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HomeMy WebLinkAboutPost-Meeting Agenda Package - CM_Sep12_2023COUNCIL MEETING POST-MEETING AGENDA Tuesday, September 12, 2023, 8:30 a.m. 1600 2nd Street NE Three Hills, AB T0M 2A0 https://www.youtube.com/@kneehillcounty48 Pages 1.Call Meeting to Order 1.1 Agenda 1.1.1 Additions to the Agenda 1.1.2 Adoption of the Agenda 2.Approval of Minutes 2.1 Regular Council Meeting Minutes of August 22, 2023 3 3.Appointments No Public Hearings or Appointments Scheduled. 4.Infrastructure- Roads/Bridges/Water/Wastewater/Environment No Report. 5.Community Services 5.1 Planning No Report. 5.2 Agricultural Service Board & Parks No Report. 5.3 Protective Services No Report. 5.4 Economic Development No Report. 6.Corporate Services 6.1 Bylaw 1891, Tax Arrears Payment Plan 9 6.2 Second Quarter Variance Report 2023 16 7.Legislative Services 7.1 Bylaw 1892, Subdivision and Development Appeal Board 28 7.2 Trochu Flapjack Fiesta Community Discovery Night 2023 37 7.3 Junior Achievement 2023 Report 40 8.Disposition of Delegation & Public Hearing Business No Report. 9.Council and Committee Reports 47 9.1 Community Futures Wildrose 9.2 Three Hills FCSS Discovery Night 9.3 Kneehill Historical Museum 9.4 Trochu Housing Corporation 9.5 Kneehill Family & Community Support Services 25th Anniversary Celebration 10.Council Follow-Up Action List 48 11.Closed Session 11.1 Advice from Officials (Section 24- FOIP) 11.2 Advice from Officials (Section 24- FOIP) 11.3 Third Party Business (Section 16-FOIP) 12.Motions from Closed Session 13.Adjourn Page 2 of 50 August 22, 2023 __________Initials 1 Kneehill County Regular Meeting of Council Minutes August 22, 2023, 8:30 a.m. 1600 2nd Street NE Three Hills, AB T0M 2A0 Council Present: Faye McGhee, Councillor Debbie Penner, Councillor Jerry Wittstock, Reeve Carrie Fobes, Councillor Laura Lee Machell-Cunningham, Councillor Wade Christie, Councillor Kenneth King, Deputy Reeve Staff Present: Mike Haugen, Chief Administrative Officer Mike Ziehr, Director of Infrastructure Kevin Gannon, Director of Community Services Kinza Barney, Director of Corporate Services Debra Grosfield, Manager of Protective Services Barb Hazelton, Manager of Planning and Development Deanna Keiver, Planning and Development Officer Carolyn Van der Kuil, Legislative Services Coordinator Dan Marsellus, Kneehill Fire Chief _____________________________________________________________________ 1. Call Meeting to Order Reeve Wittstock called the meeting to order at 8:30 a.m. 1.1 Agenda 1.1.1 Additions to the Agenda Additions under Council & Committee Reports • 9.1 Doctor Recruitment and Retention • 9.2 Drumheller and District Solid Waste Assoc 1.1.2 Adoption of the Agenda Resolution: 269/23 Moved by: Councillor Christie That Council approve the agenda as amended. Page 3 of 50 August 22, 2023 __________Initials 2 CARRIED UNANIMOUSLY 2. Approval of Minutes 2.1 Regular Council Meeting Minutes of July 25, 2023 Resolution: 270/23 Moved by: Deputy Reeve King That Council approves the adoption of the minutes of the July 25, 2023, Regular Meeting of Council, as presented. CARRIED UNANIMOUSLY 5. Community Services 5.1 Planning 5.1.1 Road Closure – Undeveloped Road Allowance North of Ptn. NW 21-30-26 W4 Plan 931 0847 Block A Resolution: 271/23 Moved by: Councillor McGhee That Council approve and accept a value of $25,000 for approximately 4.29 +/- acres of the undeveloped road allowance north of Ptn. NW 21-30-26 W4 Plan 931 0847 Block A. CARRIED UNANIMOUSLY Resolution: 272/23 Moved by: Councillor Penner That Council move second reading of Bylaw 1856 to pursue the road closure and consolidation of the undeveloped road allowance north of Ptn. NW 21- 30-26 W4 Plan 931 0847 Block A. CARRIED UNANIMOUSLY Resolution: 273/23 Moved by: Deputy Reeve King That Council move third reading of Bylaw 1856 to pursue the road closure and consolidation of the undeveloped road allowance north of Ptn. NW 21- 30-26 W4 Plan 931 0847 Block A. CARRIED UNANIMOUSLY Page 4 of 50 August 22, 2023 __________Initials 3 5.1.2 Bylaw 1889 - Land Use Bylaw 1808 Amendment Resolution: 274/23 Moved by: Councillor McGhee That Council refer proposed Bylaw 1889 to the November 21, 2023, Committee of the Whole meeting and to direct staff to develop a new project timeline. CARRIED UNANIMOUSLY 5.3 Protective Services 5.3.1 Policy 4-1, Level of Service Policy- Fire Resolution: 275/23 Moved by: Councillor Cunningham That Council approves the Fire Level of Service Policy #4-1 as presented. CARRIED UNANIMOUSLY 5.3.2 Appointment of Deputy Director of Emergency Management Resolution: 276/23 Moved by: Deputy Reeve King That Council appoints Kevin Gannon and Brandon Rempel as additional Deputy Directors of Emergency Management for Kneehill County. CARRIED UNANIMOUSLY 7. Legislative Services 7.1 Youth Sponsorship- Out of County Request The Chair called for a recess at 9:22 a.m. and called the meeting back to order at 9:40 a.m. with all previously mentioned members present. Resolution: 277/23 Moved by: Councillor Penner That Council approve a Youth Sponsorship in the amount of $500.00 to the Elnora Eagles U19B Softball Team. CARRIED UNANIMOUSLY 7.2 Kneehill Regional Partnership Resolution: 278/23 Moved by: Councillor Cunningham Page 5 of 50 August 22, 2023 __________Initials 4 That Council submit the following proposed exploration ideas to the Kneehill Regional Partnership: • Regional Procurement (Project) • Regional Staff Training (Project) • Aerial Photography (Project) CARRIED UNANIMOUSLY 7.3 Divisional Ratepayer Evening Resolution: 279/23 Moved by: Councillor McGhee That Council receive for information the Divisional Ratepayer Evening Comments Report and direct Administration to provide a follow-up to Council. CARRIED UNANIMOUSLY 3. Appointments 3.1 Delegation- Torrington Ag Society @ 10:00 a.m. The Chair called for a recess at 10:35 a.m. and called the meeting back to order at 10:45 a.m. with all previously mentioned members present. 7. Legislative Services 7.4 RMA Meeting with Minister of Municipal Affairs Resolution: 280/23 Moved by: Councillor Fobes That Council accept the invitation to meet with the Minister of Municipal Affairs, regarding the unpaid and reduced oil and gas lease payments to landowners and municipalities, at the 2023 RMA Fall Convention for information. CARRIED UNANIMOUSLY 9. Council & Committee Reports Resolution: 281/23 Moved by: Councillor Fobes That Council accepts for information the Council & Committee Report, as presented. CARRIED UNANIMOUSLY 9.1 Doctor Recruitment and Retention Committee Deputy Reeve King provided a verbal report on the Committee. Page 6 of 50 August 22, 2023 __________Initials 5 9.2 Drumheller and District Solid Waste Association Councillor Penner provided a verbal report. 10. Council Follow-Up Action List Resolution: 282/23 Moved by: Deputy Reeve King That Council receive for information the Council Follow-up Action List as presented. CARRIED UNANIMOUSLY 11. Closed Session Resolution: 283/23 Moved by: Councillor Christie That this meeting goes into closed session at 11:17 a.m. for the following reason(s): • Third Party Business (FOIP- Section 16) • Intergovernmental Relations (FOIP- Section 21) • Third Party Business (FOIP-Section 16) CARRIED UNANIMOUSLY 2:33 p.m. - meeting recessed to allow return of public. 2:33 p.m. - meeting resumed. Resolution: 284/23 Moved by: Councillor Cunningham That Council return to open meeting at 2:33 p.m. CARRIED UNANIMOUSLY 8. Disposition of Delegation & Public Hearing Business 8.1 Torrington Agricultural Society Delegation Resolution: 285/23 Moved by: Councillor Penner That Council increase the annual grant to the Torrington Agricultural Society to $30,000 effective for 2023. CARRIED UNANIMOUSLY Page 7 of 50 August 22, 2023 __________Initials 6 Resolution: 286/23 Moved by: Councillor Fobes That Council provide a one-time grant to the Torrington Agricultural Society in the amount of $12,500 for the purpose of renting a Zamboni, to be funded from Strategic Initiatives. CARRIED UNANIMOUSLY 13. Adjourn The meeting adjourned at 2:38 p.m. Jerry Wittstock, Reeve Mike Haugen, CAO Page 8 of 50 REQUEST FOR DECISION Page 1 of 3 Version: 2022-02 Subject: Tax Arrears Payment Plan Meeting Date: Tuesday, September 12, 2023 Prepared By: Rajeana Nyman, Property Tax Officer Presented By: Rajeana Nyman, Property Tax Officer RECOMMENDED MOTION: That Council provide First Reading to Bylaw #1891 to authorize the establishment of a Tax Arrears Payment Plan. That Council provide Second Reading to Bylaw #1891 to authorize the establishment of a Tax Arrears Payment Plan. That Council provide consent to hold Third and Final Reading for Bylaw Bylaw #1891 to authorize the establishment of a Tax Arrears Payment Plan. That Council provide Third Reading to Bylaw #1891 to authorize the establishment of a Tax Arrears Payment Plan. STRATEGIC PLAN ALIGNMENT: (Check all that apply) ☐ ☒ ☒ ☐ ☒ High Quality Infrastructure Economic Resilience Quality of Life Effective Leadership Level of Service RELEVANT LEGISLATION: Provincial (cite)- As per Section 340 of the Municipal Government Act “A Council may by bylaw permit taxes to be paid by installments, at the option of the taxpayer”. As per Section 346 of the Municipal Government Act “A penalty imposed under section 344 or 345 is part of the tax in respect of which it is imposed.” As per Section 347(1) of the Municipal Government Act “If a council considers it equitable to do so, it may generally or with respect to a particular taxable property or business or a class of taxable property or business, do one or more of the following, with or without conditions: (a) cancel or reduce tax arrears; (b) cancel or refund all or part of a tax; (c) defer the collection of a tax.’’ Council Bylaw/Policy (cite) Bylaw 1680, being the Tax Penalty Bylaw, outlines the penalties applied to taxes in arrears and the associated timelines. https://www.kneehillcounty.com/DocumentCenter/View/1331/B1722-Tipps?bidId= Page 9 of 50 REQUEST FOR DECISION Page 2 of 3 Version: 2022-02 Bylaw 1722, being the Tax Installment Payment Plan Bylaw (TIPPS), outlines parameters for a pre - authorized tax payment plan for rate payers. https://www.kneehillcounty.com/DocumentCenter/View/1591/Bylaw-1680-Tax-Penalty-Bylaw?bidId= BACKGROUND/PROPOSAL: As per the Committee of the Whole discussion on June 2023, Council advised Administration to bring forth a proposal to provide a mechanism that will support residential rate payers who have encountered issues with paying their property taxes by the Municipalit y’s set due date. The attached Bylaw outlines the proposed parameters for a tax arrears payment plan which will serve to support residential rate payers who have property tax amounts that remain unpaid in the current year or are in tax arrears. For clarification purposes, Section 326(1)(c) of the MGA defines “tax arrears” as “taxes that remain unpaid after December 31 of the year in which they are imposed.” DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: This proposed payment plan, as outlined in the attache d ‘Tax Arrears Payment Plan’ bylaw, offers residential rate payers the opportunity to pay off their arrears through a monthly payment plan. The Bylaw has parameters that will serve as benefits and others that may be perceived as disadvantages, both the benefits and disadvantages are noted below: Benefits Disadvantages  Term of (2) years to pay off taxes that are in arrears.  Deferred tax revenue during the term of the agreement.  Penalties are not acquired during the term of the agreement unless the rate payer defaults on the agreement by not making a scheduled payment.  Additional administrative work associated with implementing contracts and coordinating and managing relevant payments. Additionally, it is important to note that there will be no rebate or cancellation of penalties on outstanding balances applied to a rate payer’s tax bill prior to the date of agreement. Once the Tax Arrears Payment Plan is complete and outstanding taxes are paid in full, the rate payer is eligible to join the County’s Prepaid Tax Installment Payment Plan (TIPPS), as per Bylaw 1722. FINANCIAL & STAFFING IMPLICATIONS: Providing this service will have both financial and staffing implications, and further details relating to those impacts are noted below. Financial Implications:  Loss of Penalty Revenue  The possibility of a monthly increase in cash on hand from outstanding taxes being paid monthly.  Decrease in arrears liability. Current monthly payment amounts from Agreements already in place. Page 10 of 50 REQUEST FOR DECISION Page 3 of 3 Version: 2022-02  Tax Installment Payment Plan has $85,000 in monthly payments.  Tax Agreements in place (Oil and Gas) $250,000 in monthly payments. Tax Agreements of property in recovery $3,000 in monthly payments. Staffing Implications: Providing this service will increase administrative duties, as it will require:  Negotiating agreements and payment schedules with rate payers  Functions associated with management of agreements.  Periodic Bylaw reviews with Council. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Public Notification Other: ATTACHMENTS: Bylaw No. 1891 - KNEEHILL COUNTY BYLAW FOR THE TAXES IN ARREARS PAYMENT PLAN COUNCIL OPTIONS: 1. Give first, second and third reading to Bylaw #1891 to authorize the establishment of a Tax Arrears Payment Plan. 2. Direct Administration to bring back additional information. FOLLOW-UP ACTIONS: If Bylaw 1891 is approved, Administration will take the following actions:  Tax Arrears Payment Plan application form will be created.  Rate Payers eligible for the plan will be notified.  Updates to Kneehill County’s website.  Social Media update. APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Kinza Barney, Director of Corporate Services Approved- ☒ Page 11 of 50 BYLAW NO 1891 KNEEHILL COUNTY BYLAW FOR THE TAXES IN ARREARS PAYMENT PLAN A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, FOR THE PAYMENT OF TAX AMOUNTS IN ARREARS WHEREAS, Council considers it advisable to authorize the establishment of a Tax Arrears Payment Plan; As per Section 340 of the Municipal Government Act “A Council may by bylaw permit taxes to be paid by installments, at the option of the taxpayer”. As per Section 346 of the Municipal Government Act “A penalty imposed under section 344 or 345 is part of the tax in respect of which it is imposed.” As per Section 347(1) of the Municipal Government Act “If a council considers it equitable to do so, it may generally or with respect to a particular taxable property or business or a class of taxable property or business, do one or more of the following, with or without conditions: (a) cancel or reduce tax arrears; (b) cancel or refund all or part of a tax; (c) defer the collection of a tax.’’ NOW THEREFORE, the Council of Kneehill County, duly assembled, enacts as follows: INTRODUCTION 1. TITLE This Bylaw shall be known as the Tax Arrears Payment Plan Bylaw. 2. TAX ARREARS PAYMENT PLAN The Municipality is authorized to establish a payment plan for outstanding taxes including taxes in arrears. 3. DEFINITIONS In this bylaw the following words and phrases mean: “Council” means the Elected Council of the Municipality of Kneehill County. Page 12 of 50 Bylaw No. 1891, Tax Arrears Payment Plan Bylaw Page 2 of 4 “Act” means Municipal Government Act. “Municipality” means the Municipality of Kneehill County. “Current Taxes” means taxes imposed in the current year. “Taxes in Arrears” means taxes that are outstanding following the year they were issued. “Outstanding Taxes” means tax amounts that haven’t been paid by the municipality’s deadline of the current year. “Tax Arrears Payment Plan” is in reference to an agreement signed between the municipality’s designate and the Ratepayer. “Municipal Property Tax Officer” is a designated employee of the municipality appointed pursuant to the Act. “Ratepayer” is a person who owns land within the boundaries of Kneehill County. “Penalties” means unpaid penalties pursuant to the current Tax Penalty Bylaw in effect. “Default” means the scheduled payment was missed and no rescheduled payment was arranged with the Municipal Tax Officer by the following payment date. 4. APPLICATION 4.1 Ratepayers with taxes in arrears may at any time apply to the Municipal Tax Officer or designate to pay taxes in arrears by installments. 4.2 An application form, provided by the Municipal Property Tax Officer, is required to be approved to participate in the Tax Arrears Payment Plan and is required to enable the Municipality to collect payment. 4.3 The effective date of the Tax Arrears Payment Plan shall be the date the application is approved by the Municipal Property Tax Officer . Approval is pursuant to the Taxpayer completing all agreements and forms. 4.4 Penalties will subside on accounts enrolled in the Tax Arrears Payment Plan effective the date the application is approved. Penalties posted on account prior to the agreement will remain and still be required to be paid as they are part of the taxes in arrears. Page 13 of 50 Bylaw No. 1891, Tax Arrears Payment Plan Bylaw Page 3 of 4 4.5 Upon payment in full of the funds to be collected via the Tax Arrears Payment Plan the applicant may enroll in the Tax Installment Payment Plan or arrange payment through their mortgage provider. 4.6 The Ratepayer may withdraw from the Tax Arrears Payment Plan at anytime upon written notice to the Municipal Property Tax Officer. Two weeks’ notice is required to cancel preauthorized debits prior to the next scheduled pre- authorized debit. Upon cancellation, all outstanding tax balances shall become due and are subject to penalties. 5. INSTALLMENTS 5.1 Section 340 of the Municipal Government Act provides Council the authority to permit taxes to be paid by installments, at the option of the ratepayer. 5.2 Taxes shall be paid with a monthly installment payable on the dates established under the Tax Arrears Payment Plan by way of pre-authorized debits from the applicant’s bank account or other method(s) as per Policy 16- 17 (Acceptable Methods of Payment). 5.3 The term of a Tax Arrears Payment Plan shall be determined between the Rate Payer and the Municipal Property Tax Officer. This will consider the amount of the payment, frequency of payments, dates taken and shall not exceed a maximum of twenty-four months from the effective date of the agreement. 5.4 As per Section 413 of the Municipal Government Act a property that is in two years of Arrears will be added to an Arrears list resulting in a Caveat on the property be registered with Land Titles as of March 31 . The property owner will need to pay the $100 registration fee. While on the payment plan administration will take no further action toward a tax sale of the property. 5.5 If scheduled payments that were agreed upon by the terms of the Tax Arrears Payment Plan are deemed to be in default, the Tax Arrears Payment Plan shall be automatically cancelled, and all amounts shall become due and payable as of the cancellation date. 5.6 Defaulted payments may be subject to additional charges as per the current Mater Rates Bylaw and Tax Penalty Bylaw. 6. SALE OF LAND 6.1 When an owner sells a property that has a current Tax Arrears Payment Plan all current taxes and taxes in arrears are due effective as of the closing date. 6.2 The Taxpayer must notify the Municipal Property Tax Officer or their designate, in writing, of the pending sale to cancel the preauthorized debits. Page 14 of 50 Bylaw No. 1891, Tax Arrears Payment Plan Bylaw Page 4 of 4 7. ADJUSTMENTS 7.1 The Municipal Property Tax Officer may revise the amount of the monthly installments payable under a Tax Arrears Payment Plan; 7.1.1 to reflect changes to the assessed value of the property. 7.1.2 to reflect differences in the estimated and actual taxes during the term of the agreement period. 7.1.3 to account for a lump sum payment made by the Ratepayer. 7.1.4 to account for or reflect other matters the Municipal Property Tax Officer considers reasonable. 7.2 Monthly installment revisions will be communicated to the Ratepayer, in writing, prior to actioning the revision. 8. EFFECTIVE DATE 8.1 This bylaw comes into effect upon third reading of this bylaw. READ a first time on this 12th day of September, 2023. READ a second time on this 12th day of September, 2023. UNANMOUS permission for third reading given in Council on the 12th day of September, 2023. READ a third time and final time on this 12th day of September, 2023. Reeve Jerry Wittstock Date Bylaw Signed Chief Administrative Officer Mike Haugen Page 15 of 50 REQUEST FOR DECISION Page 1 of 6 Version: 2022-02 Subject: Second Quarter Variance Report Meeting Date: Tuesday, September 12, 2023 Prepared By: Marika von Mirbach, Financial Planning Coordinator Presented By: Marika von Mirbach, Financial Planning Coordinator RECOMMENDED MOTION: 1. That Council approve the contribution of $946,246 of investment return revenue to the Revenue Stabilization Reserve. 2. That Council approve a draw of $3,800 from the Contingency Reserve to fund over-budget operating projects as detailed in Appendix C. 3. That Council approve draw of $107,977 from the Capital Equipment Plan Reserve to fund over-budget capital equipment plan purchases as detailed in the body of this report. STRATEGIC PLAN ALIGNMENT: (Check all that apply) ☐ ☐ ☐ ☒ ☐ High Quality Infrastructure Economic Resilience Quality of Life Effective Leadership Level of Service RELEVANT LEGISLATION: Provincial (cite)- Financial affairs of the municipality are governed by the Municipal Government Act Council Bylaw/Policy (cite)- Internal policy states that Corporate Services will provide Council with a quarterly financial report and preliminary year-end report. BACKGROUND/PROPOSAL: Council receives quarterly financial reports during the year. These reports are intended to inform Council of financial transactions to-date and how expenditures, revenues and other financial indicators compare to the annual operating budget and plan which Council has previously approved. The purpose of this report is to:  Report on the 2023 Operating Budget performance to-date.  Report on the Operating Budget Projects approved in the 2023 Operating Budget.  Report on the status of all approved 2023 Capital Projects.  Provide other supplementary information on key financial indicators for the municipality. This is the report for the period ending June 30, 2023 (2nd Quarter). DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: The County is required under the Municipal Government Act (MGA) to approve both an operating and capital budget which are balanced and fully funded. To achieve this, the budget is prepared on a fiscal viability basis and is monitored and controlled to achieve this desired outcome of a balanced budget. As such, all budgeted revenues must equal budgeted expenditures. Page 16 of 50 REQUEST FOR DECISION Page 2 of 6 Version: 2022-02 The municipality follows the legislative financial requirements of the MGA and its supporting Regulations. In addition, the municipality meets or exceeds all policy statements of the Canada Public Sector Accounting Handbook, which is governed by the Chartered Professional Accountants Canada (CPA). The budgeting process allows municipalities to prioritize projects, programs and service levels based on anticipated revenue and expenses. A municipality’s annual budget routinely consists of two components:  The Operating Budget plans for a municipality’s day-to-day expenditures (e.g., salaries, wages, benefits, heat, electricity, and maintenance of buildings and infrastructure, etc.).  The Capital Budget plans for the purchase and financing of assets or improvement of existing infrastructure (e.g., roads, water and wastewater facilities, cou nty facilities and major projects, etc.) This RFD includes the following Financial Reports:  Operating Budget Summary by Function (Appendix A)  Operating Budget Summary by Department (Appendix B)  Operating Project Summary (Appendix C)  Capital Project Summary (Appendix D)  Cash and Investment Summary (Appendix E)  Reserve Continuity Schedule (Appendix F) Operating Budget Summary by Function (Appendix A) The purpose of this schedule is to provide Council a corporate summary of the Operating Budget Performance for the six months ending June 30, 2023, and to provide explanations for unfavourable or favourable corporate results forecasted to year-end. The body of this report will focus on Appendix A, which provides operating results by the classification of the revenue source or nature of expenditure. Appendix B, which is presented by organizational unit, is provided for reference on the individual performance of each department. The total net forecasted revenue/expenditure year-end result anticipates a surplus of $2,735,762. A significant portion, $1,718,982, of the projected surplus relates to the receipt of unbudgeted funds from investment revenues. The remaining projected surplus on the core operating budget is $1,016,870 which represents a 4% overall variance on the operating budget. Revenue Summary - $2,034,605 favourable forecasted to the end of the year. The favourable revenue variance consists of: i. Other Revenue - $73,062 favourable consists of:  $69,000 favourable of oilfield water revenues.  $4,000 favourable from a donation for the Torrington fire department. ii. Sale of Goods and Services - $169,554 favourable consists of:  $115,000 favourable from the dust control program.  $26,000 favourable from water distribution systems.  12,700 favourable in campground revenues.  $7,000 favourable from oilfield inspections.  $8,800 favourable related to other small variances across departments including: paid parking, tax notification fees, map sales, and cemetery plot sales. iii. Sales to Other Governments - $31,152 favourable consists of:  $17,000 favourable to waste transfer site agreements.  $14,000 favourable in reimbursable expenses related to agreements. Page 17 of 50 REQUEST FOR DECISION Page 3 of 6 Version: 2022-02 iv. Special Taxes and Frontage - $52,466 favourable relating to riser fees received which were not included in the approved budget. v. Return on Investments - $1,718,892 favourable the high prime interest rate is resulting in higher than budgeted returns on the County’s investments. Motion #1 requests the contribution of the revenues above budget as at June 30th be contributed to the Revenue Stabilization Reserve. vi. Transfer from Reserves - $16,200 favourable relates to reserve funded operating projects that have either been cancelled, or are projected to be under budget; further details can be found in Appendix C. All other revenue streams are in line with expectations, and no significant year -end variances are anticipated. Expense Summary $401,157 favourable forecasted to the end of the year. This net favourable expense variance consists of some favourable and some unfavourable variances within functions: i. Contract Goods and Services - $130,860 unfavourable. This variance has a number of contributing factors including:  $126,000 unfavourable related to contracted shop repairs; primarily related to significant repairs on graders.  $13,000 unfavourable in Planning Department inspection fees.  $31,400 favourable related to professional contracted services.  $30,200 related to training, conferences and memberships partially related to ongoing position vacancies.  $18,000 favourable in major maintenance initiatives.  $10,000 favourable related to Explore Kneehill programming.  $9,700 favourable in insurance expenditures.  $9,000 favourable related to advertising and PR expenditures. ii. Materials, Goods, Supplies, and Utilities - $231,080 unfavourable. This variance has a number of contributing factors including:  $216,500 unfavourable in shop supplies primarily related to increased costs of parts and significant repair work required on specific units.  $55,000 unfavourable in dust control materials, for which there is an offsetting positive revenue variance of $115,000.  $37,300 unfavourable for culverts, and grader blades.  $11,000 unfavourable in weed control materials.  $35,000 favourable in fuel.  $20,300 favourable in general goods and supplies from various departments.  $15,000 favourable for water for resale.  $12,300 favourable for road network supplies.  $3,700 favourable in utilities. iii. Salaries and Wages - $919,661 favourable. The County has had multiple position vacancies in the first half of the year and anticipates continued vacancies for several positions in the second half of the year.  $558,900 favourable in vacancies in permanent positions.  $178,700 favourable in seasonal vacancies.  $103,000 favourable related to a duplication of merit funding in the original budget.  $55,400 favourable related to employee turnover.  $24,000 favourable in Council reimbursement. iv. Other Expenses - $24,658 favourable related to Economic Development special projects and Ag Services programming. All other expenditure classes are in line with expectations with no significant year -end variances anticipated. Page 18 of 50 REQUEST FOR DECISION Page 4 of 6 Version: 2022-02 Operating Project Summary (Appendix C) The County is undertaking 11 operating projects in 2023. The specific details on operating project budgets, expenditures to date, and expected final costs are detailed in Appendix C. Overall Operating Projects have a projected favourable variance of $16,200 (~ 2.21% of total Operating Projects budget), the contributing factors to this variance are noted below.  Two (2) are anticipated to be slightly over-budget by $3,800.  One (1) s is anticipated to be completed under budget.  Seven (7) are anticipated to be completed on budget.  One (1) is being delayed, enabling a more strategic approach. Motion #2 requests increased funding of $3,800 to be drawn from the Contingency reserve to fund the two over-budget operating projects. Any operating projects which are completed under budget, or are being delayed, will reduce the funds drawn from the associated reserve. Capital Project Summary (Appendix D) The County is undertaking 19 capital projects in 2023. The specific details on capital project budgets, expenditures to date, and expected final costs are detailed in Appendix D. Capital Projects overall have a projected favourable variance of $372,522 (~2.76% of total Capital Projects budget) and the contributing factors to this variance are noted below:  Six (6) Capital Projects are anticipated to be completed under budget.  Ten (10) Capital Projects are anticipated to be completed on budget.  One (1) is being delayed, enabling a more strategic approach.  Capital Equipment Plan purchases are anticipated to be slightly over -budget by $107,977, the breakdown of which includes: The 2022 Capital Equipment Plan funding has an unfavourable variance of $76,055. This variance is the result of discrepancies in amounts carried forward into 2023 for outstanding projects, which is offset by one (1) cancelled project. The 2023 Capital Equipment Plan funding has an unfavourable variance of $31,921. There are 19 Capital Equipment purchases captured inside this funding and contributing factors relating to the variance are captured below: o Thirteen (13) of the Capital Equipment Plan purchases are over budget. The variances range from 0.4% to 18.8%, with an average variance of 9.4%. The greatest variances relate to passenger vehicle purchases, accounting for over 56% of the overall variance. o Three (3) of the Capital Equipment Plan purchases are under budget. o Three (3) of the Capital Equipment Plan purchases are projected to be on budget. Motion #3 requests increased funding of $107,977 to be drawn from the Capital Equipment Plan reserve to fund capital equipment plan purchases that are over-budget. Any capital projects completed under-budget will reduce the funding drawn from the allocated reserve or the amount of grant funding utilized for the project. Page 19 of 50 REQUEST FOR DECISION Page 5 of 6 Version: 2022-02 Cash and Investment Summary (Appendix E) Administration has endeavored to implement new investment strategies over the past couple of years to improve investment returns. As detailed in Appendix E, the rate of return on cash investments now ranges from 1.75% to 3.65%. These returns will increase in the third quarter due to further increases to the pr ime interest rate. Reserve Continuity (Appendix F) This schedule tracks the movements, based on Council approvals, of each of the County’s reserves. The financial information reported in this schedule will only change if:  Council approves new expenditures or amends project budgets.  Projects are completed under budget.  Unanticipated external funding, mainly grants, are approved post budget. These changes will be reflected and reported on in the schedule as “Post Budget Approvals”. Administration has included a column to display funds anticipated to be returned to reserves based on estimated project surpluses/deficits. These transfers will not occur until projects are finalized, or Council approves motions to amend project funding, but have been included to b etter align the various appendices of this report. Overall, based on budget approvals and investments in the County’s infrastructure the utilization of reserves is anticipated to be approximately $11 million, with offsetting contributions to reserves of $8.3 million. FINANCIAL & STAFFING IMPLICATIONS: The overall financial position of the County continues to be positive with Administration and Council exercising prudent financial management. The recommendations in this report will ensure a continuation of forward financial planning and value for dollar for ratepayers. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS:  Operating Budget Summary by Function (Appendix A)  Operating Budget Summary by Department (Appendix B)  Operating Project Summary (Appendix C)  Capital Project Summary (Appendix D)  Investment Report (Appendix E)  Reserve Continuity Schedule (Appendix F) COUNCIL OPTIONS: 1. Adopt the report as presented and approve the recommended motions. 2. Receive report for information. 3. Provide directions to amend the recommended motions. Page 20 of 50 REQUEST FOR DECISION Page 6 of 6 Version: 2022-02 FOLLOW-UP ACTIONS: Internal action required by administration to make any approved financial transaction entries. APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Kinza Barney, Director of Corporate Services Approved- ☒ Page 21 of 50 Appendix A: Operating Budget Variance Report by Function as at June 30, 2023 Q2 Expected Q2 Actual Q2 Variance 2023 Budget Year-End Projected Projected Year- End Variance Revenues Licenses and Permits (49,550) (40,625) 8,925 (99,100) (99,050) 50 Operating Grants - - - (463,302) (463,302) - Other Revenue (5,500) (9,352) (3,852) (61,000) (134,062) (73,062) Sale of Goods and Services (763,235) (959,676) (196,442) (1,460,350) (1,629,901) (169,551) Sales to Other Governments (77,253) (108,405) (31,152) (131,753) (162,905) (31,152) Rental Income (71,702) (71,665) 37 (140,404) (140,367) 37 Penalties and Fines (60,500) (59,561) 939 (121,000) (123,116) (2,116) Property Taxes (24,474,001) (24,477,655) (3,654) (24,474,002) (24,477,655) (3,654) Special Taxes and Frontage (303,156) (355,622) (52,466) (339,749) (392,215) (52,466) Return on Investments (383,392) (1,329,638) (946,246) (766,784) (2,485,676) (1,718,892) Transfer from Reserves (245,577) (245,577) - (932,000) (915,800) 16,200 Capital Equipment Plan Sales - - - (100,000) (100,000) - Total Revenues (26,433,866) (27,657,776) (1,223,911) (29,089,444) (31,124,048) (2,034,605) Expenses Contract and General Services 1,502,700 1,379,156 (123,544) 3,042,586 3,073,447 30,860 Materials, Goods, Supplies, and Utilities 1,862,211 2,025,619 163,409 3,831,936 4,063,016 231,080 Salaries, Wages and Benefits 4,746,370 4,229,197 (517,173) 10,239,050 9,319,389 (919,661) Other Expenses 88,950 63,300 (25,649) 131,950 107,292 (24,658) Provision for Allowances 125,000 1,029 (123,971) 250,000 250,000 - Purchases from Other Governments 215,570 215,394 (176) 749,498 746,044 (3,454) Transfer to Other Governments 243,204 243,208 4 650,528 650,533 4 Transfer to Individuals and Organizations 144,678 144,629 (49) 288,900 288,851 (49) Transfer to Local Boards and Agencies 53,711 54,630 919 120,852 121,771 919 Contributions to Reserves 8,352,144 8,352,144 - 8,352,144 8,352,144 0 Non TCA Operating Projects 45,577 45,577 - 732,000 715,800 (16,200) Gravel (Inventory) Projects - - - 700,000 700,000 (0) Total Expenses 17,380,115 16,753,883 (626,230) 29,089,444 28,388,286 (701,157) Net (9,053,751) (10,903,893) (1,850,141) - (2,735,761) (2,735,762) Page 22 of 50 Appendix B: Operating Budget Variance Report by Department as at June 30, 2023 Q2 Expected Q2 Actual Q2 Variance 2023 Budget Year-End Projected Projected Year- End Variance Revenues Council - - - - - - Corporate Items (25,240,575) (26,193,145) (952,570) (26,659,500) (28,384,715) (1,725,216) Office of CAO - - - - - - Corporate Services - - - - - - Transportation (160,752) (287,927) (127,175) (313,500) (506,758) (193,258) Environmental (848,786) (964,356) (115,570) (1,567,885) (1,666,580) (98,695) Facilities - - - - - - Enforcement (18,500) (14,195) 4,305 (39,000) (37,750) 1,250 Fire (40,505) (71,532) (31,027) (85,757) (100,379) (14,622) Disaster - - - - - - Planning (59,350) (47,966) 11,384 (118,700) (118,442) 258 ASB (1,250) (2,196) (946) (185,402) (186,558) (1,155) Parks (60,248) (72,656) (12,409) (101,900) (115,167) (13,267) Cemetery (3,900) (3,800) 100 (7,800) (7,700) 100 Economic Development - - - (10,000) - 10,000 Total Revenues (26,433,866) (27,657,773) (1,223,908) (29,089,444) (31,124,049) (2,034,605) Expenses Council 425,333 387,351 (37,982) 858,342 813,487 (44,855) Corporate Items 6,084,616 5,928,763 (155,853) 7,434,705 7,388,262 (46,443) Office of CAO 350,378 313,874 (36,504) 741,547 737,100 (4,447) Corporate Services 923,052 761,130 (161,922) 2,072,512 1,843,111 (229,400) Transportation 4,908,191 5,049,731 141,540 9,220,865 9,417,500 196,635 Environmental 1,826,889 1,789,051 (37,838) 3,214,733 3,073,444 (141,289) Facilities 182,392 109,688 (72,704) 395,579 360,005 (35,574) Enforcement 333,348 247,827 (85,521) 1,140,365 1,030,482 (109,884) Fire 1,126,000 1,109,625 (16,375) 1,452,113 1,406,855 (45,258) Disaster 32,356 30,020 (2,336) 67,199 65,946 (1,252) Planning 284,199 295,614 11,415 590,983 611,871 20,888 ASB 369,547 337,476 (32,071) 870,496 805,519 (64,977) Parks 383,085 342,167 (40,918) 701,038 643,901 (57,136) Cemetery 33,238 20,860 (12,378) 74,242 64,171 (10,071) Economic Development 117,491 30,707 (86,784) 254,725 126,632 (128,094) Total Expenses 17,380,115 16,753,884 (626,231) 29,089,444 28,388,286 (701,157) Net (9,053,751) (10,903,889) (1,850,139) - (2,735,763) (2,735,762) Page 23 of 50 Appendix C: Operating Project Summary as at June 30, 2023 2023 Project Budget Spending to June 30, 2023 Anticipated Final Cost Projected Variance Funding Source Project Start Date Anticipated End Date Comments on Project Status/Projected Variance 1 Road Network Study 60,000 20,002 60,000 - Revenue Stabilization 2023-02-01 2023-11-01 Project is in final draft stage. 2 Economic Development - Location Analysis 10,000 - - (10,000) Revenue Stabilization TBD TBD Project will not be moving forward until more information is received through the Economic Development Plan. 3 Asset Management 100,000 21,375 100,000 - Revenue Stabilization 2023-01-01 2024-12-31 The specific projects associated with this funding will be actioned further once the Asset Manager is in place. It is anticipated the funding will be fully expended by end of 2024. 4 Fire Training 25,000 - 15,000 (10,000) Revenue Stabilization 2023-09-01 2024-08-31 Notification received in July, and with volunteer departments, this will take some time to arrange training. Likely looking at a carry forward. 5 Corporate Initiatives 250,000 21,143 250,000 - Revenue Stabilization Ongoing Ongoing This funding is used for initiatives that have corporate impact and support improving enhanced efficiency and effectiveness of services. (Ie. E-Scribe implementation). The intention is to replenish the funding once the exisitng funds are depleated. 6 Strategic Initiatives 100,000 4,432 100,000 - Contingency 2023-01-01 2023-12-31 This funding is used for initiatives that are supported and advanced through Council that did not form part of the initial budget. (Ie. Increased MDP engagement) The intent is that this funding will be replenished annually. 7 Automation and Control Systems Master Plan (SCADA)25,000 - 25,000 - Contingency TBD TBD Awaiting consultant replies. 8 Huxley Wastewater Assessment 25,000 - 26,800 1,800 Contingency TBD TBD Project has just been awarded. 9 Gravel Inventory Replacement Strategy 25,000 - 25,000 - Contingency 2023-02-01 2023-12-01 Project investigations are ongoing. 10 Wimborne Fluoride Reduction Study 12,000 - 14,000 2,000 Contingency TBD TBD Project has just been awarded. 11 IT Master Plan 100,000 - 100,000 - Contingency 2023-09-01 2024-12-31 RFP is currently under development to go to Market and anticipate going to market in Q4, with awarding to take place in late 2023/ early 2024. Funding will be expended in 2024 as contract materializes. Total Operating Projects 732,000 66,952 715,800 (16,200) Project Name Page 24 of 50 Appendix D: Capital Project Summary as at June 30, 2023 2023 Budget as adopted 2023 Project Budget Spending to June 30, 2023 Anticipated Final Cost Projected Variance Funding Source Project Start Date Anticipated End Date Comments on Project Status/Projected Variance 1 Major Bridge Maintenance 190,747 - 190,747 184,900 184,900 (5,847) Bridge 2023-01-02 2023-03-28 Bridge maintenance complete. 2 Swalwell Pumphouse; Fire Pump Replacement 30,000 - 30,000 19,627 19,627 (10,373) Water 2022-01-01 Complete Project complete. 3 Major Facilities Maintenance 143,402 - 143,402 - 45,000 (98,402) Building Replacement 2022-01-01 2023-12-31 FCSS HVAC replacement to be completed this year. 4 Ron Gorr Memorial Arena Project 108,081 - 108,081 8,954 8,954 (99,127) CCBF Grant 2022-01-01 Complete Attic insulation not moving forward until building assessment completed. 5 Emergency Communications 114,750 - 114,750 - 60,000 (54,750) Contingency 2019-11-01 2023-10-31 Expect delivery of two mobile repeaters in Sept/Oct. 6 STIP Bridge Project - BF6948 SE1-30-25-4 261,490 - 261,490 - 261,490 - Bridge 2023-06-23 2023-09-01 Project in construction. 7 2022 Capital Equipment Plan Purchases 1,113,008 - 1,113,008 560,853 1,189,063 76,055 Capital Equipment 2022-01-01 2024-12-31 Requires additional funds to complete. 8 2023 Capital Equipment Plan Purchases 4,960,353 850,000 196/23 5,810,353 26,649 5,842,275 31,922 Capital Equipment 2023-01-01 2024-12-31 Requires additional funds to complete. 9 RR251 - ACP Overlay 3,200,000 - 3,200,000 37,293 3,000,000 (200,000) MSI Grant 2023-03-01 2023-11-15 Project is expected to be completed on time and under budget. 10 BF 13477 (SW 18-33-23-4) 50,000 - 50,000 - 50,000 - Bridge 2023-06-28 2024-06-28 In engineering design phase. 11 BF 75910 (NW 2-32-24-4) 500,000 - 500,000 - 500,000 - Bridge 2023-06-28 2024-06-28 In engineering design phase; environmental approval may delay into 2024. 12 BF 78559 (NW-8-31-25-4) 500,000 - 500,000 - 500,000 - Bridge 2023-06-28 2024-06-28 In engineering design phase; environmental approval may delay into 2024. 13 Torrington Lagoon Rehabilitation 12,000 - 12,000 - - (12,000) Water TBD TBD This is being delayed, as the 2024 budget has a different direction with a request for a Hamlet Assessment on utility infrastructure. 14 IT Plan Purchases 96,500 - 96,500 59,043 96,500 - IT 2023-01-09 2023-11-30 Switch project upcoming; peace officer laptops on hold until vehicles are ordered. 15 Three Hills Local Facilities Projects 263,000 - 263,000 3,228 263,000 - Building Replacement 2023-01-01 2023-12-31 All initiatives anticipated to be complete this year. 16 Transportation Facilities Projects 489,000 - 489,000 - 489,000 - Building Replacement 2023-01-01 2024-12-01 Additional report to Council forthcoming. 17 Airport Road Sealcoat (RR 234) 100,000 100,000 256/23 200,000 - 200,000 - Roads 2023-08-01 2023-11-01 Additional funding approved in Q3; reflected here. 18 PBI Road Sealcoat (RR 240) 120,000 80,000 256/23 200,000 - 200,000 - Roads 2023-08-01 2023-11-01 Additional funding approved in Q3; reflected here. 19 Gravel Road Reconstruction 200,000 - 200,000 - 200,000 - Roads 2023-10-01 2024-07-01 Project is expected to carry over into 2024 based on status of Road Study Update. Total Capital Projects 12,452,331 1,030,000 13,482,331 900,547 13,109,809 (372,522) Project Name Post Budget Approvals Page 25 of 50 as at June 30, 2023 Bank Accounts Balance as at June 30, 2023 Interest Rate Interest Earned to June 30, 2023 Servus General Bank Account 18,477,601.13$ 5.70% 567,510.00$ AUMA High Interest Savings Account 10,627,584.51$ 5.55% 262,012.46$ Canadian Western Bank Flex Account 15,833,378.52$ 5.35% 405,599.75$ CWB Cash Holding Account (Temporary) 5,094,604.80$ 0.12% 1,053.70$ BCA Cash Holding Account (Temporary) 5,096,681.23$ 0.00% -$ Investments Investment Term Balance as at June 30, 2023 Interest Rate Interest Earned to June 30, 2023 1 - Bshore GIC September 14, 2022 - Sept 13, 2023 2,032,291.44$ 3.65% 58,936.43$ 2 - Haventree Bank July 16, 2021 - January 16, 2024 4,103,577.11$ 1.75% 34,525.70$ Appendix E: Cash and Investment Summary Account Page 26 of 50 Appendix F: Reserve Continuity as at June 30, 2023 Amount Motion # IT 267,365 79,059 (96,500) 249,924 249,924 Transitional Funds 636,112 636,112 636,112 Capital Equipment Replacement 9,691,216 2,735,800 (6,073,361) (850,000) 196/23 5,503,655 (107,977) 5,395,678 Disaster Recovery 536,024 150,000 686,024 686,024 Buildings Capital Replacement 2,072,704 481,500 (895,402) 1,658,802 98,402 1,757,204 Gravel 2,099,528 250,000 2,349,528 2,349,528 Roads 17,747,378 2,890,800 (420,000) (180,000) 256/23 20,038,178 20,038,178 Bridges 1,086,270 600,000 (1,502,237) 184,033 5,847 189,880 Infrastructure 850,000 850,000 1,700,000 1,700,000 Water 4,232,000 314,985 (42,000) 4,504,985 22,373 4,527,358 Water Service Area 5,870,638 5,870,638 5,870,638 Environmental 1,950,541 1,950,541 1,950,541 Municipal 142,679 142,679 142,679 Parks 802,999 802,999 802,999 Contingency 1,606,646 (287,000) (114,750) 1,204,896 50,950 1,255,846 Hamlet Infrastructure 3,305,609 3,305,609 3,305,609 Revenue Stabilization 6,978,680 (645,000) 6,333,680 20,000 6,353,680 Total 59,876,389 8,352,144 (932,000) (9,144,250) (1,030,000) 57,122,283 89,595 57,211,878 Motion Notes 2023 Budgeted Ending Balance 196/23 - That Council approve the expenditure of up to $850,000 from the Capital Equipment Replacement Reserve to fund the purchase of three Class 8 Highway Tractors for delivery in 2024 and 2025. 256/23 - That Council approves a draw of $180,000 from the Capital Roads Reserve to fund the installation of a graded aggregate seal coat on Range Road 240 and Range Road 234, for which the submitted bid was higher than originally budgeted. Post Budget Approvals2023 Opening Balance Projected Surplus/ (Deficit) of 2023 Projects 2023 Capital Budget Draws 2023 Projected Ending Balance 2023 Operating Budget Draws 2023 Operating Budget Contributions Page 27 of 50 REQUEST FOR DECISION Page 1 of 2 Version: 2022-02 Subject: Bylaw 1892, Subdivision and Development Appeal Board Meeting Date: Tuesday, September 12, 2023 Prepared By: Carolyn Van der Kuil, Legislative Services Coordinator Presented By: Carolyn Van der Kuil, Legislative Services Coordinator RECOMMENDED MOTION: That Council provide First Reading to Bylaw 1892 that being a bylaw for the purpose of establishing the Subdivision and Development Appeal Board. That Council provide Second Reading to Bylaw 1892. That Council provide unanimous consent for Third and final reading to Bylaw 1892. That Council provide Third Reading to Bylaw 1892. STRATEGIC PLAN ALIGNMENT: (Check all that apply) ☐ ☐ ☐ ☐ ☒ High Quality Infrastructure Economic Resilience Quality of Life Effective Leadership Level of Service RELEVANT LEGISLATION: Provincial (cite)- Municipal Government Act, Section 627 and 628 Council Bylaw/Policy (cite)- Bylaw 1780, Kneehill County’s Current Subdivision and Development Appeal Board Bylaw. BACKGROUND/PROPOSAL: An updated Subdivision and Appeal Board Bylaw has been drafted for Council’s consideration. DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: The updated bylaw reflects the following: 1. Addition of Definitions for "Member": The updated bylaw includes definitions for the term "Member." This clarification helps ensure a common understanding of who is considered a member within the context of the bylaw. 2. Mandatory Training for Appointed Members: The updated bylaw now specifies that all appointed members are required to complete mandatory training as dictated by the Municipal Government Act. This requirement ensures that all members possess the necessary knowledge and skills to fulfill their roles effectively. 3. Introduction of a New Section for the Role of the Chairman and Vice Chairman: The updated bylaw includes a new section detailing the responsibilities and role of the Chair and Vice Chairman.  Change in Chair Election Process: Instead of appointing a Chair and Vice Chair at the Organizational meeting, the amendment proposes a change. Under the new arrangement, the Chair will be elected during the first hearing of the calendar year. This change likely aims to involve members in the selection process and ensure that the Chair is chosen when there is a clear context of upcoming proceedings. Page 28 of 50 REQUEST FOR DECISION Page 2 of 2 Version: 2022-02  Vice Chair Election: The amendment also addresses the situation when the Chair is not presiding at a hearing. In such cases, the Vice Chair will be elected to preside. This change prevents any disruption in proceedings due to the absence of the Chair. Reason for the Change: The rationale behind these changes is to enhance the process of selecting the Chair, ensuring that the per son elected is willing to take the position. Additionally, it acknowledges the possibility that there might not be any Subdivision and Development Appeal Board Hearings within a given year, minimizing unnecessary appointments. FINANCIAL & STAFFING IMPLICATIONS: Passing this bylaw will have no effect on the operating budget. Training and Member costs are budgeted annually in Kneehill County’s Annual Operating Budget. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS: Proposed Bylaw 1892 Current Bylaw 1780 COUNCIL OPTIONS: 1. That Council provide all three readings to Bylaw 1892. 2. That Council provide first reading to Bylaw 1892. 3. That Council request further information. FOLLOW-UP ACTIONS: N/A. APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Page 29 of 50 BYLAW NO. 1892 Subdivision and Development Appeal Board A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, FOR THE PURPOSE OF ESTABLISHING THE SUBDIVISION AND DEVELOPMENT APPEAL BOARD WHEREAS Section 627 of the Municipal Government Act, R.S.A. 2000, as amended, provides that a Council must, by bylaw, establish a Subdivision and Development Appeal Board; and WHERAS Section 628 of the Municipal Government Act, R.S.A. 2000, as amended, provides that a bylaw under Section 627 must prescribe the functions and duties of the Subdivision and Development Appeal Board NOW THEREFORE the Council of Kneehill County, duly assembled, enacts the following: SECTION 1 DEFINITIONS 1.1 In this Bylaw: (a) “Act” refers to the Municipal Government Act of the Province of Alberta. (b) “Appellant” means the person who may appeal to the SDAB in accordance with the act. (c) “CAO” means Chief Administrative Officer of Kneehill County or designate to act on their behalf. (d) “County” means Kneehill County. (e) “Council” means the Council of Kneehill County. (f) "Member" means a member of the Subdivision and Development Appeal Board duly appointed pursuant to this bylaw. (g) “SDAB” refers to the Subdivision and Development Appeal Board of Kneehill County. SECTION 2 ESTABLISHMENT OF THE SUBDIVISION AND DEVELOPMENT APPEAL BOARD 2.1 The SDAB is hereby established and shall consist of the following: (a) Council may appoint up to eight members from the public at large annually by resolution at the Organizational meeting. (b) The SDAB shall not have more than one Councillor as a member. (c) Each SDAB hearing shall require 5 or fewer members providing that quorum is met. (d) A quorum at a hearing of the SDAB shall be three (3) members. (e) All appointed members must complete mandatory training as per the Act. (f) The term of office of the members of the SDAB shall be one year and may be renewed by further resolution of Council. (g) No person who is an employee of the municipality or a member of the Municipal Planning Commission shall be appointed to the SDAB. (h) Any vacancy caused by death, retirement or resignation of a member may be filled by resolution of Council. Page 30 of 50 Bylaw No. 1892, Subdivision and Development Appeal Board Page 2 of 4 (i) The SDAB shall not be disbanded, nor a member of it discharged without just cause. SECTION 3 DUTIES OF SDAB MEMBERS 3.1 The SDAB shall hear all subdivision and development appeals, as required under the provision of the Act, and shall render a written decision on these appeals and reasons therefore. 3.2 The office of the Secretary to the SDAB is hereby constituted and shall be filled by appointment of an employee of the municipality, by Council, but that person shall not have a vote. SECTION 4 DUTIES OF THE SECRETARY 4.1 The Secretary of the SDAB shall: (a) Notify all members of the SDAB of the arrangements for the holding of each hearing and others meetings of the SDAB. (b) Ensure the required notice of the hearing is given to all affected parties, as specified in the Act. (c) Prepare and maintain a file of written minutes of the business transacted at all meetings of the SDAB. (d) Issue to all affected parties and persons, notices of the decisions of the SDAB and reasons therefore. (e) Notify the Council of the decisions of the SDAB. (f) Carry out such other administrative duties as the SDAB may specify. SECTION 5 CHAIRPERSON & VICE CHAIRPERSON 5.1 At the first hearing of the calendar year, the members of the Board present will elect one member as Chairperson. 5.2 The Chairperson shall preside at hearings of the Subdivision and Development Appeal Board. 5.3 The Chairperson shall sign orders, decision and documents issued on behalf of the Subdivision and Development Appeal Board. 5.4 If the Chairperson is absent, the members of the Board present shall elect one member who is present as the Vice Chairperson who will preside at the hearing. SECTION 6 CONDUCT OF BUSINESS 6.1 Council shall establish the Chairperson and Vice Chairperson of the SDAB by Council resolution. Should either of those members not be in attendance, the SDAB shall elect a Chairperson and Vice Chairperson from within its members as first order of business on the appeal hearing agenda. 6.2 The SDAB shall hold such meetings as are necessary to fulfill the SDAB responsibilities. 6.3 Only those members of the SDAB present at a meeting of the SDAB shall vote on any matter before it. 6.4 The decision of the majority of the members present at a meeting duly convened, shall be deemed to be the decision of the whole SDAB. Page 31 of 50 Bylaw No. 1892, Subdivision and Development Appeal Board Page 3 of 4 6.5 The SDAB may make rules as are necessary for the conduct of its meetings and its business that are consistent with this Bylaw and Provincial Acts and Regulations. 6.6 The remuneration, travelling and other expenses of the SDAB members shall be established by Council resolution and/or policies. 6.7 The setting of fees for any matter coming before the SDAB shall be established by resolution of Council, as it considers necessary. 6.8 The decision of the SDAB shall be given in writing in accordance with the Act. 6.9 An order or decision given by the SDAB shall be signed by the Chairperson who presided at the hearing the decision was made and the Secretary. SECTION 7 REQUIREMENTS OF AN APPEAL TO SDAB 7.1 A person shall appeal to the SDAB in the manner provided in the Act. 7.2 At the time of service of the Notice of Appeal, the Appellant shall pay the County, a Fee in accordance with the County’s Master Rate Bylaw. 7.3 At the hearing of the Appeal, the SDAB shall hear all the persons that the SDAB is required to hear under the Act. 7.4 At the hearing of the Appeal, should the SDAB desire further technical information, legal opinions or other assistance, it may table the hearing pending receipt of such information, opinion or other assistance. SECTION 8 SEVERABILITY 8.1 If any provisions of this Bylaw are declared invalid because of any word, phrase, clause, sentence, paragraph, or section of this Bylaw, or any documents which form part of this Bylaw or an application to any person or circumstance is declared invalid, the remaining provisions shall not be affected thereby, but shall remain in force. SECTION 9 EFFECTIVE DATE & RESCINDING BYLAWS 9.1 This Bylaw comes into effect upon third reading of this Bylaw. 9.2 Upon the effective date of this Bylaw, Bylaw #1780 is hereby rescinded. READ a first time on this Xth day of X, 2023. READ a second time on this Xth day of X, 2023. UNANIMOUS permission for third reading given in Council on the Xth day of X, 2023. READ a third time and final time of this Xth day of X, 2023. Reeve Jerry Wittstock Chief Administrative Officer Mike Haugen Page 32 of 50 Bylaw No. 1892, Subdivision and Development Appeal Board Page 4 of 4 Date Bylaw Signed Page 33 of 50 Page 34 of 50 Page 35 of 50 Page 36 of 50 REQUEST FOR DECISION Page 1 of 2 Version: 2022-02 Subject: Trochu Flapjack Fiesta Community Discovery Night 2023 Meeting Date: Tuesday, September 12, 2023 Prepared By: Carolyn Van der Kuil, Legislative Services Coordinator Presented By: Carolyn Van der Kuil, Legislative Services Coordinator RECOMMENDED MOTION: That Council receive for information the Trochu Flapjack Fiesta Community Discovery Night Report. STRATEGIC PLAN ALIGNMENT: (Check all that apply) ☐ ☐ ☐ ☐ ☒ High Quality Infrastructure Economic Resilience Quality of Life Effective Leadership Level of Service RELEVANT LEGISLATION: Provincial (cite)- N/A Council Bylaw/Policy (cite)- N/A BACKGROUND/PROPOSAL: An invitation has been received to attend the Trochu Flapjack Fiesta 2023 Community Discovery Night. If Council opts to participate in this event it will be necessary for Council to decide who will attend the event. Attendance at this event would be part of Council’s Base Rate. DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: The scheduled date for the Trochu Flapjack Fiesta 2023 Community Discovery Night is Wednesday, October 18th, 2023 at the Trochu Community Centre from 5:00 p.m. to 6:30 p.m. FINANCIAL & STAFFING IMPLICATIONS: Kneehill County Peace Officers will also be in attendance and will have Kneehill County swag to give away. Attendance for Council has been budgeted through the 2023 Operating Budget Base Rate. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS: FCSS Invitation Page 37 of 50 REQUEST FOR DECISION Page 2 of 2 Version: 2022-02 COUNCIL OPTIONS: 1. That Council receive for information. 2. That Administration bring back any questions Council may have. FOLLOW-UP ACTIONS: Administration will RSVP and reserve a table. APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Page 38 of 50 779 2nd St NE, Box 400 Three Hills, AB T0M 2A0 Tel: (403) 443-3800 Email: angie@krfcss.com September 5, 2023 RE: Trochu Flapjack Fiesta 2023 Kneehill Regional Family and Community Support Services would like to invite your organization to participate in the Trochu Flapjack Fiesta and Community Showcase scheduled for Wednesday, October 18th, 2023. The purpose of the community showcase is to provide Trochu and area residents with information, resources, and programs available for them to access or get involved with. The Town of Trochu will be providing a free pancake supper for all to enjoy. If your organization chooses to participate, we ask that you put together a display and provide personnel for your booth. A table will be provided for you to use for your display. Your involvement in the Trochu Community Showcase will assist us in sharing information with our community residents. Feel free to also provide “give-aways” or have a draw at your booth for a door prize. Details for the evening are as follows: Date: Wednesday, October 18th, 2023 Set Up Time: 4:30 p.m. Event Time: 5:00 – 6:30 p.m. Location: Trochu Community Center (215 Northfield Road) Participants: Trochu and Area Community members RSVP: By October 12th, 2023 by calling 403-443-3800 or emailing angie@krfcss.com Please do not hesitate to call if you have any questions. Thank you, Angie Stewart Kneehill Regional FCSS Page 39 of 50 REQUEST FOR DECISION Page 1 of 2 Version: 2022-02 Subject: Junior Achievement 2023 Report Meeting Date: Tuesday, September 12, 2023 Prepared By: Carolyn Van der Kuil, Legislative Services Presented By: Carolyn Van der Kuil, Legislative Services RECOMMENDED MOTION: That Council receive for information the Junior Achievement 2023 Report. STRATEGIC PLAN ALIGNMENT: (Check all that apply) ☐ ☐ ☐ ☐ ☒ High Quality Infrastructure Economic Resilience Quality of Life Effective Leadership Level of Service RELEVANT LEGISLATION: Provincial (cite)- N/A Council Bylaw/Policy (cite)- N/A BACKGROUND/PROPOSAL: Kneehill County has provided sponsorship to the Alberta Junior Achievement program since 2012. At the January 11th, 2022, Council meeting, Council approved continued funding to this program in the amount of $3,000 per year for the next three years. DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: The Alberta Junior Achievement provided Council with the attached update. They seem to be making positive strides in their programs and partnerships in Kneehill County. Here are some key points they provided: 1. Program Expansion: The Alberta Junior Achievement has provided an update to Council, showcasing their progress and achievements. One significant highlight is that they delivered more programs in the area compared to previous years. This demonstrates their commitment to expanding their reach and impact. 2. Partnership with Prairie Christian College: In 2023, The Alberta Junior Achievement has successfully established a partnership with Prairie Christian College. The college has expressed interest in participating and volunteering with the programs in the schools. Collaborations like this can greatly enhance the quality of educational experiences for students. 3. World of Choices Program: The Alberta Junior Achievement provided two classes in Kneehill County with the opportunity to participate in the World of Choices program in person. This program allows Students in high school to have the opportunity to sit down with mentors from a variety of different career sectors to learn what those jobs entail. This initiative appears to have been very successful, potentially offering students valuable insights and experiences to help them make informed decisions about their future paths. Page 40 of 50 REQUEST FOR DECISION Page 2 of 2 Version: 2022-02 FINANCIAL & STAFFING IMPLICATIONS: Council has committed funding to this program until the end of 2024, in the amount of $3,000 per year. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS: Junior Achievement 2023 Report. COUNCIL OPTIONS: 1. That Council receive for information. 2. That Council request additional information. FOLLOW-UP ACTIONS: N/A APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Page 41 of 50 ` PARTNER IMPACT REPORT 2022-2023 Presented to July 2023 Page 42 of 50 www.jasab.ca Charitable Registration No. 107554396 RR0001 870, 105 12th Ave SE, Calgary, AB T2G 1A1 info@jasouthalberta.org You are great! Dear Kneehill County, Thank you for your financial support during the 2022-2023 school year. We are so thrilled to share that support from donors like you enabled JA Southern Alberta to deliver over 2,500 Junior Achievement programs to more than 60,000 students across southern Alberta this past school year. Your investment in youth and their education is more important than ever, and we are so grateful for your commitment our shared mission of preparing young people to succeed. “Thank you” does not feel big enough, so we have put together this report to celebrate all that you made possible for young people in your community. We hope that you experience the same sense of pride and hope that you inspire us to feel every single day. If you have any questions, please feel free to reach out to me at 403-934-0527 or mhardy@jasouthalberta.org. Sincerely, Melanie Hardy Regional Coordinator, East Central Alberta Page 43 of 50 www.jasab.ca Charitable Registration No. 107554396 RR0001 870, 105 12th Ave SE, Calgary, AB T2G 1A1 info@jasouthalberta.org Program Reach 2022-2023 WITH YOUR HELP WE ACHIEVED THESE GOALS: East Central Alberta Region 6 Schools 31 Programs 668 Students Impact Measurement- Why JA and why now? Page 44 of 50 www.jasab.ca Charitable Registration No. 107554396 RR0001 870, 105 12th Ave SE, Calgary, AB T2G 1A1 info@jasouthalberta.org JA Programs are now more important than ever, because: • Youth need fundamental financial literacy skills (e.g., how to budget, how to manage debt) that will give them the tools to weather economic decline, make smart spending decisions, and live in financial security throughout their lives. • Students must develop the ability to be work-ready, so they are prepared for the changing world of work and are able to adapt to ever- evolving working landscapes. Our post-pandemic world students will soon enter will likely look much different. • Youth must be encouraged to discover their entrepreneurial spirit and develop business, creativity, communication, and problem-solving skills so they are prepared for new opportunities, no matter what the future holds. Celebrating Your Support One of the exciting events that happened this year was the World of Choices Event was back in person! We had both Prairie Christian Academy and Three Hills High School attend this event! Page 45 of 50 www.jasab.ca Charitable Registration No. 107554396 RR0001 870, 105 12th Ave SE, Calgary, AB T2G 1A1 info@jasouthalberta.org With Gratitude Your support ensures that Special Areas youth are inspired, prepared, and empowered to create their own economic success over their lifetime. Thank you. Contact Melanie Hardy Regional Coordinator, East Central Alberta mhardy@jasouthalberta.org 403-934-0527 Head Office JA Southern Alberta 870, 105 12th Ave SE Calgary, AB T2G 1A1 Charitable Registration Number: 107554396 RR0001 Learn More & Follow Us jasab.ca | @JASouthernAlberta Page 46 of 50 REQUEST FOR DECISION Page 1 of 1 Version: 2022-02 Subject: Council & Committee Report Meeting Date: Tuesday, September 12, 2023 Prepared By: Carolyn Van der Kuil, Legislative Services Coordinator Presented By: Mike Haugen, CAO RECOMMENDED MOTION: That Council accepts for information the Council & Committee Report, as presented. STRATEGIC PLAN ALIGNMENT: (Check all that apply) ☐ ☐ ☐ ☐ ☐ High Quality Infrastructure Economic Resilience Quality of Life Effective Leadership Level of Service RELEVANT LEGISLATION: Provincial (cite)- N/A Council Bylaw/Policy (cite)- N/A BACKGROUND/PROPOSAL: The purpose of the Council and Committee Reports is to provide each member with the opportunity to bring forward any matter of general interest to Council or the County. DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: Council reports will be included on the agenda when requested by Council and reports may be either in writing, verbal, or a combination of both. FINANCIAL & STAFFING IMPLICATIONS: The recommended motion does not have any financial implication. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS: Council & Committee Reports COUNCIL OPTIONS: 1. That Council accepts the Council and Committee report. FOLLOW-UP ACTIONS: N/A APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Page 47 of 50 REQUEST FOR DECISION Page 1 of 1 Version: 2022-02 Subject: Council Follow-Up Action List 2023.08.22 Meeting Date: Tuesday, September 12, 2023 Prepared By: Carolyn Van der Kuil, Legislative Services Coordinator Presented By: Mike Haugen, CAO RECOMMENDED MOTION: That Council receive for information the Council Follow-up Action List as presented. STRATEGIC PLAN ALIGNMENT: (Check all that apply) ☐ ☐ ☐ ☐ ☒ High Quality Infrastructure Economic Resilience Quality of Life Effective Leadership Level of Service RELEVANT LEGISLATION: Provincial (cite)- N/A Council Bylaw/Policy (cite)- N/A BACKGROUND/PROPOSAL: To request Council’s acceptance of the Council Follow -Up Action List. DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: 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 reviewed and updated after each Council meeting. FINANCIAL & STAFFING IMPLICATIONS: The recommended motion does not have any financial implications. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS: Council Follow-up Action List. COUNCIL OPTIONS: 1. To receive the report regarding the Council Follow-up Action List for information. 2. Council provide further direction or required changes/amendments. FOLLOW-UP ACTIONS: N/A APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Page 48 of 50 Meeting Date Motion #Description/Motion Action Required Assigned To Due Date Status 25-Apr-23 145/23 Councillor McGhee moved that Council follow the recommendation of the Committee of the Whole and approve the installation of an 80mm ACP overlay and maintaining a 9.0m top surface on the proposed Range Road 25-1 overlay project, which would include implementing a seasonal road ban.Complete Mike Ziehr Q4 of 2023 The tender closed on May 23rd and the contract was awarded to Ledcor Highways Ltd. Project expected to start mid- August 25-Apr-23 148/23 Councillor McGhee moved that Council accept engagement Option 2 for the MDP Review as presented. Barb Hazelton Q1 2024 Process in Progress 30-May-23 206/23 Councillor Fobes moved that the 2024 Operating and Capital Budgets, the 2025-2027 Operating Forecast and the 2025-2029 Capital Forecast, be prepared in accordance with the following guiding principles, as detailed in this report: • Advancement of Council’s Strategic Plan • Maintain existing service levels • Improve customer service • Keep tax rates competitive • Incorporate a proactive infrastructure renewal plan • Identify and incorporate efficiencies • Ensure rates and fees for services are appropriate Kinza Barney 2023 Q4 In Progress 30-May-23 208/23 Councillor Penner moved that Council authorize the use of $10,000 from the 2023 Operating Budget – Strategic initiatives for a regional economic development project at the Three Hills Airport in partnership with the Town of Three Hills and Prairie College.Mike Haugen 2023 Q4 In Progress 25-Jul-23 256/23 That Council approves a draw of $180,000 from the Capital Roads Reserve to fund the installation of a graded aggregate seal coat on Range Road 240 and Range Road 234, for which the submitted bid was higher than originally budgeted.Kinza Barney Q4 of 2023 Reserved Draws will be made at end of year or project completion 25-Jul-23 257/23 That Council direct Administration to make further amendments to proposed Bylaw 1889, being a Bylaw to amend Sections 71 and 74 of Land Use Bylaw 1808 and bring back to the August Council meeting. Remove See Motion 274/23 Barb Hazelton & Kevin Gannon Due August 22, 2023 for first reading 22-Aug-23 285/23 That Council increase the annual grant to the Torrington Agricultural Society to $30,000 effective for 2023.Complete 22-Aug-23 277/23 That Council approve a Youth Sponsorship in the amount of $500.00 to the Elnora Eagles U19B Softball Team.Complete 22-Aug-23 271/23 That Council approve and accept a value of $25,000 for approximately 4.29 +/- acres of the undeveloped road allowance north of Ptn. NW 21-30-26 W4 Plan 931 0847 Block A. ;Barb Hazelton 22-Aug-23 272-273/23 Council provided second and third reading to Bylaw 1856 to pursue the road closure and consolidation of the undeveloped road allowance north of Ptn. NW 21-30-26 W4 Plan 931 0847 Block A.Complete 22-Aug-23 274/23 That Council refer proposed Bylaw 1889 to the November 21, 2023, Committee of the Whole meeting and to direct staff to develop a new project timeline.Barb Hazelton On the Agenda for November 21, 2023 22-Aug-23 275/23 That Council approves the Fire Level of Service Policy #4-1 as presented.Complete 22-Aug-23 276/23 That Council appoints Kevin Gannon and Brandon Rempel as additional Deputy Directors of Emergency Management for Kneehill County.Complete 22-Aug-23 278/23 That Council submit the following proposed exploration ideas to the Kneehill Regional Partnership:Regional Procurement (Project)Regional Staff Training (Project)Aerial Photography (Project)Complete 22-Aug-23 280/23 That Council accept the invitation to meet with the Minister of Municipal Affairs, regarding the unpaid and reduced oil and gas lease payments to landowners and municipalities, at the 2023 RMA Fall Convention for information.Complete 22-Aug-23 279/23 That Council receive for information the Divisional Ratepayer Evening Comments Report and direct Administration to provide a follow-up to Council.Complete Council Action Items Page 49 of 50 Meeting Date Motion #Description/Motion Action Required Assigned To Due Date Status Council Action Items 22-Aug-23 286/23 That Council provide a one-time grant to the Torrington Agricultural Society in the amount of $12,500 for the purpose of renting a Zamboni, to be funded from Strategic Initiatives.2023 Q4 In Progress Page 50 of 50