Hinton Town Council briefs

Jun. 16 meeting

RCMP Annual Report - Presented by Staff Sergeant Murphy

Public Hearings Land Use Bylaw 1088

Action Items

1. Land Use Bylaw Amendment 1088-14

Land Use Bylaw 1088 was adopted at the September 6, 2016 Regular Meeting of Council. The Land Use Bylaw (LUB) is reviewed regularly and recommended amendments are made to continue to keep the LUB current with best practices. The purpose of this report is to establish the Director of Development Services as a Planning Authority for the municipality to exercise subdivision and development powers and designate the duties to any other person. An Edits Overview is provided (Attachment #1), accompanied by the revised Bylaw 1088-14 (Attachment #2). The Edits Overview summarizes the changes made (with rationale) for ease of reference. First Reading of Land Use Bylaw Amendment No. 1088-14 was passed at the Regular Council Meeting on May 19, 2020. Notice of the Public Hearing was advertised and the public were advised the hearing would be conducted as virtual Public Hearing with instructions on how to participate. Council gave Second and Third reading to Bylaw Amendment 1088-14.

2. Safety Codes Permit Bylaw 1148 At the April 21, 2020 Regular Council Meeting, the following motions were carried: 1. That Council approves the Town of Hinton becoming an accredited Municipality for Safety Codes Services. 2. That Council approves the Town of Hinton establishing an Administrative function for permit sales and file administration but has all inspections for all disciplines performed through a contract with an accredited agency. Please see the Agenda Package for the April 21, 2020 Regular Council Meeting for additional background information. Three readings are being requested for Bylaw 1148 to enable the Town to begin the new service by August 1, 2020 and to obtain the projected revenues expressed to Council during the initial presentation. Council gave Safety Codes Permit Bylaw 1148 first, second, unanimous consent, and third reading.

3. Development Services Fees Bylaw 1104-3

At April 21, 2020 Regular Council Meeting, Council approved the Town of Hinton becoming an accredited municipality for Safety Codes Services and approved the Town of Hinton establishing an Administrative function for permit sales and file administration with all inspections for all disciplines performed through a contract with an accredited agency. Three readings are being requested for Bylaw 1104-3 to enable the Town to begin the new service and allow the Town to issue safety code permits by August 1, 2020 and to achieve the revenue projections outlined to Council during the initial presentation. Council gave Development Services Fees Bylaw 1104-3 first, second, unanimous consent, and third reading.

4. Employment Principles Policy HR-1905

Alberta Legislation requires employers to observe certain principles related to human rights in employment matters. These principles, expressed in Human Rights and Employment Standards Legislation, relate to equal employment opportunities and prohibited grounds of discrimination. An employer’s statement, in the form of an Employment Principles Policy, as presented in Attachment #1, is a useful way to establish the context for how the Town will administer fair and equal treatment for all employees. Effective December 11, 2015, the Government of Alberta amended the Alberta Human Rights Act to include gender identity and gender expression as prohibited grounds for discrimination.

For prohibited grounds of discrimination, such as gender, religion, family status, or disability, etc., employers must accommodate persons, if requested, to the point of undue hardship, on the basis of any of the prohibited grounds of discrimination provided a person is able to perform the essential duties of a job within accommodation.

The Alberta Human Rights Act prohibits discrimination in the employment relationship because of: • Race

• Gender

• Physical Disability

• Ancestry

• Source of Income

• Religious Beliefs

• Gender Identity

• Mental Disability

• Place of Origin

• Family Status

• Colour

• Gender Expression

• Age (18 or over)

• Marital Status

• Sexual Orientation

At the May 12 Standing Committee Meeting, Council reviewed Employee Principles Policy HR-1905 and provided the following direction: That Committee recommends that Council approve Employee Relations Policy HR-1905 as presented. It was moved That Council approves Employment Principles Policy HR-1905 as presented; this motion carried.

5. Employee Relations Policy HR1904

An effective Employee Relations Policy ensures employees are treated in a manner that is fair and consistent. Establishing a clear Policy, as presented in Attachment #1, to outline employee relation practices provides employees with knowledge on organizational practices, expectations, and processes; it also sets consistent standards, improves communication, reduces conflict, and improves efficiencies. Additionally, a clear Policy helps managers to learn and understand those principles which must govern their actions in the employment relationship. This Policy will form the basis for communicating the Town’s principles related to human resources administration to all levels of employees. At the May 12 Standing Committee Meeting, Council reviewed Employee Relations Policy HR-1904 and provided the following direction: That Committee recommends that Council approve Employee Relations Policy HR-1904 as amended. In response to Council’s direction, Administration made the following amendments to Policy HR 1904: • Removal of the extraneous sentence from Section 2.1 This Policy is being presented for Council’s review and approval as amended. It was moved That Council approves Employee Relations Policy HR-1904 as presented; this motion carried.

6. Benefit Principles Policy HR-1903 Certain benefits are required by law and minimum standards exist for those benefits, as dictated by the Alberta Employment Standards. Furthermore, legislation emphasizes that benefits made available to employees cannot be provided in a discriminatory manner. A strong Benefits Principles Policy, as presented in Attachment #1, ensures that long-term cost implications and planning considerations are factored into organizational benefit decisions. This Policy outlines a set of principles which govern analysis on whether to introduce new benefit programs or modify existing ones, supporting long-term planning related to both cost control and benefit improvements. At the May 12 Standing Committee Meeting, Council reviewed Benefits Principles Policy HR-1903 and provided the following direction: That Committee recommends that Council approve Benefits Principles Policy HR-1903 as presented. It was moved That Council approve Benefits Principles Policy HR-1903 as presented; this motion carried.

7. Pay Principles Policy HR-1902 A Pay Principles Policy, as presented in Attachment #1, is required for legislative Employment Standards compliance and it supports an organization’s attraction and retention. While Town practices meet or exceed Employment Standards requirements, current Policies are not in alignment with these practices. In terms of legislative compliance, a clear Policy is required to ensure legislative requirements are being met. These requirements include equal pay without consideration for factors such as gender, race, sexual orientation, or other protected grounds. Contravention of these standards can result in penalties to the organization as high as $100,000. As such, it is essential to have a clear organizational Policy in place to ensure all employees are compensated in a fair and equal manner and to protect the organization from liability. A Pay Principles Policy also impacts the Town’s ability to attract and retain competent employees by showing how their pay will be administered when they perform their jobs competently. Under a clearly administered pay system, as outlined in Policy HR-1902, employees quickly learn and understand the important relationship between pay and job performance. This can improve performance and increase the Town’s service levels. This is not a change in practice, or intent of the Policies currently in place. Council reviewed Policy HR-1902 at the May 12 Standing Committee Meeting, wherein direction was provided that the Policy be brought back to Standing Committee with additional information pertaining to the current salary grid. At the May 26 Standing Committee Meeting, Council reviewed Pay Principles Policy HR-1902 and provided the following direction: That Committee recommends that Council approve Employee Relations Policy HR-1904 as presented. That Committee recommends that Council rescind Personnel Policy – Salaried Staff 027, Personnel Policy – Salaried Employees 060, and Personnel Policy General 017.

Council made the following motions:

• That Council approve an amendment to the Pay Principles Policy HR-1902 to modify Section 4.2.4 to state: to address budget impacts of any changes and seek approval from Council through a Request for Decision.

• That Council approve the Pay Principles Policy HR-1902 as amended.

• That Council rescind Personnel Policy – Salaried Staff 027, Personnel Policy – Salaried Employees 060, and Personnel Policy General 017.

These motions carried.

8. 2020 Regional Assessment Review Board Appointments

The Specialized Municipality of Jasper, the Town of Edson, the Town of Grande Cache and the Town of Hinton, as Partner Municipalities, entered into an agreement in 2007 to establish an Inter-Municipal Assessment Review Board. Pursuant to section 454 of the Municipal Government Act, a Council must by bylaw establish a Local Assessment Review Board and a Composite Assessment Review Board. Pursuant to section 455 of the Municipal Government Act, two or more Councils may agree to jointly establish a Local Assessment Review Board and a Composite Assessment Review Board to have jurisdiction in their municipalities as a Regional Assessment Review Board. Bylaw #1123, (Attachment 1), the Regional Assessment Review Board Bylaw, provides for the establishment of a joint Local Assessment Review Board and a joint Composite Assessment Review Board with the Partner Municipalities to be known as the West Yellowhead Regional Assessment Review Board. The Town of Grande Cache has withdrawn from the Inter-Municipal Assessment Review Board due to their dissolution into a Hamlet of the M.D. of Greenview. The M.D. of Greenview has an established Assessment Review Board. On April 21, 2020 Council appointed the

Town of Hinton Legislative Clerk to perform the function of West Yellowhead Regional Assessment Review Board Clerk. Due to staffing changes, the Town must appoint a new Assessment Review Board Clerk. The Town does not have any staff who are currently certified to perform this function. As a result, Edson has agreed to appoint their staff member as the Assessment Review Board Clerk for 2020 to support the Town of Hinton though staffing transitions. This demonstrates another advantage of the regional partnership. It was moved That Council appoint Trisha Papke as the Designated Clerk for the West Yellowhead Regional Assessment Review Board, for a oneyear term starting June 16, 2020; this motion carried.

9. Action Pending List Approval Beginning in June 2020, changes, clarification, or removal/ consolidation of items within the Action Pending List will be discussed during the second Standing Committee Meeting of the month. During July and August where only one Standing Committee Meeting is held, the Action Pending List will be reviewed during that scheduled meeting. If changes to the Action Pending List are discussed, and direction provided by Council to bring them forward for approval, the updated list will be brought to the next Regular Council Meeting. It was moved That Council approve the Action Pending List as presented; this motion carried.

10. Peace Officer Posting - added to agenda

Mayor Michaels added this item, requesting discussion on a job posting for a peace officer position. It was moved that Council direct Administration to keep the position of Peace Officer Level One open until an information report on the service levels and financial impacts of the Bylaw Services Department be brought to the July 14, 2020 Standing Committee meeting. This motion carried.

Administrative Inquiries

This Administrative Inquiry is requesting the following information:

• The external legal costs of completing the investigation that was presented to Council at the December 16, 2019 Special Meeting of Council.

• The total legal costs from the Town of Hinton’s legal counsel for all matters related to the investigation presented to Council at the December 16, 2019 Special Meeting of Council, including all related costs incurred subsequent to the report’s completion.

• All internal costs related to the report presented to Council at the December 16, 2019 Special Meeting of Council.

• All other costs related to the report presented to Council at the December 16, 2019 Special Meeting of Council.