Regular Council Meeting Agenda Thursday, March 14Th, 2019 | 1:00Pm Banff Juniper Hotel

Regular Council Meeting Agenda Thursday, March 14th, 2019 | 1:00pm Banff Juniper Hotel

1. Call Meeting to Order

2. Adoption of Agenda / Call For Additions

3. Adoption of Council Minutes a. Regular Council Meeting – February 14th, 2019 b. 2019 Budget Planning Session – January 10th, 2019

4. Financial Reports a. January 2019

5. Delegations a. Standing Council Update – RCMP (no attachments) b. Standing Council Update – Parks Canada Lake Louise Field Unit (no attachments) c. Samson Real Estate – Tax Penalty Waiver Request d. Canadian Rockies Public Schools – Funding Request e. Banff Elementary School - Playground Project Request

6. Business & Discussion Items a. Council Remuneration Bylaw Review b. Staff Housing Purchase c. Rentals Governance Bylaw d. Banff Lake Louise Tourism – Lake Louise Advisory Board e. Lake Louise Sport & Recreation Centre Update (no attachments) f. Budget Discussions & Tax Rate Review (no attachments) g. Banff Canmore Community Foundation Funding Request h. Bow Valley Victim Services Request i. AMPPE Membership j. Enhanced Policing Proposal

7. CAO & Committee Reports/Roundtable (no attachments) a. CAO Report b. Council Roundtable

8. Correspondence & Reports a. Parks Canada Update: New Shuttle Options in Banff National Park, Summer 2019 b. Parks Canada Update: REMINDER: Bow Valley Parkway Mandatory Evening Seasonal Travel Restriction – March 1 – June 25, 2019 c. Parks Canada Update – Rehabilitation Work on Tunnel Mountain Summit Trailheads d. Parks Canada National Planning Permit Process - 'What We Heard Report' Now Available e. Mass Transit Study News Conference - Early Media f. Memo to the AMPPE Membership and Supporters g. Parks Canada Update – Tree Clearing for Intercept Parking Lot h. Message for CAO's & Mayor's: Resolution to Support Alberta's Energy Industry (Call for Support - RMA Spring Conference) i. Parks Canada Update - FireSmart Lake Louise Wastewater Treatment Plant j. DM Pickering Letter - AR95672 IDP Clearwater Exemption k. Student Request - Community Spirit l. FortisAlberta Approved 2019 Distribution Rates m. Minister of Municipal Affairs – MSI Funding n. Minister of Municipal Affairs – Sewer Line Replacement Funding Approval o. Town of Banff Minutes – February 11th p. Town of Banff Minutes – February 25th

9. Upcoming Meetings, as currently scheduled a. ID9 Regular Council Meeting 1:00pm, April 11th, 2019 (Lake Louise Inn)

10. In Camera – Closed Session a. Property Matter - covered under section 16 of the Freedom of Information and Protection of Privacy Act b. Employee Matter – covered under section 17 of the Freedom of Information and Protection of Privacy Act

11. Adjournment

Improvement District No. 9 Council Minutes Regular Council Meeting, February 14th, 2019

The Municipal Council Meeting for Improvement District No. 9 (ID9) was held at the Lake Louise Inn on Thursday, February 14th, 2019. In Attendance: Chairman Dave Schebek, Councillors Davina Bernard, Alison Brewster, Jean-Marc Stelter and Rick Werner. Administration: Chief Administrative Officer (CAO) Kurtis Pratt, Deputy CAO & Recreation Director Danielle Morine, Lake Louise Fire Chief David Shakotko Visiting Officials: Gerald Walker, Lake Louise RCMP Sergeant, Gregg Walker, Parks Canada Acting Fire & Vegetation Specialist, LLYK Field Unit and Juliette Van Vliet, Parks Canada Townsite Manager, LLYK Field Unit. Absent: NA

CALL TO ORDER Chairman Schebek called the meeting to order at 1:00pm. (1:00pm)

APPROVAL OF AGENDA Chairman Schebek MOVED to approve and adopt the agenda with the following 01-14-02-2019 additions: • ADD Item 6f Professional Development & Conferences • ADD Item 6g KID Discussions

• ADD In Camera Item B – Rec Centre Update covered under section 21

of the Freedom of Information and Protection of Privacy Act

• ADD In Camera Item C – Private Business Matter covered under section 16 of the Freedom of Information and Protection of Privacy Act • Correct Upcoming Meeting to March 14 at the Juniper Hotel in Banff

Carried. MINUTES 02-14-02-2019 Chairman Schebek MOVED to accept the January 10th, 2019 Council Meeting Minutes as presented. Carried. FINANCIALS 03-14-03-2019 Councillor Werner MOVED to adopt the December financial reports as presented. Carried.

DELEGATIONS RCMP Standing Update Sergeant Gerald Walker updated Council on the new legislation regarding Impaired Driving Suspensions, Commercial Vehicle Inspections and Liquor License Inspections for 2019.

Parks Canada Standing Gregg Walker, Acting Fire & Vegetation Specialist, LLYK Field Unit with Parks Canada Update updated Council on the Fire Management Plan and how to provide input. Juliette Van Vliet, Parks Canada Townsite Manager, LLYK Field Unit also updated Council on the Mountain Parks Management Plan and subsequent public consultation dates and times.

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BUSINESS & DISCUSSION ITEMS Council Remuneration Council reviewed the compiled information outlining comparable remuneration Bylaw Review policies.

04-14-03-2019 Chairman Schebek MOVED to table this discussion during the March Council meeting. Carried. Staff Housing Purchase Council reviewed the options for purchasing in Banff and Canmore.

05-14-03-2019 Councillor Bernard MOVED that Administration follow up with Parks Canada regarding progress on the new lease arrangement for the old daycare facility site, and to report back to Council in March. Carried.

06-14-03-2019 Council Stelter MOVED that Administration expand housing search to include purchasing single or shared housing options in Banff, Canmore and Field, BC and to bring this additional information back to Council in March. Carried. Councillor Bernard stepped out of the meeting at 2:11pm.

Rentals Governance Council reviewed the proposed Rentals Governance Bylaw (2019-01). Bylaw 07-14-03-2019 Councillor Brewster MOVED pass second reading of the Rentals Governance Bylaw (#2019-01) as presented Carried. In Favour: Stelter, Werner, Bernard, Schebek. Opposed: N/A Absent: Bernard Councillor Bernard stepped out of the meeting at 2:13pm.

Lake Louise Sport & Administration updated Council on the upcoming tender and construction timeline Recreation Centre and how that will impact service levels. Update

AMPPE – Sunshine Council accepted the correspondence as information. Correspondence

Professional Administration reviewed upcoming Conferences with Council. Interested Councillors Development & should confirm their availability to Deputy CAO Morine ASAP. Conferences

08-14-03-2019 Councillor Bernard MOVED that Administration attend the upcoming RMA RiskPro Seminar in Calgary. Carried.

09-14-03-2019 Councillor Bernard MOVED that any ID9 Councillor can attend the upcoming RMA Spring Conference, AUMA Leaders Summit and the EOEP Course on "Councils Role in Municipal Service Delivery" do so as part of their official business. Carried.

KID Discussions Administration updated Council on a recent conversation with KID Administration and

Improvement District No. 9, Banff National Park – Council Meeting Minutes, February 14, 2019 2 | P a g e

expressed that there are not as many similarities as was originally anticipated. Administration also updated Council that we are experiencing some challenges with KID and Town of Banff on beginning the ICF negotiations with each of these entities.

CAO’s REPORT DCAO Morine presented the CAO Report to Council and responded to questions.

COUNCIL REPORTS Banff Library Board Councillor Stelter reported to Council that he attended the Banff Library Board meeting and provided an update on their expanded digital library and the possibility of using Roam as a mobile library on Route 8.

Canada West Ski Councillor Werner informed council he met with Canada West Ski Association. Association

Recreation & Fire Councillor Werner & Chairman Schebek informed council they reviewed cheques and Invoice Review & signed invoices for both agencies. Councillor Bernard informed council that moving Cheque Signing forward, all cheques for the Lake Louise Sport & Recreation Centre (1369058 Alberta Society), would be reviewed and signed by the ID9 Representative (Davina Bernard) and the Chair (Bill Keeling) of the board along with administration (Andrea Howie or Danielle Morine). Chairman Schebek informed council that moving forward, all cheques for the Lake Louise Banff Municipal Services Society (LLFD), would be reviewed and signed by the Chair (Dave Schebek) and the Treasurer (Dave Schebek) of the board along with administration (Andrea Howie or Danielle Morine).

Canadian Rockies Public Councillor Werner updated council on his meeting with the CRPS. Schools

AMPPE Councillor Brewster informed council that AMPEE is advertising for the executive director position. They have also hired a consultant to help develop a strategic plan.

Bow Valley Regional Councillor Bernard informed council of the high Roam transit numbers for Route 8. Transit Services She also informed council that she signed cheques and participated in agenda Commission preparations.

Lake Louise Sport & Councillor Bernard informed council that there was a Recreation Board meeting on Recreation Centre February 13th and that the pump upgrades for the Olympia Room drain have worked well in cold temperatures so far.

Banff Lake Louise Councillor Bernard received an email from Banff Lake Louise Hospitality Association Hospitality Association on developing a Zero Plastic Waste Workshop for the Bow Valley. They have requested that a representative from ID9 sit on their initial meeting.

10-14-03-2019 Councillor Bernard MOVED that Councillor Werner, Councillor Brewster or Councillor Stelter attend the first strategy session based on availability. Carried.

Parks Canada Chairman Schebek updated council on his productive meeting with Parks Canada reviewing upcoming and ongoing projects.

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Lake Louise Banff Chairman Schebek updated council on the progress of the LLBMSS as well as their Municipal Services meeting schedules and intent. Society

CORRESPONDENCE Council reviewed the Correspondence & Reports as included in the Agenda Package.

11-14-03-2019 Chairman Schebek MOVED to accept the correspondence and reports as information. Carried.

UPCOMING MEETINGS Council reviewed the location for the upcoming council meetings. 1. Council Meeting | 1pm, March 14th, 2019 (Juniper Hotel - Banff)

INCAMERA 12-14-03-2019 Chairman Schebek MOVED that due to sections 16 & 21 of the Freedom of (2:52pm) Information & Personal Privacy Act that the meeting be taken IN CAMERA to discuss some confidential matters of Council business in a Closed Session.

• CAO Pratt & Deputy CAO Moring remained in the closed session

13-14-03-2019 Chairman Schebek MOVED to come OUT of IN CAMERA and end the Closed Session at (3:13pm) 3:13pm.

14-14-03-2019 Councillor Bernard MOVED to proceed with next steps regarding the Outstanding Tax Issue as outlined by Administration. Carried.

ADJOURN Councillor Bernard MOVED to ADJOURN at 3:17pm. 15-14-03-2019 Carried.

Minutes Approved on the 14th of March, 2019

______Chairman – Dave Schebek

______Chief Administrative Officer – Kurtis Pratt

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IMPROVEMENT DISTRICT NO. 9

2019 BUDGET & STRATEGIC PLANNING SESSION: MINUTES

In Attendance: Chairman Schebek (Stepped Out At 10:00am For Approx. 15 Mins), Councillors Davina Bernard, Alison Brewster, Jean-Marc Stelter & Rick Werner (Arrived At 10:20am) And Chief Administrative Officer Kurtis Pratt & Deputy Chief Administrative Officer Danielle Morine

WHEN: 9:00AM – 11:25PM | BANFF JUNIPER HOTEL

Improvement District No. 9 2019 Council Planning Minutes 1

SESSION DETAILS

Council received this workbook 7 days prior to the meeting and were asked to bring it completed to the planning session.

The following notes are the result of group discussions, deliberation and individual input.

EXTERNAL AUDIT

Opportunities and threats are factors you do not control, but that affects the ID. The blue highlighted items are those that Council determined to be the most important.

OPPORTUNITIES

1. Working with Parks Canada & Indigenous groups for a sustainable Park (x3) 2. Transit services to more areas within Banff National Park/Commitment from lots of stakeholders on transit focus (x2) 3. Provincial & Federal elections (x1) 4. Working with BLLHA, AMPPE & TofB on a coherent policy for the 2020 Parks Plan (x2) 5. Economy 6. Parks Canada 7. Weather 8. Increased visitation in non-peak seasons/BNP worldwide interest

THREATS

1. Provincial elections/Upcoming elections/AB election (x3) 2. The ID9 is still not recognized as a powerful enough organization in BNP by BLLHA, PC etc./Parks Canada (x3) 3. BNP 2020 Management Plan/First Nations if handled poorly (x2) 4. Funding & Grant Loss 5. BC & AB Fire Season Impacts 6. AB Economy 7. Parking & Traffic 8. Tourism 9. Emergency Response 10. Parking & Traffic 11. Staff Housing

INTERNAL AUDIT

Organizational strengths and weaknesses are factors you control/govern. Organizational strengths are elements you need to safeguard and maximize. Organizational weaknesses are elements that must be addressed to protect the health, culture and success of the ID. The blue highlighted items are those that Council determined to be the most important.

STRENGTHS

1. Business mindset/spending control (x4) 2. Morale (both council & interdepartmental: Fire, Rec, RCMP, Medical)/Functional council/We work well together and respect each other (x3) 3. Excellent, committed leadership & support staff/Danielle (x2) 4. Personal touch/we all care (x2)

Improvement District No. 9 2019 Council Planning Minutes 2

5. We work in the Park so we understand the issues firsthand in the Park 6. The ability to bring in outside advice for sustainable tourism in BNP 7. New Rec Centre 8. Infrastructure improvements 9. Potential for battery backup system 10. Strong portfolio of development ready property

WEAKNESSES

1. Working in the Park and also sitting on the ID makes it hard to be outspoken with Parks/Getting Parks to action, not just verbally agree…hard for us to impact/lack of control/still unsure of jurisdiction/Parks Intransigence with development permits/infrastructure improvements by Parks impacting tourist traffic (x4) 2. Keeping the focus on all of BNP so all stakeholders feel equal value 3. Lack of understanding on what ID9 is/does

YOUR PROJECT LEVEL OBJECTIVES - 2019

Your Project Level Objectives are the projects you want to accomplish in 2019. The blue highlighted items are those that Council determined to be the most important.

1. Staff accommodation/housing purchase (x5) 2. 2020 plan/2020 Management Plan $$ Consultants (x4) 3. Society Opportunities 4. Pc – Daycare Lease 5. Banff Library 6. Fire Hall 7. Personal Development 8. Complete 3 Major Projects

YOUR PROJECT LEVEL OBJECTIVES - TERM

Your Project Level Objectives are the projects you want to accomplish in the remainder of your term. The blue highlighted items are those that Council determined to be the most important.

1. Staff accommodation/Accommodation built or bought/CRSB Accommodations/New fire hall & staff accom. (x5) 2. Transit fully done with stops through the Park/Increase transit to more areas in BNP (x3) 3. Impact on 2020 management plan & LL community plan 4. Rec Centre/Fully operational rec centre & grounds 5. Emergency plan fully laid out with responsibility 6. Comprehensive & Collaborative Emergency Services Response Plan with Parks 7. Mutual Aid Buy-in 8. Impact on 2020 Management Plan and LL Community Plan 9. PC & Fire 10. Food Security Program LL

Improvement District No. 9 2019 Council Planning Minutes 3

2018 Planning Session Goals (For Comparison)

Most Important Thing:

1. Transit 2. Transit 3. Rec Centre & Housing

Opportunities:

1. Council Strength (2) a. Train Future Councillors b. Maintain Strong Council 2. Transit (3) a. Money To Develop Transportation To Trail Head 3. 2020 Management Plan For Banff National Park 4. Staff Housing (2) a. Money And Land b. Use Grant Funding 5. Rec Centre (2) a. Proper Size 6. Ensuring Viability And Future Success Of Fire Department 7. ID9 Status Change (2) a. Become A Town And Accessing RCMP Revenue b. Unique Situation 8. Enhance Cooperation With Parks Canada On Major Decisions 9. Improved ID9 Recognition And Awareness 10. Additional Grant Funding From Ab Government

Threats:

1. Federal Government – Parks Canada Control Of Park Development (2) a. Slow Pace At Getting Anything Done 2. Provincial Government – Municipal Affairs Control Over Id Initiatives (2) 3. Turnover Rate Of Lake Louise Parks Canada Employees 4. Staff Housing Shortage (2) a. Parks Not Officially Giving Us Land For Housing 5. Funds Necessary To Accomplish Goals Without Raising Taxes 6. Election Process a. Elected Councils b. Slow Council Appointments 7. Securing The Right Cao 8. Slow Completion Of Tasks 9. Huge Consumer Utility Increase – Lessen Impact On Users 10. Loss Of Existing Grants – Unallocated Grants 11. Transit Becoming To Costly If Parks Not Seeing Enough Cost Recovery 12. Mass Casualty Incident – Fire, Terrorism Etc

Improvement District No. 9 2019 Council Planning Minutes 4

Strengths:

1. Id Staff (2) 2. Cohesive, Unified Council (3) a. Strong Council And Chair b. Equally Weighted Council Portfolios c. Council Focus On Bigger Picture d. Ability To Have Frank And Direct Discussions e. Smart Business Minds On Council 3. Ability To Ask Parks Canada Questions And Hold Them Accountable 4. Ability To Ask Municipal Affairs And Hold Them Accountable 5. Budget Conscious 6. Desire To Be Fair To All ID9 Business 7. Safe Community 8. Access To Considerable Grant Funding

Weaknesses:

1. Staff Housing (2) 2. Council Communication With Residents 3. Little Influence Over Parks Canada (2) 4. Little Influence Over Municipal Affairs 5. Rec Centre Budget Limitations And Residents Wish List 6. Balancing Tax Increases And Where Improvements Are Made (Lake Louise Vs ID9 Area) 7. Sometimes Focus To Much On Small Details (2) 8. Slow Project Completion 9. Not A Lot Of Autonomy 10. Need To Circumvent The System To Function At Times 11. Lack Of Council Preparation For Meetings At Times 12. Parks Canada Relationship Needs Improving

Project Level Objectives

1. Identification Of What Treaty Land We Are On To Recognize Appropriately. 2. Emergency Response Plan Development In Light Of Verdant Fires 3. Transit Between Banff And Lake Louise (2) a. 365 Day/Year Transit Service Between Banff And Lake Louise b. Regional Transit From Banff To Lake Louise 4. Recreation Centre Expansion (4) 5. Secure Staff Housing (4) 6. Communication Strategy Development 7. Ensure Involvement In 2020 Management Plan For Banff National Park 8. Permanent, Stable Fire Services Building (2) 9. Enhanced Traffic Control 10. Deputy Cao Training 11. Old Daycare Demolition 12. Maintenance On All Buildings 13. Find Way To Fund ID Projects Without All The Red Tape

Improvement District No. 9 2019 Council Planning Minutes 5

14. Work With Leasees’s More And Hear Their Priorities And Concerns 15. Do Whatever We Can To Ensure RCMP Permanently Staffed With 5 Officers 16. Ensure Admin Has All The Tools To Succeed.

Citizen Engagement Strategies

1. Social Media Strategy Development (2) 2. Council Open Houses Throughout The Year (3) a. At Least Twice Per Year b. Identify Projects And Report On Timelines 3. Eastern ID9 Business Meetings 4. Facilitate Dialogue Between Parks And OCA’s In Park 5. Annual Meeting With Head Lessee 6. Danielle’s Personality Alone Will Increase Engagement

Governance Strategies/Priorities

1. Enhance Understanding Of ID9 Advisory Boards Role To The Public 2. Engage All Businesses In ID9 3. Increase Openness And Transparency 4. Engage With Parks More Over Eastern Portion Of ID9 5. All Council Delegations Have Submitted Info To Council Before Presenting 6. Ensure Portfolio Balance Is Maintained 7. Slightly More Formalized Meetings 8. Parking Bylaw Finalization 9. Work With Minister At Gaining More Input On Decisions Or Autonomy.

Core Service And Program Strategies/Priorities

1. Better Communication 2. Emergency Alert Communication Tool 3. Regional Transit a. Within Lake Louise b. To Different Places Within ID9 4. Better Recreation Facilities (2) 5. Improve Access For Eastern Id Business To Id Rec Facilities 6. Minimal Tax Rate Increases 7. Fast, Safe Emergency Response From Fire Department 8. Develop An Environmental Policy 9. 2 Day Council Retreat

Intermunicipal/Regional Cooperation Ideas

1. Raymond/Waterton Governance Structure Exploration 2. Banff – 2020 Plan Process & Jurisdictional Awareness 3. Emergency Response Partnerships 4. Transit Partnerships (2) a. Canmore And Banff 5. Seniors Housing Partnerships

Improvement District No. 9 2019 Council Planning Minutes 6

6. Continued Community Resource Integration In Lake Louise 7. Explore Cross Over With Banff Rec Centre 8. Fire Department Becoming A Depot Within Banff Fire Department 9. Enhanced RCMP Relationship/Project Coordination (2) a. Especially In Light With Transfers Occurring In 2019 10. Develop Stronger Relationships With Banff, Canmore, Jasper, Id Bighorn 11. Develop Stronger Relationships With Jasper 12. Enhanced Relationship With Parks…Need Their Staff To Stay Longer

Overall 2018 Priorities

1. Transit (2) 2. Housing (3) 3. Rec Centre Development (3) 4. Emergency Response 5. Honouring First Nations 6. Communication With Residents And Building Interest In Serving On Council 7. 2020 Banff National Park Management Plan 8. Facility Maintenance 9. Enhanced Traffic Control 10. Fire Hall Solution a. Staff And Equipment 11. Keep Taxes Flat 12. Enhanced Relationship With Parks Canada 13. Continued Council Development And Growth

Improvement District No. 9 2019 Council Planning Minutes 7

Improvement Districts' Summary of Accounts 2019-01-31 Improvement District #9 Under (Over) Over (Under) Account Description Budget 2019 2018 Budget Prior Year Assets 100160 Cash 11,011,925.35 $ 8,862,428.91 2,149,496.44 103010 Cash In Transit - - - 105020 Investments 10.00 10.00 - 120070 GST Receivable (28.75) - (28.75) 120450 Bank Interest Receivable 19,432.40 10,076.93 9,355.47 120560 General Accounts Receivable 413,604.00 2,082,888.00 (1,669,284.00) 120620 Property Taxes/GIPLOT Receivable 118,269.30 24,271.42 93,997.88 125010 Allowance for Doubtful Accounts - - - 127010 Prepaid Expenses 32,500.20 32,252.44 247.76 131000 Interunit Balances - - - 166010 Buildings and Staff Housing 4,653,124.20 4,653,124.20 - 167010 Vehicles 783,046.90 783,046.90 - 169010 Other Capital Assets 395,668.00 309,968.00 85,700.00 169020 Work in progress - Capital Assets 328,043.32 207,505.09 120,538.23 170010 Land Improvements - - - 176010 Accumulated Amortization - Buildings (1,456,962.15) (1,340,634.03) (116,328.12) 177010 Accumulated Amortization - Vehicles (783,046.89) (754,613.48) (28,433.41) 179010 Accumulated Amortization - Other Capital Assets (134,539.01) (119,187.21) (15,351.80) 180010 Accumulated Amortization - Land Improvements - - - 15,381,046.87 14,751,137.17 - 629,909.70

Liabilities 213270 Accrued Liabilities 481,860.79 371,202.11 110,658.68 203040 Accrued Interest Payable - - - 215020 GST Payable 312.98 94.50 218.48 215030 Holdback Payable - 2,700.00 (2,700.00) 215130 Due to Municipal Affairs - - - 275070 Debentures Payable - - - 229010 Unearned Revenue 4,677,476.61 4,007,926.24 669,550.37 5,159,650.38 4,381,922.85 - 777,727.53

Equity 310010 Operating Reserves - - - 310020 FUND BALANCE 10,189,094.20 10,547,677.32 (358,583.12) 370020 Capital Reserves - - - 370040 Capital Assets - - - 10,189,094.20 10,547,677.32 - (358,583.12)

Revenues 419020 Taxes - Residential and Non Residential - - - - - 425020 Taxes - Power and Pipeline - - - - - 425030 Taxes - Machinery and Equipment - - - - - 425010 Federal Grants in Place of Taxes - - - - - 425040 Penalties and Costs - 12,671.75 2,600.55 (12,671.75) 10,071.20 445010 Tax Certificates - - - - - 453010 Bank Interest - 19,432.40 10,076.93 (19,432.40) 9,355.47 473225 Provincial Grants - - - - - 473325 Other Miscellaneous Revenue - - - - - 473455 Medical Clinic and Staff Housing Rentals - 7,401.64 6,990.68 (7,401.64) 410.96 476010 Gain on Sale of Capital Assets - - - - - 474010 Refund of Expenditures - - - - - 39,505.79 19,668.16 (39,505.79) 19,837.63

Expenditures 521050 Memberships - - 1,215.00 - (1,215.00) 525020 Travel - Mileage - - - - - 525050 Travel - Meals - - 393.68 - (393.68) 525060 Travel - Lodging - - - - - 529070 Advertising - 503.50 - (503.50) 503.50 531010 Insurance - - - - - 533010 Courier Services - - - - - 537070 Building Costs and Federal Land Leases - - - - - 543120 Legal Fees - - - - - 543020 Honoraria - - - - - 543470 Assessment Fees - - - - - 544480 Other Professional and Labor Services - - - - - 551090 Water, Sewage and Garbage - - - - - 551240 Other Purchased Services - - - - - 553040 Administration and Office Supplies - 6,700.00 8,165.48 (6,700.00) (1,465.48) 553070 Printing Services - - - - - 558010 Protective Services - - - - - 560030 AB School Foundation Fund and Senior Lodge Requisitions - - - - - 562030 Grants to Municipalities - - - - - 564010 Other Grants - - 188,357.00 - (188,357.00) 578020 Bad Debt Expense - - - - - 585020 Amortization - Buildings - - - - - 585030 Amortization - Vehicles - - - - - 585050 Amortization - Other Capital Assets - - - - - 587010 Amortization - Land Improvements ------7,203.50 198,131.16 (7,203.50) (190,927.66)

Excess (Deficiency) of Revenue over Expenditure $ - $ 32,302.29 $ (178,463.00) $ (32,302.29) $ 210,765.29

M:\CSS_FIN_FPRS\Repts_Stats_Fin_00740\001 Managers General\Improvement Districts\2019\151_VAR,Sheet1,2/21/2019,8:07 AM IMPROVEMENT DISTRICT 9 INTEREST EARNED ON GRANTS As at December 31, 2019

FGTF MSI - Capital Prepaid Total Grant Grant Rent Deferred Revenue

Amount Carried forward from 2018 $ 651,045.11 $ 4,008,453.25 $ 14,708.39 $ 4,674,206.75

Interest Deposits / Ending Interest Deposits /( Ending Deposits / Ending Interest Deposits / Interest earned Expenditures Balance earned Expenditures) Balance Expenditures Balance earned Expenditures Ending Balance (Receivable) (413,604.00) 237,441.11 - 4,008,453.25 - 14,708.39 (413,604.00) 4,260,602.75 Payable 237,441.11 117,738.23 4,126,191.48 - 14,708.39 117,738.23 4,378,340.98 Jan-19 2.05% 413.00 - 237,854.11 7,177.09 - 4,133,368.57 3,269.86 17,978.25 7,590.09 3,269.86 4,389,200.93 Feb-19 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Mar-19 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Apr-19 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 May-19 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Jun-19 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Jul-19 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Aug-19 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Sep-19 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Oct-19 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Nov-18 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Dec-18 0.00% - - 237,854.11 - - 4,133,368.57 - 17,978.25 - - 4,389,200.93 Receivable - 413,604.00 651,458.11 - 4,133,368.57 - 17,978.25 - 413,604.00 4,802,804.93 (Payable) 651,458.11 (117,738.23) 4,015,630.34 17,978.25 - (117,738.23) 4,685,066.70 413 .00 413.00 413,604.00 7,177.09 (117,738.23) 3,269.86 7,590.09 416,873.86

4,677,476.61 Check TB . Deposits: ------

- - - -

Expenditures: ------

Net Deposits/Expenditure - - -

ID Interest earned on deferred grants - 2019 ID 9 Page 1 of 1

Issue Brief 2019-14-03

Agenda Item 5c. | Samson Real Estate – Tax Penalty Waiver Request

Background

On Tuesday, February 12th Administration received the following request from SML Corp (Parcan Developments for Samson Real Estate): Here is some information as discussed. I've also forwarded you past cheques that were made out to AB municipal Affairs for the same Tax roll numbers and were deposited without any issues as well as sent to the same address. Below is a recap from my office administrators account of the events surrounding this situation: “On July 5, 2018 Cheque #1875 for $75,618.88 was issued to Alberta Municipal affairs for Tax rolls - 312049, 312050, 314059 and 314589. We received a property assessment after this date and was told that payment was not received. It was also verified that cheque should have been written to improvement District 9 not AB Municipal affairs, so we canceled cheque #1875 because your company was unaware of the location of the cheque even though it was sent to the same address so we reissued cheque #1904 for the exact same amount $75,618.88. I had spoken to a lady and was told everything was okay, today we received a Summary of Outstanding Taxes Owing for $10,2163.18 . We are being charged for late fees, however on your summary of Outstanding Taxes Owing is says to Remit to improvement District No. 9 AB Municipal affairs. At the time I spoke to someone in your office I was told to cancel the first cheque and reissue, I mentioned the late penalties and I was told that no penalty would be charged.” On Feb 11, 2019 we received an invoice for arrears and penalties amounting to $10,163.18. We are requesting that this late fee be waived due to the first cheque being lost in the shuffle between departments in Edmonton.

Information from Administration:

Every tax notice has the attached memo outlining how to pay printed on the back of the notice. This is done to avoid confusion surrounding where to send the payment and who to make the cheque out to. Administration receives copies of the envelopes after the due date, to identify if the tax payer is sending their payments on time. As long as the payment is sent by Jul 31, they don't get charged the penalty.

Based on the information on file, the cheque from Parcan was made out on Aug 15 and then mailed on Aug 20 and was received by Municipal Affairs on Aug 23.

Municipal Affairs confirmed that Parcan issued a cheque and then asked for it to be sent back (or destroyed) as they said it was the wrong amount. Municipal Affairs did that at their request and then another cheque was issued for the same amount. PAYMENT OF TAXES You may:

1. Mail a cheque (payable to Government of Alberta) and the remittance portion of the notice to: Alberta Municipal Affairs 14th Floor Commerce Place 10155 – 102 St Edmonton, AB T5J 4L4

2. Pay online with some financial institutions

Allow 2-5 days for bank processing time. Your account number is the Improvement District number plus your roll number. As an example, in Improvement District No. 9, the account number for roll number 000000 would be 9000000. The roll number is unique to each property and stays with the physical property. Should you own multiple properties, payments made through Internet banking need to be designated to each tax roll number/account.

Payments received after the deadline will be subject to penalties.

You May Not: Pay your property taxes at your local institution or send your payment to the Town of Raymond.

Questions, comments or concerns about taxes, please contact Kim Coppieters at (403)752-3322 or [email protected]

PLEASE PRINT CHANGE OF ADDRESS HERE

PRINT TAX ROLL NUMBER HERE

Issue Brief 2019-14-03

Agenda Item 5d. | Canadian Rockies Public Schools Funding Request

Background

The following message was sent to accompany the request for funding from Canadian Rockies Public Schools from Chris MacPhee, Superintendent of Schools for CRPS:

I wish it be know to the ID9 council that their support of the various programs at Canadian Rockies Public Schools is unparalleled. The students of the valley have exposure to opportunities that many large urban center schools cannot organize for their students. This would not be possible without the ongoing support of ID9. We are forever thankful!

Council committed to the following for the 2018 budget season at the March 8th meeting (please notice that some of the commitments carry into 2019 and beyond):

1. OLC $50,000 for 2018, 2019 and 2020 2. Nature Explorers $20,000 for 2018, 2019 and 2020 3. French Immersion $52,000 for 2018 4. High School Sports Transportation $5,000 for 2018

CRPS is requesting the following for 2019:

1. OLC $50,000 for 2019 (pre approved) 2. Nature Explorers $20,000 2019 (pre approved) 3. French Immersion $52,000 for 2019 4. High School Sports Transportation $5,000 for 2019

CRPS has also included a brief overview of the Nature Explorers Program success.

Recommendation That Council review and discuss the request for funding from Canadian Rockies Public Schools and move to approve the 2019 funding request in the amount of $127,000.00 ($70,000.00 of which was committed in 2018) to go towards the following: $50,000.00 towards the Outdoor Learning Centre, $20,000.00 towards the Nature Explorers Program, $52,000.00 towards French Immersion and $5,000.00 towards high school sports transportation.

Dear Members of ID9,

We can’t thank you enough for your continuous support of the Nature Explorers Program over the past 5 years! It is fulfilling to feel the excitement in the students as I walk down the halls and they enthusiastically ask, “Lynx, when is our next Nature Explorers field trip?” The outstanding success of the program is evident in the feedback given by teachers at the Banff Community High School. They have observed that students who have been through the Nature Explorers program have a far greater understanding of Natural Sciences and the skills taught in Outdoor Education. Teachers from around the province, including Lawrence Grassi Middle School and Elizabeth Rummel are seeking ways to implement the program in their schools. I am proud and appreciative of the community partnerships that have been created and maintained over the years. Collaboration with Pursuits - Banff Gondola, The Biosphere Institute, The Canmore Geoscience Centre, The Banff Springs Hotel, and Banff Centre have greatly enhanced opportunities for learning in a wide range of topics. This is a beautiful way to involve the community in student education. I have witnessed many positive outcomes of the NE program. The students are consistently coming prepared to be outside in all weather both physically and mentally. Parent volunteers are committed in all classes. Students are truly getting to know the areas around Banff that they have been visiting in all seasons, year after year. Teachers can relate activities done during field trips to in-class learning and emphasize the real world connections of math, science, and social topics to future life skills or careers. Right now, we are in Museum month. Next month will be the first time we celebrate Earth week, culminating in the annual Earth Day Assembly featuring a movie using student voices called Nature Speaks. The Nature Explorers manual has been created with around 65 field trips and well over 100 curriculum enhancing activities and games. The manual is currently being used by CROLC leaders to teach Exshaw students and plans are being made to expand to LGMS. Thank you so very much on behalf of myself and all of the staff, students, and families at Banff Elementary School for seeing the potential of this program to give our students the education they deserve as residents and stewards of Banff National Park and well rounded, lifelong learners.

Sincerely,

Cristin “Lynx” Geestman Banff Elementary School Playground Project Project Proposal: Build two playground structures geared towards Kindergarten to grade 8. One play space will be geared toward children in grades K to 5, with the other being for grades 5 to 8. Project Overview Banff Elementary School (BES) is one of seven schools in the Bow Valley operated by Canadian Rockies Public Schools (CRPS). BES is presently undergoing a full rebuild (facilities and grounds), in partnership with the Province of Alberta, Alberta Education and the Town of Banff. Phase one of the BES rebuild included a change to the building’s footprint and required the removal of an aged playground structure. The former playground has since been donated to the Emmanuel Foundation, a non-profit organization that ships and rebuilds used playgrounds in developing countries. As a result, the BES Playground Project team has been working collaboratively, seeking funding to support the design and build of a playground at the school’s site. Barriers to Play in Banff Geography The Town of Banff, located within a national park, encompasses 4.77 square kilometers and is home to 8,875 people (Banff 2017 Municipal Census). Within the community there are eight public playgrounds (inclusive of BES) and only two of those eight playgrounds are located north of the Bow River, where approximately 70 percent of the population resides. The north side of the community is also home to both the primary and secondary schools. Financial Year after year, Banff National Park continues to be Canada’s most visited, with over 4 million tourists arriving in 2017 alone. It is therefore no surprise that many people living in Banff work in the hospitality service sector, where according to the 2017 Alberta Labour Marketing Highlights report, the lowest hourly wage by industry is the accommodation and food services sector at $16.23 per hour. Additionally, almost 25 percent of the population are immigrants or temporary foreign workers and the median income of families with children is 13 percent lower than the Alberta average (2016 Banff Census Profile, Statistics Canada). Social Of the 450 plus students that attended, roughly 32/34% percent were English language learners. According to the recent Canadian Sport for Life report, Creating Inclusion of Newcomers in Sport and Physical Activity, some of the known barriers to new Canadians to participate in sport or physical activity include language and culture. And within Banff National Park, we have found that new immigrant families can be fearful of existing wildlife that is often present around or just outside of the town boundary. Having a playground that is enclosed within the school property would provide peace of mind for many families. We are also trying to educate families on the importance of play for their children, as this may not have been a cultural focus from their native countries. The funding from ID9 would help address some of these issues facing some of the 560 children between the ages of 5 and 14 residing in the community, to access a free and safe space to play every day. Some of the organizations that accessed the former playground and that will access the new are listed in the table below. Organization About Types of Access Anticipated # of Participants Banff Elementary Elementary school with Daily playground use 450+ School classes from including, before and after (2018/19 Kindergarten to Grade 8 school and at recess. enrollment) Out of School Club Town of Banff licensed Accessing the playground 30 children childcare program that during an after school operates at BES childcare program Summer Fun Town of Banff weekly Accessing the playground 60 children summer program for daily school aged children that operates at BES FCSS – Family Bow Valley Mentor Accessing the playground 10 mentors with Wellness Program during school hours with their student each school aged mentees week

FCSS – Settlement Settlement Services Accessing the playground 39 children Services after-school program after school with the settlement worker in schools staff.

Project Timeline The new BES playground is scheduled for development in the late summer or early fall of 2019. Included in this proposl is one cost estimations for one of the two proposed nature themed play structures. See PDF attached below:

bienenstock-banff-CostEstimate.pdf

Proposed Project Schedule Winter 2019: Procurement document development, publish request for proposals (listing on Alberta Purchasing Connection) - (Design/Build) Spring 2019: Public consultation on elements and features (industry experts, parents, teachers, & children) Spring 2019: Contract award and design consultation Summer 2019: Permits and site preparation Fall 2019: Construction, inspection and grand opening The proposed play spaces include:

● natural and active elements that promote fundamental movement skills development; ● social elements that encourage collaboration and sharing; ● risk taking elements that challenge fear; ● imaginative elements that support play in “the make believe”; and ● accessible elements for children and families with physical, mental or intellectual disabilities.

Other sources of funding: The BES Playground Project team received confirmation that it qualified for a $250,000 provincial grant for a new playground. The project team, comprised of senior school administrators, construction project managers, municipal recreation administrators, school council representatives and school aged children, anticipate total costs for the proposed playground to range between $425,000 and $475,000. Project costs include design, site preparation, excavation, play equipment, construction, landscaping and CSA compliance inspection and certification. The team is therefore seeking additional funds to support the project. The team will be actively applying for and leading fundraising efforts in through-out the school year 2018/19. Fundraising efforts may/have included:

● applying for regional granting programs (i.e. Banff Canmore Community Foundation, Wimm and Nancy Pauw Foundation, Royal Canadian Legion, Rotary Club funding) ● hosting local fundraisers; and developing a community sponsorship program for businesses to be able to contribute. ● formally seeking financial support from the Town of Banff.

Project expected outcomes of this project: Outdoor play spaces are used for children’s gross motor play, free play and spontaneous exploration. Recent studies in Canada, Europe and the United States have found that vigorous gross motor movement is decreasing among young children, contributing to increases in obesity in school aged children. Playgrounds are a known method to promote different types of play and improve children’s cognitive, emotional, physical and social development. The BES playground will encourage free, unstructured play which has been shown to improve many aspects of children’s overall health, including:

● improved communication skills; ● enhancement of creativity, imagination, innovation and problem solving skills; ● adoption of principle-centered values of fairness; ● understanding of consequences, interdependence, negotiation and conflict resolution; ● development of awareness and strategies to manage risk; ● learning to have fun, take time, relax, reflect focus; and ● experience and confidence with asserting control over personal decisions. * ARPA – PLAY It’s Serious Business The success of the playground will be measured by the 450 plus students accessing the playground on a daily basis, improving their physical and social well-being. Outcome measures could also include a satisfaction survey and by viewing data in the BES provincial accountability pillar survey, which includes input from parents, teachers and students. The accountability pillar survey includes questions on social well-being, sense of place, anxiety, level of safety, opportunities for children to participate in physical education and more. Consultation Process The BES Playground Project team continues to have comprehensive consultation with all stakeholders to ensure that elements and design meet the needs of area residents today, and in the future. Our committee will collaborate with stakeholder groups, including Rocky Mountain Adaptive, CRPS school counsellors, Alberta Health Services, Banff Family and Children Support Services and others during the design process and for selection of features in efforts to best meet the social and physical needs of all children, including those with disabilities. The consultation sessions will have BES administrators presenting a summary of Banff’s demographics, including health and well-being statistics of children and youth, playground experts will provide an overview on types of playgrounds (i.e. traditional, natural, accessible) and types of play (i.e. risky, inclusive, social, physical and imaginative) and finally, input will be sought from all on potential elements and features for inclusion in the final design and build.

Recognition Recognition and acknowledgement will be promoted through all media releases (i.e. social, print, and radio), sponsorship acknowledgement will come by way of a thank you in the paper, on the school’s website, student designed thank you’s, and a temporary 1-year sign acknowledging all sponsors at the site of the school. Publicly accessible Outside of the known organizations accessing the playground, local families and other visitors to Banff will continue to be welcomed to use the play spaces outside of regular school hours. Through the procurement process the playground development committee, led by CRPS senior staff and supported by the Town of Banff and School Council, will work closely with the successful proponent (experienced contractor) to build an inclusive playground that considers Banff children’s ages, abilities and demographics. As a part of the project plan the committee intends to host public consultation sessions with members of the public, community groups and students. CRPS’s overarching goal will be to include elements and layouts that encourages all children (and at times parents and caregivers) to play and move through spaces together.

The playgrounds will be designed and build by the committee that will view the project through the lens of universal design. Following the seven principles, as supported by the Canadian Public Health Association, this means that the playgrounds and areas surround them will be accessible and usable by the greatest number of people. The principles of universal design include equitable use, flexible in use, simple and intuitive, perceptible information, tolerance for error, low physical effort and size and space for approach and use.

Total Proposed Budget $425,000-475,000 required for two playground structures.

Source/Type of Grant Amount of $ Confirmed Pending

Provincial 250,000 ✓ Government

Town of Banff 100,000 ✓

School Council 35,000 ✓ Fundraising

ID 9 25,000 ✓

Wim and Nancy Pauw 25,000 ✓ Foundation Jumpstart Accessibility 50,000 ✓ Grant Total $385,000 $100,000 The parents of school council at Banff Elementary wish to thank the ID9 council for your consideration with regards to contributing to this great project. We only have one chance to get this right and would appreciate all the help we can. We are more than happy to answer any of your questions and provide further information if required. You may Contact: Shawn Carr (Chair of BES council) w (403)762-1255 h (403)762-3372 email: [email protected] Samantha Frey (Secretary of BES council) email: [email protected]

Issue Brief 2019-14-03

Agenda Item 6a. | Council Remuneration Bylaw

Background As requested by council, administration has brought fourth the current Council Remuneration Bylaw (2012-04) as well as some additional information that may aid council in setting appropriate remuneration rates.

The following are some figures gathered from the current posted Bylaws available on municipal websites:

Extra Meetings (beyond regular council meetings) Monthly Details Under 2 hours 2-3.5 Hours 4-5.5 Hours Over 6 Hours Details Benefits Details Computer Details Child Care Details Increased Jan 1, 2019 to account for full Reasonable while at meetings, Mayor $ 4,750.00 Y AUMA Dental, Life, AD&D and Extended $ 500.00 Or $2,000.00/4 year term at 1 time. taxation. conventions, conferences or seminars. Jasper Deputy Mayor $ 1,202.32 Councillor $ 1,202.32 Annual COLA increases as per Stats Annual COLA increases as per Stats Mayor $ 4,182.00 $ 52.25 $ 104.50 $ 156.75 $ 209.00 Y Same as FT employees Canada. Canada. Devon Deputy Mayor $ 2,179.15 Councillor $ 2,091.00 Included expenses and all meetings, Life & AD&D 100%,Extended & Dental Mayor $ 4,692.58 $ 50.00 $ 100.00 $ 200.00 Formal meetings and conferences Y even special 90% plus RRSP Wetaskiwin Deputy Mayor $ 2,577.47 Councillor $ 2,252.47 Everything except council and Mayor $ 5,000.00 $ 125.00 $ 250.00 $ 350.00 $ 1,500.00 Every 4 years committee meetings Hinton Deputy Mayor $ 1,800.00 Councillor $ 1,800.00 Combined council & committee meeting rate. They also have an hourly rate of Mayor $ 400.00 Waterton $50.00/hour for mayor and $32.00/hour for council. Councillor $ 250.00 Combined council & committee meeting Mayor $ 500.00 Plus $300.00 Incidental $ 125.00 rate. They also have an hourly rate of Raymond $30.00/hour. Councillor $ 370.33 Plus $250.00 Incidental $ 125.00 Recommendation That council discuss the following and provide administration with direction on how to redo the existing bylaw in the following areas:

1. Monthly/Annual Honorarium (if applicable) – include what is included with that rate 2. Meeting Remuneration (if applicable) – include parameters as well as different rates for lengths of time if applicable 3. Hourly Rate (if applicable) – include parameters 4. Transportation Remuneration 5. Hotels & Lodgings Remuneration 6. Meals Remuneration (and parameters/hours if applicable) 7. Incidental Allowances 8. Benefits/RRSP 9. Child Care 10. Conferences 11. Phone 12. Spouses

Revised March 12, 2015

Appendix A – Amended Via Motion #20‐12‐03‐2015 (effective March 13, 2015)

Council Meeting Remuneration

Chair: Meeting Up to 3 Hours $250.00 Meeting Over 3 Hours $400.00 Meeting Over 5 Hours $575.00

Councillor: Meeting Up to 3 Hours $225.00 Meeting Over 3 Hours $350.00 Meeting Over 5 Hours $500.00

Meeting Remuneration – Council Assignments/Business

Chair/Councillors: Meeting Up to 3 Hours $225.00 Meeting Over 3 Hours $350.00 Meeting Over 5 Hours $500.00

Transportation Remuneration If travelling due to previously cleared and authorized Council Business  $0.53 kilometre and hereafter in line with Revenue Canada’s allowable amount

Hotel & Lodgings Remuneration If away from home overnight on previously cleared and authorized Council Business  Actual Lodging Expenses Reimbursed According to Submitted Receipt

Meals Remuneration Allowance (or per diem) These amounts provided as a per diem for those standard meal times, or parts of the day, while away from home on previously cleared and authorized Council Business.  Breakfast $20.00  Lunch $25.00  Dinner $40.00  Note: Meals included in any registration fees, or provided during any meeting, conference or matter of Council Business will not be eligible for the per diem meal claim for that meal time or part of the day.

Monthly Incidental Expense Allowance to be paid out monthly  Chair’s Allowance $100.00/month  Councillor’s Allowance $50.00/month

Improvement District No. 9, Banff National Park ‐ Bylaw 2012‐04 ‐ Council Remuneration Page 2

Council Remuneration Review Committee Report

June 2017

Committee Members:

David Bayne Connie Macdonald Brian Smythe

Table of Contents

Background …………………………………….…………………. Page 3

Committee Terms of Reference …………………………………… Page 4

Statement of Principles ……….…………………………………… Page 4

Approach …………………………………...……………………… Page 5

Recommendations and Rationale ………………………………... Page 8

Summary of Recommendations …………………...……………….. Page 13

Appendices

1. Council Remuneration Review Committee Terms of Reference 2. Comparator Municipalities Market Analysis Table 3. Municipal Officers Expense Allowance Elimination Calculations 4. Council Remuneration Policy 076-2

Background

Council has established a Council Remuneration Policy that sets out compensation and benefits for the duly elected council of the day. The policy attempts to strike a balance between the work that is required of a public official and the call to serve one’s community.

Council Compensation Policy C076-2 states that members of Banff Town Council will be provided with fair and reasonable remuneration for performing the duties of their office and reimbursement for the expenses that they incur in fulfilling their responsibilities.

Council salaries were first established in 1989 by a consultant hired to set salary grids for staff and council prior to the town’s incorporation. Council salaries were adjusted in 2000 using a calculation based on cost of living increases received by the Town of Banff employees for the previous ten years. In 2006, the Town of Banff Corporate Affairs Sub-Committee was established to review and make recommendations on the remuneration provided to council. Following submission of the sub- committee’s report, Council established its current remuneration and formula to determine increases on an annual basis.

In 2012, council convened a public committee to review council compensation and provide their recommendations for change. The Council Compensation Review Committee was established with a mandate to review, develop and present a report and recommendation of Council Remuneration for the term 2013-2016. The current Council Remuneration Policy C076-2 was adopted by council in July of 2013. The new policy stipulated that that a comprehensive remuneration review would take place every election year prior to the election, and that the review will be conducted through a committee comprised of Banff residents.

In the fall of 2016, council established the terms of reference and recruitment profiles for a Council Remuneration Review Committee (CRRC) and directed administration to advertise for the positions. Administration recruited members for the committee using newspaper advertisements, social media and the Town’s website. Council appointed members at their 2016 annual organizational meeting. The appointed members brought a wealth of experience including expertise in financial management, human resources, intergovernmental relations and leadership.

The 2017 CRRC is comprised of three members: Mr. David Bayne, Ms. Connie Macdonald, and Mr. Brian Smythe. Two individuals who served during the 2013 remuneration review were appointed once again in 2016, thus providing the Committee with continuity and further insights into previous recommendations.

The Manager of Human Resources and the Municipal Clerk provided staff support to the public committee.

Committee Terms of Reference

The Terms of Reference identifies the Committee as an independent body charged with reviewing and bringing forward recommended changes on guiding principles for remuneration, base salary and per diems, benefits and allowance, full time equivalent status and periodic adjustments and remuneration review for the mayor and councilors.

The final report and recommendation of the CRRC are not binding upon council, and may be amended or set aside as council deems appropriate.

The Terms of Reference are attached to this report as Appendix B. Statement of Guiding Principles for Town of Banff Council Remuneration

The CRRC recognized the importance of considering both the unique circumstance of public office within the Town of Banff, and the review of compensation as it relates to municipal public office in a manner that reflects the duties, responsibilities, skill, effort, authority and decision making. The residents of Banff believe that the Mayor and Councillors bring value to the community and should be remunerated appropriately in accordance with Banff’s unique iconic stature as an international tourist destination and associated public profile of its elected officials.

The philosophy is to base the compensation for the Mayor and Councillors on a realistic scale and should reflect the demanding nature and responsibilities of that public office in order to attract capable candidates; however such compensation must also be reasonable to both members of council and to the citizens of Banff.

The CRRC’s deliberations and resulting recommendations were undertaken with consideration of the following:

• There is a need for greater accountability to address growing expectations of the community with respect to the Mayor and Councillors’ responsibilities and obligations throughout their term of office. • Council salaries should not be perceived as a barrier to those seeking to serve the public in the office of Mayor or Councillor. • The level of compensation should attract competent, motivated and well qualified community- minded citizens for the offices of Mayor and Councillor. • The complexity, responsibilities, time commitments and accountabilities associated with the role of Mayor and Council in our community is unique based on its stature as an international tourist destination. • Remuneration must be transparent, fiscally responsible, and easily understood by the electorate.

Approach

The first meeting of the CRRC was held in February of 2017. Following a review of the Terms of Reference for the Committee, members spent time in each meeting reviewing background information gathered to support their work. Information included previous council compensation review documentation and reports, Town of Banff policies pertaining to council remuneration, allowance and expenses, comparator municipality compensation information and recent compensation review reports from other municipalities. The CRRC reviewed, in detail, the approved remuneration recommendations following the 2013 compensation review to determine if they were still relevant given today’s circumstances.

The CRRC held three subsequent meetings. Meetings focused on the selection of an appropriate comparator group of municipalities based on criteria to compare compensation practices, the establishment of a Statement of Principles, a review of total compensation, and development of the included recommendations against the Statement of Principles.

The review process was consistent with the Committee Terms of Reference and as part of the review process, the following documents, surveys and information were reviewed and discussed by the CRRC: • Approved Town of Banff documents related to Council remuneration • Information concerning the roles and responsibilities of municipal councils • 2013 Town of Banff Council Compensation Review Report to Council • Survey of current council on compensation and with an estimation of time commitments for the current Mayor and Council • Council Remuneration Municipal Comparisons . City of Airdrie . Town of Canmore . Town of Chestermere . Town of Cochrane . Town of High River . Town of Okotoks . Town of Strathmore . MD of Foothills . Rockyview County . Resort Municipality of Whistler . Town of Sylvan Lake

* All reference documents are available from the Town of Banff Municipal Clerk.

Input from Members of Council

Members of council were asked to complete a questionnaire developed by the CRRC. Questions posed to council related to past, current and future demands being placed on council and the compensation received for performing their duties.

Town of Banff Council Compensation Philosophy

The CRRC was briefed on the Town of Banff’s compensation philosophy and principles around council’s current remuneration based on the work of the previous review committee. These are the guiding principles that drive the Town’s decision-making about how to pay council. In keeping with the compensation philosophy the committee aimed at providing a total compensation package that attracts suitable candidates balanced with the commitment to effective stewardship of public funds.

Market Survey Findings of Comparative Municipalities

The CRRC engaged administration to conduct research of comparator municipalities to assist them in making informed recommendations.

The following municipalities were established by the CRRC as the appropriate comparator for the purposes of establishing compensation for elected officials: • Town of Canmore • Town of Cochrane • Town of Okotoks • Resort Municipality of Whistler

Compensation and allowance information provided from these comparative municipalities are included within this report as Appendix C.

Municipal Officers Expense Allowance - 2017 Federal Budget Changes

The CRRC was updated by administration on changes in the 2017 Federal Budget that would affect council’s current municipal officer’s expense allowance.

Under the current federal tax legislation, up to one-half of a municipal councilor’s total remuneration can be excluded from income (tax free). Total remuneration consists of a council members salaries, per diems, and general expense allowance.

While the federal tax laws allow up to one-half of total salary to be excluded from income, Alberta council members are only entitled, under the Municipal Government Act to receive one-third of their remuneration as a general allowance. Councillor’s are not required to account for the allowance.

257.1(2) One third of the remuneration paid in 1999 and later years by a municipality to a councilor is deemed to be an allowance for expenses that are incidental to the discharge of the councilor’s duties.

Currently Town council members remain under this provision with one-third of their remuneration being treated as expenses related to carrying out their duties (a tax free allowance) and two-thirds of their council remuneration remains taxable. This sum is not reflected in their salaries.

The 2017 Federal Budget eliminates the councillor tax exemption

• Remove the tax exemptions for non-accountable expense allowances paid to members of provincial and territorial legislative assemblies and to certain municipal office-holders. This exemption is only available to certain provincial, territorial and municipal office holders, and provides an advantage that other Canadians do not enjoy.

Further detail in the 2017 Federal budget States:

The reimbursement of expenses incurred in the course of carrying out the duties of an office or employment is generally not a taxable benefit to the recipient. By contrast, a non-accountable allowance for which an individual does not have to provide details or submit receipts to justify amounts paid is generally a taxable benefit. Municipal officials may, however, receive non-accountable allowances for work expenses that are not included in computing income for tax purposes. Budget 2017 proposes to require that non-accountable allowances paid to these officials be included in income. The reimbursement of employment expenses will remain a non-taxable benefit to the recipient. In order to provide affected organizations more time to adjust their compensation schemes, this measure will apply to the 2019 and subsequent taxation years. The CRRC considered the various options including: 1) Continuation of one-third tax free for 2018 and fully taxable, no change in gross pay in 2019. 2) Continuation of one-third tax free for 2018 and fully taxable and adjust gross pay to maintain same net pay in 2019. 3) Discontinuation of one-third tax free in 2018 and establish fully taxable gross pay starting the beginning of the 2017-2021 term of office. There are no additional financial implications should the council decide to retain the one-third tax exempt status starting for 2018 and not adjust the gross pay in 2019. Eliminating the one-third tax exempt status in 2018 and establishing the total compensation amounts starting at the beginning of the next council term would result in an annual financial impact of approximately $35,000 staring in 2019 rather than 2018 due to increased compensation amounts. A comparative analysis of the three option with detailed calculations (i.e. income tax projections) is attached as Appendix D to this report. The calculation for mayor assumes single source of income from the Town, and the calculations for councillor assume multiple sources of income. Actual marginal tax rates will vary based on all sources of income and deductions available to members of council.

Recommendations & Rationale

Recommendations on the Remuneration of the Mayor The position of Mayor should remain a full-time position.

That effective upon the swearing in of a new Council in October, 2017, the Mayor remuneration should be adjusted to reflect the average of the comparator group (Canmore, Cochrane, Okotoks and Whistler); and that the mayor should not receive per diems.

Further it is recommended that the 1/3 tax exempt allowance be retained for the year 2018. Effective 2019, the one-third tax-free portion of the mayor’s remuneration would be eliminated and the mayor’s salary be adjusted to generally reflect a neutral impact on the mayor’s net salary.

Specifically, it is recommended that the base salary for the Mayor be adjusted as follows:

(a) Effective October 23, 2017 until December 23, 2018 increase from $79,953 to $80,540. (1/3 non taxable) (b) Effective December 24, 2018 (first pay of 2019) increase from $80,540 to $93,426 (100% taxable); plus the market percentage increase approved in the annual budget and granted to all other Town of Banff employees. (c) In 2020 and 2021 increase the salary by the same market percentage approved in the annual budget and granted to all other Town of Banff employees.

Rationale

The role of the Mayor of Banff has evolved over time. The Mayor has all the responsibilities of the other members of Council as well as actively advocating for the Town of Banff at local, provincial, national and even international levels. There is an expectation from the public that there is more importance placed on the role of the Mayor, including visibility and public commitments. There is also a need to establish a system of remuneration which would appropriately reflect these job requirements while recognizing the loss of other income opportunities while serving as mayor.

The work of the Mayor cannot be confined to a definable period of daily business, but is a seven- day-a-week commitment. Personal time, including vacations, can only be planned around this commitment.

The remuneration of Mayor is reflective of the time commitment and degree of responsibility for this position.

Analysis was conducted using the comparator municipalities to determine what the salary level should be for the position of Mayor.

Analysis indicated that no additional compensation should be provided for items such as chairing committees or representing the Town at an agency, board or committee.

8 With regard to the 1/3 tax exempt allowance, the CRRC is of the view that while members of council may not necessarily anticipate a salary increase during their term of office, they do not expect a decrease, nor is a decrease appropriate. As the current one-third tax free provides a savings to the municipality it should be maintained in 2018.

Recommendations on the Remuneration of Councillors Recommendation

The position of councilor continues should continue to considered part-time with remuneration to be based on one-third of the mayor’s salary.

That effective upon the swearing in of a new Council in October, 2017, Councillors should be remunerated at approximately one-third of that of the Mayor, which would be $26,900 per annum.

Further it is recommended that the 1/3 tax exempt allowance be retained for the year 2018. Effective 2019, the one-third tax-free portion of a councillor’s remuneration would be eliminated and the councillor’s salary adjusted to generally reflect a neutral impact on the councillor’s net salary.

Specifically it is recommended that the base salary for the Councillors be adjusted as follows:

(a) Effective October 23, 2017 until December 23, 2018 increase from $26,478 to $26,900. (1/3 non taxable) (b) Effective December 24, 2018 (first pay of 2019) increase from $26,900 to $30,185 (100% taxable); plus the market percentage increase approved in the annual budget and granted to all other Town of Banff employees. (c) In 2020 and 2021 increase the salary by the same market percentage approved in the annual budget and granted to all other Town of Banff employees.

Rationale

Banff Councillors’ work is such that a significant part-time commitment on the part of the elected official to fully perform their duties and obligations is necessary. Councillors’ responsibilities require members to prepare for and attend meetings and events in addition to keeping informed on current issues while maintaining contact with residents. It should be understood that Councillors in a small community have a high public profile and that they are often required to be engaged with constituents on a daily basis.

Again, with regard to the 1/3 tax exempt allowance, the CRRC is of the view that while members of council may not anticipate a salary increase during their term of office, they do not expect a decrease, nor is a decrease appropriate. As the current one-third tax free provides a savings to the municipality it should be maintained in 2018.

Recommendation on Per Diems Recommendation

That Councillors continue to receive a per diem for required attendance as an official representative outside the Bow Valley and that the same rates for per diems be retained.in 2018.

It is recommended that the per diem rate be adjusted staring in 2019 to be net pay neutral based on the elimination of the 1/3 tax-free municipal officers expense. As the current one-third tax free provides a savings to the municipality it should be maintained in 2018.

Specifically the per diem rates should be as follows:

(a) Effective October 23, 2017 4 hours and less $90.00 (1/3 non taxable) More than 4 hours $180.00 (1/3 non-taxable)

(b) Effective December 24, 2018 4 hours and less $105.00 (100% taxable) More than 4 hours $210.00 (100% taxable)

Further, the CRRC recommends that for the purposes of travel the Bow Valley continued to be defined to include only Banff and Canmore.

Rationale

Currently the per diem rate is $180 per day (4 hours or more) and $90 per half day (4 hours or less). This is an amount that a Councillor would receive when out of the Bow Valley on Town business. This amount is to offset the salary amount when they need to take a day off work.

The Mayor would not receive a per diem as she or he would now be compensated as working in a full-time position and would continue to receive regular salary.

Recommendation on the Process for Future Remuneration Increases Recommendation

That Mayor and Council Base Remuneration continue to be adjusted effective January 1 of each year by the same market formula used in the annual adjustment for Town wages approved in the Financial Plan for all Town of Banff employees.

Rationale

Due to the perceived conflict of interest in the process for wage adjustments, the level of compensation from members of council should be adjusted from time to time by an arm’s length process.

The CRRC concluded that the amount of this adjustment was an acceptable basis for annual changes in compensation for council. The CRRC believes that an annual adjustment to the pay system ensures that council remuneration keeps pace with inflation and that large adjustment increases will not be required in the future. Recommendation on Health Benefits Offered Recommendation

That the current group extended health benefits plan and contributions rates provided for the class of elected officials be maintained for those members of Council who choose to be covered.

Council Member Group Benefits include: • Life Insurance and Accidental Death and Dismemberment • Dental Care • Extended Health Care • Employment and Family Assistance Program (confidential counselling)

Rationale

Following an analysis of the health benefits provided to council of other comparator municipalities in each case the comparator group mirrored those provided by the Town of Banff.

The group plan benefits are optional for members of Council. Using this benefit plan offers economies of scale because administration systems are already in place for Town employees. It is a cost-effective method of providing health benefits to Council.

Recommendation on RRSP Benefit Program Recommendation

That council members be offered enrollment in the Town’s group RRSP benefit where the Town contributes an agreed upon percent of bi-weekly regular wages each pay period. Contributions would begin at the commencement of the elected term and cease on the final date of the term.

Rationale

Elected officials are not eligible to participate in the Local Authorities Pension Plan of which the Town is a participating member. Since this policy was last reviewed, the Town of Banff has implemented a Registered Retirement Savings Plan for employees who are not eligible for in the LAPP due to employment status.

Following an analysis of the benefits provided to council of other comparator municipalities it was found that some municipalities provide a retirement benefit. Providing enrolment in a retirement plan would support the CRRC’s total compensation consideration; “The level of compensation should attract competent, motivated and well qualified community-minded citizens for the offices of Mayor and Councillor” (page 4 of this report).

For consistency purposes the CRRC recommends that the RRSP contribution amounts be aligned with one of the two existing plan designs:

a.) Internal FT Terms 8% bi-weekly contribution Approximate annual cost: $19,400.00 b.) Contracted Terms 5% bi-weekly contribution Approximate annual cost: $12,100.00

Recommendation on Computer Allowance Recommendation