Village of Haines JunctionRegular Council Meeting

7:00 January 23, 2019

Council Chambers

AGENDA

1. Call to Order

2. Acknowledgement of CAFN Traditional Territory

3. Additions to the Agenda

4. Adoption of Agenda

5. Adoption of Minutesa. Draft Council Minutes 2019-01-09

6. Hearing of Delegations

7. Public Hearings of Bylaws

8. Council Questions on Agenda Items

9. Passage of Bylaws and Policies

10. Staff Reports and Recommendationsa. VHJ Briefing note: Public Worksb. Budget Guiding Principles (to be viewed in conjunction with Administration Work Plan)

11. Committee Reports and Recommendations

12. Approval of Accounts Payablea. Municipal Accounts Payable to January 23’, 2019

13. New BusinesslBusiness Arising:a. Parks request for use of EMS building for the purpose of a muster point in the case of emergencyb. CRG Final Report — Presentation: for discussion and directionc. Historical Building Condition Assessments on Recreation Complex - for discussiond. Exercise equipment in Arena — for discussione. Request for Motion: In-kind donation of plowing of rodeo grounds for Silver Sled

14. Information and Correspondencea. Recyclables donationsb. FCM Communique re: new federal minister for rural issuesc. Species at Risk Act (SARA) updated. 2019 Municipal Calendare. Invitation from Commissioner Bernard for informal meeting with Mayor and Councilf. Yukon Liquor Corporation correspondence regarding follow-up to in-person briefing on November

1 3th on Private Cannabis Retail Licensingg. Haines Junction Health Centre Newsletterh. RCMP December2018 Reportl. Letter to Minister Mostyn from Wade lstchenko, MLA Kluane re: highway signage and crosswalkj. Email correspondence from Amy Law re: Wetland roundtable 3 report and roundtable 4 datek. FCM request for Asset Management representative from Village for webinar

15. In CameraNegotiations

16. Councilor Reports

17. Adjournment

Next Regular Council Meeting Is February l3, 2019 at 7:00 pm in Council Chambers.

If you would like to be on our email list for agendas and agenda packages please contact Noelle at the Village Office 634-7100. Meeting agendas and packages are also posted on our website.

Jan 18 2019

VH] Briefing Note

Projects ongoing and future

Deep utilities (project lead YTG Nick Roger PWHJ Dave Collin)Phase 1

• Completion slated for spring 2019

• Deficiency list to be created

• Road surface sealing is only major component left forcompletion

Phase 2

• Construction contract awarded to Wildstone• Site foreman Aiden Gidlow

• Construction start date mid-April weather permitting

Recycling center expansion and biomass pilot (Project lead Collin)• Building expansion to extend free store and add equipment bay• Biomass (wood chip) boiler pilot project to heat existing building

and expansion

• Estimated start date May/June 2019

Rec center/pool build (project lead Cathy and Collin)• Currently working on 0 and M costing for current plan

Well 3 Well house upgrade (project lead Dave)• Project through wellhead and aquafer protection plan

• New well house building, annular seal and concreate slab

CAFN infrastructure planning (project lead Collin and Dave)• Future projects will have impact on existing water and

wastewater infrastructure

• Joint planning is essential

Jan 18 2019

Firehali and PW shop ventilation (project lead Dave)• As per occupational health and safety inspection, adequate

ventilation is required• Engineering has been completed by Northern climate

engineering• Invitational tender documents to be distributed

Old water tower structural assessment• Project yet to be tasked

Lagoon upgrades and Septage receiving station (project lead Collin and Dave)• Project is yet to award substantial completion• SRS is yet to be commissioned• To be completed summer 2019

Potential Regionalisation of landfill (project lead Cathy and Collin)• Currently in conceptual phase• Waiting to meet with Dave Albiser

Village compost program (Project lead Noelle and Ellen)• Conceptual design operation and equipment quotes have been

supplied• Space has been allotted in recycling center building expansion

Renewable energy infrastructure• Project yet to be tasked to staff• Currently researching funding streams

Budget Guiding Principles

Notes:

Priority guiding principles for Budget:

• Sustainability and long-term security• Develop a culture wherein all bylaws, policies and procedures that impact the budget are

reviewed on a regular basis and applied to the budget process.

1. Reserves:

Guiding Principles:

• Legal first

• Good management, mandated responsibilities

• Asset Management

• Strategic funding

• Reduce Corporate risk over time

• Reserves will fit within ongoing planning, will be designed to be simple and workable withflexibility built in.

• In response to the requirements of the Municipal Act, and our OCP

• Triggers will be built in but able to respond to environmental events and change

Recommendation:

> We will rescind existing Reserve Bylaws and replace with Priority Reserves as delineated in aMaster Reserve Bylaw, with corresponding policy and procedure.

> NOTE: long term we will need to look at comprehensive condition analysis of our assets and acorresponding Reserve Fund study in order to ensure we are allocating appropriate amountsinto each reserve.We will also require trained staff to manage AMP.

2. Investments:

Guiding Principles:

• Ethics as per VHJ Vision Statement, with the goal being one of ensuring the health of VHJmonies and adequate resources for the community, we will therefore strive to make as higha return as is possible with moderate risk

• We will make educating the public as we go a priority responsibility

• Council will give direction to the investment firm, which will provide correspondingrecommendations, and the management of which will be the responsibility ofAdministration

Recommendation:

1

Concept will be taken to Council January 9, 2019Administration will be directed to develop draft policy for Council deliberation

3. Fees:

Guiding Principles:

• Create a Master Fees Bylaw that becomes a relevant, and consistently utilizedbylaw/document.

Recommendation:

That Administration start the process of consolidating all fee policies.> That Administration compile actual facility operational costs for Council consideration

during Budget discussions.Regional comparison

> Brief look at existing municipal examples

4. Service Level determination: gold, silver, bronze

Areas to consider:

• Parks, existing and new

• Green spaces maintenance

a Landfill customer service, hours ane of use

• Office customer service, hours and ease of use

• Infrastructure development

• Communication

• Pool, existing and new

• Advertising

a Walking trails maintenance

• Snow removal and roads maintenance

5. GrantsinKind:

Guiding Principles:

• Existing policy allows for discounting to children focused events and activities• Each ask for fee reduction presently goes to Council

• Present process is time consuming and difficult to apply without baseline standards to guidedecisions.

Recommendation:> Research other municipal policies/bylaws and joint use agreements

Calculate true costs for budget discussionAssess community needs and facility/support

2

6. Assessment of existing plans for financial impacts only.

Recommendations:

> List of existing plans and costs incurred> Articulate/understand community buy-in to existing plans> Understood that many of our plans were not passed by Bylaw and may actually be outdated> Understood that there is an implicit ownership in the community of some of our plans

Rate financial impacts within context of budget discussions

7. OCP:

Guiding Principles:

• Our present OCP/Zoning Bylaw is now structurally flawed and as such is causingissues/opportunity cost in our community

• We require a community-comprehensive vision for short/mid/long term growth

• We need to involve our neighbors and stakeholders in our process

Recommendations:

Will take Councillor Courtney Quinn forward to Council meeting as appointee to OCPSteering Committee.

> Will contact YG and CAFN Steering Committee participants.> Steering Committee will meet and will commit to timelines with understanding that

OCP/Zoning Bylaw to be complete in its entirety by year’s end.> We will consult with YG Indigenous Affairs through Community Affairs on our duty to

accommodate on traditional lands and municipal land contiguous to CAFN lands.

8. Zoning Bylaw: (looking to May)

Guiding Principles:

Our existing zoning bylaw, because of its age, is causing us issues as far as relevance to today’senvironment and regulations. This is therefore a structural issue and we have a timeline on ournew OCP/Zoning Bylaw revision and implementation. We need to address the structural issuescreated by our existing Bylaw. It is in our collective interest to seek a satisfactory resolution toour zoning issues in a comprehensive fashion.

Re-present at a Council meeting and create narrative in a YouTube format

9. We need to set up an effective “Education, Compliance, Enforcement” function for VHJ, as wetransition to a new world order with new OCP/Zoning Bylaw.

3

10. We will look to partnering opportunities (EMS, CAFN)11. ADR/mediation culture

12. Infractions/ticketing structure13. Administration will look to different models of service delivery for budget considerations

NOTE:

Members of Council will start to articulate their values regarding the following:

14. Fees — cost recovery, subsidy, 2 tier user pay systems15. Taxes — equitable distribution, what should taxes cover16. CMG split between O&M and Capital17. AMP dedicated reserves

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Jan 14, 2019

Kluane National Park&Reserve119 Logan StreetHalnes Junction, YukonYOB-ilO

Cathy ClarkCAOVillage of Haines JunctionBox5339YOB-ilO

Dear Cathy

The Kluane National Park Health and Safety Committee Is In the process of updating our emergencyevacuation plan of our administration/operations centre at 119 Logan Street directly across from the villagebakery. We have recently had a major renovation and upgrade to our building and as a result need toupdate the evacuation plan.

At this time we have Identified the outdoor muster area directly north of the bakery in the small fieldbetween the trailer park. As you can well Imagine after last weeks cold snap this would not be an ideal placefor people to stay for any length of time during cold or rain.

I had a brief discussion with Rick Staley of the Haines Junction Volunteer Ambulance about using theEmergency Medical ServicesfEMS) building as a secondary muster point for any cold or Inclement weather.Rick indicated the EMS building is part of Village of Haines Junction infrastructure. Kluane National Park andReserve staff make up quite a few members of the local EMS including ambulance, firefighters and searchand rescue. Each member would have a security clearance and an access code to the building.

We would like to request the use of the EMS building for the purpose of a muster point for an emergencyevacuation of Parks staff from our place of work at 119 Logan Street during poor weather conditions. Pleaseadvise if this acceptable and if you need anything furthur regarding this important safety issue for our staff.

Kind egards,

Linaya WorkmanPark ManagerKluane National Park and Reserve

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tial

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ork

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ical

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emen

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onof

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ects

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iling

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tain

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king

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ps.

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p&

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erat

ions

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et

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king

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ups’

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ting

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ace

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tain

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ures

.

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asie

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port

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hani

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Str

engt

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live

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ed.

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eam

line

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sine

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acti

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togen

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eef

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es.

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ear

acco

unta

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ties

and

repo

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ruct

ures

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asie

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port

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hani

sms.

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riti

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ortu

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the

abse

nce

ofw

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oup,

the

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rdin

ator

can

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sked

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hco

mm

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gage

men

t.

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form

alm

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ngan

dop

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ing

stru

ctur

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esse

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in-h

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unic

ipal

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res:

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rly

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ect.

Met

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et

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