Hinton Town Council briefs

Feb. 20 meeting

Action Items

1. Municipal Development Plan Bylaw Amendment No. 1084-1 - presented by LorraineWalker

Municipal Development Plan (MDP) No. 1084 was adopted by Council in September 2017 with Appendix ‘A’ and ‘B’ to be developed and forthcoming as part of an overall Comprehensive Planning and Development Strategy. “Appendix A – Land Development Guidelines” provides a framework and set of requirements for land development in Hinton and outlines additional stages of planning and required supporting documents that act as a bridge between the MDP and development permits required for construction ;“Appendix B–Established Area Guidelines” provides direction for redevelopment, preservation or rehabilitation of existing lands or buildings within Hinton’s established areas. These two policies do not form part of the statutory portion of the MDP. The purpose of the Appendixes is to provide information to further clarify the intent of the MDP policies and aligns the former Mountainview and Hardisty Shopping Districts guideline to be current with other planning documents. Find further information in the agenda package, available here. It was moved that Council give Municipal development Plan Bylaw No. 1084-1 First Reading as presented and appended to the agenda. This motion carried.

2. Land Use Bylaw No. 1088-5 Amendment - presented by Dani Woodman

Land Use Bylaw 1088 (LUB) was adopted by Council in September 2016. The redevelopment of the Land Use Bylaw was intended to support growth and development in our community and to support the alignment of the redeveloped Area Structure Plans (East and West) along with the Municipal Development Plan. Proposed amendments to Land Use Bylaw 1088-5 include: align to the Municipal Government Act, word edit changes to provide clarity to various sections of the LUB; and rezones seven (7) existing districts with a proposed alternative district already defined and existing in the LUB. The proposed district changes support the existing use and provides opportunity for existing vacant properties/lands to be supported with occupancy uses that complement the existing district uses. Find further information in the agenda package, available here. It was moved that Council give Land Use Bylaw No.1088-5 First Reading as presented and appended to the agenda. This motion carried.

3. Council Procedure Bylaw 1060-6 - Presented by Jenna Altrogge

This item is before Council to amend Council Procedure Bylaw #1060-5. The highlighted proposed changes to the Procedure Bylaw (Attachment #1 in the agenda package, available here) reflect efforts to update the bylaw to ensure effective and efficient operations of Council and to remove any content that is redundant, ineffective, or no longer relevant to the operations of Council. Council provided direction to Administration at the January 16, 2018 Standing Committee Meeting with respect to the proposed changes. Administration has attached the former version of the Bylaw (Attachment #2 in the agenda package, available here) for reference. Council granted the changes first, second, and unanimous third reading.

4. Hinton Grant Funding Advisory Committee Bylaw #1085-2 - Presented by Jenna Altrogge

On an annual basis, council appoints members to the HGFAC. Currently, Bylaw #1085-1 (Attachment #2 in the agenda package, available here) allows for the appointment of one citizen-at-large. Due to increased community interest in board membership, at the January 30, 2018 Standing Committee Meeting, Council provided the following direction:

That Council direct Administration to change Membership #5 The Hinton Grant Funding Advisory Committee to consist of members including citizens-at-large and/or members from Council-appointed Boards and Committees (hereafter referred to as “respective boards”).

Additionally, feedback from the 2017 Hinton Grant Funding Advisory Committee members (Attachment #3 in the agenda package, available here) demonstrated a concern for the clarity of sections 16 and 17 of Bylaw #1085-1. As such, Council directed Administration as follows:

That Council direct Administration to revise wording of Sections 16 and 17 and return RFD to Council.

Administration has reviewed the bylaw as directed by Council with the changes highlighted (Attachment #1 in the agenda package, available here). Council granted the changes first, second, and unanimous third reading.

5. Community Grant Program Review Presented by Jenna Altrogge

This item is before Council as directed at the January 30, 2018 Standing Committee Meeting, wherein Council directed Administration as follows:

• That Council direct Administration to reduce the maximum ask from a Group to $10,000 per intake.

• That Council direct Administration to change the operational funding criteria to two grants within their first three years of operation.

• That Council direct Administration to request grant groups to provide a summary of how the funds have been used by the organization to include: financial report of actual revenue and expenses, copies of receipts, project results, and examples of how advertising and marketing materials show the Town of Hinton logo.

• That Council direct Administration to amend Community Grant Fund eligibility requirements to limit groups from applying for the next two intakes after receiving any grant funding for three consecutive years.

• That Council direct Administration to clarify wording regarding financial documentation and required supplemental documentation in the Community Grant application and return RFD to Council.

• That Council direct Administration that the effective date of the changes made to the Community Grant Fund be effective January 1, 2019.

Administration has summarized these recommendations (Attachment #1 in the agenda package, available here).

It was moved that Council approve the changes as directed at the January 30, 2018 Standing Committee Meeting, with effective dates as AMENDED in Attachment #1. and That the effective date for the community grant program maximum request of $10,000 commences for the 2018 intake #1. Both motions were carried.

6. Social Media Use Policy #106 and Social Media Use Guidelines - Members of Council - Presented by Carla Fox

This item is before Council to ensure appropriate use within social media platforms, to reduce the risk of engaging in these platforms, to allow the Town to increase its communication reach as well as increase opportunities for two-way communications. By engaging on appropriate social media platforms, the Town will enhance their ability to provide transparency while communicating more efficiently and effectively.

A Social Media Policy and Council Guideline will provide guidance both to Council and Administration regarding appropriate use. This initiative will provide more opportunities for residents to be heard and encourage more two-way communication. Proactive social media engagement in a variety of platforms will enhance the Town Council and Administration’s ability to provide services to our citizens in an open, efficient and financially sound manner.

It was moved that Council approve the Social Media Use Policy No. 106 as presented; this motion carried. It was also moved that that Council approve the Social Media Use Guidelines – Members of Council as presented; this motion also carried.

7. Waive Public Transit User Fees - Presented by Laura Howarth

This Request for Decision is before Council as directed at the February 13, 2018 Standing Committee Meeting for“Administration to bring a report to Regular Council to waive public transit fees for CNIB card holders .” Background information can be referenced in the Memorandum entitled Subsidized & Free Transit Passes included in the February 13, 2018 Council agenda package, available here.

It was moved that user fees be waived for public transit riders who are Canadian National Institute for the Blind (CNIB) cardholders. This motion carried. It was then moved that Council direct Administration to bring forward a review of Hinton’s Public Transit System to the September 10, 2018, Standing Committee Meeting, including an assessment in terms of the fare structure, organizational structure, identification / management of assets, approach to service delivery, and network design. The report should also contain:

1. Research from municipal comparators on their respective fares and public subsidization to operate public transit systems;

2. Analysis of our fare rates, marketing of advertising opportunities, potential changes to service levels, and exploration of other possible efficiencies and strategies to minimize the level of taxpayer subsidization of public transit in Hinton.

3. The implications of implementing any of the potential changes indicated above;

4. Recommendations to address Administration’s observations

This motion was not voted on, following which it was moved that the motion on the floor be postponed to the April 3, 2018 Regular Council Meeting to allow Administration time to review the work plan timing and use of staff versus external resources. This motion also carried. 8. Occupational Health and Safety Coordinator Position Presented by Denise Parent

In May of 2017, with the retirement of the Town’s Health & Safety Coordinator, Administration deemed it beneficial to request proposals from Health & Safety businesses to manage the Town’s safety program as a contract. Two bids were received with the contract going to Barrow Safety for 20 hours/week. This was comparable to the current position which had been reduced to part-time in 2015 due to pre-retirement plans. At that time, it was felt that 2-3 days to keep the Safety Program up to date and running would be sufficient. At the end of 2017, two pieces of legislation were passed impacting minimum employment standards and safety. The changes under this legislation will have a major impact on municipalities. Some of the changes to safety laws include: prohibited harassment / bullying and discriminatory actions, prime contractor/contractor and other responsibilities, joint worksite safety committees, refusing unsafe work, appeals of orders to the Labour Relations Board, and job hazard implementation.

In order to ensure compliance with Bill 30 some the areas requiring reviews and updates are:

• OH&S Program (refer to Attachment 1 – Principles of OH&S system) • Inspection Checklists

• Job Hazard Analysis

• HR implications

In the past 6 months Administration has noticed an increase in external OH&S reviews to ensure legislation is met. While the focus has been mostly in the recreation center admin do expect more reviews in the future. Therefore, administration is recommending hiring a full-time OH&S coordinator. There may be some requirements to use the services of an external consultant for specific areas to meet the requirements of Bill 30 by the legislative deadline, however, that should be minimal and tied to specific deliverables.

It was moved that that Council support expanding the Occupational Health & Safety Coordinator position to full-time effective as soon as possible. This motion carried.

9. Challenge in the Rockies letter - Added to Agenda by Councillor JoAnn Race

This item was added to the agenda, regarding correspondence received by Council. It was moved that Council direct Administration to bring back a comparative report to the March 13, 2018 Standing Committee Meeting of Council regarding Recreation Centre fee scheduling for groups on Stat Holidays. This motion was carried.

10. MD1420 Stop sign enforcement of ATE program - Notice of Motion, Councillor Dewly Nelson

This item was brought forward by Council via a notice of motion. Following discussion, it was moved that council postpone the motion until the Provincial Government review of the ATE is released publicly. This motion carried.

In Camera

1. Personnel Matter (Freedom of Information and Protection of Privacy Act, RSA 2000, Chapter F-25, Sections 23 & 24)

Following the return from in camera, Council made motion that Council accept the letter of resignation from CAO Stephane Labonne, dated February 8, 2018, that Council approve the CAO’s last day of March 16, 2018 and that Council approve the CAO Recruitment Committee Terms of Reference as presented. All three motions were carried.