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Post-Meeting Agenda Package - CM_Mar12_2024
COUNCIL MEETING POST-MEETING AGENDA Tuesday, March 12, 2024, 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 February 27, 2024 3 3.Appointments 3.1 Delegation- Three Hills, Olds, Beiseker & Drumheller RCMP 9 Presenter: Sgt. Jamie Day Time: 10:00 a.m. 4.Infrastructure- Roads/Bridges/Water/Wastewater/Environment 4.1 Huxley Streetlighting Upgrade 11 5.Community Services 5.1 Planning No Report 5.2 Agricultural Service Board & Parks No Report 5.3 Protective Services 5.3.1 RCMP - Community Priorities 16 5.4 Economic Development 5.4.1 Growing Kneehill 2024 Events 5.4.2 Growing Kneehill 2024 Events Continued 19 6.Corporate Services No Report 7.Legislative Services 7.1 Youth Event Sponsorship- Kneehill 4-H District 41 8.Disposition of Delegation & Public Hearing Business 8.1 Three Hills RCMP Delegation 52 9.Council and Committee Reports 54 9.1 Community Futures Wildrose 55 9.2 Trochu Housing Corporation 10.Council Follow-Up Action List 56 11.Closed Session 11.1 Advice from Officials (Section 24-FOIP) 11.2 Personnel (Section 17-FOIP) 11.3 Third Party Business Interest (Section 16- FOIP) 12.Motions from Closed Session 13.Adjourn Page 2 of 57 __________Initials 1 Kneehill County Regular Meeting of Council Minutes February 27, 2024, 8:30 a.m. 1600 2nd Street NE Three Hills, AB T0M 2A0 Council Present: Faye McGhee, Councillor Debbie Penner, Councillor Jerry Wittstock, Deputy Reeve (Left meeting at 10:30 a.m.) Carrie Fobes, Councillor Laura Lee Machell-Cunningham, Councillor Wade Christie, Councillor Kenneth King, Reeve Staff Present: Mike Haugen, Chief Administrative Officer Mike Ziehr, Director of Infrastructure Kevin Gannon, Director of Community Services Theresa Cochran, Director of Corporate Services Debra Grosfield, Manager of Protective Services Fallon Sherlock, Manager of Parks and Agricultural Service Board Carolyn Van der Kuil, Legislative Services Coordinator _____________________________________________________________________ 1. Call Meeting to Order Reeve King 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 9.2 Legal Seminar 9.3 Police Advisory Committee Additions under Closed Session 12.1 Intergovernmental Relations (FOIP- Section 21) 12.2 Intergovernmental Relations (FOIP-Section 21) 12.3 Legal (FOIP-Section 24) Page 3 of 57 February 27, 2024 __________Initials 2 1.1.2 Adoption of the Agenda Resolution: 035/24 Moved by: Councillor Christie That Council approve the agenda as amended. CARRIED UNANIMOUSLY 2. Approval of Minutes 2.1 Regular Council Meeting Minutes of February 13, 2024 Resolution: 036/24 Moved by: Councillor Penner That Council approves the adoption of the minutes of the February 13, 2024, Regular Meeting of Council, as presented. CARRIED UNANIMOUSLY 5. Community Services 5.2 Agricultural Service Board & Parks 5.2.1 2024 BMO Stampede Farm Family Resolution: 037/24 Moved by: Councillor McGhee That Council approve the nomination of the Calhoun Family (Rod & Carol, Jason & Erin) for the 2024 BMO Stampede Farm Family Award. CARRIED UNANIMOUSLY 5.2.2 Braconnier Picnic Shelter Resolution: 038/24 Moved by: Deputy Reeve Wittstock That Council move to replace the Braconnier Campground picnic shelter in 2025 and for administration to include a detailed project plan in the 2025 budget for approval. CARRIED UNANIMOUSLY 5.2.3 Policy #2-2, Cemetery Grant Funding "New" Resolution: 039/24 Moved by: Councillor Christie That Council approve the new Policy 2-2 Cemetery Grant Funding. CARRIED UNANIMOUSLY Page 4 of 57 February 27, 2024 __________Initials 3 5.2.4 Policy #2-1, Cemetery Policy Resolution: 040/24 Moved by: Councillor McGhee That Council approve the recommended changes and adopt the Policy 2-1 Cemetery Policy as presented. CARRIED UNANIMOUSLY 3. Appointments 3.1 Delegation- Kevin Niemi The Chair called for a recess at 8:57 a.m. and called the meeting back to order at 9:00 a.m. with all previously mentioned members present. Kevin Niemi presented to Council expressing his concerns regarding certain decisions made by Council. 3.2 Photo Opportunity- Wimborne Community Centre The Chair called for a recess at 9:17 a.m. and called the meeting back to order at 9:30 a.m. with all previously mentioned members present. Council presented a cheque to the Wimborne Community Centre in the amount of $15,000. This funding was granted by Council during their meeting on February 13th, 2024, through the Rural Hall Capital Grant Funding Program. 5. Community Services 5.2 Agricultural Service Board & Parks 5.2.5 Policy #12-5, Parks Drone Policy Resolution: 041/24 Moved by: Councillor Cunningham That Council approve the recommended amendments and adopt the Policy 12-5 Parks Drone Policy as presented. CARRIED UNANIMOUSLY 7. Legislative Services 7.1 Signing Authority Resolution: 042/24 Moved by: Councillor McGhee That Council appoint Theresa Cochran, for the term of her employment with Kneehill County, as an authorized signing authority for Kneehill County. CARRIED UNANIMOUSLY Page 5 of 57 February 27, 2024 __________Initials 4 5. Community Services 5.3 Protective Services 5.3.1 RCMP Quarterly and Protective Services Report Resolution: 043/24 Moved by: Councillor Penner That Council accepts the RCMP Quarterly Report and Kneehill County Protective Services Report as presented. CARRIED UNANIMOUSLY 3. Appointments 3.3 Delegation- Trochu Housing Corporation Sam Smalldon from the Trochu Housing Corporation provided Council an update on the Trochu Seniors Supportive Living Facility Project. It was requested that Council consider amending the current agreement that is in place between the Trochu Housing Corporation and Kneehill County by changing the timeline and interest rates. 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 except for Deputy Reeve Wittstock who left the meeting at 10:30 a.m. 8. Disposition of Delegation & Public Hearing Business 8.1 Kevin Niemi Delegation Resolution: 044/24 Moved by: Councillor McGhee That Council receive for information Mr. Kevin Niemi’s presentation. CARRIED UNANIMOUSLY 8.2 Trochu Housing Corporation Agreement Timelines and Interest Rates Resolution: 045/24 Moved by: Councillor Fobes That Council direct Administration to take the necessary steps to modify the Town of Trochu Guaranteeing Loan Agreement timelines and interest rates, as per Trochu Housing Corporation's request. CARRIED UNANIMOUSLY Page 6 of 57 February 27, 2024 __________Initials 5 9. Council and Committee Reports Resolution: 046/24 Moved by: Councillor Christie That Council accepts for information the Council & Committee Report, as presented. CARRIED UNANIMOUSLY 9.1 Community Futures Wildrose Minutes were provided from the January 4th, 2024, Community Futures meeting. 9.2 Legal Seminars Councillor Cunningham provided a verbal report on the two law seminars she attended in February 2024. 9.3 Police Advisory Committee Councillor Cunningham provided a verbal report on the meeting she attended on February 22, 2024. 10. Council Follow-Up Action List Resolution: 047/24 Moved by: Councillor McGhee That Council receive for information the Council Follow-Up Action List as presented. CARRIED UNANIMOUSLY 11. Closed Session The Chair called for a recess at 11:59 a.m. and called the meeting back to order at 12:05 p.m. with all previously mentioned members present. Resolution: 048/24 Moved by: Councillor Cunningham That this meeting goes into closed session at 12:05 p.m. for the following reasons: 12.1 Intergovernmental Relations (FOIP- Section 21) 12.2 Intergovernmental Relations (FOIP-Section 21 12.3 Legal (FOIP-Section 24) CARRIED UNANIMOUSLY Resolution: 049/24 Moved by: Councillor Fobes That Council return to open meeting at 12:25 p.m. CARRIED UNANIMOUSLY Page 7 of 57 February 27, 2024 __________Initials 6 12:26 p.m. - meeting recessed to allow return of public. 12:26 p.m. - meeting resumed. 13. Adjourn The meeting adjourned at 12:27 p.m. Ken King, Reeve Mike Haugen, CAO Page 8 of 57 Delegation Request Form Please submit completed form to carolyn.vanderkuil@kneehillcounty.com This personal information is being collected under the authority of Section (c) of the Freedom of Information and Protection of Privacy Act and will be used in scheduling you as a delegation before Council. If you have any questions about the collection of this information, please contact the FOIP Coordinator at 403-443-5541. Regular Council Meeting Date & Time: GUIDELINES • Presentations are not to exceed 15 minutes, including questions, unless permitted by Council. • The Delegation Request Form and related documents will become part of the public record and will be released/published in the agenda and minutes and will be made available to the pubic in a variety of methods. • Persons interested in requesting a presentation to Kneehill County Council must supply all pertinent information including handouts, PowerPoint Presentations no later than 4:00 p.m. on the Wednesday prior to the scheduled Tuesday meeting. If your material is not published in the agenda, bring ten (10) copies with you to the meeting. Note: distributed documents will become part of the public record. • The County’s Council meetings are video recorded and live-streamed on the County’s website. Please submit completed form to carolyn.vanderkuil@kneehillcounty.com PRESENTER DETAILS Name: (Person Making presentation) Company or Group Represented: Contact Number: Email: Mailing Address: MEETING DETAILS Please Note: Regular Council Meetings are held the second and fourth Tuesday of every month unless otherwise posted. Please see Kneehill County Website or contact Administration for more information. March 12th, 2024 at 10:00 a.m. Sgt. Jamie Day Three Hills RCMP Page 9 of 57 Delegation Request Form Please submit completed form to carolyn.vanderkuil@kneehillcounty.com This personal information is being collected under the authority of Section (c) of the Freedom of Information and Protection of Privacy Act and will be used in scheduling you as a delegation before Council. If you have any questions about the collection of this information, please contact the FOIP Coordinator at 403-443-5541. PRESENTATION TOPIC Will the presentation require PowerPoint facilities? Yes No The topic of the discussion is (be specific, provide details, and attach additional information, if required so that all necessary details may be considered.): PURPOSE OF PRESENTATION ☐ Information Only ☐ Request Action/Support ☐ Request Funds ☐ Other Desired Resolution (What is the decision you are asking to make?) • Have you included all attachments? • Does your summary contain all pertinent information? • Have you provided enough information to enable Council to make an informed decision? • Have you reviewed your presentation to ensure that it will fit within the specified timelines? 2024/2025 Annual Performance Plan 2024-2025 APP Consultation 4 4 Page 10 of 57 REQUEST FOR DECISION Page 1 of 2 Version: 2022-02 Subject: Huxley Streetlighting Upgrade Meeting Date: Tuesday, March 12, 2024 Prepared By: Mike Ziehr, Director of Infrastructure Presented By: Mike Ziehr, Director of Infrastructure RECOMMENDED MOTION: That Council approve the funding and installation of two new streetlights in the Hamlet of Huxley as presented to be funded from the 2024 Operating Budget. 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 approached ATCO Electric to perform an assessment of the existing streetlighting levels within the Hamlet of Huxley. This assessment was undertaken due to concerns raised regarding the existing lighting levels within the Hamlet. As lighting changes can affect residents to varying degrees, this assessment included a community consultation portion that was held in conjunction with the Hamlet Wastewater Assessment Study, which was done to gauge the communities’ interest in changing the existing lighting levels. This proposal was presented to the Committee of the Whole at the February 20th, 2024 meeting. The Committee provided a recommendation that Council approve this street lighting upgrade. DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: Kneehill County facilitated a public engagement session in Huxley in 2023 to provide the residents with what options are possible for improved lighting within the Hamlet, as well as the costs associated with these proposals. Three separate options were presented that included a full staggered lighting enhancement along Railway Avenue, a single sided lighting improvement on Railway Ave., and finally a lighting upgrade for the entirety of the Hamlet utilizing existing poles. These options were presented to the residents during the session, and feedback was received. Of the 11 written responses, 5 indicated support for some type of lighting upgrade, with the majority requesting increased lighting at the north end of the Hamlet on 2nd St. N. and at the ball diamonds. ATCO has supplied a cost estimate for the proposed lighting on 2 nd St. N. The installation of lighting at the ball diamond will be investigated through a private service upgrade in consultation with the Huxley Historical Society. Page 11 of 57 REQUEST FOR DECISION Page 2 of 2 Version: 2022-02 FINANCIAL & STAFFING IMPLICATIONS: The cost for supply and installation of 2 new LED streetlights and poles will be $6,500. Funding for these new streetlight installations can be managed through the current operating budget. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS: -Existing Huxley Streetlights -Ratepayer comments summary -Atco street light proposal drawing COUNCIL OPTIONS: 1. To approve the recommended motion. 2. To refuse the recommended motion. 3. To provide an alternative motion to Administration. FOLLOW-UP ACTIONS: If approved, Administration will proceed in contacting ATCO Electric and coordinating this street lighting upgrade. APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Mike Ziehr, Director of Infrastructure Approved- ☒ Page 12 of 57 Comments related to Streetlights Lighting is good at my place. Streetlights for North End, Street lights for Ball Diamond/ Playground. The streetlights we have are adequate. I’m concerned perhaps there could be one at the ball diamond building or our in the field area. North end of town 2nd St north X marks where a street light should be. Proposal to add lights so that each house on the block has a streetlight‐ a bit overboard. With the proposal there would be 5 lights surrounding my lot. Ridiculous! I have no problems with the lighting. I do have a pole, with guy wire support, in front of my house. I have cut down two poplar trees that did endanger both the power line and the guy wire. Thanks for your house call and the meeting. It will be interesting to see the ideas that come from this. Soon!! I hope. 1.Recommend adding one or two streetlights on 2 St N 2.Current Streetlight between Community Hall and Curling rink is in a horrible spot. I have witness getting backed into frequently. I recommend moving it 30‐40’ west onto the grass area closer to the rink. 3.Add one streetlight east of the Hall. It is horribly dark over in that parking area. Lighting is good We do not require and DO NOT WANT any extra lighting deeming over street. Our night sky has already changed due to the elevator. Showed placements on the map Page 13 of 57 0 100 20050 Meters Legend Street lights Kneehill County makes no representations or warranties regarding the information contained in this document including, without limitation, whether said information is accurate or complete. Persons using this document do so solely at their own risk, and Kneehill County shall have no liability to such persons for any loss or damage whatsoever. This document shall not be copied or distributed to any person without the express written consent of Kneehill County. ©2023 Kneehill County. All rights reserved. 2 St S 1 St S Main S t 1 St N 2 St N Ra i l w a y A v e Qu e e n s A v e Kin g s A v e Page 14 of 57 36 . 5 8 15.24 99 . 3 6 7. 9 2 18.29 15.2 4 15.24 7.9 2 36 . 5 8 15.24 7.9 2 7.9 2 36 . 5 8 172.5 2 15.2 4 18.2 9 36.58 36.58 18.29 15.24 15.24 36 . 5 8 36.58 36.58 7. 9 2 15.2 4 36.58 36.5 8 36.5 8 15.2 4 36 . 5 8 36 . 5 8 36 . 5 8 36 . 5 8 36 . 5 8 36.58 36.58 15.2 4 36.5 8 15.24 36.5 8 7.9 2 7.9 2 7. 9 2 7.9 2 7.9 2 7. 9 2 7. 9 2 15.2 4 15.24 15.2 4 15.2 4 36 . 5 8 7. 9 2 15.2 4 36 . 5 8 15.24 15.2 4 36 . 5 8 36 . 5 8 15.2 4 15.2 4 36 . 5 8 7.9 2 7. 9 2 7.9 2 7. 9 2 7.9 2 7. 9 2 7.9 2 9.14 7.620 1.219 9.145 110- 204- 116- 122- 111- 204- 220- 110- 130- 126- 204- 121- 130- 131- RA I L W A Y A V E 2 ST. N QU E E N S A V E 2 2 19 3 2 6 4 20 21 23 5 9 13 16 12 10 14 11 15 8 18 7 1 17 7.62 0 1.21 9 9.14 5 242882 313071 242883 242884 242881 917769 745417 793447 793448 X #1 40W LED Street Light #2 #3 40W LED 16 m 5m HUXLEY Ga s ( L P ) Ga s ( L P ) Ga s ( L P ) Ga s ( L P ) Gas ( L P ) Gas ( L P ) Gas ( L P ) Gas ( L P ) Gas ( L P ) Gas ( L P ) 24 m ATCO Gas Low Pressure N 1.170276 NOTES: 1.DISTANCES ARE IN METERS AND DECIMALS THEREOF. 2.RED - NEW BLACK - EXISTING MAGENTA - MODIFY GREEN - SALVAGE CYAN - REPLACE OR RE-CONDUCTOR 3) SITE ID: TBD SITE ID: TBD REV DATE DESCRIPTION BY 0 01/25/2024 Preliminary Design JF DO NOT BUILD REQUIRES ENGINEERING STAMP DO NOT BUILD REQUIRES ENGINEERING PERMIT DESIGN CONTACT JEN FRIESEN 587-282-0405 jennifer.friesen@atco.com DRAWN BY:DATE: SCALE:CHECKED BY: DRAWING TITLE: DWG #: PROJECT NO.:LOCATION:1103124 Kneehill County 2 St North, Huxley Three Hills 1103124-Landscape-Right 300-01 JF 01/22/2024 BB POWER POLE LUMINAIRE O/H 1 PHASE O/H 3 PHASE ●●●● ●●●●O/H 3PH. W/ NEUTRALO/H 1PH. W/ NEUTRAL TRANSFORMER: O/H 1PH FUSED SWITCH GANG SWITCH SOLID BLADE SWITCH ANCHORRISER POLE ●●●■●■U/G 3 PHASEU/G 1 PHASE PRIMARY METER: O/H CIRCUIT RECLOSERS LEGEND: PM OVR O/H 3PH TPADMOUNT FIFAULT INDICATOR REGREGULATOR PEDESTAL SSWITCH CUBE PPULL BOX PM OMNI BALL U/G TAP OFF ASSET 745417, BUILD 40M OF OVERHEAD SECONDARY TO STR # 2, INSTALL NEW 40W LED STREET LIGHT 0.6M ON ROAD ALLOWANCE TAP OFF ASSET 342883, BUILD 5M SOUTH WEST, INSTALL NEW 40W LED STREETLIGHT *ATCO TO OBTAIN PERMISSION FROM KNEEHILL COUNTY TO PLACE STR # 3 WITHIN THE ROAD ALLOWANCE. HYDROVAC REQUIRED Str 3 Detail Page 15 of 57 REQUEST FOR DECISION Page 1 of 3 Version: 2022-02 Subject: RCMP - Community Priorities Meeting Date: Tuesday, March 12, 2024 Prepared By: Debra Grosfield, CLGM, Protective Services Manager Presented By: Debra Grosfield, CLGM, Protective Services Manager RECOMMENDED MOTION: That Council sets the Community Priorities for RCMP for 2024 as rural crime prevention, community safety focus, presence in rural communities, road safety and partnering with Kneehill CPO’s in enforcement and education. 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 5 RCMP detachments serving our area; Three Hills, Innisfail, Drumheller, Beiseker, and Olds. Four detachments provide Quarterly Reports that they have based on Council’s priorities for our community. Innisfail provides reporting; however, it is not applicable to Kneehill County as theirs is a very small area. Community Priorities for RCMP set by Council in February 2023: Rural Crime Prevention Community safety through programs including mental health. Presence in rural communities Road Safety Partnering with Kneehill CPO’s in enforcement and education. Page 16 of 57 REQUEST FOR DECISION Page 2 of 3 Version: 2022-02 MAP of RCMP Detachments serving Kneehill County: FINANCIAL & STAFFING IMPLICATIONS: We include the Provincial Policing Requisition in the Operating Budget. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: Page 17 of 57 REQUEST FOR DECISION Page 3 of 3 Version: 2022-02 ATTACHMENTS: NA COUNCIL OPTIONS: 1. That Council sets the Community Priorities for RCMP for 2024 as rural crime prevention, community safety focus, presence in rural communities, road safety and partnering with Kneehill CPO’s in enforcement and education. 2. Amend the recommendation as presented. 3. Administration to come back with other more information. FOLLOW-UP ACTIONS: APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Kevin Gannon, Director of Community Services Approved- ☒ Page 18 of 57 REQUEST FOR DECISION Page 1 of 6 Version: 2022-02 Subject: Growing Kneehill 2024 Events Meeting Date: Tuesday, March 12, 2024 Prepared By: Fallon Sherlock, Acting Manager of Parks & Ag Services Jenna Kester, Economic Development Officer Jennifer Kolton, Community Services Administrative Assistant Presented By: Fallon Sherlock, Acting Manager of Parks & Ag Services Jenna Kester, Economic Development Officer RECOMMENDED MOTION: That Council moves to host 3 Country Markets at Horseshoe Canyon in 2024 with a budget of $34,000. 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 concept of the Growing Kneehill events has been an ever evolving one. Council, through the Committee of the Whole, has had considerable discussion around the purpose and intent of these events and has explored a variety of options to meet their standards and expectations of a successful event. Today Administration will deliver a summary of what they heard from Council along with options for 2024 events and budgets for final input and approval. At the January 16th 2024 Committee of the Whole Meeting Administration presented Council with a RFD on the future of the Growing Kneehill Event. A categorized list of options was brought forward, highlighting the purpose, stakeholders, audience, and strategic links associated with each. Council’s direction from the COW discussions were in favour of hosting multiple markets throughout the summer, as well as one Ag Celebration Event, to be held at the Swalwell Hall for 2024. Other options would continue to be explored for consecutive years. The following outlines proposed options for events for Councils consideration, selection and approval. DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: Considerations Financial: The 2024 project budget for Growing Kneehill events approved by Council was set for $66,000. Depending on the event options chosen above this budget may need to be adjusted accordingly re the options presented above. Media Costs: Component Cost Page 19 of 57 REQUEST FOR DECISION Page 2 of 6 Version: 2022-02 Design $3000-$4500 Poster Printing $200/200 Flyer Printing $50/100 Highway Signs $100/each Paid Social Media $200/sponsored posting Paid Influencer Campaign $1550 Newspaper ads Quarter page per issue: Three Hills Capital $229 East Central Ab Review $494 Drumheller Mail $496 Linden Coffee Talk $165 Radio Ads Drum $420 Red Deer Country $420, Rock $420 Olds Country & Rock $378 Event Photography $600 Staffing Implications: As Growing Kneehill Events are an additional service level that does not employ any direct staff it means that any staff brought onto the project to aid in its delivery must lower service levels in other areas. Additionally, as some of the delivery components for these events are completed outside of regular work hours (ie. weekends and evenings) it is optional for staff to commit to working these times therefore it can be unpredictable on how many staff will be available. It also has a higher staffing cos t as overtime (1.5x wage) is paid to staff working outside their regular schedule. Country Market at Horseshoe Canyon This event would align with the continued development of Horseshoe Canyon as a destination location and provide exposure for the support of local agri-food and artisan businesses through piloting the Country Market in multiple formats at an established market location at Horseshoe Canyon . The local business partners would be the stakeholders for the event and the intended audience would be visitors to the site, both local residents and outside tourists. Success of the event would be measured by: The number of visitors to the site during the Market Hours counted both by trail people counters and vehicle sensors. The number of vendors to participate. Vendor post-event survey results including sales percentages and vendor satisfaction with participation. Planned development of the site from the 2024 budget includes adding access to power and removing the old helipad to level the site to improve accessibility and increase vendor layout options. As a pilot program for regular market establishment at Horseshoe Canyon administration is proposing the following dates to collect information on the best timing for both visitors and vendors. June 30, 2024- Sunday of Canada Day Long Weekend July 20, 2024- Saturday August 9, 2024- Friday, week before Open Farm Days Optional Inclusions to the event: Kids bouncy unit and 1 staff to supervise (8hr staff time + $1500 each market) Live Music ($1500 each market) Page 20 of 57 REQUEST FOR DECISION Page 3 of 6 Version: 2022-02 Ag Info Booth (1-2 staff, 10hrs each market per staff) Resources anticipated for hosting the event: Advertising: Posters, signs, paid social media campaigns, radio ads, photography Additional Facilities for AHS requirements (ie. outhouses, handw ashing stations) Staffing (total of approximately 440hrs of staff time without optional event inclusions) o Planning & Coordinating (3 Staff, 60hrs per staff) o Vendor recruitment (1 staff, 40hrs) o Site set-up/tear down (5-8, 20hrs each market per staff) o Traffic/Parking (1-2 staff, 10hrs each market per staff) o Safety/First Aid (1 staff, 10hrs each market) o Follow up Reporting (1 Staff, 10hrs) The potential budget for hosting 3 markets in 2024 would be $34,000 for the above components. Potential revenue would be up to $3000 per market if 60 vendor booths are filled at $50 per vendor. In comparison, local farmers markets in the area charge $20-$25 per booth/table though they host 13-18 markets per year and have a range of 30-80 vendors per market. Though it is not possible to cover vendors through the Kneehill County insurance, Vendor insurance costs $15-$30 and can be purchased separately or from their regular provider. Community Ag Event From the feedback administration received from COW discussions there are two directions administration could take to deliver a Community Ag Event: Options Concepts Audience Strategic Link Success Indicators A: Ag Connection Day Kick off to Open Farm Days with an ag learning tradeshow featuring representatives from different commodity groups Non-Farm Locals and Visitors Level of Service; Economic Resilience; Effective Leadership Number of visitors Visitor learning Number of participants B: Ag Community Celebration Open dinner and entertainment for ag community members. Farming Locals Quality of Life; Level of Service: Effective Leadership Number of guests Guest satisfaction Option A: Ag Connection Day In keeping with the Agriculture Service Board Business Plan mandate of promoting Agriculture, an Ag Connection Day would provide attendees, both local and outside visitors, the opportunity to connect with Page 21 of 57 REQUEST FOR DECISION Page 4 of 6 Version: 2022-02 the different types of agriculture and learn more about where their food comes from. To continue with the established partnership with Open Farm Days this event would kick off the weekend on Friday August 16, 2024 at the Swalwell Community Center. The event could include: Farm Commodity Booths Farm Themed Games/bouncy units Catered or food trucks for meal at a cost Equipment Experience (access to real farm equipment) Door-prize survey draw The indicators of success for this event would be the number of booths participating, the number of visitors attending and, via a door-prize survey, the level of learning visitors feel they experienced. Resources anticipated for hosting this event: Advertising/media: Posters, signs, paid social media campaigns, radio ads, photography Farm Themed Games/Bouncy units Food vendor (catered or food trucks) Staffing (total of approximately 326hrs of staff time) o Planning & Coordinating (3 staff, 50hrs per staff) o Producer recruitment (1 staff, 40hrs) o Site set-up/tear down (4-6 staff, 16hrs per staff) o Traffic/Parking (1-2 staff, 10hrs per staff) o Safety/First Aid (1 staff, 10hrs) o Follow-up Reporting (1 staff, 10hrs) Potential budget for this event would be $20,000 for the above components. Potential revenue opportunities could be meal sales and sponsorships. Potential labour savings could come from volunteers and partnerships. Option B: Ag Community Celebration As suggested through COW and ASB discussions, this event would be a celebratory event for the local agriculture community. To allow maximum attendance from the farming community it would be hosted Friday July 26, 2024 with this years event taking place at the Swalwell Community Center. The event could include: Catered Meal, open to all attendees Farm Themed Games/bouncy units Live Musical Entertainment Ag For Life Farm Safety Trailer Door-prize survey draw Resources anticipated for hosting this event: Advertising: Posters, signs, paid social media campaigns, radio ads, photography Page 22 of 57 REQUEST FOR DECISION Page 5 of 6 Version: 2022-02 Catering Live Entertainment Farm Themed Games/bouncy units Ag For Life Farm Safety Trailer Prizes/forms Staffing (total of approximately 280hrs of staff time) o Planning & Coordinating (3 staff, 50hrs each) o Site set-up/tear down (5 staff, 16hrs each) o Traffic/Parking (1-2 staff, 8hrs each) o Safety/First Aid (1 staff, 8hrs) o Follow-up Reporting (1 staff, 10hrs) Potential budget for this event would be $30,000 for the above components. Potential revenue could be sponsorships. Potential labour savings could come from volunteers and partnerships. FINANCIAL & STAFFING IMPLICATIONS: Financial: The 2024 project budget for Growing Kneehill events approved by Council was set for $66,000. Depending on the event options chosen above this budget may need to be adjusted accordingly regarding the options presented above. Staffing Implications: As Growing Kneehill Events are an additional service level that does not employ any direct staff it means that any staff brought onto the project to aid in its delivery must lower service levels in other areas. Additionally, as some of the delivery components for these events are completed outside of regular work hours (ie. weekends and evenings) it is optional for staff to commit to working these times therefore it can be unpredictable on how many staff will be available. It also has a higher staffing cost as overtime (1.5x wage) is paid to staff working outside their regular schedule. RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS: None COUNCIL OPTIONS: a) That Council moves to host 3 Country Markets at Horseshoe Canyon in 2024 with a budget of $34,000. b) That Council moves to host an Ag Connection Day at the Swalwell Community Center on Friday August 16, 2024 in conjunction with Open Farm Days with a budget of $22,000. c) That Council moves to host an Ag Community Celebration at the Swalwell Community Center on Friday July 26, 2024 with a budget of $30,000. d) That Council moves to host an alternative event at a specified budget. FOLLOW-UP ACTIONS: Administration implement planning and delivery of the selected events. Page 23 of 57 REQUEST FOR DECISION Page 6 of 6 Version: 2022-02 APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Kevin Gannon, Director of Community Services Approved- ☒ Page 24 of 57 Page 25 of 57 Page 26 of 57 Page 27 of 57 Page 28 of 57 Page 29 of 57 Page 30 of 57 Page 31 of 57 Page 32 of 57 Page 33 of 57 Page 34 of 57 Page 35 of 57 Page 36 of 57 Page 37 of 57 Page 38 of 57 Page 39 of 57 Page 40 of 57 REQUEST FOR DECISION Page 1 of 2 Version: 2022-02 Subject: Youth Event Sponsorship - Kneehill 4-H District Meeting Date: Tuesday, March 12, 2024 Prepared By: Carolyn Van der Kuil, Legislative Services Coordinator Presented By: Carolyn Van der Kuil, Legislative Services Coordinator RECOMMENDED MOTION: That Council approve the funding in the amount of $1000.00 to the Kneehill 4-H District to assist in the costs associated with advertising for their Achievement Day, with funding to come from the Youth Event Sponsorship Grant Policy Program. 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)- Policy #15-10, Youth Event Sponsorship BACKGROUND/PROPOSAL: When creating the Youth Event Sponsorship Policy, Council was committed in supporting and nurturing the growth, development, and empowerment of young individuals within our community. This policy provides financial assistance to organizations operating within the boundaries of Kneehill County, for the purpose of organizing and conducting youth-orientated events, activities, and programs. Administration received an application from the Kneehill 4-H District requesting $1,000.00 from the County to help assist in the costs associated with advertising for their Achievement Day. They were not able to come in as a delegation to Council. DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: Eligibility The application does meet eligibility as the applicant is an organization operating within Kneehill County and the target participants are in the age range of 6 to 18 years. Project Request The project application form is attached that provides information on the event/activity, budget amounts and the amount of funding they are requesting from the County. It also outlines how the event or activity will impact the youth in our community. Page 41 of 57 REQUEST FOR DECISION Page 2 of 2 Version: 2022-02 FINANCIAL & STAFFING IMPLICATIONS: Budget Overview: Allocation and Remaining Funds In 2024 Council has budgeted $10,000 for this program. To date, no other projects have been approved under this program. 2024 Budget Allocated in 2024 Remaining Balance $10,000.00 $0.00 $10,000.00 RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS: Policy #15-10, Youth Event Sponsorship Grant Application Supporting Documents COUNCIL OPTIONS: 1. Approve funding in the amount requested. 2. Approve funding in an amended amount. 3. Request further documentation. FOLLOW-UP ACTIONS: Administration will contact the applicant and let them know of Council’s decision. APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Page 42 of 57 Kneehill District 4-H Council C A N A D A 4-H Alberta Box 2727 Three Hills, AB T0M 2A0 February 8, 2024 Kneehill County PO Box 400 Three Hills, AB T0M 0A0 Email: Carolyn.vanderkuil@kneehillcounty.com Attention: Carolyn Vanderkuil I would like to start by thanking you for your past support to the Kneehill 4-H District show and sale. The Kneehill District 4-H Council would like to ask once again for your consideration in sponsoring our 2024 Achievement Day show and sale, which this year will be held on June 4, 2024. We have 60 4-H members who will be participating in their year end event with their beef and sheep projects. Your sponsorship donation if you should choose would go towards the costs associated with advertising for our Achievement Day. We are requesting $1000.00. In recognition of your sponsorship your organization will be displayed on signage around our show ring, as well as in our show and sale catalogues. Your business will also be promoted throughout the show by our emcees. The 4-H program is so important to the future of agriculture in our province. It helps to teach our members responsibility along with many other life skills. Our members are very proud of their projects and the work that they have put into them to get them ready for Achievement Day. They are also proud to be a part of rural Alberta and it’s future. Please feel free to join us on June 4/24 at the Olds Cow Palace in Olds, Alberta for our annual Achievement Day. The show starts at 10:00a.m. followed by supper at 5:00p.m. and our sale at 6:00p.m. Thank you in advance for your consideration. I look forward to hearing back from you as soon as possible should you choose to support Kneehill 4-H District Achievement Day in order for your name and business logo to be printed and displayed in our advertising. Sincerely Yours, Kelli Becker Kelli Becker-Kneehill 4-H District joekellibecker@gmail.com Page 43 of 57 Page 44 of 57 Page 45 of 57 Page 46 of 57 Page 47 of 57 Page 48 of 57 Page 49 of 57 Page 50 of 57 Youth Event Sponsorship Grant Accountability Form POLICY #15-10 The personal information on this form is being collected for the purpose of determining eligibility of an applicant to receive a grant. This information is collected under the authority of Section 33 (c) of the Freedom of Information and Protection of Privacy Act and may become public information once it is submitted to Council during a Council meeting. Questions regarding the collection of this information can be directed to the FOIP Coordinator at 403-443-5541. APPLICANT INFORMATION Date: Applicant Name: Mailing Address: City: Province: Alberta Postal Code: Telephone: Email: EVENT REPORTING Provide information/stories about the event to show how it was successful. (this could include survey results, or reviews from attendees) How many attendees? How many volunteers/organizers? APPLICANT AGREEMENT I DECLARE THAT: • The information contained in this application and supporting documents is true and accurate and endorsed by the above organization. • I understand that the pictures provided may be used in Kneehill County’s communications. Signature: Date: Page 51 of 57 REQUEST FOR DECISION Page 1 of 2 Version: 2022-02 Subject: Three Hills RCMP Delegation Meeting Date: Tuesday, March 12, 2024 Prepared By: Carolyn Van der Kuil, Legislative Services Coordinator Presented By: Mike Haugen, CAO RECOMMENDED MOTION: That Council accept the RCMP presentation for information, 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: Three Hills RCMP were a delegation to Council earlier this meeting. DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS: As part of their accountability to our community, RCMP are providing Council with reporting on statistics, community engagement, and community priorities. FINANCIAL & STAFFING IMPLICATIONS: N/A RECOMMENDED ENGAGEMENT: Directive Decision (Information Sharing, One-Way Communication Tools: Individual Notification Other: ATTACHMENTS: N/A COUNCIL OPTIONS: 1. Approve the recommendation as presented. 2. Amend the recommendation as presented. 3. Administration to come back with other options. FOLLOW-UP ACTIONS: Continued partnership and collaboration with detachments on reporting to Council. Page 52 of 57 REQUEST FOR DECISION Page 2 of 2 Version: 2022-02 APPROVAL(S): Mike Haugen, Chief Administrative Officer Approved- ☒ Page 53 of 57 REQUEST FOR DECISION Page 1 of 1 Version: 2022-02 Subject: Council & Committee Report Meeting Date: Tuesday, March 12, 2024 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 54 of 57 Page 55 of 57 REQUEST FOR DECISION Page 1 of 1 Version: 2022-02 Subject: Council Follow-Up Action List Meeting Date: Tuesday, March 12, 2024 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 56 of 57 Meeting Date Motion #Description/Motion Action Required Assigned To Due Date Status 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 Hiring in Process (via Prairie). Additional grant funding has been applied for. MOU between Prairie, Town, and County has been signed. 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.Marika Von Mirbach Q4 of 2023 Reserve Draws will be made at end of year or project completion 26-Sep-23 308/23 That Council defer the Grader and Gravel Services Policy #13-2 discussion to a future Committee of the Whole meeting.Mike Ziehr 2024 Q2 Policy #13-2 will be reviewed concurrently with the upcoming Policy #13-36 Dirt Trails review. 24-Oct-23 383/23 That Council approve the Integrated Facility Condition and Asset Retirement Assessment Project' with an allocated budget of $325,000 to be distributed over the next three years, with an immediate commencement, to be funded from the Contingency Reserve.Marika Von Mirbach Reserved Draws will be made at end of year Council Input is Required 28-Nov-23 417/23 That Council approve the Reserve Funded Projects proposed in the 2024 Budget Book, as presented, with further discussion to occur regarding the Growing Kneehill Event. Coming to the March 12, 2024 Council Meeting 13-Feb-24 025/24 That a photo opportunity and a small plaque at their expense be organized with the Wimborne Community Centre Society.Completed Photo Opportunity with Wimborne Community Hall will occur at the Feb 27th meeting 13-Feb-24 026/24 That Council direct Administration to request Council presentations from the NRCB, AUC, and knowledgeable expert on Alberta electrical grid regarding processes, setbacks, and other information relevant to municipalities.Mike Haugen/Carolyn Van der Kuil2024-03-01 In Progress NRCB- April 23rd Council Meeting 27-Feb-24 037/24 That Council approve the nomination of the Calhoun Family (Rod & Carol, Jason & Erin) for the 2024 BMO Stampede Farm Family Award. Completed 27-Feb-24 038/24 That Council move to replace the Braconnier Campground Picnic Shelter in 2025 and for administration to include a detailed project plan in the 2025 budget for approval. Fallon Sherlock Q3 2024 27-Feb-24 039/24 That Council approve the new Policy 2-2 Cemetery Grant Funding. Completed 27-Feb-24 040/24 That Council approve the recommended changes and adopt the Policy 2-1 Cemetery Policy as presented.Completed 27-Feb-24 041/24 That Council approve the recommended amendments and adopt the Policy 12-5 Parks Drone Policy as presented. Completed 27-Feb-24 042/24 That Council appoint Theresa Cochran, for the term of her employment with Kneehill County, as an authorized signing authority for Kneehill County.Carolyn Van der Kuil 12-Mar Waiting for minutes to be approved to send to Bank 27-Feb-24 043/24 That Council accepts the RCMP Quarterly Report and Kneehill County Protective Services Report as presented.Completed 27-Feb-24 044/24 That Council receive for information Mr. Kevin Niemis report.Completed 27-Feb-24 045/24 That Council direct Administration to take the necessary steps to modify the Town of Trochu, Guaranteeing Loan Agreement timelines and interest rates, as per Trochu Housing Corporation's request.Theresa Cochran Q2 2024 In Progress Council Action Items Page 57 of 57