regular council meeting agenda carstairs municipal …€¦ · - attended the carstairs library...

REGULAR COUNCIL MEETING AGENDA

CARSTAIRS MUNICIPAL OFFICE

MONDAY, JANUARY 13, 2020, 7:00 P.M.

Page

1. CALL TO ORDER

2. ADDED ITEMS

3. ADOPTION OF AGENDA a) Adoption of agenda of January 13, 2020

Motion: To adopt the agenda of January 13, 2020

4. ADOPTION OF MINUTES 4 - 7 a) Adoption of minutes of December 9, 2019 (addendum 4.a)

Motion: To adopt the minutes of December 9, 2019

5. BUSINESS ARISING FROM PREVIOUS MEETING

6. DELEGATIONS 8 - 9 a) Carstairs Chamber of Commerce - Darrah Selanders and Chelsea Cairns -

C.A.R.E.S. Grant (addendum 6.a)

7. BYLAWS AND POLICIES 10 a) Bylaw No. 1097 Municipal Development Plan Bylaw to Repeal Bylaw No.

967 (addendum 7.a)

11 b) Policy No. 26-009-20 Community Peace Officer Notebook (addendum 7.b)

12 - 13 c) Policy No.62-005-20 Family Community Support Services (FCSS) Multi

Year Funding (addendum 7.c)

14 - 15 d) Policy No. 72-04-001-20 Committee Terms of Reference (TOR) Carstairs

Community Golf Club Advisory Committee (addendum 7.d)

16 - 21 e) Policy No. 72-04-002-20 Community Golf Club Memberships (addendum

7.e)

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22 f) Policy No. 12-014-20 Confidentiality to repeal Policy No.1914-2004

(addendum 7.f)

8. NEW BUSINESS 23 a) Special Rates Request for Community Hall - Pawsitive Haven Animal

Rescue Fundraiser (addendum 8.a)

24 b) Special Rates Request for the Community Hall - The Holland Family

Fundraiser (addendum 8.b)

9. COMMITTEE REPORTS a) LEGISLATIVE & EMERGENCY SERVICES COMMITTEE 25 - 28 i) Legislative and Emergency Services Committee minutes of

December 16, 2019 (addendum 9.a.i)

b) STRATEGIC PLANNING & CORPORATE AFFAIRS COMMITTEE c) EXTERNAL RELATIONS COMMITTEE d) POLICY & GOVERNANCE COMMITTEE 29 - 31 i) Policy and Governance Committee minutes of December 10, 2019

(addendum 9.d.i)

e) MOUNTAIN VIEW REGIONAL WASTE COMMISSION f) MOUNTAIN VIEW REGIONAL WATER COMMISSION g) MOUNTAIN VIEW SENIORS HOUSING h) MUNICIPAL AREA PARTNERSHIP i) CARSTAIRS COMMUNITY DEVELOPMENT & ECONOMIC

PARTNERSHIP j) CENTRAL ALBERTA ECONOMIC PARTNERSHIP

10. COUNCILOR REPORTS a) COUNCILOR BLAIR b) COUNCILOR WILCOX c) COUNCILOR GREEN d) COUNCILOR ALLAN e) COUNCILOR RATZ f) COUNCILOR GIL g) MAYOR COLBY

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11. CORRESPONDENCE

12. CAO'S REPORT

13. COUNCILOR CONCERNS

14. PUBLIC QUESTION PERIOD

15. MEDIA QUESTION PERIOD

16. CLOSED MEETING a) Section 197 of the MGA states that Council and Council Committees must

conduct their meetings in public unless the matter to be discussed is within

one of the exceptions to disclose in Division 1 Part 1 of the Freedom of

Information and Privacy (FOIP) (s. 16 to 29).

1. Carstairs Royal Canadian Legion #53

17. ADJOURNMENT

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MINUTES OF THE REGULAR COUNCIL MEETING MONDAY, DECEMBER 9, 2019, 7:00 P.M.


ATTENDEES: Mayor Colby, Councilors Blair, Green, Wilcox, Allan, Ratz and Gil, CAO Carl McDonnell, Director of Legislative and Corporate Services Shannon Allison, and Executive Assistant Brenda Coles

ABSENT: Nil CALL TO ORDER: Mayor Colby called the meeting of December 9, 2019, to order at

7:00 p.m.

ADDED ITEMS: Nil ADOPTION OF AGENDA: Motion 409/19 Motion by Councilor Wilcox to accept the Regular Council agenda of

November 25, 2019, as presented. CARRIED

ADOPTION OF PREVIOUS MINUTES: Motion 410/19 Motion by Councilor Allan to adopt the Regular Council minutes of

November 25, 2019, as presented. CARRIED

BUSINESS ARISING FROM PREVIOUS MEETING: Nil DELEGATIONS: Nil BYLAWS & POLICIES: 1. Bylaw No. 1095 Borrowing Revolving Line of Credit (ASFF)

2020

Motion 411/19 Motion by Councilor Blair to give first reading of Bylaw No. 1095 Borrowing Revolving Line of Credit (ASFF) 2020.

CARRIED

Motion 412/19 Motion by Councilor Gil to give second reading of Bylaw No. 1095 Borrowing Revolving Line of Credit (ASFF) 2020.

CARRIED

Motion 413/19 Motion by Councilor Wilcox to move to third reading Bylaw No. 1095 Borrowing Revolving Line of Credit (ASFF) 2020.

CARRIED Motion 414/19 Motion by Councilor Ratz to give to third and final reading of Bylaw

No. 1095 Borrowing Revolving Line of Credit (ASFF) 2020. CARRIED

2. Bylaw No. 1096 Borrowing Revolving Line of Credit (ATB) 2020

Motion 415/19 Motion by Councilor Allan to give first reading of Bylaw No. 1096 Borrowing Revolving Line of Credit (ATB) 2020.

CARRIED

Motion 416/19 Motion by Councilor Green to give second reading of Bylaw No. 1096 Borrowing Revolving Line of Credit (ATB) 2020.

CARRIED

Motion 417/19 Motion by Councilor Blair to move to third reading of Bylaw No. 1096 Borrowing Revolving Line of Credit (ATB) 2020.

CARRIED Motion 418/19 Motion by Councilor Gil to give to third and final reading of Bylaw

No. 1096 Borrowing Revolving Line of Credit (ATB) 2020. CARRIED

AGENDA ITEM #a)

Adoption of minutes of December 9, 2019 (addendum 4.a) of 31

Regular Council Meeting – December 9, 2019 Page 2 of 4

3. Policy No. 12-013-19 Virtual Services Electronic Access to Documents Policy - This policy will help residents move forward with electronic governance by enabling them to pay utility bills, obtain tax certificates and information for taxes and assessment on properties in the Town.

Motion 419/19 Motion by Councilor Ratz to adopt Policy No. 12-013-19 Virtual Services Electronic Access to Documents Policy.

CARRIED

4. Policy No. 12-036-19 E-Gov Refund and Exchange Policy - If resident over pays or pays twice gives us the ability to reimburse.

Motion 420/19 Motion by Councilor Blair to adopt Policy No. 12-036-19 E-Gov Refund and Exchange Policy.

CARRIED

NEW BUSINESS: 1. 2020 Operating Budget

Motion 421/19 Motion by Councilor Blair to adopt the 2019 Operating Budget as the 2020 Interim Budget.

CARRIED

2. Alberta Municipal Affairs – Inter-municipal Collaboration Framework (ICF) and Inter-municipal Development Plan (IDP) Requirements, and Q&A Reference

Motion 422/19 Motion by Councilor Allan to accept the ICF and IDP requirements

as information. CARRIED

3. Request for Decision (RFD) Business Case for Permanent Tags for Dogs and Cats Animal licensing is free for the month of January; a permanent tag for dogs and cats would allow the tag to stay with the animal for up to 25 years, and it would be nontransferable to another animal. The intent of the permanent tag is to get the animal back to the owner as quick as possible, and to take up less administrative time. All bylaws stay in place so that if tags are not purchased fines will be levied.

Motion 423/19 Motion by Councilor Blair to approve the Request for Decision for the Town of Carstairs Business Case for Permanent Tags for Dogs and Cats.

CARRIED

3. Hugh Sutherland Class of 2020 Grad Committee Facility Request Community Hall Reduced Rate March 21, 2020 Grad Fundraiser

Motion 424/19 Motion by Councilor Gil to approve the Facility Special Request for a reduced rate in the amount of $200 for the Community Hall 2020 Grad Fundraiser being held on Saturday, March 21, 2020.

CARRIED N.B Councilor Allan sustained from voting.

COMMITTEE REPORTS: 1. Legislative & Emergency Services Committee - Councilor Ratz had no report at this time.

- Next meeting is on Monday, December 16, 2019.

2. Strategic Planning & Corporate Affairs Committee - Councilor Ratz had no report at this time. - Next meeting is on Monday, January 27, 2020.

3. Policy & Governance Committee - Councilor Gil gave an oral report of the December 10, 2019

meeting. - Next meeting is on Tuesday, January 14, 2020. 4. External Relations Committee - Councilor Allan had no report at this time. - Next meeting is on Thursday, December 19, 2019.

AGENDA ITEM #a)



5. Mountain View Regional Waste Commission - Councilor Green provided an oral report on the November 25, 2019 meeting at the previous Council meeting. - Minutes were attached for the MVRWC September 23, 2019 meeting. 6. Mountain View Regional Water Commission - Councilor Blair stated he was elected the Chairperson again for MVRWC and gave an oral report on the November meeting. - Water rates have increased by .05 for meter consumption. - The twinning of the line has been completed and the pipe has been chlorinated and is operational.

7. Mountain View Seniors’ Housing

- Mayor or Councilor gave an oral report on the November 14, 2019 meeting. - Next meeting will be held in January 2020 and they will meet every second month from there.

8. Municipal Area Partnership

- Mayor Colby is waiting for the Town of Disbury to announce their new CAO and then will set a meeting date for early January 2020. 9. Carstairs Community Development & Economic Partnership (CCD&EP)

- Councilor Ratz had nothing to report at this time - The meeting for Monday, December 9, 2019 was canceled and will be held in January 2020.

10. Central Alberta Economic Partnership (CAEP) - Councilor Ratz no report at this time.

- Next meeting will be held in May or June of 2020.

Motion 425/19 Motion by Councilor Wilcox moved to accept all Committee Reports as information.

CARRIED COUNCILOR REPORTS: Councilor Ratz

- Attended the Heritage Festival meeting on December 5, 2019. - Attended Carstairs Crazy Christmas on December 6, 2016 where the new Santa did a good job. - Attended Mayors Curling Challenge on December 6, 2019. Councilor Wilcox - Attended the Carstairs Library Christmas Volunteer Appreciation Party on December 3, 2019. - Attended Carstairs Crazy Christmas on December 6, 2016. There were lots of vendors, bingo cards, hot chocolate, and the businesses were really busy. It was one of their best events yet. Councilor Allan - Attended Crazy Carstairs Christmas on December 6, 2019 and it was nice to have street blocked off and have fires. The turn out and fireworks were fantastic. Councilor Green - Attended the Library Board Trustee meeting on November 28, 2019. - Attended the Carstairs Library Christmas Volunteer Appreciation Party on December 3, 2019. - Attended Carstairs Crazy Christmas on December 6, 2019. Participated in the Mayor’s Curling Challenge; visited the businesses and was able to watch the fireworks for the first time. Councilor Gil - Attended the Carstairs Library Christmas Volunteer Appreciation Party on December 3, 2019 with Councilors Green and Wilcox. - Attended Crazy Carstairs Christmas and the Mayors Curling Challenge on December 6, 2019.

AGENDA ITEM #a)



Councilor Blair - Attended Mountain View Regional Water Commission meeting. Mayor Colby - Attended Mountain View Seniors Housing meeting on November 28, 2019. - Attended Carstairs Crazy Christmas on December 6, 2019. The Carstairs Fire Department did a good job and thank you to all the Town employees for their help.

Motion 426/19 Motion by Councilor Green to accept all Councilor Reports as information.

CARRIED

CORRESPONDENCE: Nil

CAO’S REPORT: Nil COUNCILOR CONCERNS: Nil PUBLIC QUESTION PERIOD: Nil

MEDIA QUESTION PERIOD: Nil CLOSED MEETING SESSION:

Section 197 of the MGA states that Councils and Council Committees must conduct their meetings in public unless the matter to be discussed is within one of the exceptions to disclosure in Division 2 of Part 1 of the Freedom of Information and Protection of Privacy (FOIP) (s. 16 to 29). 1. Unbudgeted Items for Golf Course, Community Hall and CES 2. Chamber of Commerce 3.Crossfit Lease

Motion 427/19 Motion by Councilor Allan that Council closes the meeting to the public at 8:01 p.m. to discuss closed session item.

CARRIED Motion 428/19 Motion by Councilor Blair to come out of the closed meeting session

at 8:28 p.m. CARRIED

Motion 429/19 Motion by Councilor Gil to transfer $359,532.76 from Reserve

account number 4-72-00-714-0 to cover the cost of upgrades at the Golf Course.

CARRIED

Motion 430/19 Motion by Councilor Allan to transfer $10,858.70 from Reserve account number 4-74-00-715-0 to cover the cost of flooring at the Community Hall.

CARRIED

Motion 431/19 Motion by Councilor Blair to transfer $168,425.00 from Reserve account number 4-37-00-764-0 to cover the Storm Drainage at Carstairs Elementary School (CES).

CARRIED

NEXT MEETING: Monday, January 13, 2020 ADJOURNMENT: Motion 432/19 Motion by Councilor Gil to adjourn the meeting of December 9,

2019, at 8:29 p.m. CARRIED

Lance Colby, Mayor

Carl McDonnell, CAO

AGENDA ITEM #a)


Established in 1951, the Carstairs Chamber of Commerce is dedicated to the growth and development of the local business community.

CARSTAIRS CHAMBER OF COMMERCE

Town of Carstairs 844 Centre St PO Box 370 Carstairs, AB T0M0N0 To Whom It May Concern: The Carstairs and Community Chamber of Commerce is seeking funding from the C.A.R.E.S Grant for our project called The Strategic Plan to Increase Exposure and Communication. We are asking for a grant of $ 11,455, which will be matched by our organization for a total budget of $22,910 for this project. Our organization is a Board of Trade representing a small community with a population under 5000. We currently have approximately 250 members, and we plan to increase communication and engagement with our membership and provide more support and exposure to our business community. To achieve this, our goal is to create and clearly define our communication channels. This will enable our members to easily find information regarding past and future meetings and events. This project will also create more support for our members both from our organization and through networking with each other. We are hoping with this communication improvement, we will increase engagement overall, grow member involvement, develop a stronger local network and further the interests of our business community. We will implement this plan in 4 steps. The first step will be an effective, professional website. This will allow us to create a one-stop shop for Chamber information. We will direct all traffic to this site including current and potential members, our local community/region, as well as visitors. We feel the website will provide us the opportunity to advertise throughout the year with links back to our website for more information rather than trying to fit all details in a social media post or poster. The website will be designed to house an interactive business directory, a section for past meeting minutes and upcoming meeting agendas, and a calendar or RSS feed showcasing annual and special events. It will also be a place for our members to advertise their businesses. This step of the project will be allocated $6510.00 of the total project funding. The second step is to create two information booklets. A Community Guide and a Business Directory. The Business Directory will showcase our member businesses to

AGENDA ITEM #a)

Carstairs Chamber of Commerce - Darrah Selanders and Chelsea Cairns - C.... of 31

2

the community/region, potential investors, newcomers and visitors. Like many small towns, our main street businesses are quite visible to locals and visitors. With the majority of our businesses not along our main street it is important to us that we help improve their visibility as well. The Community Guide will highlight our town, opportunities for development, statistics, community information, resources, events, maps, etc. The Community Guide and our Business Directory will be updated regularly, likely every two years. This part of the project will be allocated $6000.00 of the total project funding. This will go toward design of the booklets ($367.50*2=$735), printing ($2625*2=$5250 for 1500 of each booklet) and distribution. The third part of this project is a value-add to our members by providing access to seminars to help them improve their business acumen, practices, exposure. We would like to offer these seminars once a quarter and for a very small fee, covering the majority of the expenses ourselves. Possible seminar topics would be social media marketing, search engine optimization, business/succession planning, diversifying your business to meet business environment trends etc. These seminars also give our members a chance to network, chat about challenges they are experiencing in their businesses as well as sharing their successes. This step of the project will be allocated $5,000 of the total project funding. Based on conversations with relevant event facilitators, we expect this part of the project to cost a minimum of $5,000 and any costs over and above this will be distributed from our operating budget The final aspect of our project is to increase our Executive Director’s hours. The Executive Director wears many hats and plays an integral part of our organization. They manage all of our major initiatives, help create and execute our events, facilitate the administrative responsibilities of our organization, manage our social media and online presence and act as a liaison between our organization, our members and various other community organizations. This step of the project will be allocated $5400.00 of the total project funding. This funding will be dispensed throughout the year adding 300 hours in total to the current budget of hours in place. (300*$18/h=$5400)

AGENDA ITEM #a)

Carstairs Chamber of Commerce - Darrah Selanders and Chelsea Cairns - C.... of 31

BYLAW No. 1097

BEING a Bylaw of the Town of Carstairs in the Province of Alberta, to adopt the Town of Carstairs Municipal Development Plan. WHEREAS it is deemed necessary and expedient to adopt a Municipal Development Plan to guide future growth and development in the Town of Carstairs, and AND WHEREAS, a Municipal Development Plan has been prepared in accordance with the Municipal Government Act, AND WHEREAS, copies of this Bylaw and related documents were made available for inspection by the public at the Town office as required by the Municipal Government Act Revised Statutes of Alberta 2000, Chapter M-26; AND WHEREAS, a public hearing with respect to this Bylaw was held in the Council Chambers at the Town office on February 24, 2020. AND WHEREAS, an Open House was held on September 28, 2019 from 12:00 p.m. to 4:00 p.m. and a Stakeholder Workshop was held on October 1, 2019 from 2:00 p.m. to 7:00 p.m. NOW THEREFORE, Council of the Town of Carstairs duly assembled and pursuant to the Municipal Government Act Revised Statutes of Alberta 2000, Chapter M-26 enacts as follows:

1. This Bylaw may be referred to as the “Municipal Development Plan Bylaw”

Schedule “A”

3. This Bylaw is to repeal Bylaw 967.

4. This Bylaw shall come in force and effect on the final date of passing thereof. READ A FIRST TIME THIS 13th DAY OF JANUARY A.D., 2020 READ A SECOND TIME THIS XXXX DAY OF XXXX A.D., 20XX READ A THIRD AND FINAL TIME THIS XXXX DAY OF XXXX A.D., 20XX

Lance Colby, MAYOR

Carl McDonnell, CAO

AGENDA ITEM #a)

Bylaw No. 1097 Municipal Development Plan Bylaw to Repeal Bylaw No. 967 ... of 31

Town of Carstairs Policy No. 26-009-20 Page 1 of 1

Town of Carstairs Policy: Community Peace Officer Notebook

Policy No. 26-009-20 Date: January 13, 2020 Adopted by: Council Policy Statement:

To create a policy and procedure for the handling and storage of notebooks utilized by

Community Peace Officers (CPO) and Bylaw Officers for the Town of Carstairs.

Guidelines: a) CPO Notebooks will be utilized each shift as necessary.

b) CPO Notebooks shall, as necessary, indicate all times, dates, interactions with the

public and officer observations.

c) CPO Notes shall be included in court briefs as required.

d) CPO Notebooks shall be provided with a number, include page numbers and be filed

in numerical order by date and month when the notebook is filled. No spaces shall be left

at the bottom of any pages which would allow additional information to be added at a

later date.

e) CPO Notebooks shall not be kept in vehicles, drawers, cabinets or unprotected at any

time and shall be locked up and secured after every shift in a Town appointed facility.

f) Notebooks will be retained by the Town of Carstairs upon termination of employment

g) Notebooks remain the property of the Town of Carstairs, not the Peace Officer and

will be disposed of as per the Town of Carstairs’ Record Retention Schedule.

End of Policy

AGENDA ITEM #b)

Policy No. 26-009-20 Community Peace Officer Notebook (addendum 7.b) of 31

Town of Carstairs Policy No. 62-005-20

Page 1 of 2

Town of Carstairs Policy: Family Community Support Services (FCSS)

Multi Year Funding Policy No. 62-005-20 Date: January 13, 2020 Adopted by: Council Policy Statement: The Town of Carstairs in an effort to comply with the Province of Alberta’s three year

budgeting cycle and the recent legislation to reduce red tape would permit Community

Organizations that have consistently applied for FCSS funds and received said funds be

exempt from completing the annual application form and be put on a three year cycle.

After the three year period the Organization would again need to comply with the annual

application process.

Definition: Family and Community Support Services (FCSS): an 80/20 funding partnership

between the province and the municipalities.

FCSS Funding Application: annual application that must be completed to receive

funding

Organization: a community organization that has consistently applied and received

FCSS funding for a minimum of 3 concurrent years.

Guidelines: Community Organizations that have consistently applied and received funding for a minimum of three (3) consecutive years would be exempt from completing the application process annually for a three year period. and would be issued funds based on their last application. Entering into a three year agreement does not guarantee funds.

AGENDA ITEM #c)

Policy No.62-005-20 Family Community Support Services (FCSS) Multi Year ... of 31

Town of Carstairs Policy No. 62-005-20

Page 2 of 2

Funds will be issued based on a continuing FCSS agreement with the Province of

Alberta.

The total amount of Funding, the Annual Funding Amounts, or any scheduled payment

of Funding during the Term may be adjusted (including an increase or decrease) in the

sole discretion of the Minister of the Province of Alberta. These adjustments will be

reflected in any funds that will be issued during the three year agreement.

The Organization would be required to complete the annual Outcomes Portion of the

process yearly to enable Town of Carstairs staff to complete the reporting requirements

for the Province of Alberta.

Failure by the Organization to complete the annual report would result in the

Organization not being able to reapply for funds and/or receive FCSS funds.

The Organization would have to complete a current application in the event that the

amount of funds is changing (either asking for more or requiring less) or if the program

has changed dramatically or ceases to exist.

After the three year period, the Organization would again be required to complete the

annual FCSS application form.

This agreement may be terminated at any time upon mutual written agreement of the

parties, or by either party for any reason by providing one-hundred and eighty (180) days

written notice to the other party.

End of Policy

AGENDA ITEM #c)

Policy No.62-005-20 Family Community Support Services (FCSS) Multi Year ... of 31

Town of Carstairs Policy No. 72-04-001-20 Page 1 of 2

Town of Carstairs Committee Terms of Carstairs Community Golf Club Reference: Advisory Committee (TOR) Policy: Policy No. 72-04-001-20 Date: January 13, 2020 Adopted by: Council

Guidelines:

The Title: Carstairs Community Golf Club Advisory Committee The Purpose: The purpose of the Committee is to review the existing facility and review the business plan. Membership: The Members shall appoint by Council and will include members from Council, and from members at large.

Advisory Committee: a) Number of Committee Members

The Advisory Committee shall consist of the following Town of Carstairs 3 Members Members at Large 3 Members CAO 1 Member General Manager 1 Member

The appointment and use of Town Staff will be at the discretion of the Town of Carstairs CAO.

AGENDA ITEM #d)

Policy No. 72-04-001-20 Committee Terms of Reference (TOR) Carstairs Com... of 31

Town of Carstairs Policy No. 72-04-001-20 Page 2 of 2

b) Authority of Committee

The Committee shall have authority such as, but not limited to:

• Review of terms on contract and leases

• Event, tournament and league structures

• Establish the vision, values and long-term strategy for the Golf Course

• Monitor progress annually against agreed goals and objectives

c) Frequency of meetings

The Advisory Committee shall meet as required.

d) Dissolution of Committee

The Committee has the authority to dissolve any subcommittee upon the completion of an assigned project.

The Committee may dissolve upon the motion of Town Council or the Committee.

End of Policy

AGENDA ITEM #d)

Policy No. 72-04-001-20 Committee Terms of Reference (TOR) Carstairs Com... of 31

Town of Carstairs Policy No. 72-04-002-20

Page 1 of 6

Town of Carstairs Policy: Carstairs Community Golf Club Memberships Policy No. 72-04-002-20 Date: January 13, 2020 Adopted by: Council

Policy Statement: This policy provides information and guidelines to the members of the Carstairs Community Golf Club pertaining to the number of memberships, costs associated, types of memberships and Code of Conduct of members and cancellation policies needed to be adhered to.

Definitions:

Memberships: Individuals that pay annual dues to the Club based on the type of Membership requested.

Guidelines: Number of Memberships: The number of membership offered is limited to three hundred (300) available on an annual basis.

Memberships of the previous year would be given first preference to renew their memberships. Memberships will be purchased on annually and will run January 1st to December 31st of the current year.

Cost of Membership: The cost of the membership is determined on an annual basis as approved by the Town Council.

Types of Memberships, Privileges, Restrictions:

a) Seven-Day Unrestricted Members –Seven-Day Members in good

AGENDA ITEM #e)

Policy No. 72-04-002-20 Community Golf Club Memberships (addendum 7.e) of 31


Page 2 of 6

standing are entitled to seven-day-a-week playing privileges for an unlimited number of rounds of golf in the year of membership. This membership can also be converted into thirty-six (36) fully transferable green fee passes valid for the current season.

• All passes expire at the end of the season.

• Passes are not required to be used for club tournaments.

• Passes provide no additional value beyond playing privileges, e.g.

No discounts on power carts, merchandise.

• Non-members using these passes without the presence of a member are only entitled to regular booking privileges for public play.

b) Five-Day Unrestricted Members – Five-Day Members in good standing

are entitled to Monday to Friday playing privileges for an unlimited number of rounds of golf in the year of membership. This membership excludes playing privileges on holidays.

c) Intermediate Members –Intermediate Members in good standing are

entitled to seven-day-a-week playing privileges for an unlimited number of rounds of golf in the year of membership. Intermediate age is between nineteen (19) and thirty-five (35). Member’s age is taken prior to July 1 of the current golf year.

d) Over 80 years Members –Over 80 years Members in good standing are

entitled to seven-day-a-week playing privileges for an unlimited number of rounds of golf in the year of membership. Member’s age is taken prior to July 1 of the current golf year.

e) Restricted Members –Restricted Members in good standing are entitled

to seven-day-a-week playing privileges after 4pm for an unlimited number of rounds of golf in the year of membership. If a family membership, those living in the same household are valid for membership privileges.

f) Junior Members –Junior Members in good standing are entitled to seven-day-a-week playing privileges for an unlimited number of rounds of golf in the year of membership. Weekend playing privileges are restricted to after 2pm. This membership is for juniors aged 18 years and younger. Member’s age is taken prior to July 1 of the current golf year.

Members Obligations:

a) Each Member of the CCGC shall be required to comply with the terms of this Policy, including, but not limited to:

• Payments of all fees and accounts

AGENDA ITEM #e)



Page 3 of 6

• Comply with direction given from employees of the CCGC through policies.

b) Effect of Failure to Follow Member’s Obligations; a member who fails to follow the requirements set out may be subjected to the following sanctions:

• loss of golfing privileges; • termination of membership in CCGC.

Code of Conduct: The intention of this section is to establish clear and acceptable behavior expectations for Carstairs Community Golf Club members, guests, and employees. It is not intended to restrict the rights of anyone but rather to ensure that all members, guests, and employees can expect to be treated with respect while playing, visiting or working at the CCGC.

Only members and guests in good standing are entitled to use the clubhouse, golf course, or grounds. The rights of any member to the privileges of the Club shall coexist with the period of his or her membership. On becoming a member of the Carstairs Community Golf Club it is understood that the member has given their consent to be bound by the policies and rules of the Club; both to the restrictions and the penalties imposed.

All members and players will:

• Conduct themselves in the appropriate manner in relation to their interactions with fellow members, staff, guests and the facility.

• Adhere to and observe proper golf etiquette • Comply with legal legislation and requirements pertaining to outside

alcohol and drugs. • Respect the Golf Course and facilities. • Respect the rights of other players and golf course staff, and not use

actions verbal or otherwise that could be construed as abusive, threatening or aggressive.

• Not physically abuse, threaten, verbally abuse, or slander others. • Be respectful of playing partners and other groups regarding the use

of cell phones. • Members, guests and the public are responsible for all damage to

private property surrounding or adjacent to the golf course or any of the Facilities.

• Golf Canada rules shall apply throughout, except where modified by local rules as will be noted on the score card or otherwise posted.

• Players may be required to be grouped with other players so as to make up foursomes if such circumstances exist. In any event, the configuration of groups will be in the discretion of the club staff.

• All available spots on the tee sheet are the property of the club. If a spot(s) in a group is available to be filled, it will be filled on a first-come, first served basis.

• Any group missing their tee time will forfeit their place and will have to wait for the next available tee time.

AGENDA ITEM #e)



Page 4 of 6

• Players are required to repair all ball marks on the green and to repair all divots on the fairways and throughout the course.

• Each player on the course is required to have his or her own set of golf clubs.

• Members and other individuals utilizing the golf course must follow signage set forth throughout the course.

• Golf course maintenance equipment has the right of way at all times.

The Club asks every Member/Guest to respect their fellow Members, Guests, our staff and our premises.

Pro Shop

1. All members will receive equal treatment and equal opportunity from the Pro Shop staff.

2. All Members are eligible to receive a 10% discount on all regularly priced, in stock items except for balls, gloves and tees.

3. Gift Certificates are encouraged to be used within the current season. Gift certificates may only be used for merchandise and not for range, cart rentals, green fees or storage. Gift Certificates will be honored for purchase of sale items.

4. A receipt must accompany items brought back for refund. There will be no refund for sale items; all items purchased on sale are final.

5. All merchandise, club rentals, club storage, memberships exclude GST which will be added to the purchase price.

Dress Code Having a minimum dress code promotes responsible use of our first class golfing facility. All members, their guests, tournament players, caddies and green fee players are required to wear appropriate attire at all times. As dress is a personal matter and as contemporary golfing attire changes from time to time, questions regarding the acceptability of any particular apparel can be reviewed with the Club Professionals. All members of the Management Team have the authority to enforce the dress code and request a member and guest who do not comply with the dress regulations to leave the Club premises.

Footwear Carstairs Community Golf Club is a soft spike facility. Member Information Each member of the CCGC is required to keep the club informed of any current mailing address, telephone number or E-mail address. Smoking Policy

Carstairs Community Golf Club permits smoking in designated areas only. The Club asks members and guests not leave butts on the course, especially greens and tee

AGENDA ITEM #e)



Page 5 of 6

boxes. We ask smokers to completely extinguish cigarettes and cigars and discard such appropriately, always keeping the environment and fire hazard conditions in mind.

The Restaurant and Patio are non-smoking areas. Smoking areas are provided at the far east side of the patio (ash tray at the bottom of the stairs) and the west side of the patio by the ashtray.

Consideration of our members, guests and staff is always expected and much appreciated.

General Club Policies:

Golf Leagues

1. Men's club - Thursday evenings

2. Ladies club - Wednesday evenings

- Tuesday mornings

3. Senior Men’s club - Tuesday mornings

Tee Sheet Booking Rules MEMBERS are allowed to book up to 7 days in advance.

The maximum playing time is four (4) hours. Failure to cancel tee times or adjust player numbers may result in booking

restrictions or playing privileges. In extreme circumstances, monetary repercussions are subject to be applied.

Any five-somes must be pre-approved by the General Manager or Golf Professional.

Members who abuse tee time privileges will receive official written notification, which can result in loss of booking privileges.

All players must report to the Pro Shop prior to tee off. No golfer may start a round until the Grounds Superintendent has notified

the Pro Shop that conditions are suitable.

NON-MEMBERS are allowed to book up to 5 days in advance. The rules set out for members are applicable to non-members as well.

Tee Sheet Cancellation Policy All cancellations of tee times must be received 24 hours prior to the tee time being cancelled. In case of abuse a letter will be sent reminding the member of this policy. This letter will be retained at the club office, if a second letter is issued to the same member regarding this policy, the possible suspension of booking privileges for the member involved could occur.

AGENDA ITEM #e)



Page 6 of 6

Club Tournament Cancellation Policy Entry fees for all club tournaments, either competitive or social, must be received before the player’s name will be entered on the confirmed entrance list. All cancellations must be received 48 hours prior to the event, in order to refund entry fees. Golf Carts Patrons must be a minimum of eighteen (18) years of age in order to rent a power cart. The Grounds Superintendent, in consultation with the General Manager, has the authority to limit use of carts on the course. Outside Tournament Policy

1. The maximum number of outside tournament golfers on any one-day is 120. Exceptions would include 144 player shotgun tournaments

2. Outside tournaments, will be checked and be kept accountable for their actions. The General Manager, Pro Staff and Club Ambassador will monitor emphasis on “No Outside Alcohol”, dress code, and proper cart use. Poor conduct will result in suspension of future playing privileges for the group.

3. All outside tournaments will be required to post a deposit.

Charity Tournaments Applications for this category must be received by January 31 of the season you wish to host the charity tournament. Charity Tournament Package to be determined by the Advisory Committee, General Manager and the Management Team. Public Access The Carstairs Community Golf Club will facilitate the general public gaining access to the Facilities. The advisory committee will determine the appropriate fees and charges that the general public will be levied in conjunction with the use and benefit of the Facilities. The general public will be bound by the Rules and Regulations applied to members. Junior Golf Guidelines

1. Junior Members of the Club will be expected to become familiar with and conform to etiquette and rules of the game of golf.

2. All Junior Members are entitled to participate in junior events. Applicable entry must be paid in advance of play.

3. A parent or guardian may play golf with a junior member for the price of $10.00 on any evenings after 6:00 p.m.

End of Policy

AGENDA ITEM #e)


Town of Carstairs

Policy 12-014-20

Page 1 of 1

Town of Carstairs Policy: Confidentiality Policy

No. 12-014-20 (Amends 1914-2004) Date: January 13, 2020 Adopted by: Council Policy Statement: The Town of Carstairs is committed to ensuring the privacy of their customers, the citizens of the Town of Carstairs. Further, Council has an expectation of staff employees that any information an employee receives in the course of their employment with the Town of Carstairs is treated as confidential. Guidelines:

a. As a government entity, employees and clients of the Town of Carstairs are subject to the protection and the disclosure provisions of the Freedom of Information and the Protection of Privacy Act.

b. All information gained by an employee in the course of their employment by the

Town of Carstairs is deemed to be confidential. As such, information should not be shared with anyone outside the organization.

c. Information gained during the course of an employee’s employment shall not

be shared with other employee’s unless it is deemed to be necessary in the performance of one’s duties as an employee of the Town of Carstairs and then only necessary information is exchanged.

d. Reports prepared by Town staff employees are considered to be confidential

unless released to the public by Mayor and Council or the Chief Administrative Officer.

e. All reports prepared by Town employees during the course of the employee’s

employment are considered to be property of the Town of Carstairs.

f. Breach of this policy could be grounds for immediate termination of employment. End of Policy

AGENDA ITEM #f)

Policy No. 12-014-20 Confidentiality to repeal Policy No.1914-2004 (adde... of 31

mt‘2sr?“a;3=:2;r;:t£)cvA ,

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Sheena Forsythe,

Ashley Reid

Box 880, 130 9"‘Ave

Carstairs, AB TOMONO

December 12, 2019

Carstairs Town Office

Community hall + Kitchen Rental

844 Centre StCarstairs, AB TOM ONO

Dear Carstairs Town Office:

We have booked the Community hall for Saturday February 1S‘“,2020. We are working with

Carstairs protective services (Peace Officers + Fire Department) for our charity lobster event. We

have a lobster and steak dinner planned with comedians, photo booth and silent auction items.

The fire department will be cooking the lobster (we are flying in the lobster) and steaks (from your

local ranch), our team will be divided up between Bartending, sides, serving, clean up and

coordinating. The funds raised from the event our going to help with animals found by peace

officers in the community (for ongoing care and intake) as well as to the Pawsitive Haven Animal

Rescue based in Carstairs. The funds for Pawsitive Haven Animal Rescue are used for care, supplies,

medical expenses and regular vet visits.

We are applying to see if we can get the rental for a reduced cost, to have more money available to

put towards the above causes.

If at your convenience you can get back to us, it would be greatly appreciated‘ Thank you for your

time and consideration

Sincerely,

Sheena Forsythe, Ashley Reid

AGENDA ITEM #a)

Special Rates Request for Community Hall - Pawsitive Haven Animal Rescue... of 31

PO Box 1971

Carstairs AB T0M 0N0

January 3, 2020

Town of Carstairs Council

PO Box 370

Carstairs AB T0M 0N0

Dear Mayor Colby and Councilors:

We are Ashleigh and Dustin Holland; we have 3 children and have lived in Carstairs for 7 years. Our 5

year old son, Austin, was diagnosed with an extremely rare genetic disease called KIF1A Associated

Neurological Disorders in November 2016 after 2 years of numerous specialist appointments and tests.

This disease leaves him severely disabled as he is unable to walk, talk, sit or feed himself. Austin is also

blind and suffers from a form of epilepsy that does not respond to treatment, resulting in multiple

seizures a day.

In order to give Austin everything he needs, we, as a family, work hard at trimming costs, but that is not

always easy. We have had to sell our first home and purchase a custom-built home so that we can

accommodate Austin's wheelchair. Many accommodations were obviously not necessarily “standard”

and our house was, of course, smaller and more expensive than other family homes. In order to afford

this, Dustin works away from home, and I (and other family members who also moved here to help) are

left with Austin's primary care. We would love that Dustin could work closer to home, but at the

moment that is not financially possible. Now we find ourselves in another quandary. The family needs a

vehicle that will also accommodate Austin's wheelchair.

We are planning on hosting a fundraiser at the Carstairs Community Hall to raise funds to modify a van

making it wheelchair accessible. We are looking at ways to make the event successful, and were hoping

to be able to get a reduced cost on the rental of the hall for our fundraising effort which is tentatively

set for April 10, 2020.

Anything Town Council could offer would go a long way to making this possible and we would be

pleased to recognize this donation-in-kind at the fundraiser. Thank you.

Sincerely,

Ashleigh Aikman-Holland

on behalf of the Holland Family

AGENDA ITEM #b)

Special Rates Request for the Community Hall - The Holland Family Fundra... of 31

MINUTES OF THE LEGISLATIVE & EMERGENCY SERVICES COMMITTEE MONDAY, DECEMBER 16, 2019, 7:30 A.M.


IN ATTENDANCE: Councilors Ratz, Green, and Wilcox, CAO Carl McDonnell, and Executive

Assistant Brenda Coles. ABSENT: L. Colby CALL TO ORDER: Councilor Ratz called the meeting of December 16, 2019 to order at

7:28 a.m. ADDED ITEMS: Nil ADOPTION OF AGENDA: Motion by Councilor Wilcox to adopt the agenda of December 16, 2019,

as presented. CARRIED

ADOPTION OF MINUTES: Motion by Councilor Green to adopt the minutes of November 18, 2019 as

presented. CARRIED

UNFINISHED BUSINESS: Nil DELEGATIONS: Nil

NEW BUSINESS: Nil

REPORTS: 1. Financial Reports

a. Summary Report - CAO McDonnell gave an overview of the Summary Report for month ending November 30, 2019. - End of year taxes and utilities installment plan payments still need to come out for December. - The third quarter school requisition needs to come out as well. b. Financial Statement - CAO McDonnell gave an overview of the Financial Statement for month ending November 30, 2019. - The Town will have payments for the Golf Course and for the lease equipment. c. Revenue and Expense Report - CAO McDonnell gave an overview of the Revenue and Expense Report for month ending November 30, 2019. - Councilor Green inquired under Policing on the revenue from the traffic fines and if the Town is behind on receiving ticketing payments. Response was that there is no way of knowing this due to the time line they have to pay. - Council will need to dedicate some time in January 2020 to discuss the Town’s options for policing going forward and how the Province’s funding will affect future policing.

AGENDA ITEM #i)

Legislative and Emergency Services Committee minutes of December 16, 201... of 31

Legislative & Emergency Services Committee Meeting – December 16, 2019 Page 2 of 4 - CAO McDonnell gave an oral report to the Committee on the status of the Golf Course renovations. The water and sewer lines are to be completed for February 2020; the tarp building is to be completed for March 2020; they are currently working on the kitchen flooring this week, and painting was done last week. - The remainder of the buildings flooring for the rug and tile should be completed by the end of January, and the Town will be doing the bathroom work due to the cost. Outside lightening has been installed on backside of the Golf Club by the loading dock and will help reduce problems with possible theft. d. Capital Report - CAO McDonnell gave an overview of the Capital Report for month ending November 30, 2019. - The IR Camera was purchased as a demo unit and was a good savings. - Mandalay Bay oversizing is completed for water, sanitary and transportation. - All that is remaining is the paving on 9th Avenue and Milt Ford Lane, and pulling out of the lift station. - The storm water drainage at CES was approved last week.

Motion by Councilor Wilcox to accept the Financial Reports as information and to circulate to Council.

CARRIED

2. Development Reports

a. Building Permit Listing - The total number of building permits for 2019 is 108 with 39 new home starts. Councilor Wilcox asked about the two items that were highlighted in yellow. And CAO McDonnell stated that they were permits that had been withdrawn. b. Compliance Listing - The total number of compliances for 2019 is 102 which signify the number of homes that have sold so far this year. Motion by Councilor Green to accept the Development Reports as information.

CARRIED

3. City Wide Protective Services Monthly Reports a. Fire Reports - Total number of Fire Incidents year to date is 201 and for the month of November is 23.

b. Bylaw Reports - Total number of Bylaw Incidents year to date is 620, CPO Citation totals year to date is 466 and CPO Warnings totals year to date is 214. - Bylaw Incidents numbers for the month of November is 75.

c. Combined Reports - Councilor Green noted that school patrols appeared to be down in November compared to other months.

AGENDA ITEM #i)


Legislative & Emergency Services Committee Meeting – December 16, 2019 Page 3 of 4 - CAO McDonnell replied that Protective Services CPO shifts had been changed around to accommodate coverage for early morning shifts and the number of CPO’s on per shift. - Protective Services continue to do extra patrols at the Archer property and at the Golf Course. Director R. McKay completed the Fire Inspection at the Golf Course and Director D. Ness and CPO Mueller completed the Crime Reduction through Environmental Design and will go over the necessary changes with General Manager Williscroft. Motion by Councilor Wilcox to accept the Protective Services Reports as information.

CARRIED

4. Quarterly Reports

a. Royal Canadian Mounted Police (R.C.M.P.) - No report at this time.

b. Citizens on Patrol (COP) - No report at this time.

5. Emergency Services

a. Carstairs Emergency Management Agency (CEMA) Report - Committee members reviewed the CEMA Report update for November 2019 and the Carstairs Exercise ILL Winds after Action Report. - Committee members discussed the recommendations on the report for request of additional municipal staff to the CEMA organization. Specific training with staff that have an interest and skills within certain roles that will make response to an incident easier to manage. - Committee members agreed funding further exercises however there should be a balanced spending within the budget. - Training in smaller groups in emergency management refining consistent rules and methods, it does not have to be in large scale. - Councilor Wilcox asked who to send volunteers that are interested in participating with CEMA as she had someone approach her recently. Director of Emergency Management Rob McKay is the contact person as the lead safety officer.

b. Alberta Emergency Management Agency (AEMA) Report - No report at this time.

Motion by Councilor Green to accept the CEMA Report as information.

CARRIED

6. Personnel Evaluations - Nothing to report at this time.

CORRESPONDENCE: Nil GENERAL DISCUSSION: - Discussion on future policing and regionalization; what it would look like

for our area.

AGENDA ITEM #i)


Legislative & Emergency Services Committee Meeting – December 16, 2019 Page 4 of 4

- The need to determine what level of service the Town wants to see and what level of crime is acceptable.

NEXT MEETING: Monday, January 20, 2020 ADJOURNMENT: Motion by Councilor Wilcox to adjourn the meeting of December 16, 2019

at 8:46 a.m. CARRIED

Councilor Ratz, Chairperson

C. McDonnell, CAO

AGENDA ITEM #i)


MINUTES OF THE POLICY & GOVERNANCE COMMITTEE DECEMBER 10, 2019, 7:30 A.M.

CARSTAIRS MUNICIPAL OFFICE IN ATTENDANCE: Councilors Allan, Green, and Gil, CAO Carl McDonnell, Director of

Community Services Sharon Koop, CS Administrative Assistant Lori deRosemond, and Executive Assistant Brenda Coles

ABSENT: L. Colby CALL TO ORDER: Councilor Gil called the meeting of December 10, 2019 to order at

7:31 a.m. ADDED ITEMS: Nil ADOPTION OF AGENDA: Motion by Councilor Allan to adopt the agenda of December 10, 2019 as

presented. CARRIED

ADOPTION OF MINUTES: Motion by Councilor Green to adopt the minutes of November 12, 2019 as

presented. CARRIED

UNFINISHED BUSINESS: Nil DELEGATIONS: 1. FCSS 2020 Funding Applications – Director Sharon Koop

Director of Community Services Sharon Koop gave an overview on the 2020 FCSS Funding Applications.

a) Connections Workshop Hope Pointe Church – Committees decision was not to fund this program.

b) Music Brain Top Note Music School – Committees decision was not to fund this program.

- Committee members discussed the three year funding model that the Province came out with and possibly having a three year application process.

BYLAWS & POLICIES: 1. Family Community Support Services (FCSS) Multi Year Funding

Policy No. 62-005-19 – New - Committee members requested under the heading of Guidelines to add the wording annually and to mirror the Province’s wording. Motion by Councilor Green to send Policy No. 62-005-19 onto Council for review and approval.

CARRIED 2. Community Peace Officer Notebook Policy No. 26-009-19- New - Committee members requested the additional wording under section e) CPO Notebooks shall not be kept in vehicles, drawers, cabinets or unprotected at any time and shall be locked up and secured after every shift in a Town appointed facility. Motion by Councilor Allan to send Policy No. 26-009-19 onto Council for review and approval.

CARRIED

AGENDA ITEM #i)

Policy and Governance Committee minutes of December 10, 2019 (addendum 9... of 31

Policy & Governance Committee Meeting – December 10, 2019 Page 2 of 3

3. Confidentiality Policy No. 12-014-19 to Amend 1914-2004 Motion by Councilor Allan to send Policy No. 12-014 Confidentiality Policy Amended onto Council for review and approval.

CARRIED

NEW BUSINESS: Nil MONTHLY REPORTS: 1. 2020 Committee Work Plan

– Committee members reviewed the 2020 Work Plan and there were no changes at this time. 2. 2020 Internal Annual Report – Committee members reviewed the 2019 Internal Annual Report. Motion by Councilor Green to accept the Internal Annual as information.

CARRIED

QUARTERLY REPORTS: 1. Agreements Listing – No report at this time. – Councilor Green asked if the agreements ending for December 31, 2019 had been sent out. 2. Policy Listing – No report at this time. – The Committee would like to do a full review of Policy Listing at the January meeting and see how many outdated Policies are left outstanding. 3. Bylaw Listing – No report at this time. CAO McDonnell stated that a comprehensive review of the Bylaws had been completed and overall there were not many left needing to be updated. Directors will be asked to go through their bylaws and have them review the remaining ones to be sent onto Committee.

QUARTERLY FACILITY REPORTS – CITY WIDE: 1. Carstairs Memorial Arena

– No report at this time. 2. Carstairs Community Hall – No report at this time. 3. Parks and Naturalized Areas – No report at this time. 4. Carstairs Campground – No report at this time.

ANNUAL REPORTS: 1. Town of Carstairs Governance Policy

– No report at this time.

2. Town of Carstairs Corporate Governance Strategies – No report at this time.

AGENDA ITEM #i)


Policy & Governance Committee Meeting – December 10, 2019 Page 3 of 3

3. FCSS Funding Applications 2020 – Under delegations.

CORRESPONDENCE: Nil GENERAL DISCUSSION: Nil NEXT MEETING: Tuesday, January 14, 2020 ADJOURNMENT: Motion by Councilor Green to adjourn the meeting of December 10, 2019

at 8:42 a.m. CARRIED

Councilor Al Gil, Chairperson

Carl McDonnell, CAO

AGENDA ITEM #i)
