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Committee of the Whole Agenda COMMITTEE OF THE WHOLE AGENDA October 27, 2020, 7:00 PM Edson Civic Centre A. CALL TO ORDER B. ADOPTION OF AGENDA 1. The Agenda for the October 27, 2020 Committee of the Whole Meeting. Motion: That the Agenda for the October 27, 2020 Committee of the Whole meeting be adopted as presented. C. ADOPTION OF THE PREVIOUS MINUTES 1. The Minutes of the October 13, 2020 Committee of the Whole 5 - 8 meeting. Motion: That the Minutes of the October 13, 2020 Committee of the Whole meeting be adopted as presented. D. DELEGATIONS 1. EDS Group Inc. - Vision Park Master Plan. 9 E. REPORTS FROM STAFF Page 1 of 42 Agenda October 27, 2020 E.1 EXECUTIVE OFFICE (LEGISLATIVE SERVICES & HUMAN RESOURCES) 1. Vacation Pilot Program - Management and Out-of-Scope 11 - 26 Staff. E.2 INFRASTRUCTURE & PLANNING 1. Owner Occupied Second Dwellings. 27 - 29 E.3 CORPORATE SERVICES E.4 COMMUNITY & PROTECTIVE SERVICES 1. Community Services Fee Assistance Program. 31 - 42 F. INFORMATION ITEMS G. SUNDRY H. QUESTIONS FROM MEDIA AND PUBLIC REGARDING ITEMS FROM THIS COMMITTEE OF THE WHOLE MEETING I. CLOSED MEETING SESSION (IN-CAMERA)I 1. Personnel Update - FOIP s. 17 & 24. 2. Intergovernmental Relations - FOIP s. 21 & 23. J. ADJOURNMENT Page 2 of 42 Agenda October 27, 2020 1. The meeting is adjourned. Motion: That the meeting be adjourned. Page 3 of 42 Page 4 of 42 COMMITTEE OF THE WHOLE EDSON CIVIC CENTRE Tuesday, October 13, 2020 at 7:00 PM MINUTES PRESENT: Councillors: Krystal Baier, Trevor Bevan, Gean Chouinard (Deputy Mayor), Jacqui Currie, Troy Sorensen, and Janet Wilkinson Recording Secretary: Kayla Sidoruk Staff: Sarah Bittner (Acting CAO & GM of Corporate Finance), Steve Bethge (Communications Coordinator), Guy Latour (GM Community & Protective Services), Mike Passey (Corporate Services Manager), Tanya Byers (Community Development Manager), Brigitte Lemieux (Interim Planning Manager), Mandy Chan (Municipal Intern) ABSENT: Mayor Kevin Zahara *Due to COVID-19 Pandemic and Physical Distancing Protocols, this meeting is available to the public and media via live stream* CALL TO ORDER Deputy Mayor Chouinard called the meeting to order at 7:00 P.M. ADOPTION OF AGENDA The Agenda for the October 13, 2020 Committee of the Whole Meeting. Resolution #1 Moved by Councillor Baier that the Agenda for the October 13, 2020 Committee of the Whole meeting be adopted as presented. CARRIED UNANIMOUSLY Page 5 of 42 Page 2 of 4 ADOPTION OF THE PREVIOUS MINUTES The Minutes of the September 22, 2020 Committee of the Whole meeting. Resolution #2 Moved by Councillor Wilkinson that the Minutes of the September 22, 2020 Committee of the Whole meeting be adopted as presented. CARRIED UNANIMOUSLY REPORTS FROM STAFF INFRASTRUCTURE & PLANNING Time Extension for Plan Endorsement on Subdivision Application 2017 TOE 005. Brigitte Lemieux spoke to this item at 7:00 P.M. General Feedback: The Committee was generally supportive of providing a time extension for the Plan Endorsement on Subdivision Application 2017 TOE 005 and directed Administration to bring this item forward to a Council meeting for a formal resolution. COMMUNITY & PROTECTIVE SERVICES Interim Alberta Police Advisory Board - Municipal Survey on RCMP Police Services in Alberta. Guy Latour spoke to this item at 7:02 P.M. General Feedback: The Committee was generally supportive of the answers provided by Administration on the Interim Alberta Police Advisory Board - Municipal Survey on RCMP Police Services but asked that consideration be given to the following: • Question #15 – Moving impaired drivers and proactive community policing into the top 5; possibly downgrading illegal drugs to make room for these items moving up in priority; • Question #16/17 – consideration of filling vacancies and size of detachment out of the #1 spot. October 13, 2020 Committee of the Whole Meeting Minutes Page 6 of 42 Page 3 of 4 Transportation Needs Assessment. Tanya Byers spoke to this item at 7:21 P.M. General Feedback: The Committee was generally supportive of putting the Transportation Needs Assessment on hold until spring, given the current circumstances and environment surrounding the COVID-19 pandemic. INFORMATION ITEMS Development - Pre and Post Offsite Levies. Brigitte Lemieux spoke to this item at 7:25 P.M. General Feedback: The Committee accepted the pre and post offsite levies report for information. SUNDRY Budget Engagement Tool Timeline. Sarah Bittner spoke to this item at 7:39 P.M. General Feedback: The Committee directed Administration to continue with status quo and proceed with the current Budget Engagement Tool and bring this item back to Committee for further discussion regarding potential changes and timelines for the proposed new Budget Engagement. QUESTIONS FROM MEDIA AND PUBLIC REGARDING ITEMS FROM THIS COMMITTEE OF THE WHOLE MEETING Viewers and the media were encouraged to email their questions regarding items from this Council Meeting, which will then be answered during working hours. October 13, 2020 Committee of the Whole Meeting Minutes Page 7 of 42 Page 4 of 4 ADJOURNMENT The meeting is adjourned. Resolution #3 Moved by Councillor Bevan that the meeting be adjourned. CARRIED UNANIMOUSLY AT 7:55 P.M. Deputy Mayor Chouinard Chief Administrative Officer Mike Derricott October 13, 2020 Committee of the Whole Meeting Minutes Page 8 of 42 Town of Edson Office of the Chief Administrative Officer Committee of the Whole: Delegation Council Committee of the Whole Meeting Date: October 27, 2020 Subject: EDS Group Inc. Vision Park Master Plan Report Details: John Buchko of EDS Group Inc. will provide a project up-date on the Vision Park Master Plan. Legislation/Authority: Strategic Plan Building a Vibrant and Healthy Community Alignment : Investing in new and existing facilities and community assets, including continuing to build exemplary parks and trail systems,and committing to the construction of a new Recreation Multiplex facility. Financial Implication: Service Level/Staff Resource Implication: Consultation: Alternative(s): Attachment(s) Presentation Summary APPROVALS: Originated By: Alan Schram,Director of Protective Services (name and title) Submitted By: Guy Latour, General Manager of Community & Protective Services (name and title) Chief Administrative Mike Derricott, CAO Officer or Designate: Page 1 of 1 Page 9 of 42 Page 10 of 42 Town of Edson Office of the Chief Administrative Officer Committee of the Whole: Staff Report Council Committee of the Whole Meeting Date: October 27, 2020 Subject: Vacation Pilot Program – Management and Out-of-Scope Staff Report Details: Administration seeks Council’s input on a Vacation Pilot Program which would give us the opportunity to explore the impacts of removing a staged vacation progression system in favour of a modernized and streamlined program. This program would apply only to out-of-scope employees. Features of the Program: - Eligible to utilize 35 Vacation Days each calendar year, regardless of length of service. - May use five Community Investment Days each year. Community Investment Days must be used for volunteering time with organizations that serve the Edson community. - Vacation days and Community Investment Days are “use it or lose it”. Vacation banks will not accrue. - Minimum Employment Standards allotment must be used each year; however, the remaining time is free to be used or not. Aims of the Program: - To provide an excellent work-life balance, with more opportunity for rest and reinvigoration, with the goal of obtaining more focused and more effective work product - To greatly increase our ability to attract and retain high-performing employees without putting additional costs on the taxpayer - To eliminate a vacation liability the Town must otherwise carry each calendar year (currently this liability sits at +/- $274,000.00) - To encourage community volunteerism and increase our ability to attract community-minded people Our aim is to Pilot this program for 2 calendar years, commencing January 01, 2021. The purpose of this Pilot is to evaluate service level impacts and improve upon the design prior to a launching a full-scale, permanent program. During this time, we will assess the Program’s impacts, successes and failures in order to determine its long-term tenability. Legislation/Authority: Employment Standards Act Page 1 of 2 Page 11 of 42 Strategic Plan Organizational Strength & Resiliency Alignment : Financial Implication: The average employee will experience an 4% increase in the value of their overall compensation; but actual cost implications to the taxpayer are $0.00. Additionally, this Pilot will eliminate a financial liability for the organization that currently ties up +/- $300,000.00 per year. Service Level/Staff Service levels will be maintained. The research indicates overall productivity is Resource Implication: likely to increase. Consultation: Ed Grose, HR Outlook Alternative(s): We do not currently envision another program that would increase our compensation value to this extent with no additional cost to taxpayers. Attachment(s) - Research on the Benefits of Increasing Vacation - The CEO of Kronos on Launching an Unlimited Vacation Policy Please note the latter document is provided as a contextual evaluation of applied principles. Administration is not proposing an unlimited vacation policy. APPROVALS: Originated By: Colin McComb, HR Manager (name and title) Submitted By: Colin McComb, HR Manager (name and title) Chief Administrative Mike Derricott, CAO Officer or Designate: Page 2 of 2 Page 12 of 42 Research: Benefits of Increasing Time
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