIED UNANIMOUSLY The Chair called for a recess at 9:28 a.m. and called the meeting back to order at 9:38 a.m. with all previously mentioned members present. 4.0 Closed Session Councillor Christie moved that Council convene in closed session to discuss Legal Matters pursuant to section 24 of the Freedom of Information and Protection of Privacy Act, at 9:38 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 Community Services Bill McKennan, Director of Corporate Services Brad Buchert, Director of Transportation Barb Hazelton, Planning and Development Manager Carolyn Van der Kuil, Recording Secretary 50 2020.06.23 Adopted Council Meeting Package May 19, 2020 Committee of the Whole Meeting P a g e | 3 Councillor King moved that Council return to open meeting at 11:01 a.m. CARRIED 11:01 a.m.- Meeting recessed to allow return of public. 11:01 a.m. - Meeting resumed. Reeve Wittstock adjourned the meeting at 11:02 a.m. 51 2020.06.23 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 12.0 Page 1 of 1 Version: 2020-01 Subject: Council Follow-up Action List Meeting Date: Tuesday, June 23, 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: June 23, 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 52 2020.06.23 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. the tender will close for the surplus equipment on July 10th 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 09-Jun-20 265/2020 Councillor Penner moved that Council directs administration to apply for the Municipal Asset Management Program grant opportunity from the Federation of Canadian Municipalities’ to be utilized for asset management systems development.In Progress 09-Jun-20 266/2020 Deputy Reeve McGhee moved that Council approve as amended Policy #11-22, Flag Protocol.COMPLETED 09-Jun-20 267/2020 Deputy Reeve McGhee moved that Council receive for information the Policy Review Schedule Report.COMPLETED Council Action Items 53 2020.06.23 Adopted Council Meeting Package AMENDMENT SUMMARY Council Meeting Date: June 23, 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: 11.3 Kneehill Regional Doctor Recruitment and Retention Committee 11.4 Drumheller and District Solid Waste Association Package: 6.4.1 Emergency Communications System Upgrade Project Kneehill County 2020 Reserve Continuity Report was included 54 2020.06.23 Adopted Council Meeting Package