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HomeMy WebLinkAbout2021.10.12 Adopted Council Package COUNCIL MEETING AGENDA 1600-2nd Street NE Three Hills, AB T0M 2A0 October 12, 2021 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 September 28, 2021 3.0 Appointments 3.1 Town of Trochu- Photo Opportunity- Trochu Seniors Supportive Living Project @ 10:00 a.m. 4.0 Infrastructure- Roads/Bridges/Water/Wastewater/Environment 4.1 Kneehill County Recycling 5.0 Community Services 5.1 Planning 5.1.1 Subdivision Extension: KNE200148 5.2 Agricultural Service Board & Parks No Report 5.3 Protective Services No Report 5.4 Economic Development 5.4.1 Community Futures Wild Rose Digital Economy Program 6.0 Corporate Services 6.1 Process Change – Signing Authorization 7.0 Business Arising from Previous Minutes No Report 1 2021.10.12 Adopted Council Meeting Package October 12, 2021 Council Meeting Agenda Page 2 of 2 8.0 New Business 8.1 2022 Kneehill Regional FCSS Budget and Allocations 8.2 Capital Mailing 8.3 Human Resources Policy 19-2 9.0 Disposition of Delegation & Public Hearing Business No Report 10.0 Council and Committee Reports 10.1 Police Advisory Committee 11.0 Council Follow-up Action List 12.0 Closed Session 12.1 Third Party Business Interest (Section 16 & 25, FOIP) 13.0 Motions from Closed Session 2 2021.10.12 Adopted Council Meeting Package 1 ________ Initials MINUTES OF THE SEPTEMBER 28, 2021 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 (Video Conf) Division No. 6 Wade Christie, Councillor Division No. 7 Kenneth King, Councillor ALSO PRESENT: Chief Administrative Officer Mike Haugen Director of Transportation Mike Ziehr Environmental Services Manager John McKiernan ASB and Parks Manager Shelby Sherwick Recording Secretary Carolyn Van der Kuil Communications Officer Christine Anderson 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 Additions under Council and Committee Reports 10.3 Red Deer Municipal Users Group ADOPTION OF AGENDA 1.2 Adoption of Agenda 350/21 Councillor Christie moved approval of the agenda as amended. CARRIED UNANIMOUSLY MINUTES 2.0 Minutes 2.1 Regular Council Meeting Minutes of September 14, 2021 351/21 Councillor King moved approval of the September 14, 2021 Council Meeting minutes as presented. CARRIED UNANIMOUSLY 3 2021.10.12 Adopted Council Meeting Package COUNCIL MINUTES OF SEPTEMBER 28, 2021 2 _________ Initials COMMUNITY SERVICES 5.0 Community Services WATER 5.2 Water/Wastewater/Environment 5.2.1 Increased Water Volume Request – Churchill 352/21 Councillor Penner moved that Council approve the Leonhardt request for increased flow on the Churchill Water System. CARRIED UNANIMOUSLY 5.2.2 Increased Water Volume Request- Selkirk 353/21 Councillor King moved that Council approve the Sunterra Farms Greenhouse request for increased flow on the Selkirk Water System. CARRIED UNANIMOUSLY ASB & PARKS 5.3 Agricultural Service Board and Parks 5.3.1 Horseshoe Canyon Pay Parking Summary 354/21 Deputy Reeve McGhee moved that Council direct administration to include provisions for paid parking and Kneehill County Ambassador program at Horseshoe Canyon in the proposed 2022 budget. CARRIED UNANIMOUSLY 355/21 Deputy Reeve McGhee moved that Council discuss long term planning for Horseshoe Canyon at a future Committee of the Whole meeting. CARRIED UNANIMOUSLY The Chair called for a recess at 9:49 a.m. and called the meeting back to order at 10:04 a.m. with all previously mentioned members present. APPOINTMENTS 3.0 Appointments 3.1 Leger, Eddie Sheppard @ 10:00 a.m. (Virtual Attendance) Eddie Sheppard from Leger provided Council a report on the 2021 Citizen Satisfaction Survey that was conducted in July 2021. Councillor Hugo left the meeting at 10:45 a.m. NEW BUSINESS 8.0 New Business 8.1 2021 Kneehill County Scholarship 356/21 Deputy Reeve McGhee moved that Jenna Cullum and Graham Fretz be awarded the 2021 Kneehill County Scholarship in the amount of $2,000.00 each. CARRIED UNANIMOUSLY 4 2021.10.12 Adopted Council Meeting Package COUNCIL MINUTES OF SEPTEMBER 28, 2021 3 _________ Initials 8.2 Trochu Seniors’ Facility Agreement 357/21 Councillor King moved that Council authorize the Reeve and CAO to sign the Trochu Seniors’ Supportive Living Facility Agreement with the Town of Trochu. CARRIED UNANIMOUSLY 8.3 Wetland Replacement Program MOU 358/21 Councillor King moved that Council authorize the Chief Administrative Officer to sign the Memorandum of Understanding in support of identifying potential wetland replacement projects for purposes of the Wetland Replacement Program. CARRIED UNANIMOUSLY DISPOSITION OF DELEGATION BUSINESS 9.0 Disposition of Delegation Business & Public Hearing Business 9.1 Citizen Satisfaction Survey Report 359/21 Councillor Christie moved that Council receive the Citizen Satisfaction Survey Report for information as presented. CARRIED UNANIMOUSLY COUNCIL REPORTS 10.0 Council and Committee Reports 10.1 Community Future Wildrose- Minutes from the June 3rd, 2021 meeting were provided. 10.2 Kneehill Regional Family and Community Support Services- Minutes from the July 13, 2021 meeting were provided. 10.3 Red Deer Municipal Users Group- A verbal report was provided by Councillor Keiver on the meeting he attended. 360/21 Councillor King moved that Council receive the Council and Committee reports as presented. CARRIED UNANIMOUSLY COUNCIL ACT LIST 11.0 Council Follow-Up Action List 361/21 Councillor Penner moved that Council receive for information the Council Follow-Up Action List as presented. CARRIED UNANIMOUSLY The Chair called for a recess at 11:17 a.m. and called the meeting back to order at 11:29 a.m. with all previously mentioned Council members present. 5 2021.10.12 Adopted Council Meeting Package COUNCIL MINUTES OF SEPTEMBER 28, 2021 4 _________ Initials CLOSED SESSION 12.0 Closed Session 362/21 Councillor King moved that Council convene in Closed Session to discuss a legal matter pursuant to Section 24 of the Freedom of Information and Protection of Privacy Act, at 11:29 a.m. CARRIED UNANIMOUSLY 363/21 Councillor Christie moved that Council return to open meeting at 11:58 a.m. CARRIED UNANIMOUSLY 11:58 a.m. – meeting recessed to allow return of public. 11:59 a.m. - meeting resumed. ADJOURNMENT Adjournment The meeting adjourned at 11:59 a.m. ________________________ Jerry Wittstock Reeve _______________________ Mike Haugen CAO 6 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 4.1 Page 1 of 4 Version: 2020-02 Subject: Kneehill County Recycling Meeting Date: Tuesday, October 12, 2021 Prepared By: John McKiernan, Manager of Environmental Services Presented By: John McKiernan, Manager of Environmental Services Link to Strat Plan: Level of Service Recommended Motion: That Council accept the Kneehill County Recycling overview as information. Background/ Proposal With the closing of the Three Hills Recycling Depot, Kneehill County has received an increase in inquiries regarding the options available to residents to recycle within the County. Through its membership with the Drumheller and District Solid Waste Management Association, Kneehill County offers the residents several recycling options at our various sites. Information on these services can always be found on our website as well information on our services is presented in our ratepayer newsletters. Discussion/ Options/ Benefits/ Disadvantages: Kneehill County is a member of the Drumheller and District Solid Waste Management Association which provides recycling opportunities with the membership. Recycling options available are electronics recycling, paint recycling, cardboard, and newsprint recycling. Through the Association pick-up and transportation of this material is arranged and completed. Kneehill County is also a collection site for used twine and bins are available for agriculture sharps. These are then transported to the Drumheller and District Regional landfill by Kneehill County operations staff for recycling or disposal. Through the Government of Alberta and Clean Farms, select Kneehill County sites are a collection site for pesticide containers. The containers must be clean and rinsed and can either be bagged or loose. The containers must be no larger than 23 litres. Through Clean Farms a contractor is sent to the sites and the jugs are shredded and removed from the site approximately 2 – 3 times per year. Clean Farms also runs a program for the collection of unwanted commercial agricultural pesticides and old livestock/equine medications. This program is run on a three-year cycle whereas a collection site is within our area, in the past, the collection site has usually been at a Kneehill Soil location. Information on these programs can be found on the Clean Farms website as well as on our own Kneehill County website. Kneehill County arranges the recycling of such materials as scrap metal, white metal, wire, tires, car batteries, and propane bottles. These options are offered at select Kneehill County transfer sites as well as our partner sites in Trochu and Acme. Kneehill County has also offered a yearly household hazardous roundup in May of each year. Being a member of the Drumheller and District Solid Waste Association also offers the residents of Kneehill County the ability to access the recycling options available at the Drumheller and District Regional Landfill. Such options include Anti-freeze, 7 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 4.1 Page 2 of 4 Version: 2020-02 batteries, cardboard, electronics, fire extinguishers, fluorescent bulbs, hard plastics (#1-7), household hazardous waste, light bulbs, magazines, newsprint, oil filters, paint, propane tanks, shredded paper, tin cans, tires, used oil and windshield washer fluid. Information on the recycling can be found on the Drumheller and District Solid Waste Association website. Kneehill County Sites Three Hills Site • Transtor bins (bagged household waste only) • Batteries • Paint • Pesticide Jugs • Twine • Cardboard and Newsprint Linden Site • Transtor bins (bagged household waste only) • Scrap metal • White Metal • Wire • Tires • Batteries • Paint • Electronics (E-waste) • Propane bottles • Cardboard and Newsprint Torrington Site • Transtor bins (bagged household waste only) • Scrap metal • White Metal • Wire • Tires • Batteries • Paint • Electronics (E-waste) • Propane bottles • Cardboard and Newsprint Carbon Site • Transtor bin (bagged household waste only) • Cardboard Kneehill County residents can also access the recycling options available at our partner sites in the Town of Trochu and the Village of Acme. It is always advised that the ratepayer reference the website or phone the corresponding municipality on acceptable materials and hours of operation. 8 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 4.1 Page 3 of 4 Version: 2020-02 Town of Trochu Site • Transtor bin (bagged household waste only) • Tires • Batteries • Paint • Electronics (E-Waste) • Scrap Metal • White Metal • Compost • Cardboard and Newsprint • Burn Pit Town of Acme Site • Transtor bins (bagged household waste only) • Tree branches • Bulk oil/oil filters • Cardboard and Newsprint Although not a form of recycling, a burn pit is available for residents at the Linden and Torrington sites. The Torrington site also offers a small, residential Class III landfill. Below is a listing of acceptable materials being taken at the Three Hills Recycling Depot. Although Kneehill County doesn’t accept all recycling materials that may have been accepted at the Three Hills Recycling Depot we do offer a wide array of options within the County. Acceptable Recyclables: • Electronics: TV’s, computers, printers, keyboards, speakers are accepted in the designated area only. Do not sort into plastic or tin bins. • Cardboard: Clean cardboard only. Boxes, paper bags, paper egg cartons, cereal box board, and corrugated paper. Large boxes and cardboard sheets must be cut into a manageable size. • Bond Paper: Includes, loose-leaf, photocopy, typing, & computer paper. White and colour paper acceptable Glossy: Includes magazines, catalogues, poster, flyers and any other paper with a "shiny” finish. • Newsprint: Newspaper with inserts and flyers, TV guides, light colour- packing paper, scrapbooks or any other newsprint paper. • Miscellaneous Paper: Gift wrap, construction paper, greeting cards, tissue paper, and other paper with glue/tape on it. Shredded Paper: Shredded bond paper only. Must be bagged. • Books: Hardcover and paperback books. • Phone Books: Phone books must be clean and dry. • Plastics: Food and packaging containers only (#1, #2, #3, #4, #5, #6 and #7). Check the bottom of the container to verify the correct number. • Plastic bags & wrappings: Garbage or plastic shopping bags or any bag type material, wrapping such as bubble wrap must be cleaned and placed in the designated bag bin. 9 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 4.1 Page 4 of 4 Version: 2020-02 • Metals: Aluminum cans and other light metals must be rinsed. • Glass: Glass jars or bottles must be rinsed and have lids removed. • Batteries: batteries (weighing up to 5kg) and cellphones. Both single-use and rechargeable batteries, including those you find in toys, cellphones, cordless power tools, laptop computers, digital cameras, two-way radios, MP3 players/iPods, tablets and cordless phones. • Paint: Accepted in the designated bin. If Council had a desire to increase the recycling services currently being offered, there are some options that could be explored including: 1. Curbside recycling within the Hamlets that would coincide with the County’s current garbage collection. 2. Un-supervised recycling depot(s) within the County. 3. Increased options at our current facilities. 4. Amending the current hours and days that our facilities operate. Some potential concerns to expanding our current service level are increased staffing to supervise sites, user education/correct sorting of the materials, potential costs to have the new options, potentially losing a market for a specific item (such as glass), lack of volume generated to make it worthwhile for the recycler. Financial Implications: Council Options: 1). Receive 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: Director Approval: Mike Ziehr, Director of Infrastructure CAO Approval: Mike Haugen, Chief Administrative Officer 10 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.1.1 Page 1 of 2 Version: 2020-02 Subject: Subdivision Extension: KNE200148 Meeting Date: Tuesday, October 12, 2021 Prepared By: Brandy Hay-Morgan, Planning and Development Officer Presented By: Brandy Hay-Morgan, Planning and Development Officer Link to Strat Plan: Providing Good Governance Recommended Motion: Council move to grant a 1-year extension to KNE200148 until October 24, 2022. Background/ Proposal KNE200148 is a subdivision relating to a portion of the NW 8-33-23 W4M. Landowners are given a year from the date of approval in which to meet the conditions of approval. If the conditions are met, the Subdivision Approving Authority is required to endorse the subdivision to allow registration at Land Titles. There are multiple factors involved with this specific subdivision. Additional Environmental Studies have been done to ensure the land can be used for the proposed use. The applicant is also considering changing the septic system currently in place. Due to the length of time required and the current season, an extension for this subdivision file is required for the applicant to finalize the conditions set out in the approval on October 22, 2020. A typical extension is granted for one year, in this case the extension would be granted for another year until October 24, 2022 (October 22, 2022 falls on a Saturday). Discussion/ Options/ Benefits/ Disadvantages: Section 657(4)(6) of the MGA permits Council to extend the one-year approval period whether or not that period has expired. There are no limits set in the MGA for either the number of extensions, or the length of time an extension can be granted for. Landowners – or their agents – may make requests for an extension of the timeframes from the council. Requests for extensions to subdivision approvals can only be issued by the Council of the approving authority. Financial Implications: Extension fee of $250 paid by applicant. Council Options: 1. Council move to grant a 1-year extension to KNE200148 until October 24, 2022. 2. Council move to deny an extension to KNE200148. 11 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.1.1 Page 2 of 2 Version: 2020-02 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: KNE200148 Extension Request Follow-up Actions: Administration will ensure appropriate parties are notified of the decision. If approved, administration will ensure that the requirements of the subdivision be met prior to endorsement. Director Approval: Laurie Watt, Director of Municipal Services CAO Approval: Mike Haugen, Chief Administrative Officer 12 2021.10.12 Adopted Council Meeting Package 13 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.4.1 Page 1 of 3 Version: 2020-02 Subject: Community Futures Wild Rose Digital Economy Program Meeting Date: Tuesday, October 12, 2021 Prepared By: Jaqueline Buchanan, Economic Development Officer Presented By: Jaqueline Buchanan, Economic Development Officer Link to Strat Plan: Pursuing Focused Growth Recommended Motion: That Council partners with Community Futures Wild Rose to implement the Digital Economy Program with a financial contribution of $1400.00 as well as a letter of support. Background/ Proposal We have been working with Community Futures over the past year to bring the Digital Mainstreet, Digital Service Squad (DSS) Program to our Region with limited success. The program, however, was recently picked up by Business Link to implement provincially. They have provided CF’s the opportunity to roll the program out to their regions as a joint project. • This program is open to home-based or commercial small businesses registered in Alberta with less than 50 employees. • Please note: Non-profits, charitable trusts, and franchises are not considered eligible businesses under this program. We’re happy to offer our support through many of our other services and programs to those that do not qualify. • The DSS is focused on providing 1-on-1 FREE local assistance for digital services to small businesses in any region of Alberta. • It will include training and advisory support towards digital strategy development, Google My Business assistance, social media posts, taking awesome pictures for your businesses, and more. • The DSS will be available through local business support providers starting this fall. Working as a region, Community Futures is an eligible “business support provider” and is obtaining funding to assist with the project roll out. This program is now available across Ontario, New Brunswick and Alberta. Discussion/ Options/ Benefits/ In order for Community Futures to make an application to participate in this program, they are asking Council for a financial commitment (as listed below) as 14 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.4.1 Page 2 of 3 Version: 2020-02 Disadvantages: well as a letter of support. Further, an in-kind contribution will be included to assist in promoting the project in our region. Email From Community Futures: “The application deadline has been extended to October 28, my goal is to submit our initial application on October 8, outlining the remaining Letters of Support to accompany our application will be submitted once council/municipality has approved participation. Without this letter of support, we will be unable to leverage the funding from Business Link for that municipality and therefore we will NOT be able to execute the program in that municipality. There is only ONE municipality in CFWR that is eligible to apply on its own and that is Rocky View County. For a municipality to apply, their total score must equal 100 leaving it challenging for the majority of our communities to undertake this which positions CF Wild Rose in the best position to apply regionally, but we can only do so with your support. Should a municipality not support by Letter of Support they will be removed from the project.” The financial requests are based on the numbers of businesses that each municipality may be able to support: 15 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 5.4.1 Page 3 of 3 Version: 2020-02 * in the event that funding is obtained for the project, each municipality will be required to sign a Memorandum of Understanding. Financial Implications: $1400.00 available in the approved 2021 Economic Development Operating Budget. Council Options: 1. That Council partners with Community Futures Wild Rose to implement the Digital Economy Program with a financial contribution of $1400.00 as well as a letter of support” 2. That Council declines participation in the Digital Economy Program 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: NA Follow-up Actions: • Submit a letter of support • Once program funding is confirmed through Business Link, provide the $1400.00 financial contribution Director Approval: Laurie Watt, Director Community Services CAO Approval: Mike Haugen, Chief Administrative Officer 16 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.1 Page 1 of 2 Version: 2020-02 Subject: Process Change – Signing Authorization Meeting Date: Tuesday, October 12, 2021 Prepared By: Bill McKennan, Director of Corporate Services Presented By: Bill McKennan, Director of Corporate Services Link to Strat Plan: Level of Service Recommended Motion: That electronic signatures be permitted with the requirement to sign off the payment edit listing. Background/ Proposal Currently all cheques issued by the municipality are signed manually. Discussion/ Options/ Benefits/ Disadvantages: Administration has undertaken a process review of the internal accounts payable processes for the organization. A cross functional team from across the organization reviewed practices to reduce non-value-added processes and improve internal controls via technological means rather than relying solely on manual interfaces. Currently on a week basis over 100 cheques are signed manually. In numerous cases the same individual is approving the purchase requisition, signing invoice approval, and signing the physical cheque. At the same time administration has strengthened the internal system controls to flag potential issues during the payment process cycle. In addition to manually signing all cheques the Director of Corporate services is also manually reviewing all cheques and sign-off the edit listing with each cheque batch before cheques are released. After this the CAO manually signs off all cheques also. The process review team has recommended that the organization move towards electronic cheque signing which is very common in municipalities similar in size and scope to Kneehill County. The recommendations of the internal process team have been peer reviewed by an external accounting firm and they support this recommendation also. Rather than change the policies incrementally Administration is seeking Council concurrence to amend our internal process at this time to allow for electronic cheque signing and adding that the edit listings be approved in lieu of signing cheques individually. Edit lists for cheques under $50,000 would be approved by Administration and those over $50,000 would continue to be counter signed by the Reeve/Deputy Reeve. There will be additional areas of the existing policies that require updating and these policy updates will be presented to the new Council. Financial Implications: There are no direct financial impacts related to these proposed policy changes. However, there will be improvements to cycle times related to the payment process and added value since staff time can be reallocated. 17 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 6.1 Page 2 of 2 Version: 2020-01 Council Options: 1. To accept the request. 2. To request further information Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: None Follow-up Actions: Director Approval: Bill McKennan, Director of Corporate Services CAO Approval: Mike Haugen, Chief Administrative Officer 18 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 8.1 Page 1 of 2 Version: 2019-02 Subject: 2022 Kneehill Regional FCSS Budget and Allocations Meeting Date: Tuesday, October 12, 2021 Prepared By: Carolyn Van der Kuil Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council approve the Kneehill Regional Family and Community Support Services (FCSS) 2022 Budget and Allocations as presented. Background/ Proposal Administration received the FCSS 2022 Budget. Under the Kneehill Regional FCSS Agreement, it states that the Board shall prepare the annual budget and provide a copy to each participating municipality for review and approval. Discussion/ Options/ Benefits/ Disadvantages: The Kneehill Regional Board approved at their September 14, 2021 meeting to increase the municipal requisition by 2.7% which will cover the cost of living increase in 2022. Kneehill County’s contribution in 2021 was $48,821.00 and if approved the cost will be $53,806.00 in 2022. The significant difference than previous year is due to the initial population numbers that were used to calculate the municipalities’ portion. In 2021 the County population was calculated at 5001 and in 2022 populations was calculated at 5529. Kneehill County’s percentage went from 44.45% in 2021 to 47.7% in 2022. The FCSS Director informed Administration that the Government of Alberta has moved from the use of municipal census counts to provincially-developed population estimates. Municipal population estimates will result in more consistent and timely information about Alberta’s population. This will come into effect for the 2022 grant funding year and be based on a standard methodology used in other jurisdictions. Cost Source of Funding: 2022 Operating Budget Council Options: 1. Council accept the FCSS Budget and Allocations 2. Direct Administration to provide further information. 3. Receive for information 19 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 8.1 Page 2 of 2 Version: 2019-01 Recommended Engagement: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other- ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter-Municipal Agreement ☐ Other- Attachments: FCSS Request Letter Follow-up Actions: Administration will draft a letter to the Kneehill Regional FCSS Board outlining Council’s decision. CAO Approval: Mike Haugen, Chief Administrative Officer 20 2021.10.12 Adopted Council Meeting Package 21 2021.10.12 Adopted Council Meeting Package 22 2021.10.12 Adopted Council Meeting Package 23 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 8.2 Page 1 of 2 Version: 2020-02 Subject: Capital Mailing Meeting Date: Tuesday, October 12, 2021 Prepared By: Christine Anderson, Communications Officer Presented By: Christine Anderson, Communications Officer Link to Strat Plan: Ensuring Communications & Engagement Recommended Motion: Council moves to discontinue the Capital Mailing service and offer residents a weekly “E-News” Bulletin delivered by email starting January 2022. Background/ Proposal In April of 2020, the Three Hills Capital changed the way their weekly newspaper is delivered due to an increase in Canada Post mailing rates. It is now delivered for free to every resident living within Kneehill County. As we have many residents that live outside the County’s borders, since the change in April we have been mailing a Capital each week to those residents who request the service. In February of 2021, Council directed administration to continue mailing the Capital out on a cost-recovery basis. Discussion/ Options/ Benefits/ Disadvantages: The process to continue mailing the Capital while recouping the cost will be quite involved. As Canada Post rates are subject to change, billing would have to be frequently to ensure we’re not over or under charging, and since we get the Capital for free, we’d have to charge each resident the exact amount of postage to ensure we’re not making a profit off a publication that isn’t ours. Mailing the Capital takes a considerable amount of work and must be done every week, which has proven problematic at times. As the issue lies in trying to keep our residents informed, administration is recommending that instead of mailing the Capital each week, starting in 2022 we offer residents a weekly or bi-weekly “E-News” bulletin emailed to their address instead, which would cover all County information that would have been in the paper as well as any other announcements and advertisements happening at that time. A link to the digital version of the Capital would also be included in the E- bulletin. This is a service we could offer to all our residents to help keep them informed. * Free paper copies of the Three Hills Capital are still available for residents at numerous locations in Three Hills for those with poor internet connectivity. Financial Implications: Currently, the cost to mail the Capital is approx. $60 a week or $3000/year. To distribute the e-bulletin we would use the same program we use for staff newsletters, with a slight upgrade to increase contacts allowed and allow more staff users. This would increase the price $20-$40 per month, or $240- $480 per year. Council Options: 1. Discontinue the Capital Mailing and move to an “E-News” Bulletin 2. Direct administration to research other alternatives. 24 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 8.2 Page 2 of 2 Version: 2020-02 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: E-Bulletin Example Follow-up Actions: Communications will inform residents by letter of the change and advertise the E- News bulletin opportunity to all County residents. CAO Approval: Mike Haugen, Chief Administrative Officer 25 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 8.3 Page 1 of 3 Version: 2020-02 Subject: Human Resources Policy 19-2 Meeting Date: Monday, October 12, 2020 Prepared By: Mike Haugen, CAO Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council adopt Human Resources Policy 19-2 as presented. Background/ Proposal For several months the County has been reviewing its human resources programs and policy. As a result of that review, Administration is proposing that a new policy be adopted in order to promote efficiency and reduce future costs to the County. Many elements were identified as problematic or too rigid to facilitate efficient operations and change (when needed). As an example, when hours of work are very rigidly defined, the ability to amend work hours in response to changes, service level demands, etc. becomes a cumbersome and long process. By building flexibility, changes can be made more timely and with greater efficiency. Discussion/ Options/ Benefits/ Disadvantages: The current policy contains a great deal of information and detail. It is felt that much of the information and detail would be better handled outside of the policy realm and more efficiently through Administrative Directives under the CAO. This would also provide greater flexibility for the County and ability to amend operations and adapt to changes in a more efficient manner. As an example, Administration suggests that addressing items such as dress code, exit interviews, pay dates, job evaluations, employee records, etc. would be more expeditiously handled through administrative processes, rather than at a governance level. Parameters to many items would still be in place through policy statements contained in the proposed policy and employment standards. The principles upon which these programs are developed are stated in Section 1 of proposed policy 19-2. The proposed policy represents Council taking a clearer governance role by setting parameters for human resource programs and allowing Administration to develop the details of those programs and the backend forms and processes necessary to implement them on a day-to-day basis. During the review, it was also identified that some topics required further development and should come forward as standalone policies separate from this Human Resources policy. This includes items such Workplace Violence and Sexual Harassment, and Discrimination. Council can expect proposed policies addressing these items to come forward. During the review staff also looked for cost savings related to Human Resource Programs and ways of reducing future financial liabilities. Several were identified. They include: 26 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 8.3 Page 2 of 3 Version: 2020-02 The County currently allows for sick time to be accrued in a bank. This process was established many years ago prior to the County implementing a short-term disability program. It was identified that with a short-term disability program in place, that the amount of accumulated sick time could be reduced as it represented a redundancy. To that end, the proposed policy reduces the amount of allowable accumulated sick time by 50%. We have seen during the past two years with the impacts of COVID that having some form of program is beneficial and felt this strikes an appropriate balance. In the past, some staff have also been eligible for twice yearly payouts of unused sick time. This program is not available to all staff and under the new policy this program would be ended (no one would be eligible). Under existing policies, the CAO is currently able to award bonuses to staff. This program has not actually been used in many years and has been removed. Additionally, the County’s remuneration program designates work taking place on Saturday and Sunday as automatically being deemed overtime. This has largely been mitigated in practice through scheduling, employment letters, and such. Even though this is largely mitigated, the provision has been removed and work conducted on a weekend would not automatically be deemed to be overtime. Other items in the policy are already addressed through Employment Standards. This includes items such Leaves of Absence. To this end, all but one type of leave has been removed from the proposed policy and will be granted as per Employment Standards. The proposed policy clarifies and strengthens some current abilities of the County. Such as managing vacation so as not to allow it to build up over time and create operational issues and future financial liabilities. Financial Implications: Reduction in payments to staff going forward and costs savings related to saved time and flexibility. Council Options: 1. Council may adopt the policy as proposed. 2. Council may amend the policy. 3. Council may delay adoption task Administration with further policy development. 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 19-2 27 2021.10.12 Adopted Council Meeting Package REQUEST FOR DECISION AGENDA ITEM # 8.3 Page 3 of 3 Version: 2020-02 Follow-up Actions: Administration will update the policy accordingly, continue communication with staff, and begin development of related policy and Administrative Directives. CAO Approval: Mike Haugen, Chief Administrative Officer 28 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 1 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T Purpose: The purpose of this policy is to establish the framework and authority for human resources management to ensure that consistent, equitable and fiscally responsible programs and guidelines are implemented and administered within Kneehill County. Policy Guidelines: 1. Human Resources programs will be established based on the following criteria: Fairness – Programs will be equitable, without favouritism, and without discrimination Transparency – Programs will be visible and easily accessed by employees Competitive – Consider opportunities to differentiate Kneehill County as an employer of choice Fiscally Responsible – Respect the role of Kneehill County as a steward of public funds Shared Responsibility – Balance shared benefits and shared responsibilities between employees and the organization Compliance – Ensure alignment with all applicable legislation Health & Safety – We are committed to ensuring the health and safety of our employees 2. Workplace Health and Safety 2.1 The County is dedicated to providing a work environment and service where health and safety risks to employees, customers, and the public at large are minimized to the greatest extent possible, unnecessary hazards are eliminated, and incident prevention is paramount. 2.2 All policies, directives, and procedures contained in the County’s Health and Safety Manual must be followed whether working with others or alone. All work performed by or for Kneehill County must meet the requirements identified in the Alberta Occupational Health and Safety Act, Regulation, and Code and must comply with the Kneehill County Safety Manual and related programs and processes. As a core value, occupational health and safety will be integrated into all Kneehill County work activities. 2.3 A healthy and safe workplace is the responsibility of every employee. 3. Code of Conduct 3.1 People who work for or represent Kneehill County will demonstrate excellence in the delivery of services that reflect Council approved direction. All employees or those representing Kneehill County will conduct themselves while at work or representing the 29 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 2 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T County, in such a way as to protect the interests and safety of all employees, customers, members of the general public and the County. 3.2 All employees are expected to further the objectives of the County and to abide by the policies, rules, and regulations established by the County. 3.3 All employees are expected to ensure all financial obligations to the County are in good standing. There should be no expectation of credit, forgiveness of debt, special treatment, discounts, favours, or extensions granted due to being an employee of the County. 3.4 All employees are expected to conduct themselves in a professional fashion and fulfill their duties with courtesy, honesty, respect, integrity, and diligence. This includes the requirement for employees to apply themselves fully to the duties of the position during work hours. 3.5 Employees must refrain from outside activities that are could bring the County directly into disrepute or compromise the reputation of the organization. 3.6 Employees shall not accept fees, gifts or other personal benefits that are connected directly or indirectly with the performance of their public service duties, from any individual, organization or corporation, other than: (i) the normal exchange of gifts between friends; (ii) the normal exchange of hospitality between persons doing business together; (iii) tokens exchanged as part of protocol; (iv) the normal presentation of gifts to persons participating in public functions; and (v) prizes won at conferences and conventions. 4. Conflict of Interest 4.1 A conflict of interest is defined as a conflict between an employee’s business interest and the employee’s responsibility as an employee of the County. 4.2 A conflict of interest may exist whether or not a personal monetary or other type of benefit or advantage has been received by the employee by virtue of their employment, or access to information not normally available to the general public. Without limiting the scope of the foregoing, a conflict of interest may arise in many situations, some of which include: (i) Using privileged information for personal advantage or gain; (ii) Accepting fees, gifts or rewards, from businesses, suppliers or individuals personally except as those outlined under Item 3.6; and, (iii) Accepting or engaging in outside employment which either interferes with the employee’s duties or is in direct competition with the County business. 30 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 3 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T 4.2 The avoidance of the appearance of conflict of interest is as important as avoiding actual conflicts of interest. If an employee is faced with a situation where a potential conflict of interest may arise, the onus is on the employee to discuss the matter directly with the Chief Administrative Officer and receive direction before taking any action of any kind. Pursuing an activity or enterprise in contradiction to the direction received, may result in discipline, up to and including immediate termination for just cause. 4.3 To prevent any implication of favoritism or bias on the part of the County, the County prohibits the purchase of any items, goods or services from an employee of the County unless specifically authorized by the Chief Administrative Officer in accordance with established procurement processes in advance of the purchase. 4.4 As a general rule, no employee may engage in secondary employment, including self- employment, or a business undertaking as an employee or shareholder where the outside employment: (a) interferes with, influences, or affects the performance of duties in the County employment; (b) provides an advantage derived from County employment; (c) is in conflict or competition with the function in which the individual is employed by the County; (d) is performed in such a way as to appear to be an official act, or to represent a County opinion; (e) involves performance of work which must be inspected or approved by another County employee where a conflict of interest or preferential treatment may exist; or, (f) directly results in any matter contributing to a proposal or contract which may require County consideration or approval whether of a financial nature or otherwise. 4.5 All County employees who engage in secondary employment shall: (a) make it known to the secondary employer that service is provided on a personal basis only and is in no way authorized, endorsed, or supported by the County; (b) conduct themselves in such a manner that there will be no ethical or legal conflict of interest; and, (c) disclose to their manager or supervisor in writing any secondary employment, business, commercial or financial interest which may give rise to a reasonable apprehension of conflict or bias in connection with the exercise of their official duties and shall maintain such information current during their period of employment. 5. Anti-Nepotism 5.1 The County recognizes that the employment of people who are related can be challenging due to the potential to create a conflict of interest and an appearance of favouritism. 31 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 4 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T When such instances arise, the Chief Administrative Officer shall take steps to mitigate and resolve said instances. 5.2 Employees are required to disclose any relationship, which may bring them within the application of this section of the policy. The failure to do so will be considered a disciplinary matter. 6. Whistleblower 6.1 The County is committed to integrity and ethical behaviour in the workplace, and will foster and maintain an environment where employees can work safely and appropriately, without fear of retaliation. This will ensure that all employees understand that they may report any wrongdoing that may adversely impact the County, the County’s customers, councillors, employees, or the public at large without fear of retaliation or a negative impact on their employment status. Reports of workplace wrongdoing may be made to the Chief Administrative Officer. 6.2 Complaints regarding the Chief Administrative Officer shall be directed to the Human Resources department. The Human Resources Coordinator will forward these complaints to the Reeve. 6.3 It is a violation for anyone to knowingly make a false complaint of wrongdoing or to provide false information regarding a complaint. Employees who violate this section of the policy are subject to disciplinary and/or corrective action, up to and including termination of employment. 7. Confidentiality 7.1 All confidential information to which any employee becomes privy to through their employment with the County is expected to be maintained strictly confidential and may not, in any circumstance, be disclosed or used without the express consent of the County. This information includes, but is not limited to any customer information, trade secrets, technical information, employee Information, and other information protected by the provisions of Freedom of Information and the Protection of Privacy Act. 7.2 This requirement of confidentiality applies during the course of employment and survives the employment relationship of any employee. 8. Drugs and Alcohol 8.1 The County is committed to the health and safety of its employees, volunteers, contractors, and the public at large. Employees, contractors, and volunteers have a responsibility to report 32 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 5 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T to work capable of performing their tasks safely and productively. Persons who attend work while under the influence of alcohol or drugs jeopardize the health, safety and well-being of others. 8.2 Employees are expected to notify their supervisor where they reasonably believe that a fellow employee, contractor, or volunteer may be working under the influence of a drug or alcohol. 8.3 No person shall use, possess, distribute, sell, or be under the influence of drugs (including cannabis or any illegal drug) during their working hours, including meal periods, scheduled breaks or while assigned to be on-call or at any time while on County premises or in County vehicles or equipment. The use of drugs during assigned working hours is prohibited and may result in disciplinary action up to and including immediate dismissal. 8.4 The legal use of prescription drugs is permitted at work only if the use does not impair the person’s ability to perform their work in a safe and productive manner. 8.5 Persons are required to disclose to the County the use of any prescription drugs which may affect the person’s work performance or the safe execution of their duties. The County will take appropriate steps to accommodate a person’s necessary use of prescription drugs up to the point of undue hardship. 8.6 No person shall consume alcohol or be under the influence of alcohol during their working hours, including meal periods and scheduled breaks. The consumption of alcohol or being under the influence of alcohol during working hours while on County premises or in County vehicles or equipment is prohibited and may result in disciplinary action up to and including immediate dismissal. 8.7 The use of drugs or alcohol consumption during off work time which results in impairment at work may result in disciplinary action up to and including immediate dismissal. 8.8 The County reserves the right to conduct testing for the presence of alcohol or drugs when it has reasonable cause to suspect impairment. Drug and alcohol testing may only be done with the prior authorization of the Chief Administrative Officer or their designate. 9. Smoking 9.1 Persons will not be permitted to smoke in any County vehicle or equipment, or within a prescribed distance from a doorway, window or air intake of the County’s facilities, as per provincial legislation. This includes electronic cigarettes. It should be noted that if a personal 33 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 6 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T vehicle is being used for County business to transport more than the driver, it is by definition a work place, and therefore subject to this policy. 10. Working Conditions 10.1 The County’s Administration Office will normally be open during the hours of 8:30 a.m. – 4:30 p.m. Monday through Friday, excepting holidays and special closures. 10.2 The County will designate working hours for specific positions as deemed appropriate and operationally necessary to ensure the effective delivery of County services. 10.3 Except as otherwise provided for, the regular hours of work for administrative employees shall be seven and one-half (7.5) hours per day and thirty- seven and one half (37.5) hours per week. Hours that exceed 7.5 hours per day are deemed overtime, unless the employee has entered into an Averaging Agreement (Flex Time) as provided by the County. 10.4 Except as otherwise provided for, the regular hours of work for operations employees shall be eight (8.0) hours per day and forty (40.0) hours per week. Hours that exceed 8.0 hours per day are deemed overtime unless the employee has entered into an Averaging Agreement (Flex Time) as provided by the County. 10.5 Employees may take part in a Banked Overtime Program as provided by the County, allowing for banked overtime to be taken as time off with pay at a 1:1 ratio. Banked overtime will not exceed forty (40) hours at any one time and may not be carried over from year to year. When banked time is paid out it shall be at the overtime rate. 10.6 Employees may take part in a Flex Time Program as provided by the County, allowing for extra hours to be worked and taken as time off with pay at a 1:1 ratio. Flexed time will not exceed forty (40) hours at any one time and may not be carried over from year to year. If paid out, flexed time will be paid out at a 1:1 ratio. 10.7 Management employees shall generally work the same regular hours as the majority of their staff. Although management employees do not have stipulated hours of work they are expected to work as many hours as are necessary to fulfil their responsibilities in a satisfactory manner. In lieu of this, more flexibility may be permitted with respect to time off, as long as no significant work-related concerns occur. 10.8 Overtime hours will be paid at one and one-half (1.5) times the normal rate of pay. 34 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 7 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T 10.9 Management employees will be paid overtime at one and one-half (1.5) times the normal rate of pay for any overtime accumulated as the result of extra hours directly worked as part of a state of local emergency. 10.10 Those positions identified as management will be granted ten (10) regular working days off with pay over the course of each year in lieu of overtime worked for which no compensation would otherwise be given. Those employees in the capacity of Director and above will be granted fifteen (15) regular working days off with pay each year. These days will be pro-rated upon hiring. These days cannot be used as part of a minimum required notice period upon termination of employment. Any unused days will be paid out at year end unless carried over to the next calendar year with the approval of the Chief Administrative Officer. Any unused days will be paid out upon termination of the employment relationship, unless termination was for just cause. 10.11 Employees shall be allowed a paid twenty (20) minute rest period during the morning segment and a paid twenty (20) minute rest period during the afternoon segment of a working day where that working day exceeds five (5) hours. 10.12 To meet the County’s obligation to return the employee’s portion of the reduced Employment Insurance Premium, all eligible employees will be entitled to receive one personal day off with pay per calendar year. This day cannot be carried over to the next year and if not used, the employee will receive no compensation for it. 10.13 The County will provide three (3) personal days for all eligible employees. These days cannot be carried over to the next year and if not used, the employee will receive no compensation for any unused days. 11. Remuneration 11.1 The County will establish regular pay periods. At each regular date of pay, employees will be paid for the most recently completed pay period. 11.2 The County will establish a salary structure for all positions considering factors such as market rate, internal equity, and others deemed relevant. Council will determine the salary of the Chief Administrative Officer. 11.3 The County will target to position the organization at the 50th percentile of the market. 11.4 The Chief Administrative Officer shall be responsible for establishing remuneration programs related to On-Call, Call Back, Acting Pay, Alternate/Trainee rates, etc. in accordance with employment standards. 35 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 8 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T 12. Holidays 12.1 The following days shall be recognized as holidays and all eligible employees shall be entitled to the holidays specified, namely: New Year's Day Victoria Day Thanksgiving Day Family Day Canada Day Remembrance Day Good Friday Heritage Day Christmas Day Easter Monday Labour Day Boxing Day 12.2 Also recognized shall be any other day proclaimed as a civic holiday by the County, the Provincial Government, or the Federal Government for their employees. 12.3 When any of the above-noted holidays fall on a normal rest day or days, the following scheduled working day or days shall be deemed to be the holiday. If New Year’s Day falls on the weekend, then the Friday before shall be deemed the holiday. 12.4 All employees shall receive the recognized holidays for which they are eligible with pay, or other days with pay in lieu of such holidays, or pay in lieu, providing they are available for work in accordance with the shift proceeding, during and following the designated day for the holiday or on approved leave. 12.5 Most County business shall close between Christmas Day and New Year’s Day. Employees will be required to use their personal days or vacation time for this period and will be responsible for informing their supervisor of their choice. 13. Vacation Time 13.1 Employees are entitled to their vacation subject to scheduling within their own department. No employee will be allowed to have a negative vacation balance. 13.2 All permanent employees shall receive annual vacation with pay in each calendar year based on years of continuous service, as defined by employment standards, calculated on the pay period following their anniversary date, as follows: I. Up to and including eight (8) years of continuous service; fifteen (15) working days; II. After eight (8) years up to and including fifteen (15) years of continuous service; twenty (20) working days; III. After fifteen (15) years up to and including twenty-two (22) years; twenty-five (25) working days; IV. After twenty-two (22) or more years of continuous service; thirty (30) working days; 36 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 9 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T V. At the discretion of the Chief Administrative Officer additional annual vacation may be granted at the time of hire. VI. Any part time permanent employee vacation will be calculated on a pro-rated basis, based on their hours worked. 13.3 Vacation should be taken in the year in which it was earned, however up to two (2) weeks may be carried over to the following year. 13.4 The County reserves the right to manage employee vacation based on organizational need and adherence with the provisions of this policy. If required, the County may mandate that vacation be taken. 13.5 An employee who has been on a leave of absence without pay for thirty (30) or more consecutive calendar days, except where the leave is for the purpose of attending a work- related training course, shall for the year in which the absence occurs, earn annual vacation with pay proportionate to the number of months that the employee worked with pay. 14. Sick Leave 14.1 Sick days are provided by the County for the purpose of maintaining the regular earnings of an employee when they are absent from work due to illness, medical related appointments, quarantine, or accident, for which compensation is not payable under the Workers’ Compensation Act. 14.2 Eligible employees will accrue twelve (12) sick days per calendar year. Eligible employees may accumulate up to fifty (50) days of accrued sick time. 14.3 An employee who is on sick leave, short, or long term disability is not permitted to be gainfully employed by anyone other than the County during the period of absence due to illness or injury, or use the approved time off for personal gain of any kind. If an employee is found to be abusing sick leave in any way, or using it for personal gain, the employee may be terminated immediately for just cause. 14.4 An employee may use their sick time to attend to the medical, illness or accident related needs of their immediate family. Immediate family is defined as: current spouse, parent or parent in-law, brother, sister, son, daughter, related dependent, ward or guardian. 14.5 Employees working less that full time are entitled to a proportionate sick day benefit entitlement equivalent to the percentage of full time hours worked, provided they work the minimum required hours to participate in the group benefits plan. 37 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 10 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T 14.6 An employee shall not be credited with nor accumulate sick leave entitlement while on any unpaid leave of absence. 14.7 Employees hired under this policy will not be eligible for any payouts of accrued sick time other than those associated with Short or Long Term Disability programs in place. 15. Leaves of Absence 15.1 The County will grant leaves of absence in accordance with provincial employment standards. 15.2 An employee may request a leave of absence without pay for any reason. Such leave will not exceed three (3) months. 15.3 While on leave, an employee’s benefits will be subject to any contractual obligations binding upon the County at the time. 16. Benefits 16.1 The County will participate in the Local Authorities Pension Plan and abide by the regulations contractually set forth through participation in said plan. 16.2 Employees shall be eligible to participate in all standard employee insurance benefit plans as may be offered by the County from time to time and for which they meet eligibility criteria. 16.3 The scope of the benefit coverages and payment of the benefit premiums offered by the County shall be as determined by the County from time to time. The County may change carriers, plans or policies, or amend or terminate coverages as it deems appropriate. Where coverages are in force, the County's obligations do not extend to guaranteeing payment of claims under any particular plan or policy. The provisions of the policies and plans shall govern with respect to benefit eligibility, plan administration, plan participation and benefits provided. Policy Procedure: 1. Responsibilities The Chief Administrative Officer’s responsibilities are outlined in the Chief Administrative Officer’s Bylaw. The Chief Administrative Officer will have administrative authority in all human resource areas. 2. The Chief Administrative Officer will: a. Ensure appropriate research occurs prior to implementing or significantly altering a human resources program. 38 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 11 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T b. Consult with the Senior Leadership Team on any new or significantly changed human resource programs. c. Provide information and possible consultation to the Extended Management Team on any new or significantly changed human resource program. 3. The Director of Corporate Services will: a. Coordinate training and education for the implementation of human resource programs. b. Ensure programs remain current, including regular review in accordance with applicable legislated requirements and best practices. 4. Management and Supervisory employees will ensure that human resource programs are consistently and fully implemented within their area of responsibility. 5. The Chief Administrative Officer will establish directives and programs within the guidelines of this policy related to the areas within this policy as well as the following human resource areas: a. Recruitment and Hiring b. Employee Records c. Health and Safety d. Talent Management (Performance Assessment, Discipline, Exit Interviews, Reimbursement of Expenses, Vacation, Sick Leave, Phased In Retirement, Leaves of Absence, Remote Work, etc.) e. Dress Code f. Learning and Development g. Organizational Effectiveness h. Employee Relations i. Compensation Structure j. Employment Terms and Conditions k. Job Evaluations l. Disability Management and Well-being m. Payroll n. Benefit Plans and Administration o. Employee and Family Assistance p. Use of Municipal Resources q. Use of Electronic Media The Chief Administrative Officer will establish directives and programs with the intent of providing the clarity, process, and efficiencies required to implement this policy and is tasked with fulfilling the County’s obligations and rights as set forth in this policy. 6. Upon adoption of this policy, the Human Resources Policy as made effective January 1st, 2020 is rescinded. The Chief Administrative Officer is authorized to implement any necessary transitional mechanisms required to implement this policy. 39 2021.10.12 Adopted Council Meeting Package POLICY Section Policy No. Page Human Resources 19-2 12 of 12 Policy Title Date: Motion No. Human Resources Policy 35T35T 35T35T Jerry Wittstock, Reeve Mike Haugen, Chief Administrative Officer Approved: Review Date: Date four years from last approval date 40 2021.10.12 Adopted Council Meeting Package POLICE ADVISORY COMMITTEE MEETING September 23, 2021 Trochu Hall – Sunterra Room PRESENT: RCMP – Sgt. Jamie Day, Cst. Tim Vanderploeg, Elnora - Kerrilyn Mose, Red Deer County – Philip Massier, Red Deer County – Sgt. Irv Heide, Trochu - Bill Cunningham, Kneehill County – Faye McGhee, Kneehill County – Deb Grosfield, Kneehill County Patrol – Natalie Chabala, Delburne - Bill Chandler, Delburne - Karen Fegan, Three Hills – Marilyn Sept 1. CALL TO ORDER: Bill Chandler brought the meeting to order at 7:00 pm. 2. ADDITIONS TO THE AGENDA: none 3. BUSINESS: RCMP Update Sgt. Day gave an update on crime stats for the Three Hills Detachment areas. The Detachment is incredibly busy right now with 15 to 18 calls per day. Impaired driving charges are up along with oilfield well sites being broken into. Sexual assault investigations have increased by 233% over this time last year. The members will be modifying their schedules to be out from midnight to 6:00 am to try and drive the criminals out of our area. The Crime Reduction Unit will be in our detachment in November to help out with trying to get these criminals out of our area. Cst. Samimi is leaving in January to go to the Financial Fraud division in Edmonton. There will be a new member coming in November from Depot. Sgt. Day is hosting a community town hall meeting on October 20 which will be held virtually through the Kneehill County Office. The Three Hills hospital is very demanding of the members time with mental health patients. Sgt. Day has had several meetings with the manager of the hospital and she is not cooperating with calling in their security guards to work to be with these patients until they can be transported to another facility. The Police Advisory Committee will write a letter to Alberta Health Services under the signature of the Chair to see if something can be done to sort this situation out. Red Deer County The County Patrol officers are fully up to scale on e-ticketing. All of the vehicles are fully equipped to do this. Red Deer County Council made a motion to approve the CPO’s to enforce traffic on primary highways. They are just awaiting Solicitor General’s approval. They all have WhatsApp to communicate with the RCMP until such time as the RCMP allow County Patrol to communicate through the AFRCS radio system. 41 2021.10.12 Adopted Council Meeting Package There’s been a huge increase in catalytic converter theft. The criminals are stealing it for the precious metals. Delburne The buildings that were involved in the fire have been purchased by the Village to demolish and sell the empty lots. There’s a mental health resident who the Council and staff have been dealing with. The family hopefully can help out with this. Council has approved the speed limit to be 40 km/hr through-out the entire Village with the exception of school zone and playground zone. Three Hills Thank you to the RCMP for the level of service that our detachment area is now receiving. Kneehill County They were focusing on school zones the first few weeks of school. They had 579 vehicles go through in a 25 hour period of time with 542 of those vehicles going the speed limit or less. They were able to do some education of the teachers during this time. Cst. Chabala has been working in the schools with 911 Awareness, WITS Program (Walk Away Talk it Out – bullying), personal preparedness for the grade 10’s, bike rodeos and other events as asked. They are continuing to work on joint force operations as they come up. Fire Prevention week is coming up so they will be doing something for that. They are also working on advocacy for cannabis. Trochu Trochu is concerned about the ambulance being pulled to other centers and taking longer to respond to calls. Elnora They’re concerned about the Provincial Policing and not a lot of information coming to the municipalities. 4. ADJOURNMENT: The meeting was adjourned at 9:05 pm. Next meeting will be Thursday, November 25, 2021 at 7:00 PM in Three Hills. 42 2021.10.12 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, October 12, 2021 Presented By: Mike Haugen, CAO Link to Strat Plan: Level of Service Recommended Motion: That Council receive for information the Council Follow-up Action List 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: October 12, 2021 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 43 2021.10.12 Adopted Council Meeting Package Meeting Date Motion #Description/Motion Action Required Assigned To Due Date Status 09-Feb-21 53/21 Councillor King moved that Kneehill County commit to proceed with the appropriate legislative steps prescribed in the MGA of Alberta that will allow for the implementation of the bylaw(s) required to be able to provide financial backing, in the form of Security, to the Town of Trochu for the borrowing of up to $20 Million, for a period of time not to exceed four (4) years. The understanding is that the provided Security, if appropriate bylaws are passed, will support the Town of Trochu in obtaining interim (bridge) project financing during the construction of the Trochu Senior’s Supportive Living Facility. Mike Haugen Agreement with Town of Trochu has been approved by the Town and is currently being finalized 23-Feb-21 109/21 Councillor Penner moved that Council continue the Capital Newspaper Delivery Program for 2021, and that staff be directed to develop a pay for service program to begin in 2022 offered to ratepayers who do not get the Three Hills Capital in the mail. Christine Anderson In Progress 09-Mar-21 123/21 Deputy Reeve McGhee moved that administration submit an application under the Provincial Education Requisition Credit (PERC) for the uncollectable Education Requisition and the uncollectable Designated Industrial Property Requisition on these Oil & Gas Properties.Marika Von Mirbach In Progress; the application intake for this grant is not until January 2022. 23-Mar-21 139/21 Councillor Penner moved that Council direct administration to cancel the current agreement with R&D Pilot Truck Ltd for the hauling of gravel to the Hiller Stockpile and enter into an agreement to sell the remainder of gravel located at the Delia pit at a cost recovery.Mike Haugen Draft agreement is being prepared. We are waiting on the contractor’s legal counsel. 27-Apr-21 185/21 Councillor King moved that Council direct administration to continue the exploration of assuming ownership and operation of the Orkney Water Co-op under the supported guidance of Council to restrict flow at all connections.John McKiernan An email was forwarded to the Orkney Coop in regards to Environmental Services position on flow restriction. Still waiting on a response. 11-May-21 230/21 Councillor Christie moved that Council direct administration to come back to a future Council meeting and present options for agricultural exemptions for Road Bans.Director of Infrastructure In Progress 20-Jul-21 288/21 Councillor King moved that Council direct administration that once the County has the financial background regarding the Three Hills East Water Delivery Options, that the County then complete a public engagement with the residents. Christine Anderson 17-Aug-21 311/21 Councillor King moved that Council direct administration to pursue the Three Hills East Water Feasibility Study as per the proposal from the consultant, with funding from 2021 operating budget as a special project.John McKiernan In Progress 17-Aug-21 323/21 Councillor Penner moved that Kneehill County transfer the title for Plan 5591FI, Block 6, Lot 4 to Kneehill County pursuant to the Municipal Government Act, Section 424(1).Bill McKennan In Progress- With Land Titles 17-Aug-21 324/21 Deputy Reeve McGhee moved that Council declares the parcel located at Plan 5591FI, Block 6, Lot 4 as surplus and directs administration to sell the property as per the Disposition of Surplus Lands Policy #16-16.Bill McKennan In Progress 28-Sep-21 352/21 Councillor Penner moved that Council approve the Leonhardt request for increased flow on the Churchill Water System.COMPLETED John McKiernan Council Action Items 44 2021.10.12 Adopted Council Meeting Package Meeting Date Motion #Description/Motion Action Required Assigned To Due Date Status Council Action Items 28-Sep-21 353/21 Councillor King moved that Council approve the Sunterra Farms Greenhouse request for increased flow on the Selkirk Water System.COMPLETED John McKiernan 28-Sep-21 354/21 Deputy Reeve McGhee moved that Council direct administration to include provisions for paid parking and Kneehill County Ambassador program at Horseshoe Canyon in the proposed 2022 budget. COMPLETED Shelby Sherwick 28-Sep-21 355/21 Deputy Reeve McGhee moved that Council discuss long term planning for Horseshoe Canyon at a future Committee of the Whole meeting.Shelby Sherwick In Progress 28-Sep-21 356/21 Deputy Reeve McGhee moved that Jenna Cullum and Graham Fretz be awarded the 2021 Kneehill County Scholarship in the amount of $2,000.00 each.COMPLETED Carolyn Van der Kuil 28-Sep-21 357/21 Councillor King moved that Council authorize the Reeve and CAO to sign the Trochu Seniors’ Supportive Living Facility Agreement with the Town of Trochu.COMPLETED 28-Sep-21 358/21 Councillor King moved that Council authorize the Chief Administrative Officer to sign the Memorandum of Understanding in support of identifying potential wetland replacement projects for purposes of the Wetland Replacement Program. COMPLETED 28-Sep-21 359/21 Councillor Christie moved that Council receive the Citizen Satisfaction Survey Report for information as presented.COMPLETED 45 2021.10.12 Adopted Council Meeting Package AMENDMENT SUMMARY Council Meeting Date: October 12, 2021 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: No additions were made to the agenda Package: No additions were made to the package 46 2021.10.12 Adopted Council Meeting Package