1.L TO ORDER CAL - REGULAR MEETING 2. EXCUSED FROM …

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AGENDA Meeting: February 10, 2020 6:00 p.m. – 10:00 p.m.

Council Chambers 502 – 2 Avenue Bassano

1. CALL TO ORDER - REGULAR MEETING

2. EXCUSED FROM MEETING

3. ADOPTION OF AGENDA

4. ADOPTION OF MINUTES4.1 January 13, 2020 - Regular Council 4.2 January 30, 2020 – Special Council

5. DELEGATIONS5.1 None

6. UNFINISHED BUSINESS6.1 None

7. NEW BUSINESS7.1 Procedural Bylaw 894/20 - Proposed 7.2 Bylaw Revisions and Amendments Bylaw 895/20 – Proposed 7.3 Joint Shared Services – Terms of Reference – Open Discussion 7.4 Community Hall Refund Request – Steinbach 7.5 Airport Land Lease

8. BOARD & COMMITTEE REPORTS

8.1 Mayor R. Wickson Joint Shared Services – January 14, 2020 Newell Foundation – January 14, 2020

8.2 Deputy Mayor T. Rose Newell 911 – February 5, 2020

8.3 Councillor J. Slomp Newell Regional Tourism Association – January 16, 2020

8.4 Councillor K. Jones Shortgrass Library System – January 15, 2020 FCSS – January 29, 2020

8.5 Councillor D. Barlow Recreation Funding Committee – January 27, 2020

8.6 Councillor J. Seely No reports submitted

8.7 Councillor I. Morey No reports submitted

9. CAO REPORTS

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9.1 CAO Operation Report 9.2 Financial statement for the month ending December 31, 2019 9.3 Cheque listing for the month ending December 31, 2019 9.4 CPO report for the month ending January 31, 2020 9.5 RCMP report for the month ending January 31, 2020

10. CORRESPONDENCE

10.1 Alberta Health Services – Legalization of Edibles Publication – January 10, 2020 10.2 Oldman River Regional Planning Services Commission Executive Minutes – November

21, 2019 10.3 Bassano Public Library Minutes – November 5, 2019 10.4 Oldman River Regional Planning Services Commission – ACP - Letter of Support 10.5 Newell Foundation – Meals on Wheels – Service Increase 10.6 Municipal Affairs – MSI Update 10.7 Municipal Affairs – AUMA Meeting Follow-up 10.8 Municipal Affairs – ICIP Support 10.9 Brooks Chamber of Commerce – Response Letter

11. CLOSED SESSION

11.1 FOIP(19) 25(1)(c), Personnel and Legal

12. ADJOURNMENT

Regular Council Meeting January 13, 2020

_________ _________ 1 of 4 Mayor CAO 02/10/20 02/10/20

MINUTES OF THE REGULAR MEETING OF THE TOWN OF BASSANO HELD IN THE COUNCIL CHAMBERS ON JANUARY 13, 2020.

ELECTED OFFICIALS MAYOR Ron Wickson COUNCILLORS Doug Barlow Kevin Jones Tom Rose John Slomp Jackie Seely

Irvin Morey STAFF OTHER

Amanda Davis – Interim Chief Administrative Office Cpl. Sebastian Andrews

1. CALL TO ORDER Mayor Wickson called the meeting to order at 6:00 p.m.


Tom Rose John Slomp

3. ADOPTION OF AGENDA

001/20 Moved by COUNCILLOR MOREY that the agenda is approved as presented.

CARRIED 4. ADOPTION OF MINUTES

4.1 Adoption of minutes from the regular meeting of December 19, 2019

002/20 Moved by COUNCILLOR SEELY that council approves the minutes of the regular meeting held on December 19, 2019 as presented.

CARRIED 5. DELEGATIONS

5.1 Bassano RCMP Detachment

Corporal Andrews entered the meeting at 6:22 p.m.


_________ _________ 2 of 4 Mayor CAO 02/10/20 02/10/20

Andrews presented a third quarter progress report followed by a Q&A session.

Andrews departed at 6:40 p.m.

6. UNFINISHED BUSINESS 6.1 2020 Utility Rates Bylaw 893/20 – Proposed Proposed Utility Rates Bylaw 893/20 was presented and discussed. 003/20 Moved by COUNCILLOR SEELY that council gives first reading to Utility Rates

Bylaw 893/20 as amended. CARRIED

004/20 Moved by COUNCILLOR MOREY that council gives second reading to Utility Rates Bylaw 893/20 as amended. CARRIED

005/20 Moved by COUNCILLOR JONES that council has third reading of Utility Rates

Bylaw 893/20 as amended. CARRIED UNANIMOUSLY

006/20 Moved by COUNCILLOR JONES that council gives third and final reading to Utility

Rates Bylaw 893/20 as amended. CARRIED

7. NEW BUSINESS

None

8. BOARD & COMMITTEE REPORTS

8.1 – 8.7 Written board and committee reports were presented and discussed. 007/20 Moved by COUNCILLOR MOREY to accept the Board and Committee reports as

presented and discussed as attached to and forming parts of these minutes. CARRIED

9. CAO REPORTS

9.1 Operations Report A written CAO report was provided for the period ending January 8, 2020. Beautify Bassano Initiative

008/20 Moved by COUNCILLOR SEELY that Mayor Wickson and Councillor’s Seely, and Slomp are appointed to the Beautify Bassano Initiative volunteer steering committee and that administration develops a Terms of Reference for the steering committee.

CARRIED


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Special Council Meeting 009/20 Moved by COUNCILLOR MOREY that a special council meeting is held on January 30, 2020 at 6:00 p.m. to address Goal 2, Task 3’s second phase report for the Intergenerational and Multigenerational Tiny Home Pilot Project Bassano.

CARRIED 9.2 Community Peace Officer (CPO)

A written CPO report was provided for the period ending December 31, 2019.

010/20 Moved by COUNCILLOR JONES that the CAO report for the period ending January 8, 2020 is approved as presented and discussed as attached to and forming parts of these minutes.

CARRIED 10. CORRESPONDENCE

10.1 Joint Shared Services meeting notes of December 10, 2019 were presented.

10.2 Palliser Economic Partnership minutes of September 20, 2019 were presented.

10.3 Intermunicipal meeting notes of December 18, 2019 were presented. The Village of

011/20 Moved by COUNCILLOR SEELY to accept all correspondence and to file the items as information.

CARRIED 012/20 Moved by COUNCILLOR SEELY to recess the meeting at 9:00 p.m.

CARRIED 013/20 Moved by COUNCILLOR JONES to reconvene the meeting at 9:06 p.m.

CARRIED

11. CLOSED SESSION

014/20 Moved by COUNCILLOR MOREY to go into a closed session at 9:06 p.m. to discuss land matters in accordance with the Freedom of Information and Privacy Act (FOIP) Section 25 (1)(c) with all persons excluded except town council and Interim CAO Davis.

CARRIED

015/20 Moved by COUNCILLOR SEELY to revert to a regular meeting at 10:05 p.m. CARRIED

016/20 Moved by MAYOR WICKSON to accept the investor summary highlights as

presented and discussed. CARRIED


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12. ADJOURNMENT

017/20 Moved by MAYOR WICKSON for adjournment of the regular council meeting of January 13, 2020 at 10:06 p.m.

CARRIED ______________________ ___________________________ Mayor Chief Administrative Officer

Special Council Meeting January 30, 2020

_________ _________ 1 of 2 Mayor CAO 02/10/20 02/10/20

MINUTES OF THE SPECIAL MEETING OF THE TOWN OF BASSANO HELD IN THE COUNCIL CHAMBERS ON JANUARY 30, 2020.

ELECTED OFFICIALS MAYOR Ron Wickson COUNCILLORS Doug Barlow Kevin Jones Tom Rose John Slomp Jackie Seely

Irvin Morey STAFF OTHER

Amanda Davis – Interim Chief Administrative Office None

1. CALL TO ORDER Mayor Wickson called the meeting to order at 6:00 p.m.


Jackie Seely

3. ADOPTION OF AGENDA 018/20 Moved by COUNCILLOR MOREY that the agenda is approved as presented.

CARRIED 4. UNFINISHED BUSINESS

4.1 Strategic Plan Goal 2, Task 3

019/20 Moved by COUNCILLOR SLOMP to go into a closed session at 6:03 p.m. to discuss land and financial matters in accordance with the Freedom of Information and Privacy Act (FOIP) Section 25 (1)(c) with all persons excluded except town council and Interim CAO Davis.

CARRIED

020/20 Moved by COUNCILLOR JONES to revert to a regular meeting at 7:02 p.m. CARRIED

Special Council Meeting January 30, 2020

_________ _________ 2 of 2 Mayor CAO 02/10/20 02/10/20

021/20 Moved by COUNCILLOR ROSE to accept the Phase 2 report for the Intergenerational and Multigenerational Tiny Home Pilot project as presented and discussed, and to direct John Brown Architect to proceed with the development of the Phase 3 report, Implementation and Action Plan.

CARRIED

6. ADJOURNMENT

022/20 Moved by COUNCILLOR MOREY for adjournment of the special council meeting of January 30, 2020 at 7:08 p.m.

CARRIED ______________________ ___________________________ Mayor Chief Administrative Officer

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REQUEST FOR DECISION

Meeting: February 10, 2020 Agenda Item: 7.1

Procedural Bylaw 894/20 - Proposed BACKGROUND: As per the Municipal Accountability Program (MAP) review that was conducted by Municipal Affairs in mid-2019, the Town’s Bylaw Procedural Bylaw 823/10 required updates to meet legislative requirements. Bylaw 894/20 is proposed to achieve compliance. This bylaw serves the purpose of regulating the procedures and conduct of Council and Council committee meetings. Updates and revisions to Bylaw 894/20 are as follows:

• Revised grammar. • Sentences restructured. • Definitions updated. • All “In-Camera” references revised to “Closed Sessions”. • Section 3.7 deleted, as it was already covered in section 3.5 and 3.6. • Section 5.3.7 updated to include Designated Officers. • Section 6.4 referencing meeting times updated from 7:00PM to 6:00PM as per Councils

resolution, 264/18. • Section 8 regarding the cancellation of meetings updated to “meetings may be cancelled by

resolution of Council” for both regular and special meetings. • Section 9 Revised from “Council Committees are created by a Motion of Council at a Regular

Council Meeting” to “by Bylaw as required by Section 145 of the MGA.” • Section 9.5 Revised from “Council may create an ad hoc Committee by Motion to be formed to

address a single issue or matter.” to “by bylaw as required by section 145 of the MGA” • Section 23.3.2, 23.4, & 23.5 adjournment time is revised from 11:00PM to 10:00PM, The time

period at which to vote for a meeting extension is changed from 10:30PM to 9:30PM. • “Delegation Request form (Schedule A)” added to Section 26.1. Section 26 revised to address

delegate procedures. • Schedule A added.

OPTIONS:

#1 – Council may give all three readings to the Procedural Bylaw at this meeting.

#2 – That council gives first and second reading to the Procedural Bylaw #894/20.

#3 – That council gives first reading to the Procedural Bylaw #894/20. CAO COMMENTS: To achieve compliance with the MAP directives, the Procedural Bylaw must be passed before July 21, 2020. ALIGNMENT WITH STRATEGIC PLAN This is an operational matter and is not outlined in the strategic plan. PROPOSED RESOLUTION:

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1. That council gives first reading to Procedural Bylaw #894/20. 2. That council gives second reading to Procedural Bylaw #894/20.

Attachments:

1. Procedural Bylaw #894/20.

Prepared by: Jordan Mitchell, Executive Assistant Reviewed by: Amanda Davis, Interim CAO

Bylaw #894/20 Page 1 of 30

BYLAW Bylaw Number: 894/20

Bylaw Name: Procedural Bylaw

A BYLAW OF THE MUNICIPALITY IN THE PROVINCE OF ALBERTA, TO REGULATE THE PROCEDURES AND CONDUCT OF COUNCIL AND COUNCIL COMMITTEE MEETINGS. WHEREAS Council of the Town of Bassano has the authority under section 145 of the Municipal Government Act, R.S.A. 2000 s-M-26, and related amendments, to enact bylaws respecting the establishment of Council Committees, Procedures and Conduct of Council, Council Committees, and the Conduct of Councillors and Members of Council Committees; and

WHEREAS Council of the Town of Bassano considers it expedient and desirable for effective governance to regulate the procedure and conduct of Council, Councillors and others attending Council and Council Meetings in the Town of Bassano;

NOW THEREFORE the Council of the Town of Bassano enacts as follows: 1. TITILE

1.1 This bylaw shall be known as the “Council Procedural Bylaw” Bylaw and applies to all Members attending Meetings of Council and Committees established by the Council of the Municipality.

2. DEFINITIONS

2.1 “Act” means the Municipal Government Act, revised statutes of Alberta 2000, Chapter M-26 and amendments.

2.2 “ad hoc” means an organization, committee, or commission created for a specific task. 2.3 “Agenda” means the list of items and order of business for any meeting. 2.4 “Amend” means a motion to add context or details to a currently debated motion. 2.5 “Business Day” means a full regularly scheduled working day for the Administration Office. In

reference to Delegations (Section 26 of this Bylaw), full business days allow for the correlating and copying of information to be included in Council Packages.

2.6 “Bylaw” means a bylaw of the Town of Bassano. 2.7 “Call the Question” means immediately terminating debate and calling for a vote. This is a non-

debatable Motion.


2.8 “Chief Administrative Officer” or “CAO” means the person appointed to the position of Chief

Administrative Officer by Council. 2.9 “Chief Executive Officer” or “CEO” means the person appointed to the position of Chief

Executive Officer as defined in the Act, which shall be the Mayor unless otherwise determined by Council.

2.10 “Chair” means the person presiding and conducting meetings. 2.11 “Closed Session” shall mean a session which is held in private (closed to the public) and may

include specific persons invited to attend by the Chair, Council or the Committee. All discussions in closed sessions are deemed as confidential, and no motions can be made in closed sessions.

2.12 “Committee” means a committee created by Council (such as at the annual Organizational meeting) that is either a Standing Committee, Special Committee, ad hoc Committee, or an external Council Committee.

2.13 “Committee of the Whole” means a committee consisting of all Members of Council. A meeting

of the Committee of the Whole may be held in a closed session or in a public session depending on the issue being discussed.

2.14 “Council” means the council of the municipality. 2.15 “Councillor” means a Councillor elected to represent the Town of Bassano. 2.16 “Delegation” means any person or persons having permission of Council to appear before

Council, or a Committee of Council to provide pertinent information and views about the subject before Council or Council Committee.

2.17 “Deputy Mayor” means the Member of Council who is appointed pursuant to the Act to act as Mayor in the absence or incapacity of the Mayor.

2.18 “Ex Officio” means by right of the office, the C.E.O. is a Member of all Council Committees and all bodies to which Council has the right to appoint Members. Unless the named Members or alternate to the Committee, the C.E.O. does have voting privileges.

2.19 “Mayor” means the Chief Elected Official (C.E.O.) for the Town. 2.20 “Member” means a Councillor or Member at Large, appointed by Council to a Committee of

Council. 2.21 “Member at Large” means a Member of the public appointed by Council to a Committee of

Council. 2.22 "Meetings" means meetings of Council and Council Committees.


2.23 “Motion” means an action presented by a Councillor or Member of a Committee and made through the Chair that requests some consideration of action by Council or Committee. For a Motion to be structurally complete, it is required to address the who, what, when, where and why questions.

2.24 "Municipality" means the corporation of the Town of Bassano, 2.25 “Person” includes an individual, partnership, association, body corporate, trustee, executor,

administrator, or legal representative. 2.26 “Point of Information” means a question or request directed through the Chair to another

Member or to staff for information relevant to the business at hand but not related to the Point of Procedure.

2.27 "Point of Order" means the raising of question directed to the Chair to call attention to any

departure from the Procedure Bylaw. 2.28 “Point of Procedure” means a question directed to the Chair to obtain information of a matter

of the rules of the Town bearing on the business at hand in order to assist a Member to make an appropriate Motion, raise a point of order, or understand the situation or the effect of a Motion.

2.29 “Question of Privilege” means a raising of a question which concerns a

Member of Council, or the Council collectively when a Member believes that another Member has spoken disrespectfully towards him/her or the Council, or when he/she believes comments have been misunderstood or misinterpreted by another Member or Members.

2.30 “Quorum” means a majority (50% + 1) of those Members elected and serving on Council. 2.31 “Recess” means a non-debatable action for a temporary break of Council/Committee business;

any Member may request a recess through the Chair. 2.32 “Recording Secretary” means the person assigned to record minutes of the meeting. 2.33 “Table" means a Motion to delay the consideration of any matter to a definite time, when

further information is to be obtained. 2.34 “Town” means the Town of Bassano. 2.35 “Urgency” or “emergent items” (in reference to Addendums Section 25.7 of this Bylaw) means

an item (Addendum – addition to the agenda) is to be added to a previously distributed Agenda, then the Addendum shall pass a test of ‘Urgency’. If the Addendum is time-sensitive or where failure to provide immediate action may cause financial or other distress to the Municipality, Council or a Committee, then the Chair may authorize the addition of the Addendum to the Agenda. All additions must be supported by written background information.


3. GENERAL

3.1 In accordance with Section 204 of the Act, the municipal office shall be the Town of Bassano Administration Office located at 502 2nd Avenue, Bassano, Alberta.

3.2 Council of the Town of Bassano shall consist of seven (7) elected officials. 3.3 At the Organizational Meeting following the date of the general Election, and annually

thereafter, not later than two weeks after the third Monday in October, Council Members shall elect one of its elected officials as Mayor and one of its elected officials as Deputy Mayor.

3.4 The CEO shall be referred to as the Mayor.

3.4.1 Responsibilities of the Mayor are established in Part 5, Division 3, Duties, Titles, and Oaths of Councillors of the Act.

3.4.2 If the Mayor, through illness, absence, or other cause, is unable to perform the duties of this office, or when the office is vacant, the Deputy Mayor will assume the powers of the Mayor and shall perform all the duties of the Mayor during the Mayor’s inability or absence.

3.4.3 When both the Mayor and Deputy Mayor, through illness, absence or other cause, are unable to perform the duties of the office, the Council may appoint a temporary Acting Chief Elected Official or Chair as per Section 152(3) of the Act.

3.4.4 The Mayor and Deputy Mayor who have been appointed to their offices by the Council may resign their appointments while retaining their seats on the Council.

3.4.5 When the office of Mayor or Deputy Mayor become vacant by death, resignation, forfeiture or otherwise, the Council shall forthwith elect one of the Councillors to fill the position for the remainder of the term of office and in accordance with Section 162 of the Act.

3.4.6 The Mayor and Members of Council may be paid remuneration, travel, subsistence and out of pocket expenses that may be set by the Council and outlined in Council Policies.

3.5 General duties of Councillors and the Mayor are established in Part 5, Division 3, Duties, Titles, and Oaths of Councillors of the Act.


3.6 The Council is responsible for:

3.6.1 developing and evaluating the policies and programs of the Town;

3.6.2 ensuring that the powers, duties and functions of the Town are appropriately carried out; and

3.6.3 carrying out the powers, duties and functions expressly given to it under the MGA or any other enactment.

4. SERVABILITY

4.1 If any portion of this Bylaw is declared invalid by a Court of competent jurisdiction, then the invalid portion shall be severed, and the remainder of the Bylaw shall be deemed valid.

5. Meetings

Organizational Meetings

5.1 An Organizational Meeting of Council shall be held annually not later than 2 weeks after the 3rd Monday in October, as per Section 192 of the Act.

5.2 The Councillors shall take the Oath of Office upon being elected (Part 5, Section 3, 156, as per the Act). By right of this office and taking of the Oath, the Councillor is a Commissioner for Oaths.

5.3 The Agenda of the Organizational Meeting shall be restricted to:

5.3.1 Establishing regular meeting dates for Council for the next twelve months and all Members of Council must be present

5.3.2 Establishing any ad hoc Council Committees;

5.3.3 Selection of the Mayor and Deputy Mayor by election of elected Councillors; by either show of hands or secret ballot. The voting method shall be determined by show of hands;

5.3.4 Appointment of Councillors as Members and alternates to Council Boards and Committees and ad hoc Council Committees;

5.3.5 Appointment of Members at Large to any agencies, committees, boards to


which Council has the right to appoint Members;

5.3.6 Any such other business as is required by the Act;

5.3.7 Annual appointment of Professionals including but not limited to Assessor, Auditor, Legal Advisor, Engineer, Banking Services, and Designated Officers.

5.3.8 Referring to Section 5.3.2 and 5.3.4 of this Bylaw, the Mayor will lead Council through the Boards & Committees list. If a Councillor wishes to be the representative or alternate on a particular board or committee, they must verbally indicate their desire when that board or committee is being addressed. In the case of two or more Councillors wishing to be the representative or alternate to a board or committee, a vote of Council shall be taken, by either show of hands or secret ballot. The voting method shall be determined by show of hands.

5.3.8.1 Should a Councillor dispute or disagree with an appointment recommendation, Council as a whole shall debate the appointment and, by majority vote, complete the final determination.

6. REGULAR COUNCIL MEETINGS

6.1 Notice of regularly scheduled meetings, as per Section 5.3.1, do not need to be advertised.

6.2 Attendance by Councillors is required as pursuant to Section 153(c) of the Act.

6.3 If Council changes the date, time, or place of a regularly scheduled meeting, the Town shall give at least 24 hours’ notice of the change:

6.3.1 to any Member of Council not present at the meeting at which the change was made, and such notice shall be in accordance with Section 196(1) of the Act; and

6.3.2 to the public and such notice shall be by means of posting a notice on the front door of the Municipal Office and noting the change on the Town Website.

6.4 The time for Regular Council Meetings shall be 6:00 PM>

6.5 All meetings shall be held in public excepting “Closed Sessions”.

7. SPECIAL MEETINGS

7.1 Special Meetings shall be held as per Section 194 of the Act.

8. CANCELLATION OF MEETINGS


Regular meetings may be cancelled by a resolution of Council if:

8.1 By a majority of Members at a previously held Meeting: or

8.2 with the written consent of a majority, provided twenty-four (24) hours’ notice is provided to Members and the public; or 8.3 with the written or oral consent of two-thirds (2/3) of the Members if twenty-four (24) hours’

notice is not provided to the public. Special Meeting may be cancelled by a resolution of Council if: 8.4 if oral consent is given by the majority of Council if twenty-four (24) hours written notice is

provided to all Members and the public; or, 8.5 if oral consent is given by the majority of Council if less than twenty-four (24) hours’ notice is

provided.

9. COMMITTEE MEETINGS

9.0 Council Committees are created by Bylaw as required by Section 145 of the MGA.

9.1 The times for the beginning of Council Committee meetings shall be set by Motion by the Council Committee.

9.2 Standing Council Committees shall be established and governed by a policy or Bylaw approved by Council. Where appropriate authority is delegated to a Standing Committee, such Committee and its mandate shall be established by Bylaw.

9.3 The Mayor shall be deemed to be an ex officio Member of all Committees of Council.

9.3.1 When attending a Committee, which the Mayor has not been specifically assigned as a representative, the Mayor shall have a right to vote only when an appointed Member of Council assigned to that Committee is absent and the Mayor has been asked, either formally or informally, to be the representative or alternate.

9.3.2 Staff may be asked to participate as advisors to Committees of Council. Unless otherwise specified in the Terms of Reference of a Committee, advisors are not voting Members.

9.4 Council Committee Chairs:


9.4.1 For Committees of Council, the position of Chair shall be selected by vote of the Members appointed by Council, which shall include Members at Large appointments.

9.4.2 Where the Town and another Municipality share representation on the Council Committee or Boards, the Members shall select the Chair by a vote of the Members.

9.5 ad hoc Committees:

9.5.1 Council may create an ad hoc Committee meeting by motion of council at a regular meeting as required by section 145 of the MGA to address a single issue or matter. An ad hoc Committee shall be deemed as temporary, with a life-span of no more than twelve (12) months after creation.

9.5.2 The ad hoc Committee shall be advised of their mandate by Council at the time of creation, and Council shall appoint the Members.

9.5.3 The ad hoc Committee will provide regular written reports to Council at least once a month and Council shall determine, with each report, whether there is a need for the ad hoc Committee to continue to exist.

9.5.4 Should the term of the ad hoc Committee come to an end, or Council determines that the work of the ad hoc Committee should continue, Council may choose to:

9.5.4.1 Extend the life of the ad hoc Committee for an additional twelve (12) months by Motion; or

9.5.4.2 Convert the ad hoc Committee to a Standing Committee of

Council, by Bylaw, with a long-term mandate.

9.5.5 ad hoc Committees’, though temporary in nature, shall operate as other committees, being public meetings, with minutes kept, and same procedures followed as Standing Committees.

9.6 Alternates: The Mayor may temporarily appoint any Council Member to take the place of any Member or alternate of the Council Committee who is unable to attend a meeting of that Council Committee. Council Committee Alternates must be appointed during the Organizational Meeting.


9.7 Council Committees shall meet at the call of the Chair, and have a written agenda, but notice must be provided to Committee Members and the Public pursuant to the requirements of this Bylaw and the Act.

9.8 All Council Committees are advisory to Council unless authority to exercise or perform any power or duty has been specifically delegated by a Council Bylaw.

9.9 The basic responsibilities of a Council Committee are as follows:

9.9.1 to analyze all matters placed before them and submit written recommendations to Council on ways and/or means of dealing with these matters;

9.9.2 to receive written reports for information purposes. Written reports received for information may be forwarded to Council at the discretion of the Council Committee, and must be forwarded to Council if required under any policy, bylaw or statute;

9.9.3 to refer matters to Administration, through the C.A.O, for research and to provide direction on the preparation of written reports;

9.9.4 to submit recommendations to Council on any action or decision recommended

on any matter within the jurisdiction of the Council Committee;

9.9.5 in appropriate cases, to submit matters to Council without recommendations;

9.9.6 not to appropriate, expend, commit, or direct the expenditure of any money not provided for in the budget and authorized in Committee mandate and Bylaw by Council;

9.9.7 not to bind its actions on the Town unless power to take such action has been specifically delegated to the Committee by Council in a Bylaw;

9.9.8 not to give direct instructions to any Town employee except through the C.A.O. In the event that the C.A.O.

9.10 All Council Board and Committee Members must follow the procedural rules of Council as set out in this Bylaw.

9.11 All Committees created by Council shall be reviewed annually at the Organizational Meeting.


External Committees:

9.12 External agencies, boards, commissions, and committees refer to an agency, board, commission or committee not created by Council and shall be made in reference to in this Bylaw as External Committees.

9.12.1 Councillors will review the appointment chart for External Committees annually at the Organizational Meeting;

9.12.2 Council may add an External Committee by Motion during a Regular Council Meeting.

9.12.3 Councillors will be appointed, along with alternates, to the External Committees

at the Organizational Meeting annually; 9.12.4 Each External Committee shall elect its own Chair;

9.12.5 Councillors serving on External Committees shall represent the interest of the whole Town and shall keep Council informed of Committee business with written reports and provide an update during the Council External Committee Report portion of the Regular Council Meeting;

9.12.6 Councillors appointed to an External Committee that are motioned by that External Committee to attend an event apart from the scheduled meeting, in support of that External Committee do so under the External Committee Budget;

9.12.7 Following the appointment of the Mayor, Councillor or Member-at-Large to an External Committee, the C.A.O. shall advise the External committee of the appointment and the following:

9.12.7.1 that the Member to the External Committee, shall forward to the Town of Bassano a ratified copy of the minutes, of any board that holds meetings monthly, within 30 days of each meeting, along with the dates and locations of any scheduled future meetings, and

9.12.7.2 that where the Mayor or a Councillor is appointed to the External Committee shall not be expected to act as an advocate for the External Committee, and significant issues such as


funding requests and long-term plans should be presented to the Town of Bassano Council by the Chair, or their designate of the External Committee.

9.12.8 The C.A.O. shall maintain a register of External Committees, the Members of Council and staff of the Town of Bassano who attended, and where the appointed Member of Council was unable to attend. This register shall be available to the Mayor and Councillors on request and shall be submitted to each Organizational Meeting. The C.A.O. shall also maintain a register of scheduled External Committee meetings including the name, date, time and location of meetings. This register of scheduled External Committee meetings shall be available to all Members of Council at each regular Council meeting. If an appointed Councillor is unable to attend an External Committee meeting, they shall contact the alternate Member to attend, thereby ensuring that the Town is represented at all meetings.

10. CLOSED SESSIONS

10.1 Council recognizes that Section 198 of the Act provides for the public to be present at meetings, and it is the intent and desire of Council to remain open, accountable and transparent to the public.

10.2 Closed sessions shall only be permitted for matters pursuant to Sections 17, 18, & 19 of the Freedom of Information and Protection of Privacy Act.

10.3 Whenever Council or a Committee meets in a closed session the C.A.O., or designate, shall be present. An exception is provided when Council meets to discuss the C.A.O. annual performance.

11. PUBLIC HEARINGS

11.1 The conduct of any statutory Public Hearing shall be governed by this Bylaw.

11.2 Wherever possible, persons interested in speaking at a Public Hearing should register with the Recording Secretary or submit their questions and concerns in writing prior to the Public Hearing.

11.3 The Chair shall declare the Public Hearing in session and shall outline the Public Hearing Procedures.

11.3.1 The Chair may call upon the C.A.O. or Department Manager to introduce the

Motion or Bylaw, and to briefly state the intended purpose.


11.3.2 Public Hearing presentations are followed by: 11.3.2.1 those speaking in favour; 11.3.2.2 those speaking against; 11.3.2.3. follow-up questions from Members; and 11.3.2.4 Motions. 11.4 Where applicable, the C.A.O. shall advise of any third party officially applying for the Bylaw

or Motion (For example, as in proposed Bylaws to amend the Land Use Bylaw). 11.5 Immediately following the introduction of the Bylaw or Motion, any Member who has

pecuniary interest in the Motion or Bylaw for which the Public Hearing is being held shall declare this interest and shall be excused from the table.

11.6 Upon leaving the table, the Member has the same rights as any other person attending the Public Hearing and may stay in attendance at the Public Hearing and make presentations. However, when the matter reviewed at the Public Hearing comes before Council for deliberation, the Member must adhere to all clauses of Section 30 of this Bylaw pertaining to Pecuniary Interest.

11.7 The Chair shall request those who wish to make presentations to identify themselves so that their names can be recorded in the minutes. A five (5) minute time limit is given per presentation unless otherwise determined by the Chair.

11.8 Members, who are absent for the whole of the Public Hearing, are not entitled to vote on the matter.

MEETING PROCEDURES

12. QUORUM

12.1 As soon as there is a Quorum of Members of Council after the hour fixed for the meeting, the Chair shall call the meeting to order; in the case of the Mayor or Deputy Mayor not in attendance within fifteen (15) minutes after the hour appointed for the meeting and a quorum is present, the C.A.O. shall call the meeting to order and a Chairman shall be chosen by the Councillors present who shall preside during the meeting until the arrival of the Mayor or Deputy Mayor. The Recording Secretary shall record the arrival and departure of Council Members at meetings should a Member of Council arrive late at a meeting or depart prior to the completion of the meeting.


12.2 Unless a Quorum is present within fifteen (15) minutes after the time appointed for the meeting, the meeting shall stand adjourned until the next regular meeting date or until a Special Meeting is called to deal with the matters intended to be dealt with at the adjourned meeting.

12.3 The Recording Secretary shall record the names of the Members of Council present at the

expiration of the fifteen (15) minute time limit and such record shall be appended to the next Agenda.

12.4 The only action that can legally be taken in the absence of Quorum is to fix the time in which to adjourn (if more than fifteen (15) minutes is being allowed), adjourn, recess, or to take measures to obtain a Quorum.

12.5 In the event that Quorum is lost after a meeting is called to order, the meeting shall be suspended until Quorum is obtained. If Quorum is not obtained within fifteen (15) minutes, the meeting shall stand adjourned.

13. PUBLIC CONDUCT

13.1 Members of the public who constitute the audience in the Council Chamber during a Council meeting shall:

13.1.1 maintain order and quiet;

13.1.2 not applaud or otherwise interrupt any speech or action of the Members, or any

other person addressing Council; and 13.1.3 all personal electrical devices need to be on vibrate or tuned off.

13.2 A Member of the public who persists in a breach of 13.1 above, after having been called to

order by the Chair may, at the discretion of the Chair be ordered to leave Council Chambers.

14. MEMBERS CONDUCT

14.1 Each Member or delegate, as the case may be, shall address the Chair but shall not speak until recognized by the Chair.

14.2 The Chair, with the approval by Motion of the Members, may authorize a person in the public gallery to address Members only on the topic being discussed at that time and within the time limits specified by the Chair.


14.3 The preparation and distribution of minutes of Council and Committees shall be the responsibility of the C.A.O. and may be delegated to a Recording Secretary (see Section 209 of the Act).

14.4 A Member shall not: 14.4.1 use offensive words or unparliamentary language;

14.4.2 be under the influence of drugs or alcohol; 14.4.3 disobey the rules of Council or decisions of the Chair or of Members on

questions of Order or Practice, or upon the interpretation of the rules of Council;

14.4.4 leave their seat or make noise or disturbance while a vote is being taken and

the result is declared;

14.4.5 enter the Council Chambers while a vote is being taken;

14.4.6. interrupt a Member while speaking, except a Point of Order or Question of Privilege; and

14.4.7 all personal electrical devices need to be on vibrate or tuned off.

14.5 A Member who persists in a breach of Clause 14.4.2 above, may at the discretion of the

Chair be excused from the duration of the meeting. 14.6 At the discretion of the Chair, the Member may resume their seat following an apology. 14.7 A Member who wishes to leave the meeting of Council, without intent to return prior to

adjournment, shall so advise the Chair and the time of departure shall be recorded in the minutes.

15. RULES OF DEBATE

15.1 In Council, a Councillor wishing to speak on a matter that has been brought before Council shall indicate their intention by raising their hand to be recognized by the Chair, and shall not speak more than once until every Member of Council has had the opportunity to speak except:

15.1.1 in the explanation of the material part of the speech which may have been misunderstood; or


15.1.2 in reply, to close debate, after everyone else wishing to speak has spoken, or to provided that the Member of Council presented the Motion to the meeting.

15.2 Through the Chair, a Member of Council may ask questions of another Member of Council or Staff on a point of information relevant to the business at hand.

15.3 All questions or debate shall be directed through the Chair.

15.4 Members shall:

15.4.1 refrain from the use of offensive words or language, or name calling in the meeting;

15.4.2 adhere to the rules of the meeting or decision of the Chair or of the Members

on questions of order or practice; or upon the interpretation of the rules of the meeting;

15.4.3 not leave their seat or make any noise or disturbance while a vote is being taken and the result is declared;

15.4.4 not interrupt a Member while speaking, except to raise a Point of Order or Question of Privilege;

15.4.5 not have side conversations with other Members.

15.5 A Member or Members who persist in a breach of the foregoing section, after having been called to order by the Chair, may, at the discretion of the Chair, be ordered to leave their seat, or the meeting room, for the duration of the meeting.

15.6 At the discretion of the Chair, a Member may resume their seat following an apology. Failure to leave or apologize will result in the Chair calling a recess, and at the discretion of the Chair, call authorities for the enforcement of this bylaw.

15.7 A Member who wishes to leave the meeting prior to the adjournment shall so advise the Chair and the time of the departure shall be noted in the minutes.


16. MOTIONS

16.1 A Motion is put to the floor for a vote after discussion.

16.1.1 A Motion shall not require a seconder.

16.2 A Motion may be withdrawn at any time before voting, subject to no objection from any Member, as the case may be.

16.3 Any Member may require the Motion to be read at any time during the debate, except when a Member is speaking.

16.4 A mover of a Motion must be present when the vote on the Motion is taken. If a Motion cannot be voted on before the meeting is adjourned, the Motion shall be deemed as lost.

16.5 When a Motion is under debate, no Motion shall be received other than a Motion to:

16.5.1 WITHDRAW: When the mover wishes to withdraw the Motion or substitute a different one in its place. Once the Motion is withdrawn, the effect is the same as if the Motion had never been made and no record of the motion will be recorded in the minutes;

16.5.2 TABLE: When a Member(s) requires additional information or wants to have a time or date for the issue to be brought back. This Motion is non-debatable, and the vote is called;

16.5.3 CALL THE QUESTION: That a vote must now be taken, and discussion has closed;

16.5.4 REFER: Generally used to send a pending question to a Committee, department or selected persons so that the question may be carefully investigated and put into better context for Council to consider, and should include direction as to the Person or Group to which it is being referred;

16.5.5 AMEND:

16.5.5.1 Only one amendment at a time shall be presented to the main

Motion. When the amendment has been disposed of, another may be introduced. All amendments must relate to the matter being discussed in the main Motion and shall not so substantially alter the Motion as to change the basic intent or


meaning of the main Motion. The Chair shall rule on disputes arising from amendment.

16.5.5.2 The amendment shall be voted upon and, if any amendment is carried, the main Motion, as amended, shall be put to vote, unless a further amendment is proposed.

16.5.5.3 Nothing is this section shall prevent other proposed amendments from being read for the information of the Members.

16.5.5.4 When the Motion under consideration contains distinct propositions, the vote upon each proposition shall, at the request of any Member, be taken separately.

16.5.6 RESCIND: Motion to Rescind is a Motion that may be accepted by the Chair only if the action of the motion has not commenced. If passed by a majority vote of the Members present, the previous Motion referred to would be declared null and void.

16.5.7 NOTICE OF MOTION: should be used to give notice by a Member when an extended period of time is advisable prior to considering a subject.

16.5.7.1 A Notice of Motion shall be recorded in the minutes and shall form part of the Agenda for the subsequent or future meeting as requested.

16.5.8 The following Motions are NON-DEBATABLE by Members:

16.5.8.1 ADJOURNMENT; 16.5.8.2 CALL THE QUESTION; 16.5.8.3 LIMIT DEBATE on a matter before Members; 16.5.8.4 POINT OF ORDER; 16.5.8.5 QUESTION OF PRIVILEGE; 16.5.8.6 TABLE; 16.5.8.7 TAKE A RECESS.

16.5.9 The wording of a Motion may be either POSITIVE or NEGATIVE in presentation.

(i.e.: “... Council shall support ...” or “... Council shall not support ...”)


16.5.10 DEFEATED: When a Motion is defeated by Council the Motion shall not be brought back to the table for a period of six (6) months from the date the Motion was defeated unless there is a reconsidering motion where information relevant to the defeated motion may change the result.

17. POINTS OF INFORMATION, ORDER, PROCEDURE AND QUESTION OF PRIVILEDGE

17.1 When a Point of Information or Order, Point of Procedure, Question or Privilege arises, it shall be considered immediately.

18. POINTS OF INFORMATION

18.1 When a Point of Information is raised, the Chair shall answer or direct the Point to the appropriate Member of the Administration.

19. QUESTIONS OF PRIVILAGE

19.1 A Member who desires to address Council upon a matter which concerns the rights or privileges of the Council collectively shall be permitted to raise such Question of Privilege. While the Chair is ruling on the Question of Privilege, no one shall be considered to be in possession of the floor.

20. APPEAL RULING

20.1 The decision of the Chair shall be final, subject to an immediate appeal by a Member. If the decision is appealed, the Chair shall give concise reasons for his/her ruling and Council, without debate, shall set aside the question. The ruling of Council shall be final.

21. POINT OF ORDER

21.1 The Chair shall preserve order and decide upon any Points of Order.

21.2 A Member who desires to call attention to an infraction of procedure shall raise a Point of Order to the Chair. When the Member has been acknowledged, the Member shall state the Point of Order with a concise explanation and shall accept the decision of the Chair upon the Point of Order.

21.3 The speaker in possession of the floor, when the Point of Order was raised, shall retain in the right to the floor when debate resumes.

21.4 A Member called to order by the Chair shall immediately vacate the floor until the Point of

Order is dealt with and shall not speak again without the permission of the Chair unless to


appeal the ruling of the Chair.

21.5 The decision of the Chair shall be final, subject to an immediate appeal by a Member of the meeting.

21.6 If a decision of the Chair is appealed (Section 20.1 of this Bylaw), the Chair shall provide concise reasons for the ruling and the Members shall, without debate, decide the question. Decision of the Members shall be final.

22. VOTING ON A QUESTION

22.1 In accordance with Section 174(f) of the Act, every Member of Council present, including the Mayor, shall vote on every matter at a Council or Committee Meeting at which they are present, unless they are required to or permitted to abstain from voting under this or any other Bylaw, Act, or other legislation.

22.1.1 The Mayor shall read out the Motion for clarity before a Call for Question takes place.

22.2 When a Motion that a vote be taken (Call for Question) is presented, it shall be put to a vote without debate and, if carried by a majority vote of the Members present, the Motion and any amendments thereto shall be submitted to a vote immediately without further debate.

22.3 A Member present at a meeting shall make a request for a recess if, for any reason, the Member may be away from the Meeting during a time when a vote on a matter is imminent, unless that Member is excused from the voting pursuant to this Section.

22.4 Voting shall be completed simultaneously by raising of the hand after the Chair has called for those “In Favor” and those “Opposed” to the Motion.

22.5 When a Chair, having ascertained that no further information is required, commences to

take a vote, no Member shall speak to, or present another Motion, until the vote has been taken on the current Motion or amendment, and the decision announced by the Chair.

22.6 Any Member who disagrees with the announcement made concerning the result of a vote may immediately object to the declaration, and the Chair shall call for the vote a second and final time. The determination of the Chair shall be final.

22.7 Whenever the Chair is of the opinion that a Motion is contrary to the rules and Privileges of Council, the Chair shall inform the Member thereof immediately, before Calling the


Question, and shall cite reasons applicable to the case without argument or comment.

22.8 In all cases not provided for in the proceedings of the Council, a two-thirds (2/3) majority of Council shall determine to uphold the ruling of the Chair, or not, as the case may be.

22.9 If a vote of Council is requested to be a RECORDED VOTE by a Member then the Recording Secretary shall enter a Recorded Vote in the Minutes. The request for a recorded vote must be made prior to the call for the question.

22.10 If there is a TIE VOTE for or against a Motion or Bylaw, then the Motion or Bylaw is defeated.

22.11 The C.A.O. shall advise Council whenever expert advice is required or requested.

22.12 Council, and all individual Councillors, shall ensure that all advice, including engineering advice, staff advice, and recommendations/advice from Administration is considered and that if the advice is not going to be followed, Council must document as part of the minutes the reasons for not following such advice.

23. ADJORNMENT OF MEETINGS & ADJORNMENT TIME

23.1 If all items on the Agenda have been addressed, the Chair shall simply state that the Agenda has been completed, note the time to the Recording Secretary, and call the meeting adjourned, without a Motion from the Members.

23.2 Should the Agenda NOT be completed, a non-debatable Motion to adjourn the meeting can be presented, but it must be supported by two-thirds majority (2/3) of the quorum;

23.3 Unless otherwise determined pursuant to the provisions of this Bylaw, Adjournment Time is:

23.3.1 at the conclusion of the Agenda as adopted by Council; or

23.3.2 at Ten o’clock in the evening (10:00 PM) if a meeting is in session at that hour.

23.4 Notwithstanding the provisions in Section 23.3 of this Bylaw, Council may, by a unanimous Motion of Members present, agree to an extension of the meeting time. A vote to extend the time of the meeting beyond Ten o’clock in the evening (10:00 PM) must be taken not later than Nine Thirty in the evening (9:30 PM).


23.5 Unless there has been a Unanimous Motion passed within the prescribed time extending the meeting beyond the Ten o’clock in the evening (10:00 PM) all matters of business which appear on the Agenda for the Meeting, and which have not been dealt with by that time, shall be deemed to be postponed until the next Regular or Special Meeting.

24. DUTIES OF THE CHAIR

24.1 The Chair shall preside over the conduct of the meeting, including the preservation of good order and decorum, ruling on Points of Order, replying on Point of Procedure, and deciding on questions relating to the orderly procedure of the meeting, subject to an appeal by any Member from any ruling of the Chair.

24.2 Any Member at any time, through the Chair, can request a short recess between Agenda

items, at any meeting. The Chair shall make reasonable efforts, including calling for a recess, to ensure all Members in attendance at a meeting are present while a vote is being taken, unless a Member is excused from voting in accordance with the Act or this Bylaw.

24.3 The Chair should provide every Member the opportunity to speak on a discussed item.

24.4 A Member, through the Chair, may invite persons forward from the audience to speak with the permission of the Council or Committee, if it is deemed to be within the best interests of the issue being discussed, the public, and the conduct of good business.

24.5 In the absence or inability of the Mayor or Deputy Mayor to act as Chair of the Meeting, Council shall appoint a Councillor as Acting Mayor or Chair as provided by the Section 152(3) of the Act.

24.6 The Chair shall be expected to participate in debate and vote, without relinquishing the Chair.

25. AGENDA AND ORDER OF BUSINESS

25.1 The Agenda is a document used by Council or a Committee, therefore although the duty to collate the Agenda may be delegated, Council or the Committee shall have final determination as to what will or will not be included on the Agenda.

25.2 Prior to each meeting, the C.A.O. shall cause to be prepared a statement of the order of business to be known as the “Agenda” of all matters to be brought before Council. To enable the C.A.O. to do so, all documents and notice of delegation intended to be submitted to the Council shall be received by the C.A.O. no later than 12:00 Noon on the third (3rd) business day before the meeting.


25.3 The C.A.O. shall place at the disposal of each Member a copy of the Agenda and all supporting materials no later than 2:00 PM, three (3) calendar days before the meeting.

25.4 The business intended to be dealt with shall be stated in the Agenda.

25.5 The order of business established in Section 25.4 of this Bylaw shall apply unless altered by the Chair with no objection from Members, or otherwise determined by a majority vote of the Members present, and the vote upon a matter of priority of business shall be decided without debate.

25.6 Where the deadline in Sections 25.2 and 25.3 of this Bylaw are not met, the Agenda and supporting materials shall be deemed to be acceptable by Council when the Agenda is adopted at any Council meeting.

25.7 Addendums:

25.7.1 Council may consider the Urgency of any item(s) proposed to be added only with supporting written documentation, or proposed to be deleted, before voting to adopt the Agenda “As Amended”.

25.7.2 During the course of the meeting, should a Member of Council deem that an item be added to the Agenda for Council’s consideration, the Member shall propose the Addendum by Motion, after which the Chair shall rule on the urgency:

25.7.2.1 If the Chair rules that the Motion stand, the Chair shall add the item to the end of the pertinent section of the Agenda.

25.7.2.2 If the Chair rules that the Motion does not meet the test of Urgency, or no written supporting documentation is presented, the item shall be tabled and added to the next Agenda.

25.8 The order of business at a meeting is the order of the items on the Agenda except:

25.8.1 When the same subject matter appears in more than one place on the Agenda and Council decides, by Motion, to deal with all items related to the matter at the same time;

25.8.2 When Council decides not to deal with an item on the Agenda and tables the matter to a subsequent meeting.


26. SCHEDULED DELEGATIONS

26.1 A person or a representative of any delegation or group of persons who wish to bring any matter to the attention of Council, or who wish to have any matter considered by Council, shall address a letter (or other written communication) together with the provided form, “Delegation Request Form” (Schedule A). The letter shall be signed in the correct name of the writer; the address of the writer, and delivered (by hand, mail, or email) to the C.A.O. The letter must arrive by noon at least seven (7) business days immediately preceding the meeting at which it is to be presented. If the person wishes to appear before Council on the matter it shall be stated in the letter.

26.2 The C.A.O shall review the content of the “Delegation Request Form” and determine if the request is appropriate to appear before Council in consultation with the C.E.O. where appropriate. The request to appear before Council may also be referred to Council. If the C.A.O. determines that the request to appear before Council is inappropriate, a written report will be provided by the C.A.O. that explains the rationale for rejecting the delegation.

26.3 Scheduled Delegates shall be granted a maximum of fifteen (15) minutes to present the matter outlined in the letter. Where the Chair determines that additional time shall be granted to a delegation, the length of the extension shall be specified, and the Chair may limit the time.

26.4 Matters of confidential nature, as referred to in Section 10 of this Bylaw, shall not be discussed during Public Presentations to Council.

26.5 Information presented by a person or group shall relate only to the subject matter for

which the presentation was originally requested.

26.6 Each person or group will be given an opportunity to make a public presentation only once in respect to a given issue. Council or the Committee may waive this restriction if it is of the view that there have been significant new developments in respect of the issue or if sufficient time has elapsed such that Council, or the Committee, is prepared to consider the issue again.

26.7 Extensions of time limits for any verbal presentations during the Public Presentation to Council or the Committee may be granted by consent of Council or the Committee, based on one or more of the following:

26.7.1 The issue or Bylaw under discussion is deemed by Council or the Committee to be contentious or complex and the allotted time is not sufficient, in the


opinion of Council or the Committee, to give the matter due consideration;

26.7.2 The granting of an extension of time will not prejudice the rights of other presenters to their allotted presentation time as prescribed by this Bylaw.

26.8 Where a Delegation requests support from Council, requiring a Motion of Council, Council shall first refer the matter to Administration, who shall bring back more information and a recommendation at a subsequent meeting so that Council can make an informed decision.

26.8.1 Where a Delegation requests correspondence in regard to clarifying the topics of the Delegation, Council will direct Administration to compile the necessary information and prepare correspondence for the Delegation to be signed by the Chairperson. Once a decision by Council has been made on a topic from a Delegation, Council is not obligated to hear the matter again.

27. ROLE OF MANAGEMENT IN REGARD TO DELEGATIONS

27.1 Administration will schedule the delegation in consultation with the Chair.

27.2 Administration will notify the delegation of the time and place of the meeting they wish to attend.

27.3 The C.A.O. shall explore the reasons why the delegation wishes to attend and provide Members and committee Members with all back up information for their perusal prior to the arrival of the delegation.

28. ROLE OF CHAIRPERON IN DELEGATIONS

28.1 If there is more than one Member in the delegation, the Chair shall request that the delegation appoint a spokesperson and inform the spokesperson that all questions and comments be addressed to the Chair.

28.2 The Chair shall ensure that all points of this Bylaw are followed by Members, Committee Members and Administration.

28.3 Comments of intent by the Chair, Members or Committee Members in the presence of the

delegation shall not be made. 28.4 The Chair shall ensure that the delegation restricts its presentation to the issue.


28.5 After Council or the Committee has obtained all the information from the Delegation, the Chair shall dismiss the delegation to allow Council or the committee to discuss the matter. If:

28.5.1 more information is required; or

28.5.2 time constraints on the agenda do not allow to discuss the topic, the item will be tabled to the next meeting.

28.6 The Chair may request the Council or Committee to go into a closed session to discuss the issue if the matter falls within the privacy issues.

29. ROLE OF THE COUNCILLOR OR COMMITTEE MEMBER IN DELEGATIONS

29.1 Members of Council or the Committee shall notify the C.A.O. of any delegations wanting to make a presentation to Council or the Committee and ensure the delegation arranges a meeting date with the C.A.O.

29.2 Members of Council or the Committee may question the delegation to clarify the issue; however, shall not debate the issue with the delegation.

29.3 Members of Council or the Committee shall not criticize staff, government employees or other Council or Committee Members while the delegation is present.

29.4 No comments or motions of intent will be entertained until the delegation has been dismissed from the table. The persons making up the delegation may remain in the Council Chambers but may not participate in any further discussion.

30. PERCUNIARY INTEREST

30.1 Members of Council who reasonably believe that they have a pecuniary interest (as defined in the Act, Part 5, Division 6, Sections 169 -173) in any matter before Council, any Committee of Council, or any Board, Commission, Committee or Agency to which they are appointed as a representative of Council, shall, if present, declare and disclose the general nature of the pecuniary interest prior to any discussion of the matter, abstain from discussions, or voting on any questions relating to the matter, and shall where required by the act, remove themselves from the room until the matter is concluded. It is the responsibility of each Member to determine and/or declare whether they have a pecuniary


interest, not other Members of Council or Administration. 30.2 The minutes shall indicate the declaration of disclosure, the time at which the Member of

Council left the room, and the time the Member of Council returned.

30.3 Prior to the meeting, if a Member of Council is unsure of whether or not they may be in a ‘conflict of interest’ (pecuniary) situation with regard to an upcoming issue or vote, the Member shall be encouraged to discuss the matter with the C.A.O.

30.4 Prior to the meeting and after discussing the issue with the C.A.O. (as per Section 30.3 of this Bylaw), a Councillor may wish to seek a legal opinion at their own expense to determine whether or not there is a conflict of interest situation with regard to the upcoming issue or vote.

30.5 If the matter with respect to which the Councillor has a pecuniary interest in a payment of an account for which funds have previously been committed, it is not necessary for the Councillor to leave the room.

30.6 If the matter with respect to which the Councillor has a pecuniary interest is a question on which the Councillor as an elector or property owner has the right to be heard by the Council:

30.6.1 it is not necessary for the Councillor to leave the room, and

30.6.2 the Councillor may exercise the right to be heard in the same manner as a

person who is not a Member of the Council.

30.7 If a Councillor is temporarily absent from a meeting when a matter in which the Councillor has a pecuniary interest is introduced, the Councillor shall immediately on returning to the meeting, or as soon thereafter, as the Councillor becomes aware that the matter has been considered, disclose the general nature of the Councillors interest in the matter.

31. BYLAW PROCEDURES

31.1 Where a Bylaw is presented to a meeting for enactment, the C.A.O. or designate shall cause the number, short title and brief description of the Bylaw to appear on the Agenda.

31.1.1 As per Section 187 of the Act, all Bylaws shall have three distinct and separate readings. The Motion to move a Bylaw for consideration shall be the first reading.


31.1.2 As per Section 187(4) of the Act any proposed Bylaw must not have more than two (2) readings at a Council Meeting unless the Councillors present unanimously agree to consider third reading, which requires a Motion of Council.

31.2 The following shall apply to the passage of a Bylaw:

31.2.1 A Bylaw shall be introduced for first reading by a Motion that it be read a first time specifying the number and short name of the Bylaw;

31.2.2 After a Motion for first reading of the Bylaw has been presented, Members may debate the substance of the Bylaw, and propose and consider amendments to the Bylaw;

31.2.3 Any proposed amendments shall be put to vote, if required, and, if carried, shall be considered as having been incorporated into the Bylaw at first reading.

31.2.4 When all amendments have been accepted or rejected, the Chair shall Call the Question on the Motion for first reading of the Bylaw.

31.2.5 When a Bylaw is subject to a statutory Public Hearing, A Public Hearing date and time shall be established prior to proceeding to

second reading.

31.2.6 When a Bylaw must receive approval of a Minister of the Crown, it must be forwarded for such approval prior to proceeding to second reading.

31.2.7 All aspects of the passage of a Bylaw at first reading shall apply to second or third reading of any Bylaw.

32. BYLAW AND POLICY APPEAL

32.1 When a Bylaw or Policy is defeated by Council, the Bylaw or Policy shall not be available for review by Council for a period of six (6) months from the date the Bylaw or Policy being defeated unless there is a reconsidering motion where information relevant to the defeated motion may change the result.

33. EFFECTIVE DATE

33.1 This Bylaw shall take effect on the date of 3rd and final reading.


33.2 Read a first time this day of ___________, 2020.

33.3 Read a second time this day of ___________, 2020.

33.4 READ a third and final time this day of ______________, 2020.

TOWN OF BASSANO

____________________________________ MAYOR

____________________________________ CHIEF ADMINISTRATIVE OFFICER


Schedule ‘A

TOWN OF BASSANO

DELEGATION REQUEST FORM

Delegation Rules and Guidelines

A delegation is an opportunity to appear before Council to communicate information. The purpose of the delegation process is to allow residents to make their views known to Council. Rules and Guidelines stated below are compliant with the Town of Bassano Procedural Bylaw No. 894/20: THE APPLICATION PROCESS

• Regular Town Council meetings are held every 2nd Monday of each month unless otherwise posted. When the meeting falls into a statutory holiday the Council meeting will be held on the Tuesday following the holiday. Additional information regarding Town Council meeting dates and times can be found on the town website, www.bassano.ca.

• Delegates are required to complete the attached application form along with a detailed letter explaining their delegation request, to the CAO, seven (7) days prior to a regularly scheduled Council meeting. The Chief Administrative Officer will review the request and determine the status of the delegation, the request may be referred to council.

• You will be contacted by the CAO or his/her delegate regarding approval/rejection of the delegation request.

PREPARING FOR THE DELEGATION • Delegations will be limited to a maximum presentation time of fifteen (15) minutes, unless an

extension is granted during the application review. • Council shall hear the delegation and may ask questions. • Only the spokesperson of the delegation can address Council.

AFTER THE DELEGATION

• Decisions to be made on a delegation request will be dealt with later, under “New Business” or in the “Closed-Session” portion of the meeting.

• Decisions may be postponed to a later Council meeting if the agenda does not allow additional business to be addressed due to time constraints, or if more information is requested by Council.

• You are not required to remain for the entire meeting duration, you may leave after your issue has been dealt with by Council.

http://www.bassano.ca/


Schedule ‘A

TOWN OF BASSANO

DELEGATION REQUEST FORM

Application Date: _____________ Organization/Applicant Name: ___________________________ Matter to be Discussed:

_____________________________________________________________________________________

_____________________________________________________________________________________

____________________________________________________________________________________

Action(s) being Requested:

_____________________________________________________________________________________

_____________________________________________________________________________________

Name(s) of Representatives:

_____________________________________________________________________________________

Name of Spokesperson: _________________________

Contact Information:

Address: ____________________________ Telephone: ____________________________

Email: ______________________________

Preferred Date of Delegation: _________________ Additional printed information/materials will be distributed with my delegation: Yes / No Additional Documents Attached (Letter, Picture, Etc.): Yes / No

Once this completed form is received by the Town of Bassano Office, someone will contact you to confirm acceptance/rejection of your delegation request.

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Meeting: February 10, 2020 Agenda Item:7.1

Bylaw Revision and Amendment Bylaw 895/20 BACKGROUND: As per the Municipal Accountability Program (MAP) review that was conducted by Municipal Affairs in mid-2019, Council must pass a bylaw that authorizes the CAO or a designated officer to consolidate one or more bylaws in accordance with section 69(1) of the MGA, to meet legislative requirements. Bylaw 895/20 is proposed to achieve compliance. OPTIONS:

#1 – Council may give all three readings to the Bylaw Revision and Amendment Bylaw at this meeting.

#2 – That council gives first and second reading to Bylaw Revision and Amendment Bylaw #895/20.

#3 – That council gives first reading Bylaw Revision and Amendment Bylaw #895/20. CAO COMMENTS: To achieve compliance with the MAP directives, the Bylaw Revision and Amendment Bylaw must be passed before July 21, 2020. ALIGNMENT WITH STRATEGIC PLAN This is an operational matter and is not outlined in the strategic plan. PROPOSED RESOLUTION:

1. That council gives first reading to Bylaw Revision and Amendment Bylaw #895/20. 2. That council gives second reading to Bylaw Revision and Amendment Bylaw #895/20. 3. That council has third reading of the Bylaw Revision and Amendment Bylaw #895/20. 4. That council gives third and final reading to Bylaw Revision and Amendment Bylaw #895/20.

Attachments:

1. Bylaw Revision and Amendment Bylaw 895/20.

Prepared by: Jordan Mitchell, Executive Assistant Reviewed by: Amanda Davis, Interim CAO


BYLAW Bylaw Number: 895/20

Bylaw Name: Bylaw Revision and Amendments Bylaw

A BYLAW OF THE MUNICIPALITY IN THE PROVINCE OF ALBERTA, TO AUTHORIZE THE CONSOLIDATION OF BYLAWS.

WHEREAS, the Council of the Town of Bassano, has the authority Under Section 7 of the Municipal Government Act, R.S.A. 2000 C-M-26, as amended grants the Municipality the authority to consolidate all or any of the bylaws of the municipality.

AND Council deems it expedient to consolidate bylaws of the Municipality.

NOW THEREFORE the municipal Council of the Town of Bassano in the Province of Alberta, duly assembled in Council, enacts as follows: 1. TITILE

1.1 This bylaw shall be known as the “Bylaw Revision and Amendments” Bylaw.

2. DEFINITIONS

2.1 “Chief Administrative Officer” or “CAO” means the person appointed to the position of Chief

Administrative Officer by Council.

2.2 “Town” means the Town of Bassano, an incorporated municipality in the Province of Alberta.

3. APPLICATION 3.1 The CAO, or designate, is authorized to consolidate the municipality’s bylaws by:

3.1.1 incorporating all amendments; and

3.1.2 omitting any repealed or expired provisions. 3.2 The CAO, or designate, is responsible to decide which bylaws are to be consolidated and when

they are to be consolidated.


3. SERVABILITY

3.1 Should any provision of this Bylaw be found invalid; the invalid provision shall be severed, and the remaining Bylaw shall be maintained.

4. ENACTMENT

4.1 This Bylaw shall come into full force and effect, when it receives third reading and is duly signed.

5. EFFECTIVE DATE AND READINGS

5.1 This Bylaw shall take effect on the date of 3rd and final reading.

5.2 Read a first time this day of ___________, 2020.

5.3 Read a second time this day of ___________, 2020.

5.4 READ a third and final time this day of ______________, 2020.

TOWN OF BASSANO

____________________________________ MAYOR

____________________________________ CHIEF ADMINISTRATIVE OFFICER

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OPEN DISCUSSION


Joint Shared Services – Terms of Reference BACKGROUND: At the December 18, 2019 Intermunicipal Meeting a discussion ensued regarding the development of a Terms of Reference for Joint Shared Services and for Economic Development. Individual councils were asked to discuss what the Terms of Reference would look like. At the upcoming February 11, 2020 Joint Shared Services meeting, member municipalities are expected to bring forth their expectations for a Terms of Reference for both Joint Shared Services and Economic Development. Mayor Wickson will not be in attendance at the February meeting, the alternate is to address Bassano’s points. Areas for discussion:

Joint Shared Services (JSS) Economic Development 1. What should JSS be responsible for? 2. Should JSS have decision making

powers? 3. How should JSS be funded? 4. What priority projects and initiatives

should JSS manage? 5. What works/does not work with the

current JSS structure? 6. Could the Intermunicipal Collaboration

Framework (IFC) form the basis of the strategy for JSS? Choose one topic at a time (e.g. recreation) and work the project until completion.

1. Should economic development be managed by the Brooks Region? If so, how would this look? What would the Town’s expectations be?

2. How should economic development be funded?

3. What economic development portfolios are important to the Town and region?

4. How aware is council about the services offered by the Brooks Region for economic development?

Attachments:

1. CAO Meeting Notes – January 16, 2020

Prepared by: Amanda Davis, Interim CAO

JOINT CAO’s MEETING January 16th, 2020

County of Newell Administration Building 11:00 a.m.

Meeting Notes:

Present: Sharon Zacharias, Amanda Davis, Alan Martens, Kevin Stephenson

Call to Order: Kevin called the meeting to order at 11:02am

Agenda: Alan added Terms of Reference for Joint Services and Economic Development

Business:

a. Bassano MAP Review Amanda updated everyone on the MAP Review that Bassano had from Municipal Affairs. Alan and Amanda will forward draft updated bylaws for SDAB and ARB’s that meet MA requirements.

b. IDP’s City of Brooks will be sending a package to the County to consider for amending the current IDP.

c. ICF’s The timeline of 73 days was discussed. The County has asked each municipality to send a breakdown of all the revenues and expenses (in detail) where funding cost sharing arrangements are being asked for to be considered by County Council. The terms of the cost sharing requests will need to be outlined with the rationale. Kevin explained that County Council wants all soft cost services funded through either user fees or per-capita formulas. He mentioned that the County has stepped up to the plate with Fire as it is deemed a Core (hard) Service. He indicated that if a municipality needs a transition period to go to user fee or divisional per- capita based agreement that he would take that forward to County Council. Bassano is done, Brooks, Rosemary and Duchess is all that is left for the County as all the Rural ones are basically done or nearly done. Alan will get a package to the County as soon as Shelley is back and Sharon will work with Yvonne and submit both of their draft (simplified) agreements with the details. Sharon is going include a portion of Div 9 population in the request. The CAO’s all want to have these completed outside of Arbitration.

d. Regional Recreation The CAO’s felt that this would be a great topic for Joint Services to take on. It was felt that a full Regional Recreation Capital Long Term Plan would be a great start.

Feedback and input could be obtained from the user groups and ag societies. Joint Services could be the committee who pulls it together.

e. NRSW Requisition Analysis – Rosemary

Sharon went over a package she put together requesting a change to requisition amounts from per capita to assessment for NRWSA municipalities. After a lengthy discussion, it was suggested that all requisitions be recommended to be removed and that waste be paid for by users who haul it there. It appears that $65 to $75 a tonne covers the annual budgets with non-residents paying a premium it would provide for surplus funds. The user pay formula would provide a cost savings to most all residential users and charge those for what they take out to the landfill. The average usage is about 1 tonne per residence per year ($5-6 per month).

f. Terms of Reference for Joint Services and Economic Development

Alan asked that everyone send him suggestions for establishing terms of references for both functions. The discussion will begin at the February meeting.

g. Next Meeting City of Brooks will host the next meeting on April 8th, 2020 at 11am.

h. Adjourned Meeting was adjourned at 1:22pm.

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Community Hall Refund Request - Steinbach BACKGROUND: In August, the group against amalgamation rented the Bassano Community Hall to facilitate a meeting on September 3, 2019. On September 5, 2019 the County of Newell Council voted in favor of the County of Newell to end their participation with the Regional Working Group (Media Release #12 – September 6, 2019). The resident group did not cancel the Community Hall. In late December 2019, Steinbach, the contract signor contacted the Town Office to be reimbursed for the rental fee.

1. The rental contract states “Cancellation: 7 days’ notice is required for full facility rentals. If you cancel within the 7 days, $50.00 of your damage deposit will be forfeited”

2. A damage deposit is collected on full facility rentals. No damage deposit was collected for the facility rental.

Request for reimbursement $141.75 (amount paid was $141.75 plus GST or $148.83). OPTIONS:

#1 – Council may provide a full reimbursement of Community Hall rental fees of $148.83 for September 3, 2019 to Ms. Steinbach.

#2 – Council may decline reimbursement of Community Hall rental fees of $148.83 for September 3, 2019 to Ms. Steinbach.

#3 – Council may provide a partial reimbursement of Community Hall rental fees for September 3, 2019 to Ms. Steinbach ($74.41 or 50 percent of fees). CAO COMMENTS: None ALIGNMENT WITH STRATEGIC PLAN This is an operational matter and is not outlined in the strategic plan. PROPOSED RESOLUTION: That Council declines a reimbursement of Community Hall rental fees to Ms. A. Steinbach for $148.83 for the September 3, 2019 meeting as the Town Office was not contacted until December 2019 regarding the cancellation.

Attachments:

1. Community Hall Rental Contract – August 28, 2019 2. Request for Reimbursement – December 18, 2019 3. Media Release #12 – September 6, 2019


XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

MEDIA RELEASE #12 For immediate release September 6, 2019

REGIONALIZATION WORKING GROUP UPDATE

On Thursday, September 5, the County of Newell Council voted in favour of the County of Newell to end

their participation with the Regional Working Group, therefore ending their research into

amalgamation. Based on this decision, consensus of the Regional Working Group was to end their

amalgamation discussions and no longer meet.

The Regional Working Group was formed to explore and analyze how working together through

regionalization, and potentially amalgamation, could benefit the region. Work will continue on

completion of Intermunicipal Collaboration Frameworks (ICF’s) and Intermunicipal Development Plans

(IDP’s) as required by the Municipal Government Act.

- 30 -

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Airport Land Lease BACKGROUND: Armstrong Ranches Ltd. leases the 60 acres of land at the Bassano Airport (NW ¼ 20-21-18 W4M). The lease agreement is set to expire on February 10, 2020. The existing lease agreement is a 1/3 crop share and the municipality has in the past, paid for land maintenance (e.g. managing rodents, spraying and tilling the land). Based on historical data and in consultation with the Armstrong’s and the County, the land requires maintenance every 5-years. The last know expenditure for land maintenance was in 2009 for approx.$3,200. Armstrong Ranches Ltd. provided a proposal to renovate the land on September 12, 2019 for $10,404. The airport remains part of the Intermunicipal Collaboration Framework (ICF) recreation cost share with the County of Newell. Maintenance options were discussed accordingly, and three options were addressed:

1. The Town/County could complete the work to renovate the land; 2. The Town/County could cut the grass twice per year rather than leasing the land; 3. The County’s lead leases that include a crop share value for compensation requires the tenant to

maintain the land at their costs. Armstrong Ranches Ltd. are still interested in leasing the airport land and a longer-term lease may be more appropriate (proposal attached). OPTIONS:

#1 – Council may direct administration to enter negotiations with Armstrong Ranches Ltd. for a 10-year land lease at NW1/4 20-21-18 W4M for a 1/3 crop share, with the first revitalization being split among parties with future revitalization efforts becoming the responsibility of the tenant.

#2 – Council may decline Armstrong Ranches Ltd. 10-year lease proposal for NW ¼ 20-21-18 W4M and direct administration to publicly advertise the land for open tender.

#3 – Council may decline Armstrong Ranches Ltd. 10-year lease proposal for NW ¼ 20-21-18 W4M and direct administration to work with the County of Newell to maintain the lands and withhold future land leases. CAO COMMENTS: Armstrong Ranches Ltd. advised that the site is overrun with gophers and a mitigation plan needs to be put in place. Regardless if the Town enters negotiations with Armstrong Ranches Ltd. the land must be revitalized before it can be publicly tendered. ALIGNMENT WITH STRATEGIC PLAN This is an operational matter and is not outlined in the strategic plan.

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PROPOSED RESOLUTION: That council directs administration to enter negotiations with Armstrong Ranches Ltd. for a 10-year land lease at NW1/4 20-21-18 W4M for a 1/3 crop share, with the first revitalization being split among parties with future revitalization efforts becoming the responsibility of the tenant. Attachments:

1. Armstrong Ranches Ltd. – January 28, 2020 Proposal 2. Armstrong Ranches Ltd. – September 12, 2019 Proposal


Ron Wickson Mayor January 14, 2020

Joint Services Committee

Lara Harries from Rural Health Professions Action Plan presented information about rural doctor retention and appreciation events as well as a review of last year’s Healthcare Skills Day. As Brooks has held the Skills Day event for two straight years, she stated that they could not host this year. As a result, Bassano will be holding the event this year. A local committee is currently in place to lead the organization of the event to be held in early May. This event will give grade 10, 11 students a chance to learn more about health care professions and learn some valuable skills as well. We anticipate that 50 students from schools in Bassano, Brooks, Duchess, Rosemary and possibly Siksika Nation Schools.

Ron Wickson Mayor January 14, 2020

Newell Foundation

The majority of this meeting was spent on the staffing issues. The board received notice that the lodge manager at Newbrook and Newell Foundation CAO Cathy Stephenson will be retiring. The board discussed options for their replacement and set out a strategy to hire these two positions. It was decided that the Newbrook Lodge manager would be replaced as soon as possible as the first priority. The second priority would be to hire an Interim CAO for a six-month period. The third priority will be to hire a consultant to look at the overall management structure of the organization and make recommendations to the board regarding whether the current structure is appropriate and if not, how the board should restructure the management positions.

Mayor Wickson will attend the Alberta Seniors Communities & Housing Association Convention and Tradeshow in Red Deer April 6-8, 2020 and request the town compensate the daily honorarium as the Newell Foundation compensates for mileage, meals and hotels. The purpose of attendance is to present the newest version of the Bassano Project to the deputy and assistant deputy ministers of Seniors and Housing.

NEWELL 911FEBRUARY 5, 2020BROOKS FIRE HALL

-BRUCE MCDONALD SENT HIS REGRETS.

-HALO RECEIVED AN AFFRICS RADIO FROM VULCAN COUNTY

-NO YEAR END REPORT AS YET

-TREASURERS REPORT ACCEPTED AS PRESENTED. NOTHING OUT OF THE ORDINARY

-ACCOUNTS PAYABLE APPROVED

-AFFRICS HAS A NEW REP THAT WANTS TO STOP IN AT OUR NEXT MEETING TO INTRODUCE HIMSELF(BUSINESS RELATIONS COORDINATOR) BRAIN SAUNDERS

-AFFRACS UPDATE; HALO IS SET UP WITH A RADIO -BROOKS HAS ORDERED 6 RADIOS - A PORTION OF THE BROOKS RADIOS WILL BE PAYED BY NEWELL 911

-STARS WOULD BNE HAPPY TO HOST US FOR A TOUR AND WOULD HOST US FOR LUNCH AS WELL IN CALGARY. APRIL 22 WOULD WORK WELL TO HOST US. CAN HOST UP TO 24. INVITATION WILL BE EXTENDED TO SCHOOLS AND EMERGENCY RESPONDERS

-WE MAY LOOK AT HIRING A CONSULTANT TO ASSIST US WITH THE LICENSING OF OUR AFFRICS RADIOS COUNTY WIDE. HIS NAME IS BRIAN STANLEY. WE (THE NEWELL 911 BOARD) MADE A MOTION TO HIRE BRIAN TO ASSIST US IN THE LICENSING TRANSITION. HIS FEE IS $1000 WHICH WILL BE SPLIT AMOUNG EACH NEWELL 911 MEMBER MUNICIPALITY ON A PERCENTAGE BASIS. IT WAS CARRIED.

WE ARE POSTPONING A DECISION TO TENDER A NEW CONTRACT TO PROVIDE A DISPATCH SERVICE. WE CURRENTLY USE THE RED DEER DISPATCH CENTRE. DISCUSSION REVOLVED AROUND THE PROVINCIAL GOV AMALGAMATING SEVERAL DISPATCH CENTRES WHICH TRIGGERED OUR POSTPONEMENT.

-

JANUARY 2020 BOARD REPORT

NRTA

January 16, 2019

1) Jaime, the executive director went on stress leave in mid January. The board decided that, as a means of getting Jaime back to work, Eric Deringer would liaise between the executive director and the board chair and become her primary point of contact. Jaime would communicate solely with Eric moving forward and Eric would bring any and all information forward to the board. On January 31 Eric announced that Jaime, agreed to the recommendation from WCB that she go on modified work effective February 3rd. There will be a special board meeting on February 13th to discuss this.

2) John Timko shared that the building previously owned by the Village of Tilley administration has been repurposed as the Spike and Spur Mercantile and features pieces from local crafts people and artisans.

3) Mara shared that the Christmas season went well for local retailers. 4) Eric shared that sports tourism is alive and well. 5) Sharon Zacharias rosemary has had success in attracting hockey tournaments from Calgary. The

teams said that the cost was significantly less than hosting is Calgary, even when taking into account travel, meal and hotel costs.

Councillor Slomp seeks approval from council to attend a special NRTA board meeting on February 13, 2020 in Brooks.

SLS Board Meeting –SLS Headquarters Wednesday, January 15 , 2020 Present:

Trustees: Dwight Kilpatrick (Chair)Terrie MatzDeborah Reid-MickleKelly Christman (Vice-Chair) Joel GoodnoughPhil TurnbullCraig Widmer (Treasurer) Kevin JonesStaff: Kim Carlson (Executive Assistant) Petra Mauerhoff (CEO)

1. CALL TO ORDERDwight Kilpatrick called the meeting to order at 1:00 p.m. CARRIED

1.1 ACKNOWLEDGEMENT OF TERRITORYAcknowledgement of Traditional Territory - Shortgrass Library System honours and acknowledges that we are situated on Treaty 7 and Treaty 4 territory, traditional lands of the Siksika, Kainai, Piikani, Stoney-Nakoda, and Tsuut’ina as well as the Cree, Sioux, and the Saulteaux bands of the Ojibwa peoples. We also honour and acknowledge that we are on the homelands of the Metis Nation within Region III.

1.2 EXCUSE ABSENT BOARD MEMBERSMoved by Kevin Jones that the SLS Board excuse absent Board members Yoko Fujimoto and Michelle McKenzie due to prior commitments.CARRIED

1.3 APPROVAL OF AGENDAMoved by Joel Goodnough that the SLS Board approve the January 15, 2020 Agenda.CARRIED

Moved by Kelly Christman that the SLS Board approve the November 20, 2019 SLS Board Meeting Minutes.CARRIED

2. FINANCIAL STATEMENTSMoved by Craig Widmer that the SLS Board approve the Financial Statements as presented. CARRIED

3. ACTION ITEMS3.1 Moved by Terrie Matz that the SLS board approve as reviewed Policy B.02: Board Governance.CARRIED

3.2 Moved by Kevin Jones that the SLS board approve as reviewed Policy B.03: Board of Trustees. CARRIED

3.3 Moved by Phil Turnbull that the SLS Board approve as reviewed Policy B.04: Code of Ethics. CARRIED

3.4 Moved by Phil Turnbull that the SLS Board approve as reviewed Policy B.12: Board Expenses. CARRIED

3.5 Moved by Terrie Matz that the SLS Board approve as reviewed Policy B.12A: Travel Expense Claim. CARRIED

3.6 Moved by Joel Goodnough that the SLS Board approve as reviewed Policy C.23: Travel Allowance. CARRIED

3.7 Moved by Kelly Christman that the SLS Board approve as reviewed Policy C.23A: Travel Authority and Advance Voucher. CARRIED

3.8 Moved by Deborah Reid-Mickler that the SLS Board approve as reviewed Policy F.01: Backup of FinancialData. CARRIED

3.9 Moved by Kevin Jones that the SLS Board approve as reviewed Policy F.02: Capital Equipment. CARRIED

3.10 Moved by Joel Goodnough that the SLS Board approve as reviewed Policy F.03: Capital Expenditures.CARRIED

3.11 Moved by Terrie Matz that the SLS Board approve as reviewed Policy F.04: Cheque Review and Signing.CARRIED

3.12 Moved by Deborah Reid-Mickler that the SLS Board approve as reviewed Policy G.07:

AcquisitionsMember Libraries and Additional Resources.3.13 Moved by Craig Widmer that the SLS Board approve spending up to $5,000.00 from reserves for BiblioCloudRecords Product.

4. INFORMATION ITEMS

Moved by Kelly Christman that the SLS Board receive the following items for information.4.1. Manager, Systems & Technical Services report – Chris Field.4.2. Client Services Librarian report – Samantha West.4.3. Solar Panel Energy Production Information Reports.4.4. Library Manager’s Meeting Minutes- November 18, 2019.4.5. Municipal Budget Approval Letters.CARRIED

4.6. ALTA looking for a new director and alternate from our region, Area 6. Does not need to be a member of the regional library board.

5. Moved by Kelly Christman that the SLS Board meeting move from an open meeting to in-camera at 1:31p.m.CEO and Executive Assistant left the meeting.

Moved by Joel Goodnough that the SLS Board meeting move from in-camera to an open meeting at 1:53pm.

6. ADJOURNEMENTMoved by Phil Turnbull that the meeting be adjourned at 1:54p.m.CARRIED

Kevin Jones

FCSS Meeting held on 29th January 2020. This meeting mainly discussed and revised the program FCSS will be doing in 2020 and revisions to be made due to the reduction in support from the Provincial Government.

LRP program there is 320 hours ($3,000) budgeted.

This program depends on a grant.

Referrals and client supports, including Volunteer income tax.

This program will be kept at 200 hours and is 0 cost.

Santas workshop.

This program has lots of volunteers and support from the drug store and will be kept at 50 hours ($300).

Seniors monthly Socials.

Socials are an opportunity to reduce isolation and educate seniors. Program will be reduced to once every 2 months 120 hours ($1,250)

Active august

Program includes free Thrive day pass aqua fit or lane swim night at the pool. Also parade of garage sales. Participants are registered and added to a map. This program will be kept at 50 hours ($500).

Family swim pass.

This will be discontinued saving 10 hours ($500).

Women’s wellness. FCSS hosts a bi-annual Conference on international woman’s day. The time dedicated will be reduced to 200 hours ($5300).

Helping hands. Assisting seniors to stay in their home, FCSS provides funding of $50 monthly for cleaning and out door maintenance. This will be kept taking 10 hours per month.

Volunteer Appreciation. this event usually consists of a meal and some musical entertainment. This event will be kept at a 100 hours ($1,500).

World Suicide Prevention Day.

One day event to raise awareness, keep at 25 hours ($250).

Monthly Movies

This will be phased out 150 hours ($3,000)

Monthly family events.

Family events are an opportunity to reduce isolation and connect families. Reduce hours to 120 ($2,000).

Admin remains at 200 hours ($6,000).

Kevin Jones

Town of Bassano

Councillor Doug Barlow Committee Reports – January 27, 2020 Recreation Funding Committee Terms of reference discussed and approved. Policies and procedures discussed and approved. Grant application guidelines approved. i.e. Which groups can apply. Which expenses are eligible or not. Grant application process approved. Grant review process discussed. Dates for applications to be received and date to then be approved. Grant follow up process discussed. Some small changes to be made and approved. Councillor Doug Barlow Town of Bassano Enc.

1. Recreation Funding Committee Policies and Procedures (approved by the committee on January 27, 2020. Policies and procedures do not need to be ratified by Town or County Councils. Attached as information and to be shared with user groups).

Terms of Reference – Recreation Funding Committee Bassano

1 Approved – Janaury 27, 2020

Recreation Funding Committee Bassano

Terms of Reference

Summary

The Terms of Reference (TOR) shall clarify the role and responsibilities of the Recreation

Funding Committee (RFC). The role of the committee is to provide direction, create,

implement, and review the recreation funding process that reflects the vision and

requirements of the Intermunicipal Collaboration Framework Agreement (ICF).

Definitions

The following terms will be used throughout the RFC TOR and shall have the following

meanings unless context specifically states otherwise.

a) “ADMINISTRATION” means administrative staff from within the Town of Bassano.

b) “CAPITAL EXPENSE” means repair or replacement of an asset that exceeds

$5,000.00.

c) “OPERATIONAL EXPENSE” means an operational cost of a project, asset,

program, or event.

d) “TOWN” means the Town of Bassano.

e) “DIVISION 6” means the jurisdictional area within the County of Newell.

f) “TOWN COUNCIL” means the elected officials for the Town of Bassano.

g) “COUNTY” means the County of Newell.

h) “COUNTY COUNCIL” means the elected officials for the County of Newell.

i) “INTERMUNICIPAL COLLABORATION FRAMEWORK AGREEMENT or ICF”

means the agreement outlining the roles and responsibilities of both the County of

Newell and Town of Bassano in matters of shared interest that came to a consensus

of how future service levels will delivered and funded.

j) “RECREATION FUNDING COMMITTEE or RFC” means the appointed board

comprised of four members, two from the County of Newell and two from the Town

of Bassano.



k) “RECREATION/USER GROUP” means a group operating within the corporate limits

of Bassano or Division 6 whose services are accessed by both the Town of

Bassano and Division 6 community members.

All other terms can be interpreted based on the context of this document.

RFC Committee Membership

1. Molly Douglass – County of Newell

[email protected]

403-362-3266

2. Kelly Christman- County of Newell

[email protected]

403-362-3266

3. Irvin Morey – Bassano Town Council

[email protected]

403-641-3788

4. Doug Barlow - Bassano Town Council

[email protected]

403-641-3788

RFC Responsibilities

The RFC’s purpose is to provide representation for their respective councils and provide sound

decision-making regarding the procurement and disbursement of recreation funding.

• The RFC is required to create, review and amend grant application processes and

documentation to best suit current user groups and recreational needs within the Town.

• The RFC must review grant applications, select relevant applications for funding

and identify how much funding will be provided to each qualified recreation group

using a unique grading matrix.

mailto:[email protected]






• After each funding cycle, the RFC will review the grant funding process and ensure

proper final reporting is submitted to Town Council and County Council

respectively.

• The RFC will be required to be an active promoter of the grant and use any

feedback to better improve the funding process.

Administrations Responsibilities

Administration acts on the direction of the RFC and is responsible for the day-to-day activities of

the RFC in addition to supporting the functionality of the RFC.

● Administration will send out calendar invites by emails provided by the representatives for

all RFC meetings.

● Administration shall provide RFC members with an agenda a minimum of 72 hours in

advance of all RFC meetings.

● Meeting minutes will be distributed by Administration to RFC members and respective

Councils.

● Administration is responsible for creating backend documentation to be reviewed by RFC.

● Administration is responsible for the collection of applications and for maintaining

communication with applicants during the grant process.

● Administration is responsible for the collection of follow-up documentation which will

be used by the RFC to verify that funding is utilized in the way it was intended.

● Administration is responsible to arrange advertising and marketing material to

prompt the funding program.

● Financial reporting shall be created and dispersed by Administration after RFC

review.

Meeting, Preparation, and Attendance

The Chair shall preside at the committee meetings and ensure that all board meetings are

conducted in a fair and impartial manner. In the absence of the Chair, the Vice Chair will

assume the duties set forth for the Chair.



● All committee members must be prepared to discuss agenda items and business

matters at regular or special meetings.

● RFC representatives must confirm their attendance at regular committee meetings.

● All RFC committee meetings will commence with a quorum. A quorum is identified

within the ICF Agreement as being a majority of the members (in this case meaning 3 or

more) must be present for a meeting to be held.

● RFC will have a minimum of one annual regular meeting as outlined by the ICF

Agreement.

● RFC representatives who are unable to attend a meeting are responsible to follow-up on

meeting outcomes by reviewing meeting minutes.

Voting Procedure

● Each committee member must vote on every business item.

● Each committee member has only one vote per business item.

● Each committee member vote has equal weight.

● Each member shall be given an opportunity to present his/her point of view on the voting

subject matter.

● Decisions will be based on a majority vote, not an unanimous vote.

● Motions do not require a seconder.

Decisions

● Only RFC members present for the entire meeting shall participate in the making of a

decision on any matter.

● The decision of the majority of members present at the meeting shall be deemed to be

the decision of the whole board.

Recreation Funding Committee Conduct

Conduct within the RFC must be respectful. Disrespect (e.g. verbal abuse) will not be tolerated.

These incidents will be addressed promptly and, on a case-by-case basis.



Those disrespectful member(s) may be asked to leave the RFC temporarily or permanently.

This will be brought forth by the Chair or the Vice Chair depending on the situation. The Chair or

Vice Chair will prepare an incident report to be delivered to both the Town Council and County

Council. If appropriate, an RFC member may be replaced pending a formal motion by either the

County Council or the Town Council, dependent on which party the RFC member in question

belongs to.

If a member would like to withdraw from the committee, they may provide written notice to the

Town CAO. A new member will be selected under the guidelines set out by the ICF which

requires membership to be appointed by the Town Council or the County Council while

maintaining that the Division 6 representative continue to be a part of the committee.

Any concerns regarding the RFC or other issues relating to the funding project shall be directed

to the Town CAO and Chair in writing. All concerns must clearly describe the subject matter,

concern, and potential mitigation tactics.

Correspondence

Clear communication will be required for the duration of the grant funding process as well as

during every subsequent funding cycle.

● All funding related matters will be discussed at RFC meetings either in-person or via

email. If there is a difference in opinion regarding any business-related matter sent via

email, an in-person meeting will be arranged where applicable.

● When responding to emails, Administration and members must use the “reply all’

feature.

Promotion/Confidentiality

● RFC members shall actively promote the recreation grant, to gain support and empower

recreation/user groups within the Town.

● Administration will create public notices and informational packages to assist grant

applicants and interested parties.



● RFC members are not permitted to discuss publicly on-going decisions of the committee

until the decision is officially released to the public. This will encourage fair and unbiased

decision-making and avoid members from being influenced by external factors.

Supporting Documentation

● Schedule “A”- Administration, Policies, Procedures, and Timeline

● Schedule “B”- Grant Application Guideline

● Schedule “C”- Grant Application Process

● Schedule “D”- Grant Application Form

● Schedule “E”- Grant Review Process

● Schedule “F”- Grant Grading Matrix

● Schedule “G”- Grant Follow-up Form Process

● Schedule “H”- Grant Follow-up Form

● Schedule “I”- Grant Letters

Supporting documentation will be used in the implementation of the grant process by the RFC

committee. This documentation is meant to be reviewed and amended continually to ensure it

best serves the needs of the RFC.

Conclusion

By signing this document, RFC members hereby agree to act in accordance with the RFC

Terms of Reference, to represent the Town of Bassano and the County of Newell in an ethical

and professional manner.

Molly Douglass – County of Newell

X________________________________

Date _____________________________



Kelly Christman- County of Newell

X________________________________

Date _____________________________

Irvin Morey – Bassano Town Council Representative

X________________________________

Date _____________________________

Doug Barlow - Bassano Town Council Representative

X________________________________

Date _____________________________

Recreation Funding Committee Schedule “A”

1 Approved – January 27, 2020

Administration Policies and Procedures

Outlined below is the operational policies used to compliment the Recreation Funding

Committee (RFC) Bassano - Terms of Reference (TOR).

1.0 Administrative Operational Policies

Administration is responsible for completing operations for the RFC.

1.1 RFC Meeting Package Development

1.1.1 Administration is responsible for the preparation meeting packages.

1.2 RFC Incident Reporting

1.2.1 Administration is responsible for disbursing incident reports to both Town

and County Councils.

1.3 Preliminary Checks and Follow-up Forms

1.3.1 Administration is responsible to complete preliminary reviews on all

completed grant applications.

1.3.2 Administration will identify ineligible applications and make notes for the

RFC to review.

1.3.3 Administration will request additional information from an applicant if the

application is deemed incomplete where applicable.

1.3.4 Administration shall communicate with the applicants as to the status of

their application (incomplete, ready for review, approved or not approved

for funding).

1.4 Filing Current and Historical Documents

1.4.1 Housing of documents pertaining to the grant.

1.4.2 Maintaining documentation for auditing and review purposes.

1.4.3 Responsible for the accounting associated with the RFC.

Recreation Funding Committee Schedule “A”


1.5 Disbursement of Public Information

1.5.1 Administration shall publicize grants notices, awards and update through

local advertising streams and on social media.

1.5.2 Administration will arrange for the presentation of grants disbursements.

A member of the RFC shall present the grant and participate in a photo

opportunity with the recipient.

1.5.3 All communications will be sent by the Administration.

1.6 Management of Grant Funding and Accounting

1.6.1 As per the Intermunicipal Collaboration Framework (ICF) and correlating

bylaws/policies, the Town shall disburse funding to the successful

applicants selected by the RFC.

1.6.2 After approval by the RFC, financials and a list of funded

projects/programs/events shall be submitted annually by Administration to

the Town Council and County Council.

1.6.3 A summary of successful application shall be publicly posted on the

Town’s municipal website.

Recreation Grant Funding Cycle and Important Dates

• Applications open – March 31st

• Applications close – April 30th

• Previous Funding Cycle Financials Due – April 30th

• Evaluation period – May 1st to May 14th (regular meeting will be held)

• Disbursement Period – May 15th – May 31st

• Grant Funding Process Review – by November 1st

Schedule Recreation Funding Committee Schedule “B”


Grant Application Guideline

The RFC’s objective is to provide recreational grants that offset the operational expense of

recreation activities, programs and events for all ages within the Town. Funding shall be

based on the merit of the applications received. Only one application per user group is

permitted per the annual funding cycle.

Grant Process Objective

The Intermunicipal Collaboration Framework (ICF) Agreement adopted by the Town of

Bassano and the County of Newell has constituted the Recreation Funding Committee

(RFC) to oversee the allocation of recreation funding for the area identified as the Town of

Bassano and the portion of the County of Newell known as Division 6 effective January 1st,

2020. This has led to the creation of the RFC. The RFC is comprised of two elected officials

from each the Town and the County. The RFC is responsible to distribute recreation funds

to recreation/user groups that operate in the Town and Division 6. Recreation funds are

provided equally by the Town and the County.

The intent of the funding program is not to enhance recreation/user groups’ financial status

but is to help cover the costs to operate facilities and programs and support new and

growing programs. If your organization/program is financially stable, we strongly encourage

your support for less viable programs or to consider enhanced training or skill building

programs or events.

If you are requesting funding for more than one project/program/event, you are encouraged

to submit a separate application for each.

Recreation grants are never guaranteed and the program is subject to change. Applicants

are always encouraged to strive to find sustainable funding sources.

Grant Overview



The funding is for operating expenses only.

Although each application is determined to be successful on a case-by-case basis,

applications for programs, events or projects should meet at least one of the following

priorities:

• Contribute to ongoing use of recreation facilities within the Town or Division 6.

• Demonstrates future financial feasibility.

• Revitalizes well used programs.

• Enhances skill/team/leadership building.

• Meets a widely held need by providing a new project/program/event.

To be eligible for the grant, applicants must be one of the following: • A recreation user group in the Town or Division 6

• A cultural user group in the Town or Division 6

Applicants that contribute a portion of their own funds to offer the projects/program/events

may receive a higher level of priority in the funding process.

You are ineligible to apply for funding if you are:

• A for profit organization

• A business or entrepreneur (private enterprise)

• A facility owned and/or operated by the Town (e.g. Bassano Pool)

• A museum

• Bassano Ag Society

• Bassano FCSS

• Bassano Memorial Library

Eligibility

Priorities for Funding



• Applications must be submitted to the Town of Bassano’s Administrative Office no

later than April 30st

• Funds must be accounted for and used within the calendar year in which the funds

were awarded (e.g. January 1st – December 31st).

• Project/programs may begin January 1st; however funding may not be granted

before the disbursement date of May 15th of each funding cycle.

• Funds must be used for the purpose for which they were approved, or recipients

must repay the full amount. Failure to repay funds may result in future funding

ineligibility.

• Recipients must complete and submit the Grant Follow-Up Form within thirty (30)

days of the completion of the project/program and account for all expenses.

• The RFC reserves the right to refuse or amend funding requests within any

application.

Eligibility Criteria

Eligible Expenses

• Operational costs (e.g. utilities, equipment maintenance, program instructors, part-

time salaries for specific programs or events, advertising, program/event supplies).

• Start-up costs for new programs.



Ineligible Expenses

• Retirement of debt.

• Cost of developing a proposal.

• Assessment studies.

• Cash, prizes, gift cards, food hampers, awards/trophies/plaques.

• Promotional items.

• Permanent staff salaries.

• Capital expenses.

• Other expenses that the RFC deems inappropriate.

Recreation Funding Committee Schedule “C”


Grant Application Process

Funding Distribution Process:

Applicants shall:

• Be given written notification that your application has been received and confirmation

of eligibility.

• Be given written notification of your applications success by May 15th along with the

Grant Application Follow-up Form.

Funds distribution:

• Successful applicants shall receive 50 percent of awarded funds by May 31st.

• Funds must account for and used by December 31st of the calendar year in which the

funds were awarded.

• Successful applicants are required to complete the Grant Application Follow-up Form

within 30 days after the completion of the project. Remaining funds will be distributed

upon completion of the Follow-up form based on the approved application.

• If you are unable to complete the approved project or can not use the funds in the way

they were intended the RFC requires the funding to be returned in full. Change requests

will not be accepted. Returning funding will not affect your future eligibility.

Application Process:

Applications must be submitted by April 30 annually in one of the following methods:

• Mail at P.O. Box 299, Bassano, AB, T0J 0B0 and shall be postmarked before May

1th, Attention: Recreation Funding Committee

• Hand delivered to Town Office – 502 – 2nd Avenue, Bassano.

• Emailed to [email protected] with subject line as “RFC Grant Application”.

All applications must be legible. Detailed point form is acceptable and encouraged.




1.0 Applicant Information:

1.1 Organization Name – Insert the name of the organization you are representing (e.g. Local

Badminton Club).

1.2 Mailing Address – Insert the mailing address for the organization you are representing.

(e.g. PO Box 000, Bassano, AB T0J 0B0)

1.3 Primary Contact Person & Information – Insert the name of the individual who shall be

contacted if there are any questions arising from the application. The contact person must be

knowledgeable on the content of the application submitted.

1.4 Other Contact Person & Information – Insert the name of the individual who shall be

contacted if the Primary Contact person is unavailable. The contact person must be

knowledgeable on the content of the application submitted.

1.5 Describe Your Organization and its Purpose – Provide a brief description of your

organization and your organization’s purpose.

2.0 Project/Program Overview

2.1 Project/Program Title – Apply a title to your project/program/event (e.g. Local Badminton

Club Utility Support).

2.2 Summary of the project/program/event – Describe what you plan to do with the funds.

2.3 Statement of Need – Please provide a statement of need for your project/program/event.

Follow the guidelines below to ensure that your statement covers all the necessary points.

* The example below is fictitious and is a sample of what is required.



o Step 1: Describe the need/problem your organization is facing. e.g. Local Badminton Club is requesting funding to offset rising energy costs.

o Step 2: Explain your solution to the problem (your project/program/event) and why it will help. e.g. By offsetting energy costs with external funding, Local Badminton Club can

focus on developing youth programs and other events for patrons to enjoy.

o Step 3: Explain why the need/problem requires immediate attention. e.g. Without support, Local Badminton Club could become unsustainable.

o Step 4: Combine Step 1-3 into a statement of need. Ensure to indicate the Target Age (e.g. 16-60) for your project/program/event and the number of anticipated users (e.g. 40-50). Provide the location of the program/project/event. Ensure numbers are realistic to the proposed program/project/event.

2.4 Advertisement: How will your organization promote this project/program. (e.g. Town of

Bassano website/Facebook, County of Newell website, posters, radio, newspaper)?

2.5 Feedback Plan (if applicable): How will your organization collect feedback to improve your

project/program/event (e.g. questionnaires)? How will your organization respond to the

feedback?

2.6 Amount Requested: Document the total amount of funds requested to offer the

project/program/event.

2.7 Additional Funding: Indicate if you are seeking additional funding opportunities (e.g. other

grants, fundraising).



3.0 Project Budget

Income/Expenses – Provide a breakdown of all project income (revenue) and expenses

(costs). The PROJECT TOTAL must balance.

Ensure that you do not over apply as funds are limited.

Insert a title for all listed expense (costs) along with the value (e.g. Income, “RBC

Donation” $1,000 or Expenses (costs), “Labor” $500).

Financial Statement –Provide your organization’s most recent annual financial statement.

4.0 Application Agreement

4.1 Organization Name – Same as 1.0 in Applicant Information

4.2 Checklist – Verify that supporting documentation has been attached to the application

before submission. Please review which documentation is required and/or optional.

4.3 Signature/Position – Signature of applicant certifying that the information in the document

is true and accurate. The individual signing the application must have signing authority within

the organization. The date the application was completed and submitted.

Recreation Funding Committee Schedule “D”

1

Recreation Grant Application Form *Refer to RFC Schedule C – Grant Application Process for application tips.

1.0 Recreation Grant Applicant Information

1.1 Organization Name: ____________________________________________________________________________

1.2 Mailing Address: ____________________________________________________________________________

1.3 Primary Contact Person Information: Name: __________________________________ Position: __________________________ Phone: __________________________________ E-Mail: __________________________

1.4 Other Contact Person Information: Name: __________________________________ Position: __________________________ Phone: __________________________________ E-Mail: __________________________

1.5 Describe your organization and its purpose: ____________________________________________________________________________

2.0 Project/Program Overview

2.1 Project/Program/Event Title: ____________________________________________________________________________

2.2 Provide a brief summary of the project/program: ____________________________________________________________________________

2.3 Provide a statement of need for your project/program: ____________________________________________________________________________

Target Audience (age): _________________ Anticipated # of Users: _________________

Location of Program/Project: _____________________________________________________

Project Start Date: _____________________ Project End Date: ____________________

2.4 How will your organization advertise the project/program? ____________________________________________________________________________


2

2.5 If applicable, how will you collect feedback from your participants? ____________________________________________________________________________

2.6 Amount Requested: _______________________

2.7 Has your organization requested additional funding from other sources: Yes No

3.0 Project Budget

Income: Expenses: (List All Project Expenses)

Recreation Grant Request: $_________ _____________________ $________ Other Income): _____________________ $________ ___________________________ $_________ _____________________ $________ ___________________________ $_________ _____________________ $________ ___________________________ $_________ _____________________ $________ ___________________________ $_________ _____________________ $________

Total: $_________ Total: $________ *Note all totals must BALANCE.

4.0 Applicant Agreement

4.1 _______________________________ agrees that the information in this document is true Organization Name and accurate.

4.2 Indicate which supporting documents have been attached to this application. Check all boxes that apply:

Current financial statement (mandatory) Quotes attached (if applicable) Letters of Support (optional)


3

4.3 Signature: ____________________________________ _________________________ Signature/Position Date (mm/dd/yyyy) ____________________________________ _________________________ Signature/Position Date (mm/dd/yyyy) *All sections of the application must be completed or the application will not move forward.

DO NOT USE – OFFICE USE ONLY 5.0 Recreation Grant Application Number (Eg. 2020-01, 2020-02) 5.1 Date complete application received: _____________________ Int. _____ 5.2 Date preliminary check was complete: _____________________ Int. _____ 5.3 Date application was reviewed by administration _____________________ Int. _____ 5.4 Date application was reviewed by RFC _____________________ Int. _____ 5.5 Approved/Rejected Yes No Approved Funding: $______________

Recreation Funding Committee

Schedule “E”


Grant Review Process

Preliminary Check (Administration) and Follow-up Forms:

Preliminary Check

• Administration shall complete a preliminary check on all recreation grant applications.

• Administration has the authority to check for incomplete applications and notify

applicants if the application has been accepted or if additional documentation is

required using the letter templates prepared in Schedule “I”.

• Communication will be sent to the primary contact indicated on the application.

• Incomplete applications submitted after the deadline will not be collected by

administration and letters will not be issued regarding the acceptance or

incompleteness of the application after April 30th of each funding cycle.

• Administration is required to indicate what action has taken place regarding the

application and in what capacity they have communicated with the applicants. This

shall be recorded on RFC Primary and Official Grant Tracking Sheet.

• Administration does not have the authority to reject or deny applications.

Follow-up Forms

• Administration is responsible to distribute funds pursuant to completed Follow-up

forms. The full distribution of remaining funds may be deferred to the RFC.


Schedule “E”


Official Review (RFC):

The official review will be conducted by the RFC who has final decision-making power over

how the funding is to be allocated. RFC will use the RFC Schedule F (Grading Matrix) to aid

in the decision-making process.

1. The RFC shall meet no later than May 15th.

2. The RFC shall complete a review assessment on each application using the RFC grading

matrix.

3. The RFC has the authority to amend the funding amount request on each application.

Annual Application Review Process:

The RFC shall meet annually during the month of November to review the recreation grant

funding process and application templates.

1. Any revisions to any part shall be decided using the official decision-making process in

accordance with the RFC Terms of Reference.

2. Any feedback received by the RFC regarding the grant process will be discussed.

3. Any revision must be approved by the RFC and amended applications must be available

by the next funding cycle.


Schedule “E”


Recreation Funding Committee Schedule "F"

1

23

4

56

7

8

9

10

1112

1314

A B C D E F G

Info. Location Review Questions Exceeds

Requirments (3)Meets Reqirements (2)

Requirments Not Met (1)

Points Earned

Notes:

Overall ApplicationALL All sections of the application complete? Application is

complete and received prior to the application deadline.

Missing sections completed after notification by Administration and received prior to application deadline.

Application is incomplete after notification by Administration.

ALL Is the application legible? Easily readable. Not easily readable but can be understood.

Not clear enough to be read and/or understand.

(2.0) Project/Program Overview 2.3 What priorites of funding are met? Meets 2 or more of the

priorities of funding.Meets 1 of the priorities of funding.

Meets none of the priorites of funding.

2.2 Does the summary provide neccesary information to explain the project/program?

Provides clear detailed explanation of project/program.

Provides explanation of project/program.

Does not provide clear explanation of project/program.

2.3 Is need/problem clearly identified? Need is clearly identified and defined in detail.

Need is identified. Need is not identified.

2.3 Does the proposed solution meet the need?

Solution meets and exceeds the need.

Solution meets the need.

Solution does not meet the need.

2.3 Is the proposed solution required immediately?

Need is present and requies immediate attention.

Need is present and requires attention.

Need is present and does not require attention in this funding cycle.

2.3 Users anticipated to be served. Over 50 Under 50 Under 102.5 Has the applicant included a

communication (advertising) plan?Detailed plan list advertising tools and schedules

Plan lists advertising tools.

Plan does not list tools.

Grading Matrix

Approved - January 27, 2020

Recreation Funding Committee Schedule "F"

15

16

17

1819

202122232425262728293031323334

A B C D E F G(3.0) Project Budget

3.0 Is the project/program/event budget balanced?

Balanced with income and expense details.

Balanced Not balanced.

3.1 Does the funding request fall under one of the eligible expenses?

Falls under 2 or more of the eligible expense.

Falls under 1of the eligible expense.

Requires additional clarification how it falls under one of the eligible expenses.

3.1 Does the current financials indicate financial need for the project/program?

Financials are explicit and indicate financial need for the project.

Financials are available and indicate financial need.

Financials do not indicate financial need for the project/program.

Carry Forward AssessmentALL If project/programs/event funded in the

past, were the funds fully expended?Fully expended for intended purpose and provided detailed follow up information.

Fully expended for intended purpose.

Not used for intended purpose.

Date Assessed:

RFC Review and RecommendationOffical Recommendation (approved/amended):

Reason for rejecting (if applicable):Score:

Assessed by (All that are present):

Assessed by:Date Assessed:

Adminitrative ReviewProject Name and AllocatedTracking Number:

Reason for rejecting (if applicable):Score:

Approved - January 27, 2020

Recreation Funding Committee Schedule “G”


Grant Follow-up Form Process

Follow-up Form Process

Follow-up forms shall be submitted to the Town of Bassano by one of the following methods:

• Mail at P.O. Box 299, Bassano, AB, T0J 0B0 Attention: Recreation Funding

Committee

• Hand delivered to Town Office – 502 – 2nd Avenue, Bassano.

• Emailed to [email protected] with subject line as “RFC Grant Follow-Up”.

Follow-up form shall be completed 30 days after the project/program is complete.

All funded programs are required to complete this form. Failure to complete this form on time may result in ineligibility to apply for funding in the future.

1.0 Applicant Information

1.1 Recreation Grant Application Number – Insert number found on your

funding approval document/letter.

1.2 Organization Name – Insert the name of the organization you are representing. (e.g.

Local Badminton Club)

1.3 Mailing Address – Insert the mailing address for the organization you are representing.

(e.g. PO Box 000, Bassano, AB T0J 0B0)


Recreation Funding Committee Schedule “G”


2.0 Assessment

Project Completion and Needs Met – Identify how the project met the needs of the community

and how the funding helped to achieve this goal. Indicate any successes or challenges that

the organization faced.

3.0 Project Costs

Actual Project Costs – costs must be listed on the form to show that the funds given were

used based on the approved application.

• Receipts must be included to show all program/project/event expenses (costs) and

income (revenue) based on the approved application. Distribution of remaining funds

may be reduced for ineligible expenses.

4.0 Follow-Up Form Agreement 4.1 Organization Name – Same as 1.0 in Applicant Information

4.2 Signatures/Positions – A dual signature is required certifying the information in the

document is true and accurate. The individual signing the application must have signing

authority within the organization. Please provide the date the Grant Follow-Up Form was

completed.

3.0 Feedback of Recreation Grant Process Provide your organization’s opinion/suggestions as to the effectiveness of this recreation

grant application process. (e.g. Format suggestions, length, information requirements, etc.)

Recreation Funding Committee Schedule “H”

1

Recreation Grant Project Follow Up Form 1.0 Applicant Information:

1.1 Recreation Grant Application Number: _________________________________________

1.2 Organization Name: _____________________________________________________

1.3 Mailing Address: ________________________________________________________

2.0 Assessment:

2.1 Was the project/program/event completed? Please share your successes or challenges. ____________________________________________________________________________

3.0 Actual Project/Program Costs:

Income: Expenses (costs):(List All Project Expenses)

Recreation Grant Request: $_________ _____________________ $________ Other Income): _____________________ $________ ___________________________ $_________ _____________________ $________ ___________________________ $_________ _____________________ $________ ___________________________ $_________ _____________________ $________ ___________________________ $_________ _____________________ $________

Total: $_________ Total: $________

Please provide receipts for all income and expenses.

4.0 Applicant Agreement:

4.1 _________________________________ agrees that the information in this document is Organization Name true and accurate.

4.2 ____________________________________ _________________________ Signature/Position Date (mm/dd/yyyy)

5.0 Feedback of Recreation Grant Application Process:

5.1 Please provide your opinion/suggestions on this recreation grant process. ____________________________________________________________________________


Schedule “H”

2

DO NOT USE – OFFICE USE ONLY

6.0 Recreation grant application number: _____________________________ 6.1 Date follow up process received: _____________________________ 6.2 Date follow up process reviewed: _____________________________ 6.3 Date of second disbursement: _____________________________ 6.3 Follow up review notes: ____________________________

Approved – January 27, 2020

RECREATION FUNDING COMMITTEE (RFC) BASSANO

Date Organization Address of Organization Dear Contact Person: RE: Recreation Funding Grant Application Number ________ Thank you for your Recreation Funding Grant Application. We would like to acknowledge the efforts of your organization in creating positive experiences within our community. Your application has been accepted and will be reviewed by the Recreation Funding Committee at our upcoming meeting. Your organization will be contacted as soon as possible as to the results of the committee review. If you have any questions, please do not hesitate to contact the Recreation Funding Committee contact at (403)641-3788. Sincerely, Recreation Funding Committee Town of Bassano


RECREATION FUNDING COMMITTEE (RFC) BASSANO Date Organization Address of Organization Dear Contact Person: RE: Recreation Funding Grant Application Number __________ Thank you for your Recreation Funding Grant Application. We would like to acknowledge the efforts of your organization in creating positive experiences within our community. After review, it has been noted that your application is incomplete. Below is a checklist of the required documentation for a Recreation Funding Grant Application. Please complete the appropriate area of the application and resubmit to the Town of Bassano. Section 1.0 Applicant Information Section 2.0 Project Overview Section 3.0 Project Budget Section 4.0 Applicant Agreement

Thank you for your prompt attention to this issue and looking forward to reviewing your revised application. If you have any questions, please do not hesitate to contact the Recreation Funding Committee contact at (403)641-3788. Sincerely, Recreation Funding Committee Town of Bassano


RECREATION FUNDING COMMITTEE (RFC) BASSANO

Date Organization Address of Organization Dear Contact Person: RE: Recreation Grant Application Number __________ The Recreation Funding Committee is pleased to inform you that your Recreation Funding Application for _____________________________________project has been approved to the maximum amount of $_______. Enclosed is a cheque partial payment (50 percent of the approved amount). The remainder of the funds will be distributed upon the submission of a completed Follow-up Form. The Recreation Funding Committee, as stewards of funds, ensures that funding is used in a timely fashion and monitors the progress of approved projects. Please ensure that your organization completes the mandatory Follow Up Form with 30 days after the completion of your project. Once again, thank you for your efforts in creating positive experiences within our community and are looking forward in working with your organization in the completion of this project. If you have any questions, please do not hesitate to contact the Recreation Funding Committee contact at (403)641-3788. Sincerely, Recreation Funding Committee Town of Bassano Enclosure Cheque

Copy of Follow Up Form and Process

1

MONTHLY CAO REPORT


Amanda Davis, Interim Chief Administrative Officer Report Period: January 8, 2020 – February 5, 2020 Administration

INTERNAL Intended timeline To date 1. Capital replacement plan for public

works equipment Ph. 2 - December 31, 2018 Complete

2. Tax recovery file – unresolved TR#42014 (*correction – roll number was recorded incorrectly in previous report and on contract work plan).

Ph. 2 - December 31, 2018 In progress

3. Plan 3872T, Block 7, Lot 19 (main street)

Ph. 2 - December 31, 2018 Sales/development agreement underway.

4. Unsightly premises properties – workplan

Ph. 2 - January 31, 2019 Ongoing

5. Municipal Development Plan (MDP) Ph. 3 – February 1, 2019 – January 31, 2020.

First draft presented to MPC in November. Public engagement will be postponed until after the Ph. 3 of the Tiny Home project is complete to prevent the duplication of work.

6. Beautify Bassano – implementation Ph. 3 – ongoing Orders in progress, steering committee active, work plans.

7. Regional Recreation Funding Ph. 3 – February 1, 2019 – January 31, 2020

Complete

8. Work plans – oversee implementation Ph. 3 – February 1, 2019 – January 31, 2020 - ongoing

In progress

9. Strategic Plan – Goal 2 – community and economic development

Ph. 3 – February 1, 2019 – January 31, 2020

Phase 1 research underway.

10. Lagoon Upgrades Ph. 3 – February 1, 2019 – January 31, 2020 – ongoing

Ongoing

11. Bassano Spur Line Ph. 3 – February 1, 2019 – ongoing.

Ongoing

12. Legal matter (1) Ph. 3 - ongoing In progress

2

13. Legal matter (2) Ph. 3 – ongoing In progress General Administration

At the January 13, 2020 council meeting, RCMP Corporal Sebastian Andrews expressed his

concerns regarding the speed on Highway 1 near Bassano. Andrews advised that he has sent a report to Alberta Transportation to seek a speed reduction. Andrews encouraged the Town to submit a similar request if council shared similar concerns. Discussion required.

The in-house portion of the financial audit is now complete. Follow-up work will be done in late February to close off the books in alignment with the audit and KPMG will present the audit report at the March council meeting.

Continuing to work through the Family Resource Network (FRN) proposal with the FCSS director. I will attend the next FCSS meeting to present an update to the board regarding the FRN, FCSS Agreements and next steps based on council directives. Discussion required regarding needs assessment.

Administration seeks information on the Bassano TV association tower. In late January, the Town

received notice that a decades old agreement (1972) had Global and CTV supporting the Bassano TV Association with technical support for their two local transmitters. A technician stopped at the site in 2019 and confirmed that the power had been turned off. Notification was received on January 22, 2020 from Bell Media/CTV that they would no longer provide service in Bassano. Does council have any history on the tower? The Town may be salvageable or could be sold for other purposes.

Administration made a presentation to the FCSS board on January 15, 2020 to address:

o Council’s direction regarding an application to the Family Resource Network (application complete and submitted);

o FCSS programs with a part-time worker (effective March 31, 2020); o Human resources; o Updating bylaws/policies and procedures for compliance.

The FCSS board with the support of the Director are diligently reviewing their programs to determine what programs they will be able to deliver over the next three-years with/without FRN funds. The FCSS board is considering adding more volunteer hours to ensure valued programs remain in Bassano. A program overview will be presented to council shortly. In addition, it was agreed in principle that the operational policies/procedures/bylaws would be updated to reflect an advisory role or the board rather than a mix of advisory and management. Administration is preparing updates for council’s consideration.

All 2020 workplans were issued to staff in accordance with the interim budget.

Attended a regional CAO meeting in Brooks on January 16, 2020. Meeting notes attached to business item 7.3.

Bylaw Enforcement

Sixty-five civic address warning letters were issued to non-compliant properties in late January. 33 properties achieved compliance. We are working with the remaining property owners to achieve compliance before moving into the second round of warning letters.

3

Recreation

Administration submit the recreation operations budget and multi-year capital plan to the County for consideration. Administration is scheduled to present the capital plan to County Council on February 6, 2020.

All policies and procedures were developed and approved by the Recreation Funding Committee for the new recreation grant program. A marketing campaign is being development and will roll-out in the next few weeks.

Utilities

Council approved Utility Rates Bylaw on January 13, 2020. The bylaw states that “All developed properties in Bassano are subject to each bi-monthly utility fee regardless if the services is being used.”

1. A letter was sent to 501 – 11 Street on October 31, 2019 advising that as part of a utility audit, it was discovered that utilities were not being applied to the account and that effective November 1, 2019, rates (water, sewer, garbage and recycling) would be applied. The owner advised that water was disconnected from the property and does not agree that water and sewer rates should be applied.

2. A letter was sent to the property owners of 607 – 7 Avenue on January 6, 2020 advising that as part of a utility audit, it was discovered that only two of the four units were being charged for utilities and that moving forward, utility rates would be applied to each unit. The owner advised that the development permit was granted for secondary suites and believes the property should only be charged for two units. All other properties in Bassano that have multiple units are charged per unit. If the rates are going to be applied, the property owners’ request that a grace period is granted to allow for a rental rate increase.

A Public Notice regarding utility rate changes was issued via maildrop in January.

Mobile Home Park – Water Utility

Master water meters were installed at the two mobile home parks in late 2019 (see consumption report below). Council advised that once a minimum of two months of consumption was recorded a meeting would be scheduled with residents to discuss next steps. A meeting could be arranged in March. Discussion required.

Location Master Meter Installation

YTD Consumption YTD Average Charges

Average Per Cubic Meter Charge

West Mobile Home Park (8 units)

Sept. 12, 2019 366 m3 $1,560 (flat rate of $78.10)

$867

East Mobile Home Park (32 units)

Sept. 19, 2019 2,256 m3 $6,240 (flat rate of $78.10)

$5,347

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Capital Projects Lagoon

Notification was received from the government that endorsed the Town’s Expression of Interest (EOI) application to the Investing in Canada Infrastructure Program (ICIP). The Town may now proceed to prepare an application for ICIP funding. The application will be prepared in February. A motion of council is required to authorize the submission of the application.

Notice has been provided to MPE.

Development

PERMIT NUMBER LOCATION DEVELOPMENT None

Economic Development An elected officials’ course was facilitated by Economic Developers Alberta on January 28, 2020 at the Community Hall to provide council with new tools and resources for economic development (retention and attraction). An investor proposal was submitted as per motion 311/19. Canalief provided a letter of recommendation to accompany the Town’s proposal (see attached). Land Lease 438 – 1 Avenue is municipally owned and listed for sale. Interest has been received to lease the land for the purpose of installing a commercial greenhouse and giftshop at the site. Administration is working through this process with the interested party and seeks confirmation if council would consider a short-term (5-year) lease. The highlighted lots below is the site in question. Discussion required.

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Attachments:

1. Action Items List – no action required 2. Strategic Plan – council updates – no action required 3. Canalief – letter of recommendation – no action required

Town of BassanoCouncil Meeting Action Items 2019

August 20, 2018 Regular Council MeetingDirected to Action Completed

Davis, A.Follow up with MPE after receipt of report for Seely re: 4 Avenue Cl. (written report, liability, etc.) - report to council

Dec. 10, 2018 Special MeetingDirected to Action Completed

Davis, A. Research Gibeau negotiations re: annexation.

Jan. 14, 2019 Regular MeetingDirected to Action Completed

Davis, A. Prepare councillor reduction bylaw.

Apr. 8, 2019 Regular MeetingDirected to Action Completed

Davis, A. Follow up with ins. Re: piggy back on municipal policy - external groups for content ins.

October 15, 2019 Regular MeetingDirected to Action Completed

Davis, A. Prepare RFD for engineering standards.Davis, A. Brand logo review. Davis, A. Notify G. Armstrong re: crop maintenance. Not proceeding with upgrades in 2019.

October 28, 2019 Special MeetingDirected to Action Completed

Davis, A. Prepare TOR for economic development committee.Davis, A. Letter to CoN re: value add project.Davis, A. Add RV's on town property on action list for 2020 BBI orders. Davis, A. When preparing dev. standards - research back flow prevention for water system.

Dec. 19, 2019 Regular Meeting


Directed to Action Completed Davis/Muhlbeier Apply for RFN funds as a spoke. CompleteDavis, A. Submit MSIO application. CompleteDavis, A. Process reserve transfers and capital projects as presented - per 2020 budget. Davis, A. Finalize recreation proposal to county per ICF to include utility costs. CompleteDavis, A. Prepare work plans for staff per interim budget. CompleteRaymond. L. Proceed to acquire new assets per budget. One item purchasedDavis, A. Offer to Bassano Golf re: truck donation. Davis, A. Transfer to reserves Canalief funds. completeDavis, A. Prepare investor summary as discussed. complete

Jan. 13, 2020 Regular MeetingDirected to Action Completed

Davis, A. Correspond with Cpl. Andrews re: press information for front line workers - upcoming newsletter

Davis, A. Add to CAO report for Feb. re: speed limit change LOSAdded to Feb. 10, 2020 agenda.

Davis, A. Update UT Rates Bylaw for signing Complete - Jan. 14, 2020Petkau, C. Update all UT accounts with new rates - complete internal audit. In progress.Seidel, J. Upload UT Rates Bylaw online. Complete.Davis, A. Press release re: UT Rates Bylaw Issued Jan. 30, 2020.

Davis, A. Add to CAO report for Feb. Buster Bobcat UT'sAdded to Feb. 10, 2020 agenda.

Davis, A.Prepare TOR for BBI Steering Committee. 4H looking for volunteer opportunities - Alicia Armstrong or Tracy Hall.

Davis, A. Send calendar invite for Special Council meeting for Jan. 30, 2020 Complete - Jan. 14, 2020

Davis, A. Arrange EOEP course for Jan. 28, 2020.Confirmed on Jan. 14, 2020

Davis, A.Procedural bylaw re: delegations - admin, CEO/Admin, email poll. Internal delegation policy - any rejected delegates for stated in monthly CAO report.

Updates to JM on Jan. 14, 2020

Davis, A. Contact PEP re: EATC Value Added Agri Project - share the resources for our project?Sent to WV on Jan. 14, 2020.


Davis, A. Prepare fourth contract. Complete - to RW on Feb. 5, 2020

Davis, A.Send investor summary content to council. Confirm AEP requirements, how many roll off industries?

F2F with BS on Jan. 14, 2020 will follow up with him asap re: land options.

Davis, A. Continue with investor summary. File submitted.

Jan. 30, 2020 Special MeetingDirected to Action Completed

Davis, A. Notification to JBA re: approval of Ph. 2 act on Ph. 3.

Confirmed on Jan. 31, 2020 - Ph. 3 kick-off meeting set for Feb. 6, 2020.

Davis, A. Notification to PEP re: project approval and Ph. 3. Sent on Jan. 31, 2020.

TOWN OF BASSANO STRATEGIC PLAN

“Our vision is to become the most attractive and affordable urban community under 2,500 in Alberta where industry leaders want to invest, where tourists come for a new experience, and

where people choose to live, work and play.”

2019-2025

Revised November 12, 2019

1

BACKGROUND

In 2018, the Town of Bassano’s Mayor and Council undertook a comprehensive strategic planning and visionary exercise. The purpose of the exercise was to identify where the elected body wanted to see the community in the future. It enabled them to develop a shared vision and to understand how the decisions they make influence the trajectory of the community.

A plan outline was presented at a town hall meeting in mid-November to which 70 residents attended or 6.0% of the population. Public engagement at the meeting confirmed town council’s vision and plan for Bassano. Attendees expressed their desire to see improved marketing and attractions along the TransCanada highway, the importance of beautification, the need to celebrate and recognize the successes of the community, with balanced infrastructure renewal projects.

Having heard the desires of the community and reflecting on the initial plan outline, the Mayor and Council reconvened for a second time on February 20, 2019 to develop a plan of action that enables the implementation of three overarching goals.

HOW TO USE THE PLAN

A Strategic Plan is a working document and must be reviewed on a regular basis to ensure the goals and action plan remain relevant and to confirm that implementation is in fact leading to the community’s desired outcomes.

Decision makers should defer to the plan before a resolution is made to substantiate that the item being considered contributes directly to the goals and objectives of the plan. Following this process ensures decision makers stay focused on achieving priorities.

All goals and action items must be prioritized, and resources need to be allocated within the municipal budget to ensure implementation can occur. While, decision makers may get excited to implement every action at the same time, it is important to understood that this cannot occur. Plan implementation requires many calculations and methodical actions as each item builds off the next to create a lasting whole.

The action items below is the first phase of the plan. As town council and administration work through implementation, tasks and outcomes will be added as the action items grow and evolve.

A Prosperous Future for Bassano

Goal 1 Regional

Partnerships

Goal 2 Community

and Economic

DevelopmentGoal 3

Infrastructure Renewal

“The best way to predict the future is to create it.” – Peter Drucker

Goal 1: Regional Partnerships Purpose Status quo is not an option for Bassano. Actions need to be taken to ensure the community and region is viable well into the future. A viable community is service rich, affordable, welcoming, and efficient. Regional partnerships are essential for cost savings and improved service delivery. Partnerships will contribute to the long-term viability of the region.

End Result (Why) The Town of Bassano will change how it does business in order to:

1. Enhance and/or develop partnerships to eliminate the duplication of services and free up limited resources for other initiatives. 2. Ensure the municipality meets all legislative requirements. 3. Enhance the promotion of Bassano and the Brooks Region. 4. To improve competitiveness in the market. 5. Improve the quality of life for residents and visitors. 6. Foster innovation and solve complex challenges.

_____________________________________________________________________________________________________________________________________________

Action Plan (G1) Task 1 Timeline Responsibility Resources Measurement/Outcome Confirmed Completion

Develop and approve an Intermunicipal Collaboration Framework (ICF) – Town of Bassano and County of Newell

Completion by March 31, 2019

CAO to complete administrative tasks and negotiations as directed by town council. Town council to provide direction for negotiation of ICF.

Human capital – CAO (20-40 hours). Legal review (if required) - $2,000

ICF is approved and executed by both parties within the defined timeline. ICF is equitable for both parties. Improves partnerships between the parties.

ICF is complete and signed.


1

Action Plan (G1 continued) Task 2 Timeline Responsibility Resources Measurement/Outcome Confirmed Completion

Implementation of ICF Recreation program

completion by December 31, 2019.

CAO’s (town and county) to draft an updated recreation agreement with recommendations to councils. Update agreement, facilitate meetings with recreation user groups as required, and provide information to councils so they can be the boots on the ground. Councils to act as agents (boots on the ground) to complete any negotiations with stakeholders.

Human capital – CAO (20-30 hours). Councils (20-40 hours). Legal review (if required) - $1,000 General (e.g. supplies, honorariums, etc.) - $1,000

1. Development of new recreation agreement.

2. Formation of a new committee.

3. Negotiate with stakeholders.

4. Approve new recreation agreement.

5. Exchange/allocate recreation funds.

6. Monitor the implementation of the ICF to ensure it is meeting intended outcomes – updates to be included in the monthly CAO report.

RFC policies and procedures complete. Marketing process being developed.

Implementation of ICF Emergency services completion by December 31, 2020.

Town to engage with the County of Newell to request the formation of a Joint Emergency Management Committee (JEMC).

Human capital – CAO (30 hours), Council (10 hours). Legal review (if required) $2,500.

1. Council motions the request to enter a JEMC with county.

2. Formalize

negotiations with the County and

Draft agreement underway with County – January 16, 2020.


2

CAO to work with County administration to develop a JEMC.

Membership costs $10,000 – $25,000 per annum.

other stakeholders if applicable to complete JEMC.

3. County appoints members to JEMC and completed emergency management responsibilities (DEM, DDEM, emergency management plan, agencies, training, etc.).

4. Bassano’s emergency management is fully managed by the County.

5. Bassano meets mandatory legislative compliance for emergency management. Professional, trained organization takes over emergency management responsibilities to eliminate the


3

duplication of services.

6. An annual progress report is received from the managing partner to inform the community/council of emergency management actions.


4


Develop partnerships with Siksika Nation.

Ongoing Mayor, council and administration. The purpose of partnership is to contribute to the prosperity of Bassano and Siksika Nation. There are common borders between the communities. Partnerships will enable the Bassano and Siksika to build off each-others’ strengths and abilities to support innovation and to solve complex challenges that impact the communities.

Human capital – CAO (50 hours), Council (50 hours). FCSS/Programming – integrated into new operational mandates (est. 100 hours per annum).

1. Council to pass a bylaw recognizing the importance of Treaty 7 lands.

2. Host/attend a meeting with Siksika Band Council to discuss common issues/partnership opportunities (e.g. tourism corridor, The Bassano Project, the Bassano Dam, education, social programming).

3. Letters of support are exchanged for common projects.

4. Where appropriate formation of partnerships to generate wealth, apply for grants to promote and develop the communities.

Mayor and CAO attended Siksika Council meeting January 2020 to engage in relationship building.


5

5. Elected officials/community members par-take in local events in each community with the integration of heritage and culture.

6. Social needs assessment completed by FCSS to determine events, training and programs required to meet the needs of the communities diverse populations. Programs delivered in accordance with the new provincial framework.


6

Goal 2: Community and Economic Development Purpose The people of Bassano matter which is why community and economic development is imperative to the town. Community and economic development will help build the local economy, bring greater awareness to our assets and provide value added opportunities for residents, businesses, visitors and investors.

End Result (Why) The Town of Bassano’s message to the world is that we are open for business and partnerships. To us, being open for business and partnerships means we work to improve the experience every individual has when they enter the community and interact with the elected body, municipal employees and residents. By doing this, we aim to improve the quality of life for the populace which will lead to a more sustainable future.

_____________________________________________________________________________________________________________________________________________

Action Plan (G2) Task 1 Timeline Responsibility Resources Measurement/Outcome Confirmed Completion

Development permit simplification

December 31, 2019 – ratify Safety Codes Agreement. July 31, 2020 Municipal Development Plan. September 30, 2020 for checklists, fees and guides. September 30, 2021 for development and design standards.

CAO and Oldman River Regional Services Commission (ORRSC). CAO to develop a step-by-step checklist to aid in the development permit application process. CAO to develop permit guides to simplify the development process. CAO to ensure the municipality complies with development legislation (e.g Quality Management

Human capital – CAO (200 hours). ORRSC (20-40 hours). General items $5,000. Design and engineering standards $75,000 - $100,000.

1. Development permit checklist available.

2. Municipal staff are trained on how to use the development permit checklist.

3. Development permits applications are updated/modified.

4. Development permit fees are

Checklists and packages complete and ready for distribution. Safety Codes Agreement ratified.


7

Plan and Municipal Development Plan). CAO and ORRSC to review the Land Use Bylaw and make recommendations to update the bylaw to simplify the development process if necessary. CAO/planner and engineers to prepare development standards and guidelines.

reviewed/updated (if required). Last update was 2013.

5. Safety Codes Agreement is ratified in accordance with the Joint Quality Management Program.

6. Development permit packages are complete and available for pick-up in person of from the website.

7. Municipal Development Plan complete and approved – public consultation included.

8. Approved set of community design/engineer standards – public consultation included.

9. Agreements/plans are approved by


8

council and are being implemented.

10. Developer feedback is positive – how is the process of dealing with Bassano and sub agencies.

11. Development simplification is actively promoted internally and externally.


Beautify Bassano Initiative (BBI)

Ongoing and immediate until 2025.

CAO is responsible to direct and oversee the implementation of the BBI. Town council is responsible for promotion of the BBI through public engagement and consultation. Town council is responsible to make decisions that improve the aesthetics of Bassano.

Human capital – CAO, administration and public works (10 – 30 hours per week per annum). Town council (1-3 hours per week per annum for public consultation). General items $50,000 services, promotion, bylaw enforcement, revitalization.

1. Attractive/clean community.

2. Less unsightly properties.

3. Crime reduction.

4. Renewed pride – volunteers and community members buy into the BBI and actively work to help with its implementation.

Year 2 BBI orders underway.


9

Residents and volunteers must buy-into the BBI and assist with its implementation. This can only occur if the town sets the standard and leads the way. Town council upholds the terms of the Community Standards Bylaw and BBI.

5. Positive feedback

from community members and visitors.

6. Improved work processes for municipal employees.

7. Efficient use of municipal resource

8. New investments.


Unique Project – Tiny Home Pilot Project

March 31, 2019 – December 31, 2020 (Phase 1-3)

CAO/Palliser Economic Partnership. Consultant

Human capital – CAO (75-100 hours). Consultant fees $70,000 General items $10,000

1. Feasibility report. 2. Business plans. 3. Implementation

plan. 4. Community

engagement.

5. Increase Bassano’s tax base to support long-term affordability.

6. Confirm land availability.

Phase 2 report approved on January 30, 2020. Phase 3 report kick-off on February 6, 2020.


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7. Confirm economic and employment opportunities.

8. Variety of housing and development opportunities.

9. Create a competitive advantage that helps Bassano stand out.

10. Update the Land Use Bylaw if required to accommodate growth.


Economic Enrichment Strategy

September 30, 2019 – July 31, 2020.

Consultant Human capital – CAO (5-10 hours) Strategy development - $50,000

1. Prepare an economic enrichment strategy that confirms how the town can take advantage of the transportation and logistics corridors to build a robust local economy.

Phase 1 report underway.


11

2. Approval/rejection of the strategy.

3. Implementation of strategy. Implementation would be the next phase of Task 4 (build out).


12


Develop partnerships for marketing and promotion of Bassano with local/regional Agencies, Boards, Commissions, and volunteer organizations.

February 1, 2021 – July 31, 2023

Town council – engage with organizations to encourage partnerships to build/enhance the town. Administration – provide support to volunteer organizations to encourage partnerships to build/enhance the town. Stakeholders (may include):

- Agencies, boards and commissions.

- Regional tourism association.

- Joint Shared Services.

- Volunteers and societies.

$25,000 - $40,000 for project specific items. Examples – signage, permits, website redevelopment, branding, etc.

1. Increased promotion of Bassano.

2. Active leadership –

leading others.

3. Resources secured through platforms such as Grant Advance to advance the interest of the town and special projects/partnerships.

4. New/renewed partnerships with stakeholders to support/develop new or ongoing projects not necessarily managed by the town (e.g. tourist booth, revitalization of buildings on main street).

No action.


13

Goal 3: Infrastructure Renewal Purpose Infrastructure renewal is essential in Bassano. With the resources available, the town will endeavor to upgrade local infrastructure to maintain and improve services, to build the local economy and to attract investors.

End Result (Why) The Town of Bassano’s concludes that infrastructure renewal will lead to a strong foundation to support services and growth.

_____________________________________________________________________________________________________________________________________________

Action Plan (G3) Bassano must ensure it manages wastewater in accordance with its license granted through Alberta Environment and Parks. This is an essential service that must be provided to the residents.

Task 1 Timeline Responsibility Resources Measurement/Outcome Confirmed Completion

Sewage Lagoon Upgrade 2017 – December 31, 2021

Administration – project management – 1000 hours Town council – resource allocation. External (engineers, land agents, legal counsel, Alberta Transportation, Albert Environment and Parks)

$7.020M (provincial/federal grants, reserves and general taxation).

1. Achieve compliance with Alberta Environment and Parks.

2. Grants have been applied for – secure external funds where applicable.

3. Project is designed.

4. Project is tendered.

5. Project is awarded.

Capital budget complete. Project design and operations plans continue. Ongoing consultation with AEP. Notification from government in support of ICIP process. Grant application underway.


14

6. Project is

constructed.

7. Project is in full operation.

8. Operating agreement in place with NRSC.

9. Any debt is paid off.


15

Action Plan (G3 continued) Bassano is the gateway to the region and, as such, we want to showcase what our community has to offer. We aim to be everyone’s first stop when travelling east on the TransCanada highway. In addition, we aim to be everyone’s final stop before leaving the region. Bassano has services and amenities to meet the needs of those living, relocating, working or commuting through the region.


Highway Re-development Project Purpose: to upgrade the highway commercial development to ensure it is attractive and accessible for users. The design must be attractive to draw people off the highway to come and experience what Bassano has to offer. This project consists of more than just pavement, it may include new/upgraded signage, wind barriers, picnic tables or bathrooms. Key features include paving, curb/gutter and utility placement.

January 1, 2020 – September 30, 2023

Town council – resource allocation and public consultation. Administration – project management.

External - design rendering for features – (estimated fee $50,000). External – engineering design for hard infrastructure – (estimated fee $200,000) Project cost – (estimated fee $2M). Project to be funded by grants, capital reserves, levies and taxation.

1. Community planning session – what do we want to see.

2. Design rendering.

3. Public engagement process – present design rendering.

4. Approve design rendering.

5. Develop fee structure for upgrade – cost analysis.

6. Hard infrastructure design – engineering.




Grant applications submitted – Jan. 2020.


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10. Project is constructed.

11. Aspects of project tied to the economic enrichment strategy – monitoring /measurement plan.



17

Action Plan (G3 continued) To improve the flow of water and to eliminate dead end water lines, water looping must occur. This will ensure improve water pressure and eliminate the risk of stagnant water in sections of the lines.


Water looping project. January 1, 2022 – September 30, 2023

Town council – resource allocation. Administration – project management.

Refer to the Infrastructure Master Plan – North water main looping $1.6M Project funding, grants, capital reserves and general taxation.






6. Water system reaches full capacity for flow.

No action.


18

Action Plan (G3 continued) 5th Avenue infrastructure upgrades are a priority as a result of their deterioration. 5th Avenue services the hospital, emergency services, school, residential and commercial business district. It is a main thoroughfare and requires attention.


5th Avenue (above ground and below ground infrastructure)

September 30, 2023 – September 30, 2025


Refer to the Infrastructure Master Plan - $1.2M (sanitary, water, road surface and manholes) Project funding, grants, capital reserves and general taxation.






No action.


19

Action Plan (G3 continued) Revitalize our core. Upgrade above ground and below ground infrastructure to promote development, accessibility, tourism and active healthy living.


2nd Avenue Revitalization – Main Street (above ground and below ground infrastructure)

June 30, 2024 – December 31, 2027


Refer to the Infrastructure Master Plan - $4M (sanitary, water, road surface, manholes, curb/gutter, sidewalks, lighting and outdoor features (e.g. benches, monuments, etc.)). Project funding, grants, capital reserves and general taxation.

1. Community planning session – what do we want to see.

2. Design rendering.

3. Public engagement process – present design rendering.

4. Approve design rendering.

5. Develop fee structure for upgrade – cost analysis.

6. Hard infrastructure design – engineering.




No action.


20


11. Aspects of project tied to the economic enrichment strategy – monitoring /measurement plan.



21

Action Plan (G3 continued) Ensure the Town of Bassano’s approved stormwater discharge point is unobstructed to maintain the flow of stormwater. Work in collaboration with the Eastern Irrigation District and County of Newell to develop a proactive plan of action to mitigate stormwater conflicts.


Bassano Spur Line 2017 – December 31, 2022

Town council – resource allocation. Administration – project management. Eastern Irrigation District County of Newell Province of Alberta

1. Develop a cooperative plan of action with the Eastern Irrigation District and County of Newell to develop a plan of action to mitigate stormwater conflicts.

2. Implement plan of action.

3. Proper easements are in place to enable access and flow of stormwater.

4. Completion of a storm water management plan.

5. Completion of a community needs assessment.

6. Risk mitigation checklist complete and monitored.


22

Conclusion Communications Plan

1. A copy of this plan will be provided to the County of Newell as per the terms of the Intermunicipal Collaboration Framework. 2. A copy of this plan will be available to the public on the Town of Bassano’s municipal website (www.bassano.ca) 3. A copy of this plan will be available for pick-up at the Town of Bassano’s Municipal Office at 502 – 2nd Avenue, Bassano. 4. Administration will include regular progress updates regarding strategic priority outcomes in the bi-monthly newsletter.

Town Council’s Responsibility 1. Town council will refer to this plan when making decisions that impact the community to ensure there is priority alignment. 2. Town council will complete a formal review of this plan by March 31 annually. 3. Town council will update this plan accordingly and ensure adequate resources are designated so projects can occur. If projects exceed the town’s financial capacity, the

projects will be modified or removed from the plan.

Administration’s Responsibility 1. Administration will implement this plan once it is formally approved by town council. 2. Administration will provide monthly updates regarding strategic priority outcomes at the regular council meeting. 3. Administration will assess all current and new projects to ensure they align with the town’s approved priorities. 4. Administration will notify town council immediately of issues/opportunities as they arise in relation to the priorities within this plan.

Citizens of Bassano’s Responsibility 1. The citizens of Bassano will consult with Town Council and Administration and assist where possible to improve the development and long-term viability of the community. 2. The citizens of Bassano will take part in community planning and development exercises. 3. The citizens of Bassano will notify Town Council or Administration of their approval/concerns of the listed priorities listed in this plan.

Participants Town council: Ron Wickson, Tom Rose, Jackie Seely, Kevin Jones, Doug Barlow, John Slomp, and Irvin Morey (revised plan) (Lynn MacWilliam original plan).

Adoption/Review March 19, 2019 (M#50/19) November 12, 2019 (M#259/19)

http://www.bassano.ca/

1

To whom it may concern, I would like to extend a letter of reference to the town of Bassano. Amanda Davis, the CAO is as diligent as they come. As a first-time builder she made the process seamless. Cannabis can be a controversial subject and we required zoning changes to allow cannabis production within the town. We were amazed by the local support as well as the support from the town council. After submitting our development permit documents the council voted in favour of our change of use/development permit after one meeting. We didn’t make it necessarily easy and we requested a number of variances but Amanda painted a clear picture of why this was the right move for the town and in the best interest of the municipality. Immediately we found likeminded people. Many excited about the economic stimulation this would bring to their town and looking for work. Others wanting to invest in the project themselves. We have been so welcomed by the community and by the local businesses we received the opportunity to do a retrofit on a building in town to operate as our 2nd location. This required a change of use application and once again, the council rallied in support. I would highly recommend Bassano as a place to start any new business. Controversial or not, they have the ability to handle anything that is put in front of them. Best Regards, Devon Davidson. Canalief Inc. President and Co-Founder. [email protected] 587-999-4229

Net Balance at End of Previous Month 970,404.41$

Receipts for the Month 126,032.79$ Interest 1,993.87$ Capital Plan Transfer 13,407.23$

ECD Transfer to Close Account 14,359.97$

Cancelled Cheques 5,426.67$

Transfer - Sewer 288.68$

Outstanding Deposit 472.10$

Sub-Total 1,132,385.72$

Less Disbursements for the month -$ 197,112.14

Bank Charges -$ 641.23

WCB 1,410.32-$

Outstanding deposits November 247.39-$

ACFA 66,247.24-$

ASFF 72,854.03-$ Net Balance at End of Month 793,873.37$

Bank Balance at End of Month-Bank 849,864.51$

Outstanding Deposit 834.22$

Sub-Total 850,698.73$

Less outstanding cheques 56,825.36-$

NET Balance at End of Month 793,873.37$

Opening Balance Interest/Transfers Closing Balance

Fire Reserves 78,026.22$ 159.05$ 78,185.27$

Sewage Upgrade 1,562,238.16$ 288.68-$

3,184.17$ 1,565,133.65$ MSI Capital 273,274.95$ 557.03$ 273,831.98$

Fedral Gas Tax Refund 4,405.16$ 8.98$ 4,414.14$ MSI Operational 77,801.47$ 158.59$ 77,960.06$

LLUP Grant Funds 30,256.70$ 61.67$ 30,318.37$ ECD Grant Funds CLOSED 14,359.97$ 14,359.97-$ -$

Capital Plan Reserve 1,866,401.00$ 13,407.23-$

3,785.88$ 1,856,779.65$

Land & Development Reserve 585,610.19$ 1,193.68$ 586,803.87$

Recreation & Culture Reserve 326,767.37$ 666.07$ 327,433.44$

Municipal Reserve 457,471.72$ 932.49$ 458,404.21$

FCSS Reserve 11,997.56$ 24.46$ 12,022.02$

Shydlowski 104.50$ 0.21$ 104.71$ Common Shares 5,093.51$ 5,093.51$

Shydlowski Scholarship 5,465.94$ 5,465.94$

Nesbit Burns Fixed Income 838,429.26$ 838,429.26$ Cash Account 185,005.86$ $9,659.28 194,665.14$

Transaction Total -$7,664.32

Total 6,322,709.54$ 6,315,045.22$

MONTHLY STATEMENT

Town of BassanoPeriod Ending December 31, 2019

Interim C.A.O Amanda Davis

Mayor Wickson

General Account

Savings

Investments

3:40:57PM

TOWN OF BASSANO

2020-Feb-5Cheque Listing For Account Payable

Page 1 of 3

Cheque # Cheque Date CEO CAO Vendor # Vendor Name Amount

Batch # 18429 20191110 2019-12-03 EFT EFT 492 Chinook Financial, A Division of Connect First CU 800.00

20191111 2019-12-03 EFT EFT 7 RECEIVER GENERAL FOR CANADA 7,194.83

7,994.83

Batch # 18458 20191118 2019-12-11 EFT EFT 1043 2052900 ALBERTA LTD. 10,943.10

20191119 2019-12-11 EFT EFT 96 ALBERTA TRAFFIC SUPPLY LTD. 2,386.69

20191120 2019-12-11 EFT EFT 171 AMSC INSURANCE SERVICES LTD. 2,032.29

20191121 2019-12-11 EFT EFT 564 AZTEK SECURITY COMPANY 92.40

20191122 2019-12-11 EFT EFT 1036 B. J. ZIBELL TRUCKING 1,368.68

20191123 2019-12-11 EFT EFT 490 BADLANDS WELDING 354.94

20191124 2019-12-11 EFT EFT 8 BASSANO AUTOMOTIVE (1985) LTD. 325.25

20191125 2019-12-11 987 BASSANO BOWLING CLUB 40.00

20191126 2019-12-11 EFT EFT 20 BASSANO BUILDING CENTRE LTD. 28.33

20191127 2019-12-11 720 BASSANO GOLF CLUB 22.00

20191128 2019-12-11 306 BASSANO MEMORIAL LIBRARY 10.00

20191129 2019-12-11 EFT EFT 47 BASSANO PLUMBING & HEATING 328.13

20191130 2019-12-11 EFT EFT 522 BENCHMARK ASSESSMENT 3,276.36

20191131 2019-12-11 EFT EFT 561 BRANDT TRACTOR 744.95

20191132 2019-12-11 980 BREMAULT, PATRICIA 50.00

20191133 2019-12-11 EFT EFT 487 CANADIAN LINEN 75.24

20191134 2019-12-11 EFT EFT 1050 CHINOOK FINANCIAL C/O COLLABRIA 2,485.59

20191135 2019-12-11 EFT EFT 703 COCHRANE, CORY 64.00

20191136 2019-12-11 EFT EFT 121 COUNTY OF NEWELL 122.00

20191137 2019-12-11 EFT EFT 1029 FRANKLIN'S TIRES BASSANO LTD 919.80

20191138 2019-12-11 EFT EFT 698 GEO H. HEWITT CO. LTD 144.90

20191139 2019-12-11 EFT EFT 811 GREGG DISTRIBUTERS LP 91.48

20191140 2019-12-11 EFT EFT 258 HERITAGE PROPANE LTD. 15.75

20191141 2019-12-11 EFT EFT 1046 MUHLBEIER, VICTORIA 250.00

20191142 2019-12-11 EFT EFT 6 MUNICIPAL INFORMATION SYSTEMS 446.25

20191144 2019-12-11 EFT EFT 3 PIONEER GAS CO-OP LTD. 668.48

20191145 2019-12-11 EFT EFT 217 PLAYFAIR LODGE 422.10

20191146 2019-12-11 EFT EFT 25 PUROLATOR COURIER LTD. 38.58

20191148 2019-12-11 EFT EFT 967 REDDING, BRADLEY 250.00

20191149 2019-12-11 EFT EFT 940 REIMER, TYLER 104.40

20191150 2019-12-11 EFT EFT 483 ROCKY MOUNTAIN PHOENIX 489.84

20191151 2019-12-11 EFT EFT 956 ROSE, LOGAN 104.40

20191152 2019-12-11 EFT EFT 1026 SEIDEL, JODY 250.00

20191153 2019-12-11 1000 SMITH, SYNDEY 250.00

20191154 2019-12-11 EFT EFT 881 SOUTH COUNTRY CO-OP LIMITED 1,377.68

20191155 2019-12-11 EFT EFT 1 TELUS COMMUNICATIONS INC. 1,210.42

20191156 2019-12-11 EFT EFT 1035 TELUS MOBILITY 136.65

20191157 2019-12-11 EFT EFT 696 VILLAGE OF DUCHESS 4,000.00

20191158 2019-12-11 EFT EFT 900001 ATCO GAS 1,375.50

20191159 2019-12-11 EFT EFT 900001 BROOKS TOWING 525.00

20191160 2019-12-11 EFT EFT 900001 MITCHELL, JORDAN 100.00

20191161 2019-12-11 EFT EFT 900001 THE CANADIAN PAYROLL ASSOCIATION 103.95

3:40:57PM

TOWN OF BASSANO


Page 2 of 3


38,025.13

Batch # 18462 20191162 2019-12-11 EFT EFT 989 PETKAU, CHRISTINE 250.00

20191163 2019-12-11 EFT EFT 946 RAYMOND, LONNIE 250.00

500.00

Batch # 18464 20191164 2019-12-12 EFT EFT 989 PETKAU, CHRISTINE 12.61

20191165 2019-12-12 EFT EFT 946 RAYMOND, LONNIE 22.03

34.64

Batch # 18505 20191167 2019-12-20 EFT EFT 877 ALBERTA MUNICIPAL SERVICES CORPORATION 22,754.57

20191168 2019-12-20 171 AMSC INSURANCE SERVICES LTD. 2,032.29

20191170 2019-12-20 796 CREAKY FLOOR HARDWARE STORE LTD. 116.53

20191171 2019-12-20 1019 EDWARDS LAND SERVICE LTD. 303.11

20191172 2019-12-20 816 EECOL ELECTRIC CORP. 274.32

20191173 2019-12-20 509 MITCHELL CURTIS ENTERPRISES INC 13.00

20191174 2019-12-20 529 MPE ENGINEERING LTD 5,842.38

20191175 2019-12-20 EFT EFT 6 MUNICIPAL INFORMATION SYSTEMS 855.76

20191176 2019-12-20 578 NEWELL REGIONAL SERVICES CORP. 29,195.10

20191177 2019-12-20 1041 REYNOLDS MIRTH RICHARDS & FARMER LLP 67.73

20191178 2019-12-20 32 WESTERN CAN. WELDING PRODUCTS 405.69

20191179 2019-12-20 715 ZONE WEST 765.45

62,625.93

Batch # 18507 20191180 2019-12-31 652 MAYHEW, BRIAN 1,470.00

20191181 2019-12-31 902 SIEBEN HOLDINGS LTD. 682.50

2,152.50

3:40:57PM

TOWN OF BASSANO


Page 3 of 3


Batch # 18517 20191202 2019-12-23 EFT EFT 1043 2052900 ALBERTA LTD. 14,335.25

20191203 2019-12-23 139 AVIATION VISUAL AIDS 376.35

20191204 2019-12-23 361 BASSANO SCHOOL 1,500.00

20191205 2019-12-23 980 BREMAULT, PATRICIA 20.00

20191206 2019-12-23 487 CANADIAN LINEN 75.24

20191207 2019-12-23 382 CHRIST THE REDEEMER CATHOLIC SEPARATE 3,078.13

20191208 2019-12-23 EFT EFT 703 COCHRANE, CORY 449.82

20191210 2019-12-23 258 HERITAGE PROPANE LTD. 94.50

20191211 2019-12-23 EFT EFT 869 JONES, KEVIN RONALD 448.34

20191212 2019-12-23 257 LIFETALK COUNSELLING SERVICES 1,500.00

20191213 2019-12-23 EFT EFT 885 LUNSETH, LAURIE 1,020.00

20191214 2019-12-23 1055 MOREY, IRVIN 336.40

20191215 2019-12-23 1046 MUHLBEIER, VICTORIA 959.59

20191216 2019-12-23 EFT EFT 483 ROCKY MOUNTAIN PHOENIX 3,054.46

20191217 2019-12-23 EFT EFT 686 ROSE, THOMAS DAVID 394.40

20191218 2019-12-23 EFT EFT 1014 SLOMP, JOHN 174.00

20191219 2019-12-23 EFT EFT 1010 WICKSON, RON 420.16

20191220 2019-12-23 EFT EFT 900001 GILL, ARVIND 292.58

20191221 2019-12-23 900001 HERYFORD, VERNA 75.00

28,604.22

Batch # 18518 20191222 2019-12-23 939 CROSSTOWN TRUCK & TIRE LTD. 1,472.14

20191223 2019-12-23 EFT EFT 1046 MUHLBEIER, VICTORIA 500.00

20191224 2019-12-23 1000 SMITH, SYNDEY 500.00

2,472.14

*** End of Report ***

Total 142,409.39

Bassano’s MONTHLY MAYOR’S POLICING REPORT

January, 2020

Bassano Detachment “K” Division

Alberta

2

Annual Performance Plan (A.P.P.’s) Community Priorities: Community approved APP’s are:

(1) Community engagement a) Crime Reduction rural crime

(2) Traffic

(1) Community engagement: a. School visits

Bassano RCMP has continued its partnership with the school throughout the month of January. We continue to do presentations and weekly reading sessions on Tuesdays and meetings with the senior high students.

. Cst. Logan TATARYN fulfilled his program with Bassano School where he completed training with all senior students at Bassano school on the dangers on sexting, and bullying. This required him to complete 3 days of presentation to Grades 7 -12 in the month of January. Bassano RCMP also continues its reading program at Bassano school on Tuesdays to k-6th grade.

b. Rural Patrols Bassano Detachment continues to make Rural crime patrols a priority and has stepped up its patrols from last month as shown in our chart provided below. *see chart page 3 We would like to continue to ask Community members to stay vigilant and inform their local RCMP with any suspicious vehicles or occurrence’s. We also recommend that property owners lock any unsecured property on their land, and install trail cameras when possible. Property crime has continued its decrease from January 2019 in large part due to weather and Bassano RCMP new policing initiatives.

*A patrol consists of a minimum of 45 minutes in the said area.

c. Community relations

Officers of the Bassano Detachment encourage members of the community to attend

3

Bassano Detachment to have coffee and discuss any issues they may be having, or to simply talk. Community members have responded positively and this has assisted in building a strong rapport with residents who previously had strained relationship. Bassano RCMP continues its new program to help further increase the gap with communication by sending out media reports to Newspaper and Social media.

(2) Traffic:

Members of Bassano Detachment take the safety of your roads very seriously and have been making more attempts to help keep them safe with numerous vehicles stop’s in town and on the highway with sobriety being the number one concern. There has recently been new legislation in effect that requires all drivers to submit to mandatory Alcohol screening when requested by Police. This has increased the amount of drivers required to perform the test in order to better keep your community safe from impaired drivers. * Chart showing amount of actual vehicles checked for the month below. This does not include the amount of charges or tickets laid just the overall amount of vehicles checked. Bassano Detachment Continues to patrol Highway #1 and 550 at night to keep its roads safe from speeders and impaired drivers. • * Chart below starts from April 2019 • R stands for Rosemary, B stands for Bassano, G Gem, H for Hussar

Crime prevention

Total =R+B+G+H January 2020

R

B

G H

Year* to

Date Rural patrols 48 15 16 5 12 415 School visits 14 3 8 3 n/a 117

Vehicle checked for sobriety

70 830

Notable occurrences for the Month

None for the month of January Community Contributions to APP’S

• The community continues to assist Bassano RCMP in inviting officers to multiple community events giving Cpl. ANDREWS the opportunity to address their concerns and

4

issues during quarterly reports. • Bassano RCMP would like to thank the local newspaper for giving them space to help keep

Bassano residents up to date on recent crime activity in their community for the 3rd quarter report.

• Bassano Detachment would like to thank Bassano Town Council for continuing the line of communication of bringing up questions and concerns as it relates to its policing.

• Bassano Detachment would like to thank Bassano School for giving us permission to run our programs at their facility.

New Community Concerns (Update on concerns raised in the past if not yet resolved):

• None noted this month. • Bassano Detachment responded to a total of 52 calls for service during the

month of January 2020

OCCURRENCES

January

2020

Year to

Date

January

2019

Year Total

2018

Assaults (all categories) 0 19 0 21

Break and Enters (Residence & Business) 0 18 2 9

Theft of Motor Vehicle 0 9 0 3

Theft Under $ 5000.00 1 18 2

13

Theft Over $ 5000.00 0 4 0

4

Drugs ( Possession ) 0 0 0 0

Drugs ( Trafficking ) 0 0 0 1

Liquor Act 0 2 0 0

Unlawful Sale (Bootlegging) 0 0 0

0

Causing a Disturbance / Mischief (including public

intoxication) 0 29 1 36

Impaired Driving 1 28 0 15

5

Other Complaints 50 890 69

746

Total Calls for Service 52 866 74

848

Should you have any questions or concerns regarding this report or any other community matters, please feel free to contact Cpl. Sebastian ANDREWS Cpl. Sebastian ANDREWS Bassano RCMP Detachment Telephone: (403) 462-4597 email: [email protected]

Medical Officer of Health

801 – 1 Avenue South Lethbridge, AB T1J 4L5

Telephone: 403-388-6007 Facsimile: 403-320-0145

January 10, 2020 Dear Municipal Elected Officials and Leaders Re: Legalization of Edibles, Extracts and Topicals (EET) - Information for Municipalities I am pleased to provide you with the attached resource titled: Phase Two of Cannabis Legalization - Edibles, Extracts and Topicals, Public Health Information for Municipalities. Phase 2 of the federal government plan to legalize and regulate Edibles, Extracts and Topical (EET) forms of cannabis began on October 17, 2019, when the Cannabis Act was amended. Legal EET products are expected to be available in regulated cannabis retail stores by mid-January 2020. The legalization of EETs, three new and/or expanded classes of cannabis products, will have an impact on your existing local bylaws regarding consumption of cannabis in public places. Alberta Health Services (AHS) advises that a precautionary approach be taken to minimize substance use harms and unintended consequences. This approach recognizes that it is easier to relax or remove restrictions at a later date than to tighten them after decisions have been announced, bylaws have been enacted, and investments have been made. This precautionary approach is consistent with the recommendations of the Federal Task Force on the Legalization and Regulation of Cannabis (Government of Canada, 2016). It applies the wisdom and lessons learned from alcohol and tobacco policy, which is to begin with more restrictive regulations and ease restrictions only as evidence becomes available. AHS has developed the attached resource for municipalities to provide relevant information to assist in developing or revising local bylaws. This document outlines how EET may impact local regulations and how you can use this opportunity to strengthen or create new bylaws, based on a public health approach. It addresses consumption in public places, medical exemptions, multi-unit housing and festivals. The location, method and accumulated volume of cannabis consumption can create a number of concerns, including increased youth access and increased normalization among youth due to increased visibility and exposure. Public consumption bylaws have the potential to protect the community and its citizens. Effective regulation, as identified in the intent behind federal legalization, supports federal and provincial goals to keep cannabis out of the hands of youth and to protect public health and safety. AHS recognizes municipalities as important partners in public health. If you would like more information or support as you and your Council consider the impact of EET on your local bylaws, please feel free to contact me directly. Sincerely,

Shobhit Maruti, MD, MPH, FRCPC, DABPM Medical Officer of Health, South Zone Alberta Health Services Attached: Phase Two of Cannabis Legalization - Edibles, Extracts and Topicals, Public Health Information for Municipalities

Phase 2 of Cannabis Legalization – Edibles, Extracts and Topicals PUBLIC HEALTH INFORMATION FOR MUNICIPALITIES

Alberta Health Services (AHS) recognizes that municipalities have options for their cannabis-related bylaws now that Edibles, Extracts and Topicals are included in the federal Cannabis Act. To assist in making these complex decisions, AHS encourages municipalities to consider social and health harms. Overall, because we know so little about the impacts of cannabis on the health of communities and Albertans, we support a more restrictive environment until a larger body of research can tell us more. In this document you will find information about the public health approach to public consumption that addresses multi-unit housing, vaping, medical exemptions, and festivals.

PUBLIC CONSUMPTION

Restricting consumption of cannabis in public places sets up a regulatory environment that can help achieve the federal and provincial objectives of legalization, which include: protecting public health, restricting youth access, and protecting safety on roads, and in workplaces and public spaces.

ALBERTA HEALTH SERVICES ADVISES MUNICIPALITITIES TO RESTRICT CONSUMPTION IN PUBLIC PLACES (INDOORS AND OUTDOORS) COMPLETELY

What does a complete restriction mean?

It means cannabis consumption is prohibited in public places, limiting use to private residences only, for:

o Combustibles (smoking/vaping/dabbing)

o Edibles (beverages/food)

o Extracts (sprays/capsules/ high potency concentrates)

It means the protective measures that society has worked diligently for years to put in place for alcohol and tobacco will be the minimum for cannabis. This approach recognizes the decades of lessons learned from other intoxicating substances.

AHS recognizes there are special considerations related to multi-unit housing, medical users and festivals. We have provided additional information about these issues on the following page.

Why restrict public consumption?

Restricting public consumption helps to limit public intoxication and reduce health and social harms in the community. This is best achieved through policy. o The Netherlands found less restrictive regulations caused

health and social issues and are now implementing more restrictive regulations, including closing “coffee shops”.2

Occupational Health & Safety regulates both alcohol and cannabis (intoxicating substances) in the workplace to prevent workplace harms.3,4 In addition, public policies regulate alcohol consumption in public places to prevent harms. Restricting cannabis consumption in public places aligns with alcohol restrictions and mirrors the Occupational Health and Safety approach.

It aligns with alcohol regulations. This means open bottles/cans of either cannabis or alcoholic beverages would not be allowed in public spaces.5 This helps to prevent an increase of cannabis and alcohol-related harms and associated costs. o While there may be practical challenges to regulation

enforcement (e.g., proof edibles contain cannabis), having regulations in place supports public health and safety.

It prevents harm from second-hand cannabis smoke/vapour.6, 7, 8, 9, 10, 11

Children tend to copy what they observe and are influenced by the normality of any type of smoking behavior around them. Thus public consumption risks increasing cannabis use and associated harms.11

All jurisdictions that have legalized cannabis advise starting with stricter regulations.12

In all U.S. legalized states, decision makers banned public consumption at onset.

SUBSTANCE USE COSTS

ALBERTANS $5.5 BILLION PER

YEAR OR $1,332 PER PERSON

PER YEAR REGARDLESS OF AGE.1

Best practices in substance use help to reduce these costs and harms.

SPECIFIC CONSIDERATIONS IMPACTING PUBLIC CONSUMPTION DECISIONS

MULTI-UNIT HOUSING RESIDENTS

If cannabis consumption is only allowed in private units/ residences, some of which have no-smoking/vaping rules, does this disadvantage multi-unit housing residents’ ability to consume cannabis?

All residents have the option of consuming other forms of cannabis in their private units, such as: edibles, drinks, capsules, sprays, or tinctures.

As with tobacco, multi-unit housing complexes are advised to have smoke-free and vape-free indoor spaces and provide outdoor designated areas on common property for smoked or vaped products, five or more meters away from doors, windows and fresh-air intakes. If the complex is not smoke free, residents can request designated outdoor smoking and vaping areas to ensure the health and safety of all residents.

What if residents want the fast-acting effects that smoking/vaping cannabis provides?

There are alternative products that have similar effects without the harmful effects of second-hand smoke or vapour.

Residents can use outdoor designated consumption areas as recommended above.

VAPING

Is vaping a safer form of consumption?

Vaping is not without risks and the health impacts are not fully understood. Vaping may also result in more frequent use and use of higher THC products.13

Harms related to vaping may include severe lung disease, however at the time of this writing not enough is known about these emerging cases to understand the cause or full extent of the risks and harm.

There is no evidence that second-hand exposure to vapour is safe, thus a precautionary approach is advised.

MEDICAL EXEMPTIONS ARE REQUIRED

There are many different forms of cannabis products that medical users can choose from, particularly that do not involve smoking or vaping of the product.

The Canadian Medical Association does not support combustible products as initial prescribed product for medical purposes, as alternative forms are available that minimize health risks to the patient and second hand exposure risks to those around them.15

FESTIVALS

Should festivals allow public consumption in the form of “cannabis gardens” (similar to beer gardens)?

The most protective option and best way to reduce short and long-term health and social harms is to not allow cannabis gardens, because: o It normalizes consumption. Normalization means that a behavior or activity becomes a ‘normal part’ of leisure and

lifestyle and is no longer considered potentially harmful. The more often use is normalized and permitted, particularly in public spaces, the greater the risk of health and social harms to communities.

o Children tend to copy what they observe and normalizing smoking behaviour is of particular concern. As seen with alcohol and tobacco, normalization leads to increases in rates of use, including associated harms.

o Of potential noise and nuisance complaints. For example, the City of Hague, Netherlands now restricts public consumption because of the many complaints from residents and visitors regarding smell and noise.2 The Calgary Stampede has designated their event as family friendly, by banning on-site consumption.16 The Vancouver Park Board has banned 4/20 events because of the negative impact on residents, parks and facilities.17

There may be liability for festival organizers due to risk of harm related to intoxication.

Since people will smoke/vape in the general festival space anyway, wouldn’t having a designated space for

smoking/vaping be a better option?

The most protective option for the public is to prohibit public consumption.

AHS, in collaboration with municipalities, will review and monitor harms over time. Recommendations and practices could shift as we learn more.

WHAT IS A PUBLIC HEALTH APPROACH TO CANNABIS LEGALIZATION?

A public health approach strives to maximize benefits and minimize harms of substances, promote the health of all individuals of a population, decrease negative impacts on vulnerable populations, and ensure harms from interventions and legislation are not disproportionate to harms from the substances themselves.7 Key considerations when developing bylaws and the practices that support them include:

Taking a precautionary approach with stricter regulations to reduce health and social problems over time.

Begin with a more restrictive framework and ease restrictions as evidence becomes available.

Regulations allow for enforcement when needed and are not intended to shift burden of legalization to marginalized groups. Controls and education can be put in place to ensure an equitable approach to enforcement.

FOR MORE INFORMATION PLEASE CONTACT YOUR LOCAL MEDICAL OFFICER OF HEALTH. [email protected]

REFERENCES

1 Canadian Substance Use Costs and Harms Scientific Working Group. (2018). Canadian substance use costs and harms in the provinces and

territories (2007-2014). Prepared by the Canadian Institute for Substance Use Research and the Canadian Centre on Substance Use and Addiction. Ottawa, Ont.: Canadian Centre on Substance Use and Addiction.

2 The Hague, Ban on Smoking Cannabis, available online https://www.denhaag.nl/en/general/ban-on-smoking-cannabis.htm

3 Government of Alberta, (2019). Impairment in the workplace. Information for employers and workers on how to recognize and respond to impairment in the workplace. Available online: https://www.alberta.ca/impairment-workplace.aspx.

4 Occupational and Environmental Medical Association of Canada. (2018), Position Statement on the Implications of Cannabis Use for Safety-Sensitive Work. Available from: https://oemac.org/wp-content/uploads/2018/09/Position-Statement-on-the-Implications-of-cannabis-use.pdf

5 Giesbrecht, N., Wettlaufer, A., April, N., Asbridge, M., Cukier, S., Mann, R., McAllister, J., Murie, A., Plamondon, L., Stockwell, T., Thomas, G., Thompson, K., & Vallance, K. (2013). Strategies to Reduce Alcohol-Related Harms and Costs in Canada: A Comparison of Provincial

Policies. Toronto: Centre for Addiction and Mental Health.

6 Chief Medical Officers of Health of Canada & Urban Public Health Network. (2016). Public health perspectives on cannabis policy and

regulation. Available from http://uphn.ca/wp-content/uploads/2016/10/Chief-MOH-UPHN-Cannabis-Perspectives-Final-Sept-26-2016.pdf

7 Cone E., Bigelow G., and Herrmann E., et al. (2011) Non Smoker exposure to Secondhand cannabis Smoke. III Oral Fluid and Blood Drug Concentrations and Corresponding Subjective Effects. Journal of

Analytical Toxicology, 39(7), 497-509

8 Marrtens R., White P., Willams A., and Yauk C. (2013) A global toxicogenomic analysis investigating the mechanistic differences between tobacco and marijuana smoke condensates in vitro. Toxicology, 308, 60-73

9 The Health Technology Assessment Unit, University of Calgary, University of Calgary. (2017) Cannabis Evidence Series: An Evidence

Synthesis. Available from https://open.alberta.ca/dataset/cannabis-evidence-series-an-evidence-synthesis

10 Holitzki et al. (2017). Health effects of exposure to second- and third-hand marijuana smoke: a systematic review. CMAJ Open, 5(4), E814-E822.

11 D’Amico, E. J., Miles, J. N., & Tucker, J. S. (2015). Gateway to curiosity: Medical marijuana ads and intention and use during middle school. Psychology of Addictive Behaviors, 29(3), 613.

12 Canadian Centre on Substance Abuse, (2015). Cannabis Regulations:

Lessons Learned in Colorado and Washington State. Available from: https://www.ccsa.ca/sites/default/files/2019-04/CCSA-Cannabis-Regulation-Lessons-Learned-Report-2015-en.pdf

13 Budney, A.J., Sargent, J.D., Dee, D.C. (2015). Confirmation of the Trials and Tribulations of Vaping. Addiction, 110, 1705–1711

14 Centers for Disease Control and Prevention (2019). Outbreak of Severe Pulmonary Disease Associated with Using E-cigarette Products. August 30, 2019. Available online: https://www.cdc.gov/tobacco/basic_information/e-cigarettes/severe-lung-disease.html

15 Allan, G.M., Ramji, J., Perry, D., et al. (2018). Simplified guidelines for prescribing medical cannabinoids in primary care. Canadian Family Physician. 64 (2) 111-120

16 Nickel, R., Williams, N., (2019). Cannabis banned at first Calgary Stampede since legalization. Global News, July 5, 2019. Available online: https://globalnews.ca/news/5466568/calgary-stampede-cannabis-ban/

17 Vancouver Parks Board, April 17, 2018 Available online: http://vancouver.ca/news-calendar/park-board-message-on-420-marijuana-event-at-sunset-beach-park.aspx

https://www.denhaag.nl/en/general/ban-on-smoking-cannabis.htm

https://www.alberta.ca/impairment-workplace.aspx

https://oemac.org/wp-content/uploads/2018/09/Position-Statement-on-the-Implications-of-cannabis-use.pdf



http://uphn.ca/wp-content/uploads/2016/10/Chief-MOH-UPHN-Cannabis-Perspectives-Final-Sept-26-2016.pdf



https://open.alberta.ca/dataset/cannabis-evidence-series-an-evidence-synthesis

https://open.alberta.ca/dataset/cannabis-evidence-series-an-evidence-synthesis

https://www.ccsa.ca/sites/default/files/2019-04/CCSA-Cannabis-Regulation-Lessons-Learned-Report-2015-en.pdf

https://www.ccsa.ca/sites/default/files/2019-04/CCSA-Cannabis-Regulation-Lessons-Learned-Report-2015-en.pdf

https://www.cdc.gov/tobacco/basic_information/e-cigarettes/severe-lung-disease.html

https://www.cdc.gov/tobacco/basic_information/e-cigarettes/severe-lung-disease.html

https://globalnews.ca/news/5466568/calgary-stampede-cannabis-ban/

https://globalnews.ca/news/5466568/calgary-stampede-cannabis-ban/

http://vancouver.ca/news-calendar/park-board-message-on-420-marijuana-event-at-sunset-beach-park.aspx

http://vancouver.ca/news-calendar/park-board-message-on-420-marijuana-event-at-sunset-beach-park.aspx

2019 ORRSC Executive Committee Minutes – Page 34

MINUTES - 8 (2019)

EXECUTIVE COMMITTEE MEETING Thursday, November 21, 2019 at 6:00 p.m.

ORRSC Boardroom (3105 - 16 Avenue North, Lethbridge)

EXECUTIVE COMMITTEE:

Gordon Wolstenholme - Chair Ian Sundquist (absent) Jim Bester - Vice-Chair Jennifer Crowson Don Anderberg (absent) Margaret Plumtree Doug MacPherson

STAFF:

Lenze Kuiper – Director Barb Johnson – Executive Secretary

AGENDA:

1. Approval of Agenda – November 21, 2019 ..........................................................................................

2. Approval of Minutes – October 10, 2019 ............................................................................ (attachment)

3. Business Arising from the Minutes

4. New Business (a) Draft 2020 Budget ......................................................................................................... (attachment) (b) Subdivision Fee Review ................................................................................................ (attachment) (c) Vehicle ............................................................................................................................................. (d) Subdivision Activity 2019 ............................................................................................... (attachment) (e) Fee For Service Update .................................................................................................... (handout)

5. Accounts (a) Office Accounts –

(i) September 2019 .................................................................................................... (attachment) (ii) October 2019 ............................................................................................................. (handout)

(b) Financial Statements – (i) January 1 - September 30, 2019 ........................................................................... (attachment) (ii) January 1 - October 31, 2019 .................................................................................... (handout)

6. Director’s Report ...................................................................................................................................

7. Executive Report ...................................................................................................................................

8. Adjournment ..........................................................................................................................................

OLDMAN RIVER REGIONAL SERVICES COMMISSION


CHAIR GORDON WOLSTENHOLME CALLED THE MEETING TO ORDER AT 5:55 P.M.

1. APPROVAL OF AGENDA

Moved by: Doug MacPherson

THAT the Executive Committee approve the agenda, as presented. CARRIED

2. APPROVAL OF MINUTES

Moved by: Jim Bester

THAT the Executive Committee approve the minutes of October 10, 2019, as presented. CARRIED

3. BUSINESS ARISING FROM THE MINUTES

None.

4. NEW BUSINESS

(a) Draft 2020 Budget

The Director prepared a revised budget which incorporated changes discussed at the last meeting as follows:

REVENUE: For Service (Member) - $400,000 Subdivision Approval Fees - $270,000 Carry over from 2019 - $53,000

EXPENDITURES: Permanent Employees - $1,748,848.00 Total Staff Benefits - $355,901.00

Committee consensus was to not carry over revenue from 2019; therefore, other options to balance the budget were discussed. Two budgets will be presented to the Board for consideration—one with a staff salary increase of 1.5% and one with a 2% increase.

Moved by: Jim Bester

THAT the Director incorporate changes to the 2019 Budget as discussed and prepare two options—one with a staff salary increase of 1.5% and one with a 2% increase—for consideration by the Board at the December 5, 2019 meeting. CARRIED

(b) Subdivision Fee Review

ORRSC currently charges the following subdivision fees:

Application Fee – $700 Per Lot Fee – $325 Per Lot Endorsement – $200

1st Extension – $325 2nd Extension – $425 3rd Extension – $525


A comparison with nine other Alberta municipalities was conducted, and ORRSC’s fees were found to be neither the highest or lowest of the group. The Committee agreed that small increases to keep up with the cost of living is preferred to avoid large increases in the future. The Director will calculate a minimal increase which will be incorporated into the 2019 Budget and presented to the Board for consideration at the December 5, 2019 Board of Directors’ meeting.

(c) Vehicle

An office vehicle was involved in a collision with a deer causing approximately $11,000 in damage to the vehicle and the driver sustained a fractured wrist. We have use of a rental for the next few weeks while this vehicle is being repaired.

(d) Subdivision Activity

Total subdivision revenue for the first 10 months of 2019 is $245,617.50 and we are hoping to reach $270,00 by the end of the year.

(e) Fee For Service Update

The updated Fee For Service - Current Projects was reviewed. A tally of total MDPs, IDPs, etc. completed and in progress will be presented at the Board of Directors’ meeting on December 5.

5. ACCOUNTS

(a) Office Accounts –

(i) September 2019 5150 Staff Mileage ........................................... M. Burla ............................................. $ 253.50 5280 Janitorial Services ................................... Madison Ave Business Services ....... 475.00 5285 Building Maintenance .............................. Cam Air Refrigeration ....................... 499.00 5310 Telephone ............................................... Bell Mobility ....................................... 611.44 5320 General Office Supplies .......................... Desjardin Card Services ................... 270.43 5380 Printing & Printing Supplies ..................... Desjardin Card Services ................... 277.16 5320 General Office Supplies .......................... Desjardin Card Services ................... 23.98 5500 Subdivision Notification ........................... Desjardin Card Services ................... 60.08 5330 Dues & Subscriptions .............................. The Macleod Gazette ....................... 52.50 5380 Printing & Printing Supplies ..................... Lethbridge Mobile Shredding ............ 23.00 5440 Land Titles Office .................................... Minister of Finance ........................... 162.00 5500 Subdivision Notification ........................... Lethbridge Herald ............................. 204.12 5570 Equipment Repairs & Maintenance ......... ALTIS MSP ....................................... 209.00 5570 Equipment Repairs & Maintenance ......... Digitex ............................................... 680.00 5570 Equipment Repairs & Maintenance ......... Whipcord ........................................... 1,262.80 5570 Equipment Repairs & Maintenance ......... Xerox ................................................. 738.73 5570 Equipment Repairs & Maintenance ......... Digitex ............................................... 90.00 5580 Equipment & Furniture Rental ................. Pitney Bowes .................................... 297.12


5590 Equipment & Furniture Purchases .......... Cam Air Refrigeration ....................... 4,365.00 1160 GST Receivable ...................................... GST Receivable ................................ 505.96

TOTAL $11,060.82

Moved by: Doug MacPherson

THAT the Executive Committee approve the Office Accounts of September 2019 ($11,060.82), as presented. CARRIED

(ii) October 2019 5280 Janitorial Services ................................... Madison Ave Business Services ....... $ 425.00 5285 Building Maintenance .............................. Wild Rose Horticultural ..................... 600.00 5285 Building Maintenance .............................. Weings Sprinkler ............................... 100.00 5285 Building Maintenance .............................. Yueu Majok ....................................... 200.00 5310 Telephone ............................................... Bell Mobility ....................................... 675.64 5310 Telephone ............................................... Bell Mobility ....................................... 595.48 5310 Telephone ............................................... Shaw Business ................................. 180.91 5320 General Office Supplies .......................... Desjardin Card Services ................... 162.97 5380 Printing & Printing Supplies ..................... Desjardin Card Services ................... 307.99 5330 Dues & Subscriptions .............................. Bassano Publishers .......................... 25.50 5330 Dues & Subscriptions .............................. Sunny South News ........................... 26.00 5380 Printing & Printing Supplies ..................... Lethbridge Mobile Shredding ............ 23.00 5440 Land Titles Office .................................... Minister of Finance ........................... 169.00 5470 Computer Software ................................. ESRI Canada .................................... 6,637.50 5570 Equipment Repairs & Maintenance ......... Xerox ................................................. 757.84 5570 Equipment Repairs & Maintenance ......... Digitex ............................................... 700.00 1160 GST Receivable ...................................... GST Receivable ................................ 560.83

TOTAL $12,147.66

Moved by: Margaret Plumtree

THAT the Executive Committee approve the Office Accounts of October 2019 ($12,147.66), as presented. CARRIED

(b) Financial Statements –

(i) January 1 - September 30, 2019 (ii) January 1 - October 31, 2019

Moved by: Jennifer Crowson

THAT the Executive Committee approve the following unaudited Financial Statements, as presented:

January 1 - September 30, 2019 January 1 - October 31, 2019 CARRIED

6. DIRECTOR’S REPORT

The Director reported on his activities since the last Executive Committee meeting.


7. EXECUTIVE REPORT

Committee members reported on various projects and activities in their respective municipalities.

8. ADJOURNMENT

Moved by: Gordon Wolstenholme

THAT we adjourn the regular meeting of the Executive Committee of the Oldman River Regional Services Commission at 7:40 p.m. until Thursday, December 12, 2019 at 6:00 p.m. CARRIED

/bj CHAIR: _________________________________________

BASSANO MEMORIAL LIBRARY MINUTES FROM NOVEMBER 5, 2019 1 Call to order: Linda Parish called the meeting to order at 7:01 pm. 1.1 Members Present: Jackie Seely., Monique Treiber, Kathy Bulger, Lin Hermanson, Sherry Steinbach, Linda Parrish, Rob-erta Harmacy. Absent with notice Amy Richards .Theresa Kelly ab-sent with notice. Linda Parrish welcomed Jackie Seely to the board as the Rep. from Bassano Town Council . 1.2 Approval of Agenda: Kathy Bulger moved the Agenda be approved as presented. All in favour Carried. 1.3 Presentation: None . 1.4 Approval of Minutes of last meeting: Monique Treiber moved the minutes from the Oct. 7, 2019 meeting be accepted as presented. All in Favour Carried. 2 Business from Minutes: 2.1 No response yet from The Royal Purple in response to the letter requesting funds to cover the cost of the initial setup of VOIP . 2.2 AUMA High Interest Savings Account at the CIBC. Monique Treiber is in the process of completing this, should be in place by our next meeting. 2.3 Re-appointment of Board Members a letter has been received from Town of Bassano. (See attached copy ) 2.4 Ag Society Grant: We have received a cheque for $800;00 for New Eaves trough for the Library . Quotes #1: Well Hung for $848.93. ( subcontracted by Ryan Barlow). Quote #2 : J & A $668.85. Monique Treiber moved that we accept Well Hung”s quote for $848.93. Seconded by Kathy Bulger. All in Favour. No one Opposed. 2.5 Provincial Funding : The Library will be receiving the remaining 50% of the Grant Money shortly.

2.6 Bassano Craft Sale. ( 10am- 3 pm.) We will set up a table at the sale to run a Membership Drive. Board members will take turns manning the table during the day. All new memberships and renewal memberships collected at the table will be entered for a Draw Prize. We would hand out library bags to new members. Kathy Bulger will look after booking the table and getting the draw prize. Lin Hermanson will get bookmarks. Jackie Steely will make a sign for the table. The new members will take their paper to the Library and Bonnie Bennett will issue their Membership Cards. 2.7 Tracking Volunteer Hours: Linda Parish will talk to Bonnie Bennett about keeping a log book of volunteer hours at her desk. 2.8 Logo Branding : moved to January 2020 meeting. New Business: 3.1 Jackie Seely moved that the overpayment error to Mandy Galarneau in the amount of $116.70 be waived in lieu of overtime hours . Motion seconded by Monique Treiber. All in Favour Carried. 3.2 Pot Luck Christmas Supper: Dec. 2 at 6pm. Spouses and children welcome. Bonnie Bennett to invite volunteers and Monique Treiber to Friends of the Library . Board Members to bring food , ( Optional may bring bottled drinks if desired ). Monique Treiber moves we give honorariums to Bonnie Bennett ($100.00) and Mandy Galarneau ($50.00)and Dave Dodds ($50.00) Linda Parrish seconded the motion. All in Favour Carried. 3.3 A three year budget was drawn up last year and submitted to the Town of Bassano . This should be good till 2021. Monique Treiber, Jackie Seely, Linda Parrish and Theresa Kelly will meet within the next two weeks. Further discussion tabled for a future date. 4 Meeting Reports:

4.1 Librarian’s Report: Lin Hermanson moved we accept the report as presented. All in Favour. Carried. 4.2 Treasurer’s Report: see attached Balance Sheet as of Sept 30/19 and attached proposed Budget Sheet. Permission to pay invoices: Motion by Kathy Bulger to pay invoices. Seconded by Lin Hermanson. All in Favour. Carried. 4.3 Town Report: Jackie Seely presented the report from Town Council. 4.4 County Report: The County still needs a Division 5 Rep. Jolene is stepping down therefore there will be an election for Chair Person at the December meeting 4.5 Shortgrass Report: No Report. 4.6 Committee Report: No Report. 5 Correspondence: Lin Hermanson now officially appointed by Bassano Town Council to the Bassano Library Board . See attached letter. (written OCT. 16/19.) Next Meeting January meeting will be Jan. 6, 2020 at 7pm. Linda Parrish adjourned the meeting at 8:42

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[email protected]

From: Jaime Thomas <[email protected]>Sent: January 14, 2020 3:50 PMTo: Alix; 'Tanya Meston'; 'Arrowwood'; 'Tara VanDellen'; [email protected];

[email protected]; '[email protected]'; '[email protected]'; '[email protected]'; 'Nolan Card'; '[email protected]'; '[email protected]'; '[email protected]'; 'Coaldale'; '[email protected]'; 'Coutts'; 'Cowley'; 'Patrick Thomas'; 'Kurtis Pratt'; 'Fort Macleod - Town ([email protected])'; 'Glenwood'; '[email protected]'; 'Office Village of Hillspring'; 'Tracy Doram '; 'Magrath'; 'Milk River'; 'Christopher Northcott'; 'Nanton'; '[email protected]'; 'Michael Merritt'; 'Penhold'; Picture Butte; 'Pincher Creek'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; 'Cris Burns'; '[email protected]'; 'Warner - Village ([email protected])'; 'Summer Village of Ghost Lake'; 'Tara VanDellen'; 'Spencer Croil'; 'Andrea Koester'; 'Karen Lonsbury'; 'Bill Hnatiuk'; 'Jason Ogertschnig'; 'Pam Searcy'; 'Keli Sandford'; 'Kerry Hale'; '[email protected]'; 'Georgina Sharpe'; '[email protected]'; 'Shaun Fox'; 'Ben McPhee'; 'Karol Jorgensen'; 'Kristina Schmidt'; 'Tricia Willis'; 'Armfelt, Cory'; 'Lahiji, Ramin'; 'Noble, Grace'; 'Wendy Bergen'; '[email protected]'; Lennard Nichols; 'Tanya Meston'; 'Kale Sadler'; '[email protected]'; 'Alix'; 'Jody Seidel'; 'Rod Ross'; 'Gerry Melenka'; '[email protected]'; development; 'Natacha Entz'; 'Cherry Bayadog'; 'Brooks - City ([email protected])'; 'Yvonne Cosh'; '[email protected]'; '[email protected]'; 'Betty Ann Fountain'; 'Mike Marko'; 'Murray Millward'; 'Pincher Creek'; 'Opsadmin1'; 'Al Roth'; 'Tax'; Mladen Kristic; Lennard Nichols; Alicia Bartlette; Monks, Phyllis; Spencer Croil; Cameron Mills; Granum - Town ([email protected])

Cc: Lenze Kuiper; Mladen KristicSubject: GIS Grant ApplicationAttachments: Project Description - 2020 Grant.pdf; ACP Council Resolution GIS 2020.pdf

Happy New Year Everyone, We are close to submitting our application for the Intermunicipal Collaboration portion of the Alberta Community Partnership grant in order to cover the costs of the GIS upgrade. The Town of Coaldale will be our sponsoring municipality for the grant this year and I wanted to supply everyone with the “Description of the Project” as is required on the application. We will be asking for $97,000 to cover the cost of the enhancement for 45 members inside the GIS project. The submittal deadline for the application is January 20th, so if I could get everyone to please take a quick look at the attached pdf that outlines the project description, I would greatly appreciate it. I would like to submit the application later this week, and would appreciate any feedback that anyone may have. On another note, part of the requirements for the grant is to have a signed council resolution from each municipality in support of the project as Municipal Affairs wants to see buy in from everyone instead of just taking my word for it. If you could please forward this council resolution through the proper channels and onto council, that would be fantastic. I am attaching a blank council resolution which I please asked be signed and returned to me no later than February 28, 2020. If anyone has any questions or concerns, please feel free to contact me. Thanks, Jaime Thomas, GISP GIS Analyst

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Oldman River Regional Services Commission 403-388-3565 (Direct) 403-329-1344 (Office)

2. Project Description

The Oldman River Region GIS partnership is seeking grant funding to enhance their GIS infrastructure to

meet the needs of evolving requirements for its 45 member municipalities. The partnership’s current

version of GIS software is approaching the end of its lifecycle, and in that time not only has the

landscape of GIS sophistication changed, but the amount of different types of GIS users within a

municipality has increased exponentially. GIS information is now a key component that ties in multiple

facets within a municipality from planning, finance, public works, and policing while at the same time,

provides front line access to municipal rate payers. The partnership aims to utilize a software package

provided by ESRI, the worldwide leader in geospatial software, to build a new, highly functional and

expandable GIS solution that will provide all users with the necessary tools to make informed decisions.

The membership will rely on a long‐standing and successful relationship with the Oldman River Regional

Services Commission (ORRSC) who has acted as their GIS contractor for the past 17 years to offer

guidance throughout the enhancement process. Along with ORRSC’s guidance, the members will play

the most important role in the enhancement project as they, in the end, are the users of the GIS system

and will be providing constant input to help mold and shape the final project. The consultation will

include frequent “inside looks” at the performance and layout of each member site individually as it is

being built.

The enhancement project will first produce a new GIS viewer for all users using Geocortex software.

Geocortex is a Canadian GIS solution offered as part of a suite from ESRI Canada and is an award winning

GIS viewer that is used across many municipalities in Canada and the United States. The Geocortex

software is scalable and can be continually expanded with additional tools, reporting functions, and

workflows to meet the needs of large municipalities while on the other hand, can be easily simplified for

use in a small municipality. The use of Geocortex allows for never before seen customization using

workflows to create custom operations within the GIS itself.

Secondly, the project will allow the use of feature rich web mapping applications which have become

very prevalent in the world of GIS in the past five years. Member municipalities will be able to have ad‐

hoc web mapping applications created in very little time that are able to serve a very specific purpose.

These applications can be department specific and can be created for use over various periods of time

from an app showing a parade route that will only be used for a few weeks, to a permanent application

that takes users on a walking tour of the municipality which highlights historic buildings. The latter map,

known as a “tour” map was voted as one of the top new features of the ESRI web map applications and

is now being used by municipalities to aid tourism and economic development.

This enhancement project with the assistance of renowned software solutions provided by ESRI will

greatly increase each of the 45 members’ efficiency, accountability and service delivery to their rate

payers.

Alberta Community Partnership – IC Council Resolution 1) Be it resolved that we authorize the ___________________________________________ (Name of Municipality)

to participate in an application for the 2020 Oldman River Region GIS Enhancement Project

submitted by the Town of Coaldale under the Intermunicipal Collaboration component Alberta Community Partnership Grant, further

2) That the _____________________________________________ , a participant, agrees to (Name of Municipality)

abide by the terms of the Conditional Grant Agreement, governing the purpose and use of the grant funds. ________________________________ Chief Elected Official or Duly Authorized Signing Officer

________________________________ Date