County of Grande Prairie No · pleased with her dedication and her strong retention of information. She will resume her previous duties as Assessment/Tax clerk in early 2021. Tara

County of Grande Prairie No.1Council Meeting

Agenda

Monday March 23, 2020

10:00 a.m.

County of Grande Prairie No. 1 Administration Building

Pages

1. CALL TO ORDER, QUORUM AND O’CANADA

2. RECOGNITIONS AND INTRODUCTIONS

2.1 Employee Introduction – Heidi Collins, Parks Supervisor – Dan Lemieux, Director of Community Services

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2.2 Introduction of Staff for Temporary/Maternity Leave Assessor Positions – Dawn Sauvé, Director of Corporate Services

7

3. ADOPTION OF AGENDA

4. MINUTES APPROVAL

4.1 March 9, 2020 Council Meeting Minutes 10

5. PUBLIC HEARINGS

6. DELEGATIONS AND APPOINTMENTS

7. BYLAWS

1

7.1 Bylaw 3119 Procedural Bylaw – Joulia Whittleton, Chief Administrative Officer

23

8. UNFINISHED BUSINESS

9. NEW BUSINESS

9.1 Request for Tax Relief – Dawn Sauvé, Director of Corporate Services

101

9.2 Lands Addition to Horse Lake First Nations Reserve – Letter from Indigenous Services Canada, Joulia Whittleton, Chief Administrative Officer

104

9.3 Grande Prairie Regional College Awards Proposal – Joulia Whittleton, Chief Administrative Officer

118

9.4 Equipment Transfer from Fire to Public Works – Dale Van Volkingburgh, Director of Public Works

120

9.5 Tender Award for Asphalt Concrete Pavement and Other Works for Projects CR.2004 – Dale Van Volkingburgh, Director of Public Works

122

9.6 Tender Award for JD Willis Subdivision ACP Overlay SD.JDW19 – Dale Van Volkingburgh, Director of Public Works

129

9.7 Disposition of Compressor at LaGlace Station – Dan Lemieux, Director Community Services

135

9.8 Update on COVID-19 Planning – Dan Lemieux, Director of Community Services

139

9.9 Proposed Removal of Fusarium Graminearum From the Agricultural Pest Act – Dan Lemieux, Community Services Director

158

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9.10 Amendment to Policy D10 Rental Equipment – Dan Lemieux, Community Services Director

165

9.11 Subdivision Time Extension Request – NE-7-74-7-W6 - PLSUB20180910 – Nick Lapp, Director of Planning and Development

175

9.12 Systems Reserves Expense Request – Dawn Sauvé, Director of Corporate Services

179

9.13 Meeting Through Electronic Means – Joulia Whittleton, Chief Administrative Officer

181

9.14 Budget Communication – Joulia Whittleton, Chief Administrative Officer

184

10. WORKSHOPS, CONFERENCES, SEMINARS

11. INFORMATION ITEMS

11.1 Received Correspondence – Joulia Whittleton, Chief Administrative Officer

187

12. URGENT OR EMERGENT ITEMS

13. NOTICE OF MOTION

14. COUNCIL INQUIRIES

15. ADDENDUM

16. COUNCIL MEMBER REPORTS

17. ADMINISTRATIVE REPORTS

11.2 Council Meeting Task List up to and Including March 9, 2020 – Joulia Whittleton, Chief Administrative Officer

191

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18. CLOSED SESSION

18.1 Intermunicipal Negotiations – Verbal Update (s. 27 Freedom of Information and Protection of Privacy Act) – Joulia Whittleton, Chief Administrative Officer

217

18.2 Quarterly Loss/Claims Report – (s. 27 Freedom of Information and Protection of Privacy Act) Dawn Sauvé – Director of Corporate Services

219

18.3 Trademark Settlement (s. 27 Freedom of Information and Protection of Privacy Act) – Nick Lapp, Director of Planning and Development

229

18.4 Nauticol Land Purchase Verbal Update (s. 27 Freedom of Information and Protection of Privacy Act) – Nick Lapp, Director of Planning and Development

19. ADJOURNMENT

17.1 Administrative Reports – Joulia Whittleton, Chief Administrative Officer

203

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Request for Decision Report Title – Presenter, Position 2.1 - Employee Introduction – Heidi Collins, Parks Supervisor – Dan Lemieux, Director of Community ServicesSupported By: Christine Rawlins, Manager of Parks and Recreation Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: Recognitions and Introductions

Executive Summary Heidi Collins accepted the position as Parks Supervisor in the Parks and Recreation department as of March 16, 2020. Heidi has over fifteen years experience as a Park Host at three different County campgrounds.

Background / Proposal After spending two years as Caretaker at Pipestone, thirteen years at Hommy Park, and raising a family of three, Heidi had resigned from Hommy Park in August 2019 to relocate her family to the City to accommodate the growing needs of her three teenage children. During the interim, Heidi had been working as a teacher’s assistant at Harry Balfour school. She was thrilled to see the Parks Supervisor posting in January 2020, and felt compelled to apply to challenge herself professionally, and grasp the opportunity to rejoin her County family.

Heidi brings exceptional customer service, administrative and people skills to the Parks and Recreation department and is highly attuned to the standards that County parks should operate at. During her time at Hommy Park, Heidi received the 2015 Service Superstar award from the Grande Prairie Regional Tourism Association.

The Parks and Recreation department is excited to have Heidi back on board in this new role, and looks forward to the positive energy, enthusiasm and leadership that she will bring to the team.

Options & Benefits For information purposes – no motion required.

Costs & Source of Funding Included in 2020 Operating budget.

Municipal Plans

1. Strategic Plan: N/A2. Other Municipal Plans: N/A

5

Communication / Public Participation

☐Inform (one-way communication)Goal: to provide balanced, objective information to citizens.Tools: ☐Public Notice ☐Article ☐Other

☐Consult (two-way communication)Goal: To obtain feedback, listen and respond to public concerns.Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other

☐Involve (involve the public to ensure their concerns and aspirations are considered in decision)Goal: to work with the public through the processTools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other

☒Not Applicable

Administrative Recommended Action For information purposes – no motion required.

Attachments N/A

☒ Approved by Director

☒ Approved by Chief Administrative Officer

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Request for Decision Report Title – Presenter, Position Item 2.2 Introduction of Staff for Temporary/Maternity Leave Assessor Positions – Dawn Sauvé, Director of Corporate ServicesSupported By: Chris Gardner, Chief Assessor Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: Recognitions and Introductions

Executive Summary Mackenzie Cronk (our taxation clerk), has decided to pursue her carreer in Assessment and was chosen as one of the successful candidates to take on the temporary roll of Assessor for the next year. Mackenzie has been with the County for about two years now as our Assessment/Tax clerk and has been trained by Janice Johnson and Gina Rode while they are working at 50% capacity until their retirement at year end/early 2021. She will be taking over Jessica Vanin’s position while she is away on maternity leave.

In this new role, Mackenzie will be responsible for inspecting, preparing, and meeting with the public in the designated area we have set for her in the County. She will provide assistance to the other senior assessors, and will be primarily working on the residential assessments. Mackenzie stepped into the position on January 6th, and has been working in both her existing Assessment/Tax Clerk position until our new Assessment Tax Clerk started on February 3rd.

We have full confidence in Mackenzie as she temporarily steps into this position as we are extremely pleased with her dedication and her strong retention of information. She will resume her previous duties as Assessment/Tax clerk in early 2021.

Tara Simard has accepted the role of our new Assessment/Tax Clerk as of February 3, 2020. We are very pleased to have been able to acquire Tara from our Public Works department as she will be a wonderful addition to our department. Tara is a very conscientious person and is great with the public. We are extremely pleased to have taken her from Public works, thanks Dale and Lynda!

Tara has worked in Public Works for the past 2 years as an Administrative Assistant and previously worked for Public Works for 5 years. In the position, Tara was on the front lines dealing with inquiries and questions from the public, and responding to any needs from Dale or Lynda.

In her new role as Assessment/Tax clerk, Tara will be responsible for responding to questions from the public on tax related issues. She will also be responsible for responding to calls and inquiries and forwarding to the appropriate staff. In conjunction with this, Tara will also be responsible for providing support to the assessors on many assessment and tax related items.

Marina Gardner has accepted the role of Assessor 1 for March 2, 2020 to the end of Feb 2021. Marina has completed her education in Appraisal and Assessment and graduated with Distinction on the Deans list.

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Marina has worked at the County of Grande Prairie in the Planning Department for 2 and a half years, a half year in Legislative Services, and a couple of months in Human Resources.

Last year, Marina worked at the City of Grande Prairie in the assessment department as their summer student for a four month term. At that time she gained valuable experience in our existing CAMA system, and worked throughout the summer meeting with rate payers, inspecting properties throughout the City, and preparing their assessments.

We are sincerely pleased to have acquired Marina for the year to help our department with inspecting and preparing the residential assessments for the County of Grande Prairie. Her past experience, familiarity of the County and related experience will be very beneficial. Marina will be taking over Adele Johnston’s position for the year while she is on maternity leave.

Background / Proposal Mackenzie has lived in the Grande Prairie area for the past 12 years. Originally from the East Kootenays, She makes a point of returning each summer to visit family and soak up the sun. Mackenzie also enjoys time in the outdoors, and spending time with close friends. We are also pleased to say that Mackenzie is also only one course away from completing her Bachelor of Commerce Degree, and upon completion of this, looks forward to making her career in Assessment in the future.

Tara has lived in the Grande Prairie region for most of her life. She presently resides in the County of Grande Praire. Tara loves spending time with her husband and two children camping and spending time in the outdoors. Tara is very excited to be a part of the Assessment team and thankful for the opportunities to learn a new position and acquire new skills with an amazing group of people. She is very happy to be here.

Marina was born in Peace River and moved to Grande Prairie in 2003. Marina has a wonderful little boy, Barrett who will be turning two next month. She’s engaged to her longtime partner of nine years. She enjoys fitness, nutrition, cooking and spending time with family and friends. She is most looking forward to gaining experience towards her career in Assessment and is excited to work with an amazing group of people and an organization that is warm and inviting.

Options & Benefits For information purposes. No motion required.

Costs & Source of Funding Supported by operating budget.

Municipal Plans

1. Strategic Plan: Assessment. Corporate Services Division. to deliver timely, efficient and effectiveassessment and tax services to benefit the ratepayers of our County. To provide Administrationwith equitable and fair assessments which generate the majority of the income necessary tooperate the County of Grande Praire.

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2. Other Municipal Plans: Not applicable


☐Inform (one way communication)Goal: to provide balanced, objective information to citizens.Tools: ☒Public Notice ☐Article ☐Other

☐Consult (two way communication)Goal: To obtain feedback, listen and respond to public concerns.Tools: ☒Survey ☒Open House ☐Public Hearing ☒Other

☐Involve (involve the public to ensure their concerns and aspirations are considered in decision)Goal: to work with the public through the processTools: ☒Public Notice ☒Open House ☐Community Workshop ☒Other

☒Not Applicable

Administrative Recommended Action For information purposes. No motion required.

Attachments Not applicable.



9

Council Meeting Minutes Date: Time: Location:

Monday, March 9, 2020 10:00 a.m. County of Grande Prairie No. 1 Administration Building

COUNCIL PRESENT Reeve Leanne Beaupre Deputy Reeve Peter Harris Councillor Corey Beck Councillor Karen Rosvold Councillor Linda Waddy (left the meeting at 2:12 p.m.) Councillor Daryl Beeston Councillor Ross Sutherland Councillor Bob Marshall Councillor Harold Bulford

COUNCIL ABSENT

STAFF PRESENT Joulia Whittleton, Chief Administrative Officer Dale Van Volkingburgh, Director of Public Works (left the meeting at 1:00 p.m.) Clint Diederich, Acting Director of Public Works (entered the meeting at 1:00 p.m.) Dawn Sauvé, Director of Corporate Services Nick Lapp, Director of Planning and Development Dan Lemieux, Director of Community Services Megan Beson, Acting Manager of Legislative Services

RECORDING SECRETARY Tatiana Catana, Legislative Services Clerk

CALL TO ORDER, QUORUM AND O'CANADA

The meeting was called to order at 10:00 a.m. with the singing of O'Canada.

RECOGNITIONS AND INTRODUCTIONS

2.1 Introduction of Melodie McCracken, Community Programmer – Dan Lemieux, Director of Community Services

Coree Ladwig, Team Lead Adult, Seniors and Community Programs introduced to Council Melodie McCracken as the Community Programmer at the Wellington Resource Centre.

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2.2 Introduction of Staff in the Problem Wildlife Program – Dan Lemieux, Community Services Director

Sonja Raven, Agricultural Fieldman introduced to Council Kurt Pierog as the Lead Problem Wildlife and Justin Wasylciw as the Assistant Problem Wildlife Officer.

ADOPTION OF AGENDA 3.1 Adoption of the Agenda

Resolution # CM20200309.001

MOVED by Councillor B. Marshall That the agenda for the March 9, 2020 Council Meeting be adopted with the following additions:

• Item 8.2 – Clairmont Arena;• Item 8.3 – Clairmont Hall;• Item 18.4 – Legal/Land – Wedgewood File (s. 24 Freedom

of Information and Protection of Privacy Act).CARRIED

MINUTES APPROVAL February 14, 2020 – Public Works Committee of the Whole Minutes


MOVED by Councillor L. Waddy That the minutes of the February 14, 2020 Public Works Committee of the Whole Meeting be approved as presented. CARRIED

MINUTES APPROVAL February 24, 2020 Council Meeting Minutes


MOVED by Councillor R. Sutherland That the minutes of the February 24, 2020 Council Meeting be approved as presented. CARRIED

PUBLIC HEARINGS 5.1 Bylaw 2680-20-005 / Pt. NE-15-69-11-W6 / Beairsto & Associates Engineering Ltd. / Thomas, Avery, Heather, Travis, and Van Ferrel & Leanne and Michael Wagner – Nick Lapp, Director of Planning and Development


MOVED by Councillor H. Bulford That a Public Hearing be held to hear comments regarding the application to re-designate 17.33 hectares (42.82 acres) of Pt. NE-

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15-69-11-W6 from Agricultural (AG) District to Country Residential(CR-5) District.CARRIED

The Public Hearing commenced at 10:08 a.m. Scott Purich, Planner, noted that this application is to amend the County Land Use Bylaw by re-designating 17.33 hectares (42.82 acres) of Pt. NE-15-69-11-W6 from Agricultural (AG) District to Country Residential (CR-5) District, located approximately one (1) mile south of Twin Lakes, adjacent to TWP RD 693. Current Zoning: Agricultural (AG) District Farmland Assessment Rating: 7%-30% with 102 acres being 7% The purpose of this application is to allow for the subdivision of two (2) existing residential dwellings. The topography has beendescribed as flat and mostly brushed. This parcel is located withina Natural Area node, as shown on Map 6 of the MunicipalDevelopment Plan (MDP).The adjacent land uses consist of mostly Agricultural (AG) and Country Residential (CR-5). The Municipal Development Plan under Section 7.3 notes in considering amendment to the Land Use Bylaw, Council considered access to the proposed parcels which is satisfactory to the approving authority. Under the County Land Use Bylaw Section 3.13 the pan handle access for Lot 2 does not meet the 30 meters setback from the road right of way. Concerns were raised by Public Works regarding the proximity of the pan handle to a County of Grande Prairie road allowance and the safety impacts that could arise should it be developed in the future. Administration proposed to give detailed consideration to address this concern at the subdivision stage, since this was only the rezoning application. Comments: Public Works: Public Works does not support joint access. Access to Lot 1 Block 1 would be built off TWP RD 693 and if the pan handle is to stay an option for Lot 2 Block 1, it should be approximately 45 meters wide to include the setback of 30 meters between the road right of way and the driveway. 5.03 road widening off the north and east boundaries of the quarter section. A sewage permit will be required for Lot 1 Block 1 to bring sewage into compliance. No concerns, subject to standard comments: Alberta Energy Regulator, ATCO Electric, and ATCO Pipelines. Adjacent Landowners: No comments.

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Blake Lange, Beairsto & Associates Engineering Ltd. and the applicant were present to speak to the application and answer any questions. There was no one from the audience to speak to the application.


MOVED by Deputy Reeve P. Harris That the meeting come out of Public Hearing at 10:13 a.m. CARRIED


MOVED by Deputy Reeve P. Harris That first reading be given to Bylaw 2680-20-005 to re-designate 17.33 hectares (42.82 acres) of Pt. NE-15-69-11-W6 from Agricultural (AG) District to Country Residential (CR-5) District. CARRIED


MOVED by Councillor K. Rosvold That second reading be given to Bylaw 2680-20-005 to re-designate 17.33 hectares (42.82 acres) of Pt. NE-15-69-11-W6 from Agricultural (AG) District to Country Residential (CR-5) District. CARRIED


MOVED by Councillor B. Marshall That consideration be given proceed to third reading of Bylaw 2680-20-005 to re-designate 17.33 hectares (42.82 acres) of Pt. NE-15-69-11-W6 from Agricultural (AG) District to Country Residential(CR-5) District.CARRIED


MOVED by Councillor L. Waddy That third reading be given to Bylaw 2680-20-005 to re-designate 17.33 hectares (42.82 acres) of Pt. NE-15-69-11-W6 from Agricultural (AG) District to Country Residential (CR-5) District. CARRIED

UNFINISHED BUSINESS 8.2 – Clairmont Arena – Dan Lemieux, Director of Community Services


MOVED by Councillor B. Marshall That Council direct Administration to work with the Clairmont & District Agricultural Society to hire a professional consultant to perform a Needs Assessment for the Clairmont Arena using the

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funds allocated in the 2020 Interim Budget, and report back to Council for further evaluation and future funding considerations. CARRIED

8.3 – Clairmont Hall – Dan Lemieux, Director of Community Services


MOVED by Councillor D. Beeston That Council direct Administration to work with the Clairmont & District Agricultural Society to hire a professional consultant to conduct a Needs Assessment for the Clairmont Community Hall using the funds allocated in the 2020 Interim Budget, and report back to Council for further evaluation and future funding considerations. CARRIED

8.1 Heritage Management Plan Policy – Nick Lapp, Director of Planning and Development


MOVED by Councillor R. Sutherland That Council request Mr. David Leonard to speak to Council on the Heritage Management Plan and County of Grande Prairie Heritage inventory. CARRIED


MOVED by Deputy Reeve P. Harris That Council direct Administration to set up a Committee including at least two Council members to develop a policy with respect to built historical resources in the County of Grande Prairie No.1 and report back to Council with recommendations. CARRIED

DELEGATIONS AND APPOINTMENTS

6.1 10:30 a.m. - Grande Prairie Regional College (GPRC) Update – Joulia Whittleton, Chief Administrative Officer

Dr. Robert Murray, GPRC President and CEO and Mrs. Bridget Hennigar, GPRC Board of Governors Vice-Chair were in attendance and provided County Council with an update on GPRC activities.

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NEW BUSINESS 9.1 2020 Ditch Rehabilitation Projects - Dale Van Volkingburgh, Director of Public Works


MOVED by Councillor B. Marshall That Council approve the request from the Public Works department for an additional $350,000.00 to be added to the Public Works operating budget for Ditch Rehabilitation Projects with funding to come from 2019 surplus at final budget deliberations. CARRIED

9.2 Proclamation of National Public Works Week – May 17 – 23, 2020 – Dale Van Volkingburgh, Director of Public Works


MOVED by Councillor L. Waddy That the County of Grande Prairie No. 1 proclaim May 17 to May 23, 2020 as National Public Works Week. CARRIED

9.3 Award of the Five Mile Community Hall Lease – Dawn Sauvé, Director of Corporate Services


MOVED by Deputy Reeve P. Harris That Council direct Administration to calculate what the municipal taxes would be for the Five Mile Community Hall property as privately owned and not tax-exempt property and report back to Council. CARRIED


MOVED by Councillor B. Marshall That County of Grande Prairie No. 1 enter into a five-year lease agreement for Five Mile Community Hall with Food Solutions Corporation in the amount of $55,000.00 per year for an “operating lease,” and a “base lease” of $1,250.00 per month. CARRIED

15


MOVED by Councillor C. Beck That County of Grande Prairie No. 1 enter into an agreement with Food Solutions Corporation to sell the items specified in Appendix A for the minimum asking price of $20,000.00. This price represents the original minimum price that was outlined in the Request for Proposals. CARRIED

9.4 2020 Manse Grants – Dawn Sauvé, Director of Corporate Services


MOVED by Councillor R. Sutherland That Council approve the 2020 Manse Grants for St. Johns Evangelical Church and Valhalla Evangelical Lutheran Church. CARRIED

9.5 2020 Tax Sale Date – Dawn Sauvé, Director of Corporate Services


MOVED by Councillor B. Marshall That Council set September 24, 2020 as the 2020 Tax Sale date. CARRIED

9.6 Policy C13 – Collection of Outstanding Receivables – Dawn Sauvé, Director of Corporate Services


MOVED by Councillor B. Marshall That Council approve Policy C13 – Collection of Outstanding Receivables as amended:

• Addition on reporting back to Council on an annual basis onthe collection activities.

CARRIED

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9.7 Review and Update Policy M1 – Safety Codes Permits - Nick Lapp, Director of Planning and Development Services


MOVED by Councillor B. Marshall That Council approve Policy M1 – Safety Codes Permits with correction to the names of the individuals identified under the position of CAO and Fire Chief. CARRIED

9.8 Proposed Policy M7 – Waiving of Application Fees - Nick Lapp, Director of Planning and Development Services


MOVED by Councillor C. Beck That Council approve Policy M7 – Waiving of Application Fees as amended in order to provide Administration with a framework and authority to waive application fees for Planning and Development applications related to non-profit organizations, non-government organizations, internal County Departments and other bodies or organizations from time to time as the case may be:

• Policy statement # 7 – The Director of Planning andDevelopment Services will report by preparing a list with thenumber and the amount of fees waived through regularmonthly reporting to the CAO and County Council.

CARRIED

Resolution # CM20200309.024 MOVED by Councillor C. Beck

That the meeting be recessed for lunch and to reconvene at 1:00 p.m.CARRIED

The meeting was reconvened at 1:02 p.m.

9.9 Proposed Policy M9 – Development Securities - Nick Lapp, Director of Planning and Development Services


MOVED by Councillor L. Waddy That Council approve Policy M9 – Development Securities as presented in order to establish a framework for the acceptance of securities to ensure obligations of developers, builders, or landowners under various planning and development related approval processes are met. CARRIED

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9.10 RMA Zone 4 Meeting Dates – Joulia Whittleton, Chief Administrative Officer


MOVED by Councillor L. Waddy That Council direct Administration to respond to the Rural Municipalities Association (RMA) Zone 4 Director indicating that the County of Grande Prairie No. 1 supports two meetings per year and the dates be flexible pending on the confirmation of guest and speakers.

CARRIED

9.11 Intermunicipal Development Plan – Town of Beaverlodge - Joulia Whittleton, Chief Administrative Officer


MOVED by Councillor B. Marshall That Council support the Town of Beaverldoge request to discontinue the Intermunicipal Development Plan process between our respective municipalities and to inform Municipal Affairs of this decision accordingly. CARRIED

INFORMATION ITEMS 11.1 Received Correspondence – Joulia Whittleton, Chief Administrative Officer


MOVED by Councillor D. Beeston That Council direct Administration to bring back cost associated with adding an additional advance turning signalization at the HWY 2 and 84 Avenue intersection. CARRIED

COUNCIL MEMBER REPORTS

16.1 Councillor Sutherland Councillor Sutherland attended and commented on:

• Strategic Planning Session;• Helicopter Emergency Services Information Session;• County/City ICF Meeting;• County/Wembley ICF Meeting;• Council Business Meeting.

16.2 Councillor Beck Councillor Beck attended and commented on:

• Strategic Planning Session;• ECSS;

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• ASB Provincial Committee Conference call regarding budget;

• La Glace Fire Hall walk through; • County/City ICF Meeting; • GPRC President Installation Ceremony; • Council Business Meeting.

16.3 Councillor Rosvold Councillor Rosvold attended and commented on:

• Alberta Throne speech; • Alberta Counsel reception; • Strategic Planning Session; • AHS-EMS review; • La Glace Agricultural Society; • La Glace Firehall Building Committee; • ICF Discussion; • SPPARC Meeting; • GPRC President Installation Ceremony; • Council Business Meeting.

16.4 Councillor Waddy Councillor Waddy attended and commented on:

• Lunch with RCMP delegation; • New Fire Vehicle presentation at the Sexsmith Fire Hall; • County/Sexsmith ICF Meeting; • Strategic Planning Session; • CARB Hearing; • Philip J. Currie Dinosaur Museum Board Meeting.

16.5 Councillor Beeston Councillor Beeston attended and commented on:

• Strategic Planning Session; • County/City ICF Meeting; • GPRC President Installation Ceremony.

16.6 Councillor Bulford Councillor Bulford attended and commented on:

• Nitehawk Board Meeting; • Strategic Planning Session; • Presentation to Grade 6 at Bezanson School on Municipal

Government; • La Glace Firehall Building Committee; • County/Wembley ICF Meeting; • Council Business Meeting.

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16.7 Deputy Reeve Harris Deputy Reeve Harris attended and commented on:

• Strategic Planning Session;• AHS HEMS review;• Beaverlodge ICF Meeting;• County/City ICF Meeting;• Council Business Meeting.

16.8 Councillor Marshall Councillor Marshall attended and commented on:

• Strategic Planning Session;• AHS Teleconference;• County/Beaverlodge ICF Meeting;• County/City ICF Meeting;• GPRC President Installation Ceremony;• Council Business meeting.

16.9 Reeve Beaupre Reeve Beaupre attended and commented on:

• New Firefighting Vehicle presentation at Sexsmith Fire Hall;• County/Sexsmith ICF Meeting;• Conference call with AER regarding County owned water

points;• Strategic Planning Session;• Resolution Committee conference call;• RMA post budget conference call;• AHS/County of Grande Prairie HEMS review presentation;• County/Beaverlodge ICF Meeting;• Meeting with representatives from the Blue Zone initiative;• Meeting with County CAO and Aquatera CAO;• Wetland Advisory Meeting/conference call;• County/ City ICF Meeting;• GPRC President Installation Ceremony;• Council Business Meeting.


MOVED by Councillor D. Beeston That Council appoint Deputy Reeve P. Harris and Councillor R. Sutherland to the Heritage Resource Management Plan Committee. CARRIED

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CLOSED SESSION 18.1 Intermunicipal Negotiations – Verbal Update (s. 27 Freedom of Information and Protection of Privacy Act) – Joulia Whittleton, Chief Administrative Officer

18.2 Rural RCMP Detachment Planning (s. 16 Freedom of Information and Protection of Privacy Act) – Joulia Whittleton, Chief Administrative Officer

18.3 - Personnel – Verbal Update (s. 17 Freedom of Information and Protection of Privacy Act) – Joulia Whittleton, Chief Administrative Officer

Item 18.4 – Legal – Wedgewood File (s. 24 Freedom of Information and Protection of Privacy Act) – Joulia Whittleton, Chief Administrative Officer


MOVED by Councillor H. Bulford That the meeting go in to Closed Session, at 1:37 p.m. pursuant to Section 197 of the Municipal Government Act, 2000, Chapter M-26 and amendments thereto, to discuss Privileged Information with regards to:

• Legal, pursuant to Section 27;• Legal, pursuant to Section 16;• Personnel, pursuant to Section 17; and• Legal/Land, pursuant to Section 24

of the Freedom of Information and Protection of Privacy Act (FOIP), Revised Statutes of Alberta 2000, Chapter F-25 and amendments thereto. CARRIED


MOVED by Councillor D. Beeston That the meeting come out of Closed Session at 3:20 p.m. CARRIED


MOVED by Councillor H. Bulford That County of Grande Prairie No.1 enter into a Recreation Funding Agreement with the Town of Wembley as part of the Intermunicipal Collaboration Framework as presented. CARRIED

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MOVED by Councillor K Rosvold That Council accept the information on Storm Pond Land File presented in Closed Session and direct Administration to organize a meeting with Legal Counsel. CARRIED

ADJOURNMENT 20.1 Adjournment


MOVED by Deputy Reeve P. Harris That the meeting be adjourned at 3:23 p.m. CARRIED

These minutes approved the ______ day of _________________ 2020.

Reference # _____________________________

_________________________

REEVE

_________________________

CHIEF ADMINISTRATIVE OFFICER

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Request for Decision Report Title – Presenter, Position Item 7.1 Bylaw 3119 Procedural Bylaw – Joulia Whittleton, Chief Administrative OfficerSupported By: Megan Beson, Acting Manager of Legislative Services Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: Bylaws

Executive Summary Administration is requesting Council’s approval of Bylaw 3119 Procedural Bylaw which will replace the previous Procedural Bylaw (Bylaw 3001). The bylaw has been updated to more accurately reflect the procedures at the County of Grande Prairie and to remove redundant sections or sections with provisions that are covered through the Municipal Government Act. As per Council’s direction Administration has also included a section regarding the establishment and procedures for a Committee of the Whole. A red lined version of the previous bylaw has been attached for Council’s review.

Should the Bylaw be approved, previously scheduled Committee of the Whole Meetings (Public Works, Finance, and Recreation Advisory) will be cancelled and one Committee of the Whole Meeting per month will be scheduled. The proposed dates are as follows:

• June 18th (Cancelled Recreation Advisory Committee date)• July 21st (Cancelled Finance Committee of the Whole date)• August 20th (New proposed date)• September 17th (New proposed date)• October 21st (Cancelled Public Works Committee of the Whole date)

Background / Proposal The MGA s.145 provides that Council may pass a bylaw in relation to the procedure and conduct of Council, council committees and other bodies established by Council. The County’s previous Procedural Bylaw was passed in November of 2014.

At the February 24 2020 Council Meeting the following motion was made:

That Council considers establishing a Committee of the Whole (COW) by a bylaw and directs Administration to bring the Procedural Bylaw forward with an amendment to introduce the following: 1. Establishment of COW as per s. 145 of the Municipal Government Act with all Councillors

comprising the COW.2. Whereby focus of COW is on understanding the broader policy implications of the items being

considered, for receiving updates on emerging and ongoing projects and initiatives, while usingthe meeting as a forum for discussion rather than decision-making.

3. Establishing the frequency of the meetings and that these to be held on the last Thursday of amonth and to commence in Council Chambers at 10:00 a.m.).

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4. Stating that the agenda items/topics could originate from a Councillor or a staff member, and thatthe Reeve and CAO will review and finalize the agenda that will be distributed in the same manneras the Regular Council Agendas (unless specifically identified otherwise in this bylaw).

5. Stating the committee’s business as to:a) Conduct non-statutory public hearings (for information);b) Receive delegations and submissions;c) Receive information from Administration on emerging issues and ongoing projects and

initiatives;d) Discuss broader policy matters to formulate further direction to administration or to formulate

recommendations to Council;e) Meet in closed session pursuant to the MGA and FOIP.

6. Stating the committee has authority to:a) Make motions to receive agenda reports for information;b) Make motions referring matters to Administration with further direction, enabling

Administration researching and preparing adequately for presenting items to Council fordecision making at a Regular Council Meeting;

c) Make motions to make recommendations to Council;d) Make motions as appropriate for discussing closed session items.

7. Stating that CAO and other required administrative staff will be in attendance to makepresentations and answer questions as required.

8. Stating the Reeve is the Chair unless this responsibility is delegated to the Deputy Reeve oranother Councillor by the Reeve.

9. Stating that the Agenda’s sections will be as follows:a) Call to Order;b) Approval of Agenda;c) Unfinished Business;d) New Business;e) Topics for next agenda discussion;f) Closed Session;g) Adjournment

10. Stating that the COW minutes will be taken to the next Regular Council Agenda for review andapproval.

Options & Benefits Option 1: That Bylaw 3119 be given all three readings as presented.

Option 2: That Bylaw 3119 be given first reading and brought back to a future Council meeting with amendments as recommended by Council.

Option 3: That Administration cancel the Public Works Committee of the Whole, Finance Committee of the Whole and Recreation Advisory Committee meetings scheduled for 2020 and that the following Committee of the Whole Meeting dates be approved:

• June 18th;• July 21st;• August 20th;• September 17th; and• October 21st.

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Costs & Source of Funding

Not applicable.

Municipal Plans



☐Inform (one-way communication)Goal: to provide balanced, objective information to citizens.Tools: ☒Public Notice ☐Article ☐Other



☒Not Applicable

Administrative Recommended Action

Option 1: That Council approve Bylaw 3119 Procedural Bylaw with the following motions:

Motion 1: That first reading be given to Bylaw 3119 Procedural Bylaw.

Motion 2: That second reading be given to Bylaw 3119 Procedural Bylaw.

Motion 3: That consideration be given to proceed to third reading of Bylaw 3119 Procedural Bylaw.

Motion 4: That third reading be given to Bylaw 3119 Procedural Bylaw.

AND

Option 3: That Administration cancel the Public Works Committee of the Whole, Finance Committee of the Whole and Recreation Advisory Committee meetings scheduled for 2020 and that the following Committee of the Whole Meeting dates be approved:

• June 18th;• July 21st;• August 20th;• September 17th; and• October 21st.

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Attachments 1. Bylaw 3119 Procedural Bylaw (Clean Copy)2. Bylaw 3001 Procedural Bylaw (Red Line Copy)


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COUNTY OF GRANDE PRAIRIE No. 1

BYLAW 3119

PROCEDURAL BYLAW

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TABLE of CONTENTS

INTERPRETATION ......................................................................................................................................... 1

DEFINITIONS ................................................................................................................................................. 1

APPLICATION ................................................................................................................................................ 3

ORGANIZATION OF COUNCIL AND COMMITTEES ...................................................................................... 4

ORGANIZATIONAL MEETING .................................................................................................................... 4

CHAIR OF COUNCIL MEETINGS ................................................................................................................ 5

REEVE AS EX-OFFICIO ............................................................................................................................... 5

COUNCIL COMMITTEES ............................................................................................................................ 5

MEETINGS .................................................................................................................................................... 5

DATE OF MEETINGS ................................................................................................................................. 5

TIME OF MEETINGS .................................................................................................................................. 5

MEETING PLACE ....................................................................................................................................... 6

COUNCIL MEETINGS NOTICE .................................................................................................................... 6

CHANGE OF TIME, DATE, LOCATION OF COUNCIL MEETING .................................................................. 6

CANCELLATION OF MEETING ................................................................................................................... 6

SPECIAL COUNCIL MEETINGS ................................................................................................................... 7

SPECIAL MEETINGS REQUIRING NOTICE .................................................................................................. 7

QUORUM REQUIREMENTS ...................................................................................................................... 7

MEETING PRIORITIES FOR COUNCIL MEMBERS ....................................................................................... 7

COMMITTEE OF THE WHOLE MEETING ................................................................................................... 8

AGENDAS AND RECORDS OF MEETINGS FOR COUNCIL ............................................................................. 9

AGENDA FORMAT .................................................................................................................................... 9

AGENDA SUBMISSIONS ............................................................................................................................ 9

AGENDA DISTRIBUTION ......................................................................................................................... 10

ADOPTION OF AGENDA ......................................................................................................................... 10

PREPARATION OF THE MINUTES............................................................................................................ 10

RETENTION AND STORAGE OF MINUTES ............................................................................................... 10

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AUDIO AND VIDEO RECORDING OF MEETINGS ......................................................................................... 10

PROCEDURES OF MEETINGS ..................................................................................................................... 11

ROLE OF THE CHAIR ............................................................................................................................... 11

ROLE OF COUNCIL .................................................................................................................................. 11

DRESS CODE OF COUNCIL ...................................................................................................................... 11

CONDUCT IN THE COUNCIL CHAMBERS AND IN PUBLIC SPACES .......................................................... 11

CONDUCT OF COUNCIL .......................................................................................................................... 12

CALLING A COUNCIL MEMBER TO ORDER ............................................................................................. 12

POINTS OF INFORMATION, PRIVILEGE OR ORDER ................................................................................. 13

POINT OF PRIVILEGE .............................................................................................................................. 13

POINT OF ORDER .................................................................................................................................... 13

CHALLENGING THE CHAIR ...................................................................................................................... 14

PECUNIARY INTEREST ............................................................................................................................. 14

REGULAR COUNCIL MEETING PROCEDURES ............................................................................................ 14

ATTENDANCE – REGULAR COUNCIL MEETING ...................................................................................... 14

CALL TO ORDER AND QUORUM ............................................................................................................. 15

SINGING OF “O CANADA” ...................................................................................................................... 15

RECOGNITIONS AND INTRODUCTIONS .................................................................................................. 15

ADOPTION OF AGENDA ......................................................................................................................... 15

MINUTES APPROVAL .............................................................................................................................. 15

PUBLIC HEARINGS .................................................................................................................................. 15

DELEGATIONS AND APPOINTMENTS ..................................................................................................... 17

UNFINISHED BUSINESS ........................................................................................................................... 18

NEW BUSINESS ....................................................................................................................................... 18

INFORMATION ITEMS ............................................................................................................................ 18

NOTICE OF MOTION ............................................................................................................................... 18

COUNCIL MEMBER REPORTS ................................................................................................................. 18

ADMINISTRATIVE REPORTS .................................................................................................................... 19

CLOSED SESSION .................................................................................................................................... 19

ADJOURNMENT ...................................................................................................................................... 19

GENERAL PROVISIONS ON MOTIONS .................................................................................................... 20

MOTIONS OUT OF ORDER ...................................................................................................................... 21

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MOTION TO RESCIND ............................................................................................................................. 21

MOTION TO RECONSIDER ...................................................................................................................... 21

SPLITTING MOTIONS .............................................................................................................................. 21

MOTIONS PREVIOUSLY CONSIDERED .................................................................................................... 22

DEBATE ON MOTIONS ............................................................................................................................ 22

MOTION TO END DEBATE ...................................................................................................................... 22

VOTING ON MOTIONS ........................................................................................................................... 22

SEVERABILITY ............................................................................................................................................. 23

EFFECTIVE DATE ......................................................................................................................................... 23

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BYLAW 3001

WHEREAS, the Municipal Government Act RSA 2000, c M-26 and amendments thereto, authorizes Council to adopt Bylaws for the establishment and function of Council Committees and the procedure and conduct of Council, Council Committees; WHEREAS, the Municipal Government Act, provides that Council may by bylaw delegate its powers, duties or functions to a Council Committee; WHEREAS, the Municipal Government Act, governs the conduct of Councils, Council Members, Council Committees; municipal organization, Administration, public participation and the powers of a municipality; THEREFORE, be it resolved that the Council of the County of Grande Prairie No.1 in the Province of Alberta, duly assembled hereby enacts as follows:

INTERPRETATION

1. This Bylaw shall be cited as the “Procedural Bylaw”. 2. Headings in this Bylaw are for reference purposes only. 3. Words in the masculine gender will include the feminine gender whenever the context so requires and

vice versa. 4. Words in the singular shall include the plural or vice versa whenever the context so requires. 5. At no time is it the intent of this Bylaw to create undue strictness of adherence to the rules of order to

cause intimidation or limit full participation.

DEFINITIONS

6. In this bylaw, unless the context otherwise requires: a) “Act” means the Municipal Government Act RSA. 2000, c.M-26 and amendments

thereto;

b) “Administration” means the general operations of the County, including all personnel, financial and other related resources, as permitted by the Municipal Government Act;

c) “Agenda” means the order of items of business for a Meeting and the associated reports, Bylaws or other documents;

d) “Chair” means the person who has authority to preside over the Meeting; e) “Challenge” means an appeal of the ruling of the Chair;

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f) “Chief Administrative Officer” also known as the “CAO” means the person, or delegate appointed by Council to the position of Chief Administrative Officer under the Municipal Government Act for the County of Grande Prairie No. 1;

g) “Closed Session” means a portion of the Meeting which is closed to the public in

accordance with the Municipal Government Act;

h) “Council Committee” means any Committee, board or other body established by Council under the Municipal Government Act;

i) “The County” means the municipal corporation of the County of Grande Prairie No. 1 having jurisdiction under the Municipal Government Act and other applicable legislation;

j) “Delegation” shall mean a person or group of persons that are appearing before

Council to address a specific matter; k) “Deputy Reeve” means the Council Member appointed by Council, pursuant to the

Municipal Government Act, to act as Reeve (Chief Elected Official) in the absence or incapacity of the Reeve (Chief Elected Official);

l) “Improper Conduct” means any action by a Member of the public, Council,

Committee or Administration at a Meeting which is offensive, disrespectful, intimidates, threatens, harasses, obstructs, or physically injures any other person and/or includes the refusal to follow any direction of the Reeve or the Chair of the Meeting;

m) “Member” means is a Member duly elected as a Council Member or a duly appointed Member of a Committee.

n) “Minutes” are the record of decisions of a Meeting recorded in the English language

without note or comment;

o) “Notice of Motion” is the means by which a Member of Council brings business before Council to be brought back at a future meeting;

p) “Pecuniary Interest” means a pecuniary interest within the meaning of the

Municipal Government Act; q) “Point of Information” is a request to a Council Member or the Administration, for

information relevant to the business at hand, but not related to a Point of Procedure;

r) “Point of Order” means a demand that the Chair enforce the rules of this Bylaw; s) “Point of Privilege” means a raising of a question which concerns a Member of

Council, Council as a whole, Administration or Member of the public, when a Council Member believes that another Council Member, Administration or Member of the public, has spoken disrespectfully, or when they believe the comments made have been misunderstood or misinterpreted;

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t) “Point of Procedure” means a request made to the Chair to obtain information on a

matter of parliamentary law or the rules of Council bearing on the business at hand in order to assist a Member to make an appropriate motion, raise a point of order or understand the parliamentary situation or the effect of the motion;

u) “Public Hearing” means;

(i) To hear matters pursuant to the Municipal Government Act, or any other Act; or

(ii) Other matters which Council directs be considered at a Public Hearing. v) “Quorum” is the majority of all Members being fifty (50) percent plus one (1), unless

Council provides otherwise in this bylaw.

w) “Reeve” is the Council Member appointed by Council, pursuant to the Municipal Government Act and this Bylaw, to act as the Chief Elected Official;

x) “Special Meeting” is a Meeting called by the Reeve or Council in accordance with

the Municipal Government Act and amendments thereto and this Bylaw; y) “Special Resolution” means a resolution passed by a two-thirds majority of all

Council Members; z) “Table” means a motion to delay consideration of any matter to another time;

APPLICATION

7. Unless otherwise noted, this Bylaw shall apply to all Meetings of Council and Council Committees.

8. Reference Source – When a matter arises related to proceedings in a Meeting which is not covered by a provision of this Bylaw or the Municipal Government Act, the matter shall be decided by reference to Roberts Rules of Order Newly Revised, 11th edition and revised editions thereto.

9. Interpretation – Procedure is a matter of interpretation by the Chair.

10. Paramount Rules – The precedence of the rules governing the procedure of Council is:

a) The Municipal Government Act; b) Other Provincial or Federal Legislation; c) This Bylaw; and d) Roberts Rules of Order.

11. The Municipal Government Act requires all municipalities to name a place as its municipal office. The

place for the municipal office and the Council Chambers for the County of Grande Prairie No. 1 is 10001 – 84th Avenue, Clairmont, Alberta, T8X 5B2.

12. All Sections of the Municipal Government Act referenced in this Bylaw are for information only and may change as the Municipal Government Act is amended.

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ORGANIZATION OF COUNCIL AND COMMITTEES

ORGANIZATIONAL MEETING 13. Council shall hold its Organizational Meeting, no later than two weeks after the third Monday in

October. The time and place of the Organizational Meeting and agenda shall be set by the Chief Administrative Officer.

14. At the Organizational Meeting: a) The Chief Administrator shall take the position of Chair and call the Meeting to order; b) The Reeve and Deputy Reeve shall be elected by secret ballot annually; c) The Oath of Office shall be administered:

i. to the Reeve and Deputy Reeve annually; ii. to the entire Council following the municipal election;

d) Council shall confirm the seating of newly elected Council Members or any Council Members who want to change their seats; and

e) The Chief Administrator shall hand over the position of Chair to the newly elected Reeve (Chief Elected Official).

15. Members of Council hold office from the beginning of the Organizational Meeting following a general election until immediately before the beginning of the Organizational Meeting following the next general election, in accordance with the Local Authorities Election Act.

16. The Reeve and Deputy Reeve, as appointed from among the Council Members hold their appointment from immediately after the vote is announced by the CAO or Designate until immediately before the beginning of the next Organizational Meeting.

17. Council, at its Organizational Meeting shall: a) Review the Procedural Bylaw, Policy B26 Decision Making Framework, and Policy B27

Council and Administration Communication Framework and recommend changes as required;

b) Adopt a roster of appointments of all its Committees and the Chairs, Vice Chairs, Members and alternates to these Committees and boards (depending on the Terms of Reference for the Committee);

c) If any vacancies remain following the adoption of appointments to Committees, members may be appointed at a subsequent regularly scheduled Council Meeting;

d) Set dates, times and places for Regular Council Meetings. Statutory Public Hearings may be scheduled during regularly scheduled Council Meetings and are to commence at 1 p.m.

e) Review Council Honorarium and Travel Allowance as per Policy F1 - Council Honoraria and Travel Expenses Policy and F5 – Board Member Compensation Policy and approve changes as required; and

f) Any such other business as required by the Municipal Government Act if not already addressed by active bylaws or resolutions of Council.

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CHAIR OF COUNCIL MEETINGS 18. The Reeve shall preside as Chair over all Meetings of Council and in the Reeve’s absence the

Deputy Reeve shall preside as Chair. If both the Reeve and Deputy Reeve are not present at a meeting, Council, by resolution, shall select a Chair from among Council members present.

REEVE AS EX-OFFICIO 19. Unless otherwise provided in a Bylaw, the Reeve shall be an ex-officio Member of all Committees

established by Council under the Municipal Government Act and; a) If the Reeve is present at a Committee Meeting, the Reeve is counted to determine if

the number of Members required for quorum is present; and b) The Reeve has all the rights and privileges of other Members of a Committee.

COUNCIL COMMITTEES 20. Council may by resolution or by Bylaw, establish Committees as are necessary or advisable for the

orderly and efficient handling of affairs of the Municipality and establish the Terms of Reference and duration of a Committee.

21. All Committee appointments shall be reviewed annually at the Organizational Meeting, unless otherwise specified in this Bylaw or the Terms of Reference.

22. Each Committee shall elect one (1) of its Members to be the Chairperson unless Council designates.

23. A Special of Ad-hoc Committee may be appointed at any time by Council providing that a motion has been adopted specifying the matters, duration of the Committee, and Terms of Reference to be dealt with by the Committee.

24. All Council Committee Meetings shall be conducted in accordance with the rules governing the procedures of Council.

MEETINGS

DATE OF MEETINGS 25. Council shall hold Regular Meetings of Council on the dates established at the Organizational

Meeting.

26. Except as provided for in Section 139 of this Bylaw, all Meetings shall be held in public.

TIME OF MEETINGS 27. Regular Council Meetings shall begin at 1000 hours and adjourn by no later than 1700 hrs. By

motion, Council may extend the Meeting beyond 1700 hours with a two-thirds majority vote. All

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matters of business which appear on the Council’s agenda for that Meeting and which have not been dealt with shall be deemed to be tabled until the next Regular Meeting of Council.

28. Public Hearings will be held in conjunction with a Regular Council Meeting and are to commence at 1 p.m. unless otherwise approved by resolution of Council.

MEETING PLACE 29. Regular Council Meetings and Public Hearing Meetings shall be held in the Council Chambers in

the Municipal Administration Building of the County unless otherwise approved by resolution of Council

COUNCIL MEETINGS NOTICE 30. For all Council Meetings;

a) Members of the public shall receive notice of all Meetings deemed a Public Meeting or a Public Hearing in accordance with the Municipal Government Act and/or the County’s Advertising Bylaw;

b) Notice of Regular Meetings of Council and Public Hearings is deemed to be given by annual publication of a calendar by the Chief Administrative Officer or designate.

CHANGE OF TIME, DATE, LOCATION OF COUNCIL MEETING 31. Council may change the time, date or location of any Council Meeting by Special Resolution. 32. Notification of the change in time, date or location of any Council Meeting shall be provided in

accordance with the Municipal Government Act and/or the County’s Advertising Bylaw.

CANCELLATION OF MEETING 33. A Regular Meeting of Council may be cancelled:

a) By a majority vote of Council Members at a previous Regular Council Meeting; or b) With the written consent of the majority of Council Members, provided twenty-four

(24) hours’ notice is provided to Council Members and to the public. 34. A Special Council Meeting, called by the Reeve, may be cancelled:

a) By the Reeve, if twenty-four (24) hours’ written notice is provided to all Council Members and to the public; or

b) If less than twenty-four (24) hours’ notice is provided, the Reeve may cancel with the written consent of two-thirds of the Council Members.

35. A Special Council Meeting, requested in writing by a majority of Council Members, may be

cancelled: a) With the written consent of the requesting Council Members, if twenty-four (24)

hours’ notice is provided to the Council Members and the public; or b) If less than twenty-four (24) hours’ notice is provided, with the written consent of

two-thirds of the Council Members.

36. Committee Meetings may be cancelled, however, at least twenty-four (24) hours’ written notice of cancellation shall be provided to the Members and the public.

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SPECIAL COUNCIL MEETINGS 37. The Reeve may call a Special Council Meeting whenever the Reeve considers it appropriate to do

so. 38. The Reeve shall call a Special Council Meeting if the Reeve receives a written request for the

Meeting, stating its purpose, from the majority of the Council Members. 39. A Special Council Meeting called under this Section of the Bylaw shall be held in accordance with

the Municipal Government Act

SPECIAL MEETINGS REQUIRING NOTICE 40. For all Meetings requiring notice, the notice shall:

a) Be issued a minimum of twenty four (24) hours prior to the Meeting date; b) Be in writing and specify the time, date, location and purpose of the Meeting; c) Be hand delivered or electronically mailed to each Council Member with read receipt; d) Be posted in the front door of the County Administration Building; e) Give any other notification as requested by Council; f) Be in accordance with the Municipal Government Act or any other prevailing

legislation;

QUORUM REQUIREMENTS 41. A Council Meeting is called to order when majority of Council are present, as defined in the

Municipal Government Act, to form a quorum at the time set for the start of the Meeting, unless specified otherwise by this or any other Bylaw.

42. If there is no quorum within thirty (30) minutes after the time set for the Meeting, the Recording Secretary shall record the names of the Council Members present and the Meeting shall be adjourned to the time of the next Meeting. The agenda for the adjourned Meeting shall be dealt with at the beginning of the next Meeting, unless a Special Meeting is called before or after the next Meeting to deal with the business of the adjourned Meeting.

MEETING PRIORITIES FOR COUNCIL MEMBERS 43. The Council of the County of Grande Prairie shall follow the Meeting priorities stated as follows:

First Priority Regular Scheduled Council Meetings; Second Priority Scheduled Council Committee Meetings or Council appointed Committee

Meetings; Third Priority Scheduled Meetings with adjacent municipal Councils; Fourth Priority Other Committee Meetings; Fifth Priority Community Events and Council supported functions.

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COMMITTEE OF THE WHOLE MEETING 44. The County of County of Grande Prairie establishes a Committee of the Whole as per s.145 of the

Municipal Government Act with membership comprising all members of County of Grande Prairie Council.

45. The Committee of the Whole is a forum for discussion rather than decision making. The Committee of the Whole may:

a) Conduct non-statutory public hearings (for information); b) Receive delegations and submissions; c) Receive information from Administration on emerging issues and ongoing projects and

initiatives; d) Discuss broad policy matters to formulate further direction to administration or to

formulate recommendations to Council; and e) Meet in Closed Session pursuant to the Municipal Government Act and the Freedom of

Information and Protection of Privacy Act.

46. The Committee of the Whole has the authority to: a) Make motions to receive agenda reports for information; b) Make motions referring matters to Administration with further direction, enabling

Administration to research and prepare adequately for presenting items to Council for decision at a Regular Council Meeting;

c) Make motions to make recommendations to Council; and d) Make motions as appropriate for discussion Closed Session Items.

47. Committee of the Whole Meetings shall be held on the last Thursday of the month in Council

Chambers at the Municipal Administration Building and will commence at 10:00 a.m.

48. Submissions for inclusion in the Committee of the Whole Meeting agenda may originate from the following sources:

a) Staff; b) As per Council’s direction; c) Required by legislative process; d) At a request of a ratepayer, organization, or a Councillor; and e) If an issue cannot be addressed as there is no policy direction from Council.

49. After the Committee of the Whole Meeting agenda content is reviewed and approved by the

Reeve and Chief Administrative Officer, the agenda shall be released in the same manner as the Regular Council Meeting agenda, unless specifically identified otherwise in this bylaw.

50. The Chief Administrative Officer and other Administrative staff will be in attendance to make presentations and answer questions as required.

51. The Reeve shall be Chair of the Committee of the Whole unless that responsibility is delegated to the Deputy Reeve of another member of Council by the Reeve.

52. The Order of Business for a Committee of the Whole Meeting shall be as follows: a) Call to Order b) Approval of Agenda c) Unfinished Business

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d) New Business e) Topics for Next Agenda Discussion f) Closed Session g) Adjournment

53. The minutes shall be prepared in accordance with the Municipal Government Act and distributed

in the Regular Council Meeting agenda for adoption at the subsequent Regular Council Meeting.

AGENDAS AND RECORDS OF MEETINGS FOR COUNCIL

AGENDA FORMAT

54. The agenda orders the business for a Regular Council Meeting and shall follow the appropriate Order of Business as follows:

a) Attendance b) Call to Order,and “O Canada” c) Recognitions and Introductions d) Adoption of Agenda e) Minutes Approval f) Delegations and Appointments g) Unfinished Business h) Public Hearings to begin at 1 p.m. i) New Business j) Information Items k) Notice of Motion l) Council Member Reports m) Administrative Reports (Last Meeting of the month) n) Closed Session o) Adjournment

AGENDA SUBMISSIONS 55. Submissions for inclusion in the Regular Council Meeting agenda including Public Hearing agenda

shall be completed in compliance with Policy B26 Decision Making Framework and Preparing Request for Decisions (RFDs) and Information-Documents for Council Meetings Administrative Directive, submitted no later than 1200 hours, eleven (11) days prior to the Regular Council Meeting.

56. Submissions for inclusion in the Regular Council Meeting agenda may originate from the following sources:

a) Staff; b) As per Council’s direction; c) Required by legislative process; d) At a request of a ratepayer, organization, or a Councillor; and e) If an issue cannot be addressed as there is no policy direction from Council.

57. Notwithstanding Section 46, in exceptional circumstances and with prior approval by the CAO,

items may be sent out “under separate cover”. 58. A Member of Council may bring forward an item of urgent or emergent business that cannot wait

to be included on the next Regular Council Agenda. The Council Member shall supply information

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to Council and/or Administration by handout or electronic mail prior to the Regular Council Meeting.

59. Council shall not entertain submissions from the public on issues that are before the Subdivision

and Development Appeal Board, courts, require a Statutory Public Hearing; or any other public consultation/communication process.

60. Agenda submissions shall be reviewed and endorsed by the CAO.

61. Late submissions may be added to the agenda as addendums and shall be approved by the Chief

Administrative Officer Any addendums shall be distributed to Council as early as possible and included on the agenda prior to it being presented to Council for approval on the day of a Meeting.

AGENDA DISTRIBUTION 62. After the Regular Council Meeting agenda content is approved by the Chief Administrative Officer,

the agenda shall be released electronically or by any other delivery method deemed necessary; to Council, the public and the media not less than four (4) calendar days before the time of commencement of the Regular Council Meeting for which it was prepared.

ADOPTION OF AGENDA 63. Council shall vote to adopt the agenda prior to transacting other business and may:

a) Add new items as set out in this Bylaw, including reports that were to be distributed when available, to the agenda; and

b) Delete or defer any matter from the agenda by majority vote.

PREPARATION OF THE MINUTES 64. The minutes shall be prepared in accordance with the Municipal Government Act and distributed

in an agenda for adoption at the subsequent Meeting.

RETENTION AND STORAGE OF MINUTES 65. Regular Council Meeting minutes shall be retained permanently by the municipality in the original

form in a safe and secure place in accordance with the Municipal Government Act.

AUDIO AND VIDEO RECORDING OF MEETINGS 66. All Regular Council Meetings may be audio recorded. This Section does not apply to Meetings or

portions of Meeting held in “Closed Session”. The audio-recordings are for internal use only and not available to the public at any time except with a written request provided to the FOIP Coordinator pursuant to the Freedom of Information and Protection of Privacy Act.

67. Audio recordings are retained for a period of six (6) months and then destroyed in accordance

with the Corporate Records Structure for the County and in accordance with Policy B10 – Recording of Council Meetings.

68. Any other audio or video recordings shall not be permitted in Council Chambers unless explicitly approved by Council resolution at that meeting.

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PROCEDURES OF MEETINGS

ROLE OF THE CHAIR 69. The Chair:

a) Shall enforce this Procedural Bylaw; b) Shall remain objective; c) Shall maintain order and preserve decorum and may, if necessary, call a Council

Member to order; d) Shall decide Points of Order and Points of Procedure without debate or comment; e) Shall determine which Council Member has a right to speak; f) Shall receive all motions as moved; g) Shall ensure that all Council Members who wish to speak on a motion have spoken

once, that the Council Members are ready to vote and shall subsequently call the vote;

h) Shall authorize, at the Meeting, the distribution of additional material for the Corporate Record;

i) Shall rule when the motion is Out of Order; j) Shall protect Council from motions that are obviously frivolous or with intention to

cause delay, by refusing to acknowledge them; k) Shall rule when the motion is contrary; l) May recess the Council Meeting to consult for guidance in rulings; and m) Shall recess if there is a threat or imminent threat to the health or safety of any

person, or if there is the possibility of public disorder.

ROLE OF COUNCIL 70. Council Members shall not exercise a power or function or perform a duty that is by this or

another enactment or Bylaw specifically assigned to the CAO or a designated officer. 71. Council Members are to make decisions as a collective body for all matters. Individual Council

Members do not have authority to bind Council or the County to a specific course of action unless the authority has been expressly granted through resolution of Council.

DRESS CODE OF COUNCIL 72. Attire shall comply with the County’s Dress Code Policy.

CONDUCT IN THE COUNCIL CHAMBERS AND IN PUBLIC SPACES 73. Individuals in the Council Chambers or in a public space, during a Meeting, shall:

a) Not address Council without permission from the Chair; b) Maintain order, remain quiet and seated; c) Not applaud or otherwise interrupt a speaker or action of Council or other person

addressing Council; d) Not engage in improper conduct as defined in this Bylaw; and e) Turn cellular devices to silent.

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74. The Chair may order a Member of the public, who disturbs the proceedings of the Meeting or acts improperly by words or actions, be expelled. The Chair may request that a person be removed from the premises if required.

75. Anyone who is not a Council Member or Administration authorized by the CAO shall not be permitted to be in front of the delegates tables unless they are given explicit permission by the Chair.

CONDUCT OF COUNCIL

76. A Council Member wishing to speak at a Meeting shall obtain the approval of the Chair before speaking.

77. Council Members shall be respectful and attentive, shall avoid distracting themselves and others,

and shall not cause disruptions during a Meeting. 78. When a Council Member is addressing the Chair, every other Council Member shall:

a) Remain quiet and seated; b) Not interrupt the speaker, except on a Point of Order or Point of Privilege; c) Not carry on a private conversation; d) Not cross between the speaker and the Chair; e) Not disturb the proceedings; or f) Not disobey the decision of the Chair or of the Council on any question of order,

practice or interpretation unless a Motion to Challenge the Chair is put on the floor. 79. A Council Member addressing the Chair shall:

a) Not speak disrespectfully of Her Majesty the Queen, her official representatives or the government;

b) Not speak disrespectfully of the County, its official representatives or Administration; c) Not reflect on a vote except when moving to reconsider it, and shall not reflect on the

motives of the Council Members who voted on the motion or the mover of the motion;

d) Not shout, use an immoderate tone of voice, profane, vulgar or offensive language or gestures, break the rules of Council, or disturb the proceedings; and

e) Assume personal responsibility for a statement quoted and, upon request of the Council Members, shall give the source of the information.

80. When a Council Member is before the media and public the Council Member shall conduct and

represent the County and Council as a whole in a respectful positive manner.

CALLING A COUNCIL MEMBER TO ORDER

81. The Chair may call to order any Council Member who is Out of Order.

82. When the Chair calls a Council Member to order, the Council Member speaking shall cease speaking or otherwise engaging in the activity specified by the Chair and remain seated.

83. When a Council Member has been warned about breaches of order but continues to engage in them, the Chair may name the Council Member by stating his name and declaring the offence for the record. This is at the discretion of the Chair.

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84. In the event that the Council Member refuses to cease speaking or otherwise engaging in the

activity specified by the Chair and/or remain seated when Called to Order, the Chair shall request the Deputy Reeve to move a motion to remove the unruly Council Member either:

a) For the balance of the Meeting; b) Until a time stated in the motion; or c) Until the Council Member makes an apology acceptable to the Council Members,

Administration and public present for the unruly behavior. 85. If the resolution passes by majority vote, the Chair shall direct the Council Member to leave. 86. If the Council Member is expelled pursuant to Section 75, that Council Member shall leave the

Meeting immediately. 87. The Chair may request the Council Member be removed from the premises if required. 88. When the Chair has directed a Council Member to leave and the Council Member makes a

satisfactory apology, the Council may, by motion, allow the offending Council Member to return to the Meeting.

POINTS OF INFORMATION, PRIVILEGE OR ORDER 89. When a Point of Order, Point of Information or Point of Privilege arises, it shall be considered

immediately and the Chair shall answer or direct the point to the appropriate Member of Administration.

90. The decision of the Chair shall be final unless a challenge is made pursuant to Sections 88-91 of

this Bylaw.

POINT OF PRIVILEGE 91. A Council Member may raise a Point of Privilege at any time during the Meeting.

92. The Chair shall immediately decide whether to accept the Point of Privilege.

93. A Point of Privilege requests the Chair to rule on any matter related to the rights and privileges of

Council or individual Council Members and include: a) Organization or existence of Council; b) Comfort of Council Members; c) Conduct of Council Members, Administration or the public in attendance at the

Meeting; d) Accuracy of the reports of Council’s proceedings; and e) Reputation of Council, Council Members and the municipality in which they serve.

94. If the Point of Privilege is accepted, it shall be dealt with immediately.

POINT OF ORDER 95. When the Chair is called upon to decide a Point of Order or to answer a Point of Procedure:

a) The Point shall be stated without unnecessary comment; b) The Chair shall state the rule or authority applicable; and

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c) As soon as the Chair decides on the Point of Order raised, the Council Member raising the Point may be granted permission by the Chair to explain.

96. A Point of Order which requires immediate attention may interrupt a speaker and is not debatable

or amendable. 97. The Chair shall immediately rule on the Point of Order.

CHALLENGING THE CHAIR 98. When a Council Member wishes to challenge the ruling of the Chair, a motion “That the decision

of the Chair be overruled” shall be made, and the question shall be put to a vote immediately without amendment or debate. The vote against the motion is a vote to uphold the ruling of the Chair.

99. The Chair shall be governed by the vote of the majority of the Council Members present. 100. A Motion to Challenge the Chair may be made only at the time of the ruling. 101. If the Chair refuses to put the question on the Challenge, the person who would preside in the

absence of the Chair shall put the question to Council.

PECUNIARY INTEREST 102. A Council Member who has a Pecuniary Interest in a matter before Council shall:

a) Disclose the general nature of the Pecuniary Interest; and b) Leave the Meeting before debate and return after the vote is declared.

103. A Council Member declaring a Pecuniary Interest is not considered part of the quorum for the

item.

104. Pecuniary Interests are to be noted in the Meeting minutes stating the agenda item to which they pertain and the general nature of the interest disclosed.

REGULAR COUNCIL MEETING PROCEDURES ORDER OF BUSINESS 105. The order of business at a meeting is the order of items on the agenda except:

a) When a previous Meeting has been adjourned for lack of quorum and no Special Meeting has been called to deal with the business of the adjourned Meeting, the agenda items from the adjourned Meeting shall be dealt with before any items on the current agenda;

b) When Council decides, by motion, to remove an item on the agenda; and c) May be changed by a majority vote of Council.

ATTENDANCE – REGULAR COUNCIL MEETING 106. All Council Members shall be documented in the minutes of their attendance or their absence.

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107. A Council Member who may be absent from a Regular Council Meeting should provide notice to the Reeve and the CAO prior to commencement of the Meeting. The notice shall include the reason for the absence.

108. A motion to excuse a Council Member(s) that shall be absent for Regular Council Meetings and not

to exceed eight (8) consecutive weeks, starting with the date the Council Member misses the first Meeting, shall be made after calling the Meeting to Order and the singing of “O Canada”, in accordance with the Municipal Government Act. Re-word to comply with Act.

CALL TO ORDER AND QUORUM 109. The Meeting shall be Called to Order when sufficient Council Members are present to form a

quorum at the time set for the start of the Meeting. 110. If there are sufficient Council Members present to form a quorum at the time set for the start of

the Meeting and the Reeve or Deputy Reeve are absent then the CAO or designate shall take the Chair and shall call for an Acting Chair to be appointed by a motion.

SINGING OF “O CANADA” 111. “O Canada” – Council shall commence its Regular Council Meeting by opening with “O Canada”.

RECOGNITIONS AND INTRODUCTIONS 112. Recognitions and Introductions is intended to introduce new staff to Council and recognize staff’s

achievements.

ADOPTION OF AGENDA 113. Council shall vote to adopt the agenda prior to the start of the Meeting and may include

additional business for consideration or delete any matter on the agenda by majority vote.

114. The agenda cannot be reconsidered.

MINUTES APPROVAL 115. Council shall adopt the minutes as presented or as amended if there are any noted errors or

omissions.

PUBLIC HEARINGS 116. A motion to go into Public Hearing is required before the subject matter is discussed.

117. In accordance with the Municipal Government Act, a Public Hearing:

a) Shall hear any person, group of persons, or person representing them, who claims to be affected by the proposed Bylaw or resolution and who has complied with the procedures outlined by the Council; and

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b) May hear any other person who whishes to make representations and whom the Council agrees to hear.

118. The public or a representative may address Council on a planning matter or other matter directed by Council to be considered at a Public Hearing on an agenda subject to:

a) A fifteen (15) minutes time limit to present including both Administration and delegate;

b) Presentation is in a respectful manner and in accordance with this Bylaw; c) An individual may only speak once to an item; and d) Discussion shall only be regarding matter identified on the agenda.

119. The Order of Business for each item of a Public Hearing shall be:

a) Presentations from Administration and questions of clarification; b) Public Hearing presentations by:

(i) Those speaking in favour; (ii) Those speaking against;

(iii) Follow up questions from Council; c) Questions of Administration from Council; and d) Motions.

120. Council Members shall not debate an issue with any speaker, but each Member of Council may

ask questions for clarification of each speaker. All questions shall be directed through the Chair.

121. Council may accept a written submission in lieu of a verbal presentation as long as the document is signed, dated and shows the legal land address of the person making the submission.

122. Individuals addressing Council shall state their name clearly and who they represent, if anyone,

and provide the Recording Secretary with the correct spelling of their name. 123. Individuals addressing Council may, with consent of the Chair, provide presentation material to

Council to be included in the Corporate Records for the Public Hearing. 124. Any late submissions to the County of Grande Prairie shall be accepted and marked as such. 125. Individuals of the public at a Public Hearing of Council shall conduct themselves in accordance

with Section 63 of this Bylaw. 126. The Order of Business for each item of a Public Hearing shall be:




127. A Council Member who is absent from the whole of a Public Hearing, is not entitled to vote on the

matter and shall leave the Meeting before the vote is taken.

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128. When all persons who want to speak to an issue have been given their opportunity to speak, Council may:

a) close the Public Hearing by motion, with that time to be noted in the Minutes; or b) recess the Public Hearing by motion if appropriate, to a specified date, noting the date

and time for continuation of the Public Hearing in the Minutes.

129. Once the Public Hearing is closed, Council may decide on the subject matter.

130. Council may hold a second Public Hearing on the same subject; however, it is subject to the same requirements of advertising and rules for speaking as the initial Public Hearing and in accordance with the Municipal Government Act.

DELEGATIONS AND APPOINTMENTS 131. The person or group who wishes to address Council shall fill out the Delegation Request Form This

information shall become public information unless deemed by the CAO to be confidential and in “Closed Session”.

132. The Chief Administrative Officer or Designate may: a) Recommend forwarding to Council to address the matter; or b) Refer the matter to Administration to address. c) May refuse to schedule a delegation if:

i. Public Hearing, or opportunity for public input, has been held in accordance with an enactment as a prerequisite for the adoption of a bylaw, or approval of a permit;

ii. The matter deals with the County’s labour relations or other employee relations; iii. the item relates to litigation or potential litigation affecting the County; iv. the matter is outside the legal authority or jurisdiction of the County; v. the information is considered in a Council Meeting that was closed to the public,

unless that information has been lawfully released to the public by the County; vi. The matter is related to a request for access to information under the Freedom of

Information and Protection of Privacy Act (FOIP), RSA 2000, c F-25; vii. The matter relates to compliance with County bylaws or policies;

viii. the matter is an election campaign or election-related issue; or ix. Publicly tendered contracts or proposal calls for the provision of goods or services

for the County between the time that such contract or proposal call has been authorized and the time such contract or proposal has been awarded.

133. Delegations consisting of more than one individual shall appoint a spokesperson who shall be

responsible for presenting to Council. 134. Presentations shall be directed to the Chair who shall be addressed as Mister/Madam Chair. 135. A person or group addressing Council on a matter shall only be allowed fifteen (15) minutes to

present, exclusive of the time required to answer questions. A person or group addressing Council shall limit their comments to the matter contained in the report or presentation and the recommendations being discussed.

136. A person or group addressing Council that are requesting funding or action by Council on a matter

shall only present on that matter once in a 365 day time period or after a Municipal Election,

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unless approved by Council by way of Notice of Motion to be heard on a subsequent Regular Council Meeting.

137. A person or group addressing Council, that are requesting operational or capital funding, shall

make their requests through the Recreation and Culture Grant process for operational and capital grants, unless the funding request is deemed urgent or emergent in nature as defined in this Bylaw.

UNFINISHED BUSINESS 138. Unfinished business are matters of business carried forward from previous Meetings.

NEW BUSINESS 139. New business are matters of business that Council has not previously heard in a Meeting in the

last three hundred and sixty five (365) days and is not unfinished business as described in Section 128 of this Bylaw.

INFORMATION ITEMS 140. Information Items that are added to an agenda are items that are for information purposes only

and do not require discussion or a motion, unless Council motions to do so.

NOTICE OF MOTION 141. A notice of motion may be given at any Council Meeting but may not be dealt with at that

meeting.

142. A notice of motion shall be given verbally and in writing to all members of council present. A copy of such notice of motion shall be given to the CAO upon adjournment of the meeting at which the notice is given.

143. Every notice of motion shall precisely specify the entire content of the motion to be considered, and shall be on the agenda for the next regular meeting of Council unless otherwise specified.

COUNCIL MEMBER REPORTS 144. Each Council Member shall be provided a maximum of three (3) minutes for the purpose of

providing a verbal update on Committees or community events in which municipal participation has been approved by Council.

145. Council Member Reports are for information only and no business or motions shall arise from this

information except for the following: a) A motion for letters of support or congratulations; or b) A motion for letters of concern or advocacy; or c) A motion to approve items equal to or less than four hundred dollars ($400.00) in

value.

146. Any action required as a result of a Council Member Report shall be brought forward as a Notice of Motion.

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ADMINISTRATIVE REPORTS 147. Administrative Reports are updates from Administration on County business. 148. Administrative Reports are for information only and no business or motions shall arise from this

information.

CLOSED SESSION 149. Council or Council Committee has the authority to move into a “Closed Session” pursuant to

Section 197(2) of the Municipal Government Act for the purposes of: a) Protecting the Municipality, its operations, economic interests and delivery of its mandate

from harm that could result from the release of certain information; and b) To comply with Division 2 Part 1 of the Freedom of Information and Protection of Privacy

Act.

150. “Closed Session” items permitted for consideration are included in the exceptions to disclosure in Division 2 Part 1 of the Freedom of Information and Protection of Privacy Act applies or it is permitted in the Municipal Government Act. The section of Division 2 Part 1 of the Freedom of Information and Protection of Privacy Act must be noted in the minutes.

151. Council or Council Committee has the authority to allow one or more other persons to attend, as it considers appropriate, and the minutes of the meeting must record the names of those persons and the reasons for allowing them to attend. This excludes members of the County’s Administration.

152. The Chair shall request a motion to go into Closed Session and call the question.

153. The Chair shall introduce each topic to be discussed in the Closed Session.

154. The Chair shall ensure applicable information is presented.

155. The Chair shall ensure each Councillor or Member (including the Chair) has adequate opportunity to address the topic.

156. The Chair shall request a motion to come out of the Closed Session and call the question.

157. Once the meeting in public resumes, if any of the Closed Session topics require action: a) The Chair shall introduce each Closed Session item which requires action; and b) Each item introduced shall be treated in the same manner as new business items.

158. All sensitive documentation shall be returned to the Chief Administrative Officer or in the case of

a Board or Committee the Director and destroyed.

159. In accordance with the Municipal Government Act and the Freedom of Information and Protection of Privacy Act, all present are required by law to keep in confidence matters discussed in “Closed Session”.

ADJOURNMENT

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160. A Motion to Adjourn is a motion to bring the Meeting to an end. 161. A Regular Council Meeting shall adjourn no later than 1700 hrs unless there has been a motion

passed by majority to extend the Council Meeting beyond 162. The Meeting is considered adjourned when the number of Council Members is less than what is

required for the number for quorum within fifteen (15) minutes following the end of a recess. 163. A motion to adjourn shall be put without comment, debate or amendment.

GENERAL PROVISIONS ON MOTIONS 164. Motions shall be placed before Council by the mover and does not require a seconder. 165. A motion shall be phrased in a positive manner. 166. The Chair shall read the motion aloud for clarification before the motion is voted on. 167. When a motion has been made and is being considered, no Council Member may make another

motion except to: a) Amend the motion;

i. A motion may be made to amend a motion by removing and/or adding wording; ii. a motion may be made to amend an amendment (only once) by removing and/or

adding wording; and iii. The amendment to the amendment shall be called followed by the amendment to

the motion on the floor. iv. No amendments shall be made to the following motions:

1. Motion to table (except as to time); 2. Motion to adjourn; 3. First and third reading of a Bylaw or consideration for third reading; 4. Motion to Recess (except as to time); and 5. motion to suspend a Section of this Bylaw.

v. Council may not move an amendment which: 1. Does not relate to the subject matter of the main motion; 2. is contrary to the main motion; or 3. is negative to the main motin.

vi. A “Friendly Amendment” means a change that does not affect the substance of a motion and clarifies the motions intent and shall be permitted if the Councillor or member who presented the motion agrees with the changes suggested.

b) Table the main motion and any pending amendments to a future Council, Boards or Committees Meeting; i. In order to allow more time for discussion; or

ii. in order to obtain information; iii. a motion to table is not debatable or amendable; iv. a majority vote of the Councillors or members present is required to table a

motion; and v. a decision to table a motion cannot be reconsidered.

c) withdraw the motion: i. The mover may request to withdraw his motion is the vote has not yet been

taken. The Chair shall ask if there is any objection to the withdrawal of the

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motion. If there is none, the motion is deemed withdrawn. If a Council Member voices an objection, the Chair shall put the matter to a vote. Majority vote shall permit withdrawal of the motion.

d) to call the question: i. Once the Chair considers the discussion to be adequate the Chair shall call the

question.

MOTIONS OUT OF ORDER 168. It is the duty of the Chair to determine what motions or amendments to motions are in order,

subject to challenge by a Council Member, and to decline to put to a vote a motion deemed to be Out of Order.

169. The Chair shall advise the Council Members that a motion is Out of Order and shall cite the

application rule or authority without further comment. 170. The Chair may refuse to accept a motion to refer, which has the effect of defeating the motion

being referred, e.g. time constraints. 171. The following motions are Out of Order:

a) A motion, similar to a motion voted on in the previous one (1) year; b) A motion contrary to law, bylaw, policy or a previous motion; c) A motion similar to an item which has been defeated, tabled, or referred; or d) A motion which is out of the scope of Council business.

MOTION TO RESCIND

172. A Motion to Rescind a previous motion may be accepted by the Chair and, if passed by a majority vote of the Members of Council present, the previous motion referred to would be declared null and void.

173. No Motion to Rescind may be made when a vote has caused an irrevocable action.

MOTION TO RECONSIDER 174. A Motion to Reconsider a motion that has already been voted on:

a) Shall be made by a Council Member who voted on the prevailing side of the motion in question;

b) Shall be made the same day the vote was taken on the motion in question, or added as a Notice of Motion at the next Meeting;

c) Is debatable; d) May be postponed to a definite time; and e) Shall be decided by a two-thirds vote.

SPLITTING MOTIONS

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175. When a motion under consideration contains a number of distinct propositions, each proposition shall, if a Council Member moves, be voted upon separately.

MOTIONS PREVIOUSLY CONSIDERED 176. Once Council has dealt with any matter, a motion that would have a similar result may not be

made.

DEBATE ON MOTIONS 177. The Chair shall determine the speaking order when two or more Council Members want to speak. 178. Council Members shall address the Chair when speaking. 179. Each Council Member shall be given an opportunity to speak to a motion before it is put to a vote,

unless a motion is passed to end debate. 180. Council Members, who have the floor to speak by the Chair, may not be interrupted by other

Council Members except for: a) Point of Privilege; b) Point of Information; c) Point of Order d) Point of Procedure; or e) Council Member has a Challenge to the Chair.

181. No Council Member may speak twice on a motion except when:

a) A Council Member feels they have been misquoted or misunderstood, after receiving permission from the Chair to speak, may explain without debate or introduction of new matter;

b) A Council Member made the main motion, may move to close debate, after all of Council has had the opportunity to speak once;

c) To have the motion read back by the Chair or Recording Secretary; d) To request a recorded vote; or e) Introduces new information that relates directly to the subject matter.

182. When the vote has been called on a motion, there shall be no further debate on the motion,

except to repeat aloud the motion on the floor.

MOTION TO END DEBATE 183. When a Motion to End Debate and take the vote is presented, it shall be put to a vote without

debate and, if carried by a two-thirds vote of Council Members present, the motion and any amendments thereto shall be submitted to a vote immediately without further debate.

VOTING ON MOTIONS 184. Voting shall be done by electronic or computerized voting technology. In the absence of an

electronic or computerized voting technology, a vote may be done by raise of hands.

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185. Every member of Council attending a Council meeting must vote on a matter put to vote at the meeting unless the Councillor is required or permitted to abstain from voting.

a) A Council Member shall not vote on a motion if absent from the Meeting or has

declared pecuniary interest. 186. The Chair and Recording Secretary shall ensure that each abstention and the reasons for the

abstention are recorded in the minutes of the Meeting. 187. A motion shall be considered lost when it:

a) Does not receive the required number of votes; or b) Receives a tie vote.

188. A Council Member may request a recorded vote. 189. During a recorded vote the Chair shall ask each Council Member individually to vote “in favour” or

“opposed” on the motion on the floor and shall be recorded by the Recording Secretary. 190. No Council Member shall leave the Meeting after the question is put to a vote until the vote is

taken. 191. The Chair of the Meeting shall declare the result of the vote. 192. When a question is carried, all Councillors shall support the decision as a decision of Council

regardless of whether or not the Councillor agrees with the decision as an individual Councillor.

SEVERABILITY 193. It is the intention of Council that each separate provision of this Bylaw shall be deemed

independent of all other provisions herein and it is the further intention of Council that if any provision of this Bylaw is declared invalid by a court of competent jurisdiction, then the invalid portion shall be severed and the remainder of the Bylaw is deemed valid and enforceable.

EFFECTIVE DATE

194. Bylaw 3001 and amendments thereto be hereby rescinded. 195. This Bylaw shall come into force and effect on the third and final reading.

Read a FIRST time this ____ Day of ________________2020.

Read a SECOND time this ____ Day of ________________2020.

Read a THIRD and FINAL time this ____ Day of ______________2020.

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____________________________ REEVE ____________________________ COUNTY ADMINISTRATOR

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COUNTY OF GRANDE PRAIRIE No. 1

BYLAW 30013119

PROCEDURAL BYLAW

November 3, 2014

RESOLUTION # CM20141103.1009

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https://portal.countygp.ab.ca/communications/County%20Logos/countySwans2003.jpg

TABLE of CONTENT

PURPOSE 1 PART ONE

INTERPRETATION 1 DEFINITIONS 1

PART TWO APPLICATION 6

PART THREE ORGANIZATION OF COUNCIL AND COMMITTEES 6

Organizational Meeting 6 Chair of Council Meetings 7 Reeve as Ex-Officio 7 Committees 8

PART FOUR MEETINGS 8

Date of Meetings 8 Time of Meetings 8 Meeting Place 8 Council Meetings Notice 8 Change of Time, Date, Location of Meeting 8 Cancellation of Meeting 9 Special Council Meetings 9 Meetings Requiring Notice 10 Combined Meeting 10 Quorum Requirements 10 Starting the Meeting 10 Order of Business 10 Use of Council Chambers and Council Lounge Meeting Area 11 Meeting Priorities for Council Members 11 Other Committee Meetings 11 Public Meetings 11 In Camera 11

PART FIVE AGENDAS AND RECORDS OF MEETINGS FOR COUNCIL 12 DIVISION ONE – Agenda 12

Agenda Format 12 Agenda Submissions 12 Agenda Review 13 Agenda Distribution 13 Addition of Late Reports 13 Adoption of Agenda 13

DIVISION TWO – Records of Meetings 13 Preparation of the Minutes 13 Adoption of the Minutes 14 Retention and Storage of Minutes 14

DIVISION THREE – Audio Recording of Meetings 14

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Audio Recording of the Meetings 14 Access to Audio Recordings 15 Retention of Audio Recordings 15

PART SIX CORPORATE SEAL 15

Location of the Corporate Seal 15 Use of the Corporate Seal 15 Impression of Corporate Seal 15

PART SEVEN COUNCIL MEMBER INQUIRY AND RESPONSES 16

Council Member Inquiry 16 Responses 16

PART EIGHT PROCEDURES OF MEETINGS 16 DIVISION ONE – Control and Conduct of a Meeting 16

Role of the Chair 16 Role of Council 17 Dress Code of Council 17 Conduct in the Council Chambers and in Public Spaces 17 Conduct of Council 18 Calling a Council Member to Order 19 Points of Information, Privilege or Order 19 Point of Information 19 Point of Privilege 20 Point of Order 20 Challenging the Chair 20 Pecuniary Interest 20

DIVISION TWO – Meeting Procedures 21 Order of Business – Council 21 Attendance – Regular Council Meeting 21 Call to Order and Quorum 22 Singing of “o Canada” 22 Recognitions and Introductions 22 Adoption of Agenda 22 Minutes Approval 23 Public Hearings 23 Delegations and Appointments 23 Bylaws 24 Unfinished Business 24 New Business 24 Workshops, Conferences and Seminars 24 Information Items 24 Urgent or Emergent Items 24 Notice of Motion 24 Council Inquiries 24 Addendum 25 Council Member Reports 25

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Administrative Reports 25 In Camera 25 Adjournment 25

DIVISION THREE – Motions in Meetings 26 General Provisions on Motions 26 Motion to Move “In Camera” 26 Motions Out of Order 27 Motion to Recess 27 Motion to Rescind 27 Motion to Reconsider 27 Splitting Motions 28 Motions Previously Considered 28 Motion to Refer 28 Motion to Table 28 Take a Motion from the Table 28 Amendments to Motions 28 Withdrawing a Motion 29 Debate on Motions 29 Motion to End Debate 30 Notice of Motion 30 Motion to Postpone Indefinitely 31 Motion to Postpone to a Definite Time 31 Motion to Adjourn 31 Motions Disallowed 31 Urgent or Emergent Business 32 Voting on Motions 32

PART NINE PUBLIC HEARINGS 33

PART TEN BYLAWS 34

Readings of Bylaw 34 Amendments to Bylaw 35

PART ELEVEN SEVERABILITY 36

PART TWELVE EFFECTIVE DATE 36

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BYLAW 3001

WHEREAS, pursuant to the Municipal Government Act RSA 2000, c M-26 and amendments thereto, authorizes Council to pass adopt Bylaws for the establishment and function of Council Committees and other bodies. As well, for the procedure and conduct of Council, Council Committees; WHEREAS, pursuant to the Municipal Government Act, provides that Council may by bylaw delegate its powers, duties or functions to a Council Committee; WHEREAS, the Municipal Government Act, governs the conduct of Councils, Council Members, Council Committees; municipal organization and Administration,; public participation; and the powers of a municipality; WHEREAS, to provide a standard, clear format and conduct for Meetings for Members of Council or Committee Members, Administration, the media and the public to understand the decision making process of neutrality, equality, fairness and democracy; THEREFORE, be it resolved that the Council of the County of Grande Prairie No.1 in the Province of Alberta, duly assembled hereby enacts as follows:

PART ONE

INTERPRETATION

1. This Bylaw shall be cited as the “Procedural Bylaw”.

2. Headings in this Bylaw are for reference purposes only.

3. Words in the masculine gender will include the feminine gender whenever the context so requires and vice versa.

4. Words in the singular shall include the plural or vice versa whenever the context so

requires.

5. At no time is it the intent of this Bylaw to create undue strictness of adherence to the rules of order to cause intimidation or limit full participation.

DEFINITIONS

6. In this bylaw, unless the context otherwise requires: a) “Act” means the Municipal Government Act RSA. 2000, c.M-26 and amendments

thereto; b) “Acting Reeve” means a Council Member, selected by Council, to preside at a

Meeting in the absence or incapacity of both the Reeve and Deputy Reeve;

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c)b) “Adjourn” means to end a Meeting; d)c) “Administration” means the general operations of the County, including all

personnel, financial and other related resources, as permitted by the Municipal Government Act;

e)d) “Agenda” means the order of items of business for a Meeting and the associated

reports, Bylaws or other documents; f) “Bylaw” means the County of Grande Prairie Bylaw No. 3001 as may be amended

from time to time; g)e) “Chair” means the person who has authority to preside over the Meeting; h)f) “Challenge” means an appeal of the ruling of the Chair; i)g) “Chief Administrative Officer” also known as the “CAO” means the person, or

delegate appointed by Council to the position of Chief Administrative Officer under the Municipal Government Act for the County of Grande Prairie No. 1;

h) “Chief Elected Official” means the person elected or appointed as Reeve under the

Municipal Government Act;\

j)i) “Closed Session” means a portion of the Meeting which is closed to the public in accordance with the Municipal Government Act;

k) “Combined Meeting” means a Regular Meeting which combines agenda items

related to both a Public Hearing and a Regular Council Meeting. The Meeting commences with the Public Hearing;

j) “Committee” means a Council Committee, board, commission or other body

established by Council under the Municipal Government Act; l)

m) “Corporate Record” is the record of agendas, minutes and other related material

which is dealt with by Council or a Council Committee. It also includes all documents to which the County of Grande Prairie No. 1corporate seal is impressed;

n) “Council” means the Reeve and Council Members duly elected in the County of

Grande Prairie No. 1 and who continue to hold office; o)k) “Council Committee” means any Committee, board or other body established by

Council under the Municipal Government Act; p)l) “Council Member” means is a Member duly elected as a Council Member under the

Municipal Government Act to represent a ward of the County of Grande Prairie No. 1 who continues to hold officeor a duly appointed Member of a Committee;

Formatted: List Paragraph, No bullets or numbering

Formatted: Font: Italic

Formatted: No bullets or numbering

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q) “Council Member Inquiry” means a written request from a Member of Council to the Chief Administrative Officer, made at a Meeting, for the provision of a report containing information relating to the business of the County;

r) “County” means the geographic area contained within the boundaries of the

municipality of the County of Grande Prairie No. 1; s)m) “The County” means the municipal corporation of the County of Grande Prairie No.

1 having jurisdiction under the Municipal Government Act and other applicable legislation;

t)n) “Delegation” shall mean a person or group of persons that are appearing before

Council to address a specific matter; u)o) “Deputy Reeve” means the Council Member appointed by Council, pursuant to the

Municipal Government Act, to act as Reeve (Chief Elected Official) in the absence or incapacity of the Reeve (Chief Elected Official);

v) “Emergent Business” is business that is an emergency situation that poses an

immediate risk to health, life, property or the environment and calls for prompt action;

w) “External Auditor” means the person appointed pursuant to Section 280 of the

Municipal Government Act; x) “Freedom of Information and Protection of Privacy Act” means the Freedom of

Information and Protection of Privacy Act, RSA 2000, Chapter F-25, as amended thereto, also known as FOIP;

y) “General Election” means an election held in the County of Grande Prairie No. 1 to

fill vacancies caused by the passage of time, as described in the Local Authorities Election Act R.S.A. 2000 c. L-21;

z)p) “Improper Conduct” means any action by a Member of the public, Council,

Committee or Administration at a Meeting which is offensive, disrespectful, intimidates, threatens, harasses, obstructs, or physically injures any other person and/or includes the refusal to follow any direction of the Reeve or the Chair of the Meeting;

aa) “In Camera” means a portion of the Meeting which is closed to the public in

accordance with the Municipal Government Act;

bb) “Local Authorities Election Act” means Local Authorities Election Act, R.S.A. 2000, c. L-21

cc) “Meeting” means a Meeting of Council, Committees, boards, commissions or other

bodies established by Council; dd)q) “Minutes” are the record of decisions of a Meeting recorded in the English language

without note or comment;

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ee) “Motion” means a proposal or proposition made at a Meeting and submitted for consideration, debate and vote and to be decided upon;

ff) “Municipal Government Act” means Municipal Government Act, R.S.A. 2000, c. M-26

and amendments thereto also known MGA; gg)r) “Notice of Motion” is the means by which a Member of Council brings business

before Council to be brought back at a future meeting; hh) “Organizational Meeting” means the Meeting held as described in Section 8 of the

Municipal Government Act; ii) “Orders of the Day” means the Order of Business and time schedule for a Meeting

of Council; jj)s) “Pecuniary Interest” means a pecuniary interest within the meaning of the

Municipal Government Act; kk) “Person” includes an individual, partnership, association, corporation, trustee,

executor, administrator, or legal representative; ll)t) “Point of Information” is a request to a Council Member or the Administration, for

information relevant to the business at hand, but not related to a Point of Procedure;

mm)u) “Point of Order” means a demand that the Chair enforce the rules of this Bylaw; nn)v) “Point of Privilege” means a raising of a question which concerns a Member of

Council, Council as a whole, Administration or Member of the public, when a Council Member believes that another Council Member, Administration or Member of the public, has spoken disrespectfully, or when they believe the comments made have been misunderstood or misinterpreted;

oo)w) “Point of Procedure” means a request made to the Chair to obtain information on a

matter of parliamentary law or the rules of Council bearing on the business at hand in order to assist a Member to make an appropriate motion, raise a point of order or understand the parliamentary situation or the effect of the motion;

pp) “Postpone” means to delay the consideration of any matter either:

(i) To a definite time when further information is likely to be obtained; or (ii) Indefinitely;

qq) “Previous Question” means a motion to end debate and vote on the motion under

debate; rr) “Precedence”, a motion has precedence when it can temporarily replace a motion

on the floor and can only be superseded by a motion of higher rank or “Precedence”;

ss)x) “Public Hearing” means;

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(i) To hear matters pursuant to the Municipal Government Act, or any other Act; or

(ii) Other matters which Council directs be considered at a Public Hearing. tt)y) “Quorum” is the majority of all Council Members being fifty (50) percent plus one

(1), unless Council provides otherwise in this Bylaw.that comprise the Council pursuant to the Municipal Government Act. If there is a vacancy on Council and the Council is not required to hold a by-election under the Municipal Government Act, quorum shall consist of the majority of the remaining Council Members that comprise the Council under the Municipal Government Act;

uu) “Recess” means an intermission or break within a Meeting that does not end the

Meeting, and after which proceedings are immediately resumed at the point where they were interrupted;

vv) “Reconsider” means the motion that, if adopted, allows the Council to consider the

vote again on the motion in the same Meeting in which the motion was first decided;

ww)z) “Reeve” is the Council Member appointed by Council, pursuant to the Municipal

Government Act and this Bylaw, to act as the Chief Elected Official; xx) “Referral” means to send a motion to a Committee or department for investigation,

clarification and/or recommendations; yy) “Regular Council Meeting” means a Council Meeting scheduled at the annual

Organizational Meeting; zz)aa) “Regular Meeting” means a Meeting of Council scheduled and published in

accordance with this Bylaw and the Municipal Government Act and amendments thereto;

aaa) “Renew” means to renew a motion or to offer again a motion that was disposed of

without being adopted or defeated; bbb) “Rescind” means to retract a motion or to repeal a motion; ccc)bb) “Special Meeting” is a Meeting called by the Reeve or Council in accordance with

the Municipal Government Act and amendments thereto and this Bylaw; ddd)cc) “Special Resolution” means a resolution passed by a two-thirds majority of all

Council Members; eee)dd) “Table” means to lay on the table or to set aside temporarily;a motion to delay

consideration of any matter to another time. fff) “Terms of Reference” is a statement of the purpose of the Committee approved by

Council and shall include, but is not limited to, composition, duties, powers, functions and termination clause, if applicable;

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ggg) “Two- Thirds Vote” is a vote requiring at least two-thirds of the Council Members who continue to hold office or appointment, to vote in the affirmative. This number is six (6) with nine (9) Council Members;

hhh) “Unfinished Business” is business on the Agenda at the same or a previous Meeting

and which is not completed; iii) “Urgent Business” is a time sensitive matter which requires Council’s immediate and

urgent consideration and a call for prompt action.

PART TWO

APPLICATION

7. Unless otherwise noted, this Bylaw shall apply to all Meetings of Council and Council Committees.

8. Suspension of Rules – Council may suspend any provisions of this Bylaw, by Special

Resolution and two-thirds (2/3) vote and shall only be effective for the Meeting during which it was passed, except:

a) The provisions about statutory hearings; and b) The provisions for amending or repealing this Bylaw.

9.8. Reference Source – When a matter arises related to proceedings in a Meeting which is not covered by a provision of this Bylaw or the Municipal Government Act, the matter shall be decided by reference to Roberts Rules of Order Newly Revised, 11th edition and revised editions thereto.

10.9. Interpretation – Procedure is a matter of interpretation by the Chair.

11.10. Paramount Rules – The precedence of the rules governing the procedure of

Council is: a) The Municipal Government Act; b) Other Provincial or Federal Legislation; c) This Bylaw; and d) Roberts Rules of Order.

12.11. The Municipal Government Act requires all municipalities to name a place as its

municipal office. The place for the municipal office and the Council Chambers for the County of Grande Prairie No. 1 is 10001 – 84th Avenue, Clairmont, Alberta, T0H 0W0T8X 5B2.

13.12. All Sections of the Municipal Government Act referenced in this Bylaw are for

information only and may change as the Municipal Government Act is amended.

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PART THREE

ORGANIZATION OF COUNCIL AND COMMITTEES

ORGANIZATIONAL MEETING 14.13. Council shall hold its Organizational Meeting, no later than two weeks after the third Monday in

October. The time and place of the Organizational Meeting and agenda shall be set by the Chief Administrative Officer.

15.14. At the Organizational Meeting: a) The Chief Administrator shall take the position of Chair and call the Meeting to order; b) The Returning Officer shall report and all Council Members shall take the “Oath of

Office” as prescribed by the Oaths of Office Act, RSA 2000 at the first Meeting after an election;The Reeve and Deputy Reeve shall be elected by secret ballot annually;

c) The Oath of Office shall be administered: i. to the Reeve and Deputy Reeve annually;

b)ii. to the entire Council following the municipal election; c)d) Council shall confirm the seating of newly elected Council Members or any Council

Members who want to change their seats; and d) The determination by secret ballot of the Position of Reeve (Chief Elected Official); e) The Chief Administrator shall hand over the position of Chair to the newly elected

Reeve (Chief Elected Official).; and f) The determination by secret ballot of the Position of Deputy Reeve (Deputy Chief

Elected Official).

16.15. Members of Council hold office from the beginning of the Organizational Meeting following a general election until immediately before the beginning of the Organizational Meeting following the next general election, in accordance with the Local Authorities Election Act.

17.16. The Reeve and Deputy Reeve, as appointed from among the Council Members hold their appointment from immediately after the vote is announced by the Manager of Legislative Services until immediately before the beginning of the next Organizational Meeting.

18.17. Council, at its Organizational Meeting shall: a) Review the Procedural Bylaw, Policy B26 Decision Making Framework, and Policy B27

Council and Administration Communication Framework and recommend changes as required;

b) Adopt a roster of appointments of all its Committees and the Chairs, Vice Chairs, Members and alternates to these Committees and boards (depending on the Terms of Reference for the Committee);

a)c) If any vacancies remain following the adoption of appointments to Committees, members may be appointed at a subsequent regularly scheduled Council Meeting;

b)d) Set dates, times and places for Regular Council Meetings. Statutory Public Hearings may be scheduled during regularly scheduled Council Meetings and are to commence at 1 p.m.;

(i) If a Regular Council Meeting is to fall on a Statutory Holiday the Meeting shall be cancelled.

c) Set dates, times and places for Statutory Public Hearings;

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(i) If a Statutory Public Hearing is to fall on a Statutory Holiday the Meeting shall be cancelled.

d)e) Set Review Council Honorarium and Travel Allowance as per Policy F1 - Council Honoraria and Travel Expenses Policy and F5 – Board Member Compensation Policy and approve changes as required; and

e) Set date and obtain a motion for destruction of election material and ballots at the first Organizational Meeting after an election; and

f) Any such other business as required by the Municipal Government Act if not already addressed by active bylaws or resolutions of Council.

19. At the Organizational Meeting, Council shall appoint the municipality’s Agricultural Fieldman,

Chief Assessor and Municipal Auditors.

CHAIR OF COUNCIL MEETINGS 20.18. The Reeve shall preside as Chair over all Meetings of Council and in the Reeve’s absence the

Deputy Reeve shall preside as Chair. If both the Reeve and Deputy Reeve are not present at a meeting, Council, by resolution, shall select a Chair from among Council members present.

REEVE AS EX-OFFICIO 21.19. Unless otherwise provided in a Bylaw, the Reeve shall be an ex-officio Member of all Committees

established by Council under the Municipal Government Act and; a) If the Reeve is present at a Committee Meeting, the Reeve is counted to determine if

the number of Members required for quorum is present; and b) The Reeve has all the rights and privileges of other Members of a Committee.

COUNCIL COMMITTEES 20. Council may, by resolution or Bylaw, establish Committees as are necessary or advisable for the

orderly and efficient handling of the affairs of the Municipality and establish Terms of Reference and duration of a Committee.

21. All Committee appointments shall be reviewed annually at the Organizational Meeting, unless otherwise specified in this Bylaw or the Terms of Reference.

22. Each Committee shall elect one (1) of its Members to be the Chairperson unless Council designates.

23. A Special of Ad-hoc Committee may be appointed at any time by Council providing that a motion has been adopted specifying the matters, duration of the Committee, and Terms of Reference to be dealt with by the Committee.

22.24. The All Council Committee Meetings shall be conducted in accordance with the rules governing the procedures of Council.

23. Committee reports shall be forwarded to a Regular Council Meeting, no later than 20 days after

the Committee Meeting is held and shall be added to the Agenda of the Regular Council Meeting. A Council Committee Member shall report on the Committee Meeting along with any recommendations the Committee may have for Council’s consideration.

24. No action of a Committee shall be binding on the County, unless the power to take such action is

expressly conferred on the Committee by legislation, Bylaw or resolution.

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PART FOUR

MEETINGS

DATE OF MEETINGS 25. Council shall hold Regular Meetings of Council on the dates established at the Organizational

Meeting.

26. Except as provided for in Section 54 of this Bylaw, all Meetings shall be held in public.

TIME OF MEETINGS 27. Regular Council Meetings shall begin at 1000 hours and adjourn by no later than 1700 hrs. By

motion, Council may extend the Meeting beyond 1700 hours with a two-thirds majority vote. All matters of business which appear on the Council’s agenda for that Meeting and which have not been dealt with shall be deemed to be tabled until the next Regular Meeting of Council.

27.28. Public Hearings will be held in conjunction with a Regular Council Meeting and are to commence at 1 p.m. unless otherwise approved by resolution of Council.

MEETING PLACE 28.29. Regular Council Meetings and Public Hearing Meetings shall be held in the Council Chambers in

the Municipal Administration Building of the County unless otherwise approved by resolution of Council.

COUNCIL MEETINGS NOTICE 29.30. For all Council Meetings;

a) Members of the public shall receive notice of all Meetings deemed a Public Meeting or a Public Hearing in accordance with the Municipal Government Act; and the County’s Advertising Bylaw (Bylaw #3096);

b) Notice of Regular Meetings of Council and Public Hearings is deemed to be given by annual publication of a calendar by Legislative Servicesthe Chief Administrative Officer or designate.

CHANGE OF TIME, DATE, LOCATION OF COUNCIL MEETING 30.31. Council may change the time, date or location of any Council Meeting by Special Resolution. 31.32. Notification of the change in time, date or location of any Council Meeting shall be provided in

accordance with the Municipal Government Act.

CANCELLATION OF MEETING 32.33. A Regular Meeting of Council may be cancelled:

a) By a majority vote of Council Members at a previous Regular Council Meeting; or b) With the written consent of the majority of Council Members, provided twenty-four

(24) hours’ notice is provided to Council Members and to the public. 33.34. A Special Council Meeting, called by the Reeve, may be cancelled:

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a) By the Reeve, if twenty-four (24) hours’ written notice is provided to all Council Members and to the public; or

b) If less than twenty-four (24) hours’ notice is provided, the Reeve may cancel with the written consent of two-thirds of the Council Members.

34.35. A Special Council Meeting, requested in writing by a majority of Council Members, may be

cancelled: a) With the written consent of the requesting Council Members, if twenty-four (24)

hours’ notice is provided to the Council Members and the public; or b) If less than twenty-four (24) hours’ notice is provided, with the written consent of

two-thirds of the Council Members.

35.36. Committee Meetings may be cancelled, however, at least twenty-four (24) hours’ written notice of cancellation shall be provided to the Members and the public.

SPECIAL COUNCIL MEETINGS 36.37. The Reeve may call a Special Council Meeting whenever the Reeve considers it appropriate to do

so. 37.38. The Reeve shall call a Special Council Meeting if the Reeve receives a written request for the

Meeting, stating its purpose, from the majority of the Council Members. 38.39. A Special Council Meeting called under this Section of the Bylaw shall be held within fourteen (14)

days after the date that the Reeve receives the request or any shorter period provided for by Bylaw.in accordance with the Municipal Government Act

39. The Reeve calls a Special Council Meeting by giving at least twenty four (24) hours’ notice in

writing to each Council Member and the public stating the purpose of the Meeting and the date, time and place at which it is to be held.

40. A Special Council Meeting may be held with less than twenty four (24) hours’ notice to all Council

Members and without notice to the public if at least two thirds (2/3) of the whole of Council agrees to this in writing before the beginning of the Meeting.

41. Special Council Meetings shall be held on the date and at the time and location specified in the

Notice of the Special Council Meeting. 42. If a matter is not specified in the notice of the Special Council Meeting, it may not be dealt with

unless all Council Members are present and Council passes a majority vote motion, to deal with the matter.

SPECIAL MEETINGS REQUIRING NOTICE 43.41. For all Meetings requiring notice, the notice shall:

a) Be issued a minimum of twenty four (24) hours prior to the Meeting date; b) Be in writing and specify the time, date, location and purpose of the Meeting; c) Be hand delivered or electronically mailed to each Council Member with read receipt; d) Be posted in the front door of the County Administration Building; e) Give any other notification as requested by Council;

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f) Be in accordance with the Municipal Government Act or any other prevailing legislation;

COMBINED MEETING 44. In a Combined Meeting, the Regular Public Hearing portion shall commence prior to the Regular

Business of Council at a Regular Council Meeting.

QUORUM REQUIREMENTS 45.42. A Council Meeting is called to order when majority of Council are present, as defined in the

Municipal Government Act, to form a quorum at the time set for the start of the Meeting, unless specified otherwise by this or any other Bylaw.

46.43. If there is no quorum within fifteen thirty (1530) minutes after the time set for the Meeting, the Recording Secretary shall record the names of the Council Members present and the Meeting shall be adjourned to the time of the next Meeting. The agenda for the adjourned Meeting shall be dealt with at the beginning of the next Meeting, unless a Special Meeting is called before or after the next Meeting to deal with the business of the adjourned Meeting.

STARTING THE MEETING 47. As soon as there is quorum after the time for commencement of a Council Meeting:

a) The Reeve shall take the Chair and begin the Meeting; or b) If the Reeve and the Deputy Reeve are absent, the Chief Administrative Officer or

designate shall begin the Meeting by calling for a motion to appoint a Chair.

ORDER OF BUSINESS 48. The Order of Business at a Meeting is the order of the items on the agenda except:

a) When a previous Meeting has been adjourned for lack of quorum and no Special Meeting has been called to deal with the business of the adjourned Meeting, the agenda items from the adjourned Meeting shall be dealt with before any items on the current agenda;

b) When Council alters the Order of Business for the convenience of the Meeting by a two-thirds vote;

c) When the same subject matter appears in more than one place on an agenda and Council decides, by motion, to deal with all items related to the matter at the same time; or

d)a) When Council decides, by motion, to remove an item on the agenda.

USE OF COUNCIL CHAMBERS AND COUNCIL LOUNGE MEETING AREA 49. The Chief Administrative Officer or the Manager of Legislative Services may approve the use of

Council Chambers for Meetings or training other than Meetings of Council and Council business. Council Lounge is for Council use only unless authorized by the Chief Administrative Officer.

50. Meetings of Council and Council Business will take priority over any other Meeting or training that will be or has been approved in the Council Chambers or Council Lounge Meeting Area.

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MEETING PRIORITIES FOR COUNCIL MEMBERS 51.44. The Council of the County of Grande Prairie shall follow the Meeting priorities stated as follows:

First Priority Regular Scheduled Council Meetings; Second Priority Scheduled Council Committee Meetings or Council appointed Committee

Meetings; Third Priority Scheduled Meetings with adjacent municipal Councils; Fourth Priority Other Committee Meetings; Fifth Priority Community Events and Council supported functions.

OTHER COMMITTEE MEETINGSCOMMITTEE OF THE WHOLE MEETINGS 45. Other Committees shall meet as soon as possible after appointment and, if required under the

Terms of Reference, decide the day and time of holding its Regular Meetings with consideration of the Council calendars. Council Committees shall co-ordinate with the Executive Assistant to the CAO and Council to avoid conflicts and ensure notice is given.The County of Grande Prairie establishes a Committee of the Whole as per s.145 of the Municipal Government Act with membership comprising all members of County of Grande Prairie Council.

46. The Committee of the Whole is a forum for discussion rather than decision making. The Committee of the Whole may:

47. a. conduct non-statutory public hearings (for information); 48. b. receive delegations and submissions; 49. c. receive information from Administration on emerging issues and ongoing projects and

initiatives; 50. d. discuss broad policy matters to formulate further direction to administration or to

formulate recommendations to Council; and 52. e. Meet in Closed Session pursuant to the Municipal Government Act and the Freedom of

Information and Protection of Privacy Act. 51. The Committee of the Whole has the authority to:

a) Make motions to receive agenda reports for information; b) Make motions referring matters to Administration with further direction,

enabling Administration to research and prepare adequately for presenting items to Council for decision at a Regular Council Meeting;

c) Make motions to make recommendations to Council; and d) Make motions as appropriate for discussion Closed Session Items.

52. Committee of the Whole Meetings shall be held on the last Thursday of the month in Council Chambers at the Municipal Administration Building and will commence at 10:00 a.m.

53. Submissions for inclusion in the Committee of the Whole Meeting agenda may originate from the following sources:

a) Staff; b) As per Council’s direction; c) Required by legislative process; d) At a request of a ratepayer, organization, or a Councillor; and e) If an issue cannot be addressed as there is no policy direction from

Council. 54. After the Committee of the Whole Meeting agenda content is reviewed and approved by the

Reeve and Chief Administrative Officer, the agenda shall be released in the same manner as the Regular Council Meeting agenda, unless specifically identified otherwise in this bylaw.

55. The Chief Administrative Officer and other Administrative staff will be in attendance to make presentations and answer questions as required.

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56. The Reeve shall be Chair of the Committee of the Whole unless that responsibility is delegated to the Deputy Reeve of another member of Council by the Reeve.

57. The Order of Business for a Committee of the Whole Meeting shall be as follows: a) Call to Order b) Approval of Agenda c) Unfinished Business d) New Business e) Topics for Next Agenda Discussion f) Closed Session g) Adjournment

58. The minutes shall be prepared in accordance with the Municipal Government Act and distributed in the Regular Council Meeting agenda for adoption at the subsequent Regular Council Meeting.

PUBLIC MEETINGS 53. All Regular Council Meetings and Council Committee Meetings shall conduct their Meetings in

public unless Section 54 of this Bylaw applies.

IN CAMERACLOSED MEETING – MOVED TO COUNCIL MEETING PROCEDURES UNDER CLOSED SESSION 54.59. “In CameraClosed Session” Meetings – No item shall be consideredItems permitted for

consideration in “In CameraClosed Session” unless one ofare included in the exceptions to disclosure in Division 2 Part 1 of the Freedom of Information and Protection of Privacy Act applies or it is permitted under the Municipal Government Act.

55.60. No Bylaws or resolutions shall only be passed during “In Camera”, once a except a resolution to revert the Meeting into Public Meeting has passed.

56. Items on the agenda that fall under “In Camera” shall be approved by the CAO and in accordance with the provisions of the Municipal Government Act, the Freedom of Information and Protection of Privacy Act and Sections 54-57 of this Bylaw.

57.61. In accordance with the Municipal Government Act and the Freedom of Information and Protection

of Privacy Act, all Council Memberspresent are required by law to keep in confidence matters discussed in “In CameraClosed Session”.

PART FIVE

AGENDAS AND RECORDS OF MEETINGS FOR COUNCIL

DIVISION ONE

Agenda

AGENDA FORMAT 62. The agenda orders the business for a Regular Council Meeting and shall follow the appropriate

Order of Business as set out in Section 137 of this Bylaw.follows: a) Attendance b) Call to Order, and Quorumand “O Canada”

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”O Canada” c) Recognitions and Introductions d) Adoption of Agenda e) Minutes Approval Public Hearings f) Delegations and Appointments g) Unfinished Business Bylaws

h) Unfinished BusinessPublic Hearings at 1 p.m. i) New Business Workshops, Conferences, Seminars j) Information Items Urgent or Emergent Items k) Notice of Motion Council Inquiries Addendum l) Council Member Reports m) Administrative Reports (Last Meeting of the month) n) Closed Session 58.o) Adjournment

AGENDA SUBMISSIONS 63. Submissions for inclusion in the Regular Council Meeting agenda and including Public Hearing

agenda shall be completed in compliance with Policy B26 Decision Making Framework and Preparing Request for Decisions (RFDs) and Information-Documents for Council Meetings Administrative Directive, submitted no later than 1200 hours, eleven (11) days prior to the Regular Council Meeting.

59.64. Submissions for inclusion in the Regular Council Meeting agenda may originate from the following sources:delivered to Legislative Services as follows:

a) By way of meeting manager program, no later than 1200 hours, seven eleven (711) days prior to the Regular Council Meeting; and List from Administrative Directive

b) In compliance with Policy B26 Decision Making Framework and Preparing Request for Decisions (RFDs) and Information-Documents for Council Meetings Administrative Directive.Shall clearly set out the matter and issue and any request made of Council;

c) External agenda submission; the agenda item shall be submitted in a legible format in the English language and shall;

(i) include name, address and telephone number; and (ii) comply with Section 59(a)(b) of this Bylaw.

d) When the date for receipt of submission falls on a statutory holiday, the date for receipt of submission shall be the previous business day; and

e)b) Only material received by Legislative Services in the time set out in Section 59(a) shall be considered at the Regular Council Meeting for which the agenda is prepared.

60.65. Notwithstanding Section 5948, in exceptional circumstances and with prior approval by the CAO,

items may be sent out “under separate cover”. if received after the time set for submission and the item is already on the agenda. The item sent out “under separate cover” is not deemed part of the agenda until it is adopted as part of the agenda by way of Council motion. Items to be sent out under separate cover shall be approved by the CAO.

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61. Agenda items which have been tabled or referred to a specific Meeting may return only with a

supplemental report, submission of which is the responsibility of Administration. 62.66. A Member of Council may bring forward an item of urgent or emergent business that cannot wait

to be included on the next Regular Council Agenda. The Council Member shall supply information to Council and/or Administration by handout or electronic mail prior to the Regular Council Meeting. This shall be known as “Urgent/Emergent Business Issue Memorandum”, not a Notice of Motion. This information shall be distributed after the item has been accepted as an addition to the agenda and include the matter, brief detail and recommendation around the matter.

63. Sponsorships and funding requests are not considered urgent or emergent and shall be added to

the next Regular Council Meeting as a Notice of Motion.

64.67. Council shall not entertain submissions from the public on issues that are before the Subdivision and Development Appeal Board, courts, require a Statutory Public Hearing; or any other public consultation/communication process.

68. Agenda submissions shall be reviewed and endorsed by the CAO. submissions are at the discretion

of the Reeve and CAO.

69. Late submissions may be added to the agenda as addendums and shall approved by the Reports and supplementary materials not submitted in accordance with Section 59 shall be approved by the Chief Administrative Officer as an urgent or emergent issue to be added to the agenda as an addendum. Any addendums shall be distributed to Council as early as possible and included on the agenda prior to it being presented to Council for approval on the day of a Meeting.

If approved by the Chief Administrative Officer, the report or supplementary material shall be

added to the agenda as an addendum in the meeting manager program. Legislative Services shall electronically mail all Council Members and Directors of the addendum. Once considered for adoption as part of the agenda and is adopted, it shall be included in the agenda that is available to Council, public and media on the day of the Regular Council Meeting. 65.

AGENDA REVIEW 66. The Manager of Legislative Services shall assemble the Regular Council Meeting agenda for the

Chief Administrative Officers’ review and approval. 67. Once an Agenda is approved or otherwise published, it is the property of Council.

AGENDA DISTRIBUTION 68.70. After the Regular Council Meeting agenda content is approved by the Chief Administrative Officer

and Manager of Legislative Services, the agenda shall be released electronically or by any other delivery method deemed necessary; to Council, the public and the media in that order, by Legislative Services. The agenda shall be released not less than four (4) clear calendar days before the time of commencement of the Regular Council Meeting for which it was prepared.

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ADDITION OF LATE REPORTS 69.1. Reports and supplementary materials not submitted in accordance with Section 59 shall be

approved by the Chief Administrative Officer as an urgent or emergent issue to be added to the agenda as an addendum.

70.1. If approved by the Chief Administrative Officer, the report or supplementary material shall be

added to the agenda as an addendum in the meeting manager program. Legislative Services shall electronically mail all Council Members and Directors of the addendum. Once considered for adoption as part of the agenda and is adopted, it shall be included in the agenda that is available to Council, public and media on the day of the Regular Council Meeting.

ADOPTION OF AGENDA 71. Council shall vote to adopt the agenda prior to transacting other business and may:

a) Add new items as set out in this Bylaw, including reports that were to be distributed when available, to the agenda; and

b) Delete or defer any matter from the agenda by majority vote.

DIVISION TWO

Records of Meetings

PREPARATION OF THE MINUTES 72. The minutes shall be prepared in accordance with the Municipal Government Act and distributed

in an agenda for adoption at the subsequent Meeting.Legislative Services shall prepare the minutes in the English language for Regular Council Meetings which include:

a) All Council Meetings shall be recorded in the meeting manager program; b) All motions by Council, including a motion number; c) Short summary of discussion that has taken place on agenda item, of less than two

hundred (200) words; d) The names of the Council Members present at and absent from the Meeting; e) The names of the Council Members that arrive late, leave before the Meeting is

adjourned, or is temporarily absent from the Meeting; f) Any abstentions made under the Municipal Government Act by any Council Member

and the reason for the abstention; g) Signatures of the Chair and the Chief Administrative Officer; h) Record the names of the Council Members voting on a challenge to the ruling of the

Reeve as per Sections 129-132 of this Bylaw; i) Record the names of those who vote for and against a motion in the minutes when a

recorded vote is taken; j) Prepare the minutes of every Meeting, in accordance with the Municipal Government

Act, and distribute a copy to each Council Member in a subsequent agenda for adoption at the Meeting;

k) Record the name and general nature of a pecuniary interest declared by a Council Member in accordance with the Municipal Government Act;

l) Record the distribution of additional material authorized by the Reeve and/or CAO to be distributed to Council and to form part of the Corporate Record; and

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m)a) Record the Sections of the Freedom of Information and Protection of Privacy Act that apply to an item being discussed “In Camera”.

ADOPTION OF THE MINUTES 73. The minutes of each Meeting shall be circulated prior to the Meeting at which they are to be

adopted. If: a) There are errors or omissions, Council shall pass a motion to amend the minutes and

adopt the minutes as amended; b) There are no errors or omissions, Council shall adopt the minutes as presented; or c) Only minor changes may be made to correct errors in grammar, spelling and

punctuation or to correct the omission of a word necessary to the meaning or continuity of a sentence; but no change shall be allowed which would alter or affect the intent and the actual decision made by Council.

74. No Council Member may introduce extraneous evidence to support a challenge to the accuracy of

the minutes unless the evidence has been compiled under the direction and control of Legislative Services.

RETENTION AND STORAGE OF MINUTES 75.72. Regular Council Meeting minutes shall be retained permanently by the municipality in the original

form in a safe and secure place in accordance with the Municipal Government Act.

DIVISION THREE

Audio and Video Recording of Meetings

AUDIO RECORDING OF THE MEETINGS 76.73. Legislative Services shall make an audio-recording of aAll Regular Council Meetings may be audio

recorded. This Section does not apply to Meetings or portions of Meeting held in “In CameraClosed Session”. The audio-recordings are for internal use only and not available to the public at any time except with a written request provided to the FOIP Coordinator pursuant to the Freedom of Information and Protection of Privacy Act.

ACCESS TO AUDIO RECORDINGS 77.74. The Chief Administrative Officer shall approve access to the audio-recordings of Regular Council

Meetings. The audio-recordings are for internal use only and not available to the public at any time except with a written request provided to the FOIP Coordinator pursuant to the Freedom of Information and Protection of Privacy Act.

RETENTION OF AUDIO RECORDINGS 75. Audio recordings are retained for a period of six (6) months and then destroyed in accordance

with the Corporate Records Structure for the County and in accordance with Policy B10 – Recording of Council Meetings.

78.76. Any other audio or video recordings shall not be permitted in Council Chambers unless explicitly approved by Council resolution at that meeting.

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PART SIX

CORPORATE SEAL

LOCATION OF THE CORPORATE SEAL 79. The CAO and the Manager of Legislative Services shall have custody of the two (2) corporate seals,

which shall be held in a safe and secure location in accordance with the Municipal Government Act.

USE OF THE CORPORATE SEAL 80. The corporate seal shall only be used under direction of the CAO or Manager of Legislative

Services as prima facie evidence that the County has assented to those documents to which the seal is affixed.

IMPRESSION OF CORPORATE SEAL 81. Impression of Corporate Seal – The corporate seal shall be affixed to the following documents:

a) All Bylaws of the County signed by the Reeve, Deputy Reeve or Acting Reeve and the CAO, or Acting CAO presiding at the Meeting at which the Bylaw was given third reading;

b) Debentures issued by the County and signed by the CAO and the Reeve or other designated officer;

c) Certificates of Registration of debentures signed by the CAO and the Reeve or other designated officer;

d) Contracts signed by the CAO and/or Reeve or other designated officer; e) Paper documents certified by the CAO as being true copies of original documents held

in the County of Grande Prairie; and f) Such other papers or documents which, in the opinion or the CAO or Manager of

Legislative Services, warrant the seal to be affixed.

PART SEVEN

COUNCIL MEMBER INQUIRY AND RESPONSES

COUNCIL MEMBER INQUIRY 82. A Council Member Inquiry is a request for information from Administration.

83. Any Council Member may make a Council Member Inquiry through the Chair at any Regular

Council Meeting or Council Committee Meeting. 84. Council Member Inquiries shall be made in writing and shall be addressed as a Notice of Motion to

be added to a future agenda allowing Administration time to research the specific inquiry and give Council an up to date and informed response in a timely manner.

85. Council Members cannot make any Council Member Inquiries to the County appointed Auditor or

their employees.

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86. Council Member Inquiries cannot be made at Special County Meetings. 87. A Council Member shall not give direct instructions to the CAO or the employees of the CAO

(Administration) without specific direction from Council confirmed by a Council motion.

RESPONSES 88. The CAO may verbally answer a Council Member Inquiry at the Meeting at which it was made;

however, any Member of Council may request that the response be submitted to Council in writing.

89. Time for Inquiry on the Agenda – A Council Member Inquiry shall be added to the Meeting agenda

under the heading “Council Member Inquiry” and only after a Notice of Motion is made to add to a future agenda.

PART EIGHT

PROCEDURES OF MEETINGS

DIVISION ONE

Control and Conduct of a Meeting

ROLE OF THE CHAIR

90.77. The Reeve shall Chair all Public Meetings. 91.78. The Chair:

a) Shall enforce this Procedural Bylaw; b) Shall remain objective; c) Shall maintain order and preserve decorum and may, if necessary, call a Council

Member to order; d) Shall decide Points of Order and Points of Procedure without debate or comment; e) Shall determine which Council Member has a right to speak; f) Shall receive all motions , state and frame all motions presented to clarify their intent

as moved; g) Shall ensure that all Council Members who wish to speak on a motion have spoken

once, that the Council Members are ready to vote and shall subsequently call the vote;

h) Shall authorize, at the Meeting, the distribution of additional material for the Corporate Record;

i) Shall rule when the motion is Out of Order; j) Shall protect Council from motions that are obviously frivolous or with intention to

cause delay, by refusing to acknowledge them; k) Shall rule when the motion is contrary; l) Shall May recess the Council Meeting to consult for guidance in rulingswith Manager

of Legislative Services l) or legal for guidance in rulings; and m) Shall recess if there is a threat or imminent threat to the health or safety of any

person, or if there is the possibility of public disorder.

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92. Provide information to Council Members on any matter related to the business of the County,

with the exception of during debate unless Section 91 applies.

ROLE OF COUNCIL 93.79. Council Members shall not exercise a power or function or perform a duty that is by this or

another enactment or Bylaw specifically assigned to the CAO or a designated officer. 94.80. Council Members are to make decisions as a collective body for all matters. Individual Council

Members do not have authority to bind Council or the County to a specific course of action unless the authority has been expressly granted through resolution of Council.

DRESS CODE OF COUNCIL 95. Attire for Council Members shall consist of Business Casual and in good taste and appropriate for

the environment.

96. Attire shall be clean, neat and tidy, and free from excessive wear and tears. 97. Council Members shall not wear attire that:

a) Reveals cleavage, thigh or midriff; b) Reveals undergarments; or c) Have slogans or pictures, including political buttons or apparel, with the

exception of sports logos that are appropriate for the environment. 98.81. Attire shall comply with the County’s Dress Code Policy. Occupational Health and Safety

Legislation.

CONDUCT IN THE COUNCIL CHAMBERS AND IN PUBLIC SPACES 99.82. Individuals in the Council Chambers or in a public space, during a Meeting, shall:

a) Not address Council without permission from the Chair; b) Maintain order, remain quiet and seated; c) Not applaud or otherwise interrupt a speaker or action of Council or other person

addressing Council; d) Not engage in improper conduct as defined in this Bylaw; and e) Turn cellular devices to silent.

100.83. The Chair may order a Member of the public, who disturbs the proceedings of the Meeting or acts

improperly by words or actions, be expelled. 101. The Chair may request that a person be removed from the premises if required. the Royal

Canadian Mounted Police (RCMP), if required, remove the person from the premises.

102.84. Anyone who is not a Council Member or Administration authorized by the CAO shall not be permitted to be in front of the podium or delegates tables unless they are given explicit permission by the Chair.

CONDUCT OF COUNCIL


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103.85. A Council Member wishing to speak at a Meeting shall obtain the approval of the Chair before speaking.

104. Cellular devices shall be turned to silent while in a Meeting. 105.86. Council Members shall be respectful and attentive, shall avoid distracting themselves and others,

and shall not cause disruptions during a Meeting. 106.87. When a Council Member is addressing the Chair, every other Council Member shall:

a) Remain quiet and seated; b) Not interrupt the speaker, except on a Point of Order or Point of Privilege; c) Not carry on a private conversation; d) Not cross between the speaker and the Chair; e) Not disturb the proceedings; or f) Not disobey the decision of the Chair or of the Council on any question of order,

practice or interpretation unless a Motion to Challenge the Chair is put on the floor. 107.88. A Council Member addressing the Chair shall:

a) Not speak disrespectfully of Her Majesty the Queen, her official representatives or the government;

b) Not speak disrespectfully of the County, its official representatives or Administration; c) Not reflect on a vote except when moving to reconsider it, and shall not reflect on the

motives of the Council Members who voted on the motion or the mover of the motion;

d) Not shout, use an immoderate tone of voice, profane, vulgar or offensive language or gestures, break the rules of Council, or disturb the proceedings; and

e) Assume personal responsibility for a statement quoted and, upon request of the Council Members, shall give the source of the information.

108. A Council Member requiring to leave while a Meeting is in progress shall press their speaker

button and await the permission of the Reeve before leaving the remainder of the Meeting. In the absence of the electronic system a raise of the hand shall be sufficient”.

109. A Council Member shall be seated, remain seated and be silent from the time the vote is called for

until the vote is declared. 110.89. When a Council Member is before the media and public the Council Member shall conduct and

represent the County and Council as a whole in a respectful positive manner.

CALLING A COUNCIL MEMBER TO ORDER

111.90. The Chair may call to order any Council Member who is Out of Order.

112.91. When the Chair calls a Council Member to order, the Council Member speaking shall cease speaking or otherwise engaging in the activity specified by the Chair and remain seated.

113.92. When a Council Member has been warned about breaches of order but continues to engage in them, the Chair may name the Council Member by stating his name and declaring the offence for the record. This is at the discretion of the Chair. Legislation Services shall note the offence in the minutes.

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114.93. In the event that the Council Member refuses to cease speaking or otherwise engaging in the

activity specified by the Chair and/or remain seated when Called to Order, the Chair shall request the Deputy Reeve to move a motion to remove the unruly Council Member either:

a) For the balance of the Meeting; b) Until a time stated in the motion; or c) Until the Council Member makes an apology acceptable to the Council Members,

Administration and public present for the unruly behavior. 115.94. If the resolution passes by majority vote, the Chair shall direct the Council Member to leave. 116.95. If the Council Member is expelled pursuant to Section 114, that Council Member shall leave the

Meeting immediately. 117.96. The Chair may request the Council Member be removed from the premises if required. the Royal

Canadian Mounted Police (RCMP), if required, to remove the Council Member from the premises. 118.97. When the Chair has directed a Council Member to leave and the Council Member makes a

satisfactory apology, the Council may, by motion, allow the offending Council Member to return to the Meeting.

POINTS OF INFORMATION, PRIVILEGE OR ORDER 119.98. When a Point of Order, Point of Procedure or Point of Privilege arises, it shall be considered

immediately. 120.99. The decision of the Chair shall be final unless a challenge is made pursuant to Sections 129-132 of

this Bylaw.

POINT OF INFORMATION 121.100. When a Point of Information is raised it shall be considered immediately and the Chair

shall answer or direct the point to the appropriate Member of the Administration.

POINT OF PRIVILEGE 122.101. A Council Member may raise a Point of Privilege at any time during the Meeting.

123.102. The Chair shall immediately decide whether to accept the Point of Privilege.

124.103. A Point of Privilege requests the Chair to rule on any matter related to the rights and

privileges of Council or individual Council Members and include: a) Organization or existence of Council; b) Comfort of Council Members; c) Conduct of Council Members, Administration or the public in attendance at the

Meeting; d) Accuracy of the reports of Council’s proceedings; and e) Reputation of Council, Council Members and the municipality in which they serve.

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125.104. If the Point of Privilege is accepted, it shall be dealt with immediately.

POINT OF ORDER 126.105. When the Chair is called upon to decide a Point of Order or to answer a Point of

Procedure: a) The Point shall be stated without unnecessary comment; b) The Chair shall state the rule or authority applicable; and c) As soon as the Chair decides on the Point of Order raised, the Council Member raising

the Point may be granted permission by the Chair to explain. 127.106. A Point of Order which requires immediate attention may interrupt a speaker and is not

debatable or amendable. 128.107. The Chair shall immediately rule on the Point of Order.

CHALLENGING THE CHAIR 129.108. When a Council Member wishes to challenge the ruling of the Chair, a motion “That the

decision of the Chair be overruled” shall be made, and the question shall be put to a vote immediately without amendment or debate. The vote against the motion is a vote to uphold the ruling of the Chair.

130.109. The Chair shall be governed by the vote of the majority of the Council Members present. 131.110. A Motion to Challenge the Chair may be made only at the time of the ruling. 132.111. If the Chair refuses to put the question on the Challenge, the person who would preside in

the absence of the Chair shall put the question to Council.

PECUNIARY INTEREST

133.112. A Council Member who has a Pecuniary Interest in a matter before Council shall:

a) Disclose the general nature of the Pecuniary Interest; and b) Leave the Meeting before debate and return after the vote is declared.

134.113. A Council Member declaring a Pecuniary Interest is not considered part of the quorum for

the item.

135.114. Pecuniary Interests are to be noted in the Meeting minutes stating the agenda item to which they pertain and the general nature of the interest disclosed.

136. Pecuniary Interests for In Camera items are to be noted, however, the description is not required.

DIVISION TWO

Regular Council Meeting Procedures

ORDER OF BUSINESS – COUNCILORDER OF BUSINESS

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137. The order of business at a meeting is the order of items on the agenda except:The agenda orders the business for a Regular Council Meeting and shall follow the appropriate Order of Business as follows:

a) When a previous Meeting has been adjourned for lack of quorum and no Special Meeting has been called to deal with the business of the adjourned Meeting, the agenda items from the adjourned Meeting shall be dealt with before any tiems on the current agenda;Attendance

b) When Council decides, by motion, to remove an item on the agenda.Call to Order and Quorum

c) “O Canada”May be changed by a majority vote of Council. d) Recognitions and Introductions e) Adoption of Agenda f) Minutes Approval g) Public Hearings h) Delegations and Appointments i) Bylaws j) Unfinished Business k) New Business l) Workshops, Conferences, Seminars m) Information Items n) Urgent or Emergent Items o) Notice of Motion p) Council Inquiries q) Addendum r) Council Member Reports s) Administrative Reports t) “In Camera” u) Adjournment

138.115. The Order of Business can only be changed by Council motion.

ATTENDANCE – REGULAR COUNCIL MEETING 139.116. All Council Members shall be documented in the minutes of their attendance or their

absence. 140. The CAO, Director of Community Services, Director of Public Works, Director of Corporate

Services, Director of Planning and Development, Manager of Legislative Services and Recording Secretary shall be documented in the minutes of their attendance or absence.

141.117. A Council Member who shall may be absent from a Regular Council Meeting shall should

provide written or electronic mail, notice to the Reeve and the CAO prior to commencement of the Meeting. The notice shall include the reason for the absence.

142.118. A motion to excuse a Council Member(s) that shall be absent for Regular Council Meetings

and not to exceed eight (8) consecutive weeks, starting with the date the Council Member misses the first Meeting, shall be made after calling the Meeting to Order and the singing of “O Canada”, in accordance with the Municipal Government Act. Re-word to comply with Act.

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143. Notwithstanding Sections 141-142, Chair may excuse a Council Member who did not provide notice.

CALL TO ORDER AND QUORUM 144.119. The Meeting shall be Called to Order when sufficient Council Members are present to

form a quorum at the time set for the start of the Meeting. 145. The Reeve shall take the Chair and call the Meeting to order. 146.120. If there are sufficient Council Members present to form a quorum at the time set for the

start of the Meeting and the Reeve or Deputy Reeve are absent then the CAO or designate shall take the Chair and shall call for an Acting Chair to be appointed by a motion.

SINGING OF “O CANADA” 147.121. “O Canada” – Council shall commence its Regular Council Meeting by opening with “O

Canada”.

RECOGNITIONS AND INTRODUCTIONS 148.122. All recognitions and introductions of administration shall be approved by CAO and added

to the agenda by way of memorandum.Recognitions and Introductions is intended to introduce new staff to Council and recognize staff’s achievements.

149. When recognizing Administration or groups, details shall be included in the memorandum; who is

being recognized; what is being recognized; and a brief synopsis on the background of the recognition and why Administration or the group was recognized.

150. Administration to be introduced to Council shall include all staff including part-time, temporary,

contract staff and seasonal staff. When introducing staff you shall include in the memorandum; their department, position within the department, their expected length of stay and a brief synopsis of their education and background.

ADOPTION OF AGENDA 151.123. Council shall vote to adopt the agenda prior to the start of the Meeting and may include

additional business for consideration or delete any matter on the agenda by majority vote.: a) Include urgent or emergent business be considered for addition to the agenda; or b)a) Delete any matter from the agenda by unanimous vote.

152. Combined Meetings shall only have one agenda.

153.124. The agenda cannot be reconsidered.

MINUTES APPROVAL

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154. Council shall adopt the minutes as presented or as amended if there are any noted errors or omissions. The minutes of each Meeting shall be circulated prior to the Meeting at which they are to be adopted. If:

a) There are errors or omissions, Council shall pass a motion to amend the minutes and adopt the minutes as amended; or

b)125. There are no errors or omissions, Council shall adopt the minutes as presented.

PUBLIC HEARINGS 155. Members of the public or a representative may address Council on a planning matter or other

matter directed by Council to be considered at a Public Hearing. 156.126. No matter that is not on the agenda for a Public Hearing can be addressed at this Meeting. 157.127. See Part Nine of this Bylaw copy part nine into this section.

DELEGATIONS AND APPOINTMENTS 158. If aThe person or group who wishes to wish to address Council shall fill out the Delegation Request

Form on a matter on a Regular Council Agenda, for which a hearing is not required by statute, that person or group shall notify Legislative Services in legible writing or by electronic mail and state the topic, purpose and recommendation or financial request. This information shall become public information unless deemed by the CAO to be confidential and in “In CameraClosed Session”. Legislative Services shall forward the request to the CAO.

128. 159.129. The Chief Administrative Officer or Designate may:

a) Recommend forwarding to Council to address the matter; or b) Refer the matter to Administration to address. c) May refuse to schedule a delegation if:

i. Public Hearing, or opportunity for public input, has been held in accordance with an enactment as a prerequisite for the adoption of a bylaw, or approval of a permit;

ii. The matter deals with the County’s labour relations or other employee relations; iii. the item relates to litigation or potential litigation affecting the County; iv. the matter is outside the legal authority or jurisdiction of the County; v. the information is considered in a Council Meeting that was closed to the public,

unless that information has been lawfully released to the public by the County; vi. The matter is related to a request for access to information under the Freedom of

Information and Protection of Privacy Act (FOIP), RSA 2000, c F-25; vii. The matter relates to compliance with County bylaws or policies;

viii. the matter is an election campaign or election-related issue; or b)ix. Publicly tendered contracts or proposal calls for the provision of goods or services

for the County between the time that such contract or proposal call has been authorized and the time such contract or proposal has been awarded.

160.130. Delegations consisting of more than one individual shall appoint a spokesperson who shall

be responsible for presenting to Council. 161.131. Presentations shall be directed to the Chair who shall be addressed as Mister/Madam

Chair.

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162.132. Council may, on a two-thirds vote, allow a person or group to address a matter that was

not on the agenda but only if the item has been added to the agenda as urgent or emergent business.

163. A person or group addressing Council on a matter shall only be allowed fifteen (15) minutes to

present, exclusive of the time required to answer questions. , unless approved by Council or the CAO.

164. A person or group addressing Council shall limit their comments to the matter contained in the report or presentation and the recommendations being discussed. 165.133. A person or group addressing Council that are requesting funding or action by Council on a

matter shall only present on that matter once in a 365 day time period or after a Municipal Election, unless approved by Council by way of Notice of Motion to be heard on a subsequent Regular Council Meeting.

166.134. A person or group addressing Council, that are requesting operational or capital funding,

shall make their requests through the Recreation and Culture Grant process for operational and capital grants, unless the funding request is deemed urgent or emergent in nature as defined in this Bylaw.

BYLAWS 167. When a Bylaw is presented to Council for passage, Legislative Services shall publish the number

and title of the Bylaw in the agenda and shall copy the proposed Bylaw in full and forward it with the agenda.

168. See Part Ten of this Bylaw.

UNFINISHED BUSINESS 169.135. Unfinished business are matters of business carried forward from previous Meetings.

NEW BUSINESS 170.136. New business are matters of business that Council has not previously heard in a Meeting

in the last three hundred and sixty five (365) days and is not unfinished business as described in Section 169 of this Bylaw.

WORKSHOPS, CONFERENCES AND SEMINARS 171. Workshops, Conferences and Seminars that are added to an agenda are held outside the County

of Grande Prairie’s boundaries and/or are associated with a cost to attend and require a motion to attend.

INFORMATION ITEMS 172.137. Information Items that are added to an agenda are items that are for information

purposes only and do not require discussion or a motion, unless Council motions to do so.



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URGENT OR EMERGENT ITEMS

173. Urgent items are items which are time sensitive and require Council’s immediate attention.

174. Emergent items are items which pose an immediate risk to health, life, property or the

environment and calls for prompt action.

NOTICE OF MOTION

175.138. See Sections 242-246 of this Bylaw.

COUNCIL INQUIRIES 176. Any Council Member may make a Council Inquiry through the Chair to the Chief Administrative

Officer at any Regular Council Meeting.

177. See Part Seven – Council Inquiries and Responses, of this Bylaw.

ADDENDUM 178. An Addendum to the agenda is an addition of an item to the Meeting agenda. For an Addendum

to a Meeting to be considered: a) It shall be after the Meeting agenda is finalized and released; and b) Shall be approved by the CAO.

COUNCIL MEMBER REPORTS 179.139. Each Council Member shall be provided a maximum of three (3) minutes for the purpose

of providing a verbal update on Committees or community events in which municipal participation has been approved by Council.

180.140. Council Member Reports are for information only and no business or motions shall arise

from this information except for the following: a) A motion for letters of support or congratulations; or b) A motion for letters of concern or advocacy; or c) A motion to approve items equal to or less than four hundred dollars ($400.00) in

value.

181.141. Any action required as a result of a Council Member Report shall be brought forward as a Notice of Motion.

ADMINISTRATIVE REPORTS 182.142. Administrative Reports are updates from Administration on County business. 183.143. Administrative Reports are for information only and no business or motions shall arise

from this information.

IN CAMERACLOSED SESSION

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144. An “In Camera” item means a portion of the Meeting which is closed to the public in accordance with the Municipal Government Act. Council or Council Committee has the authority to move into a “Closed Session” pursuant to Section 197(2) of the Municipal Government Act for the purposes of:

a) Protecting the Municipality, its operations, economic interests and delivery of its mandate from harm that could result from the release of certain information; and

184.b) To comply with Division 2 Part 1 of the Freedom of Information and Protection of Privacy Act.

145. See Sections 54-57 of this Bylaw.The section of Division 2 Part 1 of the Freedom of Information

and Protection of Privacy Act must be noted in the minutes.

146. Council or Council Committee has the authority to allow one or more other persons to attend, as it considers appropriate, and the minutes of the meeting must record the names of those persons and the reasons for allowing them to attend. This excludes members of the County’s Administration.

147. The Chair shall request a motion to go into Closed Session and call the question.

148. The Chair shall introduce each topic to be discussed in the Closed Session.

149. The Chair shall ensure applicable information is presented.

150. The Chair shall ensure each Councillor or Member (including the Chair) has adequate opportunity to address the topic.

151. The Chair shall request a motion to come out of the Closed Session and call the question.

152. Once the meeting in public resumes, if any of the Closed Session topics require action: a) The Chair shall introduce each Closed Session item which requires action;

and b) Each item introduced shall be treated in the same manner as new

business items.

185.153. All sensitive documentation shall be returned to the Chief Administrative Officer or in the case of a Board or Committee the Director and destroyed.

ADJOURNMENT 186.154. A Motion to Adjourn is a motion to bring the Meeting to an end. 187.155. A Regular Council Meeting shall adjourn no later than 1700 hrs unless there has been a

motion passed by majority to extend the Council Meeting beyond 188.156. The Meeting is considered adjourned when the number of Council Members is less than

what is required for the number for quorum within fifteen (15) minutes following the end of a recess.

189.157. A motion to adjourn shall be put without comment, debate or amendment.


Commented [MB3]: Do we want to keep this section with the recent changes to the MGA?

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DIVISION THREE

Motions in Meetings

GENERAL PROVISIONS ON MOTIONS 190.158. Motions shall be placed before Council by the mover and does not require a seconder. 191. All motions shall be concise and unambiguous and give clear action for Administration. 192.159. A motion shall be phrased in a positive manner. 193.160. The Chair shall read the motion aloud for clarification before the motion is voted on. 194. The Recording Secretary, if requested, shall read the motion aloud for clarification before the

motion is voted on. 195. After a motion has been moved by the Chair and up for debate, prior to the vote, it is the property

of Council and may only be withdrawn or modified by the mover with the unanimous consent of the Council Members present.

196.161. When a motion has been made and is being considered, no Council Member may make

another motion except to: a) Amend the motion;

i. A motion may be made to amend a motion by removing and/or adding wording; ii. a motion may be made to amend an amendment (only once) by removing and/or

adding wording; and iii. The amendment to the amendment shall be called followed by the amendment to

the motion on the floor. iv. No amendments shall be made to the following motions:

1. Motion to table (except as to time); 2. Motion to adjourn; 3. First and third reading of a Bylaw or consideration for third reading; 4. Motion to Recess (except as to time); and 5. motion to suspend a Section of this Bylaw.

v. Council may not move an amendment which: 1. Does not relate to the subject matter of the main motion; 2. is contrary to the main motion; or 3. is negative to the main motin.

a)vi. A “Friendly Amendment” means a change that does not affect the substance of a motion and clarifies the motions intent and shall be permitted if the Councillor or member who presented the motion agrees with the changes suggested.

b) Amend the amendment to the motion; c) Refer the main motion and any pending amendments; b) Table the main motion and any pending amendments to a future Council, Boards or

Committees Meeting; i. In order to allow more time for discussion; or

ii. in order to obtain information;















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iii. a motion to table is not debatable or amendable; iv. a majority vote of the Councillors or members present is required to table a

motion; and d)v. a decision to table a motion cannot be reconsidered.

c) A motion to recess;withdraw the motion: e) The mover may request to withdraw his motion is the vote has not yet been

taken. The Chair shall ask if there is any objection to the withdrawal of the motion. If there is none, the motion is deemed withdrawn. If a Council Member voices an objection, the Chair shall put the matter to a vote. Majority vote shall permit withdrawal of the motion.

f) A motion to extend the time of the Meeting to call the question; g) Raise a Point of Privilege; h) Raise a Point of Order; or i) Raise a Point of Information.

197. A recommendation on a report does not constitute a motion until a Council Member has expressly

moved it. Once the Chair considers the discussion to be adequate the Chair shall call the question. 198. Once a motion is carried it becomes a motion of Council and shall be supported by all of Council. 199. Once a motion has been carried, the motion shall be added to the “Action List” in the meeting

manager program, unless an exemption exists.

MOTION TO MOVE “IN CAMERA”

200. “In Camera” is deemed to mean in private and not open to the public.

201. A Council Member may make a motion to move “In Camera” which shall: a) Be in accordance with the Freedom of Information and Protection of Privacy Act and

Municipal Government Act; b) Include the title or subject of the item to be discussed; and c) Include the reason for the “In Camera” Meeting.

MOTIONS OUT OF ORDER 202.162. It is the duty of the Chair to determine what motions or amendments to motions are in

order, subject to challenge by a Council Member, and to decline to put to a vote a motion deemed to be Out of Order.

203.163. The Chair shall advise the Council Members that a motion is Out of Order and shall cite

the application rule or authority without further comment. 204.164. The Chair may refuse to accept a motion to refer, which has the effect of defeating the

motion being referred, e.g. time constraints. 205.165. The following motions are Out of Order:

a) A motion, similar to a motion voted on in the previous one (1) year; b) A motion contrary to law, bylaw, policy or a previous motion; c) A motion similar to an item which has been defeated, tabled, or referred; or d) A motion which is out of the scope of Council business.

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MOTION TO RECESS 206. A Motion to Recess may be made at any time and shall include a time to reconvene.

207. A Motion to Recess shall not be debated.

208. A Motion to Recess may be amended only as to the time to reconvene.

209. A Motion to Recess shall not be made during debate.

MOTION TO RESCIND

210.166. A Motion to Rescind a previous motion may be accepted by the Chair and, if passed by a majority vote of the Members of Council present, the previous motion referred to would be declared null and void.

211.167. No Motion to Rescind may be made when a vote has caused an irrevocable action.

MOTION TO RECONSIDER

212.168. A Motion to Reconsider a motion that has already been voted on: a) Shall be made by a Council Member who voted on the prevailing side of

the motion in question; b) Shall be made the same day the vote was taken on the motion in

question, or added as a Notice of Motion at the next Meeting; c) Is debatable; d) May be postponed to a definite time; and e) Shall be decided by a two-thirds vote.

SPLITTING MOTIONS 213.169. When a motion under consideration contains a number of distinct propositions, each

proposition shall, if a Council Member moves, be voted upon separately.

MOTIONS PREVIOUSLY CONSIDERED 214.170. Once Council has dealt with any matter, a motion that would have a similar result may not

be made.

MOTION TO REFER 215. Any Council Member may move to refer any main motion, and any pending amendments to

Administration.

216. A Council Member that makes a Motion to Refer shall include the following: a) The reason and/or terms for the motion to be referred; b) Who it is being referred to; and


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c) Date and/or time in which the matter is to return to a Meeting.

MOTION TO TABLE 217. A motion may be tabled to enable Council to deal with other urgent or emergent issues. This

requires majority vote.

218. A Motion to Table shall be brought back by way of motion To Take from the Table during the same Meeting by majority vote.

219. A Motion to Table shall include the following in the motion: a) The time during the present Meeting to which the matter shall be taken from the

table; b) A Motion to Table is only debatable as to the time; and c) A Motion to Table takes precedence over the related matter to be tabled.

TAKE A MOTION FROM THE TABLE 220. A tabled matter is brought back with all of the motions or amendments related to it, exactly as it

was when laid on the table.

221. A motion to Take from the Table: a) May be made provided no other matter is on the floor; b) Is not debatable or amendable; c) Requires majority vote; d) If defeated, may only be made again after other business has intervened; and e) If defeated for the purpose of further information required, a Motion to Refer to a

future date can be considered.

AMENDMENTS TO MOTIONS 222. No amendments shall be made to the following motions:

a) Motion to Refer (except as to date and time); b) Motion to Table (except as to time); c) Motion to adjourn; d) First and third reading of a Bylaw or authorization for third reading; e) Motion to Recess (except as to time); or f) Motion to suspend a Section of this Bylaw.

223. Council may not move an amendment which:

a) Does not relate to the subject matter of the main motion; b) Is contrary to the main motion; or c) Is negative to the main motion.

224. Only one amendment to the main motion and only one amendment to that amendment shall be

allowed. 225. A Council Member who makes the original motion may not amend the motion. 226. A main motion shall not be debated until all amendments to it have been put to vote.

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227. When all amendments have been voted on, the main motion shall be put to a vote incorporating

all amendments adopted. 228. An amendment to the amendment shall be voted on before the amendment. 229. An amendment to the amendment shall be relevant to the amendment and the main motion. 230. A “Friendly Amendment” means a change that does not affect the substance of a motion and

clarifies the motions intent.

WITHDRAWING A MOTION 231. The mover may request to withdraw his motion if the vote has not yet been taken. The Chair shall

ask if there is any objection to the withdrawal of the motion. If there is none, the motion is deemed withdrawn. If a Council Member voices an objection, the Chair shall put the matter to a vote. Majority vote shall permit withdrawal of the motion.

DEBATE ON MOTIONS 232. Except as provided elsewhere in this Bylaw, the following motions are debatable:

a) A motion for adoption or further consideration of a report; b) A motion for amendment to an amendable motion; c) A motion for second reading of a Bylaw; d) A motion for appointment or dissolution of a Committee; e) A motion to refer; or f) Other motions made as part of routine proceedings and required for:

(i) Maintenance of Authority; (ii) Appointment or conduct of Council;

(iii) Management of County Council business; (iv) Arrangement of proceedings; (v) Correctness of records; or

(vi) Corrections to dates and times of Council Meetings. 233.171. The Chair shall determine the speaking order when two or more Council Members want

to speak.

234.172. Council Members shall address the Chair when speaking. 235.173. Each Council Member shall be given an opportunity to speak to a motion before it is put

to a vote, unless a motion is passed to end debate.

236. The Chair shall leave the Chair to participate in the debate, unless debate from the Chair is expressly permitted by this Bylaw.

237.174. Council Members, who have the floor to speak by the Chair, may not be interrupted by other Council Members except for:

a) Point of Privilege; b) Point of Information; c) Point of Order

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d) Point of Procedure; or e) Council Member has a Challenge to the Chair.

238.175. No Council Member may speak twice on a motion except when:

a) A Council Member feels they have been misquoted or misunderstood, after receiving permission from the Chair to speak, may explain without debate or introduction of new matter;

b) A Council Member made the main motion, may move to close debate, after all of Council has had the opportunity to speak once;

c) To have the motion read back by the Chair or Recording Secretary; d) To request a recorded vote; or e) Introduces new information that relates directly to the subject matter.

239.176. No Council Member may speak more than three (3) minutes on each of the main motion,

debate or amendments. 240.177. When the vote has been called on a motion, there shall be no further debate on the

motion, except to repeat aloud the motion on the floor.

MOTION TO END DEBATE 241.178. When a Motion to End Debate and take the vote is presented, it shall be put to a vote

without debate and, if carried by a two-thirds vote of Council Members present, the motion and any amendments thereto shall be submitted to a vote immediately without further debate.

NOTICE OF MOTION 242. A Notice of Motion is when a Council Member makes a motion to introduce a new matter for

consideration by Council. 243. A Notice of Motion shall be submitted to Legislative Services or the Chair in writing to be added to

the next Meeting agenda. 244. A Notice of Motion shall give sufficient detail so that the subject of the motion and any proposed

action can be determined. 245. A Notice of Motion shall be given without discussion on the matter until such time as it is brought

forward for discussion on a Council agenda. Any written copies distributed may include explanatory paragraphs.

246. A Notice of Motion shall not contain urgent or emergent business.

179. A notice of motion may be given at any Council Meeting, but may not be dealt with at that meeting.

180. A notice of motion shall be given verbally and in writing to all members of council present. A copy of such notice of motion shall be given to the CAO upon adjournment of the meeting at which the notice is given.

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181. Every notice of motion shall precisely specify the entire content of the motion to be considered, and shall be on the agenda for the next regular meeting of Council unless otherwise specified.

MOTION TO POSTPONE INDEFINITELY 247. A motion to Postpone Indefinitely is debatable and debate may deal with the merits of the motion

being postponed.

248. A motion to Postponed Indefinitely may only be brought back after: a) More than one (1) year from the date of the postponement; b) A general election; or c) A special resolution is passed allowing it to be brought back by two-thirds vote.

MOTION TO POSTPONE TO A DEFINITE TIME

249. A Motion to Postpone to a Definite Time shall include a date and time.

250. A Motion to Postpone to a Definite Time may be made at any time during debate. 251. A Motion to Postpone to a Definite Time is only debatable as to advisability of the postponement

and is amendable only as to the date and time specified.

MOTION TO ADJOURN INCLUDED IN MEETING PROCEDURES SECTION

252. Adjournment is made by motion of Council.

253. A Motion to Adjourn is not debatable or amendable.

254. A Motion to Adjourn a Meeting requires a majority vote.

255. A Council Member may move a Motion to Adjourn except when: a) Another Council Member has the floor; or b) A motion is on the floor for debate and vote.

MOTIONS DISALLOWED 256. If a motion is contrary to the rules and privileges of Council in accordance with the Municipal

Government Act or any other prevailing legislation, the Chair shall refuse to accept it and shall cite the rule or authority applicable without other comment.

URGENT OR EMERGENT BUSINESS 257. A Council Member may move to discuss a matter of urgent or emergent business without prior

notice. A motion to bring urgent business before a Council Meeting is subject to the following conditions:

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a) The matter proposed for discussion shall be a genuine urgent or emergent matter as defined in this Bylaw;

b) The Reeve or the CAO has determined the matter is urgent or emergent; c) The matter shall not involve discussion of a matter which has been discussed

previously in the same Meeting; and d) The matter shall be added as an amendment to the agenda or an addendum before

the agenda is adopted.

VOTING ON MOTIONS 258. Unless otherwise specified in this Bylaw, a motion shall be carried when a majority of Council

Members present at a Meeting vote in favour of the motion. 259. A Council Member has only one vote for each time a vote is held at a Meeting at which the Council

Member is present. 260.182. Voting shall be done by electronic or computerized voting technology. In the absence of

an electronic or computerized voting technology, a vote may be done by raise of hands. 261. In the absence of an electronic or computerized voting technology, a vote may be done by raise of hands. 262.183. A Council Member attending a Meeting shall vote on a matter put to a vote at the

Meeting and do so from his/her chair.Every member of Council attending a Council meeting must vote on a matter put to vote at the meeting unless the Councillor is required or permitted to abstain from voting.

263. A Council Member shall not vote on a motion if absent from the Meeting or has declared

pecuniary interest. when: a) The vote is called; or

b)a) The decision is made to take a recorded vote. 264.184. The Chair and Recording Secretary shall ensure that each abstention and the reasons for

the abstention are recorded in the minutes of the Meeting.

265.185. A motion shall be considered lost when it: a) Does not receive the required number of votes; or b) Receives a tie vote.

266.186. A Council Member may request a recorded vote. 267.187. During a recorded vote the Chair shall ask each Council Member individually to vote “in

favour” or “opposed” on the motion on the floor and shall be recorded by the Recording Secretary.

268. When a matter contains two (2) or more recommendations, the Chair or a Council Member may

request, prior to the vote being called, that each recommendation be voted on separately. See Section 213 of this Bylaw.



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269. If a Council Member is absent for the whole of a Public Hearing, they shall not be entitled to vote on the matter and shall leave the Meeting before the vote is taken.

270.188. No Council Member shall leave the Meeting after the question is put to a vote until the

vote is taken. 271.189. The Chair of the Meeting shall declare the result of the vote. 272.190. Once a vote is carried, this is the decision of Council and shall be supported by all Council

Members.When a question is carried, all Councillors shall support the decision as a decision of Council regardless of whether or not the Councillor agrees with the decision as an individual Councillor.

PART NINE

PUBLIC HEARINGS

191. A motion to go into Public Hearing is required before the subject matter is discussed.

192. In accordance with the Municipal Government Act, a Public Hearing: a) Shall hear any person, group of persons, or person representing them,

who claims to be affected by the proposed Bylaw or resolution and who has complied with the procedures outlined by the Council; and

b) May hear any other person who whishes to make representations and whom the Council agrees to hear.

273.193. The public or a representative may address Council on a planning matter or other matter directed by Council to be considered at a Public Hearing on an agenda subject to:

a) A fifteen (15) minutes time limit to present including both Administration and delegate;

b) Presentation is in a respectful manner and in accordance with this Bylaw; c) An individual may only speak once to an item; and d) Discussion shall only be regarding matter identified on the agenda.

194. The Order of Business for each item of a Public Hearing shall be:




274.195. Council Members shall not debate an issue with any speaker, but each Member of Council

may ask questions for clarification of each speaker. All questions shall be directed through the Chair.

275.196. Council may accept a written submission in lieu of a verbal presentation as long as the document is signed, dated and shows the legal land address of the person making the submission.

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276.197. Individuals addressing Council shall state their name clearly in English and who they

represent, if anyone, and provide the Recording Secretary with the correct spelling of their name. 277.198. Individuals addressing Council may, with consent of the Chair, provide presentation

material to Council to be included in the Corporate Records for the Public Hearing.

278. At the discretion of Planning and Development Department; no late submissions to the County of Grande Prairie offices from the public are accepted, unless the individual or group addresses Council at the Public Hearing. Any late submissions to the County of Grande Prairie shall be accepted and marked as such.

279. In accordance with the Municipal Government Act, a Public Hearing:

a) Shall hear any person, group of persons, or person representing them, who claims to be affected by the proposed Bylaw or resolution and who has complied with the procedures outline by the Council; and

b) May hear any other person who wishes to make representations and whom the Council agrees to hear.

280.199. Individuals of the public at a Public Hearing of Council shall conduct themselves in

accordance with Section 99 67 of this Bylaw. 281. Council shall ask questions of clarification only once, unless authorized by the Chair.

282.200. The Order of Business for each item of a Public Hearing shall be: a) Presentations from Administration and questions of clarification; b) Public Hearing presentations by:



283. Applicant or delegation shall speak from the delegation table and those wanting to speak from the

gallery shall speak from the podium when permitted by the Chair. 284.201. A Council Member who is absent from the whole of a Public Hearing, is not entitled to

vote on the matter and shall leave the Meeting before the vote is taken. 285. A motion to go into Public Hearing is required before the subject matter is discussed. 202. When all persons who want to speak to an issue have been given their opportunity to speak, the

Chair shall declare the Public Hearing closed. Once a Public Hearing is closed, it cannot be re-opened. Council may hold a second Public Hearing on the same subject; however, it is subject to the same requirements of advertising and rules for speaking as the initial Public Hearing and in accordance with the Municipal Government Act. Council may:

a) close the Public Hearing by motion, with that time to be noted in the Minutes; or


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b) recess the Public Hearing by motion if appropriate, to a specified date, noting the date and time for continuation of the Public Hearing in the Minutes.

286. 287. A motion to come out of Public Hearing is required before a motion on the subject matter is put

on the floor. Once the Public Hearing is closed, Council may decide on the subject matter.

203. Council may hold a second Public Hearing on the same subject; however, it is subject to the same requirements of advertising and rules for speaking as the initial Public Hearing and in accordance with the Municipal Government Act.

PART TEN

BYLAWS 288. When a Bylaw is presented to Council for consideration, the Manager of Legislative Services shall

ensure that the number and the title of the Bylaw are added to the agenda and that the Bylaw in its entirety is attached to the agenda topic.

READINGS OF BYLAW 289. Every proposed Bylaw shall have three (3) separate and distinct readings. Only the title or

identifying number shall be read at each reading. 290. A proposed Bylaw shall be introduced to Council by a motion of first reading and read a first time.

The following applies at first reading: a) Council may hear an introduction of the proposed Bylaw from Administration; b) Council shall vote on the motion for first reading of a Bylaw without amendment or

debate; and c) After first reading, a Council Member may ask a question concerning the Bylaw.

291. A Bylaw shall be introduced for second reading by a motion that the Bylaw be read a second time.

The following applies at second reading: a) Council may debate the substance of the Bylaw; b) Council may propose and consider amendments to the Bylaw by motion; c) A Council Member may request all or a portion of the Bylaw to be read; and d) Council may refer by motion the Bylaw to Administration for further information,

prior to second reading. 292. A Bylaw shall not be given more than two (2) readings at one (1) Meeting, unless Council present

unanimously agree to a motion authorizing the consent for third reading. 293. A Bylaw shall be introduced for third reading by a motion that the Bylaw be read a third and final

time. Council shall vote on the motion without amendment or debate. 294. If a reading of a proposed Bylaw fails, the previous reading(s) are rescinded and the proposed

Bylaw is deemed to be abandoned.



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295. Subject to the Land Use Bylaw, failure of a reading of a proposed Bylaw will not prevent the

introduction of another proposed Bylaw with similar terms and effect. 296. In accordance with the Municipal Government Act, if a Bylaw does not receive third reading within

two (2) years from the date of the first reading, the readings are deemed to have been rescinded and the Bylaw is deemed to be abandoned.

AMENDMENTS TO BYLAW 297. The Manager of Legislative Services shall be responsible for keeping a record of amendments to a

Bylaw passed by Council. 298. All amendments shall comply with Policy B19 – Passing and Rescinding of Bylaws. 299. Any amendments to the Bylaw which are carried prior to the motion for third reading being put

forward shall be considered to have been given first and second reading and shall be incorporated into the proposed Bylaw.

300. When all Amendments have been accepted or rejected, a vote on second reading of a Bylaw, as

amended, shall be called. 301. A Bylaw shall be signed by the Reeve or Deputy Reeve in the Reeve’s absence, provided the Reeve

or Deputy Reeve were in attendance at which the Bylaw was given third reading, and by the CAO or his delegate, provided the CAO or his delegate where in attendance at which the Bylaw was given third reading, and shall be impressed with the corporate seal of the County of Grande Prairie No. 1.

302. The Manager of Legislative Services may consolidate a Bylaw by incorporating all amendments to

it into one Bylaw. 303. The Manager of Legislative Services shall be responsible for keeping a record of all Bylaws,

including amendments, in the County’s Bylaw Index, and shall update the Bylaw Index after each Regular Council Meeting as required.

304. Clerical, typographical and grammatical errors in Bylaws may be corrected by the Manager of

Legislative Services and are not required to be re-read.

305. Bylaws must be retained permanently by a municipality in the original form, in a safe and secure place in accordance with the Municipal Government Act.

PART ELEVEN

SEVERABILITY 306.204. It is the intention of Council that each separate provision of this Bylaw shall be deemed

independent of all other provisions herein and it is the further intention of Council that if any provision of this Bylaw is declared invalid by a court of competent jurisdiction, then the invalid portion shall be severed and the remainder of the Bylaw is deemed valid and enforceable.

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PART TWELVE

EFFECTIVE DATE

307.205. Bylaw 2978 and amendments thereto be hereby rescinded.

308.206. This Bylaw shall come into force and effect on the third and final reading.

Read a FIRST time this ____ Day of ________________20142020.


Read a SECOND time this ____ Day of ________________20142020.


Read a THIRD and FINAL time this ____ Day of ______________20142020.


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Request for Decision Report Title – Presenter, Position Item 9.1 Request for Tax Relief – Dawn Sauvé, Director of Corporate Services Supported By: Megan Beson, Acting Manager of Legislative Services Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business

Executive Summary A County rate payer is requesting that there be a relaxation of penalties for late payments. The outstanding 2019 tax penalties as of March 2020 is $7,659.33. Background / Proposal From time to time Council receives requests for tax and/or interest relief and each are dealt with on an individual basis. The Municipal Government Act s.347(1) states: If a Council considers it equitable to do so, it may, generally or with respect to a particular taxable property or business or a class of taxable property or business do one or more of the following, with or without condition:

(a) Cancel or reduce tax arrears; (b) Cancel or refund all or part of a tax; (c) Defer the collection of a tax.

Options & Benefits Option 1: That Council take no action on the request for tax relief from Firenze Energy. Option 2: That Council provide tax penalty relief in a specific amount to Firenze Engergy. Option 3: That Council provide tax penalty relief in the full amount of $7,659.33 to Firenze Engergy. Option 4: As Council directs. Costs & Source of Funding Not applicable.

Municipal Plans

1. Strategic Plan: Not applicable. 2. Other Municipal Plans: Not applicable.

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Communication / Public Participation ☐Inform (one way communication) Goal: to provide balanced, objective information to citizens. Tools: ☐Public Notice ☐Article ☐Other ☐Consult (two way communication) Goal: To obtain feedback, listen and respond to public concerns. Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other ☐Involve (involve the public to ensure their concerns and aspirations are considered in decision) Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other ☒Not Applicable Administrative Recommended Action Option 4: As Council directs.

Attachments

1. Firenze Energy Request for Tax Relief – Confidential under S.16 of the Freedom of Information and Protection of Privacy Act



102

Request for Decision Report Title – Presenter, Position Item 9.2 Lands Addition to Horse Lake First Nations Reserve – Letter from Indigenous Services Canada, Joulia Whittleton, Chief Administrative Officer Supported By: NA Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business Executive Summary The County is being asked to provide input regarding the Horse Lake Reserve No. 152B’s proposal for Addition to Reserve in the amount of 1,783.42 acres, located within the County of Grande Prairie. Background / Proposal Horse Lake Fist Nations is in the Treaty 8 that was signed at Lesser Slave Lake in 1899. The Treaty 8 covers portions of northern Alberta, British Columbia, Saskatchewan and part of the Northwest Territories. It includes 24 Alberta First Nations.

The County received a letter from Indigenous Services Canada regarding the Horse Lake First Nation’s proposal for additional land for their reserve. The letter states, “This addition to Reserve is part of a Specific Claim Settlement Agreement and Legal Obligation, dated November 23, 2000.” Based on Alberta Government facts sheet, “Specific claims arise when the federal government has breached obligations under the Indian Act involving administration to Indian funds of dispositions of Indian land.” Some additional information provided by David Gilbert of Indigenous Services Canada:

• The province waived the 20-year requirement to choose 11,800 acres • This is the first Addition to Reserve application arising from 2000 settlement • It could take 3 to 5 years for complete the transfer • Tasks to be yet completed: surveying, environmental site assessments, remediation (if necessary),

addressing third party interests • Roads infrastructure – sometimes included in the transfer at a request of a FN, sometimes left with

AB Transportation or municipality The County identified the following assessments for the lands in question:

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Note: based on the County’s records, the lands identified in the letter amount to 1,938.06 acres. Options & Benefits Administration’s request to Council is to provide comments as Council desires so a response could be drafted, and three options are being presented. Based on a conversation during the last meeting with Chief Ramona Horseman and Azar Kamran, Chief Executive Officer, the roads ownership and maintenance responsibility should be discussed in the future as the County currently maintains some roads in the vicinity of the proposed Addition to Reserve, and approximately 3 miles of the existing County road is within or adjacent to the land base proposed for the transfer. Option 1: That Council send a letter to Indigenous Services Canada in support of the Horse Lake First Nations proposal for Addition to Reserve in the amount of 1,783.42 acres as per the January 30, 2020 letter. Option 2: That Council send a letter to Indigenous Services Canada in support of the Horse Lake First Nations proposal for Addition to Reserve in the amount of 1,783.42 acres as per the January 30, 2020 letter with the following comments:

a) Stating the County’s commitment to continue working with Horse Lake First Nations towards mutually beneficial community initiatives;

b) Requesting to negotiate and be compensated for loss of property taxes ($4,638/year) for X years; c) Requesting clarity regarding the roads ownership and maintenance responsibilities.

Option 3: As Council directs.

ROLL NUMBERLEGAL LAND LOCATION ASSESSMENT TAX BREAKDOWN ACRES Municipal Taxes

936100 NW-5-74-11-6 $157,510.00FARM = 17, 080 RESIDENTAL = 140,430 156.87 $727.20

936900 SW-6-74-11-6 $113,550.00

(FARM = 18,380) - (RAP = 56,250) - (RESIDENTIAL = 95,340) 160 $552.49

936800 SE-6-74-11-6 $1,780.00 FARM = 1, 780 160 $15.42

936400 SW-5-74-11-6 $125,030.00FARM = 11, 790 RESIDENTIAL = 125, 030 110.7 $570.25

1029900 NW-36-73-12-6 $5,240.00 FARM = 5,240 92.6 $45.40931000 NW-31-73-11-6 $14,300.00 FARM = 14, 300 160 $123.91

931200 SW-31-73-11-6 $127,610.00

(FARM = 10,020) - (RAP = 9,310) - (RESIDENTIAL = 117,370) 160 $571.82

931100 SE-31-73-11-6 $3,310.00 FARM = 3,310 160 $28.68930400 NW-30-73-11-6 $17,530.00 FARM = 17,530 158.04 $151.90

930300 NE-30-73-11-6 $72,030.00FARM = 10,930 RESIDENTIAL = 61,100 160 $346.72

930700 SW-30-73-11-6 $189,900.00 RESIDENTIAL = 189,900 127.8 $753.38930800 SW-30-73-11-6 $73,270.00 RESIDENTIAL = 73,270 20.12 $302.20930500 SE-30-73-11-6 $12,770.00 FARM = 12,770 130 $110.65

930600 SE-30-73-11-6 $62,790.00FARM = 1,690 RESIDENTIAL = 61,100 28.77 $266.65

924800 NE-19-73-11-6 $8,230.00 FARM = 8,230 153.16 $71.31

TOTAL 1938.06 $4,637.98

**THEY SAY 1783.42 ACRES TO RESERVE**

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Costs & Source of Funding Based on the assessments and 2019 tax rate the annual property tax loss is estimated at $4,638. Once the lands are transferred, the County will lose this municipal tax revenue unless compensation is requested. Municipal Plans

1. Strategic Plan: N/A 2. Other Municipal Plans: N/A

Communication / Public Participation ☐Inform (one-way communication) Goal: to provide balanced, objective information to citizens. Tools: ☐Public Notice ☐Article ☐Other ☐Consult (two-way communication) Goal: To obtain feedback, listen and respond to public concerns. Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other ☐Involve (involve the public to ensure their concerns and aspirations are considered in decision) Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other ☒Not Applicable Administrative Recommended Action Option 2: That Council send a letter to Indigenous Services Canada in support of the Horse Lake First Nations proposal for Addition to Reserve in the amount of 1,783.42 acres as per January 30, 2020 letter with the following comments:

a) Stating the County’s commitment to continue working with Horse Lake First Nations towards mutually beneficial community initiatives;

b) Requesting to negotiate and be compensated for loss of property taxes ($4,638/year) for X years; c) Requesting clarity regarding the roads ownership and maintenance responsibilities.

Attachments

1. Letter from Indigenous Services Canada 2. Horse Lake First Nations Profile 3. PW Roads Map – Land Transfer 4. Map of land ownership by Horse Lake First Nations and their affiliate companies as

previously communicated by Horse Lake FN 5. 2001 article regarding Horse Lake First Nations settlement by Aboriginal Multi-Media

Society 6. Alberta Facts About Land Claims


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Indigenous Services Services aux AutochtonesCanada Canada

JAN 30 2U?O

Linda Dianne WaddyCouncilor, Division 7County of Grande Prairie No. IBox 98HYTHE AB TOH2CO

Dear Councilor Waddy:

Your file - Votre référence

Our file - Notre référence

We are pleased to inform you that Indigenous Services Canada has received anAddition to Reserve proposal from the Horse Lake First Nation to add lands to HorseLake Reserve No. 152B.

The 1783.42 acres of land selected for Addition to Reserve are rural selections, FeeSimple lands owned by the Horse Lake First Nation, and located within the County ofGrande Prairie No. 1. This Addition to Reserve is part of a Specific Claim SettlementAgreement and Legal Obligation, dated November 23, 2000. The proposed use of theland is for the purposes of Economic Development, Residential Development,Agricultural Use, and Industrial Development. Legal descriptions of the lands beingadded are attached in Annex A and map of lands being added are attached in Annex B.

Additions to Reserve are an important way for all levels of government to advancereconciliation and renew their relationship with Indigenous Peoples through recognitionof rights, respect, cooperation, and partnership. Expanding reserve land base is also animportant mechanism by which First Nations can foster community and economicdevelopment.

As part of the Additions to Reserve process, local governments are provided theopportunity to provide feedback and comments to Canada. If your Government wouldlike to provide any additional input on Horse Lake First Nation's Addition to Reserveproposal please do so by April 30, 2020.

.12

Canaa107

Should you have any questions or wish to receive further information, please contactHorse Lake First Nation directly, or contact Dave Gilbert, Senior Additions to ReserveOfficer, Lands and Economic Development, by phone at (780) 246-2358, or by email atdavid .qilbertc1canada .ca.

Sincerely,

Jamie BrownRegional Director GeneralIndigenous Services CanadaRegional Operations, Alberta Region630 Canada Place, 9700 Jasper AvenueEDMONTON AB T5J 4G2

c.c.: Chief and Council, Horse Lake First NationCaroline O'Driscoll, Legal Counsel, O'Driscoll & Company

End.

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6RXUFH��,QGLDQ�5HJLVWHU��6HSWHPEHU�� 7KH�,QGLDQ�5HJLVWHU�LV�WKH�RIILFLDO�UHFRUG�LGHQWLI\LQJ�DOO�6WDWXV,QGLDQV�LQ�&DQDGD�DQG�LV�PDLQWDLQHG�E\�,QGLJHQRXV�DQG�1RUWKHUQ�$IIDLUV�&DQDGD��,1$&�

109

Annex B - Map of Lands Being Added

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Annex A - Legal Land Descriptions

1. NW 5-74-11-6 - northwest quarter of section 5, township 74, range 6thMeridian;

2. SW 6-74-1 1-6 - southwest quarter of section 6, township 74, range 6thMeridian;

3. SE 6-74-11-6 - southeast quarter of section 6, township 74, range 6Meridian;

4. SW 5-74-1 1-W6 - all that portion of the southwest quarter of section 5, township74, range 11, west of the 6th Meridian;

5. NW 36-73-1 2-W6 - all that portion of the northwest quarter of section 36,township 73, range 12, west of the 6th Meridian;

6. NW 31-73-11-6 - northwest quarter of section 31, township 73, range 5thMeridian;

7. SW 31-73-11-6 - southwest quarter of section 31, township 73, range 6thMeridian;

8. SE 31-73-11-6 - southeast quarter of section 31, township 73, rangeMeridian;

9. NW 30-73-11-6 - northwest quarter of section 30, township 73, range 6hMeridian;

10. NE 30-73-11-6 - northeast quarter of section 30, township 73, range 6thMeridian;

11.SW 30-73-11 -W6 - southwest quarter of section 30, township 73, range 11, westof the 6th Meridian;

12. SW 30-73-11 -W6 - all that portion of the southwest quarter of section 30,township 73, range 11, west of the 6th Meridian;

13. SE 30-73-1 1-W6 - southeast quarter of section 30, township 73, range 11, westof the 6th Meridian;

14. SE 30-73-11 -W6 - southerly 495 feet in perpendicular width throughout of thesoutheast quarter of section 30, township 73, range 11, west of the 6th Meridian,and;

15. NE 19-73-11-6 - northeast quarter of section 19, township 73, range 6thMeridian.

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74-11-W6

73-11-W673-12-W6

74-12-W6

TWP RD734A

TWP RD 735

RGE R

D11

5A

RGE

RD 12

1TWP RD 740

RGE

RD 12

0

HWY 43RG

E RD

121A

RGE

RD 12

2

TWP RD 734

HWY 672

RGE R

D 11

5

NE-19-73-11-6

NE-30-73-11-6NW-30-73-11-6

SE-30-73-11-6SW-30-73-11-6

NW-31-73-11-6

SE-31-73-11-6SW-31-73-11-6

NW-5-74-11-6

SW-5-74-11-6SE-6-74-11-6SW-6-74-11-6

NW-36-73-12-6

6

14

24

13

26 30

1

18

5

20

2

32

29

36

19

35 31

17

OPossible Road Annexation Non-Paved (County GP to Horse Lake Reserve)

Possible Road Annexation Paved (County GP to Horse Lake Reserve)

County GP Maintained Road without Agreement

Land Addition

Horse Lake Reserve

County Public Works Department

Horse Lake Reserve Land Addition

The County of Grande Pra irie makes no representations or warranties regarding the in formation contained in this document, including, without limitation, whether said information is accurate or complete. Persons using this document do so sole ly a t thei r own risk, and the County of Grande Pra irie shall have no liab ility to such persons for any loss or damage whatsoever. GIS data may include inaccuracies or typographical er rors.The information is provided without warranty or condi tion of any kind. Furthermore, this mapping data is for information purposes only and is not intended to act as legal record. Th is data is not to be used beyond that o f general in formation. This docum ent may not be copied or d istributed to any other person without the express written consent o f the County of Grande Prairie .

NOT RESPONSIBLE FOR ERRORS OR OMISSIONS.10001 84 Avenue, Clairmont, AB. T8X 5B2Phone: 780-532-9722 email: [email protected]

Author: Public Works

Date: 10-March-2020

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113

Article Origin

Alberta Sweetgrass

Author

Sweetgrass Staff

Volume

8

Issue

5

Year

2001

Page 2

Three quarters of a century of wrangling with the federal government about reserve land entitlement may be over and done with for the Horse Lake First Nation.

On March 19, Chief Robert Horseman and federal Minister of Indian Affairs and Northern Development signed an agreement that settles a specific claim arising out of an illegal 1928 land surrender by the band's predecessors, the Beaver Indians of Dunvegan.

The agreement that was ratified in Horse Lake on Jan. 27 includes a one-time cash settlement to the First Nation of $125,315,000. Eighty-two per cent of 145 band members who cast ballots at the reserve near Hythe supported the deal.

"It will mean a lot," said the chief. "It will mean a lot of jobs-there will be spin-offs, and even right now with the management board we set up . . . there will be two full-time positions. Add a couple more people to run the office and right away there are three or four full-time positions created, he added.

Seventy per cent of the cash portion of the settlement is based on the Kiskatinaw natural gas deposits under the nation's former land near Fairview, which makes this settlement unique among prairie specific claim settlements.

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The compensation is based on the current, unimproved value of the land surrendered and the estimated revenue the band would have gained from development of the natural gas under it.

The money will be managed by the elected investment management board that operates at arms-length from the band administration, Chief Horseman said.

In addition to cash, Horse Lake First Nation can replace the land it lost through surrender of reserves 152 (all but 320 acres) and 152A. The band has 20 years to choose 11,800.

Horse Lake, with a population of about 360 (60 per cent of them living on reserve), has about 8,000 acres in reserve land now, the chief said. About 35 to 40 members work in the band office and the health centre. They've also got a band-owned farm company that employs two people full-time and some part time. They also employ members seasonally on logging contracts and right-of-way clearing. Some members work in the oil and gas industry.

Horseman said "about 55 to 60 percent (of their current land base) is used for agriculture."

According to the terms of the settlement, they will acquire title to their new lands on a willing buyer/willing seller basis and third-party interests will be protected.

"We'd like to get closer to a major centre; i.e., Grande Prairie, for more economic benefits" said Chief Horseman. They are about a 45-minute drive away from Grande Prairie now.

The chief said they submitted their initial claim in 1991 and it was turned down. They resubmitted it and it was accepted in 1994.

"Basically it took six years to negotiate that agreement itself; it took four just to get them to recognize it."

"This settlement honors Canada's lawful obligation to Horse Lake First Nation in a manner that will strengthen the social and economic well-being of this community," said Minister Nault.

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Aboriginal Multi-Media Society13245 - 146 StreetEdmonton, Alberta, Canada T5L 4S8Ph. (780) 455-2700 / Fax: (780) 455-7639E. [email protected]

© 2020 Aboriginal Multi-Media Society (AMMSA) / Developed by Alberni Online

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LAND CLAIMS

Land claims are grievances brought by First Nations peopleagainst the Crown due to unfulfilled treaty obligations or breachof responsibility regarding Indian interests in land. In suchcases, the First Nation may be legally entitled to land and/orfinancial compensation.

¯ The resolution of land claims is primarily a federalresponsibility. The Government of Canada reserved land andmineral rights for First Nations as a result of treaties signedin the 1800s.

¯ First Nations in Alberta that signed Treaty 6 (1876), Treaty7 (1877) and Treaty 8 (1899) surrendered their lands tothe federal government in exchange for certain benefits,including the provision of reserve lands.

¯ While land claims are a federal responsibility, Alberta hasa constitutional obligation under the Natural ResourcesTransfer Agreement (Constitution Act, 1930) to transfer backto Canada unoccupied Crown lands necessary to allowCanada to settle claims with First Nations.

¯ Since 1986, Alberta has been successful in settling 13 treatyland entitlement claims. Four TLE claims remain outstandingin Alberta: Lubicon Lake Band, and Beaver, Sunchild, andFort McMurray First Nations.

¯ The settlement of land claims provides enhanced certaintyfor the parties involved and for industry with respect toresource development.

LAND CLAIM CATEGORIES:

Specific claimsArise when the federal government has breached obligationsunder the Indian Act involving administration of Indian funds ordisposition of Indian land.

Aboriginal or "comprehensive" claimsArise when First Nations people continue to use or occupytraditional lands where the Indian title has not beenextinguished either through treaty or legislation.

Treaty land entitlement (TLE) claimsArise when a First Nation did not receive all of the land to whichit was entitled under the terms of the treaty.

May 2011

Freedom To Create. Spirit To Achieve.

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BIGSTONE TREATY LAND ENTITLEMENT

In 2010, Canada, Alberta and the Bigstone Cree Nation(including the communities of Peerless Lake, Trout Lake,Chipewyan Lake and Calling Lake) finalized the largest treatyland entitlement claim in Alberta.

The Bigstone Cree Nation was an original signatory to Treaty 8in 1899. The federal government set aside reserve land basedon population surveys. In 1981 Bigstone asserted a claim citingthat insufficient land was provided based on the surveys of1913 and 1937.

Alberta has been involved in the Bigstone negotiations since1998 when the claim was accepted by Canada for negotiation.The parties reached an Agreement in Principle in 2007 and finalagreement in 2010.

The end result is two agreements: one between Canada andBigstone, and one between Canada and Alberta. Under theterms of the agreements:

¯ New reserves totaling 140,000 acres will be set aside forBigstone (including Chipewyan Lake and Calling Lake) andfor a new First Nation composed of the Peerless Lake andTrout Lake communities.

¯ Alberta will provide $28 million and a commitment toconstruct two new elementary schools in Peerless Lake andTrout Lake.

¯ Canada will contribute $220 million which includes fundsfor catch-up infrastructure, in addition to a commitment toconstruct a new high school and health centre for the newPeerless Trout First Nation.

This agreement helps better position Bigstone and thenew Peerless Trout First Nation to create new businessopportunities, build a skilled workforce, and partner withresource developers for greater economic development.

FOR MORE INFORMATION

Contact the Ministry of Aboriginal Relations:Phone 780-427-8407To call toll-free in Alberta, dial 310-0000 then the number.www.aboriginal.alberta.ca

May 2011

Government of AlbertaAboriginal Relations

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Request for Decision Report Title – Presenter, Position Item 9.3 Grande Prairie Regional College Awards Proposal – Joulia Whittleton, Chief Administrative Officer Supported By: Megan Beson, Acting Manager of Legislative Services Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business Executive Summary County Council has received a request from Grande Prairie Regional College (GPRC) to consider sponsoring awards at the college. The County’s potential support is invaluable to GPRC students and their institution. The commitment opportunities to further student education are as follows:

1. Named Awards: Donor can customize the award category, criteria and select the field of study. a. Named annual awards – minimum of $1,500/year x 10 year pledge b. Named endowed awards – minimum of $25,000 commitment

2. GPRC Pooled Awards – there is no minimum to support on GPRC’s pooled awards. The

recognition for a contribution to a pooled award can be made in memory, or as a tribute to someone special.

GPRC will ensure any contributions are recognized appropriately. An agreement will be presented upon receipt of feedback and subsequent discussion regarding the proposal. Background / Proposal Awards provide critical financial resources for learners and attract talented students to our college. Community investment awards at GPRC provide direct support for students, freeing them to focus on their educational pursuits and removing financial barriers ensuring that learners, regardless of their financial situation, can receive a Post-Secondary Education. During the 2018-2019 academic year, GPRC disbursed over $540,000 in awards and scholarships to their students. As they move towards degree-granting status, student needs increase for financial support in the form of awards, scholarships and bursaries. GPRC’s goal is to exceed last year’s support and provide students the help they need to focus on their studies and relieve the financial burden of post-secondary education. Options & Benefits Option 1: That Council provide support in the amount of $1,500 per year for 10 years to the Grande Prairie Regional College for a named annual award with funding to come from the Community Assistance Grant. Option 2: That Council provide support in the amount of $25,000 to the Grande Prairie Regional College for a named endowed award with funding to come from the Community Assistance Grant.

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This option would deplete almost half of the available funds in this line. Option 3: That Council provide an amount specified by Council to the Grande Prairie Regional College to the GPRC pooled awards with the funding to come from the Community Assistance Grant. Option 4: As Council directs. Costs & Source of Funding The cost varies based on the options presented above. The funding could come from the Community Assistance Grant line which has a current balance of $57,940. Municipal Plans


Communication / Public Participation ☐Inform (one way communication) Goal: to provide balanced, objective information to citizens. Tools: ☐Public Notice ☐Article ☐Other ☐Consult (two way communication) Goal: To obtain feedback, listen and respond to public concerns. Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other ☐Involve (involve the public to ensure their concerns and aspirations are considered in decision) Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other ☒Not Applicable Administrative Recommended Action As Council directs.

Attachments Not applicable.


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Request for Decision Report Title – Presenter, Position Item 9.4 Equipment Transfer from Fire to Public Works – Dale Van Volkingburgh, Director of Public Works Supported By: Clint Diederich – Operations Manager, Public Works Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business Executive Summary Public Works is requesting to transfer the recently retired fire tender 2317 from the Fire Department to the Public Works Department in place of Public Works Water truck 2141. The fire tender 2317 has approximately 35,000 kms with 1250 hours on the engine and after checking the unit over Public Works is requesting to keep this unit for the next 3 years. Public Works would liquidate Water Truck 2141, use the auction revenue to pay Fire $17,000 which is the estimated value of unit 2317. Reserve would continue to build on fire tender 2317 for an additional 3 years. Public Works would use the combined reserve funds from Water truck 2141 and remaining 3 years on fire tender 2317 to purchase the new water truck. Background / Proposal During a recent routine service on the Public Works water truck 2141 it was discovered that there was antifreeze in the oil. The unit was sent to International to check the engine. It was determined that it would cost approximately $14,000 to repair the leaks in the engine head. This unit tis 15 years old with 140,000 kms on it. There is a replacement reserve of $340,000.00 to date and has a replacement cost of $400,000.00. Water Truck 2141 was due for replacement 5 years ago but due to the low kms and lack of hours we held off the replacement of this unit. The usual replacement on this unit is either 10 years or 10,000 hours. Options & Benefits Option 1: That Council approve the transfer of Fire Tender 2317 to the Public Works department to replace water truck 2141. Fire tender 2317 would continue to build reserve under Public Works for the next 3 years until the replacement reserve is in place to purchase a new water truck for Public Works. Option 2: As per Council direction. Costs & Source of Funding The maintenance costs to take over Fire Tender 2317 would come from Public Works operation budget which is already in place. The auction revenue for water truck 2141 would go back to the Fire Department towards the reserve on Fire Tender 2317. Municipal Plans

1. Strategic Plan: Asset Management 2. Other Municipal Plans: NA

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Communication / Public Participation ☐Inform (one way communication) Goal: to provide balanced, objective information to citizens. Tools: ☐Public Notice ☐Article ☒Other ☐Consult (two way communication) Goal: To obtain feedback, listen and respond to public concerns. Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other ☐Involve (involve the public to ensure their concerns and aspirations are considered in decision) Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other ☒Not Applicable Administrative Recommended Action Option 1: That Council approve the transfer of Fire Tender 2317 to the Public Works department to replace water truck 2141. Fire tender 2317 would continue to build reserve under Public Works for the next 3 years until the replacement reserve is in place to purchase a new water truck for Public Works. Attachments N/A

☒ Approved By Director


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Request for Decision Report Title – Presenter, Position Item 9.5 Tender Award for Asphalt Concrete Pavement and Other Works for Projects CR.2004 – Dale Van Volkingburgh, Director of Public WorksSupported By: Shane Kessler, Construction Manager Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category:

New Business

Executive Summary Tenders for Asphalt Concrete Pavement and Other Works were opened on March 4, 2020 for Township Road 712 (CR.2004) project. The following bids were received:

Contractor Tender Amount Wapiti Gravel Suppliers Ltd. $2,506,578.30 Knelsen Sand & Gravel Ltd. $2,736,142.71 Central City Asphalt $3,562,397.00 Ledcor Highways $3,429,941.40

Please see attached unofficial tender results.

Background / Proposal Project Engineering recommends awarding the contract to the low bid received from Wapiti Gravel Suppliers Ltd. in the tender amount of $2,506,578.30. The estimated total cost of the contract including engineering and contingency is $2,841,654.93. Funding to come from Divisional Road Construction Reserve, a portion of MSI, and General Taxation.

Project Amount Budgeted Estimated Total Contract

Surplus / Deficit

CR.2004 $2,716,000.00 $2,841,578.30 $125,578.30

Total Deficit is $125,578.30.

Options & Benefits Option 1: That the County of Grande Prairie award the contract to the low bidder Wapiti Gravel Suppliers Ltd. in the tender amount of $2,506,578.30. The estimated total cost for the Township Road 712 project including engineering and contingency is $2,841,578.30. Funding to come from Divisional Road Construction Reserve, a portion of MSI, and General Taxation.

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Option 2: No action.

Option 3: As per Council direction.

Costs & Source of Funding Funding to come from Divisional Road Construction Reserve, a portion of MSI, and General Taxation.

Municipal Plans

1. Strategic Plan: This is part of the Strategic Priorities and Asset Management forrehabilitation and maintenance of County of Grande Prairie roads.

2. Other Municipal Plans: N/A


☐Inform (one way communication)Goal: to provide balanced, objective information to citizens.Tools: ☐Public Notice ☐Article ☐Other

☐Consult (two way communication)Goal: To obtain feedback, listen and respond to public concerns.Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other

☐Involve (involve the public to ensure their concerns and aspirations are considered indecision)Goal: to work with the public through the processTools: ☐Public Notice ☒Open House ☐Community Workshop ☐Other

☒Not Applicable

Administrative Recommended Action Option 1: That the County of Grande Prairie award the contract to the low bidder Wapiti Gravel Suppliers Ltd. in the tender amount of $2,506,578.30. The estimated total cost for the Township Road 712 project including engineering and contingency is $2,841,578.30. Funding to come from Divisional Road Construction Reserve, a portion of MSI, and General Taxation.

Attachments 1. Unofficial tender results.2. Recommendation letter for the tender award from Project

Engineering.

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PROJECT ENGINEERING

#201 10009 101 Avenue

Grande Prairie, T8V 0X9, Alberta

Phone: 1-800-539-1229

March 8, 2020

Shane Kessler

Construction Manager

County of Grande Prairie No. 1

10001, 84 Avenue

Clairmont, AB, T0H 0W0

RE: LETTER OF RECOMMENDATION FOR AWARD OF CONTRACT

Contract No. CoGPNo.1-2020-D

Township Road 712

Subgrade Preparation, Granular Base Course,

Asphalt Concrete Pavement and Other Works

Reference File: PE19139

On March 4th, 2020 Tenders were publicly opened and read aloud for the above referenced project. Four contractors chose to submit their bids: Wapiti Gravel Suppliers Ltd., Knelsen Sand & Gravel Ltd., Central City Asphalt Ltd. and Ledcor Highways Ltd.

To ensure consideration, each Tender had to be accompanied by:

- a certified cheque payable to the County of Grande Prairie No. 1 or Bid Bond in the amount often percent (10%) of the Tender Price,- a Consent of Surety,- a copy of a valid Certificate of Recognition (COR), and- a letter of account from the Workers’ Compensation Board policy (WCB).

All Tenders were submitted in accordance with the requirements.

The lowest total amount bid was $2,506,578.30 from Wapiti Gravel Suppliers Ltd.

The modified tender price (site occupancy days excluded) is $2,461,578.30.

Wapiti Gravel Suppliers Ltd. is a well-established company that offers a variety of road

construction services. The contractor has successfully completed several projects for the County

of Grande Prairie No. 1 in the past and took no exceptions to any of the bid specifications. They

have the necessary equipment and expertise to fulfill the Contract within the proposed timelines.

Project Engineering recommends the award of the Contract for performance to Wapiti Gravel

Suppliers Ltd.

Enclosed to this letter is the tender comparison showing cost of all bid items as well as the total

cost summary.

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PROJECT ENGINEERING

#201 10009 101 Avenue

Grande Prairie, T8V 0X9, Alberta

Phone: 1-800-539-1229

Schedule Contract

Modified Tender Price (Site Occupancy Days Excluded) $2,461,578.30

10% Contingency $246,157.83

Total Engineering Fees $133,918.80

Total $2,841,654.93

We shall proceed with the formal execution of the contract documents following your approval.

Thank you for the opportunity to be of service to the County of Grande Prairie. We look forward to the successful completion of this project working with you and your staff.

Respectfully Yours,

Agnieszka Pasko, P.Eng.

Civil Engineer / Project Manager

Project Engineering

Mobile: 780 978 8236

Email: [email protected]

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Request for Decision Report Title – Presenter, Position Item 9.6 Tender Award for JD Willis Subdivision ACP Overlay SD.JDW19 – Dale Van Volkingburgh, Director of Public WorksSupported By: Shane Kessler, Construction Manager Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category:

New Business

Executive Summary Tenders for JD Willis ACP Overlay were opened on March 5, 2020 (SD.JDW19). The following bids were received:

Contractor Tender Amount Knelsen Sand & Gravel Ltd. $220,361.34 Wapiti Gravel Suppliers Ltd. $238,362.37 Reco Construction 2010 Ltd. $254,340.00

Please see attached unofficial tender results.

Background / Proposal Helix Engineering Ltd. recommends awarding the contract to the low bid received from Knelsen Sand & Gravel Ltd. in the tender amount of $220,361.34. The estimated total cost of the contract including engineering and contingency is $262,642.47. Funding to come from Surface Road Rehabilitation Reserve.

Project Amount Budgeted Estimated Total Contract

Surplus / Deficit

SD.JDW19 $248,215.00 $262,642.47 $14,427.47

Total Deficit is $14,427.47

Options & Benefits Option 1: That the County of Grande Prairie award the contract to the low bidder Wapiti Gravel Suppliers Ltd. in the tender amount of $220,361.34. The estimated total cost for the JD Willis ACP Overlay project including engineering and contingency is $262,642.47. Funding to come from Surface Road Rehabilitation Reserve.

Option 2: No action.

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Option 3: As per Council direction.

Costs & Source of Funding Funding to come from Surface Road Rehabilitation Reserve.

Municipal Plans

1. Strategic Plan: This is part of the Strategic Priorities and Asset Management forrehabilitation and maintenance of County of Grande Prairie roads.

2. Other Municipal Plans: N/A




☐Involve (involve the public to ensure their concerns and aspirations are considered indecision)Goal: to work with the public through the processTools: ☐Public Notice ☒Open House ☐Community Workshop ☐Other

☒Not Applicable

Administrative Recommended Action Option 1: That the County of Grande Prairie award the contract to the low bidder Wapiti Gravel Suppliers Ltd. in the tender amount of $220,361.34. The estimated total cost for the JD Willis ACP Overlay project including engineering and contingency is $262,642.47. Funding to come from Surface Road Rehabilitation Reserve.

Attachments 1. Unofficial tender results2. Recommendation Letter for the tender award from Helix Engineering.


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Request for Decision Report Title – Presenter, Position Item 9.7 Disposition of Compressor at LaGlace Station -Dan Lemieux – Director Community ServicesSupported By: Dan Verdun- Fire Chief Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business

Executive Summary With Councils support we have successfully sourced, purchased and installed a new high-pressure breathing air compressor in the LaGlace station. With this replacement in LaGlace station, we can now dispose of the low-pressure compressor. This compressor has residual value as it was replaced due to being non-compatible with our needs.

Background / Proposal With the purchase and installation of the new high-pressure breathing air compressor in the LaGlace station, there is now a need to dispose of the low-pressure unit. We understand the used unit has residual value and fire administration has investigated, through its vendors, options to see the best return. We have received a few options with different values and opportunities.

We have received two potential monetary offers; one from Jordair, the supplier providing us with the new compressor of $5000 in the form of a trade in; and the second offer from Century Vallen for $6000 from a local safety company. Lastly, we have received a request from Frank Havies, President Rotary Club of Grande Prairie Sunrise for a donation of the compressor to be provided in kind to Honduras.

As per Policy C-21, Disposal of Surplus Assets and Goods, requests from non-profit organizations are taken to Council for a decision.

Options & Benefits Option 1 Sell the compressor to local safety company for $6000. Option 2 Sell the compressor to Jordiar for $5000. Option 3 Donate compressor to Rotary for use in Honduras.

Costs & Source of Funding The financial impact is the loss of this potential funding returned to reserve funding.

Municipal Plans

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1. Strategic Plan: Fiscal Sustainability 2. Other Municipal Plans: N/A

Communication / Public Participation ☐Inform (one way communication) Goal: to provide balanced, objective information to citizens. Tools: ☐Public Notice ☐Article ☐Other ☐Consult (two way communication) Goal: To obtain feedback, listen and respond to public concerns. Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other ☐Involve (involve the public to ensure their concerns and aspirations are considered in decision) Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other ☒Not Applicable Administrative Recommended Action Option 1 That Council approve the disposition of the LaGlace compressor and accessories to a local safety company for the sum of $6000 brokered through Century Vallen. Attachments

1. Letter from Frank Havies, Rotary Club of Grande Prairie Sunrise.



136

RotaryClub of Grande Prairie Sunrise

Reeve & Council

County of Grande Prairie No. 1

10001 -84 Avenue

Clairmont, Alberta

T8X 5B2

January 15, 2020

Dear Reeve & Council

RE: POSSIBLE SURPLUS 2003 SUPERIOR FIRE ENGINE FOR ROATAN, HONDURAS

Further to our letter of January 15, 2020, wherein we requested your consideration of possibledonation of a decommissioned air compressor, we have also become aware that you may have a usedfire engine, currently in Laglace that will be replaced in 2021.

We have already provided some history regarding the Rotary's support of the Roatan Fire Department.

The island is an impoverished, developing world location that belongs to Honduras. It has struggled to

maintain adequate fire service response due to a genuine lack of equipment.

Two years ago, the island's only fire department, which covers the entire island, started a fledglingsatellite station to service the eastern end of the island. That satellite station is in borrowed space inpart of a privately donated building. The Rotary Club provided them with a good, used truck to replacea completely unusable truck that had been donated to the main Roatan Fire Department many yearsbefore. The satellite station is serviced by two paid staff and the remainder of the firefighters arevolunteers. Along with our partners, the Grande Prairie Fire Department and Kris Robins, we have beensupporting this fledgling satellite station with donated, used equipment. When our support firststarted, most of the firefighters did not have boots, gloves, helmets or bunker gear. None hadbreathing apparatus.

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We have also supplied them with a used fire truck in very good condition and are currently working onthe delivery of two, urgently needed ambulances to Roatan. We have recently become aware that theCounty's Fire Station in Laglace will soon be receiving a new air compressor and that the current onewill be decommissioned. We are requesting your consideration to donate the decommissioned aircompressor, as well as the compressor defrag station, to the island of Roatan. At the present time, theRoatan Fire Department does not have the funds to have their air bottles filled regularly as they must

pay local dive shops to do that for them. The prohibitive costs mean that they do not use theirbreathing apparatus as they should because they are always in a position of "saving" their air in casethey may need it for a more serious fire.

Kris Robins is in constant contact with the Roatan Fire Chief and his number one priority for equipment

is an air compressor.

The County of Grande Prairie's Fire Department has supported the Roatan project in several ways overthe past few years. Some used bunker gear and breathing apparatus has been donated. In addition,Captain Doug Starr and his crew have assisted Rotary with the inspection and readying of the donatedfire truck for Roatan. We are deeply appreciative of those contributions.

We hope that you might continue to support us in our goal to ensure the safety of the RoatanFirefighters and the communities that they protect by donating the urgently needed air compressor.

Thank you for your consideration and the generosity of the donations of time and equipment that youhave already made. Yours very truly, Frank c.c. Joulia Whittleton, CAO, County of Grande Prairie No. 1c.c. Dan Lemieux, Director of Community Services, County of Grande Prairie No. 1 c.c. Dan Verdun, FireChief, County of Grande Prairie No. 1

Yours sincerely,

Frank Havies

President 2019-2020

Rotary Club of Grande Prairie Sunrise

Sunrise Rotary Club, Box 2209, Grande Prairie, Alberta T8V 6X1

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Request for Decision Report Title – Presenter, Position Item 9.8 Update on COVID-19 Planning – Dan Lemieux, Director of Community Services Supported By: Tracy Dawe, Health & Safety Coordinator Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business

Executive Summary This report is provided as an update to the Grande Prairie Regional Emergency Partnership (GPREP) plans for the COVID-19 situation. Background / Proposal At its February 5, 2020 meeting, the GPREP Committee requested that a preliminary plan be put in place for when the COVID-19 virus is discovered in Alberta. GPREP has set up a small task force to assist various municipal departments in planning for Business Continuity of critical and vital municipal infrastructure in the event of a widespread pandemic. Tracy Dawe and Dan Lemieux are County representatives on the task force. To date the task force has taken the following steps:

• monitor and share updates from Alberta Health Services and Alberta Emergency Management Agency to our regional partners

• development and distribution of the attached Pandemic Plan Options & Benefits This is provided for the information of Council.

Costs & Source of Funding Not applicable

Municipal Plans

1. Strategic Plan: Not applicable 2. Other Municipal Plans: Not applicable

Communication / Public Participation ☐Inform (one way communication) Goal: to provide balanced, objective information to citizens. Tools: ☐Public Notice ☐Article ☐Other ☐Consult (two way communication)

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Goal: To obtain feedback, listen and respond to public concerns. Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other


☒Not Applicable

Administrative Recommended Action This is provided for Council’s information only – no motion is required.

Attachments 1. Pandemic Plan (source: GPREP)



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Pandemic Plan

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Table of Contents Purpose of this document ............................................................................................................................. 3

What is a pandemic? ..................................................................................................................................... 3

What is the role of a municipality in a pandemic? ....................................................................................... 4

Assumptions: ................................................................................................................................................. 5

Trigger Points ................................................................................................................................................ 5

Task Force ..................................................................................................................................................... 7

Occupational Health and Safety ................................................................................................................... 7

Maintaining contact with and supporting Alberta Health Services (AHS) and Alberta Emergency

Management Agency (AEMA) response. ...................................................................................................... 8

Organizational Response to a pandemic ...................................................................................................... 8

Business Continuity ....................................................................................................................................... 9

Communication ........................................................................................................................................... 10

Flexibility ..................................................................................................................................................... 10

Appendix A – Organizational Response Considerations ............................................................................. 11

Appendix B – Business Continuity ............................................................................................................... 14

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Purpose of this document

This document is an annex to the GPREP Emergency Response Plan and is designed to assist

GPREP municipalities respond to an influenza pandemic or infectious disease outbreak. Key

activities of during a pandemic or infectious disease outbreak include:

• Provide critical services

• Promote health and minimize spread among staff

• Liaise with Alberta Emergency Management Agency, Alberta Health Services and other

partners to align with the broader provincial response and recovery.

• Meet the emerging needs of the municipality and community.

• Support and assist with government-imposed restrictions.

Responding to a pandemic or infectious disease generally requires a whole of community

response. Alberta Health Services will take the lead on many aspects of the response. In

addition to providing critical services, GPREP municipalities will also provide support to Alberta

Health Services as much as possible. This may include assisting with providing information to

the public, closing public buildings upon request, establishing alternate health care/

immunization sites and other supports as requested.

During an influenza pandemic or infectious disease outbreak, it will not be business as usual.

Community members and staff will become ill. Buildings, businesses and organization may be

closed to limit the spread of illness. Municipal staff attendance at work may be impacted due

to illness of staff, family illness, individuals/families being under isolation, etc. In order to

maintain critical services with a decreased workforce, non-essential services may scaled back or

in some cases discontinued.

What is a pandemic?

A pandemic is the worldwide spread of a new disease. 1

“Pandemic Influenza occurs when a new influenza virus, to which most humans have little or

no immunity, acquires the ability to cause sustained human-to-human transmission that leads

1 https://www.who.int/csr/disease/swineflu/frequently_asked_questions/pandemic/en/

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https://www.who.int/csr/disease/swineflu/frequently_asked_questions/pandemic/en/

to a rapid worldwide spread.”2 Most people will not have immunity to the new virus and will

become sick when exposed to the virus. Some characteristics of an influenza pandemic:

• Pandemic influenza outbreaks may last 12 to 18 months, with two or more waves of

illness. Each wave may last 6 to 8 weeks (but these time periods may vary).

• Because it is a new virus, vaccination will not immediately be available.

• The impact of a pandemic is unpredictable in timing, spread, severity of illness and age

groups affected sand must be learned over time.

• If the virus may cause severe illness and potentially may cause social and economic

disruption.

Other viruses or microorganisms may also cause a pandemic. The same principles outlined in

this plan will be used to help guide the response. By their nature pandemics can be ever

evolving and adjustments will be required during a response. For this reason, this is considered

a living document, meaning that information will be added or adjusted specific to evolving the

event.

What is the role of a municipality in a pandemic?

Under the Municipal Government Act, the role of the local authority (municipality) is to ensure

a safe and viable community through the continuity of local government and critical services

and emergency response. The Emergency Management Act, RSA 2000, outlines the

responsibilities of municipalities to during emergencies and disasters.

Alberta’s Pandemic Influenza Plan indicates that the responsibility of Local Authorities to

pandemic influenza is to:

• Review and implement response plans and business continuity programs.

• Maintain the continuity of critical municipal services in consultation with

Alberta Health Services, business and industry. (Examples of critical service may

include: fire, police, water treatment/delivery, waste management, etc.)

• Liaise with Alberta Emergency Management Agency, Alberta Health Services

and other partners to align with broader provincial response and recovery.

As an employer, the municipality also has general responsibilities under the Occupational

Health and Safety Act to ensure, as far as reasonably practicable, the health and safety of

workers and others at or around their worksite.

2 Alberta’s Pandemic Influenza Plan, Alberta Government, 2014

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Assumptions:

• Alberta Health Services will lead the health response in an influenza pandemic.

• The effects of an influenza pandemic are not limited to the health sector. A whole of

society approach will be needed to respond. This will necessitate the involvement and

support of municipalities and communities.

• Pandemic planning is aligned with the all-hazards approach to emergency management.

• Increased absenteeism is expected, and municipalities will likely experience a staff

shortage.

• A pandemic will be an evolving situation and plans, recommendations and responses

will need to be adjusted as the situation unfolds.

• The Public Health Act and Regional Health Authorities Act provide the powers generally

necessary to manage the response. A state of local emergency is not necessarily

required but is available if deemed necessary (e.g. hoarding, price gauging, conscription

of equipment or resources).

Trigger Points

A trigger point is an event or situation that causes a particular action or process. Trigger points

in a plan such as this are proactively identified to prompt different levels of action. GPREP has

divided the response to a pandemic into three phases – proactive planning, reactive planning/

action and recovery. The trigger table below provides a framework for response, but triggers

are not necessarily linear in their occurrence. For example, advice and direction from Alberta

Health Services may prompt the response to move directly to reactive planning and action. The

absenteeism rates outlined in the chart may not be achieved before moving to a recovery

phase. Given that pandemics often occur in waves, a community may be in a recovery phase

and then move back to a reactive phase.

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Trigger Phase Description

Proactive planning Disease or new virus causing sustained community level outbreaks in two or more countries

Alert Monitor situation; possibly begin reviewing plans Trigger Source: World Health Organization

Virus Present in Canada Phase 1 Monitor situation; review plans, possibly test plans. Initiate healthy strategies if appropriate. Trigger Source: Public Health Canada

Virus Present in Alberta Phase 2 Test plans establish liaison with AHS (if not in place). Monitor situation and assess current absenteeism rate as baseline. Trigger Source Public Health Canada and Alberta Health Services

Virus Present in Grande Prairie Municipality able to provide normal service levels.

Phase 3 Begin implementing plan; deal with emerging issues; more detailed planning and forecasting for service adjustments. Cope with demands without scaling back services Trigger Source: Alberta Health Services; Municipal experience of event.

Reactive planning and Action Dramatic escalation in relative absenteeism (15%) Absenteeism is starting to impact ability to deliver services.

Reactive Phase 1

Plan for service scale back and continually assess ability to provide service. Consider need for a State of Local Emergency (this applies to all levels of reactive planning phase) Trigger Source: Municipality’s absenteeism rate and ability to provide services.

Absenteeism of 30% Significant absenteeism

Reactive Phase 2

Dramatic service scale back in effect. Trigger Source: Municipality’s absenteeism rate and ability to provide services.

Absenteeism of 45% or greater Very high levels of absenteeism

Reactive Phase 3

Minimal services provided with priority on critical services. Trigger Source: Municipality’s absenteeism rate and ability to provide services.

Recovery Planning Absenteeism of 30% in recovery Absenteeism is decreasing, but still significant

Recovery Phase 1

Begin recuperating staff that worked through wave of illness; begin planning for service scale up. Assess need to continue state of local emergency if one was declared. Trigger Source: Municipality’s absenteeism rate and ability to provide services.

Dramatic decrease in relative absenteeism 15% Absenteeism rates almost back to ‘normal’

Recovery Phase 2

Continue with recuperating staff that worked through wave of illness. Scale up services in a controlled thoughtful manner. Trigger Source: Municipality’s absenteeism rate and ability to provide services.

Substantial decrease of transmission in local population.

Recovery Phase 3

Returning to normal Trigger Source: Municipality’s absenteeism rate and ability to provide services.

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Key Activities

Task Force ❑ Convene a task force to discuss potential protocols and policies to manage the impact of

the infectious disease. Consider the inclusion of groups such as human resources,

facilities management, finance, communications, health and safety, and procurement.

Occupational Health and Safety

Workplace health and safety legislation requires that:

• The employer must ensure, as far as reasonably practicable, the health and safety of

workers and others at or around their worksite.

• Supervisors must protect, as far as reasonably practicable, the health and safety of

works they supervise.

• Workers must take reasonable care and cooperate with the employer to ensure the

health and safety of themselves and others at the work site.

Employers must perform a hazard assessment to identify existing and potential hazards and

eliminate the hazard if possible. If that is not possible, then the hazard must be controlled.

NOTE: check current regulations, legislation and requirements as they change from time to

time.

ACTIONS:

❑ Review organization’s hazard assessment and controls for influenza pandemic. If one is

not in place conduct assessment and identify controls.

❑ Consult recommendations from AHS on disease transmission and prevention measures

to guide controls and actions.

❑ Ensure that appropriate supplies for control measures are in place. Consider if

additional supplies/resource may be required. (this may include soap, paper towels,

hand sanitizer). Keep in mind that it is possible that supply chains may be interrupted

during a pandemic event.

❑ Monitor the recommendations for prevention (from Alberta Health Services and Public

Health Canada) and make adjustments to control measures are required.

❑ Increase cleaning.

❑ Identify social distancing options.

❑ Offer support and assistance to staff (for example employee and family assistance

programs if available).

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Maintaining contact with and supporting Alberta Health Services (AHS)

and Alberta Emergency Management Agency (AEMA) response.

Liaison with AHS/AEMA to ensure alignment with their response plans and activities. Outcomes

of liaison may include:

o Getting direction and updates on response and infection control activities

o Request for use of municipality facilities to support the AHS response

o Direction to possibly close of municipal public buildings (if requested by Alberta

Health Services.)

o Supporting communication and key messaging of AHS/AEMA

o Assisting in implementation and enforcement of government restrictions

including containment activities

ACTIONS:

❑ Establish connection with Alberta Health Services if not in place.

❑ Establish connection with AEMA field officers if not in place.

❑ Monitor AHS website and Provincial operations center daily reports.

❑ Monitor AHS and AEMA to see if teleconference or updates are provided and participate

in same.

❑ Be available for contact from AHS/AEMA.

❑ Work with the agencies in tempo with event.

Organizational Response to a pandemic

During a pandemic event, it may not be business as usual and the municipality may be posed

with a number of atypical situations. It is advised that the senior leadership of the organization

proactively identify how it would respond. Below are some example topics for consideration:

❑ Need to actively encourage sick staff to stay home

❑ Need for increased sick leave or leave for other pandemic related reasons

❑ Implementation of alternate working arrangements

❑ Consideration of staff at high risk of the illness

❑ Adjustment to policy as sick notes not likely available in a pandemic event

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❑ Recuperation of staff that work thought a wave of illness

❑ Ways to support staff (for example employee and family assistance program if available

or make staff aware of other support options in the community)

Appendix A has a list of policy/position statements that can be used as a starting point.

Business Continuity

Business continuity for a pandemic situation focuses on two aspects:

1) making plans to deliver service while potentially large numbers of staff are away and

2) identifying and managing potential supply chain disruptions.

The business continuity plan should include:

❑ Establishing process for monitoring and reporting employee illness (and travel if

appropriate)

❑ Ranking of services

o What service must be continued no matter what (e.g. water services,

firefighting, policing, payroll, etc.

o What services can be suspended.

❑ Specific plans form maintaining critical services with reduced staff and supply chain

interruptions.

❑ Modified or alternate work arrangements (to limit exposure, manage changes in

operations, etc.)

❑ Alternate service delivery methods.

❑ Succession plan for key positions (if the CAO is away, who will act? If both those people

are away, who is up next to act, etc.)

❑ Supply Chain interruptions – how will you mange? What will be your work around?

❑ Communication – how will you communicate with that may be at home? Or if a facility

needs to be closed?

❑ If facilities or services are closed, will staff be reassigned?

❑ Will you be required to deliver services that aren’t part of your normal service levels?

Consideration and identification of same.

Appendix B has a framework for conducting a pandemic specific business continuity plan or

review.

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Communication

Develop messaging for employees regarding:

❑ Organizational preparedness

❑ Employee protection, protocols and practices

Proactively develop public messaging regarding:

❑ Organizational preparedness

❑ Facility closure

❑ Suspension of services.

Flexibility

Responding to a pandemic or other infectious disease outbreak will require the ability to adjust

to an evolving situation. This document provides a starting point, but plans and actions should

be updated and modified as needed to address the needs and issues emerging from the vent.

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Appendix A – Organizational Response Considerations

Policy/Approach

Comment

1. Actively encourage sick employees to stay home (with cold/flu like symptoms). If employee sick, contact supervisor to discuss possible alternate work arrangements (e.g. work from home)

Good practice, especially during influenza season. Criterial for this may change ask more is known about the virus, but if have fever, cough, etc., stay home. Do not return until at least 24 hours without fever or use of symptom altering medication (cough suppressant, Tylenol, etc.). Monitor AHS and Health Canada for any changes to this direction). Encourage staff to stay home; posters, communication from organization, from managers, etc.

2. Encourage sick staff to go home immediately.

If individuals come to work sick or develop symptoms at work, they should be encouraged to go home immediately. Discuss with supervisor possibility of alternate work arrangements.

3. Explore options to increase flexibility/availability of sick leave for flu like or flu related symptoms

Don’t want people who are sick coming to work because they don’t have any sick time left. Continue to pay staff for flue related sick leave (one idea - advance sick leave)

4. Increase flexibility for alternate working arrangements

For example, working from home; staggered shifts, etc. as appropriate for service requirements (noting that normal service levels may not be in place). Are there other ways to get work done?

5. Consider employees at “high risk” of influenza and look at ways to limit their exposure

For example, consider if individuals who are pregnant, immuno-compromised, on cancer treatment, etc. (Monitor AHS/Health Canada for who is at risk.) Can these individuals be given lower exposure jobs, work from home, etc. These issues may already be known or may be brought forward by staff.

6. Explore options to increase flexibility/availability of influenza related leave

There may be much more family sick time than normal. Children and other family members may be sick, or individuals/families may be told to be isolated for an extended period (currently 14 days), schools or day cares may be closed, etc.

7. Waive requirement for all sick notes

If there is significant pandemic virus circulation in the community, health care providers and facilities are likely to be extremely busy and not likely able to provide sick notes; sending ill people to the health care system clogs up the system with noncritical activities. The Medical Officer of Health may direct people with specific symptoms or in specific situations to stay home.

8. Increase flexibility to enable staff to work in other areas

Explore how critical services can be maintained during high levels of illness; make plans for continuing services, which may include bringing in staff from other areas. Provide cross training. Have proactive discussion with unions about the need for flexibility.

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Policy/Approach

Comment

9. Promote hygiene (hand washing, cover cough, etc.)

Posters/information/instructions/communication to encourage Provide additional handwashing/hand sanitizer opportunities and supplies. Make same available in additional places (e.g. meeting rooms, public areas, etc.) Provide additional tissues and no touch garbage cans

10. Enhance cleaning Regularly clean all frequently touched surfaces. Consider enhanced custodial services for public areas. Provide disposable wipes so that staff can clean commonly touched surfaces (e.g. desks, tables, counters, doorknobs, etc.) regularly.

11. Regularly monitor sick leave usage; approve and follow plan trigger points.

Consider ways to do real time monitoring of staff illness numbers. Consider ask managers to advise of unusually high illness levels in their department. Illness levels may trigger changes to service levels and/or may be an indication that an particular area requires additional cleaning.

12. Recognize that there may be increased need for mental health or psychosocial supports

There may increased needs due to family illness/deaths, increased stress at work, etc. Provide message/information to all staff about available resources. Consider extending availability of supports to staff not currently qualifying (e.g. temporary staff). NOTE: GPREP will get information on available resources and share with municipalities.

13. Regularly monitor developments in COVIC-19 and adjust plans as needed

As more is known about the virus (and/or the virus mutates), changes may be required. For example, there could be changes in methods to decrease transmission, directions of how long to stay home, etc.

14. Ensure that staff that work through a wave of illness are given time off and appropriate supports.

As sick time returns to normal after a wave of illness, do not return to normal staffing levels until staff that worked though that wave have been provided time off and supports.

15. Staff should have a minimum of 1 day off per week even through a wave of illness.

Ensure staff have days off during a wave of illness; working them too much adds to the chance of them becoming ill.

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Policy/Approach

Comment

16. Critically consider the need to decrease services as illness increases

It is important to identify limitations and act to address the situation early. Anticipate that during times of high illness rates, work processes may be slowed (e.g. staff filling in for those that are sick, extra time spent cleaning workspace or in-between clients, stress levels may be high, employees may be worried about family members, etc.) Manage expectations by proactively discussing this with managers/leaders and elected officials. Ensure elected officials are notified of service changes.

17. Explore alternative work options for staff worried about being exposed to the virus at work

If staff are worried about exposure to the virus, consider if there ways to decrease that exposure (link this to occupational health and safety plans/processes)

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Appendix B – Business Continuity

Purpose: The purpose of the Business Continuity Worksheet is to identify the course of action to be

taken in the event of an infectious disease outbreak. It outlines how the CITY OF GRANDE PRAIRIE will

manage and operate critical and vital services in such a situation. This document provides detailed

instructions on how to complete the worksheet.

1. Succession Planning

In the event of a pandemic, or other significant infectious disease outbreak, staff may not be capable of

functioning in their normal positions. Interim staff must be identified who are able to fill in for the Key

Staff in the event of their absence. Identifying four (4) Alternate Staff, should provide sufficient

coverage options. If Alternate 1 is unavailable, the individual listed as Alternate 2 will assume that

position, and so fourth.

Steps:

a. Identify key positions and indicate the employees name (key positions include leadership

roles and individual who are fill critical tasks)

b. Indicated who (include employees name) can fill in if that person is not available. Please

add names 1-4. Example table for step one below:

Key position and name of person

Alternate 1 Alternate 2 Alternate 3 Alternate 4

2. Services and Ranking

As a municipality we have critical services that must continue even if we are experiencing a shortage of

staff. This exercise is to identify services that impact life/safety and must continue. (Note this is not a

reflection of the importance of services during normal times).

Ranking definitions

Critical Services

• Must be maintained under any circumstances

• These services are critical to life, safety and security of our citizens

• Loss of service would result in catastrophic costs (if they are not provided there would be loss of life,

infrastructure destruction, significant loss of confidence in the government, and/or significant loss of

revenue)

Note: Critical municipal services, according to Alberta Pandemic Influenza Operations Plan include (but

not limited to):

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- Police and Fire

- Public Works (water, sewer, garbage disposal, roads)

- Utilities

Vital Services

• Necessary to support the Critical services and/or wellbeing of the community

• Loss of service would result in high costs (if there is potential impact on health, safety or security of

citizens and employees; significantly diminished public confidence)

• Loss of service should be reversed in 48 hours to 5 days

Necessary Services

• Sustain a community, but are not critical if discontinued for a short period of time

• Minimal impact on health, safety, security of citizens or employees if service is suspended for a period

• Loss of services should be reversed in 6 days to 3 weeks

Desired Services

• Provide quality of life

• Driven by public demand

• Resumed once staffing levels were back to normal or they became a priority for another reason

Sample table for service ranking:

Service Activities of the service

How is service provided

Service Ranking

Notes

Snow removal Main arteries Residential areas

Staff and contractors

Critical In winter months this is critical, especially if there is large snow fall.

Vehicle maintenance

Maintain municipal fleet

Staff Vital Must ensure fire trucks, police vehicles and graders are working for critical service delivery.

Steps to complete table:

a. Identify each service

b. Indicate main activities required for that service

c. Provide brief overview of how service provided

d. Rank each service as critical, vital, necessary or desired (definitions above).

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3. Identify staff shortfall for critical and vital services

This exercise is to identify potential staff shortfalls, impacting Critical and Vital Services. Sample table:

Service (critical and Vital)

Regular staffing level (# of staff)

Minimum staff required (# staff)

50% of regular staffing (regular staff x 50%)

Potential short fall (min. staff – 50% regular staff)

Snow removal 10 8 5 -3 (short 3 people)

Steps:

a. List Critical and Vital services

b. Identify current staffing level

c. Identify the minimum number of staff needed to provide that service

d. Multiply regular staff level x 50% (It is possible that half of staff could be away due to illness,

family illness, being on isolation, closed schools for periods of time).

e. Identify if you may have a staff shortfall by subtracting 50% of regular staff from minimum

staff. If the result is negative, it means you would not have enough staff to deliver service.

4. Alternative Service Delivery Options

This exercise is to identify alternative delivery options to alleviate potential staff shortages to ensure

continuation of the Critical and Vital Services. Example table is below:

Service Alternate staff source

Training requirements for alternate staff

Other delivery options

Snow removal – main arteries

Other staff in public works Staff from neighboring municipalities

Training on operating equipment

Change service levels – main roads not cleared as fast; prioritize main arteries Is there a possibility to work together with other municipalities to do snow removal?

Snow removal – residential

As above Call in additional contractors if available

As above Change service level – do not remove windrows; or delay service

Steps:

a. Identify if there are other staff that could provide service.

b. Identify needs for cross training or additional training if required.

c. Identify any other options for delivering service.

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5. Resource requirements for Critical/vital services

In a pandemic event, there may be supply chain shortages. This exercise is to identify required

resources and how to manage shortages if they occur. For each critical and vital service ask the

following questions:

a. Identify critical resource(s)

b. Are these resources currently available?

c. How long does it take to get these resources?

d. Are back up suppliers available?

e. Do other departments provide a critical resource or support that enables you to provide

your service? (e.g. information technology, vehicle maintenance)

f. Are work procedures, manuals, and other important information available? (if someone had

to come in to do the work, would there be direction for them if regular staff were away).

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Request for Decision Report Title – Presenter, Position Item 9.9 Proposed Removal of Fusarium Graminearum From the Agricultural Pest Act – Dan Lemieux, Community Services DirectorSupported By: Sonja Raven Agricultural Fieldman Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business

Executive Summary The Municipal (M.D.) of Spirit River sent a letter to Minister Dreeshen on November 27, 2019 stating that they strongly support the continued regulation of Fusarium graminearum (Fg) as a Pest in the Agricultural Pest Act. The M.D. of Spirit River has a zero tolerance for this crop disease, as do all municipalities in the Peace. The Minister responded that after consultations with stakeholders (that did not include the Agricultural Service Boards (ASBs), Alberta Association of Agricultural Fieldmen (AAAF), or the Rural Municipalities Association (RMA)), they were moving towards deregulation of Fg, as it is “endemic” to Alberta. There are several concerns with this letter that deserve a response from each of the municipalities in the Peace.

Background / Proposal The M.D. of Smoky River No. 130 and the County of Northern Lights have sent letters to the Minister in support for the continued regulation of Fusarium graminearum (Fg) in the Agricultural Pest Act. It would be helpful to have the County of Grande Prairie send a letter of support for the continued regulation of Fg as well, as the Peace is considered an Fg-free area to date. This letter would cover the fact that Fg is not endemic to the whole of Alberta, important stakeholder partners were not consulted, and that there are options under the APA for each municipality to establish tolerances for Fg should they wish.

Options & Benefits Option 1: Administration to write a letter of support to the Minister of Agriculture and Forestry for the continued regulation of Fusarium graminearum under the Agricultural Pest Act. Option 2: As Council directs. Option 3: Take no action

Costs & Source of Funding n/a

Municipal Plans

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1. Strategic Plan: Agricultural Service Board Strategic Plan Vison and Mission: To preserve ouragricultural heritage while promoting a vibrant agricultural future based on innovation, co-operation,leadership and environmental stewardship. To foster our Vison by demonstrating proactiveleadership, environmental stewardship and environmental stewardship.

2. Other Municipal Plans: Not Applicable





☒Not Applicable

Administrative Recommended Action Option 1: Administration to write a letter of support to the Minister of Agricultural and Forestry for the continued regulation of Fusarium graminearum under the Agricultural Pest Act.

Attachments 1. Letter to Minister Dreeshen regarding Fusarium graminearum.2. Letter of response from Minister Dreeshen Fusarium graminearum.3. M.D. Smoky letter of support Fusarium graminearum.4. County of Northern Lights letter of support Fusarium graminearum.



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Request for Decision Report Title – Presenter, Position Item 9.10 Amendment to Policy D10 Rental Equipment – Dan Lemieux, Community Services DirectorSupported By: Sonja Raven, Agricultural Fieldman Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business

Executive Summary Policy D10 - Rental Equipment Policy was last updated in May 2015. Policy D10 has been amended with the following changes: Rental and deposit rate dollar amounts have been removed from Policy D10 and included in the “Schedule of Fees, Rates and Charges” as per bylaw #3118.

Background / Proposal

At the May 14, 2019 ASB meeting the Board directed Administration to change the rates and deposits required for rental equipment. Resolution # ASB20190814.014. Bylaw #3118, “Schedule of Fees, Rates and Charges” now reflects rental and deposit rate increase. Policy D10 requires amendment to reflects those changes.

Options & Benefits Option 1: Accept the amendment to the D10 Rental Equipment policy and schedule review for May 2022. Option 2: As Council directs

Costs & Source of Funding Na/

Municipal Plans

1. Strategic Plan: This initiative supports the strategic plan of providing quality Municipal servicesand Infrastructure to residents in the County.

2. Other Municipal Plans: n/a


☒Inform (one-way communication)Goal: to provide balanced, objective information to citizens.Tools: ☐Public Notice ☐Article ☐Other

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☐Not Applicable

Administrative Recommended Action Option 1: That Council approve Policy D10 Rental Equipment Policy as presented.

Attachments 1. D10 Rental Equipment Policy2. D10 Rental Equipment Policy with Tracked Changes



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POLICY MANUAL

POLICY PURPOSE: The purpose of this policy is to provide and maintain rental equipment deemed necessary by the Agricultural Service Board for the residents and non-commercial organizations of the County of Grande Prairie No.1.

POLICY STATEMENT AND GUIDELINES:

1. Equipment will be rented to residents of the County of Grande Prairie No. 1 on a first comefirst served basis.

2. A list will be kept of all bookings including date first requested, length of time required, name,address, and phone number.

3. County personnel will provide renters about the equipment required to load, unload andtransport the rental equipment.

4. Renters must sign rental agreement forms and leave damage deposits before picking upequipment. A secured damage deposit is required for each piece of equipment.

5. Renters will be supervised while loading or unloading equipment in the County of GrandePrairie No.1 Agricultural Services yard or warehouse.

6. Renters will pick up and return equipment during business hours.7. Equipment shall be returned to the designated location in the Agricultural Services yard or

warehouse.

Legal References: Policy department: Agriculture Services

Cross References: • Agriculture Service Board

Policy Number: D10

Adoption Date: • April 14, 2003 - #04/272/2003

Revision Date: • April 2, 2012 – Motion #04-297-12• May 9, 2016 - #CM20160509.1012•

Policy Title: Rental Equipment Policy

Review Date:

May 2019

167

8. All equipment shall be inspected at time of return and damage shall be noted on the rentalform, and certified by the renter.

9. Damage shall be assessed whether it was due to normal wear or negligence. Damage due tonegligence shall be charged to the renter.

10. Damage deposits shall be held at the office until equipment is returned and has passed aninspection of working order and cleanliness.

11. Equipment returned unclean will be cleaned and a cleaning fee will be charged to the renter.12. If the equipment is not returned on the day specified by the rental agreement and individuals

are waiting for the equipment, the renter will be contacted. If the renter fails to return theequipment, the Fieldman or designate will retrieve the equipment. This will result in the renterforfeiting rental privileges until such time as full recovery cost, plus rental charges for the totalnumber of days that the equipment was held, are recovered. A fee will be charged to therenter as penalty for retrieving the equipment.

13. In addition, when it becomes known that a renter is in arrears for rental fees or damagecharges in excess of 60 days, they will be notified by letter and informed that their rentalprivileges are suspended until full payment is received.

14. All equipment shall be inspected periodically to ensure proper maintenance. Rentalequipment rates are as set by the council in the County of Grande Prairie Schedule of Fees,Rates and Charges, Bylaw #3118.

15. The staff of the County of Grande Prairie No.1 has the right to refuse the release of any pieceof equipment in their opinion if cannot be transported in a safe manner.

16. The Agricultural Service Board reserves the privilege to rent the equipment.17. The Agricultural Service Board shall evaluate all renal equipment annually for benefit, use,

rental rates, and repair cost.18. Rental charges for holidays and weekends shall be assessed if equipment is used on these

days.19. The loading and unloading of rental equipment on the County of Grande Prairie No.1 property

shall be conducted in a proper and sage manner. The County of Grande Prairie No.1 will notbe responsible for any accidental charges resulting from improper handling of equipment.

20. The renter must maintain:a. A $1,000,000 inclusive per occurrence Comprehensive General Liability Insurance

Policy against bodily, personal injury, and property damage including loss of use of theproperty.

b. $1,000,000 inclusive automobile liability insurance policy on all vehicles owned,operated, or licensed in their name if they are used to tow or haul rental equipment asper the rental equipment agreement.

168

CONFIDENTIALITY: The use and interpretation of all County Policies and schedules will comply with all aspects of the Freedom of Information and Protection of Privacy Act (FOIP). Any breaches of the FOIP Act will be subject to disciplinary action.

RECORDS MANAGEMENT REQUIREMENTS: All documentation will be filed in accordance with the Records Management Policy and to comply with the Municipal Government Act, FOIP and the Records Management Act and any other applicable act or legislation.

NON COMPLIANCE: Consequences of non-compliance with this Policy may result in the potential for legal challenges and/or penalties to the County of Grande Prairie No. 1, its elected officials and/or staff.

The Chief Administrative Officer must approve any exceptions to the Policy.

POLICY AUTHORITY: The County Administrator has the authority to amend the related Schedules of Policy D10 from time to time to keep current, enforceable and compliant with statutes and legislation in the Province of Alberta. Any changes that are made to Policy are to be approved by Council.

SCHEDULE(S):

1. Rental Equipment Cost Breakdown2. Equipment Rental Agreement3. Schedule “A” Additional Terms4. Schedule “B” Equipment Inspection Form

169

RENTAL EQUIPMENT

Tree Planter - No safety light hook-up for transportation - Has both 2” ball and u-hitch - Must have a one million dollar liability on farm land - Must return clean – free from soil

Plastic Mulch Applicator - No safety light hook-up for transportation - Has 2” ball - Must have a one million dollar liability on farm land - Must return clean – free from soil

Skid-Mount Sprayer

- Require tie-downs for transportation - 30 foot spray on either side - 700 liter tanks (200 gallons) - weighs 600 pounds empty and 1700 pounds full - Hand reel with 300 foot hose - Honda engine with low oil alert - Boomless boom, ideal for fence lines, small areas, pasture land, acreages - removal of tailgate for transport is recommended

Truck Mount Applicator – Grasshopper Control

- Light weight 140 pounds -mounts in truck box - 180° rotating spout operated from in-cab - In-cab on/off switch for feed auger - Hopper holds three bags of Eco Brand (132 pounds) - Will spread grass seed - Honda engine with low oil alert

170

POLICY MANUAL

Legal References: Policy department: Agriculture Services

Cross References: • Agriculture Service Board

Policy Number: D10

Adoption Date: • April 14, 2003 - #04/272/2003

Revision Date: • April 2, 2012 – Motion #04-297-12 • May 9, 2016 - #CM20160509.1012 •

Policy Title: Rental Equipment Policy

Review Date: May 2019

POLICY PURPOSE: The purpose of this policy is to provide and maintain rental equipment deemed necessary by the Agricultural Service Board for the residents and non-commercial organizations of the County of Grande Prairie No.1.

POLICY STATEMENT AND GUIDELINES:

1. Equipment will be rented to residents of the County of Grande Prairie No. 1 on a first come first served basis.

2. A list will be kept of all bookings including date first requested, length of time required, name, address, and phone number.

3. County personnel will provide renters about the equipment required to load, unload and transport the rental equipment.

4. Renters must sign rental agreement forms and leave damage deposits before picking up equipment. A secured damage deposit of $200 is required for each piece of equipment.

5. Renters will be supervised while loading or unloading equipment in the County of Grande Prairie No.1 Agricultural Services yard or warehouse.

6. Renters will pick up and return equipment during business hours. 7. Equipment shall be returned to the designated location in the Agricultural Services yard or

warehouse.

Policy Name: Rental Equipment Policy Policy Number: D10 Page 1 of 4 171

8. All equipment shall be inspected at time of return and damage shall be noted on the rental form, and certified by the renter.

9. Damage shall be assessed whether it was due to normal wear or negligence. Damage due to negligence shall be charged to the renter.

10. Damage deposits shall be held at the office until equipment is returned and has passed an inspection of working order and cleanliness.

11. Equipment returned unclean will be cleaned and a cleaning fee will be charged to the renter. 12. If the equipment is not returned on the day specified by the rental agreement and individuals

are waiting for the equipment, the renter will be contacted. If the renter fails to return the equipment, the Fieldman or designate will retrieve the equipment. This will result in the renter forfeiting rental privileges until such time as full recovery cost, plus rental charges for the total number of days that the equipment was held, are recovered. A $100 fee will be charged to the renter as penalty for retrieving the equipment.

13. In addition, when it becomes known that a renter is in arrears for rental fees or damage charges in excess of 60 days, they will be notified by letter and informed that their rental privileges are suspended until full payment is received.

14. All equipment shall be inspected periodically to ensure proper maintenance. Rental equipment rates are as set by the council in the County of Grande Prairie Schedule of Fees, Rates and Charges, Bylaw #3118.

15. The staff of the County of Grande Prairie No.1 has the right to refuse the release of any piece of equipment in their opinion if cannot be transported in a safe manner.

16. The Agricultural Service Board reserves the privilege to rent the equipment. 17. The Agricultural Service Board shall evaluate all renal equipment annually for benefit, use,

rental rates, and repair cost. 18. Rental charges for holidays and weekends shall be assessed if equipment is used on these

days. 19. The loading and unloading of rental equipment on the County of Grande Prairie No.1 property

shall be conducted in a proper and sage manner. The County of Grande Prairie No.1 will not be responsible for any accidental charges resulting from improper handling of equipment.

20. The renter must maintain: a. A $1,000,000 inclusive per occurrence Comprehensive General Liability Insurance

Policy against bodily, personal injury, and property damage including loss of use of the property.

b. $1,000,000 inclusive automobile liability insurance policy on all vehicles owned, operated, or licensed in their name if they are used to tow or haul rental equipment as per the rental equipment agreement.


CONFIDENTIALITY: The use and interpretation of all County Policies and schedules will comply with all aspects of the Freedom of Information and Protection of Privacy Act (FOIP). Any breaches of the FOIP Act will be subject to disciplinary action.

RECORDS MANAGEMENT REQUIREMENTS: All documentation will be filed in accordance with the Records Management Policy and to comply with the Municipal Government Act, FOIP and the Records Management Act and any other applicable act or legislation.

NON COMPLIANCE: Consequences of non-compliance with this Policy may result in the potential for legal challenges and/or penalties to the County of Grande Prairie No. 1, its elected officials and/or staff.

The Chief Administrative Officer must approve any exceptions to the Policy.

POLICY AUTHORITY: The County Administrator has the authority to amend the related Schedules of Policy D10 from time to time to keep current, enforceable and compliant with statutes and legislation in the Province of Alberta. Any changes that are made to Policy are to be approved by Council.

SCHEDULE(S):

1. Rental Equipment Cost Breakdown 2. Equipment Rental Agreement 3. Schedule “A” Additional Terms 4. Schedule “B” Equipment Inspection Form


RENTAL EQUIPMENT

Tree Planter

- No safety light hook-up for transportation - Has both 2” ball and u-hitch - Must have a one million dollar liability on farm land - Must return clean – free from soil

Plastic Mulch Applicator

- No safety light hook-up for transportation - Has 2” ball - Must have a one million dollar liability on farm land - Must return clean – free from soil

Skid-Mount Sprayer

- Require tie-downs for transportation - 30 foot spray on either side - 700 liter tanks (200 gallons) - weighs 600 pounds empty and 1700 pounds full - Hand reel with 300 foot hose - Honda engine with low oil alert - Boomless boom, ideal for fence lines, small areas, pasture land, acreages - removal of tailgate for transport is recommended

Truck Mount Applicator – Grasshopper Control

- Light weight 140 pounds - mounts in truck box - 180° rotating spout operated from in-cab - In-cab on/off switch for feed auger - Hopper holds three bags of Eco Brand (132 pounds) - Will spread grass seed - Honda engine with low oil alert


Request for Decision Report Title – Presenter, Position Item 9.11 Subdivision Time Extension Request – NE-7-74-7-W6 - PLSUB20180910 – Nick Lapp, Director of Planning and Development Supported By: Paula McDermott, Planning Clerk Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business Executive Summary Approval is requested for the first subdivision time extension: Planning File No: PLSUB20180910 Applicant File No.: 18GLML7218 Legal Land Description: NW-4-74-7-W6 Applicant: Beairsto & Associates Engineering Ltd. for Gregory Sandboe Division: 8 Date approval extended to: March 1, 2021 Background / Proposal The applicant is requesting the subdivision endorsement time extension in order to fulfill the conditions of approval that apply to this subdivision application. Options & Benefits Option 1: That the subdivision approval for file number PLSUB20180910 receive the first time extension and be extended to March 1, 2021 to allow the applicant, Gregory Sandboe time to complete the conditions of approval for the subdivision of one parcel off NE-7-74-7-W6. Option 2: That Council take no action on the subdivision time extension. Costs & Source of Funding Not applicable

Municipal Plans


175





☒Not Applicable

Administrative Recommended Action That the subdivision approval for file number PLSUB20180910 receive the first time extension and be extended to March 1, 2021 to allow the applicant, Gregory Sandboe time to complete the conditions of approval for the subdivision of one parcel off NW-7-74-7-W6.

Attachments 1. Site plan from original subdivision decision letter.



176

ANCHOR

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EXISTING

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AREAS BY LOT

LOT

BLOCK 1 LOT 1

AREA (ha.)

4.61

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NE7 74-7-6

NW7 74-7-6

SE7 74-7-6

NW8 74-7-6

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LA

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498

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PLAN 982 6247

20.12 GOVERNMENT ROAD ALLOWANCE

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*CONTAINS INFORMATION LICENSED UNDER THE

'OPEN GOVERNMENT LICENSE' - COUNTY OF GRANDE PRAIRIE No. 1

*A FIELD SURVEY WAS UNDERTAKEN TO PRODUCE THIS PLAN

BURIED PIPE CONTAINING VARIOUS SUBSTANCE:

BURIED PIPE CONTAINING SOUR SUBSTANCE:

177

ANCHOR

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SEPTIC

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EXISTING

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SE18 74-7-6

NE7 74-7-6

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PLAN 982 6247

20.12 GOVERNMENT ROAD ALLOWANCE

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FENCE

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178

Request for Decision Report Title – Presenter, Position Item 9.12 Systems Reserves Expense Request – Dawn Sauvé, Director of Corporate Services Supported By: Erin Hogan, I.T. Leader Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: Notice of Motion Executive Summary The bandwidth (network connection speed) between the Administration Building and Community Services, Wellington Resource Centre, FCSS, and Clairmont Landfill is currently insufficient. Background / Proposal Backups and regular staff network activity produce saturation on the link between buildings. Failing to address will result in continued intermittent network saturation. This includes phone services. Over the past few months the CSB staff have reported phone issues when the monthly backup jobs are finishing (due to the network being saturated). Options & Benefits Increase bandwidth between buildings from 1GB to 10GB by upgrading equipment.

Costs & Source of Funding Cost $9000 - Funded by Systems Reserves

Municipal Plans

1. Strategic Plan: Not Applicable 2. Other Municipal Plans: Not Applicable


179

Goal: To obtain feedback, listen and respond to public concerns. Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other ☐Involve (involve the public to ensure their concerns and aspirations are considered in decision) Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other ☐Not Applicable Administrative Recommended Action That Council approves the use of the Systems Reserve to upgrade equipment with the purpose of increasing bandwidth between buildings. Attachments Not Applicable



180

Request for Decision Report Title – Presenter, Position Item 9.13 Meeting Through Electronic Communications, Joulia Whittleton, Chief Administrative Officer Supported By: NA Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business

Executive Summary The County’s procedural bylaw is silent on allowing Councillors to participate in the council and council committee meetings electronically. Municipal Government Act permitts conducting and participating in the meetings by means of electronic or other communication facilities, with certain conditions.

Background / Proposal Considering various public health restrictions in force due to COVID-19, Council may wish to consider allowing any councillors to participate in a council or council committee meeting through electronic means during this pandemic outbreak.

MGA, s. 199 states:

(1) A council meeting or council committee meeting may be conducted by means of electronic or other communication facilities if

(a) notice is given to the public of the meeting, including the way in which it is to be conducted,

(b) the facilities enable the public to watch or listen to the meeting at a place specified in that notice and a designated officer is in attendance at that place, and

(c) the facilities enable all the meeting’s participants to watch or hear each other (2) Councillors participating in a meeting held by means of a communication facility are deemed to be

present at the meeting. Options & Benefits Council may wish to consider the following: Option 1: That Council allow any counillor to participate by electronic means on the following conditions:

• Electronic participation is permitted for a regular or council committee meetings for the duration of the next eight weeks period (March 24 – May 24)

• No more than four Councillors can participate electronically at a meeting and those that are most vulnerable shall receive priority for electronic participation if a rotating schedule is to be considered

181

• Per diem reimbursement shall be the same as for attending a meeting in person • In order to participate in the closed session, a councilor participating electronically may be required

to declare that no other person(s) present to hear the conversation • A request must be submitted to administration to participate electronically at least one business

day in advance of the meeting to allow appropriate setup • All additional information that may be distributed at the meeting must be received by the councilor

participating through electronic means.

Option 2: That Council suspends all council and council committee meetings until April 14, 2020 and reassess the situation at that time. Option 3: As Council directs. Costs & Source of Funding NA Municipal Plans

1. Strategic Plan: N/A 2. Other Municipal Plans: N/A

Communication / Public Participation ☒Inform (one-way communication) Goal: to provide balanced, objective information to citizens. Tools: ☒Public Notice ☐Article ☐Other ☐Consult (two-way communication) Goal: To obtain feedback, listen and respond to public concerns. Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other ☐Involve (involve the public to ensure their concerns and aspirations are considered in decision) Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other ☒Not Applicable Administrative Recommended Action For discussion. Attachments

182


183

Request for Decision Report Title – Presenter, Position Item 9.14 2020 Budget Communication – Joulia Whittleton, Chief Administrative OfficerSupported By: Jennifer Kuzemchuk, Senior Communications Advisor Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: New Business

Executive Summary The Communications department is in the process of developing communications pieces to educate and inform property owners and residents in the County of Grande Prairie about 2020 Budget. The Communications department is seeking Council’s input on the information that is planned on being communicated to County residents and property owners about the 2020 Budget communications prior to its distribution later this spring. Drafts of these communications pieces must be prepared well in advance to ensure they are launched later this spring.

Background / Proposal During the October 22, 2019 Finance Committee as a whole meeting, Council advised Administration to prepare and launch information regarding the County of Grande Prairie’s annual budget to inform and educate residents, businesses of the County of Grande Prairie who pay property taxes, about the County’s budget process including how our budget is funded and what their tax dollars goes towards.

Administration will be communicating information about the County of Grande Prairie 2020 Budget in coordination for when municipal tax notices are mailed out to residents and businesses in mid-May 2020.

The following information that will be communicated in a number of ways of ways including on a Fact Sheet which will be mailed out with tax notices, as well as in a professionally produced animated video:

• Average property value amount, total amount that tax property owner will see on their tax noticeand amount of tax bill the County collects

• Explanation of how to read your property tax notice- property tax notices include more thanmunicipal taxes, but also education, senior’s foundation which are provincial requisitions that theCounty is required to collect on behalf of the Province and does not get to keep

• Explanation of how property values are assessed in the County• Details on how the County funds its budget• The total expenditure approved for 2020• 2020 Budget highlights and key investments focused on building and maintaining safe, sustainable

and caring communities, and delivering value in the communities it serves• A detailed breakdown of how taxes are spent broken down in the following ways:

o For every dollar and broken out between five main categories including TransportationNetwork, Community, Recreation, Culture & Safety, Technical Services, Running theMunicipality, and Planning and Development.

For example: x cents of every tax dollar is being spent on the transportationnetwork, x cents towards running and municipality, x cents for technical

184

Services, x cents for Planning & Development, x for Community, Recreation, Culture & Safety.

o How County Roads & Bridges projects are fundedo How many kilometres of roads and amount of bridges are in the County and the amount

slated for upgrading in 2020o Each category would have a breakdown of cents per dollar spent on subcategories

For example: Transportation Network- x cents for the Road Construction &Bridge Program, Road Maintenance, x cents Signage, Spot & MiscellaneousConstruction, x cents for Public Works Administration

• Provide link to page on County’s website for more information on 2020 Budget

Options & Benefits Option A: That Council approve Administration including the key messages in 2020 Budget communications as presented.

Option B: That Council approve the key messages in 2020 Budget communications with amendments as specified.

Costs & Source of Funding Not applicable

Municipal Plans

1. Strategic Plan: Not applicable2. Other Municipal Plans: Not applicable


☒Inform (one way communication)Goal: to provide balanced, objective information to citizens.Tools: ☐Public Notice ☐Article ☒Other



☒Not Applicable

Administrative Recommended Action Option A: That Council approve Administration including the key messages in 2020 Budget communications as presented.

OR

185

Option B: That Council approve the key messages in 2020 Budget communications with amendments as specified.

Attachments Not applicable


186

Request for Decision Report Title – Presenter, Position Item 11.1 Received Correspondence – Joulia Whittleton, Chief Administrative Officer Supported By: Mary Kukulski, Legislative Services Administrative Assistant Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: Information Items Executive Summary Administration received the following correspondence:

• Letter from Alberta Environment and Parks - Re Wapiti Dunes Land Use Zones Plan – March 7, 2020.

Background / Proposal Correspondence received from Municipal, Provincial and Federal levels of government are included on a Council agenda for information. Options & Benefits That Council accept the following correspondence as information:


Costs & Source of Funding Not applicable.

Municipal Plans



187

Goal: To obtain feedback, listen and respond to public concerns. Tools: ☐Survey ☐Open House ☐Public Hearing ☐Other ☐Involve (involve the public to ensure their concerns and aspirations are considered in decision) Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other

☒Not applicable Administrative Recommended Action That Council accept the following correspondence as information:


Attachments

1. Letter from Alberta Environment and Parks - Re Wapiti Dunes Land Use Zones Plan – March 7, 2020.


188

189

190

Request for Decision Report Title – Presenter, Position Item 11.2 - Council Meeting Task List up to and Including March 9, 2020 – Joulia Whittleton, Chief Administrative OfficerSupported By: Tatiana Catana, Legislative Services Clerk Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: Information Items

Executive Summary The Council Meeting task list up to and including March 9, 2020 is attached for Council’s review.

Background / Proposal The Council Meeting task list is provided at the last Council meeting of every month. It provides updates on actions taken by Administration in regards to Council motions.

Options & Benefits Option 1: That Council accept the Council Meeting task list up to and including March 9, 2020 for information.

Costs & Source of Funding There are no financial implications with this report.

Municipal Plans

1. Strategic Plan: Not applicable.2. Other Municipal Plans: Not applicable.




☐Involve (involve the public to ensure their concerns and aspirations are considered in decision)

191

Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other

☒Not Applicable

Administrative Recommended Action That Council accept the Council Meeting task list up to and including March 9, 2020 for information.

Attachments 1. Council Meeting Task List up to and Including March 9, 2020


192

Resolution # / MOVED by Description Assigned to Target Date Comments

CM20171120.1052Councillor B. Marshall

To ask Administration to bring back what it would look like to help lobby Industry to get them to participate in paving and paying for infrastructure on roads leading into their developments due to their impact.

Joulia Whittleton, Dale Van Volkingburgh, Shannon Baird

To be established Ongoing

CM20181126.1009Councillor P. Harris

That Council approve the sublease the requested additional Crown Land (Disposition DML800162) to the Peace Area Riding for the Disabled Society (PARDS), and to move forward with the sublease application to Alberta Environment and Parks.

Joulia Whittleton, Megan Beson 3/31/2020 Application submitted to the Province. Approved by local

field office, awaiting final approval from Edmonton.

CM20181126.1010Councillor K. Rosvold

That Council approve the sublease of the additional requested Crown Land (Disposition DML800162) to Grande Prairie Regional Agriculture and Exhibition Society (Evergreen Park), and to move forward with the sublease application to Alberta Environment and Parks.

Joulia Whittleton, Megan Beson 3/31/2020 Application submitted to the Province. Approved by local

field office, awaiting final approval from Edmonton.

CM20190128.028Councillor D. Beeston

That the fireworks bylaw be reviewed and any proposed revisions be brought back to Council for consideration.

Dan Lemieux, Dan Verdun, Tracy Green 3/23/2020 In progress. Review started. Council report expected in the

first quarter of 2020.


That Administration bring back to Council the following information to a future Council Meeting: Traffic congestion list. Dale Van Volkingburgh 2/15/2020

In progress and ongoing. To be brought back to an October 2019 Council meeting. Brought to Public Works Committee of the Whole on February 14, 2020. Compiling information to

CM20190325.017Councillor H. Bulford

To direct Administration to begin the process to transfer REC 652 and DML 800004 into the Countys name; andTo approve the subsequent purchase of the lands REC 652 and DML 800004; andTo forward associated costs of transfer and subsequent purchase in the amount of $30,000 + costs to final budget to determine the appropriate funding source.

Nick Lapp To be established In progress


To direct Administration to work with Dr. David Leonard on a plan to update the County's Heritage Inventory Program.

Nick Lapp, Christopher King, Hetti Huls 2/24/2020

Have reached out to David Leonard, he is working on suggestions for our current sites and suggesting additional sites. Have written a letter in response to the South Peace Heritage groups request. Administration is working on an RFD to bring to Council for further discussion and direction. RFD is drafted and is being scheduled for February 24 Council Meeting.


CM20190513.024 That Administration bring back information regarding the Inter-Provincial Advocacy Plan between Peace River Regional District, Saddle Hills, Clear Hills, and the County of Grande Prairie.

Joulia Whittleton 1/24/2020PRRD responded. Working on this and forming a committee. Will have information prepared to present at April Inter-Provincial meeting.


To accept the offer as presented to partner in the project for sewer servicing subject to a Satisfactory Agreement being in place with the proponent with the Countys share of up to four hundred thousand dollars coming from the Community Investment Reserve and further that a recovery plan be developed to recover the Countys investment through future connections to the line.

Dale Van Volkingburgh, Lynda Caron, Tara Simard

2/15/2020

Final Design and permits will proceed over the Winter. Construction to start in the Summer of 2020. Helix Engineering tendering the project. Tender Closing March 4, 2020 bring to Council on March 23 for award.

Task List up to and Including March 9, 2020 Council Meeting

Page 1 of 10193



That Planning Administration revisit the implementation of a mandatory Business License Program, to be phased in over time, while endeavouring to lower the proposed budget costs.

Nick Lapp, Lisa Wanke To be establishedInvestigating options including a regional option with our neighbors and other third parties through ICF negotiations. Further discussion is needed through the INC Committee

CM20190819.013Councillor R. Sutherland

Approve the cost estimate allowing Public Works to proceed to tender for the Range Road 72 Bridge Replacement and Slope Failure Repairs and other work as required. Approximate Funding in the amount of $3,000,000 to come from Bridge Reserve, $110,000 to come from Surface Road Rehabilitation Reserve and the remaining $1,890,000 to come from Financial Stabilization Reserve.


Summer 2020

DFO permit applied for. Design work ongoing. No schedule until permits approved. Plan "B" - Tender Award to Removing Soil off the Road and Slide Area. Work will commence October 10, 2019. The remaining work will be completed in Summer 2020. Design Report is complete. Landman has been hired to purchase land needed for the project - Dale reviewed March 3, 2020. Ongoing


That Administration contact Alberta Transportation to confirm discussions around the closure of 140 Avenue and the implications to the County of Grande Prairie.

Joulia Whittleton To be established

Discussed with Ryan K. AT placed no conditions on their development permit. Ongoing conversation regarding re-establishing traffic lights. Meeting with Ryan K on December 23, 2019.


That $250,000 be brought forward to the 2020 budget deliberations for Public Works, in conjunction with the Parks Department, to conduct an engineering study on preferred options for a second access to the East that meets County standards for the Pipestone Campground second access with funding to come from the Municipal Infrastructure Reserve.


8/30/2020In progress. $250, 000 is in PW Budget for Deliberations Complete - Approved in Budget. RFP for Service to go out in 2020 - study to be completed by August 30, 2020) Closed.


That Administration be authorized to proceed with discussions with the Municipal District of Greenview and industry members regarding establishing a possible crossing from the County of Grande Prairie No. 1 to the Municipal District of Greenview over the Wapiti River in and around RGE RD 90.


3/1/2020Dale and Joulia to meet with M.D. of Greenview to discuss (Reviewed by Dale March 3, 2020 - no changes - still in progress.)


That Administration re-engage Alberta Transportation regarding the alignment on HWY 43 to HWY 40X East Connector.


To be established

Discuss and write a letter to Alberta Transportation on the Hwy 43 to Hwy 40 East Connection for assistance from the province. (Reviewed by Dale March 3, 2020 - Administration to meet at Spring RMA with Minister of Transportation to discuss.


That Council direct Administration to host a hospitality suite on February 18, 2020 and on February 20, 2020 at the TARA Centre from 5 p.m.- 8 p.m. at a cost of $12,000 with funds to come from Council’s catering line and in anticipated partnership with Municipal District of Greenview, Saddle Hills County and Birch Hills County with the objective to build and enhance relationships with members of the Alberta Government; and that Administration prepare and distribute invitations to Group 3 that includes: Growing the North registrants, RMA Zone meeting attendees, urban neighbours and members of the Alberta Government for February 18, 2020 and to Group 2 that includes: attendees of RMA Zone meeting, urban neighbours and members of the Alberta government for February 20, 2020.

Joulia Whittleton, Shannon Baird, Lesley Nielsen-Bjerke

2/20/2020 Completed. File closed.


That Council direct Administration to proceed with discussion with Alberta Transportation to take over care and control of a portion of highway as presented.


To be established (Reviewed by Dale March 3, 2020 - Dale and Joulia have met with Alberta Transportation - Discussions are still ongoing next meeting to occur on March 4, 2020.

Page 2 of 10194


CM2019080930.025 Councillor B. Marshall

That Administration investigate a date in the future to host in house Municipal Elected Officials Emergency ManagementTraining.

Dan Lemieux 3/10/2020 March 10, 2020 MEO Emergency Management Training, item completed.


To direct Administration to work with the Grande Prairie and District Ag Society to support them in sourcing a new tractor on their behalf. Dawn Sauvé 03/01/2020 In progress. The Ag Society is aware of the motion, but have

not initiatied the process yet.

CM20191021.053Deputy Reeve P. Harris

That the Memorandum of Understanding between the Alberta Environment and Parks and the Tri-Municipal Industrial Partnership, comprised of Municipal District of Greenview No. 16, City of Grande Prairie, County of Grande Prairie No. 1, be approved as presented subject to approval by other partners.

Joulia Whittleton, Nick Lapp To be established On hold waiting for revised MOU. Agreement will be coming

back to Council due to AEP changes.


That Administration look at Tough Enough to Talk About It Agricultural Program for County agricultural producers, including posting program phone numbers to the County website.

Dan Lemieux, Sonja Raven, Tracy Green 2/20/2020

Program phone number posted to website on Nov. 5, 2019. The DoMore Ag Foundation presented on mental health for farmers on Feb. 20, 2020 as part of a Farmer Information Day in Sexsmith. Item completed.


That Policy I10 – Asset Management be deferred until the Asset Management Plan has been approved.

Dawn Sauvé, Alex Shepherd, Mary Kukulski

09/30/20 On hold


That Administration be authorized to proceed with a counter-offer on the Wedgewood file as discussed in closed session.


Closed (Reviewed by Dale March 3, 2020 - Negotiations settled) Closed.


That Administration engage with industry surrounding road usagewithin Division Five and bring back the information to Council.


2/5/2020 (Reviewed by Dale March 3, 2020 - no changes - Ongoing


That Council direct Administration to bring back a more comprehensive plan for a draft bylaw to limit activities that are permitted under the Public Lands Act on unoccupied Crown Land within the County of Grande Prairie south of HWY 668 / TWP RD 710 west from the Bear Creek to Pipestone Creek.

Nick Lapp, Jim Hammond, Stuart Rempel

To be established In Progress


That Council reallocate funds for response fees in the amount of $15,000 per year to be provided to La Glace, Teepee Creek and Bezanson stations in 2020 to provide autonomous spending for recruitment and retention activities. Funding in subsequent years to be reviewed annually with a top-up provided to bring that account up to $15,000 per year per station as required with any recommendations for additional funding brought back to Council’s attention to a Council Meeting.

Dan Lemieux, Dan Verdun, Tracy Green To be established In progress


That Council accept the Rural Water Supply Master Plan Report for information and direct Administration to perform an analysis of data from the report and present at a future Council Meeting for consideration.

Dan Lemieux, Dan Verdun, Tracy Green 6/15/2020 Analysis in progress.


That Council direct Administration to review the Joint Assessment Review Boards Bylaw # 3115 and bring back for Council’s consideration at a future Council Meeting.

Joulia Whittleton, Tatiana Catana, Megan Beson

3/31/2020 In Progress

BM21091204.003Councillor K. Rosvold

That Administration Bring back a report with debt amounts indicating what they are allocated to. Dawn Sauvé 02/28/20 Report presented to the Finance Committee of the Whole on

Feb 18, 2020. Complete. File Closed.

Page 3 of 10195


BM20191204.005Councillor C. Beck

That Administration bring a report back to Council regarding the Chuckegg Creek Wildfire, including the financial and social impacts to the County of Grande Prairie.

Dan Lemieux, Dan Verdun, Tracy Green 6/1/2020 In progress

BM20191204.006Councillor K. Rosvold

That Administration bring back an evalation of the Nustadia Operating Agreement.

Dan Lemieux, Christine Rawlins, Tracy Green 2nd-3rd qtr 2020 In progress

BM20191204.010Deputy Reeve P. Harris

That Administration bring back a report on the number of, and value of vacant Municipal Reserve land owned by the County of Grande Prairie. Nick Lapp 2/24/2020 Data is compiled. Writing RFD.

BM20191204.047Councillor C. Beck

That Administration bring forward information on replacement reserves for repurposed equipment to a future Finance Committee of the Whole meeting.

Dawn Sauvé 05/31/20 In progress. The target date has been moved from March 31st to May 31st of 2020.


That Administration bring back information to a committee meeting regarding full cost recovery for water and waste-water systems in County Hamlets.

Dale Van Volkingburgh, Jennifer Besinger

Closed Information was presented at the Committee of the Whole meeting February 14, 2020 and accepted.

CM20191216.039 Councillor C. Beck

That policy B30 - Public Appointments to Boards and Committees be amended by Administration to include feedback as discussed and bring a revised draft to a future Council meeting.

Joulia Whittleton To be established In progress

CM20191216.040 Deputy Reeve P. Harris

That Council request a meeting with Honourable Kayce Madu, Minister of Municipal Affairs during the Spring Rural Municipalities of Alberta (RMA) Convention, March 16 to 18, 2020 to discuss Intermunicipal Collaboration Framework (ICF) progress and Assessment Models.

Joulia Whittleton 1/16/2020 Letter requesting meeting drafted and distributed. Waiting for response.


That Council request a meeting with the Minister of Transportation during the Spring Rural Municipalities of Alberta (RMA) Convention, March 16 to 18, 2020 to discuss a traffic circle at Hwy 43x and Range Road 62, care and control of Hwy2 from the city limits North to the overpass, Hwy 40x West and other transportation issues of interest to the County of Grande Prairie.

Joulia Whittleton 1/23/2020Letter requesting meeting drafted and distributed. Waiting for response. Meeting request accepted. Meeting with Minister McIver scheduled for March 17, 2020. File closed.

CM20191216.048 Councillor K. Rosvold

That Administration revisit the organizational chart and identify libraries as an independent function from FCSS. Dan Lemieux To be established In progress


To have Building System Management and/or Information Services look into the cost and benefits of updating and or replacing our audio visual, presentation and voting system in Council Chambers in consultation with the Council Chambers Electronics Committee.

Dawn Sauvé, Herb Weber, Natalia Madden 4/17/2020 In progress. Will be presented at Final Budget.


That Administration bring back options regarding pay periods to a future Council meeting as discussed in closed session.

Joulia Whittleton, Charlotte Bierman 3/31/2020 In progress

CM20200106.010 Councillor R. Sutherland

That Council direct Administration to donate surplus self-contained breathing apparatus (SCBA) and other equipment of little residual value to the Rotary Club Highway to Mexico project to support fire departments in need.

Dan Lemieux, Dan Verdun, Tracy Green To be established In progress


That Council direct Administration to work with both landowners adjacent to parcel located within PT. SE-15-73-5-W6 to mediate landowner’s concerns (ditch/culvert and approach) and report back to Council no later than June 15, 2020.


To be established (Reviewed by Dale March 3, 2020 - Ongoing - Dale and Landowner are in discussions)

Page 4 of 10196



That Bylaw 3126 – Local Improvement Tax in Dunes and Tamarack Estates - Amends Bylaw 2796 be deferred to February 24, 2020 Council Meeting.

Dawn Sauvé, Jeanette Reum 02/24/20 Complete. File Closed


That first reading be given to Bylaw 3130 - Industrial Land Purchase (PLS 180033).

Dawn Sauvé, Juha Karén, Michelle Rieger 02/24/20 Complete. File Closed

CM20200120.008 Councillor D. Beeston

That first reading be given to Bylaw 3131 - 156 Avenue Storm Drainage.

Dawn Sauvé, Juha Karén, Michelle Rieger 02/24/20 Complete. File Closed


That Council direct Administration to undertake Public Consultations and present the options available for readdressing the area within the Hamlet of Clairmont and south of HWY 43/43X to the area residents and bring back a report to Council on the Clairmont Addressing Project.

Nick Lapp, Lisa Wanke To be established In Progress


That Council direct Administration to organize Council to Council meetings with MD of Greenview, Saddle Hills County and Birch Hills County by the end of 2020.

Joulia Whittleton, Shannon Baird To be established In progress


That the County of Grande Prairie representatives on the Town of Wembley INC Committee be authorized to proceed as discussed in Closed Session as related to the recreational agreement.

Joulia Whittleton, Shannon Baird To be established In progress


That Council take no action on the request from the City of Grande Prairie to meet and discuss the MOU for TMIP Revenue Sharing.


To be established In progress


That Administration arrange a meeting with the Standing Committee on Recreation and Educational Services to discuss the SCORES partnership agreement and the possibility of the County of Grande Prairie joining the partnership.

Joulia Whittleton, Shannon Baird To be established In Progress


That Administration contact the Peace Wapiti School Division to gain understanding about their participation in SCORES partnership.

Nick Lapp To be established In progress


That the Reeve, Deputy Reeve or an alternate of County Council attend the Throne Reception on Tuesday, February 25, 2020 at the Alberta Counsel Offices in Edmonton with funding coming from Council’s travel line.


To be established Completed. File closed.


That members of Council who wish to attend the Canadian Rural and Remote Housing and Homelessness Symposium in Guelph, Ontario May 27 – 29, 2020 may attend with funding to come fromCouncil’s budget.

Joulia Whittleton, Shannon Baird To be established Completed. File closed.


That Council accept the Clairmont Arena report as information and that additional information on costs be provided to Administration by the Clairmont Agricultural Society.

Dan Lemieux, Christine Rawlins To be established In progress


That Administration include the Clairmont Arena and Clairmont Hall discussion on the Council business meeting agenda for February 25, 2020.


Page 5 of 10197



That third reading be given to Bylaw 3126 - Local Improvement Tax in Dunes and Tamarack Estates – Amends Bylaw 2796 – amending Schedules “F” – Annual Levy; and Schedule “G” – Summary of Annual Levy, to commence in Tax Year 2020.

Dawn Sauvé, Jeanette Reum, Mary Kukulski To be established Complete. File Closed


That third reading be given to Bylaw 3130 - Industrial Land Purchase (PLS 180033).

Dawn Sauvé, Michelle Rieger, Mary Kukulski To be established Complete. File Closed


That third reading be given to Bylaw 3131 - 156 Avenue Storm Drainage.

Dawn Sauvé, Michelle Rieger, Mary Kukulski To be established Complete. File Closed


That third reading be given to Bylaw 3133 - Regional Emergency Management Bylaw.

Dan Lemieux, Tracy Green, Mary Kukulski To be established Item completed.


That second reading be given to Bylaw 3128 - Amendments to Bylaw 2986 Road Use Agreement.

Dale Van Volkingburgh, Deryle Penner, Lynda Caron

4/6/2020 In Progress - Reviewed March 3, 2020 - adjustments to come.

CM20200224.033 Councillor L. Waddy

That Council approve the release of the $40,000 allocated to the Hythe & District Recreational Society’s gymnasium flooring project during the 2020 Capital Grant Deliberations, on the understanding that the recommended steps are completed for moisture and mold issues, as stipulated by the engineer’s report.

Dawn Sauvé, Juha Karén, Christine Rawlins

03/31/20 Complete. File Closed

CM20200224.034 Councillor H. Bulford

That Council approve Administration’s recommendation to bring the Janitorial Service in - house.

Dawn Sauvé, Herb Weber 09/30/20 In Progress


That Council accept the Municipal Reserve Parcel Summary for information and refer the vacant municipal reserve land matter to the Finance Committee of the Whole for further analysis and discussion.

Nick Lapp, Dawn Sauvé To be established In Progress


That Council approve Policy B30 - Public Appointments to Boards and Committees as presented and that any current board members that are outside this policy will remain active until the expiration of their term on the specific board.

Dawn Sauvé, Megan Beson, Mary Kukulski 02/29/20 Complete. File Closed


That Council approve the sponsorship request for the North West Regional Skills Canada to be funded at the Bronze sponsor level in the amount of $2,000 for the 2020 Competition with funds to come from the 2020 Community Assistance Budget.

Dan Lemieux, Tracy Green, Christine Rawlins

To be established Item completed.


That Council take no action on the sponsorship request from the Tiny Hands of Hope.




That Council take no action on the sponsorship request from the Northwest Regional Learning Consortium.




That Council enter into an agreement with the Young Men’s Christian Association of Edmonton to provide leased space for the operation of a childcare program in the Wellington Resource Centre at the rate of $36,000 per year or $3,000 per month for a period of five years with an option to renew for a further five years.

Dan Lemieux, Tracy Green, Kathleen Turner


Page 6 of 10198



That Council appoint Ken Atamanchuk, Brian Ball, Robert Campbell, Tracay Depew, Riley Hamel, Vivian Brulotte, Dan Verdun, Bart Johnson, Michael Hunter, Kody Gerein, Candace Green, Kevin LeBlanc, Marc Leger, Greg Hickok, Matthew Pequeno, Jason Nesbitt, Doug Porterfield, Randy Sims, Travis Skrepnek, Michael Shykora, Doug Starr, Ikuho Wakuda, Kyle Warkentin, Brandon Bulford, Jordan Storey, Mike Starosta, Ross Hennigar, Matthew Bauer, Mathew Smith, Tyrel Johnson, Alfred Golnick, Jamie Querin, Lynda Ost, Rob Kubbernus, Stan Berry, Dallas Pierson, John Moutray, Dawn Dalke, Toni McDougald, Doug Spry, Jim LeGeyt, Lawrence Phillips, Pat Mclaughlin, Jonathon Hoag, Lisa Chambers, Dale Widsten, Stuart Rempel, Deborah Durban, Jackie Robertson, Stuart Fry, Cory Rigler, Lindsey Hennigar, Laverne Friesen, Wes Kardash, Clarence Wesloski, Eric Johnson, Stefan Kratchmer, Dave Campbell, Les Harms, Kim Donecz, Mathew Ready, Debbie Lloyd, Tracy Green; as Fire Guardians for a term commencing March 1, 2020 until February 28,2021 as per the Forest Prairie Protection Act.

Dan Lemieux, Tracy Green, Dan Verdun,Vivian Brulotte


CM20200224.042 Councillor H. Bulford That Council approve Policy C1 - Cash Receipting as presented. Dawn Sauvé, Mary

Kukulski 02/29/20 Complete. File Closed


That Council approve Policy C31 - Budget Development as amended:•amend the timing to be set aside for 3.a – Budget Aspirations Discussion Session.

Dawn Sauvé, Mary Kukulski 03/31/20 Complete. File Closed


That Council approve Policy E9 - Public Access Tax Account Financial Information as presented.



That Council rescind Policy C4 - Pubic Access Tax Account Financial Information.



That Council rescind Policy C9 - Operating Budget and Policy C17 - Capital Budget.



That Council approve a $200,000 subsidy to be applied to the Aquatera residential and non-residential wastewater rates in the Hamlet of Clairmont for the 2020 year. Funding for the subsidy to come from the Community Investment Reserve.

Dawn Sauvé, Juha Karén 02/29/20 Complete. File Closed


That the County of Grande Prairie award the contract to the low bidder Knelsen Sand & Gravel Ltd. in the tender amount of $1,234,628.53. The estimated total cost for the 3 projects, RGE RD 73 Lakeview Road Overlay, RGE RD 100 Valhalla North Overlay, and Wedgewood Ph3 Overlay including engineering and contingency is $1,450,738.92. Funding to come from the Surface Road Rehabilitation Reserve.

Dale Van Volkingburgh, Juha Karén, Lynda Caron

Closed Tender Awarded February 24, 2020


That Council direct Administration to enter into a contract with Doug Marshall Motor City as the lowest cost bidder, at a total contract value of $203,172.12 (including GST) for five (5) new pickup trucks, with funding to come from the Capital Equipment Replacement Reserve.

Dale Van Volkingburgh, Juha Karén, Lynda Caron

Closed Tender Awarded February 24, 2020

Page 7 of 10199



That any Councillors that wish to attend the Business Retention & Expansion International Conference in Grande Prairie on June 17-19, 2020 may attend to represent the County of Grande Prairie No.1.



That the Recreation Advisory Board Meeting scheduled for June 18, 2020 be re-scheduled for May 27, 2020 to allow for Council to attend the BREI Conference.

Dan Lemieux, Tracy Green, Christine Rawlins, Shannon Baird



That the West County Road Tour scheduled for June 17, 2020 be re-scheduled for June 12, 2020 to allow for Council to attend the BREI Conference.

Dale Van Volkingburgh, Lynda Caron, Shannon Baird

Closed Road Tour date adjusted


That Council appoint Stuart Wraight, April Dunn and Josh Barrett as Development Officers for the County of Grande Prairie and shall be given authority to undertake the duties and responsibilities of the Office for the same.

Nick Lapp To be established In Progress


That Council appoint the following members to the Joint Assessment Review Board for the terms as specified:•Darren Maki, appointed for a one (1) year term; •Karen McGriskin, appointed for a two (2) year term; and•Vern Moore, appointed for a three (3) year term.

Dawn Sauvé, Megan Beson, Mary Kukulski 03/31/20 Complete. File Closed


Council considers establishing a Committee of the Whole (COW) by a bylaw and directs Administration to bring the Procedural Bylaw forward with an amendment to introduce the following: (please refer to the minutes)

Joulia Whittleton To be established In Progress


That Council direct Administration to respond to the letter received from the City of Grande Prairie in regards to the review of Aquatera’s governing documents and agreements requesting the initial meeting be scheduled in the fall of 2020 or early 2021, considering other mandatory commitments.

Joulia Whittleton, Lesley Nielsen-Bjerke 3/9/2020 Completed. File closed.


That those members of County Council that would like to attend the AUMA Spring Municipal Leaders’ Caucus on March 25-26, 2020 at the Westin Edmonton be approved to attend and registration fees to come from Council’s Membership and Registration line.

Joulia Whittleton, Shannon Baird To be established Completed. File closed.


That Council direct Administration to invite representatives from Xplornet to a future Council Meeting.

Nick Lapp, Christopher King, Hetti Huls To be established In Progress


That Council direct Administration to contact O-NET and invite them to a future Council Meeting.

Nick Lapp, Christopher King, Hetti Huls To be established In Progress


That Council direct Administration to work with the Clairmont & District Agricultural Society to hire a professional consultant to perform a Needs Assessment for the Clairmont Arena using the funds allocated in the 2020 Interim Budget, and report back to Council for further evaluation and future funding considerations.



Page 8 of 10200



That Council direct Administration to work with the Clairmont & District Agricultural Society to hire a professional consultant to conduct a Needs Assessment for the Clairmont Community Hall using the funds allocated in the 2020 Interim Budget, and report back to Council for further evaluation and future funding considerations.




That Council direct Administration to set up a Committee including at least two Council members to develop a policy with respect to built historical resources in the County of Grande Prairie No.1 and report back to Council with recommendations.

Nick Lapp, Christopher King, Hetti Huls, Mary Kukulski



That Council approve the request from the Public Works department for an additional $350,000.00 to be added to the Public Works operating budget for Ditch Rehabilitation Projects with funding to come from 2019 surplus at final budget deliberations.

Dawn Sauvé, Juha Karén 4/17/2020 In progress. Will be presented at Final Budget.


That the County of Grande Prairie No. 1 proclaim May 17 to May 23, 2020 as National Public Works Week.

Dale Van Volkingburgh, Lynda Caron



That Council direct Administration to calculate what the municipal taxes would be for the Five Mile Community Hall property as privately owned and not tax-exempt property and report back to Council.

Dawn Sauvé, Chris Gardner 4/17/2020 In progress. Will be presented at Final Budget.


That County of Grande Prairie No. 1 enter into a five-year lease agreement for Five Mile Community Hall with Food Solutions Corporation in the amount of $55,000.00 per year for an “operating lease,” and a “base lease” of $1,250.00 per month.

Dawn Sauvé 03/11/2020 Information e-mailed to Council. Complete. File Closed.


That County of Grande Prairie No. 1 enter into an agreement with Food Solutions Corporation to sell the items specified in Appendix A for the minimum asking price of $20,000.00. This price represents the original minimum price that was outlined in the Request for Proposals.

Dawn Sauvé 04/15/2020 In progress


That Council approve the 2020 Manse Grants for St. Johns Evangelical Church and Valhalla Evangelical Lutheran Church.

Dawn Sauvé, Gina Rode 04/15/2020 In progress

CM20200309.020 Councillor B. Marshall That Council set September 24, 2020 as the 2020 Tax Sale date. Dawn Sauvé, Gina

Rode 03/31/2020 In progress


That Council approve Policy C13 – Collection of Outstanding Receivables as amended:• Addition on reporting back to Council on an annual basis on the collection activities.

Dawn Sauvé, Mary Kukulski 03/31/2020 In progress


That Council approve Policy M1 – Safety Codes Permits with correction to the names of the individuals identified under the position of CAO and Fire Chief.

Nick Lapp, Mary Kukulski To be established In Progress

Page 9 of 10201



That Council approve Policy M7 – Waiving of Application Fees as amended in order to provide Administration with a framework and authority to waive application fees for Planning and Development applications related to non-profit organizations, non-government organizations, internal County Departments and other bodies or organizations from time to time as the case may be:•Policy statement # 7 – The Director of Planning and Development Services will report by preparing a list with the number and the amount of fees waived through regular monthly reporting to the CAO and County Council.



That Council approve Policy M9 – Development Securities as presented in order to establish a framework for the acceptance of securities to ensure obligations of developers, builders, or landowners under various planning and development related approval processes are met.



That Council direct Administration to respond to the Rural Municipalities Association (RMA) Zone 4 Director indicating that the County of Grande Prairie No. 1 supports two meetings per year and the dates be flexible pending on the confirmation of guest and speakers.

Joulia Whittleton, Lesley Nielsen-Bjerke To be established In Progress


That Council support the Town of Beaverldoge request to discontinue the Intermunicipal Development Plan process between our respective municipalities and to inform Municipal Affairs of this decision accordingly.

Joulia Whittleton, Lesley Nielsen-Bjerke To be established In Progress


That Council direct Administration to bring back cost associated with adding an additional advance turning signalization at the HWY 2 and 84 Avenue intersection.

Dale Van Volkingburgh, Lynda Caron



That Council appoint Deputy Reeve P. Harris and Councillor R. Sutherland to the Heritage Resource Management Plan Committee.

Nick Lapp, Christopher King, Hetti Huls, Mary Kukulski



That County of Grande Prairie No.1 enter into a Recreation Funding Agreement with the Town of Wembley as part of the Intermunicipal Collaboration Framework as presented.


Page 10 of 10202

Request for Decision Report Title – Presenter, Position Item 17.1 - Chief Administrative Officer and Administrative Report to Council – Joulia Whittleton, Chief Administrative OfficerSupported By: N/A Meeting: Regular Council Meeting Meeting Date: March 23, 2020 Agenda Category: Administrative Reports

Executive Summary CAO and Directors provide monthly written reports to Council.

Background / Proposal Please review the attached CAO and Directors monthly updates reports.

Options & Benefits Not applicable.

Costs & Source of Funding Not applicable.

Municipal Plans





☐Involve (involve the public to ensure their concerns and aspirations are considered in decision)

203

Goal: to work with the public through the process Tools: ☐Public Notice ☐Open House ☐Community Workshop ☐Other ☒Not Applicable Administrative Recommended Action That CAO and Directors monthly reports be accepted for information.

Attachments

1. CAO and Directors Reports


204

CAO Report to Council

March 18, 2020

Since my last report (February 20, 2020) I attended and participated in the following meetings:

• February 21 – Meeting with CAO of MD of Greenview regarding TMIP • February 21 – RMA Zone 4 Meeting • February 24 – Regular Council Meeting • February 24 – ICF Meeting - Town of Sexsmith • February 26 & 27 – Strategic Planning with Council and Directors • March 2 – HEMS Review – AHS Meeting • March 3 – ICF Meeting – Town of Beaverlodge • March 4 – Joint Directors and Managers Meeting • March 4 – Meet with Aquatera CEO • March 5 – Land Purchase Meeting (Nautical) • March 5 – ICF Meeting – City of Grande Prairie • March 6 – ICF Meeting – Town of Wembley • March 6 – Council Business Meeting • March 9 – Regular Council Meeting • March 10 – Aquatera Information Sharing Meeting • March 10 – ICF Meeting – Town of Sexsmith • March 11 – Meeting with DM and ADM of Municipal Affairs • March 11 – Directors Meeting • March 12 – Meeting with Village of Hythe (Reeve/Mayor and CAOs) • March 12 – Annual Meeting with PWSD • March 13 – Administrative TMIP Meeting • March 13 – ICF Conference Call (City & County) • March 16 – Conference Call with Chief Firearms Officer • March 16 – Visited GPREP EOC • March 17 – COVID-19 DEM/DDEM meetings and activities • March 18 – COVID-19 DEM/DDEM meetings and activities • March 18 – Directors Meeting – Business Continuity Planning – COVID-19

Due to the latest developments associated with the Provincial Health Emergency due to COVID-19, activation of GPREP EOC, and declaration of SOLE by GPREP municipalities, our Team has been preoccupied with our response to the immediate challenges, while working on business continuity planning to assure there is no interruption of essential municipal services to our people while protecting health and safety of our employees. Our personnel are directly involved in GPREP EOC and I wish to thank everyone for your ongoing cooperation as we are in the unchartered territory; we are reassessing the situation and revisiting our operational plans day-by-day, adjusting as necessary.

205

Directors and I are available to answer any questions council may have. Respectfully submitted, JW Joulia Whittleton, CAO Communications Function Update (Lesley Nielsen-Bjerke): Highlights on Operations Human Resources Function Update (Charlotte Bierman): Highlights on Operations

206

Directors Reports to CAO

Highlights on Operations Systems:

• The webmap training for the Town of Beaverlodge went well. • Systems staff assisted Enforcement migration into new mobile devices and as well as activating new

Push-To-Talk application on their phones. This new application (ESChat) provides map locations of officers, ease of use across devices and is 50% cheaper than old Push-To-Talk application.

• Introduced the Microsoft Shifts App within Teams to Enforcement. They love it and will be using it for the calendar/scheduling needs of their team.

• Demoed the Weed Inspection Survey123 and Collector for ArcGIS set up with Strathcona County to share our experiences

• Helpdesk is preparing for the influx of seasonal staff. Assessment:

• The assessments are now completed for the County and have been declared in Milenet • The Step Energy appeal was heard in February. There were over 1400 pages in the appelants

submission, and the hearing for the one property was significant. We are still waiting for the decision to the appeal.

• A plan is in place to accommodate a communication insert to be included with this year’s tax notices. • Staff are now preparing for Re-Inspection cycle for Wembley, Hythe and the County. • Assessments on linear properties and DIP properties are complete. Assessment notices for the DIP

properties went out on February 28th. Finance:

• Year end processes are underway. The external auditors will conduct the field audit work March 9 – 13.

Corporate Services: • The fourth quarter reporting for insurance claims has been drafted and will be presented to Council,

along with additional performance metrics, March 23, 2020.

Director Name: Dawn Sauvé

Director Division: Corporate Services

Date: 3/9/2020

207

Highlights on Capital Projects & Initiatives Systems:

• The Telus bandwidth upgrade for the County Administration buildings to 500mb has been completed.

Legislative Services: • The County has signed an agreement for data sharing of the ASSET Database held by Municipal

Affairs with StatsCanada. • iCompass implementation of Phase 1 (agenda creation and viewing) is under way. Training is planned

for April 21st for Council. Corporate Services:

• Additional safety measures in the Crosslink Sportsplex are being installed. These include an ammonia detection system on the second floor, a platform to allow for safe access to the exhaust fans and to re-tighten the bolts in the roof supports of the fieldhouse.

• The new LaGlace Firehall has been commissioned. • The County received provincial endorsement for the Federal ICIP grant application for the Clairmont

Regional Lift Station. The grant could provide an additional $7million to complete all three phases of the project at once. If approved, the County would be required to retain ownership of the lift station for five years before it is transferred to Aquatera.

Updates on Staffing & Organizational Changes Finance and Systems:

• The Finance systems administrator, Gerry De Boer is retiring this spring. Plans are in progress to transfer his position to the Systems team to encourage collaboration and increase efficiencies. will be posted in early March.

Assessment: • Tara Simard has successfully transitioned from public works to assessment as our new Tax clerk. • Jessica Vanin had a new baby girl. She is 4lbs 11oz, and her name is Abigale Barrie Vanin. • A letter from the province was received requesting to enter a new contract to retain Barry Donovan

as the provincial delegated assessor on DIP properties. Barry’s position will likely be revised for the 2021 year from a 0.8 position to a 0.6 FTE.

208

HR Report to CAO

Highlights on Operations Payroll’s year end processes are complete. Safety is focusing on COVID-19 related issues and concerns. Additional priorities for Safety including actions related to our Certificate of Recognition (COR) audit action plan from the Fall, Contractor Management program development and a business case related to a Mental Health Strategy for the County. HR is also focusing on COVID-19 related issues and concerns. Other activities include:

• Recruitment, interviews, job offers and orientation for seasonal employees and other key vacant positions.

• Compensation Project – We have evaluated our employee benchmark positions and are currently evaluating the remaining employee-level jobs.

• We met with IAFF on March 2 & 3. While no proposals were signed off, we did come to agreement on several non-monetary clauses. We have suspended negotiations for 30 days while our priority is COVID-19.

• Mandy Ingraham, HR Advisor attended a half day law conference host by CPHR on February 25th which provided information on workplace investigations and Substance Abuse policies.

Director Name: Choose an item.

Director Division: CAO Office

Date: 3/17/2020

209

Directors Report to CAO

Highlights on Operations

Community Services: o Dan Lemieux and Tracy Dawe have been appointed to a special GPREP Task Force on COVID-19. o Stu Rempel is attending the annual RCMP Performance Plan session for 2020-2021. o All members of Council attended Emergency Management for Elected Officials training on March 10, 2020,

as required under the new Emergency Management Act. o Proposals were exchanged with IAFF on February 4, 2020, and two days of negotiations took place on

March 2 and 3. Next negotiating session is planned for March 31 and April 1.

o Regional Enforcement Services o 2019 was our busiest year in our 43-year history. Both January and February stats are higher than

2019! 569 tickets vs. 529 in 2019 321 occurrences vs. 245 in 2019

o Enhanced Policing Unit: vacancies include the Corporal and two constables. We are in our 5th month with no new updates to share.

o Bylaw Officer vacancies will be filled in March and April with varying levels of training required. o Peace Officer recruitment: 3 vacancies. 130 applicants, 14 qualified, short-listed to 7 fully

trained. Starting March 23, Clayton Darr from Cold Lake who is a Level 1 Peace Officer and former Conservation Officer. One month of training required.

o Stefan Kratchmer has been in training with Wes Kardash since January 21 and will go to classroom training at the Justice Academy later this year.

o Lindsey Hennigar (CPO) is scheduled to return from mat. leave on May 22. o Our new FTE Court Liaison position is pending final budget. In the interim, Donna Mann from

Planning has joined us until April 30th to help out. She is currently being trained by Deborah and Jackie.

o Parkland Patrol summer student position is advertised and is an open competition. o Reserve Officers: approved for 3 positions. Les Harms will not return for our summer position but

will remain on with us as a reserve. Wes Ducharme has fully retired and will no longer serve as a reserve. Dave Campbell will remain a reserve until June, then will appear only to conclude his trials and court requirements.

o Summer and special events planning and scheduling are in progress, but cannot complete until Enhanced are in place.

o Gearing up for road bonds and road bans as a priority for the next couple months. o Peace Officer service agreements were reduced from January 1 to March 31 and will return to the

full regular hourly service delivery as of April 1.

Director Name: Dan Lemieux

Director Division: Community Services

Date: 3/12/2020

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o Parks & Recreation

o Several significant snowfalls occurred mid-Feb to mid-Mar. Staff worked hard to meet service expectations and no complaints were received.

o Family Day Frostival had 250+ participants and considered a success. Reports going to RAC on March 19th and Directors (TBC) to determine if this should be a County wide event.

o Operating Assistance & Cemetery Improvement grants close April 6, 2020 o Successful recruitment of Heidi Collins as new Parks Supervisor starting March 16, 2020 o Ongoing work with Clairmont & District Agricultural Society re: arena and hall o Joint ball diamond booking initiative with City in progress with goal of increasing utilization o Ongoing monthly attendance at Bezanson Agricultural Society Board meetings o Participation in the GPRTA tourism meeting re: Destination Management Plan – Feb 21, 2020 o Attended Sports Connection NW Awards of Excellence on March 6, 2020 o Meeting with Inclusion Alberta on March 10th re: Pipestone casual laborer position – they are

going to screen candidates and forward names for interview o Upcoming internal quarterly meetings: Facilities Management Review Team (March 17th); RAC

(March 19th); Grande Prairie Regional Recreation Committee (March 20th)

o Fire Protection o Fire saw an increase in calls in 2019 to 863, busiest year in our history. More information to be

included in our annual report o We’ve received, trained and have now in service 3 new tenders. Of note, two weeks after

receiving, we utilized two of them in multiple structure fires in which they provided flawless provision of water supply.

o Successful completion of two recruit programs with 11 new probationary firefighters added to our ranks

o LaGlace fire hall nearing completion, we anticipate access by month’s end o Recruitment in LaGlace under way. One recruit so far, expecting more currently at 16 members o Fire prevention working on a FireSmart initiative for a training program for rate payers in

conjunction with FireSmart Alberta o Return of all but two fire guardians for 2020 o Rate payer has come forward with possible land for a fire hall in TP, more information to come o Bylaw review nearly complete o Review of water master plan nearly complete, and the RFD is coming to Council in spring o Fire operational plan complete - working on implementation

o FCSS

o Social Work Practicum student will be joining us starting May 4th until end of August. She will be interacting in all our program areas to get a broad experience with different age groups and demographics.

o Gabrielle Frattini will be going on maternity leave in April. Recruiting for a temporary position to cover her leave.

o Volunteer Appreciation Week is coming up in April - nominations are open for the Clairmont Volunteer of the year award. Nominations close March 20th.

o Plans are underway for the bi-annual Seniors Tea June 4th and the Intergenerational luncheon at the Clairmont Community School on May 12th

o Home Support program has seen a slight surge in requests for service in February/March. We have been able to accommodate all the new clients to date.

o Staff are compiling information for the annual report to the Ministry in anticipation of it’s opening in June. This is a delay from the anticipated opening at end of April.

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o Agriculture o March 12 to 14, all staff are engaged in the Peace Country Classic. The show was cancelled after

day one and the Farm Family Banquet was postponed due to recommendations from AHS. Highlights on Capital Projects & Initiatives

• Final inspection by the Committee of the La Glace Fire Hall occurred on March 4. Anticipating access by end of

March Updates on Staffing & Organizational Changes

Please see updates in the departmental reports.

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Highlights on Operations Resources

• Oilfield Stats February 13 – March 11, 2020: • Consents for Projects Issued 33 • Notifications for Proposed Projects 42 • Drill Rig Movements 15 • Service Rig Movements 75 • Multi loads 3 • Continue with Industry meetings. • Road Inspections increased with oil activity.

Solid Waste • changed cutting edge on dozer • moved area 2 and 3 around, north west corner of cell 3 next on fill plan. • working on year end for 2019, regional and Clairmont • working on SOP’s • organizing safety vests for roadside cleanup • Working on battery disposal recycling options and costs • Hosted MD Greenview packer for washing and repairs by Finning • Preparation for EARTH DAY 2020 and Agri Show • Dealt with nighttime trespassing and vandalism • New lighting in Office and shop • Scrap Metal was removed from site this month. • GPS in landfill packer sent away for repairs again • E waste sea can was exchanged once • Diabetes clothes bin was picked up 6 times • Propane tanks were picked up • Oil was picked six times • Atco tightened low hanging powerline. • Prairie Disposal recycling bin contract negotiation, contract still pending PD signature. • Sourced an alternate recycling bin location in preparation that there is significant feedback about the

Beaverlodge recycling bin being removed. • Had a load of radioactive steel pipe identified; levels were within safe levels. • Shelve and Share continues to be embraced by the community. Only one after hours drop off • Working on Grain Bag Policy, Waste Bylaw and Landfill Tag Use Policy

Water/Wastewater • Replaced both Chlorine pump and analyzer. • Set up a Truckfill account for Town of Valleyview to assist during their water emergency. They never hauled

any from our site, but the emergency access was established. • WNC subcommittee meeting

Director Name: Dale Van Volkingburgh

Director Division: Public Works

Date: 3/12/2020

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• Water and Wastewater 2019 annual reports completed • La Glace Final Engineering moving forward for Phase 1 • Well #1 failed to start at Bezanson Water Treatment Plant. Luckily electrician was on site and found a corroded

wire in control switch. Replaced wire and back working. • Replaced faulty contact at lift station. Then breaker would not reset. Ordered new breaker. • One of the pressure tanks for Well #2 in La Glace remains out of service. • Encountered an out of compliance issue with low chlorine, situation was rectified as soon as it was discovered. • Land acquisition final payments for Wembley Regional Water Line nearing completion invoice to Wembley for

repayment pending finalization Operations

• Applications for Facility and Road bonds are being secured. • Land acquisitions for 2020 projects are ongoing. • Graders and Plow trucks been busy all week with the drifting and fresh snow fall. • Snow plowing and pushing banks back ongoing, drifting happening in lots of locations in the County. • Hired extra help for snow plowing. • Brushing continues along Township Road 730 and Range Road 114. • Plans for Public Works week continue.

Highlights on Capital Projects & Initiatives Technical Services

• Bezanson WTP upgrades including SCADA continue • Continue asset management Level of Service document • BEAST is under construction

o Building is completed pending minor deficiencies and the interior office. o Ground works design third party review complete, few changes recommended. Quotes and revised

budget received and heading to Council. Construction update as follows:

• Tender for JD Willis Overlay and Base Pave of Township Road 712 were opened and will be going to Council for award on March 23, 2020.

Updates on Staffing & Organizational Changes

• Shelly, Jennifer and Riley attended Alberta CARE Conference • Caity Andersen was on vacation to Mexico. • Nic Whitson completing financial module on the MMP Course. • Jennifer Besinger attended AWWOA Spring Seminar • Nic Whitson has been full time Utility Officer during Dale Green’s absence and doing well. • Kim Materi took joint health and safety champion training • Dalen Peterson attended Waste to energy symposium in Fort Saskatchewan • Shelly Lutz attended Landfill Fire Training

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Highlights on Operations Planning & Development

• Current work volumes remain low compared to previous years. We continue to monitor volumes and adjust work tasks accordingly. Staff are utilizing their time on longer range projects.

Safety Codes

• Calls for inspections are consistent with seasonal volumes. Economic Development

• Staff continue work on projects outlined below. Planning Compliance

• Staff continue to monitor ongoing open files and follow up on complaints received. Highlights on Projects & Initiatives Gateway/Energov Implementation

• The project continues on budget and on time. Some recent travel restrictions have necessitated the project team to re-schedule site visits planned previously.

Nauticol

• Staff continues to work the land purchase with the Province. • Staff have been informed that based on the accepted Provincial timeline/process the County could

have the title to the new lands in hand by September 2020. • The process remains on schedule.

NW Clairmont ASP

• Staff are compiling final changes and feedback received from landowners and making adjustments to the final document.

Director Name: Nick Lapp

Director Division: Planning & Development

Date: 3/12/2020

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SW Clairmont ASP • Staff are working on edits resulting from feedback out of the recent open house and are working

with Peace Wapiti and GP Catholic school boards to finalize school site allocations within the Plan area.

Geothermal Project

• Staff are working with an engineering company to complete preliminary design for a pilot project. Once complete staff will present proposed pilot project to Council for consideration.

NE Clairmont ASP

• Staff are completing the RFP for this project and anticipate that it will be posted in the near future. Updates on Staffing & Organizational Changes

• Due to low volumes of current work, the Department has seconded three staff to other County departments on a temporary basis to provide support and capacity to those units. This includes Enforcement Services, Communications, and Systems. This will remain in place until the end of April at the earliest; work volumes are being monitored to ensure the Department has adequate capacity to meet service levels.

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