AGENDA Regular Council Meeting 5:00 PM - Monday, March 22, 2021 ZOOM
Page
1.0 CALL TO ORDER 1.1 Conflict of Interest Declaration: Pecuniary and Non-pecuniary
2.0 ACCEPTANCE OF THE AGENDA 2.1 Regular Council Meeting Agenda – March 22, 2021
3.0 ADOPTION OF PREVIOUS MINUTES 3 - 5 3.1 Special Council Meeting Minutes - March 4, 2021 Special Council Meeting Minutes - March 4, 2021 6 - 10 3.2 Regular Council Meeting Minutes - March 8, 2021 Regular Council Meeting Minutes - March 8, 2021
4.0 BUSINESS ARISING FROM THE MINUTES 11 - 13 4.1 AHS - Linda Iwasiw, Interim Chief Zone Officer, South Zone AHS - Linda Iwasiw, Response to Coaldale Ambulatory Care - dated Mar.09.2021 L. Iwasiw, Acting CEO - AHS South Zone, dated Feb.25.2021
5.0 DELEGATION BY APPOINTMENT
6.0 PUBLIC HEARING
7.0 BYLAWS & POLICIES 14 - 25 7.1 Land Use Rezoning Bylaw 804-P-03-21 (1st Reading) - S. Croil Land Use Rezoning Bylaw 804-P-03-21 26 - 41 7.2 Land Use Rezoning Bylaw 805-P-03-21 (1st Reading) - Cam Mills Land Use Rezoning Bylaw 805-P-03-21
8.0 NEW BUSINESS 42 - 74 8.1 Transportation Network in South Coaldale - S. Croil Transportation Network in South Coaldale
9.0 DEPARTMENTAL REPORTS 75 - 126 9.1 Public Participation Resources Summary - L. Cathro, M. Messier Public Participation Resource Summary
10.0 COUNCIL & COMMITTEE REPORTS
11.0 CORRESPONDENCE 127 - 128 11.1 Municipal Affairs - Correspondence on Municipal Inspection, Mar.05.2021
Page 1 of 135 Town of Coaldale Regular Council Meeting Agenda March 22, 2021 Municipal Affairs - Municipal Inspection Response, dated Mar.05.2021
12.0 INFORMATION ITEMS 129 - 130 12.1 GFOA - Canadian Award for Financial Reporting GFOA - Canadian Award for Financial Reporting 131 - 135 12.2 Avail LLP - Financial Audit Avail LLP
13.0 CLOSED MEETING 13.1 Development Matter - (FOIPP Sections 16, 17) - S. Croil 13.2 CAO Report - K. Hastings (FOIPP Sections 16, 17, 23 and 24)
14.0 ADJOURNMENT
Page 2 of 135 Town of Coaldale Regular Council Meeting Agenda March 22, 2021 Agenda Item #3.1
MINUTES Special Council Meeting 6:30 PM - Thursday, March 4, 2021 ZOOM
The Special Council Meeting of the Town of Coaldale was called to order on Thursday, March 4, 2021, at 6:30 PM, via ZOOM, with the following members present:
PRESENT: Kim Craig, Mayor Bill Chapman, Councillor Briane Simpson, Councillor Butch Pauls, Councillor Doreen Lloyd, Councillor Jacen Abrey, Councillor Roger Hohm, Councillor
EXCUSED: None
STAFF PRESENT: Kalen Hastings, Chief Administrative Officer Kyle Beauchamp, Chief Financial Officer, Deputy CAO Lana Antony, Legislative Coordinator
1.0 CALL TO ORDER
Mayor Craig called the meeting to order at 6:31 p.m. 1.1 Mayor Craig inquired if there was any Conflict-of-Interest Declaration: Pecuniary and Non-pecuniary. None declared.
2.0 ACCEPTANCE OF THE AGENDA 2.1 Special Council Meeting Agenda - March 4, 2021
70-2021 Moved by Councillor Briane Simpson
THAT Council adopt the March 4, 2021, Agenda, as presented. Carried 7-0
Page 1 of 3 Town of Coaldale Special Council Meeting Minutes March 4, 2021
Page 3 of 135 Agenda Item #3.1
3.0 ADOPTION OF PREVIOUS MINUTES
4.0 BUSINESS ARISING FROM THE MINUTES
5.0 DELEGATION BY APPOINTMENT
6.0 PUBLIC HEARING
7.0 BYLAWS & POLICIES
8.0 NEW BUSINESS
9.0 DEPARTMENTAL REPORTS
10.0 COUNCIL REPORTS
11.0 CORRESPONDENCE
12.0 INFORMATION ITEMS
13.0 CLOSED MEETING
In addition to Council and the CAO, the following persons were in attendance during the closed meeting session to provide information and/or administrative support: K. Beauchamp, L. Antony.
71-2021 Moved by Councillor Jacen Abrey
THAT Council moved to go into CLOSED SESSION at 6:31 p.m. Carried 7-0
72-2021 Moved by Councillor Roger Hohm
THAT Council moved to come out of CLOSED SESSION at 7:18 p.m. Carried 7-0
Page 2 of 3 Town of Coaldale Special Council Meeting Minutes March 4, 2021
Page 4 of 135 Agenda Item #3.1
13.1 Development Matter - Construction Contract - K. Hastings (FOIPP Section 16)
73-2021 Moved by Councillor Jacen Abrey
THAT Council direct administration to provide the updated Civic Square construction schedule to Dilo's Pizza with a final vacancy date of April 15, 2021. FURTHER, that administration also be directed to continue to assist Dilo's to find an alternate location if they so desire. Carried 7-0
14.0 ADJOURNMENT
74-2021 Moved by Councillor Butch Pauls
THAT Council move to adjourn the meeting at 7:19 p.m. Carried 7-0
Kim Craig, Mayor
Kalen Hastings, CAO
Page 3 of 3 Town of Coaldale Special Council Meeting Minutes March 4, 2021
Page 5 of 135 Agenda Item #3.2
MINUTES Regular Council Meeting 5:00 PM - Monday, March 8, 2021 ZOOM
The Regular Council Meeting of the Town of Coaldale was called to order on Monday, March 8, 2021, at 5:00 PM, via ZOOM, with the following members present:
PRESENT: Kim Craig, Mayor Bill Chapman, Councillor Butch Pauls, Councillor Doreen Lloyd, Councillor Jacen Abrey, Councillor Roger Hohm, Councillor
EXCUSED: Briane Simpson, Councillor
STAFF PRESENT: Kalen Hastings, Chief Administrative Officer Spencer Croil, Director of Planning & Development, Deputy CAO Kyle Beauchamp, Chief Financial Officer, Deputy CAO Cam Mills, Economic Development Manager Tim Koba, Asset Manager Lana Antony, Legislative Coordinator
1.0 CALL TO ORDER
Mayor Craig called the meeting to order at 5:00 p.m. and noted that Councillor Simpson would not be in attendance for the meeting. 1.1 Mayor Craig inquired if there was any Conflict-of-Interest Declaration: Pecuniary and Non-pecuniary. None declared.
2.0 ACCEPTANCE OF THE AGENDA 2.1 Regular Council Meeting Agenda – March 8, 2021
75-2021
Page 1 of 5 Town of Coaldale Regular Council Meeting Minutes March 8, 2021
Page 6 of 135 Agenda Item #3.2
Moved by Councillor Jacen Abrey THAT Council adopt the March 8, 2021, Regular Council Agenda, as presented. Carried 6-0
3.0 ADOPTION OF PREVIOUS MINUTES 3.1 Regular Council Meeting Minutes - February 22, 2021
76-2021 Moved by Councillor Roger Hohm
THAT Council approve the February 22, 2021, Minutes as presented. Carried 6-0
4.0 BUSINESS ARISING FROM THE MINUTES 4.1 Mountain Bike Park Design Working Group - S. Croil
77-2021 Moved by Councillor Bill Chapman
THAT Council receive this update for information and review all submissions in closed session and provide a decision on the final members of the MTB Working Group. Carried 6-0 6.0 DELEGATION BY APPOINTMENT
7.0 PUBLIC HEARING
8.0 BYLAWS & POLICIES 8.1 Road Closure Bylaw 793-P-11-20 (2nd & 3rd Readings) - S. Croil
78-2021 Moved by Councillor Doreen Lloyd
THAT Council pass SECOND reading of Road Closure Bylaw 793-P-11-20. Carried 6-0 79-2021 Moved by Councillor Butch Pauls
Page 2 of 5 Town of Coaldale Regular Council Meeting Minutes March 8, 2021
Page 7 of 135 Agenda Item #3.2
THAT Council pass THIRD and FINAL reading of Road Closure Bylaw 793-P-11-20. Carried 6-0
8.0 NEW BUSINESS 8.1 In-Town Busing Agreement - Palliser School Division - K. Beauchamp
80-2021 Moved by Councillor Bill Chapman
THAT Council approve the 2021-2022 busing agreement with Palliser School Division, as presented. Carried 6-0
9.0 DEPARTMENTAL REPORTS 9.1 Development Year-In-Review and Proposed Process Improvements - S. Croil, C. Mills
Councillor Hohm requested more discussion on at1:20 on tape.
81-2021 Moved by Councillor Roger Hohm
THAT Council direct the Planning and Development team to continue working and bring back additional information on statistics on what some of the new parameters might mean to their workload and the municipal planning commission. Carried 6-0 10.0 COUNCIL & COMMITTEE REPORTS
11.0 CORRESPONDENCE 11.1 Clive Schaupmeyer - Wetland Signage - Phase 2(a) - Malloy Drain Project
82-2021 Moved by Councillor Bill Chapman
THAT Council receive the correspondence from Mr. Schaupmeyer for information, and further, direct administration to respond with a letter inviting the writer to collaborate with the
Page 3 of 5 Town of Coaldale Regular Council Meeting Minutes March 8, 2021
Page 8 of 135 Agenda Item #3.2
Town on tracking the growth in biodiversity in and around the stormwater infrastructure in the NW side of Coaldale. Carried 6-0
12.0 INFORMATION ITEMS 12.1 Follow-Up to Election Inquiry
L. Antony indicated that since the report was submitted, Municipal Affairs has confirmed that the grant will be based on the entire population of 8,691 and not just the 6,300 eligible voters.
83-2021 Moved by Councillor Jacen Abrey
THAT Council receive the Election update as information. Carried 6-0
13.0 CLOSED MEETING
In addition to Council and the CAO, the following persons were in attendance during the closed meeting session to provide information and/or administrative support: K. Beauchamp, S. Croil. 84-2021 Moved by Councillor Roger Hohm
THAT Council move to go into CLOSED MEETING at 6:10 p.m. Carried 6-0
85-2021 Moved by Councillor Doreen Lloyd
THAT Council move to come out of CLOSED MEETING at 6:18 p.m. Carried 6-0 13.1 Mountain Bike Park - Working Group Applicants - S. Croil (FOIPP Section 17)
86-2021 Moved by Councillor Roger Hohm
Page 4 of 5 Town of Coaldale Regular Council Meeting Minutes March 8, 2021
Page 9 of 135 Agenda Item #3.2
THAT Council approve the working group applicants as submitted, and allow additional members to join should applicants submit past the deadline. In Favour: Mayor Kim Craig, Councillor Bill Chapman, Councillor Butch Pauls, Councillor Jacen Abrey, and Councillor Roger Hohm Opposed: Councillor Doreen Lloyd Carried 5-1 13.2 CAO Report - K. Hastings (FOIPP Sections 16, 17, 23 and 24)
87-2021 Moved by Councillor Jacen Abrey
THAT Councillor Abrey amend his motion of March 4, 2021, to read that Dilo's Pizza be permitted to operate their business in their existing location until 11:59 p.m. on April 17, 2021 (two days longer than originally stated). FURTHER, that it be understood that Dilo's Pizza provide vacant possession of the building by 11:59 p.m. on April 18, 2021. FURTHER, that administration continue to assist Dilo's to find an alternate location if they so desire.
Carried 6-0 14.0 ADJOURNMENT
88-2021 Moved by Councillor Doreen Lloyd
THAT Council adjourn the meeting at 6:23 p.m. Carried 6-0
Kim Craig, Mayor
Kalen Hastings, CAO
Page 5 of 5 Town of Coaldale Regular Council Meeting Minutes March 8, 2021
Page 10 of 135 Agenda Item #4.1
South Zone
March 9, 2021
To: Mayor Kim Craig,
Thank you for your recent letter regarding the Coaldale Health Centre.
Our number one priority is protecting the health of Albertans, and in this extraordinary situation, we must take significant steps to do so. We recognize that these are difficult, stressful times and that any change in service may be concerning for our teams, our patients/residents and their families, and our communities.
As the COVID-19 situation continues to evolve, our response measures also evolve.
The closure of the Coaldale Advanced Ambulatory Care services began in March 2020 to protect the long term care residents and staff from COVID-19. It will remain in effect until such a time when it is safe to begin resuming services.
Patients presenting to the health centre will continue to be directed to a physician office, a walk-in clinic, or another emergency department, which could be either Lethbridge (18 km), Raymond (31km) or Taber (35 km). Emergency Medical Services will be called if emergency care is required and will continue to transport patients to other nearby
At this time, we don’t know when services will return to normal, but we will continue to keep you, staff and physicians up-to-date as the situation progresses.
These are not decisions that will be made lightly, and we recognize that they may cause frustration and confusion for patients and staff alike. We only make these decisions when absolutely necessary.
The 40 long-term care beds at the Coaldale Health Centre remain open, along with four community support beds. Services still operating from the location include an endoscopy program, EMS, laboratory, diagnostic imaging, Home Care, Public Health, and Allied Health.
With kind regards,
Linda Iwasiw Interim Chief Zone Officer, South Zone
Dr. Aaron Low Zone Medical Director, South Zone
Alberta Health Services • South Zone
www.albertahealthservices.ca Page 11 of 135 Agenda Item #4.1
Page 12 of 135 Agenda Item #4.1
cc: Mr. Grant Hunter – MLA, Taber-Warner Mr. Nathan Neudorf – MLA, Lethbridge West Mr. Joseph Schow – MLA, Cardston-Siksika Mr. Lorne Hickey – Reeve, Lethbridge County Mr. Tyler Shandro – Minister of Health Mr. Colin Zieber – Senior Operating Officer, AHS Coaldale Town Council
Page 13 of 135 Agenda Item #7.1
AGENDA ITEM REPORT
Title: Land Use Rezoning Bylaw 804-P-03-21 (1st Reading) - S. Croil Report Type: Bylaw Report Author: Spencer Croil Meeting: Regular Council Meeting - 22 Mar 2021 Department: Planning Reviewed by Kalen Hastings Supervisor/Peer:
TOPICS:
OBJECTIVE: An application has been made to redesignate the lands legally described as Lot 4, Block 12, Plan 9112556 from the current zoning of Industry - I, to Highway Commercial C-2.
PREVIOUS COUNCIL DIRECTION: First time this matter has appeared before council
ANALYSIS: The owner/applicant has indicated that they wish to rezone the property from Industry - I to Highway Commercial C-2 to make use of the property in a way that would align more closely with the uses identified in the Highway Commercial C-2 land use district.
A descriptive narrative has been provided by the applicant/owner that outlines their reasons for the request. No particular use of the property has been envisioned yet and instead the narrative provides a broader perspective regarding the suitability of the lot for general highway commercial purposes.
KEY CONSIDERATIONS: The subject property is in an area where a number of land use districts exist. To the immediate west are multiple properties zoned Commercial C-1, to the north there is a mixture of Residential R-1A, Highway Commercial C-2, Industry - I, and Direct Control - DC parcels, and to the east and south are a number of Industry - I and Light Industry - I2 parcels.
The list of permitted and discretionary uses in the Highway Commercial C-2 land use district could be considered to align with the locational context of the parcel, with specific reference to the fact that the parcel is located near Highways 3 and 845, with convenient access to both. Additionally, while there are several other Industry - I parcels in the surrounding area, consideration should be given to the fact that lands west of the subject parcel are predominately commercial and residential and therefore another commercial zoning may be better suited to the long term development of the subject parcel.
The applicant/owner has indicated that they are aware of a previous historic use on the site involving fertilizer and that soils testing is likely to be necessary prior to any development occurring onsite, to ensure the extent of any potential contamination is understood and accounted for.
Page 14 of 135 Agenda Item #7.1
FINANCIAL IMPACT: None.
STAKEHOLDER ENGAGEMENT: Public Hearing(s) Advertisement(s)
As per the requirements for land use re-designation proceedings, a public hearing will be advertised in the Sunny South Newspaper for 2 consecutive weeks leading up to the scheduled Public Hearing, and notice of the Public Hearing will also be mailed to surrounding properties.
DECISION OPTIONS: Council is respectfully requested to vote on 1st reading of Bylaw 804-P-03-21.
RECOMMENDATION: THAT Council provide FIRST reading to Land Use Rezoning Bylaw 804-P-03-21, and set the Public Hearing date and time as April 12th, 2021 at 5:05 pm.
RATIONALE: As per Bylaw 739-GE-03-18 (Council Procedural Bylaw, sec. 32.6) Council is required to vote on 1st reading of a proposed bylaw without amendment or debate.
STRATEGIC ALIGNMENT WITH COUNCIL STRATEGIC PLAN:
☐ ☐ ☒ ☒ ☒ 1. Focus on 2. Focus on Livability 3. Focus on Economic 4. Focus on Good 5. Focus on Community Safety Health Governance and Responsible and Corporate Excellence Responsive Growth
ATTACHMENTS: Land Use Rezoning Bylaw 804-P-03-21 Bylaw 804-P-03-21 Schedule A Bylaw 804-P-03-21 - current zoning map for reference LUB - Industry LU district excerpt LUB - Highway Commercial C2 LU district excerpt Application for Land Use Bylaw Amendment
Page 15 of 135 Agenda Item #7.1
BYLAW 804-P-03-21 TOWN OF COALDALE PROVINCE OF ALBERTA
BEING A BYLAW OF THE TOWN OF COALDALE TO AMEND BYLAW NO. 677-P-04-13, THE MUNICIPAL LAND USE BYLAW
WHEREAS the municipal council is in receipt of an application to redesignate lands within the municipality.
AND WHEREAS the purpose of proposed Bylaw 804-P-03-21 is to redesignate lands legally described as:
LOT 4, PLAN 9112556 within the SW¼ 14-9-20-W4M from “Industry – I” to “Highway Commercial – C-2” to provide for the opportunity to develop the lands in compliance with the municipal Land Use Bylaw.
AND WHEREAS the said lands are illustrated on the map in Schedule “A” attached hereto.
AND WHEREAS the municipality must prepare an amending bylaw and provide for its consideration at a public hearing.
NOW THEREFORE, under the authority and subject to the provisions of the Municipal Government Act, Revised Statutes of Alberta 2000, Chapter M-26, the Council of the Town of Coaldale, in the Province of Alberta, duly assembled does hereby enact the following:
1. Lands legally described and illustrated on the map in Schedule “A” attached hereto shall be redesignated from “Industry – I” to “Highway Commercial – C-2”.
2. Bylaw No. 677-P-04-13, being the municipal Land Use Bylaw, is hereby amended.
3. This bylaw comes into effect upon third and final reading hereof.
READ a FIRST time this 22nd day of March, 2021, for Land Use Bylaw 804-P-03-21.
______Mayor – Kim Craig CAO – Kalen Hastings
Motion #
Page 1 of 2 Town of Coaldale Land Use Bylaw Rezoning Bylaw 804-P-03-21 March 22, 2021
Page 16 of 135 Agenda Item #7.1
READ a SECOND time this ___ day of ______, 2021, for Land Use Bylaw 804-P-03-21.
______Mayor – Kim Craig CAO – Kalen Hastings
Motion #
READ a THIRD and FINAL time this ____ day of ______, 2021, for Land Use Bylaw 804-P-03-21.
______Mayor – Kim Craig CAO – Kalen Hastings
Motion #
Page 2 of 2 Town of Coaldale Land Use Bylaw Rezoning Bylaw 804-P-03-21 March 22, 2021
Page 17 of 135 Agenda Item #7.1
LAND USE DISTRICT REDESIGNATION: BYLAW 804-P-03-21 SCHEDULE ‘A’ DATE PASSED: ______FROM: Industry – I TO: Highway Commercial – C2 LOT 4, PLAN 9112556 MUNICIPALITY: TOWN OF COALDALE DATE: MARCH 8, 2021
Page 18 of 135 Town of Coaldale
Legend Town Boundary Symbols
3
845 Road Labels Land Use
RESIDENTIAL R-1A
RESIDENTIAL SMALL LOT R-1B
RESIDENTIAL STARTER LOT R-1C
RESIDENTIAL MULTI-UNIT R-2
RESIDENTIAL MULTI-UNIT LIMITED R-2L
MANUFACTURED HOME PARK R-3
COUNTRY RESIDENTIAL ONE CR-1
COUNTRY RESIDENTIAL ONE "A" CR-1A
COUNTRY RESIDENTIAL TWO CR-2
COMMERCIAL C-1
HIGHWAY COMMERCIAL C-2
INSTITUTIONAL / RECREATIONAL I/R
INDUSTRY I
LIGHT INDUSTRY I-2
URBAN RESERVE UR
UTILITY U
DIRECT CONTROL DC
GROUPED COUNTRY RESIDENTIAL GCR
RURAL COMMERCIAL RC
RURAL URBAN FRINGE RUF Agenda Item #7.1 1: 5,000 NO LAND USE NotesTitle Linework © TownMultiple of Coaldale Land Use 0 0.13 0.3 Kilometers 0.3 This map is a user generated static output from an Internet mapping site and is for
Page 19 of 135 Residential R-1A reference only. Data layers that appear on this map may or may not be accurate, WGS_1984_Web_Mercator_Auxiliary_Sphere current, or otherwise reliable. Residential Starter Lot R-1C © OpenStreetMap contributors THIS MAP IS NOT TO BE USED FOR NAVIGATION Agenda Item #7.1
INDUSTRY – I
Purpose: To provide for a broad range of industrial and storage uses. The location of individual uses will have regard to both the effect on adjacent uses and the ability to provide adequate services to the site.
1. (A) PERMITTED USES (B) DISCRETIONARY USES
. Accessory building, structure or use to an . Abattoirs approved permitted use . Accessory building, structure or use to an . Building Supplies approved discretionary use . Car Wash . Adult Entertainment Facility1 . Contractor, Building and Trade . Alternative/Renewable Energy, . Contractor, Heavy Duty Equipment Commercial/Industrial . Equipment Sales, Rental and Service . Asphalt Batch Plant . Farm/Industrial Machinery Sales, Rental and . Auto Body Repair and Paint Shop Service . Automobile Sales and Service . Light Industry/Manufacturing . Automotive Repair and Service Shop . Manufacturing . Bulk Fuel Storage and Sales . Public or Private Utility . Cannabis Production Facility . Railway and Railway Related Uses . Concrete Batch Plant . Seasonal Sales . Feed Mill/ Grain Elevator . Shipping Container (temporary) . Fertilizer Storage and Sales . Sign Types2: 1A, 2, 3, 4, 5, 6, 10 . Food Processing Facility . Truck Transportation Depots . Garden Centre/ Greenhouse . Truck Wash . Gas Bar . Warehouse, Retail . Horticultural Operations or Facilities . Warehouse, Wholesale . Industry with a Heavy Utility Demand . Warehouse Storage . Kennel . Natural Resource Extraction . Outdoor Recreation and Sports fields . Pet Care Services . Recreation, Private . Recycling Facility . Service Station . Shipping Container (permanent) . Sign Types2: 1B, 73, 8, 9, 11, 12 . Small Wind Energy System ‐ Type A and B4 . Sand Blasting Facility . Veterinary Clinic Notes: 1 – See Schedule 4, Section 31 for setback requirements. 2 – See Schedule 13: Sign Regulations, Section 8 for definitions of sign types.
Town of Coaldale Land Use Bylaw No. 677‐ P ‐ 04‐ 13 I | 1
Page 20 of 135 Agenda Item #7.1
3 – Sign Type 7 (Billboard) limited to lots immediately adjacent to Highway 3. 4 – See Schedule 4, Section 27 for definition of small wind energy system types.
(C) PROHIBITED USES . Salvage Yard . Any use which is not listed as either a permitted or discretionary use, or is not ruled to be a similar use to a permitted or discretionary use in accordance with the Administration Section, subsection 35(a), is a prohibited use
2. MINIMUM LOT SIZE
Width Length Area Use m ft. m ft. m2 ft2 All uses 30.48 100 30.48 100 929.03 10,000
(a) The Designated Officer or Municipal Planning Commission may approve a development on an existing registered lot if the minimum dimensions or area are less than those specified above in Section 2.
3. MINIMUM YARD DIMENSIONS FOR PRINCIPAL BUILDINGS
Secondary Front Front Yard Side Yard Rear Yard (Corner Lots) Use m ft. m ft. m ft. m ft. All uses 7.62 25 4.57 15 3.05 10 7.62 25
4. MAXIMUM SITE COVERAGE (a) All Buildings – 60% Principal buildings and accessory buildings shall not occupy more than 60 percent of the surface area of any lot within this land use district.
5. OUTDOOR STORAGE (a) No outdoor storage shall be permitted in the required front yard setback of 7.6 m (25 ft.) or in the required corner lot secondary front yard setback of 4.6 m (15 ft.). (b) Outdoor storage areas shall be effectively screened from view by buildings, solid fences, trees, landscaped features or combinations thereof and be maintained in good repair to the satisfaction of the Development Authority.
6. OUTSIDE DISPLAY OF GOODS (a) Outside display of goods shall be limited to examples of products, merchandise, equipment, and/or items sold by the business or industry on the lot(s) or development site and shall be located in conformance with Schedule 9: Landscaping and Amenity Area Standards and Guidelines.
7. LANDSCAPING REQUIREMENTS (a) Landscaping shall be provided on all street frontage and shall be to the satisfaction of the Designated Officer or the Municipal Planning Commission. See Schedule 9: Landscaping and Amenity Area Standards and Guidelines.
Town of Coaldale Land Use Bylaw No. 677‐ P ‐ 04‐ 13 I | 2
Page 21 of 135 Agenda Item #7.1
8. ENVIRONMENTAL SITE ASSESSMENT / ENVIRONMENTAL IMPACT ASSESSMENT (a) Where, in the opinion of the Designated Officer or the Municipal Planning Commission, a proposed development may create an unacceptable environmental impact and/or where there may have been historical environmental impacts (i.e. soil contamination), an environmental site assessment and/or environmental impact assessment may be required prior to dealing with the application.
9. STANDARDS OF DEVELOPMENT – SCHEDULE 4 10. LANDSCAPING AND AMENITY AREAS STANDARDS AND GUIDELINES – SCHEDULE 9 11. INDUSTRIAL, COMMERCIAL AND WAREHOUSING STANDARDS – SCHEDULE 10 12. OFF‐STREET PARKING AND LOADING REQUIREMENTS – SCHEDULE 11 13. COMMERCIAL / INDUSTRIAL ALTERNATIVE / RENEWABLE ENERGY – SCHEDULE 12 14. SIGN REGULATIONS – SCHEDULE 13
Town of Coaldale Land Use Bylaw No. 677‐ P ‐ 04‐ 13 I | 3
Page 22 of 135 Agenda Item #7.1
HIGHWAY COMMERCIAL – C‐2
Purpose: To manage development of commercial uses which require both high visibility and ready access to designated highways for the benefit of the travelling public.
1. (A) PERMITTED USES (B) DISCRETIONARY USES
. Accessory building, structure or use to an . Accessory building, structure or use to an approved permitted use approved discretionary use . Automotive Sales and Service . Farm/Industrial Machinery Sales, Rental and . Car Wash Service . Convenience Store . Funeral Home . Drive‐in/Drive‐through Restaurant . Liquor Store . Eating Establishment . Lounges / Beverage Room . Gas Bar . Garden Centre / Greenhouse, Commercial . Government Services . Horticultural Operations or Facilities . Hotel . Medical/Health Facility . Motel . Pet Care Services . Retail . Retail – Large‐scale . Restaurant . Shopping Centre 1 2 . Seasonal Sales . Sign Types : 1B, 5, 7 , 8, 9, 11, 12 3 . Service Station . Small Wind Energy System ‐ Type A . Shipping Container (temporary) . Veterinary Clinic . Sign Types1: 1A, 2, 3, 4, 6, 10 . Warehouse – Retail . Warehouse – Wholesale Notes: 1 – See Schedule 13: Sign Regulations, Section 8 for definitions of sign types. 2 – Sign Type 7 (Billboard) limited to lots immediately adjacent to Highway 3. 3 – See Schedule 4, Section 27 for definition of small wind energy system types.
(C) PROHIBITED USES . Adult Entertainment Facility . Cannabis Lounges . Cannabis Retail Sales . Shipping Containers (permanent) . Any use which is not listed as either a permitted or discretionary use, or is not ruled to be a similar use to a permitted or discretionary use in accordance with the Administration Section, subsection 35(a), is a prohibited use
Town of Coaldale Land Use Bylaw No. 677‐ P ‐ 04‐ 13 C‐2 | 1
Page 23 of 135 Agenda Item #7.1
2. MINIMUM LOT SIZE
Width Length Area Use m ft. m ft. m2 ft2 All uses 30.48 100 45.72 150 1,393.55 15,000
(a) The Designated Officer may approve a development on an existing registered lot if the minimum dimensions or area are less than those specified above in Section 2.
3. MINIMUM YARD DIMENSIONS FOR PRINCIPAL BUILDINGS AND USES
Secondary Front Front Yard Side Yard Rear Yard (Corner Lots) Use m ft. m ft. m ft. m ft. All Uses 9.14 30 4.57 15 4.57 15 7.62 25
4. MAXIMUM SITE COVERAGE (a) All Buildings – 50% The principal building and accessory buildings shall not occupy more than 50 percent of the surface area of any lot within this land use district.
5. MAXIMUM HEIGHT OF BUILDINGS
Use Maximum Height*
Hotel 25 m (82 ft) Principal Building (All other uses) 10 m (33 ft) Accessory Buildings 4.57 m (15 ft.)
*See definition for Building Height.
6. STANDARDS OF DEVELOPMENT – SCHEDULE 4 7. LANDSCAPING AND AMENITY AREAS STANDARDS AND GUIDELINES – SCHEDULE 9 8. INDUSTRIAL, COMMERCIAL AND WAREHOUSING – SCHEDULE 10 9. OFF‐STREET PARKING AND LOADING REQUIREMENTS – SCHEDULE 11 10. SIGN REGULATIONS – SCHEDULE 13
Town of Coaldale Land Use Bylaw No. 677‐ P ‐ 04‐ 13 C‐2 | 2
Page 24 of 135 Agenda Item #7.1
Application for Land Use Bylaw Amendment February 26th, 2021 Specific “Land Area” involved in application for amendment:
Lot 4 Block 9112556 1809 18th Avenue Coaldale -owned by 358178 Alberta Ltd. Descriptive Narrative
358178 Alberta Ltd. is proposing a land use redesignation for the “land area” mentioned above. Currently, under the Town of Coaldale Land Use Bylaw, this “land area” is zoned as “Industry”. 358178 Alberta Ltd. is proposing a land use amendment from “Industry” to “Highway Commercial C-2”. The location of this specific “land area” is the reason for the need to rezone from “Industry”. It is located near the Highway 845 that runs north and south through Coaldale, and is easily accessed by 18th avenue that runs east and west. Also, this “land area” is visible from Highway #3 that runs east and west, and again it can be easily accessed from highway 3 due to the traffic lights that are present at this busy intersection. The two parcels of land to the west of this “land area” are zoned “Commercial C-1” due to their location near Highway 3 and Highway 845. They are not zoned “Commercial C-2” since the lot owners have not requested a land redesignation.
A fertilizer plant once occupied this “land area” site. If future development would occur on this location, it would require landscaping, removal of concrete, and soil testing. There should be no issues in the availability of facilities and services (sewage disposal /domestic water/gas/fire and police protection etc.) to serve this “land area”. Furthermore, the location of this “land area” should have no negative impact on the traffic moving adjacent on 18th avenue. Clear visibility and speed limits are imposed to allow for safe travel.
The function of “Highway Commercial C2” zoning is to manage development of commercial uses which require both high visibility and ready access to designated highways for the benefit of the travelling public. This “land area” is a “solid fit” for this zoning classification.
The following is a list of potential uses of the “land area”:
. Accessory building, structure or use to an approved permitted use . Automotive Sales and Service . Car Wash . Convenience Store . Drive-in/Drive-through Restaurant . Eating Establishment . Gas Bar . Hotel . Motel . Retail . Restaurant . Seasonal Sales . Service Station. Farm/Industrial Machinery Sales, Rental and Service . Funeral Home . Liquor Store . Lounges / Beverage Room . Garden Centre / Greenhouse, Commercial . Horticultural Operations or Facilities . Pet Care Services . Retail – Large- scale . Shopping Centre . Small Wind Energy System . Veterinary Clinic . Warehouse – Retail . Warehouse – Wholesale
Page 25 of 135 Agenda Item #7.2
AGENDA ITEM REPORT
Title: Land Use Rezoning, Bylaw 805-P-03-21 (1st Reading) - Cam Mills Report Type: Bylaw Report Author: Cam Mills Meeting: Regular Council Meeting - 22 Mar 2021 Department: Planning Reviewed by Spencer Croil Supervisor/Peer:
TOPICS: Planning and Community Development: Municipal Planning
OBJECTIVE: An application has been made to redesignate the lands legally described as Plan 6476AA Block 9 Lot 1 from Commercial C-1 to Direct Control DC.
PREVIOUS COUNCIL DIRECTION: First time this matter has appeared before Council.
ANALYSIS: The applicant has entered into tentative lease agreement with the owner of the property for the purpose of renovating the existing building at 1908 18 Street (currently 3G Eatery) to allow for the operation of a licensed Cannabis Retail Sales business. While the economic development department has received a number of inquiries from prospective investors into opening such an establishment in Coaldale, this represents the first application to follow through with seeking the required redesignation in the approximately 2.5 years since the legalization of Cannabis in October 2018 and since the Town adopted amendments to the Land Use Bylaw 677-P-04-13 in December 2018.
The applicant (Bud Supply Group) contacted the Town of Coaldale Economic Development department in February 2021, initially to discuss the requirements associated with opening this type of operation in Coaldale. Chase Bennett, one of the principle partners with the company, noted that he is currently living in Lethbridge but is in the process of constructing a new home in the Cottonwood subdivision in Coaldale and as such was interested in opening a branch of his growing Cannabis retail operation in Town. Regulations found in Schedule 14 of the Land Use Bylaw were discussed with Mr. Bennett at a subsequent meeting.
During this same time, the owners of the building and business currently located at 1908 18th street had approached the Town about assistance with transitioning the building away from the current restaurant use and had suggested Cannabis Retail Sales as a potential use they would be interested in pursuing for the space. The owners of the building were likewise informed of the regulations associated with opening a Cannabis Retail Sales operation by staff.
Page 26 of 135 Agenda Item #7.2
Following the meeting with Mr. Bennett, the concept of having Bud Supply Group potentially lease the space from the existing owners of the building was discussed with the current owners, who agreed that this would be a preferred option for them moving forward. After and agreement in principle was reached between the owner and applicant, and application for redistricting was made in order to being the process seeking Council approval for the potential use.
KEY CONSIDERATIONS: Staff notes the following with respect to the suitability of the site for the proposed use:
Schedule 14 of the Land Use Bylaw 677-P-04-13 requires that a Cannabis Retail Sales operation be located:
1. 500 meters from another similar use; 2. 300 meters from a parcel of land on which a School, Child Care Facility, Recreational and/or Sporting Facility, Community Center, Park and Playground is located; 3. 100 meters from the boundary of a parcel of land on which a provincially owned or operated medical facility is located; 4. 100 meters from the boundary of a parcel of land on which a Liquor Store is located; and 5. 100 meters from the boundary of a parcel designated as a school reserve (SR) or municipal and school reserve (MSR) is located.
Staff notes that the parcel complies with the requirements of 1, 3, and 5 noted above and would require a waiver to comply with 2 and 4. Specifically, the parcel is located within the 300 meter setback requirement from John Davidson School as measured directly from parcel to parcel (170m) however the distance is approximately 285 meters accounting for measurable walking distance between the two parcels. Likewise the parcel is located approximately 20 meters across an alley from an existing liquor store located on 20th avenue, however a measurement of the walking distance between the principle entrances of the respective businesses is approximately 80 meters.
Staff notes that the bylaw as provided, should Council approve it, fundamentally mirrors the Commercial C-1 zoning of the Land Use Bylaw. The purpose of this is to allow for the continued use of the parcel in the event that the use of the building, in whole or in part, changes again ensuring that other reasonable commercial uses can continue to operate seamlessly in the space without requiring redesignation. Council should note that in an effort to minimize "red tape" the proposed Bylaw would designate approving authority to staff for permitted uses as well as for Cannabis Retail Sales, and would leave authority for listed discretionary uses with Council.
In addition to the required application, Mr. Bennett provided the following additional information in support of their application:
1. Bud Supply Group operates successful Cannabis Retail Sales operations in a number of Southern Alberta communities and is experienced being the first such business in a community where a portion of the population may have concerns or reservations pertaining to Cannabis retail sales. Current locations for their company include Lethbridge, Taber, Vulcan, Claresholm, Fort Macleod, and Pincher Creek.
2. As an operation with a number of locations, Bud Supply Group is experienced at navigating the complex regulatory framework associated with Cannabis Retail Sales and can confidently say that they will have no issues meeting any permit requirements associated with satisfying existing or future regulatory requirements.
Page 27 of 135 Agenda Item #7.2
3. Bud Supply Group has a demonstrated history of being a valued corporate citizen in the communities in which they operate. Bud Supply Group has provided a letter of reference in support of their application from the Development Officer in the Town of Claresholm as well as the Mayor of the Town of Pincher Creek.
FINANCIAL IMPACT: None expected
STAKEHOLDER ENGAGEMENT: Public Hearing(s)
As per the requirements for land use redesignation proceedings, a public hearing will be advertised in the Sunny South Newspaper for 2 consecutive weeks leading up to the scheduled Public Hearing and notice of the Public Hearing will also be mailed to surrounding properties.
DECISION OPTIONS: Council is respectfully requested to vote on 1st reading of the bylaw in question.
RECOMMENDATION: THAT Council provide FIRST reading to Land Use Rezoning Bylaw 805-P-03-21 and set the Public Hearing date and time as April 12, 2021 at 5:05pm
RATIONALE: As per Bylaw 739-GE-03-18 (Council Procedural Bylaw, sec. 32.6) Council is required to vote on 1st reading of a proposed bylaw without amendment or debate.
STRATEGIC ALIGNMENT WITH COUNCIL STRATEGIC PLAN:
☐ ☐ ☒ ☐ ☒ 1. Focus on 2. Focus on Livability 3. Focus on Economic 4. Focus on Good 5. Focus on Community Safety Health Governance and Responsible and Corporate Excellence Responsive Growth
ATTACHMENTS: Land Use Rezoning Bylaw 805-P-03-21 Bylaw 805-P-03-21 Schedule A Coaldale LUB Commercial C-1 LU district excerpt Letter of Support - Town of Claresholm Letter of Support - Town of Pincher Creek
Page 28 of 135 Agenda Item #7.2
BYLAW 805-P-03-21 TOWN OF COALDALE PROVINCE OF ALBERTA
BEING A BYLAW OF THE TOWN OF COALDALE TO AMEND BYLAW 677-P-04-13, THE MUNICIPAL LAND USE BYLAW
WHEREAS the Council finds it desirous to re-designate lands presently designated as “Commercial C-1”, entirely to “Direct Control – DC” to accommodate future development.
AND WHEREAS the said lands are made up of lands legally described as:
PLAN 6476AA BLOCK 9 THE NORTHERLY 48 FEET OF LOTS 1 AND 2 EXCEPTING THEREOUT THE WESTERLY 10 FEET OF LOT 2 EXCEPTING THEREOUT ALL MINES AND MINERALS AND THE RIGHT TO WORK THE SAME
AND WHEREAS this Bylaw shall also establish uses and rules for the Direct Control – DC district in accordance with Bylaw 677-P-04-13, being the Town’s Land Use Bylaw, and by this bylaw:
AND WHEREAS the rules and regulations of the Commercial C-1 land use district in Bylaw 677-P-04-13, being the Town of Coaldale Land Use Bylaw, and any amendments thereto, shall apply to the lands described in this bylaw.
AND WHEREAS the following additional use shall also be considered a discretionary use for the lands as described above:
• Cannabis Retail Sales
AND WHEREAS all rules and regulations contained in Schedule 14: CANNABIS RETAIL REGULATIONS, of Bylaw 677-P-04-13, being the Town of Coaldale Land Use Bylaw, and any amendments thereto, shall apply to the lands as described in this bylaw, excepting thereout Parts (f)ii and (f)iv, which read as follows:
(f) A development permit for a Cannabis Retail Store shall not be approved if the premises (measured from the nearest outside wall of the Cannabis Retail Store) is located within a separation distance of any of the following: i. 500 m from the boundary of a parcel of land on which another Cannabis Retail Store is located; ii. 300 m from the boundary of a parcel of land on which a School, Child Care Facility, Recreational and/or Sporting Facility, Community Centre, Parks and Playgrounds, is located; iii. 100 m from the boundary of a parcel of land on which a provincial owned or operated medical facility is located; iv. 100 m from the boundary of a parcel of land on which a Liquor Store is located;
Page 1 of 3 Town of Coaldale Land Use Rezoning Bylaw 805-P-03-21 March 22, 2021
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v. 100 m from the boundary of a parcel designated as school reserve (SR) or municipal and school reserve (MSR) is located.
AND WHEREAS instead of the distances identified in Parts (f)(ii) and (f)(iv), for the lands described in this bylaw, the separation distance from a School, or a Liquor Store, shall be waived in recognition of the school and liquor store that are within the separation distances noted above.
AND WHEREAS Council delegates its decision-making authority to the Designated Officer for any development permit application received for the subject property, that proposes any of the permitted uses listed in the Commercial C-1 land use district, and for the Cannabis Retail Sales use.
AND WHEREAS Council retains decision-making authority for any development permit application received for the subject property, that proposes any of the discretionary uses listed in the Commercial C-1 land use district.
AND WHEREAS all other applicable schedules of Bylaw No. 677-P-04-13, being the Town of Coaldale Land Use Bylaw, and any amendments thereto, shall apply to the lands as described above.
AND WHEREAS the municipality must prepare an amending Bylaw and provide for its consideration at a Public Hearing;
NOW THEREFORE, under the authority and subject to the provisions of the Municipal Government Act, Revised Statutes of Alberta 2000, Chapter M-26, as amended, the Council of the Town of Coaldale in the Province of Alberta duly assembled does hereby enact the following:
1. Lands as shown in Schedule A and legally described as:
PLAN 6476AA BLOCK 9 THE NORTHERLY 48 FEET OF LOTS 1 AND 2 EXCEPTING THEREOUT THE WESTERLY 10 FEET OF LOT 2 EXCEPTING THEREOUT ALL MINES AND MINERALS AND THE RIGHT TO WORK THE SAME
be redesignated entirely to “Direct Control – DC” and regulated as per the requirements of this bylaw.
2. The Land Use District map shall be amended to reflect this Re- designation.
3. Bylaw 677-P-04-13, being the Land Use Bylaw, is here by amended.
4. This Bylaw comes into effect upon Third and Final reading hereof.
Page 2 of 3 Town of Coaldale Land Use Rezoning Bylaw 805-P-03-21 March 22, 2021
Page 30 of 135 Agenda Item #7.2
READ a FIRST time this 22nd day of March, 2021, for Land Use Bylaw 805-P-03-21.
______Mayor – Kim Craig CAO – Kalen Hastings
Motion #
READ a SECOND time this ___ day of ______, 2021, for Land Use Bylaw 805-P-03-21.
______Mayor – Kim Craig CAO – Kalen Hastings
Motion #
READ a THIRD and FINAL time this ____ day of ______, 2021, for Land Use Bylaw 805-P-03-21.
______Mayor – Kim Craig CAO – Kalen Hastings
Motion #
Page 3 of 3 Town of Coaldale Land Use Rezoning Bylaw 805-P-03-21 March 22, 2021
Page 31 of 135 Agenda Item #7.2
LAND USE DISTRICT REDESIGNATION: BYLAW 805-P-03-21 SCHEDULE ‘A’ DATE PASSED: ______FROM: Commercial – C1 TO: Direct Control PLAN 6476AA, BLOCK 9, THE NORTHERLY 48 FEET OF LOTS 1 AND 2 MUNICIPALITY: TOWN OF COALDALE DATE: MARCH 15, 2021
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COMMERCIAL – C-1
Purpose: To provide an area suited for commercial uses, which will both maintain a strong central business district or downtown district and allow a variety of uses in other suitable areas of Town.
1. (A) PERMITTED USES (B) DISCRETIONARY USES . Accessory building, structure or use to an . Accessory building, structure or use to an approved permitted use approved discretionary use . Business Support Service . Amusement Facility . Convenience Store . Automotive Sales and Service . Eating Establishment . Building Supplies . Financial Institutions . Child Care Facility . Medical/Health Facility . Equipment Sales, Rentals, and Service . Office . Educational Institution . Parking Facility . Funeral Home . Personal Services . Hotel / Motel . Pet Care Services . Institutional Facilities and Uses . Retail . Liquor Store . Seasonal Sales . Lounges/Beverage Room 1 . Sign Types : 1A, 2, 3, 4, 6, 10 . Nightclub . Public or Private Utility . Residential Accommodation in conjunction with an Approved Commercial Use . Restaurant . Retail – Large Scale . Service Station or Gas Bar . Shopping Centre 1 . Sign Types : 1B, 5, 8, 9, 11, 12 2 . Small Wind Energy System – Type A . Veterinary Clinic- Small Animal . Warehouse, Retail Notes: 1 – See Schedule 13: Sign Regulations, Section 8 for definitions of sign types. 2 – See Schedule 4, Section 27 for definition of small wind energy system types.
(C) PROHIBITED USES
. Shipping Containers . Small Wind Energy System – Type B . Sign Type: 7 . Adult Entertainment Facility . Any use which is not listed as either a permitted or discretionary use, or is not ruled to be a similar use to a permitted or discretionary use in accordance with the Administration Section, subsection 35(a), is a prohibited use
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2. MINIMUM LOT SIZE
Width Length Area Use m ft. m ft. m2 ft2 All uses 30.48 100 30.48 100 929.03 10,000 Downtown Overlay Minimum lot size requirements as per Section 8 of this district
(a) The Designated Officer may approve a development on an existing registered lot if the minimum dimensions or area are less than those specified above in Section 2.
3. MINIMUM YARD SETBACKS
Secondary Front Front Yard Side Yard Rear Yard (Corner Lots) Use m ft. m ft. m ft. m ft. All uses 7.62 25 7.62 25 1.52 5 4.57 15 Downtown Overlay Minimum yard setback requirements as per Section 8 of this district
4. MAXIMUM SITE COVERAGE (a) Principal Building and Accessory Buildings (all uses) – 55% The principal and accessory buildings shall not occupy more than 55 percent of the surface area of a lot. (b) Downtown Overlay – As per Section 8 of this district.
5. MAXIMUM HEIGHT OF BUILDINGS
Use Maximum Height* Hotels 25 m (82 ft) Principal Building (all other uses) 10 m (33 ft.) Accessory Buildings 4.57 m (15 ft.)
*See definition for Building Height. (a) The roofline of the principal building shall be compatible with the surrounding buildings to the satisfaction of the Development Authority. (b) Roof mounted mechanical units may exceed the maximum building height provided they are concealed by screening in a manner compatible with the architectural character of the building or concealed by the building roof.
6. HIGHWAY SETBACK REQUIREMENTS (a) Notwithstanding other provisions contained within this Bylaw, no permanent development within this land use district shall be allowed within 7.62 m (25 ft.) of the highway right-of-way of Highway 3 and Highway 845.
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Page 34 of 135 Agenda Item #7.2
7. OUTDOOR DISPLAY OF GOODS (a) Outside display of goods shall be limited to examples of products, merchandise, equipment, and/or items sold by the business or industry on the lot(s) or development site and shall be located in conformance with Schedule 9: Landscaping and Amenity Area Standards and Guidelines. (b) The Municipal Planning Commission or designated officer may impose conditions related to screening, buffering or landscaping of any outdoor display or sales areas.
8. DOWNTOWN OVERLAY The intent of the Downtown Overlay is to maintain the historic development patterns of the commercial district along 20th Avenue. Development within the Downtown Overlay is subject to the following additional requirements:
8.1 Applicability (a) The requirements of Section 8 of this district apply to all property located within the Overlay, as identified in Figure 2, “Downtown Overlay”. (b) The requirements of the Commercial (C-1) district and all other relevant schedules of this Bylaw are also applicable to any and all land or property located within the designated Downtown Overlay. However, if there is a conflict between the requirements of this Downtown Overlay and any other requirements of this Bylaw, the Downtown Overlay prevails. Figure 2 – Downtown Overlay
8 12 10 2 3 12 1 9 19 AVE 9 HIGHWAY AVE
9 8 7 6 5 10
20 AVE
11 12 13 14 15 16
11 ST 16 17 ST 17
15ST 14ST 19 ST 19
20 ST
12 13 14 15 16 18 ST 18
DOWNTOWN OVERLAY
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Page 35 of 135 Agenda Item #7.2
8.2 Use Restrictions
. In addition to those uses listed in Section 1 of this land use district, the following uses are either added to the district (as an additional use), modified to become a permitted or discretionary use, or removed from the district (see Prohibited Uses below), specific to the Downtown Overlay area.
(A) PERMITTED USES (B) DISCRETIONARY USES . Dwellings: o Single detached – Site Built (Existing)* . Parking Facility
(C) PROHIBITED USES . Small Wind Energy System – Type A and B . Any use which is not listed as either a permitted or discretionary use, or is not ruled to be a similar use to a permitted or discretionary use in accordance with the Administration Section, subsection 35(a), is a prohibited use Notes: *See definition for Dwelling, single-detached, site-built (Existing)
8.3 Minimum Lot Size (a) Minimum lot size is as follows:
Width Length Area Use m ft. m ft. m2 ft2 Automotive, Building Supplies, Equipment 30.48 100 30.48 100 929.03 10,000 Rentals/Sales and Wholesale Uses As required by the All other uses 4.6 15 139.4 1,500 DA/SA
(b) The Designated Officer may approve a development on an existing registered lot if the minimum dimensions or area are less than those specified above in subsection 8.3.
8.4 Minimum Yard Dimensions (Building Setbacks) (a) Minimum building setback is as follows:
Front Yard Side Yard Rear Yard Use m ft. m ft. m ft. Dwellings: Single detached – Site Existing 1.52 5 7.62 25 Built (Existing) Principal building – All other uses 0 0 0 0 4.57 15 Same as principal Accessory building 0 0 1.5 5 building
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Page 36 of 135 Agenda Item #7.2
(b) The front wall or facade of the principal building shall be developed to the front property boundary unless otherwise required by the Municipal Planning Commission or the Designated Officer. (c) Accessory buildings shall not be located in the front yard setback of a principal building or use. (d) All other requirements of this district are applicable.
8. 5 Maximum Site Coverage
Use Maximum Site Coverage Dwellings: Single detached – Site Built (Existing) and all existing 35% accessory buildings All other uses (Principal structure and accessory structures combined) 80%
(a) The total area of any and all proposed additions to a single detached dwelling – site built (existing) shall not exceed 15% of the total site coverage area of the single-detached dwelling – site built (existing) using the site coverage area calculated at the time this Bylaw is adopted.
8.6 Maximum Building Height
Use Maximum Height Dwellings: Single detached – Site Built (Existing) Existing All other uses See Section 5 of this district
8.7 Landscaping In addition to the requirements in Schedule 9 of this Bylaw, landscaping must: (a) enhance store/business entryways; (b) ensure adequate screening (i.e. parking areas, storage areas, loading/unloading areas, interface/buffer areas between incompatible uses); (c) enhance the pedestrian environment; and (d) provide a tree canopy along streets and parking lots/facilities.
8.8 Special Considerations – Additions or structural renovations to a single detached dwelling site-built (existing) (a) When rendering a decision on a proposed addition(s) and/or structural renovation(s) to a single detached dwelling – site built (existing) the Municipal Planning Commission shall consider the following: i. impacts and compatibility of proposed development with adjacent sites and existing developments; ii. building massing, form and scale; iii. proposed materials and exterior finish; and iv. compliance with any applicable Town of Coaldale statutory planning document (e.g. Municipal Development Plan, Area Redevelopment Plan, Area Structure Plan).
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Page 37 of 135 Agenda Item #7.2
8.9 Special Parking Provisions (a) Existing Developments within the Downtown Overlay are exempted from the off-street parking requirements in Schedule 11 provided the gross floor area of the building is not increased and the number of existing off-street parking spaces is not reduced. (b) New development and development which increases the gross floor area of an existing building, excepting residential accommodation, is required to provide a minimum of 50% of off-street parking spaces as required in Schedule 11. New residential accommodation and residential accommodation which increases the gross floor area of an existing building is required to provide 100 percent of the required off-street parking spaces in Schedule 11. (c) The location of all off-street parking areas shall be subject to the approval of the Development Authority. In the Downtown Overlay, off-street parking is encouraged (where possible) to be located to the rear or to the side of a principal building and vehicle access to be provided from existing laneways in the area, to the satisfaction of the Development Authority or Designated Officer. (d) Design specifications for off-street parking areas are regulated by Schedule 11. (e) The Municipal Planning Commission may approve an alternative parking plan in lieu of required parking spaces in accordance with subsections (f) and (g) and Schedule 11. (f) An applicant requesting approval of an alternative parking plan must demonstrate to the satisfaction of the Municipal Planning Commission that the proposed plan will protect surrounding neighbourhood and adjacent lands from negative traffic impacts, maintain traffic circulation patterns and promote quality development in the downtown. (g) Eligible alternative parking plans may include any one or combination of the following as approved by the Municipal Planning Commission: i. bicycle parking; ii. valet parking; iii. off-site parking – located within 152.4 m (500 ft.) of the development; must include a written agreement between the owners of record. Where such off-site parking is approved, a caveat shall be registered against the lot to guarantee the continuous use of the site for parking for the life of the development; iv. shared parking – located within 152.4 m (500 ft.) of the development; must include a written agreement between the owners of record. Where such shared parking is approved, a caveat shall be registered against the lot to guarantee the continuous use of the site for parking for the life of the development; v. payment in lieu of parking payable to the Town of Coaldale based on an amount of money on such terms as Council considers reasonable, as established by resolution of Council; vi. to be eligible for the payment-in-lieu provision, a minimum of 25 percent of the required off-street parking spaces shall be provided on the same lot as the proposed building and/or use; vii. any other alternative parking plan approved by the Development Authority.
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Page 38 of 135 Agenda Item #7.2
9. STANDARDS OF DEVELOPMENT – SCHEDULE 4 10. LANDSCAPING AND AMENITY AREAS STANDARDS AND GUIDELINES – SCHEDULE 9 11. INDUSTRIAL, COMMERCIAL AND WAREHOUSING STANDARDS – SCHEDULE 10 12. OFF-STREET PARKING AND LOADING REQUIREMENTS – SCHEDULE 11 13. SIGN REGULATIONS – SCHEDULE 13
Town of Coaldale Land Use Bylaw No. 677- P - 04- 13 C-1 | 7
Page 39 of 135 n_mnmmro_B <<:m$ no33::=< ._.m_8mmoon _<_m3: 9 mom;
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:5 492: 2 o_m$m_._o_3 3mm:8. _»m6__ omssmgm __m$Q mmmQ_mo6:o:m2 cmm2.3.: mm : <0: :m ma. 4.<>< Agenda Item #7.2 Page 40 of 135 -m_ 4.053 2 n_m«mm:o_3. no woxBoo. NB 3 > March 11, 2021 Town of Coaldale Re: Creek Bud Supply Chase Bennett and the team from Creek Bud Supply have been working with the Town of Pincher Creek since the beginning of 2019. Creek Bud Supply opened at the end of 2019 and have proven to be a positive contributor to our community. Creek Bud Supply organized a community clean up, facilitated a food drive for our local food bank and supported other businesses during the challenges that have occurred due to COVID-19. A shining example of their positive contribution is that they purchased space in one of our local newspapers and donated it to a business in need at the start of the pandemic. Chase’s attention to detail and wide range of knowledge was welcomed as he moved efficiently through development permit, business licensing and other permitting processes. We are pleased to have Creek Bud Supply as a contributing member of our business community and hope to continue this positive relationship for many years to come. If you have any specific questions, please do not hesitate to reach out to our Economic Development Officer for additional information. Mayor Don Anderberg For further information: Marie Everts Marketing, Events & Economic Development Officer Office: 403 627 3156 Cell: 403 627 0754 [email protected] TOWN OF PINCHER CREEK 962 St. John Ave (Box 159) Pincher Creek, AB T0K 1W0 Phone 403 627 3156 Fax 403 627 4784 [email protected] www.pinchercreek.ca Page 41 of 135 Agenda Item #8.1 AGENDA ITEM REPORT Title: Transportation Network in South Coaldale - S. Croil Report Type: Information Update Request for Further Direction Report Author: Spencer Croil Meeting: Regular Council Meeting - 22 Mar 2021 Department: Infrastructure, Planning Reviewed by Kalen Hastings Supervisor/Peer: TOPICS: OBJECTIVE: The purpose of this item is to bring forward, for further direction, two motions of Council from 2017 and 2018, that relate to the transportation network in the South Coaldale area and more specifically, the area east of Highway 845 and south of the SMRID canal. PREVIOUS COUNCIL DIRECTION: This matter has appeared before council previously There are a number of resolutions made by Council with respect to transportation matters in the above captioned area. They include: July 10, 2017 Council meeting MOTION 298.17 Councillor Chapman moved that Council approve the extension of 13th Street to 30th Avenue to connect with the SMRID canal on the express condition that the developer of the Seasons development be willing to enter into a cost sharing arrangement to the satisfaction of Council, FURTHER that the funds required to complete the 13th Street extension project for accommodation to the developer cost sharing in accordance with the Towns offsite levy reserves generated as result of the Seasons development, FURTHER that the road work be completed on or before October 1, 2018, and FURTHER that if the extension of 13th Street is not completed by October 1, 2018, that administration is instructed to bring an amending bylaw back to Council for reconsideration of how to proceed with the gate.5-0 Carried September 24, 2018 Council meeting MOTION 303.18 Councillor Lloyd moved that Council defer any further decisions regarding either amending The Seasons ASP, rescinding Bylaw 731-P-06-17, or continuing with the extension of 13th Street, until after the Transportation Master Plan is complete, and that a letter updating the community be sent to The Seasons, 30th Avenue area and 13th Street area landowners. 6-0 Carried November 23, 2020 Council meeting Page 42 of 135 Agenda Item #8.1 MOTION 385-2020 Moved by Councillor Briane Simpson THAT Council approve the Transportation Master Plan (TMP) as presented. Carried 6-0 The minutes from the meeting of July 10, 2017 are attached to this item for reference. ANALYSIS: As Council will recall, the 2014-2017 Council was requested to consider a number of alternatives to the barrier that used to block traffic from The Seasons manufactured home community's private road network from accessing the 30th Avenue road network, which was originally required as a part of The Seasons Area Structure Plan prior to it being amended in July of 2017. Bylaw 731-P-06-17 amended The Seasons ASP to allow the residents of the manufactured home community access to 30th Avenue by way of 31st Avenue and 13th Street. Several motions were made at the July 10, 2017 meeting where this bylaw received 2nd and 3rd reading, and include motions 295.17 to 299.17: MOTION 295.17 Deputy Mayor Van Rijn moved that Council approve SECOND reading of amending Bylaw #731-P- 06-17, to allow the installation and operation of a resident controlled gate on the east end of the Seasons manufactured home community with said amending bylaw to come into effect by October 15, 2017, only if the automated gate system is installed, complete with appropriate signage. 4-1 Carried. Councillor Chapman was opposed. MOTION 296.17 Councillor Abrey moved that Council approve THIRD reading of Bylaw #731-P-06-17, as amended. 4- 1 Carried. Councillor Chapman opposed MOTION 297.17 Deputy Mayor Van Rijn moved that Council establish the operational design, installation and ongoing maintenance parameters of the residential controlled gate at the Seasons development as follows: that any and all costs associated with the installation, operation, maintenance of the gate and appropriate signage, be borne by the developer. FURTHER that an agreement be entered between the Town and the Seasons Condominium Corporation 1013774 regarding operational matters such as but not limited to, the expectation that the gate is to be closed at all times other than when residents, protective services, delivery and other service vehicles require access to or from the Seasons manufactured home community, ALSO who the responsibility lies with if the gate is left open for an extended period of time and a traffic related issue arises due to this, ALSO any other operational matters as deemed necessary by the Town, ALSO the specifications of the exact location and the design installation of the gate as subject to the approval by the Town, including the primary and backup power to ensure operation of the gate is unaffected by power outages. 5-0 Carried MOTION 298.17 Councillor Chapman moved that Council approve the extension of 13th Street to 30th Avenue to connect with the SMRID canal on the express condition that the developer of the Seasons Page 43 of 135 Agenda Item #8.1 development be willing to enter into a cost sharing arrangement to the satisfaction of Council, FURTHER that the funds required to complete the 13th Street extension project for accommodation to the developer cost sharing in accordance with the Towns offsite levy reserves generated as result of the Seasons development, FURTHER that the road work be completed on or before October 1, 2018, and FURTHER that if the extension of 13th Street is not completed by October 1, 2018, that administration is instructed to bring an amending bylaw back to Council for reconsideration of how to proceed with the gate. 5-0 Carried MOTION 299.17 Councillor Abrey moved that Council direct administration to set aside funds in the Towns 2018 capital budget with the purpose of upgrades to the pedestrian walkways and any necessary safety measures which may include stop signs and speed tables along 30th Avenue and 17th Street, FURTHER that the said upgrades be completed in 2018. 5-0 Carried KEY CONSIDERATIONS: Ultimately, while the above motions provided a variety of directives to staff and the developer, the most relevant motions for the purposes of this report are motion 298.17, and motion 303.18 that was tied to the development of the Town's Transportation Master Plan (TMP) and suggested the deferral of any further decisions on the extension of 13th Street and/or the rescinding of Bylaw 731 and reinstallation of the gate at the end of 31st Ave. Given that the TMP has been approved and suggests the extension of 13th Street to just south of the canal, and the introduction of an east-west connection to 17th Street as the recommended option, the matters from motion 298.17 and 303.18 that require further attention from Council include: 1. Whether or not the extension of 13th Street should cross the canal or stop just south of the canal and connect by way of an east-west connection, to 17th Street. It may be fair to consider point 1 decided upon by way of Council's approval of the TMP, however it may be beneficial for Council to address this point specifically, if they so choose, by way of an specific resolution. While motion 298.17 (above) suggested that if the extension of 13th Street, as captured in that motion, was not completed by Oct. 1, 2018, an amending bylaw be brought back to Council for reconsideration regarding how to proceed with the gate, motion 303.18 (above), made on September 24th, 2018, indicated that further action on extending 13th and reconsidering the gate was to be deferred until the TMP was approved. 2. Reconsideration of the gate and whether or not to rescind Bylaw 731-P-06-17 or consider another amending bylaw that allows for a further adjustment to The Seasons ASP. While the specifics of which approach to take (rescind Bylaw 731 or consider another amending bylaw to allow for further adjustment of the ASP, or another alternative approach not involving rescinding Bylaw 731 or further adjustment to the ASP) will only be clear after further deliberation by Council on this matter, it is suggested that key questions to address on this point may be: 1. Whether Council wishes to reconsider the gate, which is currently installed in the form of the resident-controlled gate adjacent to the 8th Street entrance to The Seasons manufactured home community. Page 44 of 135 Agenda Item #8.1 2. What other approaches Council may wish to consider regarding the transportation network in the 30th Avenue area and how it may or may not connect directly to The Seasons on a more permanent basis. For the abovementioned questions, there are two items staff suggests are outstanding: 1. detailed technical information regarding the traffic flows and volumes in the 30th Avenue quarter-section, and the quarter-section to the east that contains Fieldstone Meadows and The Seasons. WATT Consulting Group, the transportation engineering firm that assisted in the preparation of the TMP, was contracted late in 2020 to prepare a Traffic Impact Assessment (TIA) for the 30th Avenue area. More recently a memo to that TIA that was requested that provides detailed technical information and expert opinion regarding the traffic flows and volumes in the 30th Avenue, and Fieldstone/Seasons areas. One of the key deliverables from the memo that has been requested of WATT will be volume-based recommendations for which parts of the network will require upgrades, and what the best options for those upgrades may be. WATT has indicated they should be finalizing their work on this area in the next few weeks. 2. feedback from the neighbourhoods mentioned above, regarding the technical information and potential options for next steps for the transportation network in this area over the short and longer terms. Regarding the work WATT is completing for the 30th and Fieldstone/Seasons neighbourhoods it is suggested that an opportunity for feedback from the stakeholders in these neighbourhoods would be consistent with previous feedback opportunities that have occurred on previous transportation-related matters in this area. A draft public participation plan has been attached to this report for Council's consideration. Timelines and Projects Already Underway Engagement on development concepts for a 23 +/- acre area in the 30th Ave. quarter-section The 30th Avenue quarter-section has been the subject of recent investment interest and the investor has taken steps to offer a comprehensive and proactive opportunity for dialogue with the residents and property owners in the 30th Avenue area, to ensure the development concept prepared and presented to Council will have considered and be reflective of stakeholder feedback. From staff's perspective, the engagement sessions have been successful to date and have included discussions about the transportation network. Given the level of interest in the local transportation network, current and proposed (specifically referencing the extension of 13th Street to just south of the canal and then connecting e/w to 17th Street), staff and WATT representatives are preparing to present the results of the TIA being prepared for the area at the next public engagement session coming up in April. Page 45 of 135 Agenda Item #8.1 Upcoming subdivision activity in The Seasons The developer of The Seasons has brought forward a subdivision proposal for the next 50 lots of The Seasons. The completed application was received on February 4th and due to the 60 day time limit for subdivision applications, the application was originally scheduled for consideration at the March 10th meeting of the Subdivision Authority (MPC). However, due to a need to address the matters presented to Council in this report, the developer has agreed to defer a decision on the application to a future meeting date. The developer has indicated that they are committed to waiting on further direction from Council regarding the transportation network in the area prior to finalizing the subdivision of the 50 proposed lots. However, to ensure they are able to undertake earthworks and the installation of servicing infrastructure to prepare for the eventual registering of the new lots, they have indicated they wish for the subdivision application to be considered at the April 14th meeting of the MPC. Specifically, this would allow the developer to proceed with capital works required to service the future lots, however it would not actually create new titled lots that could be sold, until after further direction has been provided by Council. The above will be included as a condition of subdivision approval, should the MPC wish to consider approval of the application. In Summary The discussion regarding how to best manage the transportation network in this part of the community as growth and change occurs, cannot be held in isolation. Therefore, the projects that are underway in the area do need to be considered, and it is suggested that the following framework may be beneficial to moving transportation-related discussions forward: 1. technical information is a good basis with which to help inform the discussions regarding how to manage growth and change and the transportation network in this part of the community. This is in alignment with the policy directives of the Town's Transportation Master Plan (TMP); and 2. existing and future streets and roads can be upgraded to adequately accommodate the volumes of traffic that are likely to result from future development in this part of the community, in the sense that with enough resources, upgrades can make the streets and roads functionally sufficient to carry expected volumes (for those parts of the network that end up being identified as insufficient in their current form, based on the results of technical information being collected); however, 3. feedback from the residents of this part of the community should be collected and considered as a part of the discussion regarding how to manage the transportation network as growth and change occurs in the area. Put more simply, the suggestion is that a reasonable basis for considering how to manage the transportation network in this particular instance could be thought of as an equation: technical information (existing and expected future development, modeling, and transportation engineering standards) + Page 46 of 135 Agenda Item #8.1 local stakeholder feedback and perspectives (ideas, concerns and points for discussion from residents currently living in this area) With the ideal being the identification of a balance between the purely technical outcomes and suggestions, and the desired outcomes of the local stakeholders. FINANCIAL IMPACT: Financial impact is dependent on the clarification that is the focus of the next steps regarding the matters presented in this report. Once additional information is available from WATT and feedback from the community has been collected, additional clarity should be available with which to start developing cost estimates for the variety of ways the network in the South Coaldale area may need to change over time. It is most likely that these types of costs and projects would be included in either development concepts presented for the area, and/or future capital budgets for Council's consideration. STAKEHOLDER ENGAGEMENT: Public Participation Community Consultation Sessions Regarding the matter of the technical information being prepared by WATT, and the suggestion that area stakeholder feedback should be collected on that technical information, a public participation plan draft has been attached to this report for Council's review and consideration. Regarding the South Coaldale development proposal being prepared for the 23 +\- acres, a robust public engagement program being led by professional engagement specialists is already underway for that particular project. Regarding the subdivision proposal for the next 50 lots in The Seasons, the subdivision notification will be circulated more broadly than to just adjacent landowners. This is in recognition that it is standard process to circulate adjacent landowners, but that changes to the main access points from the manufactured home community have changed from the original ASP, a broader circulation on future development in The Seasons is considered appropriate. DECISION OPTIONS: Council may wish to provide specific direction to staff regarding whether the proposed extension of 13th Street to just south of the canal, and then connecting to 17th Street by way of an e/w connecting roadway, is the preferred option for this part of the network. AND Council may wish to approve the draft public participation plan and direct staff to action it as soon as possible, prior to making any further decisions on how the transportation network in the 30th Avenue and Fieldstone Meadows/Seasons areas may change over time. OR Page 47 of 135 Agenda Item #8.1 Council may wish to provide alternative direction to staff on the above matters. RECOMMENDATION: THAT Council provide specific direction to staff regarding whether or not the extension of 13th Street to just south of the canal, with an E/W connection to 17th Street, is the preferred option as recommended in the TMP; AND that Council approve the draft public participation plan as attached and direct staff to action this plan as soon as possible. RATIONALE: The options suggested above, and in particular the first and second option, may be considered to be the most comprehensive approach to considering how to best approach transportation network changes in the areas described in this report. STRATEGIC ALIGNMENT WITH COUNCIL STRATEGIC PLAN: ☐ ☒ ☐ ☒ ☒ 1. Focus on 2. Focus on Livability 3. Focus on Economic 4. Focus on Good 5. Focus on Community Safety Health Governance and Responsible and Corporate Excellence Responsive Growth ATTACHMENTS: Regular Council Minutes - July 10, 2017 South Coaldale - Draft Public Participation Plan - March 17, 2021 Page 48 of 135 Agenda Item #8.1 REGULAR COUNCIL MEETING MINUTES JULY 10, 2017 – 5:30 PM THE HUB PRESENT Mayor K. Craig Councillors J. Abrey, B. Chapman, B. Martens, J. Van Rijn Administration/Staff K. Hastings, M. Overbeeke, C. L’Hirondelle, K. Bly Recording Secretary L. Unger Media S. Ashbee Gallery R. Dyck, R. Hameluck, K. Pitcher, G. Schmidt, D. Hazuda, D. DeVries, M. Garner-Skiba, R. Van Schoewen, B. Cale, C. Heerschap. Mayor Craig called the meeting to order at 5:30 p.m. Mayor Craig inquired as to any declarations of pecuniary or non-pecuniary interest in the meeting. None declared. ITEM 171 2.0 ADDITIONS TO/ADOPTION OF THE AGENDA ➢ Addition of items 12.4 Tax Matter and 12.5 CAO Contract. MOTION 288.17 Deputy Mayor Van Rijn moved the agenda be adopted as amended. 5-0 Carried ITEM 172 3.1 REGULAR COUNCIL MEETING MINUTES OF June 26, 2017 MOTION 289.17 Councillor Chapman moved to accept the June 26, 2017 Regular Council Meeting minutes as presented. 5-0 Carried ITEM 173 3.2 BUDGET MEETING MINUTES of February 8, 2017 MOTION 290.17 Councillor Martens moved to accept the February 8, 2017 Budget Meeting minutes. 5-0 Carried ITEM 174 4.1 Copperheads Dressing Room Proposal – K. Hastings 1 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 49 of 135 Agenda Item #8.1 ➢ CAO Hastings, stated as follow up from previous discussions with Copperheads, Coaldale Minor Hockey, Coaldale Figure Skating and other hockey clubs, that we are now in time constraints to make decision regarding the Copperhead proposal, and as result, is becoming difficult to make a decision. ➢ Coaldale Minor Hockey Association (CMHA) provided a letter dated July 10, 2017, stating that due to the dressing rooms being paid for with tax dollars, they should be open to all members of the public. ➢ Copperheads would like to resume discussions with user groups in the fall regarding exclusive use of dressing room 7. ➢ For the interim, CMHA have proposed a compromise to the Copperheads by re-working current storage arrangements to benefit both groups, including continue shared use of dressing room 7 for all users. Copperheads have requested to personalize dressing room 7 with team colors, logos, name bars to help with recruiting and would cover all costs associated with individual stalls. The Copperheads have a willing high school that would do the work during the summer on the stalls. The high school would also construct 25 cubicles with locking capability, facing south at the entrance, as a place to store cell phones, wallets, etc. ➢ As result of the new proposal, the Copperheads are adjusting their original proposal to sponsor dressing room #7 under the Town’s 25 for 25 arrangement; which is $25,000 over 5 years. These funds would be locked into the Town of Coaldale trust account, set aside for a 2nd sheet of ice. The Copperheads are also interested in re-working a storage arrangement with Coaldale Minor Hockey that will be suitable for both groups, which will take place over the summer and into the fall. ➢ CAO Hastings provided this recommendation to Council for their approval. ➢ Councillor Chapman inquired who signed off on the CMHA letter? CAO Hastings responded that the letter was a collective summary of discussions of the CMHA Board members. ➢ Councillor Martens inquired about the new proposal, asking if the room in question would be the same as the one used last year? CAO Hastings responded that the Copperheads would likely continue to use dressing room 7, along with the personalizing with paint, colors, benches, logos to the room, but the room would also be open to use by other user groups. The cost of the personalizing dressing room #7 would be at the cost of the Copperheads. In return, for having a dressing room named after the Copperheads would participate in the Town’s 25 for 25 arrangement. ➢ Councillor Martens further inquired if other user groups would be free to use dressing room 7 when the Copperheads were not and also if 2 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 50 of 135 Agenda Item #8.1 equipment would be stored in this room? CAO Hastings responded that equipment will not be stored in this room and that other user groups would be free to use it as well. ➢ CAO Hastings, further added that as part of the arena upgrade process, Council approved expenditures to repair rooms along the northside as well as repairs to areas under the stairs and the referee rooms. We are conducting these repairs in consultation with the user groups. We have reached a good compromise today and will continue to welcome good dialogue in the future. ➢ In light of the new proposal, Deputy Mayor Van Rijn asked the CAO to confirm the staff recommendation. CAO Hastings confirmed the proposal. MOTION 291.17 Councillor Abrey moved that Council enter into an agreement with the Coaldale Copperheads for naming rights to dressing room #7 that would include personalization of colors, logos and the installation of cabinets at their cost for a sum of $25,000 with $5,000 per year, with naming rights to last for 25 years. Further that it be understood that the room be equally accessible to all user groups. 5-0 Carried ITEM 175 7.1 Highway 3 Twinning – B. Chapman MOTION 292.17 Councillor Chapman moved that Council direct administration to provide a letter of support, addressed to Premier Rachel Notley, in support of the twinning of Highway 3. 5-0 Carried ITEM 176 7.2 Bench Donation Program – C. L’Hirondelle ➢ C. L’Hirondelle, Development & Environments Services Manager, proposed the Bench Donation Program. Further adding that in conjunction with Community Services and requests by the community, to replace benches in the Town in memory of loved ones. ➢ The proposed application form is based on pricing for 2017 and will be reviewed and updated on an annual basis. ➢ Councillor Martens inquired about the sample bench color. C. L’Hirondelle responded that the benches will be in a tan color, with the exception of the benches in the kinship park area, which are already blue. Councillor Martens suggested that green would be a more suitable color for parks. C. L’Hirondelle responded that tan was selected to compliment natural areas. 3 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 51 of 135 Agenda Item #8.1 MOTION 293.17 Deputy Mayor Van Rijn moved that Council approve the Bench Donation Program. 5-0 Carried ITEM 177 0.1 Public Hearing 5:45pm – Bylaw #732-P-06-17 Road Closure – C. L’Hirondelle ➢ C. L’Hirondelle provided an overview of the bylaw, sharing that it is a road closure bylaw in Cottonwood. It received first reading at the June 12, 2017 Council Meeting and was advertised in the Sunny South News on June 27, 2017 and July 4, 2017. There were no responses received from the neighboring property owners, other than the utility companies and they did not have an issue with the proposed road closure. ➢ The road is currently seeded for grass and has underground irrigation installed. It was never intended to be a laneway, it was supposed to be a green space as it has a large trunk line running through it. ➢ Mayor Craig declared the public hearing open at 5:45pm for anyone to come forward to speak to the matter. There was no response from anyone in attendance. ➢ C. L’Hirondelle said she would forward Bylaw #732-P-06-17 to Alberta Transportation for their approval before bringing it back to Council for SECOND and THIRD reading. ➢ Mayor Craig closed the public hearing at 5:48pm. ITEM 178 8.1 CPO, Emergency Management, Photo Radar and Speed Sign Update – M. Murphy ➢ M. Murphy, Director of Emergency Services, provided a six-month update for the Emergency Services department. ➢ The portable speed signs have been up for one month now. The signs collect traffic counts as well. They are currently posted on Cottonwood Drive and at Jennie Emery Elementary School. The signs will be moved to Hwy 845 and Cottonwood Drive facing east. We will have 6 available spots for rotation around town. ➢ We are very happy with the reporting coming from the CPO’s. ➢ Emergency Management includes flood plans and the Emergency Operating Centre has been setup at the HUB since the beginning of June. There will be another training session in November to include phones and computer setups. ➢ There will be additional training on November 9th to include the newly Elected Officials so that they know what to do in a large scale, emergent situation. 4 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 52 of 135 Agenda Item #8.1 ➢ Public safety – still focusing on unsightly properties and parking of travel trailers. ➢ There will be a photo opportunity in November with the Minister of Municipal Affairs to celebrate the Regional Peace Officer Program that we have in place. ➢ Working on plans for Safety Days in May of 2018, to provide inspection of trailers and car seats. ➢ Councillor Martens inquired if the location of the speed sign at Jennie Emery Elementary School will be moved to the north-south side of the school. M. Murphy responded that additional sites are being looked at for 2018 once brought forward. ➢ Councillor Chapman gave thanks to M. Murphy for his work on the update to Council and further asked about follow up on unsightly premise. Inquiring if the public have been informed of what areas of improvement are being looked at by the CPO’s so that the public understands that the scope of CPO’s is beyond catching speeding cars. M. Murphy responded that there have been articles in the Sunny South News to this effect. Councillor Chapman thought it would be helpful to ensure the public are educated on what the CPO’s duties include. ➢ Councillor Chapman further inquired about Hwy 3, sharing that although it is monitored by CPO’s for speeding vehicles, will it also be monitored with one of the stationary speed signs? M. Murphy responded that they will incorporate plans for that area in 2018. MOTION 294.17 Councillor Chapman moved that Council receive the Emergency Services updates as information. 5-0 Carried ITEM 179 0.2 Public Hearing 6:00pm – Bylaw #731-P-06-17 Seasons Area Structure Plan – C. L’Hirondelle, R. Dyck ➢ Mayor Craig declared the public hearing open at 6:02pm for Bylaw #731-P-06-17, declaring that each individual speaker will be allowed 5 minutes and each speaker representing a group will be allowed 15 minutes. ➢ Mayor Craig introduced Ryan Dyck with the Oldman River Regional Services Commission, to provide an overview of the Bylaw. ➢ R. Dyck, provided an overview, with the purpose of the meeting is to present to Council, the proposed amendment submitted by the Seasons Condominium Corporation and requested that the ASP be amended to remove the requirement that the connection from Seasons Boulevard to 30th Avenue only be permitted to be an emergency access. 5 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 53 of 135 Agenda Item #8.1 ➢ The request from Seasons to amend the area structure plan previously passed. The Bylaw received FIRST reading approval on June 12, 2017. ➢ The amendment request as submitted, requested that no gate structure be in place between Seasons Boulevard and 31st Avenue. ➢ R. Dyck, further stated that due to concerns regarding potential liability, safety and maintenance matters given that the Seasons Boulevard is a private roadway, the Town obtained 2 engineering opinions to this effect. ➢ The opinions state that some way of controlling flow-through traffic should be contemplated, to minimize risk to the Town regarding the potential for liability, safety and maintenance issues. ➢ A resident-controlled gate appears to address the potential for safety, liability and maintenance issues adequately for the Seasons manufactured home community. ➢ The area structure plan represents approximately 70 acres with 290 manufactured homes in the Seasons development and 36 country residential lots west to 13th Street. ➢ The amendment request from Seasons, states: “…the purpose of the proposed amendment is to allow the residents of The Seasons manufactured home community to access 31st Avenue without a locked gate in place between Seasons Boulevard and 31st Avenue”, and furthermore, “…in place of a locked gate, a resident-controlled gate that allows access for residents of The Seasons manufactured home community is instead required to be installed on the property owned by Condominium Corporation 1013774, and any successor corporation, that is controllable only by residents of The Seasons manufactured home community and designates such as but not limited to visitors, delivery or service personnel, and protective services personnel” ➢ A portion of January 25 and 26 public meetings, and the majority of a February 2nd public meeting was focused on the barrier between Seasons Boulevard and 30th Avenue. ➢ Of the 20 exit surveys filled out by those who attended the January 25 and 26 meeting, 95% of respondents indicated they wish to have the barrier remain in place, regardless of whether upgrades to 30th Avenue occur. ➢ Of the 19 surveys filled out by those who attended the February 2nd meeting, 100% of respondents indicated they wish to have the barrier be removed, regardless of whether upgrades to 30th Avenue occur. ➢ As a point of note, a common theme during the evenings and in the exit survey results was the question of who is responsible for the maintenance of 8th Street (RR 20-01). ➢ It should be noted that at the time the surveys were completed, it had not been determined that connecting 13th Street is a reasonable option. 6 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 54 of 135 Agenda Item #8.1 ➢ A portion of January 25 and 26, 2017, public meetings, and the majority of a February 2, 2017, public meeting was focused on the barrier between Seasons Boulevard and 30th Avenue. ➢ Of the 20 exit surveys filled out by those who attended the January 25 and 26 meeting, 95% of respondents indicated they wish to have the barrier remain in place, regardless of whether upgrades to 30th Avenue occur. ➢ Of the 19 surveys filled out by those who attended the February 2nd meeting, 100% of respondents indicated they wish to have the barrier be removed, regardless of whether upgrades to 30th Avenue occur. ➢ As a point of note, a common theme during the evenings and in the exit survey results was the question of who is responsible for the maintenance of 8th Street (RR 20-01). ➢ It should be noted that at the time the surveys were completed, it had not been determined that connecting 13th Street is a reasonable option. ➢ The public hearing for Bylaw 731-P-06-17 was advertised in the Sunny South Newspaper on Tuesday June 27, 2017 and Tuesday July 4, 2017. ➢ Notice of the public hearing was also mailed to all landowners in the Seasons ASP area, and all adjacent property owners, including Lethbridge County landowners. Notice was also mailed to all landowners in the 30th Avenue ¼ section. Only one written submission had been received and was forwarded to Council. ➢ Since November 2016 there has been discussion/investigation regarding capital upgrades to 30th Avenue and more recently, 13th Street. ➢ In March of 2017 it was determined that it is possible to extend 13th Street from 30th Avenue, across the SMRID canal. ➢ Given the new information regarding the feasibility of 13th Street, a transportation modeling report was requested to be prepared by WATT Consulting Group. Modeling was prepared based on traffic flows on 30th Avenue east of 17th Street without, and then with the extension of 13th Street in place. ➢ CAO Hastings further added points of consideration regarding the infrastructure updates along 30th Avenue. One of the key outcomes from discussions in January 2017, was to look at 13th Street as a viable option that is $400,000 to $500,000 less inexpensive option compared to full upgrades to 30th Avenue. ➢ Discussions also included the storm water component and the 13th Street extension. Currently, the pond in Cottonwood flows down via a temporary pump, to the ditch in 30th Avenue and follows the canal until working its way east of Coaldale. In excessive flow conditions, the current infrastructure is not designed to handle the regional catchment. 7 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 55 of 135 Agenda Item #8.1 ➢ As part of the Phase 2 of the Malloy drain implementation project, the design is to have the catchment intercept the pond with the idea to catch the flow of water along the intersection of the jailroad to highway 845 and intercept it before it has chance to work its way to Coaldale. ➢ Cottonwood currently has a temporary manual pump to drain the overflow in the pond. The Town will work with the developer of Cottonwood to construct a storm pump station that will drain water from the Cottonwood pond and take it south where it will be routed in to the de-commissioned ponds east of the quads. ➢ When looking at 13th Street, will include an inverted syphon so the road will be built right through the canal and will take storm water pressure off of 30th Avenue as the need to install a massive storm water line through 30th Avenue is eliminated. ➢ CAO Hastings further shared that another key outcome from January 2017 meeting was traffic modeling. The Town commissioned a transportation design team conduct a traffic model for our community, including scenarios of how traffic along 30th Avenue would continue if 13th Street was extended. The comparisons showed significant reduction in traffic flows. ➢ CAO Hastings concluded that 13th Street is a viable option from an engineering and economic perspective. ➢ Mayor Craig encouraged the Seasons Condominium Association to come forward to speak. ➢ R. Hameluck, speaking on behalf of the Seasons Condominium Association, distributed a copy of his presentation to Council, providing support to a resident controlled gate on the east side of Seasons by September 15, 2017, adjacent to RR-20-1, to be installed by the developer, with intention that 31st Avenue will become the main entrance to Seasons. Their proposal also requested that the current barricade on the west side of Season be removed in the meantime. ➢ Councillor Martens requested clarification on their proposal that they are wanting a resident controlled gate on the east side of Seasons and remove the gate on 31st Avenue, prior to the install on the east? R. Hameluck confirmed that is correct. ➢ K. Pitcher shared his position on the proposed amendment, sharing that he is concerned about safety and the current access to the quads via 17th Street and 30th Avenue with narrow roads and no curbs or sidewalks. Further sharing that the quads draw residents for baseball, soccer, football, etc. Doesn’t feel the speed tables on 30th Avenue do enough to slow vehicles down. Feels that we are trading ease for public safety. ➢ G. Schmidt, spoke as representative of a few neighbors. Noted that the traffic has changed since the road opened up to Cottonwood, plus 8 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 56 of 135 Agenda Item #8.1 increases noted during baseball season. We are grateful for the install of the speed tables but further suggests stop signs on both east and west on 17th Street intersection. The speed tables are short term. Accepts that the growth is inevitable but not until we have proper streets to support it. If there is a gate at 8th Street it will still increase traffic on 30th Street until other arrangements can be made. We are supportive to a resident gate for Seasons access to 30th Avenue, provided that the developer contributes to the cost. Today we propose completion of the 13th Street extension and upgrades to 30th Avenue and 17th Street to include pedestrian walkways done within the next year with a clear plan and timeline for the 30th Avenue upgrades. ➢ D. Hazuda, spoke as representative of himself. Inquired if Seasons a part of Coaldale, or not? Further commenting that other areas of Town are not gated. The current road condition of 8th Street is comparable to a logging road with no shoulder or sidewalk for kids to maneuver. ➢ D. DeVries, spoke stating that his property backs onto the quads. Thinks it is a great idea to consider expansion of 13th Street, even though it will take away from privacy of his backyard, but feels it will be a betterment for the town. Further shared that the Seasons development is a private development, that like others, are gated community. With two entrances, both should be gated by resident controlled gates. ➢ M. Garner-Skiba, commented that she feels the developer of Seasons should be accountable for the offsite levies associated with repairs to 8th Street. Further sharing that 8th Street is in horrible condition to walk or drive on. She encouraged Council to consider the safety aspect as she does not let her daughter ride her bike 2 blocks to the quads for fear of lack of safety with the road conditions and width. ➢ D. Bergen, developer of the Seasons development, commented that he should not be relegated to a county road as they pay taxes to the town, however feels there are issues that do need to be addressed. Agrees that 8th Street is in dire need of repair, but that it is also a county road. Proposes that a resident controlled gate be installed at 8th Street and that he as the developer, would contribute to the building of the 13th Street extension. ➢ Deputy Mayor Van Rijn directed his inquiry to administration, asking what the feasibility would be of the gate being installed on the east end or the west end and what would any complications be to that. CAO Hastings responded that the Town has received two engineering opinions on whether to have through access or controlled access to the Seasons. ➢ The first opinion only looked at what the implications would be if the controlled gate was located on the west side of Seasons. In consultation with the Town’s engineers and legal, was asked what 9 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 57 of 135 Agenda Item #8.1 liability the Town would bare if the location of the gate were moved to the east side of Seasons. The reason the gate is important is that otherwise the through traffic would create a public roadway and therefore put the Town on the maintenance and capital hook once it reaches its life expectancy. Another issue created with through traffic is that there is no viable alternative other than going through private property that has no sidewalks, curbs and has narrow streets. The engineers suggested the controlled gate from a safety perspective and legal from a liability perspective. Therefore, it did not matter what side the gate was on, as long as there was at least one gate on either west, or east. ➢ Mayor Craig shared that the 13th Street extension is a viable option but inquired what the budget would be for this. CAO Hastings responded that the capital budget proposed for the rebuild of 30th Avenue was 2.5 to 2.8 million dollars which includes a 20% contingency. Upgrades to 30th Avenue are at a higher cost due to the storm line having to be buried as well as additional costs associated with the driveway entrances on both sides of the roadway. Construction would have to be done one lane at a time to allow for ease of residents to their properties while the work was being done. The 13th Street option is 1.8 to 2.4 million dollars and had much less construction. Approximately $450,000 of that allocation is for modifications to the canal. The inverted syphon has a trash filter, currently on the east side of the canal and would have to be relocated to the west side of the canal to filter out any debris before it goes underground through the inverted syphon. ➢ CAO Hastings further explained that other upgrades to 30th Avenue and 17th Street include some short-term turnaround for pedestrian safety; one involves a two-meter widening of 30th Avenue (with an undetermined decision of which side this will take place), to allow for a dedicated pedestrian walkway, thus separating pedestrians from the traffic. Bollards could be installed to define this space. Modifications to 17th Street would also be done to accommodate a walkway. Costs for the pedestrian walkway would be $50,000 to $70,000 to include two meters of walkway to the westside of 17th Street and would be incorporated into future road widening plans. ➢ Councillor Abrey inquired if the expansion to 13th Street would include sidewalks on both sides of the road? CAO Hastings confirmed that this is correct. As a design detail, the current budget proposal from the engineer is only 70% completion for design, but does include the assumption that there are sidewalks on both sides. Alternatively, as this is close to a recreation area, we could incorporate an asphalt trail into the design instead of sidewalks that include a landscape buffer that would link in with other trails in Coaldale. Both are feasible. 10 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 58 of 135 Agenda Item #8.1 ➢ Mayor Craig inquired about the transfer of cost share from D. Bergen regarding re-allocation of funds for 8th Street to 13th Street. ➢ CAO Hastings responded that in the current agreement between the Town and D. Bergen for 8th Street, there is a provision for capital upgrades once the Seasons development is at 80% buildout. For the interim, there is a maintenance agreement in effect until such time that the 80% threshold triggers the need for capital overhaul of 8th Street. At the current rate of growth within Seasons, the estimated period of time in which the capital upgrade would be triggered, would be 20 years from now. ➢ CAO Hastings further explained that there are offsite levies charged for every development based on per hectares basis. For the Seasons development, the Town does have one million dollars in trust that is set side for capital upgrades pertinent to the development of the Seasons. As 8th Street has no value added for other areas of town, it is a lot of money to put into one area, so it is possible, if Council so chooses, to re-route the funds set aside for capital upgrades to a different street. It would be a re-negotiation with the developer. ➢ Councillor Chapman inquired about having two gates as suggested and creating a more privatized development, but with the amending bylaw is only obligated to add one gate? Further adding that it would be at the Seasons own discretion should they wish to install two gates? CAO Hastings responded that this is correct. ➢ Deputy Mayor Van Rijn inquired about the LED lighting upgrades being done to 30th. CAO Hastings shared that Fortis is conducting an LED conversion to the town of Coaldale. This process has already begun. I can confirm that 30th Avenue will be receiving LED which will illuminate more quickly and be more efficient. Council had previously requested an assessment for dark spots in the town, some streets are more lit than others. Fortis will provide this assessment to Council in September. CAO Hastings confirmed that this analysis will include 17th Street. ➢ Mayor Craig inquired with D. Bergen, asking if he is still interested in working with the Town, based on the comments and suggestions tonight? D. Bergen responded that he would like the resident controlled gate to be installed on the east side of Seasons. ➢ Deputy Mayor Van Rijn further inquired with the CAO about the traffic counts accessing 30th Avenue, on whether the gate was installed on the west or east side of Seasons? ➢ CAO Hastings responded that the traffic modeling did not specify if the gate was on the west or the east. It was our understanding that the west entrance would be the primary entrance that the Seasons residents would use to enter into the Town of Coaldale, regardless if there was a resident controlled gate at that entrance, or not. The Town 11 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 59 of 135 Agenda Item #8.1 legal and engineers did suggest that if there is a gate installed on the east side of Seasons, that there be proper signage posted on the west so that people understand that it is a dead end so they don’t enter the development and then have to turn around. ➢ Councillor Abrey inquired about a previous tour of the Town and 30th Avenue and was told at that time that it was at life expectancy. If we direct funds to this project now to 13th Street instead of 30th Avenue, what will the ramifications be the budget for the new Council? ➢ CAO Hastings explained that 13th Street was suggested by residents in January to consider this as an option. As a short-term fix, we could spend $300,000 to re-surface 30th Avenue and could extend its life another 7-8 years. A re-surfacing, would not allow us to upgrade the storm water system in that area and it would be wasteful to re-surface now and then tear it up 3 years from now to repair storm water. After meeting with SMRID, confirming that 13th Street was a possible option by relocating the inverted syphon. Once this become an option, and the 2nd phase of the Malloy drain project became integrated to this design, allowing to drain Cottonwood to the south end of town instead of going through 30th Avenue. Council can choose to extend 13th Street as well as upgrades to asphalt and pedestrian walkways to 30th Avenue, with the cost of 30th Avenue becoming more feasible as the storm drains will not have to be upgraded in that area. ➢ Councillor Martens inquired if the gates on either side would be installed before completion of the 13th Street expansion or would the gate be opened up immediately. CAO Hastings responded that this would be Council’s decision to make. ➢ Deputy Mayor Van Rijn inquired about the current barrier and the decision to put in a resident controlled gate on either the west or east side of Season, and how that would be reflective of the current traffic counts. CAO Hastings responded that the Country Residential lots currently only has two homes being built in that development. It already has approval based on its area structure plan, to have access to 30th Avenue. Council can approve an interim period should they so choose to pen access to Seasons, knowing that South Country is currently not contributing to the traffic until such time that more homes are constructed. Suggestion to have an expiry date on this decision. ➢ Councillor Martens stated that it is easier to take the gate down but harder to put it back up. CAO Hastings responded that we would not endorse elimination of the gate for any period of time. It has been recommended by our engineers and legal to not remove the barrier until such time that a controlled gate is installed. ➢ Deputy Mayor Van Rijn commented that should Council decide to proceed with expansion of 13th Street and remove the current barrier 12 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 60 of 135 Agenda Item #8.1 on the west side of Seasons, that Council provide a two or three week period of time for the Seasons developer to install the controlled gate. ➢ R. Van Schouwen, commented that it should not matter if the Seasons are accessing 30th Avenue with a resident controlled gate, or not, they should still be allowed to access that route. ➢ B. Cale, commented that the issue is really safety. There are no sidewalks on 30th Avenue like the rest of the Town. It is very unsafe when you are walking your dog and someone drives by fast. ➢ C. Heershap commented that you have to live in Seasons and drive that road twice a day to understand how bad the condition is. Other manufactured developments in town do not have gates at their entrances. CAO Hastings responded that other manufactured home developments are different than Seasons in the way that they do have transportation alternative to motorists. As Seasons currently has accesses on both sides, becomes a through road. The other manufactured home parks have dead ends in them. ➢ Councillor Chapman inquired about liability of having a gate at the east end and could it cause us to take responsibility within Seasons if there was no gate? Does the gate on the east side, make the Town liable for that roadway? CAO Hastings responded that the revised legal opinion and engineering opinion is that the Town is not exposed to any more risk if the gate is on the west or the east side. The only recommendation was that there be signage to motorists entering on the west side, that this is not a thru road, it is a private road. ➢ D. DeVries further commented that based on the presentations tonight and the idea of the expansion of 13th Street with a savings of $500,000, is a good start of improvements to 30th Avenue. ➢ Mayor Craig requested from CAO Hastings, the highlights of the Malloy drain project and how it will impact and be incorporated to the 13th Street expansion. CAO Hastings responded that the infrastructure master plan shows how the projects link together. The storm water on the south catchment is more cost effective. There are phased options for both 13th Street and 30th Avenue. ➢ G. Schmidt commented that if the Town saves $400,000 to $500,000 with the 13th Street expansion, they could put those funds into 30th Avenue. ➢ R. Van Schouwen requested if Council would consider removing the barricade on the west end of Seasons now. ➢ Mayor Craig closed the public hearing at 7:38pm and called for a 10- minute recess. ➢ Mayor Craig reconvened at 7:51pm and welcomed Council’s comments and decisions. ➢ Councillor Martens inquired about the costs of putting in the pedestrian walkway along 17th Street and 30th Avenue? CAO Hastings 13 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 61 of 135 Agenda Item #8.1 responded that it is feasible. The most expensive way is to bury the ditch. The option we recommend is $100,000 and will widen about 2 meters with concrete bollards to keep pedestrian separate from traffic. We can explore a 3-metre barrier but would be more expensive. ➢ Deputy Mayor Van Rijn commented that we do have funds set aside for walking trails and we could incorporate the trail along 30th Avenue. ➢ Councillor Abrey shared that another means to funding to pay for the walkway would be the photo radar funds as they were designated for public safety. MOTION 295.17 Deputy Mayor Van Rijn moved that Council approve SECOND reading of amending Bylaw #731-P-06-17, to allow the installation and operation of a resident controlled gate on the east end of the Seasons manufactured home community with SAID amending bylaw to come into effect by October 15, 2017, only if the automated gate system is installed, complete with appropriate signage. 4-1 Carried. Councillor Chapman was opposed. MOTION 296.17 Councillor Abrey moved that Council approve THIRD reading of Bylaw #731-P-06-17, as amended. 4-1 Carried. Councillor Chapman opposed. MOTION 297.17 Deputy Mayor Van Rijn moved that Council establish the operational design, installation and ongoing maintenance parameters of the residential controlled gate at the Seasons development as follows: that any and all costs associated with the installation, operation, maintenance of the gate and appropriate signage, be borne by the developer. FURTHER that an agreement be entered between the Town and the Seasons Condominium Corporation 1013774 regarding operational matters such as but not limited to, the expectation that the gate is to be closed at all times other than when residents, protective services, delivery and other service vehicles require access to or from the Seasons manufactured home community, ALSO who the responsibility lies with if the gate is left open for an extended period of time and a traffic related issue arises due to this, ALSO any other operational matters as deemed necessary by the Town, ALSO the specifications of the exact location and the design installation of the gate as subject to the approval by the Town, including the primary and backup power to ensure operation of the gate is unaffected by power outages. 5-0 Carried MOTION 298.17 Councillor Chapman moved that Council approve the extension of 14 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 62 of 135 Agenda Item #8.1 13th Street to 30th Avenue to connect with the SMRID canal on the express condition that the developer of the Seasons development be willing to enter into a cost sharing arrangement to the satisfaction of Council, FURTHER that the funds required to complete the 13th Street extension project for accommodation to the developer cost sharing in accordance with the Towns offsite levy reserves generated as result of the Seasons development, FURTHER that the road work be completed on or before October 1, 2018, and FURTHER that if the extension of 13th Street is not completed by October 1, 2018, that administration is instructed to bring an amending bylaw back to Council for reconsideration of how to proceed with the gate. 5-0 Carried ➢ Councillor Chapman further added that in relation to the potential long-term impact of the additional traffic from the Seasons manufactured home community and context of existing roadways. ➢ Mayor Craig summarized, saying that this is saying that the entire motion would be un-done if the gate was not installed in a timely manner. CAO Hastings confirmed that this is correct if Council so wishes. ➢ Deputy Mayor Van Rijn further clarified that the extension of 13th Street is based on the developer taking part in the cost sharing process and that if the process does not materialize, then Council has the choice to revert back to the way it was. MOTION 299.17 Councillor Abrey moved that Council direct administration to set aside funds in the Towns 2018 capital budget with the purpose of upgrades to the pedestrian walkways and any necessary safety measures which may include stop signs and speed tables along 30th Avenue and 17th Street, FURTHER that the said upgrades be completed in 2018. 5-0 Carried ➢ Deputy Mayor Van Rijn inquired about the current status of the west barrier. If the resident controlled gate is installed within the next three weeks, and with the Country residential development only having two houses being built right now, can we put a timeline to open up the gate now based on the traffic counts that the Country residential is going to generate down the road? ➢ Deputy Mayor Van Rijn further added that if we expand 13th Street and is completed in a timely fashion and the Country residential area has steady growth but does not fill up, can we take the traffic count from that development and put that to the Seasons development to utilize? 15 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 63 of 135 Agenda Item #8.1 ➢ CAO Hastings responded that if the timelines change based on circumstances, then a separate amendment would have to be taken to Council because the course of action has been set along with the date for enactment for the amending bylaw. If Council decides, they could make a separate resolution to direct administration to provide an update to Council once the roadwork has been completed to 13th Street, and from there they can assess with the known information to be able to adjust the timelines that were set forth today for the gate completion in 2018. ➢ Deputy Mayor Van Rijn asked for further clarification on getting the gate opened sooner than later. CAO Hastings responded that the current timeline is October 15, 2017. Should the gate be installed prior to that time, then an additional resolution would need to be done by Council to amend the timeline. The gate will likely take until that time as there will be coordination of power, the gate and the general construction. CAO Hastings further confirmed that once the gate construction is completed by October 15, 2017, and is operational, then the barrier will be removed at that time. ➢ Mayor Craig inquired about the Malloy drain project, asking if there are any additional resources that need to be directed by Council at this point? CAO Hastings responded that capital project deliberations for Council will take place in September and will include strong consideration recommendation for completion of the Malloy phase 2B, which is so important now with the approval of the 13th Street extension. Currently phase 2B of the Malloy is unfunded that would require Council approval now, or in September during those discussions. ➢ Discussions on the Seasons matter concluded at 8:10pm. ITEM 180 8.2 Development Statistics June 2017 – C. L’Hirondelle ITEM 181 8.3 Development Statistics 6 Mth/5 Year Comparison – C. L’Hirondelle ➢ C. L’Hirondelle presented both agenda items 8.2 and 8.3, providing highlights to the statistics noting that the last 6 months have been the 2nd best in the last five years for development. ➢ Deputy Mayor Van Rijn requested an update on the available land bank of how many lots are still available in Town. C. L’Hirondelle responded that she would send an email with this information and will include industrial lots. ➢ Mayor Craig provided thanks for the report. The comparisons are very helpful. 16 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 64 of 135 Agenda Item #8.1 MOTION 300.17 Councillor Martens moved that Council receive the development information as received. 5-0 Carried ITEM 182 8.4 Property Tax Update ➢ M. Overbeeke provided an overview of the current status of property tax collections. ➢ Mayor Craig inquired about a previous inquiry on relation on a penalty payment. Where are we in that respect? M. Overbeeke said they were open late for four nights leading up to June 30th. There were many available options to pay. ➢ CAO Hastings further confirmed if the drop box was checked at 8am the next business day on July 1st. M. Overbeeke confirmed that it was. ➢ Mayor Craig gave thanks on behalf of Council to the entire Finance team for their dedicated work on getting the payments in. ➢ Deputy Mayor Van Rijn inquired on how many residents take advantage of the monthly installment program? M. Overbeeke responded that 24% of residents partake in the program. MOTION 301.17 Councillor Chapman moved that Council receive the statistical information as received. 5-0 Carried ITEM 183 11.1 AUMA – Letter to Service Alberta ITEM 184 11.2 Canadian Badlands – Board Meeting Minutes March 16, 2017 ITEM 185 11.3 Municipal Affairs – Request for nomination for Stars of Alberta Volunteer Award ITEM 186 11.4 Emergency Services – Department Update MOTION 302.17 Councillor Chapman moved that Council receive items 11.1 to 11.4 as information. 5-0 Carried ITEM 187 In-Camera MOTION 303.17 Councillor Chapman moved that Council go in camera at 8:18 p.m. 5-0 Carried MOTION 304.17 Councillor Abrey moved that Council come out of camera at 9:05 p.m. 17 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 65 of 135 Agenda Item #8.1 ITEM 188 12.1 Asset Disposal Proposal – K. Tuttle MOTION 305.17 Councillor Martens moved that Council direct administration to dispose of the Hyundai Excavator using the assessed value of the asset as the purchase price. 5-0 Carried ITEM 189 12.2 Land Purchase – K. Hastings MOTION 306.17 Councillor Abrey moved that administration sell the Town-owned parcel of Lot 15, Block 13, Plan 6476AA for its tax assessed value. 5-0 Carried ITEM 190 12.3 CAO Report – K. Hastings MOTION 307.17 Councillor Chapman moved that Council direct administration to setup a strategic planning retreat as part of the AUMA convention in Calgary in November 2018. 5-0 Carried MOTION 308.17 Deputy Mayor Van Rijn moved that Council authorize the CAO to negotiate a lease renewal agreement between the Town of Coaldale and Colin Weir of the Alberta Birds of Prey Center. 5-0 Carried ITEM 191 12.4 Tax Matter – K. Hastings MOTION 309.17 Deputy Mayor Van Rijn moved that Council authorize administration to enter into a tax payment agreement with the resident in accordance with the assessment provided. 5-0 Carried ITEM 192 12.5 CAO Contract – K. Hastings MOTION 310.17 Councillor Chapman moved that Council ratify the CAO Contract as amended and circulated. 5-0 Carried MOTION 311.17 Councillor Chapman moved to adjourn the meeting at 9:12 p.m. ______Kim Craig, MAYOR Kalen Hastings, CAO 18 | P a g e Town of Coaldale Regular Council Meeting Minutes – Jul y 1 0 , 2 0 1 7 Page 66 of 135 Agenda Item #8.1 PUBLIC PARTICIPATION PLAN South Coaldale Transportation Upgrades Submitted for approval: March 22, 2021 Prepared by: Planning and Development Department 1 Page 67 of 135 Agenda Item #8.1 Contents INTRODUCTION AND OVERARCHING FRAMEWORK ...... 3 PROJECT BACKGROUND...... 4 STAKEHOLDERS...... 5 OBJECTIVES, TOOLS AND TECHNIQUES...... 6 EVALUATION STRATEGY ...... 8 RESOURCE MANAGEMENT ...... 8 2 Page 68 of 135 Agenda Item #8.1 INTRODUCTION AND OVERARCHING FRAMEWORK Project overview In the upcoming weeks, staff will be working to gain feedback regarding the potential for transportation upgrades in the South Coaldale area. Due to the extensive history of the area, a third-party consultant has been brought in to assess the transportation network and provide their recommendation to improve traffic flow and plan for accommodating future development. Engagement will focus on collecting feedback on the most viable option for transportation upgrades based on the transportation consultant's recommendation to upgrade the existing road network. The engagement project will invite stakeholders from the surrounding areas including residents from South Coaldale and the Seasons to review WATT’s Consulting firm’s most recommended option for improvements. The benefits of this Public Participation Plan include exploring the various stakeholders in the area and their corresponding needs and wants for improved road infrastructure for the South Coaldale area. Project engagement framework Phase of Project Type of Engagement IAP2 Spectrum Estimated date of activity Phase 1 Online forum Consult April Phase 2 Online survey Consult April Collaboration and Public Participation The intent of this Public Participation Plan is to provide additional detail regarding the planning of the engagement activities, and to ensure context-appropriate tools and techniques are implemented throughout the project. Phase Technique Goal To create an open online discussion and allow residents the 1 Online forum opportunity to consider different perspectives while providing input on the transportation upgrade option. To develop an online survey to gain additional insight on the 2 Online survey transportation option developed by the consultant. 3 Page 69 of 135 Agenda Item #8.1 PROJECT BACKGROUND DESCRIPTION OF THE OVERALL PROJECT OR To improve traffic flow within the South Coaldale region with a focus INITIATIVE: on 30th Ave, 31st Ave, 13th Street and 17th Street. THE DECISION BEING Council directives regarding steps to be taken to manage the South MADE IS: Coaldale area’s transportation network. DECISION MAKERS Council THE SCOPE (IMPACT, AND COMPLEXITY) OF High impact, high complexity THIS DECISION IS: THE TIMELINE FOR THIS 1 month (April 2021) DECISION IS: Decisions regarding upgrades to road infrastructure should be THE PUBLIC IS BEING informed by a combination of technical information such as INVOLVED IN BECAUSE: modeling outcomes and transportation standards, and feedback from the community. LEVEL OF Consult INVOLVEMENT: THE SPECIFIC What do you like or dislike about the transportation options INFORMATION BEING presented? SOUGHT IS: What would you change about the options and why? HOW WILL INFORMATION ALL ideas and feedback will be incorporated into a comprehensive BE USED IN THE summary report to inform Council’s future decisions for DECISION MAKING? transportation network management in the South Coaldale area. 4 Page 70 of 135 Agenda Item #8.1 STAKEHOLDERS The DRAFT Project Stakeholder Register is shown below and captures the individuals and/or groups that are considered stakeholders in the context of this project. South Coaldale Transportation Upgrades – Stakeholder Register – Current to March 22, 2021 Type of Name of Stakeholder Stakeholder Organization stakeholder Individual or Project Role or Group of Internal or group Stakeholders external to project Elected Officials Council Town Council and Project Town of Coaldale Internal Sponsors Town staff Staff Various Town of Coaldale Internal Transportation Consultant Consulting Firm WATT Consulting External Specialists Douglas Bergen Developer Bergen Associates External Developers Garry Renkema Developer Monterra External School divisions, Schools in the External agency St. Joseph’s principals, External area stakeholders teachers and Jennie Emery support staff Coaldale community All residents, External businesses and Community External Community stakeholders organizations in broken down Coaldale further below. The Seasons Area specific Fieldstone All residents External communities Meadows South Coaldale External All individuals of Seniors External stakeholders retirement age External K-12 students at all Students External stakeholders schools in Coaldale While this list is intended to be all-inclusive, there is always a chance a small number of stakeholder groups has been inadvertently missed. All other stakeholder groups that self-identify and ask to be included will be included in the engagement process. 5 Page 71 of 135 Agenda Item #8.1 OBJECTIVES, TOOLS AND TECHNIQUES A clear understanding of the objective, and the focus of the project should allow for the tools and techniques recommended by the International Association for Public Participation (IAP2) to result in the following: Engagement Objectives Key Messages 1. The project stakeholders and community To inform the public on the recommendation members will have and be made aware of several made by the transportation consultant and explain opportunities to share their feedback. why this option was recommended. 2. All engagement feedback will be used by Council members to influence a final decision on the recommended option. 3. The transportation consultant is a third-party To consult the public on the recommendation consulting firm with immense experience and made by the transportation consultant to obtain expertise in assessing and managing traffic flow. feedback on the option being put forward and make sure all concerns are collected and 4. It will be challenging to find a perfect solution as understood. the final decision will require some trade-offs that may not please everyone. 6 Page 72 of 135 PUBLIC PARTICIPATION FRAMEWORK Wayfinding Pilot: Public Participation Plan Framework (DRAFT) Project Phase Participation Goal Objective Tools/Techniques* Desired Outcomes Event Date(s) Communication Tools Updates on social media Online Forum channels To present the most viable To reach various members of Website: forum featured on options for transportation the community and gain Phase 1 CONSULT *featured on the project project webpage and featured upgrades for the South Coaldale feedback on the options web page, Let’s Connect event on home page and Seasons area. Coaldale and shared on presented. social media channels Engagement HQ: project webpage Both engagement options are expected to go live around the end of March or early April. Online survey featured Updates on social media on Let’s Connect channels To share the options provided To ensure residents have Coaldale Website: forum featured on by WATT consulting and gain been provided multiple Phase 2 CONSULT project webpage and featured additional feedback through a options to provide their *featured on the project web event on home page secondary engagement tool. page, Let’s Connect feedback on the Coaldale and shared on transportation option. Engagement HQ: project social media channels webpage Agenda Item #8.1 7 Page 73 of 135 Agenda Item #8.1 EVALUATION STRATEGY That all participants can agree that they have been provided a What are the indicators of success fair opportunity to share their questions, ideas or concerns, and for the public involvement process? agree that their feedback was collected and considered during the engagement process. What will we measure or evaluate During the collection of feedback in online forum sessions and about the public involvement within the online survey, qualitative questions will be posed to process? the participants to ensure the process has been effective. After the forum results have been collected, the survey will act When and how? as a comparative measure of success based on the feedback. What will we do with the results of The results of the engagement will be presented to Council in the evaluation? the engagement summary that is prepared. RESOURCE MANAGEMENT Staff time will be used and WATT Consulting may provide Staff/Contractors additional information based on the questions posed at engagement sessions. Staff will adapt the transportation maps provided by WATT and present the information to participants. Engineering will Technical information and materials participate in the engagement sessions to ensure questions are met with clarity. External communication will be managed by communications to Communication deliver clear messaging to the public. Internal messaging will be organized through project management software – Trello. Participant Expenses None for external stakeholders. 3/22/2021 8 Page 74 of 135 Agenda Item #9.1 AGENDA ITEM REPORT Title: Public Participation Resources Summary - L. Cathro, M. Messier Report Type: Information Update Report Author: Leia Cathro, Melanie Messier Meeting: Regular Council Meeting - 22 Mar 2021 Department: Communications, Planning Reviewed by Spencer Croil Supervisor/Peer: TOPICS: OBJECTIVE: The purpose of this report is to present Council with the work produced over the past several months to create a suite of public participation resources and streamline the engagement process. The following documents are available for Council to review: • The Community Dialogue Toolkit • The Internal Public Participation Guide • Engagement HQ: How to Build a Project Page PREVIOUS COUNCIL DIRECTION: N/A ANALYSIS: The following report is intended to provide Council with information regarding the streamlining of engagement practices on a staff level and to present a dialogue guide that is intended to be accessible to anyone wishing to make use of it. The guide has been developed with the intended audience being key stakeholders in the community that could make use of the guide as a resource for productive community dialogue. The following guides are a consolidation of the knowledge, skills and tools that were learned through IAP2's Public Participation training. It is important to note that these documents were produced in partnership with Dialogue Partners and approved by the International Association of Public Participation (IAP2). The Internal P2 Guide is designed to provide a consistent and comprehensive framework for staff members in all departments to design public engagement plans specific to their own projects. The guide utilizes a step-by-step process to help define the goals and objectives of their projects as it relates to engagement. Key components of the guide include a project summary, key stakeholder inventory, tools and techniques, and a communication strategy. Alternatively, the Community Dialogue Toolkit is intended to help facilitate constructive conversations between the Town of Coaldale, public and private stakeholders, and all community members. Engagement HQ - Let's Connect Coaldale Page 75 of 135 Agenda Item #9.1 In early 2021, staff launched an engagement platform through Bang the Table’s Engagement HQ. Engagement HQ offers an online environment to engage residents through various project webpages, tools, and features unique to Bang the Table. Let's Connect is a robust, value-based platform that consolidates several different engagement tools that have been used in the past into one easy-to- use, convenient space. The EngagementHQ: How to Build a Project Page document was created to maintain consistency between all project pages, design features unique to Coaldale's site and maximize efficiencies for staff members working with the site. Town staff will continue working on internal documents to streamline internal engagement practices. Future documents include: • Engagement HQ: Public Notices Project Page • Engagement HQ: Brand Guide • Engagement HQ: Reporting Scope and Limitations All information and resources presented in this report are aligned with and intended to enhance the work associated with the Town's Public Participation Policy No. C-017-0618. However, the toolkit, Community Dialogue guide, and Engagement HQ resources, are NOT proposed to be formal policy directives or decision-making processes that will guarantee a proposed project will be approved by the Town of Coaldale staff or Council. Instead, they are intended to be resources that provide guidance on different approaches for community members and key stakeholders to ensure productive dialogue regarding decisions made by decision-makers. KEY CONSIDERATIONS: These documents are intended to increase the efficacy of engagement wit all departments. FINANCIAL IMPACT: N/A STAKEHOLDER ENGAGEMENT: N/A DECISION OPTIONS: That Council accept the report for information. RECOMMENDATION: THAT Council accept the Public Participation Resources Summary report for information. RATIONALE: The following public engagement documents were created in alignment with the Town's Public Participation Policy No. C-017-0618. Page 76 of 135 Agenda Item #9.1 STRATEGIC ALIGNMENT WITH COUNCIL STRATEGIC PLAN: ☐ ☐ ☐ ☐ ☐ 1. Focus on 2. Focus on Livability 3. Focus on Economic 4. Focus on Good 5. Focus on Community Safety Health Governance and Responsible and Corporate Excellence Responsive Growth ATTACHMENTS: Community Dialogue Toolkit Internal P2 Guide How to Build a Project Page Page 77 of 135 Agenda Item #9.1 COMMUNITY DIALOGUE TOOLKIT A roadmap for creating constructive dialogue between local government, citizens & stakeholders Page 78 of 135 Agenda Item #9.1 What is the Community Dialogue Toolkit? This toolkit is intended to help facilitate community engagement and public participation between the Town of Coaldale, public and private organizations, and all members of the community. Public participation is essential for a healthy community because it creates opportunities for meaningful discussion and feedback. Inviting community members and stakeholders to participate in the conversation about important decisions also increases the legitimacy of the outcome and provides a deeper understanding of the lived impacts the outcome will have on key stakeholders. The Community Dialogue Toolkit is designed to support engagement opportunities and help create a roadmap for effective conversation. What will I find in this toolkit? √ Starting a public discussion √ Figuring out what needs to be discussed √ Tools you can utilize to facilitate public discussion √ Tips for creating great conversation √ How to reach your community √ Sample guides and worksheets 2 Page 79 of 135 Agenda Item #9.1 The Toolkit is a useful resource to: » Create opportunities for community members and key stakeholders to influence decisions made by decision makers » Collect valuable feedback from community members and key stakeholders to help decision makers better understand the perspective, opinions, and concerns of those potentially impacted by the outcomes of the decisions » Help develop a mutual understanding between community members and key stakeholders of the scope and impacts of decisions being made to reduce misinformation and miscommunication » Facilitate mutual decision making by including all perspectives in the discussion and promoting opportunities to collect balanced feedback » Inform community members and key stakeholders about projects and increase transparency between stakeholders and decision makers » Strengthen relationships between community members and key stakeholders and decision makers for increased trust and community involvement » Identify new problems and challenges early on and gain new perspectives to find creative solutions 3 Page 80 of 135 Agenda Item #9.1 Who IS this toolkit for? This toolkit is designed to facilitate constructive conversations between all members of the community. This can include: » Residents » Business owners » Developers » Community groups » Town staff » Town Council » Anyone with an interest in community engagement! Who ISN’T this toolkit for? This toolkit is NOT a formal policy or decision-making process that will guarantee a proposed project will be approved by the Town of Coaldale staff or Council. 4 Page 81 of 135 Agenda Item #9.1 When can you engage? The short answer is, anytime! We can engage prior to a project beginning, at it’s middle and even after its completion. If anything, it’s best to engage at multiple stages in the engagement process as it allows participants an opportunity to give feedback as a project progresses. Levels of impact The IAP2 Spectrum is a tool that was created by the International Association for Public Participation. It identifies different levels of public impact and increased involvement as the continuum advances. Keep in mind that you can make different levels of committment at diffErent stages in your engagement. INFORM CONSULT INVOLVE COLLABORATE EMPOWER To provide To obtain To work directly To partner with To place final the public feedback with the public the public in each decision-making with balanced on analysis, throughout the aspect of the in the hands of and objective alternative, and/ process and decision the public information or decisions ensure their concerns and aspirations are considered 5 Page 82 of 135 Agenda Item #9.1 Who should participate in the discussion? Starting a public conversation can often feel overwhelming. It can be difficult to balance the desire to include as many people as possible in the conversation with the realistic resource constraints that impact the engagement process. By breaking down the public into different stakeholder groups, the process can start to feel more manageable. Recognize that some groups will be more readily available to participate than others, so decide early on how you plan on managing and prioritizing your time and resources. To determine who should be included in the discussion, it is helpful to ask a number of questions to filter out the scope of the impact of the decision being made. Below is a list of questions to help guide the brainstorming process. Once you’ve completed this exercise, you should have a good starting point for deciding who you should include in the conversation. Depending on the length of the list, you may have to develop several engagement strategies to incorporate all your stakeholder groups. » What decision is being made? » Who is interested in the decision being made? » Who might be affected by the decision being made? » Who cares about the topic(s)? » Who has spoken out about or against the topic(s)? » Who has been silent and not yet been heard? » Who else might want to participate? 6 Page 83 of 135 Agenda Item #9.1 What needs to be discussed? A meeting agenda can help guide discussion by ensuring that engagement objectives are achieved and conversations don’t stray out of scope. Prior to a discussion, a facilitator should create a loose structure of the meeting, then ask for participants’ input to create mutual expectations of what needs to be accomplished by the end of the meeting. See Worksheet A on Page 17 for a sample discussion agenda to help you create your own. What are some tools you can utilize to facilitate a conversation? The types of tools you use for creating conversation will depend on the topic of discussion and the types of stakeholders you’ve identified. This section provides a non-exhaustive list of different tools you may be able to use and explains when it may be appropriate to use each one. See Worksheet B on Page 18 to see which tools align with the IAP2 Spectrum. Remember! The public is not uniform - Different stakeholder groups require different tools for engagement. You may have to come up with a few strategies to maximize your engagement reach. 7 Page 84 of 135 Agenda Item #9.1 Surveys, polls & questionnaires When would this be a good tool to use? Surveys and polls can be useful to collect large amounts of data in a short amount of time. They can effectively gauge broad public interest of proposed ideas and invite open participation to the community. Though a poll or survey can be designed in an online setting, they can also be done in-person or even directly mailed to residents who are not comfortable with or unable to use digital technology. To minimize any barriers, mailout surveys are most effective when return postage is included. What are the benefits of using this tool? A well-designed survey can collect input from those who are unlikely to participate in an in-person setting. Surveys are generally easy to navigate and tend to have higher response rates than other forms of engagement. What are the potential risks or limitations of using this tool? Organizing all the responses from surveys and polls can be time and resource intensive. It can also be difficult to limit the geographic reach of the survey, particularly if it takes place online, which can skew the results if participants live in an out-of-scope area. Digital surveys can fail to include a number of different demographics, so it may be best to combine this strategy with others to ensure many stakeholders are reached. 8 Page 85 of 135 Agenda Item #9.1 Open house & information sessions When would this be a good tool to use? An information session is a flexible engagement strategy that is used to inform the general public and provides a one-on-one approach allowing a facilitator to collect feedback, intercept misinformation, and address concerns. They can provide members of the public an opportunity to learn about a particular subject and register interest through an open conversation and/or Q&A period. Open houses are a good tool to use if you have a large amount of information to display and fewer time constraints. What are the benefits of using this tool? Open houses invite participants to learn about the project at their own pace and ask questions in small groups or one-on-one. This type of setting can be beneficial for participants to learn more information directly from the experts who should be present to answer difficult or technical questions. Open houses are generally well-received because views can be openly expressed and participants are more likely to feel like their voices are heard. What are the potential risks or limitations of using this tool? If the topic is expected to be controversial, an open house may not be the most appropriate forum. Those who are opposed to the subject matter may rally against the project and attract negative attention. This approach also may be more labour intensive and require more resources. Try This! Try using a Dotmocracy Board! A dotmocracy board is an interactive way for participants to give their feedback in a meaningful way. Check out Worksheet C on Page 19 for a sample dotmocracy board. 9 Page 86 of 135 Agenda Item #9.1 Community meetings & workshops When would this be a good tool to use? This method is useful when you need to review specific information in a structured setting. Meetings can consist of industry professionals or members that can deliver knowledge of issues that concern a particular topic, demographic or community. What are the benefits of using this tool? Community meetings are used to make inferences based on the values and opinions of participants while allowing an opportunity to dig deeper into the reasoning behind participant’s opinions. You can discuss topics in-depth and collect balanced, high-quality feedback about key points. What are the potential risks or limitations of using this tool? Smaller groups may not be representative of the general population and may reflect views from a limited number of perspectives. To ensure diverse viewpoints form a range of individuals, utilize a selection process that enlists participants with a variety of viewpoints or positions. Try This! A good way to start off a group discussion can be with an icebreaker. Icebreakers can help get the conversation flowing by establishing common interests or values and encouraging connections and relationship-building. Icebreakers are better when engaging in longer, more substantial meetings or discussions. 10 Page 87 of 135 Agenda Item #9.1 Tips for creating great conversation Active and open listening: Be open to listening to voices and opinions that are different from your own perspective. To make sure everyone feels heard, encourage others to participate by asking prompting questions instead of waiting for them to speak up on their own. Don’t polarize the discussion by offering definitive responses as the solution. Curious questioning: Ask questions that help reveal the underlying values behind someone’s thoughts and opinions. Establishing someone’s values may give you better insight into their position. See Worksheet D on Page 20 for an exercise to help identify values. Adaptability: Your conversation may not always go according to plan or the way you expect. Be open to adapting your plan and remain flexible throughout the conversation. Empathy: Try to put yourself in someone else’s shoes. You may be discussing a sensitive topic so be prepared to response to emotionally-fueled responses with understanding and empathy. Be sure to thank particpants for their time and input to show your appreciation. 11 Page 88 of 135 Agenda Item #9.1 Setting ground rules Setting the stage for productive participation involves managing expectations at the beginning of or prior to an engagement event, session, or campaign. Before venturing into a discussion, make sure to set a collective agreement for respectful dialogue. Collaboratively setting ground rules and establishing expectations as a group can help cultivate a trusting environment and stimulate cooperative discussion. See Worksheet E on Page 21 for a template for creating ground rules. Here are some thoughtful questions to help shape ground rules. Try asking these questions to establish a “social contract” that will determine how people are expected to participate in the discussion: Try This! » What decision is being made? » What do you need from the session facilitator in order to feel comfortable participating and to communicate effectively? From yourself? From others? » How would you want others to react to what you have to say? » What kind of experience do you want yourself and others to have? » What are we doing/not doing to ensure success? 12 Page 89 of 135 Agenda Item #9.1 Moderating the discussion Conflict within a conversation can arise when people have differences in interests, opinion, ideas and levels of power. Learning how to moderate a discussion can help a facilitator prepare for conflict and control the dialogue. It is important to evaluate your own readiness to prepare to facilitate effective conversation. Establish your comfort zone before conversation takes place. Reflect on your own and consult with your team: How much conflict do you feel comfortable dealing with? Determine the participant’s expectations: Tips & Tricks Why are they participating? What’s in it for them? What do they want to get out of this discussion? Identify emotional topics and triggers: Brainstorm responses and write down key messages to appropriately address these topics if they arise. Avoid a heavy reliance on existing facts: Do not assume that participants aren’t informed on the topic. Avoid solely relying on existing facts. Rather, attempt to discover new information through conversation. 13 Page 90 of 135 Agenda Item #9.1 Moderating high-emotion conversations Conversations can be prone to a high level of concern or controversy when surrounding a sensitive subject or there are unanticipated circumstances that arise. In this situation, it is important to create dialogue with participants and ask questions that show you want to understand their perspective and draw connections from what an individual is saying into the broader conversation. Be thoughtful when deciding who will lead the discussion - it is especially important to select a moderator that is both effective and supportive in having these types of conversations. If a conversation is turning to a source of conflict, it is best to acknowledge and invite all perspectives as a facilitator without judgement. Guiding questions can be useful to channel conversation into a more positive direction: » What are other ways we could address..? Tips & Tricks » From your perspective, what are the impacts/costs/consequences of..? » How is this going to affect your everyday life? » What would help solve this problem? How would you solve this problem? » I’m hearing that you don’t like these aspects. What aspects do you like? » Have we missed anything important? Is there anything else you would like to add? » Tell me more about… » Given what you’ve heard, what would you change? 14 Page 91 of 135 Agenda Item #9.1 How to reach your community Outreach tools are intended to help distribute information about your project as well as upcoming engagement opportunities. There are a number of tools that can be used to maximize the reach of your engagement efforts, each with its own set of strengths and limitations. The most successful engagement campaigns utilize a combination of several different distribution tools in order to maximize outreach to potential participants. Community announcements Community announcements are a method of distribution that allows the audience to engage with the project material in a casual or otherwise everyday setting. This strategy aims to display project or engagement information in highly-trafficked areas that are openly available for anyone to read. Public spaces like parks or grocery stores are good examples of where to put up information. These areas see a wide variety of people that will have access to the information. Examples: » Bulletin boards » Billboards » Information booths » Posters 15 Page 92 of 135 Agenda Item #9.1 Traditional media Traditional media is often written materials that help inform the public of your project or engagement opportunity. Traditional forms of media are typically more expensive, but are still important for capturing specific demographics. Many traditional methods can also be adapted to digital forms. Examples: » Newspaper advertisements or articles » Local radio advertisement » Direct mailouts - newsletters, postcards or flyers Digital media Digital media is an effective tool for spreading awareness about a project or engagement opportunity. It’s a cost effective way to present large amounts of information and allows for flexibility in distribution. The information can also easily be accessed by your audience at their own convenience. Digital media also has its limitations; for starters, some people may have limited internet access or may not be comfortable using these platforms. Examples: » Social media » Webinars » Videos & live streaming Try using a project website! A project website can be a Try This! helpful tool to store all the information about a project or engagement in one convenient place. People can view previous phases of engagement or check back in to see engagement results. Project websites are beneficial because they give a clear picture of all the work that has been completed and what’s still to come. 16 Page 93 of 135 Agenda Item #9.1 Worksheets and templates Worksheet A: Sample Discussion Agenda What do you want to accomplish during this meeting? Agenda item Actions Introduce yourself and allow group members to Introduction of facilitator and introduce themselves. Time permitting, have them gorup members share something personal about themselves. Give an opportunity for group members to suggest adding in agenda items. Have the group collectively Agenda overview agree to focus the conversation on the agenda items. Collectively set ground rules and have group Setting ground rules members agree to the ground rules. Make a list prior to the meeting of the big ticket Main meeting items items you think people will want to discuss. Ensure that participants are informed as to what your next steps as a facilitator will be. Will you Exit and follow up send out the meeting notes? Schedule another meeting? Send out updates or new information? Provide your contact information so participants can follow up or reach out if they have questions following the meeting. Who to contact: 17 Page 94 of 135 Agenda Item #9.1 Worksheet B: IAP2 Tools and Techniques INFORM CONSULT INVOLVE COLLABORATE EMPOWER Public To provide To obtain To work directly To partner with To place final Participation the public feedback with the public the public in each decision-making Goals with balanced on analysis, throughout the aspect of the in the hands of and objective alternative, and/ process and decision the public information or decisions ensure their concerns and aspirations are considered • Fact sheets • Public • Workshops • Citizen • Citizen juries Types of • Websites comments • Deliberative advisory • Ballots Techniques • Open houses • Focus groups voting committees • Surveys • Participatory decision- making The IAP2 Spectrum is a tool that was created by the International Association for Public Participation. The tools and techniques listed are resources from the IAP2 training courses and may require higher levels of experience to successfully implement into your engagement strategy. 18 Page 95 of 135 Agenda Item #9.1 Worksheet C: Creating a Dotmocracy What is a Dotmocracy? A dotmocracy or “dot-voting” is a tool to describe voting with stickers or markers. Participants use a limited amount of stickers or “votes” and place them next to options that are being weighed. A dotmocracy is a quick and simple method to prioritize long lists of options. Facilitators can also have participants signify different values, such as a green for “agree”, red for “disagree”. Example: Which of these statements do you value most in the workspace? Listen to all ideas Be good citizens Be remarkable High standards are a way Be inclusive and Do the right thing of life collaborative Making money is the top Strive for excellence Boldly embrance change priority through self-improvement High priority Medium priority Low priority The results from our Dotmocracy show that our participants value the statement “Listen to all ideas” as a high priority in the workplace while the statement “Making money is the top priority” is the least prioritized. Page 96 of 135 Agenda Item #9.1 Worksheet D: Identifying Values Photos and images can be a powerful way to express emotion. They can capture elements of someone’s life in a way that might be more difficult to express in words. Photo Voice is a technique that allows participants in a discussion to bring photos or images of people, places or items that they care about. This can help identify what values people hold. By understanding values, it may be easier to find common ground and reduce opposition in a discussion. Example: An image such as this one might reflect that you value spending time outdoors and spending time with family. 20 Page 97 of 135 Agenda Item #9.1 Worksheet E: Setting Ground Rules Setting Ground Rules - Individual Exercise (Part One) What do you feel helps make a conversation productive in a group setting? 1. I appreciate when people wait for others to finish speaking before giving input. 2. Allow everyone the chance to speak. Setting Ground Rules - Individual Exercise (Part Two) As a group, review ideas and statements from Part One of the exercise and create a new list with a contribution from each member. 1. Group Member A’s contribution 2. Group Member B’s contribution 21 Page 98 of 135 Agenda Item #9.1 Internal DRAFT Public Participation Guide Town of Coaldale Planning & Development Department Internal Public Participation Guide Page 991 of 135 Agenda Item #9.1 Acknowledgements Town of Coaldale 2 Page 100 of 135 Agenda Item #9.1 Contents STEP ONE Define your Public Participation Project 4 - Project Summary Stakeholder Analysis Stakeholder Inventory Define your Project’s Level of Engagement STEP TWO Design your Public Engagement Plan 7 - Engagement Objectives Engagement Tools & Techniques Techniques and Timelines STEP THREE Outline a Communication Strategy 9 - Communication Techniques and Timeline Communication Objectives and Key Messages Developing Key Messages STEP FOUR Identifying Risks 13 - Risk and Risk Mitigation STEP FIVE Reporting Back 14 - “What We Heard Report” Worksheet STEP SIX Evaluation 15 - Internal Engagement Trackers Appendix A - Engagement Summary Table Page 101 of 135 Agenda Item #9.1 STEP ONE Define your Public Participation Project - PROJECT SUMMARY Project Name: TIP: Answer the following questions to help you frame your project background: 1. How did this project come to be? 2. What is the purpose of this project and what issue does it aim to solve? 3. Why is this project important? 4. Who might this project impact? 5. When do you expect this project to be completed? Project Background: TIP: Describe the purpose, needs, and benefits of engagement surrounding your project. E.g. “The purpose of this guide is to provide direction for staff during the planning phase of engagement activities, and to ensure the most appropriate tools and techniques are used throughout the project. A benefit of this guide includes generating ideas on how to engage the public well in advance of engagement events.” Issue Statement: Town of Coaldale 4 Page 102 of 135 Agenda Item #9.1 PARTICIPANT ANALYSIS 1. 2. 3. Understand Identify your Prioritize your your stakeholders stakeholders stakeholders 1. Brainstorm who your stakeholders are. To determine this, identify anyone who may have a vested interest in the work you are conducting. 2. Determine the level of influence and interest of stakeholders. Identifying stakeholders that are likely to be impacted can help prioritize and know what actions to take next. 3. Determine how stakeholders feel about your project by asking questions such as, what motivates them the most? STAKEHOLDER INVENTORY The process of identifying project stakeholders and regularly analyzing and documenting relevant information is essential for keeping track of stakeholder interests, involvement, interdependencies, influences, and potential impact on project success. This process helps clarify and narrow the appropriate focus for engaging individual and group stakeholder(s). The table below is a template that can be used to help identify and map project stakeholders that may be involved, impacted or interested in your public engagement project. Stakholder or Internal or Organization Role in Project Key Interests Stakeholder Group External Elected officials To oversee the strategic growth Town Council Town of Coaldale and project Internal and development of the Town. sponsors To advise development and Various roles/ Project Team Town of Coaldale Internal present viable options to the departments community and Council. To ensure safe and efficient Alberta Transportation Regulatory Bodies External transportation options are Transportation Authority provided to Albertans. To promote interest in local Chamber of Coaldale Chamber Local business External businesses by utilizing marketing Commerce of Commerce representative and promotional techniques. Note: the above list is not meant to be comprehensive but to explain how to better understand identified stakeholders’ interests. Internal Public Participation Guide Page 1035 of 135 Agenda Item #9.1 DEFINE YOUR PROJECT’S LEVEL OF ENGAGEMENT The International Association of Public Participation (IAP2) is an organization that seeks to promote and improve the practice of public engagement. The IAP2 spectrum is designed to help select the level of participation that defines the public’s role in an engagement process. This will also help form public participation goals that will drive the engagement process. Using the spectrum below, consider what level of participation best suits your project’s need(s). Use the level identified to frame your public engagement objectives and framework in the following pages. Engagement Goal Promise to the Public To provide the public with well-balanced and objective information that will assist them INFORM We will keep you informed about in understanding the problem/alternatives/ the project. opportunities and/or solutions. We will give you an opportunity to To obtain public feedback on analysis, CONSULT provide feedback and we will share alternatives, and/or decisions. how your input influenced the decision. To work directly with the public throughout the We will work with you to ensure process to ensure that public concerns and INVOLVE your concerns and feedback are aspirations are consistently understood and directly reflected in alternatives considered. and shared with the public. To partner with the public in each aspect We will look to you for advice in of the decision including the development creating solutions, and we will COLLABORATE of alternatives and the identification of the incorporate your recommendations preferred solution. into the project as much as possible. To place final decision making in the hands of EMPOWER the public. We will implement what you decide. Credit: Spectrum of Public Participation. (2018). The International Association for Public Participation (IAP2). Town of Coaldale 6 Page 104 of 135 Agenda Item #9.1 STEP TWO Design your Public Engagement Plan - ENGAGEMENT OBJECTIVES Objectives are an essential component to achieving success in any engagement plan. Objectives serve as a guide to keep the plan on course throughout the process, and prevent potential miscommunication in information such as key messages. Below are examples of objectives that you might aim to achieve through your planned engagement activities: 1. The project team will aim to obtain a representative sample of the community in terms of demographics and viewpoints. 2. The project team will explore new ways of exhanging ideas of the public, while being budget-conscious. 3. The project team will focus on developing realistic goals and ensuring that rationale is given for the decisions made. Reflecting on the information above, outline your project’s engagement objective(s) in the table below: ENGAGEMENT OBJECTIVES Objective 1 Objective 2 Objective 3 Objective 4 Internal Public Participation Guide Page 1057 of 135 Agenda Item #9.1 ENGAGEMENT TOOLS AND TECHNIQUES Selecting appropriate tools and techniques that fit the context in an engagement is an opportunity to cater to a project’s unique objectives by accounting for these details in advance. Additionally, researching tools and techniques can help you understand the materials and resources necessary to successfully implement the engagement. Examples of commonly used engagement tools and techniques can be found in the table below: ENGAGEMENT TOOLS AND TECHNIQUES - Hotlines - Online Newsletter - Instagram - Information Kiosks - Blog - Twitter Techniques for Sharing - Fairs and Events - Podcast - Facebook - Field Offices Information - Webinars - YouTube - Briefings - Online Surveys - Websites - Comment Forms Techniques for Collecting and - Resident Feedback registers Compiling Input - Scientific Surveys & Questionnaires - Interviews - Open Public - Revolving - Workshops Techniques for Bringing People Forums Conversations - Charrettes - Open Houses - Fishbowl Processes - Study Circles Together - Symposia - Card Storming - World Cafes - Tours and Field - Nominal Group - Dialogue Techniques Trips Technique - Deliberative Polling Credit: Tools and Techniques. (2018). The International Association for Public Participation (IAP2). Using the table below, identify engagement tools and techniques that align with the appropriate engagement phase. PHASE LEVEL OF ENGAGEMENT TECHNIQUE(S) MATERIALS / RESOURCES Consider your objectives and the level of IAP2’s Spectrum before selecting a tool. ** Town of Coaldale 8 Page 106 of 135 Agenda Item #9.1 STEP THREE Outline a Communication Strategy - A communications strategy conveys key messaging and materials required to inform stakeholders of engagement opportunities. For stakeholders to meaningfully participate in engagement, they must understand what your project aims to achieve. Developing a communications strategy can help you brainstorm clear methods to inform stakeholders of your project. Communication items can include project milestones, project objectives, how the project will utilize feedback, and future engagement opportunities. COMMUNICATION TECHNIQUES AND TIMELINE What communication tools and techniques will you use to raise awareness of public participation opportunities and engage stakeholders? Outline the communication tools and techniques that you will use to support your project. The communication tools available for the Town include: » Website • Webpage, event, or news/public notice » Social Media • Facebook or Twitter » Mailing lists • Engagement Opportunities • Joint High School and Recreation Centre • Downtown Revitalization • General » Press Releases/News Articles • Sunny South News blanket edition paid for quarterly » Direct mailouts » Coaldale Connection » Town Office TV screen » Video (third-party hire) Internal Public Participation Guide Page 1079 of 135 Agenda Item #9.1 A timeline of the communications work will help create tangible expectations and deadlines for when information needs to be communicated so that is easier to manage. When does information need to be distributed by? (Examples) » “I need an article published in the Sunny South News on January 19” » “I need social media posts scheduled for the following dates: February 15, Februrary 29, and March 6.” » “I need 1 social media post per week for the next 4 weeks. The specific dates are not important.” » “I need this information displayed on the Town Office TV screen from March 1 to March 26” NOTE: See Appendix A for a summary table that outlines tools, techniques, timelines and other components of a Public Participation Plan. Town of Coaldale 10 Page 108 of 135 Agenda Item #9.1 COMMUNICATION OBJECTIVES AND KEY MESSAGES OBJECTIVES Communication objectives help establish what you expect people to do or feel as a result of your communication activity. Developing Objectives » Identify what the community might already think or believe about the project » Focus on the desired actions, outcomes or feelings that result from project communications Try asking these questions: 1. What particular action should people take in response to this communication? 2. What attitudes or beliefes do people already have about the project? 3. Should people change their perception or adopt a different attitude towards the project? KEY MESSAGES Key messages are the most important things to say on a specific subject to audiences. They are clear, concise, bite-sized chunks of information that may stand alone, but more likely are used to develop other materials. Key messages boost the overall communication effort by providing clarity, focus and precision. By being brief and simple, they can easily be understood by our audience. Developing Key Messages » Begin with a permise statement or a “topic sentence.” » Make sure the key message is in the active voice. » Be positive. Speak about what you can do, not what you can’t do. EXAMPLES OBJECTIVES KEY MESSAGE Encourage community members to participate in the engagement process by reading the informational “All relevant project materials will be posted on the materials and provide meaningful feedback in the Town’s website” survey. Make it clear to residents that the final decision has not yet been made and explain how their input from “A final decision will not be made until your feedback the engagement process will directly influence the has been collected and thoroughly vetted” outcome. Internal Public Participation Guide Page 10911 of 135 Agenda Item #9.1 DEVELOPING KEY MESSAGES Outlining key messages will help you communicate with the community and your audience about the project’s objectives. Key messages should clearly outline the issues, opportunities, and processes involved with the project while requesting the public’s input on the project where it is most needed. When developing your key messages, reflect on and answer the following guiding questions: 1. What does the project aim to achieve? 2. Why is this project important? 3. What are the objectives of the engagement? 4. What role will public stakeholders play in the process? 5. How will the collected feedback be used to influence decisions? KEY MESSAGING Key Message 1 We will share all the feedback gathered after each engagement session. - Communications Key Message Key Message 2 Together, we will find solutions that reflect the need’s of the community. - Engagement Key Message Key Message 3 Key Message 4 Key Message 5 Town of Coaldale 12 Page 110 of 135 Agenda Item #9.1 STEP FOUR Identifying Risks - RISK AND RISK MITIGATION Identifying and addressing potential risks that could create conflict or controversy is easier to manage proactively rather than reactively. Identifying Potential Risks » What are the potential hot button issues? » Where do you see potential for misinformation or misinterpretation? » Is there any information that is too technical or is it explained in simplified terms? » Which stakeholders might be upset and why? Potential Communciation Risks Strategy for Managing these Risks An individual may be upset over information that is not Invite individuals to the in-person engagement or for a true and is stirring the pot on social media private discussion one-on-one. Potential Project Risks Strategy for Managing these Risks There is public perception that a proposed Assess the projects potential risks and impacts by development will negatively impact the surrounding having a preliminary conversation with the public. neighbourhood. NOTE: Communication and project risks can often overlap! Managing key messages throughout the project can help prevent the spread of misinformation. Internal Public Participation Guide Page 11113 of 135 Agenda Item #9.1 STEP FIVE Reporting Back - Communication and transparency between the decision-makers and stakeholders are key parts of any engagement project. Following the completion of engagement, three fundamental questions should be addressed and shared with the public to gain trust and credibility. 1. What is being done with the feedback from the engagement period? 2. How did the feedback influence the final decision? 3. If the feedback did not have a direct impact on the final decision, why not? 4. What did we do? What didn’t we do? Communicating the results from the engagement process validates participants for their efforts and increases trust and credibility between the decision makers and the stakeholders, ultimately leading to more robust participation in future engagements. “WHAT WE HEARD REPORT” WORKSHEET Project Name: Background: Engagement Process: Sample process below: 1. Create engagement 4. Reporting 2. Public 3. Developed plan and engagement back to the 5. Implementation engagement(s) alternatives activities public What We Asked: What We Heard: What’s Next? Town of Coaldale 14 Page 112 of 135 Agenda Item #9.1 STEP SIX Evaluation - Evaluation is a process that involves collecting and analyzing information to assess the design, implementation or results of initiatives for decision-making or learning purposes. Evaluating our public participation activities and techniques will help us determine if we are achieving our engagement outcomes and how we might improve our engagement efforts and future processes. Evaluating engagement on projects will be done through an internal engagement tracking spreadsheet. This tool will help collect data from various touchpoints throughout an engagement project to help provide insight into the methods used and their overall effectiveness in achieving project outcomes. Tools for evaluating engagement efforts can include: post-engagement surveys, polls, group debriefs, “stay” interviews, and more. INTERNAL ENGAGEMENT TRACKERS PROCESS PROJECT PROJECT PROJECT LEVEL OF TOOLS OR NAME PHASE TIMELINE ENGAGEMENT TECHNIQUES OUTCOMES PROJECT COST OF # OF TOOLS PRIORITY TOPICS DISCUSSED PHASE ENGAGEMENT PARTICIPANTS ANALYTICS DEMOGRAPHICS CLICK-THROUGH ABANDONEMENT NUMBER OF NUMBER OF NUMBER OF FEMALE MALE AGE RATE % RATE % RESPONSES LIKES COMMENTS Town of Coaldale 15 Page 113 of 135 Appendix A - Engagement Summary Table The following table provides an example of how to create a summary of components of the public participation process/plan. This table provides a quick reference guide whereas the actual plan contains the whole picture of the plan. ______PUBLIC PARTICIPATION PLAN (DRAFT) Public Engagement Communication Communication Participation Goal Objective Engagement Engagement Phase Tools Timeline (IAP2) Tools Timeline PHASE To create a website Website: project that educates the Site launch webpage and a January 2021 to ONE Inform public about the Website January 2021 to feature on the January 2022 project January 2022 home page To create and Website Website: project Feburary 2021- PHASE facilitate focus Workshops February 2021 - webpage and a March 2021 TWO Collaborate group sessions on Project webpage March 2021 feature on the the topic Press release home page Post bi-weekly PHASE THREE PHASE FOUR Agenda Item #9.1 Page 114 of 135 Agenda Item #9.1 Engagement HQ: How to Build a Project Page Page 115 of 135 Agenda Item #9.1 Table of Contents I. Getting Started II. Building Your Project Page a. Project Banner b. Project Description c. Widgets d. Tools III. Appendix 1 Page 116 of 135 Agenda Item #9.1 Getting Started. Select the “Projects” menu option Find and select your project. Note - An orange circle next to the project name indicated that it has not been published yet. Your page will not be publicly visible at any point until you change the "Draft" button to "Publish". When you get to your project page, find the Settings button in the top right corner of the page. In the Settings tab, select your desired project visibility. 2 Page 117 of 135 Agenda Item #9.1 In the same settings tab, add a project image. This will be used as the default project image in various elements of your homepage and in the project showcase. Hit “Save” to activate the changes made. 3 Page 118 of 135 Agenda Item #9.1 Building your project page. Below is a checklist to help guide you through the process of creating your project page. You can also refer to the "Sample Project" listed in the Engagement HQ projects. Project Banner Each project page has a custom banner made in Adobe InDesign. The banner file can be found in the F-Drive: F:\WPDOC\Development\Engagement HQ\InDesign Files\Banner Template Folder. • Open the Banner Template InDesign file • Type in your project title in the text box. Do NOT change anything other than the text. • Save (it's okay to save over the original file as long as only the text has been changed) • Export as a PNG file with the following settings: o Quality: High o Resolution (ppi): 600 o Color Space: RGB If you do not have access to Adobe Creative Cloud, you can request that Leia or Melanie create a banner for you. To add the banner to your project page, click "Add project banner" and upload the PNG file. Adjust the image to make sure the whole banner is captured. Click the green check mark when completed AND click save. Option to add a caption to improve accessibility of image. 4 Page 119 of 135 Agenda Item #9.1 Project description Your project description should be concise. Try breaking it down into three sections: 1. What is this engagement about? Help participants learn what the project is about starting with the most important information. Here are some best practices for writing an effective project description: • 250 - 300 words • Grade 7 level language. No jargon. • Make sure the description is not too overwhelming. Make use of widgets on the right of the project description to provide additional information. Learn more about widgets on Page 6. 2. How do I participate? This is your call to action. Make is clear how you want users to participate in your project. Example: Take part in the survey below to provide your feedback on the project. 3. How will my input make a difference? Describe how the public feedback will be used and how you will relay this information back to the participants once the project is complete. Optional: Add project tags. These are designed to categorize your projects based on topics and will allow you to identify which users are interested in specific projects over time. You may add multiple tags to each project. Examples of project tags include: trails, community, streets, safety, etc. 5 Page 120 of 135 Agenda Item #9.1 Widgets There are a number of widgets that can be used to display information on the right-hand sidebar of the project webpage. Use widgets to add additional, supporting information about your project and to highlight key content to make it easier for your audience to self-educate and explore the issues in depth. You are encouraged to provide as much information as possible about your project for maximum transparency. Continue to add additional information as the project progresses. The following widgets are required on each project page in the order listed to maintain consistency between project pages: 1. Register Button: Click “Custom” Click “Copy Existing” 6 Page 121 of 135 Agenda Item #9.1 Click "Select project" "Sample Project (1)", then click "Add Widget" Click "Hide Title" Click “Save” 2. Who’s Listening • Select the “Who’s Listening” widget • You can either create a new team member or copy an existing team member. 7 Page 122 of 135 Agenda Item #9.1 If it is a new team member, be sure to include as much information as possible. You do not need to provide a bio or photograph. Toggle the "Hide team member image" button on (Green) 3. Lifecycle Select the “Lifecycle” widget Change the title to read "Engagement Timeline" or “Project Timeline” Add in your engagement timeline with a brief description of each phase. Refer to your public participation plan for this step. Make sure to click "Set as current" to indicate which phase you are currently in. This will have to be updated throughout the project. 8 Page 123 of 135 Agenda Item #9.1 Tools There are a number of tools you can use throughout your engagement project as shown below. Use your public participation plan to help you decide which tools to use and when. You can also refer to Appendix A and B to help you decide which tools are appropriate to use at each phase of your engagement project. 9 Page 124 of 135 Appendix Appendix A Agenda Item #9.1 Page 125 of 135 Appendix B Agenda Item #9.1 Page 126 of 135 !.. M,..;.2w_H.<,._,,_;.E 7\_CZ_0:u>_L >_%>:~m QmmmmQix. >\:.:._,:§. USES.Q9§.E:Q: tmim hmmimx Eb». m..:m~5.-Iz.E >_n: Eomm 2% Om.B: _.__m< ._.Em Em__3Em2 ?m<_m<<<<___Eo_cQm E..m2_m< :5 _Lmmmm_mE_.mw::E:m. Emoo - S > <<:__m_ Em $<_m<< _mm . 3.0 _<_o_ n_mmm3nm:o:” Eo?mn?mq > Agenda Item #12.1 AGENDA ITEM REPORT Title: GFOA - Canadian Award for Financial Reporting Report Type: Information Update Report Author: Kyle Beauchamp Meeting: Regular Council Meeting - 22 Mar 2021 Department: Corporate Services Reviewed by Kalen Hastings Supervisor/Peer: TOPICS: Corporate Services: Reporting OBJECTIVE: The Town of Coaldale has received the Canadian Award for Financial Reporting, awarded by the Government Finance Officers Association of the United States and Canada for our 2019 Annual Financial Report. PREVIOUS COUNCIL DIRECTION: N/A ANALYSIS: The Canadian Award for Financial Reporting Program was established to encourage municipal governments Canada -high to publish throughout peer provide to and reports quality financial recognition and technical guidance for those preparing these reports. Its attainment represents a significant accomplishment by the Town of Coaldale and its management. The annual financial report has been judged by impartial Canadian Review Committee members to meet the high standards of the program, including demonstrating a constructive spirit of full disclosure designed to clearly communicate the Town's financial story and to motivate potential users and groups to read the report. In order to be awarded a Canadian Award for Financial Reporting, a government unit must publish an easily readable and efficient organized annual financial report, whose contents conform to program standards. Such reports should go beyond the minimum requirements of generally accepted accounting principles and demonstrate an effort to clearly communicate the municipal government’s financial picture, enhance an understanding of financial reporting by municipal governments, and address user needs. FINANCIAL IMPACT: Staff Time The Town of Coaldale's award winning Annual Report can be found here: Page 129 of 135 Agenda Item #12.1 https://www.coaldale.ca/annual-report STAKEHOLDER ENGAGEMENT: Other As a recipient of the Canadian Award for Financial Reporting, this demonstrates the Town’s commitment in providing transparent and easily readable financial information to the residents, local business and other stakeholders of the Town of Coaldale. DECISION OPTIONS: Town Council accept this report for information. RECOMMENDATION: THAT Council accept the GFOA - Canadian Award for Financial Reporting report for information. STRATEGIC ALIGNMENT WITH COUNCIL STRATEGIC PLAN: ☐ ☐ ☒ ☒ ☐ 1. Focus on 2. Focus on Livability 3. Focus on Economic 4. Focus on Good 5. Focus on Community Safety Health Governance and Responsible and Corporate Excellence Responsive Growth Page 130 of 135 Agenda Item #12.2 March 8, 2021 To the Mayor and Council Town of Coaldale 1920 17th Street Coaldale, AB T1M 1M1 Ladies and Gentlemen: RE: 2020 ANNUAL AUDIT OF TOWN OF COALDALE We have been engaged to provide the following services for the Town of Coaldale for the year ending December 31, 2020: · Annual review of the accounting systems of the Town of Coaldale to provide and maintain a knowledge of the systems and operations including purchasing and disbursements, cash receipts, general ledger maintenance and other accounting systems. · Audit of the books and records in accordance with Canadian generally accepted auditing standards. · Audit of the financial statements and accompanying notes · Audit of the financial information return · Preparation of the income tax returns as required by Canada Revenue Agency · Preparation of the management letter relating to our observations and recommendations in connection with the current year's operations and financial statements from the year end audit. · Attendance at Council meetings to present financial statements as requested. We are pleased to provide the following report relating to our audit of the financial statements for the Town of Coaldale. The matters identified are included in this report which has been prepared solely for the information of the Council and is not intended for any other purpose. As such we accept no responsibility to a third party who uses this report. Our report is intended to assist the Council in fulfilling its obligation with respect to the 2020 financial statements. We would be pleased to further discuss any of the issues addressed in the report or any other issue which may be of interest or concern. Yours truly, AVAIL LLP Calvin Scott, CPA, CA Enclosure Page 131 of 135 Agenda Item #12.2 I. Purpose and Scope of Examination Management, with the oversight of those charged with governance, is responsible for the preparation of the financial statements and accompanying notes. Avail LLP will advise management about appropriate accounting principles and their application and assist in the preparation of the financial statements, but the responsibility for the financial statements remains with management. This includes responsibilities related to internal control, such as designing and maintaining accounting records, selecting and applying accounting policies, safeguarding assets and preventing and detecting fraud and error. Our responsibility as auditors is to report to the Council whether these financial statements present fairly, in all material respects, the financial position and results of operations and cash flows in accordance with Canadian public sector accounting standards. This audit is performed to obtain reasonable but not absolute assurance as to whether the financial statements are free of material misstatements. Due to the inherent limitations of an audit, there is an unavoidable risk that some misstatements of the financial statements will not be detected (particularly intentional misstatements concealed through collusion), even though the audit is properly planned and performed. Our audit includes: · Assessing the risk that the financial statements may contain misstatements that, individually or in the aggregate, are material to the financial statements taken as a whole; and · Examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. As part of our audit, we will obtain a sufficient understanding of the business and the internal control structure of Town of Coaldale to plan the audit. This will include management’s assessment of: · The risk that the financial statements may be materially misstated as a result of fraud and error; and, · The internal controls put in place by management to address such risks. Since our audit does not involve a detailed examination of all transactions, it could not necessarily be expected to detect all misstatements, particularly intentional misstatements concealed through collusion. The discovery of such irregularities may, of course, result from our examination and, if so, we will report on any such significant matters to you. Audit Committee (or Equivalent) Members’ Responsibilities The audit committee’s (or equivalent) role is to act in an objective, independent capacity as a liaison between the auditors, management and the Mayor and Council, to ensure the auditors have a facility to consider and discuss governance and audit issues with parties not directly responsible for operations. The audit committee’s (or equivalent) responsibilities include: · Being available to assist and provide direction in the audit planning process when and where appropriate; · Meeting with the auditors as necessary and prior to release and approval of financial statements to review audit, disclosure and compliance issues; 1 Page 132 of 135 Agenda Item #12.2 · Where necessary, reviewing matters raised by the auditors with appropriate levels of management, and reporting back to the auditors their findings; · Making known to the auditors any issues of disclosure, corporate governance, fraud or illegal acts, non-compliance with laws or regulatory requirements that are known to them, where such matters may impact the financial statements or auditor’s report; · Providing guidance and direction to the auditors on any additional work they feel should be undertaken in response to issues raised or concerns expressed; · Making such enquiries as appropriate into the findings of the auditors with respect to corporate governance, management conduct, cooperation, information flow and systems of internal controls; and · Reviewing the draft financial statements prepared by management, including the presentation, disclosures and supporting notes and schedules, for accuracy, completeness and appropriateness, and approve same to be passed to the Council for approval. II. Communication with the Council In accordance with the auditing standard "communications with those having oversight responsibility for the financial reporting process", the following matters are recommended to be communicated to the Council prior to the completion of the audit. Matters to be Reference/Comment Communicated 1. Management and Discussed under the heading "Purpose and scope of examination." the Auditors' Responsibility Under Generally Accepted Auditing Standards 2. Planning Our risk-based approach focuses on obtaining sufficient appropriate audit evidence to reduce the risk of material misstatement in the financial statements to an appropriately low level. This means that we focus our audit work on higher risk areas that have a higher risk of being materially misstated. Materiality in an audit is used to: · Guide planning decisions on the nature and extent of our audit procedures; · Assess the sufficiency of the audit evidence gathered; and · Evaluate any misstatements found during our audit. Materiality is defined as: Materiality is the term used to described the significance of financial statement information to decision makers. An item of information, or an aggregate of items, is material if it is probable that its omission or misstatement would influence or change a decision. Materiality is a matter of professional judgment in the particular circumstances. We plan to use a materiality of $525,000. The materiality for last year’s audit was $500,000. In responding to our risk management, we will use a combination of 2 Page 133 of 135 Agenda Item #12.2 tests of controls, tests of details and substantive analytical procedures. The objective of the tests of controls is to evaluate whether certain controls operated effectively. The objective of the tests of details is to detect material misstatements in the account balances and transaction streams. Substantive analytical procedures are used to identify differences between recorded amounts and predictable expectations in larger volumes of transactions over time. 3. Timing of the Audit · March 8-10 - fieldwork at your location Engagements · April 14 - Draft financial statement confirmation · April 26 - Presentation to Council of financial statements for approval · April 30 - Deadline for submission to Alberta Municipal Affairs 4. Illegal Acts, Our auditing procedures, including tests of your accounting records, Intentional are limited to those considered necessary in the circumstances and Misstatements, Fraud would not necessarily disclose all illegal acts, fraud, intentional and Errors misstatements or errors should any exist. We will conduct the audit under Canadian generally accepted auditing standards (GAAS), which include procedures to consider (based on the control environment, governance structure and circumstances encountered during the audit), the potential likelihood of fraud and illegal acts occurring. These procedures are not designed to test for fraudulent or illegal acts, nor would they necessarily detect such acts or recognize them as such, even if the effect of their consequences on the financial statements is material. However, should we become aware that an illegal or possible illegal act or an act of fraud may have occurred, other than one considered clearly inconsequential, we will communicate this information directly to the audit committee (or equivalent). It is management’s responsibility to detect and prevent illegal actions. If such acts are discovered or audit committee members become aware of circumstances under which the municipal administration may have been involved in fraudulent, illegal or regulatory non-compliance situations, such circumstances must be disclosed to us. 5. Major Issues No major issues were discussed with management prior to our Discussed with appointment as auditors. Management that Influence Audit Appointment 6. Written At the conclusion of the audit, prior to the release of our auditors' Representations from report, we will request that management provide us with written Management representation that it has fulfilled its responsibility for the preparation of the financial statements and that it has provided us with the 3 Page 134 of 135 Agenda Item #12.2 required information for us to complete our audit. We will not be able to provide an audit opinion if management does not provide this written representation. 7. Auditors' We provide you with the following to assist in your assessment of our Independence independence: · All partners and senior staff have confirmed that they do not hold any investment in the Town of Coaldale. · Financial statements issued by Avail LLP are subject to a partner review process. This process requires that a partner review items significant to the audit such as planning, materiality, application of GAAP and financial statement items and disclosure. · We are aware of no relationship between the company and Avail LLP that, in our professional judgment, may reasonably be thought to bear on our independence. 4 Page 135 of 135