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TOWN OF HAY RIVER January 13th, 2020 STANDING COMMITTEE OF COUNCIL 6:30 PM

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AGENDA

PUBLIC INPUT

1. CALL TO ORDER

2. ADOPTION OF AGENDA

3. DECLARATION OF INTEREST

4. ANNOUNCEMENTS, AWARDS, CEREMONIES & PRESENTATIONS

5. DELEGATION a. Community Wildfire Protection Plan (CWPP) Update – Daniel Allaire – page 2-32

6. COUNCILLOR LIAISON REPORT

a. Council Committee Reports

7. ADMINISTRATIVE ENQUIRIES

8. NEW BUSINESS a. Public Works Monthly Report for December – page 33-36 b. Protective Services Monthly Report for December – page 37-39 c. Municipal Enforcement Monthly Report for December – page 40-41 d. Tourism and Economic Development Report for December – page 42-45 e. Mayors Monthly Report for December – page 46-47 f. Recreation Monthly Report for December – page 48-52 g. Excused Absence – page 53 h. Development Permit Application (D19-100) for 2 Seasons Adventures – page 54-57 i. Development Permit Application (D19-101) for 2 Seasons Adventures – page 58-63 j. Recreation Rates and Policy Update for Recommendation – page 64-84

9. IN CAMERA

a. Matters under Consideration - pursuant to Cities, Towns & Villages Act, S.N.W.T. 2003 c. 22, Section 23. (3), (e)

10. ADJOURNMENT

STANDING COMMITTEE OF COUNCIL

DEPARTMENT: PUBLIC WORKS DATE: JANUARY 13, 2020 SUBJECT: PUBLIC WORKS MONTHLY REPORT FOR DECEMBER 2019

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RECOMMENDATION: THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the Public Works Monthly Report for December 2019. BACKGROUND:

Public Works Daily Operations: Public Works staff continued ongoing work on the Town’s water, sewer, roads & sidewalks, vehicles, and infrastructure. The following is a summary of the work completed this month:

Regular Operations and Maintenance Items Item Monthly Activity Water & Sewer Water shut offs and turn ons as requested Water and Sewer inspections of areas of concern Water and Sewer locates as requested Meter readings taken Flushing of lines Month end water report Water & Sewer Facilities Daily inspections of facilities Roof upgrades projects underway at WTP and reservoir Roads Snow clearing work Sanding activities Sign repairs as needed Vehicles Winterizing of vehicles Cemetery 1 Funeral held this month

Landfill Operations: The Landfill continued regular operations and monitoring activities throughout the month. The ICIP funding agreement for removal of tires has been finalized. Currently working with GNWT to develop plan to have tires removed from site as soon as possible in 2020. Water Licence Activities: Regular monitoring programs continue as per the requirements of the Town’s water licence. The Town’s water licence renewal application was submitted to the Mackenzie Valley Land and Water Board on September 16th. The initial application has been reviewed and commented on



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by all interested parties and the Town has provided responses to those comments. The next step in the process is the Technical Sessions, which are scheduled for February 11th – 13th. The renewal process is on schedule and expected to continue well into 2020. Capital Projects 2019: A list of 2019 Capital Projects along with an update of the status of these projects is included below. Unfinished projects will be carried over into 2020 for completion.

2019 Capital Projects Public Works Project Update Lift Station System Upgrade Working on acquisition of property. Design work expected to

begin early in 2020. Fraser Place Development Acquiring LUP for drilling operations. Geotechnical operations

expected to commence in early 2020. Caribou Crescent Water, Sewer, and Drainage Funding agreement finalized, design to be finalized in early

2020 with construction to follow. Grader Replacement Complete Mower Attachment for Tractor Postponed Water Treatment Plant Roof Replacement Project commenced, work ongoing Reservoir Roof Upgrades Project commenced, work ongoing Water Licence Renewal Ongoing – See Water Licence section Landfill Trailer Complete Commercial Water Meter upgrade Majority of meters have been purchased and a portion have

been installed. Remainder to be done as time permits. Landfill – Tire Recycling Program Funding agreement finalized, work to be completed in 2020. Landfill – Solid Waste Facility Planning Funding agreement finalized, work to be completed in 2020. Sewer Lining throughout Town Complete Paradise Road Realignment Project on hold until funding source identified Lift Station #2 Demolition Work completed for 2019, some minor landscaping work to be

completed in the spring Sewage Lagoon Upgrades Complete Snowblower – heavy duty Complete Lift Station Study Complete Beach Road Upgrade Complete Generator Replacement – WTP Complete Sewer Flusher (Equipment) Quotes came in over budget, project deferred to 2020



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Landfill Interim Closure Plan Approval deferred by MVLWB, has become part of the water licence renewal process.

Mansell, Dessy, and Morin work Project work completed for 2019. Some minor work to be completed in 2020.

Capital Projects 2020: An updated estimate on the water intake line inspection has been obtained and the cost is now expected to be under $50,000. The original budgeted amount for this project was $550,000 but further investigation and discussion with experts in the industry have resulted in a much lower expected cost. This work is expected to be undertaken in the summer months of 2020 and the change in cost will be reflected in the Q1 Variance Report. Planning: 4 Development Permits and 0 Building Permits have been approved for December 2019. In the month of December 2018, we had 1 Development Permits and 1 Building Permits signed out. The monthly Development and Building report is as follows: DATE DEV # CIVIC ADDRESS DESC. OF WORK Dec 2/19 D19-103 6 Cameron Crescent Home Occupation Northern Lights

Dog Grooming Dec 10/19 D19-104 Lots 1834 to 1836

Saskatoon Drive Proposed Subdivision and Amalgamation of 4 Lots Into 3 Larger Lots

Dec 11/19 D19-105 3 Wildrose Drive Home Occupation Frizzle Chick Creations (Puppet Making)

Dec 17/19 D19-106 LE-109-200185-01, Lot 635, Reserve SK-00172, Plan 723

Install Commercial Entranceway C/W Culvert to Eight Individual Recreation Lease Lots

COUNCIL POLICY / STRATEGY OR GOAL:

N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS:

- Mackenzie Valley Land and Water Board Town of Hay River License #MV2009L3-0005 - Bylaw 1812 Zoning and Building Bylaw FINANCIAL IMPLICATIONS:

N/A



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ALTERNATIVES TO RECOMMENDATIONS: N/A ATTACHMENTS:

N/A

Prepared by: Mike Auge Reviewed by: Judy Goucher Director of Public Works SAO January 7, 2020 January 8, 2020

STANDING COMMITTEE TO COUNCIL

DEPARTMENT: PROTECTIVE SERVICES DATE: January 13, 2020 SUBJECT: EMERGENCY SERVICES MONTHLY REPORT

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RECOMMENDATION: THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the Emergency Services Activity Report for December 2019 as presented.

BACKGROUND: Summary:

The Annual Firefighters Ball was held the first Saturday in December, and we recognized the following Firefighters for years of service:

2 Years Lauren Hargraves Draydon Shaw 5 Years Garett Flaherty 25 Years Vince McKay Firefighter Stacey Barnes received the Firefighter of the Year Award. In 2019 the department held 47 Fire/Ambulance Meetings, 40 special training events, and 42 maintenance sessions.

We responded to 406 ambulance calls, 187 of which were medical emergencies and 162 patient transfers. We had a total of 21 fire/rescue calls of which one was 23 days long (landfill fire), and 29 false alarms.

We were also very busy with prevention activities, completing 23 public education sessions and 125 building inspections.

We had 5 members complete their NFPA 1001/472 Structural Fire Fighter qualification, and another 6 members have now attained their Emergency Medical Responder certifications.

At the end of 2019, we had 34 members in the department as compared to 29 members at the start of 2019. This is an indication that our Recruitment and Retention is working well.

We responded to 482 emergency calls, attended 87 training events, and as a group, we have put in 7,568 Paid on Call hours.



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Meetings:

Joint Occupational Health and Safety NWT Fire Chief’s Association During December 494.5, paid-on-call hours were served by the members of the HRFD for a year to date total of 7,568 hours. STATISTICS

FUNCTION DECEMBER 2017

DECEMBER 2018

DECEMBER 2019

DECEMBER 2017 YTD

DECEMBER 2018 YTD

DECEMBER 2019 YTD

Patient Transfers 21 13 14 202 145 162

Medical Emergency Local

7 13 26 158 166 187

Medical Emergency Reserve

1 4 7 17 25 33

Medical Emergency Highway

1 0 0 6 7 1

Medical Emergency Out of Town Patients

0 0 3 13 13 16

Body Transfer 1 0 0 10 9 7

Fires & Rescues 1 2 5 24 23 21

False Alarms 0 1 5 24 32 29

Training 2 2 1 47 45 47 Special Training 3 0 0 26 23 40

Maintenance 2 3 3 39 46 42

Fire Permits 0 0 2 5 20 13



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Fireworks Permits 10 8 6 15 16 7

Public Safety 4 2 3 41 27 23

Inspections 9 17 9 64 95 125 MAINTENANCE All daily/weekly/monthly maintenance activities were completed. No issues were identified with the exception of Ambulance 1 which continues to experience mechanical issues that are impacting the availability of this unit to provide service to the community. Our second ambulance unit is in service. COUNCIL POLICY / STRATEGY OR GOAL:


Fire Prevention Bylaw FINANCIAL IMPLICATIONS:

N/A ALTERNATIVES TO RECOMMENDATIONS:

N/A ATTACHMENTS:

None

Prepared by: Reviewed By: Ross Potter Judy Goucher Director Protective Services/Fire Chief Senior Administrative Officer Date: January 6, 2020 Date: January 7th, 2020


DEPARTMENT: PROTECTIVE SERVICES DATE: JANUARY 13, 2020 SUBJECT: MUNICIPAL ENFORCEMENT REPORT

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RECOMMENDATION: THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the Municipal Enforcement Report for December 2019 as presented. BACKGROUND

Unsightly Properties: 0

The Protective Services Specialist was making two daily patrols which include surveys for loose dogs, vehicles, and trailers that may be parked inappropriately causing aesthetic and traffic issues (i.e., parking in green spaces) and unsightly properties. Each patrol was about 2 hours long if the patrol covered the complete town. With the resigmation of the Protective Services Specalist these patrols will become a random patrol until such time as we have a new Protective

OFFENSE INQUIRY INVESTIGATED NO SUBSTANTIATION

OFFENCES WARNINGS SHELTER FINES TOWED RETURNED TO OWNER

Animal AbuseBarking DogsDog Attack Dog BitesLoose CatLoose Dogs

No Business License

Vehicle Parking 2 2Trailer ParkingATVMisc 2 2

Overgrown TreesLong GrassMiscellaneousGarbage 2 1 1

Infringing on Property

Burn Garbage

Vessel Parking Issues

Not Clearing SidewalksSnow Removal

Animal Control Bylaw

Business License

Traffic Bylaw

Unsightly Bylaw

Development Related

Fire Prevention Bylaw

Porritt Landing


DEPARTMENT: PROTECTIVE SERVICES DATE: JANUARY 13, 2020 SUBJECT: MUNICIPAL ENFORCEMENT REPORT

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Services Specialist. We will also be fielding complaints from the public and investigating the allegations to ensure they are valid.

The Protective Services Specialist has accepted a job with another local employer. Her last day with the Town of Hay River was December 28, 2019. Until the position is filled, random patrols will be conducted by the Director, Protective Services.

A posting for the position is presently in place and closes on January 17, 2019.

COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS:

Bylaws as applicable FINANCIAL IMPLICATIONS:


N/A ATTACHMENTS:

N/A

Prepared by: Reviewed By: Ross Potter Judy Goucher Director, Protective Services Senior Administrative Officer Date: January 6, 2020 Date: January 7th, 2019


DEPARTMENT: TOURISM AND ECONOMIC DEVELOPMENT DATE: January 13, 2020 SUBJECT: TOURISM AND ECONOMIC DEVELOPMENT REPORT

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RECOMMENDATION: THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the Tourism and Economic Development Report for the month of December 2019. BACKGROUND:

Tourism Activity:

• Total Visitors for 2019: 4094 (4473 in 2018) • Tourism activity was slow through the month; mostly NWT and Canadian visitors. • We had international visitors from Boston, Iraq, Russia and Germany.

Visitor Information Centre (VIC):

• Total Gift Sales for 2019: $54,000 ($45,000 in 2018). • December sales were $10,200, up from last year ($9,387).

Other Activity:

• Total Tourism & Economic Development grants received for 2019: $652,000 (excludes other Town received contributions such as ICIP).

• Imperial Oil provided a verbal indication of a $25,000 sponsorship to support the construction of the Fisherman’s Wharf Pavilion.

• Three expressions of interest were submitted to ITI for funding in early December; one for the Community Tourism Infrastructure Contribution Program and two for the Tourism Product Diversification and Marketing Program.

• Design for the Trans Canada Trail interpretive signage was completed and printed. The signs will be installed in January.

• Design for trailhead signs for the Bob McMeekin Park and the Rotary Trail is ongoing and will be completed in January. Signs are targeted for installation in February.

• The Tourism and Economic Development Coordinator provided suggested content and content corrections for Northern News Services Limited’s 2020 Visitor Guide. The Visitor Guide has been used in recent years by the Town of Hay River as our primary print publication circulated to visitors to the community. The Guide is expected to be produced in February.

• Work continues by Administration and the Tourism and Economic Development Committee on the 2020 Hay River Tourism Development Plan. This document will serve to set the Town’s direction related to tourism strategies and initiatives for the period between 2020-2023. The document will be presented to Council for their input and approval in January.



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External Funding Success

December Grant Applications:

- Verbal commitment of $25,000 to the Fisherman’s Wharf Pavilion build fund by Imperial Oil. - Submitted $55,415 in funding expressions of interest to ITI. - Year to date: we have been successfully awarded $652,000 in funding from Tourism and

Economic Development submitted applications (excludes other contributions such as ICIP).

$-

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

$350,000

$400,000

Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec

External Funding Success

Submitted Approved



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Visitor Information Centre Visitors

December VIC visitation numbers at 201 visitors was up significantly over November’s 100 visitors but down from December 2018’s 257 visitors. December saw international visitors from Boston, Iraq, Russia and Germany. Gift Shop Sales

Gift shop sales for the year were up from last year’s– 2019 $53,178.15 – 2018 $44,663.64

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Gift Shop Sales

2017 2018 2019

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200

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1000

1200

Jan

Feb

Mar Ap

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May

June July

Aug

Sep

Oct

Nov

Dec

Visit

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2019 VIC Visitors by Location

Canada USA Europe Asia Other

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1000120014001600

Jan

Feb

Mar Ap

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Aug

Sep

Oct

Nov

Dec

Visit

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VIC Visitors by Year

2019 2018 2017



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Inbound Marketing • Focus has continued on promotion through social media.

Visitor Satisfaction Rating • We have been working with ITI, NWT Parks and Spectacular NWT to create an NWT wide visitor

metrics that will be of value to all involved. We will be discussing in the New Year.

COUNCIL POLICY / STRATEGY OR GOAL: N/A APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS:

N/A FINANCIAL IMPLICATIONS:


N/A ATTACHMENTS:

N/A

Prepared by: Reviewed by: Peter Magill Glenn Smith Tourism and Economic Development Coordinator ASAO Date: December 24, 2019 Date: January 8th, 2020


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DEPARTMENT: GOVERNANCE DATE: January 13th, 2020 SUBJECT: MAYORS MONTHLY REPORT

THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the “Mayors Report” for December 2019 as presented.

BACKGROUND:

Mayor's December 2019 Meetings

Date Meeting with or Attended Location

December 2nd, 2019

Local MLAs, RJ Simpson and Rocky Simpson, Council, SAO and ASAO Council Chambers

December 3rd, 2019 NTPC CEO Mayors Office

December 3rd, 2019 Community Stakeholders Focus Group

Hay River Regional Health Centre – Sunny Street Boardroom

December 4th, 2019

Executive and Indigenous Affairs, Lands, MACA, Council and Administration Council Chambers

December 4th, 2019 2020 Budget Public Meeting Council Chambers

December 13th, 2019 Supportive Living Services Christmas Party Recreation Centre

December 18th, 2019

NTPC, NUL, PUB, Mayor and SAO - Hay River Franchise Regulatory Process NTPC Boardroom

December 18th, 2019 RCMP Brandon Humbke Mayors Office

December 18th, 2019

Appreciation Lunch with Town Admin Staff and Council Council Chambers

N/A

RECOMMENDATION:



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N/A

N/A

N/A

N/A

Prepared by: Kandis Jameson Mayor Date: January 8th, 2020

FINANCIAL IMPLICATIONS:

ALTERNATIVES TO RECOMMENDATIONS:

ATTACHMENTS:

APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS:


DEPARTMENT: RECREATION & COMMUNITY SERVICES DATE: January 13th, 2020 SUBJECT: RECREATION & COMMUNITY SERVICES ACTIVITY REPORT

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RECOMMENDATION:

THAT THE COUNCIL OF THE TOWN OF HAY RIVER accepts the report entitled "Recreation and Community Services Monthly Report" for December 2019 as presented.

BACKGROUND:

Recreational Programming The Department of Recreation’s Programming Division was busy wrapping up November/December programs and preparing for the holiday season. Regular programming schedules were greatly modified, given that that groups such as the Hay River Figure Skating Club, Hay River Minor Hockey, Hay River Speed Skating Club were on hiatus for the holiday season. These open ice and swim times allowed for many seasonal activities such as Breakfast with Santa, Skate with Santa and the numerous corporate or THR sponsored skate and swim times.

Christmas activities and attendance:

- Breakfast with Santa in the Community Hall (approx. 200 people);

- Skate with Santa (approx. 150 people);

- Festival at the Forks (125+ people);

- Fish scale Art workshops with Jennifer Buckley (10 participants);

- Holiday youth activities and workshops (6 activities; 40 participants);

- Corporate sponsored ice times (approx. 40 hours; 400+ participants);

It should be noted that drop in and fitness program revenues were comparable to previous months despite a holiday season with reduced operational hours and numerous sponsored swim and ice times.

The continued increase in the number of THR delivered programs should also be noted, as well as the number of participants who register and/or drop in for those programs. Fall and Winter 2019 saw 9 new categories of programs as compared to 2018. Those new programs are seeing consistent numbers and are being planned and delivered to recover cost. The majority of those programs are planned and delivered by THR’s Recreation Programmer employee hired in the Spring of 2018.



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Recreation Programming Statistics Regular programs: October November December

2018 2019 2018 2019 2018 2019 Totals Walking Track 403 126 330 248 295 144

287 Table Tennis Drop-in 76 76 87 44 61 46

Air Hockey Drop-in - 33 - 45 - 34 Badminton & Pickleball 5 0 8 40 4 63 Various fitness classes - 33 - 52 - 62 62

Spin Bike Classes - 16 - 7 - 4 27 Spin bootcamp - 4 - 14 - 9

Lunch time spin - 24 - 16 - 14 Science Club - 40 - 26 - 17

83 Drama Club - 40 - 18 - 26

Art Club 5 40 5 18 - 8 Stay and Play Evenings New to November 2020 22 - 32

Zumba Jr - 40 - - - - RAD and PHAB 30 120 30 77 16 38 38

Zumba gold - n/a - - - - 8 Seniors Craft Club 12 16 16 16 8 8

Senior stretch 0 12 0 10 - - Public Skating 170 211 91 211 47 340

403 Sr Shinny 16 22 2-10 avg 22 29 34 Jr Shinny 16 31 2-10 avg 31 24 29

Full Moon Snowshoe - - - 8 - 2 2 Rental hall usage: Community Hall Multipurpose Room Doug W. Hall

THR special events 2 5 - THR meetings 1 - 2

THR Regular Programs 12 3-5 programs daily - Corporate/private rentals 2 11 4

Non-profit organization 2 2 5

Birthday celebrations 1 2 1



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Revenues: October November December

Drop in activities Child $503.03 $517.00 $330.10

Student $224.79 $108.00 $295.24 Family $560.07 $564.00 $320.04

Adult $567.93 $468.00 $508.02 Senior $65.50 $44.00 $26.20

Fitness Programs Student drop ins - - -

Adult drop ins $137.54 $119.00 $97.08 Adult Memberships $1359.90 $156.21 $1308.69

Senior drop ins $26.26 $10.50 $10.50 Senior Memberships - $84.27 -

Aquatics The Aquatic Centre’s operational hours were reduced in December, both by a temporary staffing shortage and the affects of cold weather on mechanical systems. Early bird swims were cancelled in December and planned closures were scheduled to provide mandatory breaks for staff guarding the pool deck. Unfortunately, there were also a few unplanned closures due to the staff shortage and others being a result of cold weather on deck conditions and/or water quality. Significant improvements were made to the Aquatic Centre’s mechanical systems in December. Phase 2 of the Aquatic Centre’s Air Handling Unit upgrade project was completed with the installation of a snow hood and variable flow drive fans as well as upgrading and integration of the system’s controls to those of the Recreation Centre’s controls. The Aquatic Centre’s AHU no longer freezes up which leads to consistent comfortable conditions in the Aquatic Centre and viewing area. The automated chlorine feeder system required a bit of work in December due to freeze up in cold weather. The system was thawed out, minor repairs were made and no further freezing is expected. Though these issues did result in pool closures, cooperation and communication has improved between Maintenance staff and Aquatic staff to ensure preventative maintenance and coordinated efforts that prevent failure and closures.



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Revenues and swimmer numbers were comparable to previous months and December 2018 despite the staffing and mechanical issues experienced last month. Lower numbers were seen for school groups, Aquafit and youth swim lessons as compared to previous months, but this is normal given the busy holiday season. The newly revived Hay River Swim Club took a break during the holiday season, but they will resume on January 8th. It’s expected that they will continue to see good numbers with significant interest from a few local families. Corporate sponsored free swim times were very well attended during the holiday season. A total of 20 hours of free swim time were paid for by local businesses. Over 300 swimmers took part in those swim times with some free swim blocs seeing over 30 to 40 swimmers enjoying the facilities.

Regular programming included:

• Corporate sponsored swim times (20 hrs during holiday season); • Open Swim Times (daily); • School/Youth group availabilities (8 blocks per week); • Evening Adult swim (4 days/week); • Birthday Party Availability (4 blocks per weekend); • Family Swim Times (one/week);

Department Statistics

Pool Attendance: October November December

2018 2019 2018 2019 2018 2019 Birthday parties - 2 3 2 6 0

Aquafit - 32 23 48 10 21 School groups - 197 116 133 212 77

General 57 578 886 787 854

Aquatic Revenue: October November December

2018 2019 2018 2019 2018 2019 Admissions $454.99 $2951.07 $2703.07 $2599.49 $2481.67 $2413.41

Kids Lessons - $1305.14 $232.50 $139.00 $0.00 $195.50 Adult Lessons $182.86 $90.48 $132.38 $374.24 $182.88 $0.00 Miscellaneous $7.62 $161.40 $61.17 $168.58 $38.31 $97.10 Hourly Rental - $203.33 $205.71 $2138.00 $411.42 $266.66



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Facilities and Maintenance Recreation and Aquatic Centre:

• Maintenance: o Setup and takedown of rentals and special activities; o Janitorial contract ongoing with positive feedback from contractor and THR staff; o Weekly walkthroughs of Aquatic Centre and Recreation Centre;

Director of Recreation, Divisional Supervisors and appropriate staff; o Update of daily and weekly checklists on City Reporter Software; o Increased communications/action logs for maintenance staff and other divisions;

• Improvements:

o Main pool filter repairs; o Installation of MP Room shelving covers by local contractor; o Aquatic Centre AHU upgrade project Phase 2 completed;

APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: N/A FINANCIAL IMPLICATIONS:


N/A ATTACHMENTS:

Prepared by: Reviewed by: Stephane Millette Judy Goucher Director Recreation and Community Services SAO Date: January 8th, 2019 Date: January 8th, 2019


DEPARTMENT: ADMINISTRATION DATE: January 13th, 2020 SUBJECT: EXCUSED ABSENCE

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RECOMMENDATION: THAT THE COUNCIL OF THE TOWN OF HAY RIVER excuses Deputy Mayor Bouchard from any meetings taking place between January 14th to February 8th, 2020 BACKGROUND:

Deputy Mayor Bouchard has asked to be excused from any meetings taking place between January 14th and February 8th, 2020. COUNCIL POLICY / STRATEGY OR GOAL:


N/A FINANCIAL IMPLICATIONS:


N/A ATTACHMENTS:

N/A

Prepared by: Stacey Barnes Council Administrator Date: January 8, 2020


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DEPARTMENT: PUBLIC WORKS Date: January 13, 2020 SUBJECT: DEVELOPMENT PERMIT APPLICATION D19-100 FOR 2 SEASONS

ADVENTURES RECOMMENDATION:

THAT THE COUNCIL OF THE TOWN OF HAY RIVER Review and Approve at their Discretion Development Permit Application No. D19-100, to allow the Shower House and move all 15 Decks onto the lease property, subject to the following conditions:

• That all Requirements of the Zoning and Building Bylaws 1812 are met; • That all requirements of the lease agreement are met; • The applicant undertakes to conform to all relevant Municipal, Territorial and

Federal policies and regulations. BACKGROUND:

The Town of Hay River is in the process of working with 2 Seasons Adventures to get all Development Approved on D13-013 in line with the letter of approval and the land lease agreement with the Town of Hay River. The Town has received an application (D19-100) from 2 Seasons Adventures/Reliable Group of Companies to add a Shower House and to move all 15 decks built on individual camping stalls outside of the lease area onto the lease property and in line with the Lease Agreement, Zoning and Building Bylaws, and all applicable codes. The Shower House would fall under Buildings and Accessory uses to the use Tourist Lodges, it does need a Building Permit to ensure all construction is to the applicable codes. The 15 decks would also fall under the Buildings and Accessory uses to the Tourist Lodges and would also require Building Permits to ensure all construction is to the applicable codes. These additions to the original plans have not been pre-approved by the Development Officer. The portion of the by-law that relates to change in plans reads as follows: 3.7 Conditions of Approval for Development Permits 9) No change in plans, use of site, or methods of construction shall be undertaken unless

and until such change is approved in writing by the Development Officer. COUNCIL POLICY / STRATEGY OR GOAL:

N/A


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APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS: Lease agreement with the Town of Hay River Planning Act R.S.N.W.T. 1988, c.P-7 Zoning & Building Bylaw No. 1812 2015 National Building Code. 2015 National Fire Code. FINANCIAL IMPLICATIONS:


N/A ATTACHMENTS:

Application for Development #D19-100 Original Development Approval Letter D13-013

Prepared by: Reviewed by: Randy Froese Mike Auge Development Officer Director of Public Works Date: January 7, 2020 Date: January 7, 2020


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DEPARTMENT: PUBLIC WORKS Date: January 13, 2020 SUBJECT: DEVELOPMENT PERMIT APPLICATION D19-101 FOR 2 SEASONS

ADVENTURES RECOMMENDATION:

THAT THE COUNCIL OF THE TOWN OF HAY RIVER Review and Approve at their Discretion Development Permit Application No. D19-101, to allow the larger Grey Cabin at 2 Seasons to be considered as one of the six pre-approved cabins for Tourism use only subject to the following conditions:

• That all requirements of the Zoning and Building Bylaw 1812 are met; • That all requirements of the lease agreement are met; • The applicant undertakes to conform to all relevant Municipal, Territorial and

Federal policies and regulations. BACKGROUND:

The Town of Hay River is in the process of working with 2 Seasons Adventures to get all Development Approved on D13-013 in line with the letter of approval and the land lease agreement with the Town of Hay River. Six Cabins were approved on Development Permit D13-013 to Establish and Develop an Adventure Tourism, Camping, Tourist Lodge in 2013. The Town has received an application from 2 Seasons Adventures/ Reliable Group of Companies to allow the larger Grey Cabin built on the other end of the lease to be considered as one of the original 6 pre-approved cabins. The original approved permit for 2 Seasons allowed for 6 small cabins. The original plan showed the 6 small cabins to be in the same area. To date 3 small cabins have been set up in this original area of the lease. During construction, a larger Grey Cabin was set up on the other end of the lease property. The owners have re-applied to have this larger grey cabin included as part of the 6 originally approved cabins. This change in plans was not pre-approved by the Development Officer. The approval of this development permit is the first step in the process to get the building approved. The full permitting process will still need to be followed including the application and approval of building and occupancy permits for the unit. These steps will also include the inspection of the building by both the Town Development Officer and the Fire Marshal. The portion of the by-law that relates to changes in plans reads as follows:


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3.7 Conditions of Approval for Development Permits 9) No change in plans, use of site, or methods of construction shall be undertaken unless

and until such change is approved in writing by the Development Officer. COUNCIL POLICY / STRATEGY OR GOAL:


Lease agreement with the Town of Hay River Planning Act R.S.N.W.T. 1988, c.P-7 Zoning & Building Bylaw No. 1812 2015 National Building Code. 2015 National Fire Code. FINANCIAL IMPLICATIONS:


N/A ATTACHMENTS:

Application for Development #D19-101 Original Development Approval Letter D13-013

Prepared by: Reviewed by: Randy Froese Mike Auge Development Officer Director of Public Works Date: January 7, 2020 Date: January 7, 2020


DEPARTMENT: RECREATION DATE: January 13th, 2020 SUBJECT: RECREATION RATES and POLICY UPDATES RECOMMENDATION RECOMMENDATION:

THAT THE COUNCIL OF THE TOWN OF HAY RIVER accept the Recreation Committee’s report as information and refer to the appropriate committees of Council for recommendation. BACKGROUND:

The Recreation Committee met on December 3rd and 5th to review 2020 planning documents. Those planning documents included tracked changes being proposed by the Director for updates to THR’s 2016 Recreation Policy and the 2019 Recreation Rates in Schedule “A” of By-Law 2410/Gen/19. Recreation Rates and Fees are to be reviewed and approved annually by Council, as per the 2016 Recreation Policy.

Changes presented to the Recreation Committee by the Director of Recreation were based on feedback received from Department of Recreation staff, THR’s Senior Management team, representatives of THR community groups and patrons of THR recreation facilities.

Proposed changes to Recreation Rates bylaw for 2020 are anticipated to increase associated recreation revenues. Several new rate categories are identified through new facility advertising and sponsorship options, new rental spaces, creation of monthly user passes, and new lessons. Various groups have expressed interest in these offerings.

Further to the new rate category revenues, a recommendation is made to redefine access to reduced fees for rental of Recreation Centre rental rooms. The Recreation Committee is recommending that reduced rates be available to “local user groups” of THR recreation facilities rather than “non-profit organizations”. Applications through the Donations and Sponsorship Policy remains a possibility for non-user group classified organizations to access reduced rates.

Significant changes are being proposed through an updated Recreation Policy. Changes are based on legislative needs, liability concerns and/or research on common practices in other communities. Some changes are being recommended to damage deposits and late cancellation fees for user groups. General cleanup of policy terms was completed to make more relevant to 2020 operations and practices. Further updates are planned to be made to the Recreation Policy in 2020 to ensure the policy is representative of all THR Recreation assets, services and responsibilities.


- Transparent governance


DEPARTMENT: RECREATION DATE: January 13th, 2020 SUBJECT: RECREATION RATES and POLICY UPDATES RECOMMENDATION APPLICABLE LEGISLATION, BYLAWS, STUDIES, PLANS:

- By-Law 2410/Gen/19 – May 2019

FINANCIAL IMPLICATIONS:

- Recreation Rates Bylaw: increase in annual revenues estimated at $20 000 to $25 000 - Recreation Policy: immaterial increase in annual revenues

ALTERNATIVES TO RECOMMENDATIONS:

- Request further review and updates to the documents in question.

ATTACHMENTS:

- Schedule “A” of By-Law 2410/Gen/19 (tracked changes for 2020)

- 2019 Recreation Policy (with tracked changes)

Prepared by: Reviewed by: Stephane Millette Glenn Smith Director of Recreation ASAO January 9, 2020 January 9, 2020

Category Rate structure 2019 rates 2020 rates red indicates new rates or additional information being provided

Child/Senior (under 12yrs or +55yrs)Drop-in fee per visit 2.75$ 2.75$ 10 punch pass 10 visits 24.50$ 24.50$ 1 free Monthly 1 month n/a $ 42.00 15uses/mth

3 month n/a $ 100.00 12uses/mth6 month n/a $ 165.00 10uses/mth

Student (12-18 yrs)Drop-in fee - student per visit 4.00$ 4.00$ 10 punch pass - student 10 visits 34.50$ 34.50$ 1.5 free Monthly 1 month n/a $ 60.00 15uses/mth


Adult (19-54 yrs)Drop-in fee - adult per visit 6.00$ 6.00$ 10 punch pass - adult 10 visits 54.00$ 54.00$ 1 free Monthly 1 month n/a $ 90.00 15uses/mth


Family (max 5 people)Drop-in fee - family per visit 12.00$ 12.00$ 10 punch pass - family 10 visits 108.00$ 108.00$ 1 free

Senior (+55yrs)Fitness Drop-In - senior (+55 yrs) per visit 5.25$ 5.25$ 10 punch fitness - senior (+55 yrs) 10 visits 47.50$ 47.50$ 1 free Monthly 1 month n/a $ 78.75 15uses/mth


Fitness Drop-In - student per visit 7.00$ 7.00$ 10 punch fitness pass - student 10 visits 63.00$ 63.00$ 1 freeMonthly 1 month n/a $ 105.00 15uses/mth


Fitness Drop-In - adult per visit 8.50$ 8.50$ 10 punch fitness - adult 10 visits 76.00$ 76.00$ 1 freeMonthly 1 month n/a $ 127.50 15uses/mth


Arena Birthday Party Package 1hr on ice and 1 hr in rental room 140.00$ 140.00$

Arena Ice Surface - adult hourly rate 173.25$ 173.25$ Arena Ice Surface - adult daily (10% reduction) based on 10+ hrs rental + free DWHall 1,559.25$ 1,559.25$ Arena Ice Surface - adult partial wknd (15% reduction) based on 20+ hrs of ice + free DWHall 2,945.25$ 2,945.25$ Arena Ice Surface - youth adult full wknd (30% reduction) based on 30+ hrs of ice + free DWHall 3,638.25$ 3,638.25$

Arena Ice Surface - youth hourly 103.95$ 103.95$ Arena Ice Surface - youth daily (10% reduction) based on 10+ hrs rental + free DWHallArena Ice Surface - youth partial wknd (20% reduction) based on 20+ hrs of ice + free DWHallArena Ice Surface - youth full wknd (30% reduction) based on 30+ hrs of ice + free DWHall

Offseason Ice Surface - adult hourly rate 173.25$ 173.25$ Offseason Ice Surface - adult daily (10% reduction) based on 10+ hrs rental + free DWHall 1,559.25$ 1,559.25$ Offseason Ice Surface - adult partial wknd (15% reduction) based on 20+ hrs of ice + free DWHall 2,945.25$ 2,945.25$ Offseason Ice Surface - adult full wknd (30% reduction) based on 30+ hrs of ice + free DWHall 3,638.25$ 3,638.25$

Offseason Ice Surface - non profit hourly rate 87.00$ 87.00$ Offseason Ice Surface - non profit (10% reduction) based on 10+ hrs rental + free DWHall 780.00$ 780.00$ Offseason Ice Surface - non profit partial wknd (15% reduction) based on 20+ hrs of ice + free DWHall 1,473.00$ 1,473.00$ Offseason Ice Surface - non profit full wknd (30% reduction) based on 30+ hrs of ice + free DWHall 1,819.00$ 1,819.00$

Offseason Ice Surface - youth hourly 103.95$ 103.95$ Offseason Ice Surface - youth daily (10% reduction) based on 10+ hrs rental + free DWHallOffseason Ice Surface - youth partial wknd (20% reduction) based on 20+ hrs of ice + free DWHallOffseason Ice Surface - youth full wknd (30% reduction) based on 30+ hrs of ice + free DWHall

Field Weekend Tournament - adult per weekend per field 505.00$ 505.00$ Field Hourly Rental- adult hourly 75.00$ 75.00$ Field Weekend Tournament - youth per weekend per field 505.00$ 505.00$ Field Hourly Rental- youth hourly 75.00$ 75.00$

League Fees - adult season per team 660.00$ 660.00$ League Fees - adult monthly per team n/a 360.00$ League Fees - youth season per team 325.00$ 325.00$ League Fees - youth monthly per team n/a 175.00$

Arena Ice Surface Fees

Ball Field Fees

Town of Hay River Recreation & Community Services Recreation Rates - tracked changes for 2020

General Drop in rates

n/a bc reduced rate for youth


Fitness Drop-In Rates



Birthday Party Swim package (max 15 people) 2 hours (1 hour in pool 1 hour in facility) 140.00$ 140.00$ Pool rental - full facility hourly 234.00$ 234.00$ Pool Lane Rental hourly 25.00$ 25.00$ Swim Meet per weekend 163.75$ 163.75$

8 swim lessons - preschool 8 x 30 minutes 63.00$ 63.00$ 8 swim lessons - swimmer levels 8 x 45 minutes 69.50$ 69.50$ Private lessons (1 kid only) 30 minutes each 32.00$ 32.00$ Semi private lessons (2-3 kids) per session per kid 25.00$ 25.00$ Bronze Star per course 189.00$ 189.00$ Bronze Medallion per course 252.00$ 252.00$ Bronze Cross per course 252.00$ 252.00$ First Aid Certification per course 252.00$ 252.00$ National Lifesaving Society Certification per course 377.50$ 377.50$ NLS Recertification per course 144.50$ 144.50$ NLS Instructor Certification per course 377.00$ 377.00$ Jr lifeguard club 9 lessons 132.25$ 132.25$ Jr lifeguard club per week 19.00$ 19.00$

Multipurpose Room - Private function daily 605.00$ 605.00$ Multipurpose Room - Private function hourly 132.00$ 132.00$ Multipurpose Room - non profit (local user groups) daily 247.50$ 247.50$ Multipurpose Room- non profit (local user groups) hourly 66.00$ 66.00$

Doug Weitermann Room - Private Function daily 605.00$ 605.00$ Doug Weitermann Room - Private Function hourly 132.00$ 132.00$ Doug Weitermann Room - Non Profit (local user groups) daily 247.50$ 247.50$ Doug Weitermann Room - Non Profit (local user groups) hourly 66.00$ 66.00$

Community Hall - Private function daily 761.20$ 761.20$ Community Hall - Private function hourly 192.50$ 192.50$ Community Hall - non profit (local user groups) daily 380.60$ 380.60$ Community Hall - non profit (local user groups) hourly 96.25$ 96.25$

Summer Curling Rink - private function daily 900.00$ 900.00$ Summer Curling Rink - private function hourly 154.00$ 154.00$ Summer Curling Rink - non profit (local user groups) daily 450.45$ 450.45$ Summer Curling Rink - non profit (local user groups) hourly 96.25$ 96.25$

Rec Centre Parking Lot Rental hourly rate n/a 87.00$ based on offseason ice surface ratesRec Centre Parking Lot - daily (10% reduction) based on 10+ hrs rental + free DWHall n/a 780.00$ Rec Centre Parking Lot - partial wknd (15% reduction) based on 20+ hrs of ice + free DWHall n/a 1,473.00$ Rec Centre Parking Lot - full wknd (30% reduction) based on 30+ hrs of ice + free DWHall n/a 1,819.00$

Rental room user additional setup time 75% of hourly rate up to 5 hrs as per space as per spaceRental room user additional setup time 50% of hourly rate up to 10 hrs as per space as per space

Portable Stage hourly rate n/a 87.00$ based on offseason ice surface ratesPortable Stage - daily (10% reduction) based on 10+ hrs rental + free DWHall n/a 780.00$ Portable Stage - partial wknd (15% reduction) based on 20+ hrs of ice + free DWHall n/a 1,473.00$ Portable Stage - full wknd (30% reduction) based on 30+ hrs of ice + free DWHall n/a 1,819.00$

Fundraising or non-profit table rental daily 20.00$ 20.00$ Chairs (offsite rental) daily 3.00$ 3.00$ BBQ (no propane supplied) ($50 deposit) daily 150.00$ 150.00$ Flip Chart daily 20.00$ 20.00$ Projector daily 75.00$ 75.00$

Seasonal Slip per season 470.00$ 470.00$ Short Term Docking Slip daily n/a 10.00$

Sponsorship OpportunitiesArena Dasher Board Signs (>70") 1 year term (renewable annually) 673.50$ 673.50$ /yearArena Dasher Board Signs (<70") 1 year term (renewable annually) 335.75$ 335.75$ /yearIce Surface Logo 6 month term (renewable annually) 378.00$ 378.00$ /yearCenter Ice Logo 6 month term (renewable annually) 2,500.00$ 2,500.00$ /yearZamboni Logos 3 year term (renewable) 2,340.00$ 2,340.00$ /yearRec Centre Door Advertisement (double door) 3 year term (renewable) n/a 2,500.00$ /yearRec Centre Door Advertisement (single door) 3 year term (renewable) n/a 1,250.00$ /yearRec Centre Door Advertisement (half door) 3 year term (renewable) n/a 673.50$ /yearTrail and greenspace sponsorship 5 year term (renewable) n/a 1,200.00$ /yearDigital Advertisement per event 150.00$ 150.00$ /eventDigital Advertisement per season 400.00$ 400.00$ /season

Porritt Landing

Room Rental Fees

Equipment Rentals

Aquatics Centre Fees

Swimming lessons

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RECREATION POLICY

Page 1 of 17 Policy R-2 Revised: July 29th, 2019

DEFINITION OF RECREATION "Activities that a person or group chooses to do in order to make their leisure time more interesting, more enjoyable, or more personally satisfying."

PREAMBLE Initially, in the early stages of development in the Town of Hay River, various individuals and interest groups took upon themselves the responsibility of providing various recreational programs and activities as the needs were expressed.

As the population grew and the interest groups expanded, the Municipality assumed the responsibility for the provision of programs and facilities. The Recreation Board Committee is established by By-Law for the purpose of promoting, coordinating, financing, and budgeting of recreation, subject to the approval of Town Council.

In recognition of the fact that there exists within the Town of Hay River a strong volunteer base, the Department of Recreation works within the community to enhance the lifestyle of all.

A. RECREATION OPERATIONS

1. Scheduling a. A yearly meeting between the Director of Recreation or designate and

Recreation Programming Supervisor and the representatives of the arena ice user groups will be held to formulate the ‘Regular Weekly Schedule and Tournament Schedules for the Fall/Winter/Spring Season’

b. Any changes to this schedule will be determined by the user groups involved

and the Director of Recreation or designate. Appeals to this process will be required to be in writing, and will be addressed to the chairman of the Recreation Board Committee.

c. When a tournament/special event is scheduled, the organizing group will

make their schedule intentions for that event known in writing to the Recreation Programmer Programming Supervisor or designate at [email protected] at least one week prior to the event.

d. A yearly meeting between the Director of Recreation or designate, and

Commented [ASAO1]: Should be removed? Refer to roles outlined in Committee TOR

Commented [RD2R1]: Add Rec Dept goals, vision, etc.

Commented [ASAO3]: Special Event?

Commented [RD4]: Change to recognize current process which is based on 2 recreation “seasons”:

- Spring/Summer season and facilities - Fall/Winter season and facilities

Commented [RD5]: Booking of the event (including rental agreement and damage deposit) to be received more than one week prior. RC Recommendation: 30 days

Commented [RD6]: Move up to “b” or incorporate in “a”.

mailto:[email protected]

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RECREATION POLICY


representatives of the ball field user groups will be held to schedule Ball Field use and arrange Tournament Schedules.

2. Rates for Recreational Facilities The Recreation Board Committee will review annually all rental rates for the Town of Hay River recreational facilities, and will make recommendations to Council for rental rates for the upcoming year.

3. Reservations for Recreational Facilities

a. Each November, the list of all clubs/organizations known to the Town will be updated by the Recreation Programmer Programming Supervisor. All clubs/organizations listed will be emailed/mailed a letter and application form, for the purpose of reserving town facilities for the upcoming year.

b. Each November, at the regular scheduled meeting, the Recreation Board Committee will review the applications of the various clubs/organizations, to ensure that Town facilities are reserved scheduled on a fair basis, as per Section 2, sub-section N (1), and Section 3, subsection (1) of By-Laws No. 1562 and 1562A.

c. When booking a tournament/ training camp/Figure Skating multi day ice

surface event special event, the Doug Wieterman Hall one rental room will be made available as per operational requirements will be made available to the organizing group at no cost, for the duration of and one additional hour after ice usage.

• – excludes dances, bingos and events where additional

staffing will be required;

d. The following is a guideline as to priorities of use for user groups. The Director of Recreation will use discretion (and consultation of the Rec Committee) in making the final decision on scheduling and facility usage based on the following procedures: 1. Seasonal scheduling of facilities will give priority to:

• Organizations/clubs which are youth oriented. • Previous usage. • Existing organizations will receive preference to new

organizations. • Tournaments and other special events will receive

Commented [RD7]: Change to recognize current process which is based on 2 recreation “seasons”:

- Spring/Summer season and facilities - Fall/Winter season and facilities

November does not allow for appropriate review and discussion.

Commented [ASAO8R7]: Will there still be an annual defined date (month) / deadline for facility bookings? Do we need to define how far in advance we will accept bookings?

Commented [RD9R7]: Specify that non user group bookings will be tentative until seasonal user group scheduling meeting – anyone looking to book ahead will be invited to attend the meeting

Commented [RD10]: Bylaw 1562 was replaced by Bylaw 2394 in April 2019 with no reference to fair/equitable scheduling

-Recommendation: remove 3b given priorities set out in 3d. Approved by RC

Commented [RD11]: Does Rec Committee still recommend waving this rental fee? (RC confirmed on Dec 5th) If so, change to recognize that one rental room will be made available as per operational requirements.

Commented [ASAO12]: If available during time of booking

Commented [RD13]: “one additional hour after ice usage” is not realistic. Options:

-2019 Rec Rates include setup/takedown rate for rental rooms; -Make more general statement that time will be allocated for setup and takedown if operational requirements allow.

Commented [ASAO14]: I think we should prioritize in descending order the determining factors that help in decision making and justification. Previous Usage in my mind would be ahead of youth orientation, but maybe special events (with a definition) first?

Commented [RD15R14]: RC’s recommendation: keep RD discretion but add consultation of RC as needed

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RECREATION POLICY


preference for use, if the Director of Recreation deems it necessary, due to the size of the event.

• Any clubs/organizations with an outstanding account will not be considered until such account is settled with the Town.

2. Bingos will be allotted as requested by the various user groups. This will apply to Friday and Sunday bingos, where the allotment of bingo dates will continue to be coordinated between the Town of Hay River and other organizations providing Bingo facilities.

3. The Recreation Board Committee will act as the coordinating body for the booking of all Saturday night dances special event bookings (i.e. dances, bingos, etc.), in order that all the clubs/organizations are treated equitably. All the clubs/organizations are requested, by the November application, to state their preference of a dance location.

4. Day by day Additional scheduling of the various recreational facilities will be booked through the Recreation Programmer Programming Supervisor, or designate via e-mail. Written requests are facilitated by the Recreational Facilities Booking Form Rental Agreement Form (90.11.08). No group or organization shall be granted exclusive use of the Community Hall or Doug Wieterman Hall any facilities. No time shall be allotted to any group or organization for use of the hall without due consideration being given to all other groups using, or likely to use, the Hall. (By-Law No. 1316).

5. A holiday season schedule will be in effect annually during the Christmas school break for the pool and the arena.

6. All Appeals to the above procedures will be directed to the Recreation Board.

4. Requests for Donations and Sponsorship Grants

GRANTS POLICY PREAMBLE Whereas the Town of Hay River recognizes the valuable contribution of volunteer groups to this community; and

Whereas the Town of Hay River, recognizing the need of a fair and equitable policy for the allocation of the limited resources made available through grants by the Council for this purpose;

Therefore, the Town of Hay River has established the following guidelines to

Commented [RD16]: 1st come 1st served basis

Commented [RD17]: Does this still apply? Recommendation: remove and proceed on 1st come 1st served basis; Special event rental requests do not follow seasonal scheduling requests and it would likely require additional Rec Committee meetings to review these applications.

See note above about limiting how far in advance people can book

Commented [ASAO18]: Old timers dressing rooms? Curling Club? Might need some language around “with exception of lease agreements”

Commented [RD19R18]: Add a line that explains that lease agreements or other seasonal agreements can change this;

Commented [RD20]: RD recommendation: move to 1st come 1st served basis? Approved by RC Dec 5th

Commented [RD21R20]: See note above given the lease agreements

Commented [RD22]: -To be reviewed with Sr Management and Director of Finance; -RD’s recommendation: remove but make reference to Donations Request Policy and possibly Community Grants Policy

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assist groups in applying for grants:

a. The following information will be required in support of an application for a grant: i. A copy of the most recent Annual Financial Statement of the applicant. ii. Applicants are required to support their application by providing the

actual Statement of Revenue and Expenditure. iii. Groups or organizations arranging a “special charitable event” will not be

required to submit an annual financial statement with their application.

b. New groups will not have to comply with the requirements of paragraph A. However, when applying for a grant, they will submit information as requested by the Director of Recreation or designate.

c. Any organization failing to submit the required information will have their

request held over to the next meeting. If the information is not provided, the request will not be considered within 60 days.

d. Whereas we recognize the school facilities are made available for use to

community groups free of charge, the policy of the Town of Hay River will be to attempt to accommodate requests from schools for the use of town recreational facilities for children during school hours, free of charge.

e. Applicants securing a Grant-in-Lieu for the use of recreational facilities, will be

required to pay a security deposit to encourage proper clean-up, as outlined in the Recreational Facilities Rental Form.

f. Grant applications are to be submitted within 30 days following a scheduled

event with a complete statement of revenue and expenditures for the event included with the application.

g. Under special circumstances, the Recreation Board may consider a grant

request in advance of the event. These circumstances may include special charitable events, community health fairs, community election forums, and events that occur annually and have received grants in previous years.

h. Grant categories are as follows:

i. Local ($500.00 maximum) ii. Regional ($750.00 maximum)

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RECREATION POLICY


iii. Western Arctic/Territorial ($1,500.00 maximum)* iv. Major ($2,500.00 maximum)* v. Revenue generated from event * A group representative must appear before the Board in person with a

Financial Statement to support their request.

i. In determining whether a grant request will be recommended to Council for their approval, the Recreation Board will consider all relevant factors including the following: i. Total budget ii. Number of out-of-town participants iii. Economic benefits to the Town iv. Length of the event v. Requests for grants which are outside the guidelines of By-law No. 1562

(Recreation Board) will be referred to Council for their consideration.

j. This policy is to be reviewed annually.

k. Any group or organization with an outstanding account with the Town of Hay River will be ineligible for grant considerations.

5. Cancellation Policy a. In the event of a Bingo booking, 30 (thirty) days’ notice of cancellation must be

given. Failure to provide this notice will result in the full hall rental fee being charged.

b. Cancellation of a scheduled major event other than Bingos or Tournaments requires 14 days advanced notice. Failure to comply will result in a minimum charge of $100.00 (one hundred dollars) being deducted from the security deposit on account.

c. Cancellation notice must be given to the Recreation Programmer Programming Supervisor in email/ written form.

6. Rental of Recreational Facilities

a. Any group/organization applying to rent any recreational facility is required to complete a Recreational Facilities Rental Form at the Don Stewart Recreation Center front desk. Rental payment and security deposit must be paid in advance. The group/organization will be responsible for clean-up, control, and security, as outlined in the rental agreement.

Commented [RD23]: Rental agreement form states 30 days notice for cancellation of any multi day event booking.

-RC approved Dec 5th

Commented [RD24]: Amount of deposit is currently $500 for any rental as per rental agreement form. RD Recommendation options:

-Change deposit to % of rental fee and full loss of deposit on late cancellation; -keep $100 late cancellation fee;

Commented [RD25R24]: “RD can use discretion to waive late cancellation fees due to unforeseen…”

-RC agrees with raising late cancellation fee to % of the rental fee

Commented [ASAO26]: Rental or Request?

Commented [RD27]: Remove since it is stated in Rental Agreement? RC approved Dec 5th

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RECREATION POLICY


b. All groups/organizations using the Town’s facilities are required to have a Public Liability Insurance Policy in the amount of one million dollars ($1,000,000.00) naming the Town of Hay River as an additional insured.

7. Rental of Recreational Equipment

Individuals, groups, or organizations wishing to rent Recreation Department equipment are required to complete a Recreation Department Equipment Rental Form, at the Recreation Office. All appropriate Fees and Security Deposits are required to be paid in advance. Equipment will not be available for rental outside of the Greater Hay River area.

The rental of equipment will not be subject to a Grant-in-Lieu. Equipment must be returned in the same condition as taken, or damage charges will be assessed to the renter. School usage of equipment will be free of charge.

B. FACILITIES OPERATIONAL GUIDELINES

1. General Policies:

A list of rules outlining “Safety and Conduct” will be posted at all Town of Hay River recreation facilities.

a. Safety:

• Smoking is not permitted anywhere inside Town of Hay River recreation facilities. By-Law #1579 regulates smoking/non-smoking areas within the Town's facilities.

• At any function held within Town of Hay River recreation facilities where beer is sold or distributed, it shall only be available in cans or disposable glasses.

• All entrances, exits, and stairways shall be kept unobstructed at all times.

• No person shall engage in any activity in this facility unless wearing or using the proper equipment for that activity.

• No weapons are allowed in the facility. • Running throughout the facility is not permitted. • The wearing of skates is not permitted in the bleachers or the lobby. • No person shall enter onto the ice surface until the zamboni has exited

and the gates are closed.

Commented [ASAO28]: Verify $1M is still adequate. Seeing $2 and $5 in some agreements now

Commented [RD29]: RD will seek advice of THR’s insurance provider for wording given rentals such as bday parties, xmas parties and other private events;

-THR can offer “event insurance” via provider and policy should likely stipulate that “renter has the option…” -Is specific statement on insurance required for liquor licences?

Commented [RD30]: To be included in rental agreement process

Commented [ASAO31]: Should we state somewhere that Recreation Department will maintain an evacuation and safety plan for the building that will be communicated to all employees and core users groups executives. It is the responsibility of user group executive to communicate to coaches and their users. RC approved Dec 5th 2019

Commented [RD32]: These rules appear to be specific to Arena and there is redundance; RC approved RD’s cleanup Dec 5th

Commented [RD33]: Covered by NWT Liquor Act

Commented [RD34]: Change wording to: Proper protective equipment shall be worn…”

Commented [RD35]: Covered by Criminal Code.

Commented [RD36]: Does not apply to all facilities

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RECREATION POLICY


• Helmets must be worn for all hockey and broomball related activities in the arena. Motion #97-040.

• When engaging in public skating or skating under the supervision of a school, the use of helmets is highly recommended. It is mandatory for helmet usage when there are sticks and pucks on the ice.

b. Conduct

• No pets are allowed in the facility. • Food or drinks will not be allowed on the ice surface. • In the event of skaters on the curling ice, the Curling Club will bill back

through the Town to the club responsible, the costs of refinishing the curling ice surface.

• Anyone using language which is rude, offensive, profane, or abusive will be asked to leave the facility.

• Behavior which is destructive, unruly, aggressive, threatening, harassing, or illegal will not be tolerated.

• All patrons shall observe any lawful instruction given by facility staff. • No animals are permitted in the facility (except guide/aid animals). • No person shall consume alcoholic beverages, except as designated

in licensed areas. • Any person in a state of intoxication or under the influence of illicit

drugs will be prohibited from entering the facility. • No loitering is allowed in the facility. • No spitting is allowed in the facility. • Students will not be permitted in the facility during regular school

hours. • All patrons are responsible for proper disposal of trash and any

damages to the facility. • The use of skateboards, rollerblades, bicycles or wheelies are

prohibited in the Don Stewart Recreation Centre and Aquatic Centre. • No person shall enter or use a change room, locker or shower except

for that specific purpose. • The Town of Hay River will not be responsible for the loss or theft of

any personal property.

c. Enforcement of Policies: • The Town of Hay River has the right and responsibility to enforce our

zero tolerance policy. At the Town of Hay River we are is committed to

Commented [RD37]: Update according to 2018 helmet policy.

Commented [RD38]: Too specific

Commented [RD39]: Change wording

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RECREATION POLICY


providing service to our its customers. We are also required to provide a safe work environment of our employees. Any behavior that hinders our ability to do so is not acceptable and will not be tolerated. Any person causing a disturbance verbally or physically abusing any staff member by threatening, shouting or swearing will be asked to leave the building. Failure to comply will result in the RCMP being summoned. The individual may be subject to prosecution under the Criminal Code of Canada.

• Any person who fails to abide by the policies set forth for “Safety and Conduct” will have the matter brought to their attention by the recreation staff.

• Should this offender fail to comply with the above measure, the staff member on duty will have the right to escort this person from the premises.

• In the event that a person fails to leave peacefully when requested, the recreation staff member will contact the R.C.M.P., requesting the removal of the offender.

• The Director of Recreation or designate will have the right to remove an individual's privileges to use the Facilities. This will be documented in a letter to the offender(s) with a copy to the chairperson of the Recreation Board Committee.

• Removal of privileges means that an individual will not be able to enter the facility during the time these privileges are revoked.

• All user groups renting the facilities will be held responsible for all damages caused to the facility or equipment occasioned or caused by any of the group members or invited participants. Details of the extent of damage, and the cost of repairs, will be invoiced accordingly.

• An Appeals process will be in effect brought to the RD (consultation with RC as needed) where privileges have been removed for use of the Facilities. This appeal may be made, free of charge, to the Recreation Board at their next regularly scheduled meeting, or at a cost of $200.00 if a special meeting is requested.

2. Ball Fields

a. Tournament Guidelines Pre-Tournament Duties Tournament Organizers:

• Rental agreement forms to be filled Tournament fees, including deposits, must be paid prior to commencement of tournament.

Commented [RD40]: Necessary? RC confirms RDs recommendation Dec 5th

Commented [RD41]: Deadline should be specific and aligned with A.1

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• Tournament schedules must be presented to Recreation Department a minimum of 24 hrs. Prior to the start of the first game.

• If hosting a Beer Garden, it is necessary to apply to Town Hall in writing with adequate advance notice (1 week prior to the tournament) and the Town will issue a letter and diagram of the area for your Club to take to the NWT Liquor Licensing. Organizers must provide proof of “Host Liquor Liability Insurance”, with the Town of Hay River named as an Additional Insured

• User groups are responsible for inspecting field(s) and facilities 24 hrs prior to the start of the tournament to ensure that everything is in satisfactory condition. Contact the Recreation Department as soon as possible if there are questions or concerns Address questions or concerns to the Department of Recreation at 874-6500.

Town Staff: • Preparing the facilities and field(s) for Tournament:

a) garbage bags in cans; b) bathrooms cleaned and stocked; c) Beer garden shed cleaned and operating; d) Sound booth cleaned and system operating; e) field(s) dragged, prepared and lined;

• The Recreation Director, or designate, will review tournament operations

with Organizer(s) prior to Friday 5:00 pm upon signing the Rental Agreement Form to ensure the user’s needs are met if they have any questions or concerns.

Tournament Duties Tournament Organizers:

• Ensure daily clean-up of beer gardens & concession including daily dumping of garbage cans in beer garden into garbage disposal bin.

• On-going maintenance of the field(s) from game to game. • Daily lock up of and securing of the facilities. • Wet down of field(s) as desired.

Town Staff:

• Daily stocking and maintenance (cleaning) of bathrooms. • Daily clean-up of player’s dug-outs, bleachers, beer garden, and general

common areas.

Commented [RD42]: 24hrs doesn’t seem like enough. 72hours? Any consequences that can be applied if not respected?

Commented [ASAO43R42]: 72 hours seems fair for any scheduled event

Commented [RD44R42]: RC agrees with 72 hours notice

Commented [RD45]: Doesn’t currently align with A.1

Commented [RD46]: Covered by NWT Liquor Act. Recommendation: remove or make quick reference to the Act (RC approved)

Commented [RD47]: Move to section A

Commented [RD48]: THR provides staff

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• Rake batters boxes & pitching areas, drag infields, water, and line infields daily. Field maintenance must be performed as necessary throughout the day.

• Empty garbage containers daily – excluding beer gardens. • Check with tournament organizers daily for action items and general

assistance.

b. Season Guidelines: Ball fields are scheduled in a meeting between the Director of Recreation and Ball Field User Groups as per section A.1. (d). Tournaments are scheduled in advance with the Director of Recreation.

c. Fees

League and tournament fees are reviewed yearly and recommendations sent to Town Council.

d. Maintenance of the Ball Fields and Facilities

With the exception of Tournament Guidelines, maintenance is the responsibility of the facilities maintenance staff. Don Wright, Pine Point, and Camsell Ball Fields are maintained according to weekly routines and on a daily basis, prior to scheduled games. Minor Ball Parks are maintained on a weekly basis. The Recreation Department provides bases and other field equipment as necessary for the upkeep and use of the Ball Fields.

e. Beer Garden

(Refer to General Policies)

3. Pool a. Conduct and Safety Procedures:

A list of Rules outlining Conduct and Safety Procedures are posted at the entrance to the change area. • Lifeguards are responsible for patron safety and enforcement of all rules; • All swimmers must shower before entering the pool; • Children 6 and under under the age of 7 must be accompanied by and

within arm’s reach of a responsible person over the age of 12; • Outdoor footwear is not permitted in the change rooms or on deck; • Persons with open sores or infected eyes are not permitted into the pool; • If you have a communicable disease that can be transmitted by water or

Commented [RD49]: Redudant? See A.1

Commented [RD50]: Redundant. See A.2

Commented [RD51]: Change to reflect current facilities, including Tri Service field

Commented [RD52]: Redundant

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have been ill with diarrhea or vomiting in the last two weeks, you are not permitted to swim;

• Bathers requiring diapers must wear “Swimming Diapers” or tightfitting protective coverings;

• No food or drink is permitted in change rooms or pool areas; • No glass containers are permitted in change rooms or pool areas; • Persons under the influence of alcohol or drugs will not be permitted into

the pool; • No running on deck or horseplay in pool areas; • Cameras and camera phones must be turned off in the change rooms; • Maximum capacity on the pool deck is 140 persons;

b. Rentals and Programming:

Rentals and programming are scheduled in advance by the Aquatic Supervisor, in consultation with the Recreation Programming Supervisor Senior Guard/Instructor, and the Director of Recreation, when necessary. 1. Cancellation of Scheduled swim times:

• A minimum forty-eight (48) hours Cancellation of regularly scheduled

ice times must be communicated to Recreation Programmer prior to the publication of the weekly pool schedule on Friday. is required with the Recreation Department. Cancellation notice must be given to the Recreation Programmer Programming Supervisor in email/ written form. Failure to do so will result in a charge being levied for the time scheduled.

c. Rates and Fees: Rates and fees are reviewed yearly and recommendations sent to Town Council.

d. Holiday Hours of Operation for the Recreation Centre:

New Year’s Day - CLOSED Easter - Friday – 12-6



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- Monday – 12-6 Victoria Day – 12-6 Canada Day – CLOSED Civic Holiday – 12-6 Labour Day – 12-6 Thanksgiving Day – 12-6 Remembrance Day – 12-6 Christmas Day - CLOSED Boxing Day – 12– 6:00

e. Staffing:

Due to the requirements outlined for swimming pool operations in the Northwest Territories, it is mandatory that qualified staff be on duty during all hours of operation. The Town requires that any staff on duty be Town employees. A description of staff duties and responsibilities is outlined in the Pool Operational Manual, and the various job descriptions.

All staffing procedures are in compliance with the Collective Agreement Between the Town of Hay River and the Union of Northern Workers (UNW).

The Director of Recreation or designate reserves the right, when necessary, to cancel scheduled pool time. The public will be notified in advance of the cancellation.

4. Golf Course

In consideration of this facility being leased from the Town of Hay River and operated by the Hay River Golf Club, Operating Guidelines established will be in accordance with Health, Liquor and Safety Regulations.

All Terms of Reference are outlined in the Lease Agreement.

5. Curling Rink In consideration of this facility being rented by the Curling Club Association, Operational Guidelines are outlined in the Lease Agreement. These Guidelines are to be in accordance with Health, Liquor, and Safety Regulations.

This Lease is renewed on a yearly basis.

Summer use of the Facility will be in accordance with guidelines established for the Arena.

Commented [RD55]: Legislated by NWT Public Pool Regulations. Policy can make reference to it, but this is more an HR or Rec Dept internal policy.

Commented [RD56]: remove

Commented [RD57]: Becomes 3.c EHO is consulted and reference NWT Pool Regulations

Commented [RD58]: Anything to add?

Commented [RD59]: Change wording for consistence with Golf Course.

Commented [RD60]: Specified in the lease.

Commented [RD61]: “In accordance with the lease, the curling club ice surface will be available to THR Rec Dept for regular programming and/or special event bookings during the off season.”

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6. Concession

This facility is leased by a private contractor. The terms of reference for this operation are specified in the Lease Agreement. Terms of the lease permit a three year tendering process, or a renewal of an existing lease. A public tendering process prescribed by the Town will be followed. Tenders will be advertised 90 days in advance of the current lease expiration.

7. Arena

b. Scheduling: All scheduling will be the responsibility of the Director of Recreation or designate.

c. General Policies:

A list of Rules outlining Conduct and Safety will be posted within the recreation facility. (Refer to Facilities Operational Guidelines – General policies)

Supervision:

All ice activities shall be supervised as follows: * Referee, coach, or responsible adult, is required to be on the ice for all hockey and broomball events. * Recreation Staff will provide supervision from the arena area for public skating, shinny hockey, and rental activities. * Figure skating activities are under the supervision of a coach, or responsible adult.

Hours of Operation:

1. Monday to Friday a) Early morning (prior to 9:00 a.m.) - Figure Skaters will use the Ice

under the supervision of their Contracted Certified Professional. Minor Hockey teams will require supervision of a qualified coach on the ice. Arena Staff need not be in attendance at this time.

b) The Ice is available to Schools and other Institutions and Groups regularly from the hours of 8:30 - 12:00 a.m. During noon hours, programming of Shinny Hockey and Public Skating, with an admission charged, will be alternated.

c) The hours of 1:00 to 3:00 p.m. may be scheduled by Schools, Groups, etc. This is subject to operational requirements.

Commented [RD62]: Change wording for consistency with Golf Course and Curling Club.

Commented [RD63]: Redundant. See A.1

Commented [RD64R63]: Move up because similar to ball diamonds and pool;

Commented [RD65]: More general comment required in A.7.b Make reference to liability insurance requirements and/or the need to meet supervision requirements of the governing body providing insurance coverage for sectioned event.

Commented [RD66R65]: state how THR programs are supervised;

-Do the same for other facilities (consult insurance provider)

RC approved Dec 5th

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d) Late afternoons/evenings - programs as scheduled in annual meeting with User Groups. Priority given to Minor Sports during late afternoons - early evenings.

e) In the event of a Tournament, the time slots allotted for regularly scheduled events on Saturdays and Sundays will be cancelled or altered depending on Tournament start/end times.

f) During tournament/special event weekends, tournament/special event coordinators will communicate with Aquatic Supervisor to determine extension of pool hours up to a maximum of four additional hours per day.

2. Weekends

a) The program will remain as scheduled in the yearly scheduling meeting with user groups, except in the instance of bookings for exhibition games, test days, cinics, tournaments, or other such events.

b) As per Section A.1.c: When a tournament/special event is scheduled, the organizing group will make their schedule intentions for that event known in writing to the Recreation Programmer Programming Supervisor or designate at [email protected] at least one week prior to the event.

c) The Organizers of such events are requested to arrange their schedule in advance with the Recreation Programmer at [email protected], so This will facilitate communication to user groups that forfeiting their ice times. can be adequately informed.

3. Rates and Fees

• Rates and Fees are reviewed yearly.

4. Cancellation of Scheduled Ice Time

• A minimum forty-eight (48) hours Cancellation of regularly scheduled ice times must be communicated to Recreation Programmer prior to the publication of the weekly ice schedule on Friday. is required with the Recreation Department. Cancellation notice must be given to the Recreation Programmer Programming Supervisor in email/ written form. Failure to do so will result in a charge being levied for the time

Commented [RD67]: Hours of operation are not included for other facilities and they should not be included because they can vary according to:

-Seasonal scheduling procedure outlined above -Rental requests received outside of the seasonal scheduling process;

Commented [RD68]: -Move up to A.1 for consistency -Booking of the event (including rental agreement and damage deposit) to be received more than one week prior.

Commented [RD69R68]: RC Recommendation: 14 days “Requests for weekend special events will be reviewed by RD with consultation of RC as needed.”

Commented [RD70]: Remove. Redundant as per section A.2

mailto:[email protected]

TOWN OF HAY RIVER

RECREATION POLICY


scheduled.

a) The Director of Recreation or designate reserves the right, when necessary, to cancel scheduled Ice time. Users will be notified in advance of cancellation, and alternate time will be allotted, if such time is available. user groups will not be charged for the cancelled ice time if the Department of Recreation can not make appropriate ice time available,

5. Ice Rental Designation

a) Special Events • Users hosting special events which require exclusive

use of the ice surface for a period of more than 3 consecutive days, will be required to submit a proposal by delegation, at the ice user groups meeting.

6. Staffing

a) Except in the early morning hours as designated in the Hours of Operation (Monday to Friday), Recreation Department Staff are required to be on duty at all times to fulfill operational, supervision and safety requirements. Add more detail to explain operational staffing requirements and fact that bookings outside of regular hours are dependent on staff availability.

b) A description of staff duties and responsibilities is outlined in the

Shift Routine Guidelines and the various Job Descriptions.

c) All Staffing Procedures are in compliance with The Collective Agreement between The Town of Hay River and the Union of Northern Workers (UNW).

7. If hosting a Beer Garden, it is necessary to apply to Town Hall in writing

with adequate advance notice (1 week prior to the tournament) and the Town will issue a letter and diagram of the area for your Club to take to the NWT Liquor Licensing. Organizers must provide proof of “Host Liquor Liability Insurance”, with the Town of Hay River named as an Additional Insured

C. General Policy

Commented [RD71]: -Move up to A.1 for consistency -Move to a late cancellation fee rather than full payment (same % as special event cancellations);

- Full payment if no notice given with less than 48 hrs;

Commented [RD72]: Remove. Already covered under A.1.c and A.3.d.3

Commented [RD73]: Remove. This should be included in THR Rec Dept staff policies and procedures. 6.a might be worth keeping (with small changes) to confirm need of adequate staffing.

Commented [RD74]: Covered by NWT Liquor Act. Recommendation: remove or make quick reference to the Act

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Beer Gardens Anyone requesting a Beer Gardens License will be required to apply in writing to the Town Manager two (2) weeks in advance as per Section 2, Chapter L-18 of the NWT Liquor Act. This request requires Council approval yearly.

D. Cost Recovery Formula

* The cost recovery formula will be a guideline for fees and charges rather than a standard.

* The Cost Recovery Formula established by the Town of Hay River is based upon the direct revenues (exclusive of Grants) as a percentage of direct expenses (exclusive of administration overhead allocations, fixed assets or capital improvements) for any given fiscal period.

* A Cost Recovery Formula guideline has been established for the Recreational Facilities as follows:

• A minimum 30% recovery rate for the Arena and Curling • Rink A minimum 30% recovery rate for the Ball Fields • A minimum 15% recovery rate for the Swimming Pool

These Policies and Procedures will be reviewed every five years, or as required.

Tournament Organizers:

Additions and inclusions:

- Appendix to include in 2020: o Appendix A: 2020 Rec Rates and Fees o Appendix B: helmet policy o Appendix C: Donations and Sponsorship Policy Form o Etc.

- 2021: o Requirements regarding liability insurance and qualified coaches/instructors

with to appropriate legislation Section A.6.b; o Create new Section C : Parks and greenspaces?

• Playgrounds • Trails • Porritt Landing

Commented [RD75]: Remove. See A

Commented [RD76]: Cost recovery to be included in Preamble or Section A.2 given that it is so short? Research necessary to confirm:

1.Cost recovery objectives of other communities; 2.Cost recovery from previous years;

Commented [ASAO77]: I wonder if a better approach is to use a blanket average recovery rate for Recreation services. I believe if Grants are excluded (which I don’t think we should exclude) we are likely somewhere around 5-10% recovery. Easy enough to calculate for Recreation Services as a whole…. Not so much for each facility. Porritt Landing could be added if maintaining facilities approach.

Commented [RD78]: Include in Preamble? RC confirmed Dec 5th

Commented [ASAO79]: Do you need a section for advertising? Naming rights? Skate Sharpening room lease? Walking Track usage? Rental Room restrictions (ie. Doug Weitermann?) Skatepark?

TOWN OF HAY RIVER

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• Fisherman’s Wharf o Create new Section D: Programming Goals

• General description and programming categories o Youth programs

General description, goals and examples • Summer heat, after school programs, etc.

o Drop in programming Walking track, ping pong tables, shinny hockey

and public skating and swimming, etc. o Fitness programs

General description, goals and examples o Parternships

General description, goals and examples o Special event planning

General description, goals and examples o Drop in programming

Walking track, ping pong tables, shinny hockey and public skating and swimming, etc.

Commented [ASAO80]:

agenda public input 1. call to order 3. declaration of ... · sewer flusher (equipment) quotes came...

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