Town of Fort Smith Corporate Services Committee Tuesday, June 1st, 2021, at 7:00 pm. AGENDA Attached Documents 1. Call to Order 2. Delegation 3. Declaration of Financial Interest a. Statement of Disclosure of Interest Statement of 4. Review Disclosure of Interes a. Agenda b. Minutes c. Vision and Values Corporate Services Vision and Values Strategic Plan d. Strategic Plan Minutes May 4 2021. 5. Governance a. Council Priorities i. Bylaw Review Committee • Council Priorities CHBRC May 12 Council Honourarium Bylaw Minutes.pdf Review Committee May 12 Minutes ii. Communications Committee iii. Post-Secondary Education Committee iv. Fire Abatement v. Daycare vi. Community Recreation Center vii. Truth and Reconciliation Commission 6. Directors Report a. Accounts Paid List May 2021 Account Paid list Correspondence Licensing Report b. Correspondence May 2021 May 2021.pdf List May 2021.pdf May 2021.pdf c. License Report May 2021 7. Bylaw/Policy Review and Development a. Council Governance Bylaw Council Briefing Note for DPA- Keith 8. Administration Governance Bylaw - Volunteer Firefighte Morrison.pdf a. Acting SAO b. Briefing Note- Volunteer Firefighter Bunker Gear c. Briefing Note- DPA-008-21- Keith Morrison d. In Camera Session as per CTV ACT S.23(3)(g) The setting of minimum tax sale prices under the Property Assessment and Taxation Act; 9. Other Business 10. Excusing of Councillors 11. Date of Next Meeting 12. Adjournment Town of Fort Smith Corporate Services Committee Tuesday, May 4th, 2021, at 7:00 pm Chairperson: D/M Smith Members: Mayor Napier, Cr. Westwell, Cr. Pischinger, Cr. Cox, Cr. Couvrette, Cr. McArthur Regrets: Cr. Campbell, Cr. Beaulieu, Obrian Kydd, Director of Corporate Services Staff Present: Cynthia White, Acting Senior Administrative Officer; Josée Hazlewood, Executive Secretary 1. Call to Order Mayor Napier called the meeting to order at 7:00 pm. 2. Review a. Agenda –The agenda was reviewed. RECOMMENDATION Moved by: Cr. Cox Seconded by: Mayor Napier That the agenda be adopted as presented. Administration wanted to add 9.d. verbal update on tax auction as well as 9.e Emergency measures. CARRIED UNANIMOUSLY a. Minutes – The Corporate Services Standing Committee Minutes of April 6th, 2021, were reviewed and adopted at the Regular Meeting of Council on April 20th, 2021. – Cr. Couvrette stated that they should respond to the letter received from Riley Venema. He wondered if they should forward this to the Community Services Advisory Board and he added that it provides encouragement to youth to participate in municipality. Administration stated that they will be advertising the spring cleanup and that community members can identify themselves for part of clean up and the town has funds for that. She also added that questions about garbage cans and such can be talked about during the plan of development for the downtown area. Cr. McArthur asked if the town could find out how much it would cost to put sturdy concrete garbage’s around town. b. Vision and Values– The Vision and Values were reviewed. c. Strategic Plan – The Strategic Plan was reviewed. 3. Governance a. Council Priorities – The Council Priorities were reviewed. i. Bylaw Review Committee – Cr. Couvrette stated that in the package there is minutes from two meetings that was held in April. He added that the minutes would all be covered once they went through the Council Governance Bylaw Document. • Bylaw Review Committee Minutes April 8th, 2021 • Bylaw Review Committee Minutes April 22nd, 2021 • Council Honourarium Bylaw Review Committee – Cr. Couvrette stated they had discussion with the Mayor about her jobs and duties. He advised that they are trying to bring a recommendation to council by the June council. Corporate Service Standing Committee Date of Meeting: May 4, 2021 Page 1 ii. Communications Committee • Communications Committee Notes April 27th, 2021 – Cr. Cox Stated that during the April meeting that happened last week, they had discussed during the March meeting removing the ability for the public to comment on the Facebook town posts. She added that they discovered that the Facebook account does not allow the removal of commenting and the type of account that the town has with Facebook will be discussed at their next meeting. She stated that it will be looked at during the strategic marketing plan. The committee has also talked about the May newsletter. Administration wanted to make it clear that the town staff does not have resource to respond to the Facebook posts. iii. Post-Secondary Education Committee iv. CRC Renovations Steering Committee • Steering Committee April 8th, 2021 Minutes • Steering Committee April 14th, 2021 Minutes – Mayor Napier talked about the steering committee meetings. She advised that the committee met with the Curling Club and the Seniors’ Society about their concerns and talked about the user agreement. She stated they talked about the changes proposed and the layout of the space. She noted that three members of the Steering Committee will meet with three members of the Seniors Society. Administration stated that the steering committee should make a recommendation for the working group. Mayor Napier stated that if it would be a separate committee then it would be done with a motion. Cr. Westwell stated that his only concern is time, and they should come up with three names as soon as possible. They concluded that discussion with Council will decide three people via email. v. Fire Abatement – Administration met with the superintendent of lands on April 23rd. She stated that they are working on identifying the lands for fire smarting and fire break so that they can get them ready for fire season. Once that is done, they will not need a lease or permission from lands. It will just be a project from ENR and the town. D/M Smith asked if ENR received the funding’s they had applied for. Administration did not have any confirmation. vi. Daycare vii. Community Recreation Center – Administration stated that the basement will be done in the next month or so and the goal is to work on the second floor. She advised they are still working on some drawings. They also think that the new fitness facility in the basement will be ready to go in a month or so. Cr. McArthur wondered if the construction company is running on time or not. Administration stated that she would have to speak to Mr. Morrison about the timeline. viii. Truth and Reconciliation Commission – Administration spoke about some of the ITI funding. She stated that those projects funds could be used for indigenous language and history on signing through the town. Corporate Service Standing Committee Date of Meeting: May 4, 2021 Page 2 4. Director’s Report The Director provided a report on the operations of the Corporate Services Department – Administration stated that the 2021 tax notices went out. She stated the guide that council provided was very well explained and had a great public response. She advised there were more people contacting and asking questions. a. Accounts Paid List – The Accounts Paid List from April 2021 was reviewed. b. Correspondence – The Correspondence from April 2021 was reviewed. c. License Report – The License Report from April 2021 was reviewed. 5. Bylaw/Policy Review and Development a. Council Governance Bylaw – Cr. Couvrette stated that the document represents a combination of three separate documents that are currently in place. Council governance bylaw, Council governmence policy and Council of Code Conduct. It was felt by the review committee that it would be more convenient if it were in one full document. He stated that the first question on page 5. Section 10.4 was dealing with motions – the question is about the passing of the chair to let the chair be able to speak on the topic and whether the chair goes after the vote or not. He advised that there was nothing specific in Robert’s Rules of Order. The committee is looking to hear thoughts of Council and how they felt about it. He stated that the general thought is once a chair is handed over to someone else, a council member would make a comment and it would be given back. Cr. Westwell stated that usually how it is governed is once you have spoken about the item, the chair is given back. Cr. Couvrette stated that usually the meat of a discussion happens during a committee meeting and usually the motion passes. Mayor Napier stated that if there was a tie that the Mayor would say how it goes and that would only happen during a regular Council meeting. D/M Smith stated that if a Council member feels strong about a subject that they should be able to vote. Cr. Westwell stated if you want to speak to the item and if you cannot separate yourself from the chair then do not take the mantle. He added that there is a different role between the Mayor and a Councillor. Cr. McArthur stated that he thinks the Mayor should be present at all the committee meetings because she can vote, and the Mayor will break the tie at a Council meeting. D/M Smith stated that is why they drafted this document. Mayor Napier stated that the language would be changed so that the four meetings of council are not in context and that the intent was not that the Mayor does not go to the meeting. Cr. Couvrette continued with the question under Section 10 subsection 1c. our regular meetings of council will not be longer than three hours and will not be longer than 75 minutes. He stated that generally, the meetings go longer than that. He advised that currently the bylaw is that. Cr. Couvrette continued with Section 10.4 paragraph e.