Committee of the Whole Meeting Scheduled After Regular Council Meeting

KNEEHILL COUNTY REGULAR COUNCIL MEETING

AGENDA Tuesday, February 12, 2019

8:30 a.m. Kneehill County Council Chambers 1600- 2ND Street NE Three Hills, Alberta

Committee of the Whole meeting Scheduled after Regular Council Meeting

1.0 Agenda 1.1 Additions to the Agenda 1.2 Adoption of the Agenda

2.0 Approval of Minutes 2.1 Regular Council Meeting Minutes of January 8, 2019

3.0 Delegations 3.1 Junior Achievement- Charity Vollmann and Roger Stevenson @10:00 a.m.

4.0 Public Hearings No Public Hearings Scheduled

5.0 Municipal Services 5.1 Transportation No Report

5.2 Water/Wastewater/Environment 5.21 Bylaw # 1785 - Solid Waste Bylaw

5.3 Planning 5.3.1 Bylaw #1784 - Municipal Planning Commission Bylaw 5.3.2 Designate Development Officer Position 5.4 Agricultural Service Board & Parks No Report

5.5 Protective Services 5.5.1 Fire Engine Replacement 5.5.2 Appointment of Director of Emergency Management and Deputies

6.0 Corporate Services No Report

7.0 Business Arising from Previous Minutes 7.1

1 2019.02.12

8.0 New Business 8.1 Bylaw #1783- Councillor Code of Conduct 8.2 Bylaw #1780- Subdivision and Development Appeal Board Bylaw 8.3 Bylaw #1779 - Procedural Bylaw 8.4 Town of Trochu & Kneehill County Negotiation Protocol Agreement Ratification 8.5 Kneehill County/ Town of Trochu Mediation & Cooperative Processes Grants 8.6 Military Service Recognition Book Request 8.7 Ag for Life Request 8.8 Kneehill Area Community Discovery Nights 2019 8.9 75th Anniversary Initiative 8.10 Municipal Planning Commission Member at Large Applicants 8.11 Bylaw #1781- Reconsideration to 3rd Reading

9.0 Disposition of Delegation & Public Hearing Business 9.1 Junior Achievement

10.0 Council and Committee Reports 10.1 Committee of the Whole Meeting December 4, 2018 10.2 Doctor Recruitment and Retention Committee 10.3 Community Futures Wild Rose 11.0 Council Follow-up Action List

12.0 Closed Session 12.1 Intergovernmental Relations (Section 21)

13.0 Motions from Closed Session

Adjournment

Regular Council Meeting Agenda February 12, 2019 Page | 2

2 2019.02.12

MINUTES OF THE JANUARY 8, 2019 REGULAR MEETING OF THE COUNCIL OF KNEEHILL COUNTY HELD AT THE KNEEHILL COUNTY OFFICE, 1600- 2ND STREET NE, THREE HILLS, ALBERTA

PRESENT:

Division No. 1 Faye McGhee, Deputy Reeve Division No. 2 Debbie Penner, Councillor Division No. 3 Jerry Wittstock, Reeve (By Video Conf) Division No. 4 Glen Keiver, Councillor Division No. 5 Jim Hugo, Councillor Division No. 6 Wade Christie, Councillor Division No. 7 Kenneth King, Councillor

ALSO PRESENT: Interim Chief Administrative Officer Peter Tarnawsky Director Municipal Services Laurie Watt Director Corporate Services Mike Morton Protective Services Manager & Debra Grosfield Communications Officer Sr. Manager of Transportation and Facilities Brad Buchert Manager of ASB and Parks Bowen Clausen Environmental Services Manager John McKiernan Manager of Planning and Development Barb Hazelton Manager of Financial Services Will Wolfe Information Management Supervisor Will Nyman Recording Secretary Carolyn Van der Kuil

CALL TO ORDER Deputy Reeve McGhee in the Chair Deputy Reeve McGhee called the meeting to order at 8:30 a.m.

AGENDA 1.0 Agenda 1.1 Additions to the Agenda No additions were made.

ADOPTION OF 1.2 Adoption of Agenda AGENDA 1/19 Councillor King moved approval of the January 8, 2019 agenda as presented. CARRIED

1 ______Initials

3 2019.02.12 COUNCIL MINUTES OF JANUARY 8, 2019

MINUTES 2.0 Minutes 2.1 Regular Council Meeting Minutes of December 11, 2018 2/19 Councillor Christie moved approval of the December 11, 2018 Council Meeting minutes as presented. CARRIED

PLANNING 5.3 Planning 5.3.1 Subdivision Extension: KNE160120 3/19 Councillor King moved to grant an eight (8) month extension to KNE160120 until August 15, 2019. CARRIED

CORPORATE SERV 6.0 Corporate Services 6.1 Bylaw 1782 – Borrowing to Finance Operating Expenditures 4/19 Reeve Wittstock moved that Council give first reading to Bylaw #1782 “Authorize Borrowing for the Purpose of Financing Operating Expenditures for 2019” as amended. CARRIED

5/19 Councillor King moved that second reading be given to Bylaw #1782. CARRIED

6/19 Councillor Christie moved that consideration to hold third reading be given to Bylaw #1782. CARRIED UNANIMOUSLY

7/19 Councillor Keiver moved that third reading be given to Bylaw #1782. CARRIED

DELEGATIONS 3.0 Delegations 3.1 BDO Canada LLP – Alan Litster & Ryan Wachter Alan Litster and Ryan Wachter gave a brief pre-audit presentation to Council.

The Chair called for a recess at 8:55 a.m. and called the meeting back to order at 9:04 a.m. with all previously mentioned Council members present.

BUSINESS ARISING 7.0 Business Arising from Previous Minutes 7.1 Third Reading to Bylaw #1781 – Master Rates Bylaw 8/19 Councillor King moved to give third reading to Master Rates Bylaw #1781 that being a bylaw to establish rates, fees, and charges for various goods, licenses, permits and services. CARRIED 2 ______Initials

4 2019.02.12 COUNCIL MINUTES OF JANUARY 8, 2019

7.2 Councillor Remuneration Review 9/19 Councillor King moved to amend salary to the 70th percentile, plus adjustment for CRA Changes. CARRIED

10/19 Councillor King moved that Council approve Policy #3-19 as adjusted. CARRIED

The Chair called for a recess at 9:36 a.m. and called the meeting back to order at 9:42 a.m. with all previously mentioned members present.

NEW BUSINESS 8.0 New Business 8.1 Wheatland County Resolution 11/19 Reeve Wittstock moved to support Wheatland County as they present their Update of the Provincial Code of Practice for Compost Facilities Resolution at the February 1, 2019 Central Zone RMA meeting, and Spring Rural Municipalities of Alberta Convention in March 2019. CARRIED

8.2 Committee of the Whole Meeting Date 12/19 Councillor Christie moved to approve a Committee of the Whole Meeting date for Tuesday, February 12th, 2019 to be held after the regular Council meeting. CARRIED

8.3 Policy #3-3, Board and Committee Appointments 13/19 Councillor Penner moved that Policy #3-3, Board and Committee Appointments, be approved as presented. CARRIED

COUNCIL REPORTS 10.0 Council and Committee Reports 10.1 Committee of the Whole Meeting Notes – October 15, 2018

10.2 Canadian Badlands 14/19 Reeve Wittstock moved that Council receive the Council and Committee reports as presented. CARRIED

COUNCIL ACT LIST 11.0 Council Follow-Up Action List 15/19 Councillor King moved that Council receive the January 8, 2019 Council Follow-Up Action List as presented for information. CARRIED

3 ______Initials

5 2019.02.12 COUNCIL MINUTES OF JANUARY 8, 2019

CLOSED SESSION 12.0 Closed Session 16/19 Councillor Christie moved that Council convene in closed session to discuss Intergovernmental Relations pursuant to Section 21 of the Freedom of Information and Protection of Privacy Act, at 10:01 a.m. CARRIED Reeve Wittstock left the meeting at 10:01 a.m.

The following people were in attendance of the closed session to provide a report and advice to Council: Peter Tarnawsky, Interim CAO Laurie Watt, Director of Municipal Services Mike Morton, Director of Corporate Services Carolyn Van der Kuil, Recording Secretary Will Nyman, Information Management Supervisor

17/19 Councillor Penner moved that Council return to open meeting at 10:31 a.m. CARRIED 10:31 a.m. – meeting recessed to allow return of public. 10:32 a.m. - meeting resumed with public present.

MOTIONS FROM IN- 13.0 Motions from Closed Session CAMERA 18/19 Councillor Christie moved that Council support a joint application with the Town of Trochu for an Alberta Community Partnerships (ACP) grant to fund mediated efforts toward concluding an ICF Agreement, with the Town of Trochu being the managing partner of the grant. CARRIED UNAMIOUSLY Absent: Reeve Wittstock

ADJOURNMENT Adjournment The meeting adjourned at 10:35 a.m.

______Faye McGhee Deputy Reeve

______Peter Tarnawsky Interim CAO

4 ______Initials

6 2019.02.12 JA PROGRAMS IN YOUR REGION

Charity Vollmann REGISTER AT: jasab.ca Program Coordinator, East central region w. 403.443.8161 | [email protected] 7 2019.02.12

REQUEST FOR DECISION Agenda Item #

5.2.1

SUBJECT: Solid Waste Bylaw

MEETING DATE: 2019-02-12

PRESENTED BY: John McKiernan, Manager of Environmental Services

BACKGROUND/ With the implementation of a service fee for hamlet residential waste PROPOSAL collection, Administration is recommending to review and update the current Bylaw No 1684, Solid Waste Management Bylaw.

DISCUSSION/ Through the review process some minor changes were made to wording as OPTIONS/ well the deletion of Hesketh from the list of places in which solid waste BENEFITS/ collection would occur. DISADVANTAGES: A reference to the Master Rates Bylaw was included as to what fees/charges will be in effect for solid waste collection and disposal.

A definition of “residential’ was included to determine what a residence is considered for the solid waste collection within the Hamlets of Kneehill County. The definition of “residential’ is of importance because it will offer the opportunity to properties considered non-residential to seek alternatives to the County-provided service of solid waste collection.

A form was created and added as Schedule B to the proposed Bylaw to help determine a case by case determination of the eligibility of a property that wishes to not receive the solid waste collection service.

If a property is determined to not fit the “residential’ definition the property owner would then be responsible for all arrangements for removal and disposal of waste in a manner consistent with all Federal, Provincial and Municipal laws. It should be noted that the County transfer sites have not accepted solid waste bins from commercial entities to offload into the County transtor bins (with the exception of the Contractor undertaking the Hamlet solid waste collection). COSTS/SOURCE OF FUNDING:

☒ Directive Decision (Information Sharing-One way communication) ENGAGEMENT: Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification

☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other‐

☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making

Document Last Updated April 15, 2014 8 2019.02.12 Tools: ☐ Participatory Decision Making ☐ Inter‐Municipal Agreement ☐ Other‐

LINK TO STRATEGIC PLAN: Viable Communities

ATTACHMENTS: Proposed Bylaw No 1785 (with changes highlighted)

RECOMMENDED ACTION: For Council to proceed with readings of proposed Bylaw No 1785 as a replacement of current Bylaw No 1684

COUNCIL OPTIONS: 1). Proceed with readings of proposed Bylaw No 1785 as a replacement of current Bylaw No 1684 2). Refer back to administration for more information 3). Do not proceed with readings of proposed Bylaw No 1785 as a replacement of current Bylaw No 1684

MOTION: That Council give first reading to Bylaw #1785, that being a bylaw for the collection, removal and disposal of Municipal Solid Waste.

That Council move second reading to Bylaw #1785.

That Council move consideration to hold third reading to Bylaw #1785.

That Council move third reading to Bylaw #1785.

Prepared By: John McKiernan Reviewed By: Laurie Watt Approved By: Peter Tarnawsky Manager, Environmental Services Director, Municipal Services Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 5.2.1 2 | Page 9 2019.02.12

BYLAW NO 1785

SOLID WASTE MANAGEMENT BYLAW

A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, FOR THE COLLECTION, REMOVAL AND DISPOSAL OF MUNICIPAL SOLID WASTE

WHEREAS, pursuant to the Municipal Government Act, Chapter M‐26, Revised Statutes of Alberta 2000, as amended, a Municipal Council has authority to govern and the authority to pass bylaws respecting the municipality, including services provided by or on behalf of the municipality; ANDWHEREAS, the Municipal Government Act give Municipalities the power to enact Bylaws and impose fines and penalties for infractions of their bylaws; ANDWHEREAS, Council deems it appropriate to establish a system for waste management to provide for the collection, removal and disposal of municipal solid waste. NOW THEREFORE, the Council of Kneehill County, duly assembled, enacts as follows:

PART ONE INTRODUCTION 1. TITLE This Bylaw shall be known as the “Solid Waste Management Bylaw”.

2. DEFINITIONS In this bylaw the following words and phrases mean:

(1) “Ash” or “Ashes” shall mean the solid residue left when combustible material is thoroughly burned;

(2) “Business” shall mean any business, trade, profession, industry, occupation, employment or calling and providing of goods and services within the County;

(3) “Collection” shall mean the removal of waste household refuse from premises to a disposal location whether the County or a contractor under contract does such removal;

(4) “Collection Day” means the day which is scheduled for municipal collection of solid waste in the Hamlets of Huxley, Hesketh, Swalwell, Sunnyslope, Torrington, and Wimborne;

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Bylaw No. 1785, Solid Waste Management Bylaw Page 2 of 8

(5) Collector” means a person or corporation who collects waste within the County for and on behalf of the County;

(6) “Commercial Waste” shall mean any waste produced by a commercial business paying commercial taxes;

(7) “Council” means the municipal council of Kneehill County;

(8) “Designated Areas” means any area identified under the Master Rates Bylaw for collection;

(9) “Household Hazardous Waste” means waste in the possession of a householder generated during the normal course of household activities that requires special handling because of health, safety or environmental concerns;

(10) “Household Refuse” means waste bi‐products produced from household process and can be composed of organic and inorganic material;

(11) “Residential” means any premise which: (i) Is actually used as a dwelling; (ii) Consists of four (4) or fewer self‐contained suites/units; (iii) Has, at the sole discretion of the Chief Administrative Officer, been described otherwise as residential and therefore entitled to residential waste collection and removal.

(12) “Scavenging” shall mean the collection of items by searching through refuse waste;

(13) “Summons” shall mean a summons as defined in the Provincial Offences Procedure Act.;

(14) “Transfer Station” means a County facility where waste is received for transfer to another location for processing or disposal;

(15) “Waste” shall mean any discarded household refuse, recyclables, or household hazardous wastes.

PART TWO GENERAL RULES 3. GENERAL (1) Except as otherwise provided in this Bylaw, the County shall may provide for the public Collection and removal of waste within the limits of the Hamlets of Huxley, Hesketh, Swalwell, Sunnyslope, Torrington, and Wimborne;

(2) Except as otherwise provided in this Bylaw, the County shall provide a designated site for residents to bring and dispose of waste.

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Bylaw No. 1785, Solid Waste Management Bylaw Page 3 of 8

4. WASTE DISPOSAL (1) Disposal charges as outlined in the current Master Rates Bylaw will apply to household and commercial waste brought to the County landfill and transfer stations or collected by the County Collector.

(2) All Cardboard shall be flattened and placed in specified Approved Receptacle. No food waste or other waste other than cardboard shall be placed in Approved Receptacle for cardboard. Approved Receptacles are located at each County Transfer Station.

(3) Ashes shall be quenched and placed in a separate container for disposal.

5. COLLECTION (1) The county will designate one day per week as the collection day.

(2) All persons shall dispose of waste household refuse by placing it in an appropriate waste bag in good repair, securely tied, to a maximum weight of 23 kg and to a total maximum of 3 bags per collection day.

(3) Where the Collector does not collect household refuse at a non‐residential premise, the occupant shall have arrangements to remove and dispose of the waste in compliance with all applicable Federal, Provincial and Municipal Laws.

(4) Properties within the limits of the Hamlets of Huxley, Swalwell, Sunnyslope, Torrington and Wimborne designated areas that are not defined as residential may have the option to undertake their own solid waste collection and disposal. To do so, the property owner must complete the required form (attached as schedule B) and acceptance shall be determined by the CAO or designate. 6. PROHIBITIONS (1) No person shall set out for collection, either accidentally or intentionally, as household waste any of the following materials:

(a) Highly combustible or explosive materials including but not limited to liquid or solid fluids, gunpowder, ammunition or explosives;

(b) Hot ashes;

(d) Toxic or household hazardous waste including solvents, oven cleaners, paints, automotive fluids, wet cell batteries, pesticides, herbicides, or any material commonly referred to as household, commercial, or industrial hazardous waste;

(e) Hypodermic needles or syringes, lancets or any sharp item used in home medical care; (f) Fluorescent tubes and incandescent light bulbs;

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Bylaw No. 1785, Solid Waste Management Bylaw Page 4 of 8

(g) Loose sharps such as broken glass, razor blades, sheet metal scraps, and items with exposed nails or screws; (h) Large or bulky items such as mattresses, box springs, dressers, tables, chairs, major appliances, or auto and truck tires; (i) Renovation material, stumps, concrete blocks or slabs (j) Electronic equipment including televisions, computers, computer monitors, keyboards, and associated cables (k) Any quantity of sod, dirt, or gravel

(2) No person shall burn any waste or household waste or rubbish or refuse within the limits of each Hamlet.

(3) No person shall deposit any waste whatsoever on any public or private property in the County, except as permitted by this Bylaw. 7. LANDFILLS AND TRANSFER SATIONS (1) Disposal charges as outlined in the master rates Bylaw #1669 will apply to household and commercial waste brought to the County landfill and transfer stations.

(2) No person shall, accidentally or intentionally, deliver waste to the County landfill that is unsuitable for landfill disposal.

(3) The County landfill will accept inert waste listed by the Provincial Government as suitable for disposal in a Class III municipal landfill but will not accept:

(a) Asbestos or asbestos‐containing material in any quantity;

(b) Radioactive material;

(d) Agriculture Plastics;

(e) Any and all cannabis related waste;

(f) Any other material determined by the CAO or Designate as unsuitable for landfill disposal.

(4) The Attendants employed by the County reserves the right to reject loads based on material type, volume, source, prevailing weather or any factor affecting disposal facility operation.

(5) No load of waste will be accepted at a County landfill where the nature of the material is unknown or the proper disposal or handling method is in doubt.

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(6) No person while at a County landfill or transfer station shall disobey any facility attendant’s instructions, posted speed limits, material restrictions, hours of operation, safety requirements, or litter prevention requirements.

(7) No person, except where authorized by the County, shall enter a County landfill or transfer station for the purpose of scavenging, picking over, scattering, searching or burning of any material.

(8) The CAO or Designate may deny any person violating the terms of this Bylaw entry to a County landfill or transfer station.

8. LOAD SCREENING AT COUNTY LANDFILL AND TRANSFER STATIONS (1) The County reserves the right to inspect any load arriving at any County landfill and transfer station for unacceptable materials.

(2) When a load is selected for inspection the vehicle operator shall either comply with the directions of County staff or shall immediately remove the load from the facility.

(3) County staff will instruct the vehicle operator to dump the load in a designated holding area, may request information regarding the nature and source of the load, and may request that the vehicle operator sign a statement confirming the accuracy of the information given.

9. LIMITATIONS (1) The County shall not be liable in any manner whatsoever for damage, loss or associated costs resulting from or arising from the process of waste collection or the process of using County facilities to dispose of refuse such waste.

(2) The County reserves the right to withhold collection of improperly prepared waste, prohibited waste, excessive quantities of waste, or waste located at unsafe or non‐compliant set‐out locations.

10. OFFENSES & PENALTIES (1) Any person who contravenes this Bylaw is guilty of an offence.

(2) Persons contravening certain sections of this Bylaw shall be liable for the penalties set out in such section or set out opposite such section number in schedule ‘A’ hereto.

(3) A summons may be issued by a Peace Officer or a Bylaw Enforcement Officer to any person alleged to have breached any provision of this Bylaw, and the said Offence Ticket shall require the payment to Kneehill County in the amount specified in this Bylaw or the regulations pursuant to the PROVINCIAL OFFENCES PROCEDURE ACT, (Alberta) as amended.

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Bylaw No. 1785, Solid Waste Management Bylaw Page 6 of 8

(4) A summons shall be deemed to be sufficiently served:

(a) If served personally on the accused; or,

(b) If mailed to the address of the registered Owner of the business concerned; or to the person concerned.

PART THREE TRANSITION 11. SEVERABILITY (1) If a portion of this bylaw is found by a court of competent jurisdiction to be invalid, the invalid portion will be voided, and the rest of the bylaw remains valid and effective.

12. EFFECTIVE DATE (1) This bylaw comes into effect upon third reading of this bylaw.

13. BYLAW REPEAL (1) Bylaw No. 1684 is hereby repealed.

READ a first time on this XX day XX, XX of.

READ a second time on this XX day XX, XX of. UNANMOUS permission for third reading given in Council on the XX day of XX, XX. READ a third time and final time of this XX day of XX, XX.

Reeve

Jerry Wittstock

Interim Chief Administrative Officer

Peter Tarnawsky

Date Bylaw Signed

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Bylaw No. 1785, Solid Waste Management Bylaw Page 7 of 8

SCHEDULE A – PENALTY AMOUNTS

OFFENCE SECTION 1st OFFENCE 2nd OFFENCE 3rd OFFENCE

Prohibited Waste 5 $100.00 $150.00 $250.00 Collection Items Burning Waste 6 $100.00 $150.00 $250.00 Within a Hamlet Disposal of 11 $200.00 $250.00 $350.00 Prohibited Waste at a Landfill Scavenging 16 $200.00 $250.00 $350.00

All Other Sections $100.00 $150.00 $250.00

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Schedule B Request for Non‐Participation in Hamlet Residential Solid Waste Collection

Property Name: ______Property Location: ______Property Owner Name: ______Property Representative Name: ______Property Representative Title: ______

Describe the property, its purpose and use: ______

If the request for non‐participation is acceptable to the County, the owner of the property will be responsible for all requirements and costs related to the collection and disposal of solid waste at this property. The solid waste shall be collected and removed in a timely manner that it does not cause a nuisance or become an unsightly property.

Commercial bin collection services are to off‐load at an approved site. The County does not have an approved site.

______Property Owner/Representative

______Date

Internal use only:

Has form been completed in full and signed? ____

Does property qualify as non‐residential? ______CAO or Designate

______Date

17 2019.02.12 REQUEST FOR DECISION Agenda Item #

5.3.1

SUBJECT: Bylaw #1784- Municipal Planning Commission

MEETING DATE: 2019-02-12

PRESENTED BY: Barb Hazelton

On September 25, 2018, Kneehill County participated in the Municipal BACKGROUND/ Accountability Program. One of the goals of this program is to aid PROPOSAL municipalities in achieving legislative compliance. An area requiring action that was identified in the study, is some wording in the Municipal Planning Commission bylaw.

To be compliant, Section 2(a) of Bylaw 1721 needs to be amended. DISCUSSION/ OPTIONS/ Some wording was noted to be in conflict with Bylaw 1754 which establishes BENEFITS/ the Subdivision and Development Appeal Board. This bylaw allows one (1) DISADVANTAGES: member of Council to sit on the Board. Members cannot participate on the Municipal Planning Commission and the Subdivision and Development Appeal Board.

Current wording: “The Commission shall be composed of all members of Council who shall be appointed by resolution of Council.”

Revised wording: “The Commission may be composed of all members of Council who shall be appointed by resolution of Council.”

It should be noted that Kneehill County has operated in compliance with the legislation as no current Councillors have been sitting on the SDAB.

Once Bylaw #1784 is approved, a copy will be forwarded to Municipal Affairs. The review will formally conclude upon receipt of documentation confirming that all items have been addressed. This will comply with our April 1, 2019 deadline.

COSTS/SOURCE OF N/A FUNDING: ☒ Directive Decision (Information Sharing-One way communication) ENGAGEMENT: Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification

☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☐ Inter‐Municipal Agreement ☐ Other‐

Document Last Updated February 27, 2018 18 2019.02.12

LINK TO STRATEGIC PLAN: N/A

ATTACHMENTS: Bylaw #1784 – Municipal Planning Commission 2018 MAP Review

RECOMMENDED ACTION: Recommend that Council provide all three readings to Bylaw #1784. 1. Provide all three readings to Bylaw #1784. COUNCIL OPTIONS: 2. Provide first reading to Bylaw #1784 with amendments and bring back second and third reading to next Council meeting. 3. Accept as information. Council move first reading to Bylaw #1784, that being a bylaw for the purpose MOTION: of establishing the Municipal Planning Commission.

Council move second reading to Bylaw #1784.

Council move consideration to hold third reading to Bylaw #1784.

Council move third reading to Bylaw #1784.

Prepared By: Barb Hazelton Approved By: Laurie Watt Reviewed By: Peter Tarnawsky Manager, Planning & Development Municipal Services Director Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 5.3.1 2 | Page 19 2019.02.12

BYLAW NO 1784 MUNICIPAL PLANNING COMMISSION BYLAW

BEING THE BYLAW OF THE COUNCIL OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, TO ESTABLISH THE MUNICIPAL PLANNING COMMISSION AS THE SUBDIVISION AND DEVELOPMENT AUTHORITY FOR THE MUNICIPALITY. WHEREAS, Sections 623, 624 and 626 of the Municipal Government Act, Statues of Alberta, 2000, Chapter M‐26 provide that Council, must by bylaw, establish a subdivision and development authority approving body.

NOW THEREFORE, the council of Kneehill County, in Council, duly assembled, hereby enacts as follows: This bylaw may be cited as the Kneehill County Municipal Planning Commission Bylaw.

In this Bylaw:

(a) "Act" refers to the Municipal Government Act, statutes of Alberta.

(b) "Commission" refers to the Municipal Planning Commission of Kneehill County. (c) "Council" means the Council of Kneehill County. (d) "Members at Large" is a member of the public appointed by Council to a Committee of Council. (e) " Municipality" means Kneehill County, a municipal corporation in the Province of Alberta, and where the context requires, means the area contained within the corporate boundaries of the said municipality.

ESTABLISHMENT OF THE MUNICIPAL PLANNING COMMISSION

1. That a commission known as the Municipal Planning Commission of Kneehill County hereinafter called "the Commission" is hereby established to act as a subdivision and development authority. 2. The Commission is hereby established and shall consist of the following: (a) The Commission shall may be composed of all members of Council who shall be appointed by resolution of Council. Council may appoint up to two additional Members at Large at their discretion. (b) The term of office of the members of the Commission shall be one year and may be renewed by further resolution of the Council. (c) No person who is a member of the Subdivision and Development Appeal Board shall be appointed to act as a member of the Commission. (d) Any vacancy caused by death, retirement or resignation of a member may be filled by resolution of Council. 20 2019.02.12 (e) The Commission shall not be disbanded, nor a member of it discharged without just cause.

DUTIES OF THE COMMISSION

1. The Commission shall consider applications with regard to the planning of orderly and sustainable development within the municipality and shall seek to ensure that any proposed subdivision and development is in accordance with the purpose, scope or intent of the Municipal Development Plan, Land Use Bylaw and Provincial Acts and Regulations. 2. The Commission or the Development Officer is hereby authorized and assigned by Council to act as a development authority to receive, consider and decide on applications for development permits in the manner prescribed in the Land Use Bylaw. 3. The Commission is hereby authorized and assigned by Council to act as a Subdivision Approving Authority and to receive, consider and decide on subdivision applications received by the municipality and to make recommendations on those subdivision applications which may be referred to the municipality due to the close proximity of thed lan to the municipal boundaries.

4. The office of Secretary to the Commission is hereby constituted and shall be filled by appointment of an employee of the municipality, by Council, but that person shall not have a vote.

SECRETARY OF THE COMMISSION

1. The Secretary of the Commission shall:

(a) Notify all members of the Commission of the arrangements for the holding of each meeting of the Commission.

(b) Ensure the required notice of the meeting is given to all affected parties, as specified in the Act.

(d) Issue to all affected parties and persons, notices of the decisions of the Commission.

(e) Carry out such other administrative duties as the Commission may specify. CONDUCT OF BUSINESS

1. Council, at its annual organizational meeting, shall appoint the Chairperson and a Vice Chairperson from its members. 2. Quorum shall be 50% plus 1 of the members of the Commission for the making of all decisions and for completing any action required or permitted to be done by the Chairman. 3. Only those members of the Commission present at a meeting of the Commission shall vote on any matter before it. 21 2019.02.12 4. The decision of the majority of the members present at a meeting duly convened, shall be deemed to be the decision of the whole Commission. 5. The Commission shall hold such meetings as are necessary to fulfill the Commission's responsibilities. 6. The Commission may make rules as are necessary for the conduct of its meetings and its business that are consistent with this Bylaw, the Municipal Development Plan, the Land Use Bylaw and Provincial Acts and Regulations. 7. The remuneration, travelling and other expenses of the Chairperson and other members of the Commission shall be established by Council resolution and/or policies. 8. The setting of fees for any matter coming before the Commission shall be established by resolution of Council, as it considers necessary. 9. The Commission may make its orders, decisions, development permits and approvals and issue notices with or without conditions. 10. The Chief Administrative Officer, or his designate, are hereby authorized to sign decisions, instruments for endorsement, easements, caveats, development permits and other documents as may be required to conduct the business of the Commission. SEVERABILITY

1. If a portion of this bylaw is found by a court of competent jurisdiction to be invalid, the invalid portion will be voided, and the rest of the bylaw remains valid and effective. EFFECTIVE DATE

1. This bylaw comes into effect upon third reading of this bylaw.

22 2019.02.12

BYLAW REPEAL

1. Bylaw No. 13401721 is hereby repealed.

READ a first time on this 12th day of February, 2019.

READ a second time on this 12th day of February, 2019.

UNANMIOUS permission for third reading given in Council on the 12th day of February, 2019.

READ a third time and final time of this 12th day of February, 2019.

Reeve

Jerry Wittstock Date Bylaw Signed

Interim Chief Administrative Officer

Peter Tarnawsky

23 2019.02.12 REQUEST FOR DECISION Agenda Item #

5.3.2 SUBJECT: Designate Development Officer Position

MEETING DATE: 2019-02-12

PRESENTED BY: Barb Hazelton, Manager of Planning & Development BACKGROUND/ PROPOSAL Development Officers for Kneehill County are appointed, pursuant to the Land Use Bylaw (Bylaw 1773), by Kneehill County Council; furthermore, specific duties as outlined under Part II Section 8 (2) shall be carried out.

DISCUSSION/ OPTIONS/ Deanna Keiver began her current employment with the Kneehill County BENEFITS/ Planning Department in September of 2016 as the Administrative Assistant. DISADVANTAGES: However, Ms. Keiver worked for Kneehill County in various roles for six years from 2000-2001 during which the majority of her time was spent in the Planning Department. Kneehill County currently has Dharmesh Vyas, Brandy Morgan, and Barb Hazelton appointed as Development Officers.

To continue with the desired level of service to our residents, Council approved an additional Development Officer position in Planning & Development in the 2019 Budget. It is recommended that Deanna Keiver also be appointed as a Development Officer.

COSTS/SOURCE OF FUNDING: N/A

ENGAGEMENT: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification

LINK TO STRATEGIC PLAN: Safe & Viable Communities – Enable growth possibilities through Land Use Bylaw ATTACHMENTS: N/A

RECOMMENDED ACTION: Kneehill County Council appoint Deanna Keiver as a Development Officer for Kneehill County pursuant to Bylaw 1773.

COUNCIL OPTIONS: 1. Kneehill County Council appoint Deanna Keiver as a Development Officer for Kneehill County pursuant to Bylaw 1773. 2. Council receive as information

Document Last Updated April 15, 2014 24 2019.02.12 MOTION: Kneehill County Council appoint Deanna Keiver as Development Officer for Kneehill County pursuant to Bylaw 1773.

Prepared By: Barb Hazelton Approved By: Laurie Watt Reviewed By: Peter Tarnawsky Manager, Planning & Municipal Services Director Interim Chief Administrative Officer Development

REQUEST FOR DECISION Agenda Item # 5.3.2 2 | Page 25 2019.02.12 REQUEST FOR DECISION Agenda Item #

5.5.1

SUBJECT: Kneehill County Fire Engine Replacement

MEETING DATE: 2019-02-12

PRESENTED BY: Debra Grosfield, Protective Services Manager

BACKGROUND/ On 18 November 2018, Trochu Fire responded to a motor vehicle incident on PROPOSAL Highway 27 at Range Road 24-1 with the 2007 Fire Engine owned by Kneehill County. The roads were icy due to freezing rain that morning. The apparatus was rolled onto its roof in the ditch after hitting black ice.

The insurance provider has decided the truck is a total write off.

A rental fire engine is in place at the Trochu hall to meet immediate service levels. Kneehill County insurance will cover up to $75,000 for the rental of this apparatus (approximately two years of rental).

DISCUSSION/ Option 1: Purchase replacement engine: OPTIONS/ Deposit only needed in 2019, capital funding reserve would be used in 2020 to BENEFITS/ cover cost remaining after insurance (insured cost of apparatus is $290,781) DISADVANTAGES:  This engine has been funded in the capital equipment reserve as at:

Benefits  Replacement fire apparatus is in hall, new engine in our fleet.  Apparatus can be purpose-built to meet the needs of Kneehill County.  Purchasing a third truck the same year as the other two planned engine replacements gives us a purchasing advantage (~$50,000).  Would allow three engines in our fleet to be similar providing for ease of operations between departments and coverage.  Making this purchase now will still allows the new fire chief to review our fleet and provide further input for next year’s truck replacement (Acme engine and Torrington tanker due in 2020).  Top up funding available through the annually funded Capital Equipment Plan Reserve of $234,219 for 2020 Budget.

Disadvantages  1 year – 18 months build time, reliant on rental until then.

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Option 2: Use the $290,781 from insurance and purchase a used apparatus that will last until 2027.

Benefits  Permanent replacement apparatus could be in place sooner than a new build. (although we do have a rental for up to 18 months)

Disadvantages  The used fire apparatus will have little salvage value in 2027.  Availability of used apparatus is variable (including age, unknown condition and configuration)  Alterations may be needed to ensure Kneehill County’s needs are met (ie: old truck had a pump and roll feature for grassland firefighting)

Option 3: Change level of service for Division 7 and not replace engine. Insurance funding of $230,000 (buy out amount) could be put back into capital replacement plan.

Benefits  Kneehill County would be able to fund apparatus at a future date.

Disadvantages  Kneehill County residents in Division 7 would have a decreased level of fire services.  Response from Three Hills will result in longer response times, and a new agreement with Three Hills for response areas.  Insurance ratings for many county residents will increase, in some cases double.  This decision would cost $60,000 in loss funding (insurance payout instead of insurance coverage).  This decision would not give us purchasing savings (cost of $50,000).  This action would not comply with the current agreement in Section 2 of the Fire Services Agreement with Town of Trochu, Kneehill will be responsible for the replacement of apparatus (when Kneehill deems to be necessary), and the agreement refers to an engine and tanker throughout.

COSTS/SOURCE OF $290,781 to come from insurance FUNDING: $234,753 to come from capital replacement reserve in 2020 Budget.

Total estimate for a replacement fire apparatus $525,000.

ENGAGEMENT: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☐ Other‐ ☐ Collaborative Decision (Active Participation- Share or delegate decision making) Goal: To share or delegate decision making Tools: ☐ Participatory Decision Making ☒ Inter‐Municipal Agreement ☐ Other‐

LINK TO STRATEGIC PLAN: Rural Fire Focus, Safe and Sustainable Communities

ATTACHMENTS: N/A

REQUEST FOR DECISION Agenda Item # 5.5.1 2 | Page 27 2019.02.12 RECOMMENDED ACTION: It is recommended that Council approve Option 1, and proceed with using insurance funds to purchase a replacement engine for the 2007 Freightliner Engine 61 in 2019, and the remaining funds to come from the Capital Equipment Reserve in the 2020 Budget. COUNCIL OPTIONS: 1. Approve Option 1 2. Approve Option 2 3. Approve Option 3 4. Have Administration come back to the February 26 with more information, research other options. MOTION: That Council approves Option 1, and proceed with using insurance funds to purchase a replacement engine for the 2007 Freightliner Engine 61 in 2019, and the remaining funds to transfer from the Capital Equipment Reserve in the 2020 Budget.

Prepared By: Debra Grosfield Approved By: Laurie Watt Reviewed By: Peter Tarnawsky Protective Services Manager Municipal Services Director Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 5.5.1 3 | Page Document Last Updated February 27, 2018 28 2019.02.12 REQUEST FOR DECISION Agenda Item #

5.5.2

SUBJECT: Appointment of Director of Emergency Management and Deputies

MEETING DATE: 2019-02-12

PRESENTED BY: Debra Grosfield, Manager of Protective Services

BACKGROUND/ Under the Emergency Management Act, Kneehill County must appoint a PROPOSAL person as the Director of Emergency Management:

Kneehill County is part of the Kneehill Regional Emergency Management Agency with the villages of Acme, Carbon, Linden and towns of Three Hills and Trochu (which all have their own DEM and DDEM’s), under Bylaw #1596.

Council had appointed Mr. Hoggan as DEM and Debra Grosfield as DDEM in 2015 and 2016, however there is now a vacancy in the DEM position.

DISCUSSION/ Suggested appointees: OPTIONS/  Debra Grosfield has taken the Director of Emergency Management BENEFITS/ position course as well as ICS100, ICS200 and ICS300, Planning DISADVANTAGES: Section Chief course, and part of a Central Alberta All Hazards Incident Management Team.  Laurie Watt has taken ICS100, ICS200 and ICS300.  Natalie Chubala has taken ICS100, ICS200 and ICS300 as well as Situation Unit Leader course.  While interim CAO Peter Tarnawsky is qualified to undertake DEM role, given relatively short tenure (4 months remaining) and weekends away from the County it may be impractical to appoint him as D/DEM. He is prepared to undertake the key Liaison role with Council; surrounding Communities and Agencies, where possible.

The Director of Emergency Management plays a vital role in preparing for high-risk events, administering the emergency management program, partnering with other municipalities in emergency preparedness, and managing emergency situations as they arise.

A more detailed proposed bylaw will be presented to Council shortly, as a requirement of the new Emergency Management Act in effect January 2020.

Document Last Updated February 27, 2018 29 2019.02.12 COSTS/SOURCE OF No additional funding will be needed for these appointments. FUNDING: ENGAGEMENT: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification Notification to AEMA, KREMA, ER Management Partners ☐ Consultative Decision (Consulting the Public – Two way communication) Goal: To seek feedback, test ideas, develop concepts and collaborative solutions Tools: ☐ Public Hearing ☐ Open House ☐ Focus Group ☒ Other‐

LINK TO STRATEGIC PLAN: Safe and Viable Communities

ATTACHMENTS: None

RECOMMENDED ACTION: That Council appoints Debra Grosfield as Director of Emergency Management Laurie Watt as Deputy Director of Emergency Management and Natalie Chubala as Deputy Director of Emergency Management for Kneehill County, effective immediately. COUNCIL OPTIONS: 1. Council appoints DEM and DDEM’s as recommended. 2. Council appoints others to the DEM and DDEM’s. 3. Council directs administration to research more options.

MOTION: Council appoints Debra Grosfield as Director of Emergency Management, Laurie Watt as Deputy Director of Emergency Management and Natalie Chubala as Deputy Director of Emergency Management for Kneehill County, effective immediately.

Prepared By: Debra Grosfield Approved By: Laurie Watt Approved By: Peter Tarnawsky Manager of Protective Services Director of Municipal Services Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 5.5.2 2 | Page 30 2019.02.12 REQUEST FOR DECISION Agenda Item #

8.1

SUBJECT: Bylaw #1783- Councillor Code of Conduct

MEETING DATE: 2019-02-12

PRESENTED BY: Peter Tarnawsky, Interim CAO

On September 25, 2018, Kneehill County participated in the Municipal BACKGROUND/ Accountability Program. One of the goals of the program is to aid PROPOSAL municipalities in achieving legislative compliance. One area that was identified in the study as needing action was theCouncillor Code of Conduct Bylaw.

To be compliant, old Bylaw 1766 section 12.5 (5) needs to be amended to DISCUSSION/ remove the statement “to request the Minister to investigate the Councillor’s OPTIONS/ conduct and request their removal from Council.” Municipal Affairs advised BENEFITS/ that this it is not within Council’s authority to request removal of a Councillor. DISADVANTAGES: Once Bylaw #1783 is approved, a copy of the approved Bylaw will be forwarded to Municipal Affairs. The review will formally conclude upon receipt of documentation confirming that all items have been addressed. Kneehill County has until April 1, 2019 to complete.

LINK TO STRATEGIC PLAN: N/A

ATTACHMENTS: Bylaw #1783- Councillor Code of Conduct 2018 MAP Review

RECOMMENDED ACTION: Provide all three readings to Bylaw #1783.

1. Provide all three readings to Bylaw #1783. COUNCIL OPTIONS: 2. Provide first reading to Bylaw #1783 with amendments and bring back second and third reading to next Council meeting. 3. Do nothing

Document Last Updated February 27, 2018 31 2019.02.12 That Council give first reading to Bylaw #1783, that being a bylaw to establish MOTION: a Code of Conduct for members of Council of Kneehill County.

That Council move second reading to Bylaw #1783.

That Council move consideration to hold third reading to Bylaw #1783.

That Council move third reading to Bylaw #1783.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 8.1 2 | Page 32 2019.02.12

BYLAW NO 1783

COUNCILLOR CODE OF CONDUCT AND ETHICS BYLAW A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, BEING A BYLAW TO ESTABLISH A CODE OF CONDUCT FOR MEMBERS OF COUNCIL OF KNEEHILL COUNTY

WHEREAS, the Municipal Government Act, Being Chapter M‐26, Section 145(b), of the Revised Statutes of Alberta, 2000, states that “A Council may pass Bylaws in relation to the procedure to be followed by Council, Council Committees and other bodies established by the Council.”

WHEREAS, Section 146.1.1(10) of the Municipal Government Act, as amended, a Council must, by Bylaw, establish a code of conduct governing the conduct of Councillors

AND WHEREAS, Section 3 of the Municipal Government Act establishes Municipal Purposes;

AND WHEREAS, Section 153 of the Municipal Government Act establishes General Duties of Councillors;

BEING A Bylaw of Kneehilll County in the Province of Alberta, the purpose of this bylaw is to declare the standard of behavior and actions for Kneehill County elected officials. These standards are to ensure the highest public confidence in, and respect for, local government, to ensure effective leadership in, and through, the elected Council, and to ensure that Council and Councilors act with the highest level of integrity and ethical behavior.

NOW THEREFORE, the Council of Kneehill County, duly assembled, enacts as follows:

PART ONE: TITLE 1.1 This Bylaw shall be known as the “Councillor Code of Conduct and Ethics Bylaw”.

PART TWO: PRINCIPLES 2.1 This policy will be used to guide the behavior of Councillors and provide a mechanism of accountability. 2.2 Councillors agree to sign the Statement of Code of Ethics and Conduct as provided in Schedule A. 2.3 The Statement of Code of Ethics and Conduct will be publicly displayed in the Council Chamber, on the County website, and at initial signing and after each election, in the local print media. 2.4 Councillors agree that for a period of at least 12 months after leaving office, they will abide by this policy, except those provisions related to confidentiality that will apply in perpetuity.

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PART THREE: DEFINITIONS In this bylaw the following words and phrases mean: 3.1 “Conflict of Interest” means a situation where a Councillor’s personal or private interests actually, or may be perceived as influencing the Councilor on a matter of public interest which is, or may be, before Council, including situations which may result in common law bias which included direct or indirect pecuniary interest, pre‐judgment, close mindedness or undue influence. A Conflict of Interest situation also includes using the Councillors position, confidential information, Kneehill County employees, materials or facilities, for personal or private gain or advancement or the expectation of personal or private gain or advancement. A Conflict of Interest may include advancing the personal or private interests of the Councillors family, friends, neighbors, or business associates. If a Councilor or Council does not believe the Councilor is free of bias there is a conflict of interest.

3.2 “Pecuniary Interest” means those situations as defined and regulated by Part 5, Division 6, of the Municipal Government Act, R.S.A. 2000, Chapter M‐26.

PART FOUR: CODE OF ETHICS AND CONDUCT FOR COUNCILLORS In providing for good governance of the community, the Kneehill County Council has adopted the following ethics to apply to all Councillors to ensure that they act honestly, in good faith and in the best interest of Kneehill County as a whole. 4.1 Councillors agree to act honestly and in good faith at all times. 4.2 Councillors agree to respect the personal views of other Councillors. 4.3 Councillors agree to engage in respectful, fulsome, and healthy debate on ALL matters in Council meetings, Committee of the Whole meetings, Council Committee meetings, and at Special Council meetings. 4.4 Councillors agree to respect and support the decisions and resolutions of Council. 4.5 Councillors agree that they may publicly express their opinions on Council matters but not so as to undermine the standing of Council in the public and in the community. 4.6 Councillors agree that unless specifically authorized by Council to represent Council’s position on any matter, a Councillor is to ensure that any public statements made are clearly stated to reflect the personal opinion of the Councillor, not the opinion or position of Council.

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4.7 The Reeve agrees to always represent the opinion or position of Council when speaking publicly, except where statements are identified as solely representing his/her division. 4.8 Councillors agree to adhere to the Pecuniary Interest requirements as established in Part 5, Division 6 of the Municipal Government Act, R.S.A. 2000, Chapter M‐26. 4.9 Councillors agree to rigorously avoid situations which may result in claims of pecuniary interest, conflict of interest, or bias. 4.10 Councillors agree to act with integrity, professionalism, and respect when interacting with other Members of Council, other elected officials and government officials, Kneehill County Administration, contractors, and members of the public. 4.11 Councillors agree to demonstrate fairness in all dealings, both personal and professional, and that their conduct is open to accountability to the community and to Council. 4.12 Councillors agree to demonstrate fairness, accountability, and impartiality in all Council matters. 4.13 Councillors agree to conduct themselves at all times in a manner befitting their position as an elected official and representative of Kneehill County and be prepared to be held accountable for their actions. 4.14 Councillors agree to consider the welfare and interests of Kneehill County as a whole and that the welfare and interests of the County as a whole supersedes the interests of a particular division. 4.15 Councillors agree to keep in the strictest confidence ALL matters discussed in private at a Council meeting, Committee of the Whole meeting, Council Committee meeting, Special Council meeting, or any matter discussed in confidence with another Councillor or Kneehill County Administration. 4.16 Councillors agree to not make improper use of his/her position as a Councillor by: 1. Gaining or attempting to gain or advance, directly or indirectly, a personal or private interest for him/herself or another person; 2. Causing or attempting to cause detriment to Kneehill County Council, any individual Councillor, any member of Kneehill County Administration, any member of the public, or third parties; 3. Seeking personal benefit or gain from any information obtained through his/her position as Councillor.

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4. Using or attempt to use the County’s property, funds, service, or information for personal benefit or the benefit of any other individual. 4.17 Councillors shall attend the orientation sessions and training opportunities that must be provided 90 days after each Councillor takes the oath to office or additional training offered during the term. 4.18 As the County’s stewards and decision makers, all Councillors shall respect, and adhere to, the established policies, procedures and bylaws of the County, showing commitment to performing their duties and functions with care and diligence. PART FIVE: ACTIONS/APPLICATION Kneehill County Councillors agree to act according to the following parameters: 5.1 GOVERNANCE 1. A Council meeting, Committee of the Whole meeting, or Special Council meeting is the appropriate forum for healthy and diligent debate on all matters before Council, or anticipated to be before Council. 2. All Councillors will be given an in‐depth opportunity to address matters before Council in a full, open, transparent, and professional manner with the goal of good governance through healthy debate. 3. Council decisions, resolutions, or direction, are made by a majority vote of Councillors. The decisions of Council must be accepted and respected by all Councillors regardless of any personal view of the decision(s) made. 4. Councillors making statements regarding their position on any matter regarding decisions of Council, must make those statements with the utmost of respect to the decision of Council, to Council, to any Councillor, and to any other person(s) associated with the applicable decision. 5. All Councillors shall feel confident to express their views in any Council session without the fear of interruption and shall feel confident in the Chair’s impartiality in controlling the debate. 5.2 EXPENDITURES 1. Councillors shall act responsibly when incurring expenses always mindful and respectful that public money must be used for public good.

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2. Councillors shall avoid waste, abuse, and extravagance in the provision or use of public money. 3. Councillors shall be open and accountable with respect to all expenditures, Per Diems, and/or any and all other expenses incurred. 4. Councillors shall strictly adhere to all Kneehill County guidelines addressing expenses and reimbursement. 5. Kneehill County will post all Councillor Expenditures, Per Diems, and/or any and all other expenses incurred on the Kneehill County website for public viewing. 6. Councillors shall avoid situations where an expenditure can be questioned as inappropriate and may cause adverse reaction that may result in undermining the standing of Council in the public eye. 5.3 INTERACTION WITH ADMINISTRATION AND THE PUBLIC 1. Councillors will respect the professional opinions of Kneehill County Administration and be mindful that the Chief Administrative Officer is exclusively responsible under the Municipal Government Act for directing staff. 2. Councillors shall not abuse relationships or interactions with Kneehill County Administration and staff by attempting to take advantage of their position as Councillors. Councillors will at all times, refrain from any behavior which is or may be perceived to bullying of staff. 3. Requests for information will be directed to the Chief Administrative Officer or in the manner specified by the Chief Administrative Officer. 4. Councillors will treat all people with respect and courtesy and in good faith without bias; (i) Recognizing there are legitimate differences in opinions; (ii) Equally regardless of race, culture, religion, language, gender, disability, or occupation; (iii) Ensuring equity of service; (iv) Providing adequate and substantive opportunity for persons to state their position on any matter before Council. 5. Councillors shall dress appropriately on all occasions when representing Kneehill County at any public or private event. 6. Councillors will not instigate, be involved with, or condone personal attacks on other Councillors, members of Administration, or members of the public. 7. Councillors will not comment in public regarding the performance of any member of Administration but will instead refer any question of performance of a staff member to the Chief Administrative Officer.

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8. Prior to taking any action, Councillors should ask themselves whether their intended action will ultimately be supported by other Councillors and Kneehill County. This test is designed to promote objectivity in the mind of a Councillor to best ensure appropriate conduct. Councillors will, if in doubt, consult the Reeve, the Deputy Reeve, or the Chief Administrative Officer prior to taking the planned action.

PART SIX: PECUNIARY INTEREST 6.1 The decision with respect to whether or not any Councillor may have a Pecuniary Interest is the individual Councillors decision to make. The Councillor may discuss this with Council and seek the advice of the Reeve or the Chief Administrative Officer. 6.2 It is the individual responsibility of each Councillor to seek independent legal advice, at their own cost, with respect to any situation which may result in Pecuniary Interest. 6.3 Should a Councillor believe the he/she may have or may reasonably be perceived to have a Pecuniary Interest in a matter before Council or Council Committee, he/she shall follow the Pecuniary Interest disclosure and procedure requirements as established in Part 5, Division 6 of the Municipal Government Act, R.S.A. 2000 Chapter M‐26 including: 1. Stating the general nature of his/her Pecuniary Interest at the meeting prior to any discussion of the matter. This shall be done on every occasion the matter arises before Council or Council Committee. 2. The Councillor shall not discuss the matter with Council, other Councillors, Council Committee, or Council Committee members either publicly or privately. 3. The Councillor shall leave Council Chambers, or any meeting room in which a meeting is being held, should the matter be discussed and shall not return until such time as discussion has ended or voting on the matter has been concluded. 4. Councillors with Pecuniary Interest in any matter may stay in the Council Chambers, or any meeting room in which a meeting is being held, if the Councillor is seated in the gallery and addresses Council or the Council Committee in the capacity as a taxpayer, elector, or owner and if the Councillor has the right to be heard pursuant to the Municipal Government Act or any other enactment.

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6.4 When a Councillor believes that he/she may have a Pecuniary Interest in a Matter before Council or Council Committee, he/she shall notify the Reeve or Chair of the meeting prior to the matter being considered, that he/she has a Pecuniary Interest in the matter. PART SEVEN: CONFLICT OF INTEREST 7.1 The decision with respect to whether or not any Councillor may have a Conflict of Interest is the individual Councillors decision to make. The Councillor may discuss this with Council and seek the advice of the Reeve or the Chief Administrative Officer. 7.2 Should a Councillor believe that he/she may have or may reasonably be perceived to have a Conflict of Interest in a matter before Council or Council Committee he/she shall: 1. State the general nature of his/her Conflict of Interest at the meeting prior to any discussion of the matter. This shall be done on every occasion the matter arises before Council or Council Committee. 2. The Councillor shall not discuss the matter with Council, other Councillors, Council Committee, or Council Committee members either publicly or privately. 3. The Councillor shall leave Council Chambers, or any meeting room in which a meeting is being held, should the matter be discussed and shall not return until such time as discussion has ended or voting on the matter has been concluded. 4. Councillors with a stated Conflict of Interest in any matter may stay in the Council Chambers, or any meeting room in which a meeting is being held, if the Councillor is seated in the gallery and addresses Council or the Council Committee in the capacity as a taxpayer, elector, or owner and if the Councillor has the right to be heard pursuant to the Municipal Government Act or any other enactment. 7.3 When a Councillor believes that he/she may have a Conflict of Interest in a matter before Council or Council Committee, he/she shall notify the Reeve or Chair of the meeting prior to the matter being considered, that he/she has a Conflict of Interest in the matter. 7.4 The acceptance of certain gifts may/can create a Conflict of Interest. Apart from token gifts, having a value under $10.00, Councillors are required to declare in writing to the Chief Administrative Officer the acceptance or rejection of any gifts.

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7.5 Whilst token gifts may be accepted, material gifts of reasonable value should either be rejected or conditionally accepted (on behalf of Council) on the basis that the donor be informed that the gift will be donated to a local charity. This does not apply to gifts of appreciation, symbolic donations, and gifts of protocol, or social obligation, which are received by a Councillor on Council’s behalf. Such gifts will be forwarded to the Chief Administrative Officer who will temporarily or permanently publicly display the gift at an appropriate location for the community to enjoy. 7.6 It is the individual responsibility of each Councillor to seek independent legal advice, at their own cost, with respect to any situation which may result in a Conflict of Interest. PART EIGHT: BIAS 8.1 A Councillor shall be impartial to discussion or presentation of any matter that requires a decision of Council. 8.2 Councillors may attend sopen house or exchange information with potential applicants, developers, and special interest groups prior to a formal submission or application being submitted to Kneehill County and the Councillor must: 1. Make it clear to the potential applicant, developer, or special interest group that the Councillor can provide only general information on the process, but cannot give any indication of the chance of success of the submission. 2. Must suggest that the applicant, developer, or special interest group seek independent professional advice. 3. If applicable, encourage potential applicants, or developers to seek preliminary information on their submission by consulting with Kneehill County Administration. 8.3 Once application or submission has been filed with Kneehill County and where Council will have a decision making role in the approval process or where the Councillor may sit on a Board or a Committee that may hear any subsequent appeal, Councillors will not meet with the applicant, developer, or special interest group. Councillors will not meet with the applicants, developers, or special interest groups prior to any Public Hearing or formal consideration by Council of the application, submission, or appeal hearing and decision being issued by Council or an Appeal Board. 8.4 All Development inquiries will be directed to Kneehill County Administration. 8.5 Any information forwarded by an applicant, developer, or special interest group to a Councillor with respect to a pending application or submission, shall be

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forwarded to the Chief Administrative Officer who will record the information and determine what further distribution or disclosure of the information is required. 8.6 In the event that any application, submission, or action should proceed to any type of legal action or court proceeding, no meeting is allowed between Councillors, applicants, developers, special interest groups, or any other entity initiating or involved with the legal action. PART NINE: CONFIDENTIALITY 9.1 Information provided to Council and to Councillors will not be used for any purpose other than to exercise their role as a Councillor. 9.2 Councillors will not release any information which is to be treated as confidential in accordance with the Municipal Government Act and will, at all times, recognize the Freedom of Information and Protection of Privacy Act regarding the access, use, and release of personal information. 9.3 Councillors will treat all private correspondence, both oral and written, between other Councillors, between themselves and the Chief Administrative Officer, as confidential until the parties agree that the information can or should be made public. 9.4 Councillors shall not release, disclose, publish, or comment on confidential information including, but not limited to, any information received during an “in camera” meeting until such information is disclosed at a public meeting. This obligation continues in perpetuity. 9.5 Councillors shall not release any information that is subject to solicitor‐client privilege unless expressly authorized by Council, through a Council resolution, to do so. 9.6 Councillors shall not misuse confidential information which they have knowledge of by virtue of their position as Councillor that is not in the public domain, including emails and correspondence from other Councillors or third parties such that it may cause harm, detriment, or embarrassment to Kneehill County Council, other Councillors, Kneehill County Administration, members of the public or third parties. Councillors shall not use confidential information that may create a benefit for themselves. PART TEN: USE OF COUNTY RESOURCES DURING A GENERAL ELECTION PERIOD 10.1 Public resources must not be used in any way that would influence the electorate in an election, except in regard to supporting the actual election

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process. Council and individual Councillors commit to complying with the following procedures: 1. Council will not authorize or request the County, print, publish (including digitally on the internet), or distribute an electoral advertisement, unless it only contains information regarding the election process. Any electoral advertisement that can be taken to be intended or likely to affect voting in an election if it contains an express or implicit reference to, or comment on: (i) The election (ii) A candidate in the election; or (iii) An issue submitted to, or otherwise before the voters in connection with the election. 10.2 Council and individual Councillors will ensure that that Kneehill County resources are not used inappropriately in any way that may influence voting during an election period, or provide an undue advantage for any candidate during a general election period from Nomination Day until the end of the Council term. 10.3 The Chief Administrative Officer will ensure that all members of staff are advised in regards to the application of this policy. 1. No Kneehill County staff will, as part of their employment with the County, undertake any activity that may affect voting in the election, except where it relates only to the election process and is authorized by the Chief Administrative Officer. 2. No Councillor shall ask, or shall there be any direction, motion, or resolution from Council for staff or a staff member to authorize, use, or allocate a Kneehill County resource for any purpose that may influence voting in an election, except where it relates to the election process and is authorized by the Chief Administrative Officer. 10.4 In applying these principles, Council and individual Councillors understand that the following will be normal practice during any municipal election period (Nomination Day to the end of the Council term): 1. Public events scheduled between Nomination Day and the end of the Council term will only be organized and operated by Kneehill County, if they are part of the normal services or operations of Kneehill County. 2. Speeches or any other form of communications for the Reeve, the Deputy Reeve, and all other Councillors will only be prepared by staff in relation to events that are part of the normal services or operations

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of Kneehill County and shall not contain any reference to the forthcoming election or potential or actual candidates. 3. Media services and advice, including media releases, will not be provided for Councillors by County staff during the time between Nomination Day and the end of the Council term. 4. County publication, newsletters, website, or social media, will not feature photographs or quotes from Councillors other than those that were previously available prior to Nomination Day. 5. Kneehill County logo’s or stationary will not be used or allowed to be used by Councillors for any correspondence that in any way relates to references the election. 6. Information on the Kneehill County website and social media, shall be limited to current Councillor Photographs, and any other information that was previously available prior to Nomination Day. References on the Kneehill County website and social media shall be limited to the process of conducting an election. 7. No Councillor shall submit and no claim will processed for expenses incurred for campaigning purposes. Claims will only be accepted if the expenditure is within Kneehill County policy for the Councillor conducting their regular Councillor duties. 10.5 Equipment and facilities, and any other Kneehill County resources provided to Councillors as a part of the regular delivery of their duties will not be used for campaigning purposes. 10.6 Where Councillors have Kneehill County funded services, such as mobile phones, land lines, email accounts, and internet connections, and where it is impractical for the County to discontinue their use of these during an election, Councillors will reimburse Kneehill County for any usage of those services during an election period, exceeding normal usage. PART ELEVEN: COMPLAINTS 11.1 Any person, in good faith, may report perceived wrongdoing or make a complaint alleging a breach of the Council Code of Conduct by a Councillor. All reasonable attempts shall be made to keep the reports and complaints confidential until a full investigation is completed in order to protect a Councillor and a complainant. 11.2 The report or complaint shall be in writing outlining the nature and specifics, be dated, included a name of the complainant, signed, addressed to the CAO and marked “confidential”. The complaint may be mailed, emailed, or hand‐ delivered to the County’s office. All received complaints shall be forwarded to

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the Reeve immediately (or in the case of perceived wrongdoing of the Reeve, to the Deputy Reeve). 11.3 An anonymous report or complaint shall not be considered valid. PART TWELVE: DISPUTE RESOLUTION AND DISCIPLINARY PROCEDURES 12.1 From time to time difficulties may occur in relationships between individual Councillors. It is expected that Councillors in this situation will use their best efforts to resolve such issues so that they do not interfere with the effective functioning of Council. 12.2 Councillors shall not use public forums to discuss issues they may have or be having with other Councillors or with Council. 12.3 Where there are issues that cannot be resolved between the parties and the view of the Reeve is that the impact or potential impact is such that the good governance of Kneehill County may be affected, then a decision to proceed to dispute resolution or discipline will be required by a resolution of Council. 12.4 Resolution procedures are as follows: 1. The Reeve shall discuss the issues with the relevant Councillor(s) and attempt to mediate an outcome acceptable to both parties. Should the dispute involve the Reeve, the Deputy Reeve will undertake the action. 2. Councillors, will at all times, attempt to resolve their issues without the need for external assistance as a demonstration of unity and teamwork. 3. Should a matter not be resolved after internal mediation has taken place, Councillors are able to seek advice from the Chief Administrative Officer in an attempt to find solutions. 4. Should the matter still remain unresolved, the Reeve, at his/her discretion, may request in writing to the Chief Administrative Officer, to appoint an external professional mediator to assist Council to work through the issues with the relevant parties. In the event the dispute involves the Reeve, this decision will be made by the Deputy Reeve. 5. Should after external mediation, the matter still remain unresolved, an independent arbitrator shall be appointed by Council to work with the parties and develop recommendations on how the dispute can be resolved. 6. Council shall consider these recommendations in a meeting closed to the public in accordance with the Municipal Government Act, and

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may, on return to the open meeting, adopt a resolution based on the arbitrator’s recommendations. 7. All Councillors will abide by these resolutions. 12.5 In the unlikely event that a Councillor has clearly violated any of the terms of the Kneehill County Councillor Code of Conduct or any provisions of the Municipal Government Act then the Reeve may recommend to Council that disciplinary action may be taken on the offending Councillor. In the event that the Reeve is the offending Councillor then this recommendation will be made by the Deputy Reeve. Disciplinary procedures are as follows: 1. For a Councillors first offense Council may choose to privately discuss the matter and may recommend no further action. Should further action be taken then the penalty may be the loss of all or some of the offending Councillors appointed Committees. 2. For a second offense the penalty shall be the loss of all the Councillors Committees, all conference attendance including AAMDC and FCM conventions. 3. For a third offense, all of the above and a $500 penalty. Penalty to be deducted from the Councillors monthly honorarium. 4. For all other offenses all of (a) and (b) and $1000 penalty. Penalty to be deducted from the Councillors monthly honorarium. 5. Should a Councillor have three or more offenses, in addition to the above penalties, Council will direct a letter to be sent to the Minister of Municipal Affairs, requesting an investigation into the conduct of the Councillor and requesting his/her removal from Council. PART THIRTEEN: REVIEW 13.1 The Council Code of Conduct Bylaw must at a minimum be reviewed every four (4) years. PART FOURTEEN: SEVERABILITY 14.1 If a portion of this bylaw is found by a court of competent jurisdiction to be invalid, the invalid portion will be voided, and the rest of the bylaw remains valid and effective. 14.2 Bylaw No. 1766 is hereby repealed.

PART FIFTEEN: EFFECTIVE DATE 15.1 This bylaw comes into effect upon third reading of this bylaw.

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READ a first time on this 12th day of February, 2019.

READ a second time on this 12th day of February, 2019.

UNANIMOUS permission for third reading given in Council on the 12th day of February, 2019.

READ a third time and final time of this 12th day of February, 2019.

Reeve

Jerry Wittstock

Interim Chief Administrative Officer

Peter Tarnawsky

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SCHEDULE “A”

STATEMENT OF CODE OF ETHICS AND CONDUCT

I, Councillor (Fill in Name here), do solemnly swear to uphold the Kneehill County Councillor Code of Conduct at all times while serving as a municipally elected official representing Kneehill County. I have read and understand the Councillor Code of Conduct policy and further agree to ALL the terms and conditions as specified in the policy.

Dated at Three Hills Alberta this ______of ______, 20___

______Councillor Chief Administrative Officer

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3.4 Mandatory Bylaws

1. Code of Conduct

LEGISLATIVE REQUIREMENTS: MGA 146.1, Code of Conduct for Elected Officials Regulation 200/2017

1. Is there a code of conduct bylaw? 2. Does the bylaw apply to all councillors equally? 3. Are there sanctions for breaching the code of conduct? 4. Does the bylaw include the following topics:  representing the municipality;  communicating on behalf of the municipality;  respecting the decision-making process;  adherence to policies, procedures and bylaws;  respectful interactions with councillors, staff, the public and others;  confidential information;  conflicts of interest;  improper use of influence;  use of municipal assets and services; and  orientation and other training attendance? 5. Has a complaint system been established within the bylaw? 6. Does the complaint system address:  who may make a complaint alleging a breach of the code of conduct;  the method by which a complaint may be made;  the process to be used to determine the validity of a complaint; and  the process to be used to determine how sanctions are imposed if a complaint is determined to be valid? 7. Was the bylaw established by July 2018? 8. Has the code of conduct been reviewed in the last four years? (Not applicable until 2022.)

COMMENTS/OBSERVATIONS: Bylaw #1766 was adopted by Kneehill County council on April 24, 2018. The bylaw includes monetary penalties other than the reduction or suspension of remuneration as it relates to council committees, as well as including a sanction to request the Minister to investigate the councillor’s conduct and request their removal from council. This is not included in the Code of Conduct for Elected Officials Regulation #200/2017, and conflicts with section 574 of the MGA. All other legislative requirements were met.

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Disclaimer: The Municipal Accountability Program is intended as a program of support and collaboration for municipal Chief Administrative Officers to either confirm compliance with requirements of municipal legislation or to identify concerns and develop corrective solutions where needed. The scope of this report is limited to confirming the compliance or lack of compliance with mandatory legislative requirements. The content of the report does not constitute an opinion on the legal effectiveness of any documents or actions of the municipality, which should be determined in consultation with independent legal advice.

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MEETS LEGISLATIVE REQUIREMENTS: No

RECOMMENDATIONS/ACTION ITEMS: To be compliant, Bylaw #1766 should be amended to remove penalties that exceed those authorized by the Code of Conduct for Elected Officials Regulation 200/2017 or the MGA.

RESOURCES: The Councillor Code of Conduct: A Guide for Municipalities is a tool developed by the Alberta Urban Municipalities Association (AUMA), in partnership with the Rural Municipalities of Alberta (RMA) and Alberta Municipal Affairs, to help municipalities develop their local codes of conduct.

The resource is divided into two parts:  The first part is an explanation of codes of conduct and what the legislative amendments require.  The second part is an actual template that municipalities can use and adapt to their local context: Access the Word version of the bylaw template.

MUNICIPAL RESPONSE: Response to the findings, or comments, status or action to be taken including key milestones and deadlines. Where resolutions of council are required please provide the date of approval and resolutions of council and/or bylaw numbers.

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49 2019.02.12 REQUEST FOR DECISION Agenda Item #

8.2

SUBJECT: Bylaw #1780- Subdivision and Development Appeal Board

MEETING DATE: 2019-02-12

PRESENTED BY: Peter Tarnawsky, Interim CAO

On September 25, 2018, Kneehill County participated in the Municipal BACKGROUND/ Accountability Program. One of the goals of the program is to aid PROPOSAL municipalities in achieving legislative compliance. An area that was identified in the study that requires action is the Subdivision and Development and Appeal Board Bylaw.

To be compliant, old Bylaw 1754 section 2.1 (f) needs to be amended. DISCUSSION/ OPTIONS/ “Members of Council may not form a majority of board members”. The SDAB BENEFITS/ may only have one Councillor as a member unless the Minister authorizes DISADVANTAGES: otherwise, in accordance with section 627 (3) of the MGA. In addition, members of the Municipal Planning Commission cannot be appointed as members of the SDAB.

It should be noted that Kneehill County has operated in compliance with the legislation as no Councillors currently or have in the recent past, has sat on the SDAB.

Once Bylaw #1780 is approved, a copy of the approved Bylaw will be forwarded to Municipal Affairs. The review will formally conclude upon receipt of documentation confirming that all items have been addressed. We have until April 1, 2019 to complete.

LINK TO STRATEGIC PLAN: N/A

ATTACHMENTS: Bylaw #1780- Subdivision and Development Appeal Board 2018 MAP Review

RECOMMENDED ACTION: Provide all three readings to Bylaw #1780.

Document Last Updated February 27, 2018 50 2019.02.12 1. Provide all three readings to Bylaw #1780. COUNCIL OPTIONS: 2. Provide first reading to Bylaw #1780 with amendments and bring back second and third reading to next Council meeting. 3. Do nothing That Council give first reading to Bylaw #1780, that being a bylaw for the MOTION: purpose of establishing the Subdivision and Development Appeal Board.

That Council move second reading to Bylaw #1780.

That Council move consideration to hold third reading to Bylaw #1780.

That Council move third reading to Bylaw #1780.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 8.2 2 | Page 51 2019.02.12

BYLAW NO. 1780

Subdivision and Development Appeal Board

A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, FOR THE PURPOSE OF ESTABLISHING THE SUBDIVISION AND DEVELOPMENT APPEAL BOARD

WHEREAS Section 627 of the Municipal Government Act, R.S.A. 2000, as amended, provides that a Council must, by bylaw, establish a Subdivision and Development Appeal Board; and

WHERAS Section 628 of the Municipal Government Act, R.S.A. 2000, as amended, provides that a bylaw under Section 627 must prescribe the functions and duties of the Subdivision and Development Appeal Board

NOW THEREFORE the Council of Kneehill County, duly assembled, enacts the following:

SECTION 1 DEFINITIONS

1.1 In this Bylaw:

(a) “Act” refers to the Municipal Government Act of the Province of Alberta.

(b) “Appellant” means the person who may appeal to the SDAB Board in accordance with the act.

(d) “County” means Kneehill County.

(e) “Council” means the Council of Kneehill County.

(f) “SDAB” refers to the Subdivision and Development Appeal Board of Kneehill County.

SECTION 2 ESTABLISHMENT OF THE SUBDIVISION AND DEVELOPMENT APPEAL BOARD

2.1 The SDAB is hereby established and shall consist of the following: (a) The SDAB shall be composed of members appointed by resolution of Council at the Organizational Meeting. (b) Council may appoint up to eight members from the public at large annually by resolution at the Organizational meeting.

(d) Each SDAB Board hearing shall require 5 or fewer members providing that quorum is met.

(e) A quorum at a hearing of the SDAB shall be three (3) members.

(f) The term of office of the members of the SDAB Board shall be one year and may be renewed by further resolution of Council.

(g) No person who is an employee of the municipality or a member of the Municipal Planning Commission shall be appointed to the SDAB Board.

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(h) Members of Council may not form the majority of Board Members.

(i) Any vacancy caused by death, retirement or resignation of a member may be filled by resolution of Council.

(j) The SDAB Board shall not be disbanded, nor a member of it discharged without just cause.

SECTION 3 DUTIES OF SDAB MEMBERS

3.1 The SDAB Board shall hear all subdivision and development appeals, as required under the provision of the Act, and shall render a written decision on these appeals and reasons therefore.

3.2 The office of the Secretary to the SDAB is hereby constituted and shall be filled by appointment of an employee of the municipality, by Council, but that person shall not have a vote.

SECTION 4 DUTIES OF THE SECRETARY

4.1 The Secretary of the SDAB shall: (a) Notify all members of the SDAB Board of the arrangements for the holding of each hearing and others meetings of the SDAB Board.

(b) Ensure the required notice of the hearing is given to all affected parties, as specified in the Act.

(d) Issue to all affected parties and persons, notices of the decisions of the SDAB Board and reasons therefore.

(e) Notify the Council of the decisions of the SDAB Board.

(f) Carry out such other administrative duties as the SDAB Board may specify.

SECTION 5 CONDUCT OF BUSINESS 5.1 Council shall establish the Chairperson and Vice Chairperson of the SDAB by Council resolution. Should either of those members not be in attendance, the SDAB shall elect a Chairperson and Vice Chairperson from within its members as first order of business on the appeal hearing agenda.

5.2 Only those members of the SDAB present at a meeting of the SDAB shall vote on any matter before it.

5.3 The decision of the majority of the members present at a meeting duly convened, shall be deemed to be the decision of the whole SDAB.

5.4 The SDAB shall hold such meetings as are necessary to fulfill the SDAB responsibilities.

5.5 The SDAB Board may make rules as are necessary for the conduct of its meetings and its business that are consistent with this Bylaw and Provincial Acts and Regulations.

5.6 The remuneration, travelling and other expenses of the SDAB members shall be established by Council resolution and/or policies.

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5.7 The setting of fees for any matter coming before the SDAB shall be established by resolution of Council, as it considers necessary.

5.8 The decision of the SDAB Board shall be given in writing in accordance with the Act.

5.9 An order or decision given by the SDAB shall be signed by the Chairperson who presided at the hearing the decision was made and the Secretary.

SECTION 6 REQUIREMENTS OF AN APPEAL TO SDAB 6.1 A person shall appeal to the SDAB in the manner provided in the Act.

6.2 At the time of service of the Notice of Appeal, the Appellant shall pay the County, a Fee in accordance with the County’s Master Rate Bylaw.

6.3 At the hearing of the Appeal, the SDAB Board shall hear all the persons that the SDAB Board is required to hear under the Act.

6.4 At the hearing of the Appeal, should the SDAB Board desire further technical information, legal opinions or other assistance, it may table the hearing pending receipt of such information, opinion or other assistance.

SECTION 7 SEVERABILITY

7.1 If any provisions of this Bylaw are declared invalid because of any word, phrase, clause, sentence, paragraph, or section of this Bylaw, or any documents which form part of this Bylaw or an application to any person or circumstance is declared invalid, the remaining provisions shall not be affected thereby, but shall remain in force.

SECTION 8 EFFECTIVE DATE & RESCINDING BYLAWS 8.1 This Bylaw comes into effect upon third reading of this Bylaw.

8.2 Upon the effective date of this Bylaw, Bylaw #1754 is hereby rescinded.

READ a first time on this X day of X, 2019.

READ a second time on this X day of X, 2019

UNANIMOUS permission for third reading given in Council on the X day of X, 2019

READ a third time and final time of this X day of X, 2019

Reeve Jerry Wittstock

Interim Chief Administrative Officer Peter Tarnawsky

Date Bylaw Signed

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3. Subdivision and Development Appeal Board (SDAB)

LEGISLATIVE REQUIREMENTS: MGA 627, 628, Subdivision and Development Regulation 43/2002, Subdivision and Development Appeal Board Regulation 195/2017

1. Is a subdivision and development appeal board bylaw or intermunicipal agreement established? 2. Do the SDAB members exclude those who are:  municipal employees;  members of the municipal planning commission; and  individuals who can carry out subdivision and development powers on behalf of the municipality? 3. Is there no more than one councillor appointed as a member to the appeal board?  If more than one, is there Ministerial approval for the additional councillors to sit on the panel? 4. Are the active members of the SDAB trained? 5. Is there a clerk appointed to the SDAB, and is that person a designated officer? 6. Has the clerk received SDAB training? 7. Has the clerk kept a record of the hearings?

COMMENTS/OBSERVATIONS: Bylaw #1754, passed November 28, 2017, establishes the SDAB. Section 2.1(f) of the bylaw states that "Members of Council may not form a majority of board members", which does not comply with current legislation. All members of council are appointed to the municipal planning commission, which would preclude members of council from being appointed to the SDAB (section 627(4)(c)). All other legislative requirements were met.

MEETS LEGISLATIVE REQUIREMENTS: No

RECOMMENDATIONS/ACTION ITEMS: A panel of the SDAB may only have one councillor as a member, unless the Minister authorizes otherwise, in accordance with section 627(3) of the MGA. Members of a municipal planning commission cannot be appointed as members of the SDAB.

RESOURCES: Municipal Affairs has developed an SDAB training guidebook and several fact sheets to assist municipalities, which can be found at the SDAB website. In addition, Municipal Affairs Planning Advisors are available to discuss these topics further by calling toll-free 310-0000 and then 780-427-2225.

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56 2019.02.12 REQUEST FOR DECISION Agenda Item #

8.3

SUBJECT: Bylaw #1779- Procedural Bylaw

MEETING DATE: 2019-02-12

PRESENTED BY: Peter Tarnawsky, Interim CAO

On September 25, 2018, Kneehill County voluntarily participated in the BACKGROUND/ Municipal Accountability Program. One of the goals of the program is to aid PROPOSAL municipalities in achieving legislative compliance. One area that was identified in the study as needing action was the Procedural Bylaw.

To be compliant, old Bylaw 1768 Section (7), Cancellation of Meetings, needs DISCUSSION/ to be amended to read that the cancellation of a regular scheduled meeting OPTIONS/ must be made by resolution of Council. Any Councillors who were not present BENEFITS/ at the meeting in which this resolution was passed must be notified at least 24 DISADVANTAGES: hours prior to the cancelled meeting.

In addition, Bylaw 1768 Section 22 (8) Recorded Vote needs to be amended so that the names of each member present, and whether they vote for or against, must be included in the minutes in accordance with section 185(2) of the MGA regardless of whether or not the resolution was passed unanimously.

As well as Bylaw 1768 needed to be amended to change all the references from “In-Camera” to “Closed Session” to reflect the new terminology in the MGA.

Once Bylaw #1768 is approved, a copy of the approved Bylaw will be forwarded to Municipal Affairs. The review will formally conclude upon receipt of documentation confirming that all items have been addressed. Kneehill County has until April 1, 2019, to complete.

Administration also recommends that Section 9 Organizational Meetings, (4) seating arrangements, be amended to remove the text “and with the Chief Administration Officer occupying the position directly to the Reeve’s Right”.

The Rationale behind this amendment is that:  Removing the phrase from the Bylaw does not preclude the CAO from sitting at the Reeve’s right hand but leaving the statement makes it absolutely necessary;  The CAO is not a member of Council. The roles of Council and CAO are different, namely, Council governs and CAO oversees implementation.  There needs to be an appropriate separation between Council and CAO. Seating arrangements in the chamber may enhance this.  The CAO sitting next to the Reeve and among the Councillors may create confusion in the perceptions of the role of CAO.  The CAO is the conduit to the Administration. Council, through the Chair, asks questions and the CAO advises and answers questions. (Improved tone when the discussion is a “vertical” discussion vs. and “horizontal” discussion.)

Document Last Updated February 27, 2018 57 2019.02.12  Administrative staff attends the Council meeting at the pleasure of the CAO. Having the CAO sit nearer other administrative resources improves communication and information flow in support of Council.  The CAO is equally able to provide procedural and other assistance to the Reeve and Council positioned near the Legislative Recording Secretary. Such advice must be provided transparently.

LINK TO STRATEGIC PLAN: N/A

ATTACHMENTS: Bylaw #1779 Procedural Bylaw 2018 MAP Review

RECOMMENDED ACTION: Provide all three readings to Bylaw #1779.

1. Provide all three readings to Bylaw #1779. COUNCIL OPTIONS: 2. Provide first reading to Bylaw #1779 with amendments and bring back second and third reading to next Council meeting.

MOTION: That Council give first reading to Bylaw #1779, that being a bylaw for the purpose of regulating meeting proceedings for Council and Council Committee Meetings.

That Council move second reading to Bylaw #1779.

That Council move consideration to hold third reading to Bylaw #1779.

That Council move third reading to Bylaw #1779.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 8.3 2 | Page 58 2019.02.12

BYLAW NO 1779

PROCEDURAL BYLAW A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, FOR THE PURPOSE OF REGULATING MEETING PROCEEDINGS FOR COUNCIL AND COUNCIL COMMITTEE MEETINGS. WHEREAS Section 145 of the Municipal Government Act, R.S.A. 2000 Chapter M‐26 and amendments thereto authorizes Council to pass bylaws that regulates the procedure and conduct of Council and Council Committee meetings in order to promote orderly proceedings and to provide for open and effective government. NOW THEREFORE, the Council of Kneehill County, duly assembled, enacts as follows:

PART ONE – INTRODUCTION 1. TITLE

This bylaw shall be known as the “Procedural Bylaw”.

2. DEFINITIONS

In this bylaw the following words and phrases mean:

“Act” means the Municipal Government Act, R.S.A. 2000 Chapter M‐26, any regulations thereunder, and any amendments or successor legislation thereto.

“Adjourn” means to close and terminate the meeting or public hearing.

“Administration” means an employee, employed by the County.

“Agenda” is the list of items and orders of business for any meeting along with associated reports, policies, bylaws or other documents.

“Bylaw” means a Bylaw of Kneehill County.

“Chairman/Chair” means the person who has been given authority to direct the conduct of a meeting and when in attendance at a Council meeting, shall mean the Reeve or Deputy Reeve.

“Chief Administrative Officer (CAO)” is the administrative head of the municipality who

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is appointed by Council pursuant to the Municipal Government Act.

“Closed Session” means a meeting of Council or Committee which is held in private without the presence of the public pursuant to Section 197 of the Municipal Government Act.

“Committee” means a Council Committee, Board or other body established by Council pursuant to the Municipal Government Act.

“Council” means the Reeve and Councillors, duly elected in the County and who continue to hold office.

“Councillors” means a duly elected Member of Council, including the Reeve.

“County” means Kneehill County.

“Committee of the Whole” A Council Committee where all members of Council sits as a committee and operates under informal rules to discuss emerging matters and may recommend matters discussed be brought back to a subsequent Council meeting for action.

“Council Committee” means a committee, board, or other body established by Council under Section 145‐146 of the Municipal Government Act.

“Deputy Reeve” is the Councillor appointed by Council to act as Reeve when the Reeve is unable to perform the duties of the Reeve or if the office of Reeve is vacant.

“Electronic or other Communication Facilities” shall mean that members of Council may attend a Council or Committee meeting through electronic communications. This can include using a telephone with the use of the speaker; via personal computer, or other means of technology advances.

“Emergent Business” is business that is an emergency situation that poses an immediate risk to health, life, property, environment or financial well‐being of the County and calls for prompt action.

“Friendly Amendment” is an amendment to a Motion under debate that is perceived by all parties as an enhancement to the original Motion.

“In Camera” means a meeting of Council or Committee which is held in private without

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the presence of the public pursuant to Section 197 of the Municipal Government Act.

“Majority” means more than half of the Members present.

“Meeting” means an organizational, regular or special meeting of Council or Committee.

“Member” is duly elected member of Council or a duly appointed member of a committee who continues to hold office.

“Members at Large” is a member of the public appointed by Council to a Committee of Council.

“Motion” is a proposal for action by Council or Committee.

“Organizational Meeting” means a Meeting of Council held in accordance with Section 192 of the Municipal Government Act and Part 3 of this Bylaw.

“Point of Order” is a statement from a Member to call attention to any departure from the Procedural Bylaw.

“Point of Privilege” refers to all matters affecting the rights and privileges of Council collectively or any of its members individually.

“Quorum” means the number of Members required for the legal conduct of the business of Council or a Committee. In the case of Meeting of Council, quorum is four (4) Members.

“Recording Secretary” means the person designated to record the minutes of a Council or Committee meeting.

“Regular Meetings” is a meeting of Council held in accordance with Section 193 of the Municipal Government Act.

“Reeve” means the Chief Elected Official of the County within the meaning of the Municipal Government Act.

“Special Meetings” is a meeting of Council held in accordance with Section 194 of the Municipal Government Act.

“Statutory Public Hearing” means a public hearing required by the Municipal

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Government Act or other legislation.

“Written Consent” means to give approval or consent either by email, text message, facsimile or by signed letter.

APPLICATION

(1) This Bylaw shall govern Organizational Meetings, Regular Meetings, Special Meetings, and Council Committees established by Council and shall be binding upon all Committee members whether Members of Council or Members at Large. (2) When any matter relating to the meeting proceeding is not addressed in this Bylaw or in the Municipal Government Act, the matter will be determined by referring to the most recent version of “Robert’s Rules of Order Newly Revised”. (3) In the event of a conflict between the provisions of this Bylaw and Robert’s Rules of Order, the provisions of this Bylaw shall apply. (4) Notwithstanding Paragraph 3(1), where the Committee Bylaw or Terms of Reference establishes other procedures or gives the Committee the authorization to establish its own Meeting procedure, if there is a conflict between the Committee’s established Meeting procedures and this Bylaw, that Committee’s established Meeting procedure will have precedence over this Bylaw for the purposes of that Committee’s Meetings. PART TWO – ROLES 3. REEVE (1) The Reeve, when present, shall preside as Chair over all meeting of Council, unless otherwise provided for in this Bylaw. (2) shall preside over the conduct of the meeting, including the preservation of good order and decorum, ruling on points of order, replying to points of procedure and deciding all questions relating to the orderly procedure of the meeting, subject to an appeal by any Member of Council from any ruling of the Chair; (3) ensures that each Councillor who wishes to speak on a debatable Motion is granted the opportunity to do so; (4) with the permission of Council, may invite persons forward from the audience to speak if it is deemed to be within the best interests of the issue being discussed; (5) has all the same rights and is subject to the same restrictions, as to participation in debate, as all other Councillors. 4. DEPUTY REEVE (1) The Deputy Reeve chairs Council meetings when the Reeve is absent or unable

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to act as Reeve and shall have all the powers and responsibilities of the Reeve under this Bylaw.

PART THREE‐COUNCIL & COMMITTEE MEETINGS 5. QUORUM (1) As soon as there is a quorum of members after the time set for the meeting, the Chair will call the meeting to order. (2) If there is no quorum present within half an hour after the time set for the meeting, the Chief Administrative Officer or designate shall, record the names of the members present and the meeting shall be adjourned. (3) If the Reeve or Deputy Reeve in the case of Council or Chair and Vice Chair in the case of Committee are not in attendance within fifteen minutes after the hour appointed for a meeting, and a quorum is present the CAO or designate shall call the meeting to order and a chairman shall be chosen by the members present to preside until the arrival of the Reeve or Deputy Reeve in the case of Council or Chair or Vice Chair in the case of Committee. 6. REGULAR MEETINGS OF COUNCIL (1) Shall be held on the second and fourth Tuesday of each month provided that where a regular Council meeting falls on a holiday, the meeting shall be held on the next following day, not being a holiday or on such other day as Council decides by Motion. (2) Council may by Motion, change a regularly scheduled meeting day if necessary due to conflicting dates of other meetings or conventions Council would be attending. (3) Meetings shall take place at the Kneehill County Municipal Office or at another location within the Municipality when Notice is given. (4) Regular meetings of Council shall commence at 8:30 a.m. (5) If Council changes the date, time or place of a regularly scheduled meeting, the municipality must give at least 24 hours’ notice of the change to any Member of Council not present at the meeting at which the change was made, and to the public. (6) the CAO or designate will be responsible for posting public notice of changes to a Regular Meeting at least twenty‐four (24) hours in advance by: a. Posting a notice in the foyer and on the main entrance window at Kneehill County Administration Building; b. Posting a notice on the County’s website if time permits, and c. Posting a notice in the local newspaper if time permits.

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7. CANCELLATION OF MEETINGS (1) A cancellation of a regular scheduled meeting must be made by resolution of Council. If Council changes the date, time or place of regularly scheduled meeting, the municipality must give at least 24 hours’ notice of the change a. To any Member of Council not present at the meeting at which the change was made; and b. To the public. (2) Council and Council Committee meetings may be cancelled: a. by a majority of Council by motion at a previous meeting; or b. with written consent of a majority, provided twenty‐four (24) hours notice is provided to Council and the public; or c. with the written or oral consent of two‐thirds (2/3) of Council if twenty‐ four (24) hours’ notice is not provided to the public. (3) Special Meetings may be cancelled: a. By the Reeve if twenty‐four (24) hours written notice is provided to Councillors and the public; or b. If less than twenty‐four (24) hours’ notice is provided, the Reeve may cancel with the written or oral consent of two‐thirds (2/3) of the Councillors. 8. SPECIAL MEETINGS (1) A Special Meeting shall be scheduled when required by the Reeve or a majority of Council. (2) No less than 24‐hours notice of a Special Meeting shall be provided to each Councillor and to the public. The notice shall state the time, date, place and in general terms the nature of the business to be transacted. (3) A Special Meeting may be held with less than 24 hours’ notice to all Councillors and without notice to the public if at least two‐thirds of the whole Council agrees to do this in writing before the beginning of the meeting. (4) The Agenda for a Special Meeting shall be restricted to the business stated in the notice unless all Councillors are present and a Motion is passed to deal with the additional matter. 9. ORGANIZATIONAL MEETINGS (1) An Organizational Meeting shall be held no later than two weeks after the third Monday in October each year. (2) The CAO (or designate) shall fix the time, date, and place of the Organizational Meeting.

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(3) Agenda‐ At the Organizational Meeting: a. CAO or designate: i call the meeting to order; ii presides over the election of the Reeve for the ensuing one‐year period; and iii administers the Oaths of Office. b. Reeve: i presides over the election of the Deputy Reeve for the ensuing one‐year period. c. Council: i appoints Council Committees and Board Members; ii conducts other business identified within the Organizational meeting Agenda. (4) The seating arrangements of Council shall be determined at the Organizational Meeting. The Reeve shall occupy the center seat at the head of the Council table with the Deputy Reeve occupying the position directly to the Reeve’s left and with the Chief Administrative Officer occupying the position directly to the Reeve’s right. The seating positions of the remainder of Councillors shall be determined by each Councillor drawing a number between 1 and 5. Councillor seating will also be numbered from 1 through 5 as determined by the CAO or designate prior to Councillors drawing their number. The order of drawing is determined by the official Division number with Division 1 drawing first and Division 7 drawing last. In the event any Councillor is not present at the drawing, the Chief Administrative Officer, or designate, will draw for the Councillor(s) not present. (5) Nominations a. Candidates nominated for Reeve or Deputy Reeve will be announced out loud. Candidates will not be nominated by secret ballot. b. If only one nomination is received for the position of Reeve or Deputy Reeve, that nominee shall be declared elected by acclamation. c. Where there is more than one nomination for Reeve or Deputy Reeve, voting shall be done by secret ballot. d. If, on the first ballot, no one Councillor receives a clear majority of the votes, the Councillor who received the least number of votes shall be dropped from the ballot and a second ballot shall be taken. e. On subsequent ballots, a Councillor who receives the least number of

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votes shall be dropped from the ballot until a Councillor receives a clear majority. f. Councillors hold office from the beginning of the Organizational Meeting following the General Election until immediately before the beginning of the Organizational Meeting following the next General Election, in accordance with the Local Authorities Election Act, R.S.A. 2000 Chapter L‐ 21. 10. COMMITTEE OF THE WHOLE MEETINGS (1) The purpose of the Committee of the Whole is to allow Council to meet in a less formal and structured manner to: a. Discuss issues of long term planning and policy development b. Discuss complex administration, finance, zoning and land development issues; and c. Consider any other matters that from time to time may require Council’s in depth consideration (2) Committee of the Whole will meet for the purposes of discussion and possible recommendation to Council. No formal decisions will be made at Committee of the Whole meetings. Recommendations of the Committee of the Whole shall be voted upon at a future Council meeting. (3) Council Committee of the Whole may make motions for the following purposes: a. for “procedural” purposes (adopting agenda and the previous Committee of the Whole minutes, and adjourning the meeting); b. to make recommendation to Council or other Council Committee’s regarding a matter discussed at the Committee of the Whole meeting; and c. to provide direction to Administration in the preparation and continued development of a matter being reviewed during the Committee of the Whole meeting. (4) Meetings of the Committee of the Whole shall be open to the public, unless the Committee moves into a closed an In‐Camera session which complies with the MGA Section 197(2). (5) The Committee of the Whole meeting schedule shall be established by motion at the annual organization meeting or at a regular meeting following the organizational meeting, as may be appropriate. (6) Notice of Council Committee of the Whole meetings shall be posted on the County’s website. (7) Regular Committee of the Whole meetings will be held at 8:30 a.m. in Council

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Chambers. (8) Minutes of a Committee of the Whole meeting shall be adopted by motion at the following Committee of the Whole meeting. a. After approval of the minutes, the minutes will be included into the next Regular Council Meeting Agenda under Council and Committee Reports. 11. DELEGATIONS AT COUNCIL MEETINGS (1) A member wishing to appear before Council, individually and as a group, must make a written submission to the CAO (or designate) to arrive no later than 4:00 p.m. on the Wednesday immediately prior to the Council meeting. (2) Delegations are scheduled at the discretion of the CAO (or designate), subject to: a. the volume of material on any given agenda; b. the number of requests for a specific meeting date and urgency of request; or c. subject matter (3) The written submission will indicate the following information: a. complete name of the presenter(s) and contact information (ie. Mailing address, e‐mail, telephone/fax number) and the organization they are representing (if applicable); b. nature and purpose of the delegation and the material to be covered/presented; c. any PowerPoint presentation or other material to be used or presented at the meeting. (4) Presentations will be directed to the Chair and will be limited to fifteen (15) minutes with an additional ten (10) minutes for questions for clarification by members and administration. The Chair may extend the time limits as necessary. (5) Information presented by the delegation will be restricted to the topic noted in the written submission and recorded on the meeting agenda. (6) Subsequent deputations from the same individual/group concerning a topic on which they have previously presented or spoken will not be permitted unless there is significant new information to be brought forward. (7) Delegations will not be heard regarding matters involving current or pending litigation, insurance claims, matters beyond the jurisdiction of Council, or Municipal Freedom of Information and Protection of Privacy Act issues. (8) Delegations will not be permitted to speak regarding topics that will be the subject of an upcoming public meeting pursuant to the Municipal Government Act, unless exceptional circumstances apply which have been reviewed and approved by Council. Persons wishing to speak about such matters are requested

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to present their concerns and opinions at the scheduled public meeting where their comments can be considered along with all other submissions.

12. IN‐CAMERA SESSIONS CLOSED SESSION (1) The Municipal Government Act permits Council or Committee to close all or part of the meeting to the public if a matter to be discussed is within one of the exceptions to disclosure contained in Division 2 Part 1 of the Freedom of Information and Protection of Privacy Act. Before closing all or any part of the meeting to the public, a Council or Council Committee shall pass a motion a. that includes the basis for which that part of the meeting is to be closed and; b. The related section of FOIP that applies, under the Exception to Disclosure in Division 2 of Part 1 (Section 16 to 29) or under the regulations under subsection (7) (2) When a meeting is held in closed session“In‐Camera”, no Motion or Bylaw may be passed except a Motion to revert to a meeting held in public. (3) Where a Council or Council Committee closes all or part of a meeting to the public, the Council or Council Committee may allow one or more other persons to attend, as it considers appropriate, and the minutes of the meeting must record the names of those persons and the reasons for allowing them to attend. (4) A Subdivision Authority, Development Authority or Subdivision and Development Appeal Board established under Part 17 of the Municipal Government Act may deliberate and make its decision in a meeting closed to the public. (5) Members participating in the meeting through Electronic or Other Communication Facility are not permitted to participate in closed In‐Camera sessions. (6) After the closed meeting discussions are completed, any members of the public who are present outside the meeting room must be notified that the rest of the meeting is now open to the public, and a reasonable amount of time must be given for those members of the public to return to the meeting before it continues. (7) In accordance with the MGA, Section 153 and the FOIP act, all members are required to keep in confidence matters discussed In‐closed session Camera until the item is discussed at a meeting held in public. 13. MEETING THROUGH ELECTRONIC COMMUNICATIONS (1) Pursuant to the Municipal Government Act a meeting of Council or Committee

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may be conducted by means of electronic or other communication facilities if: a. notice is given to the public of the meeting, including the way in which it is to be conducted; b. the facilities enable the public to watch and/or listen to the meeting at the place specified in the notice and a designed officer is in attendance at that place; and c. the facilities enable all the meeting’s participants to watch and/or hear each other. (2) Councillors participating in a meeting held by an electronic or other communication facility are deemed to be present at the meeting. (3) There is no limit to the number of times a member of Council may participate electronically in a regular or special Council meeting. (4) A Member of Council may participate in a Council or Committee meeting through electronic or other communication facility if: a. The Member is in a location outside of Kneehill County for any reason; b. The Member is in a location within Kneehill County but is unable to attend a meeting for medical reasons for himself or herself, or an immediate family member; c. There is quorum of other Members of Council situated in the actual meeting place to ensure the meeting could continue if the communication facility failed or should the meeting go into closed session in‐camera; d. The CAO (or designate) is present at the Council meeting; e. If that location is able to support its use, ensuring that all Council members participating in the meeting are able to communicate effectively. f. The location is secure, appropriate for Council interaction and public viewing, and free from outside distractions. (5) The number of people participating by using the electronic or communication facility will be limited by the system’s capacity. (6) The use of electronic or other communication facility cannot be implemented during an in‐camera closed session. (7) The meeting Chairman must be physically present at the meeting and cannot Chair the meeting through electronic or other communication facility. (8) The Chair shall announce to those in attendance at the Council meeting that a Council member or Administration member is attending the meeting by means

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of electronic or other communication facility. (9) The Chair has the sole authority to deny the use of the electronic meeting location if in his/her opinion the location is disruptive to the Council meeting, is in his/her opinion not secure, and is in his/her opinion located in any place deemed inappropriate. (10) Notice of Proposed Use a. Advise the CAO (or designate) of the phone number at which he or she will be available throughout the meeting. b. Contact the Administration Office a half (1/2) hour before the start of the meeting to receive the electronic or other communication facility meeting codes. 14. RECORDING, BROADCASTING AND/OR STREAMING COUNCIL /SPECIAL/ORGANIZATIONAL MEETINGS (1) Council, Special, and Organizational meetings may be audio and/or visually recorded, broadcast and/or streamed publicly, if the meeting location supports its use, with the exception of proceedings closed to the public provided for under In‐Camera Closed Sessions section of this Procedural Bylaw. (2) The use of audio and video recording devices and camera’s by the press or the public is prohibited. (3) If a Council, Special, or Organizational meeting is recorded, broadcasted and/or streamed: a. signage shall be posted to ensure presenters and members of the public are aware that public meetings may be audio and/or visually recorded, broadcast and/or streamed publicly and made available over the website. b. at the commencement of each meeting, the Reeve or Chair shall notify those present, including members of the public, that the meeting is being recorded, broadcasted or streamed publicly through Kneehill County’s website and/or online. c. the Reeve or Chair has the discretion and authority at any time to direct the termination or interruption ofe th recording, broadcasting and/or streaming of the meeting if he or she considers it prudent or advisable to do so. d. there may be situations where due to technical difficulties the recording, broadcasting and/or streaming will not be available. If such circumstances occur the Reeve or Chairperson will advise those present that the recording, broadcasting and/or streaming is not available. In the event the technical difficulties are not identified during the meeting, this information will be displayed on the website.

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e. the recording will be posted to the website within three (3) days of the meeting. f. once approval is given to draft minutes and they become the official record. (4) Copyright to recordings of Council meetings made available on the County’s website is owned by Kneehill County. No part of the recorded materials posted on the County’s website may be reproduced. PART FOUR‐ AGENDA 15. AGENDA PREPARATION & DISBURSEMENT (1) The preparation and distribution of Council meeting agendas will be the responsibility of the Chief Administrative Officer (or designate). The Chief Administrative Officer (or designate) will ensure that: a. Copies of the Regular Council Meeting Agenda are electronically supplied to all members of Council on the Thursday prior to the Council meeting, and b. Regular Council Meeting Agenda’s are made available to members of the media and the public on the Friday prior to the Council meeting. (2) Items initiated by Council members & Administration, to be included on the agenda, will be submitted to the CAO by the Wednesday at 4:00 p.m. prior to the Council meeting. 16. ORDER OF BUSINESS (1) The agenda prepared for each meeting shall be approved as the first order of business. (2) If an alteration to the order of business is desired for the convenience of the meeting, the Chair may make such alteration but shall not delete any portion of the business set out in the agenda. 17. ADDITIONS OR DELETIONS (1) Once the Council agenda has been published, requests to add an item to the agenda must be approved by Council. (2) The addition or deletion of agenda items after the agenda has been adopted requires a unanimous vote of Council.

18. EMERGENT BUSINESS

(1) Emergent Business is an Agenda item that is not on the Agenda and because of time constraints must be brought before Council. The Emergent Business item: a. shall be considered as an addendum to the Agenda; and

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b. the County Manager shall provide an explanation indicating the reasons and degree of urgency. 19. MINUTES (1) The minutes of the preceding meeting shall be the second order of business, so that any errors or omissions may be corrected by the Council. (2) The Recording Secretary will prepare the minutes of each Council Meeting and will distribute a copy of the minutes with a subsequent Council Meeting Agenda. (3) Any Councillor may make a Motion requesting that the Minutes be amended to correct any inaccuracy or omission. 20. ADJOURNMENT (1) A Motion to adjourn the meeting shall be in order except: a. When a Member of Council is in possession of the floor; or b. When it has been decided that the vote be now taken; or c. During the taking of a vote 21. ADJOURNMENT TIME (1) Adjournment time is at the conclusion of the agenda as adopted by Council or when a Motion to adjourn has been passed. (2) Adjournment time is no later than 4:30 p.m., unless Council adopts a unanimous Motion to proceed past that time. a. Should there be no Motion to continue to past 4:30 p.m., all Unfinished Business which appears on the Agenda shall be tabled until the next regular Meeting of Council. b. If it appears that any Unfinished Business is urgent the Chair shall call a Special Meeting to deal with such matters. 22. PROCEEDINGS (1) All discussions during a meeting must be directed through the Chair. (2) Pecuniary Interest (Conflict) a. Members of Council who have a reasonable belief that they have a pecuniary interest (as defined in the Municipal Government Act) in a matter before Council, any committee of Council or any board, commission, committee or agency to which they are appointed as a representative of Council, shall, if present, declare and disclose the general nature of the pecuniary interest prior to any discussion of the matter, abstain from discussions or voting on any questions relating to the matter and shall remove themselves from Council Chambers until the matter is concluded. The minutes shall indicate the declaration of

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disclosure, the time at which the Member of Council left the rooms and the time the Member of Council returned. (3) Temporary Absence a. If a member arrives late, leaves before the Meeting is adjourned, or is temporarily absent from the Meeting, the Meeting Minutes shall reflect such absence and the time of the absence. (4) Speaking to Motions a. All questions or debate must be directed through the Chair. b. Members of Council wishing to speak on a matter before the meeting should indicate their intention by raising their hand and being recognized by the Chair and should not speak more than once until every Member of Council has had the opportunity to speak except: i to provide an explanation of the Member’s previous remarks if misunderstood; ii in the case of the mover, to answer questions from the floor directed to the Chair; and iii to allow the mover to close debate after the Chair has called for further discussion and all other Members have had an opportunity to be heard. c. Any member may require the question or Motion under discussion, or any portion thereof, to be read at any time during debate, but not so as to interrupt a member while speaking. (5) Interruption of Speaker a. A Member who is speaking may only be interrupted by another Member on: i A Point of Privilege; or ii A Point of Order b. A Member who is speaking when a Point of Order or Privilege is raised shall immediately cease speaking. (6) Ruling on Proceedings a. The Chair shall rule on a Point of Order or Privilege and no vote shall be taken unless there is a challenge by a Member to the ruling. (7) Recording of Motions a. The minutes shall state who made the motion and whether the motion was “carried unanimously”, “carried” or “defeated”.

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(8) Recorded Vote a. A Member may request a recorded vote, before any vote is taken, on any Motion. If the vote is not unanimous the names of the members present shall be recorded in the minutes and whether each voted for or against the Motion, or abstained. The names of each member present, and whether they vote for or against, must be included in the minutes regardless of whether or not the resolution was passed unanimously. PART FIVE – MOTIONS 23. GENERAL PROVISION OF MOTIONS (1) A Motion that has been moved shall not be required to be seconded. (2) A Member may move a Motion whether or not the Member intends to support it. (3) The Chair shall not call the question on any Motion until Council or Committee is completely satisfied that it is clear on how the Motion reads. (4) A recommendation in a report does not constitute a Motion until it is moved by a Member. (5) When a Motion has been made and is being considered, no Member may make another Motion except to: a. Amend the Motion; b. Amend the amendment to the Motion; c. Withdraw the Motion; d. Refer the main Motion; e. Table the main Motion; f. Move a Motion that has privilege that is: i a Motion to recess; ii a Motion to adjourn; iii a Motion to set the time for adjournment; iv a Motion to extend the time of the Meeting; or v a Point of Privilege (6) When a Motion is before the meeting and the mover wishes to withdraw or modify it or substitute a different one in its place, and if no one objects, the Chairman shall grant permission. However, if any objection is made, it is necessary to obtain leave by Motion to withdraw and this Motion cannot be debated or amended. Once a Motion is withdrawn, the effect is the same as if it

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had never been made. (7) The mover of a Motion must be present when the vote on the Motion is taken. 24. DEBATE OF MOTIONS (1) Every main Motion is debatable with the exception of: a. A Motion on a point of order b. A Motion to adjourn c. A Motion to table‐ time must be given d. A Motion to withdraw a Motion , “Lay on the Table” e. A notice of Motion 25. CLOSING DEBATE (1) A Member who moved the main Motion, may close debate after other Members have been given an opportunity to speak. (2) Before the debate is closed and the vote called, a Member may, request that the Motion be read aloud or ask a question that: a. relates directly to the debate; b. contains no argument: and c. introduces no new material on the Motion (3) When a Member has closed debate the Chair shall immediately call for a vote on the Motion. (4) When the vote has been called for on the Motion, no Member shall debate further on the Motion or speak, except to request that the Motion be read aloud or viewed on the screen. 26. MOTION TO AMEND (1) A Member may not amend a Motion or make an amendment which: a. does not relate to the subject matter of the main Motion; or b. is contrary to the main Motion. (2) Only one amendment to the main Motion and only one amendment to that amendment shall be allowed. (3) The amendment to the amendment must be voted on before the amendment. (4) An amendment to an amendment must be relevant to the amendment. (5) The main Motion shall not be debated until all amendments to it have been voted on. (6) Amendments shall be put in reverse order to which they have been moved.

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(7) With the exception of a Friendly Amendment, a Member, who moved a Motion, may not move an amendment to it. 27. SPLITTING MOTIONS (1) A Member may request that a Motion be divided if it contains parts that stand as complete propositions. Council and Council Committee(s) must then vote separately on each proposition. 28. WITHDRAWAL OF A MOTION (1) After a Motion has been moved and stated by the Chair, it is the property of the Council or Committee and may only be withdrawn by the mover with the unanimous consent of the Members present at the Meeting. (2) A Motion withdrawn shall not be recorded in the minutes. 29. MOTION TO RECESS (1) The Chair, without a Motion, may recess the meeting for a specific period. (2) Any Member may move that Council recess for a specific period. 30. MOTION TO ADJOURN (3) A Motion to Adjourn is a Motion to bring a Meeting to an end. 31. MOTION TO REFER (1) A Member may move to refer any Motion to the appropriate Committee or Administration for investigation and report. 32. MOTION TO RECEIVE FOR INFORMATION (1) A Motion to Receive for Information is made to acknowledge an item, report or recommendation. No additional action is taken. 33. MOTION ARISING (1) A Motion Arising must a. be directly related to and arise from an item which has just been considered; and b. be made before another item is in front of the meeting. 34. MOTION TO TABLE (1) A Motion to Table is made to place a main Motion and all pending amendments to the main Motion aside temporarily, with the intention of bringing them back either later in the same Meeting or at a later date for action. (2) A Motion to Table takes precedence over all other Motions connected with the Motion being tabled. (3) A Motion to Table must be made with reference to a set time, set date. (4) If the tabling Motion does not include the date of the meeting to which the

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tabled matter is to be brought forward, it will be brought forward to the subsequent meeting. (5) A matter tabled to a set date shall not be considered before that date, except by Special Motion. 35. MOTION TO LIFT FROM THE TABLE (1) A Tabled item shall be brought back with all of the Motions related to it, exactly as it was when laid on the table. (2) An item tabled to a set date shall be added to the agenda at the date without the requirement to lift from the table. 36. MOTION TO RECONSIDER (1) Once a motion is voted on by either Council, Council Committee, Commission, Board or other body established by Council, that same Motion, regardless of whether it was “carried” or “defeated”, cannot be reconsidered by Council unless: a. Six months has passed since the date that the Motion was “carried unanimously”, “carried” or “defeated”; or b. A Motion to Reconsider is carried. (2) After a Motion has been voted upon, at any time during the remainder of the current meeting or during the next regular meeting, any Member of Council who voted with the prevailing side may make a Motion to Reconsider and shall state the reason for making a Motion to Reconsider. (3) Debate on the Motion to Reconsider must be confined to reasons for or against reconsideration. (4) If a Motion to Reconsider is carried, the question on which the vote is to be reconsidered become the next order of business. (5) Reconsideration of the question shall be open to debate, voted upon and shall require the votes of a majority of the Members of Council present to carry it. (6) A Motion that has been approved for reconsideration and passes automatically suspends the previous Motion. 37. NOTICE OF MOTION (1) A Member wishing to introduce a new matter for consideration, shall submit the Motion in writing to the CAO the Wednesday at 4:00 p.m. prior to the Council meeting at which the member wishes to introduce his/her Notice of Motion. (2) All Notices of Motion received at a Meeting shall; a. Be added to the Agenda of the next Meeting; and b. Include an administration report in response to the proposed Motion.

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A Notice of Motion must give sufficient detail so that the subject of the Motion and any proposed Motion can be determined and it must state the date of the Meeting at which the Motion shall be made.

(3) A Notice of Motion cannot be made at a Special Council Meeting. 38. MOTION TO MOVE IN CAMERA INTO CLOSED SESSION (1) A Member may make a Motion to move In Camera into closed session which must: a. be in accordance with the Freedom of Information and Protection of Privacy Act; b. Include the subject of the matters to be discussed. 39. VOTING ON MOTIONS (1) Unless otherwise specified in this Bylaw, a Motion shall be carried when a simple majority of the Members present at a Meeting vote in favour of a Motion. (2) If there is an equal number of votes for or against a Motion or Bylaw, the Motion or Bylaw is defeated. (3) Each Member present at a Meeting shall vote on every Motion unless the Member is required or permitted to abstain from voting by the Municipal Government Act or other legislation. (4) Each Member shall vote by the raising of the hand. (5) After a Motion has been put to a vote by the Chair, no Member shall speak to the question, nor shall any other Motion be made until after the results of the vote have been declared.

PART SIX‐ PUBLIC HEARINGS 40. ADVERTISING OF PUBLIC HEARINGS (1) The advertised Notice of the Public Hearing must be published at least once a week for 2 consecutive weeks in the local newspaper to which the proposed Bylaw, Motion relates, or in which the meeting or hearing is to be held. (2) The deadline for Written Submissions to be included in the Public Hearing Agenda Package shall be included in the advertised notice. 41. WRITTEN SUBMISSIONS (1) Written Submissions received in response to the Notice of Public Hearing shall become a public record, and shall be made available to the public and will be included in the Public Hearing Agenda Package. (2) Written Submissions submitted after the advertised deadline will not be accepted.

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Written Submissions that contain personal attacks or have a derogatory tone shall not be included in the Public Hearing Agenda Package.

(3) Individuals who have submitted a letter may only address Council at the Public Hearing on new information not contained in the letter. 42. COMMENCEMENT OF PUBLIC HEARINGS (1) Public Hearings shall be held during regular or special Council Meetings. (2) Council shall hold a public hearing when the MGA or other enactment requires Council to hold a public hearing on a proposed Bylaw or, a Motion or, any other matter at the direction of Council. (3) Public Hearings shall be held prior to second reading of the proposed bylaw or before Council votes on a Motion. (4) Council shall by Motion set a time, date and location of a public hearing. 43. PUBLIC HEARING AGENDA PACKAGE (1) The Public Hearing Agenda Package will be provided at the Public Hearing. 44. PRESENTING TO COUNCIL (1) Persons interested in speaking at a Public Hearing should register their name on the appropriate Speakers List (Group or Individual and either in support or in opposition) located in County reception area prior to the Public Hearing. (2) Persons addressing Council regarding the proposed Bylaw or Motion shall state: a. their name and legal or municipal address, a person who does not identify him/herself will not be given the opportunity to speak; b. an indication as to whether they are speaking on their own behalf or for another person ror fo a group; c. an indication as to whether they are speaking in support of or in opposition to the proposed Bylaw or Motion; d. how they are affected by the proposed Bylaw or Motion; and e. address the Chair when responding to questions or providing information. (3) A person may authorize another individual to speak on their behalf if: a. such authorization is in writing. (4) An individual may only speak once on an item. (5) Presentations by the applicant and the public may be made verbally, in writing or visually.

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(6) Any person who would like to present using an electronic presentation will bring their USB flashdrive to the presenter desk, where a staff member will open the file at the presenter laptop. (7) The use of maps, videos, Power Point presentations and written presentations shall be collected by the Recording Secretary to be included in the Corporate Records for the meeting and may be made available to the public upon request. 45. PUBLIC HEARING PROCESS (1) The Chair shall call for a Motion to go into Public Hearing. (2) The Chair shall remind everyone who is wanting to speak as a group or an individual and either in support or in opposition of the Bylaw or Motion to register their name on the appropriate speakers list. (3) The Chair shall announce that the Public Hearing may be recorded by administration to assist in the preparation of minutes and once the Public Hearing minutes are approved, the applicable recording will be destroyed. (4) The use of audio and video recording devices and camera’s by the press or the public is prohibited. (5) The Chair shall outline the Public Hearing procedures. (6) The Chair shall call upon Administration to: a. confirm the Public Hearing has been advertised in accordance with applicable legislation; b. present an overview and summary regarding the Motion, Bylaw or matter to be dealt with. (7) The Chair shall call upon the Applicant to present. a. The applicant shall state their name and present their application within a time period of 20 minutes, unless there is consent by the majority of Council to extend the allotted time. b. The Chair shall allow questions of clarification from Members to the applicant. (8) The Chair shall open the floor to presentations from the public. Individual speakers may speak for a maximum of 5 minutes. A spokesperson speaking on behalf of a group petition or group may speak for a maximum of 10 minutes. The Chair shall allow questions of clarification from Members to the individuals speaking to the proposed Bylaw or Motion. a. The Chair shall open the floor to presentations In favour of the proposed Bylaw, Motion or matter to be dealt with from the public in the following order:

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i The Chair will ask Administration to come forward and read the written submissions that are in favour of the proposed Bylaw, Motion or matter to be dealt with that were submitted before the advertised deadline into the record. ii The Chair shall call the names in order as they appear on the individual speakers list in favour of the proposed Bylaw, Motion or matter to be dealt with to come forward one at a time. iii The Chair shall call the names in order as they appear on the group speakers list in favour of the proposed Bylaw, Motion or matter to be dealt with to come forward one at a time. b. The Chair shall open the floor to presentations in opposition to the proposed Bylaw, Motion or matter to be dealt with from the public in the following order: i The Chair will ask Administration to come forward and read the written submissions that are opposed to the proposed Bylaw, Motion or matter to be dealt with that were submitted before the advertised deadline into the record. ii The Chair shall call the names in order as they appear on the individual speakers list opposed to the proposed Bylaw, Motion or matter to be dealt with to come forward one at a time. iii The Chair shall call the names in order as they appear on the group speakers list opposed to the proposed Bylaw, Motion or matter to be dealt to come forward one at a time. (9) After hearing from those persons on the Speaker’s List in support or in opposition, the Chair shall ask if anyone else present wishes to speak in support or in opposition to the proposed Bylaw or Motion. (10) The Chair shall invite the applicant for any rebuttal to the points raised by those who spoke in favour or in opposition to the application. The rebuttal period shall last no longer than 10 minutes unless there is consent by the majority of Council to extend the allotted time. (11) The Chair shall allow questions for clarification from Members to the applicant. (12) The Chair shall declare the Public Hearing closed. (13) Once the Public Hearing is adjourned, the Chair shall advise that no further information on the matter shall be received by Council. (14) If a Public Hearing is postponed or recessed, Council shall not receive any additional submissions in relation to the subject matter until it reconvenes the Public Hearing.

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(15) Statutory Public Hearings must be closed before Council votes on the Bylaw. (16) After the Public Hearing is closed, Council may debate the proposed Bylaw or Motion and may do one of the following: a. amend the Bylaw or Motion; b. pass the Bylaw or Motion; or c. defeat the Bylaw or Motion.

(17) Members who are absent for the whole Public Hearing must abstain from voting on the matter. (18) Members who are absent for a part of the Public Hearing may abstain from voting on the matter. 46. RECORD OF NAMES AT A PUBLIC HEARING (1) The Meeting Minutes shall record the names of all persons who: a. spoke for or against; and b. provided written submission in response to the Notice of Public Hearing for or against the proposed bylaw.

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PART SEVEN‐ BYLAWS 47. BASIC REQUIREMENTS (1) All proposed bylaws shall: a. have a Bylaw number assigned by the CAO or designate; b. have a concise title indicating the purpose of the Bylaw; c. be presented in its entirety to all Councillors present at the Meeting prior to any Motion for first reading; d. have three (3) separate distinct readings; e. be presented in its entirety including any amendments, passed after first reading to all Councillors present at the Meeting prior to any Motion for third reading; and f. not be given more than two (2) readings at one (1) meeting, unless the Councillors present at the Meeting unanimously agree to a Motion authorizing third reading. 48. INTRODUCING A BYLAW (1) Council shall hear an introduction to the proposed bylaw or Motion from Administration prior to first reading. (2) After first reading has been given, any Member may move the bylaw be read a second time. (3) When a bylaw is subject to a Statutory Public Hearing, the Public Hearing shall be held prior to second reading. 49. AMENDMENTS TO BYLAWS (1) Any amendments to the bylaw that are carried prior to the vote on third reading shall be considered to have been given first and second reading and shall be incorporated in the proposed bylaw. (2) Once a bylaw has been passed, it may only be amended or repealed by another bylaw made in the same way as the original bylaw, unless another method is specifically authorized by this Bylaw or another enactment. 50. DEFEATED BYLAWS (1) If a bylaw is defeated on third reading the previous readings shall be rescinded. (2) A bylaw shall be rescinded if the bylaw does not receive third reading within two years from the date of the first reading. 51. EFFECTIVE DATE (1) A bylaw is effective from the date of third reading unless the bylaw or any applicable statue provides for another effective date.

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52. BYLAWS SIGNED AND SEALED (1) The Chief Elected Official and the CAO or designate shall sign and seal the bylaw as soon as reasonably possible after third reading.

PART EIGHT‐ CONDUCT IN MEETINGS 53. PUBLIC CONDUCT (1) The members of the public during a Meeting shall: a. not approach or speak to Council or Committee without permission of the Chair; b. maintain order and quiet; and c. not interrupt a speech or action of Council, Committee or another person addressing the Members. (2) The Chair may order a member of the public who creates a disturbance or acts improperly to be expelled from the Meeting. 54. MEMBER CONDUCT (1) During a Meeting, Members shall not: a. speak disrespectfully, use offensive words, or un‐parliamentary language; b. address Members without permission; c. break the rules of Council or Committee or disturb the proceedings d. leave their seat or make any noise or disturbance while a vote is being taken or the result declared; or e. disobey the decision of the Chair on any question or order, practice or interruption. 55. BREACH OF CONDUCT (1) A Member who persist in a breach of subsection 49 (1), the Chair may request that the Deputy Reeve or in the case of a Committee, the Vice Chair, to move a Motion to remove the unruly Member from either the balance of the meeting or until a time stated in the Motion. (2) If the Motion passes, the Chair shall direct the Member to leave the Meeting. (3) Where the Chair has directed a Member to leave the Meeting and the Member makes a satisfactory explanation and apology, the Members may, by Motion, allow the offending Member to remain in or return to the Meeting.

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56. CHALLENGE TO THE RULING OF THE CHAIR (1) Any member may challenge the decision of the Chair on a Point of Order or Privilege and if the decision of the Chair is challenged, the Chair shall briefly state the reason for the Chair’s decision and then put the question to Council or Committee “Is the ruling of the Chair upheld?” (2) Council or Committee shall decide the challenge without debate by voting and the decision of Council or Committee is final.

PART NINE‐ TRANSITION 57. SEVERABILITY (1) If a portion of the Bylaw is found by a court of competent jurisdiction to be invalid, the invalid portion will be voided, and the rest of the Bylaw remains valid and effective. 58. EFFECTIVE DATE (1) This Bylaw comes into effect upon third reading of this Bylaw. 59. BYLAW REPEAL (1) Bylaw No. 1768 is hereby repealed.

READ a first time on this Xth day of X, 2019. READ a second time on this Xth day of X, 2019. UNANIMOUS permission for third reading given in Council on the Xth day of X, 2019. READ a third time and final time of this Xth day of X, 2019.

Reeve Interim Chief Administrative Officer Jerry Wittstock Peter Tarnawsky

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Contents PART ONE – INTRODUCTION ...... 1 1. TITLE ...... 1 2. DEFINITIONS ...... 1 PART TWO – ROLES ...... 4 3. REEVE ...... 4 4. DEPUTY REEVE ...... 4 PART THREE‐COUNCIL & COMMITTEE MEETINGS ...... 5 5. QUORUM ...... 5 6. REGULAR MEETINGS OF COUNCIL ...... 5 7. CANCELLATION OF MEETINGS ...... 6 8. SPECIAL MEETINGS ...... 6 9. ORGANIZATIONAL MEETINGS ...... 6 10. COMMITTEE OF THE WHOLE MEETINGS ...... 8 11. DELEGATIONS AT COUNCIL MEETINGS ...... 9 12. IN‐CAMERA SESSIONS CLOSED SESSION ...... 10 13. MEETING THROUGH ELECTRONIC COMMUNICATIONS ...... 10 14. RECORDING, BROADCASTING AND/OR STREAMING COUNCIL /SPECIAL/ORGANIZATIONAL MEETINGS ...... 12 PART FOUR‐ AGENDA ...... 13 15. AGENDA PREPARATION & DISBURSEMENT ...... 13 16. ORDER OF BUSINESS ...... 13 17. ADDITIONS OR DELETIONS ...... 13 19. MINUTES ...... 14 20. ADJOURNMENT ...... 14 21. ADJOURNMENT TIME ...... 14 22. PROCEEDINGS ...... 14 PART FIVE – MOTIONS ...... 16 23. GENERAL PROVISION OF MOTIONS ...... 16 24. DEBATE OF MOTIONS ...... 17 25. CLOSING DEBATE ...... 17

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26. MOTION TO AMEND ...... 17 27. SPLITTING MOTIONS ...... 18 28. WITHDRAWAL OF A MOTION ...... 18 29. MOTION TO RECESS ...... 18 30. MOTION TO ADJOURN ...... 18 31. MOTION TO REFER ...... 18 32. MOTION TO RECEIVE FOR INFORMATION ...... 18 33. MOTION ARISING ...... 18 34. MOTION TO TABLE ...... 18 35. MOTION TO LIFT FROM THE TABLE ...... 19 36. MOTION TO RECONSIDER ...... 19 37. NOTICE OF MOTION ...... 19 38. MOTION TO MOVE IN CAMERA INTO CLOSED SESSION ...... 20 39. VOTING ON MOTIONS ...... 20 PART SIX‐ PUBLIC HEARINGS ...... 20 40. ADVERTISING OF PUBLIC HEARINGS ...... 20 41. WRITTEN SUBMISSIONS ...... 20 42. COMMENCEMENT OF PUBLIC HEARINGS ...... 21 43. PUBLIC HEARING AGENDA PACKAGE ...... 21 44. PRESENTING TO COUNCIL ...... 21 45. PUBLIC HEARING PROCESS...... 22 46. RECORD OF NAMES AT A PUBLIC HEARING ...... 24 PART SEVEN‐ BYLAWS ...... 26 47. BASIC REQUIREMENTS ...... 26 48. INTRODUCING A BYLAW ...... 26 49. AMENDMENTS TO BYLAWS ...... 26 50. DEFEATED BYLAWS ...... 26 51. EFFECTIVE DATE ...... 26 52. BYLAWS SIGNED AND SEALED...... 27 PART EIGHT‐ CONDUCT IN MEETINGS ...... 27 53. PUBLIC CONDUCT ...... 27 54. MEMBER CONDUCT ...... 27

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55. BREACH OF CONDUCT ...... 27 56. CHALLENGE TO THE RULING OF THE CHAIR ...... 28 PART NINE‐ TRANSITION ...... 28 57. SEVERABILITY ...... 28 58. EFFECTIVE DATE ...... 28 59. BYLAW REPEAL ...... 28

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3.5 Discretionary Bylaws Please note: Discretionary bylaws are not required in the MGA. The following section includes a random selection of optional bylaws to review that their contents are in compliance with the MGA. 1. Procedural Bylaw

LEGISLATIVE REQUIREMENTS: MGA 145

1. Does the municipality have a procedural bylaw?

COMMENTS/OBSERVATIONS: Part 3, section 7(1) of the county bylaw allows for the cancellation of a meeting by written consent of a majority of council members provided at least 24 hours in advance of the regular meeting, or by either oral or written consent within 24 hours of the regular meeting by 2/3 of council.

Part 3, section 12 refers to “closed” sessions as “in-camera” sessions.

Part 4, Section 21(8), of the bylaw pertains to recorded votes and states that, “If the vote is not unanimous the names of the members present shall be recorded in the minutes and whether each voted for or against the motion or abstained.” The names of each member present, and whether they vote for or against or abstained, must be included in the minutes in accordance with section 185(2) of the MGA regardless of whether or not the motion was passed unanimously.

MEETS LEGISLATIVE REQUIREMENTS: No

RECOMMENDATIONS/ACTION ITEMS: A cancellation of a regular scheduled meeting must be made by resolution of council. Any councillors who were not present at the meeting in which this resolution was passed must be notified at least 24 hours prior to the cancelled meeting. References to "in-camera" should be updated to reflect the new "closed session" terminology in the MGA. The names of each member present, and whether they vote for or against, must be included in the minutes in accordance with section 185(2) of the MGA regardless of whether or not the resolution was passed unanimously.

RESOURCES: Municipal Affairs Advisors are available to provide general support by calling toll-free 310-0000 and then 780-427-2225.

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91 2019.02.12 REQUEST FOR DECISION Agenda Item #

8.4

SUBJECT: Town of Trochu & Kneehill County Negotiation Protocol Agreement Ratification MEETING DATE: 2019-02-12

PRESENTED BY: Peter Tarnawsky, Interim CAO

BACKGROUND/ The Town of Trochu and Kneehill County have mutually agreed to work PROPOSAL together to create a Intermunicipal Collaboration Framework Agreement that meets the interests of both Kneehill County and the Town of Trochu

DISCUSSION/ Councils of Trochu and Kneehill County input into the Negotiating Protocols at OPTIONS/ the December 19 – 20, 2018 session. Attached is the Negotiation Protocol BENEFITS/ Agreement signed by all members of the Kneehill County and Town of Trochu DISADVANTAGES: Negotiating Committee on January 17, 2019. The next step is for Kneehill County Council to pass a resolution ratifying the agreement. The Town of Trochu will do the same at their next Council meeting.

LINK TO STRATEGIC PLAN: Think, Act Regionally

ATTACHMENTS: Town of Trochu and Kneehill County Negotiation Protocol Agreement RECOMMENDED ACTION: That Council approve the attached agreement. 1. That Council approve the agreement as presented. COUNCIL OPTIONS: 2. That Council recommend ammendments back to Negotiating Committee

That Council approve the Town of Trochu and Kneehill County Negotiation MOTION: Protocol agreement as presented.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

Document Last Updated February 27, 2018 92 2019.02.12 93 2019.02.12 94 2019.02.12 95 2019.02.12 96 2019.02.12 97 2019.02.12 98 2019.02.12

REQUEST FOR DECISION Agenda Item #

8.5

SUBJECT: Kneehill County/ Town of Trochu Mediation & Cooperative Processes Grants MEETING DATE: 2019-02-12

PRESENTED BY: Peter Tarnawsky, Interim CAO

The Town of Trochu and Kneehill County jointly applied for an Alberta BACKGROUND/ Community Partnerships Grant to help fund mediated efforts toward PROPOSAL concluding an Intermunicipal Collaboration Framework Agreement as per motion #18/19 on January 15, 2019. Council moved to support a joint application with the Town of Trochu for an Alberta Community Partnerships (ACP) grant to fund mediated efforts toward concluding an ICF Agreement, with the Town of Trochu being the managing partner of the grant. Administration received a letter from Alberta Municipal Affairs informing DISCUSSION/ Kneehill County and the Town of Trochu that they have been approved for the OPTIONS/ following grants under the condition that the Town of Trochu and Kneehill BENEFITS/ County match the funds: DISADVANTAGES: Grant Province Portion Kneehill Portion Trochu Portion Collaborative Up to $22,500 $11,250 $11,250 Process- Protocol Development Collaborative Up to $50,000 $25,000 $25,000 Process- ICF Negotiation

COSTS/SOURCE OF Funding Source - 2019 Transfers to Organizations GL Code (97-27700) FUNDING: ☒ Directive Decision (Information Sharing-One way communication) ENGAGEMENT: Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification

LINK TO STRATEGIC PLAN: Think, Act Regionally

ATTACHMENTS: Alberta Municipal Affairs ACP Grant Applications (2) Alberta Municipal Affairs Grant Approval Letters (2)

Document Last Updated February 27, 2018 99 2019.02.12

That Council approve up to $36,250.00 to be funded out of the 2019 Operating RECOMMENDED ACTION: Budget to enable Kneehill County to utilize the matching funds provided by the Province.

COUNCIL OPTIONS: 1. Council Approve up to $36,250 in matching funds 2. Council receive for information.

MOTION: That Council approve up to $36,250.00 to be funded out of the 2019 Operating Budget to enable Kneehill County to utilize the matching funds provided by the Province to help fund mediated efforts with the Town of Trochu.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 8.5 2 | Page 100 2019.02.12 101 2019.02.12 102 2019.02.12 103 2019.02.12 104 2019.02.12 105 2019.02.12 106 2019.02.12 107 2019.02.12 108 2019.02.12 109 2019.02.12 110 2019.02.12 111 2019.02.12 112 2019.02.12 REQUEST FOR DECISION Agenda Item #

8.6

SUBJECT: Royal Canadian Legion Military Service Recognition Book

2019-02-12 MEETING DATE:

Peter Tarnawsky, Interim CAO PRESENTED BY:

BACKGROUND/ A request was made from the Alberta/Northwest Territory Command of the PROPOSAL Royal Canadian Legion for Kneehill County to assist with their Annual Military Service Recognition Book with an Advertisement/Support Message.

DISCUSSION/ Council has provided support every year since 2008, through the purchase of OPTIONS/ a business card size advertisement/support message. Kneehill County paid BENEFITS/ $285.00 last year for a 1/10 page business card advertisement. DISADVANTAGES:

COSTS/SOURCE OF Cost ranges this year are from $285 (Business Card size) to $2,410.00 for full FUNDING: color outside page) Source of Funding: 97-000-00-27740 Rec Community Arts Culture, Policy #15-7 ENGAGEMENT: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification

LINK TO STRATEGIC PLAN: N/A

ATTACHMENTS: Letter of Request & Rate Sheet Policy #15-7, Recreation, Community, Arts and Culture

RECOMMENDED ACTION: That Council provides support to the Royal Canadian Legion by purchasing a 1/10 page business card advertisement in the 2018 Military Service Recognition Book.

COUNCIL OPTIONS: 1. That Council provide support to the Royal Canadian Legion, Military Service Recognition Book, with the purchase of a business card size advertisement. 2. That Council provide support in a different amount. 3. That Council receive for information.

Document Last Updated April 15, 2014 113 2019.02.12 MOTION: That Council provide support to the Annual Alberta/Northwest Territory Royal Canadian Legion “Military Service Recognition Book” with the purchase of a business card size advertisement at a cost of $285.00 with funds to come from G/L 97-000-00-27740.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 8.6 2 | Page 114 2019.02.12 Alberta-Northwest Territories Command The Royal Canadian Legion “Military Service Recognition Book”

Dear Sir/Madam:

Thank you for your interest in the Alberta-Northwest Territories Command of The Royal Canadian Legion, representing Veterans in Alberta and the NWT. Please accept this written request for your support, as per our recent telephone conversation.

The Alberta-NWT Command is very proud to be printing another 10,000 copies of our annual “Military Service Recognition Book” that helps recognize and honour many of our brave Veterans who served our Country so well during times of great conflict. This annual publication goes a long way to help the Legion in our job as the “Keepers of Remembrance”, so that none of us forget the selfless contributions made by our Veterans.

We would like to have your organization’s support for this Remembrance project by sponsoring an advertisement space in our “Military Service Recognition Book.” Proceeds raised from this important project will allow us to fund the printing of this unique publication and also help our Command to improve our services to Veterans and the more than 170 communities that we serve throughout Alberta and the NWT. The Legion is recognized as one of Canada’s largest “Community Service” organizations and we are an integral part of all the communities we serve. This project ensures the Legion’s continued success in providing very worthwhile services.

Enclosed, please find a rate sheet for your review. Whatever you are able to contribute to this worthwhile endeavor would be greatly appreciated. For further information please contact the Alberta-NWT Command Campaign Office toll free at 1-888-404-1877.

Thank you for your consideration and or support.

Sincerely,

Chris Strong President

115 2019.02.12 Alberta-Northwest Territory Command The Royal Canadian Legion “Military Service Recognition Book” Advertising Prices Ad Size Cost GST Total Full Colour Outside Back Cover $2,295.24 + $114.76 = $2,410.00 Inside Front/Back Cover (Full Colour) $1,995.24 + $99.76 = $2,095.00 Full Colour 2 Page Spread $3,190.48 + $159.52 = $3,350.00 Full Page (Full Colour) $1,595.24 + $79.76 = $1,675.00 Full Page $1,195.24 + $59.76 = $1,255.00 ½ Page (Full Colour) $895.24 + $44.76 = $940.00 ½ Page $695.24 + $34.76 = $730.00 ¼ Page (Full Colour) $542.86 + $27.14 = $570.00 ¼ Page $442.86 + $22.14 = $465.00 1/10 Page (Full Colour) $323.81 + $16.19 = $340.00 1/10 Page (Business Card) $271.43 + $13.57 = $285.00 G.S.T. Registration # R12 397 0410

All typesetting and layout charges are included in the above prices.

A complimentary copy of this year’s publication will be received by all advertisers purchasing space of 1/10 page and up, along with a Certificate of Appreciation from the Alberta-NWT Command.

PLEASE MAKE CHEQUE PAYABLE TO: Alberta-NWT Command The Royal Canadian Legion (AB-NWT RCL) (Campaign Office) P O Box 2275 Calgary, AB T2D 2M6

116 2019.02.12 Visa/Mastercard Accepted adcopy can be emailed to: [email protected] REQUEST FOR DECISION Agenda Item #

8.7

SUBJECT: Ag for Life Request

2019-02-12 MEETING DATE:

PRESENTED BY: Peter Tarnawsky, Interim CAO

BACKGROUND/ A letter was received from Ag for Life requesting Kneehill County to invest in PROPOSAL their Bumper Sticker campaign.

DISCUSSION/ Ag for Life’s Rural Safety Unit helps to educate, encourage and promote OPTIONS/ safety on the farm, ranch and rural areas with long-term goal of reducing the BENEFITS/ number of injuries and fatalities. DISADVANTAGES: Kneehill County is planning on having Ag for Life attend our Country Market (August 17, 2019) as an education/activity component for Alberta Open Farm days. Staff report hearing very positive things from other Fieldmen who have had their trailer out or had them speak at their events.

This program is seen as one more way to help educate people about agriculture and safety. Ag for Life promotes both the educational aspects and safety in regards to the agriculture industry across all ages and groups. We also currently sponsor the Farm Safety Centre who focus strictly on educating school age kids in the classroom for $3,000/yr. (up from $1500 last year)

The request is for $1,500 with no other option for donation. COSTS/SOURCE OF Source of Funding: 97-000-00-27740 Rec Community Arts Culture, FUNDING: Policy #15-7.

☒ Directive Decision (Information Sharing-One way communication) ENGAGEMENT: Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☐ Public Notification

LINK TO STRATEGIC PLAN: N/A

ATTACHMENTS: Ag for Life Letter Policy #15-7

RECOMMENDED ACTION: That Council donate $1,500 dollars

Document Last Updated April 15, 2014 117 2019.02.12 COUNCIL OPTIONS: 1. That Council donate $1,500 2. That Council receive for Information.

MOTION: That Council donate $1,500 to the Ag for Life Bumper Sticker Campaign to help support the Ag for Life’s Rural Safety Unit with funds to come from G/L 97-000-00-27740.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 8.7 2 | Page 118 2019.02.12 119 2019.02.12 120 2019.02.12 REQUEST FOR DECISION Agenda Item #

8.8

SUBJECT: Kneehill Area Community Discovery Nights 2019

MEETING DATE: 2019-02-12

PRESENTED BY: Peter Tarnawsky, Interim CAO

BACKGROUND/ An invitation has been received from FCSS to attend the Kneehill Area PROPOSAL Community Discovery Nights 2019.

Staff (Community Peace Officers) will participate as an exhibitor. In the past members of Council have taken advantage of this opportunity to engage with the community.

Past practice has been for Council to authorize Councillors to attend.

DISCUSSION/ Scheduled dates are: OPTIONS/ BENEFITS/ Carbon Tuesday March 5, 2019 5:30p.m.- Carbon DISADVANTAGES: 7:00 p.m. Community Hall Acme Tuesday March 12, 2019 6:30 p.m.- Acme Community 8:00 p.m. Hall Linden Thursday March 7, 2019 6:30 p.m.- Linden Cultural 8:00 p.m. Centre

COSTS/SOURCE OF N/A FUNDING:

ENGAGEMENT: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☒ Public Notification

ATTACHMENTS: Invitation letter from Kneehill Regional FCSS

RECOMMENDED ACTION: That Council authorize the attendance of Councillors at the Kneehill Area Community Discovery Nights and to advise Administration who will be attending each event.

Document Last Updated August 15/13 121 2019.02.12 COUNCIL OPTIONS: 1. That Council approve the attendance of Councillors to the Discovery Nights. 2. That Council does not approve attendance to the Discovery Nights.

MOTION: That Council authorize the attendance of Councillors wishing to attend the Kneehill Area Community Discovery Nights 2019.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 8.8 2 | Page 122 2019.02.12

January 23, 2019

RE: Kneehill Area Community Discovery Nights 2019

Please join us at this year’s Carbon, Linden and Acme Community Discovery Nights scheduled for March. Your organization’s involvement will help us assist our community residents by providing them with information about resources and programs available to them. We ask that you prepare a display and provide personnel to staff your booth, as it will be advertised that resource people will be available for information. A table will be provided for you. Please specify additional needs at the time of registration (power, table location request). The doors will be open 30 minutes in advance for you to set up your display. Listed below are the details for each evening:

Location: Carbon Community Hall (718 Glengarry St.) Tuesday, March 5, 2019 5:30 – 7:00 pm

Linden Cultural Center (215 1st St. SE) Thursday, March 7, 2019 6:30 – 8:00 pm

Acme Community Hall (139 Allison St.) Tuesday, March 12, 2019 6:30 – 8:00 pm

Participants: All ages of community members

RSVP deadline: Friday, February 22nd at 4:00 pm

You must RSVP for a table. To register, please contact Angie Stewart at 403-443-3800 or [email protected].

Sincerely,

Angie Stewart Kneehill Regional FCSS Program Assistant

779 2nd St NE, Box 400 Three Hills, AB T0M 2A0 Tel: (403) 443-3800 Email: [email protected]

123 2019.02.12

REQUEST FOR DECISION Agenda Item #

8.9

SUBJECT: 75th Anniversary Initiative

MEETING DATE: 2019-02-12

PRESENTED BY: Debra Grosfield, Communications Officer & Manager of Protective Services BACKGROUND/ Kneehill County was incorporated in 1944 as a municipal corporation, making PROPOSAL 2019 our 75th milestone anniversary year. DISCUSSION/ Administration is presenting to Council the 75th Anniversary Initiative for OPTIONS/ Council’s consideration. BENEFITS/ DISADVANTAGES: COSTS/SOURCE OF 2019 Operating Budget includes: FUNDING: Anniversary Event $20,000 Council budget for engagement $9,920 Communications budget for engagement $10,500 Branding and Logo change budget $104,000 Highway signage budget $234,000 ENGAGEMENT: ☒ Directive Decision (Information Sharing-One way communication) Goal: To educate and inform citizens Tools: ☐ Individual Notification or ☒ Public Notification

LINK TO STRATEGIC PLAN: Citizen communication and celebrating successes

ATTACHMENTS: 75th Anniversary Initiative Timeline linked to Initiative RECOMMENDED ACTION: That Council receives for information and endorses the initiative.

COUNCIL OPTIONS: 1. Council endorses the 75th Anniversary Initiative as presented. 2. Council makes changes to the initiative. 3. Council directs administration to research more options.

MOTION: Council moves to endorse the 75th Anniversary Initiative as presented.

Prepared By: Debra Grosfield Approved By: Peter Tarnawsky Approved By: Peter Tarnawsky Communications Officer Chief Administrative Officer Chief Administrative Officer

Document Last Updated February 27, 2018 124 2019.02.12

Name of Initiative: 75th Anniversary Department Priority Ranking: 1

Department Responsible: Organizational Impact Management Team Priority Ranking: 1

Expenditure: Operating, various Initiative Start: February 2019

Initiative End: December 2019

Executive Summary: Kneehill County is celebrating 75 years of success in 2019. The Municipal District of Kneehill #278 first became a reality on January 1, 1944 when the provincial government ordered the dissolution of four smaller districts combining them into one larger unit. The four areas were: MD of Carbon est. 1912, MD of Norquay (in Acme) est. 1918, MD of Ghost Pine (in Trochu) est. 1912, MD of Stauffer est. 1918 (in Sunnyslope, then moved to Three Hills in 1939). At this time, name changed to MD of Kneehill #48. The first Reeve was Mr. Hugh Parry, & Deputy Reeve Mr. Matthew Schmaltz. The Village of Torrington dissolved into the MD of Kneehill No. 48 in December 1997. Shortly after, on February 4, 1998 the official name changed to Kneehill County. Over the years, significant projects have highlighted milestone anniversaries. In 1994, Township and Range Road signs were erected on all County roads to commemorate 50th. In 2004, signs were installed on major entrances into the municipality to commemorate 60th. The Agricultural Services Board was established in 1945, and remains a strong part of the decisions of Council.

Organization Need: An opportunity to positively engage our community with the sharing of success stories and celebrating our community.

Organization Outcome: The desired outcome of this initiative is to create awareness of this milestone, and to energize our municipality in a positive light with our residents. This initiative will provide opportunities for Councillors to connect with citizens and community.

Measures of Success: The success of this initiative is in building community positivity and educating the public on what local government contributes to in our everyday lives. The new brand launch will also kick off an economic development foundation.

Drivers for Change: 1944-2019 marks 75 years for Kneehill County. More of a Driver for Opportunity.

Related Strategic Goal: Council can easily link this initiative to sustainable communities, positive communication and engagement, and celebrating success of Kneehill County. This initiative embraces Council’s values stated in the Strategic Plan 2015-2018: Rural Way of Quality Life, Sustainability and Safe Community with Social Cohesion and Opportunities.

Constraints: Time is one of our constraints. We have tentatively scheduled the Major Event for Friday, September 13, 2019, and have many opportunities for connection and education throughout the year. Financial constraints on the amount of ideas and how elaborate we could make the event. Resources constraints on staff time in organizing the event and small community building events.

Dependencies: Kneehill County Council and staff will be able to contribute the bulk of resources required to this initiative, however to build community engagement, we will be relying on our residents, community volunteers, museums and community organizations to provide input and help us market this initiative.

125 2019.02.12 Impact if Approved: Already approved through budget policy: Opportunity to build positive community relations.

Impact if Not Approved: 2019 is upon us. A missed opportunity.

Alternatives: Build the initiative within the constraints of time, finance and resources.

Initiative Costs: Anniversary Event $20,000

Council budget for engagement $9,920

Communications budget for engagement $10,500

Branding & Logo change budget $104,000

Highway signage budget $234,000

Departmental Effort (man hours): Unknown, but many.

GL Distribution: Various GL accounts.

126 2019.02.12    

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127 2019.02.12

REQUEST FOR DECISION Agenda Item #

8.10

SUBJECT: Municipal Planning Commission (MPC) Member at Large

MEETING DATE: 2019-02-12

PRESENTED BY: Peter Tarnawsky, Interim CAO

BACKGROUND/ At the October 23, 2018 Organizational Meeting, Council approved a PROPOSAL resolution to direct administration to advertise for a second Member at Large for MPC.

DISCUSSION/ To date, we have received two applications for this position. In order to OPTIONS/ protect the personal information in the applications, and to only identify the BENEFITS/ successful applicant, the applications will be provided in the confidential DISADVANTAGES: “Closed Session” Agenda Package.

Should Council wish to debate the applicants it is recommended that this occur in Closed Session, however, the motion to appoint the member must be done in an open session.

COSTS/SOURCE OF 2019 Operating Budget FUNDING: ☒ Directive Decision (Information Sharing-One way communication) ENGAGEMENT: Goal: To educate and inform citizens Tools: ☒ Individual Notification or ☒ Public Notification

LINK TO STRATEGIC PLAN: Community Engagement

ATTACHMENTS: Applications provided in the Closed Session Package.

RECOMMENDED ACTION: That Council appoint a member to the Municipal Planning Commission.

COUNCIL OPTIONS: That Council appoint a member to the Municipal Planning Commission. That Council continues advertising for this position. That Council not appoint a second Member at Large for MPC and directs Administration to discontinue advertising.

Document Last Updated February 27, 2018 128 2019.02.12

MOTION: Closed Session to Debate the Application: That Council convene in closed session to discuss personnel matters pursuant to Section 17 of the Freedom of Information and Protection of Privacy Act, at TIME.

That Council return to open meeting at TIME.

Motion to be made in Open Session: That Council appoints ______to the Municipal Planning Commission effective until the October 22, 2019 Organizational Meeting.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

REQUEST FOR DECISION Agenda Item # 8.10 2 | Page 129 2019.02.12 Reconsideration to Motion 8/19 from January 8, 2019 Third Reading to Bylaw 1781- Master Rates

Meeting Date: February 12, 2019

Motion 1: Councillor X moved that Council reconsider motion #8/19, third reading to Master Rates Bylaw #1781 that being a bylaw to establish rates, fees, and charges for various goods, licenses, permits and services.

Motion 2: Councillor X moved that Bylaw #1781 be amended to reflect Bulk Water Rates at $X /cubic meter for less than 50 cubic meters monthly and $Y /cubic meter for 50+ cubic meters monthly.

Motion 3: Councillor X moved to give third reading as amended to Master Rates Bylaw #1781 that being a bylaw to establish rates, fees, and charges for various goods, licenses, permits and services.

Motion 4: Councillor X moved to direct Administration to communicate changes to the Bulk Water Rates to the public.

130 2019.02.12 Background Information

If a member of Council wants to reconsider a motion it needs to be made by a person who voted on the prevailing side and they must provide the reason for making a “Motion to Reconsider”. (Section 35 (2) Bylaw 1768, Procedural Bylaw)

The motion to reconsider should be made at the meeting at which the motion was made or during the next regular meeting. (Section 35 (2) Bylaw 1768, Procedural Bylaw)

Section 213 of the Municipal Government Act states that

A bylaw is passed when it receives third reading and it is signed in accordance with Section 213.

Bylaw #1781 has not been signed as of yet.

Once the motion to reconsider passes by majority vote, the motion to be reconsidered is on the floor and becomes the next order of business. (Section 35 (4) Bylaw 1768, Procedural Bylaw) The Councillor may then make a motion to amend it or they can discuss and re-vote it as it is.

Bylaw #1781- The Current Bulk Water Rates (as approved on January 9, 2019)

Administrative Notes:

January Bulk Water invoices are normally mailed out by February 10th. Administration will hold onto these until after the February 12th Council meeting to avoid retroactive corrections.

131 2019.02.12 Bulk Water Rates Comparison

Bulk Water Percentile Minimum Municipality per M3 Ranking Comments Flat fee Charge Red Deer 2.16 0.0% $100 fee to set up the hydrant to pull water Blackfalds 2.82 3.7% Starland County 2.88 7.4% Special Areas 3.00 11.1% Stettler County 3.00 11.1% Three Hills 3.00 11.1% 25.00 15.00 Beiseker 4.00 22.2% $30.00 charge if water is needed after business hours Delia 4.00 22.2% Hanna 4.00 22.2% Lethbridge County 4.32 33.3% Cardston 4.35 37.0% Penhold 4.40 40.7% Lacombe 4.50 44.4% Carstairs 4.95 48.1% County of Paintearth 5.00 51.8% Airdrie 5.00 51.8% 25.00 Alix 5.00 51.8% Didsbury 5.00 51.8% Halkirk 5.00 51.8% Joint Owner in Paint Earth Stettler 5.00 51.8% Crossfield 5.25 74.0% $7.50 for non local users Strathmore 5.25 74.0% 15.00 Cremona 5.50 81.4% $20 Service Charge per refill Drumheller 5.90 85.1% Wheatland County 6.11 88.8% City of Camrose 6.45 92.5% Red Deer County 7.05 96.2% $7.05/cube from a hydrant (not common) supervised Sundre 8.00 100.0% $80 min charge if under 10m3 80.00

Bulk Water Rates Comparison 9.00 8.00 7.00 6.00 5.00 4.00 $ per M3 3.00 2.00 1.00 -

Municipality

132 2019.02.122019-01-25 Grouping of Bulk Water Accounts with impact noted

Based on total of 188 Bulk Water accounts in 2018 Projected Impact based on new 2019 rates at 5.00 and 9.00 per M3 for a year Included in below are 69 of the 188 accounts that had some over 50 M3 per month in 2018 118 had impact less than $200.00 per year * 64 agricultural * 26 commercial * 28 personal 44 had impact between $200.00 and $1000.00 per year * 32 agricultural * 11 commercial * 1 personal 26 had impact more than $1,000.00 per year * 15 agricultural * 10 commercial * 1 personal

118 Accounts with Impact Less than $200.00 250.00

200.00

150.00

$ IMPACT 100.00

50.00

- 1 6 11 16 21 26 31 36 41 46 51 56 61 66 71 76 81 86 91 96 101 106 111 116 NUMBER OF ACCOUNTS

44 Accounts with Impact $200 to $1000 1,000.00 900.00 800.00 700.00 600.00 500.00

$ IMPACT 400.00 300.00 200.00 100.00 - 1 3 5 7 9 1113151719212325272931333537394143 NUMBER OF ACCOUNTS

26 Accounts with Impact More than $1000 45,000.00 40,000.00 35,000.00 30,000.00 25,000.00 20,000.00 $ IMPACT 15,000.00 10,000.00 5,000.00 - 1 2 3 4 5 6 7 8 9 1011121314151617181920212223242526 NUMBER OF ACCOUNTS

133 2019.02.122019-01-25 Top 10 Bulk Water Accounts Impact Report All scenarios are based on 2018 actual use and projected with new rates

2018 Actuals used as base Projecting 2019 using 2018 Rate Projecting 2019 using 2019 Rate 2019 Alternative rates example Using one Using one 3.15 (using one rate) $5.00 for Tier 1 and 9.00 for Tier 2 $3.50 for Tier 1 and 5.00 for Tier 2 rate at 4.00 rate at 5.00 2018 2018 2018 Tiered 2019 2019 2019 2019 2019 2019 Increase $ 2019 2019 2019 Increase $ Increase $ Increase $ 3.15 to 3.5 Total $ Total M3 Tier 1 M3 Tier 2 M3 Tier 1 $ Tier 2 $ Total $ Tier 1 $ Tier 2 $ Total $ 3.15 to 5 & 9 Tier 1 $ Tier 2 $ Total $ 3.15 to 4 3.15 to 5 & 5 4,302$ 4,302$ 1,366 250 1,116 788$ 3,515$ 4,302$ 1,250$ 10,042$ 11,292$ $ 6,990 875$ 5,579$ 6,454$ 2,152$ 1,161$ 2,527$ 9,517$ 9,517$ 3,021 50 2,971 158$ 9,359$ 9,517$ 250$ 26,740$ 26,990$ $ 17,474 175$ $ 14,856 $ 15,031 $ 5,514 2,568$ 5,589$ $ 14,163 4,496 100 4,396 315$ $ 13,848 $ 14,163 500$ 39,564$ 40,064$ $ 25,902 350$ $ 21,980 $ 22,330 $ 8,168 3,822$ 8,318$ 4,433$ 4,433$ 1,407 200 1,207 630$ 3,803$ 4,433$ 1,000$ 10,865$ 11,865$ $ 7,432 700$ 6,036$ 6,736$ 2,303$ 1,196$ 2,603$ 4,425$ 4,425$ 1,405 169 1,236 531$ 3,894$ 4,425$ 843$ 11,127$ 11,970$ $ 7,544 590$ 6,182$ 6,772$ 2,346$ 1,194$ 2,599$ 6,398$ 6,398$ 2,032 185 1,847 582$ 5,818$ 6,400$ 923$ 16,623$ 17,546$ $ 11,146 646$ 9,235$ 9,881$ 3,482$ 1,727$ 3,759$ 8,715$ 8,715$ 2,767 381 2,385 $ 1,201 $ 7,514 8,715$ 1,907$ 21,469$ 23,376$ $ 14,660 $ 1,335 11,927$ $ 13,262 $ 4,547 2,352$ 5,119$ $ 10,390 3,322 325 2,997 $ 1,024 $ 9,439 10,463$ 1,625$ 26,969$ 28,594$ $ 18,131 $ 1,137 14,983$ $ 16,120 $ 5,657 2,823$ 6,145$ $ 11,050 3,521 600 2,921 $ 1,890 $ 9,201 11,091$ 3,000$ 26,287$ 29,287$ $ 18,197 $ 2,100 14,604$ $ 16,704 $ 5,614 2,993$ 6,514$ $ 23,596 7,494 500 6,994 $ 1,575 22,032$ $ 23,607 2,500$ 62,950$ 65,450$ $ 41,842 $ 1,750 34,972$ 36,722$ $ 13,115 $ 6,370 13,865$

$ 96,989 30,830 2,760 28,071 $ 8,693 88,423$ $ 97,115 $ 13,798 252,636$ 266,434$ $ 169,319 $ 9,659 $ 140,354 $ 150,012 $ 52,897 $ 26,206 57,036$

Water Rate Tiering Based on Usage Tier 1 Applies to the first 50 cubic meters (M3) of water per month. Tier 2 Applies to amounts in excess of Tier 1 (Over 50 M3 per month)

Types of users in top 10: * 3 agricultural * 7 commercial

Total 188 Bulk Water Accounts Impact All scenarios are based on 2018 actual use and projected with new rates

Note: Included in these totals are 69 of the 188 accounts that had some over 50 M3 per month in 2018 Types of users in total 188: * 111 agricultural * 47 commercial * 30 personal

134 2019.02.122019-01-25 Bulk Water Rates Comparison Price Required Based on Percentile Rank

Percentile In Dollars Rank Per m3 10% 2.96 20% 3.40 Percentile Rank to Dollar per M3 30% 4.03 9.00 40% 4.39 8.00 50% 4.98 8.00 60% 5.00 7.00 6.21 70% 5.00 6.00 5.40 4.98 5.00 5.00 80% 5.40 5.00 4.39 4.03 90% 6.21 4.00 3.40 100% 8.00 M3 $ per 2.96 3.00 2.00 1.00 - 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Percentile Rank

50th Percentile 4.98 Average 4.67 Median 4.98

135 2019.02.122019-01-24

Committee of the Whole Minutes

December 4, 2018 8:30 a.m. 1600‐ 2ND Street NE

Three Hills, AB T0M 2A0

COUNCIL PRESENT: Division No. 1 Faye McGhee, Councillor Division No. 2 Debbie Penner, Councillor Division No. 3 Jerry Wittstock, Reeve (Video Conference) Division No. 4 Glen Keiver, Councillor Division No. 5 Jim Hugo, Councillor Division No. 6 Wade Christie, Councillor (arrive at 8:32 a.m.) Division No. 7 Kenneth King, Deputy Reeve

ADMINISTRATION PRESENT: Chief Administrative Officer Al Hoggan Director Municipal Services Laurie Watt Manager of Protective Services Debra Grosfield Recording Secretary Carolyn Van der Kuil Manager of Financial Services Will Wolfe Sr. Manager of Transportation & Facilities Brad Buchert Environmental Services Manager John McKiernan Manager of Planning and Development Barb Hazelton Interim CAO Peter Tarnawsky

Deputy Reeve McGhee called the meeting to order at 8:30 a.m.

1.0 Agenda Additions to Agenda 2.5 Municipal Government Board‐ Ember Test Cases 5.0 Closed Session‐Privileged Information (Section 27‐ FOIP)

Councillor King moved approval of the agenda as amended. CARRIED

2.0 Approval of Minutes Councillor Penner moved approval of the October 15, 2018 Committee of the Whole Minutes as presented. CARRIED

Councillor Christie arrived at the meeting at 8:32 a.m.

2.5 Municipal Government Board‐ Ember Test Cases Al Hoggan provided Council an update on the MGB Decision on the Ember Resources Case and the effect it will have on the 2020 budget.

136 2019.02.12

December 4, 2018 Committee of the Whole Meeting Page | 2

3.0 Excessive Water Users of 100+ Cubic Meter Rate Charges Councillor Wittstock made a recommendation to administration to bring back the Master Rates Bylaw to the December 11, 2018 Council meeting indicating large volume charges of $9.00 per cube to only bulk water users. CARRIED

The Chair called for a recess at 9:33 a.m. and called the meeting back to order at 9:50 a.m.

4.0 Budget Discussion 2019 Councillor King made a recommendation to Council to amend Policy #3‐19, Council Per Diem/Salary that Councillors be paid on a base salary basis with the rates to reflect the following:

 $6,000 per month to the Reeve  $4,500 per month to the Deputy Reeve  $3,500 per month to all other Councillors

And that there be no meeting per diems. CARRIED

Councillor King made a recommendation to Council to bring back to the December 11th, 2018 Council meeting the letter of request from the Torrington Agricultural Society. CARRIED

The Chair called for a recess at 10:35 a.m. and called the meeting back to order at 10:42 a.m.

Councillor Penner made a recommendation to Council to recommend option #1 ($25,000) regarding the Keivers Lake Chalet. CARRIED

Councillor King made a recommendation to Council to remove the Enhanced RCMP, additional CPO from the 2019 budget. CARRIED

The Chair called for a recess at 11:45 a.m. and called the meeting back to order at 1:01 p.m.

Reeve Wittstock made a recommendation to Council to remove the 2 brush truck at $200,000 each and one emergency trailer at $80,000 from the 2019 Draft Budget. CARRIED

Councillor King made a recommendation to Council to add 1.3 million dollars into gravel reserve into the 2019 Draft Budget. CARRIED

The Chair called for a recess at 1:40 p.m. and called the meeting back to order at 1:52 p.m.

Councillor King moved that Council convene in closed session to discuss Personal pursuant to Section 27 of the Freedom of Information and Protection of Privacy Act, at 2:03 p.m. CARRIED

137 2019.02.12

December 4, 2018 Committee of the Whole Meeting Page | 3

Reeve Wittstock left the meeting at 2:03 p.m.

The following people were in attendance of the closed session to provide a report and advice to Council: Al Hoggan, CAO Laurie Watt, Director Municipal Services Deb Grosfield, Manager of Protective Services Carolyn Van der Kuil, Recording Secretary Peter Tarnawsky, Interim CAO

Councillor Hugo moved that Council return to open meeting at 2:03 p.m. CARRIED 2:03 p.m. ‐ meeting recessed to allow return of public.

2:04 p.m. ‐ meeting resumed with public present.

Deputy Reeve McGhee adjourned the meeting at 2:18. p.m

138 2019.02.12

MINUTES OF THE JANUARY 16, 2019 KNEEHILL REGION DOCTOR RECRUITMENT AND RETENTION TASK FORCE ORGANIZATIONAL MEETING HELD AT THE KNEEHILL COUNTY OFFICE, 1600 2ND STREET NW, THREE HILLS, ALBERTA.

PRESENT: Al Campbell, Councillor Town of Three Hills Jim Hugo, Councillor Kneehill County PRESENT Flo Robinson, Councillor Village of Linden Chris Armstrong, Councillor Town of Trochu Kelly Garret, Deputy Mayor Village of Carbon Robert Jackson, Councillor Village of Acme

ADVISORY Sharon Peters Kneehill Medical Clinic MEMBERS Erin Calhoun Doctor’s Representative Terry Schlinker Seniors Outreach

ADMINISTRATION Lori Conkin, CAO Town of Three Hills Mary Lou Willis, Rec. Secretary Kneehill County

CALL TO ORDER Call to Order Al Campbell called the meeting to order at 6:30 p.m.

ELECT CHAIR Election of Chairman Al Campbell called for nominations for the position of Chairperson.

Chris Armstrong nominated Al Campbell for position of Chairperson.

Al Campbell accepted the nomination for the position of Chairperson.

No other nominations received.

Al Campbell was declared Chairperson of the Kneehill Region Doctor Recruitment and Retention Committee.

VICE CHAIR Election of Vice Chairman Al Campbell then assumed the Chairperson and called for nominations for the position of Vice Chairperson.

Jerry Wittstock was nominated for position of Vice Chairperson.

Jim Hugo, accepted the nomination for the position of Vice Chairperson on behalf of Jerry Wittstock.

Page 1 of 2 Kneehill Region Doctor Recruitment and Retention Task Force Organizational Meeting Minutes January 16, 2019

139 2019.02.12

No other nominations received.

Jerry Wittstock was declared Vice Chairperson of the Kneehill Region Doctor Recruitment and Retention Committee.

Sub-Committees Reviewed Al Campbell, Kelly Garret, and Flo Robinson volunteered to be on the Recruitment and Retention Committee.

Chris Armstrong moved to approve the volunteers as part of the subcommittee. CARRIED

Adjournment The organizational meeting adjourned at 6:35 p.m.

______

Chairperson Recording Secretary

Page 2 of 2 Kneehill Region Doctor Recruitment and Retention Task Force Organizational Meeting Minutes January 16, 2019

140 2019.02.12

MINUTES OF THE JANUARY 16, 2019 KNEEHILL REGION DOCTOR RECRUITMENT AND RETENTION TASK FORCE MEETING HELD AT THE KNEEHILL COUNTY OFFICE, 1600 2ND STREET NW, THREE HILLS, ALBERTA.

ADVISORY Sharon Peters Kneehill Medical Clinic MEMBERS Erin Calhoun Doctor’s Representative Terry Schlinker Seniors Outreach

ADMINISTRATION Lori Conkin, CAO Town of Three Hills Mary Lou Willis, Rec. Secretary Kneehill County

CALL TO ORDER Call to Order Al Campbell called the regular Dr. R&R meeting to order at 6:35 p.m.

AGENDA 1.0 Adoption of the Agenda Flo Robinson moved approval of the agenda as presented.

CARRIED

MINUTES 2.0 Approval of the October 3, 2018 Regular Meeting Minutes Kelly Garrett moved approval of the October 3, 2018 regular meeting minutes as presented. CARRIED

DELEGATION 3.0 Delegations No delegations present.

FINANCIAL REPORT 4.0 Financial Summary Robert Jackson moved acceptance of the December 31, 2018 Financial Report as presented. CARRIED

Page 1 of 3 Kneehill Region Doctor Recruitment and Retention Task Force Meeting Minutes January 16, 2019 141 2019.02.12

BUSINESS ARISING 5.0 Business Arising from the Minutes No previous business arising from the minutes

NEW BUSINESS 6.0 New Business Recruitment opportunities discussed.

Opportunity to attend the Rural Alberta South Transition to Practice Information Session & Networking Evening in Lethbridge. No attendance authorized.

Resident lunch program in Red Deer to be discussed as opportunities become available.

CLINIC REPTS 7.0 Clinic and Committee Reports 7.1 Recruitment and Retention Committee Report – Al Campbell

Dr. Peters waived payment of the signing/performance bonus until completion of the one-year probation period.

Three Hills Arts Academy gift certificates purchased as Christmas gifts for doctors.

Participation in events not limited to members of the subcommittee. All members of the are encouraged to participate.

7.2 Kneehill Medical Clinic – Sharon Peters Dr. Peters is settling into the clinic. Focus on unattached patients and obstetrics.

Residents scheduled to work at clinic into the summer. Some are returning residents. There has been significant interest in opportunities from residents in Red Deer.

Locums cover when doctors are away. Five new locums have reached out for work.

Patients that found medical care in other communities during the doctor shortage have been returning.

CORRESPONDENCE 8.0 Correspondence 8.1 Rural Alberta South Transition to Practice Information Session & Networking Evening See 6.0 New Business.

NEXT MTG 9.0 Next Meeting

Page 2 of 3 Kneehill Region Doctor Recruitment and Retention Task Force Meeting Minutes January 16, 2019 142 2019.02.12

The next meeting scheduled for March 20, 2019 at 6:30 p.m. at the Kneehill County Administration Building.

11.0 Adjournment The meeting adjourned at 7:00 p.m.

______

Chairperson Recording Secretary

Page 3 of 3 Kneehill Region Doctor Recruitment and Retention Task Force Meeting Minutes January 16, 2019 143 2019.02.12 MINUTES

REGULAR MEETING OF THE DIRECTORS OF COMMUNITY FUTURES WILD ROSE HELD November 28, 2018 @ 7:08 PM HELD AT THE CF WILD ROSE OFFICE, STRATHMORE, ALBERTA

Name Position Present Absent Vanessa Van der Meer Chair - Linden x Corey Fisher Vice-Chair - Hussar x Tari Cockx Secretary Treasurer - Strathmore x Lucy Ann Daubert Director - Acme x Lynn MacWilliam Director – Bassano x Karen Ursu Director – Beiseker x Bryan Peever Director - Carbon x Wade Christie Director – Kneehill County x Joe Pedersen Director – Standard x Cheryl Lumley Director – Trochu x Amber Link Director – Wheatland County x Donna Biggar Alternate – Wheatland County x Frank Friesen Director – Irricana x Michelle Young Director - Chestermere x Dalia Cheshire Director - Rockyford x Tim Shearlaw Director – Three Hills x Staff David Petrovich General Manager x Pat Grabo Business Analyst x Wendy Gerbrandt CED Coordinator x Chantale Hache Business Analyst x

1. Call to Order

The regular meeting of the Community Futures Wild Rose was called to order by David Petrovich at 7:08 p.m.

2. Approval of Agenda

Additions: 8 k) Christmas

01-11-2018 Bryan Peever moved approval of the agenda as amended. CARRIED

3. Election of Officers: Chair, Vice-Chair and Secretary Treasurer

David Petrovich called for nominations for Chair of the CFWR Board of Directors Dalia Cheshire nominated Vanessa Van der Meer for Chair of the CFWR Board of Directors Nominations were called for twice more with no more nominations

02-11-2018 Joe Pedersen moved that nominations cease CARRIED

Vanessa Van der Meer is appointed Chair of the CFWR Board of Directors

Vanessa Van der Meer called for nominations for Vice-Chair of the CFWR Board of Directors Karen Ursu nominated Corey Fisher for Vice-Chair of the CFWR Board of Directors Nominations were called for twice more with no more nominations

03-11-2018 Frank Friesen moved that nominations cease CARRIED

Minutes of the Regular Meeting of the Directors of CF Wild Rose, November 28, 2018 Page | 1 144 2019.02.12 Corey Fisher is appointed Vice-Chair of the CFWR Board of Directors

Vanessa Van der Meer called for nominations for Secretary Treasurer of the CFWR Board of Directors Joe Pedersen nominated Tari Cockx for Secretary Treasurer of the CFWR Board of Directors Nominations were called for twice more with no more nominations

04-11-2018 Corey Fisher moved that nominations cease CARRIED

Tari Cockx is appointed Secretary Treasurer of the CFWR Board of Directors

4. Appointment of Loan Sub-Committee Members (3 Board and 2 Members-at Large)

David reported that the existing Loan Sub-Committee members, Joe Pedersen, Cheryl Lumley and Frank Friesen from the Board and Pat Wise and Sabine Nasse Members-at-large have all agreed to sit on the Loan Sub- Committee for another year. Dalia Cheshire expressed an interest in sitting on this committee. A secret ballot occurred but Dalia rescinded her request to sit on the Sub-Committee after the vote was deadlocked to allow existing Sub-Committee members to continue.

5. Warren Nielsen and Keanna Lukacs will be in to obtain signatures from Signers at 7:30 p.m.

Warren Nielsen and Keanna Lukacs from Chinook Credit Union obtained signatures at this time from the Signers of the organization.

6. Minutes: a) Regular Meeting Minutes - July 5, 2018

05-11-2018 Cheryl moved approval of the Regular Meeting Minutes of September 20, 2018 Lumley CARRIED

7. Reports:

a) Financial Variance Reports – September 2018

06-11-2018 Joe Pedersen moved approval of the September 2018 variance reports. CARRIED

b) September 30, 2018 Semi-Annual Financial Report to Western Diversification

A new signature was acquired from the Chair of the Board, Vanessa Van der Meer, for the September 30, 2018 Semi-Annual Financial Report to WD

07-11-2018 Dalia Cheshire moved approval of the September 30, 2018 Semi Annual Financial Report to WD CARRIED

8. Business:

a) Committees of the Board – Executive / Governance / Audit & Finance / Management & Personnel / Project (Special Projects & Succession & Sustainability) (Chair)

The Terms of Reference for the different committees and members on each committee were discussed. It was suggested by Dalia that Sustainability/Succession Planning Committee, an ad hoc committee, should include all the Board members.

Minutes of the Regular Meeting of the Directors of CF Wild Rose, November 28, 2018 Page | 2 145 2019.02.12

The individuals to sit on the different committees are as follows:

Audit/Finance Committee – Vanessa Van Der Meer, Teri Cockx, Bryan Peever, Amber Link and Dalia Cheshire Management/Personnel – Vanessa Van Der Meer, Bryan Peever, Dalia Cheshire, Amber Link, Cheryl Lumley, and Joe Pedersen Governance Ad-Hoc Committee – Vanessa Van Der Meer, Lynn MacWilliam, Joe Pedersen, Corey Fisher, Michelle Young Sustainability/Succession Planning Ad-Hoc Committee – All Board members

08-11-2018 Corey Fisher moved approval of maintaining the same committee membership as formed on January 4, 2018 (Motion 04-01-18) and amended on April 5, 2018 (Motion 09- 04-18), but adding all of the Board members to the Sustainability/Succession Planning Ad-Hoc Committee and replacing Ritesh Narayan with Michelle Young on the Governance Ad-Hoc Committee. CARRIED

b) Policy on GM’s retiring and HR Update as per new provincial policies (David)

David stated that he would be updating HR policies and creating a draft policy regarding the retirement of General Managers. He stated that he would ask the Management/Personnel Committee to review and amend the draft for approval.

c) Talent Pool Project (David)

David presented an email from Talent Pool regarding a rural employment concept and asked the Board for their opinions. The Board members discussed the concept and there were mixed feelings on whether it was worthwhile for Community Futures to pursue as a partner. No action was required by the Board other than providing opinions.

d) Ratification of Letters of Support: Wheatland & Bow Valley College (David)

09-11-2018 Frank Friesen Moved to ratify the Letters of Support for Wheatland County & Bow Valley College CARRIED

e) Ratification of Signing of Contract for LMP Guest Speaker Adam Taylor (David)

10-11-2018 Karen Ursu Moved to ratify the signing of the contract for the LMP Roundtable guest speaker Adam Taylor CARRIED

f) Motion to enter into a Pari-Passu loan with CF Bog Country (David)

This item was moved to the end of the meeting under the In Camera – CF Boundaries section

11-11-2018 Dalia Cheshire Moved to move this item to 10 a) In Camera – CF Boundaries section CARRIED

g) Cannabis Retail Store Discussion (David)

David stated that a cannabis loan application is currently being reviewed and asked the Board if they would approve using cannabis inventory as collateral from an AGLC approved and permitted cannabis store. David explained that two other CF’s have lent to cannabis stores and both used the cannabis inventory as collateral (one margined the collateral at 50% and the other at 75%). Regarding the value of cannabis should security need to be realized, David explained that AGLC’s Gaming, Liquor and Cannabis Act provides provisions for

Minutes of the Regular Meeting of the Directors of CF Wild Rose, November 28, 2018 Page | 3 146 2019.02.12 the disposition of cannabis where a licence is suspended or cancelled. The Act states that the cannabis is to be resold to AGLC or to another cannabis licencee only. Chantale Hache explained that she talked to a representative form AGLC who explained that the sale back to the Commission or another licence is to be at the price it was purchased from AGLC originally.

12-11-2018 Joe Pedersen moved approval of CFWR using cannabis inventory from a Permitted and Licenced cannabis store as collateral security at a 50% margin on a loan CARRIED

h) Motion accepting Ron’s resignation (Chair)

13-11-2018 Joe Pedersen moved that the Board accept Ron’s Resignation Letter dated September 29, 2018 and work from October 1, 2018 to October 15, 2018 in the capacity as an advisor. It is further moved that David Petrovich assume all the roles, duties, and responsibilities of General Manager effective October 1, 2018. CARRIED

i) CFNA Board Development Offerings (David)

The Board chose the Social Economy module for Board training and picked Saturday, February 2, 2019 at 10:00 am as the date for the module to be taught at the CFWR office.

j) Monthly Loan Report with Arrears (David)

David explained that CFWR has advanced $385,100 through 14 loans since April 1, 2018 and there is another $150,000 committed but not yet disbursed. The office has slowed in October and November regarding walk- in traffic. Plans are being put into motion to increase staff visitations to key businesses and provide a promotional loan to increase lending. There was only one NSF to report and that is being dealt with.

k) Christmas Meeting

It was suggested that since this meeting is at the end of November, that we cancel our December meeting with supper and move it to January 3, 2019. It was suggested that the Country Farmhouse on Hwy 1 by Cluny be looked into for a venue.

14-11-2018 Dalia Cheshire moved approval of moving our Christmas meeting to January 3, 2019 and if possible book the Country Farmhouse CARRIED

9. Updates:

a) Water Heater Replacement (David)

David reported that the water heater was replaced after obtaining more quotes and being unsuccessful at finding a better price than described at the previous Board meeting.

b) 2018 Community Futures Symposium – Drumheller October 3-5, 2018 (General Comments)

Joe Pedersen commented that he enjoyed the first speaker of the Symposium and thought it was a good idea to go into a smaller municipality for Symposiums in general. There were mixed reviews from some of the other Board members on the Symposium in general.

c) Western Canada Growth Strategy Survey (David)

Only 3 municipalities filled out the survey, these were sent to WD.

Minutes of the Regular Meeting of the Directors of CF Wild Rose, November 28, 2018 Page | 4 147 2019.02.12

d) Satellite Office in Three Hills Municipal Building (David)

David signed a one-year contract with the Town of Three Hills at $100/month to have a satellite office located in their municipal building as per the Board’s motion on September 20, 2018 (Motion 06-09-2018).

e) LMP “Fabricating Workforce Grant” Up-Date (David)

David referenced the Code of Conduct and Ethics and stated that he authorized an operating purchase in excess of $1,000 (actual cost with GST was $1,143.75) to a company which a Board member holds an interest. He stated that he hired D. G. Hospitality o/a Triple B Tavern, owned by Dalia Cheshire (a Board member), to cater a Metal Fabrication Roundtable event. He stated that CFWR has not had any catering done by this company nor by Dalia in the past and that catering has been primarily done through companies in Strathmore. Furthermore, he stated that Dalia had no influence on this decision in her capacity as a Board member.

David reported that the LMP Roundtable was a huge success with 17 of 17 surveys showing that metal fabrication professionals want to work collaboratively. Phase III is now being considered in response to the positive surveys and interest in collaborating.

f) Three Golf Course CBB Initiative (Chantate)

There has been one more CBB loan for the Three Hills Golf Course initiative in the amount of $1500 since our last meeting. This brings the total CBB loans for the Three Golf Course Initiative to five, and it appears this project is now winding down.

g) HR in a Box (David)

This initiative was cancelled due to a lack of attendance.

h) Agri-Tourism initiative (David)

On behalf of Wendy, David stated that the initiative is currently undertaking asset collection and analyzing the 181 surveys they received.

i) Chestermere Small Business Week Support (Chantale)

Chantale attended two sessions and made great contacts with Chamber president, EDO, and Small Business Advisers at local banks. She has since met with all SBA’s at all banks in Chestermere, Langdon and Strathmore

j) Three Hills Awards Gala (Chantale)

Chantale attended the Three Hills Awards Gala and one of our loan clients won an award that night. Chantale was able to make a connection with a local business owner who is now coming to our office for monthly business coaching sessions to grow his business.

k) Leadership Institute Certification (David) see attached

David announced that Wendy Gerbrandt has received a Designation Certification in Community Economic Development which is the highest level of achievement offered by the Leadership Institute. Wendy is the first person in Western Canada to complete this level of certification in CED and only the third person in the four western provinces to achieve the Designation level of certification in any area of study.

Minutes of the Regular Meeting of the Directors of CF Wild Rose, November 28, 2018 Page | 5 148 2019.02.12 10. Other Business: a) In Camera – CF Boundaries

Bryan Peever moved to bring the meeting in camera at 8:20 pm

Frank Friesen moved to bring the meeting out of camera at 8:40 pm

15-11-2018 Frank Friesen moved that the letter drafted by the General Manger and written on behalf of the CF Wild Rose Board be sent to the Board of CF Big Country CARRIED 16-11-2018 Corey Fisher moved that the General Manager, on behalf of CF Wild Rose, enter into a Pari Passu contract with CF Big Country for a current loan application with a lending value of $273,000; CF Wild Rose is to be the Lead Lender, CF Big Country is the Other Lender for this loan in the CF Wild Rose region. CARRIED 17-11-2018 Dalia Cheshire moved that the General Manager send an email to WD, on behalf of the CF Wild Rose Board, requesting clarification of boundaries CARRIED

11. Date of Next Meeting: January 3, 2018 6:30 p.m. place to be determined

12. Adjournment: 8:45 pm

Signed Chairman

Signed Vice-Chairman

Minutes of the Regular Meeting of the Directors of CF Wild Rose, November 28, 2018 Page | 6 149 2019.02.12 MINUTES

REGULAR MEETING OF THE DIRECTORS OF COMMUNITY FUTURES WILD ROSE HELD SEPTEMBER 20, 2018 @ 7:00PM HELD AT THE CF WILD ROSE OFFICE, STRATHMORE, ALBERTA

Name Position Present Absent Vanessa Van der Meer Chair - Linden x Corey Fisher Vice-Chair - Hussar x Tari Cockx Secretary Treasurer - Strathmore x Lucy Ann Daubert Director - Acme x Lynn MacWilliam Director – Bassano x Karen Ursu Director – Beiseker x Bryan Peever Director - Carbon x Wade Christie Director – Kneehill County x Joe Pedersen Director – Standard x Cheryl Lumley Director – Trochu x Amber Link Director – Wheatland County x Frank Friesen Director – Irricana x Michelle Young Director - Chestermere x Dalia Cheshire Director - Rockyford x Tim Shearlaw Director – Three Hills x Staff Pat Grabo Business Analyst x Wendy Gerbrandt CED Coordinator x David Petrovich Business Analyst x Ron Cox Manager x Chantale Hache Business Analyst (as of Oct. 1) x

1. Call to Order

The regular meeting of the Community Futures Wild Rose was called to order by Vanessa Van der Meer at 7:00 p.m. Staff and Board introductions to introduce Chantale Hache, the new Business Analyst that will start on October 1, 2018.

2. Approval of Agenda

Additions: 5 P) CFNA Board Membership – Lynn and 6 L) Western Canada Growth Strategy

01-09-2018 Joe Pedersen moved approval of the agenda as amended. CARRIED

3. Minutes: a) Regular Meeting Minutes - July 5, 2018

02-09-2018 Frank Friesen moved approval of the Regular Meeting Minutes of July 5, 2018 CARRIED

4. Reports:

a) Financial Variance Reports – June 2018/July 2018/August 2018

Corey commented on the June statement on the Community Development expense line of $13,000 and change. Ron commented this was an in and out as a result of the LMP project and confirmed some of these revenues have been expended.

03-09-2018 Amber Link moved approval of the June, July & August 2018 variance reports. CARRIED

Minutes of the Regular Meeting of the Directors of CF Wild Rose, September 20, 2018 Page | 1 150 2019.02.12

5. Old Business:

a) 2018 Community Futures Symposium – Drumheller October 3-5, 2018 (Ron)

Individuals registered for the symposium are Vanessa, Joe, Lynn, Amber and Bryan. Staff attending will be David, Wendy and Chantale. Reviewed hotel requirements and adjustments will be made for accommodations. A total of 13 will be attending the Gala.

b) Alberta CF Chair Meeting at Symposium / Feedback Questionnaire (8/20 circulated) (Ron)

Ron discussed the response was required by Sept 15 and sent Tony an email to let him know that this would be discussed at the board meeting on the 20th. He mentioned that he felt the other CF’s would provide sufficient support. Ron explained that Tony indicated that this meeting initiative was not a re-visitation of the “Modernization” efforts of 2011 and was going to be a fully lead discussion by CF’s and there was no hidden agenda.

c) Ratify Contract Signing for GOA – Tourism Division – Agri-tourism initiative CFWR region (Ron)

Our application for funding was accepted, however, there was a reduction in funding received in the amount of $65,000 from the initial request. With that in mind, we requested the consultants revise the quote to meet the budgeted amount. CFWR agreed to contribute $20,000 to the initiative along with our partners: Wheatland County at $5,000, Kneehill County at $5,000 and Rocky View County at $1,000 in support of this project.

Vanessa Van der Meer has signed the contract on August 21, 2018 and we require the Board to make a motion to ratify Vanessa signing the Alberta Culture and Tourism contract for the agri-tourism expansion initiative. There was a motion made on June 7, 2018 where:

“Joe Pedersen moved approval of an application to WD for an interest transfer of $20,000 from the investment fund to support research for the Agri Tourism project.”

04-09-2018 Joe Pedersen Moved ratification of the signing of the Alberta Culture and Tourism contract for the agri-tourism expansion initiative. CARRIED

d) WD Approval of $20,000 Interest Transfer for Agri - tourism initiative CFWR region (Ron) The money has been received and transferred to the operating account.

e) Strategic Planning & Karen Blewett – Board Timelines (Ron) Ron asked if the Board wants to request if Karen can return to formalize the goals/objectives. The timeframe would have to be January/February as a result of organizational meetings and allow time for the new board to be involved.

05-09-2018 Joe Pedersen Moved to have Ron contact Karen to make the next steps on the strategic planning. CARRIED

f) NAFDMA Advanced Learning Retreat (Wendy) Attended sessions at the 3 day long retreat. Day 1 & 2 were spent at The Quinn Farm where we were toured their agri-tourism operation inside and out. We learned how they transformed their orchard and vegetable garden to accommodate tours, you-pick, concession, retail store, playground, picnic area, conservation area, maple demonstrations, apple festival and children camps and much more. These sessions discussed their development, workshops on developing experiences, safe food handling, overcoming barriers, community development, strategic & business planning process and training their employees. The total cost of the trip

Minutes of the Regular Meeting of the Directors of CF Wild Rose, September 20, 2018 Page | 2 151 2019.02.12 was $2,766.51 and the reimbursement request to the Association of Alberta Agriculture Societies has been submitted. The expected reimbursement as per the grant agreement is 75% of the total costs with a maximum of $1,800.

g) Open Farm Days 2018 (Wendy) Overall the weekend went very well, there is an increase in visitation and sales overall from last year. Not all numbers have been submitted yet. A final report is expected to be released by the end of October and will distribute to the stakeholders.

h) Satellite Office in Three Hills Municipal Building (David) Dave toured the Three Hills building and they are offering an office, with photocopier on an as need basis. The cost would be $100/month lease. Council moved that they support the CFWR office request. Need a motion to enter into the lease agreement

Dalia asked who will be utilizing the space, will they be using their our own vehicles to travel, and is there sufficient travel budget. David stated that he will be the primary user of the space but other staff would as well, all using their own vehicles. Ron stated that the CFWR has travel insurance for Board and that Staff are covered by CFWR comprehensive insurance that includes insurance for driving their own vehicles. Ron explained that there is room in the budget to accommodate travel to the satellite office

06-09-2018 Corey Fisher Motion to enter into a lease agreement with Town of Three Hills for office space at the amount of $100/month. CARRIED i) LMP “Fabricating Workforce Grant” Phase 2 Up-Date (David) The project is 75% complete. The next phase is hosting an industry roundtable and bringing in a guest speaker to attract more fabricators. Carolyn with AB Labour encouraged us to apply for a $6500 grant to support attracting a speaker because the project has been successful and shows a lot of promise. A motion was requested to expand the project with a request for $6500 to attract the guest speaker. Furthermore, the expansion of the project could cost CFWR approximately an additional $1000-1500 in the event full sponsorships is not obtained. In the event of an excessive funding shortfalls, the guest speaker will be cancelled. The event will occur on November 9. Anticipate 40 – 60 people. Dalia asked how much was invested by CFWR in this entire initiative, Dave responded $3,000 has been our cash expense. Dalia further asked what the benefit of this investment is. Dave responded that Phase 2’s purpose is being achieved in that we have gathered further detailed information on the industry, partnered with educators and various levels of government, and are now developing the business case that is hoped will lead into a cluster growth strategy.

Olds College and Mount Royal University (MRU) have supported the initiative and are very involved in working with the industry professionals that CFWR has been networking with. Olds is building a pre- apprenticeship program. MRU has brought an export readiness and innovation program forward to the metal fabricators in our region. The concept of a “think tank” is being explored that is meant to bring together innovators with professionals able to support taking their ideas to market.

07-09-2018 Joe Pedersen Motion to support the signing of the LMP application for an additional $6,500 for the LMP grant expansion with the possibility of an additional $1500 cash support from the CFWR. CARRIED

j) Rotary Alberta Youth Entrepreneurship Camp (David) 5 attended the camp. Great learning and outcomes. Successful transition of the Camp with the Rotary has been observed.

k) Three Hills Golf Course CBB Initiative (David) 4 loans to date.

Minutes of the Regular Meeting of the Directors of CF Wild Rose, September 20, 2018 Page | 3 152 2019.02.12 l) Council Presentations (Wendy)

Wendy reported - All Council presentations have been successfully delivered. We received positive responses from Councils but also have received telephone calls to access services from those who attended Council meetings or watched the recordings. Thank you for allowing us the opportunity to present and the positive feedback in support of this initiative.

Discussion was had for CFWR to present an organizational overview after each election.

m) HR in a Box and other training opportunities (David)

Two new sessions approaching on October 4 – Managing Employee Discipline; November 8 – Technology in the Workplace.

n) CFNA Board Development Offerings – Module Choices? (Wendy)

An assessment was completed and outcomes are as follows:

Vanessa Lucy Ann Lynn Karen Bryan Michelle Corey Frank Wade Dalia Joe Tari Tim Cheryl Amber CED X Legal Responsibilities Operations, Board & Staff X x x Financial Management X x x x x x x Board Development X X x x x x x Lending X X x x x x Management Recruitment X x X &Performance Board Leadership x x X Cultural Awareness X x x x Social Economy X x x x x x x Organizational Assessment X X x X Chairing with Confidence X x x x Loan Fund Management X x x x x

A discussion will be had at the next meeting as to the delivery modules.

o) Monthly Loan Report with Arrears (Pat)

It is anticipated that CFWR will reach its internal target of 24 loans for this year at the current rate. Currently we have approved 15 loans with a total of $416,990.00, with 3 loans not yet advanced. Two of those will be advanced next week and one is awaiting conditions being met.

Two smaller loans have been a problem, one has been paid off and the other is getting close at a balance of $375.00. Another loan with an original amount of $25,000.00 will need to be set-up as a doubtful account. The client will be claiming bankruptcy, has shut down the business and sold the equipment. We had set-up $10,000.00 at March 31, 2018 and the balance of the loan will now need to be set-up.

This year an additional $300,000 in net Investment Fund earnings is forecast to be added to organizational equity pending no additional loan impairment.

Minutes of the Regular Meeting of the Directors of CF Wild Rose, September 20, 2018 Page | 4 153 2019.02.12 p) CFNA Board Makeup –

Applicants to the CFNA are being asked to submit a resume including board and other experience. The CFNA is requesting representation from professionals such as lawyers, etc. Lynn brought forward that what the CFNA Board is asking for is not giving accreditation to life experience and common sense. Ron recommended, with the board’s approval, that Lynn send her resume along with a note from the Board stressing the value of the time honoured skills of commons sense and community involvement.

6. New Business:

a) New Hire Chantale Hache (David)

Quick summary on Chantale – owned her own business for 10 years, worked at CF in Nova Scotia and was involved with the Chamber in Nova Scotia area. Welcome Chantale.

b) Job Fair September 13 (David)

Strathmore Job Fair went well, 160 attendees. Good representation from various businesses.

c) Chestermere Small Business Week Support (Wendy) The Board agreed supporting the Chestermere Chamber’s small Business Week (October 14-19) with a contribution of $250. Throughout the week they will have a series of training sessions for businesses including topics such as Social Media, Succession Planning, Cannabis in the Workplace, Video Content Marketing, Branding and Marketing, Exploring Entrepreneurship, Research and Business Planning. The week will close out with a Chamber Awards Gala, reception and guest speaker.

d) Contract with ClearThink for Agri-tourism initiative CFWR region (Wendy)

As per the proposal for the agri-tourism expansion initiative the staff asked the Board’s permission to enter into a contract with Clearthink Group to deliver the objectives outlined in the Tourism Growth Innovation Fund application. Clearthink will be sub-contracting Factor Five. All consultants are well qualified, experienced and knowledgeable in areas of agriculture, tourism, community & economic development. A motion was requested from the Board to proceed.

08-09-2018 Wade Christie Motion to enter into a contract with Clearthink Group to facilitate the delivery of the Agri-tourism Expansion Project with the funds obtained through the Tourism Growth Innovation Fund. CARRIED

e) Commissioner for Oaths (David) Dave reported he has obtained the commissioner for oaths.

f) Water Heater Replacement Quotes (David)

The water heater is leaking and 2 quotes were received. The two quotes were $2327.90 (includes GST) and $1995.00 plus GST. It was noted that prices have increased due to tariffs on some metals. Quotes have been sourced locally and from clients. Board requested further quotes to determine if a lower cost can be obtained.

09-09-2018 Cheryl Lumley Cheryl made a motion recommending to proceed with the replacement at the discretion of the Manager with the most economical quote. CARRIED

g) Toshiba Office Copier (Ron)

Information was circulated about a new copier as the old one is 8 years old and is at the end of it life as far as Toshiba is concerned. Toshiba can no longer guarantee maintenance coverage past December 2018. As per

Minutes of the Regular Meeting of the Directors of CF Wild Rose, September 20, 2018 Page | 5 154 2019.02.12 the email responses on this topic supporting a new copier, CFWR entered into a lease agreement for $118/month at reasonable copy costs. Setup and training will occur over the next two weeks.

It was agreed that the old photocopier be given to the Church should they be interested.

h) Loan Approval Portal (David)

Electronic approvals of loans with the Loan Sub-Committee will no longer be done via email. All loans will be done through the Portal which helps increase security and provides a sound audit trail.

i) Acme Letter of Support (David)

Acme had asked for a support letter to obtain grants for their community facility upgrades. We have issued a letter of support.

10-09-2018 Dalia Cheshire Dalia ratified the support letter that was issued to Acme to obtain grants for their community facility upgrades. CARRIED

j) Board Resolution / Letter of Direction re Signing Authorities & Credit Card David Petrovich (Ron)

Approached the Credit Union (CU) where CFWR does its banking for instructions to add David as a signing authority effective October 1 and to apply for a credit card with a maximum of $6,000 limit. A copy of the detailed instructions received from Chinook Credit Union was circulated. Instructions required that two signing authorities of the Board sign a letter of direction to the CU. A motion was required by the CU to add David as a signing Authority.

11-09-2018 Joe Pedersen Joe made a motion to add David as a signing authority for all CFWR banking activities at the Credit Union CFWR has accounts at and obtain a credit card with a $6,000 credit limit effective October 1 and to provide the Credit Union a letter of direction to this effect. CARRIED

k) Credential Securities – GIC Reinvestment & Earned Interest (Ron) In April 2018 one of our term deposits came due and the executive made a decision to reinvest for 3 years. This decision was communicated to the Board at the May meeting. Another is due in October and every 6 months following. It is recommended that as each term deposit comes due ($100,000 each every six months) it should be renewed at the best interest rate available as recommended by Warren Nielsen and interest earned be transferred into the Corporate Services Account.

12-09-2018 Tari Cockx Tari made a motion to reinvest the term deposit every 6 months for 3 years and at the best interest rate available and that the interest earned be transferred into the Corporate Services Account. CARRIED

l) Western Canada Growth Strategy

WD is requesting participation in a Western Canada Growth Strategy by November 16. Staff will circulate a survey to everyone on the board and their CAO’s containing the questions asked in the WD Strategy. Staff suggested involving each Director’s council in filling out the survey. Before the due date the common answers in the survey results will be tabulated by CFWR staff then shared with the Board and submitted to WD.

Minutes of the Regular Meeting of the Directors of CF Wild Rose, September 20, 2018 Page | 6 155 2019.02.12 7. Other Business: a) In Camera – Personnel

The Board went in camera from 7:00pm

13-09-2018 Dalia Cheshire Dalia made a motion to direct the Chair of the Board to draft a letter and present to personnel for labour purposes. CARRIED

The Board came out of camera at 7:25pm

8. Date of Next Meeting: November 1, 2018 (Includes Special Meeting of Shareholders) 7:00pm.

9. Adjournment 8:26pm

Signed Chairman

Signed Vice-Chairman

Minutes of the Regular Meeting of the Directors of CF Wild Rose, September 20, 2018 Page | 7 156 2019.02.12 MINUTES

REGULAR MEETING OF THE DIRECTORS OF COMMUNITY FUTURES WILD ROSE HELD January 3, 2019 @ 6:40 PM HELD AT COUNTRY COUSIN’S BISTRO, LINDEN, ALBERTA

1. Call to Order

The regular meeting of the Community Futures Wild Rose was called to order by Vanessa Van der Meer at 6:40 p.m.

2. Approval of Agenda

Additions: 6 b) Personnel Manual – Review and Comments

01-01-2019 Joe Pedersen moved approval of the agenda as amended. CARRIED

3. Minutes: a) Regular Meeting Minutes – November 28, 2018

02-01-2019 Karen Ursu moved approval of the Regular Meeting Minutes of November 28, 2018 CARRIED

4. Reports:

a) Financial Variance Reports – October 2018

03-01-2019 Amber Link moved approval of the October 2018 variance reports. CARRIED

Minutes of the Regular Meeting of the Directors of CF Wild Rose, November 28, 2018 Page | 1 157 2019.02.12

5. Business:

a) Women Entrepreneur Strategy Program Letter of Support (David) David provided background into this initiative from CFNA. Essentially, CFNA is applying to the Women Entrepreneurship Strategy program as part of WD’s mandated priority on women entrepreneurs. Community Futures Wild Rose (CFWR) provided a letter of support to CFNA’s application. There is no cost to CFWR.

04-01-2019 Cheryl Ratified the signing of a letter of support for CFNA for the Women Lumley Entrepreneur Strategy. CARRIED

b) Alberta Food Processors Association Letter of Support (Wendy) Wendy provided background on an initiative lead by Alberta Food Processors Association to grow the region as an agri-tourism destination. The project will have two phases. Phase 1 is at no cost to partners and will be creating a database of restaurants that are supporting local agriculture to create a province wide dine around program during local food week. Phase 2 they will be accessing funds through the Tourism Growth Innovation Fund (TGIF), if successful a $3,000 contribution from 3 additional partners will be required to develop, implement and analyze a strategy and opportunity to create unique tourism experiences such as foraging and education plant walk experiences. This has been highly successful in Siksika. The overall concept is to develop and start to shape the Taste of Place.

Community Futures Wild Rose has agreed to partner in this initiative for the new fiscal beginning April 2019 and will provide a contribution of $3,000 and has a provided a letter of support on November 29, 2018 for the association to apply for the funding. The project will not proceed if not successful with the TGIF and aligns nicely with the agri-tourism initiative currently in progress.

The board will need to ratify the decision for Community Futures Wild Rose to support this initiative.

05-01-2019 Joe Pedersen Ratified the signing of a letter of support for Alberta Food Processors Association and a $3,000 contribution (if successful) to access funding for the Tourism Growth Innovation Fund. CARRIED

c) Motion to request LMP Phase III Grant (David) David explained that we did not receive the Grant but can reapply in the spring or fall depending on when it is next offered. The LMP grant reviewer is very supportive of our initiative and we believe there is a very good chance that we will obtain further funding for Phase III when it is next available.

a) Updates a) CFNA Board Development Offerings (Wendy) Reminder of the Social Economy Board Training session on Saturday, February 2, 2019 at the Community Futures Office from 10am - 1pm. Wendy will send a calendar reminder and please RSVP so lunch and manuals can be prepared accordingly.

b) Personnel Manual Review & Comments (David) David explained that he emailed members of the Personnel/Management Committee a draft Personnel Policy Manual and would like comments and revisions by January 21st. He asked Committee members to refer to the email he sent regarding the time-line he is proposing for the ratification of this Manual.

b) Other Business: None

c) Date of Next Meeting: February 7, 2019 7:00 p.m. Community Futures Wild Rose Office

Minutes of the Regular Meeting of the Directors of CF Wild Rose, November 28, 2018 Page | 2 158 2019.02.12

d) Adjournment: Meeting adjourned by Vanessa Van der Meer at 6:48pm.

Signed Chairman

Signed Vice-Chairman

Minutes of the Regular Meeting of the Directors of CF Wild Rose, November 28, 2018 Page | 3 159 2019.02.12 REQUEST FOR DECISION Agenda Item #

11.0

SUBJECT: Council Follow-Up Action List

2019-02-12 MEETING DATE:

PRESENTED BY: Peter Tarnawsky, Interim CAO

BACKGROUND/ To request Council’s acceptance of the Council Follow-Up Action List. PROPOSAL

DISCUSSION/ Please find attached the Council Follow-Up Action List. The Council Follow- OPTIONS/ up Action list is a list of items from Council meetings that require follow-up. BENEFITS/ This document is regularly updated after each Council meeting. DISADVANTAGES:

COSTS/SOURCE OF N/A FUNDING:

COMMUNICATIONS: N/A

LINK TO STRATEGIC PLAN: N/A

ATTACHMENTS: February 12, 2019 Council Follow-Up Action List

RECOMMENDED ACTION: Receive as information.

1. Receive as information COUNCIL OPTIONS: 2. Council provide further direction or required changes/amendments. MOTION: That Council receive for information the February 12, 2019 Council Follow-Up Action List as presented.

Prepared By: Carolyn Van der Kuil Approved By: Peter Tarnawsky Reviewed By: Peter Tarnawsky Executive Assistant Interim Chief Administrative Officer Interim Chief Administrative Officer

Document Last Updated April 15, 2014 160 2019.02.12 Council Action Items Description/Motion Meeting Date Motion # Action Required Assigned To Due Date Status Councillor McGhee moved to direct administration to pursue the rehabilitation of the Churchill Water System by securing and acquiring land for pump house, reservoir and bulk fill, complete engineering, create tender documents and tender 24-Apr-18 129/18 for construction as presented. Funding for the project to come from the Water Service Area Reserve and have the 2018 Capital Budget amended $4,634,048.00 for the Churchill Water System Rehabilitation. Municipal Services Fall 2019 In Progress Councillor King moved to direct administration to advertise for 10/23/2018 - ORG 394/18 RFD at February 12, 2019 a second Member at Large. (This is for MPC) Council Meeting Councillor Penner moved to defer logo selection until after the 13-Nov-18 430/18 2019 Strategic Planning and Visioning Session. Councillor Christie moved to direct administration to bring back to Council at the January 8, 2019 Council meeting a 11-Dec-18 459/18 Council wage report within our zone. Council will not receive a pay raise until this research is brought back and a decision is On agenda for January 8, made. COMPLETED 2019 Reeve Wittstock moved to bring back Bylaw #1781 for third On agenda for January 8, 11-Dec-18 464/18 reading to the January 8, 2019 Council meeting. COMPLETED 2019 Councillor King moved to grant an eight (8) month extension 08-Jan-19 3/19 to KNE160120 until August 15, 2019. COMPLETED Council gave all three readings to Bylaw #1782 Authorize 08-Jan-19 7/19 Borrowing for the Purpose of Financing Operating Expenditures for 2019” as amended. COMPLETED Councillor King moved to give third reading to Master Rates 08-Jan-19 8/19 Bylaw #1781 that being a bylaw to establish rates, fees, and charges for various goods, licenses, permits and services. COMPLETED Councillor King moved to amend salary to the 70th percentile, 08-Jan-19 9/19 plus adjustment for CRA Changes. COMPLETED Reeve Wittstock moved to support Wheatland County as they present their Update of the Provincial Code of Practice for 08-Jan-19 11/19 Compost Facilities Resolution at the February 1, 2019 Central Zone RMA meeting, and Spring Rural Municipalities of Alberta Convention in March 2019. COMPLETED Councillor Christie moved to approve a Committee of the 08-Jan-19 12/19 Whole Meeting date for Tuesday, February 12th, 2019 to be held after the regular Council meeting. COMPLETED Councillor Penner moved that Policy #3-3, Board and 08-Jan-19 13/19 Committee Appointments, be approved as presented. COMPLETED Councillor Christie moved that Council support a joint application with the Town of Trochu for an Alberta 08-Jan-19 18/19 Community Partnerships (ACP) grant to fund mediated efforts toward concluding an ICF Agreement, with the Town of Trochu being the managing partner of the grant. COMPLETED

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