Post on 12-Jun-2022
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
18. Incentive programs
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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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Cou
ncil.
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eats
:
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oten
tial
for
inco
nsis
tenc
yin
dire
ctin
gth
ead
min
istr
atio
nw
hich
may
yiel
dor
gani
zati
onal
chal
leng
es.
2.In
the
abse
nce
ofa
stro
ngcl
ear
stra
tegi
cpl
anen
dors
edby
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ncil,
this
mod
elw
illno
tw
ork
optim
ally
.
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ounc
ilbe
com
esim
bedd
edin
the
tact
ical
impl
emen
tati
onof
proj
ects
.
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iling
tore
crui
tan
dre
tain
wor
king
grou
ps.
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DS
ASS
ESSM
ENT—
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p&
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ckS
take
hold
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inis
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ong
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mun
icat
ion
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nels
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mat
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owle
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orki
nggr
oup’
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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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esen
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onat
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ncil
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ting
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soli
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ace
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agem
ent
pert
aini
ngto
oper
atio
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com
mit
tees
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king
grou
ps.
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elop
trai
ning
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boar
ding
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dor
ient
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npr
ogra
mfo
ral
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lunt
eers
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ide
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ject
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ect
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men
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aken
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se,
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pons
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uctu
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apt
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agem
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xped
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ppor
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ase
nse
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plis
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eats
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ofA
dmni
stra
tion
&W
orki
ngG
roup
•Se
rvic
ede
live
ryor
ient
ed.
Str
eam
line
dbu
sine
sspr
acti
ces
toge
nera
teef
fici
enci
es.
•C
reat
ecl
ear
acco
unta
bili
ties
and
repo
rtin
gst
ruct
ures
.
•E
asie
rre
port
ing
mec
hani
sms.
Str
engt
hs:
1.S
ervi
cede
live
ryor
ient
ed.
Str
eam
line
dbu
sine
sspr
acti
ces
togen
erat
eef
fici
enci
es.
2.C
reat
ecl
ear
acco
unta
bili
ties
and
repo
rtin
gst
ruct
ures
.
3.E
asie
rre
port
ing
mec
hani
sms.
4.H
ire
ade
dica
ted
staf
fpe
rson
task
edw
ith
gran
tw
riti
ng.
Opp
ortu
niti
es:
1.In
the
abse
nce
ofw
orki
nggr
oup,
the
Coo
rdin
ator
can
beta
sked
wit
hco
mm
unit
yen
gage
men
t.
2.L
ess
form
alm
eeti
ngan
dop
erat
ing
stru
ctur
es.
3.E
xped
ient
proc
esse
san
dde
live
ryof
stra
tegi
cpr
iori
ties
.
Wea
knes
ses:
1.N
oco
mm
unit
yin
put
2.T
hepo
liti
ciza
tion
ofth
ead
min
istr
atio
n(a
conc
entr
atio
nof
pow
er)
3.T
rend
sto
war
dsa
tact
ical
Cou
ncil.
4.S
igni
fica
ntpo
tent
ial
for
wor
kloa
d.
Thr
eats
:
1.La
ckof
fund
ing
and
staf
f.
2.T
opdo
wn
focu
sed.
3.P
oten
tial
for
litt
lepr
ogre
ss.
4
SWO
T
NEE
DS
ASS
ESS
ME
NT
—St
op&
Che
ck
Sta
keho
lder
Nee
dsS
tatu
s
Str
ong
com
mun
icat
ion
chan
nels
.A
dmin
has
inti
mat
ekn
owle
dge
ofw
orki
nggr
oup’
sop
erat
ions
.
Wor
king
Gro
ups’
repr
esen
tati
onat
Cou
ncil
mee
ting
s.
Con
soli
date
dpl
ace
for
data
man
agem
ent
pert
aini
ngto
oper
atio
nsofco
mm
ng
grou
ps
Dev
elop
trai
ning
,on
boar
ding
,an
dor
ient
atio
npr
ogra
mfo
ral
lvo
lunt
eers
.
Prov
ide
clea
tan
dob
ject
ive
proj
ect
docu
men
tati
onfo
rpr
ojec
tsun
dert
aken
(bus
ines
sca
se,
scop
e,to
ols
tom
easu
resu
cces
s).
Res
pons
ive
Str
uctu
reab
leto
adap
tto
the
chan
ging
dyna
mic
sof
the
mun
icip
ality
.
Cle
arly
defi
ned
role
s,re
spon
sibi
liti
es,
divi
sion
ofau
thor
ity
for
proj
ect
man
agem
ent
ofw
orki
nggr
oups
Str
ong
acco
unta
bili
tyan
din
tegr
atio
nw
ithA
dmin
istr
ativ
ean
dC
ounc
ilpr
oces
ses.
Red
uced
doub
ling
ofw
ork.
Str
ong
com
mit
men
tan
dad
here
nce
todi
vers
ity,
incl
usio
n,fa
irne
ss,
tran
spar
ency
,eq
uity
,an
deq
uali
tyin
repr
esen
tati
on
Red
uce
barr
iers
topa
rtic
ipat
ion
and
succ
ess
(inc
lude
din
the
recr
uitm
ent
proc
ess)
Tra
ined
onA
cces
sto
Info
rmat
ion
and
Pro
tect
ion
ofPr
ivac
yA
ct(o
ther
conf
iden
tial
ity
agre
emen
ts)
Man
yof
the
need
sw
illbe
moo
tas
ther
ew
illbe
now
orki
nggr
oups
orco
mm
itte
esto
supp
ort.
All
proj
ects
will
be
coor
dina
ted
in-h
ouse
ofth
em
unic
ipal
ity.
Adm
inis
trat
ion
Met
N/A
Met
N/A
Met
Met
N/A
Met
N/A
N/A
Met
NEE
DS
ASS
ESS
ME
NT
—S
top
&C
heck
Sta
keho
lder
Nee
dsS
tatu
s
May
or&
Cou
ncil
Inte
grat
edan
dal
igne
dw
ith
the
stra
tegi
cvi
sion
ofC
ounc
ilM
et
Fun
ctio
nsun
der
aco
mm
onby
law
and
mun
icip
alpo
licy
N/A
Inco
rpor
ates
stan
dard
izat
ion
toen
sure
effi
cien
cyM
et
Cle
arly
defi
ned
purp
ose
for
Com
mit
tees
/Wor
king
Gro
ups
N/A
Cle
arly
defi
ned
role
san
dna
ture
ofco
mm
itte
es/w
orki
nggr
oups
with
inth
ego
vern
ance
stru
ctur
e.N
/A
Cle
arex
pect
atio
nsar
ound
cond
uct,
conf
iden
tial
ity,
com
mit
men
tan
dco
nflic
tof
inte
rest
N/A
Key
link
ages
/rel
atio
nshi
ps/i
nter
acti
ons
clea
rly
arti
cula
ted
betw
een
Cou
ncil,
Adm
in,
and
Com
mit
tees
/Wor
king
Gro
ups
Met
Flex
ible
fram
ewor
kto
resp
ond
toV
HJ
flow
ofw
ork,
capa
city
,re
sour
ces,
and
dire
ctio
nM
et
Fra
mew
ork
need
sto
ackn
owle
dge
the
“hie
rarc
hy”
with
inth
eco
mm
itte
est
ruct
ure
nece
ssit
ated
byth
eM
unic
ipal
cont
ext
Met
Asy
stem
orie
nted
toim
prov
ing
esta
blis
hed
revi
ewpr
oces
ses
(wor
kpl
ans,
inte
rvie
ws,
etc.
)at
regu
lar
inte
rval
sor
atth
eM
et
end
ofw
orki
nggr
oup’
ste
rm.
Not
es
NEE
DS
ASS
ESS
ME
NT
—St
op&
Che
ck
Com
mit
tees
Wri
tten
docu
men
tati
onof
expe
ctat
ions
,ou
tcom
es,
tim
elin
es,
etc.
Met
Spec
ific
ally
wri
tten
desi
gnat
edlin
esan
dst
yles
ofco
mm
unic
atio
n.M
et
Prov
ided
with
fina
ncia
lan
dte
chno
logi
cal
reso
urce
s:m
eeti
ngsp
ace,
phot
ocop
ying
,pa
per,
tele
phon
e,in
tern
etac
cess
,et
c.M
et
Cle
arun
ders
tand
ing
ofro
les.
Met
Pro
cedu
res:
clea
rly
defi
ned
prio
rto
star
ting
proj
ect.
Met
Tas
ks:
clea
rly
defi
ned
task
sst
emm
ing
from
proj
ects
.M
et
Com
mit
men
t:M
ayor
,C
ounc
il,an
dth
eA
dmin
istr
atio
nm
ust
befu
llyco
mm
itte
dto
ensu
ring
the
com
mit
tee
know
sfr
om*
Met
the
begi
nnin
gw
hat
isex
pect
edof
them
plus
supp
orti
ngth
edi
rect
ion
ofth
eco
mm
itte
e.
Flex
ibili
ty:
sign
ific
antly
impo
rtan
tto
ensu
reth
eco
mm
itte
e/w
orki
nggr
oups
can
actu
ally
get
thei
rw
ork
done
Met
Fre
edom
:si
gnif
ican
tlyim
port
ant
toen
able
new
idea
san
dpo
ssib
leou
tcom
esM
et
Tru
stan
dre
spec
tth
atco
mm
itte
e/w
orki
nggr
oup
mem
bers
are
wor
king
for
the
bet
term
ent
ofth
eco
mm
unit
yas
aw
hole
N/A
Not
es*m
etin
dica
tes
som
ere
leva
ncy
toth
em
odel
—po
rtio
npe
rtai
ning
toco
mm
itte
esar
eno
tap
plic
able
.
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