May 10, 2021 Council Highlights

The following is a summary of decisions made by Town Council during its May 10, 2021, Regular Meeting. For an audio recording of this meeting please check the bottom of this page. The agenda and attachments are available here: Peace River – Document Center (civicweb.net)

Presentations

New Business

Policy Review

Policies are approved by Council and outline how Town Staff administer the programs and services offered by the Town of Peace River. As part of good administrative practice, policies should be periodically reviewed. The Town of Peace River is currently undergoing such a review. Policies are brought forward for discussion at Town’s Council committee meeting, called the Governance and Priorities Meeting. After recommendations are made at the committee the policies come to Council for approval.

Transfer of Records Policy

Council approved the new transfer of Municipal Record Policy as presented.

This policy guides the transfer of inactive records from the Town of Peace River to the Peace River Museum, Archives, and Mackenzie Centre. The policy was created in 2012 to allow the Town of Peace River to transfer internal records of historical and permanent archival value to the Peace River Museum, Archives and Mackenzie Centre for safe storage and public access.

The policy was written in conjunction with the Records Management Coordinator to ensure that it complies with the Records Retention Bylaw and current privacy legislation. It requires the Records Management Coordinator contact the Archivist with items scheduled for destruction. The Archivist chooses which records fit the requirements and the final transfer must be approved by the CAO

The policy was reviewed by the Museum Board in March and went to Council’s Governance and Priorities Committee Meeting on May 3.

Fee Waiving Policy

The Fee Waiving policy was developed in 2014 to allow the Town of Peace River Administration to manage requests related to the waiving of fees set by the Fees and Charges Bylaw.

The policy was reviewed by the Community Services Advisory Board in March and again in April and went to Council’s Governance and Priorities Committee Meeting on May 3.

Vacation Policy

The Family Resource Network (formerly Parent Link) have been under the Town’s umbrella since 2015. Since then, we have been shifting their policies to fall more in line with the Town of Peace River. With this update of the Vacation Policy, Family Resource Network staff have been added.

The policy was also discussed and reviewed at Council’s May 3, Governance and Priorities Meeting.

Risk Management Loss Control Program Policy

Council voted to rescind the Risk Management Loss Control Program Policy.

The Risk Management Loss Control Program Policy was adopted by Council in 1995 to “implement a Risk Management/Loss Control Program which would assist in providing an operational strategy to manage and reduce the Town’s exposure and risks.” A read of the policy shows that it generally deals with health and safety practices. During staff review, we realized that the policy had been effectively replaced by existing legislation, policies or health and safety directives since that time. As such, the policy has become redundant and staff are recommending that Council rescind the policy. Staff also note that a proper risk management policy focusing on reducing insurance, legal or financial exposure will be returned to Council at a future date.

The policy was also discussed and reviewed at Council’s May 3, Governance and Priorities Meeting.

Reserve Policy

Council approved updates to the reserve policy.

The Reserve Policy governs how the town funds and uses financial reserves. It was last updated in 2016 and was a major rewrite from the previous version done in 2010. Overall, the current policy just requires updates and not any major changes. There were a couple of minor changes to the existing policy, including:

  • Under the “Policy” section, staff amended this to clearly identify the impacted parties and removed references to external agencies, boards and commissions.
  • Under “Schedule A” the reference to the Joint Regional Capital Reserve has been removed, as this fund was unnecessary based on the results of intermunicipal collaboration framework (ICF) agreements.
  • Also under “Schedule A” the Recreation Infrastructure Replacement has been removed, as the need for this reserve no longer exists at this time.

The policy was also discussed and reviewed at Council’s May 3, Governance and Priorities Meeting.

Warrant Arrest Policy

Council approved the updated Warrant Arrest Policy for the Town’ Peace Officers.

he proposed changes and additions to the policy clarify the Community Peace Officer’s role in executing warrants of arrest and enables them to accept payment of a Provincially-issued warrant of committal if required. Formatting changes have also been done to align with the current policy template.

Sections 2.4 has been added to clarify the Peace Officer’s actions when encountering a person for whom a warrant exists under a law for which they have no authority to enforce. Sections 2.5 has been added to clarify the Peace Officer’s actions when encountering a person for whom a warrant exists under a law for which they do have authority to enforce. Section 2.6 has been added to refer to the Public Security Peace Officer Program Policy and Procedures Manual. Section 2.7 has been added to define how Peace Officers will handle money received for fine payments.

The policy was also discussed and reviewed at Council’s May 3, Governance and Priorities Meeting.

Council Floater Day Policy

Council approved update to the Council Floater Day Policy.

Since the year 2000, Town of Peace River staff have been provided an extra day off (floater day) around Christmas and New Year’s with Council’s approval, but a formal motion was not in place. On February 12, 2007 Council made the following motion: MOTION 07-02-14 Councillor Callioux moved that Council grant a Christmas floater day off to all Town of Peace River staff. This motion was written into the Town of Peace River’s Personnel Policy (2009) as follows: “Christmas Floater day will be observed to give five consecutive days off including the weekend as follows:

  • On December 24 when Christmas Day falls on Tuesday, Thursday, Friday or Saturday.
  • On December 27 when Christmas Day falls on Monday or Wednesday.
  • On December 28 when Christmas Day falls on Sunday.” As part of the regular policy review process, Administration has drafted a formal policy for the Council Floater Day to provide parameters for the day.

The policy was also discussed and reviewed at Council’s May 3, Governance and Priorities Meeting.

Hydrant Testing and Maintenance Policy

Council approved updates to the Hydrant testing and maintenance policy.

The existing policy was last reviewed in April of 2017 and required updates to the Town’s current policy format. Additionally, the policy now standardizes out-of-service bags for hydrants.

The policy was also discussed and reviewed at Council’s May 3, Governance and Priorities Meeting.

Wastewater Treatment Secondary Clarifier Project

Council has approved $1.81 million in funding for initial emergency repairs related to the secondary clarifier at the Wastewater Treatment Plant (WWTP). While the $1.81 million will ensure the plant continues to operate safely in the short term a complete repair could cost up to $5 million. As a result of this potential cost range Council also directed Town Staff to evaluate the financial implications of the project and bring back funding options.

The clarifier is a critical stage in wastewater treatment. It separates the sludge from the effluent before the treated effluent can be released. In March Town Staff noticed that Peace River’s secondary clarifier skimmer arm had suddenly and unexpectedly started to fail and required immediate repair to avoid a catastrophic failure. The skimmer arm, which circulates through effluent separating effluent and scum is failing. Additionally, the clarifier is sinking/settling in one corner. As a result, the clarifier needs to be repaired and re-levelled.  Both repairs are expected to add 10-15 years to the WWTP’s lifespan.

The repair project is divided into three phases:

Phase one is underway. A temporary secondary clarifier has been set up on-site which will allow us to drain the damaged one. With the damaged one drained this will allow us to continue operating the plant without being in contravention of our approvals license with Alberta Environment and Parks. With the damaged clarifier drained we can affect some repairs and properly investigate the scope of the problem.

Phase two will evaluate what options there are and how best to finance them.

Phase three would commence based on the information and decisions of phase two. However, it could involve rebuilding the internal mechanics while mud jacking the clarifier to re-level it.

For more information including a detailed breakdown of costs and planning please read the report provided to Council.

Proposed Provincial Police Force

Council voted to accept as information a presentation from the RCMP National Police Federation (NPF). The NPF had presented to Town Council at the May 3, Governance and Priorities meeting outlining their concerns regarding the possibility of a provincial police force that would replace the RCMP in Alberta.

Reports

Notice of Motion

Councillor Ford submitted the following Notice of Motion: “To direct Administration to purchase the Quint aerial apparatus for the Peace River Fire Department as recommended in the apparatus study completed by the Town of Peace River.”

Meeting Audio

An audio recording of the meeting is available below.

Related

Mayor & Council