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9 Village of Haines Junction Regular Council Meeting 7:00 P.M. August

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9 Village of Haines Junction Regular Council Meeting 7:00 P.M. August Village of Haines Junction Regular Council Meeting 7:00 p.m. August 2017 9 Council Chambers AGENDA 1. Call to Order 2. Acknowledgement of CAFN Traditional Territory 3. Adoption of Agenda 4. Adoption of Minutes • Draft minutes for Council meeting of July 26th, 2017 • Draft minutes for Council meeting of August 9,2017 5. Hearing of Delegations 6. Public Hearings of Bylaws 7. Questions on Agenda Items 8. Passage of Bylaws and Policies 9. Staff Reports and Recommendations • CAO Activity Report 10. Committee Reports and Recommendations • AASC minutes for August 8e, 2017 11. Approval of Accounts Payable • Municipal Accounts Payable to August 23d,2017 12. Business Arising (New and Unfinished) 13. Information and Correspondence • Letter from Ranj Pillai, Minister of Economic Development ret Regional Economic Development Forum in Haines Junction • Letter from Ranj PilIai, Minister of Energy, Mines and Resources ret Land Development Opportunities • Letter from Robert Fendrick CFO CAFN re: discussions on transportation and bike trail development • Letter from Pauline Frost, Minister of Health and Social Services and TracyAnne McPhee, Minister of Justice ret Cannabis legislation • Email from Rev Buckway, ED AYC re: terms of engagement for cannabis survey • AYC Scholarships in Municipal Studies-2017 • Correspondence from Bev Buckway, ED AYC re: call for interest for AYC Board appointees • Correspondence from Vanessa Innes ret Gao Tourism presentation • Correspondence from Janet King ret CanNor Program Renewal • Environment and Climate Change Canada ret Proposed Federal Carbon Pollution Pricing System • Correspondence from AYC ret Climate Leadership Institute • YESAB’s Newsletter The Voicet Summer Edition 2017 14. Other 15. Council Reports and Question Period 16. In Camera 17. Adjournment 18. Council round table Next Regular Council Meeting is September 13th, 2017 at 7:00 pm in Council Chambers. CAO ACTIVITY REPORT TO: Mayor and Council 23rd, REPORT DATE: August 2017 23rd, TARGET DECISION DATE August 2017 FROM: Cathy Clarke, CAO RE: CAO Activity Report RECOMMENDATION(S): That Mayor and Council receive this report for information. BACKGROUND: The Chief Administrative Officer (CAO) is the sole employee of Mayor and Councilfor the Village of Homes Junction and it is Council’s responsibility to “supervise the management of the affairs of the Village”. A CAO Activity Report will be provided at each meeting and is one tool to assist you with that responsibility. Please note that Mayor and Council have access to the CAO and senior staff between meetings, and are welcome to ask questions, seek clarification, and engage with the CAO and senior staff CAO: 1. Corporate oversight of financial and human resource investments and assets: • Determining actions forward given an approved budget- ongoing Convention Center storage and landfill a priority- first step storage in Convention Centre completed by David Heath (millennial panels), awaiting quotes on landfill equipment purchase and engineer for landfill gth• LTP, stairs for pool to be delivered week of August • Preparing for series of Council day long work meetings-strategic plan work • Will be working with PW staff to best allocate existing HR resources for greatest ROl for community, organization and individual- will be bringing revised organizational chart to Council for information, goal of which is increased efficiency, oversight while also freeing up administrative capacity - Are actively identifying service gaps in org structure 1 • Trails: Pine Lake Trail, completion of long standing Village project: - Pea gravel and crush donation available from YG as per Wade lstchenko negotiated partnership with Yukon Government - Have scoped out requisite work to get the trail to “standard”, will fit into budgeted trail maintenance budget of $10,000.00-will be booking the work to ensure completion - Goal: trail ready for August 26, 2017 Great Trail Celebration- presently booking the work - Staff will be looking to a green spaces, trails maintenance plan for upcoming budget discussions • Work on potential unsightly properties approach: - Looking to alternative dispute resolution approaches-community very open to collaboration and have experienced positive product - Ask in the Community Services regarding legality of condemned properties, standards and process — we do have the ability to implement an unsightly Bylaw, this will be a priority piece of Zoning Bylaw amendment process, very important that community be engaged in end product for enforcement and support of resultant Bylaw as it will apply to all equally- important to note that the Village will be held to the same standards it chooses to enforce 2. Leadership and staffing: • Staff engagement will be a priority going forward, as in the Landfill staff making a presentation on their area to Council we will be looking for more engagement opps-staff working on costing of requisite equipment for back end, will be presenting case to Council, work in this area ongoing, improvement has been noted by community • Have noted that communication with all staff should be and will be made a priority, each of our staff are Village ambassadors who interact with the public daily and as such need pertinent answers/messaging — are planning a discussion regarding the examples we present to our community-ongoing and will be working directly with Team Lead on implementation- positive feedback from staff regarding communication team building efforts, actively planning a team building day. • Completed all PW staff evaluations, one on one sessions with the emphasis put on future development plans for each individual, will be signing off on agreed upon and committed to education maps for each staff member — complete • Note: Public Works staff/human resource function responsibility of CAO 3. Governance: • Governance Intern, John Thomas hired (Governor General Leadership Conference participant) looking forward to him starting our governance work!, Mr. Thomas presently working on negotiations with U of T staff, once those are complete he will arrive. Note: Mr. Thomas will be here for his contracted time regardless of when he arrives in HJ • Preparing to implement Council’s strategic plan in a realistic manner • Preparing for core service review and rate review on water and sewer 4. Community engagement and communication: 75th • Will be focusing on celebration- Susan Smith instrumental in moving this initiative forward, good community response 2 • CAFN flag raising postponed, date to be determined-contacting CAFN regarding their wishes in this regard • Have met with CDC and CPR chairs to discuss a joint community engagement strategy, inclusive of Village engagement requirements, looking to potential engagement through speaker series - ongoing 5. Ongoing internal/external communications SWOT, will look for “low hanging fruit” • Communication to community regarding our operations-will focus on the proactive, community very open to dialogue and solution, will work with Council on a strategic approach to community engagement as our community is comprised of multi- audiences. • Communication to Council members-ongoing • Meeting with George Van Sickle of CAFN regarding partnering opportunities, will book subsequent meetings for the purposes of discussing joint agreements • Open to learning/developing new communication venues, through the lens of the diversity of audiences that comprise our community-social media, website relevance, mail-outs, displays etc. — will be working with Ben Sanders of Proof regarding project “strengthening communities with data in Haines Junction”, Ben presently populating our database, Note: only existing data will be used and only for internal purposes. • Looking to open sourcing venues with community on areas of improvement • Community member discussion re: development, infrastructure, community center and pool, landfill (compliments received regarding landfill looking better), community engagement, 75th commemoration • Meetings with Tourism, Economic Development, and individuals looking to purchase property in Haines Junction Treasurer: On holidays until September 2017 Public Works: 1. Public Works operations and maintenance: - Quotations for a backhoe loader initiated - report to follow on Sept. 27th. 2. Landfill: - New Unloading area pad and walls completed. 3. Risk mitigation: 1$th - Health and Safety - 2017 WCB inspection May - Awaiting Report. 4. Labour Relations - 1 Summer students’ last day was Friday August 18th - Recreation / Parks Maintenance Operator position posted internally. 3 5. Infrastructure Project Management: - Lagoon Upgrades o Project Tendered - closed August ;5th - Award Pending - Infrastructure o Project Tender Closed - Awarded to P.S. Sidhu Trucking Ltd. - Aug. 8, 2017 - Sewage Lift Station - Substantial Completion May 1, 2107 o VHJ now operating. Some deficiencies outstanding - Aquifer & Wellhead Protection Plan - Tetra Tech conducted DDUA GPR assessment g/10th, week of May 2gth, and Community wide well survey - June 2016 - Report pending. - Sewage Forcemain Assessment - Smart Ball Draft Report received. 3rd - Well 3 Connection Upgrades - Tender Closed August - Awarded to Budget Plumbing 6. Administrative 12th• - Weekly / Daily work lists developed for Team Leader - initiated Week of June Public works proiects summer 2017 ** In addition to regular daily operations / maintenance activities Student projects • Paint Facia at ph3 • Paint overhead door returns at emergency services building Completed • Paint pump house floors and
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