TOWN OF HARDISTY

AGENDA

September 9, 2014

The regular meeting of the Council for the Town of Hardisty will be held on September 9, 2014 in the Council Chambers, Municipal Office, Hardisty, Alberta, commencing at 7:00 PM.

Page

1 CALL TO ORDER & RELATED BUSINESS 1.1 Call to Order 1.2 Adoption of Consent Agenda

a) Adoption of Minutes 4 - 8 i. August 12, 2014 Regular Council Minutes.

9 - 10 ii. August 22, 2014 Council Minutes.

11 iii. August 28, 2014 Special Council Meeting Minutes.

b) Reports 12 - 13 i. Mayor Miller- Town Hall Meeting.

14 - 100 ii. Councillor Beringer

101 - 103 iii. CAO Report

c) Financial Reports 104 - 127 i. Financial Reports

d) Correspondence 128 - 129 i. Letter to the RCMP.

Page 1 of 177

130 - 131 ii. Letter to FIP

132 iii. Letter to FIP

133 iv. Appointment of Interim CAO

134 - 135 v. Letter to Village of Lougheed- with regards to Shared Administration

1.3 Adoption of Regular Agenda 1.4 Adoption of Minutes

2 ITEMS FOR DISCUSSION & RELATED BUSINESS 2.1 Public Hearings a) Bylaw 1202/14 - Amendment to Bylaw 1139/09.TABLED 2.2 Presentations (Delegations) a) Hardisty Cemetery Committee 2.3 Requests for Decision 136 - 137 a) RFD 14-09-64 Annual Organizational Meeting.

138 - 145 b) RFD 14-09-65 New Policy #1922 Job Description Policy.

146 - 150 c) RFD 14-09-66 Policy #6902 Community Volunteer Recognition Program.

151 - 154 d) RFD 14-09-67 Re-Schedule Bylaw 1202-14 Land Use Bylaw Amendment Public Hearing.

155 - 163 e) RFD 14-09-68 Municipal Development Plan Amendment Bylaw 1203-14_Proposed.

164 - 177 f) RFD 14-09-69 Request for clarification for development on a lot zoned Direct Control Park.

2.4 Public Question Period

3 REPORTS 3.1 Mayor Miller 3.2 Deputy Mayor Lefebvre 3.3 Councillor Beringer 3.4 Councillor Buelow 3.5 Councillor Lane Page 2 of 177

3.6 Councillor Lesmeister 3.7 Councillor Gaetzman 3.8 Chief Administrative Officer

4 CORRESPONDENCE

5 CLOSED SESSION 5.1 Labour 5.2 Legal 5.3 Land

6 ADJOURNMENT

Page 3 of 177 a) i.

August 12, 2014

Town of Hardisty Regular Council Meeting

A Regular Council meeting was held in Council Chambers at 7:00 PM on Tuesday, August 12, 2014.

MEMBERS Mayor Miller, Deputy Mayor Lefebvre, Councillor Buelow, Councillor Beringer, PRESENT: Councillor Lesmeister, and Councillor Gaetzman. REGRETS: Councillor Lane.

OTHERS PRESENT: Finance Officer Sandy Otto, Tamara Wannechko and Landon Miller- Borden Ladner Gervais LLP.

CALL TO ORDER: Mayor Miller called the meeting to order at 7:01pm.

ADOPTION OF The Consent Agenda for the August 12, 2014 Council Meeting was presented CONSENT AGENDA: to Council for approval. 136/14 MOVED by Councillor Beringer THAT Council accept the consent agenda as presented. CARRIED

ADOPTION OF The Regular Agenda for the August 12, 2014 meeting was presented to REGULAR AGENDA: Council for approval. Additions: 5.3 (a) Rezoning request 5.3 (b) Road plan development.

137/14 MOVED by Councillor Gaetzman THAT Council accept the regular agenda with additions. CARRIED

ADOPTION OF MINUTES: Minutes accepted as part of the consent agenda.

PUBLIC HEARINGS: Bylaw 1200/14 Municipal Development Plan- Amendment. Mayor Miller opened the Public Hearing at 7:05 pm. Finance Officer Sandy Otto informed Council there were no written submissions. No members of the public in attendance. Council discussed the amendment to the Municipal Development Plan. Mayor Miller closed the Public Hearing at 7:21 pm.

Councillor Lane joined meeting via telephone.

Page 4 of 177 a) i.

Town of Hardisty Regular Council Meeting - August 12, 2014

RFD 14-08-55 - Bylaw 1200-14 MDP Amendment. 138/14 MOVED by Councillor Lesmeister THAT Council give SECOND reading to Bylaw #1200/14, an amendment to the Town of Hardisty Municipal Development Plan. CARRIED

139/14 MOVED by Deputy Mayor Lefebvre THAT Council gives THIRD AND FINAL reading to Bylaw #1200/14, an amendment to the Town of Hardisty Municipal Development Plan. CARRIED

PRESENTATIONS Landon Miller- Borden Ladner Gervais LLP gave a presentation to Council with (DELEGATIONS): regards to the Appeal of a Business License to Fluent Homes LTD.

REQUESTS FOR RFD 14-08-58 - Appeal of Business License Refusal. DECISION: 140/14 MOVED by Councillor Gaetzman THAT Council finds for Fluent Homes Ltd. in their appeal and instructs Administration to process the Business License for Fluent Homes Ltd. CARRIED

RFD 14-08-56 - Bylaw 1201-14 Town of Hardisty Litter Bylaw.

141/14 MOVED by Councillor Lane THAT Council give SECOND reading to Bylaw #1201/14, the Town of Hardisty Litter Bylaw. CARRIED 142/14 MOVED by Councillor Beringer THAT Council give THIRD and FINAL reading to Bylaw #1201/14, the Town of Hardisty Litter Bylaw. CARRIED

RFD 14-08-57 Bylaw 1202-14 Land Use Bylaw Amendment. 143/14 MOVED by Deputy Mayor Lefebvre THAT Council give FIRST reading to Bylaw #1202/14, an amendment to the Town of Hardisty Land Use Bylaw 1139/09 as amended & consolidated to rezone parcels of land within NE-36- 42-10-W4 from R1c – Large Lot Residential to R1 – Single Detached Residential. CARRIED

144/14 MOVED by Councillor Beringer THAT Council schedule a Public Hearing for Bylaw #1202/14 for Tuesday September 9th, 2014 at 7:00 pm in the Town of Hardisty Council Chambers. CARRIED

RFD 14-08-59 - FIP Protocol for Regional Collaboration. 146/14 MOVED by Deputy Mayor Lefebvre THAT Council approve the Flagstaff Intermunicipal Partnership Protocol for Regional Collaboration as presented. CARRIED

Page 5 of 177 a) i.

Town of Hardisty Regular Council Meeting - August 12, 2014

RFD 14-08-60 - FIP Regional Governance Study. 147/14 MOVED by Councillor Gaetzman THAT Council approve participation in the Regional Governance Study as part of the Flagstaff Intermunicipal Partnership work program. CARRIED

RFD 14-08-62 Hardisty Water & Wastewater System – Contracted Services.

148/14 MOVED by Mayor Miller THAT Council move into closed session at 8:17 pm. Pursuant to Section 18 Subsection (1d) Meeting in absence of the public as per the Freedom of Information and Protection of Privacy Regulation (Alberta Regulation 186/2008) to discuss (1) labour issue. CARRIED Sandy Otto and Tamara Wannechko left Council Chambers.

149/14 MOVED by Mayor Miller That Council come out of Closed Session at 8:37 pm. CARRIED

150/14 MOVED by Mayor Miller THAT Council take a 5 minute recess at 8:37 pm. CARRIED Councillor Lane left the meeting, Council returned to session at 8:40 pm. 151/14 MOVED by Councillor Lesmeister THAT Council directs CAO to explore a collaboration of Public Works between the Town of Hardisty and the Town of Killam. CARRIED

RFD 14-08-61 - Village of Lougheed Shared Administrative Agreement. 152/14 MOVED by Councillor Beringer THAT Council Direct the CAO to write a letter to the Village of Lougheed explaining why the Town of Hardisty will not be continuing administrative services as of October 31, 2014. CARRIED

PUBLIC QUESTION No public in attendance PERIOD:

REPORTS:

MAYOR MILLER: Hardisty Town Hall meeting scheduled for August 14, 2014.

DEPUTY MAYOR No report. LEFEBVRE:

COUNCILLOR BERINGER: No report.

COUNCILLOR BUELOW: Councillor Buelow brought forth concerns in regards to trees that may need trimming, a light on the golf course road is staying on all day and that the Town should consider buying a trailer for transporting lawnmowers to the cemetery. Page 6 of 177 a) i.

Town of Hardisty Regular Council Meeting - August 12, 2014

COUNCILLOR LANE: No report.

COUNCILLOR LESMEISTER: Councillor Lesmeister questioned a development that is occurring at the lake, and commented on RV trailers in the Town of Hardisty.

COUNCILLOR GAETZMAN: No report.

CHIEF ADMINISTRATIVE No report. OFFICER:

CORRESPONDENCE: 153/14 MOVED by Mayor Miller THAT Council move into closed session at 9:55 pm. Pursuant to Section 18 Subsection (1d) Meeting in absence of the public as per the Freedom of Information and Protection of Privacy Regulation (Alberta Regulation 186/2008) to discuss (2) land issues.

CARRIED Tamara Wannechko left the meeting.

CLOSED SESSION:

LABOUR: No issues for discussion.

LEGAL: No issues for discussion.

LAND: 154/14 MOVED by Mayor Miller THAT Council come out of Closed Session at 11:00 pm. CARRIED

155/14 MOVED by Deputy Mayor Lefebvre THAT Council accept the proposed Road Plan Survey for Battleview Developments within: Block 1, Registered Plan 8621941 and NW 1/4 section 36-42-10 W4 and SW 1/4 Section 36-42-10-W4 CARRIED

ADJOURNMENT: 156/14 MOVED by Mayor Miller THAT Council adjourn the meeting at 11:10 pm. CARRIED

CEO Anita Miller

Page 7 of 177 a) i.

Town of Hardisty Regular Council Meeting - August 12, 2014

Interim CAO Sandy Otto

Page 8 of 177 a) ii.

August 22, 2014

Town of Hardisty Special Council Meeting

A Special Council meeting was held in Council Chambers at 3:00 pm. on Friday, August 22, 2014.

MEMBERS PRESENT: Mayor Miller, Deputy Mayor Lefebvre, Councillor Beringer, Councillor Lesmeister and Councillor Gaetzman.

REGRETS: Councillor Lane and Councillor Buelow.

CALL TO ORDER:: Mayor Miller called the meeting to order at 3:10 pm.

157/14 MOVED by Councillor Lesmeister THAT Council appoint Sandy Otto as Acting Chief Administrative Officer for the Town of Hardisty commencing August 22, 2014. CARRIED

158/14 MOVED by Mayor Miller THAT Council move into closed session at 3:12 pm. Pursuant to Section 18 Subsection (1d) Meeting in absence of the public as per the Freedom of Information and Protection of Privacy Regulation (Alberta Regulation 186/2008) to discuss (1) labour issue. CARRIED

CLOSED SESSION:

LABOUR: One item for discussion

LEGAL: No items for discussion

LAND: No items for discussion 159/14 MOVED by Mayor Miller THAT Council move out of closed session at 3:42 pm. CARRIED 160/14 MOVED by Deputy Mayor Lefebvre THAT Council direct Acting CAO Sandy Otto to notify Municipal Affairs, Financial Institutions and Flagstaff Municipalities of the change of CAO. CARRIED

ADJOURNMENT: 161/14 MOVED by Mayor Miller THAT Council adjourn the meeting at 3:50 pm. CARRIED

Page 9 of 177 a) ii.

Town of Hardisty Special Council Meeting - August 22, 2014

CEO Anita Miller

Deputy Mayor Lefebvre

Page 10 of 177 a) iii.

August 28, 2014

Town of Hardisty Special Council Meeting

A Special Council meeting was held in Council Chambers at 5:00 PM on Thursday, August 28, 2014.

MEMBERS PRESENT: Mayor MIller, Deputy Mayor Lefebvre, Councillor Beringer, Councillor Buelow, Councillor Lesmeister and Councillor Gaetzman. REGRETS: Dean Lane

CALL TO ORDER: Mayor Miller called the meeting to order at 5:00 pm. 161/14 MOVED by Mayor Miller THAT Council move into closed session at 5:05 pm. Pursuant to Section 18 Subsection (1d) Meeting in absence of the public as per the Freedom of Information and Protection of Privacy Regulation (Alberta Regulation 186/2008) to discuss (1) labour issue. CARRIED

CLOSED SESSION:

LABOUR: One item for discussion.

LEGAL: No items for discussion.

LAND: No items for discussion. 162/14 MOVED by Mayor Miller THAT Council come out of closed session at 5:45 pm. CARRIED

ADJOURNMENT: 163/14 MOVED by Councillor Beringer THAT Council adjourn at 6:00 pm. CARRIED

CEO Anita Miller

Deputy Mayor Lefebvre

Page 11 of 177 b) i.

Town of Hall Meeting

Brainstorming for Parks and Recreation

Present: Deb Lefebvre, Darryl, Doug Irving, Ruth Tillmer, June Crone, Bud Devey, Wilf Dion, Betty Perrault , Penny Wurz, Travis Wurz, Connor Metz, Aidan Metz, Noreen Metz, Jim Yuskiew, Greg Miller, Tamara Wannechko, Sandy Otto, Anita Miller, Leo Lefebvre & Dean Lane. Recreation

Travis Wurz:

 Build a skate park, it’s a place where kids could learn new things, and meet new people.  a social place for kids to go.  We would like a permanent structure ( cemented in) including small ramps & rails  A small to medium size pad.

Move the soccer field over to the top Ball diamond -make it big enough to sport a small diamond for smaller kids.

Make the rodeo ground area the central sports area.

Make arena accessible during the summer months for rec sports- Lacrosse, roller blading, hand ball and street hockey.

Put up Volley Ball nets at the beach. Beautification

Move the flower pots off of Main Street

Ideas of where to put the flower pots:

 Put near the gazebo  Put in Clusters at the ends of Main Street.  Stack them on corners  Put them on 881

Use Round Up on the sidewalks where the weeds are poking through.

Page 12 of 177 b) i.

Put up a giant flag that can be seen from all directions.

Give incentives to residents to give a face lift or clean up their properties. Give incentives for property owners to demolish old dilapidated houses and put new homes or sell property.

Give Business’s incentives to new business downtown starting in the downtown core

New Hardisty Beautification Committee members

Penny Wurz

Hawley J Yuskiew

Greg Miller

Anita Miller

Donna Buelow.

Page 13 of 177 September 4, 2014 b) ii. Agenda Item 0.0

5404 – 56 Avenue Lacombe, AB T4L 1G1

Phone: (403) 782-3850 Fax: (403) 782 –4650 E-mail: [email protected]

MEETING REMINDER

This is just to remind you of the ___Board______

meeting scheduled for _September 4_ at _1:00 p.m. @ PRL Headquarters.

If you cannot attend, please notify Anna. She will send you copies of any handouts to keep you abreast of activities.

.

Page 14 of 177 September 4, 2014 b) ii. Agenda Item 0.1

Parkland Regional Library Board Members and Vision and Mission Statements

ADAMS, Liz STANNARD, Janine BACHMAN, Darcy STULBERG, Les BARNES, Sharon SUNDERMAN, Janet BERINGER, Connie TEMPLE, Sonia BURKE, Tammy UNDERHILL, Teri CARSON, Darryl VAN KOUGHNETT, Lee CHRISTENSEN, Gordon WEIR, Doug CHURCH, Sheila WELLS, Bruce DICKAU, Leona WELLS, Michael DURIEUX, Rudy WILLIAMSON, Sharon EBDEN, Colleen YEARWOOD, Shannon ELHARD, Richard GARTSIDE, Bruce GREEN, Bob GRETTUM, Clarence (Kerry) HAARSTAD-PETTEN, Lynda HARDER, Grant VISION STATEMENT: HERLE, Jeanette Parkland Regional Library is a leader in HOGAN, Judy assisting its member libraries to achieve HOVELAND, Agnes excellence in service. INNES, Kaye JOHNSON, Ken MISSION STATEMENT: KNUDTSON, Jean Parkland Regional Library supports its KRAUSE, Ken members through cooperation, KREIL, Dana innovation, and service by: KREST, Sue KROCHAK, Bev - providing human and material support LAING, Theresa services as needed by the libraries LEE, Linda - acting as a focus for leadership and LEEK, Peter library advocacy, McFADDEN, Verna - being effectively and efficiently McGAFFIGAN, Brian governed and financially sustainable. MANNING, Rick MILLER, Peter MILNE, Duncan MOORE, Christine OLFERT, Ray PAYNE, Jas PAYSON, Paul REHMAN, Jeremy RIEBERGER, Danny ROCK, Bill ROSE, Cindy SÁNCHEZ, Sharolyn SCHULZ, Sheila SMITH, Debra Page 15 of 177 September 4, 2014 b) ii. Agenda Item 1.1

The regular meeting of the Parkland Regional Library Board of Trustees will be held on Thursday, September 4, 2014, 1:00 p.m. to 4:00 p.m. in the PRL Board Room, 5404 - 56 Avenue, Lacombe. Agenda

1. Call to Order 1.1 Agenda* 1.1.1 Additions or deletions to the agenda 1.1.2 Adoption of the agenda 1.2 Approval of the minutes of the May 15, 2014 meeting* 1.3 Business arising from the minutes of May 15, 2014

2. Consent Agenda 2.1 Director’s Report* 2.2 Financial Statement* 2.3 Executive Committee Meeting Minutes for May 15, 2014* 2.4 Executive Committee Meeting Minutes for June 26, 2014* 2.5 ALTA Report* 2.6 Correspondence 2.6.1 ALTA Trustee Voice – June 2.6.2 ALTA Trustee Voice - August 2.6.3 Letter from Dr. Diana Davidson regarding Operating Grant* 2.6.4 Thank you Letter to Honorable Greg Weadick* 2.6.5 Letter from Honorable Greg Weadick* 2.6.6 Minister’s Awards for Excellence in Public Library Service – letter from Greg Weakick 2.7 Business arising from the consent agenda 2.8 Approval of Consent Agenda

3. Items for Action/Information 3.1 Approval of the PRL 2015 Budget and 2016-2017 Budget Projections* 3.2 Movement of Funds from the Unrestricted Operating Fund to the Vehicle Reserve* 3.3 PRL Investments a) Future of PRL’s Investments* b) PRL Investment Policy* 3.4 Marketing Campaign** 3.5 Communications Coordinator Position* 3.6 Resource Sharing Policy* 3.7 E-Content Purchases from Operational Funding* 3.8 Summer Village of White Sands Membership* 3.9 Updates 3.9.1 Technical Services Report 3.9.2 Consulting Services Report

4. Adjournment *Documents included in package. ** Documents to be handed out at meeting

Next meeting – Organizational Meeting - November 6, 2014 at 1:00 p.m. Page 16 of 177 September 4, 2014 b) ii. Agenda Item 1.2 1

The regular meeting of the Parkland Regional Library Board was called to order at 1:05 p.m. on Thursday, May 15, 2014 in the PRL Board Room, Lacombe.

Present: Debra Smith (Board Chair), Darcy Bachman, Tammy Burke, Sheila Church, Leona Dickau, Rudy Durieux, Helen Posti for Colleen Ebden, Bruce Gartside, Bob Green, Lynda Haarstad-Petten, Jeanette Herle, Judy Hogan, Agnes Hoveland, Ken Johnson, Jean Knudtson, Ken Krause, Sue Krest, Bev Krochak, Verna McFadden & Jodi Orr, Peter Miller, Christine Moore, Ray Olfert, Danny Rieberger, Cindy Rose, Sharolyn Sánchez, Janine Stannard, Les Stulberg, Teri Underhill, Doug Weir, Michael Wells

With regrets: Liz Adams, Connie Beringer, Grant Harder, Theresa Laing, Brian McGaffigan, Sheila Schulz, Sonia Temple, Shannon Yearwood

Absent: Sharon Barnes, Darryl Carson, Gord Christensen, Richard Elhard, Clarence Grettum, Kaye Innes, Dana Kreil, Linda Lee, Peter Leek, Brenda McDermott, Rick Manning, Duncan Milne, Jas Payne, Paul Payson, Jeremy Rehman, Bill Rock, Janet Sunderman, Lee Van Koughnett, Bruce Wells, Sharon Williamson

Staff: Ron Sheppard, Anna Alexander, Meredith Bratland, Susan Grieshaber-Otto, Tim Spark, Donna Williams

Guest: Tanya Wigmore – Collins Barrow

1. Call to Order Meeting called to order at 1:05 p.m. by Smith. Smith welcomed everyone to the meeting. Smith asked all members to introduce themselves.

Smith welcomed Tanya Wigmore from Collins Barrow.

1.1.1. Agenda 1.1.1.2 Adoption of the Agenda Smith reported there was one deletion from the agenda. 3.3.8.2 – IT Update was removed.

Motion by Haarstad-Petten, seconded by Stannard to accept the amended agenda as presented. CARRIED UNANIMOUSLY PRL 22/2013-14

1.1.2 Approval of minutes Motion by Knudtson, seconded by Green, to approve the minutes of February 27, 2014 meeting with the change of removing Grant Harder’s name from present or absent. CARRIED UNANIMOUSLY PRL 23/2013-14

1.3 Business arising from the minutes of February 27, 2014 Smith asked if there was any business arising from the minutes. Nothing was brought forward.

Page 17 of 177 September 4, 2014 b) ii. Agenda Item 1.2 2

2. Consent Agenda Smith explained the consent agenda. Items in the consent agenda are reports and no decision or action is needed. Any item can be removed from the consent agenda and brought forward for discussion. Smith asked if there was any business arising from the consent agenda.

A motion for the approval of the consent agenda was made by Moore, seconded by Stannard. CARRIED UNANIMOUSLY PRL 24/2013-14

3. Items for Action/Information 3.1 PRL’s 2013 Audit and Surplus Allocation – Tanya Wigmore Smith introduced Tanya Wigmore from Collins Barrow. Wigmore reviewed the audit with the board. Parkland received a clean audit. The financial statements present fairly, in all material respects, the financial position of Parkland Regional Library as at December 31, 2013, and the results of its operations and its cash flows for the year then ended in accordance with Canadian generally accepted accounting principles.

Excess revenue over expenses is $11,610. This surplus was transferred to the Unrestricted Operating Fund according to Parkland policy. The unspent book allotment dropped significantly down to $13,481 in 2013

There were no prior recommendations to note and there were no current recommendations to note. This is the third year in a row where there were no recommendations for changing our financial practices.

Motion by Bachman, seconded by Dickeau, to approve the audit as presented. CARRIED UNANIMOUSLY PRL 25/2013-14

3.2 Summer Village of White Sands Membership Sheppard reported that the Summer Village of White Sands sent a request to join Parkland. The membership agreements were sent to the summer village and have been returned signed along with a copy of a letter to the Minister of Municipal Affairs. In the past, the Parkland Board has allowed new member municipalities to lock in their requisition at the rate it was when they joined. The lock-in period is for 48 months.

With the Summer Village of White Sands joining Parkland, it leaves only 6 municipalities that are eligible to join.

Motion by Herle, seconded by Stulberg, that the PRL board lock in the Summer Village of White Sands at the membership rate of $7.50 per capita for a period of 48 months from the first of the month in which the summer village’s membership is approved by the Minister of Municipal Affairs. CARRIED UNANIMOUSLY PRL 26/2013-14

3.3 PRL Policy Changes With the end of the school contracts in June 2014, a number of Parkland’s policies required some housekeeping amendments. The changes are as follows: Page 18 of 177 September 4, 2014 b) ii. Agenda Item 1.2 3

Acquisitions and Allotment: Old: 4.2.1.1 On a per capita basis, Parkland Regional Library will set an annual library material allotment budget for its public libraries in accordance with the membership agreement and school libraries in accordance with their contract. New: 4.2.1.1 On a per capita basis, Parkland Regional Library will set an annual library material allotment budget for its public libraries in accordance with the membership agreement. ------Old: 4.2.1.4 The Board of Parkland Regional Library recognizes that the final responsibility for the selection of books for public and school collections rests with the local library.

New: 4.2.1.4 The Board of Parkland Regional Library recognizes that the final responsibility for the selection of books for public library collections rests with the local library.

Personal Information Banks: Old: 4.7.2.5 Title: Registered Borrower Records  Location: Systems/IT (maintained on PRL’s integrated library system)  Information Maintained: name, contact information, library card number, general (optional), guardian information where applicable, items out, holds, membership expiry date, current/historical fines and fees, customer type, last use, number of uses, registering library, mail or telephone contact information for hold and overdue notices.  Legal Authority: Alberta Libraries Act, Libraries Regulations, FOIP Act  Accessed By: all Parkland Regional Library staff, public library staff, and some school library staff.  Used for: the circulation of library resources by patrons, the collection of fees, fines, user statistics, library card expiration dates and investigation into customer accounts in order to respond to customer inquiries and correspondence.

New: 4.7.2.5 Title: Registered Borrower Records  Location: Systems/IT (maintained on PRL’s integrated library system)  Information Maintained: name, contact information, library card number, general (optional), guardian information where applicable, items out, holds, membership expiry date, current/historical fines and fees, customer type, last use, number of uses, registering library, mail or telephone contact information for hold and overdue notices.  Legal Authority: Alberta Libraries Act, Libraries Regulations, FOIP Act  Accessed By: all Parkland Regional Library staff and public library staff.  Used for: the circulation of library resources by patrons, the collection of fees, fines, user statistics, library card expiration dates and investigation into customer accounts in order to respond to customer inquiries and correspondence.

Page 19 of 177 September 4, 2014 b) ii. Agenda Item 1.2 4

Public Library Service Points Housed in Schools Old: 4.8.10 If a library service point is operated in a school which does not take library service from Parkland Regional Library, then every effort will be undertaken to ensure independent operation of the public service and to ensure limited access by the school and its students to Parkland services, thereby avoiding subsidization of non-contributing organizations.

New: 4.8.10 If a library service point is operated in a school, then every effort will be undertaken to ensure independent operation of the public service and to ensure limited access by the school and its students to Parkland services, thereby avoiding subsidization of non-contributing organizations.

With the end of the Alberta Multilingual Book Consortium collection, we also needed to amend one of Parkland’s policies for our four library service points (outlet libraries). Since there is no longer a requirement within the Alberta Libraries Act to provide material in languages other than English, we removed the requirement from our own outlet policy as follows.

Old: PROVISION OF MATERIALS TO PERSONS UNABLE TO USE CONVENTIONAL PRINT OR IN LANGUAGES OTHER THAN ENGLISH  Library service points for which Parkland Regional Library is the Board of Record shall endeavor to provide materials in a form appropriate to the user who is unable to use conventional print or desires material in a language other than English, from whatever source is available.  Sources may include, but not limited to, interlibrary loan, the Parkland Regional Library large print and audio books collection, and CNIB where applicable.  For library patrons who desire materials in a language other than English, the library service point will acquire these materials through interlibrary loan and/or through Parkland Regional Library’s subscription to the Alberta Multilingual Book Consortium Collection.

New: PROVISION OF MATERIALS TO PERSONS UNABLE TO USE CONVENTIONAL PRINT  Library service points for which Parkland Regional Library is the Board of Record shall endeavor to provide materials in a form appropriate to the user who is unable to use conventional print or desires material in a language other than English, from whatever source is available.

 Sources may include, but not limited to, interlibrary loan, the Parkland Regional Library large print and audio books collection, and CNIB where applicable.

Motion by McFadden, seconded by Knudtston, to approve the policy changes as presented. CARRIED UNANIMOUSLY PRL 27/2013-14

Page 20 of 177 September 4, 2014 b) ii. Agenda Item 1.2 5

3.4 Visits to Local MLAs Sheppard visited the MLAs in the Parkland region. All meetings went well. Discussion items included the increased costs for government courier. The Public Library Service Branch (PLSB) at Municipal Affairs pays approximately $750,000 a year for courier service on behalf of Alberta’s public libraries.

Another issue that was discussed was public library access to the provincial videoconferencing bridge also maintained by Service Alberta. Formerly a free service, the provincial bridge is now unavailable for public libraries unless the PLSB pays for access.

The need for increased SuperNet bandwidth for all Alberta public libraries was also discussed. Currently the PLSB pays for the SuperNet connections for public libraries. Network traffic has increased significantly since 2006 when the SuperNet was fully implemented and some of Parkland’s member libraries have experienced very slow data transfer speeds. The government recently increased the funding to the SuperNet to allow for extra bandwidth.

One issue that was not discussed with the MLAs was the library system Headquarter Renovation and Upgrades Infrastructure Proposal. Studies of six regional system headquarters were done in 2010. Parkland’s study recommended approximately $1 million in upgrades. To date no funding has been received.

Smith asked that all board members talk to the MLAs and MPs, to advocate for funding etc. It should be the board doing this because it has more weight than if administration does it. It was requested that staff prepare a list of talking points/guidelines be sent out to all board members so all members are discussing/talking about the same things.

3.5 Public Library Network Update Sheppard reviewed the Public Library Network updates. There is a new direction for funding and new licensing initiatives at the provincial government level.

The “Me” Card The “Me” Card allows you to check out items from other participating Alberta public libraries. Library patrons just complete the online web form at melibraries.ca to create an account with the participating libraries of their choice. The new library resource sharing policy allows patrons to use their current home library card at any participating library. The plan is to have all public libraries and system libraries participating in the Alberta Wide Borrowing program by the end of June 2014.

Provincial Econtent Strategy The Public Library Service Branch (PLSB) recently announced two important licensing initiatives. The PLSB entered into agreements with Recorded Books and CVS Midwest Tape to offer Zinio and hoopla digital media services, respectively. Zinio is a multi-platform distribution service for digital magazines, with more than 5,500 magazines from a wide range of publishers. Parkland acquired a Zinio subscription last year that went "live" in November. The PLSB will cover the platform fee retroactive to November 1, 2013 for Zinio and will also be covering the subscription fees for the top 150 magazines (Alberta-specific) beginning in April. It is unknown if Parkland will get a rebate or if so, how much it will be.

Page 21 of 177 September 4, 2014 b) ii. Agenda Item 1.2 6

Hoopla is an innovative new service that partners with public libraries to bring library patrons thousands of movies, television, music, and audiobook titles. There are no costs to patrons. All they need is a library card and a web browser, smart phone, or tablet. Hoopla has over 5,000 movies and TV shows, and has new content added regularly. The PLSB will be paying for a provincial subscription to hoopla.

SuperNet Bandwidth Increase The PLSB has increased support for SuperNet bandwidth for resource sharing Node libraries and public library services points serving populations between 3,400 to 300,000. Thirteen of Parkland’s member libraries will receive increases.

3.6 Canadian Accessible Library System Participation The Canadian Accessible Library System (CALS) was created as the result of a proof of concept developed for the National Network for Equitable Library Service (NNELS) to provide library materials to print disabled patrons in e-audio book format. The PLSB at Municipal Affairs has subscribed to CALS on behalf of Alberta citizens. BC Libraries Cooperative is the service partner in this initiative. The collection will consist of nearly 10,000 titles. Parkland will be the first of the sixteen resource sharing public library Nodes in Alberta to implement CALS.

3.7 CELA Implementation The CNIB Library’s Partners Program has been available to Alberta public libraries for many years. However, the Partners Program ceased some time ago and print impaired patrons were no longer able to access CNIB materials through their public library. On April 1, the Partners Program transitioned to the Centre for Equitable Library Access (CELA), which is the new national library service supporting the delivery of equitable library access through public libraries for Canadians with print disabilities. CELA is governed by a Board that represents public libraries and has a collections policy that reflects public library principles.

Sheppard reported that due to the continued support of the Public Library Services Branch at Municipal Affairs, the province's public libraries and their print disabled patrons will have access to all of CELA's resources. In addition to the 86,500 items in the CELA repository, patrons also now have access to the over 145,000 titles available through Bookshare in a wide array of digital formats.

3.8 Updates 3.8.1 Consulting Services Susan Grieshaber-Otto gave a review of Consulting Services:  Spring library visits by consultants are in full swing. We provide training and support as requested for a variety of services including HR support, help with Plans of Service, maintenance and development of collections, etc.  Congratulations to Innisfail Library for winning the Minister’s Award.  Consultants have been involved in several renovation space plans with more possibilities in the future…  Workshops and training continues - held a Tech PD Day on May 12 with a full house and enthusiastic reviews; Employment and Career Support workshops are taking place at 5 different locations throughout the system  LAG meeting will be held on June 2  Summer Reading Club workshop is on Saturday, June 7  Fall conference Sept 22 Page 22 of 177 September 4, 2014 b) ii. Agenda Item 1.2 7

 Board Basics workshop coming up in Penhold on May 24.  Nordegg – PRL outlet - after flooding, the collections were sent to PRL for evaluation and inventory.  Retirement - I enjoyed working at Parkland very much…the challenges and the many successes. There have been a lot of changes over the years, but always the priority has been service for libraries. The librarians here are excellent. Each one has a strong skill set that complements the team. Thank you to each of you, too, for your strong and steadfast support for libraries – for Parkland and for the library in your community.

Meredith Bratland, Communications Coordinator, shared more on Parkland projects.  Bratland announced that Greg Weadick was assigned to Minister of Municipal Affairs today.  Bratland and Schalm gave a presentation at ALC for Advocacy That Matters.  Will be sharing the program’s success at a Lunch and Learn held by CARE in Red Deer  Read Alberta Books traveling book display has been launched. It is booked into 2015!  Enterprise has been launched; and we will soon be releasing hoopla, Zinio, and CELA.  The Alberta Trustee newsletter is created 4 times a year. A sign-up sheet is available if you want to sign up to receive this by email.

4. Adjournment Motion by Stannard to adjourn the meeting at 2:20 p.m. CARRIED UNANIMOUSLY PRL 28/2013-14

Meeting adjourned at 2:20 p.m.

______Chairperson

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Director’s Report September 4, 2014

Staff Update  After an extensive job competition, long term staff member Colleen Schalm took over as the new manager of Consulting Services in June. Colleen replaced Susan Grieshaber-Otto who retired on June 12. Colleen has also taken over as one of PRL’s staff cheque signing authorities.  Network Support Technician, Jason Voll, left employment with Parkland on June 17.  PRL processing clerk Andrea Belliveau, who is currently on maternity leave, gave birth to Aria, a healthy baby girl on July 17th. Congratulations Andrea!

Trout Unlimited

 In July, Parkland Regional Library received another donation in the amount of $459.49 from Trout Unlimited. Since 2013, Parkland has received donations from Trout Unlimited to support a traveling collection of materials that cover the topics of river and ocean ecology, with a special focus on fish and insects. The mission of the Central Alberta Chapter of Trout Unlimited Canada is the protection of cold waters and trout in the west central region of Alberta. Parkland is grateful for this donation and is happy to assist with educating the public on the important issue of water ecology.

Director’s Activities  On the evening of May 27, Tim Spark, PRL’s Network Administrator and Ron Sheppard met with the Lacombe Public Library Board to discuss changing the configuration of that library’s SuperNet connection. Currently the library gets its SuperNet access through the City of Lacombe’s connection. Such a connection is outside of what is ordinarily allowed by provincial policy. Lacombe’s public library was informed that it was to receive a SuperNet bandwidth upgrade. However, since the Public Library Services Branch at Municipal Affairs pays the ongoing costs for public library SuperNet connections, we are uncertain at this time if the Mary C. Moore Public Library will be allowed to receive the SuperNet upgrade unless they get their own dedicated SuperNet connection independent of the City of Lacombe. Discussions remain ongoing.  On May 28, Spark and Sheppard visited Penhold library board to discuss the agreement between the board and Chinook’s Edge School Division regarding the common space to be used by both the public library and the new school. This agreement is very important as it could become a template for similar joint use facilities elsewhere in the province. Also discussed was the library’s SuperNet connection which was wireless. The Penhold library board has decided to piggyback on the school’s SuperNet connection and pay for the building of a much more robust, reliable wired connection to the SuperNet.  On June 13, PRL Board Chair, Deb Smith and Ron Sheppard attended a meeting of the 16 resource sharing public libraries (the Nodes) in Edmonton. The meeting was hosted by the Public Library Services Branch (PLSB). While many subjects were discussed, the most significant part of the meeting was the information provided concerning provincial licensing initiatives as they relate to digital content. The PLSB plans on creating repository for eBooks by Alberta authors. The creation of this collection would be paid for by the PLSB, be available

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to all public library patrons, and be added to annually. It is hoped to have 1,000 titles initially with 200 more added each year. The PLSB is considering replacing Mango language learning software as well as creating a Zinio magazine collection. At present the PLSB will not be paying for or subsidizing the TAL Core Suite of databases after September 2015. At present, they pay a 50% subsidy.  Sheppard attended a meeting of the TAL Executive Committee on June 20. Progress on the development of TAL’s Strategic Plan was discussed. An important part of the strategic plan development was the communications plan relating to the progress of the strategic plan. Eve Poirier from Norquest College and Ron Sheppard have been responsible for drafting the communications plan. Also discussed at the meeting was the retirement of TAL’s CEO, Clive Maishment. Clive will be retiring at the end of February 2015. Sheppard is one of four people on a selection panel to assist with the process for selecting a new CEO. Both the communications plan and the TAL CEO selection process have required many meetings; most are teleconferences.  On June 23-24 Sheppard attended “The NEXT Generation ILS Symposium” hosted by TAL in Edmonton. Other Parkland staff in attendance included Manager of Consulting Services, Colleen Schalm; Head of Technical Services and Systems, Marquita Bevans; and her assistant Lauralee Gilmour. Symposium attendees listened to presenters on how different consortiums managed to implement single instances of integrated library systems (ILS). On the afternoon of the second day of the symposium, group discussions were held to discuss the value and challenges of a single ILS. Overall the results seem inconclusive. TAL will be producing a report on the results of the symposium but from Sheppard’s preliminary inquiries, there seems to be more interest from the academic community in a single ILS than from the public library community.  On Sunday, August 24, along with Network Administrator Tim Spark, Sheppard helped wire the Sylvan Lake Municipal Library for computers after the library’s renovations were completed.

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Executive Committee Meeting Minutes May 15, 2014

Present: Debra Smith, Tammy Burke, Sheila Church, Bob Green, Lynda Haarstad-Petten, Agnes Hoveland, Jean Knudtson, Christine Moore, Ray Olfert, Janine Stannard

Staff: Ron Sheppard, Anna Alexander, Donna Williams

Meeting called to order at 10:05 a.m. by Smith.

1. Acceptance of the agenda: Motion by Church to accept the agenda as presented. CARRIED

2. Acceptance of April 10, 2014 Executive Committee Minutes Motion by Stannard to approve the April 10, 2014 minutes as presented. CARRIED

3. 2015 – 2017 Budget The current budget and three possible budget scenarios were included in the package. The three scenario budgets include one with a 2% increase in the municipal requisition, one with 2.5%, and one with 3%. The difference in revenue between the 2% and 3% amounts to only $16,387. The Computer Maintenance Agreement and Software Licences line is subject to change because PRL has not received the price quote for the 3-year licencing renewal for Microsoft software licenses.

Under Income  Provincial grant rates have been flat-lined  School contracts have been eliminated  Interest income on investments is based on estimates.

Under Library Materials  Individual budget lines have either been held at 2014 levels or have had modest increases  Line #8 under eContent materials has been divided in 2015 into two lines. They are Line #8 is for ebook and e-audio books; Line #9 funds audio books on CD  As directed by the Executive Committee, book allotment has been reduced by $0.15 p.c. to pay for the purchase of computers for member libraries.

Under Cost of Service  Most lines either held or have modest increases  Line #30 – ceased to budget money for reserves. At December 31, 2013, the Technology Reserve was over $60,000 above its recommended limit. Staff is recommending to transfer $75,000 from the Unrestricted Operating Reserve into the Vehicle Reserve. Based on the vehicle replacement schedule, this reserve should then be funded through 2020.

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The Budget Supplement was also included in the package which shows planned reserve fund movement which are approved for the upcoming year when the budget is approved.

Motion by Stannard to go in-camera at 10:25.

CARRIED

Alexander left the meeting.

Motion by Green to go out-of-camera at 10:55. CARRIED

Motion by Haarstad-Petten to use the budget with a 3% increase. CARRIED 3 OPPOSED

Sheppard asked the committee if they would like to see a balanced budget using up the $21,680 surplus. Green suggested leaving it as is. Staff will present the budget again at the June 26 meeting.

4. Summer Village of White Sands Membership Sheppard reported that the Summer Village of White Sands sent a request to join Parkland. The membership agreements were sent to the summer village and have been returned signed along with a copy of a letter to the Minister of Municipal Affairs. In the past, the Parkland Board has allowed new member municipalities to lock in their requisition at the rate it was when they joined for a period of 48 months.

With the Summer Village of White Sands joining Parkland, it leaves only 6 municipalities that are eligible to join.

Motion to recommend that the PRL board lock in the Summer Village of White Sands at the membership rate of $7.50 per capita for a period of 48 months from the first of the month in which the summer village’s membership is approved by the Minister of Municipal Affairs. CARRIED

5. PRL Investments The Parkland Board made the decision to limit Parkland’s investments to GICs and a conservative bond portfolio. Parkland limits its investment activities to those that mirror what municipalities are allowed to under the MGA. Parkland’s current portfolio is the RBC Laddered Bond portfolio.

To increase the profitability of our investments, RBC sent some portfolio scenario options. Option 1 is the “RBC Canadian Conservative Income Portfolio (Parameters)”. This portfolio is basically our current fixed income portfolio plus an allocation to equities. The portfolio mix of this mandate is 35% equity & 65% fixed income, rebalanced quarterly. The portfolio is comprised of approximately 35-60 equity positions plus 15-25 government and corporate bonds. Page 31 of 177 September 4, 2014 b) ii. Agenda Item 2.3 3

Option 2 is the “RBC Select Very Conservative Portfolio (Mutual Fund)”. This investment is a mutual fund that typically has an asset allocation of 20% equities and 80% fixed income. The investment objective is to provide income and the potential for modest capital growth by investing primarily in funds managed by RBC, emphasizing mutual funds that invest in fixed income securities with some exposure to mutual funds that invest in equity securities. The portfolio invests in a mix of Canadian, U.S., and international funds.

Hoveland suggested that the Executive Committee review PRL’s Investment Policy when discussing the investment options.

Sheppard will invite RBC Dominion to the June Executive Committee meeting to discuss Parkland’s investment options.

6. PRL Policy Changes With the end of the school contracts in June 2014, a number of Parkland’s policies required some housekeeping amendments. The changes are as follows:

Acquisitions and Allotment: Old: 4.2.1.1 On a per capita basis, Parkland Regional Library will set an annual library material allotment budget for its public libraries in accordance with the membership agreement and school libraries in accordance with their contract.

New: 4.2.1.1 On a per capita basis, Parkland Regional Library will set an annual library material allotment budget for its public libraries in accordance with the membership agreement. ------Old: 4.2.1.4 The Board of Parkland Regional Library recognizes that the final responsibility for the selection of books for public and school collections rests with the local library.

New: 4.2.1.4 The Board of Parkland Regional Library recognizes that the final responsibility for the selection of books for public library collections rests with the local library. ------Personal Information Banks: Old: 4.7.2.5 Title: Registered Borrower Records  Location: Systems/IT (maintained on PRL’s integrated library system)  Information Maintained: name, contact information, library card number, general (optional), guardian information where applicable, items out, holds, membership expiry date, current/historical fines and fees, customer type, last use, number of uses, registering library, mail or telephone contact information for hold and overdue notices. Page 32 of 177 September 4, 2014 b) ii. Agenda Item 2.3 4

 Legal Authority: Alberta Libraries Act, Libraries Regulations, FOIP Act  Accessed By: all Parkland Regional Library staff, public library staff, and some school library staff.  Used for: the circulation of library resources by patrons, the collection of fees, fines, user statistics, library card expiration dates and investigation into customer accounts in order to respond to customer inquiries and correspondence.

New: 4.7.2.5 Title: Registered Borrower Records  Location: Systems/IT (maintained on PRL’s integrated library system)  Information Maintained: name, contact information, library card number, general (optional), guardian information where applicable, items out, holds, membership expiry date, current/historical fines and fees, customer type, last use, number of uses, registering library, mail or telephone contact information for hold and overdue notices.  Legal Authority: Alberta Libraries Act, Libraries Regulations, FOIP Act  Accessed By: all Parkland Regional Library staff and public library staff.  Used for: the circulation of library resources by patrons, the collection of fees, fines, user statistics, library card expiration dates and investigation into customer accounts in order to respond to customer inquiries and correspondence. ------Public Library Service Points Housed in Schools Old: 4.8.10 If a library service point is operated in a school which does not take library service from Parkland Regional Library, then every effort will be undertaken to ensure independent operation of the public service and to ensure limited access by the school and its students to Parkland services, thereby avoiding subsidization of non-contributing organizations.

New: 4.8.10 If a library service point is operated in a school, then every effort will be undertaken to ensure independent operation of the public service and to ensure limited access by the school and its students to Parkland services, thereby avoiding subsidization of non-contributing organizations.

With the end of the Alberta Multilingual Book Consortium collection, we also needed to amend one of Parkland’s policies for our four library service points (outlet libraries). Since there is no longer a requirement within the Alberta Libraries Act to provide material in languages other than English, we removed the requirement from our own outlet policy as follows.

Old: PROVISION OF MATERIALS TO PERSONS UNABLE TO USE CONVENTIONAL PRINT OR IN LANGUAGES OTHER THAN ENGLISH  Library service points for which Parkland Regional Library is the Board of Record shall endeavor to provide materials in a form appropriate to the user who

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is unable to use conventional print or desires material in a language other than English, from whatever source is available.  Sources may include, but not limited to, interlibrary loan, the Parkland Regional Library large print and audio books collection, and CNIB where applicable.  For library patrons who desire materials in a language other than English, the library service point will acquire these materials through interlibrary loan and/or through Parkland Regional Library’s subscription to the Alberta Multilingual Book Consortium Collection.

New: PROVISION OF MATERIALS TO PERSONS UNABLE TO USE CONVENTIONAL PRINT  Library service points for which Parkland Regional Library is the Board of Record shall endeavor to provide materials in a form appropriate to the user who is unable to use conventional print or desires material in a language other than English, from whatever source is available.

 Sources may include, but not limited to, interlibrary loan, the Parkland Regional Library large print and audio books collection, and CNIB where applicable.

Motion by Knudtson to recommend that the Board approve the policy changes as presented. CARRIED

7. Changes to the Human Resource Manual Due to changes in Employment Standards regarding Compassionate Care Leave, Parkland was necessitated to change the Human Resource Manual section on Compassionate Care Leave. The change is as follows:

Current: Compassionate Care Leave: An employee shall be granted up to eight weeks of unpaid compassionate leave in a calendar year to provide care and support to a gravely ill family member where there is a significant risk that the family member may die within six months. A certificate from an attending physician or medical practitioner is required. Family members for this benefit are limited to:  married spouse or a person in an adult interdependent relationship with the employee as defined in the Adult Interdependent Relationships Act,  child or child of their adult interdependent relationship partner; or,  parent or the adult interdependent relationship partner of their parent.

If eligible, an employee is encouraged to apply for Employment Insurance compassionate care benefits during this leave.

New: Compassionate Care Leave Compassionate care leave will be granted in compliance with Alberta Employment Standards. Page 34 of 177 September 4, 2014 b) ii. Agenda Item 2.3 6

Motion by Burke to receive the change to the Compassionate Care Leave statement in the Human Resource Manual for information. CARRIED

8. APLAC Report – MGA Review Smith reported that a resolution was presented at the Alberta Public Library Administrators’ Council to revise the MGA was presented at the Alberta Library Conference in April. The resolution suggested a revision of the MGA that would allow municipalities to enact special levies to fund new library facilities or renovations to existing ones. After some discussion, it was decided that the Executive Committee would not endorse or pursue the change.

9. Advocacy by Board Chairs Smith spoke about advocacy for board members and reminding them that their best interest should be for Parkland when sitting on the board. Smith asked that all board members talk to the MLAs and MPs, to advocate for funding etc. It should be the board doing this, not administration. It was requested that a list of talking points/guidelines be sent out to all board members so all members are discussing/talking about the same things.

10. Board Photos Sheppard reported that every few years, professional photos were taken of PRL staff and the PRL Board. The last photos were taken in 2009 at a cost of just over $560 in addition to a deposit of $135.

Motion by Green to have professional photos taken of staff and the Board. DEFEATED

11. Adjournment Motion by Knudtson to adjourn the meeting at 11:40 p.m.

______Chairman

Page 35 of 177 September 4, 2014 b) ii. Agenda Item 2.4 1

Executive Committee Meeting Minutes June 26, 2014

Present: Debra Smith, Tammy Burke, Sheila Church, Bob Green, Lynda Haarstad-Petten, Agnes Hoveland, Jean Knudtson, Ray Olfert, Janine Stannard

Absent with regrets: Christine Moore

Staff: Ron Sheppard, Anna Alexander, Donna Williams

Guests: Neil Berg and Adam Lamb – RBC Dominion

Meeting called to order at 10:05 a.m. by Smith.

1. Acceptance of the agenda: Motion by Haarstad-Petten to accept the agenda as presented. CARRIED

2. Acceptance of May 15, 2014 Executive Committee Minutes Motion by Church to approve the May 15, 2014 minutes as presented.

CARRIED

3. PRL Investment Strategy – Neil Berg and Adam Lamb Neil Berg and Adam Lamb from RBC Dominion attended the Executive Committee meeting to discuss the possibility of Parkland changing the investment portfolio. Parkland’s current portfolio is a Canadian Laddered Bond portfolio. All investments are either bonds or GICs. This is a very conservative portfolio and in time interest may not keep up with inflation. Among a number of scenarios, Berg and Lamb presented a Canadian Conservative Income portfolio where 65% is invested in bonds and 35% is invested in equities. The idea is to increase the return potential without increasing the risk significantly. It was suggested that the investment portfolio should be such that it at least maintains the buying power of the money invested.

Before a change can be made in the investment strategy, Parkland’s Investment Policy will need to be changed to allow for investment in equities. Staff will review the investment policy to ensure it accommodates changes. Also included in the policy will be that the Executive Committee can make changes to the investment portfolio without obtaining board approval. The draft policy will be presented to the Executive Committee at the September meeting and presented to the Board for the September 4 afternoon meeting.

4. Nodes Meeting Update Sheppard gave an update on the Nodes meeting that Smith and Sheppard attended on June 13 in Edmonton. At this meeting resource sharing was discussed. For budgeting purposes, Sheppard wanted to find out what was happening with the licensing subsidies and what licensed resources the provincial government planned to pay for in

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the future. While the province is going to continue licensing resources for Alberta’s public libraries, we do not know which resources they will pay for or the terms of licensing. As a result, PRL has had to budget more for electronic resources since it is possible there will be fewer provincially funded resources in 2015.

5. PRL 2015 Budget and 2016– 2017 Budget Projections Included in the package were the 2015 budget and 2016-2017 budget projections, the current and proposed salary grids, and the budget notes. Sheppard reviewed the brief notes.

Under Income  Income is estimated based on the current 2014 Provincial grant  Estimated requisition to municipalities to balance the budget  Based on school library service contracts ending end of August 2014, line reduced to zero  Interest income on investments is based on estimates.

Under Library Materials  Reflects new allotment rate of $1.30 per capita for 2015-2017 which was reduced from the 2014 level of $1.45 – this additional $.15 cents is being allocated to line 13.  Line 6 – computer maintenance – line increased to reflect the anticipated end of government funded subsidy programs and modest, ongoing increases.  Line increased by $.15 per capita based on current population – increase offset by a reduction in book allotment.

Under Cost of Service  Line 5 – this line is new and will be used by Parkland staff to provide tools for marketing, advocacy and other initiatives for PRL and member library staff and boards  Line 6 – for software maintenance agreements and subscriptions – line increases to account for the rising costs associated with the Microsoft suite for PRL and member library computer software, PRL’s management of wireless networks and computer desktops for member libraries  Line 9 – reflects cost of postage machine and maintenance agreement for our laminator  Line 10 – reduced slightly then held to reflect the decrease in freight costs as a result of the termination of the Alberta Multilingual Book Consortium.  Line 11 – reduced slightly using average costs and the elimination of the school media collection costs  Line 12 – Based on a contract with Platinum – increased yearly  Line 16 – reduced due to online posting of packages  Line 18 – reduced by $500 then held at $3000  Line 21 and Line 22 – both decreased to reflect predicted staffing costs

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 Line 27 – based on five-year averages – balancing line  Line 28 – based on anticipated maintenance cost for three vehicles  Line 30 – this line in 2014 funded the Vehicle and Technology Reserves for covering current and ongoing purchase, as of 2015 it has been temporarily discontinued due to higher than anticipated reserve levels.  Most lines either held or have modest increases  Line #30 – ceased to budget money for reserves. At December 31, 2013, the Technology Reserve was over $60,000 above its recommended limit. Staff is recommending to transfer $75,000 from the Unrestricted Operating Reserve into the Vehicle Reserve. Based on the vehicle replacement schedule, this reserve should then be funded through 2020.

When approving the budget, the movement of reserve funds as described in the Budget Supplement part of the budget document are also being approved.

Motion by Knudtson to recommend that the PRL Board approve the budget as presented. CARRIED

6. Movement of funds from the Unrestricted Operating Fund to the Vehicle Reserve At the Executive Committee meeting on May 15, 2014, staff stated that we would be recommending the transfer of $75,000 from the Unrestricted Operating Fund (currently valued at over $378,000) to the Vehicle Reserve rather than budget funds to fund Vehicle Reserve. Parkland runs one staff vehicle for consulting visits and two delivery vans. In recent years, PRL has budgeted $15,000 a year to the Vehicle Reserve for vehicle replacement. Based on estimates, with the transfer of $75,000 from the Unrestricted Operating Fund, the Vehicle Reserve should be funded through to 2020.

Motion by Stannard to recommend the board approve the transfer of $75,000 from the Unrestricted Operating Fund to the Vehicle Reserve.

CARRIED

7. e-Content Purchases from Operational Funding Parkland Regional Library has lagged somewhat behind in the provision of eBooks compared to other libraries and systems. Staff has finalized our selection of an ebook vendor, 3-M Cloud and ensured sufficient ongoing funds are in our budget to pay for eContent, particularly ebooks and e-audio books. However we would like to create a base collection of popular materials. We would like an additional $35,000 to purchase eContent. We do not require reserve funds.

Currently Parkland has four vacant staff positions. We do not plan on filling any of these positions in the foreseeable future. As a result of this, we are projecting a surplus of over $100,000 in saved staffing costs between now and year-end. We would therefore like to purchase the $35,000 worth of eContent from surplus operational funding rather than using reserve funds. We would like to have the eContent materials purchased by the end of the summer.

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Motion by Green to overrun the Audio Book and eContent materials line of the budget up to $35,000 to purchase e-content from projected surplus operational funds.

CARRIED

Haarstad-Petten left the meeting at 12:10 p.m.

8. Communications Coordinator Position Several years ago, Parkland engaged in a communications audit. As a result of the audit, PRL hired a communications coordinator on contract to attempt to measure the value of such a position. Since the position has been filled, much work has been done in the areas of marketing, advocacy, document creation, video production, and social media which could not have been done otherwise. PRL’s communication coordinator does work for member library boards as well as for PRL. Included in this package is a new job description for the position of Communications Coordinator.

Based on the positive feedback from our member libraries, municipal councils, the PRL Board, and Executive Committee, we think it is time to make the position of communications coordinator permanent. This position has been worked into the PRL budget.

Motion by Green to recommend that the PRL Board approve the creation of the position of Communications Coordinator at Parkland Regional Library.

CARRIED

9. Resource Sharing Policy According to The Libraries Regulations, all libraries, including regional systems must have a resource sharing policy. The Regulation states:

(c) resource sharing, including participation in a provincial resource sharing network and the conditions that apply to the acquisition of library resources and information from other sources, including inter-library loans and information in electronic databases;

Due to some name changes of provincial policies and the creation of new operation guidelines from the provincial government, it is necessary to make some housekeeping amendments to Parkland’s resource sharing policy and the resource sharing policy for our outlet libraries. The idea behind the changes is to simplify the wording so we don’t need to change wording every time the government changes its policies.

Old: 4.11.1 Parkland Regional Library is party to a formal resource sharing agreement, the Provincial Resource Sharing Policy for Alberta’s Public Library Boards. Parkland Regional Library shares responsibility with other partners in the Provincial Resource Sharing Policy for coordinating resource sharing activities and providing resources and information to other public libraries in the province.

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New: 4.11.1. Parkland Regional Library shares responsibility with provincial partners for coordinating resource sharing activities and providing resources and information to other libraries. To this end, Parkland Regional Library lends materials in accordance with all resource sharing legislation and agreements.

Parkland Regional Library is set up as one library system with all materials equally accessible to member libraries and patrons.

OUTLET Old: Intent  Parkland Regional Library’s public library service points participate in the provincial resource sharing network as outlined in the Resource Sharing Agreement and in Principles of Resource Sharing in Alberta Public Libraries. Library service points agree to participate in the network and abide by the rules and procedures as outlined by the Agreement.  Parkland Regional Library sees resource sharing as an integral part of the service provided to library patrons. In this regard, the Board feels that every attempt should be made to get material to fulfill patron requests regardless of who the patron is or why the patron wishes the material.  Libraries attempt to improve access and quality of library service by participating in resource sharing.  Parkland Regional Library will pursue borrowing agreements with all regional library systems or other types of libraries to increase the resources available to Parkland Regional Library residents.  Parkland Regional Library supports cooperative ventures with other types of libraries, so it has joined The Alberta Library.

Availability  Parkland Regional Library is set-up as one library system with all materials equally accessible to Parkland Regional Library libraries and patrons. However, libraries within the system may restrict access to reference materials and local patrons will have priority for locally housed materials.

New: Intent  Parkland Regional Library’s service points participate in provincial resource sharing as defined in applicable agreements and legislation.  Parkland Regional Library sees resource sharing as an integral part of the service provided to library patrons. In this regard, the Board feels that every attempt should be made to get material to fulfill patron requests regardless of who the patron is or why the patron wishes the material.

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Availability  Parkland Regional Library is set up as one library system with all materials equally accessible to member libraries and patrons.

Motion to recommend the PRL Board approve the changes to PRL’s resource sharing policy and outlet resource sharing policy as presented.

CARRIED

10. PRL Signing Authorities Due to changes in staffing, the former Manager of Consulting Services, Susan Grieshaber-Otto, has been removed as a staff signing authority due to her retirement. Susan’s replacement as manager, Colleen Schalm, has been appointed as a staff signing authority in place of Susan. Other staff signing authorities include Tim Spark, PRL’s Network Administrator; Marquita Bevans, PRL’s Head of Technical Services and Systems, and PRL’s Director, Ron Sheppard. New signed forms must be sent to bank as well as the changes noted in the minutes.

11. Summer Village of White Sands Approved for Membership in Parkland A letter was received from the Minister of Municipal Affairs, Greg Weadick, approving the membership of the Summer Village of White Sands. PRL also received an Establishment Grant in the amount of $1,234 for the membership of Summer Village of White Sands.

12. Board Agenda A few additions were made to the Board agenda for September 4, 2014. PRL Investment Policy and Investment direction, Summer Village of White Sands, and Marketing and Advocacy.

13. Adjournment Motion by Stannard to adjourn the meeting at 12:20 p.m.

______Chairman

Page 41 of 177 September 4, 2014 b) ii. Agenda Item 2.5

Alberta Library Trustee Association Update Richard Poole

Good afternoon: My name is Richard Poole and for the past two years I have been serving on the Alberta Library Trustee Association as the representative for Area 3. Over the past year we have seen an exciting revitalization of this organization. In June we held a two day retreat that allowed us to develop a plan for the upcoming year. This is one of the few times that the Association executive is able to meet in person. Due to the fact that we represent zones throughout all of Alberta, travel for meetings is cost prohibitive. Instead the majority of our work is done through either video or Tele conferences.

While in the retreat we developed three major goals. Our first priority is to continue to find ways to provide service to all the Trustees within Alberta in an economical manner. We are working to establish secure funding that will allow us to expand our options to achieve this goal. In addition we also actively advocate for increased funding for our libraries whenever we meet with our provincial leaders.

Our second goal is to ensure that all trustees are aware of our association and the work we are doing. I hope that members will take a second to visit our web page at www.librarytrustees.ab.ca. This page provides a comprehensive menu of what the Association stands for and is working to accomplish. We will continue to be active in the organization and presentation of the Library Conference in Jasper. We will also be in attendance at conferences like the AUMA and AMMD&C conferences to explain what our role is to our municipal leaders. In addition we are trying to meet with the local boards whenever requested to present workshops that will assist trustees to understand their role while providing governance for their library.

Finally we are working hard to provide tools for the trustee. One of the key elements will be the revision and update of the Library Trustee handbook. When you visit our web page you will also see several links that provide practical information on the roles of the board and provide guidance to help board member’s work together to be an effective library board. If you would like to have a member of our association attend or provide a board workshop I would invite you to contact our executive director Heather Coulson at (780) 761-ALTA (2582) or by emailing her [email protected].

I look forward to hearing from you if you have thoughts, suggestions or concerns regarding ALTA activities.

Richard Poole Area 3 representative richard@blackfalds.com 403-885-5056.

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Preview Mode: To exit, please close this tab or window. View this in its own window.

June-09-14 June 2014 issue: • A Word from our President Library • 2014 AGM • Jasper Park Lodge Apologizes Systems - • ALTA Awards • Red Deer Public Library turns 100! News and • Fort Saskatchewan Library Renovations • Retiring Board Members Newslette • Welcome New Board Members • Anti-Spam Legislation Law rs

A message from the new President  Parkland of the Board: Library System We would like to welcome Laura Ross-  Giroux to the Board as the new President. Marigold She has volunteered in library world for Library

almost twenty five years and has a set up System goals she would like ALTA Board to  continue help address. Please click the link Chinook below to read Laura's message. Arch Welcoming Message from Laura Ross- Library

Giroux System

 Shortgrass Important! New Anti-Spam Library Legislation Law: System This law comes into force as of July 1st, 2014 and  Peace requires that we obtain your consent to continue Library sending you electronic communications. We hope you System enjoy reading ALTA's Trustee Voice and President's Bulletins. Click below to consent to receiving  Northern electronic messages from ALTA. Once you have Lights opted-in, you are still able to unsubscribe at any time. Library System >> Click Here to consent

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Check out the 2014 AGM:  Yellowhea d Library System

Anything to add? Email us.

Contributi ons Diane Osberg received a letter of recognition for her Contributions are incredible work with ALTA welcome - feel free to send articles, photos, and stories to admin@libraryt rustees.ab.ca

Twitter Nina Kencis receives the Honourary Life Membership Award for her incredible contribution (right)

Click here to share your thoughts. @librarytrustees If you're on Jasper Park Lodge sends a letter of Twitter, send us apology: We received a letter from the General a message! Manager of The Fairmont Jasper Park Lodge apologizing for

not providing us with refreshments as previously planned for ALTA AGM reception. Trustee Congratulations to the winners of this Voice year's ALTA awards: The Trustee Voice is a quarterly publication. For questions, concerns or suggestions please contact admin@li brarytrustees.ab. ca.

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Award of Excellence: Staff Yellowhead County Library Board

Heather Coulson Executive Director ed@librarytrustee s.ab.ca

Mumtahin Monzoor Communication/ Marketing admin@librarytrus tees.ab.ca

Savanna Harvey Editor of Trustee Voice

Bailey Mayor Executive Assistant

The Yellowhead County Library board consists of 5 members with over 54 years of collective library experience under their belts. Meeting once a month, this board has skilfully honed a smooth running, effective and visionary organization. To read more about what the Board has accomplished within the past five years, please click here. Honourary Life Membership Award: Nina Kencis

Nina Kencis has served on 2 library boards and has exemplified her dedication to the Library Community by her active leadership and management. To find out more about Nina's contributions, please click here.

Lois Hole Award: Gary Beeson, Swan Hills Library

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Happy 100th Birthday Red Deer Public Library! The Red Deer Public Library turns 100 this year! RDPL was one of the first libraries established under the Libraries Act of Alberta, and their first branch opened back in 1914. Happy 100th RDPL, we hope there's lots of cake! Go to their website to find out about the 100-year timeline, articles on the history of RDPL, and a really neat follow-up on their very first librarian, 17-year-old, Ina Greene, Here.

Fort Saskatchewan Renovations The new Fort Saskatchewan Public Library was over a decade in the making, starting with a space needs assessment study in 2002. The project was approved by plebiscite in 2010, construction began in June 2011, and in April of this year the Library moved into a temporary space while the final phase of construction was completed. The completed library opened November 04, 2013. The new 17,000 square feet library includes expanded areas for children and teens, a program room that is integrated into the main level of the library (instead of in the basement), increased areas for studying and leisure reading, larger collections for all ages, and more public access computers. The success of the new library can be measured in our circulation statistics which have increased almost 30% over the previous year; in new and renewed memberships which

Page 46 of 177 b) ii. September 4, 2014 Agenda Item 2.6.1 5

have seen an almost 72% increase; and in children not wanting to leave at the end of their visits.

Children's Play Area and the Quiet Study Area

Fireplace Leisure Reading Zone with Enrich the Experience Donor Wall

Retiring Board Members: We would like to wish our retiring board members a heartfelt thank you for their years of service and best wishes for the future:

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From left to right: President: Dwight Nagel, Area 1, Peace: Elaine Garrow, Area 4, Marigold: Diane Osberg, Area 6, Shortgrass: Martin Shields, and Calgary Public Library: Deirdre Harris.

>> Click here to share your thoughts. Welcome New Board Members! ALTA nominates half of the slate every year to ensure continuity on the Board. This year it is the even numbered areas. In addition, we have one midterm Director stepping down. As there was only one nomination for each area, no vote was required. Voted in by acclamation:

President Laura Ross-Giroux is a life- long volunteer who always had a passion for libraries. To find out more about Laura, pleaseclick here.

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Raoul Johnson will represent Area1. He is is currently in his second term on the M.D. of Smoky River #130 Council. To find out more about Raoul, please click here.

Lois Bedwell from Area 4, joined the Oyen Municipal Library Board as a trustee. To find out more about Lois, please click here.

Vice President Avnish Mehta also representing Calgary Public (CPL) is the Principal at Stand and Command. Born and raised in Calgary, Avnish graduated from the University of Western Ontario with a degree that focused on Human Resources and Public Policy. To find out more about Avnish, click here.

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Vic Mensch is the representative from Area 5. He has also been involved with the library world for many years and is a teacher by profession. To find our more about Vic, click here.

ALTA Area 6 Vacancy: ALTA is looking for a new Trustee Representative for Area 6. For more information, please contact us.

www.librarytrustees.ab.ca Alberta Library Trustees' Association 6-24, #7 Sir Winston Churchill Square Edmonton, Alberta Canada T5J 2V5

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August-05-14

In this issue: Library Systems -  Urging Ministers to Increase funding News and  EPL is Library of the Year!  New Hobbema Library Newsletters  Alberta Authors and Artists Showcase  Lit Fest 2014   Anti-Spam Legislation Law Parkland Library System

 Marigold Library System

Urging Ministers to Increase  Chinook Arch Library Library Funding: System

When library trustees attended the ALTA forums, hosted at Regional  Shortgrass Library meetings and the Alberta Library Conference, we heard “libraries System need more money”. ALTA, joining in the initiative spearheaded by the Chinook Arch Regional Library System, advocated to the  Peace Library System Minister Municipal Affairs, Greg Weadick and the Minister of Finance, Doug Horner, ‘urging them to increase the library budgets  Northern Lights Library across the province’. The Alberta Library Trustees Association (ALTA) Board sent a letter to Greg Weadick; Minister of Municipal System Affairs and Doug Horner, Minister of Finance urging more funding for all Alberta public libraries in the next budget click here.  Yellowhead Library System EPL is Library of the Year! Anything to add? Email us. Congratulations to the Edmonton Public Library for winning the prestigious Library of the Year Award by Library Journal magazine and Gale Cengage Learning. They are the first Canadian library to win. For more information, follow this link. Contributions

Introducing Mumtahin, our New Contributions are welcome - feel Intern: Please join me in welcoming Mumtahin, our new free to send articles, photos, and Social Media/Marketing Intern. She will be heading up our social stories media and has been busy re branding our website – take a to [email protected] look….click here

Page 51 of 177 b) ii. September 4, 2014 Agenda Item 2.6.2 2 New Hobbema Library:

We are so excited to be following the development of the new public library in Hobbema! Community support has been overwhelming to Twitter counter the bureaucratic conflict of provincial library funding for a federally-funded community. You can watch an interview with @librarytrustees librarian, Manisha Kheterpal here. Congratulations, Manisha! If you're on Twitter, send us a Alberta Authors and Artists message! Showcase:

The Writers' Guild of Alberta (WGA) is partnering with Alberta Culture Days to offer a number of libraries the opportunity to showcase Alberta writers and artists. The WGA aims to cover writer/artist fees, while libraries would provide a venue, advertising, Trustee Voice and some light snacks (for the attendees). Typically, the writer/artist will either read from a work, host a workshop (2-6 hours in length), or both (or may be flexible in offering a presentation by library The Trustee Voice is a quarterly request -- topic and length wise). Libraries must confirm their publication. For questions, interest in such an event via a proposal -- more information can be concerns or suggestions please found in the attachment. contact [email protected] .ca.

LitFest 2014:

LitFest is Edmonton’s non-fiction literature festival held at the end of October. Panels, artists, and events will be announced through-out June and July, so stay tuned! For more information, you can visit the LitFest website. Staff Heather Coulson Anti-Spam Legislation Law: Executive Director [email protected]

Don’t miss your issue of the “Trustee Voice”, click here to ensure Mumtahin Monzoor you are on the our mailing list. As you know the new Anti-spam Communication/ Marketing legislation requires you to consent to continue to receive emails [email protected] from us. For more information on this legislation, Click Here Savanna Harvey Editor of Trustee Voice

Bailey Mayor Executive Assistant

www.librarytrustees.ab.ca Alberta Library Trustees' Association 6-24, #7 Sir Winston Churchill Square Edmonton, Alberta

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Page 57 of 177 September 4, 2014 b) ii. Agenda Item 3.1 1

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Page 77 of 177 September 4, 2014 b) ii. Agenda Item 3.2 Board Meeting September 4, 2014 Agenda Item #3.3.2

Agenda Item Submission

Meeting: Board Agenda Item: #3.3.2 – Movement of funds from the Unrestricted Operating Fund to the Vehicle Reserve Date: September 4, 2014 Submitted by: Ron Sheppard

1. Issue Movement of funds from the Unrestricted Operating Fund to the Vehicle Reserve

2. Explanation of Issue At the Executive Committee meeting on June 26, 2014, the Executive Committee endorsed the transfer of $75,000 from the Unrestricted Operating Fund (currently valued at over $378,000) to the Vehicle Reserve rather than budget funds to fund Vehicle Reserve. Parkland runs one staff vehicle for consulting visits and two delivery vans. In recent years, PRL has budgeted $15,000 a year to the Vehicle Reserve for vehicle replacement. Based on estimates, with the transfer of $75,000 from the Unrestricted Operating Fund, the Vehicle Reserve should be funded through to 2020. Please see the accompanying vehicle replacement schedule for details.

3. Proposed Motions/Recommendation(s) Motion to transfer of $75,000 from the Unrestricted Operating Fund to the Vehicle Reserve.

Page 78 of 177 September 4, 2014 b) ii. Agenda Item 3.2a

Page 79 of 177 September 4, 2014 b) ii. Agenda Item 3.3a 1 Board Meeting September 4, 2014 Agenda Item #3.3.3a

Agenda Item Submission

Meeting: Board Agenda Item: #3.3.3a– Future of PRL Investments Date: September 4, 2014 Submitted by: Ron Sheppard

1. Issue Future of PRL Investments

2. Explanation of Issue Several years ago (2010), the Parkland Regional Library Board made the decision to cease investing in equities due to the risk posed by volatility in the stock market. Since that time, PRL has its left its investments in a conservative bond portfolio and in GICs. The board wanted Parkland to limit its investment activities to those that mirror what municipalities are allowed to under the Municipal Government Act (MGA). Unfortunately, return on our investments is not especially high. Depending on investment interest rates and inflation, the buying power of our invested money can actually decrease. Given this circumstance, staff asked the Executive Committee at their May 15 meeting whether a change in our investment portfolio is worth considering.

Our current portfolio is the RBC Laddered Bond portfolio which is 100% bonds. Increased return potential requires some exposure to equities. The question for PRL is whether and how far to go with our asset allocation. While there are no guarantees of better returns, one typically sees higher return potential with investment in stocks.

PRL first began investing in equities (stocks) in 1998. The investment objectives from the time were almost identical to what we are proposing now. In 1998, the objectives stated:

The portfolio is to be constructed so as to maximize current income, provide sufficient income growth, and preserve capital.

Within this overall objective the portfolio should seek to earn total returns in excess of the rate of inflation over the long term. Over the short term the portfolio should be sufficiently flexible to accommodate any specific capital withdrawals that may be required.

Current income and the maintenance of future purchasing power are of prime importance.

While some changes were made over the ensuing years, PRL’s investment objectives remained largely unchanged.

The stock market did well until the crash that occurred in October 2008. The high point for our equity investments was in October 2007 when the equity portion of the Parameters program reached $325,608.27. The low point of our equity investments was in February 2009 ($193,344.96). What is important to note is that PRL never lost any of its principal investment. When the stock market crashed, we only lost profit.

Page 80 of 177 September 4, 2014 b) ii. Agenda Item 3.3a 2 Due to the stock market crash, a number of Executive Committee and Board members thought that PRL should limit its investments to secure bonds, GICs, and other instruments in line with what municipalities are allowed to invest in under the MGA.

An Ad Hoc committee was formed in November 2009 to examine the nature of PRL’s investments. The Ad Hoc committee produced a report that was endorsed by both the Executive Committee and Board. The report mandated transferring the equity portion of our investments into the bond portion of PRL’s portfolio and reviewed our investment policy so that PRL’s investment parameters conform to those found in the MGA. These decisions were made by the PRL Board at their February 25, 2010 meeting. Parkland’s Investment Policy statement was changed to its current version at the May 13, 2010 board meeting.

Our current long term investments are in the Parameters Laddered Bond Portfolio managed by RBC Dominion. It is managed by an RBC Fixed Income Advisory Group. The portfolio is a discretionary, segregated account of ten bond positions ranging in maturity from one to ten years. As of July 31, this investment account was valued at over $652,000.

As mentioned earlier, our current investment policy would have to be changed if PRL were to resume investing in equities.

Are you satisfied with the status quo? It is a safe investment portfolio. However, while return on our investments is not really bad, it is not really great either.

Would you like to see a change in PRL’s investment strategy? If so, then what options do you want to explore?

Would the board be willing to let the Executive Committee examine investment options and make decisions relating to Parkland’s long-term investments? Please refer to the next item on the agenda.

3. Proposed Motions/Recommendation(s) To be determined.

Page 81 of 177 September 4, 2014 b) ii. Agenda Item 3.3.b 1 Board Meeting September 4, 2014 Agenda Item #3.3.3b

Agenda Item Submission

Meeting: Board Agenda Item: #3.3.3b – PRL Investment Policy Date: September 4, 2014 Submitted by: Ron Sheppard

1. Issue PRL Investment Policy

2. Explanation of Issue Based on the discussion about PRL’s investments held at the June 26 Executive Committee meeting, staff are preparing a new, more flexible investment policy that would allow for more effective investment decisions.

In practice, investment decisions are virtually always made by the board. However, since the board only meets four times a year, changes to PRL’s investment strategy cannot be made rapidly. It is also hard to encapsulate the multiple discussions the Executive Committee may have had relating to PRL’s investment for presentation to the board so the board can make informed decisions. The following policy revision would eliminate this problem by giving the Executive Committee the opportunity to make investment decisions which would then be reported to the board.

Current Policy:

4.4.16 Investments (1) In this policy, “securities” includes bonds, trust certificates, guaranteed investment certificates or receipts, certificates of deposit, deposit receipts, bills, notes and mortgages of real estate or leaseholds and rights or interests in respect of a security. (2) The Board of Parkland Regional Library recognizes the need for sound investment practices for the support of current reserves and shall ensure that investment earnings are maximized through investment activities which minimize exposure and risk. To this end, the Board authorizes the Director, or designate, to:  invest any operating surpluses of Parkland Regional Library, or other library funds not required for immediate disbursement, in any of the securities referred to in section (2); in notes of deposit receipts of chartered banks operating in Canada (including subsidiaries on non-Canadian banks meeting the credit standards outlined in section (2); in term deposit certificates of treasury branches; and to  dispose of any investment so made whenever necessary to meet expenditures or as prudent from an investment management view.

(3) Parkland Regional Library shall, from time to time invest surplus funds:  in debentures or securities issued by the Government of Canada or of any province of Canada,  in debentures or securities, the payment of which is guaranteed by the Government of Canada or of any province of Canada,

Page 82 of 177 September 4, 2014 b) ii. Agenda Item 3.3.b 2  in debentures or securities issued or guaranteed by any chartered bank operating in Canada, Treasury Branch, trust company and/or credit union with a commercial paper rating of AA (minimum) as rated by the Dominion Bond Rating Service Moody’s Investors Services, Inc., and/or Standards and Poor’s Corporation,  in commercial paper of a corporation incorporated in Canada with a minimum credit rating or “R-1 mid” as rated by the Dominion Bond Rating Service Moody’s Investors Services, Inc., and/or/ Standards and Poor’s Corporation.

(4) It will be the practice to award the investments to the most competitive offering after taking into consideration the administrative costs involved and the total investments to any one institution.

(5) Any departure from the policy requires approval of the Board.

New Policy:

4.4.16 Investments The Parkland Library Board recognizes the need for sound investment practices to support operations and reserve fund accounts. Investment earnings are to be maximized through activities which minimize risk but should ensure the rate of return is greater than the rate of inflation over the long term. To this end, funds shall be committed to appropriate investment vehicles until they are needed for current expenses.

Normally, Parkland has both long term and short term investment strategies.

Long term strategies may include PRL’s investment in vehicles such as, but not limited to, equities, mutual funds, and bonds. The Executive Committee is responsible for, and must approve all decisions relating to, PRL’s long term investments. Parkland’s Director and/or designate is then responsible for implementing the investment decisions of the Executive Committee.

Short term investments may include, but are not limited to, guaranteed investment certificates (GICs) and the management of funds in PRL’s current bank account(s). The Director and/or designate has full discretion to make decisions and changes to PRL’s short term investments.

Also include in this package are the investment policies of the other six regional library systems in Alberta.

3. Proposed Motions/Recommendation(s) Motion to approve the revised Investments policy statement as presented.

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Page 93 of 177 September 4, 2014 b) ii. Agenda Item 3.5 Board Meeting September 4, 2014 Agenda Item #3.3.5

Agenda Item Submission

Meeting: Board Agenda Item: #3.3.5 – Communications Coordinator Position Date: June 26, 2014 Submitted by: Ron Sheppard

1. Issue Communications Coordinator Position

2. Explanation of Issue According to Parkland’s Personnel Policy:

4.10.1 The Board must be informed of changes to Parkland Regional Library’s organizational chart. The creation of new positions requiring the creation of new job descriptions or the elimination of positions requiring the deletion of job descriptions must be approved by the Board.

Included in this package is a new job description for the position of Communications Coordinator. Several years ago, Parkland engaged in a communications audit. As a result of the audit, PRL hired a communications coordinator on contract to attempt to measure the value of such a position. Since the position has been filled, much work has been done in the areas of marketing, advocacy, document creation, video production, and social media which could not have been done otherwise. PRL’s communication coordinator does work for member library boards as well as for PRL.

Based on the positive feedback from our member libraries, municipal councils, the PRL Board, and Executive Committee, we think it is time to make the position of communications coordinator permanent. This position has been worked into the PRL budget. It is also important to note that it is part of PRL’s Strategic Plan to make the position of the Communications Coordinator permanent.

3. Proposed Motions/Recommendation(s) Motion to approve the creation of the position of Communications Coordinator at Parkland Regional Library.

Page 94 of 177 September 4, 2014 b) ii. Agenda Item 3.5a Job Title: Communications Coordinator

Principal responsibilities:

Reporting to the Manager of Consulting Services, the Communications Coordinator works closely with all members of the PRL management team and is responsible for media relations along with developing, coordinating, and implementing communications programs for Parkland Regional Library (PRL) and its member libraries.

Duties: • Provides communications counsel and writing support to PRL management and staff to further the business goals of the organization. • Develops, implements, and monitors communications strategies and plans based on PRL’s current three- year strategic plan and presents updates to the Board. • Writes a variety of communications including, but not limited to, newsletters, press releases, backgrounders, executive summaries, brochures, key messages, advertising, articles, website content, grant proposals, and award applications. • Provides communications counsel, training, and support to member libraries. • Plans, implements, and reports on region-wide campaigns and cyclical projects such as Library Snapshot Day. • Coordinates graphic design and promotional material production as required, ensuring applicable guidelines and standards are met. • Assists with arrangements for conferences, displays or information booths. • Engages in media relations and ensures messages are consistent, clear, and easily understood by all audiences. • Makes timely and appropriate use of social media as a contributor of the social media team. • Serves as the PRL liaison with communications staff in other organizations.

Other duties may be assigned as appropriate.

Qualifications: • Degree or diploma in public relations, communications, journalism or a related discipline, or, an equivalent combination of education and experience. Previous experience in marketing or communications an asset. • Excellent writing, and editing skills, using Canadian Press Style Guide standards. • Strong presentation skills and familiarity with adult learning principles. • Working knowledge of the methods and technical aspects of print production and advertising, and understanding of graphic design. Familiarity with desktop publishing software is essential. • Good understanding of web and social media communications. • Proficient in media relations, consulting, and project management. • Excellent organizational, critical thinking, and problem‐solving skills. • Ability to prioritize work load and manage multiple deadlines. • Strong interpersonal skills, flexibility, and a good sense of humour. • Must possess valid Alberta driver’s license. Occasional travel will be required.

Page 95 of 177 September 4, 2014 b) ii. Agenda Item 3.6 Board Meeting September 4, 2014 Agenda Item #3.3.6

Agenda Item Submission

Meeting: Board Agenda Item: # 3.3.6– Resource Sharing Policy Date: September 4, 2014 Submitted by: Ron Sheppard

1. Issue Resource Sharing Policy

2. Explanation of Issue According to The Libraries Regulations, all libraries, including regional systems must have a resource sharing policy. The Regulation states:

(c) resource sharing, including participation in a provincial resource sharing network and the conditions that apply to the acquisition of library resources and information from other sources, including inter-library loans and information in electronic databases;

Due to some name changes of provincial policies and the creation of new operation guidelines from the provincial government, it is necessary to make some housekeeping amendments to Parkland’s resource sharing policy and the resource sharing policy for our outlet libraries. The idea behind the changes is to simplify the wording so we don’t need to change wording every time the government changes its policies. Please refer to the following pages for the revised policies.

3. Proposed Motions/Recommendation(s) Motion to approve the changes to PRL’s resource sharing policy and outlet resource sharing policy as presented.

Page 96 of 177 September 4, 2014 b) ii. Agenda Item 3.6a 1

4.11 RESOURCE SHARING (Required by Libraries Regulation)

Old:

4.11.1 Parkland Regional Library is party to a formal resource sharing agreement, the Provincial Resource Sharing Policy for Alberta’s Public Library Boards. Parkland Regional Library shares responsibility with other partners in the Provincial Resource Sharing Policy for coordinating resource sharing activities and providing resources and information to other public libraries in the province.

New:

4.11.1. Parkland Regional Library shares responsibility with provincial partners for coordinating resource sharing activities and providing resources and information to other libraries. To this end, Parkland Regional Library lends materials in accordance with all resource sharing legislation and agreements.

Parkland Regional Library is set up as one library system with all materials equally accessible to member libraries and patrons.

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OUTLET

RESOURCE SHARING Old: Intent  Parkland Regional Library’s public library service points participate in the provincial resource sharing network as outlined in the Resource Sharing Agreement and in Principles of Resource Sharing in Alberta Public Libraries. Library service points agree to participate in the network and abide by the rules and procedures as outlined by the Agreement.  Parkland Regional Library sees resource sharing as an integral part of the service provided to library patrons. In this regard, the Board feels that every attempt should be made to get material to fulfill patron requests regardless of who the patron is or why the patron wishes the material.  Libraries attempt to improve access and quality of library service by participating in resource sharing.  Parkland Regional Library will pursue borrowing agreements with all regional library systems or other types of libraries to increase the resources available to Parkland Regional Library residents.  Parkland Regional Library supports cooperative ventures with other types of libraries, so it has joined The Alberta Library. Availability  Parkland Regional Library is set-up as one library system with all materials equally accessible to Parkland Regional Library libraries and patrons. However, libraries within the system may restrict access to reference materials and local patrons will have priority for locally housed materials. New: Intent  Parkland Regional Library’s service points participate in provincial resource sharing as defined in applicable agreements and legislation.  Parkland Regional Library sees resource sharing as an integral part of the service provided to library patrons. In this regard, the Board feels that every attempt should be made to get material to fulfill patron requests regardless of who the patron is or why the patron wishes the material. Availability  Parkland Regional Library is set up as one library system with all materials equally accessible to member libraries and patrons.

Page 98 of 177 September 4, 2014 b) ii. Agenda Item 3.7 Board Meeting September 4, 2014 Agenda Item #3.3.7

Agenda Item Submission

Meeting: Board Agenda Item: #3.3.7 – eContent Purchases from Operational Funding Date: September 4, 2014 Submitted by: Ron Sheppard

1. Issue eContent Purchases from Operational Funding

2. Explanation of Issue Parkland Regional Library has lagged somewhat behind in the provision of eBooks compared to other libraries and systems. Staff have been watching the marketplace carefully to determine which eContent vendor provides the best content, price, and licensing terms. We finalized our selection of a vendor and ensured sufficient ongoing funds are in our budget to pay for eContent, particularly ebooks and e-audio books. However we needed to create a base collection of popular materials. We required $35,000 to purchase eContent but we did not need reserve funds.

Currently Parkland has a number of vacant staff positions. We do not plan on filling any of these positions in the foreseeable future. As a result of this, we are projecting a surplus of over $100,000 in saved staffing costs between now and year-end.

We wanted to have the eContent purchased before the end of summer to complement PRL’s Marketing Campaign. Since purchasing the eContent was time sensitive, the Executive Committee approved a motion allowing staff to overrun the Audio Book and eContent materials line of the budget up to $35,000 to purchase eContent from projected surplus operational funds.

3. Proposed Motions/Recommendation(s) Motion to receive for information.

Page 99 of 177 September 4, 2014 b) ii. Agenda Item 3.8

Page 100 of 177 b) iii.

CAO Meeting Notes – August 19, 2014 Hosted by Village of Heisler

Attendance

Leslie Heck Amanda Davis Shelly Armstrong Laura Towers Debra Moffatt Rod Krips Kevin Miller Nancy Ambler Amanda Howell

Delegation

Dave Williams from Safety Designs Innovation (SDI) provided information on Health, Safety, and Environmental needs including individual assessments for organizations. SDI would conduct a needs assessment which is designed to build health and safety systems or find where improvements can be made. Working together in a partnership with SDI would have many benefits including:  Shared resources & policies  Customized assessments meeting individual municipalities needs  Shared training  Opportunity to share corporate policy  Mirrored policies, easier to transition to regional policies  Having a trusted resource to give answers  Rod Krips will investigate ACP grant for regional safety

Regional Governance

 There was discussion held regarding the need for a Regional Governance study and the ability to implement the results.  Need to educate the councillors as to what Regional Governance is about.  Would be beneficial to conduct a Regional Governance study, the problem will be educating the public when it’s complete.  There is a need to simplify the results of the study for the community.

Shelly will contact Municipal Affairs once the County has received confirmation from all municipalities regarding ACP grant application  There was discussion as to why recreation was put back on the plan.

CAOs’ recommend recreation be taken off the plan

 Discussion over a Regional Water Operator:  16 operators would be needed to work regionally

Page 101 of 177 b) iii.

 If a regional waterline was built, each distribution point would still need someone with distribution certification.  If a regional waterline was built, could hire a contractor to run it (would relieve municipality of responsibility of treatment.  Council needs to be aware of any operating problems

Regional Forum Meeting

There was discussion concerning whether there is a need for a speaker at the Fall Forum Meeting. It was decided the meeting should be more about the workplan and a speaker isn’t recommended at this time. The FIP Clerk will determine where the meeting will be held and who will cater it.

Joint QMP

Is it beneficial to have a joint QMP  Joint QMP would reduce cost of esite  Could have read only access  Cost efficient for audit purposes  Everyone in Flagstaff County would have same number of inspections

Hardisty would like to join the joint QMP and will take the suggestion to council at the next meeting end of September

Assessment Appeal Update

There may not be a need to set a hearing date as the complainant may settle.

Debra will contact Leslie before setting a hearing date

Proposed Professional development Program for Safety Codes Officer

If interested you should respond to the survey by August 29, 2014

Recreation

 There was a discussion regarding how communities are dealing with recreation money the Ag Society will distribute.  Concern was raised about developing a good working relationship with Ag society  Alliance recommended sending a letter to the Ag society requesting the Recreation Committee determines where the money goes.  There is concern that good recreation projects will be unable to continue without funds  Sedgewick asked if there were any thoughts regarding, requesting County review the decision

Page 102 of 177 b) iii.

Round Table

Sedgewick wondered if anyone else was experiencing trouble with cellphone reception

Next Meeting

The date and host of the next CAO meeting will be determined at a later date.

Page 103 of 177 c) i.

TOWN OF HARDISTY Page 1 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:42PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

TAXATION REVENUE

1-01-00-110-00 MUNICIPAL RES/FARM TAXES (556,000.00) (556,864.02) (579,566.00) (575,638.98) (575,638.98) 0.67 1-01-00-112-00 MUNICIPAL NON-RES TAX (273,800.00) (267,318.54) (295,071.00) (291,226.26) (291,226.26) 1.30 1-01-00-190-00 ELECTRIC, POWER, PIPELINE TAXS (20,000.00) (22,129.91) (21,133.00) (22,414.74) (22,414.74) (6.06) 1-01-00-111-00 SENIOR FOUNDATION TAX (17,029.00) (17,036.96) (17,800.00) (17,727.96) (17,727.96) 0.40 1-01-01-110-00 SCHOOL RES/FARM TAX (134,466.00) (134,543.96) (131,070.00) (204,096.07) (204,096.07) (55.71) 1-01-02-110-00 SCHOOL - NON-RES TAX (76,202.00) (75,832.96) (68,891.00) 0.00 0.00 100.00 1-01-03-110-00 SCHOOL - ELECTRIC, POWER, PIPELINE (5,734.00) (6,117.06) (5,088.00) 0.00 0.00 100.00 TAX

* TOTAL TAXATION (1-01) (1,083,231.00) (1,079,843.41) (1,118,619.00) (1,111,104.01) (1,111,104.01) 0.67

REQUISITIONS EXPENSES

2-01-00-751-00 ASFF SCHOOL REQUISITION 216,404.00 216,404.14 205,048.00 0.00 51,262.06 74.99 2-01-00-752-00 FLAGSTAFF LODGE REQUISITION 17,029.00 17,029.00 17,800.00 0.00 17,796.00 0.02

* TOTAL REQUISITIONS (2-01) 233,433.00 233,433.14 222,848.00 0.00 69,058.06 69.01

** NET MUNICIPAL TAXES (849,798.00) (846,410.27) (895,771.00) (1,111,104.01) (1,042,045.95) (16.33)

FEES/PENALTIES/OTHER REVENUE

1-01-00-510-00 PENALTIES AND COSTS (16,000.00) (12,328.38) (12,000.00) (445.07) (19,301.62) (60.84) 1-01-00-540-00 ATCO FRANCHISE PORTION ONLY (44,000.00) (50,741.36) (50,000.00) (4,464.26) (28,181.33) 43.63 1-01-00-541-00 POWER - FRANCHISE PORTION (24,000.00) (23,990.45) (24,000.00) (2,478.61) (11,917.46) 50.34 1-01-00-550-00 INTEREST INCOME (1,000.00) (3,736.88) (1,500.00) (67.28) (1,281.59) 14.56

* TOTAL FEES/PENALTIES/OTHER (1- (85,000.00) (90,797.07) (87,500.00) (7,455.22) (60,682.00) 30.65

LEGISLATIVE EXPENSES

2-11-00-151-00Page 104 of 177 COUNCILLORS REGISTRATIONS ' MISC. 4,000.00 0.00 4,000.00 0.00 9,630.08 (140.75) 2-11-00-211-00 COUNCIL - GENERAL MISC EXPENSES 4,000.00 8,334.96 4,000.00 261.67 2,044.60 48.88 2-11-04-151-00 A. MILLER - COUNCIL FEE 0.00 1,255.00 8,500.00 1,010.00 4,200.00 50.58 2-11-03-211-00 A. MILLER - MILEAGE & SUBSISTENCE 0.00 90.90 2,500.00 234.12 284.62 88.61 2-11-07-151-00 BERINGER - COUNCIL FEES 0.00 1,460.00 6,000.00 450.00 2,250.00 62.50 2-11-07-211-00 BERINGER - MILEAGE /SUBSISTENCE 0.00 768.06 1,500.00 0.00 0.00 100.00 2-11-09-151-00 GAETZMAN - COUNCIL FEES 0.00 1,600.00 6,000.00 450.00 2,880.00 52.00 2-11-09-211-00 GAETZMAN - MILEAGE /SUBSISTENCE 0.00 1,328.80 1,500.00 0.00 0.00 100.00 c) i. TOWN OF HARDISTY Page 2 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-11-01-151-00 BUELOW - COUNCIL FEES 6,000.00 5,400.00 6,000.00 450.00 2,250.00 62.50 2-11-01-211-00 BUELOW - MILEAGE /SUBSISTENCE 1,500.00 768.06 1,500.00 0.00 0.00 100.00 2-11-12-151-00 LANE - COUNCIL FEE 0.00 1,320.00 6,000.00 450.00 2,740.00 54.33 2-11-12-211-00 LANE - MILEAGE/SUBSISTENCE 0.00 0.00 1,500.00 0.00 0.00 100.00 2-11-13-151-00 LESMEISTER - COUNCIL FEES 0.00 1,600.00 6,000.00 450.00 3,300.00 45.00 2-11-13-211-00 LESMEISTER - MILEAGE ' SUBSISTENCE 0.00 779.66 1,500.00 32.32 117.16 92.18 2-11-06-151-00 LEFEBVRE - COUNCIL FEES 0.00 1,740.00 6,000.00 450.00 2,250.00 62.50 2-11-06-211-00 LEFEBVRE - MILEAGE ' SUBSISTENCE 0.00 768.06 1,500.00 0.00 0.00 100.00

* TOTAL LEGISLATIVE (2-11) 15,500.00 27,213.50 64,000.00 4,238.11 31,946.46 50.08

ADMINISTRATION REVENUE

1-12-00-341-00 ADMIN FEES FOR APPLICATIONS (1,500.00) (5,870.00) (2,000.00) (360.00) (1,440.00) 28.00 1-12-00-410-00 GEN SERVICE AND SUPPLIES REV. (5,000.00) (19,186.34) (4,000.00) (2,442.91) (7,411.14) (85.27) 1-12-00-520-00 DEMOLITION ' BUILDING PERMITS (3,000.00) (9,542.45) (3,000.00) (1,425.00) (10,225.00) (240.83) 1-12-01-520-00 SAFETY CODES PERMIT FEES (2,000.00) (38,278.50) (2,000.00) 0.00 (1,032.25) 48.38 (COLLECTED) 1-12-00-522-00 BUSINESS LICENSES (2,000.00) (2,740.00) (2,000.00) (170.00) (2,200.00) (10.00) 1-12-11-140-00 PROF. BLDG. RENT (16,000.00) (18,000.00) (37,000.00) 0.00 (6,200.00) 83.24 1-12-01-410-00 ADMINISTRATIVE SUPPORT - LOUGHEED (84,000.00) (84,084.00) (70,000.00) (7,000.00) (35,000.00) 50.00 Based on Jan-Oct '14 1-12-00-855-00 PROVINCIAL GRANT - OPERATING 0.00 0.00 (18,971.00) 0.00 0.00 100.00 MSI Op. 2014

* TOTAL ADMINISTRATION (1-12) (113,500.00) (177,701.29) (138,971.00) (11,397.91) (63,508.39) 54.30

ADMINISTRATION EXPENSES

2-12-00-110-00 OFFICE SALARIES 210,000.00 183,447.16 209,500.00 16,015.41 85,947.94 58.97 2-12-00-120-00 CLEANING CONTRACT 2,000.00 2,845.94 2,500.00 285.00 1,261.99 49.52 2-12-00-130-00 EMPLOYERS CONTRIBUTIONS 24,000.00 22,303.16 24,400.00 2,264.46 11,835.70 51.49 2-12-00-135-00 WORKERS COMPENSATION BOARD 6,000.00 4,661.75 6,000.00 1,088.99 2,556.21 57.39 2-12-00-140-00 LOCAL AUTHORITIES PENSION PLAN 18,000.00 15,681.84 20,000.00 2,563.77 9,848.14 50.75 2-12-00-200-00 BANK CHARGES 15,000.00 11,317.33 15,000.00 814.82 4,361.19 70.92 Page 105 of 177 2-12-00-211-00 TRAVEL ' SUBSISTENCE 8,000.00 9,306.03 9,500.00 75.97 105.20 98.89 2-12-00-215-00 POSTAGE AND FREIGHT 5,000.00 4,198.45 7,000.00 547.00 1,473.05 78.95 2-12-00-216-00 TELEPHONE 6,500.00 6,470.85 6,800.00 494.39 2,563.83 62.29 2-12-00-220-00 ADVERTISING, PRINTING, SUBSCRIPTIONS 22,000.00 22,243.65 22,000.00 36.98 2,969.68 86.50 2-12-00-230-00 AUDIT FEES 8,500.00 8,000.00 8,000.00 0.00 8,300.00 (3.75) 2-12-00-250-00 ADMIN REPAIR ' MAINT 20,000.00 20,237.31 20,000.00 5,005.00 9,697.00 51.51 2-12-00-510-00 GENERAL OFFICE SUPPLIES 6,000.00 4,683.65 6,000.00 484.72 2,460.26 58.99 2-12-00-274-00 ADMIN INSURANCE 6,300.00 6,102.58 6,300.00 6,196.72 6,678.72 (6.01) c) i. TOWN OF HARDISTY Page 3 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-12-00-511-00 CLEANING SUPPLIES 400.00 493.86 400.00 31.82 130.43 67.39 2-12-00-512-00 PROMOTIONAL SUPPLIES 5,000.00 2,797.70 5,000.00 0.00 1,332.86 73.34 2-12-00-550-00 BAD DEBT EXPENSE 1,500.00 0.00 1,500.00 0.00 0.00 100.00 2-12-00-990-00 DONATIONS TO OTHER GROUPS 3,000.00 90.00 2,000.00 0.00 0.00 100.00 2-12-01-230-00 ASSESSMENT SERVICES 20,000.00 10,575.18 20,000.00 917.00 4,477.00 77.61 Mthly contract to WAG $890 + buffer in case of an appeal 2-12-01-520-00 SAFETY CODES PERMIT FEES (CLOSED) 1,000.00 5,207.27 1,200.00 232.50 3,963.75 (230.31) 2-12-01-540-00 ADMIN POWER 6,500.00 6,570.98 6,800.00 401.47 1,186.49 82.55 2-12-02-230-00 LAND TITLE FEES 500.00 216.00 500.00 135.00 185.00 63.00 2-12-02-277-00 OFFICE PHOTOCOPIER 9,000.00 7,241.44 9,000.00 1,121.25 2,394.15 73.39 2-12-02-540-00 NATURAL GAS 3,500.00 3,530.62 3,800.00 548.67 1,479.22 61.07 2-12-03-230-00 LEGAL ' TRAINING 25,000.00 12,389.48 15,000.00 20.00 (12.95) 100.08 2-12-04-990-00 1ST CALL EXPENSES 600.00 348.00 600.00 (894.00) (756.00) 226.00 2-12-05-277-00 MUNIWARE AGREEMENT 14,000.00 10,055.92 12,000.00 832.12 4,160.60 65.32 2-12-05-990-00 ECONOMIC DEVELOPMENT EXPENSES 20,000.00 20,395.00 25,000.00 250.60 602.05 97.59 2-12-06-277-00 WEB SITE EXPENSE 4,500.00 2,799.06 4,000.00 0.00 3,950.00 1.25 2-12-11-150-00 PROF. BLDG. CONTRACTED SERV. 5,000.00 2,921.50 3,000.00 220.00 1,250.00 58.33 Cleaning Services 2-12-11-275-00 PROF. BLDG. INS. 1,000.00 970.21 1,000.00 1,192.42 1,192.42 (19.24) 2-12-11-520-00 PROF. BLDG. MATERIALS/GOODS/SERV. 5,000.00 19,429.29 20,000.00 1,094.64 2,628.35 86.85 2-12-11-290-00 ELECTIONS ' CENSUS COSTS 2,000.00 1,787.75 2,000.00 0.00 0.00 100.00

* TOTAL ADMINISTRATION (2-12) 484,800.00 429,318.96 495,800.00 41,976.72 178,222.28 64.05

** NET ADMINISTRATION 301,800.00 188,034.10 333,329.00 27,361.70 85,978.35 74.21

PROTECTIVE SERVICES REVENUE

1-23-00-410-00 FIRE FIGHTING FEES CHARGED (5,000.00) (17,960.00) (5,000.00) 0.00 0.00 100.00 1-23-00-590-00 FIRE DONATIONS (5,000.00) 0.00 (5,000.00) 0.00 0.00 100.00 1-23-00-850-00 FIRE GRANTS (10,000.00) (23,495.00) (5,000.00) 0.00 0.00 100.00 1-23-00-860-00 GRANTS - OTHER MUNICIPALITIES 0.00 (5,797.00) (20,000.00) 0.00 0.00 100.00 Flagstaff County Grant $10k housing & 1/2

Page 106 of 177 Equip exp & op on engine #1

* TOTAL PROTECTIVE SERVICES (20,000.00) (47,252.00) (35,000.00) 0.00 0.00 100.00

PROTECTIVE SERVICES EXPENSES

2-23-00-110-00 ADMINISTRATION 500.00 251.65 500.00 0.00 0.00 100.00 2-23-00-148-00 IN SERVICE TRAINING ' DEVELOP. 3,000.00 6,899.15 3,000.00 0.00 499.29 83.35 2-23-00-159-00 FIRE FIGHTERS FEES (VOLUNTEERS) 10,000.00 16,250.00 10,000.00 0.00 0.00 100.00 2-23-00-215-00 POSTAGE, FREIGHT 300.00 303.47 300.00 0.00 0.00 100.00 c) i. TOWN OF HARDISTY Page 4 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-23-00-216-00 TELEPHONE 2,800.00 2,419.93 2,800.00 295.83 1,190.63 57.47 2-23-00-250-00 REPAIRS AND MAINTENANCE 3,000.00 8,992.22 5,000.00 2,866.02 3,327.55 33.44 2-23-00-274-00 FIRE INSURANCE 8,700.00 8,372.24 8,700.00 8,418.30 9,543.30 (9.69) 2-23-00-275-00 LICENSES/COMMUNICATIONS PROJECT 3,200.00 4,502.17 4,500.00 0.00 2,897.90 35.60 Radio licenses & tower rental & dispatch fees 2-23-00-510-00 SUPPLIES 4,000.00 7,210.02 6,500.00 71.52 122.88 98.10 2-23-00-521-00 FUEL 1,500.00 1,243.22 1,500.00 0.00 (316.46) 121.09 2-23-01-540-00 POWER 2,500.00 2,558.71 2,800.00 153.87 560.66 79.97 2-23-02-540-00 HEATING FUEL 4,500.00 4,343.30 4,700.00 164.44 1,537.41 67.28 2-23-00-830-00 DEBENTURE INTEREST 2,000.00 1,235.89 1,500.00 56.09 326.88 78.20 2-21-00-220-00 BYLAW ENFORCEMENT EXP. 10,000.00 10,848.11 10,000.00 0.00 0.00 100.00

* TOTAL PROTECTIVE SERVICES (2-2 56,000.00 75,430.08 61,800.00 12,026.07 19,690.04 68.14

** NET PROTECTIVE SERVICES 36,000.00 28,178.08 26,800.00 12,026.07 19,690.04 26.53

ANIMAL CONTROL REVENUE

1-26-00-525-00 ANIMAL LICENSES ' FINES (500.00) (555.00) (500.00) (120.00) (610.00) (22.00)

* TOTAL ANIMAL CONTROL (1-26) (500.00) (555.00) (500.00) (120.00) (610.00) (22.00)

ANIMAL CONTROL EXPENSES

2-26-00-110-00 DOG CATCHER FEES 500.00 0.00 250.00 0.00 0.00 100.00 2-26-00-211-00 MILEAGE ' EXPENSES/ANIMAL CONTROL 500.00 0.00 250.00 0.00 0.00 100.00

* TOTAL ANIMAL CONTROL (2-26) 1,000.00 0.00 500.00 0.00 0.00 100.00

** NET ANIMAL CONTROL 500.00 (555.00) 0.00 (120.00) (610.00) 0.00

COMMON SERVICES EXPENSES

2-31-00-110-00 COMMON SERV SALARIES 30,000.00 43,480.26 52,000.00 3,644.61 13,378.41 74.27 2-31-00-120-00 CASUAL ' SUMMER EMPLOYMENT 10,000.00 15,397.29 16,000.00 (42.76) 435.41 97.27 2-31-00-130-00 EMPLOYER CONTRIBUTIONS 8,500.00 7,318.72 7,500.00 563.20 2,054.10 72.61 Page 107 of 177 2-31-00-140-00 EMPLOYER CONTRIBUTION/LAPP 5,500.00 3,335.51 7,064.00 215.59 1,163.34 83.53 2-31-00-211-00 TRAVEL AND SUBSISTENCE 500.00 299.38 500.00 0.00 0.00 100.00 2-31-00-215-00 FREIGHT, TELEPHONE, POSTAGE 2,000.00 2,114.78 2,500.00 395.15 1,472.55 41.09 2-31-00-250-00 REPAIRS ' MAINTENANCE 8,000.00 14,655.99 18,500.00 1,189.62 1,419.13 92.32 2-31-00-274-00 COMMON SERVICES INSURANCE 6,000.00 6,578.29 6,800.00 7,340.24 7,379.29 (8.51) 2-31-00-510-00 SUPPLIES- COMMON SERVICES 8,000.00 11,007.79 20,000.00 1,067.92 8,316.49 58.41 2-31-01-540-00 POWER - COMMON SERVICES 1,500.00 1,673.67 1,800.00 146.46 481.43 73.25 2-31-02-540-00 NATURAL GAS - COMMON SERVICES 4,000.00 4,046.48 4,200.00 278.78 1,822.06 56.61 c) i. TOWN OF HARDISTY Page 5 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

* TOTAL COMMON SERVICES (2-31) 84,000.00 109,908.16 136,864.00 14,798.81 37,922.21 72.29

** NET COMMON SERVICES 84,000.00 109,908.16 136,864.00 14,798.81 37,922.21 72.29

ROADWAYS REVENUE

1-32-00-120-00 LOCAL IMPROVEMENT CHARGES (4,000.00) (3,953.84) (4,000.00) (2,134.84) (2,134.84) 46.62

* TOTAL ROADWAYS (1-32) (4,000.00) (3,953.84) (4,000.00) (2,134.84) (2,134.84) 46.63

ROADWAYS EXPENSES

2-32-00-110-00 SALARIES - STREETS 60,000.00 74,504.48 88,150.00 5,022.66 29,058.92 67.03 2-32-00-130-00 EMPLOYER CONTRIBUTIONS 9,500.00 7,362.69 8,000.00 613.78 3,379.94 57.75 2-32-00-140-00 EMPLOYER CONTRIBUTIONS/LAPP 7,300.00 7,082.94 8,760.00 525.26 3,032.15 65.38 2-32-00-510-00 SUPPLIES - STREETS 10,000.00 16,906.31 18,000.00 3,291.90 3,066.30 82.96 2-32-00-520-00 REPAIRS, MAINTENANCE - STREET 50,000.00 45,159.37 90,000.00 2,730.00 21,660.00 75.93 2-32-01-540-00 POWER - STREET LIGHTS 50,000.00 59,638.59 65,000.00 3,940.96 19,074.83 70.65 2-32-00-830-00 DEBENTURE INTEREST PAYMENT 16,000.00 12,333.36 9,214.00 0.00 3,357.67 63.55

* TOTAL ROADWAYS (2-32) 202,800.00 222,987.74 287,124.00 16,124.56 82,629.81 71.22

** NET ROADWAYS 198,800.00 219,033.90 283,124.00 13,989.72 80,494.97 71.57

AIRPORT REVENUE

1-33-00-850-00 AIRPORT GRANTS (5,000.00) (6,146.00) 0.00 0.00 0.00 0.00

* TOTAL AIRPORT (1-33) (5,000.00) (6,146.00) 0.00 0.00 0.00 0.00

AIRPORT EXPENSES

2-33-00-110-00 SALARIES -AIRPORT 4,000.00 3,910.46 4,300.00 482.65 1,837.30 57.27 2-33-00-130-00 EMPLOYER CONTRIBUTION 700.00 444.34 400.00 63.68 233.46 41.63 2-33-00-140-00 EMPLOYER /LAPP 600.00 340.23 430.00 16.54 120.02 72.08

2-33-00-215-00Page 108 of 177 FREIGHT, TELEPHONE, POSTAGE 125.00 101.36 125.00 0.00 0.00 100.00 2-33-00-250-00 REPAIR ' MAINTENANCE- AIRPORT 17,500.00 16,842.39 5,000.00 0.00 82.00 98.36 2-33-00-274-00 INSURANCE- AIRPORT 2,500.00 2,154.47 2,300.00 190.26 2,190.26 4.77 2-33-01-540-00 POWER - AIRPORT 1,500.00 928.12 1,200.00 77.08 280.69 76.60 2-33-02-540-00 NATURAL GAS - AIRPORT 1,000.00 626.75 800.00 35.43 461.00 42.37

* TOTAL AIRPORT (2-33) 27,925.00 25,348.12 14,555.00 865.64 5,204.73 64.24

** NET AIRPORT 22,925.00 19,202.12 14,555.00 865.64 5,204.73 64.24 c) i. TOWN OF HARDISTY Page 6 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

WATER REVENUE

1-41-01-410-00 SALE OF METERED WATER (102,000.00) (119,108.47) (108,000.00) (12,031.61) (49,108.75) 54.52 1-41-02-410-00 INFRASTRUCTURE REPLACEMENT FUNDS (58,000.00) (57,631.96) (58,000.00) (4,838.16) (24,244.54) 58.19 1-41-00-120-00 LOCAL IMPROVEMENT CHARGES (14,000.00) (15,282.01) (15,000.00) (15,282.01) (15,282.01) (1.88) 1-41-00-855-00 PROVINCIAL GRANT - OPERATING 0.00 0.00 0.00 0.00 0.00 0.00

* TOTAL WATER (1-41) (174,000.00) (192,022.44) (181,000.00) (32,151.78) (88,635.30) 51.03

WATER EXPENSES

2-41-00-110-00 SALARIES - WATER 60,000.00 35,255.06 41,000.00 3,820.28 20,224.87 50.67 2-41-00-130-00 EMPLOYER CONTRIBUTION 8,800.00 6,029.18 4,000.00 584.41 3,035.31 24.11 2-41-00-140-00 EMPLOYER CONTRIBUTION/LAPP 5,500.00 3,468.10 4,060.00 331.91 1,698.32 58.16 2-41-00-211-00 TRAVEL ' SUBSISTENCE- WATER 2,500.00 806.24 4,000.00 0.00 2,379.93 40.50 2-41-00-215-00 FREIGHT, TELEPHONE, POSTAGE 7,500.00 5,562.81 7,500.00 804.89 2,888.19 61.49 2-41-00-250-00 REPAIRS ' MAINTENANCE- WATER 30,000.00 34,442.67 52,000.00 2,689.53 18,420.37 64.57 2-41-00-274-00 INSURANCE - WATER 3,000.00 3,171.63 3,200.00 3,859.09 3,859.09 (20.59) 2-41-00-510-00 SUPPLIES- WATER 6,000.00 7,518.44 8,000.00 2,711.50 5,457.09 31.78 2-41-00-830-00 DEBENTURE INTEREST PAYMENT 8,000.00 1,574.18 1,800.00 122.28 595.62 66.91 2-41-01-540-00 POWER - WATER 28,000.00 28,734.18 30,000.00 1,938.50 7,156.39 76.14 2-41-02-540-00 NATURAL GAS - WATER 3,500.00 5,692.84 7,000.00 412.40 2,562.74 63.38

* TOTAL WATER (2-41) 162,800.00 132,255.33 162,560.00 17,274.79 68,277.92 58.00

** NET WATER (11,200.00) (59,767.11) (18,440.00) (14,876.99) (20,357.38) (10.40)

WASTEWATER REVENUE

1-42-00-410-00 SEWER SERVICE FEES (40,000.00) (45,750.95) (47,000.00) (5,050.50) (20,586.78) 56.19 1-42-02-410-00 INFRASTRUCTURE REPLACEMENT FUNDS (46,000.00) (44,093.43) (46,000.00) (3,711.66) (18,599.64) 59.56

* TOTAL WASTEWATER (1-42) (86,000.00) (89,844.38) (93,000.00) (8,762.16) (39,186.42) 57.86 Page 109 of 177 WASTEWATER EXPENSES

2-42-00-110-00 SALARIES - SEWER 11,000.00 8,530.80 10,750.00 1,162.07 7,546.06 29.80 2-42-00-130-00 EMPLOYER CONTRIBUTION 2,500.00 1,539.58 1,000.00 178.01 1,148.79 (14.87) 2-42-00-140-00 EMPLOYER CONTRIBUTION/LAPP 1,700.00 1,049.82 1,068.00 94.91 650.25 39.11 2-42-00-250-00 REPAIRS AND MAINTENANCE 15,000.00 13,839.08 6,000.00 1,146.31 8,528.56 (42.14) 2-42-00-274-00 INSURANCE ON LIFT STATION 1,500.00 1,413.62 1,500.00 1,690.48 1,690.48 (12.69) 2-42-00-510-00 SUPPLIES- SEWER 2,500.00 3,713.58 3,700.00 87.60 1,337.60 63.84 2-42-00-830-00 DEBENTURE INTEREST PAYMENT 6,000.00 2,361.38 2,400.00 183.43 893.48 62.77 c) i. TOWN OF HARDISTY Page 7 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-42-01-540-00 POWER - SEWER 4,000.00 4,807.61 5,200.00 396.48 1,515.09 70.86

* TOTAL WASTEWATER (2-42) 44,200.00 37,255.47 31,618.00 4,939.29 23,310.31 26.28

** NET WASTEWATER (41,800.00) (52,588.91) (61,382.00) (3,822.87) (15,876.11) 74.14

WASTE DISPOSAL REVENUE

1-43-00-410-00 GARBAGE SERVICE FEES (119,000.00) (120,831.56) (124,400.00) (10,335.00) (51,870.00) 58.30

* TOTAL WASTE DISPOSAL (1-43) (119,000.00) (120,831.56) (124,400.00) (10,335.00) (51,870.00) 58.30

WASTE DISPOSAL EXPENSES

2-43-00-350-00 DISPOSAL FEES - COMM. ' GEN. 10,000.00 5,503.45 6,000.00 1,505.00 3,019.00 49.68 2-43-00-770-00 FLAGSTAFF REG. S.W.M - REQ. 90,955.00 89,871.25 93,624.00 0.00 45,423.75 51.48

* TOTAL WASTE DISPOSAL (2-43) 100,955.00 95,374.70 99,624.00 1,505.00 48,442.75 51.37

** NET WASTE DISPOSAL (18,045.00) (25,456.86) (24,776.00) (8,830.00) (3,427.25) 86.17

FLAGSTAFF FCS EXPENSES

2-51-00-751-00 FLAGSTAFF COMM/SOCIAL SERVICES 10,000.00 8,626.50 8,700.00 0.00 8,626.50 0.84 FFCS Req. & Resource Off Req.

* TOTAL FLAGSTAFF FCS (2-51) 10,000.00 8,626.50 8,700.00 0.00 8,626.50 0.84

** NET FFCS 10,000.00 8,626.50 8,700.00 0.00 8,626.50 0.84

CEMETERY REVENUE

1-56-00-410-00 SALE OF CEMETERY PLOTS (2,000.00) (1,700.00) (1,000.00) 0.00 (450.00) 55.00 1-56-00-415-00 GRAVE OPENINGS ' CLOSINGS (4,500.00) (6,100.00) (2,500.00) 0.00 0.00 100.00 1-56-00-591-00 SIRKO TRUST REVENUE 0.00 0.00 0.00 (400.00) (400.00) 0.00 1-56-00-592-00 GEN. REV. - RECOV. PROJ. COST (2,500.00) (3,889.52) (2,500.00) (1,750.00) (2,250.00) 10.00

* Page 110 of 177 TOTAL CEMETERY (1-56) (9,000.00) (11,689.52) (6,000.00) (2,150.00) (3,100.00) 48.33

CEMETERY EXPENSES

2-56-00-110-00 SALARIES - CEMETERY 5,000.00 1,749.27 2,500.00 418.16 1,060.40 57.58 2-56-00-250-00 CEMETERY MAINTENANCE 2,000.00 1,695.00 2,500.00 0.00 967.96 61.28 2-56-00-350-00 GRAVE OPENING/CLOSING FEES 2,000.00 1,165.40 2,500.00 0.00 0.00 100.00 2-56-00-510-00 SUPPLIES - CEMETERY 2,500.00 2,911.49 2,500.00 0.00 63.00 97.48 c) i. TOWN OF HARDISTY Page 8 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

* TOTAL CEMETERY (2-56) 11,500.00 7,521.16 10,000.00 418.16 2,091.36 79.09

** NET CEMETERY 2,500.00 (4,168.36) 4,000.00 (1,731.84) (1,008.64) 125.22

LAND REVENUE

1-66-00-410-00 LAND SALES/TOWN (63,000.00) (79,500.00) (280,000.00) 0.00 (123,300.00) 55.96 1-66-00-590-00 LAND LEASE REVENUE (6,500.00) (5,163.72) (5,100.00) (150.00) (1,047.56) 79.45

* TOTAL LAND (1-66) (69,500.00) (84,663.72) (285,100.00) (150.00) (124,347.56) 56.38

LAND/SUBDIVISION EXPENSES

2-61-00-200-00 GEN. SERV. CONTRACT.-PLANNING 0.00 0.00 0.00 0.00 915.00 0.00 Land Use Bylaw Planning 2-69-00-410-00 LAND SALE EXPENSES 15,000.00 24,140.99 20,000.00 815.27 9,472.44 52.63 2-69-00-420-00 RESIDENTIAL REHAB INCENTIVE 5,000.00 0.00 0.00 0.00 0.00 0.00 New program to rehabilitate & rejuvenate existing residential areas thru demo of old homes & bldg of new homes on existing serviced lots.

* TOTAL LAND/SUBDIVISION (2-69) 20,000.00 24,140.99 20,000.00 815.27 10,387.44 48.06

** NET LAND (49,500.00) (60,522.73) (265,100.00) 665.27 (113,960.12) 57.01

RECREATION REVENUE

1-72-00-850-00 COUNTY RECREATION GRANT 0.00 (1,400.00) 0.00 0.00 0.00 0.00 1-72-00-851-00 COUNTY CAMPSITE GRANT 0.00 0.00 (1,500.00) 0.00 0.00 100.00 For Riverside Campground 1-72-00-855-00 PROVINCIAL GRANT - OPERATING (24,000.00) (20,000.00) 0.00 0.00 (4,000.00) 0.00

* TOTAL RECREATION (1-72) (24,000.00) (21,400.00) (1,500.00) 0.00 (4,000.00) (166.67)

RECREATION ARENA EXPENSES Page 111 of 177 2-71-00-274-00 INSURANCE (ARENA) 13,000.00 13,519.19 14,000.00 16,559.49 16,559.49 (18.28) 2-71-01-274-00 INSURANCE (CURLING CLUB) 8,000.00 8,940.64 9,000.00 10,947.91 10,947.91 (21.64)

* TOTAL RECREATION ARENA (2-71) 21,000.00 22,459.83 23,000.00 27,507.40 27,507.40 (19.60)

RECREATION EXPENSES

2-72-00-253-00 WATER RESOURCES EXPENSES 10,000.00 278.42 10,000.00 263.69 263.69 97.36 2-72-00-750-00 COUNTY REC GRANT DISTRIBUTION 0.00 0.00 0.00 0.00 0.00 0.00 c) i. TOWN OF HARDISTY Page 9 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-72-00-752-00 CANADA DAY 0.00 0.00 0.00 0.00 0.00 0.00 2-72-00-753-00 PARKS BEAUTIFICATION 8,000.00 3,058.02 8,000.00 1,478.48 1,478.48 81.51 2-72-00-754-00 STREET FAIR 5,000.00 429.55 5,000.00 0.00 0.00 100.00 2-72-00-770-00 CONTRIBUTED TO AG. SOCIETY 4,000.00 13,266.80 3,000.00 0.00 2,246.00 25.13 2-72-01-274-00 INSURANCE (LAKE) 1,500.00 1,973.67 2,000.00 1,655.77 1,655.77 17.21 2-72-02-274-00 INSURANCE (GOLF COURSE) 4,000.00 4,691.12 4,700.00 5,403.23 5,403.23 (14.96) 2-72-03-274-00 INSURANCE (RODEO) 4,000.00 1,059.12 4,100.00 1,297.29 1,297.29 68.35 Liability Donation $3K & Property Ins.

* TOTAL RECREATION CAMP/LAKE (2- 36,500.00 24,756.70 36,800.00 10,098.46 12,344.46 66.46

** NET RECREATION 33,500.00 25,816.53 58,300.00 37,605.86 35,851.86 38.50

CULTURE REVENUE

1-74-00-410-00 HALL RENTALS (12,000.00) (10,085.63) (17,800.00) (2,362.50) (12,750.00) 28.37 $7800 rev fr. AFRRCS proj. 1-74-00-411-00 HALL BOARD EVENT REVENUES (10,000.00) (14,718.00) (10,000.00) 0.00 (225.00) 97.75 1-74-00-415-00 POP/CORKAGE/ICE REVENUES (4,000.00) (3,492.94) (4,000.00) 0.00 (310.00) 92.25 1-74-00-590-00 DONATIONS TO THE HALL (5,000.00) (22,530.00) 0.00 0.00 0.00 0.00

* TOTAL CULTURE (1-74) (31,000.00) (50,826.57) (31,800.00) (2,362.50) (13,285.00) 58.22

CULTURE EXPENSES

2-74-00-110-00 CLEANING CONTRACT - HALL 5,500.00 4,252.96 5,500.00 645.00 2,175.00 60.45 2-74-00-215-00 HALL PHONE, FREIGHT ' POSTAGE 1,200.00 1,045.83 1,200.00 87.64 438.40 63.46 2-74-00-220-00 ADVERTISING- HALL 0.00 0.00 0.00 0.00 0.00 0.00 2-74-00-250-00 REPAIRS ' MAINTENANCE- HALL 8,000.00 11,817.32 8,000.00 1,661.14 2,626.53 67.16 2-74-00-274-00 INSURANCE (HALL) 3,000.00 3,257.95 3,300.00 3,999.58 3,999.58 (21.19) 2-74-00-510-00 SUPPLIES - HALL 2,500.00 3,562.01 3,500.00 100.11 754.16 78.45 2-74-00-511-00 HALL BOARD EVENT EXPENSES 10,000.00 13,087.87 10,000.00 0.00 0.00 100.00 2-74-00-512-00 POP DISPENSER EXPENSE 2,000.00 3,107.15 3,000.00 0.00 617.63 79.41 2-74-01-540-00 HALL - POWER 5,800.00 7,258.38 7,300.00 602.19 1,779.75 75.61 2-74-02-540-00 NATURAL GAS - HALL 3,000.00 3,954.82 4,200.00 270.34 1,666.17 60.32 Page 112 of 177 2-74-00-770-00 CONTRIBUTION TO LIBRARY BOARD 6,800.00 6,770.00 7,000.00 0.00 0.00 100.00 2-74-03-274-00 INSURANCE (LIBRARY) 1,000.00 1,152.31 1,200.00 1,416.22 1,416.22 (18.01) 2-74-03-770-00 PARKLAND LIBRARY REQUISITION 5,700.00 4,651.92 5,000.00 0.00 2,396.26 52.07 2-74-04-770-00 HARDISTY THRIFT SHOP (5101 FUNDING) 1,000.00 798.75 1,000.00 0.00 0.00 100.00

* TOTAL CULTURE (2-74) 55,500.00 64,717.27 60,200.00 8,782.22 17,869.70 70.32

** NET CULTURE 24,500.00 13,890.70 28,400.00 6,419.72 4,584.70 83.86 c) i. TOWN OF HARDISTY Page 10 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

*** NET OPERATING BUDGET (255,818.00) (436,779.15) (371,397.00) (1,026,752.92) (918,932.09) (147.43)

CAPITAL GRANT/DONATION REV.

1-32-00-850-00 PROVINCIAL CONDITIONAL GRANT (38,340.00) (38,340.00) (111,153.00) 0.00 0.00 100.00 48th Strt Road Rehab & Curb & Gutter (1/3 MSI Cap '14 $72,813) & BMTG '14 $38,340. 1-41-00-850-00 PROVINCIAL CONDITIONAL GRANT (22,000.00) (22,000.00) (97,813.00) 0.00 (6,963.79) 92.88 48th Strt. New Water Main (1/3 MSI Cap '14 $72,813) & 50% FGTF $25K. 1-42-00-850-00 PROVINCIAL CONDITIONAL GRANT (260,277.00) (234,131.00) (97,813.00) 0.00 0.00 100.00 48th Strt. New Sewer Main (1/3 MSI Cap '14 $72,813) & FGTF '14 50% $25K. 1-56-00-590-00 CEMETERY DONATIONS 0.01 (365.00) 0.00 0.00 0.00 0.00 1-72-00-590-00 RECREATION REVENUE 0.00 0.00 0.00 0.00 0.00 0.00 1-72-00-841-00 PROVINCIAL CONDITIONAL GRANTS 0.00 0.00 0.00 0.00 0.00 0.00 1-74-00-591-00 CASINO PROCEEDS - HALL BOARD SOC. 0.00 0.00 (29,100.00) 0.00 0.00 100.00 From Hall Board Soc.

* TOTAL CAPITAL GRANT/DONATION R (320,616.99) (294,836.00) (335,879.00) 0.00 (6,963.79) 97.93

CAPITAL EXPENDITURES

2-12-00-762-00 CONTRIBUTIONS TO CAPITAL 0.00 0.00 23,560.00 1,310.20 17,081.33 27.49 Admin Office Renos 2-23-00-762-00 CONTRIBUTION TO CAPITAL 17,400.00 5,602.48 15,000.00 0.00 0.00 100.00 Boiler replace @ fire hall $7k 1/2 cost of (2) sets of bunker gear & (2) SCBA's 2-31-00-762-00 CONTRIBUTION TO CAPITAL 0.00 11,500.00 12,500.00 9,630.00 9,630.00 22.96 New mower & new "cubby" mower 2-32-00-762-00 CONTRIBUTION TO CAPITAL 38,340.00 12,560.00 122,050.00 0.00 96,936.18 20.57 48th Strt. Road Rehab - & Curb & Gutter. Sidewalk replacement at the Hardisty Fresh Mrkt $15k 2-41-00-762-00 CONTRIBUTED TO CAPITAL 22,000.00 28,113.82 193,710.00 0.00 969.79 99.49 48th Strt. New Water Main proj. 2-42-00-762-00 CONTRIBUTED TO CAPITAL 277,430.00 64,000.00 223,710.00 0.00 135,131.17 39.59 Page 113 of 177 48th Strt. New Sewer Main proj. Lagoon sludge removal $50k 2-56-00-251-00 CEMETERY PROJ. EXPENSES 10,000.00 7,144.30 10,000.00 10,946.20 10,946.20 (9.46) Blanket Cover Removal & Marker Replacement Proj. 2-69-00-430-00 LAND DEVELOP. EXPENSES 0.00 0.00 97,764.00 0.00 0.00 100.00 Indsub. strt lighting (direct exp portion non ref. $11,000) 2-72-00-590-01 ARENA RETRO FIT PROJ. EXP. 0.00 0.00 0.00 0.00 0.00 0.00 c) i. TOWN OF HARDISTY Page 11 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-74-00-251-00 CAPITAL EXPENSES 5,000.00 21,734.31 35,000.00 0.00 33,221.08 5.08 Community Hall Retro Fit - Flooring & Painting

* TOTAL CAPITAL EXPENDITURES 370,170.00 150,654.91 733,294.00 21,886.40 303,915.75 58.55

** NET CAPITAL GRANT/DON. & EXP. 49,553.01 (144,181.09) 397,415.00 21,886.40 296,951.96 25.28

CAPITAL LOANS 2014

1-41-00-591-00 DEBENTURE PROCEEDS 0.00 0.00 0.00 0.00 0.00 0.00 1-42-00-762-00 BORROWED CAPITAL 0.00 0.00 0.00 0.00 0.00 0.00

* TOTAL CAPITAL LOANS 2014 0.00 0.00 0.00 0.00 0.00 0.00

CAPITAL LOAN PRINCIPLE PAYMENT

2-23-00-831-00 DEBENTURE PRINCIPLE 21,000.00 21,052.68 21,000.00 1,754.39 8,771.95 58.22 Principle paymts on pumper trk. 2-32-00-831-00 DEBENTURE PRINCIPAL PAYMENT 36,000.00 35,786.06 39,000.00 0.00 5,208.44 86.64 2-41-00-831-00 DEBENTURE PRINCIPAL PAYMENT 0.00 7,573.33 7,574.00 0.00 0.00 100.00 Ind. Subdiv. - Water Sewer Serv. Collected via a local improv tax 2-42-00-831-00 DEBENTURE PRINCIPAL PAYMENT 0.00 11,360.00 11,360.00 0.00 0.00 100.00 Ind. Subdiv. - Water Sewer Serv. collected via local improve tax

* TOTAL CAPITAL LOAN PRINCIPLE P 57,000.00 75,772.07 78,934.00 1,754.39 13,980.39 82.29

** NET LOAN ADVANCES VERSUS LOAN 57,000.00 75,772.07 78,934.00 1,754.39 13,980.39 82.29

CAPITAL RESERVE TRANSFERS IN

1-23-00-764-00 CONTRIBUTED FROM RESERVES 0.00 0.00 (7,000.00) 0.00 0.00 100.00 '13 funds set aside for boiler replacement 1-32-00-764-00 CONTRIBUTED FROM RESERVES 0.00 0.00 (23,780.00) 0.00 0.00 100.00 Unused portion of 2013 BMTG 1-41-00-764-00 CONTRIBUTED FROM RESERVES 0.00 0.00 (100,000.00) 0.00 0.00 100.00 Infrastructure Replace Funds ('13 & '14) 1-42-00-764-00Page 114 of 177 REVENUE FROM RESERVE (17,153.00) 0.00 (80,000.00) 0.00 0.00 100.00 Infrastructure replacement funds ('13 & '14) 1-56-00-764-00 REVENUE FROM RESERVE (10,000.00) 0.00 (10,000.00) 0.00 0.00 100.00 1-66-00-762-00 REVENUE FROM RESERVE - LAND 0.00 0.00 0.00 0.00 0.00 0.00 DEVELOP. 1-72-00-595-00 ARENA RETRO FIT PROJ. (2010) 0.00 0.00 0.00 0.00 0.00 0.00 1-74-00-764-00 CONTRIBUTIONS FROM RESERVES 0.00 0.00 (7,500.00) 0.00 0.00 100.00 Funds in Community Hall Reserve (Donation fr. Gibson '13) c) i. TOWN OF HARDISTY Page 12 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:06:43PM For the Period Ending May 31, 2014 (REVISED)

General Description 2013 Budget 2013 Actual 2014 Budget May 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

* TOTAL CAPITAL RESERVE TRANSFER (27,153.00) 0.00 (228,280.00) 0.00 0.00 100.00

CAPITAL RESERVE TRANSFERS OUT

2-23-00-764-00 ADDED TO RESERVES 0.00 0.00 3,180.00 0.00 0.00 100.00 Funds fr AFRRCS Prj. Rev. 2-41-00-764-00 ADDED TO RESERVES 58,000.00 0.00 58,000.00 0.00 0.00 100.00 2-42-00-764-00 ADDED TO RESERVES 46,000.00 0.00 46,000.00 0.00 0.00 100.00 2-74-02-764-00 ADDED TO RESERVE - COM. HALL 0.00 0.00 4,000.00 0.00 0.00 100.00 $3180 rev. fr. AFRRCS proj.

* TOTAL CAPITAL RESERVE TRANSFER 104,000.00 0.00 111,180.00 0.00 0.00 100.00

** NET RESERVE TRANSFERS 76,847.00 0.00 (117,100.00) 0.00 0.00 100.00

*** NET CAPITAL 2011 BUDGET 183,400.01 (68,409.02) 359,249.00 23,640.79 310,932.35 13.45

**** NET TOTAL BUDGET BALANCE (72,417.99) (505,188.17) (12,148.00) (1,003,112.13) (607,999.74) (4,904.94)

*** End of Report *** Page 115 of 177 c) i.

TOWN OF HARDISTY Page 1 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:53PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

TAXATION REVENUE

1-01-00-110-00 MUNICIPAL RES/FARM TAXES (556,000.00) (556,864.02) (579,566.00) (4,735.56) (580,374.54) (0.13) 1-01-00-112-00 MUNICIPAL NON-RES TAX (273,800.00) (267,318.54) (295,071.00) (1,891.80) (293,118.06) 0.66 1-01-00-190-00 ELECTRIC, POWER, PIPELINE TAXS (20,000.00) (22,129.91) (21,133.00) 0.00 (22,414.74) (6.06) 1-01-00-111-00 SENIOR FOUNDATION TAX (17,029.00) (17,036.96) (17,800.00) (89.49) (17,817.45) (0.09) 1-01-01-110-00 SCHOOL RES/FARM TAX (134,466.00) (134,543.96) (131,070.00) (1,058.96) (205,155.03) (56.52) 1-01-02-110-00 SCHOOL - NON-RES TAX (76,202.00) (75,832.96) (68,891.00) 0.00 0.00 100.00 1-01-03-110-00 SCHOOL - ELECTRIC, POWER, PIPELINE (5,734.00) (6,117.06) (5,088.00) 0.00 0.00 100.00 TAX

* TOTAL TAXATION (1-01) (1,083,231.00) (1,079,843.41) (1,118,619.00) (7,775.81) (1,118,879.82) (0.02)

REQUISITIONS EXPENSES

2-01-00-751-00 ASFF SCHOOL REQUISITION 216,404.00 216,404.14 205,048.00 51,262.05 102,524.11 49.99 2-01-00-752-00 FLAGSTAFF LODGE REQUISITION 17,029.00 17,029.00 17,800.00 0.00 17,796.00 0.02

* TOTAL REQUISITIONS (2-01) 233,433.00 233,433.14 222,848.00 51,262.05 120,320.11 46.01

** NET MUNICIPAL TAXES (849,798.00) (846,410.27) (895,771.00) 43,486.24 (998,559.71) (11.47)

FEES/PENALTIES/OTHER REVENUE

1-01-00-510-00 PENALTIES AND COSTS (16,000.00) (12,328.38) (12,000.00) (563.09) (19,864.71) (65.53) 1-01-00-540-00 ATCO FRANCHISE PORTION ONLY (44,000.00) (50,741.36) (50,000.00) (3,990.67) (32,172.00) 35.65 1-01-00-541-00 POWER - FRANCHISE PORTION (24,000.00) (23,990.45) (24,000.00) (2,510.83) (14,428.29) 39.88 1-01-00-550-00 INTEREST INCOME (1,000.00) (3,736.88) (1,500.00) (31.56) (1,313.15) 12.45

* TOTAL FEES/PENALTIES/OTHER (1- (85,000.00) (90,797.07) (87,500.00) (7,096.15) (67,778.15) 22.54

LEGISLATIVE EXPENSES

2-11-00-151-00Page 116 of 177 COUNCILLORS REGISTRATIONS ' MISC. 4,000.00 0.00 4,000.00 30.00 9,660.08 (141.50) 2-11-00-211-00 COUNCIL - GENERAL MISC EXPENSES 4,000.00 8,334.96 4,000.00 67.90 2,112.50 47.18 2-11-04-151-00 A. MILLER - COUNCIL FEE 0.00 1,255.00 8,500.00 500.00 4,700.00 44.70 2-11-03-211-00 A. MILLER - MILEAGE & SUBSISTENCE 0.00 90.90 2,500.00 0.00 284.62 88.61 2-11-07-151-00 BERINGER - COUNCIL FEES 0.00 1,460.00 6,000.00 450.00 2,700.00 55.00 2-11-07-211-00 BERINGER - MILEAGE /SUBSISTENCE 0.00 768.06 1,500.00 0.00 0.00 100.00 2-11-09-151-00 GAETZMAN - COUNCIL FEES 0.00 1,600.00 6,000.00 450.00 3,330.00 44.50 2-11-09-211-00 GAETZMAN - MILEAGE /SUBSISTENCE 0.00 1,328.80 1,500.00 0.00 0.00 100.00 c) i. TOWN OF HARDISTY Page 2 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-11-01-151-00 BUELOW - COUNCIL FEES 6,000.00 5,400.00 6,000.00 450.00 2,700.00 55.00 2-11-01-211-00 BUELOW - MILEAGE /SUBSISTENCE 1,500.00 768.06 1,500.00 0.00 0.00 100.00 2-11-12-151-00 LANE - COUNCIL FEE 0.00 1,320.00 6,000.00 450.00 3,190.00 46.83 2-11-12-211-00 LANE - MILEAGE/SUBSISTENCE 0.00 0.00 1,500.00 0.00 0.00 100.00 2-11-13-151-00 LESMEISTER - COUNCIL FEES 0.00 1,600.00 6,000.00 870.00 4,170.00 30.50 2-11-13-211-00 LESMEISTER - MILEAGE ' SUBSISTENCE 0.00 779.66 1,500.00 0.00 117.16 92.18 2-11-06-151-00 LEFEBVRE - COUNCIL FEES 0.00 1,740.00 6,000.00 450.00 2,700.00 55.00 2-11-06-211-00 LEFEBVRE - MILEAGE ' SUBSISTENCE 0.00 768.06 1,500.00 0.00 0.00 100.00

* TOTAL LEGISLATIVE (2-11) 15,500.00 27,213.50 64,000.00 3,717.90 35,664.36 44.27

ADMINISTRATION REVENUE

1-12-00-341-00 ADMIN FEES FOR APPLICATIONS (1,500.00) (5,870.00) (2,000.00) (320.00) (1,760.00) 12.00 1-12-00-410-00 GEN SERVICE AND SUPPLIES REV. (5,000.00) (19,186.34) (4,000.00) (23,280.95) (30,692.09) (667.30) 1-12-00-520-00 DEMOLITION ' BUILDING PERMITS (3,000.00) (9,542.45) (3,000.00) (2,250.00) (12,475.00) (315.83) 1-12-01-520-00 SAFETY CODES PERMIT FEES (2,000.00) (38,278.50) (2,000.00) (13,550.00) (14,582.25) (629.11) (COLLECTED) 1-12-00-522-00 BUSINESS LICENSES (2,000.00) (2,740.00) (2,000.00) (270.00) (2,470.00) (23.50) 1-12-11-140-00 PROF. BLDG. RENT (16,000.00) (18,000.00) (37,000.00) 0.00 (6,200.00) 83.24 1-12-01-410-00 ADMINISTRATIVE SUPPORT - LOUGHEED (84,000.00) (84,084.00) (70,000.00) (7,000.00) (42,000.00) 40.00 Based on Jan-Oct '14 1-12-00-855-00 PROVINCIAL GRANT - OPERATING 0.00 0.00 (18,971.00) 0.00 0.00 100.00 MSI Op. 2014

* TOTAL ADMINISTRATION (1-12) (113,500.00) (177,701.29) (138,971.00) (46,670.95) (110,179.34) 20.72

ADMINISTRATION EXPENSES

2-12-00-110-00 OFFICE SALARIES 210,000.00 183,447.16 209,500.00 16,089.64 102,037.58 51.29 2-12-00-120-00 CLEANING CONTRACT 2,000.00 2,845.94 2,500.00 188.96 1,450.95 41.96 2-12-00-130-00 EMPLOYERS CONTRIBUTIONS 24,000.00 22,303.16 24,400.00 2,416.11 14,251.81 41.59 2-12-00-135-00 WORKERS COMPENSATION BOARD 6,000.00 4,661.75 6,000.00 0.00 2,556.21 57.39 2-12-00-140-00 LOCAL AUTHORITIES PENSION PLAN 18,000.00 15,681.84 20,000.00 1,966.72 11,814.86 40.92 2-12-00-200-00 BANK CHARGES 15,000.00 11,317.33 15,000.00 4,979.02 9,340.21 37.73 Page 117 of 177 2-12-00-211-00 TRAVEL ' SUBSISTENCE 8,000.00 9,306.03 9,500.00 666.60 771.80 91.87 2-12-00-215-00 POSTAGE AND FREIGHT 5,000.00 4,198.45 7,000.00 1,061.62 2,534.67 63.79 2-12-00-216-00 TELEPHONE 6,500.00 6,470.85 6,800.00 511.31 3,075.14 54.77 2-12-00-220-00 ADVERTISING, PRINTING, SUBSCRIPTIONS 22,000.00 22,243.65 22,000.00 706.57 3,676.25 83.28 2-12-00-230-00 AUDIT FEES 8,500.00 8,000.00 8,000.00 0.00 8,300.00 (3.75) 2-12-00-250-00 ADMIN REPAIR ' MAINT 20,000.00 20,237.31 20,000.00 1,993.04 11,690.04 41.54 2-12-00-510-00 GENERAL OFFICE SUPPLIES 6,000.00 4,683.65 6,000.00 425.85 2,886.11 51.89 2-12-00-274-00 ADMIN INSURANCE 6,300.00 6,102.58 6,300.00 0.00 6,678.72 (6.01) c) i. TOWN OF HARDISTY Page 3 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-12-00-511-00 CLEANING SUPPLIES 400.00 493.86 400.00 643.79 774.22 (93.55) 2-12-00-512-00 PROMOTIONAL SUPPLIES 5,000.00 2,797.70 5,000.00 0.00 1,332.86 73.34 2-12-00-550-00 BAD DEBT EXPENSE 1,500.00 0.00 1,500.00 0.00 0.00 100.00 2-12-00-990-00 DONATIONS TO OTHER GROUPS 3,000.00 90.00 2,000.00 0.00 0.00 100.00 2-12-01-230-00 ASSESSMENT SERVICES 20,000.00 10,575.18 20,000.00 917.00 5,394.00 73.03 Mthly contract to WAG $890 + buffer in case of an appeal 2-12-01-520-00 SAFETY CODES PERMIT FEES (CLOSED) 1,000.00 5,207.27 1,200.00 0.00 3,963.75 (230.31) 2-12-01-540-00 ADMIN POWER 6,500.00 6,570.98 6,800.00 700.42 1,886.91 72.25 2-12-02-230-00 LAND TITLE FEES 500.00 216.00 500.00 10.00 195.00 61.00 2-12-02-277-00 OFFICE PHOTOCOPIER 9,000.00 7,241.44 9,000.00 246.06 2,640.21 70.66 2-12-02-540-00 NATURAL GAS 3,500.00 3,530.62 3,800.00 76.88 1,556.10 59.05 2-12-03-230-00 LEGAL ' TRAINING 25,000.00 12,389.48 15,000.00 1,492.79 1,479.84 90.13 2-12-04-990-00 1ST CALL EXPENSES 600.00 348.00 600.00 168.00 (588.00) 198.00 2-12-05-277-00 MUNIWARE AGREEMENT 14,000.00 10,055.92 12,000.00 832.12 4,992.72 58.39 2-12-05-990-00 ECONOMIC DEVELOPMENT EXPENSES 20,000.00 20,395.00 25,000.00 0.00 602.05 97.59 2-12-06-277-00 WEB SITE EXPENSE 4,500.00 2,799.06 4,000.00 0.00 3,950.00 1.25 2-12-11-150-00 PROF. BLDG. CONTRACTED SERV. 5,000.00 2,921.50 3,000.00 220.00 1,470.00 51.00 Cleaning Services 2-12-11-275-00 PROF. BLDG. INS. 1,000.00 970.21 1,000.00 0.00 1,192.42 (19.24) 2-12-11-520-00 PROF. BLDG. MATERIALS/GOODS/SERV. 5,000.00 19,429.29 20,000.00 1,799.70 4,428.05 77.85 2-12-11-290-00 ELECTIONS ' CENSUS COSTS 2,000.00 1,787.75 2,000.00 0.00 0.00 100.00

* TOTAL ADMINISTRATION (2-12) 484,800.00 429,318.96 495,800.00 38,112.20 216,334.48 56.37

** NET ADMINISTRATION 301,800.00 188,034.10 333,329.00 (11,937.00) 74,041.35 77.79

PROTECTIVE SERVICES REVENUE

1-23-00-410-00 FIRE FIGHTING FEES CHARGED (5,000.00) (17,960.00) (5,000.00) 0.00 0.00 100.00 1-23-00-590-00 FIRE DONATIONS (5,000.00) 0.00 (5,000.00) 0.00 0.00 100.00 1-23-00-850-00 FIRE GRANTS (10,000.00) (23,495.00) (5,000.00) 0.00 0.00 100.00 1-23-00-860-00 GRANTS - OTHER MUNICIPALITIES 0.00 (5,797.00) (20,000.00) 0.00 0.00 100.00 Flagstaff County Grant $10k housing & 1/2

Page 118 of 177 Equip exp & op on engine #1

* TOTAL PROTECTIVE SERVICES (20,000.00) (47,252.00) (35,000.00) 0.00 0.00 100.00

PROTECTIVE SERVICES EXPENSES

2-23-00-110-00 ADMINISTRATION 500.00 251.65 500.00 0.00 0.00 100.00 2-23-00-148-00 IN SERVICE TRAINING ' DEVELOP. 3,000.00 6,899.15 3,000.00 0.00 499.29 83.35 2-23-00-159-00 FIRE FIGHTERS FEES (VOLUNTEERS) 10,000.00 16,250.00 10,000.00 0.00 0.00 100.00 2-23-00-215-00 POSTAGE, FREIGHT 300.00 303.47 300.00 0.00 0.00 100.00 c) i. TOWN OF HARDISTY Page 4 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-23-00-216-00 TELEPHONE 2,800.00 2,419.93 2,800.00 151.36 1,341.99 52.07 2-23-00-250-00 REPAIRS AND MAINTENANCE 3,000.00 8,992.22 5,000.00 0.00 3,327.55 33.44 2-23-00-274-00 FIRE INSURANCE 8,700.00 8,372.24 8,700.00 0.00 9,543.30 (9.69) 2-23-00-275-00 LICENSES/COMMUNICATIONS PROJECT 3,200.00 4,502.17 4,500.00 0.00 2,897.90 35.60 Radio licenses & tower rental & dispatch fees 2-23-00-510-00 SUPPLIES 4,000.00 7,210.02 6,500.00 14.68 137.56 97.88 2-23-00-521-00 FUEL 1,500.00 1,243.22 1,500.00 0.00 (316.46) 121.09 2-23-01-540-00 POWER 2,500.00 2,558.71 2,800.00 369.08 929.74 66.79 2-23-02-540-00 HEATING FUEL 4,500.00 4,343.30 4,700.00 251.97 1,789.38 61.92 2-23-00-830-00 DEBENTURE INTEREST 2,000.00 1,235.89 1,500.00 53.64 380.52 74.63 2-21-00-220-00 BYLAW ENFORCEMENT EXP. 10,000.00 10,848.11 10,000.00 0.00 0.00 100.00

* TOTAL PROTECTIVE SERVICES (2-2 56,000.00 75,430.08 61,800.00 840.73 20,530.77 66.78

** NET PROTECTIVE SERVICES 36,000.00 28,178.08 26,800.00 840.73 20,530.77 23.39

ANIMAL CONTROL REVENUE

1-26-00-525-00 ANIMAL LICENSES ' FINES (500.00) (555.00) (500.00) (80.00) (690.00) (38.00)

* TOTAL ANIMAL CONTROL (1-26) (500.00) (555.00) (500.00) (80.00) (690.00) (38.00)

ANIMAL CONTROL EXPENSES

2-26-00-110-00 DOG CATCHER FEES 500.00 0.00 250.00 0.00 0.00 100.00 2-26-00-211-00 MILEAGE ' EXPENSES/ANIMAL CONTROL 500.00 0.00 250.00 0.00 0.00 100.00

* TOTAL ANIMAL CONTROL (2-26) 1,000.00 0.00 500.00 0.00 0.00 100.00

** NET ANIMAL CONTROL 500.00 (555.00) 0.00 (80.00) (690.00) 0.00

COMMON SERVICES EXPENSES

2-31-00-110-00 COMMON SERV SALARIES 30,000.00 43,480.26 52,000.00 2,519.92 15,898.33 69.42 2-31-00-120-00 CASUAL ' SUMMER EMPLOYMENT 10,000.00 15,397.29 16,000.00 311.24 746.65 95.33 2-31-00-130-00 EMPLOYER CONTRIBUTIONS 8,500.00 7,318.72 7,500.00 367.91 2,422.01 67.70 Page 119 of 177 2-31-00-140-00 EMPLOYER CONTRIBUTION/LAPP 5,500.00 3,335.51 7,064.00 82.68 1,246.02 82.36 2-31-00-211-00 TRAVEL AND SUBSISTENCE 500.00 299.38 500.00 0.00 0.00 100.00 2-31-00-215-00 FREIGHT, TELEPHONE, POSTAGE 2,000.00 2,114.78 2,500.00 978.48 2,451.03 1.95 2-31-00-250-00 REPAIRS ' MAINTENANCE 8,000.00 14,655.99 18,500.00 1,383.06 2,802.19 84.85 2-31-00-274-00 COMMON SERVICES INSURANCE 6,000.00 6,578.29 6,800.00 0.00 7,379.29 (8.51) 2-31-00-510-00 SUPPLIES- COMMON SERVICES 8,000.00 11,007.79 20,000.00 589.81 8,906.30 55.46 2-31-01-540-00 POWER - COMMON SERVICES 1,500.00 1,673.67 1,800.00 252.40 733.83 59.23 2-31-02-540-00 NATURAL GAS - COMMON SERVICES 4,000.00 4,046.48 4,200.00 129.14 1,951.20 53.54 c) i. TOWN OF HARDISTY Page 5 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

* TOTAL COMMON SERVICES (2-31) 84,000.00 109,908.16 136,864.00 6,614.64 44,536.85 67.46

** NET COMMON SERVICES 84,000.00 109,908.16 136,864.00 6,614.64 44,536.85 67.46

ROADWAYS REVENUE

1-32-00-120-00 LOCAL IMPROVEMENT CHARGES (4,000.00) (3,953.84) (4,000.00) 0.00 (2,134.84) 46.62

* TOTAL ROADWAYS (1-32) (4,000.00) (3,953.84) (4,000.00) 0.00 (2,134.84) 46.63

ROADWAYS EXPENSES

2-32-00-110-00 SALARIES - STREETS 60,000.00 74,504.48 88,150.00 4,370.28 33,429.20 62.07 2-32-00-130-00 EMPLOYER CONTRIBUTIONS 9,500.00 7,362.69 8,000.00 526.87 3,906.81 51.16 2-32-00-140-00 EMPLOYER CONTRIBUTIONS/LAPP 7,300.00 7,082.94 8,760.00 525.26 3,557.41 59.39 2-32-00-510-00 SUPPLIES - STREETS 10,000.00 16,906.31 18,000.00 516.20 3,582.50 80.09 2-32-00-520-00 REPAIRS, MAINTENANCE - STREET 50,000.00 45,159.37 90,000.00 715.00 22,375.00 75.13 2-32-01-540-00 POWER - STREET LIGHTS 50,000.00 59,638.59 65,000.00 7,684.08 26,758.91 58.83 2-32-00-830-00 DEBENTURE INTEREST PAYMENT 16,000.00 12,333.36 9,214.00 2,623.43 5,981.10 35.08

* TOTAL ROADWAYS (2-32) 202,800.00 222,987.74 287,124.00 16,961.12 99,590.93 65.31

** NET ROADWAYS 198,800.00 219,033.90 283,124.00 16,961.12 97,456.09 65.58

AIRPORT REVENUE

1-33-00-850-00 AIRPORT GRANTS (5,000.00) (6,146.00) 0.00 0.00 0.00 0.00

* TOTAL AIRPORT (1-33) (5,000.00) (6,146.00) 0.00 0.00 0.00 0.00

AIRPORT EXPENSES

2-33-00-110-00 SALARIES -AIRPORT 4,000.00 3,910.46 4,300.00 137.58 1,974.88 54.07 2-33-00-130-00 EMPLOYER CONTRIBUTION 700.00 444.34 400.00 16.60 250.06 37.48 2-33-00-140-00 EMPLOYER /LAPP 600.00 340.23 430.00 16.54 136.56 68.24

2-33-00-215-00Page 120 of 177 FREIGHT, TELEPHONE, POSTAGE 125.00 101.36 125.00 0.00 0.00 100.00 2-33-00-250-00 REPAIR ' MAINTENANCE- AIRPORT 17,500.00 16,842.39 5,000.00 0.00 82.00 98.36 2-33-00-274-00 INSURANCE- AIRPORT 2,500.00 2,154.47 2,300.00 0.00 2,190.26 4.77 2-33-01-540-00 POWER - AIRPORT 1,500.00 928.12 1,200.00 98.48 379.17 68.40 2-33-02-540-00 NATURAL GAS - AIRPORT 1,000.00 626.75 800.00 30.00 491.00 38.62

* TOTAL AIRPORT (2-33) 27,925.00 25,348.12 14,555.00 299.20 5,503.93 62.19

** NET AIRPORT 22,925.00 19,202.12 14,555.00 299.20 5,503.93 62.19 c) i. TOWN OF HARDISTY Page 6 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

WATER REVENUE

1-41-01-410-00 SALE OF METERED WATER (102,000.00) (119,108.47) (108,000.00) (10,344.54) (59,453.29) 44.95 1-41-02-410-00 INFRASTRUCTURE REPLACEMENT FUNDS (58,000.00) (57,631.96) (58,000.00) (4,847.27) (29,091.81) 49.84 1-41-00-120-00 LOCAL IMPROVEMENT CHARGES (14,000.00) (15,282.01) (15,000.00) 0.00 (15,282.01) (1.88) 1-41-00-855-00 PROVINCIAL GRANT - OPERATING 0.00 0.00 0.00 0.00 0.00 0.00

* TOTAL WATER (1-41) (174,000.00) (192,022.44) (181,000.00) (15,191.81) (103,827.11) 42.64

WATER EXPENSES

2-41-00-110-00 SALARIES - WATER 60,000.00 35,255.06 41,000.00 2,216.21 22,441.08 45.26 2-41-00-130-00 EMPLOYER CONTRIBUTION 8,800.00 6,029.18 4,000.00 277.64 3,312.95 17.17 2-41-00-140-00 EMPLOYER CONTRIBUTION/LAPP 5,500.00 3,468.10 4,060.00 101.62 1,799.94 55.66 2-41-00-211-00 TRAVEL ' SUBSISTENCE- WATER 2,500.00 806.24 4,000.00 0.00 2,379.93 40.50 2-41-00-215-00 FREIGHT, TELEPHONE, POSTAGE 7,500.00 5,562.81 7,500.00 462.90 3,351.09 55.31 2-41-00-250-00 REPAIRS ' MAINTENANCE- WATER 30,000.00 34,442.67 52,000.00 575.60 18,995.97 63.46 2-41-00-274-00 INSURANCE - WATER 3,000.00 3,171.63 3,200.00 0.00 3,859.09 (20.59) 2-41-00-510-00 SUPPLIES- WATER 6,000.00 7,518.44 8,000.00 12.98 5,470.07 31.62 2-41-00-830-00 DEBENTURE INTEREST PAYMENT 8,000.00 1,574.18 1,800.00 118.34 713.96 60.33 2-41-01-540-00 POWER - WATER 28,000.00 28,734.18 30,000.00 2,484.39 9,640.78 67.86 2-41-02-540-00 NATURAL GAS - WATER 3,500.00 5,692.84 7,000.00 411.07 2,973.81 57.51

* TOTAL WATER (2-41) 162,800.00 132,255.33 162,560.00 6,660.75 74,938.67 53.90

** NET WATER (11,200.00) (59,767.11) (18,440.00) (8,531.06) (28,888.44) (56.66)

WASTEWATER REVENUE

1-42-00-410-00 SEWER SERVICE FEES (40,000.00) (45,750.95) (47,000.00) (4,230.50) (24,817.28) 47.19 1-42-02-410-00 INFRASTRUCTURE REPLACEMENT FUNDS (46,000.00) (44,093.43) (46,000.00) (3,718.67) (22,318.31) 51.48

* TOTAL WASTEWATER (1-42) (86,000.00) (89,844.38) (93,000.00) (7,949.17) (47,135.59) 49.32 Page 121 of 177 WASTEWATER EXPENSES

2-42-00-110-00 SALARIES - SEWER 11,000.00 8,530.80 10,750.00 752.83 8,298.89 22.80 2-42-00-130-00 EMPLOYER CONTRIBUTION 2,500.00 1,539.58 1,000.00 107.71 1,256.50 (25.65) 2-42-00-140-00 EMPLOYER CONTRIBUTION/LAPP 1,700.00 1,049.82 1,068.00 64.36 714.61 33.08 2-42-00-250-00 REPAIRS AND MAINTENANCE 15,000.00 13,839.08 6,000.00 360.00 8,888.56 (48.14) 2-42-00-274-00 INSURANCE ON LIFT STATION 1,500.00 1,413.62 1,500.00 0.00 1,690.48 (12.69) 2-42-00-510-00 SUPPLIES- SEWER 2,500.00 3,713.58 3,700.00 0.00 1,337.60 63.84 2-42-00-830-00 DEBENTURE INTEREST PAYMENT 6,000.00 2,361.38 2,400.00 177.51 1,070.99 55.37 c) i. TOWN OF HARDISTY Page 7 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-42-01-540-00 POWER - SEWER 4,000.00 4,807.61 5,200.00 1,479.55 2,994.64 42.41

* TOTAL WASTEWATER (2-42) 44,200.00 37,255.47 31,618.00 2,941.96 26,252.27 16.97

** NET WASTEWATER (41,800.00) (52,588.91) (61,382.00) (5,007.21) (20,883.32) 65.98

WASTE DISPOSAL REVENUE

1-43-00-410-00 GARBAGE SERVICE FEES (119,000.00) (120,831.56) (124,400.00) (10,396.00) (62,266.00) 49.94

* TOTAL WASTE DISPOSAL (1-43) (119,000.00) (120,831.56) (124,400.00) (10,396.00) (62,266.00) 49.95

WASTE DISPOSAL EXPENSES

2-43-00-350-00 DISPOSAL FEES - COMM. ' GEN. 10,000.00 5,503.45 6,000.00 0.00 3,019.00 49.68 2-43-00-770-00 FLAGSTAFF REG. S.W.M - REQ. 90,955.00 89,871.25 93,624.00 0.00 45,423.75 51.48

* TOTAL WASTE DISPOSAL (2-43) 100,955.00 95,374.70 99,624.00 0.00 48,442.75 51.37

** NET WASTE DISPOSAL (18,045.00) (25,456.86) (24,776.00) (10,396.00) (13,823.25) 44.21

FLAGSTAFF FCS EXPENSES

2-51-00-751-00 FLAGSTAFF COMM/SOCIAL SERVICES 10,000.00 8,626.50 8,700.00 0.00 8,626.50 0.84 FFCS Req. & Resource Off Req.

* TOTAL FLAGSTAFF FCS (2-51) 10,000.00 8,626.50 8,700.00 0.00 8,626.50 0.84

** NET FFCS 10,000.00 8,626.50 8,700.00 0.00 8,626.50 0.84

CEMETERY REVENUE

1-56-00-410-00 SALE OF CEMETERY PLOTS (2,000.00) (1,700.00) (1,000.00) (450.00) (900.00) 10.00 1-56-00-415-00 GRAVE OPENINGS ' CLOSINGS (4,500.00) (6,100.00) (2,500.00) (275.00) (275.00) 89.00 1-56-00-591-00 SIRKO TRUST REVENUE 0.00 0.00 0.00 (250.00) (650.00) 0.00 1-56-00-592-00 GEN. REV. - RECOV. PROJ. COST (2,500.00) (3,889.52) (2,500.00) 0.00 (2,250.00) 10.00

* Page 122 of 177 TOTAL CEMETERY (1-56) (9,000.00) (11,689.52) (6,000.00) (975.00) (4,075.00) 32.08

CEMETERY EXPENSES

2-56-00-110-00 SALARIES - CEMETERY 5,000.00 1,749.27 2,500.00 350.00 1,410.40 43.58 2-56-00-250-00 CEMETERY MAINTENANCE 2,000.00 1,695.00 2,500.00 0.00 967.96 61.28 2-56-00-350-00 GRAVE OPENING/CLOSING FEES 2,000.00 1,165.40 2,500.00 0.00 0.00 100.00 2-56-00-510-00 SUPPLIES - CEMETERY 2,500.00 2,911.49 2,500.00 0.00 63.00 97.48 c) i. TOWN OF HARDISTY Page 8 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

* TOTAL CEMETERY (2-56) 11,500.00 7,521.16 10,000.00 350.00 2,441.36 75.59

** NET CEMETERY 2,500.00 (4,168.36) 4,000.00 (625.00) (1,633.64) 140.84

LAND REVENUE

1-66-00-410-00 LAND SALES/TOWN (63,000.00) (79,500.00) (280,000.00) 0.00 (123,300.00) 55.96 1-66-00-590-00 LAND LEASE REVENUE (6,500.00) (5,163.72) (5,100.00) (150.00) (1,197.56) 76.51

* TOTAL LAND (1-66) (69,500.00) (84,663.72) (285,100.00) (150.00) (124,497.56) 56.33

LAND/SUBDIVISION EXPENSES

2-61-00-200-00 GEN. SERV. CONTRACT.-PLANNING 0.00 0.00 0.00 1,593.00 2,508.00 0.00 Land Use Bylaw Planning 2-69-00-410-00 LAND SALE EXPENSES 15,000.00 24,140.99 20,000.00 2,037.61 11,510.05 42.44 2-69-00-420-00 RESIDENTIAL REHAB INCENTIVE 5,000.00 0.00 0.00 0.00 0.00 0.00 New program to rehabilitate & rejuvenate existing residential areas thru demo of old homes & bldg of new homes on existing serviced lots.

* TOTAL LAND/SUBDIVISION (2-69) 20,000.00 24,140.99 20,000.00 3,630.61 14,018.05 29.91

** NET LAND (49,500.00) (60,522.73) (265,100.00) 3,480.61 (110,479.51) 58.33

RECREATION REVENUE

1-72-00-850-00 COUNTY RECREATION GRANT 0.00 (1,400.00) 0.00 0.00 0.00 0.00 1-72-00-851-00 COUNTY CAMPSITE GRANT 0.00 0.00 (1,500.00) 0.00 0.00 100.00 For Riverside Campground 1-72-00-855-00 PROVINCIAL GRANT - OPERATING (24,000.00) (20,000.00) 0.00 0.00 (4,000.00) 0.00

* TOTAL RECREATION (1-72) (24,000.00) (21,400.00) (1,500.00) 0.00 (4,000.00) (166.67)

RECREATION ARENA EXPENSES Page 123 of 177 2-71-00-274-00 INSURANCE (ARENA) 13,000.00 13,519.19 14,000.00 0.00 16,559.49 (18.28) 2-71-01-274-00 INSURANCE (CURLING CLUB) 8,000.00 8,940.64 9,000.00 0.00 10,947.91 (21.64)

* TOTAL RECREATION ARENA (2-71) 21,000.00 22,459.83 23,000.00 0.00 27,507.40 (19.60)

RECREATION EXPENSES

2-72-00-253-00 WATER RESOURCES EXPENSES 10,000.00 278.42 10,000.00 0.00 263.69 97.36 2-72-00-750-00 COUNTY REC GRANT DISTRIBUTION 0.00 0.00 0.00 0.00 0.00 0.00 c) i. TOWN OF HARDISTY Page 9 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-72-00-752-00 CANADA DAY 0.00 0.00 0.00 0.00 0.00 0.00 2-72-00-753-00 PARKS BEAUTIFICATION 8,000.00 3,058.02 8,000.00 3,176.31 4,654.79 41.81 2-72-00-754-00 STREET FAIR 5,000.00 429.55 5,000.00 1,365.00 1,365.00 72.70 2-72-00-770-00 CONTRIBUTED TO AG. SOCIETY 4,000.00 13,266.80 3,000.00 0.00 2,246.00 25.13 2-72-01-274-00 INSURANCE (LAKE) 1,500.00 1,973.67 2,000.00 0.00 1,655.77 17.21 2-72-02-274-00 INSURANCE (GOLF COURSE) 4,000.00 4,691.12 4,700.00 0.00 5,403.23 (14.96) 2-72-03-274-00 INSURANCE (RODEO) 4,000.00 1,059.12 4,100.00 0.00 1,297.29 68.35 Liability Donation $3K & Property Ins.

* TOTAL RECREATION CAMP/LAKE (2- 36,500.00 24,756.70 36,800.00 4,541.31 16,885.77 54.11

** NET RECREATION 33,500.00 25,816.53 58,300.00 4,541.31 40,393.17 30.71

CULTURE REVENUE

1-74-00-410-00 HALL RENTALS (12,000.00) (10,085.63) (17,800.00) (1,667.50) (14,417.50) 19.00 $7800 rev fr. AFRRCS proj. 1-74-00-411-00 HALL BOARD EVENT REVENUES (10,000.00) (14,718.00) (10,000.00) (120.00) (345.00) 96.55 1-74-00-415-00 POP/CORKAGE/ICE REVENUES (4,000.00) (3,492.94) (4,000.00) (500.00) (810.00) 79.75 1-74-00-590-00 DONATIONS TO THE HALL (5,000.00) (22,530.00) 0.00 0.00 0.00 0.00

* TOTAL CULTURE (1-74) (31,000.00) (50,826.57) (31,800.00) (2,287.50) (15,572.50) 51.03

CULTURE EXPENSES

2-74-00-110-00 CLEANING CONTRACT - HALL 5,500.00 4,252.96 5,500.00 829.92 3,004.92 45.36 2-74-00-215-00 HALL PHONE, FREIGHT ' POSTAGE 1,200.00 1,045.83 1,200.00 90.67 529.07 55.91 2-74-00-220-00 ADVERTISING- HALL 0.00 0.00 0.00 0.00 0.00 0.00 2-74-00-250-00 REPAIRS ' MAINTENANCE- HALL 8,000.00 11,817.32 8,000.00 0.00 2,626.53 67.16 2-74-00-274-00 INSURANCE (HALL) 3,000.00 3,257.95 3,300.00 0.00 3,999.58 (21.19) 2-74-00-510-00 SUPPLIES - HALL 2,500.00 3,562.01 3,500.00 892.21 1,646.37 52.96 2-74-00-511-00 HALL BOARD EVENT EXPENSES 10,000.00 13,087.87 10,000.00 0.00 0.00 100.00 2-74-00-512-00 POP DISPENSER EXPENSE 2,000.00 3,107.15 3,000.00 626.06 1,243.69 58.54 2-74-01-540-00 HALL - POWER 5,800.00 7,258.38 7,300.00 1,050.63 2,830.38 61.22 2-74-02-540-00 NATURAL GAS - HALL 3,000.00 3,954.82 4,200.00 115.31 1,781.48 57.58 Page 124 of 177 2-74-00-770-00 CONTRIBUTION TO LIBRARY BOARD 6,800.00 6,770.00 7,000.00 0.00 0.00 100.00 2-74-03-274-00 INSURANCE (LIBRARY) 1,000.00 1,152.31 1,200.00 0.00 1,416.22 (18.01) 2-74-03-770-00 PARKLAND LIBRARY REQUISITION 5,700.00 4,651.92 5,000.00 1,198.13 3,594.39 28.11 2-74-04-770-00 HARDISTY THRIFT SHOP (5101 FUNDING) 1,000.00 798.75 1,000.00 0.00 0.00 100.00

* TOTAL CULTURE (2-74) 55,500.00 64,717.27 60,200.00 4,802.93 22,672.63 62.34

** NET CULTURE 24,500.00 13,890.70 28,400.00 2,515.43 7,100.13 75.00 c) i. TOWN OF HARDISTY Page 10 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

*** NET OPERATING BUDGET (255,818.00) (436,779.15) (371,397.00) 42,163.01 (876,769.08) (136.07)

CAPITAL GRANT/DONATION REV.

1-32-00-850-00 PROVINCIAL CONDITIONAL GRANT (38,340.00) (38,340.00) (111,153.00) 0.00 0.00 100.00 48th Strt Road Rehab & Curb & Gutter (1/3 MSI Cap '14 $72,813) & BMTG '14 $38,340. 1-41-00-850-00 PROVINCIAL CONDITIONAL GRANT (22,000.00) (22,000.00) (97,813.00) 0.00 (6,963.79) 92.88 48th Strt. New Water Main (1/3 MSI Cap '14 $72,813) & 50% FGTF $25K. 1-42-00-850-00 PROVINCIAL CONDITIONAL GRANT (260,277.00) (234,131.00) (97,813.00) 0.00 0.00 100.00 48th Strt. New Sewer Main (1/3 MSI Cap '14 $72,813) & FGTF '14 50% $25K. 1-56-00-590-00 CEMETERY DONATIONS 0.01 (365.00) 0.00 0.00 0.00 0.00 1-72-00-590-00 RECREATION REVENUE 0.00 0.00 0.00 0.00 0.00 0.00 1-72-00-841-00 PROVINCIAL CONDITIONAL GRANTS 0.00 0.00 0.00 0.00 0.00 0.00 1-74-00-591-00 CASINO PROCEEDS - HALL BOARD SOC. 0.00 0.00 (29,100.00) 0.00 0.00 100.00 From Hall Board Soc.

* TOTAL CAPITAL GRANT/DONATION R (320,616.99) (294,836.00) (335,879.00) 0.00 (6,963.79) 97.93

CAPITAL EXPENDITURES

2-12-00-762-00 CONTRIBUTIONS TO CAPITAL 0.00 0.00 23,560.00 249.00 17,330.33 26.44 Admin Office Renos 2-23-00-762-00 CONTRIBUTION TO CAPITAL 17,400.00 5,602.48 15,000.00 0.00 0.00 100.00 Boiler replace @ fire hall $7k 1/2 cost of (2) sets of bunker gear & (2) SCBA's 2-31-00-762-00 CONTRIBUTION TO CAPITAL 0.00 11,500.00 12,500.00 31,838.15 41,468.15 (231.74) New mower & new "cubby" mower 2-32-00-762-00 CONTRIBUTION TO CAPITAL 38,340.00 12,560.00 122,050.00 3,179.73 100,115.91 17.97 48th Strt. Road Rehab - & Curb & Gutter. Sidewalk replacement at the Hardisty Fresh Mrkt $15k 2-41-00-762-00 CONTRIBUTED TO CAPITAL 22,000.00 28,113.82 193,710.00 3,179.73 4,149.52 97.85 48th Strt. New Water Main proj. 2-42-00-762-00 CONTRIBUTED TO CAPITAL 277,430.00 64,000.00 223,710.00 55,421.73 190,552.90 14.82 Page 125 of 177 48th Strt. New Sewer Main proj. Lagoon sludge removal $50k 2-56-00-251-00 CEMETERY PROJ. EXPENSES 10,000.00 7,144.30 10,000.00 685.00 11,631.20 (16.31) Blanket Cover Removal & Marker Replacement Proj. 2-69-00-430-00 LAND DEVELOP. EXPENSES 0.00 0.00 97,764.00 0.00 0.00 100.00 Indsub. strt lighting (direct exp portion non ref. $11,000) 2-72-00-590-01 ARENA RETRO FIT PROJ. EXP. 0.00 0.00 0.00 0.00 0.00 0.00 c) i. TOWN OF HARDISTY Page 11 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

2-74-00-251-00 CAPITAL EXPENSES 5,000.00 21,734.31 35,000.00 0.00 33,221.08 5.08 Community Hall Retro Fit - Flooring & Painting

* TOTAL CAPITAL EXPENDITURES 370,170.00 150,654.91 733,294.00 94,553.34 398,469.09 45.66

** NET CAPITAL GRANT/DON. & EXP. 49,553.01 (144,181.09) 397,415.00 94,553.34 391,505.30 1.49

CAPITAL LOANS 2014

1-41-00-591-00 DEBENTURE PROCEEDS 0.00 0.00 0.00 0.00 0.00 0.00 1-42-00-762-00 BORROWED CAPITAL 0.00 0.00 0.00 0.00 0.00 0.00

* TOTAL CAPITAL LOANS 2014 0.00 0.00 0.00 0.00 0.00 0.00

CAPITAL LOAN PRINCIPLE PAYMENT

2-23-00-831-00 DEBENTURE PRINCIPLE 21,000.00 21,052.68 21,000.00 1,754.39 10,526.34 49.87 Principle paymts on pumper trk. 2-32-00-831-00 DEBENTURE PRINCIPAL PAYMENT 36,000.00 35,786.06 39,000.00 28,363.77 33,572.21 13.91 2-41-00-831-00 DEBENTURE PRINCIPAL PAYMENT 0.00 7,573.33 7,574.00 0.00 0.00 100.00 Ind. Subdiv. - Water Sewer Serv. Collected via a local improv tax 2-42-00-831-00 DEBENTURE PRINCIPAL PAYMENT 0.00 11,360.00 11,360.00 0.00 0.00 100.00 Ind. Subdiv. - Water Sewer Serv. collected via local improve tax

* TOTAL CAPITAL LOAN PRINCIPLE P 57,000.00 75,772.07 78,934.00 30,118.16 44,098.55 44.13

** NET LOAN ADVANCES VERSUS LOAN 57,000.00 75,772.07 78,934.00 30,118.16 44,098.55 44.13

CAPITAL RESERVE TRANSFERS IN

1-23-00-764-00 CONTRIBUTED FROM RESERVES 0.00 0.00 (7,000.00) 0.00 0.00 100.00 '13 funds set aside for boiler replacement 1-32-00-764-00 CONTRIBUTED FROM RESERVES 0.00 0.00 (23,780.00) 0.00 0.00 100.00 Unused portion of 2013 BMTG 1-41-00-764-00 CONTRIBUTED FROM RESERVES 0.00 0.00 (100,000.00) 0.00 0.00 100.00 Infrastructure Replace Funds ('13 & '14) 1-42-00-764-00Page 126 of 177 REVENUE FROM RESERVE (17,153.00) 0.00 (80,000.00) 0.00 0.00 100.00 Infrastructure replacement funds ('13 & '14) 1-56-00-764-00 REVENUE FROM RESERVE (10,000.00) 0.00 (10,000.00) 0.00 0.00 100.00 1-66-00-762-00 REVENUE FROM RESERVE - LAND 0.00 0.00 0.00 0.00 0.00 0.00 DEVELOP. 1-72-00-595-00 ARENA RETRO FIT PROJ. (2010) 0.00 0.00 0.00 0.00 0.00 0.00 1-74-00-764-00 CONTRIBUTIONS FROM RESERVES 0.00 0.00 (7,500.00) 0.00 0.00 100.00 Funds in Community Hall Reserve (Donation fr. Gibson '13) c) i. TOWN OF HARDISTY Page 12 of 12 2014-Aug-8 2014 OPERATING & CAPITAL 7:08:54PM For the Period Ending June 30, 2014

General Description 2013 Budget 2013 Actual 2014 Budget June 2014 2014 YTD 2014 Budget Ledger Actual Actual Remaining %

* TOTAL CAPITAL RESERVE TRANSFER (27,153.00) 0.00 (228,280.00) 0.00 0.00 100.00

CAPITAL RESERVE TRANSFERS OUT

2-23-00-764-00 ADDED TO RESERVES 0.00 0.00 3,180.00 0.00 0.00 100.00 Funds fr AFRRCS Prj. Rev. 2-41-00-764-00 ADDED TO RESERVES 58,000.00 0.00 58,000.00 0.00 0.00 100.00 2-42-00-764-00 ADDED TO RESERVES 46,000.00 0.00 46,000.00 0.00 0.00 100.00 2-74-02-764-00 ADDED TO RESERVE - COM. HALL 0.00 0.00 4,000.00 0.00 0.00 100.00 $3180 rev. fr. AFRRCS proj.

* TOTAL CAPITAL RESERVE TRANSFER 104,000.00 0.00 111,180.00 0.00 0.00 100.00

** NET RESERVE TRANSFERS 76,847.00 0.00 (117,100.00) 0.00 0.00 100.00

*** NET CAPITAL 2011 BUDGET 183,400.01 (68,409.02) 359,249.00 124,671.50 435,603.85 (21.25)

**** NET TOTAL BUDGET BALANCE (72,417.99) (505,188.17) (12,148.00) 166,834.51 (441,165.23) (3,531.59)

*** End of Report *** Page 127 of 177 d) i.

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Page 135 of 177 2.3 a) Town of Hardisty

REQUEST FOR DECISION 14-09-64

September 9th, 2014

SUBJECT: Annual Organizational Meeting

RECOMMENDATION: THAT Council sets the date for the annual Organizational Meeting for the Town of Hardisty on October 14th, 2014 at 6:00p.m. to be held in Town of Hardisty Council Chambers. CAO COMMENTS:

RECOMMENDATION REPORT/DOCUMENT: Attached __ Available__ Nil __

KEY ISSUE(S)/CONCEPTS DEFINED:

Pursuant to the Municipal Government Act and the Town of Hardisty Procedural Bylaw 1179-12:

ORGANIZATIONAL MEETING

a. Council shall hold an organizational meeting not later than the second regular Council meeting in October of each year.

b. At the organizational meeting, Council shall establish by resolution for the forthcoming year:

i. The dates, times of commencement, and locations of regular Council meetings and Committee of the Whole meetings. If a scheduled meeting of Council falls on a holiday, the meeting shall be held on the next day not being a holiday.

ii. The roster for each Councillor to act as Deputy Mayor.

iii. Appointments to Boards and Committees.

iv. The seating arrangements of Council. The Mayor shall occupy the seat at the centre of the Council table. Seating of Councillors shall be determined by lot or as otherwise agreed to by a unanimous vote of Council. In the event the seat of any Councillor becomes vacant by reason of death, resignation or otherwise, the member elected to fill his place shall occupy his seat in the Council Chamber until the next organizational meeting.

v. In addition to the above, at the Inaugural Meeting, the first order of business shall be the administration of the oath of office and the introduction of the Mayor and Council for the Council Session.

RELEVANT POLICY/PRACTICES/LEGISLATION:

Town of Hardisty Procedural Bylaw 1179-12.

Municipal Government Act Sec. 192(1)

Page 136 of 177 2.3 a) STRATEGIC RELEVANCE:

RESPONSE OPTIONS and DESIRED OUTCOME(S):

IMPLICATIONS OF RECOMMENDATION: .

GENERAL:

ORGANIZATIONAL:

Realignment of Council Committee Appointments may be required or new members to committees.

ENVIRONMENTAL:

FOLLOW UP ACTION/COMMUNICATIONS: Communications to respective boards if Council Committee Appointments have changed. Website updates maybe required.

Reviewed & Submitted By: Sandy Otto – Acting CAO

Page 137 of 177 2.3 b) Town of Hardisty

REQUEST FOR DECISION 14-09-65

September 9th, 2014

SUBJECT: New Policy – Job Description Policy #1922

RECOMMENDATION:

Motion #1: THAT Council approves Policy #1922 known as the “Job Description Policy”.

Motion #2: THAT Council approves Addendum #1 Job Title: Senior Public Works Operator – Level 1 and Addendum #2 Job Title: Senior Public Works Operator – Level II . CAO COMMENTS:

RECOMMENDATION REPORT/DOCUMENT: Attached _X_ Available__ Nil __

KEY ISSUE(S)/CONCEPTS DEFINED:

To further enhance the Policies & Procedures for the Town of Hardisty it is recommended that a Job Description Policy be adopted by Council to help administration in the development of staff and resources to provide good governance. In the past additional staff requests were made to Council on a “as needed basis” in order to meet the changing environment. However, many jobs were created through “ad hoc” situations which sometimes leave staff with no sense of direction or future personal development planning. Job titles staff were given sometimes only meant what they were doing at that time but over time their job duties change which makes their title’s and job descriptions irrelevant. This policy will also add more breadth and depth to Policy #1920 – Creation of Positions and #1940-01 Rates of Pay. Giving the CAO the ability to conduct proper performance appraisals and establishment of a grid to guide pay and personal development which will coincide with the demands of the changing environment of the Town of Hardisty.

RELEVANT POLICY/PRACTICES/LEGISLATION:

Town of Hardisty Policy on Policy Making #1009

Municipal Government Act Sec. 201(1) – (2)

STRATEGIC RELEVANCE:

Town of Hardisty Strategic Plan 2014-2017 – Identified Initiatives #4 Review and update existing bylaws and policies.

RESPONSE OPTIONS and DESIRED OUTCOME(S):

Approve as presented

Approve as amended

Page 138 of 177 2.3 b) Not approve

IMPLICATIONS OF RECOMMENDATION: .

GENERAL:

ORGANIZATIONAL:

Circulation to staff of new Policy #1922

ENVIRONMENTAL:

FOLLOW UP ACTION/COMMUNICATIONS: Update policy manual & website. Review at staff meeting.

Reviewed & Submitted By: Sandy Otto – Acting CAO

Page 139 of 177 2.3 b)

Job Title: Senior Public Works Operator – Level 1

Job Category: Public Works

Department/Group: Operations Location: Hardisty Travel Required: Level/Salary Range: $27-$37 HR Contact: Chief Administration Officer

Applications Accepted By: Fax or E-mail: (780)888-2200 [email protected] Subject Line: Public Works Operator Attention: Chief Administrative Officer – Senior Public Works Operator Mail: Town of Hardisty Attn: Chief Admin. Officer – Public Works Position PO Box 10 Hardisty, AB T0B 1V0

FUNCTION/PURPOSE: This position performs duties of a specialized nature related to the installation, maintenance and repair of the water distribution, and wastewater collection/treatment systems. Perform preventative maintenance repairs and emergency activities for all municipal infrastructures, undertake manual labour duties as required and ensure the compliance of the Town’s safety policies.

KEY RESPONSIBILITIES (% time)

Infrastructure (Water & Wastewater) Testing and sampling of water and wastewater to ensure compliance with provincial standards Preventative maintenance, repairs and emergency activities on all municipal infrastructure, i.e. water breaks Preventative maintenance on pump stations, lift stations and wastewater treatment plant equipment Operate a variety of equipment including loader or tractor to perform maintenance tasks Some manual labour as required using a variety of hand tools Perform all water, wastewater and storm water locates within the town limits in a timely manner and within the appropriate timelines, (within 48 hours) Perform a full range of skilled and semi-skilled duties including installation of water meters and wiring, programming of MXU’S for radio reader, maintenance, troubleshooting, pulling large and small meters to be sent away for testing, troubleshoots automated meter reading equipment and replaces stopped and/or damaged meters Assist contractors in the video inspections of wastewater/storm water lines Participate in preventative maintenance programs of infrastructure such as valve turning and flushing programs.

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Strong analytical background to be able to monitor towns SCADA system and be able to trouble shoot pumping stations and lift stations. 40%

Infrastructure (Roads/Streets/Sidewalks/Parks) Preventative maintenance, repairs and emergency activities on all municipal infrastructure, i.e. gravel road grading, snow removal, pothole repair, grass & weed control Preventative maintenance on equipment Operate a variety of equipment including loader, tractor, plow truck, lawn mowers to perform maintenance tasks Some manual labour as required using a variety of hand tools 40%

Customer Service and Communication Frequently advise, direct, assist and co-operate with the general public to troubleshoot potential problems. Strong analytical and communication skills, both written and verbal. The ability to communicate effectively with public, supervisors, and other staff, and to foster positive work relationships 20%

Risk Management & Safety It is the responsibility of the Town of Hardisty employees to take care to ensure their own safety and the safety of others, to know and follow all safety and health instructions, rules, regulations and safe work procedures and to report any unsafe or substandard condition or act as soon as possible to the employer. Incumbents are responsible for ensuring that operations are performed with the utmost regard for the safety and health of all personnel, and for promoting proper attitudes towards safety and health in themselves and in those they supervise. Hazard Assessment and Risk Assessment for Roads, Solid Waste, Water, Wastewater, Stormwater Management, Developer Requirements, are contained in the Town of Hardisty Safety Manual

QUALIFICATIONS & EDUCATIONAL REQUIREMENTS

EDUCATION: Completion of grade 12 or equivalent Valid Standard First Aid/CPR Certificate Valid WHIMS certificate Valid Class 3Q Driver’s License Level 1 Alberta Environment Certification in Water Distribution, Wastewater Treatment & Wastewater Collection

EXPERIENCE: 1 year related experience in water and wastewater and common services to include road, parks & equipment maintenance.

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PREFERRED SKILLS: Strong analysis skills Strong understanding of water, wastewater systems to be able to troubleshoot problems in the systems. Strong computer skills in both Microsoft Office and industry related software, such as SCADA and leak detection programs (metering systems) Ability to operate a variety of equipment in a safe and effective manner related to water & wastewater servicing. Common Service work unrelated to water & wastewater operations including the operation of equipment used for snow removal, road maintenance & park maintenance. Project management skills and effective communication in a team related environment.

WORKING CONDITIONS:

Ongoing interruptions, traffic/driving, adverse weather conditions, working alone Identified job hazards: Dealing with angry people, working alone, heat, cold, lifting, bending, and around the following conditions: mechanical, electrical, fume/odor chemical exposure, dust and noise. Potential for exposure to infectious substances (bio hazardous substances) Additional hours based on operational demands Ability to lift and or move up to 50 pounds Rotational evening and weekend on call shifts

Reviewed By: Sandy Otto – Acting CAO Date: August 27, 2014 Approved By: Date: Last Updated By: Date/Time:

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Job Title: Senior Public Works Operator – Level II

Job Category: Public Works

Department/Group: Operations Location: Hardisty Travel Required: Level/Salary Range: $33-$37 HR Contact: Chief Administration Officer

Applications Accepted By: Fax or E-mail: (780)888-2200 [email protected] Subject Line: Public Works Operator Attention: Chief Administrative Officer – Senior Public Works Operator Mail: Town of Hardisty Attn: Chief Admin. Officer – Public Works Position PO Box 10 Hardisty, AB T0B 1V0

FUNCTION/PURPOSE: This position performs duties of a specialized nature related to the installation, maintenance and repair of the water distribution, and wastewater collection/treatment systems. Perform preventative maintenance repairs and emergency activities for all municipal infrastructures, undertake manual labour duties as required and ensure the compliance of the Town’s safety policies.

KEY RESPONSIBILITIES (% time)

Infrastructure (Water & Wastewater) Testing and sampling of water and wastewater to ensure compliance with provincial standards Preventative maintenance, repairs and emergency activities on all municipal infrastructure, i.e. water breaks Preventative maintenance on pump stations, lift stations and wastewater treatment plant equipment Operate a variety of equipment including loader or tractor to perform maintenance tasks Some manual labour as required using a variety of hand tools Perform all water, wastewater and storm water locates within the town limits in a timely manner and within the appropriate timelines, (within 48 hours) Perform a full range of skilled and semi-skilled duties including installation of water meters and wiring, programming of MXU’S for radio reader, maintenance, troubleshooting, pulling large and small meters to be sent away for testing, troubleshoots automated meter reading equipment and replaces stopped and/or damaged meters Assist contractors in the video inspections of wastewater/storm water lines Participate in preventative maintenance programs of infrastructure such as valve turning and flushing programs.

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Strong analytical background to be able to monitor towns SCADA system and be able to trouble shoot pumping stations and lift stations. 40%

Infrastructure (Roads/Streets/Sidewalks/Parks) Preventative maintenance, repairs and emergency activities on all municipal infrastructure, i.e. gravel road grading, snow removal, pothole repair, grass & weed control Preventative maintenance on equipment Operate a variety of equipment including loader, tractor, plow truck, lawn mowers to perform maintenance tasks Some manual labour as required using a variety of hand tools 40%

Customer Service and Communication Frequently advise, direct, assist and co-operate with the general public to troubleshoot potential problems. Strong analytical and communication skills, both written and verbal. The ability to communicate effectively with public, supervisors, and other staff, and to foster positive work relationships 20%

Risk Management & Safety It is the responsibility of the Town of Hardisty employees to take care to ensure their own safety and the safety of others, to know and follow all safety and health instructions, rules, regulations and safe work procedures and to report any unsafe or substandard condition or act as soon as possible to the employer. Incumbents are responsible for ensuring that operations are performed with the utmost regard for the safety and health of all personnel, and for promoting proper attitudes towards safety and health in themselves and in those they supervise. Hazard Assessment and Risk Assessment for Roads, Solid Waste, Water, Wastewater, Stormwater Management, Developer Requirements, are contained in the Town of Hardisty Safety Manual

QUALIFICATIONS & EDUCATIONAL REQUIREMENTS

EDUCATION: Completion of grade 12 or equivalent Valid Standard First Aid/CPR Certificate Valid WHIMS certificate Valid Class 3Q Driver’s License Level 2 Alberta Environment Certification in Water Distribution, Wastewater Treatment & Wastewater Collection

EXPERIENCE: 3 years related experience in water and wastewater and common services to include road, parks & equipment maintenance.

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PREFERRED SKILLS: Strong analysis skills Strong understanding of water, wastewater systems to be able to troubleshoot problems in the systems. Strong computer skills in both Microsoft Office and industry related software, such as SCADA and leak detection programs (metering systems) Ability to operate a variety of equipment in a safe and effective manner related to water & wastewater servicing. Common Service work unrelated to water & wastewater operations including the operation of equipment used for snow removal, road maintenance & park maintenance. Project management skills and effective communication in a team related environment.

WORKING CONDITIONS:

Ongoing interruptions, traffic/driving, adverse weather conditions, working alone Identified job hazards: Dealing with angry people, working alone, heat, cold, lifting, bending, and around the following conditions: mechanical, electrical, fume/odor chemical exposure, dust and noise. Potential for exposure to infectious substances (bio hazardous substances) Additional hours based on operational demands Ability to lift and or move up to 50 pounds Rotational evening and weekend on call shifts

Reviewed By: Sandy Otto – Acting CAO Date: August 27, 2014 Approved By: Date: Last Updated By: Date/Time:

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Page 145 of 177 2.3 c) Town of Hardisty

REQUEST FOR DECISION 14-09-66

September 9th, 2014

SUBJECT: Policy #6902 – Community Volunteer Recognition Program

RECOMMENDATION:

THAT Council directs the CAO to ______.

CAO COMMENTS: This request for decision has also been sent to the Hardisty Fire & Rescue Dept. for comment and input.

RECOMMENDATION REPORT/DOCUMENT: Attached _X_ Available__ Nil __

KEY ISSUE(S)/CONCEPTS DEFINED:

In the Spring of 2014 during budget deliberations Council requested to review the Community Volunteer Recognition Program held each year in conjunction with the Hardisty Fire & Rescue Appreciation Night. Since 2008 this program has run each year and was very successful in the early years and then attendance dropped off with a revival over the last couple of years. This program struggles due to the timing of the event as many of our Volunteer Groups are just reconvening from their summer holidays. Even though nominations can be sent in all throughout the year many are received in September and the first week in October. Expenses relating to the event are creeping up into the neighborhood of $6,000. Meal $2500, Volunteer Awards $3000 & decorations & misc. $500.

In review of the existing policy it is apparent that the deadline is once again going to have to be extended in order to get some nominations. On the August 1-31/2014 Utility Billing the memo area reminded individuals to send in their nominations.

RELEVANT POLICY/PRACTICES/LEGISLATION:

Town of Hardisty Policy #6902

STRATEGIC RELEVANCE:

Town of Hardisty Strategic Plan 2014-2017 – Governance - Review of all bylaws and policies for update, revision or repeal.

RESPONSE OPTIONS and DESIRED OUTCOME(S):

Amend the existing Policy #6902

Repeal Policy #6902

Replace Policy #6902

Page 146 of 177 2.3 c) IMPLICATIONS OF RECOMMENDATION: .

GENERAL:

ORGANIZATIONAL:

Circulation to staff of changes to policy #6902 & the Community.

ENVIRONMENTAL:

FOLLOW UP ACTION/COMMUNICATIONS: Update policy manual & website. Review at staff meeting. Notify Organizational Groups and the Community at large of any change.

Reviewed & Submitted By: Sandy Otto – Acting CAO

Page 147 of 177 2.3 c) Town of Hardisty Policy 6902 Page 1

Community Volunteer Recognition Program Policy No: 6902

Approval: Town Council Effective Date: June 25th, 2008

Supersedes Policy No:

Policy Statement: The Council of the Town of Hardisty recognizes the importance of volunteers and volunteer organizations that support the recreation opportunities, cultural fabric and safety of the community. As a result, an annual volunteer recognition program will formally recognize outstanding achievements of individuals and/or groups whom contribute unselfishly of their time.

General:

1. Frequency of Awards:

1.1 The volunteer recognition awards will be presented at the Town sponsored Community Volunteer Appreciation Night held in conjunction with the Fire Department Ball held in October of each year.

2. Nominations of Citizens:

2.1 A nomination (using the nomination form attached to this policy) will be received at the Town Office each year from known individuals, organizations, agencies, societies or groups whom provide programs and services in the Town of Hardisty. The citizen that is nominated for recognition must have resided in Hardisty for at least one year, or provided service to the community of Hardisty for at least one year.

2.2 Each winner and their immediate family will be invited to the Fire Department Ball and partake in the volunteer recognition ceremonies to receive their award.

2.3 Deadline for nominations is September 5th of each year.

3. Fire Department Awards:

3.1 As the annual Volunteer Recognition Program is held in conjunction with the Fire Department Ball, it is only fitting that the Town recognize achievements of Town’s volunteer Fire Department as follows:

3.2 Rookie of the Year: (First year Fire Fighter voted on by fellow fire fighters as the best up-and-coming member with good work ethic and attitude.)

3.3 Fire Fighter of the Year: (Fire Fighter voted on by the Officers of the Department who has the best work and team ethics, overall attitude and abilities in his/her position.) Nomination Deadline is September 5th of every year.

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3.4 Officer of the Year: (Officer voted on by the Fire Fighters of the Department who has the best work and team ethics, overall attitude and abilities in his/her position.)

3.5 The Sparky Award: (Presented to the Fire Fighter regardless of rank whom goes beyond the call of duty for his fellow Members, Department and Community. This award recipient is voted on by all Fire Department members.)

3.6 Years of Service: (All Fire Fighters no matter what rank will be presented with years of service recognition in 5 year increments, starting with 5, 10, 15 and 20 year milestones. After 12 years of service, the Town shall submit application to the Province of Alberta for the Emergency Service Medal and after 20 years service, shall submit nomination for consideration under the Exemplary Service Medal of Canada.

Nomination Deadline is September 5th of every year.

Page 149 of 177 2.3 c) Town of Hardisty Policy 6902 Page 3

VOLUNTEER RECOGNITION PROGRAM NOMINATION FORM

Nominee:______Phone: ______

Mailing Address: ______

Nominated by: ______Phone: ______

Mailing Address: ______

On a separate piece of paper (if required), please answer the following:

1) Please describe the nominee’s achievements within the past year.

2) Please describe how the nominee’s achievements have benefited the community.

3) Why do you believe the nominee should receive a volunteer recognition award?

Nomination Deadline is September 5th of every year.

Page 150 of 177 2.3 d) Town of Hardisty

REQUEST FOR DECISION 14-09-67

September 9th, 2014

SUBJECT: Public Hearing for Land Use By-law Amendment Bylaw #1202/14 - Reschedule

RECOMMENDATION:

THAT Council re-schedule a Public Hearing for Bylaw #1202/14 that was set for September 9th, 2014 at 7:00pm in the Town of Hardisty Council Chambers to allow for proper advertising and notices to be given to the public and adjacent landowners of this proposed by-law amendment. The revised date for the Public Hearing to be October 14th, 2014 at 7:00 p.m. in the Town of Hardisty Council Chambers.

CAO COMMENTS:

RECOMMENDATION REPORT/DOCUMENT: Attached X Available__ Nil __

KEY ISSUE(S)/CONCEPTS DEFINED:

The Town of Hardisty provided first reading to Land Use By-law amendment #1202-14 on August 12th, 2014. This was completed by way of motion # 143/14. At the same time Council set the Public Hearing date to be September 9th, 2014 @ 7:00p.m. in the Town of Hardisty Council Chambers via motion #144/14. Due to changes in staffing there was an oversight in getting the proper advertising completed and public notification periods. In order to stay on side of the MGA it is imperative to complete the proper requirements for advertising. Therefore in order to fulfill the second & third readings of By-law 1202/14 Council will need to re- schedule the Public Hearing for October 14th, 2014.

RELEVANT POLICY/PRACTICES/LEGISLATION: Town of Hardisty Land Use Bylaw 1139/09 as amended. Town of Hardisty Municipal Development Bylaw 1138/09 Sec. (4) Land Use Policies sub sec 4.1 Future Development Municipal Government Act Sec. 606

STRATEGIC RELEVANCE: Town of Hardisty 2014-2017 Strategic Plan, “Marketing and Economic/Community Development”, item “Create a better housing mix”

RESPONSE OPTIONS and DESIRED OUTCOME(S):

1. Reschedule Public Hearing Date

IMPLICATIONS OF RECOMMENDATION: .

GENERAL: 3 – 4 hrs of Staff Time.

ORGANIZATIONAL: NIL

Page 151 of 177 2.3 d) ENVIRONMENTAL: NIL

FOLLOW UP ACTION/COMMUNICATIONS: Inform the owner/developer and send out notices to adjacent land owners notifying of rezoning and public hearing.

Submitted and reviewed by: Sandy Otto, ACO

Page 152 of 177 2.3 d)

BYLAW NO. 1202/14 A BYLAW OF THE TOWN OF HARDISTY IN THE PROVINCE OF ALBERTA TO AMEND THE TOWN OF HARDISTY LAND USE BYLAW NO. 1139/09 AS AMENDED

WHEREAS the Municipal Government Act, R.S.A. 2000, as amended (“the Act”) provides that a Municipal Council may amend its Land Use Bylaw.

AND WHEREAS the Council of the Town of Hardisty wishes to amend its Land Use Bylaw as it affects certain lands.

NOW THEREFORE the Council of the Town of Hardisty, duly assembled, enacts as follows:

1. Bylaw No. 1139/09, the Land Use Bylaw of the Town of Hardisty, as amended, is hereby further amended as follows:

(a) Section 11.0 – Land Use District Map, is hereby amended by changing the classification of the NE-36-42-10-W4 as subdivided into the following parcel known as:

Lot G, Plan 1760TR

To be rezoned from R1c – Large Lot Residential to R1 – Single Detached Residential as shown on the attached Schedule A.

This bylaw to come into full effect after THIRD reading.

READ A FIRST TIME THIS ____ DAY OF ______, A.D. 2014,

READ A SECOND TIME THIS ______DAY OF ______, A.D. 2014,

READ A THIRD TIME AND FINALLY PASSED THIS ____DAY OF ______, A.D. 2014.

______Mayor

______Chief Administration Officer

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Schedule A

Town of Hardisty Bylaw 1202/14

Page 154 of 177 2.3 e) Town of Hardisty

REQUEST FOR DECISION 14-09-68

September 9th, 2014

SUBJECT: Municipal Development Plan- Amendment Bylaw #1203/14

RECOMMENDATION:

MOTION #1:

THAT Council gives first reading to proposed Bylaw #1203/14 to amend the Municipal Development Plan Bylaw 1138/09 to change the future area use of Lot 2, Block 27, Plan 0524101 from Residential to C1 Primary Commercial.

MOTION #2:

THAT Council schedule a Public Hearing for Bylaw #1203/14 for Tuesday October 14th, 2014 at 7:00pm in the Town of Hardisty Council Chambers.

CAO COMMENTS:

RECOMMENDATION REPORT/DOCUMENT: Attached X Available__ Nil __

KEY ISSUE(S)/CONCEPTS DEFINED:

The Town of Hardisty has received a request to rezone Lot 2, Block 27, Plan 0524101(4606-49th Street, Hardisty, AB) for the purpose of the owner/developer to develop commercial office space (a map is included as Schedule A to Bylaw #1203/14 and attached to this RFD) for the creation of additional C1 – Primary Commercial District.

The rezoning is NOT consistent with our Municipal Development Plan. The MDP indicates that future for this property is to be zones Residential. Section 4.3 specifically outlines the Town of Hardisty objectives. “To allow for an increase in the density of commercial development in the Town’s centre area.” “To encourage people oriented activities in the Town Centre”.

RELEVANT POLICY/PRACTICES/LEGISLATION: Town of Hardisty Land Use Bylaw 1139/09 as amended Sec 5.0 Bylaw Amendment Process. Town of Hardisty Municipal Development Bylaw 1138/09 Sec. (4) Land Use Policies sub sec 4.3 & Map 5 Future Land Use Municipal Government Act 8(b) Municipal Government Act 692(1) (e) Municipal Government Act 230

STRATEGIC RELEVANCE:

RESPONSE OPTIONS and DESIRED OUTCOME(S): Page 155 of 177 2.3 e) 1. Pass 1st reading of Bylaw 1203/14

2. Defeat 1st reading of Bylaw #1202/14

IMPLICATIONS OF RECOMMENDATION: .

GENERAL: 3-4 hrs of Admin time.

ORGANIZATIONAL: NIL

ENVIRONMENTAL: NIL

FOLLOW UP ACTION/COMMUNICATIONS: Inform the owner/developer and if required send out notices to adjacent land owners notifying of rezoning and public hearing.

Submitted and reviewed by: Sandy Otto, ACAO

Page 156 of 177 2.3 e) Town of Hardisty

REQUEST FOR DECISION 14-09-68

September 9th, 2014

SUBJECT: Municipal Development Plan- Amendment Bylaw #1203/14

RECOMMENDATION:

MOTION #1:

THAT Council gives first reading to proposed Bylaw #1203/14 to amend the Municipal Development Plan Bylaw 1138/09 to change the future area use of Lot 2, Block 27, Plan 0524101 from Residential to C1 Primary Commercial.

MOTION #2:

THAT Council schedule a Public Hearing for Bylaw #1203/14 for Tuesday October 14th, 2014 at 7:00pm in the Town of Hardisty Council Chambers.

CAO COMMENTS:

RECOMMENDATION REPORT/DOCUMENT: Attached X Available__ Nil __

KEY ISSUE(S)/CONCEPTS DEFINED:

The Town of Hardisty has received a request to rezone Lot 2, Block 27, Plan 0524101(4606-49th Street, Hardisty, AB) for the purpose of the owner/developer to develop commercial office space (a map is included as Schedule A to Bylaw #1203/14 and attached to this RFD) for the creation of additional C1 – Primary Commercial District.

The rezoning is NOT consistent with our Municipal Development Plan. The MDP indicates that future for this property is to be zones Residential. Section 4.3 specifically outlines the Town of Hardisty objectives. “To allow for an increase in the density of commercial development in the Town’s centre area.” “To encourage people oriented activities in the Town Centre”.

RELEVANT POLICY/PRACTICES/LEGISLATION: Town of Hardisty Land Use Bylaw 1139/09 as amended Sec 5.0 Bylaw Amendment Process. Town of Hardisty Municipal Development Bylaw 1138/09 Sec. (4) Land Use Policies sub sec 4.3 & Map 5 Future Land Use Municipal Government Act 8(b) Municipal Government Act 692(1) (e) Municipal Government Act 230

STRATEGIC RELEVANCE:

RESPONSE OPTIONS and DESIRED OUTCOME(S): Page 157 of 177 2.3 e) 1. Pass 1st reading of Bylaw 1203/14

2. Defeat 1st reading of Bylaw #1202/14

IMPLICATIONS OF RECOMMENDATION: .

GENERAL: 3-4 hrs of Admin time.

ORGANIZATIONAL: NIL

ENVIRONMENTAL: NIL

FOLLOW UP ACTION/COMMUNICATIONS: Inform the owner/developer and if required send out notices to adjacent land owners notifying of rezoning and public hearing.

Submitted and reviewed by: Sandy Otto, ACAO

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Page 163 of 177 2.3 f) Town of Hardisty

REQUEST FOR DECISION 14-09-69

September 9th, 2014

SUBJECT: Request for clarification for development on a lot zoned Direct Control Park

RECOMMENDATION: THAT Council direct the Acting CAO to send a letter to the families involved in the purchase of Lot 38, Block 1, Plan 0729501 (#38 Lakeview Dr., Hardisty AB) that if they were to propose development by way of a Development Permit to make (4) RV stall’s for the purpose of placing Recreational Trailers on this would be considered a permitted use under this land use district. (3) of the (4) stalls would require annual permitting pursuant to the current Land Use Bylaw 1139/09. One recreational vehicle could be parked all year round and on the approval of the families entering into an agreement for development the other (3) recreational trailers would be granted a permit for extended stays beyond the 15 day limit. The cost of developing the agreement and execution would be at the owner’s cost and developed by the Town of Hardisty legal counsel.

CAO COMMENTS:

RECOMMENDATION REPORT/DOCUMENT: Attached _X_ Available__ Nil __

KEY ISSUE(S)/CONCEPTS DEFINED:

Please see attached proposal from the interested parties. Requesting clarification when a permitted use in the Direct Control Park states “Recreational use, outdoor” and all of Sec. 9.17 Subsec (1) a, f,h, & n would support this type of development however Sec. 7.14 subsec (8) of the Land Use Bylaw prohibits more than (2) recreational trailers on a residential property these people believe that since their zoning is not Residential and Direct Control Park for this lot that they would conform to the permitted use.

RELEVANT POLICY/PRACTICES/LEGISLATION:

Town of Hardisty Land Use Bylaw 1139-09 as amended and consolidated Sec. 9.17 Direct Control Park District, 10.2 Environmentally Sensitive Overlay, Sec. 7.14 Objects prohibited or Restricted in Yards sub sec (2)-(6), (8)

STRATEGIC RELEVANCE:

RESPONSE OPTIONS and DESIRED OUTCOME(S):

IMPLICATIONS OF RECOMMENDATION: .

GENERAL:

ORGANIZATIONAL: 5 hrs of admin time corresponding with legal & development of agreement.

Page 164 of 177 2.3 f) ENVIRONMENTAL:

FOLLOW UP ACTION/COMMUNICATIONS: Advise proposing owners of Council’s decision.

Reviewed & Submitted By: Sandy Otto, ACAO

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