TOWN OF BANFF ORDER OF BUSINESS Regular Meeting of Council Town of Banff Council Chambers Monday, March 13, 2017 at 2:00 p.m. 1.0 CALL TO ORDER 2.0 APPROVAL OF AGENDA 2.1 Regular Meeting Agenda Recommendation: That council approve the agenda for the March 13, 2017 regular meeting of council. 2.2 3.0 For Information: 2017 Council Workplan ADOPTION OF PREVIOUS COUNCIL MINUTES 3.1 Minutes of the February 27, 2017 Regular Meeting of Council Recommendation: That council adopt the minutes of the February 27, 2017 regular meeting of council. 4.0 DELEGATIONS 5.0 PUBLIC INPUT ON AGENDA ITEMS 6.0 UNFINISHED BUSINESS 7.0 BYLAWS AND STAFF REPORTS 7.1 Request for Decision: 2017 Municipal Election Direction Recommendations: That council: i. Appoint the Municipal Clerk, Tara Johnston-Lee, as the returning officer for the for the 2017 general municipal election. ii. Appoint the Director of Corporate Services, Kelly Gibson, as the alternate returning officer for the 2017 general municipal election. iii. Authorize the returning officer to hold an advance vote. iv. Authorize the returning officer to assign two deputies to conduct a vote at the residence of any elector, in order to take the votes of an elector, who, because of physical incapacity, is unable to attend a voting station or an advance voting station to vote, to provide them the opportunity to vote on the same days and times of an Advance Vote or Election Day. v. Authorize the returning officer to designate locations for institutional voting stations. 7.2 Request for Decision –NYE Family Friendly Event Budget Reconsideration Recommendation: That council: i. authorize administration to produce a family-friendly New Year’s Eve celebration with a budget of $45,000 in 2017, 2018 and 2019; ii. amend the 2017 budget to include a transfer from the budget stabilization reserve of $45,000; and iii. amend the 2018 & 2019 visitor experience operating budget to include the $45,000 eventCouncil cost. Agenda 2017.03.13 Page 1 of 77 7.3 Request for Decision: Development Officer Appointment Recommendation: That council appoint Dave Michaels as a Development Officer in accordance with Section 210 (1) of the Province of Alberta Municipal Government Act and Section 3.1.0 of Land Use Bylaw 31-4. 8.0 7.4 Request for Decision: Summer Parking Data Collection Recommendation: That council direct administration to proceed with two discrete days of summer evening parking data collection in Zones D and E, with the cost to be funded from the budget stabilization fund. 7.5 Briefing: Progress Report on Social Assessment Recommendations – Year 3 of 5 That council receive the report as information. COMMITTEE REPORTS 8.1 For Information: Minutes of the January 26, 2017 Meeting of the Bow Valley Regional Housing Board 8.2 For Information: Minutes of the January 11, 2017 Meeting of the Bow Valley Regional Transit Services Commission 9.0 CORRESPONDENCE 10.0 NEW BUSINESS 11.0 PUBLIC INPUT ON AGENDA ITEMS 12.0 ADJOURNMENT Agenda prepared by: Tara Johnston-Lee All recommendations as presented are for discussion purposes only, and should not be considered as the opinion or direction of council. Council Agenda 2017.03.13 Page 2 of 77 2017 Council Workplan Agenda #2.2 March 13, 2017 Council’s workplan provides the framework to for council actions or decision required to achieve strategic goals and service objectives. Council has also established administrative priorities, action plans and measures and will be addressed and monitored through the annual service review and strategic plan review. 2015-2018 Strategic Plan This is a four year plan that concentrates on seven themes, with measurable 4th year outcome for each theme, plus annual tactics for each theme that will move our community toward those outcomes. The Four-Year Strategic Priorities Summary can be found here. The Action Plan and can be found here. Key Themes 1. Trails – includes trails of all kinds, from paved walkways to paths through the forest to sidewalk connections and on-street bike lanes, sharrows or greenways. Guiding document: Town of Banff Trails Master Plan 2. Housing – includes housing of all types within the Town of Banff. Guiding document: Town of Banff Housing Strategy 3. Social Well-Being – includes the factors that contribute to a community’s well-being, such as access to programs and services, and supports geared towards residents across all ages and stages of life. Guiding document: Banff Community Social Assessment January 2014 4. Recreation – includes services and facilities that offer all citizens and visitors access to recreation, for leisure and for the promotion of healthy lifestyles. Guiding documents: Banff Recreation Grounds Redevelopment Plan, Recreation Programs and Services Master Plan, Recreation Facilities Master Plan 5. Economic Prosperity –covers activities in our community that contribute to the economic prosperity of individuals, households, businesses and the community as a whole. Guiding document: Town of Banff Economic Prosperity Strategy 6. Transportation – covers the factors that affect efficient and effective transportation of people and materials in the town, including traffic management, parking, active transportation modes, public transit and good delivery. Guiding document: Town of Banff 2012 Transportation Master Plan Update 7. Environment – covers activities that reduce the environment footprint of our community on our air, water, land, flora and fauna. Guiding document: The Town’s Environmental Stewardship Policy 2017 Service Review Council’s service priorities are incorporated into the annual service review document. The 2017 Service Review can be found here. Council Agenda 2017.03.13 Page 3 of 77 2017 Council Workplan Agenda #2.2 Council Workplan Note: Blue highlight indicates a 2015-2018 Council Strategic Priority Green highlight indicates a Service Review Priority Purple highlight indicates a council directive to administration. Orange highlight indicates a regularly scheduled bylaw or policy review. Grey highlight indicates the item is complete. 1st Quarter 2017 Canada 150 Events Briefing (NYE) Expected Date Communications Complete NYE Family Friendly Event (COU17-45) Communications 100 Year Plan for Infrastructure Deficit Funding Corporate Services Q1 Long Term Parking Plan Engineering Q1 Banff Life Program Update Community Services Complete Community Helpers Program Update Community Services Complete Community Assessment – Year 3 Progress Update Community Services Mar 13 Recreation Program & Services Master Plan – Year 2 Progress Update Community Services Mar 27 FSLW Program Update Community Services Complete Capital Reserve Funding Wrap up (COU15-227) Corporate Services Q1 Residential Parking Pass Program Options (COU16380) Engineering Q1 Trails Lighting Policy (Including – Pedestrian Environmental Management Mar 13 Mar 13 Council Agenda 2017.03.13 Council Meeting G&F Meeting Other Action/Status/Next Steps Council updated. Return with service level increase for reconsideration. Consider targets for Solid Waste/Transit Consider Options For Information For Information For Information For Information 2017.01.23 Received as information Waiting for completion of solid waste and transit reserves. Consider options Consider options New policy. Consider options Page 4 of 77 2017 Council Workplan Agenda #2.2 Bridge Lighting Implications)(COU15-109) Hoarding Policy (COU15189) and Incentives for Public Art on Hoarding (COU15-190) Planning 2017 Parking Study Advance Details (COU1722) Engineering Mar 13 Car Share Program Information (COU17-23) Engineering Q1 Q1 Festivals and Events Fees Planning Q1 Indexperience follow-up report (FIN16-16) Communications Q1 Waste Bylaw Review Operations Election Procedure Bylaw Review Corporate Services Heritage Resource Policy Review including Heritage Reserve Funding Information (COU15-276) Whyte Museum Board Member (COU16-219) 2nd Quarter 2017 Consider Adoption 2017.02.13 G&F Reviewed For Information Complete Mar 13 Planning/Heritage Corporation New policy. Consider options Bylaw Passed Q1 Consider changes Consider adopting amended policy 2017.02.13 G&F Reviewed Expected Date Council Meeting G&F Meeting Other Action/Status/Next Steps Seniors Support Programs Update Community Services Q2 For Information Settlement Services Program Update Community Services Q2 For Information Local Immigration Partnership Program Update Community Services Q2 For Information Council Agenda 2017.03.13 Page 5 of 77 2017 Council Workplan Agenda #2.2 Citizen Satisfaction Survey Results Communications Q2 Housing Strategy Workplan Update Community Services Q2 Municipal Benchmarking Initiative Update and Reports For Information For Information Update Reports: Wastewater Q2 Fire Policing Snow and Ice Transit Solid Waste Corporate Services Q2/Q3 Regional Assessment Board Options Corporate Services Q2 Consider Options Capital Reserve Policy Corporate Services Q2 Policy Development/Consider Options Street Light Asset Management/Capital Planning Engineering Q2 Ride Share Program from Calgary Engineering Q2 Consider Options Annual environmental initiatives report Environmental Management Q2 For Information – to share with Minister of Environment Urban Forest Reserve Operations/Corporate Services Q2 Operations Equipment Storage Analysis Operations Q2 Briefing for Information Identification of recreational programming and facility use gaps Operations Q2 Briefing – for information LUB Framework – Section 3.0.0 Duties and Responsibilities includes MPC Public Deliberations (COU16-9) Planning and Development Q2 Council Agenda 2017.03.13 Consider Options Consider specific targets and tactics. Consider Options Page 6 of 77 2017 Council Workplan Agenda #2.2 Art Committee Terms of Reference Review Planning and Development Q2 Review and consider changes Art Committee Initiatives Update Planning and Development/Art Committee Q2 For Information Sponsorship Policy Review Communications Q2 Review and consider changes Community Facilities Policy (includes review of CS fees and charges, facility users liability, free use of facility policy reviews) Community Services Revenue Licensing and Leasing Policy Review Corporate Services Review and consider options. Q2 Q2 Consider Changes Disposal of Fixed Assets Policy Review Corporate Services Q2 Review and consider options for change Council Remuneration Policy Review Human Resources Q2 Review and consider options for change Acceptance of Gifts Policy Human Resources Q2 Consider Changes (consider with Council Remuneration Policy Review) Review and consider changes Public Art Policy Review Planning/Public Art Committee Q2 Visitor Experience Communications Strategy Implementation Plan (COU17-44) Communications Q2 3rd Quarter 2017 Traffic Bylaw Updates – Trail Appropriate Use & Horse Use Expected Date Environmental Management Q3 Council Agenda 2017.03.13 Council Meeting For Information G&F Meeting Other Action/Status/Next Steps Waiting for stakeholder input Consider options Page 7 of 77 2017 Council Workplan Agenda #2.2 Community Social Development Initiatives Update Community Services Q3 Children and Youth Recreation Program Initiatives Update Community Services Q3 TIPP Program Education Corporate Services Q3 Out of Town Utility Agreement/Charges Review Corporate Services Q3 Summer 2017 Traffic Briefing Engineering Q3 100% Renewable Energy status options Environmental Management Q3 Tree Protection Bylaw Operations Q3 New bylaw. Consider options. Planting Design Policy Operations Q3 New policy. Consider options. Encroachment Policy – Town Owned Lands Planning Q3 New policy. Consider options Census Results Planning Q3 LUB Framework – Medical Marijuana Dispensaries Planning and Development Q3 Consider Options LUB Framework – RV Storage in Residential Districts Planning and Development Q3 Consider Options Tunnel Mountain Pageantry Plan Planning and Development Q3 Consider options N-Viro expansion to Canmore Resource Recovery Q3 Council Agenda 2017.03.13 For Information For Information Consider Options For Information For information Consider options For information. Development permit issued – project likely to launch Page 8 of 77 2017 Council Workplan Agenda #2.2 following Canmore’s dewatering upgrade (2016) Enhance Snow Removal Data and Results Operations Q3 Environmental Stewardship Policy Review Environmental Management Q3 Retention Bylaw Review Corporate Services Q3 Review and consider changes. Tangible Capital Asset Policy Review Corporate Services Review and consider changes. Library Board Bylaw Review Library Board/Corporate Services Q3 Sewer Bylaw Review Operations Q3 Review and consider changes. Snow and Ice Policy Review Operations Q3 Review and consider changes. 4th Quarter 2017 Briefing for information Q3 Expected Date Environmental Master Plan Environmental Management Q4 Community Partner Youth Drop-In Centre Space Community Services Q4 National Park Lease Renewal Policy Corporate Services Q4 Dashboard – Taxes, Fees, Reserves Corporate Services Q4 Council Agenda 2017.03.13 Council Meeting G&F Meeting Review and consider options for change Review and consider changes. Other Action/Status/Next Steps Prepare scope and have Council review terms of reference for the new comprehensive environmental initiatives plan called for in Strategic Plan (from Environmental Reserve) For Information Policy development – Consider options New Council Financial Orientation Page 9 of 77 2017 Council Workplan Agenda #2.2 Information Governance Policy Corporate Services Q4 New policy development/Consider options Corporate Camera Policy including - using traffic cameras as public safety cameras (COU16-82) Corporate Services/Protective Services Q4 New policy development/consider options Review of Carrying Capacity of the Town Engineering Q4 For Information Waiting on Municipal Affairs for regulations. Develop with new council. Council Code of Conduct Legislative Services Q4 LUB Framework - “Vehicle for Hire” Services Planning and Development Q4 Organics processing options Operations Q4 Consider options Waste Collection Equipment Evaluation Operations Q4 RFD – Consider options Consider Options Public Participation Policy Development /Communications Policy Review Legislative/Communications Q4 Waiting on Municipal Affairs for regulations. Review with new council. Procedures Bylaw Review Corporate Services Q4 Review and consider changes Fees and Charges Bylaw Review (2017 Fees) Corporate Services Q4 Review and consider changes Parking Cash in Lieu Policy Review Planning Q4 Review and consider options for change Housing Policy Review Housing Sustainability/Planning Q4 Review and consider changes. Expected date yet to be determined Expected Date LUB CR (Railway) Land Use District amendments Planning and Development 2017 Entrance Feature Signs Planning and Development 2017 Banff National Park Management Plan Amendments (Scoping Exercise) Planning and Development 2017 Council Agenda 2017.03.13 Council Meeting G&F Meeting Other Action/Status/Next Steps Waiting for Comments (Parks,BCP) Consider adopting Briefing – For Information Briefing – For Information Page 10 of 77 2017 Council Workplan Agenda #2.2 Trails and Biking Application Update GIS 2017 Aerial Imagery Workshop GIS 2017 Memorial Trees Program Recreation Administration 2017 Electronic provincial violation ticket system Protective Services 2017 Facilities Cost Benchmarking Facilities/Corporate Services 2017 Recreation project implementation update Recreation Administration 2017 Briefing for information Arial Apparatus Replacement Protective Services 2017 RFD – Consider budget implications of replacement Combustible Roof Replacement Incentive Protective Services 2017 RFD – Consider options Emergency Exercise Protective Services 2017 Targeted Waste Reduction Program Operations 2017 Traffic bylaw amendments re: skateboarding (COU15260) Protective Servcies 2017 Briefing - For Information For information/training purposes Workshop Consider options Consider options Consider Options Table top/Mock Exercise Participation as required Briefing - for information Consider options Informational report 2015.08.17 Slow moving vehicles amendments deferred Slow Moving Vehicles Report (COU15-133) Protective Services 2017 Addressing Bylaw Review Planning/GIS 2017 Review and consider changes Animal Services Bylaw Review Protective Services 2017 Consider changes Council Agenda 2017.03.13 Page 11 of 77 2017 Council Workplan Agenda #2.2 Billiard Room and Games Arcade Bylaw Review Protective Services 2017 Consider changes Bylaw Enforcement Officers Bylaw Review Protective Services 2017 Consider changes Camping Bylaw Review Protective Services 2017 Consider changes Community Standards Bylaw Review Protective Services 2017 Consider changes Explosives Bylaw Review Protective ServicesFire 2017 Consider changes False Alarm Bylaw Review Protective ServicesFire 2017 Consider changes Middle Springs Wildlife Corridor Bylaw Review Protective Services 2017 Consider changes Municipal Emergency Organization Bylaw Review Protective Services 2017 Consider changes Off-Highway Vehicles Bylaw Review Protective Services 2017 Consider changes Ice Allocation Policy Operations 2017 Review and consider options for change Naming of Parks and Recreation Facilities Operations 2017 Review and consider options for change Quarterly Updates Expected Date Four Year Strategic Priorities Action Plan (includes reporting on master plans) Legislative Services Housing Sustainability Priority Updates2 Housing Sustainability Counc il Meeti ng Finance Meeting Other Action/Status/Next Steps Feb 13, May 8, Aug 14, Nov 13 For Information Quarterly Quarterly Council Agenda 2017.03.13 Various forms (Workshops/updates / council reports) Ongoing informational updates and requests for Page 12 of 77 2017 Council Workplan Agenda #2.2 decisions as necessary Transit Performance Metrics Roam Transit Website and Social Media Metrics Communications Quarterly 2018 Biannually (Q2, Q4) Expected Date For Information Update Update Council Meeting G&F Meeting Other Action/Status/Next Steps Taxi Bylaw Amendments – Efficiencies (COU12-275) Environmental Management/Bylaw Services 2018 Consider adopting as part of 2018 Taxi Bylaw Review Apartment Parking LUB Review (COU17-24) Planning 2018 For Review Canada 150 Events Recap Communications Q1 2018 Council Agenda 2017.03.13 For Information Page 13 of 77 Regular Town of Banff Council Meeting February 27, 2017 Page 21 Agenda Item 3.1 Unapproved MINUTES OF THE REGULAR MEETING OF COUNCIL of the Town of Banff in the Province of Alberta Town Hall Council Chamber Monday, February 27, 2017 at 2:00 pm COUNCIL MEMBERS PRESENT Stavros Karlos Councillor and Deputy Mayor Chip Olver Councillor and Acting Mayor Ted Christensen Councillor Brian Standish Councillor Grant Canning Councillor Corrie DiManno Councillor COUNCIL MEMBERS ABSENT Karen Sorensen Mayor ADMINISTRATION PRESENT Robert Earl Ken Crear Kelly Gibson Janice Carson Connie Grace Tara Johnston-Lee 1.0 2.0 CALL TO ORDER The Deputy Mayor called the February 27, 2017 meeting to order at 2:00 p.m. APPROVAL OF AGENDA 2.1 Regular Meeting Agenda Moved by Councillor Standish that council approve the agenda for the February 27, 2017 regular meeting of council as presented. CARRIED 2.2 4.0 5.0 Town Manager Manager, Resource Recovery Director, Corporate Services Senior Communications Specialist Destination Events Coordinator Municipal Clerk (Recorder) 2017 Council Workplan Received as information. ADOPTION OF PREVIOUS COUNCIL MINUTES 4.1 Minutes of the February 13, 2017 Regular Meeting of Council Moved by Councillor DiManno that council adopt the minutes of the February 23, 2017 regular meeting of council as presented. CARRIED DELEGATIONS There were no delegations. Minutes approved by: Council Agenda 2017.03.13 Page 14 of 77 Regular Town of Banff Council Meeting February 27, 2017 Page 22 6.0 7.0 Agenda Item 3.1 Unapproved PUBLIC INPUT ON AGENDA ITEMS None received. UNFINISHED BUSINESS 7.1 Residential Waste Bylaw 376 and Non-Residential Waste Bylaw 377 Moved by Councillor Olver that council give second reading to Bylaw 376 – Residential Waste Bylaw with the following amendment: • Schedule E is removed and replaced with the Schedule E as attached to the report as Attachment F. CARRIED Moved by Councillor Olver that council give third reading to Bylaw 376 – Residential Waste Bylaw as amended. CARRIED Moved by Councillor Olver that council give second reading to Bylaw 377 – Non-Residential Waste Bylaw with the following amendment: • Schedule E is removed and replaced with the Schedule E as attached to the report as Attachment G. Moved by Councillor Karlos that council amend motion COU17-37 by adding the following amendment as a second bullet: • Section 13.1 is amended by removing the words “six-month” and replacing it with “eightmonth”. CARRIED The vote followed on motion COU17-37 as amended: that council give second reading to Bylaw 377 – Non-Residential Waste Bylaw with the following amendments: • Schedule E is removed and replaced with the Schedule E as attached to the report as Attachment G; • Section 13.1 is amended by removing the words “six-month” and replacing it with “eight-month”. CARRIED Moved by Councillor Olver that council give third reading to Bylaw 377 – Non-Residential Waste Bylaw as amended. CARRIED 8.0 BYLAWS AND STAFF REPORTS 8.1 2017 Supplementary Assessment Bylaw 55-11 Moved by Councillor Christensen that council give first reading to 2017 Supplementary Assessment Bylaw 55-11. CARRIED Moved by Councillor Standish that council give second reading to 2017 Supplementary Assessment Bylaw 55-11. Minutes approved by: Council Agenda 2017.03.13 Page 15 of 77 Regular Town of Banff Council Meeting February 27, 2017 Page 23 Agenda Item 3.1 Unapproved CARRIED Moved by Councillor Olver that council go to third reading of 2017 Supplementary Assessment Bylaw 55-11. CARRIED Moved by Councillor Christensen that council give third reading to 2017 Supplementary Assessment Bylaw 55-11. CARRIED 8.2 2017 Visitor Experience Communications Strategy Representatives from Banff Lake Louise Tourism were in the gallery to answer questions from council. Moved by Councillor Olver that council: • commit to the implementation of a strategic communications and social change plan for the 2017 Visitor Experience in partnership with Banff & Lake Louise Tourism and Parks Canada, and transfer $83,000 from the budget stabilization fund to the 2017 communications and marketing budget; and • return to council with report on the implementation plan, once the strategy has been developed. CARRIED Christensen opposed 8.3 Canada 150 New Year’s Eve Celebration R.C.M.P. Sgt. Stan Andronyk was in the gallery to answer questions from council. Moved by Councillor Olver that council direct administration to return to council with the service level increase for a New Year’s Eve’s Family Event presented during 2017 service review/budget deliberations for reconsideration. CARRIED 9.0 COMMITTEE REPORTS 9.1 Minutes of the December 13, 2016 Meeting of the Municipal Planning Commission Received as information. 9.2 Minutes of the January 18, 2017 Meeting of the Banff Housing Corporation Directors Received as information. 10.0 CORRESPONDENCE None received. 11.0 NEW BUSINESS None considered. 12.0 PUBLIC INPUT ON AGENDA ITEMS None received. Minutes approved by: Council Agenda 2017.03.13 Page 16 of 77 Regular Town of Banff Council Meeting February 27, 2017 Page 24 13.0 Agenda Item 3.1 Unapproved ADJOURNMENT Moved by Councillor Canning to adjourn the February 27, 2017 regular meeting of council at 3:06 p.m. CARRIED _____________________ Stavros Karlos Deputy Mayor _______________________ Tara Johnston-Lee Municipal Clerk Minutes approved by: Council Agenda 2017.03.13 Page 17 of 77 REQUEST FOR DECISION Subject: 2017 Municipal Election Direction Presented to: Council Date: March 13, 2017 Submitted by: Tara Johnston-Lee, Municipal Clerk Agenda #: 7.1 RECOMMENDATIONS Action Required: It is recommended that council: 1. Appoint the Municipal Clerk, Tara Johnston-Lee, as the returning officer for the for the 2017 general municipal election. 2. Appoint the Director of Corporate Services, Kelly Gibson, as the alternate returning officer for the 2017 general municipal election. 3. Authorize the returning officer to hold an advance vote. 4. Authorize the returning officer to assign two deputies to conduct a vote at the residence of any elector, in order to take the votes of an elector, who, because of physical incapacity, is unable to attend a voting station or an advance voting station to vote, to provide them the opportunity to vote on the same days and times of an Advance Vote or Election Day. 5. Authorize the returning officer to designate locations for institutional voting stations. Discretionary Future Action Required: It is recommended that council: 1. Provide a resolution no later than the August 17, 2017 council meeting on any questions a vote of the elector should be conducted on. No Action Required – Provided for in Local Authorities Election Act and/or Bylaw 198-2 It is recommended that: 1. The Director of Corporate Services continue to be authorized to enter into an agreement to conduct a joint election with the local school board authorities if requested. 2. Election Day be declared as October 16, 2017. 3. The current Nomination Day procedures remain unchanged: • five elector signatures required on nomination forms; • no deposit required; • received between 10 am and 12 noon and the local jurisdiction office on Nomination Day. 4. Should there be a death of a candidate, between Nomination Day and the opening of the polls on Election Day that the notice of death be posted in a conspicuous location in all voting stations. 5. The Town continue to be considered one voting subdivision. 6. The election of the Mayor by the electors continue. 7. The current ballot printing practice be maintained. 8. The voting stations be open on Election Day from 10 am to 8 pm. 9. The Voting Register continues to be used in the 2017 election. 10. The requirements for the Elector Identification be as stipulated by the Local Authorities Elections Act; 11. Special ballots not be used in the 2017 election. Council Agenda 2017.03.13 Page 18 of 77 2 of 9 BACKGROUND Reason for Report To provide Council with election procedure options for consideration prior to the 2017 General Election. Summary of Issue All local jurisdiction elections must be conducted in accordance with the Municipal Government Act (MGA) and the Local Authorities Election Act (LAEA) and requires Council to authorize, through resolutions or bylaws, various procedures and activities associated with the municipal election. Following are the requirements of legislation and proposed actions for the election. Legislative & Other Requirements Administration of a School Trustee Election Sections 2 & 3 of the LAEA provide for entering into an agreement to hold an election in conjunction with another elected authority. In the past the Town of Banff has entered into agreements with the local school division to conduct joint elections when requested. The names of the school board trustee candidates would appear on the same ballot as the council candidates, and the Town’s returning officer would be responsible for ensuring all procedures relating to the election are complied with. In the event the Town conducts the election on their behalf, the school division will be responsible for reimbursing the Town for half of the total election costs. Recommendation: That council continue with the legislation established by Bylaw 198-2, authorizing the Manager of Corporate Services to enter into agreements on behalf of the Town to conduct elections on behalf of other elected authorities in Banff. (Requires no action from council) Vote on a Bylaw or Question Section 236(1) of The Municipal Government Act provides that a council may submit a question to be voted on by the electors on any matter over which the municipality has jurisdiction. A vote of the electors on a question does not bind a council. Section 7 of the LAEA provides that the vote on bylaw or question must be conducted in accordance with the LAEA. Recommendation: That should Council wish to submit a question to be voted on by the electors that council provide a resolution no later than the August 14, 2017meeting of council on which question a vote should be conducted on. Election Day Section 11 of the LAEA states that Election Day shall be the third Monday in October; however a council may stipulate by a bylaw passed prior to June 30th the year in which a general election is to be held, that Election Day shall be the Saturday immediately preceding the third Monday in October. Banff’s past practice has been to hold the election on the third Monday in October and it is recommended that this continue as the electors are accustomed to voting on a Monday and there would be additional costs associated with a Saturday election. Recommendation: That Election Day is officially declared as Monday, October 16, 2017. (Requires no action from council) Council: 2017 Municipal Election Agenda #7.1 Council Agenda 2017.03.13 Page 19 of 77 3 of 9 Appointment of Returning Officer Section 13 of the LAEA provides for council to appoint a returning officer for the purpose of conducting elections. Traditionally, the municipal clerk, is appointed by council to conduct the election for the Town of Banff. The returning officer is responsible for conducting the election on behalf of the municipality in accordance with the Local Authorities Election Act and the Election Procedures Bylaw. The returning officer’s responsibilities include: o Appointing deputies, constables, and other persons as required; o Establishing, staffing, and providing equipment and supplies for voting stations; o Setting advance, at-home, and institutional voting dates/times/locations; o Preparing notices required by the Local Authorities Election Act; and o Receiving nominations. It is good practice to appoint a substitute returning officer in advance of Nomination Day to act in the place of the returning officer should the returning officer become incapable of carrying out the duties of the office. If not otherwise appointed, the Mayor alone would be required to appoint the substitute returning officer. This relieves the Mayor from any perception of bias in having to appoint a substitute returning officer between Nomination Day and Election Day. Other jurisdictions (i.e. school board) that contract with the Town to conduct their election must separately appoint the Town’s Returning Officer. Recommendation: That council appoint the Municipal Clerk, Tara Johnston-Lee, as the returning officer for the for the 2017general municipal election and Director of Corporate Services, Kelly Gibson, as the substitute returning officer for the 2017 general municipal election. Form of Nomination Section 27 of the LAEA states that the nomination form of a candidate shall be signed by at least 5 electors eligible to vote in the election. Council may pass a bylaw prior to June 30, 2017 specifying the minimum number of electors required to sign the nomination form of a candidate, that that number must be at least 5 and not more than 100. The Town’s practice has been to accept nominations with the legislated minimum of 5 electors. Administration has received no feedback or requests to increase the number of signatures required on the nomination form. Recommendations: That the nomination form of a candidate must be signed by at least 5 electors eligible to vote in the election. (Requires no action by council) Nomination Day Nomination Day is 4 weeks before the election and will be held Monday, September 18, 2017. Section 28 of the LAEA provides that nominations shall be received between the hours of 10:00 a.m. and 12:00 noon on Nomination Day unless council passes a bylaw to receive nominations earlier than 10:00 a.m. Traditionally the Town has received nominations during these prescribed times. Administration has received no feedback or requests to extend the hours for receiving nominations. Council: 2017 Municipal Election Agenda #7.1 Council Agenda 2017.03.13 Page 20 of 77 4 of 9 Additionally, this section provides that, by a bylaw passes by an elected authority, the returning officer may establish, in addition to the local jurisdiction office, where a deputy may receive nominations. Administration recommends that nominations continue to be received at Town Hall council chamber and at the local school board offices. Administration is recommending that council continue with the practice of receiving nominations between 10 a.m. and 12 noon on nomination day at Banff Town Hall. (Requires no action from council). Deposit Section 29 of the LAEA allows Council to require that every nomination be accompanied with a deposit. The amount may not exceed $1,000. The Town has not previously required a nomination deposit and administration has received no feedback or requests to require a deposit. A deposit may serve as a deterrent to those who may run for office with no sincerity; however, the requirement to submit a deposit may also discourage those with less financial resources. Recommendation: That Council continue with the practice of not requiring a deposit to accompany nominations. (Requires no action from council). Death of a Candidate Section 33(1) of the LAEA states that council may by bylaw, passed prior to Nomination Day, provide that if prior to the opening of the voting stations on Election Day, a candidate dies after being nominated, a) The election for the position for which the deceased candidate was nominated shall be discontinued, and b) The elected authority shall as soon as practicable provide for the holding of a new election for that office. Section 33(2) goes on to say that if a candidate dies after being nominated and a bylaw has not been passed under the above section, the returning officer shall cause a notice of the death to be posted at a conspicuous location in all the relevant voting stations. A bylaw under section 33(1) would require that a second election be held. Voters would be required to come out and vote twice which may lower the voter turnout for the second election depending on what office is affected; and the costs to run a second election would be substantial. Recommendation: That the death of a candidate would be posted to advise all voters and a by-election would not be required. (No action from council required) Voting Subdivisions Section 147(2) of the Municipal Government Act states that the “the election is to be by a vote of the electors of the whole municipality unless the municipality is divided into wards, in which case Section 148 applies.” MGA Section148 provides for dividing the municipality into wards and establishing the ward boundaries. A bylaw under section must be passes at least 6 months before the general election at which it is to take effect. Administration recommends that the current procedure of a vote of the electors of the whole municipality remains unchanged. This is consistent with most municipalities our size. Council: 2017 Municipal Election Agenda #7.1 Council Agenda 2017.03.13 Page 21 of 77 5 of 9 Recommendation: That the Town continue to be considered one voting subdivision. (Requires no action from council) Election of Mayor Section 150 of the MGA states that the chief elected official (Mayor) of a Town is to be elected by a vote of the electors unless the council passes a bylaw requiring council to appoint the Mayor from amoung the councillors. This bylaw would have to be passed 180 days before the general election and must be advertised. Administration recommends that the current procedure of the election of Mayor remains unchanged. Recommendation: That the election of Mayor by the electors continue. Rotation of Names on Ballot (Printing the ballots in lots) Section 43 of the LAEA states that the names of the candidates on each ballot shall be arranged alphabetically in order of surnames. It also states that if a bylaw is passed 2 months before an election the rotation of the names on the ballot can be done. The Town’s practice is to arrange the names alphabetically for the following reasons: • There is an increased cost for the printing of rotated ballots. (Based on the number of candidates in 2013, estimated cost $6,500) • Operationally, each packet of ballot cards would have to be opened and sorted by hand. This is concerning for returning officers as it decreases the security that bound unopened packages of ballot cards provides. • Based on the 5 past elections, there does not appear to be an advantage for those whose names appear on the top half of the ballot. This is consistent with other Alberta municipalities who have conducted similar research. Ballot Office Elected Mayor Elected Councillor Top Bottom Top Bottom Top Bottom Top Bottom Top Bottom Half Half Half Half Half Half Half Half Half Half 2013 2010 2007 2004 2001 0 1 n/a n/a n/a n/a 0 1 n/a n/a 4 2 3 3 3 3 3 3 3 3 Recommendation: That the names of the candidates on each ballot be arranged alphabetically in order of surnames. (Requires no action from council) Voting Hours Section 46 of the LAEA s allows council to pass a bylaw prior to June 30, 2017 to provide for voting stations to be open before 10:00 a.m. Traditionally the Town has kept the voting stations open during the prescribed times of 10 a.m. and 8 p.m. Administration has not received any complaints that polls were not open early enough to provide for voting opportunity. A few Alberta municipalities have moved to earlier voting hours in recent elections, however, based on an evaluation taken by the City of Calgary, there was no indications that opening earlier resulted in higher voter turnout but did result in significantly higher costs. Council: 2017 Municipal Election Agenda #7.1 Council Agenda 2017.03.13 Page 22 of 77 6 of 9 Recommendation: Administration is recommending that Council continue with the practice of opening the voting station at 10 a.m. at Banff Town Hall. (Requires no action from council). List of Electors Section 50 of the LAEA includes provisions for a council to pass a bylaw to direct compiling a list of electors who are eligible to vote. Administration is aware of only one municipality that is creating a Voters List (City of Calgary). Due to the considerable time and cost associated with creating a Voters List, as well as the risk of delays at the voting station in the event of omissions or errors, most municipalities continue to use the Voting Register, now augmented with identification requirements. The creation of a voters list would be difficult to successfully and accurately complete prior to the election and would result in significant impacts to staffing and budget restraints. Once in place, maintaining a voters list adds costs to election planning due to the need to keep the list accurate and updated. Recommendation That a voters list not be prepared and that the voter register continue to be used on the 2017 election. (Requires no action by Council) Proof of Elector Eligibility and Voter Identification In 2013, Section 53 of the LAEA introduced the requirement that, in addition to signing the voter register, elector identification be required when a list of electors is not prepared. The general basic requirement for municipal elections is one piece of identification. The identification requirements established within the LAEA sets a uniform standard of identification to prove the electors name and their current address as follows: One piece of identification issued by a Canadian government, whether federal or provincial or local, or an agency of that government, that contains a photographic photograph of the elector and his or her name and current address, or One piece of identification authorized by the Chief Electoral Officer (Provincial) under the Election Act…that establishes the elector’s name and current address. The Act provides municipalities with the opportunity to specifically identify the types of identification that the returning officer can accept from an elector in order to satisfy the basic requirement as well as the ability to increase the number of pieces of identification required, and/or including the requirement to provide identification verifying the person’s age. Council may pass a bylaw which provides the opportunity to supplement the number and types of identification required to allow a person to vote. The voter identification requirement has been implemented to provide the electorate with a sense of voter accountability and security in the electoral process. Voter identification is a common requirement in both federal and provincial elections. Administration is not recommending adding the requirement for an elector to prove their age, or increasing the number of pieces of identification required. The legislated basic identification requirements, along with the Voting Register (Form 8) put the onus on the elector to prove and verify their eligibility to vote. It has been established by Municipal Affairs that a post office box address is acceptable as proof of address. Council: 2017 Municipal Election Agenda #7.1 Council Agenda 2017.03.13 Page 23 of 77 7 of 9 Recommendation: That the identification required under the Local Authorities Election Act as proof of elector eligibility. (Requires no action from Council) Advance Vote Section 73 of the LAEA requires council to pass a resolution to provide for the holding an advance vote. If this resolution is passed, the returning officer must determine the days and hours when the advance vote is to be held. The benefit of advance voting includes flexibility to voters – a voter does not have to vote on Election Day, rather he or she may vote in a regular manner prior to Election Day. The drawbacks of advance voting stations are the costs and the associated administrative time. The Town has traditionally held two advance polls prior to Election Day. It is recommended that all advance votes take place at Town Hall. Recommendation: That council authorize the returning officer to hold an advance vote. Incapacitated Voter at Home Section 79 of the LAEA allows for council to provide for two deputies to conduct a vote at the home of any elector who is physically incapable of attending the voting station. This provision is made for those who are house bound and in no way can leave the house to vote. This service would be advertised, and any voter requiring the service to vote from home would need to register with the returning officer. In the past, only a few voters have taken advantage of this provision, however, the benefit of incapacitated at home voting is providing increased accessibility to the vote and seems to be appreciated. The drawback of incapacitated at home is the related cost and associated administrative time. The returning officer would be responsible for determining the times and providing the service. Recommendation: Administration is recommending that council authorize the returning officer to assign two deputies to conduct a vote at the residence of any elector, in order to take the votes of an elector, who, because of physical incapacity, is unable to attend a voting station or an advance voting station to provide them the opportunity to vote on the same days and times of the Advance Vote or Election Day. Institutional Vote Section 80 of the LAEA provides for council, by resolution, to designate locations for institutional voting stations or to authorize the returning officer to designate such locations. Most Alberta municipalities offer institutional voting stations, as a service to their senior-aged or hospitalized or senior-aged population living in designated facilities. The benefits of institutional voting include offering increased accessibility to the vote. Residents or patients often have limited mobility or other restrictions, and receive direct benefit from this opportunity. The drawback of institutional voting stations related to the costs and associated administrative time. Traditionally a room to room, bed to bed vote is conducted at the Mineral Springs Hospital to take the votes of those patients who express a desire to vote. The returning officer will work with hospital staff to determine an appropriate time. Recommendation: That council authorize the returning officer to designate locations for institutional voting stations. Council: 2017 Municipal Election Agenda #7.1 Council Agenda 2017.03.13 Page 24 of 77 8 of 9 Special Ballots Section 77.1(1) of the LAEA allows for special ballots, that are essentially mail-in ballots. The key benefit in providing for special ballots is to extend the vote to those who are away from the community. Concerns with use of special ballots, include: • The estimated cost per vote. Estimated cost to provide for special ballots would be approximately $1,300. • Any special ballot issuance will rely on the mail service. • Timelines for return of the ballot make it impossible for some absentee electors to participate. As the ballots are not available until approximately two weeks after nomination day, this only leaves two weeks to both send and receive the ballots. • The potential for voter fraud is minimally increased due to the difficulty in ascertaining identity, coercion, and proper process. • The process is complicated, and voters may inadvertently commit common error that may result in a rejected ballot (e.g. packaging envelopes, signing forms) Recommendation: Administration is not recommending that special ballots not be used in the in 2017 general election. (Requires no action from council). Automated Voting Machines Section 84 of the LAEA states that an elected authority may by bylaw provide for the taking of the votes of the electors by means of voting machines, voter recorders or automated voting machines. The bylaw must also prescribe the form of the ballot, directions for marking of the ballot by an elector and, directions for voting procedures to be used. Town of Banff Bylaw 198-2, provides for the use of the automated voting machines and related procedures. In 1994, the Town began using a ballot counting machine to tabulate the votes of the electors. The machines greatly reduce the number of spoiled or void ballots. Vote counting is more accurate than a manual process and results are available in minutes rather than hours. It is more efficient and cost effective than manual counting. Recommendation That council continue with the legislation established by Bylaw 198-2, providing for the use of automated voting machines. (Requires no action from council) For Information – New for 2017 Election - Registration of Candidates Section 147.21 of the LAEA states that no candidate for municipal office may accept campaign contributions, including the funds of the candidate, unless the candidate is registered with the municipality in which the candidate intends to run. A register of municipal candidates in relation to each election is maintained by the municipality. Currently, if a candidate’s entire election campaign is self-funded to a maximum of $10,000 they are not required to register. However, any other candidate who contravenes the requirement for current and accurate registration is guilty of an offence and liable to a fine of up $1,000. Registration forms are available on Banff.ca for potential candidates. Council: 2017 Municipal Election Agenda #7.1 Council Agenda 2017.03.13 Page 25 of 77 9 of 9 Response Options 1. Council may choose to pass the voting procedure recommendations as presented. 2. Council may advise of additional voting procedure resolutions and/or bylaws they wish to introduce. 3. Council may choose not to pass the voting procedure recommendations. IMPLICATIONS OF RECOMMENDATION Financial The 2017 operating budget includes funds necessary to meet the needs of the advance poll, institutional voting station and incapacitated (in-home) voting service. Should council wish to provide for establishing list of electors, printing of ballots in lots, or special ballots administration would return with the appropriate budget amendment request. Organizational The municipal clerk and the executive assistant (acting as returning officer and presiding returning officer, respectively) will plan and implement the election. Once appointed the returning officer will hire staff from outside the organization to carry out the election and arrange for the appropriate training for the staff. The returning officer duties are described in section 14 of the Act. Legislation/Policy The Local Authorities Election Act specifies the process by which municipal elections are to be conducted. Failure to follow the provision of the Act can result in an election being challenged or overturned. Council must address the issues outlined in the recommendations in order to ensure that the Town of Banff’s election is conducted in accordance with the Act. Communications The returning officer provides public notices which are consistent with the Act and regulations dealing with public notification for nominations and elections. The Town of Banff website and local newspapers will be used. Attachments: A. Summary of 2017 Election Decision Alternatives B. Elections Procedures Bylaw 198-2 C. Authorized Voter Identification Circulated: 2017.02.29 Submitted By: 2017.03.08 Tara Johnston-Lee, Municipal Clerk Reviewed By: 2017.03.08 Robert Earl, Town Manager Council: 2017 Municipal Election Agenda #7.1 Council Agenda 2017.03.13 Page 26 of 77 Summary of 2017 Election Decision Alternatives Issue #1- Administration of School Trustee Elections (Sec 2 and 3 – LAEA) Previous Practice (2010) Administered the elections for the public division Previous Practice (2013) None required. Attachment #7.1A Range of Options Optional - at discretion of Council Council Alternatives Do nothing and the Manager of Corporate Services may enter into an agreement to conduct an election on behalf of the school board. OR Give direction return with an amendment to Bylaw 198-2 to discontinue election partnership with the school board. #2 – Vote on a Question or Bylaw (Sec 7 – LAEA/236(1) MGA) No question or bylaw voted upon. No question or bylaw voted upon. #3 – Election Day (Sec 11 – LAEA) 3rd Monday in October 3rd Monday in October Optional – at discretion of Council. Question Optional – at discretion of Council. Do nothing and there will be no vote on a question. OR Provide a resolution no later than August 14, 2017 on which question a vote should be conducted upon. (Cost estimate – Moderate increase in costs due to more complicated ballot faces and advertising). Do nothing and the election will be held on Monday, October 16, 2017. OR Give direction for a bylaw to be passed prior to June 30th and the election could be held on Saturday, October 14, 2017. #4 - Appointment of Returning Officer (Sec 13 – LAEA) Town’s Municipal Clerk appointed Town’s Municipal Clerk appointed Appoint individual at the discretion of Council Appoint the Municipal Clerk, Tara Johnston-Lee. OR Appoint another individual, by resolution. OR Do nothing and the Town Manager is appointed. #5 – Form of Nomination (Sec 27 LAEA) 5 electors sign 5 electors sign Select between 5 – 100 electors to sign Form of Nomination. Council Agenda 2017.03.13 Do nothing and keep current practice – 5 electors to sign the Form of Nomination. OR Give direction for a bylaw to be passed prior to June 30th for a certain number of electors to sign the Form of Nomination. Page 27 of 77 Summary of 2017 Election Decision Alternatives Issue #6 – Nomination Day Times (Sec 28 – LAEA) Previous Practice (2010) 10:00 am to Noon Previous Practice (2013) 10:00 am to Noon #7 – Deposit (Sec 29 – LAEA) No deposit required with Nomination Papers No deposit required with Nomination Papers #8 – Death of a Candidate (Sec 33 – LAEA) No bylaw provision in place No bylaw provision in place Attachment #1 Range of Options Council Alternatives Provide for nominations to be received between 8 am – 10 am and Noon on Nomination Day. Do nothing and keep current requirement that nominations be received between 10 am and Noon Provide for a deposit with Nomination Papers of up to $1,000. Provide for new election if a candidate dies after Nomination Day and prior to Election Day Do nothing and no deposit will be required with Nomination Papers OR Provide direction for the Election Bylaw to be amended to receive nominations between 9 am and Noon on Nomination Day OR Provide direction that a bylaw be passed not fewer than 30 days before Nomination Day that a deposit be required from candidates in a specified amount Do nothing and should there be a death of a candidate the returning officer shall cause a notice of the death to be posted at a conspicuous location in all relevant voting stations OR Provide direction that a bylaw be passed prior to Nomination Day that if prior to the opening of the voting stations on election day a candidate dies after being nominated, the election for the position for which the deceased candidate was nominated shall be discontinued, and a new election held for that office. (Would require a budget amendment at time of byelection) #9 – Voting subdivisions – (Sec 36 – LAEA/147(2) MGA) Town considered one voting subdivision Town considered one voting subdivision Option to prescribe voting subdivisions or delegate to Returning Officer Do nothing and the town would be considered one voting subdivision #10 - Election or Appointment of Chief Elected Official Mayor elected by vote of the electors. Mayor elected by vote of the electors. Options to pass bylaw requiring council to appoint CEO from amoung councilors. Do nothing and the Mayor will be elected by a vote of the electors. Council Agenda 2017.03.13 OR Prescribe voting subdivision boundaries OR Provide direction that that a bylaw be passed 180 days before the election requiring council to appoint a chief elected official from amoung the councilors. Page 28 of 77 Summary of 2017 Election Decision Alternatives Issue Previous Practice (2010) No rotational ballots printed in lots Previous Practice (2013) No rotational ballots printed in lots #12 – Voting hours (Sec 46 – LAEA) Voting stations open from 10 am to 8 pm Voting stations open from 10 am to 8 pm Option to have voting stations open before 10 am if passed by bylaw prior to June 30th #13 – List of Electors (Sec 50 – LAEA) No list of electors prepared No list of electors prepared Option to, by bylaw, direct Returning Officer to prepare a list of electors who are entitled to vote #14 – Proof of Elector Eligibility (Sec 53 – LAEA) Voter identification not required. Voter identification for identity and residence required as per LAEA. Proof of age not required. Option to pass a bylaw no later than 6 months prior to Nomination Day to provide for the number and types of identification that are required to be produced by a person to verify identity and current address or age. #11 – Printing of ballots in lots (Sec 43(3) - LAEA) Attachment #1 Range of Options Option to pass a bylaw 2 months before an election to prescribe ballots be printed in lots. Council Agenda 2017.03.13 Council Alternatives Do nothing and no rotational ballots will be printed in lots OR Provide direction that a bylaw be passed 2 month before an election that ballots be printed in lots. (Cost estimate - $6,500) Do nothing and voting stations will be open at 10 am OR Provide direction to change the Election Bylaw to have voting stations open at some other time before 10 am. (Cost estimate – moderate increase due to extended hours for election workers) Do nothing and the voting register will be used. OR Provide direction to prepare a list of electors for the 2017 Municipal Election (Cost Estimate - $20,000) Do nothing and the general basic requirement for verification of a person’s identity and current residence will be used establish eligibility to vote OR Provide direction to pass a bylaw to expand on the list of types of identification that the returning officer can accept for purposes of the basic identification requirement for the purpose of determining whether the person is eligible to vote OR Provide direction to pass a bylaw to require more than the basic requirement of one piece of identification to establish the elector’s name, current address and if required age. OR Provide direction to pass a bylaw to specify the types of identification that the returning officer can accept for the purposes of the additional identification that the elected authority requires to verify name and current address or age of an elector for the purpose of determining whether the person is eligible to vote Page 29 of 77 Summary of 2017 Election Decision Alternatives Issue #15 – Advance Vote, Incapacitated Elector at Home Vote, and Institutional Vote (Secs 73, 79, and 80 LAEA) #16 – Special Ballots (Sec 77 - LAEA) #17 - Automated Voting Machines (Sec 84 – LAEA) Attachment #1 Previous Practice (2010) Two advance votes, incapacitated elector at home votes, and institutional votes held Previous Practice (2013) Two advance votes, incapacitated elector at home votes, and institutional votes held Range of Options Council Alternatives No special ballots provided No special ballots provided Ballot counting tabulator used. Ballot counting tabulator Optional to provide for Do nothing and automated voting machines will be used to conduct used. use of automated voting the 2017 general election. machines. OR Direct administration to return with amendments to the Election Bylaw to no longer provide for the use of automated voting machines. Optional for advance votes, institutional votes, and incapacitated elector at home Do nothing and there will be no advance votes, no home votes, and no institutional votes Optional to provide special ballots – pass resolution 6 months prior to Nomination Day Do nothing and there will be no special ballots provided Council Agenda 2017.03.13 OR Authorize one or more of the following: advance votes, home votes, and institutional votes. OR Pass a resolution 6 months prior to Nomination Day to provide for special ballots. (Estimated cost - $1,300) Page 30 of 77 Attachment 7.1B BYLAW 198-2 BEING A BYLAW OF THE TOWN OF BANFF, IN THE PROVINCE OF ALBERTA, TO PROVIDE FOR GENERAL ELECTION PROCEDURES AND WHEREAS the Local Authorities Election Act, RSA 2000, Chapter L-21 (the Act) authorizes a council to establish election procedures; WHEREAS the Act authorizes a council to provide for the taking of the votes of the electors by means of voting machines, vote recorders or Automated Voting System, and that such a bylaw will prescribe the form of the ballot, the directions for the marking of the ballot by the elector, and the directions for voting procedures to be used; NOW THEREFORE the Council of the Town of Banff, in the Province of Alberta, duly assembled, enacts as follows: CITATION 1. This bylaw may be cited as the “Election Procedures Bylaw.” INTERPRETATION 2. In this bylaw, a) Any reference to a named act is a reference to an Act of the Legislature of Alberta, as amended from time to time. b) Where a bylaw references a Town of Banff staff position, department or committee, the reference is deemed to be to the current name that the staff position, department or committee is known by. c) Words importing the masculine gender include the feminine gender and words importing the feminine gender include the masculine gender. 3. The definitions in Schedule A will apply to the corresponding words if the first letter of that word is capitalized in this bylaw. AUTHORITY 4. This bylaw applies to all Town of Banff elections. 5. The Returning Officer, appointed in accordance with the Act, is responsible for conducting Town elections. 6. The Returning Officer may appoint as many Deputies, Constables and other persons as he or she decides are necessary to assist with any requirements of this bylaw or the Act. 7. The Manager of Corporate Services is authorized to enter into agreements on behalf of the Town to conduct elections on behalf of other elected authorities in Banff. 8. In the event that the election for the offices of councillors and mayor are held in conjunction with an election for school board trustees or representatives, or any other election, the provisions of this bylaw shall apply in a like manner to the other election. Council Agenda 2017.03.13 Page 31 of 77 Town of Banff Bylaw 198-2 – Election Procedures 9. The Returning Officer, when necessary, is authorized to make application to the Minister of Municipal Affairs and the Lieutenant Governor in Council for the requisite directions or regulations pursuant to the Act for the approval and implementation of the procedure prescribed by this bylaw or any other directions or regulations for conducting an election permitted by the Act. AUTOMATED VOTING SYSTEM 10. The tabulation of election results may be done by means of an Automated Voting System, as directed by the Returning Officer. 11. When an Automated Voting System is used in the election, the Returning Officer shall: a) Ensure that the Automated Voting System has been pre-tested and is accurate and in good working order; and b) Take whatever reasonable safeguards may be necessary to secure the Automated Voting System against unauthorized access, entry, use, tampering or any other unauthorized use of the Ballot Cards or tabulated results. 12. In the event of a malfunction or unavailability of the Automated Voting System or any of its components, the Returning Officer may make any directions that he or she deems necessary or desirable with respect to: a) The voting procedures to be used; b) The taking of votes; c) The counting of votes; and d) Where required, for a recount under s.98 of the Act. BALLOTS 13. Following nomination day, the Returning Officer shall cause sufficient Ballot Cards for the election to be printed. 14. The Ballot Card shall be assembled in more or less the follow order and contain separate ballots for the following unless elected by acclamation or inapplicable: a) Candidates for the office of mayor b) Candidates for the office of councillor c) Candidates for the office of public school trustee or representative d) Questions e) Bylaws f) Any other offices as may be specified or required by the Act or any other applicable legislation 15. Ballots for candidates may be in the general form prescribed by the Returning Officer. PRE-VOTE PROCEDURE 16. A copy of the “Instructions for Electors” shall be posted within each Voting Compartment, at a conspicuous location within the Voting Station, and these instructions shall remain posted until the close of the Voting Station. 17. Before the vote commences: a) In the presence of other Deputies, staff, agents and electors, the deputies or the election staff of the Returning Officer shall cause the Vote Tabulator to print a copy of all totals in its memory pack one hour or less before the opening of the poll. Council Agenda 2017.03.13 Page 2 of 6 Page 32 of 77 Town of Banff Bylaw 198-2 – Election Procedures b) If the totals are zero for all candidates, questions and bylaws, the deputies shall ensure that the zero printout remains affixed to the Vote Tabulator until the results are printed by the Vote Tabulator after the close of the poll at 8 p.m. c) If the totals are not zero for all candidates, questions and bylaws, the deputies shall immediately notify the Returning Officer and shall conduct the vote using a separate Ballot Box designed for storage of marked but untabulated Ballots until the Vote Tabulator is made operational or the Returning Officer provides a replacement Vote Tabulator that complies with sections 11(a) and (b) of this bylaw. VOTING PROCEDURE 18. Each elector eligible to vote shall be given one Ballot Card that has been initialled by the Deputy, and a Secrecy Sleeve. 19. Upon receiving the Ballot Card and Secrecy Sleeve, the elector shall forthwith proceed to the Voting Compartment to vote. 20. While in the Voting Compartment, the elector shall mark the Ballots only with the Marking Device provided in the compartment, by completing the oval pointing to his/her choice of candidate, or where there is more than one vacancy, the candidates of his/her choice. Where the ballot includes a bylaw or question, the elector shall mark his/her vote within the portion of the ballot containing the affirmative or negative, whichever way he/she decides to vote. 21. The elector may not mark his/her ballot for more candidates than there are offices to be filled, or, where the ballot includes a question or a bylaw, the elector may not mark his/her ballot both in the affirmative and negative for any one question or bylaw. 22. After the elector has finished marking the Ballot Card and has completed voting he/she shall: a) Insert the Ballot Card into the Secrecy Sleeve without showing the markings on the Ballot Card to anyone and without folding the Ballot Card; and b) Leave the Voting Compartment and deliver the Secrecy Sleeve containing the Ballot Card to the Deputy supervising the Ballot Box and Vote Tabulator; and c) Observe the placing of his/her Ballot Card through the Vote Tabulator into the Ballot Box by the Deputy. 23. In the event that the elector has made a mistake when marking the Ballot, the elector may request another Ballot Card upon returning the original Ballot Card to the Deputy who issued the original Ballot Card, and the original Ballot Card shall be marked “spoiled” by the Deputy and not be counted or included in the tally of election results. 24. If a Ballot Card is rejected by the Vote Tabulator, the Deputy supervising the Vote Tabulator and Ballot Box must advise the elector to request another Ballot Card from the Deputy who issued the original Ballot Card, and the original Ballot Card shall be marked “spoiled” by the Deputy and not be counted or included in the tally of election results. 25. If an elector refuses to request another Ballot Card, the Deputy supervising the Vote Tabulator and Ballot Box must mark the Ballot Card “rejected.” 26. The Deputy supervising the Ballot Box and Vote Tabulator shall, after verifying the Ballot Card contains the initials of an Deputy in the specified area, insert the marked Ballot Card contained in the Secrecy Sleeve into the Ballot Box so that the Ballot Card is extracted from the Secrecy Sleeve without exposing the marks made on the Ballot Card by the elector. Page 3 of 6 Council Agenda 2017.03.13 Page 33 of 77 Town of Banff Bylaw 198-2 – Election Procedures 27. Where a Vote Tabulator is available in the Voting Station but fails to operate, the Deputy supervising the Vote Tabulator and Ballot Box shall: a) Insert the Ballot Card from within the Secrecy Sleeve into the separate Ballot Box designed for storage of marked but untabulated Ballots; and b) Insert the Ballot Cards into a Vote Tabulator following the close of the Voting Station. 28. Each elector shall follow the voting procedure contained in this bylaw and as posted in the Voting Station, and upon the deposit of his/her Ballot Card into the Ballot Box, the elector shall immediately leave the Voting Station. 29. The voting procedure described in this Bylaw shall apply during an advance vote, an institutional vote and an incapacitated electors vote, insofar as is practicable and may be modified as necessary at the discretion of the Returning Officer. POST-VOTE PROCEDURE 30. The Portable Ballot Boxes used in the advance vote, the incapacitated vote and the institutional vote shall be sealed upon the completion of the vote in which they are used, and shall not be unsealed and opened until the close of Voting Stations on election day. 31. The Returning Officer may direct that the sealed Portable Ballot Boxes be brought to the Voting Station where they remain sealed until they are opened for the counting of Ballots by the Vote Tabulator and may make any other direction he/she deems necessary for the storage and disposition of the Portable Ballot Boxes. 32. At the close of the Voting Station on election day, or as soon after as is reasonably possible, the Returning Officer shall: a) Insert the Ballot Cards from the Portable Ballot Boxes into the Vote Tabulator; b) Secure the Vote Tabulator against receiving any more ballots; c) Activate the Vote Tabulator to produce two copies of the Tally Register Tape (or such other number as directed by the Returning Officer), complete the ballot account and attach one copy of the Tally Register Tape to the ballot account; d) Count the unused Ballot Cards and place the unused Ballot Cards, the voted Ballots, the declined Ballots, and the spoiled Ballots, together with the voting register, two copies of the Tally Register Tape, and all oaths, declarations and statements, if any, in the Ballot Box; e) Seal and initial the Ballot Box and provide the sealed Ballot Box for delivery to storage. 33. Ballots which are voided (rejected) shall not be counted in the tabulation of results for the election. For the purposes of this bylaw, a void (rejected) Ballot is one which: a) Has not been marked or has not been marked sufficiently for the Vote Tabulator to discern a vote; b) Has been marked for more candidates than there are offices to be filled, or where there is only one vacancy, for more than one candidate; or, in the event of a bylaw or question, has been marked both in the affirmation and negative; c) Has been marked outside of the space indicated on the Ballot for the placing of a mark; d) Has been torn, defaced, or dealt with in such a way by an elector so that he/she can thereby be identified; e) Does not bear the initials of a Deputy. Council Agenda 2017.03.13 Page 4 of 6 Page 34 of 77 Town of Banff Bylaw 198-2 – Election Procedures 34. If, at the close of the poll, the Returning Officer is of the opinion that it is impracticable to count the vote with the Vote Tabulator, he/she may direct that all the votes cast in the election be counted manually following the provisions of the Act governing the counting of the votes. 35. After the tabulation of results at the Voting Station, the Ballot Boxes, the Vote Tabulators, and the Automated Voting System shall be stored as directed by the Returning Officer. 36. If the Returning Officer makes a recount pursuant to the Act, the voted Ballots will be recounted by the same Automated Voting System. 37. Upon the completion of the tabulation of the election results, the Returning Officer shall retain the programs and the memory packs of the Automated Voting System in accordance with the provisions of the Act for the keeping of ballots. ENACTMENT/TRANSITION 38. Schedule “A” forms part of this bylaw. 39. Bylaw 176 and Bylaw 198-1 are repealed upon this bylaw coming into force. 40. This bylaw comes into force when it receives third reading and is signed by the Mayor and the Town Manager or designates. Read a first time this 16th day of July, 2007. Read a second time this 16th day of July, 2007. Read a third time this 16th day of July, 2007. Approved on behalf of the Town of Banff: John Stutz Mayor Date Robert Earl Town Manager Date Council Agenda 2017.03.13 Page 5 of 6 Page 35 of 77 Town of Banff Bylaw 198-2 – Election Procedures SCHEDULE “A” – Definitions 2. The following definitions will apply to the corresponding words if the first letter of that word is capitalized in this bylaw: a) Automated Voting System means an automated or electronic system designed to automatically count and record votes and process and store the election results. b) Ballot means the part of the Ballot Card on which is printed the office to be voted on, the names of the candidates, the bylaw name and number or the questions, if any, and containing the spaces in which the elector is to mark his or her vote. c) Ballot Box means a container in the form prescribed by Ballot Box Regulation 387/2003 and approved by the Returning Officer, intended to contain the voted Ballot Cards for the Vote Tabulators at the Voting Station. d) Ballot Card means a paper card in a form approved by the Returning Officer, listing the ballots to be voted on in the election. e) Constable means a person appointed as Constable under the Local Authorities Election Act. f) Deputy means a deputy returning officer appointed under the Local Authorities Election Act. g) Memory Pack means a removable cartridge with a memory that stores the tabulated totals to votes in an election. h) Portable Ballot Box means a container in the form prescribed by Ballot Box Regulation 387/2003 and approved by the Returning Officer, intended to contain the voted Ballot Cards in an institutional vote, and advance vote, or an incapacitated vote. i) Secrecy Sleeve means an open ended envelope in a form approved by the Returning Officer, intended to be used to cover the Ballot Card so as to conceal the markings made on the Ballot Card by the elector without covering the initials of the Deputy. j) Returning Officer means the person appointed under the Local Authorities Election Act to conduct the Town of Banff election. k) Tally Register Tape means the printed record generated by a Vote Tabulator showing the number of accepted ballots, the ballots read and results of the ballots read by the Vote Tabulator. l) Vote Tabulator means the automated voting system unit designed for use at the Voting Station to receive ballots and automatically scan a specified area or areas on the ballot card and record the results. m) Voting Compartment means a table, desk or shelf arranged so that an elector is screened from observation and may mark the elector’s ballot without interference or interruption. n) Voting Station means the place where an elector votes. Council Agenda 2017.03.13 Page 6 of 6 Page 36 of 77 Attachment 7.1C VOTER IDENTIFICATION REQUIREMENTS Proof of identity and current residence is now required to be able to vote in municipal elections. Any of the following documents that has your name and address on it will be accepted as valid proof: Photo identification issued by a Canadian government or agency, whether federal, provincial or local; Bank/credit card statement or personal cheque; Correspondence issued by a school, college or university; Government cheque or cheque stub; Income/property tax assessment notice; Insurance policy or coverage card; Letter from a public curator, public guardian or public trustee; Pension Plan statement of benefits, contributions or participation; Residential lease or mortgage statement; Statement of government benefits: e.g. Employment insurance, old-age security, social assistance, disability support, or child tax benefit; Utility bill: e.g. Telephone, public utilities commission, television, electricity, gas or water; Vehicle ownership, registration or insurance certificate; or A letter or form (attestation) confirming that the person lives at the stated address. The letter can be signed by any of the following: authorized representative of a commercial property management company; authorized representative of a correctional institution; authorized representative of a First Nations band or reserve; authorized representative of a post-secondary institution; authorized representative of a facility that provides services to the homeless; or authorized representative of a supportive living facility or treatment centre; Frequently Asked Questions What if I don’t have any photo ID like a driver’s license? It doesn’t matter. Just bring anything else you have from the above list that has your name and address on it. Do I need more than one document? No, only one document with your name and address is needed. * What if all of my documents have a post office box address? That is ok. As long as it makes sense that a person in your voting subdivision or ward would have a post office box at your mailing address, it will be accepted. The post office box doesn’t have to be in your voting subdivision or ward – just reasonably close by. I used to have to sign a form to say that I am eligible. Do I still have to sign that form? Yes, you will still have to sign the Statement of Elector Eligibility as well as provide one of the above documents that contains your name and address. What if I don’t have any accounts or documents in my own name? Have your landlord, facility, or organization manager sign a letter or form (attestation) to confirm your address, and bring it with you to the voting station. Your municipality may have a form that you can use, so check with them. You will have to do this before you come to vote, so plan ahead. * These are the basic requirements for all Alberta municipalities. Your local municipality may have additional requirements or accept additional types of ID. Please check with them. Alberta Municipal Affairs Council Agenda 2017.03.13 October Page 37 of 77 2013 REQUEST FOR DECISION Subject: NYE Family Friendly Event Budget Reconsideration Presented to: Council Date: March 13, 2017 Submitted by: Connie Grace Agenda #: 7.2 RECOMENDATION That council authorize administration to produce a family-friendly New Year’s Eve celebration with a budget of $45,000 in 2017, 2018 and 2019. That council amend the 2017 budget to include a transfer from the budget stabilization reserve of $45,000. That council amend the 2018 & 2019 visitor experience operating budget to include the $45,000 event cost. BACKGROUND Reason for the Report On July 18, 2016, council approved a one-time budget request for an enhanced New Year’s Eve event in celebration of Canada’s 150th anniversary. At the November 14, 2016 service review, a budget request for a downtown New Year’s Eve familyfriendly event beginning December 2017 onward was not approved. On February 27, 2017, due to the success of the 2016/2017 NYE Canada 150 street celebration, and feedback from Sergeant Andronyk with the Banff RCMP, council directed administration to return with a report on the costs for an annual family-friendly Near Year’s Eve celebration. Summary of Issue In 2014 and 2015, Community Services organized a family New Year’s Eve event at the high school rink within their existing program budget. In the first year, 78% of attendees were visitors; in 2015, 85% were visitors. Given the majority of attendees are visitors, community services requested destination events assume the planning and execution of a family event for New Year’s Eve. The success of the 2014 and 2015 events, and the number of visitors attending, indicates a family event is needed to enhance the visitor experience over this important holiday. Visiting families with children are looking for a way to celebrate the new year with the community, in a safe environment that all ages can enjoy. In 2016, Council approved an expanded New Year’s Eve downtown street party to launch Canada 150 celebrations for the year. This event included closing Banff Avenue (100-300 block) in the early evening and programming it with live music, performances from fire dancers, multi-cultural groups, warming shelters, and more, culminating in the annual fireworks. This request is to fund a family focused New Year’s Eve from 2017 onwards. The RCMP are fully supportive of the proposal as an enhanced public safety initiative. Public safety is one of the Town’s primary concerns. An enhanced New Year’s Eve also meets the visitor experience goals and objectives in the Banff Community Plan, by creating a memorable park experience, showcasing Council Agenda 2017.03.13 Page 38 of 77 2 of 3 Banff as a leader in hospitality, responding to visitor feedback and facilitating special programs that support the vision. Response Options Option 1: That council authorize administration to produce an enhanced New Year’s Eve street event with the a budget of $45,000 for performers, staffing, rentals and other contracted services in addition to the already funded fireworks show at midnight, additional RCMP members and a formal road closure. Option 2: That council could approve one year only and consider future years in 2018 & 2019 budgets. Option 3: That council could choose not to fund a NYE event at this time and revisit future years at service review. IMPLICATIONS OF DECISION Budget An original budget of $35,000 was proposed in November 2016, however, after producing the event on December 31, 2016, several areas of improvement were identified, necessitating an increased budget request. The additional funding will allow for adequate staffing and a contingency fund. This event could be funded from the budget stabilization fund for 2017 then be included in the Visitor Experience operational budget each year starting 2018. The current balance is $249,000 in undedicated funds in the budget stabilization fund. Internal Resources As with all events produced by the Town, this event will require significant support from internal resources: • The destination events coordinator will produce the event, including overseeing the development and implementation of the event plan, the traffic management plan, the parking plan, the security and risk plan. • Communications department will implement the communications and advertising plan and assist with the implementation of other plans as well as provide support on event day. • BanffLIFE and Children & Youth coordinator will organize event volunteers and coordinate set up and tear down with the destination events coordinator. • The grounds department will prepare, deliver and return equipment, and provide other support as needed. • The streets department will prepare the street to receive pedestrians and assist with the reopening of Banff Ave. Communication Impacted local businesses will be kept up-to-date on plans, particularly involving traffic and crowd management. The event will be promoted to residents in the Bow Valley and in-resort visitors. Banff Community Plan The event meets several goals and objectives in the Banff Community Plan including the visitor experience goal of creating memorable national park experiences that promote Banff’s unique mountain community, are appropriate to the Banff vision and support the national park goals. It Council: NYE Family Friendly Event Budget Reconsideration Council Agenda 2017.03.13 Agenda # Page 39 of 77 3 of 3 also supports and facilitates cultural appreciation in the community, thereby contributing to a vital and healthy community. Legislation/Policy None. Other ATTACHMENTS Appendix A – February 27, 2017 Council Briefing Canada 150 New Year’s Eve Celebration Circulation date: Submitted By: 2017.03.08 Connie Grace Reviewed By: 2017.03.08 Robert Earl, Town Manager Council: NYE Family Friendly Event Budget Reconsideration Council Agenda 2017.03.13 Agenda # Page 40 of 77 Agenda Item 7.2A BRIEFING Subject: Canada 150 New Year’s Eve Celebration Presented to: Council Date: February 27, 2017 Submitted by: Connie Grace, Destination Events Coordinator Agenda #: 7.3 This report is submitted for Council’s information. BACKGROUND Reason for Report To update council on the outcome of the Canada 150 Family Friendly New Year’s Eve celebration on Banff Avenue, December 31, 2016. Summary of Issue In July 2016, Council approved the Town’s plan to commemorate Canada’s sesquicentennial, including a launch event on New Year’s Eve on Banff Avenue downtown. The event was designed to provide a family friendly, low-cost activity for residents and visitors, particularly those with younger children, showcase Banff National Park in winter and the wonderful experiences offered, showcase Banff’s multiculturalism and national park values, and celebrate the anniversary of Canada’s confederation. It was built on the success of the family fun event held the previous two New Years at the high school skating rink, and extended in area and time to establish a tone and ambiance downtown that would be comfortable and welcoming for all ages. Entertainment included a children’s train, live music from The Wardens and The Swillbillies, a fat bike course, ball hockey rink, fire dancers, fire pits, warming stations, a maple taffy station, traditional dancing from the Filipino Organization in the Rocky Mountains, traditional Japanese New Year celebrations with the Bow Valley Japanese Community Association, a photo booth, Roam bus warming station, Parks Canada Rocky Mountain House tipi and camp at Banff Avenue Square, food trucks, roving street entertainment, Taiko drummers, mascots and children’s games. The skating rink was programmed from 6 p.m. to 9 p.m. and included a clown and magic tricks, music, hot chocolate and a kids countdown. Participating local businesses and organizations included: Parks Canada, Discover Banff Tours, BacTrax, Fairmont Banff Springs Hotel, King Edward Hotel, Tim Horton’s, Roam Public Transit, The Rockies Express, Canadian Rockies Hog Roast, Wildflower Café, Bow Valley Japanese Community Association, Filipino Organization of the Canadian Rockies and BanffLIFE. Banff and Lake Louise Tourism was a funding partner as the Town’s Canada 150 grant application was unsuccessful, and Walker International (N-Viro) was a community contributor. As in previous years, RCMP officers were at the barricades (with large garbage bins) and on the street throughout the evening to ensure a safe and enjoyable event for all ages. The event could not have happened without a small group of hardy volunteers, mostly Town staff and BanffLIFE, who helped set up, tear down and oversee activities. Council Agenda 2017.03.13 Page 41 of 77 2 of 3 Highlights: • Estimated attendance of more than 5,000 through the evening. RCMP believe attendance increased over previous years for fireworks, which may be weather related. They believe attendance was more dispersed over the two blocks and on both bridges, and was comprised of more families with younger children than previous years. • The RCMP credit the event with creating a more positive atmosphere throughout the night with no incidents reported within the event zone • Participating businesses report line ups throughout the event, running out of product • Promotion of activities resulted in future paid bookings • RCMP and Streets report less garbage on the street after fireworks than in previous years; additional garbage/recycling bins were put out • 400+ s’mores kits were immediately enjoyed • Fat tire bike try it was very popular, with a line up throughout the evening • Children’s train ride was very popular, with a line up throughout the evening • Performers indicated they were pleased with venue and audience • The Bow Valley Japanese Community Association indicated they were very pleased with the turnout and interest in their activities – the tent was full throughout the evening • Anecdotal observation by those working that more local families out than previous years, particularly at skating rink • Roam bus warming station was busy throughout; the transit services commission indicated it was a good opportunity to build awareness and they would participate in similar in future • The King Edward Hotel offered space for a performers’ green room, at no cost to the Town, after the planned venue became inaccessible due to the fire at the Mt Royal Hotel Administration reached out to the downtown businesses and the hotel sector after the event for feedback. Three responses were received: • A Bear St. restaurant noted that while it was a positive event for families, their business was down over what was experienced the year before. • A Banff Ave restaurant noted no impact, as they sold tickets in advance, and a change in ambience on the street and among clientele from previous years. • A Caribou Street hotel reported no negative impact and wished for this event to become annual. • BLLT noted the positive vibe and suggested programming to retain the family friendly atmosphere for future New Year’s Eves. Funding for a family friendly New Year’s Eve celebration on Banff Avenue is not included in the 2017 budget. Currently, the Town funds the annual fireworks display for $8,500, associated additional policing from 8:30 p.m. – 4:30 a.m. and road closure from 11 p.m. to 12:30 a.m. for $8,000. OTHER INFORMATION Budget The Canada 150 Family New Year’s Eve Party was $34,000, with a $14,000 contribution from Banff & Lake Louise Tourism and $1,000 contribution from Walker Environmental with remainder funded by the Town of Banff. Council: Canada 150 New Year’s Eve Agenda #7.3 Council Agenda 2017.03.13 Page 42 of 77 3 of 3 • • • • Banff & Lake Louise Tourism contributed $14,000 with the understanding it would supplement the Town’s budget for additional street performances and the children’s countdown fireworks. The approved Town of Banff budget for New Year’s Eve was $18,900; the actual was $19,000, due to the need for hotel accommodation for the additional performers who were from Calgary. The additional cost of $100 was funded from the 2016 destination events budget. The Town’s grant application for $13,000 from Canada 150 Community Fund was unsuccessful. Banff Avenue (and Bear Street) were dressed for the event with Canada 150 street pole banners. The design provided by Heritage Canada is the same as found on the ceremonial routes in Ottawa. The banners were budgeted separately from the event, at $6,500, and it is intended they will remain in place for the duration of Canada’s sesquicentennial. Internal Resources The destination events coordinator organized and executed the event with the marketing and communications department, BanffLIFE, and the human resources department. ATTACHMENTS Circulation date: Submitted By: 2017.02.22 Connie Grace Reviewed By: 2017.02.22 Robert Earl, Town Manager Council: Canada 150 New Year’s Eve Agenda #7.3 Council Agenda 2017.03.13 Page 43 of 77 REQUEST FOR DECISION Subject: Development Officer Appointment Presented to: Council Date: March 13, 2017 Submitted by: Randall McKay, Director, Planning and Development Agenda #: 7.3 RECOMMENDATION That Mr. Dave Michaels be appointed as Development Officer by resolution of council in accordance with Section 210 (1) of the Province of Alberta Municipal Government Act and Section 3.1.0 of Land Use Bylaw 31-4. BACKGROUND Reason for Report To recommend that Mr. Dave Michaels be appointed as Development Officer for the Town of Banff by resolution of council. Summary of Issue The Land Use Bylaw states that one or more employees can be appointed as a Development Officer provided that they are appointed by resolution of Council. The Director, Planning and Development, Manager, Development Services and Manager, Environmental Services have previously been appointed by council as Development Officers under the provisions of the Land Use Bylaw and Municipal Government Act. Section 3.1.0 of the Land Use Bylaw (attached as Appendix ‘A’) explains the duties and responsibilities of the Development Officer and delegates the authority to approve permitted use development permit applications (including minor variances) that meet the criteria contained within Section 4.7.0 of the Bylaw. Given the range of current planning projects there is a need to delegate authority from the Manager of Planning and Development Services to more staff with regards to a range of complex and routine planning matters. Both Mr. Enns and Mr. Townsend have recognized degrees in planning and are full members of the Canadian Institute of Planners. Mr. Michaels also has a degree in architecture and is in the process of seeking professional certification as a member of the Canadian Institute of Planners. The appointment of David Michaels as a Development Officer will provide added authority and support to the other development officers carrying out the daily administration of land use regulation. Response Options Council can either approve or not approve the appointment of Mr. Dave Michaels as Development Officer. IMPLICATIONS OF DECISION Budget There are no salary implications associated with the designation. Council Agenda 2017.03.13 Page 44 of 77 2 of 2 Internal Resources Since 2009, the Planning and Development Department has endeavoured to appoint development planners with development officer status on staff upon successful completion of a lengthy “hands on” training and orientation period with the Manager of Development Services and Director, Planning and Development. It is anticipated that the appointment of an additional designated Development Officer at this time will further streamline the development review process and improve overall levels of service. Legislation/Policy The MGA and Land Use Bylaw allow council to establish one or more positions to carry out the powers, duties and functions of as designated officer under the provisions of the Act and Land Use Bylaw. ATTACHMENT Appendix ‘A’ - Section 3.1.0 of the Land Use Bylaw Submitted By: 2017.03.08 Randall McKay, Director, Planning and Development Reviewed By: 2017.03.08 Robert Earl, Town Manager Council: Development Officer Appointment Council Agenda 2017.03.13 Agenda # Page 45 of 77 Attachment 7.3A 31.0.0 Duties and Responsibilities 31.1.0 Development Officer 31.1.1 The office of Development Officer is established and one or more employees of the Town shall be appointed by resolution of Council to this position. 31.1.2 A Development Officer: a. shall receive and review development permit applications to determine if they are complete; b. shall refer to the Municipal Planning Commission for decision on an application for a development permit for a discretionary use or a use deemed to be a discretionary use pursuant to s.2.3.3; c. may refer a development permit application to any municipal, federal, or provincial department or any other agency or body deemed appropriate. Any comments received are not binding; d. shall consider and decide upon a development permit application for a temporary use; e. shall refer development permit applications described under s.2.3.3 and s.3.1.3 to the Municipal Planning Commission; f. may, at his discretion, refer to the Municipal Planning Commission for decision an application for a permitted use, in which case the Municipal Planning Commission may approve or reject an application as per s.4.5.1 to s.4.5.5; g. shall receive, review, and refer any applications to amend this Bylaw to Municipal Planning Commission and Council; h. shall keep and maintain, for inspection by the public during normal office hours, a copy of this Bylaw, as amended; a register of all development permit applications and the decisions; and shall ensure that copies of the Bylaw and amendments are available to the public at the fee prescribed by Council; i. may decide upon an application for a home occupation type 1 provided it conforms in every respect to the provisions of the Act, the Banff National Park Management Plan, all applicable statutory plans and this Bylaw; and j. shall perform other such duties as described or implied elsewhere in this Bylaw. Council Agenda 2017.03.13 Page 46 of 77 REQUEST FOR DECISION Subject: Summer Parking Data Collection Presented to: Council Date: February 27, 2017 Submitted by: Adrian Field Agenda #: 7.4 RECOMMENDATION That Council direct administration to proceed with two discrete days of summer evening data collection in Zones D and E, with the costs drawn from the budget stabilization fund. BACKGROUND Reason for Report To provide options for evening data collection in residential areas. Summary of Issue At the Jan 25, 2017 regular meeting of Council the following motion was passed: COU17-22 Moved by Councillor Olver that council direct administration to return with a report outlining the details of the 2017 parking study and cost implications for increased evening data collection. The table below provides options for data collection and the associated costs. # of evening days data collection in Zones D and E 1 2 3 4 5 6 1 week 2 weeks Cost 2,464.29 4,928.57 7,392.86 9,857.14 12,321.43 14,785.71 17,250.00 34,500.00 Pricing has been provided for data collection between the hours of 1 a.m. and 3 a.m. Given the residential nature of Zones D and E, it is anticipated that similar numbers of vehicles will be parked on-street on consecutive nights. It is also likely that turn-over (vehicles moving) is likely to be low during the hours studied. Indigo Park and administration therefore recommend that two discrete nights of data collection would provide a good indication of night-time occupancy in the hours studied. Parking data will be collected for two discrete weeks in Zones ABC per 2015 and 2016. Per council’s direction during budget deliberations, data will also be collected to help inform handicap parking stall occupancy. Costs for both of these initiatives are included in the Engineering operating budget. In addition to motion COU17-22, the following motion was passed and data collected for Zones D and E would be included the report. Council Agenda 2017.03.13 Page 47 of 77 2 of 2 COU17-24 Moved by Mayor Sorensen that council direct administration to return with a report in one year’s time with regard to the provisions in the Land Use Bylaw amended by Bylaw 380 outlining: • projects to-date where bylaw provisions have been applied; • updated relevant federal and municipal census data; • relevant parking information collected; and • any other relevant information Response Options Council could direct administration to: 1. Proceed with 2 discrete days of summer evening data collection in Zones D and E 2. Proceed with a different number of days of data collection 3. Take no action IMPLICATIONS OF DECISION Budget Budget implications are outlined in the table above. Costs for the data collection would be drawn from the budget stabilization fund. Internal Resources The project can be managed with existing internal resources in the engineering department. Banff Community Plan • Provide a transportation system that encourages and complements pedestrian movements and cycling. • Provide a transportation system that enhances the resident and visitor experience. Council Strategic Priorities A limited land base and Banff’s commitment to being an environmental role model means we cannot build our way out of traffic congestion and lack of parking. Our community must embrace more creative solutions to managing traffic volumes, particularly at peak travel times. We will provide a multi-modal transportation system that is economically and environmentally sustainable and that enhances the lives of residents and the experience of visitors. Circulation date: Submitted By: 2017.03.08 Adrian Field, Manager of Engineering Reviewed By: 2017.03.08 Robert Earl, Town Manager Council : Summer Parking Data Collection Council Agenda 2017.03.13 Agenda #7.3 Page 48 of 77 BRIEFING Subject: Progress Report on Social Assessment Recommendations – Year 3 of 5 Presented to: Council Submitted by: Alison Gerrits Director, Community Services Date: March 13, 2017 Agenda #: 7.5 BACKGROUND Reason for Report To provide Council with a status update on the progress made in 2016 toward the recommendations from the 2014 Banff Community Social Assessment. Summary of Issue On February 10th, 2014, council moved to accept the final draft of the 2012/2013 Banff Community Social Assessment as information and adopted the Banff Community Social Assessment as a guide for municipal social planning and program development in our community. At that time, administration indicated to council that this document would be used as a guide for social planning until the next report is tabled in January 2019, and that annual reports back to council would be made regarding activities and progress. The Assessment identified three theme areas, and developed recommendations around each of them. The three themes were: 1) Enhancing Awareness of Programs and Services through Improved Communication 2) Enhancing Community Connections under the areas of “Welcoming”, “Celebrating”, and “Connecting”; and 3) Addressing Affordability Issues under the areas of “Financial Literacy”, and “Affordable Goods and Activities” On an annual basis, Community Services incorporates (predominantly through the FCSS supported functions), various project work related to the recommendations from the Banff Community Social Assessment into the annual work plans of team members. The following is a summary of the progress that was made in 2016 toward the recommendations cited from the Banff Community Social Assessment. Previous years activities will be kept in this document, so that at the end of the five year period, council will have a complete picture of the activities undertaken throughout the course of the municipality’s response to the recommendations. Theme #1: Enhancing awareness of programs and services through improved communication Create and initiate a Communication Plan 2016 • • Continuation of Red Door Campaign – all activities from last year still in place and addition of “Here to Help” banners installed on front plaza of Town Hall Presence at Community Events to promote services and programming. Staffed a booth at the Summer Farmers market (1 per Council Agenda 2017.03.13 Page 49 of 77 2 of 20 • • 2015 • • • • • • • • 2014 • • • Initiate “GateKeeper” approach (ensuring that front line staff in a variety of industry areas are aware of programs and services, so they can refer them to people 2016 • • month) and at Community Table (Sept onwards) Here to help landing website saw less hits in 2016 than 2015, but increases were seen to other program specific sites (banff.ca/access, banff.ca/affordable, banff.ca/events, banff.ca/volunteer) Seeing overall participant increases from 2015 to 2016 in participation in programs and workshops for both FCSS areas and Recreation “Red Door” campaign fully launched with local newspaper ad rotation, ads on Roam transit, TOB garbage trucks, Community Class calendars, addition of tag line to all Community Services specific program advertising Short “Here to Help" video produced and playing in Lux Movie Theatre prior to movies starting Materials made available in resource racks in new locations throughout the community Here to help web page got 619 page views in 2015 “Here to help” sign installed in Community Services office New program poster consistent “look” that can be produced inhouse increasing number of posters and better visual advertising Increased Facebook advertising with new posters with positive community feedback and increased program attendance and awareness Program posters framed and displayed in office area and back entrance hallway in town hall to encourage more cross awareness from clients regarding other services and programs Communication plan was developed with Communications Dept. in Q2 in 2014 to address lack of awareness around support services being inside Town Hall. Marketing campaign finalized and developed in Q4– red open door & “We’re Here to Help”, along with awareness signs on different programs and services – placards put on transit buses end of 4th quarter 2014, bookmarks & banners created, full launch in 2015. Website established: www.banff.ca/heretohelp and launched in December. Senior Support Coordinator completed facilitator training to deliver a 9 Module course “Compass for The Caregiver”, a program that encourages caregivers to care for themselves. Participants gain an understanding of the journey and how to make it less difficult. The Family School Liaison Worker partnered with Community Agencies (AHS, CRPS, BVPL, RFTS,FCSS) to provide an educational presentation and assist with the development of a new Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 50 of 77 3 of 20 who need them) • 2015 • • • • • 2014 • • • • • • • Explore options for bringing the 211 2016 • service for parents of Anxious Children. Outcome: Over 70 professionals and parents attended. Positive change related to increased knowledge was seen on the topic of Anxiety and services available. Pre-post difference saw a 33% increase in knowledge. 157 community members trained as Community Helpers, 20 trained in ASIST, 41 in Safetalk, (all programs to help individuals combatting depression or suicide, and connecting them to the right services) Met with Mineral Springs Hospital to review programs and services to ensure awareness for referrals Seniors Support Coordinator completed facilitator training to deliver “Taking Action on Elder Abuse”, which assists people with signs to be aware of and how to connect individuals to appropriate resources Lake Louise Fire Department members participated in Community Helpers Program Banff Fire Department members & partners (27), and their children (9) participated in Critical Incident Stress Management workshop 113 community members trained as Community Helpers, 61 trained in ASIST, 42 in Safetalk, and 93 in the “helping skill” (all programs to help individuals combatting depression or suicide, and connecting them to the right services) Presented to Primary Care Network nurses to ensure greater awareness of FCSS services (March 2014) In 2014, 4 training sessions occurred with: Safeway staff, Bank of Montreal, Mount Edith residents, and Seniors Society members on signs to look for with respect to Elder Abuse, illness, dementia, and personal neglect. Provided Critical Incident Stress Management training for Fire Department staff (sharing of mental health resources in the community) – March, 2014 Working with Lake Louise HR committee and Lake Louise Recreation Director to share resources and community information available so they are better equipped to share info with employees and residents (ongoing 2014) Sharing community resources and information through position on Learning Support Team (Canadian Rockies Public Schools) “Locals Take Care of Each Other” messaging included in the Banff Ambassador Presentation Trained 108 Community Helpers (full 2 day training), and 132 (1 day helping skill training) in 2014 Marketing strategy of the 211 service continues (i.e. 211 Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 51 of 77 4 of 20 service to Banff • • • 2015 • • • advertisements are on the ROAM regional transit service, utility mail outs, new cards created and distributed). Call volume increased by 26% for the 211 service in 2016 – continue to focus on marketing efforts to ensure awareness of the service There was a new online chat function added to the 211 service at the end of 2016, which may be more appealing to some users Advocacy effort underway to obtain provincial funding support for province wide 211 service (took successful resolution to FCSSAA AGM in Nov 2016) 211 service went live in the Bow Valley on September 3rd, 2015 Manager of Community Services will sit on the 211 Provincial Steering Committee moving forward (conference calls 4 times/yr) Marketing materials developed (resource cards and post it notes) to let people know about this 24/7 telephone support service 2014 • Use the Community Connections sections in local papers on a more consistent basis Worked collaboratively with municipal partners (MD Bighorn, Town of Canmore), obtained pricing from provincial 211 and determine feasibility to launch, approached Council in budget process 2015, and received support from all 3 municipalities to launch the 211 service. • Launch date to go live: July, 2015 2016/2015/2016 • COMPLETE – this strategy has been incorporated into our regular practice of informing community of upcoming events 2014 • Settlement Services, non-profit course (local and webinar sessions) advertising is being done in these sections on a more frequent basis Theme #2: Enhancing community connections WELCOMING Explore options 2016 around the creation • of a “Welcome Wagon” initiative to engage new residents and welcome them to Banff • 78 Banff Ambassador Program presentations and oaths taken by 2840 new young adults in Banff (Of 250 participants surveyed, 95% either strongly agreed or agreed (with the statement, “The Banff Ambassador Program has helped me to feel a sense of belonging to the Banff community.”) Established new program: “Community Connections in the Bow Valley” with funding from Immigration, Refugee and Citizenship Canada - the program is available for immigrants and Canadians as a partnership with Settlement Services, Town of Banff, Town of Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 52 of 77 5 of 20 • • • 2015 • • • • • • 2014 • • • Identify broad indicators of a 2016 • Canmore. In the first 6 months of the program there were 209 participants in programs to building connections & welcome; 38 participants in programs bridging to agencies & institutions; and 11 volunteers & 5 matched families/ individuals as Community Connectors for 4 month support. 97 workshops delivered to 2768 participants on “Living in Canada as a Permanent Resident”, “Welcome & Orientation to Schooling in Canada” and other pertinent topics. 44 students and 57 parents participated in the “Newcomer Orientation Welcome and Parent Orientation” (100% felt more prepared to start school in Canada, and 95% indicated they made friends or got to know people better because of the program) Worked on 3 year funding proposal to secure ongoing funding for Bow Valley Immigration Partnership and Settlement Services which includes Community Connections which provide many of the welcoming programs & research in collaboration with the Town of Banff. 130 Banff Ambassador Program presentations and oaths taken by 3202 new young adults in Banff (Of 458 participants surveyed, 94% either strongly agreed (44%) or agreed (50%) with the statement, “The Banff Ambassador Program has helped me to feel a sense of belonging to the Banff community.”) 67 workshops delivered to 667 participant on living in Canada as a Permanent Resident 39 students and 25 parents participated in the “Newcomer Orientation Welcome and Parent Orientation” (Of 17 participants surveyed in the newcomer orientation welcome, 94% felt more prepared to start school in Canada, and 100% indicated they made friends or got to know people better because of the program) New Welcome and Community Connections brochure racks in the community heavily utilized 3 Welcome and Community Connections sessions at Community Lunch over 60 in attendance New Welcome and Community Connections information sheet 95 Banff Ambassador Program presentations and “Oaths to be a local” to over 2500 new young adults to Banff 60 workshops delivered to 600 participants on living in Canada as a Permanent Resident 50 students and 29 parents participated in the “Newcomer Orientation Welcome” program The new Community Connections Coordinator researched other Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 53 of 77 6 of 20 “Welcoming Community” and review other community initiatives to see if there are additional projects in addition to Recommendation 5 that could be considered. • • • 2015 • • • • 2014 • • • community projects and implementation of any relevant ones will be planned for 2017. The Bow Valley Immigration Partnership (BVIP) presented their Integration Scorecard to Local Immigration Partnerships across Canada at a LIPs Learning Event in Calgary and the Pathways to Prosperity National Conference. These presentations invited collaboration around development of a shared tool to measure integration at the community level. Plans for this collaboration are being integrated into the 2017-2020 Immigration, Refugees, and Citizenship (IRCC) Call for Proposals as part of an IRCC project to improve measures of settlement programming. BVIP entered year two of Integration Strategy implementation aimed at building a welcoming Bow Valley. An annual report on 2016-2017 activities will be released at the end of March. BVIP Council and Immigrant Advisory Group (IAG) remained active and engaged. New members included IAG representatives from Lake Louise, Parks Canada, and the Primary Care Network. 31 members participated in an all member forum to provide feedback on the 2016-2017 action plan. The Bow Valley Immigration Partnership finalized a three year Integration Strategy in 2015 (based on welcoming community indicators identified in 2014 ) and began its implementation. Details of strategy at www.bvipartnership.com/integration-strategy. Over 30 people attended a community forum and online input to finalise the strategy and identify steps to welcoming. BVIP began to revise and refine a “welcoming community scorecard” which will be used to benchmark progress moving forward BVIP expanded its membership to include multi-sector working groups on employment, education and language learning, civic and political participation, and social integration, over 40 representatives. “meet the locals” education campaign launched to build connections to who is in our community on Instagram & web Established an immigrant roundtable for the Bow Valley as part of the Local Immigration Partnership (14 participants) – 32 applied to join Bow Valley Local Immigration Partnership staff had a presence at 25 community consultation or outreach events in 2014, focusing on welcoming community. Posed question to participants at CONNECT 2014 around what makes a welcoming community (approximately 40 people answered the question – information rolled up and distributed) Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 54 of 77 7 of 20 • CELEBRATING Explore options for 2016 more community • driven, resident focussed events or festivals to celebrate living in our mountain community • • • • • • • 2015 • • • Report written and tabled based on the 17 characteristics of a welcoming community and strategies for the Bow Valley in Q4 5 Movies in the Park held during the summer of 2016 with 530 people attending, and 24 volunteers helping out. In 2016 we aimed to partner each Movie night with a Banff agency and have social issue addressed (educational commercials and providing community resources at the concession booth; Banff PRIDE, Harmony Project, Mental Illness Stigma Support and ACFA Régionale de CanmoreBanff) 5 DJ in the Park events held in 2016 with approximately 380 people attending, and 29 volunteers helping out (94% strongly agree and agree that “DJ in the Park gives me a stronger sense of connection with my community”) Participated in planning and running the 5th SHINE event in Oct. 120+ attendees, 10 individual honorees, 1 group. 100% of those who responded said they felt more connected to their community as a result of attending, and more interested in getting involved as a result. Showcased local musician and new immigrant, Yanni Farias. Community Table (formally Community Lunch) served 1400 meals to residents in 2016) Weekly Pasta Night for young adults for 9 months of the year – served 1490 meals with the help of 33 volunteers over the year and offered entertainment and games nights throughout the winter BanffLIFE Christmas dinner served dinner to 301 participants in December with 32 volunteers Various staff supported community driven events in 2016 such as the chess club, theatre collective, and #meetthelocals. The FCSS Buildings Bridges Grants supports and funds community driven projects some of which are events. In 2016 the following were funded: Banff Showcase of the Music festival, Banff Waiters Race, Music Diversity. 5 Movies in the Park held during the summer of 2015 with 720 people attending, and 38 volunteers helping out 6 DJ in the Park events held in 2015 with approximately 990 people attending, and 23 volunteers helping out (78% strongly agree, 15% agree that “DJ in the Park gives me a stronger sense of connection with my community”) Participated in planning and delivery of SHINE event in November (150 attendees, 10 honourees, 15 volunteers) – 97% of those who Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 55 of 77 8 of 20 • • • • • • 2014 • • • • • • • Explore the possibility of coordinating a multicultural event – look at options including celebrating holidays from other cultures, celebrating food, dress, dance, culture 2016 • • attended said they felt more connected to their community as a result of attending, and more interested in getting involved as a result. Community Lunch 2015 served 1529 meals to residents in Banff Weekly Pasta Night for young adults for 9 months of the year – served 1443 meals with the help of 55 volunteers over the year and offered entertainment and games nights throughout the winter Staff support provided to help organize 2 concerts put on in honour of Temporary Foreign Workers in Banff, with a combined turnout of 190 people BanffLIFE Christmas dinner served dinner to 333 participants in December (96% of attendees said they were more interested in being involved in my community as a result of attending the Christmas Dinner”) Family friendly New Years’ Event held for 2nd year – saw upwards of 800 people come out to participate (25% residents, 75% visitors) FCSS Building Bridges grant funding provided to support Banff Pride events targeting youth/young adult participation. 3 Movies in the Park held during summer of 2014 with 400 people attending – predominantly residents Ten DJ in the Park events held in 2014, with approximately 800 people attending (broad mix of people attending, predominantly residents across all demographic sectors) Participated in planning and delivery of SHINE event in November 2014 (10 award recipient, approximately 200 attendees) 7 days of art (community chalk board art) held in May of 2014 Hosting of Community Lunch for all residents of Banff- 1332 meals served in 2014. Hosting of weekly Toonie Pasta Night (Oct to June) for young adults in Banff – over 1600 meals served in 2014 Delivered a family friendly/young adult New Years celebration with Recreation staff from 7pm to 10pm at skating rink (524 people attended – 109 were Banff residents) Bow Valley Immigration Partnership (BVIP), together with the Banff Canmore Community Foundation, convened meetings of community and ethno-cultural groups, non-profits, municipalities, and other event and activity planners to share plans and collaborate around Canada’s 150th celebrations. Promoted welcoming and inclusion as celebration themes. Created a Basecamp.com (project management site) project for organizations to share plans, connect, and collaborate around 2017 activities. BVIP helped develop one application and wrote letters of support for two multicultural themed applications for Canada 150th funding Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 56 of 77 9 of 20 • • • • • 2015 • • • • 2014 • • • Explore options to showcase local recreation and social groups, volunteer opportunities, service clubs, organizations and businesses with entertainment and 2016 • • • BVIP Immigrant Advisory Group members independently organized cultural celebrations including Filipino Independence Day, and the Banff International Waiter’s Race, which brought together competitors from around the world. A #MeetTheLocals event was held and diverse Banff locals featured on #MeetTheLocals and Humans of the Bow Valley social media channels. Connections with federal and provincial funders were developed with the Town of Banff and BVIP for multicultural projects. Interagency presentations have been planned for early 2017 with a view to request funds collaboratively. FCSS supported the Filipino community and emerging groups on self-organizing, planning events etc. Town of Banff waived Central Park and facility booking fees for the Filipino Organization in the Rocky Mountain’s Independence Day celebration event – over 100 individuals attended Events with a multicultural focus held this year include: TFW concert and variety show hosted, Canada Day and Housekeeping Olympics saw BVIP participation, Filipino Christmas Party and cultural celebration held in December BVIP incorporated planning for larger multicultural events as a long term role for the partnership BVIP has begun planning with partner organizations for a travelling multicultural art exhibit on the theme of “150 Years of Welcoming” to coincide with Canada’s 150th. Involving immigrant volunteers in your organization workshop to enable other organizations to explore this area too. Bow Valley Immigration Partnership (BVIP) held a multicultural potluck & community conversation on diversity on May 25 BVIP’s Immigrant Advisory Group held a potluck of their own on December 29th BVIP is forming a working group on social integration, with the first meeting to be scheduled in January. One of the ideas they will be exploring is a community celebration of diversity. Third year of Banff.ca/volunteer website - 4127 hits to the site in 2016 & “Volunteer Banff” Facebook page had 479 likes as of Dec 31st 3rd annual Early Years Fair at the Banff Fenlands. Over 35 families and 20 early childhood service providers (i.e. AHS, local dentists, Banff Childcare Centre etc.) were in attendance Hosted the Banff Volunteer Appreciation Barbeque while Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 57 of 77 10 of 20 activities for children and families • 2015 • • • • 2014 • • • • • • CONNECTING Identify free or low cost options for meeting spaces that allow groups to meet informally. Alternatively, for those that need quiet 2016 • • • showcasing other volunteer opportunities - 137 participants/volunteers attend volunteer appreciation BBQ and 4 organizations (i.e. AHS, BLLT, YWCA, Parks Canada) set up Volunteer Booths to recruit. New marketing tool was created to highlight groups and ways for people to get involved Second year of Banff.ca/volunteer website – 3906 hits to site in 2015 “Volunteer Banff” Facebook page created in March 2015 – had 294 “likes” as of Dec 31, 2015. 2nd annual Early Childhood Development Spring Resource Fair held in May at the Fenlands – 17 service providers, 43 families & 51 children Hosted the Banff Volunteer Appreciation Barbeque while showcasing other volunteer opportunities - 128 participants/volunteers attend volunteer appreciation BBQ and 3 organizations (i.e. AHS, BLLT, YWCA) set up Volunteer Booths to recruit. Held 1st ever ECD Spring Resource Fair (booths for families with children 0-6) in Banff – 70 families & 100 children attended in May 2014 at the Fenlands Recreation Centre Volunteer support position (.2 FTE) created in Q1 2014, marketing created (“Volunteer While You’re Here” campaign) Mountain FM volunteer radio series developed (13 radio interviews done in 2014) New volunteer website developed www.banff.ca/volunteer highlights a variety of opportunities in Banff – 3702 hits Participation in local info fairs to highlight community information and hand out resources– 4 fairs attended (Summer Sizzler – Banff Centre, Banff Springs Health & Safety Fair, Job Resource Fair, Bear Aware) Volunteer appreciation/opportunity event to be held in April 2015. Banff Community Foundation space (supported in its development by FCSS in 2015) was well used in 2016 – 2500 free visits to the space by 30 different user groups Update of “community spaces list” is ongoing by FCSS “Community Café & Community Creations” continued to offer informal drop in opportunities to gather & play games, color or craft Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 58 of 77 11 of 20 time, identify free, safe and quiet spaces. Ensure these are well publicized. • • 2015 • 2014 • Explore opportunities for intergenerational programming including a review of best practices in other communities. 2016 • • • • 2015 • • • 2014 • • at local cafés or the Banff Public Library. Renovations at 101 Bear Street were completed. New sub-lease agreement allows for evening and weekend use for programming, adding two additional spaces to the community. Exploratory discussions held with Banff Canmore Community Foundation regarding development of downstairs space. New space became available in 2015 at the Banff Community Foundation office – this is a free space available for groups to meet (FCSS wrote letter of support for this initiative) – this has been added to our “community spaces” list – info is shared with community members who call to inquire about free space Information has been collected on free or low cost options for meeting spaces. This information will be added to the existing Community Space Inventory document outlining community “forrent” spaces once the document has been updated in early 2015. Community Table (formally Community Lunch) continues to see a broad mix of intergenerational attendees and increasing numbers of participants. Community Singing brings all ages and countries together from 5 years olds to octogenarians. In 2016 there were over 25 sessions and over 250 people attending, including monthly afternoon sessions January to June at the Seniors Tea. Average attendance from 5 to 20. Some seniors still attending Pasta Night BanffLIFE Christmas Dinner is for the whole community; seniors attend and the girl guides made decorations and sing Christmas carols. Community Lunch sees a broad mix of attendees of all ages and demographics 2 BanffLIFE/Seniors intergenerational hikes held in 2015 with 16 participants (one on Tunnel, one at Larch Valley) Community Singing in partnership with the Banff Seniors Association and Banff Library average attendance 20-30 kids, adults and seniors, 170 total with very positive feedback and volunteer session continued over Christmas. BanffLIFE and Seniors Support are exploring options for hosting intergenerational “Tunnel Hikes” in 2015. Some seniors have started to attend Pasta Night. Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 59 of 77 12 of 20 Support local initiatives that bring neighbours together. 2016 • • 2015 • Look at the creation of a “local outdoor ambassador” program to connect Banff locals to newcomers for the purpose of connecting to the outdoors. 2014 • 2016 • • • • • • 2015 • • 2014 • Research and meetings conducted with “Abundant Communities” in Okotoks and Edmonton. This is a neighbourhood connections program engages community members at the neighbourhood level. Program will roll out to 6 neighbourhoods in Banff in 2017. Two neighbourhood specific events held in 2016 with funding from the Building Bridges FCSS building bridges provided funding for 2 events that will bring local neighbourhoods together in unique ways in 2016. Requests for funds for neighbourhood activities will be considered in future applications. No activity to report in 2014 BanffLIFE continues to certify young adults as day hiking guides (through Interpretive Guides Association, IGA) and has them lead trips for other local young adults (9 IGA certified young adult guides since 2014) BanffLIFE in partnership with Alpine Club of Canada provided training for (young adult) to become volunteer custodians and had 4 hut etiquette trips in 2016. A total of 6 Try It sports options were outdoor activities in 2016 Nature explorers program still operating at BES “Into the Wild” and “Mountain Adventurers” added to TOB program offerings for childcare and activity (both focus on connection to outdoors) New English Language Learners and Physical Literacy Summer Camp with 44 immigrant students developed and delivered by Settlement Services and Bow Valley Immigration Partnership and Canadian Rockies Public School. Recognizing the loss of learning over the summer for language and also the importance of being able to have the skills to take part in sports activities and feel comfortable in the outdoors. Funded by Banff Canmore Community Foundation & Jumpstart. All activities in 2014 continued in 2015 “Try It” series has incorporated snowshoeing into its mix to encourage connection to outdoors…will explore other outdoor topics to try to engage people in 2016 BanffLIFE has established a back country guide training program Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 60 of 77 13 of 20 • • Connect more 2016 isolated workplaces • (i.e. ski hills) to support services and community resources) and ensure that employers are • aware of ways to connect their staff to these resources • • • 2015 • • 2014 • • for young adults Settlement Services have been partnering with Wildsmart and Parks Canada to promote engaging with the outdoors FCSS Partnered with CRPS and BES Parent Council to write CIP grant for Young Naturalist program(Nature Explorers program) for students (with focus on newcomers) 3rd Lake Louise Lowdown community resource info fair (63 participants - 100% reported an increased understanding of community resources available and where to access support), 82% of agencies who participated felt they increased their agency’s exposure and 92% increased their own understanding of the community. Developed new Lake Louise Ambassador Program in partnership with Community Connections, Banff Lake Louise Tourism, Park, Lake Louise HR Committee, ID9, Lake Louise recreation Centre and others. Pilot session in December with 43 participants. Evaluation told us participants felt welcomed, informed, inspired and connected. Attended monthly Lake Louise HR meetings to support community needs and priorities and connect employers with community supports in the Bow Valley. Evaluation told us members valued the connections, information and appreciated people travelling out to Lake Louise. FCSS & BanffLIFE information provided at Sunshine staff orientations, some up at the hill. BanffLIFE hosted 3 Skating on Lake Louise trips for young adults in Banff to connect with young adults in Lake Louise (33 Participants) Through FCSS grant that funds ID#9 work, held 2 community resource information fairs in Lake Louise (142 participants, 98% agreed event increased understanding of local resources and where to go for help) Have made concerted effort to distribute 211 marketing materials to more isolated work places Significant work done in Lake Louise in 2014 (via FCSS agreement) – facilitated meeting with agencies to establish plan, 7 sessions delivered for parents with young children, connected HR staff and businesses with social supports, developed funding request to PCN to provide more supports to Lake Louise 12 presentations delivered to 576 people at Sunshine Ski Hill in 2014 Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 61 of 77 14 of 20 on community resources • BanffLIFE hosted a conversation café in Lake Louise in partnership with Primary Care Network- discussion related to sexual health and healthy lifestyles. 2016/2015 • Update: Banff Ideas Bank stopped operating in 2015 - based on what we’ve learned, we will focus on community connection activities, free access to encourage more participation, and a variety of new opportunities to appeal to various interests (i.e. Community Singing, Try It etc) Engage in discussions with Banff Ideas Bank to host a conversation on “getting connected” in the community, why it’s important, and what 2014 prevents people from • connecting • Explore possibilities 2016 for the creation of a • “Banff Action Club” that takes ideas that have been “deposited” to the 2015 Banff Ideas Bank and • makes them happen 2014 • • COMPLETE: BanffLIFE and Banff Ideas Bank co-hosted a discussion on “Do you feel welcome in your community?” (March) – discussion focussed on connection to community Community conversation held in April 2014 around welcoming community FCSS have supported the development of 2 new resident led programs: MISS (Mental Illness Stigma Support), and the Banff Food Rescue Group. FCSS Community Development staff have helped to support interested citizens with new ideas to get things started including a series called “Music Jam, Sing and Tea”, and 2 additional cultural music events, all coordinated by Banff citizens BanffLIFE Gravity program has incorporated a “community projects” component for participants. In 2014, the group worked on the creation of a “Free Banff” Facebook group to highlight free or low cost opportunities for residents Community Builders program initiated. 188 individuals registered across the Bow Valley to take a 90 leadership program as a starting point for creating leadership to tackle community issues. Theme#3: Addressing Affordability Issues FINANCIAL LITERACY Conduct an asset 2016/2015 mapping exercise • COMPLETED around Financial • New financial literacy programs and services being brought on as a Literacy programs result, annually (see recommendation below for information) and services available in Banff, and 2014 Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 62 of 77 15 of 20 establish what exists currently and what else is needed • • • In collaboration with community partners, explore options around Financial Literacy programming which could include enhancing services around 1 to 1 debt counselling and the Money Mentors initiative • • 2016 • • • 2015 • • • • 2014 • • • • Asset mapping exercise completed with Bow Valley agency group in 2013. Federal, Provincial and local resources identified for use with a variety of populations e.g. newcomers, seniors, families, students etc. Group agreed that in conjunction with offering workshops, integration of resources and information into existing programs ie. CALM classes, client meetings etc. will be key. Updates to resources are provided. Group to meet annually to highlight activities and future strategies. Development of marketing campaign with Canmore FCSS highlighting importance of getting taxes done at any time of year in order to access key income enhancing benefits. Marketing of FCSS as provider of 1 to 1 Money Management Support and Money Mentors on-line courses. (6 clients supported in 2016 – all reported increase in knowledge of credit, budgeting and money management) Training of 7 local agencies on services available through Money Mentors. (100% of participants reported increased understanding of resources available for their clients) 20 participants in RESP training session to provide front line ECD providers with information on importance of education savings plans (100% of participants increased knowledge and confidence regarding informing others of this important program” “Free Money Party” held in October 2015 – 12 participants - geared for families with children to open RESP’s and learn about other community resources. (100% of participants indicated enhanced knowledge on local affordability resources and increased likelihood of starting RESP). “Money Basics” workshop held in October 2015 – 15 participants (82% indicated enhanced ability to manage money and make money decisions with more confidence) Momentum financial literacy facilitator training provided to two residents to enable them to support the community. Developed financial literacy workshops and delivered in April (7) (geared toward newcomers) and November (23 participants) Have advertised financial literacy webinars to community Distribution of financial literacy workbooks at Connect 2014, Health & Safety Fairs, in pamphlet racks and to clients. Coordinated presentation by Money Mentors program at Bow Valley Interagency and to students at Bow Valley College. Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 63 of 77 16 of 20 AFFORDABLE GOODS AND ACTIVITIES Explore possible 2016 food security • Good Food Box program continues – there were 20 unique users of initiatives with Banff program and 36 boxes ordered. New in 2016, the program community members continued through the summer months with the assistance of a local (i.e. good food box, market vendor. Plans to evaluate this program and its impact in collective kitchen, 2nd 2017. community • Plans underway in 2016 for a 3rd Community Greenhouse - slated greenhouse) for 2018. Greenhouse Society currently looking at potential granting opportunities. • 61 participants at food waste film increased awareness of food waste and food rescue. (As a result of attending, 98% said they were more likely to decrease personal food waste and 96% of participants stated they were more likely to get involved in the community regarding this issue” • 30 +participants at food security movie (100% of attendees said they were more likely to get involved with this issue in the community as a result of attending) • Food Rescue program set up by local resident with support from FCSS. • Early stages of Food Alliance development involving members of key food organizations. • Food programs hosted including 5 for $5 and Make Time for Meals. • Started “pop up” cooking demonstrations at Community Events 2015 • • • • 2014 • • • Good Food Box program launched in Q4 2015 – Banff Access Card holders are eligible to participate – boxes delivered prior to Pasta Night. Currently 6-10 participants. 18 participants in Shopping Whiz and Slow Cooker Savvy Workshop series held in 2015 (100% of participants agreed that the course increased their ability to shop more affordably in the Bow Valley) Grant received in 2015 to create “Cooking Collective” classes in 2016 Feasibility of 3rd Community Greenhouse to accommodate growing need was assessed, and applications for funding grants commenced. 40 participants attended a food security presentation and a community based food security working group was established in January 2014 2nd Community Greenhouse operational and highly used (group has since built outdoor beds to increase capacity due to high demand) Good Food Box Program established in partnership – launch to occur in 2015 Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 64 of 77 17 of 20 • • • Continue to explore options around the creation of a Banff Re-Use it Centre or alternative ways to create more local sources for affordable goods (i.e. gear exchange) 2016 • • 2015 • • • 2014 • • • Continue to publish the Affordability Guide 2016 • 2015 • 2014 • • Continue to support low income support programs including 2016 • • 2 low cost food shopping classes offered in 2014 with over 30 participants Facebook page established by one of workshop participants – “Bow Valley Shopping Whiz” – to keep people up to date on current deals in the Bow Valley Santa’s Anonymous incorporated Good Food Boxes and healthier food options in hampers in Dec 2013, and 2014. Banff Re-Use-It Centre officially opened in September. It is a hub of activity both in the deposit and pick up of household goods. 500 + visits between beginning of September and end of December. 3rd annual Community Rummage and Bike Sale held in June. Over 300 people attended. Recommended it is combined with Connect for 2017 and held a month earlier. Evaluations shows overwhelmingly the desire for a community rummage sale. 2nd annual Community Rummage and Bike Sale held in May 2015 (approximately 450 attendees) Free Large Item leave and take system being planned by Operations Local use of websites such as Kijiji and Bow Valley Buy and Sell, Bow Valley Mom Hub etc. appear to be one of the most popular ways for people to access affordable goods Hosted 1st annual Community Rummage and Bike Sale in May 2014 (almost 400 attendees) Settlement & TFW program collected and distributed donated winter clothing Re-Use it Centre (leave and take model) based on Invermere model was presented and approved by Council for 2015 Latest edition of Affordability Guide completed – New look and updated information, circulated Bow Valley wide Plan to update again in 2016 Latest edition published and distributed in summer 2013. “Free Banff “ Facebook page established as project for Gravity Program – Jan 2014 445 unique users registered to 263 Banff Access cards 58% of all affordability program users are connected to an Access Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 65 of 77 18 of 20 in-town transit, regional transportation, taxi pass programs, etc. Monitor statistics of these programs to determine average years of use. • • • • • • • 2015 • • • • • • • • • 2014 • • • • card Soft launch of Banff Access Card- Partnership Program with local businesses. Three businesses currently offering discounts as of end of 2016 2016 affordability program stats: 767 unique users of affordability programs (593 adults, 174 children) Santa’s Anonymous- 155 hampers provided to 348 individuals (242 adults, 106 children) 212 unique users of low income local transit pass 262 unique users of low income regional transit pass 938 taxi passes distributed to 69 unique low income seniors/AISH recipients Income Tax Program -126 returns for 104 unique users. Total combined refunds over $45,000 Banff Affordability Measure put into effect for January 1, 2015. Banff Access Card launched in May of 2015 – 231 unique users registered to 96 cards as of Dec 31st 2015 40% of all affordability program users connected to an Access card 2015 affordability program stats: 576 unique users of affordability programs (435 adults, 141 children) Santa’s Anonymous –161 hampers provided to 313 individuals 177 unique users of low income local transit pass 168 unique users of low income regional transit pass 804 taxi passes distributed to 57 unique low income seniors/AISH recipients. Income tax program - 104 returns for 89 unique low income residents. Total combined refunds over $50,000. New low income cut off level was developed and presented to Council in Q4 - approved by Council for launch in 2015 Banff Access Card concept was developed and presented to Council – to be launched in Q2 of 2015 (program will allow for expanded discounts for low income residents in the areas of childcare, recreation & pet licenses) Negotiations were made with ROAM to add a discounted 10 ride bus card to our affordability program – launched Q4 2014 2014 affordability program stats: 471 unique users of affordability programs (359 adults, 112 children) Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 66 of 77 19 of 20 • • • • • Promote the creation of more affordable activities (i.e. coffee houses, crafts, art coop etc.) 2016 • • • • • • • • 2015 • • • • 2014 • Santa’s Anonymous – 132 hampers to 290 individuals 155 unique users of low income local transit pass 80 unique users of low income regional transit pass 894 taxi passes distributed to 69 unique low income seniors/AISH recipients. Income tax program completed - 88 returns for 73 unique low income residents. Largest refund for someone who had not filed since 2010 received $12,000. Development of new poster “Free and Low Cost Things to Do In Summer” highlighting regular opportunities in Banff. Due to the response to this resource on social media and printed materials another poster was developed for winter. Free 55+ Urban Poling and Urban Poling/Snowshoeing – 37 participants Free “Ted Talks” the third Wednesday of the month at 101 Bear Street Free Seniors Adaptive Bike Rides – (30 rides in its short season) Community Singing has continued (250 participants) Community Café providing games, adult coloring and conversations starters at local café and the library continued. Feedback that this is more used in the winter colder months. Approximately 100 coloring pages restocked during the year. Pilot of 2 cafés expanded to 5 in 2016. “Community Creations” program developed in partnership with the Banff Public Library (providing space) and Rundle United Thrift Store (providing supplies). A self-running bi-monthly session for people to craft together all ages. 40 free/low cost Try-It’s offered in 2016 with 1065 participants Café Community launched in 2015 – games, cards distributed at local café in Banff to encourage gathering Community Singing launched in 2015 – free drop in singing opportunity – 170 participants (97% felt a greater sense of community belonging as a result of participating, 97% appreciated attending an affordable activity) Free “Try It” series launched with opportunities to participate in new sports activities (all equipment use and instruction free) Free drop in walking program started at Fenlands, urban poling class for seniors continued, as did hiking club Banff Coffee House offered free Christmas concert with local artists and has offered low cost concerts throughout the year. This Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 67 of 77 20 of 20 • • • • dedicated group of volunteers plans to offer concerts at in 2015 as well. “Café Community” concept to be initiated in 2015. This would allow for low cost activities such as arts, crafts, games, or a book club to be hosted once per month by a local café through the winter months. BanffLIFE received a grant to train two apprentice apprentice hiking guides who volunteered for BanffLIFE as part of the agreement to cover their costs- therefore able to cut hiking program fees by 50%. Seniors were offered a free urban polling class (Nordic walking) and Tunnel Tuesdays- a free weekly hiking club. Free weekly Community Lunch meals and Toonie BanffLIFE Pasta Night Wednesdays continue to operate. The FCSS & Social Planning function area within Community Services will continue to work on the recommendations from the Social Assessment to further work in the areas of Enhancing Awareness of Programs & Services, Enhancing Community Connections, and Addressing Affordability Issues. Our year four social assessment update to Council will occur in Q1 of 2018. ATTACHMENTS Submitted By: Alison Gerrits, Community Services Manager Reviewed By: Robert Earl, Town Manager Council: Community Social Assessment Update Council Agenda 2017.03.13 Agenda #7.5 Page 68 of 77 Agenda Item 8.1 Council Agenda 2017.03.13 Page 69 of 77 Council Agenda 2017.03.13 Page 70 of 77 Council Agenda 2017.03.13 Page 71 of 77 Council Agenda 2017.03.13 Page 72 of 77 Council Agenda 2017.03.13 Page 73 of 77 Agenda Item 8.2 Council Agenda 2017.03.13 Page 74 of 77 Council Agenda 2017.03.13 Page 75 of 77 Council Agenda 2017.03.13 Page 76 of 77 Council Agenda 2017.03.13 Page 77 of 77
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