Town of Fort Smith Corporate Services Committee

Tuesday, June 1st, 2021, at 7:00 pm.

AGENDA Attached Documents 1. Call to Order 2. Delegation 3. Declaration of Financial Interest

a. Statement of Disclosure of Interest Statement of 4. Review Disclosure of Interes

a. Agenda b. Minutes c. Vision and Values d. Strategic Plan Corporate Services Vision and Values Strategic Plan Minutes May 4 2021.

5. Governance a. Council Priorities i. Bylaw Review Committee • Council Priorities CHBRC May 12 Council Honourarium Bylaw Minutes.pdf Review Committee May 12 Minutes ii. Communications Committee iii. Post-Secondary Education Committee iv. Fire Abatement v. Daycare vi. Community Recreation Center vii. Truth and Reconciliation Commission 6. Directors Report a. Accounts Paid List May 2021 Account Paid list Correspondence Licensing Report b. Correspondence May 2021 May 2021.pdf List May 2021.pdf May 2021.pdf c. License Report May 2021 7. Bylaw/Policy Review and Development

a. Council Governance Bylaw Council Briefing Note for DPA- Keith 8. Administration Governance Bylaw - Volunteer Firefighte Morrison.pdf

a. Acting SAO b. Briefing Note- Volunteer Firefighter Bunker Gear c. Briefing Note- DPA-008-21- Keith Morrison d. In Camera Session as per CTV ACT S.23(3)(g) The setting of minimum tax sale prices under the Property Assessment and Taxation Act; 9. Other Business 10. Excusing of Councillors

11. Date of Next Meeting 12. Adjournment

Town of Fort Smith Corporate Services Committee Tuesday, May 4th, 2021, at 7:00 pm

Chairperson: D/M Smith Members: Mayor Napier, Cr. Westwell, Cr. Pischinger, Cr. Cox, Cr. Couvrette, Cr. McArthur Regrets: Cr. Campbell, Cr. Beaulieu, Obrian Kydd, Director of Corporate Services Staff Present: Cynthia White, Acting Senior Administrative Officer; Josée Hazlewood, Executive Secretary

1. Call to Order Mayor Napier called the meeting to order at 7:00 pm. 2. Review a. Agenda –The agenda was reviewed. RECOMMENDATION Moved by: Cr. Cox Seconded by: Mayor Napier That the agenda be adopted as presented. Administration wanted to add 9.d. verbal update on tax auction as well as 9.e Emergency measures. CARRIED UNANIMOUSLY

a. Minutes – The Corporate Services Standing Committee Minutes of April 6th, 2021, were reviewed and adopted at the Regular Meeting of Council on April 20th, 2021. – Cr. Couvrette stated that they should respond to the letter received from Riley Venema. He wondered if they should forward this to the Community Services Advisory Board and he added that it provides encouragement to youth to participate in municipality. Administration stated that they will be advertising the spring cleanup and that community members can identify themselves for part of clean up and the town has funds for that. She also added that questions about garbage cans and such can be talked about during the plan of development for the downtown area. Cr. McArthur asked if the town could find out how much it would cost to put sturdy concrete garbage’s around town.

b. Vision and Values– The Vision and Values were reviewed.

c. Strategic Plan – The Strategic Plan was reviewed. 3. Governance a. Council Priorities – The Council Priorities were reviewed. i. Bylaw Review Committee – Cr. Couvrette stated that in the package there is minutes from two meetings that was held in April. He added that the minutes would all be covered once they went through the Council Governance Bylaw Document. • Bylaw Review Committee Minutes April 8th, 2021 • Bylaw Review Committee Minutes April 22nd, 2021 • Council Honourarium Bylaw Review Committee – Cr. Couvrette stated they had discussion with the Mayor about her jobs and duties. He advised that they are trying to bring a recommendation to council by the June council.

Corporate Service Standing Committee Date of Meeting: May 4, 2021 Page 1

ii. Communications Committee • Communications Committee Notes April 27th, 2021 – Cr. Cox Stated that during the April meeting that happened last week, they had discussed during the March meeting removing the ability for the public to comment on the Facebook town posts. She added that they discovered that the Facebook account does not allow the removal of commenting and the type of account that the town has with Facebook will be discussed at their next meeting. She stated that it will be looked at during the strategic marketing plan. The committee has also talked about the May newsletter. Administration wanted to make it clear that the town staff does not have resource to respond to the Facebook posts.

iii. Post-Secondary Education Committee iv. CRC Renovations Steering Committee • Steering Committee April 8th, 2021 Minutes • Steering Committee April 14th, 2021 Minutes – Mayor Napier talked about the steering committee meetings. She advised that the committee met with the Curling Club and the Seniors’ Society about their concerns and talked about the user agreement. She stated they talked about the changes proposed and the layout of the space. She noted that three members of the Steering Committee will meet with three members of the Seniors Society. Administration stated that the steering committee should make a recommendation for the working group. Mayor Napier stated that if it would be a separate committee then it would be done with a motion. Cr. Westwell stated that his only concern is time, and they should come up with three names as soon as possible. They concluded that discussion with Council will decide three people via email.

v. Fire Abatement – Administration met with the superintendent of lands on April 23rd. She stated that they are working on identifying the lands for fire smarting and fire break so that they can get them ready for fire season. Once that is done, they will not need a lease or permission from lands. It will just be a project from ENR and the town. D/M Smith asked if ENR received the funding’s they had applied for. Administration did not have any confirmation.

vi. Daycare vii. Community Recreation Center – Administration stated that the basement will be done in the next month or so and the goal is to work on the second floor. She advised they are still working on some drawings. They also think that the new fitness facility in the basement will be ready to go in a month or so. Cr. McArthur wondered if the construction company is running on time or not. Administration stated that she would have to speak to Mr. Morrison about the timeline. viii. Truth and Reconciliation Commission – Administration spoke about some of the ITI funding. She stated that those projects funds could be used for indigenous language and history on signing through the town.

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4. Director’s Report The Director provided a report on the operations of the Corporate Services Department – Administration stated that the 2021 tax notices went out. She stated the guide that council provided was very well explained and had a great public response. She advised there were more people contacting and asking questions. a. Accounts Paid List – The Accounts Paid List from April 2021 was reviewed. b. Correspondence – The Correspondence from April 2021 was reviewed. c. License Report – The License Report from April 2021 was reviewed.

5. Bylaw/Policy Review and Development a. Council Governance Bylaw – Cr. Couvrette stated that the document represents a combination of three separate documents that are currently in place. Council governance bylaw, Council governmence policy and Council of Code Conduct. It was felt by the review committee that it would be more convenient if it were in one full document. He stated that the first question on page 5. Section 10.4 was dealing with motions – the question is about the passing of the chair to let the chair be able to speak on the topic and whether the chair goes after the vote or not. He advised that there was nothing specific in Robert’s Rules of Order. The committee is looking to hear thoughts of Council and how they felt about it. He stated that the general thought is once a chair is handed over to someone else, a council member would make a comment and it would be given back. Cr. Westwell stated that usually how it is governed is once you have spoken about the item, the chair is given back. Cr. Couvrette stated that usually the meat of a discussion happens during a committee meeting and usually the motion passes. Mayor Napier stated that if there was a tie that the Mayor would say how it goes and that would only happen during a regular Council meeting. D/M Smith stated that if a Council member feels strong about a subject that they should be able to vote. Cr. Westwell stated if you want to speak to the item and if you cannot separate yourself from the chair then do not take the mantle. He added that there is a different role between the Mayor and a Councillor. Cr. McArthur stated that he thinks the Mayor should be present at all the committee meetings because she can vote, and the Mayor will break the tie at a Council meeting. D/M Smith stated that is why they drafted this document. Mayor Napier stated that the language would be changed so that the four meetings of council are not in context and that the intent was not that the Mayor does not go to the meeting. Cr. Couvrette continued with the question under Section 10 subsection 1c. our regular meetings of council will not be longer than three hours and will not be longer than 75 minutes. He stated that generally, the meetings go longer than that. He advised that currently the bylaw is that. Cr. Couvrette continued with Section 10.4 paragraph e. Dealing with once they decided on a motion it shall not be during a period of one year be reversed. He asked what the timeline should be. He also asked how Council felt about revisiting a motion. He added must give notice at a meeting and then two thirds of members to vote in favour of reversal. Cr. Westwell stated that one is a little different then Roberts Rules. He stated that two thirds are only needed when there is no advance notice and that some situations there is no timeline. Administration stated in Roberts Rules they suggest that Council should be able to revisit motions as part of the maturing. Stated that there are rules about timing because whoever is bringing the motion back, they can not do so knowing the someone who will vote the opposite will not be in attendance. She added that some jurisdiction there is no specific practice. Cr. Couvrette stated they put the one-year timeline just to have discussion and they are trying to keep the voting consistent. Cr. Couvrette stated they would like to bring this draft to the June cycle. He stated he believed people should not be able to abstain from voting. He stated that if people want to abstain that they can. He also added that there was discussion on the format of the agenda and some of the timing around agendas. He noted that there is a requirement we give the public a notice about the meeting and there was question about adding to the agenda which we do quite frequently.

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Stated that the bylaw is if you want to add items to the agenda you have till Monday to let the SAO and executive secretary know. Adding agenda items at a meeting and that is something that is frequent and a lot of it is due to items that are of an urgent nature. For an item to be added to agenda require two third of council. Mayor Napier wondered if there was an item that council decided not to discuss would they do those two items separately. Administration confirmed that if the mover and seconder do not agree with the amended then they vote on that motion. Administration stated that what would happen would have discussion to not agree or agree to the motion and the question to ask is whether they agree or not agree then there may have to be another motion. Cr. McArthur suggest that if it is not on his desk then do not add it. Cr. Westwell stated that it was one thing he had challenges with, and that Council makes informative decisions. In short, he does not like any of this in bylaw and policy. He stated that if we do not have the agenda by noon or 5 then it goes against bylaw. He stated that he thinks that 5 pm on Friday to have the package available is too late. Thinks they should have hard copies. He finds that as an item of bylaw that he cannot support it. Understands the intention but not necessary. Cannot think of a situation where you would not expect two third of majority. Cr. Westwell stated that the ability being able to attend electronically should be specified for reasons and rational, but he added that things have improved now. He stated that most of the time Councillors on the far end on the telephone you sometimes cannot hear, and they can’t participate. Trying to flush it out. Cr. Couvrette stated they used the word sparingly for that reason. He also added that if you are going to attend a meeting electronically you can do it through video and that attendance should be through video conference. Administration clarifies that sparingly is the word used in both sections in CTV Act. Cr. Cox stated that any additional feedback could be circulated through email.

6. Administration a. Briefing Note – Economic Development Assistant Job Review— Administration stated in the early 2021 an application was made to ITI’s Community Tourism Coordinator fund for the creation of a position that would report to the Economic Development Officer and work primarily on tourism and marketing. In April, the Town was notified that we would receive $50,000 for two years to fund a full- time term position. She stated, the EDA position will focus primarily on tourism and marketing as per the requirements of the funding. This additional resource will allow for ongoing and timely implementation of the 2017 Economic Development Strategy and will support the implementation of the forthcoming Strategic Marketing Plan. This position will also be responsible for visitor services throughout the year and work with the two summer Community Services Assistants located at the Visitor Information Centre. She advised that the EDA will be paid at a Level 16 and will be eligible for benefits. The cost of this position is Base Salary (2021) $65,265.61, Northern Allowance $7,750.79, Benefits (20%) $13,053.12 which totals to $86,069.52. She stated that ITI Contribution will be $50,000.00 with a remainder to be allocated of $36,069.52. She stated that this leaves $36,069.52 of wages and benefits to be covered by the Town in 2021. She advised that in the 2021 General O&M budget a surplus of $199,846.54 was approved, from which the required amount could be allocated to Economic Development to cover the wages. Administration is also working with ECE to take on the coordinator role of the Small Community Employment Support Program, which will include an administration fee of $32,000, which would be allocated to Economic Development wages to off-set the cost of the EDA. RECOMMENDATION Moved by Cr. Cox Seconded by: Cr. Couvrette Approve an increase of $37,000 to the Economic Development wages and benefits to cover the cost of the addition of the two-year term position of Economic Development Assistant. Approve the recommended re-organization of the Economic Development department to include the Economic Development Assistant for a term to March 31, 2023.

Corporate Service Standing Committee Date of Meeting: May 4, 2021 Page 4

Cr. Pischinger wanted to confirm the $50 000 from ITI and the $30 000 from ECE and asked what has changed to be wanting that money. Administration stated that originally when that was brought up to them there was no administration funding. She stated that having the additional role will help the EDO focus on businesses in the community by giving tourism and marketing to the new employee. Cr. Couvrette stated that this position is a tourism coordinator, and the primary responsibility is for tourism and marketing. He stated the strategic marketing plan will be looking at the aspect of trying to develop growth and activity of the community to business relocation and trying to attract new residents. Administration stated that EDO will be supervising the assistant which will be primarily tourist and marketing and that the majority of the rest will be the role of EDO. She stated that the hope is with this position they will get someone with tourism background. Cr. Couvrette stated that tourism is beneficial to the entire community and they may be willing to contribute if it is 5 or 10 thousand. Administration thinks it brings up an excellent point. She stated that it is a two-year position, and we may want to make it a longer term. She advised that they may find they will want to partner with other organizations. She added that they will have two years to develop that and how they will manage the position and how they will be able to fund it. Cr. Pischinger asked what the plan is if they cannot sustain it. Administration stated that there is no commitment to keep the small communities support program. She stated that when that program was designed ECE did want community government to manage the program so there was some push back from some communities. Advised that this is an opportunity to support tourism in the community. CARRIED UNANIMOUSLY

b. Briefing Note – First Quarter Variance Report & 2021 Motion Registry –Administration reviewed the first quarter variances. She stated that the preliminary 2021 First Quarter Variance is complete and presented to Council for review. This document outlines the Town spending for the first three months of 2021. She advised that the initial review shows that all budgets (General, Utility, Land Development and Environmental) are within budget, however the Town is still early in the fiscal year and substantial invoicing is still underway. This year we are seeing an increase in ambulance recoveries, a result in the increased number of medivacs seen already in 2021. Community Recreation Centre revenues remain relatively low due to the continued limitations on services as a result of the pandemic. She stated that utility estimates for 2021 (power, heat) appear to be accurate, but will continue to be monitored. Due to the record snowpack this winter, some additional contractor costs were incurred to ensure spring freshet was well managed. Costs for snow and water removal and road maintenance in the downtown core is being recovered from water and sewer project. Computer assistance is high as we are seeing maintenance of our systems occurring that has not been done in a number of years, so we are catching up on long standing issues. Town spending and all the budgets are within the budgeted amounts. Medivac is higher than at all last year. Rec center cannot have so many people because of covid restriction. Due to record snowpack, there was contractors hired.

RECOMMENDATION Moved by: Cr. Couvrette Seconded by: Mayor Napier For Council review and approval. Cr. Couvrette asked that cost of the road maintenance related to the downtown core is being recovered with the contractors. Administration stated that there is a provision that they can get the cost back. Cr. Pischinger asked when the contractor was coming back. Administration does not have an update and that there is discussion. Cr. Pischinger stated that it is being maintained and we are allowed up to $2000 a day for that and that it is costing the town. CARRIED UNANIMOUSLY

Corporate Service Standing Committee Date of Meeting: May 4, 2021 Page 5

c. Briefing Note – ICIP Funding – Trail and Basketball Court Paving Administration stated that the need for the trail paving to be completed has been identified and funding through the ICIP Community, Culture and Recreation Infrastructure fund was sought. This is a 75%/25% cost share funding agreement. She stated that the funding received is $309,791 which is 75% of the identified eligible expenses of $413,055. This is the amount requested through the program. This agreement will be in place until September 1, 2027 allowing for this work to be completed in conjunction with the upcoming paving work including the downtown core. RECOMMENDATION Moved by: Cr. Cox Seconded by: Cr. Westwell That Council approves the ICIP Cultural Spaces Funding Contribution Agreement with MACA in the amount of $309,791. Cr. Westwell asked for an estimate for how much paving that amount will do. Cr. McArthur asked if they are coming back to finish the paving. Administration stated that they do hope it will be done this year. Cr. Cox stated it will be wonderful to have the rest of the trail paved. She stated that CSAB members have talked about this possibility for many years. Cr. McArthur stated that the price was till the end of Calder. Administration advised her understanding is to finish the paving of the trail. CARRIED UNANIMOUSLY

7. Other Business Administration provided an update on the tax auction which occurred on May 1, 2021. Administration advised that there were 13 properties and there were people that came in to make payment plans and some people were able to make payments on site. She stated that some of the properties were sold. She also advised that they were able to purchase the Starlite Theatre. She added that the current property owners have 30 days to appeal or make payments and she will be bringing info for the 2019 auction. Cr. Cox asked if for the reaming six properties that were not sold if they would be carried to the 2019 tax sale. Administration confirmed. Administration stated the people are still on the properties and they are free to live there if they did not pay. Administration stated that they are not responsible to take the land from them. She stated they may still make payments of the total amount owing.

Administration provided update on Yellowknife COVID outbreak. Administration stated that Yellowknife COVID-19 cluster is not a community spread. She added that they have cancelled all the child and youth activities in Yellowknife and Hay River has also closed their facilities. She stated that the town of Fort Smith has not made an adjustment to their schedule because there is no indication that any of the youth have been in contact with any youth in Yellowknife. She stated that they are still asking the public to wear a mask in the facilities, like the rec center and the library. She stated that they are monitoring the situation as it could change quickly. She advised that Hay river is on flood watch. She stated that Fort Smith could be the evacuating place and they would host people in the arena for distancing. She stated they do not think they will need us but standing by in case. She stated that anyone who is identified they have to self-isolate would go right to an isolation center and not be managed by the town.

8. Excusing of Councillors RECOMMENDATION Moved by: Cr. Westwell Seconded by: Cr. Pischinger That Cr. Beaulieu, Cr. Campbell be excused from the Corporate Services Standing Committee meeting of May 4th, 2021. CARRIED UNANIMOUSLY

9. Date of Next Meeting The next Corporate Services Standing Committee meeting will be held on June 1st, 2021.

Corporate Service Standing Committee Date of Meeting: May 4, 2021 Page 6

10. Adjournment RECOMMENDATION Moved by: Cr. Cox Seconded by: Mayor Napier That the meeting be adjourned at 8:44 pm.

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Town of Fort Smith Strategic Plan ‐ 2018 Vision The vision statement outlines what our community wants to be. Our vision statement provides a basis for future decision-making and activities.

The Town of Fort Smith will work with our partners to enhance our excellent quality of life by respecting values, traditions, and healthy lifestyles. We will continue to advance as a unified, active and prosperous community.

Values The mission defines how the Town will operate; it represents what is fundamentally important to us in how we work with each other and represent the citizens of Fort Smith.

 Welcoming – we are a friendly community which embraces our visitors, students and residents alike.

 Innovative – we take on new challenges in the pursuit of excellence.

 Sustainable – we are committed to sustainability in our Town’s operations and development.

 Unified – we work with Indigenous governments and our partners to implement our plans and achieve our goals.

 Committed – we operate professionally and to the highest ethical standards.

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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TOWN OF FORT SMITH

STRATEGIC PLAN - 2018

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Message from the Mayor

On behalf of the Town Council for the Town of Fort Smith, I am pleased to present the new Strategic Plan. This plan provides direction for how the Town will move forward in priorities, decisions, and opportunities for the next several years.

We have been able to meet with residents, businesses, and other Governments throughout the town to talk about what is vital to our community growth, wellness, sustainability, roles, economy, values, and identity. It is through the engagement process that we identified and consolidated the goals that you see as essential for the municipality. Many are under the mandate of the Town, while many others highlight the role that we need to take as a facilitator on social and wellness issues and as an advocate for our community.

Our decision-making process connects to the vision that our community has put forward. As we resolve issues that come before Council and how we will proceed, the Strategic Plan will be an integral part of those discussions. The Strategic Plan will be brought forward to the community for continued engagement through implementation.

We look forward to bringing to life the vision that we have created together.

Mayor Lynn Napier-Buckley

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED Town of Fort Smith Strategic Plan ‐ 2018

Contents Introduction ...... 2

Background ...... 3 Demographics ...... 4 Process ...... 7 Vision ...... 8 Values ...... 8 Priorities ...... 9 Goals, Strategies and Actions ...... 10 To retain existing and attract new residents...... 11 To be the healthiest community in the Northwest Territories...... 13 To be a leader in sustainability...... 15 To grow our role as the education leader in the NWT...... 16 To create a vibrant local economy...... 18 To operate a responsive and transparent government...... 20 Next Steps ...... 23 Appendix ‐ Foundational Documents ...... 24

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Town of Fort Smith Strategic Plan ‐ 2018

Introduction Building on the successful implementation of the 2010 Strategic Plan, Town Council initiated a Strategic Plan update. A community engagement process was undertaken to better understand the priorities that residents feel their local government should focus on.

This Strategic Plan is an important document for our town. It defines where we want to go as a community and provides us with the map to get there. It helps us to respond effectively and efficiently to issues facing our community and to take advantage of new opportunities that arise. It’s about setting the direction that will help to maintain the kind of town we want.

We spoke with over 200 Fort Smith residents about your priorities for our town through an intensive engagement process. Whether you responded to the survey, attended a community event or participated through an advisory board, we thank you for being part of the process.

Strategic Planning is an on-going process. We will need additional input from our residents as we implement this plan. We hope that you will continue to partner with us, so we can continue to meet your needs now and in the future.

On behalf of the Town of Fort Smith Council and Staff, the Mayor and Council are pleased to present our 2018 Strategic Plan. This Plan establishes our goals and sets our direction over the next several years.

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Town of Fort Smith Strategic Plan ‐ 2018 Background The Town of Fort Smith is nestled on the banks of the Slave River1. Once the capital of the Northwest Territories, Fort Smith has always been a hub of activity. For centuries, the Dene and Métis hunted and fished the land and tributaries flowing into the Slave River. The waterway was key to their movements, following the ancient rhythms of animals and seasons. Explorers and fur traders later used the Slave as a gateway from the Prairies when travelling north from Lake Athabasca.

Fort Smith was the site of a Hudson Bay settlement. For 200 years, all freight from the south travelled the Slave River. Due to the formidable rapids at Fort Smith, this freight would need to be portaged. This was the route to the Arctic until a highway to Hay River was built in 1949 and freight was transported to Great Slave Lake. Fort Smith was the capital of the Northwest Territories until 1967.

Today, its residents describe Fort Smith as a friendly, welcoming community. It has much to offer to residents and visitors alike. The Town has modern facilities, including a library, arena, snowboard park, track and field facility, pool, curling rink, and large gymnasium; excellent health and social services; and regular community programming for all age levels. Health and safety are ensured by the local RCMP detachment, volunteer fire and ambulance departments, the volunteer animal society, and the Fort Smith Health and Social Services Centre.

Fort Smith is the NWT education capital. All grades are available, from Nursery School, Head Start, Junior Kindergarten, Kindergarten to Grade 12, as well as French immersion and alternative education programs. The town is also home to Aurora College’s headquarters and largest of three campuses.

World-class rapids, the world’s largest Dark Sky Preserve, a UNESCO World Heritage Site and territorial and national parks are all nearby. The Northern Life Museum and Cultural Centre features impressive cultural and natural collections from the Thebacha region.

1 From Town of Fort Smith Website WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018 Demographics The 2017 population profile below shows that the largest age group in Fort Smith is from ages 25-44. While this is significant, it is also worth noting that 34% of the population is under the age of 24 and 39% of the population is over the age of 45.

Fort Smith Population Profile 2017

60 Yrs. & Older 449

45 ‐ 59 Years 542

25 ‐ 44 Years 699

15 ‐ 24 Years 358

10 ‐ 14 Years 178

5 ‐ 9 Years 209

0 ‐ 4 Years 127

0 100 200 300 400 500 600 700 800

From 2007 to 2017 there was a slight increase in the population of Fort Smith. It grew by 0.2% in that time frame. However, the population of the age group 60 + rose by 4.2% over those 10 years.

Fort Smith Historical Population 2800 2600 2400 2200 2000 1800 1600 1400 1200 1000 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017

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Town of Fort Smith Strategic Plan ‐ 2018

Fort Smith is a well-educated community. Those who hold a high school graduation diploma or have achieved higher education has increased in Fort Smith and throughout the NWT from 1986 to 2016. In general, the percentage of residents with a high school diploma or higher education is higher among those living in Fort Smith than the whole of the NWT.

% of Fort Smith Residents with a High School Diploma or Higher Education 90 80 70 60 50 40 30 20 10 ‐ 1986 1989 1991 1994 1996 1999 2001 2004 2006 2009 2011 2014 2016 Fort Smith 58 61 63 62 66 71 69 74 72 73 72 77 74 NWT 52 60 60 63 64 66 65 68 67 69 69 74 73

The unemployment rate in Fort Smith is generally lower than the NWT.

Fort Smith and NWT Historical Unemployment Rates 18 16 14

Rate 12

10 8 6

Unemployment 4 2 ‐ 1986 1989 1991 1994 1996 1999 2001 2004 2006 2009 2011 2014 2016 Fort Smith 13 15 10 14 12 12 12 8 8 10 7 7 12 NWT 11 13 11 15 12 14 10 10 10 10 11 11 11

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Town of Fort Smith Strategic Plan ‐ 2018

Average incomes in Fort Smith continue to rise. From 2006 to 2015, the average personal income has been slightly lower in Fort Smith than in the Northwest Territories. However, the increase in income during this period has been higher in Fort Smith.

Fort Smith and NWT Averge Personal Income $70,000

$60,000

$50,000

$40,000

$30,000

$20,000

$10,000

$‐ 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 Fort Smith $44,063 $46,081 $48,145 $48,031 $49,820 $52,669 $52,453 $54,714 $57,441 $61,030 NWT $48,396 $51,072 $52,943 $52,998 $53,978 $56,030 $56,861 $58,329 $59,640 $61,909

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Town of Fort Smith Strategic Plan ‐ 2018 Process The community engagement process took place over a 12-month period in 2017 and 2018. More than 200 residents participated and identified opportunities for Fort Smith’s future. The perspectives gathered provide direction for the updated Strategic Plan. The process included the following opportunities for engagement:

 Community Survey

 Stakeholder workshops (7) – Northern Life Museum, Fort Smith Housing Authority, Chamber of Commerce, Fort Smith Métis Council, Fort Smith Seniors Society, Salt River First Nation, Smith’s Landing First Nation, and Fort Smith Health and Social Services Society.

 Mayor and Council Workshops (3)

 Town of Fort Smith Advisory Board Workshops – Culture, Recreation, Tourism and Trade, and Sustainable Development.

 Information Booth at Aurora College

 Youth Visioning Workshop

 World Café

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Town of Fort Smith Strategic Plan ‐ 2018 Vision The vision statement outlines what our community wants to be. Our vision statement provides a basis for future decision-making and activities.

The Town of Fort Smith will work with our partners to enhance our excellent quality of life by respecting values, traditions, and healthy lifestyles. We will continue to advance as a unified, active and prosperous community.

Values The mission defines how the Town will operate; it represents what is fundamentally important to us in how we work with each other and represent the citizens of Fort Smith.

 Welcoming – we are a friendly community which embraces our visitors, students and residents alike.

 Innovative – we take on new challenges in the pursuit of excellence.

 Sustainable – we are committed to sustainability in our Town’s operations and development.

 Unified – we work with Indigenous governments and our partners to implement our plans and achieve our goals.

 Committed – we operate professionally and to the highest ethical standards.

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018 Priorities Key themes and priorities emerged through the community engagement process. The residents of Fort Smith have a clear perspective on our Town’s priorities. They are presented in two sections. The first includes priorities within the Town’s mandate to address; the second include priorities that the Town can work with other governments and agencies to achieve. Town Mandate  responsive government  youth  attraction and retention of residents  partnerships with Indigenous governments and others  safety and legislation  infrastructure  community services  communication Town as Facilitator  health and wellness  child care  sustainability, energy and climate change  education  economy  affordable housing

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Town of Fort Smith Strategic Plan ‐ 2018 Goals, Strategies and Actions

Based on the priorities our goals are:

 To retain existing and attract new residents

 To be the healthiest community in the Northwest Territories

 To be a leader in sustainability

 To grow our role as the education capital in the NWT

 To create a diversified local economy

 To operate a responsive and transparent government

Each goal is supported by strategies and actions to address the priorities. We are committed to working toward achieving these goals.

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Town of Fort Smith Strategic Plan ‐ 2018

To retain existing and attract new residents.

Accomplishments  Downtown Development Plan  Special awards program that contributes to communication with elders  Community engagement  Development of Westgrove III

Strategies  Support the development of affordable housing within the town  Support the development of high quality and affordable child care in the town  Work with Indigenous governments to support their development plans  Promote Fort Smith as the Best Place to Live North of 60  Develop a road connecting Fort Smith with the south

Support the development of affordable housing within the town Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6 Yrs + Identify tools the Town has to reduce housing costs A Work with local developers to promote diversity of A housing types Work with the Fort Smith Housing Authority A Work with the College to explore feasibility of renovating G and renting vacant student housing Work with the GNWT to explore the feasibility of G renovating and renting the RCMP homes being replaced Lobby GNWT, Minister, and Federal Government for G support to develop housing

Support the development of high quality and affordable child care in the town Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6 Yrs + Work with partners to develop child care (including A infant, toddler, pre-school and after school care) in the town Identify tools available to the Town to support the A development of additional child care spaces

Work with Indigenous governments to support their development plans Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6 Yrs + Provide and expand municipal services to accommodate A growth and development Prepare for future and support settled land claims A

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

Promote Fort Smith as the Best Place to Live North of 60 “Unexpected; Unforgettable” Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6 Yrs + Develop and implement a promotional campaign A stressing location, quality of life, outdoor recreation, facilities and services Partner with businesses and government agencies on a A strategy to attract new residents Develop a Fort Smith fact sheet for orientation to Town A services, amenities, recreation opportunities, etc.

Develop a road connecting Fort Smith with the south Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6 Yrs + Work with the GNWT, Government of Alberta, the G Federal Government and Indigenous Governments in and around Wood Buffalo National Park to create the connection

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

To be the healthiest community in the Northwest Territories.

Accomplishments  Rebuilding the arena  Increased and stronger bylaw enforcement  Fire smart program  Partnership with RCMP  Pedestrian and vehicle safety improvements  Improvement in community services  Track and field facility  Thebacha Trail  Snowboard park  Hosting the Arctic Winter Games

Strategies  Increase community wellness and overall health  Maintain and improve existing community facilities  Ensure the safety of our residents

Increase community wellness and overall health Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Work with partners to update the Community Wellness G Plan Work with partners to identify funding for a Community G Wellness Coordinator Offer healthy food and beverage options at all Town A facilities Develop a youth-led strategy for meeting their health A and recreation needs Continue to develop both indoor and outdoor active A recreation opportunities Provide additional STEAM and literacy-based A recreational opportunities Member of Council to attend the Seniors’ lunch G program to develop awareness of elder needs

Maintain and improve existing community facilities Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Implement recreation facility upgrade (midlife retrofit) A Implement park space assessment recommendations A Replace Town Hall A Replace Library A WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

Develop new Protective Services Building (firehall and A ambulance)

Ensure the safety of our residents Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Update and implement emergency preparedness plan A Roll out and use the Mass Notification System A Organise and attend monthly meetings with RCMP G and quarterly meetings with Ambulance and Fire Department Increased and stronger bylaw enforcement presence G (speeding, dog control, contamination and littering) Work with inter-agency to address youth crime G Identify barriers among homeowners regarding A implementing the FireSmart Education Program Update and implement the FireSmart program for A Town lands, private lands and Commissioner lands Citizens on Patrol in Town (work with RCMP and G Indigenous Governments)

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

To be a leader in sustainability.

Accomplishments  Contributions of the Advisory Boards  Waste Management Strategy  Arena has electrified boiler (back up oil boiler only used if no power)

Strategies  Be the first carbon neutral community in the NWT  Reduce waste

Be the first carbon neutral community in the NWT Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Update and continue to implement and monitor the A Energy Plan Develop a climate change adaptation plan A Explore the feasibility of replacing Town vehicles with A electric vehicles Develop a plan to replace fuel oil with hydro electricity A for residents Educate residents on energy efficiency measures A Work with builders to develop sustainable housing A Explore partnerships with the GNWT to retrofit existing A buildings with energy efficient alternatives Partner with the GNWT to identify funding to support A this strategy

Reduce waste Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Implement recommendations of solid waste A management and recycling study Explore feasibility of collection and composting of A organics (food and garden waste) Identify funding opportunities to move plan A implementation ahead more quickly

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

To grow our role as the education leader in the NWT.

Accomplishments  Enhanced partnerships with Joseph Burr Tyrell Elementary School and Paul William Kaeser High School  Town support for school events and activities

Strategies  Lobby the GNWT to maintain and grow Fort Smith’s educational status in the NWT  Building strong relationships with the Aurora College Student Community  Foster relationship with our schools – Joseph Burr Tyrell Elementary School and Paul William Kaeser High School  Maintain the headquarters for NWT post-secondary education in Fort Smith

Lobby the GNWT to maintain and grow Fort Smith’s educational campus status in the Northwest Territories Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Work with Aurora College to initiate discussions with G the GNWT about current and future plans for post- secondary education in the Northwest Territories Continue to emphasise Fort Smith’s role as a campus A town with lots to offer students

Build strong relationships with the Aurora College Student Community Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Ensure college students feel welcome (i.e. add A student tab to Town website) Host Town-sponsored events for students A Connect high school students within and outside the G community with College offerings Lobby the GNWT to replace Breynat Hall and G replace/upgrade student housing

Maintain the headquarters for NWT post-secondary education in Fort Smith Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Communicate regularly with the Campus Director G Become closer to the governance of the College; G communicate with the Office of the President Appoint a Council liaison person G Identify opportunities to participate in Aurora College A activities such as orientation, student appreciation week and graduation

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

Lobby the GNWT to ensure that Aurora College G headquarters remain in Fort Smith, to reestablish appropriate governance of Aurora College, and to reinstate programs recently abolished (teacher education, social work) Work with other territorial governments (municipal, G Indigenous) GNWT Ministers and MLAs to emphasise the benefits of having Aurora College headquarters in Fort Smith, and the dangers of GNWT centralisation

Foster relationship with our schools – Joseph Burr Tyrrell Elementary School and Paul William Kaeser High School Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Transition to elected members to the District G Education Authority (DEA) with regular reporting back to Council Offer student awards G Support lunch and crosswalk programs G Review and update joint use agreement A Provide tournament support A Identify other opportunities to partner with our schools A Hold annual youth visioning workshop G Coordinate training in municipal government for youth A in grades 10,11, and 12 Create a youth voice on advisory boards G

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

To create a vibrant local economy.

Accomplishments  Economic Development Strategy  Hired Economic Development Officer

Overall Strategies  Support implementation of Economic Development Strategy  Continue training of Economic Development Officer  Build capacity of the Economic Development department  Ensure continuing roles for the Tourism and Trade Advisory Board

Goals + Strategies (from 2017 Economic Development Strategy)

Goal #1: Foster and Encourage Business and Job Creation and Retention Strategies  Opportunities assessment  Develop land & business inventory  Gather input from business community  Identify investment objectives & strategies  Implement investment strategy  Strengthen government positions in Fort Smith

Goal #2: Increase Communication with and within the Business Community Strategies  Assess local business climate  Provide educational & networking opportunities  Regular communication with business community  Support Chamber of Commerce with “Shop Local” campaign

Goal #3: Diversify the Local Economy Strategies  Create a cooperative planning strategy with community and regional partners  Identify areas of economic “leakage” and areas to recapture spending  Encourage youth and emerging entrepreneurs

Goal #4: Attract and Retain Residents to live in Fort Smith Strategies  Identify the current situation  Define key target markets, messaging & strategy  Develop a marketing strategy  Increase housing options  Create a resident ambassador program WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

Goal #5: Enhance Livability Strategies  Identify areas needing improvement  Strengthen public engagement  Create a community improvement plan/program  Create municipal funding program  Identify transportation concerns  Grow culture and arts sector

Goal #6: Attract Shoppers and Visitors from the Region into our Community Strategies  Direct marketing campaign  Improve visitor experience

Goal #7: Champion and Assist with Tourism Product Development and Packaging Strategies  Champion new development  Identify the barriers to tourism development  Encourage cultural aspects of tourism products

Goal #8: Increase number of Festivals, Sporting Events and Conferences held in Fort Smith Strategies  Create/maintain active Volunteer Base  Collaborate with local and territorial organisations to host and market events

Goal #9: Work with Regional Partners to Market Fort Smith (Hay River, Fort McMurray, Yellowknife, Edmonton) Strategies  Market Fort Smith regionally, nationally and internationally

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

To operate a responsive and transparent government.

Accomplishments  Paving of roads  More streetlights  Improved clearing of roads and sidewalks  Waste Management Plan  Updating bylaws  20 Year Capital Plan  Council representative on the Museum Board  Continuing implementation of Infrastructure Plan  Stability in management  Invigoration of Advisory Boards  Website  Opportunities for citizens to be involved in governance without being on Council

Strategies  Continue to provide high quality programs and services to our citizens  Implement the calls to action for municipal governments from the Truth and Reconciliation Commission  Be the employer of choice in the NWT  Maintain and improve existing community infrastructure  Review legislation to ensure it is up to date and relevant  Ensure community members are well-informed  Improve communication and dialogue with other levels of government including government agencies and boards  Formalise orientation for new and returning Mayor and Council by Administration to ensure continuity after elections

Continue to provide high quality programs and services to our citizens Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Undertake annual community services satisfaction A survey to identify improvements and solicit ideas for new programs and services Continue tax relief program for seniors and disabled G persons Coordinate annual meeting of all Advisory Boards; G facilitate sharing of information between Boards; quarterly Chair meetings Develop a Sponsorship Policy to increase revenue A available for programs and services

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

Recognise and support the work of volunteers G

Implement the calls to action for municipal government from the Truth and Reconciliation Commission Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Fully adopt and implement the United Nations G Declaration on the Rights of Indigenous Peoples as the framework for reconciliation Reform policies and bylaws in support of G decolonisation Provide education to staff on the history of Indigenous A people, including the history and legacy of residential schools, the United Nations Declaration on the Rights of Indigenous Peoples, Treaties and Indigenous rights, and Indigenous-Crown relations

Be the employer of choice in the NWT Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Organise regular staff and Council meetings and A social activities Highlight staff achievements G Maintain a safe and respectful workplace GA Maintain stability in management GA

Maintain and improve existing community infrastructure Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Repair and upgrade roads as required A Repair and upgrade sidewalks as required A Lobby GNWT and Federal Government to stabilise G the slide zone Increase streetlighting as required A Ensure that costs for water and solid waste are fully A covered by users through user fees Continue to implement the 20 Year Capital Plan A

Review legislation to ensure it is up to date and relevant Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Continue the review of all bylaws, policies and A procedures to ensure effectiveness and relevance Create new bylaws as required (i.e. legalization of A marijuana)

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

Ensure residents, college students and visitors are well-informed Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Develop community communications guidelines and G policies Host an annual Open House to provide an update on G Town activities and provide opportunities for public input Continue monthly calendar and community news A sheet advertising local businesses and community events Make more effective use of media platforms to A communicate Town events Work with the College to share information on Town A activities Replace and relocate electronic sign A

Improve communication and dialogue with other levels of government including Indigenous governments Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Work with Indigenous governments to implement G Municipal Service Agreements Foster partnerships with other agencies and G organisations Regular meetings with Smith’s Landing First Nation, G Salt River First Nation and the Fort Smith Métis Council to discuss areas of common concern and provide support where applicable

Formalise orientation for new and returning Mayor and Council by administration to ensure continuity after elections Actions (A – Administrative; G – Governance) 1-2 Yrs 3-5 Yrs 6+ Yrs Develop a policy mandating orientation A Develop procedures for when and how orientation will A take place

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018 Next Steps

As a next step, we will work with staff to develop the financial plans to support the implementation of our Strategic Plan. Some of our strategies can be pursued, and action items can be accomplished, over the short-term while others might need to be pursued over the long-term.

Meeting our goals will require a coordinated effort from Mayor and Council, staff, Advisory Boards, other agencies and residents. Each Strategic Plan goal includes an implementation plan with suggested strategies and actions for addressing that goal. This is a critical starting point for the implementation of the Plan.

Evaluation and monitoring is the second key implementation tool. Evaluation and monitoring annually will enable us to:

. prioritize goals each year; . set specific performance measures and performance targets; . analyze progress towards meeting targets; . reconsider goals and timing considering progress; . involve residents in evaluating success; and . communicate successes and challenges to residents as well as plans for the upcoming year.

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

This approach provides a continual loop of planning, implementation and evaluation. It includes all stakeholders and involves residents in proactively planning community services as well as evaluating how community programs and services are meeting their needs.

Through this process we have identified our community values and priorities, and these will be our guide as we move forward. Our progress toward addressing these priorities and achieving our goals will be formally reported on through the Town’s Annual Report.

Strategic Planning is an on-going process and your feedback is an important part of moving forward.

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018 Appendix - Foundational Documents

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

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Town of Fort Smith Strategic Plan ‐ 2018

Foundational documents

Below is a list of the documents reviewed as part of the process of developing the 2018 Town of Fort Smith Strategic Plan.

GNWT, Cities, Towns and Villages Act (2014) GNWT, Summary of Community Statistics (2018) Salt River First Nation, Municipal Services Agreement (2001) Smith Landing First Nation, Municipal Services Agreement (nd) Town of Fort Smith, 5 Year Capital Plan (2010) Town of Fort Smith, 20 Year Capital Plan (2014) Town of Fort Smith, Capital Plan (2016) Town of Fort Smith, Community Energy Plan (2010) Town of Fort Smith, Community FireSmart Protection Plan (2010) Town of Fort Smith, Community Services Master Plan (2012) Town of Fort Smith, Drainage Assessment (2010) Town of Fort Smith, Economic Development Strategy (2017) Town of Fort Smith, Integrated Community Sustainability Plan (2010) Town of Fort Smith, Parks and Open Space Plan (2017) Town of Fort Smith, Tourism/Visitor Services Branding and Marketing Strategy (2011)

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Council Priorities ‐ Town of Fort Smith Strategic Plan ‐ 2018

To retain existing and attract new residents.

Support the development of affordable housing within the town Actions 1-2 Yrs 3-5 Yrs 6 Yrs + Work with the College to explore feasibility of renovating G and renting vacant student housing Work with the GNWT to explore the feasibility of G renovating and renting the RCMP homes being replaced Lobby GNWT, Minister, and Federal Government for G support to develop housing

Develop a road connecting Fort Smith with the south Actions 1-2 Yrs 3-5 Yrs 6 Yrs + Work with the GNWT, Government of Alberta, the G Federal Government and Indigenous Governments in and around Wood Buffalo National Park to create the connection

To be the healthiest community in the Northwest Territories.

Increase community wellness and overall health Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Work with partners to update the Community Wellness G Plan Work with partners to identify funding for a Community G Wellness Coordinator Member of Council to attend the Seniors’ lunch G program to develop awareness of elder needs

Ensure the safety of our residents Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Organize and attend monthly meetings with RCMP G and quarterly meetings with Ambulance and Fire Department Increased and stronger bylaw enforcement presence G (speeding, dog control, contamination and littering) Work with inter-agency to address youth crime G Citizens on Patrol in Town (work with RCMP and G Indigenous Governments)

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

1

Council Priorities ‐ Town of Fort Smith Strategic Plan ‐ 2018

To grow our role as the education leader in the NWT.

Lobby the GNWT to maintain and grow Fort Smith’s educational campus status in the Northwest Territories Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Work with Aurora College to initiate discussions with G the GNWT about current and future plans for post- secondary education in the Northwest Territories

Build strong relationships with the Aurora College Student Community Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Connect high school students within and outside the G community with College offerings Lobby the GNWT to replace Breynat Hall and G replace/upgrade student housing

Maintain the headquarters for NWT post-secondary education in Fort Smith Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Communicate regularly with the Campus Director G Become closer to the governance of the College; G communicate with the Office of the President Appoint a Council liaison person G Lobby the GNWT to ensure that Aurora College G headquarters remain in Fort Smith, to reestablish appropriate governance of Aurora College, and to reinstate programs recently abolished (teacher education, social work) Work with other territorial governments (municipal, G Indigenous) GNWT Ministers and MLAs to emphasize the benefits of having Aurora College headquarters in Fort Smith, and the dangers of GNWT centralization

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

2

Council Priorities ‐ Town of Fort Smith Strategic Plan ‐ 2018

Foster relationship with our schools – Joseph Burr Tyrrell Elementary School and Paul William Kaeser High School Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Transition to elected members to the District G Education Authority (DEA) with regular reporting back to Council Offer student awards G Support lunch and crosswalk programs G Hold annual youth visioning workshop G Create a youth voice on advisory boards G

To operate a responsive and transparent government.

Continue to provide high quality programs and services to our citizens Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Continue tax relief program for seniors and disabled G persons Coordinate annual meeting of all Advisory Boards; G facilitate sharing of information between Boards; quarterly Chair meetings Recognize and support the work of volunteers GA

Implement the calls to action for municipal government from the Truth and Reconciliation Commission Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Fully adopt and implement the United Nations G Declaration on the Rights of Indigenous Peoples as the framework for reconciliation Reform policies and bylaws in support of G decolonization

Be the employer of choice in the NWT Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Highlight staff achievements G Maintain a safe and respectful workplace GA Maintain stability in management GA Ensure successful collective bargaining GA

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

3

Council Priorities ‐ Town of Fort Smith Strategic Plan ‐ 2018

Maintain and improve existing community infrastructure Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Lobby GNWT and Federal Government to stabilize G the slide zone Complete 20 year capital plan G Lobby the GNWT and Federal government to close G the infrastructure funding gap. Lobby the GNWT to complete outstanding transfers of G commissioners land

Ensure residents, college students and visitors are well-informed Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Develop community communications guidelines and G policies Host an annual Open House to provide an update on G Town activities and provide opportunities for public input

Improve communication and dialogue with other levels of government including Indigenous governments Actions 1-2 Yrs 3-5 Yrs 6+ Yrs Work with Indigenous governments to implement G Municipal Service Agreements Foster partnerships with other agencies and G organisations Regular meetings with Smith’s Landing First Nation, G Salt River First Nation and the Fort Smith Métis Council to discuss areas of common concern and provide support where applicable

WELCOMING | INNOVATIVE | SUSTAINABLE | UNIFIED | COMMITTED

4

COUNCIL HONOURARIUM BYLAW REVIEW COMMITTEE OF THE TOWN OF FORT SMITH

PRESENT: Mike Couvrette, Council Representative Debbie Payne, Community Representative Alexander Pryor, Community Representative Kyle Vos, Community Representative Josée Hazlewood, Recording Secretary May 12, 2021 at 12:00 PM Zoom Videoconference

1. CALL TO ORDER & CONFIRMATION OF QUORUM

Cr. Couvrette called the meeting to order at 12:02pm and confirmed there was quorum

2. APPROVAL OF AGENDA

2021-07 Moved by: Alex Pryor Seconded by: Debbie Payne

That the agenda be adopted as presented.

CARRIED UNANIMOUSLY

3. APPROVAL OF MINUTES

2021-08 Moved by: Debbie Payne Seconded by: Alex Pryor

That the minutes of April 21, 2021 Council Honourarium Bylaw Review Committee meeting be adopted as presented.

CARRIED UNANIMOUSLY

4. BUSINESS ARISING

Recommendation Discussion – Cr. Couvrette asked if Debbie Payne had questions or comments specifically. Debbie stated that it was very straight forward. Kyle stated that having the Mayor at the meeting was very valuable. Cr. Couvrette suggest that if the committee feels comfortable, they could put forward a motion to accept the recommendation and move it forward to mayor and council for consideration. Debbie stated that she does not think the town is ready for a fulltime Mayor but other than that they may as well move it forward to see what happens. Cr. Couvrette stated that even when it goes to Council, they may ask for additional information if needed. Debbie is not sure how a town with 2500 residents will need a full time Mayor. Cr. Couvrette stated they can bring that forward when the recommendation is presented. Debbie stayed it would benefit the town to have a fulltime Mayor. Cr. Couvrette stated one of the additions they could add is they keep the bylaw and keep having revision done at the end of each term. He added that review would include revisiting whether the duties of the Mayor has changed over the period of time. He advised that maybe it could be something that could revert to a part time position and there is a lot on the plate for the future of the town. Debbie stated that she does not know how the town will react but does think they need a fulltime mayor.

RECOMMENDATION Moved by: Alex Pryor Seconded by: Kyle Vos That the draft recommendation be forwarded to council for consideration.

Council Honourarium Bylaw Review Committee Meeting – May 12th, 2021 Page - 1 -

5. DATE OF NEXT CHBRC MEETING

The next Council Honourarium Bylaw Review Committee meeting will be on Wednesday June 9th, 2021 at 12:00 pm.

Cr. Couvrette thanked the committee for the thoughts and help with this process.

6. ADJOURNMENT

2021-09 Moved by: Debbie Payne Seconded by: Alex Pryor

That the meeting be adjourned at 12:17 pm.

CARRIED UNANIMOUSLY

Council Honourarium Bylaw Review Committee Meeting – May 12th, 2021 Page - 2 -

DRAFT – Ideas for discussion regarding Bylaw 1003 Submitted by Alex Pryor, Community Representative to the Honorarium Bylaw Review Committee, April 21, 2021.

Mayor Compensation Whereas the Town of Fort Smith faces considerable change and opportunities presented by the reorganization of Aurora College, the development of new Government facilities including a new long-term care facility, a new regional fire centre, and the Taltson Hydroelectricity Expansion Project, together with new economic opportunities in the South Slave region created by fish harvesting and biomass pellet plant investments, and renewed interest in the zinc resources at the former Pine Point mine; and whereas the Town will require significant ongoing advocacy and leadership to ensure maximum job creation and economic impact from those local and regional developments; and whereas the Town has outstanding projects such as public housing and landslide remediation that have yet to receive territorial government investments; Now therefore the committee recommends as follows: 1. That the Mayor of the Town of Fort Smith shall be considered a full-time commitment of 35 hours per week. a. An honorarium in the amount of $99,000 and Group Benefits consistent with other full-time employees of the Town. Rationale:

• If Fort Smith is going to receive maximum benefit from the Aurora College transformation, strong advocacy will be required. Inuvik provides it’s mayor with sufficient renumeration to allow their mayor to devote full-time attention, while Yellowknife already has abundant representation in the territorial legislature and the benefit of proximity to decision-makers.

• With significant industrial investment in the Hay River / Enterprise area, Fort Smith needs full-time advocacy and political leadership to ensure related public-sector jobs are spread throughout the South Slave region rather than quietly allowing Hay River to become the hub of territorial government.

• As the Taltson dam gets underway, as inquiries continue into the economic viability of Pine Point as a zinc mine, and as verbal commitments of long-term care beds and a new fire centre need to be designed, built, and operationalized, the Town will benefit from a full-time mayor to hold the territorial government to its commitments.

• A full-time salary allows additional candidates to present themselves for Mayor, including those who do not have the flexibility to take on the role of Mayor on top of their current employment for economic, family, or other reasons.

• The figure of $99,000 is consistent with Inuvik, and is a 106% increase over the current part-time Mayor position.

• The childcare benefit would no longer apply to the Mayor, who would be responsible for their own childcare during work hours like any other full-time employee of the Town.

Deputy Mayor: Whereas the role of Deputy Mayor carries additional hours and responsibilities in the absence of the Mayor; and whereas the current Bylaw 1003 does not provide any additional compensation for this role; Now therefore the committee recommends: 2. That the Deputy Mayor or duly appointed Acting Deputy Mayor receive an annual base honorarium equal to one-and-a-half times the honorarium paid to Councillors. Rationale: The majority of municipalities in Northern Alberta and the Northwest Territories compensate their Deputy Mayor for the increased responsibility and time commitment.

Councillors: Whereas the cost of living continues to rise, and the default expectation of the current Bylaw 1003 is a 2% increase every 3 years; and whereas Councillors are expected to devote a significant amount of time to committee and board assignments, requiring adequate preparation time in advance of those meetings; Now therefore the committee recommends: 3. That the annual base honorarium of Councillors be set at $7,500.00 annually or $625.00 monthly. The By-law detailing Council Honorarium should be reviewed during the last year of each term, or if the review does not occur, then there shall be an increase of 2% which will take effect the following term.

4. The daily meeting per-diem rate for each Councillor and the Deputy Mayor remain set at $100.00 for attendance at official meetings as defined in Bylaw 1003.

5. Each Councillor and the Deputy Mayor remain entitled to reasonable childcare expenses to a maximum of $2,000 per annum per Member, as outlined in the existing Bylaw 1003. Rationale:

• While the role of Councillor is a public office rather than gainful employment, the honorarium should ‘honor’ the time commitment. At the current base rate, if a councillor spends only 10 hours per week communicating with citizens, researching or preparing for meetings, or representing the Town, the dollar value of that time is below minimum wage.

• Under current Bylaw 1003, if a Councillor attends 3 Council meetings per month, the total compensation amounts to $9600 annually, or $20/hr if a Councillor devotes an average of 10 hours per week to communication, planning, attendance at meetings, and other duties. Our recommendation raises that hypothetical hourly rate to $23.13, more in line with other roles that require similar skills of research, writing, preparation, and public relations.

Correspondence Log – May 2021

Signed by Mayor Aurora Research May 5, 2021 Research Application #5006 1841 and faxed back to Institute/Town ARI Paulie Chinna, Confirmed COVID-19 Cluster and Closure Minister Municiapl May 5, 2021 of Schools in Yellowknife, Dettah, Ndilǫ, 1841 Mayor & Council and Community Behchokǫ Affairs ̀ Aurora Research May 10, 2021 NWT Scientific Research License #16819 1841 Mayor & Council Institute/Town

Town of Fort Smith Licensing Report May 2021

Business License Holder Number Details Beckie Linaker Janitorial Service 175 Janitorial, grounds keeping, event set up & custodial

Pam Walsh's Silver Icing Online Shop 176 Online clothing shop

507611 NWT Ltd 177 Construction, real estate, maintenance

Esthetics by Jordyn 178 Esthetics services

Development Permit Holder Number Details Todd Sturgeon 5 Home occupation

Heather Pryor & Roy Baxter 6 Build screened in deck

Lottery License Holder Number Details No permits issued

Dog Tag Holder Number Details Mary McDonald 31 Mixed Brown Lab

Heather Pryor 32 Black Shih Tzu Cross

Heather Pryor 33 Black & White Shih Tzu Cross

Ski-Doo Licenses Number Details No permits issued THE MUNICIPAL CORPORATION OF THE TOWN OF FORT SMITH BY-LAW

A BY-LAW OF THE MUNICIPAL CORPORATION OF THE TOWN OF FORT SMITH, IN THE NORTHWEST TERRITORIES, TO ALLOW FOR THE ORDERLY, OPEN AND EFFICIENT CONDUCT OF ITS MEETINGS, TO ESTABLISH TERMS OF REFERENCE FOR ITS STANDING COMMITTEES, AND TO ESTABLISH A COUNCIL CODE OF CONDUCT PASSED PURSUANT TO SECTIONS 22 – 40 INCLUSIVE, OF THE CITIES, TOWNS AND VILLAGES ACT, S.N.W.T. 2003, C-22.

WHEREAS, the Council of the Municipal Corporation of the Town of Fort Smith, in the Northwest Territories, deems it to be in the public interest to establish rules respecting the procedures for Council; and to allow for the orderly, open and efficient conduct of its meetings; and to establish the appointment and terms of reference for its standing committees;

NOW THEREFORE, the Council of the Town of Fort Smith, at a duly assembled meeting enacts as follows:

1. Short Title

That this by-law shall be cited as the “Council Governance By-law”.

2. Definitions a. “Administration” means the administrative and operational arm of the Town, comprised of the various departments and business units and includes Town staff,

b. “Committee” means any board, commission or committee established by Council which has at least one (1) Member appointed from Council. The Member(s) appointed by Council may be Councillors, Town staff, and/or members(s) of the public,

c. “Committee of the Whole” means the entire membership of Council when sitting as a committee,

d. “Conflict of Interest” includes a Pecuniary Interest or circumstances where an individual is, or could be, influenced, or appear to be influenced, by a personal interest when carrying out their public duty including anything that gives rise to bias, prejudgement, close mindedness, or undue influence,

e. “Council” means the Mayor and Town Council of the Municipal Corporation of the Town of Fort Smith,

f. “Councillor” means an elected Member of Council other than the Mayor,

g. “Council Meeting” means the regularly scheduled meeting(s) of Councils and its committees,

h. “CTV Act” means the Cities, Towns, and Villages Act of the Northwest Territories,

i. “Delegation” means any member of the public who wishes to present a concern to Council,

j. “Director” means a senior employee reporting directly to the Senior Administrative Officer,

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k. “Emergency Meeting” means a meeting held to address a present or imminent event that is affecting or could affect the health, safety or welfare of people or is damaging or could damage property,

l. “Fort Smith” means the Municipal Corporation of the Town of Fort Smith,

m. “Mayor” means the Mayor of the Town of Fort Smith,

n. “Motion registry” means the collected listing of motions made by council,

o. “Presiding Officer” means: i. the Mayor; ii. in the absence of the Mayor, the Deputy Mayor; or iii. in the absence of both the Mayor and Deputy Mayor, any other Councillor chosen to preside over a meeting, or, as the context requires, a Councillor that temporarily assumes the chair,

p. “Private Meetings” means any meeting closed to the public in accordance with Section 23 of the CTV Act, also know as in-camera,

q. “Quorum” means the majority of the council members then holding office,

r. “Senior Administrative Officer” or “SAO” means the senior employee of the Corporation,

s. “Special Meeting” means a meeting held outside of Council’s regular schedule of meetings to discuss a specific issue(s),

t. “Town” means the Municipal Corporation of the Town of Fort Smith,

u. “Town of Fort Smith” means the Municipal Corporation of the Town of Fort Smith,

v. “Weak Mayor System” means a mayor in a mayor-council method of municipal government whose powers of policy-making and administration are by charter in large degree subordinate to the council

3. Appointment of Acting Mayor

Where both the Mayor and Deputy Mayor are absent or unable to perform their duties, Council shall appoint an Acting Mayor.

4. Suspension or Modification

Except where bound by the terms and provision of an Act of the Northwest Territories, Council may suspend, by a resolution unanimously approved by all Councillors present at a meeting, any and all rules established by this by-law for the whole or part of that meeting.

5. Reference Source

In all cases not provided for in this By-law, the Cities, Towns and Villages Act of the Northwest Territories and Robert’s Rules of Order (4th edition) shall be followed so far as it is applicable.

PART I – COUNCIL PROCESSES

6. Role of Council Members

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a. Council members are the democratically elected representatives of the Town of Fort Smith who form the Council. The duties of a Councillor are described in Section 34 of the CTV Act and the role of Council is legislated under Section 12 CTV Act. b. A Council member’s primary role is to represent the community as a whole through the effective translation of the community’s needs and aspirations for the municipality. This is the focus of the Council member’s public life. c. Council is a body corporate and is the custodian of the assets of the municipality. A Council member is part of the leadership team in which the community has placed its trust to make decisions on its behalf. The community is therefore entitled to expect high standards of conduct from its elected representatives. d. In fulfilling the various roles, Council members’ activities ought to be focused on: i. Achieving a balance in the diversity of community views to develop an overall strategy for the future of the municipality, ii. Setting the objectives and determining strategies to achieve the Council’s corporate objectives identified in the Council strategic plan, iii. Making decisions that are in accordance with the strategic plan and in the best interest of the community as a whole, iv. Providing clear direction to the Town’s Senior Management team on the nature and intent of Council decisions, v. Achieving sound financial management and accountability in relation to the municipality’s finances, vi. Ensuring that appropriate mechanisms are in place to deal with the prompt handling of residents’ concerns, vii. Promoting economic and social development in the best interests of the municipality, viii. Working with other governments and organizations to achieve benefits for the Town of Fort Smith at a local, Territorial and National level, ix. Monitoring performance against the Council strategic plan, including service outcomes and the performance of the Town Senior Administrative Officer, and x. Having an awareness of the statutory obligations imposed on Council members and on Council. 7. Role and Duties of the Mayor

a. The Town uses a “Weak Mayor System” of governance which means that the Mayor is largely subservient to Council and must be accountable to Council. b. The role, responsibilities and performance of the Mayor has a critical bearing on the image of Council, good functioning of the Council Chamber, and the cooperative relationships between Council members and others. The duties of the Mayor are identified in Section 38 CTV Act. c. In addition to these duties the Mayor: (a) is seen as the first citizen of the Town and takes precedence at all local civic functions, (b) must, together with the Town Senior Administrative Officer, be the official spokesperson for the Council and each person must respect each other’s role in dealing with the media and other external bodies, (c) acts with consistency and impartiality in the Chamber during Council proceedings,

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(d) must be available to Council and community members with regular office hours. Office hours will be posted in a prominent location which is accessible to the public by the 15th of the month for the following month, (e) must be responsive to direction from Council, completing tasks in a timely fashion, (f) will ensure regular and timely communication with Council, including responding to Council communications promptly, (g) will ensure regular and timely communication with the Senior Administrative Officer and Executive Secretary, to support daily operations of the municipal organization, and (h) will authenticate by signature, all by-laws and minutes of Council.

d. The Mayor is, by virtue of their office, a member of all committees of council, and possesses all the rights, privileges powers and duties of that membership. The Mayor is not obligated to attend every committee meeting.

8. Roles and Duties of the Deputy Mayor

In accordance with section 39 CTV Act, Council may appoint a Councillor to be Deputy Mayor; with the roles and responsibilities of that appointed position as determined by Council.

9. First Meeting of Council

a. Prior to commencement of the first meeting of Council following a general election, every member of Council shall take the Oath of Office.

b. The first meeting of the newly elected Council shall be held not later that forty-five (45) days following a general election at such time and place as the Mayor designates.

c. At this meeting Council shall: i. appoint, by resolution and on the recommendation of the Mayor, at the first meeting of each remaining year, a Deputy Mayor for one year; and ii. establish, by resolution, the date on which members of Council shall attend a review on the “Roles and Responsibilities of Council”.

10. Standing Committees of the Whole and Regular Meeting of Council

10.1 Schedule of Meetings

a. There shall be at least one (1) regular meeting of Council held each month as per Sec. 25(2) CTV Act. There will also be three Standing Committees of the Whole scheduled monthly. These Standing Committees of the Whole are: i. Corporate Services Standing Committee; ii. Community Services Standing Committee; and iii. Municipal Services Standing Committee.

b. A yearly schedule of meetings shall be provided to the public as per section 26(2) CTV Act.

c. Regular Meeting of Council will be of no more than three (3) hours in duration. Standing Committee of the Whole meetings will be no than longer seventy-five (75) minutes.

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d. Council, may by unanimous resolution, extend the time limit for any meeting, to a maximum of 30 minutes.

e. If, at the time of adjournment, any business is left unfinished it shall be the first in order after the reading of the minutes at the subsequent applicable Standing Committee of the Whole or Regular Meeting of Council, whichever meeting at which it was an agenda item, as per Robert’s Rules Article III Section 17.

f. Notice of meetings and distribution of the agenda to the public shall be in accordance with Section 26 CTV Act.

10.2 Changes to Meeting Schedule

a. Council may, by resolution, change the time or date of any regular meeting of Council, or cancel a future regular meeting, and provide public notice at least seventy-two (72) hours in advance of the changed or cancelled meeting.

b. The Mayor may cancel or reschedule any regular meeting of Council if he or she anticipates that there will not be a quorum for the meeting, or if there are no items for the agenda provided that notice of the cancellation is given at least twenty-four (24) hours in advance and a majority of Council members are in favour.

10.3 Rules of Procedure

a. The Presiding Officer at meetings of Standing Committee Meetings of the Whole and Regular Meetings of Council shall maintain order and decorum and decide all questions of order subject to appeal to the Council as a Whole. The Presiding Officer will reference Robert’s Rules of Order to answer all questions regarding process and procedure during meetings. Working sessions are the exception to this rule.

b. At the commencement of the meeting, the Presiding Officer shall request the Council members present to declare any interest that they may have with any agenda item.

10.4 Motions

a. Motions, recommendations, and resolutions of Council will be made in accordance with Robert’s Rules of Order. A motion, recommendation, or resolution must have a mover and seconder; and may be rescinded or altered by mutual consent of the mover and seconder after discussion but before voting.

b. Debate on a motion before council shall be limited as per Robert’s Rules of Order Article VII. No Councilor shall speak more than twice on the question, with the second opportunity to speak available once all other members of Council have had a first opportunity to speak to the question. No Councilor shall speak to the question for more than 10 minutes at one time. The Councilor who made the motion has the right to close the debate with a speech.

c. The Presiding Officer, may under exceptional circumstances, pass the chair to another member to engage in the debate. This should not be done in situations in which there may be difficulty in preserving order. In such cases the Presiding Officer will not resume the chair until after the vote.

d. The above rules do not apply in committee meetings, where debate is encouraged. Standing and special committees and committees of the whole offer a forum for members of Council to fully consider and debate a subject and to ensure that it a motion or adoption of a resolution is presented to Council in an actionable form. e. A question once decided shall not, during a period of one (1) year after the decisions, be reversed, reconsidered or rescinded unless a written notice of motion to do so has been

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given from one (1) meeting to the next and a minimum of two-thirds (2/3) members vote in favour of the reversal. Any motion duly passed by Council in which the Town has a contractual liability or obligation, Council shall not reconsider, alter, vary, revoke, rescind or replace the motion except to the extent that it does not attempt to avoid or interfere with that liability or obligation.

f. A motion or bylaw is not valid unless a majority of the Council members who are present at the meeting and entitled to vote, at a duly constituted meeting, vote in favour of it.

10.5 Voting on Motions

a. Every Council member has one vote at a meeting of Council. Should any Councilor not indicate his or her vote when any question is put, the Councilor will be called upon to indicate their vote.

b. Where a Council member requests a recorded vote, the voting shall be recorded showing the names of those members voting in favour, against or abstaining.

c. The Presiding Officer may vote to break a tie only.

d. Any Council member arriving late at a meeting shall not be permitted to vote on or debate a subject being considered by Council at the time the Councilor arrived.

e. No vote shall be taken in Council by ballot or by any other method of secret voting, and every vote so taken is of no effect.

10.6 Agendas

a. The SAO, in consultation with the Mayor, will ensure that the agenda is completed and sent to Council by 5pm on the Friday prior to Standing Committee of the Whole and Regular Meetings of Council. The agenda will be provided to members of Council electronically and a hardcopy will be available upon request at Town Hall.

b. Members of Council will have until noon on the Monday prior to the meeting to request additional items be added to the agenda. Administration will not provide any supporting documentation or research until the item has been brought to Council and direction given to Administration. This process will ensure that Council receives the appropriate information to make an informed decision on matters brought forward by members of Council.

c. Meeting agendas must be approved by 2/3 of Council. Additions or changes to the agenda require the mover and seconder of the motion to agree to the amendment and when the question is called, there must be unanimous support. Items of an urgent nature may be submitted to the Senior Administrative Officer for inclusion on the agenda of Council or its standing committees after the deadline if they cannot be delayed to a future meeting. These items would include those that would be injurious to the municipal organization or public if not addressed immediately.

d. Should Council bring additional items to the meeting during the Mayor and Council agenda item, these matters will be directed to the appropriate committee or the SAO for follow-up.

10.7 Agenda Format

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Standing Committee of the Whole Agenda

a. Call to Order and Confirmation of Quorum b. Declaration of Disclosure of Interest i. Statement of Disclosure of Interest c. Delegations d. Approval of Agenda e. Review of Minutes i. Business Arising f. Standing Committee specific documents g. Directors Report h. Advisory Board Report i. Bylaw/Policy Review and Development j. Administration k. Other Business l. Excusing of Councilors m. Date of Next Meeting n. Adjournment

Regular Meeting of Council Agenda

o. Call to Order and Confirmation of Quorum p. Declaration of Financial Interest i. Statement of Disclosure of Financial Interest q. Delegations r. Approval of Agenda s. Presentations t. Approval of Minutes i. Business Arising u. Council Business i. Introduction and Consideration of Committee Reports ii. Enactment of Bylaws and Policies iii. Appointments iv. Mayor and Council/Board Representative Updates v. Administration v. Proclamations w. Absence of Council Members x. Date of Next Council Meeting y. Adjournment z. Question Period

a. The Senior Administrative Officer shall make copies of the agenda and supporting materials available to media representatives and the general public, with the exception of the supporting material scheduled to be considered at an in-camera meeting, and only after the agenda and supporting materials have been delivered to all Council members, as per the CTV Act.

b. The agenda item will be as descriptive as possible, so Council and the general public are aware of the matters to be discussed.

c. Should supporting documents be for items that will be discussed at in-camera sessions, as outlined in Section 23 CTV Act, they will only be provided in hard copy form at the meeting and marked confidential. The decision to release this information will be determined at the in-camera session.

10.8 Attendance

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a. Any Council member absent for three (3) consecutive regular meetings of Council, without Council’s permission by resolution passed at a regular meeting of Council, shall be deemed to have resigned.

b. Permission for a Councilor to be absent from a regular meeting of Council shall not be unreasonably denied.

c. A record of attendance of Council members shall be maintained during each calendar year.

d. A Council member who knows he or she will be absent from a meeting of Council shall advise the Senior Administrative Officer prior to the scheduled meeting.

e. A Council member shall be excused from any meeting provided such absence is due to illness, Town business, employment related issue, vacation or family emergency.

f. A Council member who absents himself or herself, without permission, from a Regular Meeting of Council or Standing Committee of the Whole, on which he or she is an appointed member, shall have deducted from their base Council honorarium $100.00/unexcused absence.

g. Council members, with prior approval from the Mayor, who are outside the municipality or are physically unable to attend a meeting may participate by electronic means as long as it allows for Council members to hear and speak to one another and allows the public to hear the Councilors. This process must be used sparingly.

10.9 Quorum

a. A quorum for a regular or special meeting of Council or Committee of the Whole shall be a majority of members who comprise the Council holding office. The quorum refers to the number present, not to the voting number.

b. Quorum will be maintained if a member is required to excuse themselves from a meeting in session.

c. Where the number of members who, by reason of having disclosed a pecuniary interest in a matter before Council and are prevented from participating in a meeting, is such that the remaining number of members does not constitute a quorum, the remaining number of members present shall be deemed to constitute a quorum, provided that such number is not less than two (2).

d. Members attending by electronic means, as long as council members can hear and speak to each other and members of the public are able to hear the Councilor, they are deemed to be present and as such contribute to quorum.

10.10 Commencement of Proceedings

a. As soon after the time set for the meeting as a quorum exists, the Mayor or Presiding Officer shall take the chair and call the meeting to order.

b. Where the Mayor and Deputy Mayor do not attend the meeting within fifteen (15) minutes after the time set for the meeting, the Senior Administrative Officer shall call the Council members to order and, if a quorum is present, call for a motion for the appointment of a Presiding Officer from among those Council members present.

c. If a quorum is still not present one half (1/2) hour past the time set for the meeting, the Senior Administrative Officer shall record the names of those members present and the meeting shall be adjourned until the next regular meeting. The agenda for the adjourned

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meeting will be dealt with at the next regular meeting of Council unless a special meeting is called before the next regular meeting to deal with the business of the adjourned meeting.

10.11 Meeting Minutes

a. Minutes are a record of the decisions or actions taken by council. As such they will be concise and to the point. They will include all decisions of the meeting, requests for information or action, and any comments that members of Council specifically asked to be included.

b. Minutes from Standing Committees of the Whole will be reviewed and approved at the Regular Meeting of Council in the month in which the meeting occurred.

c. Minutes from the Regular Meeting of Council will be reviewed and approved at the following months Regular Meeting of Council. Upon approval of minutes, they will be posted in appropriate and publicly accessible locations.

11. Emergency Meetings

Any Council member may call an emergency meeting of the Council, where the Council member considers that an emergency exists or may exist in the Town.

i. Notice of the time and place of an emergency meeting must be given to as many Council members as possible in the circumstance;

ii. At least two (2) Council members attending the emergency meeting are required for a quorum;

iii. Council may, at an emergency meeting, make a declaration of a state of local emergency relating to all or any part of the Town, pursuant to the Civil Emergency Measures Act, and may only transact business relating to the emergency.

12. Special Meetings

A Special Meeting of Council may be called by the Mayor or any two (2) Council members at any time, and the calling of such meetings shall be in accordance with the requirements of the CTV Act.

i) Section 23 relating to holding in-camera sessions applies to a special meeting of Council;

ii) A written notice stating the time, the place and the nature of the business to be transacted shall be given by the Senior Administrative Officer to each member of Council to the place where the member has directed notices to be sent;

iii) Forty-eight (48) hours shall elapse between the time of giving notice of a special meeting and the holding of the meeting, and no other business shall be transacted at the meeting unless all members of Council are present and agree thereto.

13. Working Sessions

a. Working Sessions may, on occasion, be required for dialogue and determining the manner in which Council will conduct its business.

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b. From this session a member may bring a recommendation to the next meeting of Council. No direction shall result from working sessions.

14. Electronic Decisions

a. Should a matter be deemed time sensitive by the Mayor and SAO, a written briefing as well as request for vote will be sent to Council via their Council email address. Council members will be requested to send their vote by return email within three (3) business days of the date and time of the email request. If no response is received from a Council member by the deadline, efforts will be made to contact that Council member personally.

b. Any decision made electronically must be ratified at the next meeting of Town Council.

c. This method of voting should be used very sparingly. This may include items that are time sensitive and must be addressed prior to the next Regular Meeting of Council and which may negatively impact the community or corporation if not dealt with in a timely fashion.

15. Duties of Presiding Officer

a. The Presiding Officer of Standing Committees of the Whole and Regular Meetings of Council shall have the following duties at a meeting: i. to open the meeting by assuming the chair and calling the meeting to order; ii. to receive, submit to Council and put to a vote, in accordance with the rules of procedure, all matters presented by members of Council, and to announce the results; iii. to decline to put to a vote any motion that infringes upon the rules of procedure; iv. to recognize any member of Council who wishes to speak on any matter that is debatable and determine the right of precedence where two (2) members request the floor of Council; v. to enforce the rules of order; and vi. to rule on any point of order or question of privilege raised by any member of Council.

b. The Presiding Officer of Standing Committees of the Whole will be appointed at the first Regular Meeting of Council of a term. The Mayor will be the Presiding Officer of any Regular Meeting of Council in which they are in attendance, otherwise the Deputy Mayor will assume the role of Presiding Officer.

16. Meeting Open to the Public

a. All meetings of Council and its committees shall be open to the public and no person shall be expelled from any meeting except for conduct in contravention of this by-law.

b. Council or its committees may, in accordance with Section 23 of the CTV Act, hold a private meeting. All or a portion of any meeting may be conducted in private (in-camera) to discuss issues that fall within the following categories of that section if it is determined, by motion approved by two-thirds (2/3) of the members of Council present, to be in the public interest.

c. The motion to move in-camera must identify the general nature of the topic or topics to be discussed during the in-camera meeting.

d. No bylaw or motion shall be passed during an in-camera meeting except a motion to revert to a public meeting.

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e. Following an in-camera meeting, a motion may be made to deal with any recommendation arising from the in-camera meeting and once such motion is placed on the agenda the normal rules of procedure shall apply.

17. Standing Committees and Special Committees of Council

Council may establish additional Standing Committees and Special Committees to address the work of Council. These committees are established by motion of Council. This motion shall include:

i. Name of the Committee; ii. Terms of Reference; iii. Appointment of members; iv. Term of the Committee; v. Requirements of reporting to Council; and vi. Allocation of any necessary budget or other resources.

18. Standing and Special Committee Procedures

a. The frequency of Standing Committee and Special Committee Meetings (other than Standing Committees of the Whole) will be determined by the Chair of the specific Committee and the SAO. The determination will be based on items to be addressed by the Committee.

b. Preparation for and reporting on these meetings will be treated the same as Standing Committee of the Whole.

19. Advisory Boards Procedure

a. The SAO and Chair of the Advisory Board will ensure the agenda and supporting documents are provided to the members of the Advisory Board or Ad Hoc Committee within two (2) working day prior to the meeting.

b. Advisory Board meetings will be scheduled as per Bylaw 1009.

c. Selection of Advisory Boards shall occur in the following manner: i. the Town will advertise positions; ii. any member of the general public who are interested in serving on an Advisory Board or Ad Hoc Committee will be requested to submit an expression of interest which includes past experiences in the mandate of the Board or Committee; and iii. this information will be passed along to the appropriate Standing Committee of the Whole for follow-up which may include recommendation for appointment.

20. Disclosure of Pecuniary Interest/Conflict of Interest

a. When a Council member has a direct or indirect pecuniary interest, as defined in the Conflict of Interest Act, in any matter before Council and is present at a meeting when this matter is the subject of consideration, that member shall disclose his or her interest in the matter and the general nature and extent thereof, and remove himself or herself from the meeting during consideration of the matter.

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i. All declarations and notifications of interest or conflict of interest will be made by Council members in writing by using the Town of Fort Smith “Statement of Disclosure of Interest Form” (Attachment A). These forms will be provided to Council members and made available at every meeting of Council. Completed forms are to be handed to the Town Senior Administrative Officer or other nominated officer for recording. ii. If Council members consider that they have, or might reasonably be perceived to have, an interest in a matter before Council or a Committee of Council, they will submit a Statement of Disclosure of Interest Form prior to the start of the meeting. The Mayor or Chairperson will read out the Statements of Interest at the start of the meeting. The Mayor or Chairperson will note the Interest again immediately before the matter is considered. The interest must be declared by the relevant Councillor on every occasion that the matter is considered by Council or Committee.

c. If a Councillor does not intend to be present at a Council or Committee meeting in which he or she considers that they have any interest or conflict of interest, he or she will disclose the nature of the interest by submitting a completed Statement of Disclosure of Interest Form to the Town Senior Administrative Officer at any time before the meeting is held.

d. If a Councillor has an interest in a matter to be considered by Council or a Committee that is non-pecuniary, and the Councillor considers that their personal interest may be in conflict with their public duty to act impartially and in the interest of the whole community, the Councillor will declare a conflict of interest.

e. A Councillor who has declared a conflict of interest on a matter, may be called upon to speak to the matter but will restrict their comments to responses to questions in a factual manner that may assist the decision making process.

f. Council members recognize that while they may seek advice about a possible conflict of interest, the legal onus rests entirely with each Councillor. If a Councillor cannot confidently say that he or she does not have a conflict of interest, the Councillor should err on the side of caution and declare a conflict of interest and comply with the relevant requirements.

21. Delegations

a. Delegations may appear before Standing Committee of the Whole or at Regular Meetings of Council.

b. Applications to appear as a delegate must be in writing and submitted to the SAO no later than 12p.m. on the Friday prior to a scheduled meeting of council. The written request shall include, but is not limited to, the following: i. Name, address, and telephone number of the person wishing to make the presentation; ii. Clearly identify the topic to be discussed; iii. Clearly identify the request being made to Council, if applicable; and iv. Contain any background information to support the request, if applicable.

c. The following procedures apply to all delegations before Council: i. All delegations shall address their remarks directly to the Presiding Officer and shall not pose questions to individual Members or Administration, or deviate from the topic of their presentation;

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ii. Each delegation shall be afforded ten (10) minutes to make their presentation; iii. After a delegate has spoken, any Member may, through the Presiding Officer, ask that person relevant questions; and iv. No debate shall be permitted on any delegation to Council either between Members or with an individual making a delegation.

d. When making a presentation to Council, no person shall: i. Speak disrespectfully of the Crown, and Member of Council, the public or an employee of the Town; ii. Use offensive language; iii. Make personal remarks about any Member of Council, the public or an employee of the Town; iv. Reflect upon the motives of Members who may have voted for a particular motion; v. Reflect upon the motives of advice given to Council by Administration; and vi. Refuse to comply with the decision of the Presiding Officer regarding any interpretation of this by-law.

e. Once a delegation is heard the matter should be referred to the Senior Administrative Officer for further research and presentation of relevant materials and information, allowing Council to make an informed decision. No immediate motion or resolution shall result from hearing a delegation during the meeting in which that delegation occurred.

f. The Mayor and Senior Administrative Officer, together, may deny a request to delegate if the subject matter pertains to legal matters, personnel matters, matters already heard before Council, matters considered during Private Meetings in accordance with the CTV Act or matters not within the jurisdiction of Council.

g. The Mayor and Senior Administrative Officer, together, may bring a delegation request forward to a Standing Committee or Regular Meeting of Council with less notice if the matter is time sensitive or impacts the immediate business of the Town.

22. Appointment of Members to Boards and Agencies

a. Council may by motion, on the recommendation of the Mayor, appoint a Council Member or member of the public to any Board or Agency required by any Act of the Northwest Territories or is deemed to be in the public interest. The term of the appointment, when not identified by the board, will be set by Council.

b. It is important that Council members or members of the public: a. Clearly understand the basis of their appointment; b. Maintain a positive image of Council; c. Represent the Council policy position, unless required to do otherwise by virtue of their terms of appointment; and d. Provide regular reports to Council on the activities of the organization, unless required to do otherwise by virtue of their terms of appointment.

23. Introduction and Consideration of Committee and Advisory Board Reports

All reports and recommendations of the Standing Committees of the Whole, other Standing Committees, Ad Hoc Committees, and Advisory Boards shall be put in writing and no report shall be referred to Council until the reports have been given to the members unless decided otherwise by motion of Council.

Committee reports shall be attached to the agenda for the meeting at which they are to be introduced.

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The Presiding Officer shall introduce the report and request that the chairperson or Council representative of the committee or advisory board present any recommendations arising from the report.

24. Communication As a representative of the community, Council members need to be not only responsive to community views, but to adequately communicate the attitudes and decisions of the Council. There may be times when a Councillor, as an individual, disagrees with a final decision of the Council and wants the community to know that. Obviously Council members are entitled to present their own views, but in doing so, Council members should acknowledge that: a. As a member of the Council there is respect for the decision making processes of the Council which are based on a decision of the majority of the Council; b. An overriding concern ought to be in achieving a balance in the matters that are communicated and strive to achieve an outcome that presents the Council as effective and cohesive; c. The Mayor, together with the Town Senior Administrative Officer, are the designated persons authorized to speak to the media and others on behalf of the Council after a decision has been made on a Council matter; d. Information of a confidential nature must not be communicated; e. Information relating to decisions of the Council on approvals, permits and so on should only be communicated in an official capacity by a designated officer of the Council; and f. Information concerning adopted policies, procedures and decisions of the Council must be conveyed accurately. 25. Benefits and Gifts a. The role of a Councillor at the Town of Fort Smith is a part-time one. Council members incur expenses in performing their duties and the Cities, Towns and Villages Act Section 34 and Town Bylaws recognize this by providing for allowances and for out-of-pocket expenses incurred while acting on behalf of the Council to be reimbursed.

b. Councillors shall: (1) Only claim for expenses incurred while acting as a Councillor on behalf of the Council in the manner prescribed by the Council Expense Policy; (2) Use Council facilities and equipment economically and efficiently; (3) Except in accordance with any policy of the Council, not use Council facilities, equipment and resources for personal benefit or for the benefit of any other person or organization; (4) Ensure that Council facilities and equipment are kept separate from similar resources that may be used in a Councillor’s private business activities; (5) Not seek or accept, directly or indirectly, from any person or body, any immediate or future gift, reward or benefit, other than of a token kind, or moderate acts of hospitality, for themselves or for any other person or body, relating to their status with the Council, or their performance of any duty or work which affects or concerns the Council; and (6) Hand over to the Town Senior Administrative Officer for the benefit of the Town of Fort Smith any gifts that are accepted as a matter of courtesy on behalf of the Council. 26. Use of Information

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a. There is an expectation that Council members will make reasonable and informed decisions on matters before the Council. In their decision making process, Council members are also privy to information that may at times be confidential or controversial. Council members need to be: (1) Aware of and observe the provisions Section 34 of the Cities, Towns and Villages Act relating to the treatment of confidential information. (2) Aware that they are only entitled to access information which is relevant to a matter before the Council; (3) Mindful that except on matters before the Council, they enjoy the same access rights to information as any other member of the community; (4) Prudent in the use of information that they acquire as Council members particularly in accordance with Section 34 of the Cities, Towns and Villages Act; (5) Observing of any specific policies that the Council has on the use of Council information; (6) Careful not to use information in a way which can cause detriment to others; (7) Careful not to use confidential Council information to gain advantage for themselves or for any other person or body in ways which are inconsistent with their obligation to act impartially nor shall they use such information improperly to cause harm or detriment to any person, body, or the Council.

26. Organizational Relationships

a. Council recognizes that the core role of Council members is focused on policy decision making in the interests of the overall community and ensuring that policies are implemented. The Town Senior Administrative Officer and Directors focus on implementing policy and providing professional advice to guide Council in its decision- making. b. Council has one staff member, the Senior Administrative Officer. The Senior Administrative Officer is responsible and accountable for the management of all other municipal staff.

c. Members of Council must not:

i. Involve themselves in matters of Administration, which fall within the jurisdiction of the Senior Administrative Officer, other than to elicit a free flow of information through the office of Senior Administrative Officer;

ii. Use or attempt to use, their authority or influence for the purpose of intimidating, threatening, coercing, commanding or influencing any Town Staff with the intent of interfering in the person’s duties; or

iii. Maliciously or falsely injure the professional or ethical reputation, or the prospects or practice of Town Staff.

d. It is expected that: i. Council understand that their role is one of leadership, not a management or administrative board; ii. The Town Senior Administrative Officer takes the initiative and responsibility for developing issues to a stage where comprehensive information can be placed before the Council for decision; iii. Council recognizes the importance of the complementary roles of Council members and Staff and recognizes that Staff can only effectively implement policy if an effective system of delegation is in operation;

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iv. Council members respect the cost of Council’s human resources and not does not use those resources for unnecessary, improper or inefficient purposes; v. In the interests of maintaining a high level of teamwork and encouraging good morale, there will be no personal criticism of staff in public by Council members. If Council members or staff wish to express any such criticism, then the matter should be raised in a non-public forum; and vi. Council members are provided with information concerning matters under consideration by Council and deemed necessary for them to properly perform their duties and meet their responsibilities as Council members.

e. Members of Council are subject to the Town’s Zero Tolerance Policy, and as such are required to ensure that all Town Staff experience a workplace that is free of bullying, harassment, or discrimination.

f. All complaints received from staff involving the Mayor or Councillors under the Zero Tolerance Policy shall be referred to the Senior Administrative Officer for processing in accordance with said policy and this bylaws Dispute and Complaints Resolution Procedure.

PART II - STATEMENT OF CARETAKER PROCEDURES Prior to an election period, the Town Senior Administrative Officer will ensure that all Council members and all members of Council staff are advised in regard to the application of the caretaker procedures. 27. Council Decision-Making a. During the election period, which is from the end of nomination day until 8:00 p.m. on Polling Day, Council will operate under a “business as usual” approach except for the restrictions imposed by the Statement of Caretaker Procedures. Essentially, Council will not make any decisions during the election period that will be binding on an incoming Council save for decisions which are part of the normal operating function of Council which includes most municipal planning matters. b. Council will not make any “Major Policy Decisions” during the Election period. c. Major Policy Decisions are decisions: i. relating to the employment of the Town Senior Administrative Officer under sections 41 of the CTV Act, other than a decision to appoint an acting Town Senior Administrative Officer; ii. to terminate the appointment of the Town Senior Administrative Officer under the Senior Administrative Officer Employment Bylaw. d. If Council considers that there are extraordinary circumstances (excepting Section 27c) where the municipality or the local community would be significantly disadvantaged by Council not making a particular Major Policy Decision, Council will, by resolution, make a decision. Such resolutions will be noted as extraordinary. e. During the election period, further to any Major Policy Decisions, there is to be no Council policy formation or adoption, no censure of government departments or Ministers, and Notices of Motions and General Business are not to be of a political nature.

28. Use of Council Resources a. Council members will ensure that Council resources are not used inappropriately during an election period in ways that may influence voting in an election or provide undue advantage for a candidate. In any circumstances where the use of Council resources

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might be construed as being related to a candidate’s election campaign, advice will be sought from the Town Senior Administrative Officer. b. Municipal Staff will not authorize, use or allocate a Council resource for any purpose that may influence voting in the election, except where it only relates to the election process and is authorized by the Town Senior Administrative Officer. c. Council resources, including offices, support staff, hospitality services, equipment, stationery and printing will be used exclusively for normal Council business during the Election period and will not be used in connection with any election campaign or in a manner that may be construed as supporting an election campaign. d. No Council logos, letterheads or other Town of Fort Smith branding will be used for, or be linked in any way to, a candidate’s election campaign. e. Public events and functions during the Election period will only be organized and run by Council’s administration if they are part of Council’s normal business activities. Officers will plan to avoid staging any functions, public events or the launch of publications during the election period. No election material or active campaigning, including within the context of speeches by Council members, is to be conducted at Council sponsored events. f. Reimbursements of Council members’ out-of-pocket expenses during the Election period will only apply to costs that have been incurred in performance of normal Council duties and not for expenses that could be perceived as supporting or being connected with the election. g. Equipment and facilities such as phones, laptops, facsimile machines, etc, provided to Council members for the purpose of conducting normal Council business will not be used for campaigning purposes. Where it is impractical for Council members to discontinue their use of these facilities during the Election period, Council members will reimburse Council for the usage of those services in accordance with the Town of Fort Smith Council Members Expense Policy. h. Council Town e-mail addresses will not be included on campaign material. 29. Information Presented to Council a. Information and briefing material prepared by staff for Council members during the election period will relate only to factual matters, existing Council services, or information that would normally be available to the public. All such requests for information or action are to be issued through the offices of the Town Senior Administration Officer who will keep a record of requests made and advice provided. The information provided will be collated by the Town Senior Administration Officer’s Office in an Information Request Register. b. No information will be provided which relates to new policy development, new projects or matters that are the subject of public or election debate or might be perceived to be connected with a candidate’s election campaign. 30. Publicity a. Council will not print, publish or distribute or cause, permit or authorize to be printed published or distributed, electoral advertisements, handbills, pamphlets or notices during the Election period unless it only contains information about the electoral process. b. Council further commits to the following standards during the Election period: (1) No Councillor will influence a municipal staff member to make any public statement that could be construed as influencing the election. This does not

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include statements of clarification that are approved by the Town Senior Administrative Officer. (2) Where a public Town campaign is deemed necessary for a Council service or function, the Town Senior Administrative Officer must approve it. Council publicity during the Election period will be restricted to promoting normal Council activities. (3) Any requests for media advice or assistance from Council members during the Election period will be channelled through the Town Senior Administrative Officer. No media advice or assistance will be provided in regard to publicity that involves individual Council members where that advice would relate to their election campaign. (4) Council members will not use their position as an elected representative, as it relates to access to municipal staff, and other Council resources to gain media attention in support of an election campaign.

31. Assistance to Candidates Council affirms that all candidates for the Council election will be treated equally in terms of assistance and advice relating to the conduct of the Council Election. All election related enquiries will be directed to the Returning Officer or, where the matter is outside the responsibilities of the Returning Officer, to the Town Senior Administrative Officer. PART III - DISPUTES AND COMPLAINTS RESOLUTION PROCEDURES 32. Respecting Differences a. Council is comprised of a group of individuals who bring to Council their own unique skills, talents, personalities, backgrounds and divergent views. All Council members need to be understanding and accepting of the differences between Council members and recognize that this diversity enriches Council and is reflected in the policies, strategies and decisions that are made in the best interests of the entire municipality. Sharing and expressing different views leads to informed and well-considered debate. All Council members have the right to influence, through this debate, the decisions made by Council. b. Council members need to be mindful that having and expressing differing and sometimes opposing viewpoints is a normal function of the process of democratic government and is just as much a part of local government as it is of the other levels of Canadian government. Sharing and expressing these different views leads to informed and well- considered debate. All Council members have the right to influence, through this debate, the decisions made by Council. c. Therefore, having differing views, politics or attitudes from other Council members is not considered a conflict or a dispute and does not require resolution. Where conflict does emerge is when the differences become personal or the behaviour of Council members towards each other is of a nature that threatens the effective operation of Council’s decision making processes.

33. Initial Process for Resolving Disputes a. Before entering a formal dispute resolution process, Council members must attempt to resolve informally, between the Councillors involved in the dispute. The following steps should be enacted: i. Schedule a meeting that is convenient for all parties and be open to discussion; ii. Discuss the problem and attempt to seek clarity on the issues causing the dispute;

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iii. Present various options to resolve the conflict. Work collaboratively to brainstorm these options; iv. Choose a solution that works the best and suits everybody’s needs; and v. Try to chosen solution, check in with each other to determine if it is successful, if not try to re-negotiate another solution. b. If parties are unable to resolve the dispute through the informal, collaborative process it may be referred to the Mayor for support to facilitate a resolution. If the dispute involves the Mayor, the issue will be referred to the Deputy Mayor. The process of resolution will remain the same as the steps outlined above with the Mayor facilitating the discussion. c. If one party to the dispute does not acknowledge there is a dispute and is not willing to cooperate in discussions to resolve the dispute, the dispute resolution process is suspended at this point. Council, however, may though, in accordance with Section 23.3 CTV Act, at an in-camera Council meeting, discuss that a dispute does exist between the parties and may request of the Town Senior Administrative Officer that mediation/conciliation be commenced, through an impartial third party. d. If both or one of the parties to the dispute believes that the dispute has not been resolved following initial discussions to attempt to resolve the dispute, the parties may jointly ask the Mayor to request the Town Senior Administrative Officer to prepare a confidential Council report to arrange a professional mediator or conciliator to be engaged. The request for mediation/conciliation is to be made to the Town Senior Administrative Officer during the closed section of a Council meeting and only after the initial dispute resolution process has been attempted. An estimate of the full cost to Council of conducting the mediation process is to be provided at this meeting. e. Council members agree through the ratification of this by-law that it is compulsory for all parties to the dispute to attend mediation/conciliation where this has been requested. 34. Mediation/Conciliation a. If a mediator/conciliator is appointed, all Council members will cooperate with the dispute resolution process and provide reasonable assistance to the mediator/conciliator when requested. b. Following mediation, a report is to be prepared for the Town Senior Administrative Officer by the mediator/conciliator which is to include the recommendations and actions to be taken as a consequence of the mediation. This report is to be presented during an in-camera Council meeting. c. If following mediation/conciliation, all parties agree that the dispute has been resolved and agreement is reached on adherence to the recommended actions, the matter is closed. If, however, it has not been resolved to the satisfaction of all parties, the parties involved will be required, as a minimum, to adhere to the conduct of a Council Member as outlined in this bylaw, CTV Act, and Robert’s Rules of Order. Council may resolve that the Mayor strictly adhere to the process and procedures in these references to maintain civility at Council meetings to ensure that Council members are able to carry out their role in the best interests of the municipality. d. Notwithstanding the above, Council will not undertake a dispute resolution procedure if it is to occur during the caretaker period prior to a Council election. e. If the un-resolvable dispute described in the “Notice of Complaint” is between the Mayor and another member of Council, two other Council members may, after consultation with the Town Senior Administrative Officer, recommend to Council that the dispute be referred to the Town Senior Administrative Officer to obtain an external mediator or conciliator. Such discussion will need to be considered during a closed section of a Council meeting. All other aspects of the dispute resolution procedure apply.

PART IV - ENFORCEMENT This Council Governance Bylaw will be self-regulated by Council. 35. Informal Complaint Process

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a. Informal complaints of Council members acting in contravention of this bylaw may be brought forward by other Council members or by a Council member on behalf of a community member. The following steps should be taken to resolve the matter informally: i. Advise the member that the behaviour or activity contravenes the by-law; ii. Encourage the member to stop the prohibited behaviour or activity; iii. Keep a written record of the incidents including, dates, times, locations, other persons present, and any other relevant information; iv. If applicable, confirm to the member your satisfaction with the response of the member; or if applicable, advise the member of your dissatisfaction with the response; and v. Consider the need to pursue the matter in accordance with the formal complaint procedure. b. Council members and members or the public are encouraged to pursue this informal complaint process as the first means of remedying conduct that they believe violates this by-law. However, an individual is not required to complete this informal complaint procedure prior to pursuing the formal complaint procedure outlined below.

36. Formal Complaint Procedure a. Any person may file a formal complaint against a Council member if they reasonably believe, in good faith, that the Council member is in contravention of the by-law. The individual making the complaint will complete the “Complaint Form” (Appendix ???). This form will be filed with the Senior Administrative Officer who will prepare a package of information for the Mayor. The Mayor will then initiate the process of forming an ad hoc committee to evaluate the merit of the complaint and begin an investigation if necessary. b. Complaints of Councillors breaching the code of conduct will be referred to an ad hoc committee for investigation. This committee will consist of the Mayor and two other Councillors. Or in case the Mayor is the subject of the complaint, the Deputy Mayor and two additional Councillors. All public complaints must be brought forward by a Councillor for initial referral to the ad hoc committee. Complaints will be acknowledged immediately and responded to within 60 days of being referred to the ad hoc committee. c. The special committee will bring forward a report to Council of the Whole outlining the complaint investigation and making a recommendation for: i. public censure; or ii. removal of the member from meetings. d. Council members are required to sign a “Statement of Commitment to the Council Code of Conduct” (Attachment C) at the Legislative Workshop Meeting of Council following the Council Election, or in the case of an extraordinary election, within nine (9) days of being elected. e. This By-law will be reviewed within 3 months after a general election.

37. Council Compliance

a. Members shall uphold the letter and the spirit and intent of this By-law.

b. Members are expected to co-operate in every way possible in securing compliance with the application and enforcement of this By-law.

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b) obstruct Council, or any other person, in carrying out the objectives or requirements of this By-law.

38. Protection of Council

Subject to the Conflict of Interest Act, no Council member is liable to any civil action, prosecution, arrest, imprisonment or damages by reason of:

a. anything said by a Council member in a meeting of Council or a Committee of Council; or b. anything brought before Council or a Committee of Council by the Council member; unless it is said or brought with malicious intent.

39. Repeal

That Bylaw number

40. Effect

This by-law shall come into full force and take effect upon third reading thereof.

READ FOR A FIRST TIME THIS DAY OF , A.D. 2021.

READ FOR A SECOND TIME THIS DAY OF , A.D. 2021.

READ FOR A THIRD TIME THIS DAY OF , A.D. 2021.

______MAYOR

______SENIOR ADMINISTRATIVE OFFICER

I hereby certify that this bylaw has been made in accordance with the requirements of the Cities, Towns and Villages Act and the bylaws of the Municipal Corporation of the Town of Fort Smith.

______

Senior Administrative Officer

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BRIEFING NOTE

To: Corporate Services Committee

Date: June 01, 2021

Subject: Replacement of Firefighter Bunker Gear

Purpose:

The volunteer fire department bunker gear is due for replacement. A tender was issued for 21 replacement sets of bunker gear. The tender closed on May 14, 2021, with two respondents.

Background:

The current bunker gear is 10 years old and WSCC legislation requires replacement at 10 years. The tender was for 21 sets of bunker gear, which covers our volunteers who are currently trained to fight interior structure fires. Moving forward, an evergreen plan is being developed to replace bunker gear on a more regular basis and in smaller batches, ensuring all volunteers have the highest standard of protective equipment.

There were two respondents to the tender. One respondent was a local company, CAB Construction, but their bid did not met the requirements to the Town’s local preference policy (Policy #4.2) as it was over the 10% threshold on purchases under $100,000.

In the 2021 capital plan $85,000 was allocated for the purchase of bunker gear.

Recommendation:

That Council approves the capital expenditure of $62,489.07 to purchase 21 sets of bunker gear from Westech Fire and Safety.