REGULAR COUNCIL - 07 Dec 2021 - Agenda - Pdf

Town of Hinton

REGULAR MEETING OF COUNCIL

AGENDA

Tuesday, December 7, 2021 - 4:00 PM

Council Chambers, Hinton Government Centre

2nd Floor, 131 Civic Centre Road

Hinton, Alberta

TOWN COUNCIL MISSION

Council serves the interests of our citizens

to enable our community to reach full potential

All Council meetings are scent free. Please refrain from

wearing scented products

Page

The Town of Hinton respectfully acknowledges that it is located on Treaty 6 Territory and Métis Nation Region No. 4. These are the traditional territories and ancestral lands of Indigenous Peoples including the Plains Cree First Nations, Aseniwuche Winewak Rocky Mountain First Nations, Stoney, Tsuu T’ina, Nakota, Denesuline, Saulteaux, Mountain Métis, Michif, and many other communities that continue to enrich the land on which the Town of Hinton was established.

With this sentiment,

ORDER

1. Call to Order

ADOPTION OF AGENDA

1. Regular Council Agenda - December 7, 2021

COUNCIL MINUTES FOR ADOPTION

4 - 7 1. Committee of the Whole Meeting Minutes - November 9, 2021

8 - 13 2. Regular Meeting of Council Minutes - November 15, 2021



21 - 23 5. Special Meeting of Council Minutes - November 30, 2021

CITIZENS "MINUTE WITH COUNCIL"

DELEGATIONS AND PRESENTATIONS

BOARDS AND COMMITTEES OF COUNCIL REPORTING

CLOSED SESSION #1

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Town of Hinton

Regular Meeting of Council

AGENDA

December 7, 2021

Council Chambers

1. External Auditor Proposal Evaluation Results - Closed per Section 16 of FOIP

ACTION ITEMS

24 - 26 1. Appointment of External Auditor

27 - 28 2. Council Appointments to Hinton Municipal Library Board - Member Reduction Report

29 - 31 3. Council Action Pending List Revisions

32 - 34 4. 2022 Interim Operating Budget

35 - 72 5. 2022 Capital Budget and 2023-2026 Capital Plan Approval

DISCUSSION ITEMS

1. Mandatory Face Coverings Bylaw No. 1163 - Section 8.1.2

INFORMATION ITEMS

REPORTING

1. Council

• Reporting

• Urgent Matters 2. Chief Administrative Officer

• Reporting

• Status Report 3. Administrative Inquiries (Written)

NOTICES OF MOTION

CLOSED SESSION # 2

1. Rapid Housing Initiative Grant - Closed per Section 23 of FOIP

2. 2021 Hinton Golfing Society Operating Agreement Status - Closed as per Section 16 of FOIP

3. Personnel Update - Closed per Section 17 of FOIP

4. Water Treatment Plant Update - Closed per Section 16 of FOIP

5. Interim CAO Employment Agreement Extension - Closed per Section 17 & 24 of FOIP

6. Personnel, CAO Update - Closed per Section 17 of FOIP

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https://www.hinton.ca/DocumentCenter/View/9411/Bylaw-1163---Mandatory-Face-Coverings?bidId=

Town of Hinton

Regular Meeting of Council

AGENDA

December 7, 2021

Council Chambers

ADJOURNMENT

1. Call for Adjournment of Meeting

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TOWN OF HINTON

Minutes of the Committee of the Whole Meeting Held November 9, 2021 @ 4:00 p.m.

Committee Room Present by Zoom: Mayor Marcel Michaels, Councillors Trevor Haas, Brian LaBerge, Ryan Maguhn, Albert Ostashek, JoAnn Race, Stuart Taylor Administration in Attendance: Winston Rossouw, Acting Chief Administrative Officer, Sandra Rendle, Legislative Services Coordinator and Jen Davey-Campbell, Executive Assistant Administration in Attendance by Zoom: Hans van Klaveren, Acting Director of Community Services, Carla Fox, Director of Corporate Services, Maurice de Beaudrap, Director of Protective Services/Fire Chief, Heather Waye, Strategic Services Manager, Debbi Weber, Engineering and Development Manager, Carlos Tenias Gil, Communications Coordinator Also Present by Zoom: Rob Osmond, Project Support – Corporate Services Refer to the Standing Committee Meeting Agenda package for November 9, 2021 for detailed background information. ORDER

Deputy Mayor Maguhn provided a statement: The Town of Hinton respectfully acknowledges that it is located on Treaty 6 Territory and Métis Nation Region No. 4. These are the traditional territories and ancestral lands of Indigenous Peoples including the Plains Cree First Nations, Aseniwuche Winewak Rocky Mountain First Nations, Stoney, Tsuu T’ina, Nakota, Denesuline, Saulteaux, Mountain Métis, Michif, and many other communities that continue to enrich the land on which the Town of Hinton was established. With this sentiment, Deputy Mayor Maguhn called the Standing Committee meeting to order at 4:00 p.m. ADOPTION OF AGENDA

HAAS – That the Committee of the Whole Meeting Agenda of November 9, 2021 be accepted as presented.

Carried Unanimously

CITZENS “MINUTE WITH COUNCIL” No citizens wished to speak with Council.

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Town of Hinton Committee of the Whole Meeting Minutes – November 9, 2021 P a g e | 2

DELEGATIONS AND PRESENTATIONS

1. Golf Course Expression of Interest Presentations – Closed as per Section 16 of FOIP CLOSED SESSION

MICHAELS – That the Committee of the Whole Meeting move to Closed Session at 4:02 p.m.

Carried Unanimously M. de Beaudrap, H. van Klaveren, C. Fox, H. Waye, S. Rendle, J. Davey-Campbell and C. Tenias Gil left the meeting at 4:05 p.m. TAYLOR – That the Committee of the Whole Meeting move out of Closed Session at 6:27 p.m.

Carried Unanimously

M. de Beaudrap, H. van Klaveren, C. Fox, H. Waye, S. Rendle, J. Davey-Campbell and C. Tenias Gil joined the meeting at 6:32 p.m. Reconvened at 6:33 p.m. TAYLOR - That Council direct Administration to prepare a draft Memorandum of Understanding for the Expression of Interest for the Hinton Golf Course for ratification by Council prior to formal execution of the MOU and be brought back to a future Council or Committee of the Whole Meeting.

Carried Unanimously BOARDS AND COMMITTEES OF COUNCIL REPORTING

None.

ACTION ITEMS

1. Budget Timeline Update, Council Operating Proposal, and Public Consultation Results OSTASHEK - That Committee accept the Budget Timeline Update, Council Operating Proposals, and Public Consultation Results report for information; and That Committee direct Administration to bring a report to the November 23, 2021, Committee of the Whole Meeting to support the Committee’s review of any Council Operating Proposals submitted to Administration by the November 17, 2021, deadline.

Carried Unanimously

R. Osmond left the meeting at 7:13 p.m.

Council broke at 7:14 p.m.; Resumed at 7:20 p.m.

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TAYLOR - That Committee recommend the Mayor call a Special Meeting for November 13, 2021 to discuss Council’s 4-year priorities and how it can inform this years budget.

Withdrawn 2. Community Lead Destination Marketing Organization Update HAAS - That Committee accept the Community Lead Destination Marketing Organization Update for information and direct Administration to draft a letter of support for Explore Alberta’s Northern Rockies (EANR) to proceed with the Tourism Relief Fund grant application.

Carried Unanimously

DISCUSSION ITEMS

1. Draft Letter – RCMP Back Pay HAAS - That Committee direct Administration to proceed with sending the RCMP Back Pay Letter as amended.

Carried Unanimously MICHAELS - That Committee extend the Standing Committee Meeting past 8:00 p.m.

Carried Unanimously 2. Bylaw # 1070-4 – Council Committees Bylaw MICHAELS - That Committee recommends Council form a Working Group for the purpose of reviewing the Council Code of Conduct Bylaw, with the Working Group consisting of 3 Members of Council and Administration, and That Committee direct Administration to bring this item forward to the November 15, 2021 Regular Meeting of Council for decision.

Carried Unanimously 3. Draft Discussion Item Template

MICHAELS - That Committee direct Administration to implement the draft Discussion Item Template.

Carried Unanimously

INFORMATION ITEMS

No Information Items brought forward.

REPORTING

1. Council • Reporting • Urgent Matters

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2. Chief Administrative Officer Status Report • Reporting • Status Report

3. Legislative Services Update

CLOSED SESSION

3. Council Remuneration Review Committee Discussion – Closed per Section 23 of FOIP

MICHAELS– That the Committee of the Whole Meeting move to Closed Session at 8:19 p.m.

Carried Unanimously H. van Klaveren, C. Fox, D. Weber, H. Waye, S. Rendle, J. Davey-Campbell and C. Tenias Gil left the meeting at 8:19 p.m. S. Ward and N. Hope joined the meeting at 8:21 p.m. S. Ward left the meeting at 8:41 p.m. MICHAELS – That the Committee of the Whole Meeting move out of Closed Session at 8:55 p.m.

Carried Unanimously Reconvened at 8:55 p.m.

OSTASHEK – That Council direct the Mayor and Deputy Mayor to meet with the Council Remuneration Review Committee.

Carried Unanimously

ADJOURNMENT

HAAS - That the Standing Committee meeting adjourn at 8:56 p.m.

Carried Unanimously __________________________________ Deputy Mayor __________________________________ Legislative Services Coordinator

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TOWN OF HINTON

Minutes of the Regular Meeting of Council Held November 15, 2021 – 4:15 PM

Council Chambers, Hinton Government Centre Present: Mayor Marcel Michaels, Councillors Trevor Haas, Brian LaBerge, Ryan Maguhn, Albert Ostashek, Stuart Taylor Absent: Councillor JoAnn Race Administration in Attendance: Laura Howarth, Interim Chief Administrative Officer, Jen Davey-Campbell, Executive Assistant, Sandra Rendle, Legislative Services Coordinator, Carlos Tenias Gil, Communications Coordinator, Alexa Wade, Communications Assistant. Administration in Attendance by Zoom: Hans van Klaveren, Acting Director of Community Services, Carla Fox, Director of Corporate Services, Winston Rossouw, Director of Development & Infrastructure Services, Maurice de Beaudrap, Director of Protective Services/Fire Chief, Debbi Weber, Development & Infrastructure Services Manager, Garry Schaffel, IT Coordinator, Lorraine Walker, Planner, Scott Kovatch, Economic Development Officer. Refer to the Regular Council Meeting Agenda package for November 15, 2021 for detailed background information. ORDER

Mayor Michaels provided a statement: The Town of Hinton respectfully acknowledges that it is located on Treaty 6 Territory and Métis Nation Region No. 4. These are the traditional territories and ancestral lands of Indigenous Peoples including the Plains Cree First Nations, Aseniwuche Winewak Rocky Mountain First Nations, Stoney, Tsuu T’ina, Nakota, Denesuline, Saulteaux, Mountain Métis, Michif, and many other communities that continue to enrich the land on which the Town of Hinton was established. With this sentiment, Mayor Marcel Michaels called the Regular Meeting of Council to order at 4:28 p.m. ADOPTION OF AGENDA

HAAS– That the agenda for the November 15, 2021 Regular Council Meeting be adopted as amended.

• Addition – COVID-19 Resiliency Support Program Grant Review Carried Unanimously

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Town of Hinton Regular Meeting of Council Minutes— November 15, 2021 P a g e | 2

COUNCIL MINUTES FOR ADOPTION

1. Regular Meeting of Council Minutes – November 2, 2021

LABERGE - That the Minutes listed above be adopted as presented. Carried Unanimously

CITIZENS MINUTE WITH COUNCIL

No citizens wished to speak with Council. DELEGATION AND PRESENTATIONS

1. STARS Presentation – Glenda Farnden, Senior Municipal Relations Liaison and Jon Gogan,

Provincial Director, Central and Northern Alberta Operations and STARS Pilot The presentation is provided in the November 15, 2021 Regular Council agenda package. BOARDS AND COMMITTEES OF COUNCIL REORTING

None. ACTION ITEMS

1. Short Term Rentals Bylaw No. 1162 – First Reading LABERGE - That Council refer Short Term Rentals Bylaw No.1162 to the next Committee of the Whole Meeting for further discussion.

Carried Unanimously OSTASHEK - That Council direct Administration to bring options regarding a transitional grace period rather than grand fathering for existing Short Term Rental accommodations.

Carried Unanimously

LABERGE - That Council direct administration to include in the draft Bylaw that all safety and accommodation inspections be completed prior to the application process.

Carried Unanimously MAGUHN - That Council direct administration to ensure where appropriate all “host responsibilities” as listed in the Short-Term Rentals information for hosts document are included in the draft Bylaw.

Carried Unanimously

OSTASHEK - That Council direct administration to bring back options to hold non-resident short term rental accommodation providers to at least the same standards as resident short-term rental accommodation providers.

Carried Unanimously

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MICHAELS: called for vote to rescind Councillor LaBerge Motion – “That Council refer Short Term Rentals Bylaw No.1162 to the next Committee of the Whole Meeting for further discussion.”

Carried Unanimously OSTASHEK - That Council rescind above carried motion “That Council refer Short Term Rentals Bylaw No.1162 to the next Committee of the Whole Meeting for further discussion.”

Carried Unanimously LABERGE - That Council refer Short Term Rentals Bylaw No.1162 to the December 14, 2021, Committee of the Whole Meeting for further discussion. OSTASHEK FRIENDLY AMENDMENT: Change to January 11, 2022 LABERGE - That Council refer Short Term Rentals Bylaw No.1162 to the January 11, 2022, Committee of the Whole Meeting for further discussion.

Carried Unanimously

L. Walker left the meeting at 6:00 p.m.

2. Appointment of External Auditor

OSTASHEK - That Council direct administration to bring a closed session report regarding appointment of external auditor to the November 23, 2021, Committee of the Whole Meeting.

Carried Unanimously

Councillor Haas left the meeting at 6:08 p.m. A short break was called at 6:08 p.m. with the meeting resuming at 6:19 p.m. 3. Appointment to the Yellowhead Regional Library Board MAGUHN - That Council appoint Hendrik Smit to the Yellowhead Regional Library Board for a one-year term to the 2022 Organizational Meeting of Council.

Carried Unanimously 4. Phone System Upgrade and Council Chambers Technology Upgrade Budget Reallocations MAGUHN - That Council approve the funding reallocation between the Phone System Upgrade budget of $96,300 change to $42,800, and Council Chambers Upgrade budget of $42,800 change to $96,300.

Carried Unanimously

G. Schaffel left the meeting at 6:25 p.m.

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5. COVID-19 Resiliency Support Program Grant Review OSTASHEK - That Council accept the recommended changes to the COVID-19 Resiliency support Program Grant and direct Administration to implement the recommended changes.

Defeated 3-2 For: Maguhn, Ostashek, Taylor

Against: Michaels, LaBerge

TAYLOR - That Council direct administration to bring back alternative options to redeploy the COVID-19 resiliency support program grant funds based on responses gathered from a Hinton business survey. MAGUHN FRIENDLY AMENDMENT: Change survey to outreach TAYLOR - That Council direct administration to bring back alternative options to redeploy the COVID-19 resiliency support program grant funds based on responses gathered from a Hinton business outreach. OSTASHEK FRIENDLY AMENDMENT: Add date of January 25, 2022. TAYLOR - That Council direct administration to bring back alternative options to redeploy the COVID-19 resiliency support program grant funds based on responses gathered from a Hinton business outreach by January 25, 2022.

Carried Unanimously

S. Kovatch left the meeting at 6:40 p.m.

DISCUSSION ITEMS 1. Mandatory Face Coverings Bylaw No. 1163 – Section 8.1.2 OSTASHEK - That Council accept the mandatory face coverings bylaw No. 1163 section 8.1.2 to be accepted for information.

Carried Unanimously 2. Code of Conduct Bylaw – Working Group MAGUHN - That Council appoint Mayor Michaels, Councillor Taylor and Councillor Ostashek to the Council Code of Conduct Working Group; and That Council appoint Councillor Race as Alternate to the Council Code of Conduct Working Group. OSTASHEK FRIENDLY AMENDMENT: Add to bring back draft bylaw by March 31, 2022.

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MAGUHN - That Council appoint Mayor Michaels, Councillor Taylor and Councillor Ostashek to the Council Code of Conduct Working Group; and That Council appoint Councillor Race as Alternate to the Council Code of Conduct Working Group and bring a draft bylaw amendment to a Committee of the Whole Meeting by March 31, 2022.

Carried Unanimously

INFORMATION ITEMS 1. COVID-19 REP Related Security Services Summary

OSTASHEK - That Council accept the COVID 19 Restrictions Exemptions Program related security services report for information.

Carried Unanimously REPORTS FROM MAYOR, COUNCIL, CHIEF ADMINISTRATIVE OFFICER

1. Council Updates (Training, Conferences, Committees, Community Events) and Urgent Matters

Councillors and Mayor Michaels reported on meetings they attended. 2. Chief Administrative Officer Report and Status Report Laura Howarth, Interim Chief Administrative Officer, provided an update on administrative matters, 3. Administrative Inquiries

There were no Administrative Inquires. NOTICES OF MOTION

No Notice of Motions were brought forward. CLOSED SESSION

OSTASHEK – That the Regular Meeting of Council move to Closed Session at 7:09 p.m.

Carried Unanimously

H. Klaveren, C. Fox, W Rossouw, M. de Beaudrap, D. Weber, G. Schaffel, L. Walker, S. Rendle, J. Davey-Campbell, C. Tenias Gil, A. Wade left the meeting at 7:09 p.m.

1. Council Remuneration Review Committee Discussion – Closed per Section 23 of FOIP.

TAYLOR – That the Regular Meeting of Council move out of Closed Session at 7:49 p.m.

Carried Unanimously

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Mayor Michaels reconvened the meeting at 7:50 p.m. S. Rendle, J. Davey-Campbell, C. Tenias Gil, A. Wade joined the meeting at 7:50 p.m.

ADJOURNMENT

TAYLOR - That the Regular Meeting of Council adjourn at 7:50 p.m.

Carried Unanimously __________________________________ Mayor __________________________________ Legislative Services Coordinator

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TOWN OF HINTON

Minutes of the Committee of the Whole Meeting Held November 21, 2021 @ 8:00 a.m.

Council Chambers Present by Zoom: Mayor Marcel Michaels, Councillors Trevor Haas, Brian LaBerge, Ryan Maguhn, Albert Ostashek, JoAnn Race, Stuart Taylor Administration in Attendance: Laura Howarth, Interim Chief Administrative Officer, Hans van Klaveren, Acting Director of Community Services, Maurice de Beaudrap, Director of Protective Services/Fire Chief, Winston Rossouw, Development and Infrastructure Services Director, Sandra Rendle, Legislative Services Coordinator and Alexa Wade, Communications Assistant Also in Attendance: Rob Osmond, Project Support – Corporate Services Administration in Attendance by Zoom: Carla Fox, Director of Corporate Services, Debbi Weber, Engineering and Development Manager Refer to the Committee of the Whole Meeting Agenda package for November 21, 2021 for detailed background information. ORDER

Deputy Mayor Ostashek provided a statement: The Town of Hinton respectfully acknowledges that it is located on Treaty 6 Territory and Métis Nation Region No. 4. These are the traditional territories and ancestral lands of Indigenous Peoples including the Plains Cree First Nations, Aseniwuche Winewak Rocky Mountain First Nations, Stoney, Tsuu T’ina, Nakota, Denesuline, Saulteaux, Mountain Métis, Michif, and many other communities that continue to enrich the land on which the Town of Hinton was established. With this sentiment, Deputy Mayor Ostashek called the Committee of the Whole meeting to order at 8:07 a.m. ADOPTION OF AGENDA

HAAS – That the Committee of the Whole Meeting Agenda of November 21, 2021 be accepted as presented.

Carried Unanimously


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ACTION ITEMS 1. Draft 2022 Capital Budget and Draft 2023-2026 Capital Plan Rob Osmond presented the 2022 Capital Budget and Draft 2023-2026 Capital Plan to the Committee. The complete presentation is included in the November 21, 2021 Committee of the Whole Meeting Agenda Package. A short break was called at 9:27 a.m. with the meeting resuming at 9:48 a.m. Councillor LaBerge left the meeting at 11:17 a.m. and returned at 11:19 a.m. MICHAELS - That Committee direct Administration seek alternative funding for the SCBA, Masks, Air Cylinders Capital Project Item and bring back a report by the end of May 2022.

Withdrawn A short break was called at 12:20 p.m. with the meeting resuming at 12:59 p.m. Councillor Maguhn joined the meeting at 1:16 p.m. Deputy Mayor Maguhn assumed chairing the meeting at 1:25 p.m. MIHCAELS - That Committee recommend Council to direct Administration and the Mayor to bring a draft Terms of Reference for a Grant Working Group to a future Committee of the Whole Meeting.

Carried 4-3 For: Michaels, Maguhn, LaBerge, Race

Against: Haas, Ostashek, Taylor

A short break was called at 3:14 p.m. with the meeting resuming at 3:34 p.m.

HAAS - That Committee direct Administration to bring the Draft 2022 Capital Budget and Draft 2023-2026 Capital Plan, with amendments as directed by Committee consensus on November 21, 2021, to the December 7, 2021, Regular Council Meeting for decision.

Carried Unanimously

ADJOURNMENT OSTASHEK - That the Committee of the Whole meeting adjourn at 5:09 p.m.


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TOWN OF HINTON

Minutes of the Committee of the Whole Meeting Held November 23, 2021 @ 4:00 p.m.

Committee Room Present by Zoom: Mayor Marcel Michaels, Councillors Trevor Haas, Brian LaBerge, Ryan Maguhn, Albert Ostashek, JoAnn Race, Stuart Taylor Administration in Attendance: Laura Howarth, Interim Chief Administrative Officer, Sandra Rendle, Legislative Services Coordinator and Jen Davey-Campbell, Executive Assistant Administration in Attendance by Zoom: Hans van Klaveren, Acting Director of Community Services, Carla Fox, Director of Corporate Services, Maurice de Beaudrap, Director of Protective Services/Fire Chief, Winston Rossouw, Development and Infrastructure Services Director, Mindi Petkau, Planning Technologist , Debbi Weber, Engineering and Development Manager, Alexa Wade, Communications Coordinator Also Present by Zoom: Rob Osmond, Project Support – Corporate Services Refer to the Committee of the Whole Meeting Agenda package for November 23, 2021 for detailed background information. ORDER

Deputy Mayor Maguhn provided a statement: The Town of Hinton respectfully acknowledges that it is located on Treaty 6 Territory and Métis Nation Region No. 4. These are the traditional territories and ancestral lands of Indigenous Peoples including the Plains Cree First Nations, Aseniwuche Winewak Rocky Mountain First Nations, Stoney, Tsuu T’ina, Nakota, Denesuline, Saulteaux, Mountain Métis, Michif, and many other communities that continue to enrich the land on which the Town of Hinton was established. With this sentiment, Deputy Mayor Maguhn called the Committee of the Whole meeting to order at 4:03 p.m. ADOPTION OF AGENDA

LABERGE – That the Committee of the Whole Meeting Agenda of November 23, 2021 be accepted as presented.

Carried Unanimously


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DELEGATIONS AND PRESENTATIONS None. CLOSED SESSION #1

HAAS– That the Committee of the Whole Meeting move to Closed Session at 4:04 p.m.

Carried Unanimously L. Howarth, S. Rendle, J. Davey-Campbell and A. Wade left the meeting at 4:04 p.m. MICHAELS – That the Committee of the Whole Meeting move out of Closed Session at 6:35 p.m.

Carried Unanimously

L. Howarth, H. van Klaveren, C. Fox, W. Rossouw, D. Weber, S. Rendle, J. Davey-Campbell and A. Wade, Rob Osmond, Mindi Petkau joined the meeting at 6:43 p.m. Reconvened at 6:43 p.m. BOARDS AND COMMITTEES OF COUNCIL REPORTING

None.

ACTION ITEMS

M. de Beaudrap joined the meeting at 6:58 p.m. 1. Council Operating Project Proposals TAYLOR - That Committee direct Administration to include the Adaptable and Progressive Transportation in Hinton Council Operating Project Proposal as part of the Draft Operating Budget Report presented at the January 14 and 15, 2022, Committee of the Whole Meeting for further deliberation.

Carried Unanimously

TAYLOR - That Committee direct Administration to include the Reconfiguring some Bylaw and RCMP responsibilities Council Operating Project Proposal as part of the Draft Operating Budget Report presented at the January 14 and 15, 2022, Committee of the Whole Meeting for further deliberation.

Carried 4-3 For: Race, LaBerge, Taylor, Maguhn

Against: Michaels, Haas, Ostashek

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TAYLOR - That Committee recommend Council put the Community Peace Officer Position vacancy on temporary hold until the Reconfiguring Some Bylaw and RCMP Responsibilities can be held on January 14 & 15, 2022 and that the recommendation is brought back to the December 7, 2021 Regular Meeting Council for decision.

Defeated 3-4 For: Taylor, Maguhn, LaBerge

Against: Haas, Michaels, Ostashek, Race MICHAELS - That Committee extend the Committee of the Whole Meeting past 8:00 p.m.

Carried Unanimously HAAS - That Committee direct Administration to include the Development of Boutin Lands Council Operating Project Proposal as part of the Draft Operating Budget Report presented at the January 14 and 15, 2022, Committee of the Whole Meeting for further deliberation.

Carried Unanimously LABERGE - That Committee direct Administration to include the Bike Racks at key locations Council Operating Project Proposal as part of the Draft Operating Budget Report presented at the January 14 and 15, 2022, Committee of the Whole Meeting for further deliberation.

Carried Unanimously LABERGE - That Committee direct Administration to include the Focus Economic Development on measurable targets Council Operating Project Proposal as part of the Draft Operating Budget Report presented at the January 14 and 15, 2022, Committee of the Whole Meeting for further deliberation.

Carried 6-1 For: Haas, LaBerge, Maguhn, Michaels, Ostashek, Taylor

Against: Race OSTASHEK - That Committee direct Administration to include the Increased Level of Services at Cemetery Council Operating Project Proposal as part of the Draft Operating Budget Report presented at the January 14 and 15, 2022, Committee of the Whole Meeting for further deliberation.

Carried Unanimously R. Osmond left the meeting at 8:54 p.m. RACE - That Committee direct Administration to include the “Take it or Leave It Sharing Facility” Council Operating Project Proposal as part of the Draft Operating Budget Report presented at the January 14 and 15, 2022, Committee of the Whole Meeting for further deliberation.

Carried Unanimously

HAAS - That Committee recommend that Council accept the Sage Investigation Report C-07-2021 regarding a Council Code of Conduct Complaint as information.

Carried Unanimously

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OSTASHEK – That Committee direct Mayor Michaels to contact Legal Counsel to obtain information and advice on topics as discussed in closed session.

Carried Unanimously

DISCUSSION ITEMS

1. Council Representation on Town of Hinton Library Board LABERGE - That Committee direct Council to appoint one member and one alternate to the Hinton Library Board, and the member and the alternate to be decided by the Mayor.

Carried Unanimously

Council broke at 9:12 p.m.; Resumed at 9:22 p.m.

INFORMATION ITEMS

1. Asset Management Update MICHAELS - That Committee accept the Asset Management Report Update for Information.

Carried Unanimously

M. Petkau left the meeting at 10:00 p.m. 2. 2021 3rd Quarter Financial Update and Project Report HAAS - That Committee accept the 2021 3rd Quarter Financial Update and Project Report for information.

Carried Unanimously

REPORTING

1. Council • Reporting • Urgent Matters

2. Chief Administrative Officer Status Report

• Reporting • Status Report • Council Action Pending List • Council Action Completed List

3. Legislative Services Update 4. Executive Assistant Logistics Information

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CLOSED SESSION #2

1. Appointment of External Auditor – Closed per Section 16 of FOIP 2. Interim CAO Employment Agreement Discussion – Closed per Section 17 & 24 of FOIP 3. Mutual Performance Discussion – Closed per Section 24 of FOIP

MICHAELS – That the Committee of the Whole Meeting move to Closed Session at 10:48 p.m.

Carried Unanimously M. de Beaudrap, H. van Klaveren, C. Fox, W. Rossouw, D. Weber, J. Davey-Campbell and A. Wade left the meeting at 10:48 p.m. MICHAELS– That the Committee of the Whole Meeting move out of Closed Session at 11:47 p.m.

Carried Unanimously OSTASHEK - That Committee direct Administration to bring additional information regarding the appointment of the External Auditor, as specified by Committee, to the Closed Session of the December 7, 2021, Regular Meeting of Council.

Carried Unanimously HAAS - That Committee direct Administration to bring an Appointment of External Auditor report to the December 7, 2021, Regular Meeting of Council for decision.

Carried Unanimously

S. Rendle left the meeting at 11:48 p.m.

MICHAELS – That the Committee of the Whole Meeting move to Closed Session at 11:48 p.m. Carried Unanimously

L. Howarth left the meeting at 12:03 a.m. LABERGE – That the Committee of the Whole Meeting move out of Closed Session at 12:12 a.m.

Carried Unanimously Reconvened at 12:12 a.m. ADJOURNMENT

MICHAELS - That the Committee of the Whole meeting adjourn at 12:12 a.m.


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TOWN OF HINTON

Minutes of the Special Meeting Held November 30, 2021

Committee Room Present: Mayor Marcel Michaels, Councillors Trevor Haas, Albert Ostashek, JoAnn Race, Stuart Taylor, Brian LaBerge Administration in Attendance: Laura Howarth, Acting Chief Administrative Officer, Jennifer Davey-Campbell, Executive Assistant Administration in Attendance by Zoom: Alexa Wade, Communications Coordinator Refer to the Special Meeting Agenda package for November 30, 2021 for detailed background information. ORDER

Mayor Michaels provided a statement: The Town of Hinton respectfully acknowledges that is it located on Treaty 6 Territory and Métis Nation Region No. 4. These are the traditional territories and ancestral lands of Indigenous Peoples including the Plains Cree First Nations, Aseniwuche Winewak Rocky Mountain First Nations, Stoney, Tsuu T’ina, Nakota, Denesuline, Saulteaux, Mountain Métis, Michif, and many other communities that continue to enrich the land on which the Town of Hinton was established. With this sentiment, Mayor Marcel Michaels called the Special Meeting of Council to order at 4:02 p.m. ADOPTION OF AGENDA

RACE – That the Special Meeting Agenda of November 30, 2021, be adopted as presented.

Carried Unanimously DISCUSSION ITEM

1. Security Service Contract for Town Facilities

No motions came out of this discussion item. Councillor Maguhn joined the meeting at 5:12 p.m. 2. Action Pending List

DRAFT

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Town of Hinton Special Meeting Minutes— November 30, 2021 P a g e | 2

MAGUHN - That Committee direct Administration to move the following items from the Council Action Pending List to the following Actions to come to the December 7, 2021, Regular Meeting of Council:

• MD-2234 to March 31/22 • MD-2378 to February 22/22 • MD-2380 to February 22/22 • MD-2411 to December 7/21 • MD-2299 rescind • MD-2410 Complete • MD-2310 to March 22/21 • MD-2318 to March 22/21 • MD-2247 rescind • MD-2248 rescind • MD-2331 rescind • MD-1643 rescind • MD-1702 rescind • MD-1759 verbal update prior to rescinding this item • MD-1868 January 28/22 • MD-2031 May 2022 • MD-2032 rescind • MD-2383 rescind • MD-2293 rescind

Carried Unanimously

CLOSED SESSION 1. Mutual Performance – Closed per Section 24 of FOIP 2. Interim CAO Employment Agreement – Closed per Section 17 & 24 of FOIP 3. Code of Conduct – Closed per Section 17 & 24 of FOIP

HAAS – That the Special Meeting of Council move to Closed Session at 7:06 p.m.

Carried Unanimously

OSTASHEK – That the Special Meeting of Council move out of closed Session at 7:59 p.m. Carried Unanimously

TAYLOR – That the Committee extend the Special Meeting of Council past 8:00 p.m.

Carried Unanimously

LABERGE - That the Special Meeting of Council move to Closed Session at 7:59 p.m. Carried Unanimously

L. Howarth left the meeting at 8:29 p.m. HAAS – That the Special Meeting of Council be moved out of Closed Session at 8:55 p.m.

Carried Unanimously

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Town of Hinton Special Meeting Minutes— November 30, 2021 P a g e | 3

LABERGE - That Committee direct the Mayor to seek legal advice as per discussion in closed session.

Carried Unanimously ADJOURNMENT

MAGUHN - That the Special Meeting adjourn at 8:56 p.m.

Carried Unanimously __________________________________ Mayor . __________________________________ Legislative Services Coordinator

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Written by: Carla Fox, Director of Corporate Services and Laura Howarth, Interim CAO

☒ DIRECTION REQUEST ☐ REQUEST FOR DECISION ☐ INFORMATION ITEM DATE: Regular Council Meeting of December 7, 2021 PRESENTED BY: Laura Howarth, Interim Chief Administrative Officer RE: APPOINTMENT OF EXTERNAL AUDITOR Recommended Action That Council appoint JDP Wasserman & Associates as the designated Auditor for the Town of Hinton for the fiscal years 2021, 2022, and 2023. Background Council received a Request for Decision report at the November 15, 2021, Regular Council Meeting regarding the appointment of the external auditor which resulted in the following direction:

“That Council direct Administration to bring a closed session report regarding the appointment of external auditor to the November 23, 2021, Committee of the Whole Meeting.”

Committee received a Direction Report in the Closed Session of November 23, 2021; subsequent to that, Council received the proposal evaluation results in the Closed Session #1 of the December 7, 2021, Regular Council Meeting. Analysis This item is before Council to comply with section 280(1) of the Municipal Government Act stating that “each Council must appoint one or more auditors for the municipality”. The Town of Hinton Procurement Policy was followed, and the RFP selection process included a detailed administrative review and evaluation by the Finance Supervisor and Director of Corporate Services using predetermined weighted criteria to guide the overall selection of the successful proponent. The merits of the JDP Wasserman & Associates proposal that support this appointment are: Experience ensuring compliance with the International Public Sector Accounting Board, Extensive Municipal audit experience, Utilize standard Canadian PEG (Professional Engagement Guide) audit forms based on CPA

Canada’s Standards and Guidance Collection, Experience with Landfill Authority Audits, Timeline was provided that reflects an understanding of Municipal deliverables, A smaller firm with low overhead, which translates to savings for the Town, Senior Audit Manager with extensive experience with some of Alberta’s largest Towns,

TOWN OF HINTON

Administrative Report

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of 3 Team of staff dedicated solely to municipal audit clients and experience in Public Sector

Accounting Standards, Costs as laid out in the fee schedule address the current negative economic impact currently

facing Municipalities allowing for operational cost savings, Commitment to providing value‐added advisory services, and Can offer sessions on:

o Council Orientation, o Understanding and Analyzing Financial Statements (Council and Administration), o Provide non-audit advisory services in the areas of Financial Management Consulting, o Risk Consulting, and o Transactions and Restructuring.

Implications of Decision The agreement with JDP Wasserman & Associates would result in a cost saving for the Town of Hinton of approximately $11,800/year based on the budgeted costs in 2021 (allocated to complete the 2020 Audit) and $35,000/year based on the actual cost in 2021 (final total cost to complete the 2020 Audit). Financial Implications Items Comments Operating Cost/Implications $0 Capital Cost $0 Budget Available 2021 Budget $40,000 (Total Actual Spent $63,475) Source of Funds Operating Budget Unbudgeted Costs $0

Level of Service Implications No change to current services levels. Public Engagement The decision to appoint the external auditor must come to a Regular Council Meeting following the Municipal Government Act (MGA), which is advertised and open to the public. Communications Request for Proposal (RFP) was advertised as required and information placed on the Town Website. Risk / Liability A delay in appointing an External Auditor will negatively impact the timeline of the 2021 Audit; specifically, 2021 Audit work begins before the end of the year (immediately), the necessary handover process between KPMG and the new Auditor is delayed, and delivery of the 2021 audit results anticipated for April of 2022 may be impacted. Legislative Implications Conforms with: Yes/No/

Partial/NA Comments

Council’s Strategic Plan NA None Community Sustainability Plan Yes Governance – Providing transparency

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of 3 Municipal Policies or Bylaws Yes Municipal Government Act Section 280(1) of the

MGA addresses appointment of the auditor. Provincial Laws or MGA Yes An external audit must be performed annually Other plans or policies Yes FN 1300 - Procurement Policy

Options / Alternatives

1. That Council appoint JDP Wasserman & Associates as the designated Auditor for the Town of Hinton for the fiscal years 2021, 2022, and 2023.

2. That Committee direct Administration to re-tender the Request for Proposal for an External Auditor and bring an Appointment of External Auditor report to the February 1, 2022, Regular Council Meeting for decision.

Attachment(s) None

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Written by: Heather Waye, Strategic Services Manager

☐ DIRECTION REQUEST ☒ REQUEST FOR DECISION ☐ INFORMATION ITEM DATE: Regular Council Meeting of December 7, 2021 PRESENTED BY: Laura Howarth, Interim Chief Administrative Officer RE: COUNCIL APPOINTMENTS TO HINTON MUNICIPAL LIBRARY BOARD –

MEMBER REDUCTION REPORT Recommended Action That Council rescind the appointment of Councillor Haas, Councillor Maguhn, and Councillor Taylor as the alternate for the Hinton Municipal Library Board. That Council appoint Councillor Haas to the Hinton Municipal Library Board as member and that Councillor Maguhn be appointed as alternate as per Mayor Michaels recommendation. Background At the Organizational Meeting of October 26, 2021, Council appointed two Council Members and one alternate to the Hinton Municipal Library Board (the Board) through the following motion:

“That Councillor Haas and Councillor Maguhn be appointed to the Hinton Municipal Library Board and that Councillor Taylor be appointed as alternate”.

Upon revision of all those appointed to the Board, Committee provided the following direction at the November 23, 2021, Committee of the Whole meeting:

“That Committee direct Council to appoint one member and one alternate to the Hinton Library Board, and the member and the alternate to be decided by the Mayor.”

Analysis Bylaw #1105 To Establish the Hinton Municipal Library Board (Attachment 1) outlines membership to the Board as follows:

Currently, the board is composed of 6 public members and two Council Members. This total exceeds the number of voting members for the Committee as prescribed in the Bylaw. Given that the language in Bylaw #1105 states that the Board can be comprised of “up to two (2) Council Members”, should Council wish to reduce the number of Council representatives on the Board to one member, this would be in alignment with the Bylaw, and would not require any amendments to the

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https://www.hinton.ca/DocumentCenter/View/8946/Bylaw-1105-TOH-LIBRARY-BOARD-Office-Consolidation?bidId=

of 2 Bylaw. Further, removing a Councillor from the Board eliminates the need to ask one of the community members to step down in order to be in alignment with the Bylaw. Should Council wish to keep all 6 public members and the 2 Council Members, an amendment to the Bylaw would be required. Implications of Decision The Hinton Library Board typically meets once a month with the exception of July, August, and December. However, some additional meetings may be called to address any emergent needs. Assuming that the Board meetings are typically 2 hours or less, by reducing Council membership on this Board from 2 members to 1, it is estimated that Council expenditures on meeting fees would be reduced by at least $625.00/year (9 meetings x $77.00 for a 2-hour meeting x 1 Councillor). Level of Service Implications No level of service implication to the public. Public Engagement None required. Communications Administrative representative/liaison for the Hinton Library Board will advise the Board of this change in Council membership. Risk / Liability None. Options / Alternatives

1. That Council rescind the appointment of Councillor Haas, Councillor Maguhn, and Councillor Taylor as the alternate for the Hinton Municipal Library Board. That Council appoint Councillor Haas to the Hinton Municipal Library Board as member and that Councillor Maguhn be appointed as alternate as per Mayor Michaels recommendation.

2. That Council direct Administration to draft an amendment to Bylaw #1105 so as to include 6

public members and 2 Council Members for a total of 8 voting members.

Attachment(s)

1. Bylaw #1105

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https://www.hinton.ca/DocumentCenter/View/8946/Bylaw-1105-TOH-LIBRARY-BOARD-Office-Consolidation?bidId=

Written by: Laura Howarth, Interim CAO

☐ DIRECTION REQUEST ☒ REQUEST FOR DECISION ☐ INFORMATION ITEM DATE: Regular Council Meeting of December 7, 2021 PRESENTED BY: Laura Howarth, Interim Chief Administrative Officer RE: COUNCIL ACTION PENDING LIST REVISIONS Recommended Action That Council rescind MD-2299, MD-2247, MD-2248, MD-2331, MD-1643, MD-1702, MD-1868, MD-2032, and MD-2383 as listed on the Council Action Pending List. That Council mark MD-2410 and MD-2293 as listed on the Council Action Pending List as complete. That Council move the revised due date for MD-2234 to March 31/22, MD-2378 to February 22/22, MD-2380 to February 22/22, MD-2411 to December 7/21, MD-2310 to March 22/21, MD-2318 to March 22/21, and MD-2031 to May 2022 as listed on the Council Action Pending List. That Council rescind MD-1759 as listed on the Council Action Pending List. That Council rescind MD-2086 as listed on the Council Action Pending List.

Background At the Special Meeting of November 30, 2021, Council reviewed the Council Action Pending (CAP) List (see Attachment/Link #1) and the following direction received consensus:

That Committee direct Administration to move the following items from the Council Action Pending List to the following Actions to come to the December 7, 2021, Regular Meeting of Council: MD-2234 to March 31/22, MD-2378 to February 22/22, MD-2380 to February 22/22, MD-2411 to December 7/21, MD-2299 rescind, MD-2410 Complete, MD-2310 to March 22/21, MD-2318 to March 22/21, MD-2247 rescind, MD-2248 rescind, MD-2331 rescind, MD-1643 rescind, MD-1702 rescind, MD-1759 verbal update prior to rescinding this item, MD-1868 January 28/22, MD-2031 May 2022, MD-2032 rescind, MD-2383 rescind, MD-2293 rescind.”

Analysis MD-1759 may be rescinded upon review of the April 23, 2019, report (see Attachment/Link #2) and any additional verbal information provided to Council on December 7, 2021. Otherwise, the revised due date can remain as March 20, 2022, or some other date as determined by Council. MD-1868 was directed to be moved to a revised due date of January 28, 2022, however, Council may mark this item complete or rescind the item from the CAP List if the update provided in the April 27, 2021, report (see Attachment/Link #3) and information provided during the 2022 Capital Budget & Plan process is suffice. Otherwise, the revised due date can remain as January 28, 2022, or some other date as determined by Council.

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of 3 MD-2293 should not be rescinded as noted in the consensus direction above as the funding allocation for the Tennis and Pickleball Courts Resurfacing project for 2021 (and carried forward to 2022) would also be rescinded. Administration seeks affirmation from Council that this item was intended to be marked as complete (instead of rescinded). This correction is reflected in the recommendation above. MD-2086 was discussed by Council at the November 30, 2021, Special Meeting, and while no direction was given on this item, the October 13, 2020, report (see Attachment/Link #4) may provide Council with the background and context to rescind this item, or leave the revised due date as June 14, 2022, or some other date as determined by Council. MD-2191 and MD-2192 received a Committee member inquiry for background on these two items. As such, the February 9, 2021 report is provided to Council (see Attachment/Link #5). This item will remain in the CAP List with a revised due date of June 28, 2022. All changes made by Council on December 7, 2021, will be reflected in the CAP List scheduled to be presented at the December 21, 2021, Regular Council Meeting. Options / Alternatives

1. That Council rescind MD-2299, MD-2247, MD-2248, MD-2331, MD-1643, MD-1702, MD-1868, MD-2032, and MD-2383 as listed on the Council Action Pending List; That Council mark MD-2410 and MD-2293 as complete as listed on the Council Action Pending List; That Council move the revised due date for MD-2234 to March 31/22, MD-2378 to February 22/22, MD-2380 to February 22/22, MD-2411 to December 7/21, MD-2310 to March 22/21, MD-2318 to March 22/21, and MD-2031 to May 2022 as listed on the Council Action Pending List; That Council rescind MD-1759 as listed on the Council Action Pending List; and That Council rescind MD-2086 as listed on the Council Action Pending List.

2. That Council update the Council Action Pending List by rescinding items and/or amending the

revised due dates as determined by Council.

3. That Council accept the Council Action Pending List Revisions report for information.

This option #3 will leave the CAP List as presented at the November 23, 2021, Committee of the Whole Meeting.

Attachment(s) / Link(s) / Motion(s)

1. Council Action Pending List from November 23, 2021, Standing Committee

2. Water Billing Change Request Report from April 23, 2019, Standing Committee

3. Recreation Centre Grant Readiness Report from April 27, 2021, Special Meeting

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https://www.hinton.ca/DocumentCenter/View/10650/Attachment-1-Council-Action-Pending-19-Nov-2021

https://www.hinton.ca/DocumentCenter/View/10651/Attachment-2---Council-Action-Pending


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4. Partners for Climate Protection Program Report from October 13, 2020, Standing Committee

5. Fiscal Responsibility Policy FN-1301 Report from February 9, 2021, Standing Committee

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Written by: Carla Fox, Director of Corporate Services

☐ DIRECTION REQUEST ☒ REQUEST FOR DECISION ☐ INFORMATION ITEM DATE: Regular Council Meeting of December 7, 2021 PRESENTED BY: Laura Howarth, Interim Chief Administrative Officer RE: 2022 INTERIM OPERATING BUDGET Recommended Action That Council approve the 2022 Interim Operating Budget based on the approved operating expenditures from 2021 of $34,981,728; and That Council approve the 2022 Interim Operating Budget to include an additional $29,000 for the Hanging Flower Basket Program that was temporarily suspended for one year in 2021.

Background The Updated 2022 Budget Process received support from the outgoing Council on September 14, 2021, and again from the incoming Council on November 9, 2021. The process remains on schedule and identifies approval of the 2022 Interim Operating Budget at the Regular Council Meeting of December 7, 2021. Analysis Historically, the Town of Hinton Interim Operating Budgets have been based on the Operating Budget expenditure totals approved by Council in the previous year. This allows the Town to continue to deliver routine day-to-day programs and services, as well as meet previous commitments and timelines. Currently, Administration remains on target to bring the Draft Operating Budget to the January 14 and 15, 2022 Committee of the Whole Meetings, with final approval at the Regular Council Meeting on February 1, 2022. Implications of Decision Financial Implications Items Comments Operating Cost/Implications $34,981,728 (excl. Amortization) Interim 2022 budget

based on 2021 Operating Budget Approved March 2021. Capital Cost $0 2022 Budget Available $34,981,728 based on the Operating Budget approved

in 2021. All operating projects approved in 2021 that are incomplete in 2021 will be carried forward for completion in 2022. Plus, $29,000 will need to be reinstated for the Hanging Flower Basket Program; no additional amounts will be expended beyond these two allocations.

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of 3 Source of Funds The Town will continue to operate as required and no

new taxation monies will be collected until final adoption of the budget and the taxation rates are set for 2022.

Unbudgeted Costs None Level of Service Implications Adoption of the 2022 Interim Operating Budget will not increase the current level of service established by Council in 2021, except for the Hanging Flower Basket Program, as this was removed at the December 15, 2020, Special Meeting of Council for 2021 only. It is a longstanding program and was identified to be reinstated in the 2022+ operating plan. This program includes costs for materials, equipment rental and staffing. The temporary reduction in one Seasonal Parks position negatively impacted the overall service level in the 2021 (beyond the Hanging Flower Basket Program). The recommendation to include the expenditure of $29,000 in the 2022 Interim Operating Budget will allow for the flower baskets to be ordered by the deadline of January 2022. Missing that deadline will cause the Program to be suspended for another year, as well as the suspension of hiring a full complement of Seasonal workers for 2022. Public Engagement The Budget process featured many opportunities for community engagement at open public budget meetings and included a Budget Survey. Communications The Interim Operating Budget, if approved, will be captured in the Council Highlights, and if needed, a Civic Send can be sent out with the information separately. Risk / Liability Delays in the approval of the 2022 Interim Operating Budget could have negative impacts on the Town’s ability to delivery uninterrupted services to the community. See Level of Service Implications above for additional risks. Legislative Implications Conforms with: Yes/No/

Partial/NA Comments

Council’s Strategic Plan Yes Mission: Making decisions to meet the needs of the present without compromising the long-term viability of Hinton and ensuring municipal service delivery supports the changing needs of Hinton. Goal 3: Foster innovative, efficient, and exceptional service delivery. Objective 3.1 – Improve Service Delivery

Community Sustainability Plan

Yes Theme 3: Governance and Partnerships • Providing proactive leadership that is transparent

and collaborative. Providing fiscally responsible and accountable leadership.

Municipal Policies or Bylaws

Yes None

Provincial Laws or MGA Yes Section 242(1), 245, 313 Municipal Government Act Other plans or policies NA None

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of 3 As per Section 242(1) and 245 of the Municipal Government Act, Council must adopt an operating and capital budget for each calendar year. Council may adopt an interim operating budget for part of a calendar year until the operating budget for that calendar year is adopted. Options / Alternatives

1. That Council approve the 2022 Interim Operating Budget based on the approved operating expenditures from 2021 of $34,981,728; and That Council approve the 2022 Interim Operating Budget to include an additional $29,000 for the Hanging Flower Basket Program that was temporarily suspended for one year in 2021.

2. That Council direct Administration to bring the 2022 Interim Operating Budget report, with additional information as specified by Council on December 7, 2021, to the Regular Council Meeting on December 21, 2021, for decision.

Attachment(s)

None

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Written by: Robert Osmond, ARO Consulting Partners

☐ DIRECTION REQUEST ☒ REQUEST FOR DECISION ☐ INFORMATION ITEM DATE: Regular Council Meeting of December 7, 2021 PRESENTED BY: Laura Howarth, Interim Chief Administrative Officer RE: 2022 CAPITAL BUDGET AND 2023-2026 CAPITAL PLAN APPROVAL Recommended Action That Council approve the 2022 Capital Budget as presented; and That Council approve the 2023-2026 Capital Plan as presented.

Background In September 2021, the Town of Hinton retained Robert Osmond of ARO Consulting Partners to implement a new budget process for the 2022 Operating and Capital budgets and the associated planning. On November 21, 2021, Mr. Osmond facilitated a capital budget deliberations session where Committee of the Whole discussed and considered the 2022 Capital Budget and 2023-2026 Capital Plan information prepared by Administration. Analysis The documents presented (see Attachments #1, #2, and #3) reflect all consensus directions made by the Committee of the Whole during the Capital Budget & Plan session on November 21, 2021, except for the SCBA Packs, Masks, and Air Cylinders capital project. It has been determined by Administration that the existing equipment will reach the end of its serviceable life in 2024. As such, this project has been moved from the 2022 Capital Budget to the 2023-2026 Capital Plan. Implications of Decision Financial Implications Items Comments Operating Cost/Implications None Capital Cost The total value of the 13 projects included in the 2022

Capital Budget is $26,814,000. Budget Available $0 Source of Funds $0 Unbudgeted Costs N/A

Level of Service Implications – If any, this will be referenced in the Capital Project Charters. Public Engagement – Done as part of the full Budget process and opportunity during public meetings.

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of 2 Communications – Through Council Highlights notices and Council minutes. Risk / Liability - If the 2022 Capital Budget is not approved prior to the end of 2021, there is a risk that certain capital projects will not be able to proceed to the tender stage with sufficient time to proceed in 2022.

Legislative Implications Conforms with: Yes/No/

Partial/N/A Comments

Council’s Strategic Plan N/A None Community Sustainability Plan N/A None Municipal Policies or Bylaws N/A None Provincial Laws or MGA Yes This process is in full compliance with the MGA

requirements around operating and capital budgeting, with respect to both content and timelines.

Other plans or policies N/A Options / Alternatives

1. That Council approve the 2022 Capital Budget as presented; and That Council approve the 2023-2026 Capital Plan as presented.

2. That Council approve the 2022 Capital Budget as presented (or amended); and That Council approve the 2023-2026 Capital Plan as presented (or amended).

This option #2 would be selected after one or more motions were made and carried by Council to modify the Budget and/or Plan.

3. That Council approve the 2022 Capital Budget as presented; and

That the 2023-2026 Capital Plan be deferred to the Regular Council Meeting of ____________, to include the following additional information: _____________________.

4. That Council approve the 2022 Capital Budget as amended; and That the 2023-2026 Capital Plan be deferred to the Regular Council Meeting of ____________, to include the following additional information: _____________________.

This option #4 would be selected after one or more motions were made and carried by Council to modify the Budget.

Attachment(s)

1. 2022 Capital Budget with Funding 2. 2023-26 Capital Plan 3. Capital Project Charters for 2022

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DEBT OTHERMSI CAP LGFF FGTF HOUSING REC CENTRE MGMT SAFETY ROADS/SIDEWLK ATE COMPUTER WATER/SEWER SEWER WTP WASTE MB TRAIL NR PARK PARKS/TRAILS DISC GOLF FLEET FIRE FACILITIES MAJOR INF.

2022 CRY-FWD 2,912,088$ -$ 1,029,716$ 133,907$ 702,771$ 2,337$ 2,523$ 178,517-$ 721,561$ 115,691$ 278,225$ 250,000$ 1,000,000$ 50,000$ 80,286$ 15,453$ 651,992$ 5,000$ 114,313$ 329,843$ 328,730$ 807,708$ 37,121,400$ -$ 2022 ALLO 1,085,357$ -$ 565,267$ -$ -$ -$ -$ -$ 100,000$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 1,022,500$ 18,662,000$

RUBBER SURFACE PLAY & SPRAY PARK 132,000$ 132,000$ WTP UPGRADES & REPLACEMENT CONSTRUCTION (2021-2025) 24,400,000$ 1,000,000$ 5,100,000$ 18,300,000$ SWITZER DRIVE HAMPSHIRE ROAD TO JOBLIN STREET 410,000$ 410,000$ HARDISTY AVE TO TAMARACK AVE WATER/SANITARY UPGRADES 400,000$ 331,775$ 68,225$ GREGG AVE WATER LINE (SMITTY'S TO HOLIDAY INN) 350,000$ 350,000$ ENGINE 27 REPLACEMENT 600,000$ 600,000$ SERVER REPLACEMENT 146,000$ 115,691$ 30,309$ VARIOUS STORM WATER STUDIES 50,000$ 50,000$ BUNKER GEAR 135,000$ 135,000$ WILDLAND SPRINKLER TRAILER 15,000$ 15,000$ PUMP SKID UNIT 6,000$ 6,000$ PUBLIC WORKS EQUIPMENT UPGRADES AND REPLACEMENTS (2022 UNPLANNED 60,000$ 60,000$ WATER & WASTE WATER INFRASTRUCTURE REHAB & REPLACEMENT CONSTRUCTION 110,000$ 110,000$

26,814,000$ 410,000$ -$ 681,775$ -$ -$ -$ -$ -$ -$ 115,691$ 178,225$ -$ 1,000,000$ -$ -$ -$ -$ -$ 60,000$ 156,000$ -$ 80,309$ 5,700,000$ 18,432,000$

GRANTS RESERVES

ATTACHMENT 12022 Capital Budget with Funding

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2023 CRY-FWD 3,587,445$ -$ 913,208$ 133,907$ 702,771$ 2,337$ 2,523$ 178,517-$ 821,561$ -$ 100,000$ 250,000$ -$ 50,000$ 80,286$ 15,453$ 651,992$ 5,000$ 54,313$ 173,843$ 328,730$ 727,399$ 32,443,900$ 230,000$ 2023 ALLO 1,085,357$ -$ 565,267$ -$ -$ -$ -$ -$ 50,000$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 120,000$

BEAVER BOARDWALK 4,000,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2023-2026) 247,500$ 247,500$ ERITH OUTDOOR RINK 18,000$ 18,000$ RETAINING WALL+A33:D33 90,000$ 90,000$ HAMPSHIRE ROAD WATER & SEWER LINES 5,905,000$ 5,905,000$ AFRRC RADIO'S 200,000$ 200,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2021-2023) 25,000$ 25,000$ PUBLIC STAIRS BEHIND LEGION TO HOTEL 38,100$ 1$ WTP UPGRADE & REPLACEMENT CONSTRUCTION (2023-2025) 2,100,000$ 2,100,000$ WATER DISTRIBUTION INFRASTRUCTURE REHAB & REPLACEMENT CONSTRUCTION (2021-2025) 530,000$ 530,000$ COLUMBARIUM AT CEMETERY 104,000$ 2,337$ 2,523$ 99,140$ TRAIL CONNECTIVITY 100,000$ 100,000$ TRAIL CONNECTIVITY 200,000$ 200,000$ AFRRC PORTABLE RADIO'S 34,500$ 34,500$ BIKE PARK TRAIL EXPANSION 40,000$ 40,000$ BENCHES AT DISC GOLF COURSE 1,000$ 1,000$ BRADWELL DRAINAGE CONSTRUCTION 250,000$ 250,000$ WASTEWATER COLLECTION INFRASTRUCTURE UPGRADES & REPLACEMENT (2021 -2025) 332,000$ 332,000$ WATER DISTRIBUTION INFRASTRUCTURE REHAB & REPLACEMENT CONSTRUCTION (2021-2025) 75,000$ 75,000$ WASTEWATER COLLECTION INFRASTRUCTURE UPGRADES & REPLACEMENT (2021 -2025) 70,000$ 70,000$ Public Works Equipment Upgrades and Replacements (2023 120,000$ 120,000$

14,480,100$ 2,350,000$ -$ 862,000$ -$ -$ 2,337$ 2,523$ -$ 234,500$ -$ 75,000$ 70,000$ -$ -$ 40,000$ -$ 318,001$ 1,000$ -$ -$ 272,500$ 189,140$ 5,905,000$ 120,000$


2024 CRY-FWD 2,322,802$ -$ 616,475$ 133,907$ 702,771$ -$ -$ 178,517-$ 637,061$ -$ 25,000$ 180,000$ -$ 50,000$ 40,286$ 15,453$ 333,991$ 4,000$ 54,313$ 173,843$ 56,230$ 538,259$ 26,538,900$ 230,000$ 2024 ALLO -$ 1,000,000$ 565,267$ -$ -$ -$ -$ -$ 50,000$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 9,385,000$

AQUATIC CENTER UPGRADE AND REPLACMENT ESTIMATED TO BE $28M-$35M (2023-2026) 28,500,000$ 702,771$ 18,677,229$ 9,120,000$ ERITH PARK IMPROVEMENTS 150,000$ 150,000$ LIONS PARK IMPROVEMENTS 100,000$ 100,000$ KINSMEN PARK IMPROVEMENTS 50,000$ 50,000$ GREGG AVE WATER/SANITARY/STORM REPLACEMENT 4,700,000$ 1,022,802$ 1,181,742$ 538,259$ 1,957,197$ BREWSTER DRIVE FULL REHABILITATION 1,300,000$ 1,300,000$ WATER DISTRIBUTION INFRASTRUCTURE REHAB & REPLACEMENT CONSTRUCTION (2021-2025) 75,000$ 75,000$ WASTEWATER COLLECTION INFRASTRUCTURE UPGRADES & REPLACEMENT (2021 -2025) 70,000$ 70,000$ PUBLIC WORKS EQUIPMENT UPGRADES AND REPLACEMENTS (2024 120,000$ 120,000$ SCBA AND CYLINDERS 600,000$ 174,198$ 425,802$ SKATE PARK LIFE CYCLE 230000 230000

35,895,000$ 2,322,802$ -$ 1,181,742$ -$ 702,771$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 300,000$ -$ -$ 174,198$ -$ 538,259$ 21,060,228$ 9,615,000$


2025 CRY-FWD 0-$ 1,000,000$ -$ 133,907$ -$ -$ -$ 178,517-$ 687,061$ -$ 25,000$ 180,000$ -$ 50,000$ 40,286$ 15,453$ 33,991$ 4,000$ 54,313$ 355-$ 56,230$ -$ 5,478,672$ -$ 2025 ALLO -$ 1,000,000$ 565,267$ -$ -$ -$ -$ -$ 50,000$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 265,000$

CEAL SQUARE UTILITIES REHABILITATION 1,100,000$ 1,100,000$ WASTEWATER COLLECTION INFRASTRUCTURE UPGRADES & REPLACEMENT (2021 -2025) 995,000$ 815,000$ 180,000$ MAURER & BOUTIN SIDEWALK 80,000$ 80,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2021-2023) 200,000$ 200,000$ 56,230$ GREEN SQUARE SIGNBOARD REPLACEMENT 10,000$ 10,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2021-2023) 285,500$ 285,500$ NAT RESOURCES INTERPRETIVE PARK 50,000$ 50,000$ CN RAIL KELLEY ROAD CROSSING 50,000$ 11,991$ THERMAL IMAGING CAMERAS 22,500$ ALDER PARK IMPROVEMENTS 70,000$ MAKAY PARK IMPROVEMENTS 80,000$ BRADWELL PARK IMPROVEMENTS 50,000$ EATON PARK IMPROVEMENTS 50,000$ ST. GREGORY SCHOOL PARK IMP. 60,000$ CRESCENT VALLEY SCHOOL PARK IMPR. 50,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2023-2026) 145,000$ TENNIS COURTS RESURFACING 100,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2021-2023) 125,000$ NICKERSON AVE PLAYGROUND 50,000$ WATER DISTRIBUTION INFRASTRUCTURE REHAB & REPLACEMENT CONSTRUCTION (2021-2025) 75,000$ 75,000$ WASTEWATER COLLECTION INFRASTRUCTURE UPGRADES & REPLACEMENT (2021 -2025) 70,000$ 70,000$ PUBLIC WORKS EQUIPMENT UPGRADES AND REPLACEMENTS (2025 120,000$ 120,000$

3,838,000$ -$ 1,995,000$ 485,500$ -$ -$ -$ -$ -$ -$ -$ -$ 180,000$ -$ -$ -$ -$ 71,991$ -$ -$ -$ 56,230$ -$ -$ 265,000$


2026 CRY-FWD 0-$ 5,000$ 79,767$ 133,907$ -$ -$ -$ 178,517-$ 737,061$ -$ 25,000$ -$ -$ 50,000$ 40,286$ 15,453$ 38,000-$ 4,000$ 54,313$ 355-$ -$ -$ 5,478,672$ -$ 2026 ALLO -$ 1,000,000$ -$ -$ -$ -$ -$ -$ 50,000$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2023-2026) 1,738,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2021-2023) 46,500$ WANYANDI AVENUE NEW WATER LINE 400,000$ HIGHWAY CORRIDOR SILHOUETTES 30,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2023-2026) 555,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2023-2026) 584,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2023-2026) 440,000$ TRACTOR MOWER DECK 22,000$ FACILITIES IMPROVEMENT AND LIFE CYCLE REPLACEMENT PROGRAM (2021-2023) 35,000$ Server Replacement 8,800$ WATER DISTRIBUTION INFRASTRUCTURE REHAB & REPLACEMENT CONSTRUCTION (2021-2025) 75,000$ WASTEWATER COLLECTION INFRASTRUCTURE UPGRADES & REPLACEMENT (2021 -2025) 70,000$ PUBLIC WORKS EQUIPMENT UPGRADES AND REPLACEMENTS (2026 120,000$ COLUMBARIUM AND CEMETERY EXPANSION CEMETERY 200,000$

4,324,300$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

GRANTS RESERVES

GRANTS RESERVES

GRANTS RESERVES

GRANTS RESERVES

2023-26 Capital Plan ATTACHMENT 2

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TOWN OF HINTONCAPITAL PROJECT CHARTER

YEAR OF CAPITAL PLAN: 2022

PROJECT CHARTER NAME: Rubber at Rotary Play and Spray Park PROJECT CHARTER NUMBER: CPC-2022-Parks-CS-0000 DIVISION/DEPARTMENT NAME: Parks / Parks, Recreation & Culture PROJECT MANAGER: Alexa McEachern / Chad Oshanyk

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Land & Land Improvements PURPOSE: Rubber matting installation at Rotary Spray & Play Park

SCOPE STATEMENT: Provide any data analytics, pictures, and or graphs that assist in fully describing the full scope of this project.

PROJECT JUSTIFICATION: Provide the justification for the project. i.e., needs assessment, Council direction,links to planning documentation,regulatory requirements, safety, efficiencyor cost savings, revenue.

The current status of the matting poses a reoccurring hazard to members of our community that utilize the Rotary Play & Spray Park playground. The frequency of repairs will be reduced when a full replacement will take place, avoiding maintenance efforts and costs from increasing over the next coming years.

TIMELINE/SCHEDULE: Spring 2022

The rubber matting at the Spray Park has currently deteriorated to the point that there is are sink holes for example near the play structures. Replacement of the complete matting, while addressing the substrate will allow for safe use of the area for the members of our community.

ATTACHMENT #3

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PROJECT RISKS, CONSTRAINTS, ASSUMPTIONS & IMPACTS: Provide a high-level summary of any project constraints that may affect the project. Provide a list of all assumptions (factors assumed to be true for purpose of planning) and impacts if assumptions prove to be incorrect.

Park area will be required to close while the new matting is being installed. Once the matting has been replaced it will provide a safer plus more esthetically pleasing experience for users. Potential hazard might result in injuries and financial and legal consequences for the Town.

STAKEHOLDER IDENTIFICATION, ENGAGEMENT & COMMUNICATION: Please list all internal and external stakeholders that may be impacted by this project. Internal stakeholders would include other departments whereas external stakeholders would include business, residents, utility companies etc.

Parks and contractors that need to be retained for the work. Friendship Centre for grant support Residents-at-Large Child and youth programs using the space (HKFS/Family Centre/Day Care/etc.)

COST ESTIMATE: How the numbers were derived; estimated in current year dollars including items such as heating, insurance costs or contracted labour costs.

$132,000.00 for total area to be matted. This estimate is based on previous rubber installation projects.

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PROJECT FUNDING: Potential funding sources – earmarked and/or special grants, stakeholder contribution. If unknown this can be left blank.

This project has the possibility of being fully funded by grant initiated by and allocated to this project through the Friendship Centre. If this project does not receive this grant funding the scope of work will be reduced to spot repairs to address immediate safety concerns. This will be undertaken as operational activities through the Operating Budget.

Historical information: The original woodchip surface was replaced shortly after it was installed. The material did not meet the expectations and a pour-in-place rubber matting was put in place. A warranty period of two years is part of the standard arrangements for municipal infrastructure projects. In 2013 the rubber surface sustained water damage that caused standing water and sinking sections in the North part of the rubber matting. About 1/3 of the rubber surface has been replaced at the time and a Town insurance claim was used to pay for the expenses.

Example of repair with indication of repetitive attention

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OPERATIONAL IMPACTS: Indicate when a project may have either expense or revenue operational impacts within the 3-year budget. If there are impacts, indicate year, dollar amount and departments impacted.

YEAR 1

Yes No Year: 2022

Departments Affected:

Dollar Impact:

YEAR 2

Yes No Year:


Dollar Impact: $

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS

Yes Annual Dollar Impact: $

Yes Limited Term: 20XX – 20XX

DETAILS:

APPROVAL

Developed By:

Alexa McEachern / Chad Oshanyk 10-12-2021

Project Charter Developer – Date

Reviewed By:

Hans van Klaveren Nov. 10, 2021

Acting Division Director – Date

Approved By:

Laura Howarth, Interim CAO Dec. 02. 2021

CAO / Town Manager – Date

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TOWN OF HINTON CAPITAL PROJECT CHARTER

YEAR OF CAPITAL PLAN: 2021-2025

PROJECT CHARTER NAME: WTP UPGRADES & REPLACEMENT CONSTRUCTION (2021-2025)

PROJECT CHARTER NUMBER: CPC-2022-04-IS-0000 DIVISION/DEPARTMENT NAME: Municipal Utilities/Development Infrastructure Services PROJECT MANAGER: Engineering and Development Manager

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Engineered Structures PURPOSE: Water Treatment Plant Upgrades/Replacement SCOPE STATEMENT:

To build a reliable water treatment facility for the Town of Hinton.

PROJECT JUSTIFICATION:

To create a sustainable water supply to the Town of Hinton by being less reliant on a third party for the provision of potable water.

TIMELINE/SCHEDULE:

Preliminary and partial design of Phase II (Proposed Bypass Solution) in 2022. Earliest possible construction commencement will be in 2024.

PROJECT RISKS, CONSTRAINTS, ASSUMPTIONS & IMPACTS:

Not undertaking this project will place the Town at risk of not being able to supply potable water for domestic use, commercial use and meet fire suppression requirements in the near future.

STAKEHOLDER IDENTIFICATION, ENGAGEMENT & COMMUNICATION:

Town of Hinton resources, business community, residents, and adjacent stakeholders.

COST ESTIMATE:

Description Cost

Not Applicable 2022 See Carry Forward Amount below. $0

Total Project Costs $0

PROJECT FUNDING:

Water Reserves/Grant Funding Carry Forward of $347,095 from 2021 budget to 2022. This project should be partially grant funded for construction portion of the project. This project is estimated at $24,000,000. Additional funding will be presented in a Capital Project Charter in 2023.

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OPERATIONAL IMPACTS:

YEAR 1

Yes No Year:


Dollar Impact: $

YEAR 2

Yes No Year:


Dollar Impact: $

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS



DETAILS: None

APPROVAL

Developed By:

Debbi Weber 2021-11-16


Reviewed By:

Winston Rossouw 2021-11-16

Division Director – Date

Approved By:



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PROJECT CHARTER NAME: Water and Sanitary Switzer Drive Hampshire Road to Joblin Street

PROJECT CHARTER NUMBER: CPC-2022-04-DS-0000 DIVISION/DEPARTMENT NAME: Municipal Utilities/Infrastructure and Development Services PROJECT MANAGER: Capital Planning Project Manger

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Engineered Structures PURPOSE: Infrastructure Servicing Upgrades SCOPE STATEMENT:

Engineering Design and Construction to replace 360 linear metres of the existing 250mm diameter watermain with 300mm watermain along Switzer Drive from Hampshire Road to Joblin Street. Alberta Environment and Parks (AEP) and Department of Fisheries and Oceans Canada (DFO) approvals is also required.

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Sanitary and water line is over 60 years old and crosses under Hardisty Creek. This watermain has had several waterline breaks and has potential to catastrophically fail if not replaced. Year 2022 focus will be on evaluating the operational status of the waterline by undertaking a professional evaluation. The full scope for construction will proceed in the year 2023 based on the results of the evaluation.

TIMELINE/SCHEDULE:

Complete design in 2022, obtain AEP and DFO approval in 2023 Complete construction in 2024.


The existing waterline crosses under Hardisty Creek which could potentially have environmental impact if it fails. There is also a concern of service disruption because the water line is the main connection to supply water to the Valley District, reservoir, and fire suppression.


Town of Hinton stakeholders (residents and businesses) and Alberta Environment and Parks (AEP) and Department of Fisheries and Oceans Canada (DFO).

COST ESTIMATE:

Description Cost

Design Cost $60,000

Construction $350,000

Total Project Costs $410,000

PROJECT FUNDING:

Water Reserves

OPERATIONAL IMPACTS: .

YEAR 1

Yes No Year:


Dollar Impact: $

YEAR 2

Yes No Year:


Dollar Impact: $

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS



DETAILS: None

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APPROVAL

Developed By:

Diana Daley-Beckford 2021-09-27


Reviewed By:



Approved By:



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PROJECT CHARTER NAME: Water and Sanitary Hardisty Ave Intersection of Chetamon Dr. & Maskuta Dr. to Tamarack Ave

PROJECT CHARTER NUMBER: CPC-2022-04-DS-0000 DIVISION/DEPARTMENT NAME: Municipal Utilities/Infrastructure & Development Services PROJECT MANAGER: Capital Planning Project Manager

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Engineered Structures PURPOSE: Servicing Upgrades SCOPE STATEMENT:

Engineering Design and Construction for water and sanitary services upgrades. Replace 346 linear metres of 250mm cast iron watermain with 300mm PVC and replace 185m of 200mm sanitary line. Alberta Environment and Parks (AEP) and Department of Fisheries and Oceans Canada (DFO) approvals is also required.


Infrastructure in this area is past it’s estimated life cycle resulting in frequent waterline breaks. This has impacted the level of service to residents along Hardisty Avenue.

TIMELINE/SCHEDULE:

Completion of the design in 2022, obtain AEP and DFO approval in 2023, and complete construction in 2024.

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The inherent risk of continual interruptions of service to residents along this road and placing further demand on the Town of Hinton’s resources. There is a concern that the existing waterline crosses under Hardisty Creek which could potentially have environmental impact if failed.


Hardisty Ave. property owners, Town of Hinton and utility companies as required. Alberta Environment and Parks (AEP) and Department of Fisheries and Oceans Canada (DFO).

COST ESTIMATE:

Description Cost

Design & Construction Administration Cost $50,000

Construction Cost $350,000


PROJECT FUNDING:

Water and Sewer Reserves


YEAR 1

Yes No Year:


Dollar Impact:

YEAR 2

Yes No Year:


Dollar Impact: $

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS



DETAILS: None

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APPROVAL

Developed By:



Reviewed By:



Approved By:

Laura Howarth Dec.02. 2021


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PROJECT CHARTER NAME: Water and Sanitary Gregg Avenue Holiday Inn to Smitty’s Restaurant

PROJECT CHARTER NUMBER: CPC-2022-04-DS-0000 DIVISION/DEPARTMENT NAME: Municipal Utilities/Infrastructure and Development Services PROJECT MANAGER: Capital Planning Project Manager

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Engineered Structures PURPOSE: Servicing Upgrades SCOPE STATEMENT:

Engineering Design and Construction for water and sanitary services upgrades. Replace 175 linear metre of 250mm cast iron watermain with 400mm PVC and replace 300mm sanitary line.

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Infrastructure in this area is past it’s estimated life cycle resulting in frequent waterline breaks and will catastrophically fail if not replaced. This has impacted the level of service to businesses along Gregg Avenue.

TIMELINE/SCHEDULE:

Completion of the design and construction in the year 2022.


The risks are continual interruptions of service to businesses along this road and the west end of Town (Golf Course & future development) and places further demand on the Town of Hinton resources. This watermain has had several breaks and will catastrophically fail if not replaced.


Town of Hinton/local businesses and surrounding businesses and residents. Utility companies in that area may also be impacted.

COST ESTIMATE:

Description Cost

Design & Construction Administration Cost $50,000

Construction Cost $300,000


PROJECT FUNDING:

Water and Sewer Reserves

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YEAR 1

Yes No Year:

Departments Affected: Infrastructure

Dollar Impact: $

YEAR 2

Yes No Year:


Dollar Impact: $

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS



DETAILS: None

APPROVAL

Developed By:



Reviewed By:



Approved By:



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PROJECT CHARTER NAME: Engine 27 Replacement PROJECT CHARTER NUMBER: CPC-2022-02-PS-0003 DIVISION/DEPARTMENT NAME: Protective Services / Fire PROJECT MANAGER: Maurice de Beaudrap

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Vehicles & Equipment PURPOSE: Replacement of Engine 27 SCOPE STATEMENT: Provide any data analytics, pictures, and or graphs that assist in fully describing the full scope of this project.

All fire apparatus are on a replacement schedule, based on industry best practices, the National Fire Protection Association (NFPA) guidelines and Fire Underwriters requirements; this has been the foundation for setting all previously approved Capital purchase plans. Fire Apparatus are on a 20 year replacement schedule. The current Engine 27 was built in October 2001.

PROJECT JUSTIFICATION: Provide the justification for the project. i.e., needs assessment, Council direction, links to planning documentation, regulatory requirements, safety, efficiency or cost savings, revenue.

The intent would be to purchase the style of truck that would not only assist in meeting our fire flow capacity in Town but also be appropriate for emergency responses on both municipal and rural roads. It would be designed to complement urban interface operations and have four wheel drive and pump and roll capacity. This truck would be one of the primary response vehicles along with the Rescue truck to attend motor vehicle collisions.

TIMELINE/SCHEDULE:

Previous Capital schedules identified this truck to be financed over two years at $400,000 in 2022 and $400,000 in 2023 with delivery made in 2023. This proposal suggests the truck would would be financed in 2022 and not exceed $600,000 With delivery to Hinton in the first or second quarter of 2023.

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Apparatus purchases in previous years were cost shared by Yellowhead County and the Town of Hinton. Yellowhead under the new Fire Service Agreement contribute a set fee for Services and Hinton is responsible for 100% of the purchase and maintenance costs of all apparatus moving forward.


Town of Hinton residents and Mutual Aid Partners directly benefit. Safe communities are maintained, municipal infrastructure is protected and efficiencies in operation are maximized.

COST ESTIMATE:

$600,000

PROJECT FUNDING: Debt OPERATIONAL IMPACTS: Indicate when a project may have either expense or revenue operational impacts within the 3-year budget. If there are impacts, indicate year, dollar amount and departments impacted.

YEAR 1

Yes No Year: 2022

Departments Affected: Fire

Dollar Impact:

YEAR 2

Yes No Year:


Dollar Impact:

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS


Yes Limited Term: 2023 – 2043

DETAILS: Cost of operation, insurance, maintenance, pump testing.

APPROVAL

Developed By:

Maurice de Beaudrap Sept 28, 2021


Reviewed By:



Approved By:

Laura Howarth, Interim CAO Dec. 02, 2021


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PROJECT CHARTER NAME: Data Centre Server Replacement PROJECT CHARTER NUMBER: CPC-2022-CS-IT-0001 DIVISION/DEPARTMENT NAME: Corporate Services / Information Technology PROJECT MANAGER: Information Technology Coordinator

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Vehicles & Equipment PURPOSE: Maintain network infrastructure to support operations SCOPE STATEMENT: Provide any data analytics, pictures, and or graphs that assist in fully describing the full scope of this project.

Replacement of the 3 VMWare Host computers in the Gov’t Centre server room.

PROJECT JUSTIFICATION: Provide the justification for the project. i.e., needs assessment, Council direction, links to planning documentation, regulatory requirements, safety, efficiency or cost savings, revenue.

These servers are now too old to be officially supported by Microsoft to run Server 2019 or Server 2022, and VMWare to run the most current version of their ESXi software. In Addition, all current devices have now ran out of warranty coverage available, and the storage array is at its maximum capacity which could result in catastrophic failure.

TIMELINE/SCHEDULE:

4 months from order to full implementation.

PROJECT RISKS, CONSTRAINTS, ASSUMPTIONS & IMPACTS: Provide a high-level summary of any project constraints that may affect the project. Provide a list of all assumptions (factors assumed to be true for purpose of planning) and impacts if assumptions prove to be incorrect.

There may be timeline constraints due to computer chip issues. There have been some disruptions in getting desktop computers and monitors, but I am not sure if this has affected servers. System outages are a minimal risk as we should be able to migrate the current virtual servers onto the new host servers with no downtime. Further work to upgrade the current virtual servers to newer versions will also be able to be done with little to no downtime for staff.

STAKEHOLDER IDENTIFICATION, ENGAGEMENT & COMMUNICATION: Please list all internal and external stakeholders that may be impacted by this project. Internal stakeholders would include other departments whereas external stakeholders would include business, residents, utility companies etc.

All departments will be affected, downtime should be minimal.

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COST ESTIMATE: How the numbers were derived; estimated in current year dollars including items such as heating, insurance costs or contracted labour costs.

$146,000 – based on a quote from PC Corp as a budgeting estimate. Full RFP will be initiated in Jan 2022.

PROJECT FUNDING: Potential funding sources – earmarked and/or special grants, stakeholder contribution. If unknown this can be left blank.

Computer Replacement Reserve

OPERATIONAL IMPACTS: Indicate when a project may have either expense or revenue operational impacts within the 3-year budget. If there are impacts, indicate year, dollar amount and departments impacted.

YEAR 1

x Yes No Year:

Departments Affected: All

Dollar Impact: $146,000

YEAR 2

Yes No Year:


Dollar Impact: $

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS

Yes


DETAILS: Warranty is included for 3 years and possibly 5, after that there will be warranty maintenance costs needed for the servers. Warranty renewal cost in 5 years is an unknown item. We can see what historical renewal numbers are for an estimate.

APPROVAL

Developed By:

Garry Schaffel 2021-09-17


Reviewed By:

Carla Fox 2021-11-10


Approved By:



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PROJECT CHARTER NAME: Various Storm Water Studies Evaluation of Lower Hill Area PROJECT CHARTER NUMBER: CPC-2022-04-DS-0000 DIVISION/DEPARTMENT NAME: Municipal Utilities/Infrastructure and Development Services PROJECT MANAGER: Capital Planning Project Manager

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Masterplans, Studies & Planning PURPOSE: Evaluation of storm water in the lower hill area SCOPE STATEMENT:

Assessment to evaluate storm water concerns that are affecting the functionality and performance of the Town’s infrastructure.

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The lower hill area has pockets where there are underground streams (springs) that contribute to poor storm water runoff management. The excess flow of water causes damage to properties, road surfaces, vehicles and manholes. This study will allow Administration to evaluate the areas of concern to plan for upgrades and remediation of the necessary infrastructure.

TIMELINE/SCHEDULE:

Assessment will be completed in 2022.


The potential service interruptions to residents and businesses. High demand on the Town of Hinton’s resources and potential liability for properties that may experience flooding.


Town of Hinton resources and local residents.

COST ESTIMATE:

Description Cost

Assessment Study $50,000


PROJECT FUNDING:

Water Reserves


YEAR 1

Yes No Year:


Dollar Impact: $, ,5868948494884484900,992

YEAR 2

Yes No Year:


Dollar Impact: $

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS



DETAILS: None

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APPROVAL

Developed By:



Reviewed By:



Approved By:



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PROJECT CHARTER NAME: Bunker Gear/PPE Replacement PROJECT CHARTER NUMBER: CPC-2022-02-PS-0004 DIVISION/DEPARTMENT NAME: Protective Services/Fire Department PROJECT MANAGER: DC Bryan Hall

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Vehicles & Equipment PURPOSE: Bunker Gear/PPE Replacement SCOPE STATEMENT:

Starfield ISO Firefighter turnout gear meeting NFPA 1971 Standards.


Firefighter protective clothing must meet NFPA 1971 Standard and Alberta Occupational Health & Safety Act and Regulations. The life time use of bunker gear is 10 years at which time it can no longer be utilized in live fire situations. Half of the protective clothing currently in use reaches its 10 year life cycle in 2022 and the bulk of the balance is due in the spring of 2023. The Department needs to replace 36 sets of gear over the next two years.

TIMELINE/SCHEDULE:

To maximize purchasing power we intend to budget for half the gear in making one order in the 4th quarter of 2022 for delivery in 1st quarter of 2023. Placing the order in 2022 secures pricing for the gear purchase before any price increases..


Not purchasing the gear places department members at risk of injury. Firefighters in outdated gear would not be permitted to perform full functions as their gear would not provide the protection required to fulfill their roles. Any gear in the station that still has a year or two remaining in it’s life cycle because of when it was purchased, will continue to be utilized for training or recruits that do not perform full functions of a trained firefighter. The personal gear the Chief brought to the station has 8 years use remaining.

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Fire department members are the immediate stakeholder with the public being the second most impacted. Our ability to maintain the established level of service directly correlates to the level of protection we are able to provide.

COST ESTIMATE:

Each set of bunker gear costs Approximately $3700 a set. 36 sets would total $133,200.00.

PROJECT FUNDING:

Fire Department Capital Reserves


YEAR 1

Yes No Year:2022


Dollar Impact:

YEAR 2

Yes No Year:


Dollar Impact:

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS


Yes Limited Term: 2022-2032

DETAILS: Capital purchase plans will need to incorporate replacement of Protective clothing in 2032-2033

APPROVAL

Developed By:

Bryan Hall, Deputy Fire Chief Sept 27, 2021


Reviewed By:

Maurice de Beaudrap, Director Protective Services/Fire Chief

Sept 27, 2021


Approved By:

Laura Howarth, Interim CAO Dec. 02, 2021


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PROJECT CHARTER NAME: Wildland Sprinkler Trailer re-build PROJECT CHARTER NUMBER: CPC-2022-02-PS-0005 DIVISION/DEPARTMENT NAME: Protective Services/Fire Department PROJECT MANAGER: DC Bryan Hall

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Vehicles & Equipment PURPOSE: Wildland Sprinkler Trailer re-build SCOPE STATEMENT:

Hinton currently utilizes an 18-foot utility trailer for the Wildfire Protection Sprinkler trailer. Pictured. This trailer, although it has served us well, is loaded beyond its rated weight capacity and storage of extra equipment and the proper sized ladders is challenged.

A 24-foot double axel trailer which would be more suitable to our needs and provides adequate storage space and weight capacity for our needs. The racking from our trailer would be removed and placed into the newer trailer and some construction of new shelves and racks would need to occur as well. The cost to switching the trailers would be in the racks, decaling, flashing lights on the rear and the time invested to reconstruct. The reason for this change is just to provide a more appropriately sized trailer for our needs and to increase safety while the unit is on the roads. The existing trailer would be disposed of following the purchasing policy.


Hinton is a community at moderate to extreme risk of wildfire depending on the season and location in town. This trailer is a key component of the services we provide to the Town of Hinton and the region. As part of the Provincial Response Inventory it is often called upon for on larger events that impact the Province on a larger scale. To carry all the required equipment in an organized, efficient manner and to safely transport on highways, a larger trailer is required to be more efficient, effective and safe.

TIMELINE/SCHEDULE:

Acquire the trailer in the first quarter of 2022 and use the winter months to prepare it for springtime use prior to the fire season.


Funding for reconstructing the interior of the trailer would be requested from equipment reserves. Funds acquired during the 2021 BC Wildfire deployment would be utilized to acquire the necessary supplies. Not acquiring this trailer would mean that we remain at our current capacity.

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All Fire Department Members, residents of Hinton and the regional and provincial mutual aid partners would be impacted by the increased ability to transport sprinkler protection equipment to wildland Urban Interface Fires.

COST ESTIMATE:

$15,000.00

PROJECT FUNDING: Fire Department Capital Reserves OPERATIONAL IMPACTS:

YEAR 1

Yes No Year:2022


Dollar Impact:

YEAR 2

Yes No Year:


Dollar Impact:

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS


Yes Limited Term:

DETAILS:

APPROVAL

Developed By:

Bryan Hall, Deputy Fire Chief Sept 27, 2021


Reviewed By:

Maurice de Beaudrap, Director Protective Services/Fire Chief

Sept 27, 2021


Approved By:



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PROJECT CHARTER NAME: Pump Skid Unit PROJECT CHARTER NUMBER: CPC-2022-02-PS-0001 DIVISION/DEPARTMENT NAME: Protective Services / Fire PROJECT MANAGER: Maurice de Beaudrap

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Vehicles & Equipment PURPOSE: Pump Skid Unit for Duty 20 SCOPE STATEMENT:

Purchase and installation of a pump skid unit onto Duty 20. When truck is eventually replaced, the skid unit can easily be transferred to a new vehicle. A tank, a live hose reel and/or crosslay, a portable fire pump and/or compressed air foam system, with an engine; these can be combined into a single one-piece assembly that can be slipped onto a truck bed, trailer, or into a body and used for flowing water and/or foam on a car or wildfire.

PROJECT JUSTIFICATION: .

Hinton is a community at moderate to extreme risk of wildfire depending on the season and location in town. As part of the Fire Dept arsenal we have the capacity to defend our community in most situations. The reason to add pump capacity to a duty truck is that a fire in its incipient stage can be caught and extinguished with a small and mobile truck with limited human resources. Having mobile pump capacity for quickly combatting wildland fires may have insurance implications in the future and equipping the department with this capacity positions the Town better to meet those requirements

TIMELINE/SCHEDULE:

Purchase in the first quarter of 2022 leaving adequate time to train the department members on the proper care, maintenance and use prior to the spring fire season.

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Apparatus purchases in previous years were cost shared by Yellowhead County and the Town of Hinton. Under the new Fire Service Agreement Yellowhead County contribute a set fee for Services and Hinton is responsible for 100% of the purchase and maintenance costs of all apparatus moving forward.


All Fire Department Members, residents of Hinton and Mutual Aid Partners would be impacted by the increased ability and options Hinton Fire would have in combatting small brush fires, vehicle fires, and wildland Urban Interface Fires.

COST ESTIMATE: $6,000 PROJECT FUNDING: Funding would be requested from equipment reserves.

Funds acquired during the 2021 BC Wildfire deployment OPERATIONAL IMPACTS:

YEAR 1

Yes No Year: 2022


Dollar Impact:

YEAR 2

Yes No Year:


Dollar Impact:

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS



DETAILS: Cost of operation, insurance, maintenance, pump testing.

APPROVAL

Developed By:



Reviewed By:



Approved By:



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PROJECT CHARTER NAME: Public Works Equipment Upgrades and Replacements PROJECT CHARTER NUMBER: CPC-2022-03-DS-0000 DIVISION/DEPARTMENT NAME: Infrastructure/Infrastructure and Developments Services PROJECT MANAGER: Capital Planning Project Manager

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Vehicles & Equipment PURPOSE: Upgrade and Replacement of Equipment/Parts SCOPE STATEMENT:

Upgrade and replacement of failed assets.


Equipment and parts for fleet that require upgrade or replacement due to unplanned/unforeseen failure during the fiscal year.

TIMELINE/SCHEDULE:

Upgrade/Replacement in 2022 as and when required only.


Interruptions to levels of service to the community and businesses. Potential assets failure will also place further demand on the Town of Hinton’s resources. Can have major impact to safety.


Residents, internal stakeholders within the Town of Hinton.

COST ESTIMATE:

Description Cost

Upgrade/Replacement cost $60,000


PROJECT FUNDING:

Common Equipment Reserves

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YEAR 1

Yes No Year:


Dollar Impact: $, ,5868948494884484900,992

YEAR 2

Yes No Year:


Dollar Impact: $

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS



DETAILS: Any expenditures greater than $10,000 will be required to be in a report to the next Regular Council meeting for Information. These reports would be in addition to the quarterly reporting on Capital.

APPROVAL

Developed By:



Reviewed By:



Approved By:



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PROJECT CHARTER NAME: Water Distribution Infrastructure Rehab and Replacement Construction & Wastewater Collection Infrastructure Upgrade and Replacement.

PROJECT CHARTER NUMBER: CPC-2022-04-DS-0000 DIVISION/DEPARTMENT NAME: Municipal Utilities/Infrastructure and Developments Services PROJECT MANAGER: Capital Planning Project Manager

INVESTMENT TYPE: Maintain Replace/Rebuild Growth ASSET CATEGORY Engineered Structures PURPOSE: Replacement of water hydrants & replacement of sanitary manholes

and lateral service lines at lifecycle. SCOPE STATEMENT:

Replacement of failed hydrant assets & replacement of sanitary manholes and lateral service lines that have failed.

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Maintaining municipal hydrant infrastructure that requires replacement due to planned, unplanned/unforeseen failure during the fiscal year.

Replacement of sanitary manholes & service lines due to unplanned/unforeseen failure during the fiscal year for assets that reach the end of their lifecycle.

TIMELINE/SCHEDULE:

2022

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Potential failure of hydrants will cause service interruptions to residents and businesses, disruption of the potable water supply, compromise fire protection ability and public safety. Failure to upgrade sanitary manholes or service line infrastructure could lead to 1) impacts to the service line operation, 2) environmental contamination of the soil, and 3) increases on the demand for Town of Hinton resources.


Residents, Town of Hinton resources, businesses, and utility companies.

COST ESTIMATE:

Description Cost

Upgrade/Replacement cost $110,000


PROJECT FUNDING:

Water Reserves


YEAR 1

Yes No Year:


Dollar Impact: $, ,5868948494884484900,992

YEAR 2

Yes No Year:


Dollar Impact: $

YEAR 3

Yes No Year:


Dollar Impact: $

ONGOING COSTS



DETAILS: None

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APPROVAL

Developed By:



Reviewed By:



Approved By:



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REGULAR COUNCIL - 07 Dec 2021 - Agenda - Pdf

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