CITY COUNCIL AGENDA REPORT

Transcription

1 CITY COUNCIL AGENDA REPORT Subject: BYLAW AND COUNCIL POLICY REVIEW SCHEDULE URecommendation(s) That the April 4, 2016 agenda report entitled Bylaw and Council Policy Review Schedule be received as information. UPurpose of Report Administration has developed a Governance Framework to bring greater clarity and consistency to the processes for the development, amendment and approval of Bylaws, Council Policies and City Manager Directives. These processes will ensure that all Bylaws, Policies and Directives are reviewed on a regular basis. In consultation with all City departments, a schedule has been created to outline when these reviews will take place. UCouncil Direction City Council Policy C-CC-01, Council Policy Development: Policies shall be reviewed once every 10 years or as required in accordance with any or a combination of the following: o Legislation changes or court decisions become known or as needs and issues are identified; o Budget considerations; o In conjunction with newly elected City Councils; o As part of Service Reviews; or o With a change in philosophy as identified by trends or changes in City Council s environment. UBackground and Discussion On August 17, 2015 Council approved City Council Policy C-CC-01, Council Policy Development which stipulated that policies must be reviewed every 10 years. At that meeting Council was presented with the new Governance Framework and new policy templates. Council was also informed that Administration would develop a review schedule for presentation to Council for information. After Council approved the Council Policy C-CC-01, a series of consultations City Council Agenda April 4, 2016 / Page 1 File No.:B06

2 began with all departments to determine when they planned to review the Bylaws, Council Policies and City Manager Directives which fall under their respective areas. The goal was to develop a comprehensive timeline that would ensure all policies were reviewed in the coming years. After this initial review there would be a regular review conducted of all policies to ensure that they remained up to date, relevant, and reflective of current best practices or evolving practices of the City (for example, due to industry changes, Council motions). The Policy and Bylaw Review Schedule is provided as Attachment 1. Unless there is a Council motion or other regulatory or legislative requirement for the Policy or Bylaw to be worked on for a specified completion date, all dates are targets but are identified in order of intended priorities. Administration is developing a City Manager Directive to guide the process for Administrative reviews of Bylaws and Council Policies. The Directive will address the different types of reviews that could be undertaken. For example, an initial review could be conducted by Administration resulting in a recommendation being made to Council that no further action be taken. Or, a review may be initiated by Council with the goal of a particular change being made. The Directive will also address when and how to keep Council informed or involved in the review process. For example, when a review results in a recommendation that no changes be made to an existing Bylaw or Council Policy, Administration will inform Council via memo. However, if amendments are recommended, the proposed Bylaw or City Council Policy amendments will be brought to Council for consideration via agenda report. Once a review has been completed and any resulting amendments implemented, a new date for the next scheduled review will be included on the amended document. This ensures that our Bylaws, City Council Policies and City Manager Directives will remain up to date and reflect the policy direction of Council and the practices of the City. An updated policy template is attached for information. (Attachment 2) UStakeholder Communications or Engagement Internal consultations have occurred in the development of the Policy and Bylaw Review Schedule. Implications of Recommendation(s) a) Financial: N/A b) ULegal / RiskU: This process helps to manages risk by ensuring that all Bylaws, City Council Policies and City Manager Directives reflect the City s current practices and are compliant with all current legislation. City Council Agenda April 4, 2016 / Page 2 File No.:B06

3 c) UProgram or ServiceU: Because Bylaws and City Council Policies impact the public and define how some of our Services are delivered, ensuring they are up to date and reflective of current practices will provide clarity to Administration and the public on overall Council direction and expectations for program and service delivery (e.g., in setting service standards). Clear and up-to-date Bylaws and Policies will enhance transparency in governance. d) UOrganizationalU: This schedule allows departments to plan ahead and ensure that these reviews are built into their annual work plans. Some reviews will be resource and time intensive and it will be critical that this work is spread out over an appropriate period of time. UAlternatives and Implications Considered If Council does not wish to support the recommendation, the following alternatives could be considered: a) Alternative 1. Council could reject the schedule and Administration could proceed with reviews on an as needed basis. Reviews will not be centrally tracked and it will be left to each individual department to ensure that Bylaws and Policies are being reviewed in appropriate timelines. UStrategic Connections a) Council s Strategic Outcomes and Priorities (See Policy C-CG-02) CULTIVATE EXCELLENCE IN GOVERNMENT: A responsive, accountable government that delivers value to the community. b) Long Term Plans (e.g. MDP, Social Master Plan, Cultural Master Plan, etc.) N/A c) Corporate Objectives (See Corporate Business Plan) Deliver programs and services that meet or exceed our standards Ensure our customers are very satisfied d) Council Policies All Bylaws, Council Policies and City Manager Directives will be impacted by this project. e) Other Plans or Initiatives (Business Plans, Implementation Strategies, etc.) N/A City Council Agenda April 4, 2016 / Page 3 File No.:B06

4 UAttachment(s) 1. Bylaw and Council Policy Review Schedule 2. City Council Policy Template Originating Department(s): Author(s): General Manager Approval: City Manager Signature: 0BLegislative Services 1BChris Belke, Chief Legislative Officer Maya Pungur-Buick, General Manager 2BDate: City Council Agenda April 4, 2016 / Page 4 File No.:B06

5 Bylaw Review Schedule 2016 ATTACHMENT 1 Bylaw Last Review Review Year Outcome Department Council Direction Animal Bylaw 11/ Policing Services Resolution C By Q Emergency Services Bylaw 21/2002 Q4, 2015 Fire Services Water Conservation Bylaw Q4, 2015 Strategic Services and Environment Capital Partnership Program Advisory Committee Bylaw 15/ Build St. Albert Pre-Authorized Tax Payment Plan Bylaw 14/ Assessment Services Supplementary Property Assessment Bylaw 15/ Assessment Services Library Board Bylaw 7/ Community and Protective Services Quasi-Judicial Standing Committee Bylaw 12/ Legislative Services Business License Bylaw 43/ Economic Development Municipal elections Bylaw 27/ Legislative Services Property Tax Rate Bylaw 18/ Assessment Services Standing Committee on Finance Bylaw 9/ Legislative Services Subdivision & Development Appeal Board Bylaw 20/ Legislative Services Tobacco Retail Licensing Bylaw 20/ Economic Development Community Gardening on Environmental Reserve Bylaw 10/ Community and Protective Services Procedure Bylaw 35/ Legislative Services Storm Sewer Bylaw 6/2003 (Last Reviewed: Dec. 17th, 2014) 2016 Utilities Transit Bylaw 34/ Transit Transportation System bylaw 10/ Transportation Property Tax Penalty Bylaw 40/ Assessment Services Protection of Persons & Property Bylaw 11/ Policing Services Records Bylaw 2/ Legislative Services Council Code of Conduct Bylaw 2016 Legislative Services Resolution C No Deadline Whistle Cessation Bylaw 2016 Community Services Advisory Board Bylaw 10/ Community and Protective Services Vehicle for Hire Bylaw 2017 Economic Development Resolution C by March 2017 Traffic Bylaw 18/ Engineering Smoking Bylaw 1/ Legal /CMO Resolution C by February 2017 Parks Bylaw 19/ Parks and Recreation Fire Services Bylaw 21/ Fire Services Sanitary Sewer Bylaw 33/2001 (Last Reviewed: Dec. 17th, 2014) 2017 Utilities Dutch Elm Disease Bylaw 5/98 (Last Reviewed: Feb. 17th, 1998) 2017 Infrastructure City Assessor Bylaw 12/ Assessment and Taxation City Manager Bylaw 13/ City Manager / Council St. Albert / Sturgeon County Intermunicipal Affairs Committee Bylaw 11/ City Manager / Government Relations Idle Free Bylaw 16/ Strategic Services and Environment Water Bylaw 5/2001 (Last Reviewed: Dec. 17th, 2014) 2019 Utilities Surface Drainage Bylaw 14/ Utilities Residential Solid Waste Management Bylaw 24/2011 (Last Reviewed: Dec. 17th, 2014) 2019 Utilities Bylaw Enforcement Officer Bylaw 21/ Policing Services Municipal Historic Resources Banque d'hochelaga Bylaw 13/ Cultural Services Municipal Historic Resources Juneau House Bylaw 14/ Cultural Services Municipal Historic Resources Little White School House Bylaw 15/ Cultural Services Municipal Historic Resources Alberta Grain Company Grain Elevator 16/ Cultural Services Municipal Historic Resources Alberta Wheat Pool Grain Elevator 17/ Cultural Services Municipal Historic Resources Cunningham House and Hogan Farm House 18/ Cultural Services Municipal Historic Resources St. Albert Place Bylaw 26/ Cultural Services Municipal Historic Resources White Spruce Forest Bylaw 31/ Cultural Services Council Remuneration Review committee Bylaw 22/2011 Q1, Amendments Approved by Council. Legislative Services Environmental Advisory Committee Bylaw 29/ Strategic Services and Environment Cemetery Bylaw Q2, Legislative Services Community Standards Bylaw 12/ Policing Services Alarm Systems Bylaw 25/ Policing Services Natural Gas Franchise Agreement Bylaw 45/ Utilities Director/Finance Director 2011 renewed 10 year agreement Noise Bylaw 31/ Policing Services Electric Franchise Agreement Bylaw 31/ Utilities Director/Finance Director 2015 renewed 10 year agreement Master Rates Bylaw 1/82 Annually Construction of the West Regional Road Phase 1 Borrowing Bylaw 15/2004 Legislative Services 23/03/2016 1

6 Bylaw Review Schedule 2016 ATTACHMENT 1 Bylaw Last Review Review Year Outcome Department Council Direction Construction of the West Regional Road Phase 2 Bylaw 5/2007 Legislative Services Subdivision Authority Bylaw 19/95 Only updated upon change in legislation, requirements Multipurpose Leisure Centre Borrowing Bylaw 14/2004 Legislative Services Sanitary Trunk Sewer Borrowing Bylaw 17/2004 Legislative Services Construction of Ray Gibbon Drive Phase 3 Bylaw 27/2011 Legislative Services All Area Structure Plan Bylaws (17) Upon receipt of application from developer Development Authority Bylaw 18/95 Only updated upon change in legislation, requirements Downtown Area Redevelopment Plan Bylaw 5/ year plan, but updates vary upon receipt of applications from Developers, upon requirements. ME first! Energy Efficiency Program Bylaw 15/2006 Engineering ME first! Energy Efficiency Program Bylaw 30/2006 Engineering Land Use Bylaw Upon receipt of applications from Developers, upon requirements. Full review planned for follows MDP update, pending Council approval. 23/03/2016 2

7 Bylaw Review Schedule 2016 ATTACHMENT 1 Bylaw Last Review Review Year Outcome Department Council Direction Municipal Development Plan Bylaw 15/ year plan indicates review as deemed appropriate, but amendments are made upon receipt of applications from Developers, upon requirements. Next major review planned for , pending Council approval Intermunicipal Development Plan (IDP) Bylaw 7/2001 Plan indicates 5 years. Amendments made upon receipt of applications from Developers, upon requirements. Review of components of this plan within City boundary will be included in MDP update planned for , pending Council approval Offsite Levy Bylaw 30/2013 Engineering Penalty Bylaw 21/76 Legal 23/03/2016 3

8 Council Policy Review Schedule ATTACHMENT 1 Council Policy Last Review Next Review Review Type Outcome Cap List (If Applicable) Department Council Direction C-CC-09 City Emblems and Symbols Q4, 2014 Communications C-EUS-01 Environmental Q2, 2015 Strategic Services and Environment C-EUS-02 Environmental Initiatives Grant Program Q2, 2015 Strategic Services and Environment C-HR-03 Inclusive Hiring Q3, 2015 Human Resource Services C-PS-2 Policing Services Q3, 2015 Police Services C-CG-11 Community Vision and Pullars of Sustainability Q1,2016 Strategic Services and Environment Council Sponsorship Policy 2016 Resolution C By Q Special Events Policy 2016 FCSS Resolution C By Q C-CS-18 Recreation and Culture Subsidy Program Policy 2016 FCSS Resolution C By Q C-FS-18 Capital Partnership Program Principles 2016 Build St. Albert C-CAO-15 Continuous Improvement Review Program 2016 Strategic Services and Environment C-CG-06 Strategic Framework 2016 Strategic Services and Environment C-CG-01 Council's Vision, Mission and Values 2016 Strategic Services and Environment C-TS-02 Neighbourhood Traffic Calming Policy 2016 Engineering Services Resolution C By June 2016 C-CC-13 Appointment of Elected Officials 2016 Legislative Services C-CC-15 Appointments to Federal Provincial and Regional Boards and Committees 2016 Legislative Services C-CC-11 Public Hearing Process 2016 Legislative Services C-ED-03 Land Transactions 2016 Economic Development C-CC-12 Civic Agencies 2016 Legislative Services C-CC-16 Meeting Through Electronic Communications 2016 Legislative Services C-CG-09 Council Committees, Task Forces, and Steering Committees 2016 Legislative Services C-CAO-18 Public Communication 2016 Strategic Services and Environment C-CS-09 Red Willow Park Recognition Program 2016 Community Services C-CG-03 Council Governance Approach 2016 Legislative Services C-CG-05 Mayor and Councillor Roles 2016 Legislative Services C-CC-04 Council Learning and Development 2016 Legislative Services C-CC-02 Invitations to Openings of Facilities 2016 Legislative Services C-CG-08 Council Members' Code of Conduct 2016 Legislative Services Resolution C No Deadline C-CC-03 Council Remuneration and Expense Reimbursement 2016 Council Remuneration Committee C-CS-15 Cultural Wall of Fame (for implementation in 2016) 2016 FCSS C-CS-07 St. Albert Place Hours & Access 2016 Community Services C-PS-1 Provision of Emergency Service 2016 Fire Services C-TS-01 Transit Services 2016 Transit Services C-HR-01 Compensation Philosophy 2016 Human Resource Services C-HR-02 Non-union Employee Remuneration 2016 Human Resource Services C-P&E-08 Off-Site Levy Framework 2016 Planning and Engineering C-P&E-09 Off-Site Levy City Front-Ending Prioritization Criteria 2016 Planning and Engineering C-P&E-02 Capital Project Management 2016 Planning and Engineering C-CAO-20 Public Engagement Policy 2016 Strategic Services and Environment Resolution C No Deadline Sustainable Building Development 2016 Planning and Engineering Resolution C No Deadline C-IS-02 Wastewater Service Line Disruptions and Maintenance 2017 Utilities C-P&E-07 Asset Management 2017 Planning and Engineering C-P&E-03 Letter of Credit / Security 2017 Planning and Engineering C-CC-17 Corporate Use of City Owned Facilities 2017 Community and Protective Services C-CC-10 Public Appointments 2017 Legislative Services C-CAO-01 City Manager Delegations 2017 Legal Services C-CS-06 Community Capital Program Grant 2017 Community Services C-CC-18 Founders' Day 2017 Community and Protective Services Movement of People and Goods Policy 2017 City Manager (per resolution) Resolution C No Deadline C-FS-10 Senior Homeowners Property Tax Assistance Grant 2018 Financial Services C-FS-15 Tax Refund - Exempt Properties 2018 Financial Services C-CS-16 Social Development 2018 FCSS C-CS-17 Youth Development 2018 FCSS C-CS-12 FCSS Spring Grant Program 2018 Community Services C-CS-14 FCSS Operating Grant Program 2018 FCSS C-IS-03 Private Infrastructure Management (Last Reviewed: Feb. 4th, 2013) 2018 Protective Services C-IS-05 Facility Safety and Security (Last Reviewed: Sept. 23rd, 2013) 2018 Risk and Insurance C-CC-06 St. Albert Philanthropy Award 2018 Legislative Services C-CS-04 Public Art 2018 Cultural Services C-IS-01 Snow and Ice Control (Last Reviewed: Oct.. 27th, 2014) 2019 Infrastructure Services 23/03/2016 1

9 Council Policy Review Schedule ATTACHMENT 1 Council Policy Last Review Next Review Review Type Outcome Cap List (If Applicable) Department Council Direction C-CAO-16 City Owned Building Lease Rates 2019 Community and Protective Services C-IS-04 Urban Forest Management (Last Reviewed: Dec. 4th, 2014) 2019 Public Works C-IS-06 Public Works Sites Management (Last Reviewed: Aug. 25th, 2014) 2019 Public Works C-P&E-06 Affordable Housing 2019 C-CAO-19 Flag Display 2019 Strategic Services and Environment C-CC-01 Council and Administrative Policy Development Q3, Legislative Services C-IS-07 Solid Waste Management (Last Reviewed: April 27th, 2015) Q2, Utilities C-CC-05 Municipal Naming 2020 C-CS-01 St. Albert Games Legacy Award Program 2020 Community Services C-CS-02 Community Events 2020 Community Services C-CS-03 Community Recognition Program 2020 Community Services C-CS-10 Lieutenant Governor Distinguished Young Artists Legacy Program 2020 Cultural Services C-CG-02 City of St. Albert Strategic Plan Annually Strategic Services and Environment C-FS-01 Financial Reserves Annually Financial Services C-FS-02 Investment Annually Financial Services C-FS-03 Debt Management Annually Financial Services C-FS-04 Cash Management Annually Financial Services C-FS-05 Budget and Taxation Guiding Principles Annually Financial Services C-FS-08 Servus Credit Union Place Tax Levy Annually Financial Services C-FS-09 Servus Credit Union Place Fund Development Annually Financial Services C-FS-11 Operating and Capital Carry Forwards Annually Financial Services C-FS-12 Outside Agency Budget Guiding Principles Annually Financial Services C-FS-14 Utility Fiscal Policy Annually Financial Services / Utility Services C-FS-16 Municipal Fees and Charges Annually Financial Services C-FS-17 Public Private Partnership (P3) Annually Financial Services C-P&E-01 Public Consultation Requirements for Planning and Development Processes C-P&E-05 Telecommunication Tower and Facility Siting C-CS-11 Community Significant Event Stimulus Fund C-CAO-14 Monitoring CAO Performance C-CAO-17 City of St. Albert Community Brand No review time specified, due for updating to reflect new Engagement direction, but not on work plan No review time specified, upon change to federal legislation or Council direction or administrativ e requirements Economic Development Council Communications 23/03/2016 2

10 [Type text] [Type text] ATTACHMENT 2 CITY OF ST. ALBERT CITY COUNCIL POLICY NUMBER (Arial, 14 pt, bold) TITLE ORIGINAL APPROVAL DATE Policy Title (Arial, 14 pt, bold) DATE LAST REVISED January 1, 2015 January 1, 2015 This format to be used for a high level policy document that requires Council s approval. If there are procedures for the Council policy, complete the template - Administrative Procedures. Provided as an attachment to the policy. Font - Arial 12. Single spacing except for double spacing before and after headings and between paragraphs. Italics used for legislation only; e.g. Municipal Government Act. Main headings should be in the following order, bolded and UnotU underlined: Purpose underlying issue or need that resulted in the formulation of the policy. Shall be in the form of an infinitive; this is, the first word shall be To Policy Statement what is wanted by whom, from whom and how much philosophically based statement Definitions place in alphabetical order; as such, there is no requirement for numbering Responsibilities Who is to do what? Is it City Council, City Manager or a Council Committee? This section should also include a membership breakdown if the policy is for creating a committee of Council. Service Standards/ Expectations Define the framework, establish the standards, clear concise statements that define in more precise terms what is required. May include mandatory terms shall or will ( shall or will are to be read as mandatory and may is to be read as permissive). Allows Council to outline service standards and targets. Page 1 of 2 City Council Policy Insert Policy Number

11 [Type text] [Type text] ATTACHMENT 2 Legal References This section should make reference to any applicable federal or provincial legislation, Industry Standards, or other legal authorities relevant to this directive. Cross References Any internal Bylaw, Council Policy, collective agreement that may be referenced in the implementation of this directive. Attachments Please list all attachments below in the order that they are attached. Numbering sequence to be used: a. b. i. ii. ii. Generally, double spacing between points if they are complete sentences; otherwise, only single spacing between points. Policy number to be obtained from Legislative Services. Legislative Services should review policy well in advance of the Council meeting. REVIEW Date Department REVISION Date Resolution No. REVIEW DATES Page 2 of 2 City Council Policy Insert Policy Number