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Our Council is frequently asked to approve the municipality making donations or gifts to various kinds of charitable organizations or causes that operate or arise from OUTSIDE the municipality: disaster relief in Haiti, famine in the Horn of Africa, helping Slave Lake rebuild, etc. We've been asked to come up with some kind of policy to put parameters around when the City will consider such donations, and possibly even how much to give. Does any other municipality have a formal policy dealing with this kind of thing, or is it just deal with each request on an ad hoc basis?
Dave Leflar [mailto:davlef@medicinehat.ca]
We are currently working on a Violence Prevention Policy, just wondering if any other municipality would like to share their policy with me.
Zita Kennedy [mailto:Zita.Kennedy@innisfail.ca]
I am in the process of setting up user roles and groups for a program that we just purchased call iCompass. For those of you who are familiar with this program, how did you setup your user roles and groups, did you create any additional roles than what was Zita Kennedy [mailto:Zita.Kennedy@innisfail.ca]
Would anyone be willing to share their Community Standards Bylaw with us?
Christine Beveridge [mailto:CBeveridge@fortsask.ca]
The City of Brooks would like to know if any Municipalities have in place a workplace immunization program, and if so, do you have any specific hiring practices in which you require for a new hire to have or obtain certain vaccinations (i.e. Hepatitis "A", Hepatitis "B", Tetanus)? Do you have any specifics on your job advertisements or employment offers that clearly state that the position that is being hired for has the potential for exposure to infectious substances (bio hazardous substances which can cause disease) or something similar? Any information that you can provide will be very helpful.
Amanda Peterson apeterson@brooks.ca
Does your municipality have One Stop Shopping or 311? If so, could you provide me with your Job Descriptions for:
- Customer Service Rep / 311 Operator
- Supervisor
- Department Head
Debbie Gillard [mailto:debbie.gillard@yellowknife.ca]
I am looking for Councillor pay/per diem rates, Mileage rates, Employee subsistence rates: ie meals
Nadine Epp [mailto:ea@vulcancounty.ab.ca]
I am wondering if there are any municipalities out there that would share their job descriptions for Public Work Foreman and public works labourers.
Wanda Lepp [mailto:townbass@telus.net]
I am interested to hear from our colleagues how they interpret their council remuneration policies with respect to events or activities where formal business may not be conducted, however, the attendance of Councillors provides for the opportunity to network with others. Our Councillors cannot charge a meeting fee for "purely social events", however, some have interpreted a purely social event as an opportunity to network/improve relations as an extra function over and above what they receive in their monthly honourarium.
Rhonda West [mailto:RWest@Hinton.ca]
The Town of Whitecourt is considering a History Retention Policy to ensure important community events; photographs; etc., are recorded and retained in some way. If your community has a similar type of policy or bylaw, we would appreciate it being forwarded.
Patty Huber [mailto:pattyhuber@whitecourt.ca]
The Town of Taber is investigating salary ranges for development officers. Feedback is appreciated.
Kerry Van Ham, mailto:kvanham@taber.ca
The Town of Taber would like to obtain a job description for a Development Officer. Any job descriptions that would pertain are appreciated.
Kerry Van Ham, mailto:kvanham@taber.ca
Do any municipalities have a "Shop locally policy". I am sure this applies to the smaller municipalities, but Morinville is trying to create something formally for local business support.
Jennifer Maskoske [mailto:jmaskoske@morinville.ca]
The City of Brooks would like to know if any Municipalities have a policy in place that addresses nepotism or the like (i.e. staff members dating subordinate staff, etc...) that they use within their Departments. Any information that you can provide and share is very much appreciated.
Amanda Peterson apeterson@brooks.ca
I'm looking for employee evaluation form & Management evaluation form they would share with me?
Thanks!
Nadine Epp [mailto:ea@vulcancounty.ab.ca]
The town of Chestermere is looking for internal continuing education policies. Thanks in advance for your help.
Tracy Anderson tanderson@chestermere.ca
We investigating alarm system bylaws – if you have a bylaw in place to reduce the number of false alarms that require a response could you please share it with me?
Melanie Kanarek [mailto:mkanarek@camrose.ca]
I am trying to decide if we need to implement a "permit" system or not. Does anyone have a policy or bylaw regarding persons wishing to ride horses or pull horse-drawn buggies, carriages, wagons, etc. within the limits of a town/city. If you permit it, under what terms, and is proof of insurance required? Is it only permitted on special occasions, such as a parade or other celebration, how do you regulate that in your town? I would be extremely interested in seeing any relevant bylaws or policies – showing any viewpoint on this topic! Thanks in advance for your assistance.
Verna Staples - lsm@town.blackdiamond.ab.ca
The Town of Whitecourt is looking to update our Records Retention and Destruction Bylaw. If your municipality has a bylaw written within the last 5 years, I would appreciate receiving a copy.
Patty Huber [mailto:pattyhuber@whitecourt.ca]
Morinville is looking to update our Procedural Bylaw. I would appreciate receiving a copy that your municipality would have.
Jennifer Maskoske [mailto:jmaskoske@morinville.ca]
Which department is responsible for processing temporary closure request (road/lane/sidewalk for construction, block parties, parades, bins etc.). In terms of receiving a request and approving it.
Macarena Hormazabal [mailto:MHormazabal@leduc.ca]
The Town of Strathmore will be putting out an RFP for a needs assessment for the United Way. Does anyone have an example of a similar RFP they are willing to share?
Jennifer Sawatzky [mailto:JenniferS@strathmore.ca]
Are there any Municipalities who have an outline of Councillors Roles and Responsibilities? If so, could I please have a copy. As well, does anyone have a definition of policy and program as used in Section 201 of the MGA??
Jennifer Maskoske [mailto:jmaskoske@morinville.ca]
As part of our rebranding process Morinville is refurbishing a number of old information signs. We have one particular sign that includes the logos of some non for profit groups and church's etc. Since this sign was done (way too many years ago) Morinville now has well over 40 clubs (including service and non for profits). Our current by-law in regards to these information signs is way out of date. If you have these type of signs what criteria do you use to help select who's logos get placed on these signs? There is no way we would be able to display all of them.
Jennifer Maskoske [mailto:jmaskoske@morinville.ca]
Does anyone have either of the following policies to share?
1. Management Code of Conduct;
2. 3rd Party Whistleblower Policy.
Lucien Cloutier [mailto:lucien.cloutier@laclabichecounty.com]
Can you please share with me bylaws and/or policies that relate to standing Committees of Council? I am looking for information (structure, procedural matters, membership, advertising) on those committees that report to Council and have been established to assist on specific community initiatives.
Melanie Kanarek [mailto:mkanarek@camrose.ca]
Can you please send out a request for a Oath of Confidentiality to the members?
Nadine Epp [mailto:ea@vulcancounty.ab.ca]
How are HR policies approved? Through Council approval or Administrative approval?
Jennifer Maskoske
Does anyone have a bylaw for "no idling" zones in their community? I would love a couple of samples please.
Verna Staples
The City of Brooks is currently reviewing their Risk Control/Management Policy and would like to review other Municipalities policies that they have in place. Any information that you can provide and share is very much appreciated. Thank you and have a nice day.
Amanda Peterson
Do any of you have a Staff Fund set up that you use to pay for things like birthday cakes, Christmas parties and so on. If you do, how is it funded and how do you decide how money will be spent?
Natalie Germann
Our business license bylaw does not currently address landlords at all. Does anyone have a bylaw that requires landlords (rental properties, multi-family, commercial property, private seniors facilities, private schools, etc.) to hold a business license. Our business license fee currently also includes an annual fire inspection for each business. Is this the norm out there, or (are we just odd) do most communities handle the inspections as a separate transaction, and if so, how does your compliance level work out for you?
Verna Staples
Does anyone have a policy, procedure, form or questionnaire that permits Boards or Committees to offer some specific but informal input for Performance Evaluations of paid support Staff to that board/committee?
Verna Staples
We've recently transitioned to paperless agendas and the next step in our evolution will be to 'modernize' the Council Chamber. I know that there are sound systems out there that queue speakers and allows for voting on motions. I'm wondering if there is also a system out there that you can put the motion up on an overhead display so that residents in the gallery can view the motion and the vote.
If you have such a sound system and/or electronic board, would you mind letting me know the manufacturer / supplier? Any pros and cons would be beneficial too.
Debbie Gillard
I am looking for an entry position salary amount for a Records Management Coordinator.
Zita Kennedy
Our Municipality is investigating the creation of a policy on Obtaining Legal Advice/Legal Services. I'm wondering if another municipality has a policy that I could refer to.
Kerry Van Ham
I am looking for a Procurement Forms (Purchasing Forms). We have certain requirements when purchasing if over $500 but under $5000 you would need verbal quote and from $5000 - $35000 a written quote is need. So, a form that could outline a written and a verbal quote would be good.
Zita Kennedy
The City of Fort Saskatchewan is exploring our options with electronic Census. Can anyone advise who they used, how much they were charged and your overall experience with the process.
Christine Beveridge
Can you share with me your process for local improvements:
- How do you approve the plan – bylaw or resolution?
- Do you pass separate borrowing (if required) and tax bylaws, or are these matters combined into one bylaw?
Melanie Kanarek
How are municipalities utilizing logos and crests? Are both combined on documents or is the crest used strictly on legal documents or Council documents? If the two are blended together, how are they displayed? Do any of the municipalities use the logo and crest on their flags?
Secondly, if any municipality has a policy on usage of logos and crests a copy would be appreciated.
Morinville has just completed a brand redesign and we are working out our kinks with regards to our new logo and crest.
Jennifer Maskoske
Does anyone have a policy on how public requests to speak to Council are managed?
Anita Hawkins
Does anyone have a bylaw or policy on this?
Shirley Melnikel
Does anyone have a video surveillance policy that you can share with me?
Melanie Kanarek
Does anyone have a copy of a bylaw to tax mobile home park owners for the occupied stalls,
Instead of individual mobile home owners.
Shirley Melnikel
Can you please ask around if anyone has any thoughts or experience on council member(s) having keys and/or access to the Public Works Shop.
Melanie Beastall
Does anyone have any experience with community gardens? We are looking for an agreement to allow the group to use municipal land for the garden.
Christine Beveridge
I am looking for a Records Management Job Description, if you can please email me a copy. Thanks all
Zita Kennedy
Do any of you have a Local Improvement Petition package that you can share with me? How do you verify that the signatures on the petition are valid and not forged?
Debbie Gillard
I'm interested in knowing what kinds of E-Agenda Software other municipalities in Alberta are using.
Jennifer Sawatzky
We are hoping to do an in-house training session for Windows 7 and Office 2010. Can anyone recommend a company that provides computer training in-services who also supply laptops and all that is required for a group of about 20.
Patty Huber
Do any of your Fire Departments have a Strategic Plan that you would be willing to share with me?
Debbie Gillard
I am looking for a copy of an employment advertisement for a custodian/janitor for our county office. We have been using contracted services and we haven't been satisfied so we are going to try the employee route.
Carol Gabriel
Are the any municipalities that have a General Penalty Bylaw. This bylaw gives a punishment for those found guilty of an offence to which no punishment has been provided.
Jennifer Maskoske
The Town of High Level will be implementing an Airport Improvement Fee at our Airport. Does anyone have a Policy related to Airport Improvement Fees that they are willing to share?
Jennifer Sawatzky
We need to issue Notices of Inspection under Section 542(1) of the MGA. If anyone has a sampe or template of such a Notice, I'd appreciate you sharing it if possible.
Brenda Romanchuk
Does anyone have a tax agreement to share?
Christine Beveridge
City Council passed a resolution asking Administration to investigate and create an "Emergency Grant Funding Policy". If any municipalities have a policy on this topic or similar to, I would appreciate receiving a copy. Other wording may be "contingency funding policy".
Aleta Neufeld
I am currently working on a Customer Service System Enhancement plan. I am wondering if any other municipalities have a customer service policy or process that they would like to share?
Rhonda West
Has anyone out there had experience or have in place "sister" cities? Our Mayor has indicated an interest in this and I am looking to find out how we can possibly get involved. If you have anything you can share I would most appreciate it.
Sharon L. Doll
Have any of your candidates filed Campaign Disclosure Statements (Form 21) after the due date of March 1, 2010 and if so did you make them pay the late filing fee as outlined in the Local Authorities Election Act sec. 147(1)?
Vivienne MacIntyre
I would appreciate a bit of help from those of you who broadcast your Council meetings live, in real time, NOT just on your local community cable channel, but over the Internet too.
Can you tell me how much of an effort it was, and how much it cost, to implement live streaming of Council meetings on the Internet, in your municipality -- or alternatively can you put me in touch with someone with whom I can discuss the technical issues and/or costs?
Also, if you started by putting out an RFP for this service, I would be interested in having a look at that too, if you are allowed to share it with me.
Dave Leflar
Can anyone shed any light on the source of municipal authority to issue an Event Permit? [e.g., for a parade, or for a festival or celebration involving use of City streets or City-owned land] Is there something in the MGA I have overlooked that provides such authority, or does a municipality have to pass a bylaw giving itself the authority to issue such permits?
Does anyone have an "Event Permit Bylaw" or something along those lines, that you can share with me? Also, if anyone has a policy or guidelines dealing with issuance of Event Permits, I would appreciate receiving a copy.
Dave Leflar;
Does anyone have a driveway construction policy?
Nadine Epp
Is there any municipality who has a "shredding" policy and, if so, would they please forward it to me.
Patty Huber
If anyone has a Council Remuneration bylaw I would love a copy!
Nadine Epp
Do any of the members have either rates bylaws or fee schedules (policies?) that allow them to charge a fee for file searches related to Environmental Site Assessments, or whether they have a general 'file search request' fee that allows them to recover some of the costs associated with these types of requests.
Verna Staples
Would any municipalities be willing to share a copy of their Social Media Policy for Councillors?
Jennifer Maskoske
I am looking for a rescinding bylaw, if members can please send me a copy?
Nadine Epp
Does your municipality include sunset clauses in your bylaws to ensure systematic review (a do-or-die approach), or do you have a different process for timely review of your bylaws? What system, if any, do you have in place? I've been told that the Province is in the practice of including sunset clauses in their legislation to ensure timely review, however, I'm concerned with the risks involved in bylaws expiring.
Jennifer McAdam
The City of Red Deer would be interested in knowing if any municipalities have adopted policies relating to restrictions on the first parcel out as the smallest parcel to be subdivided?
Frieda McDougall
Do any of the members place their (5 or 10 year) capital plans on their websites?
Verna Staples
I am doing research on policy index structures. (how policies are being categorized and numbered) Can members please email me their policy index.
Deb Godfrey
I am doing some research on job descriptions for Municipal Clerk and Executive Assistant. Can members please email me copies of those job descriptions from their municipality.
Debbie Godfrey
I would like to know if anyone has a policy about staff supporting charitable events during working hours. The gist of the inquiry is whether staff and town resources should be volunteered to assist in raising funds for charities, particularly where the proceeds are forwarded to a charity or project outside the community. Does your Council have a policy that covers this; and does the policy differentiate between charities that support local initiatives vs. organizations outside of the community.
Linda Turnbull
We are interested in finding out if there are any municipalities that are outsourcing payroll and particularly if they use ADP processing. We are also interested in what financial system they are using….whatever you can share would be most helpful.
Sharon Doll
Please forward to membership: Does anyone have a Communications Plan/Policy they are willing to share?
Carol Gabriel
Does your municipality record all individual votes on Motions of Council? Does your municipality record verbatim Council meetings and what format do you use to do this? ie: video stream Do you have any pros or cons with doing either of the above?
Chris Stephen
The Town of Taber is looking at amending our Library Bylaw. I would like to obtain examples of other Municipality's Library Bylaw in regards to Board Structure, as well as documentation of equalization (equitable representation).
Kerry Van Ham
Does anyone know what their municipality does for economic development? Is it in-house (as in have a department or an Economic Development Officer under some department), is it outsourced? If it's outsourced, is it to a private firm, a community futures. Or is it part of a regional effort? (joint economic authority, with or without a managing partner).
Lucien Cloutier, CLGM
Cochrane is reviewing their current Designated Officer Bylaw, especially in relation to who has authority to sign "… agreements and cheques and other negotiable instruments". I'd appreciate hearing from other municipalities on what they have in place for signing authority and if that includes planning documents such as subdivision servicing agreements, etc.
Brenda Romanchuk
Morinville will be running a census in 2011 and would be interested to see what other municipalities are asking their residents besides the generic questions (number of residents in household / employment location / industry of employment).
Jennifer Maskoske
Does anyone out there have an Election Signage Bylaw in place that they are willing to share? Any comments on effectiveness, etc. would also be appreciated.
Sharon Doll
Do municipalities have any agreements with local media who are video streaming Council meetings? I am hoping to have a reply for this evening's Council meeting if possible. Sorry for the short notice. Thanks, Jen
Jennifer Maskoske
Do any municipalities have a Tree Bylaw in place they could send to me? Jennifer Maskoske
Currently, Red Deer County is reviewing payments made to its appeal board members. A couple of questions in regard to this item: 1. What per diem is currently paid to your public appeal board members? Is there a difference in per diem dependent on the length of the hearing time (i.e. half day, whole day)? 2. Is the per diem paid the same rate as paid to other public appointed members (i.e. Agricultural Services Board, Municipal Planning Commission)? If no, can you please provide the difference.
Nancy Lougheed
We are reviewing some of our HR and Benefits policies, procedures and plans. I’m hoping that the members would be willing to share:
- Who their benefits (short/long term disability, insurance, medical, etc.) company
- What portion is paid by municipality/employee (ie. 50/50, 60/40, 40/60)
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Approximate number of employees covered by the benefits packages
Verna Staples
The City of Brooks would like to know if any Municipalities have a Shotgun Policy in place regarding the use by Bylaw Officers/Community Peace Officers, in addition to any Bylaw Officer/Community Peace Officer Job Hazard Assessments as well. Any information that you can provide and share is very much appreciated. Thank you and have a nice day.
Amanda Peterson
I would be interested in receiving copies of anyone’s agenda format where there essentially a “ranking” of the items on the agenda by having a section near the beginning for the higher priority matters, followed by the rest. In our current agenda, we have the meeting arranged by directorate. Council has requested that we look at retooling it to allow for items to be placed in the agenda first with the “also-rans” to be placed in the second section of the agenda.
Lucien Cloutier
Does anyone have a policy or guidelines in place on receiving gifts? I am looking for something that provides direction to council and staff regarding the receipt of gifts, tickets to events, dinners etc.
Tania Shepherd
I am interested in Council policy on elected official’s code of conduct. If on your web-site please advise, if not on web, and you have one kindly forward to me.
Damian Herle
Is anyone using an electronic agenda/minutes/records program (i.e. iCompass)? I’d love some feedback as to which programs are out there, the pros and cons - especially involving my time savings, and customer service levels of the software provider.
Verna Staples
The City of Red Deer is interested in knowing: Does your municipality have a ward system?
If yes,
- What is your population
- When was the ward system brought in
- What were the implications? Costs, legislative, etc.
- Do you have any studies/reports that informed your decision
- Do you also conduct the election for school boards – what were the impacts? - - - Did they move to wards? If no, how do you manage your election?
If no,
- Have you ever evaluated the potential for a ward system
- If you didn’t chose to go that route, why?
Frieda McDougall
Do any of the member municipalities offer Canada Savings Bonds for purchase by local residents? Do any of you know if municipalities can borrow money from local residents rather than a debenture?
Vivienne MacIntyre
Does anyone have a corporate seal policy they would be willing to share?
Marilee Littmann
Does anyone have a Policy or a procedure that facilitates volunteer boards/committees that have a paid support staff member to have some input regarding that staff member, for performance management and other such matters? For example, our Parks & Recreation Board is supported by our Parks and Recreation Manager, who is a non-voting member of the board.
Verna Staples
Does anyone have an alcohol and drug use policy in place they could share?
We are currently looking in to one so any help would be appreciated.
Sandy Peddle
Can you please ask the membership if anyone has a Risk Management Policy they would be willing to share with us.
Vivienne MacIntyre
Could you please ask the membership if anyone has a Working Alone Policy they would be willing to share with us.
Vivienne MacIntyre
We are looking at creating a Visual Standards Policy. Just wondering if anyone has a policy like this and would they be willing to share the policy with me. The policy is to ensure the visual identity is presented consistently to the public.
Zita Kennedy
I am looking at drafting a policy for travelling (driving) in severe weather.Do any of you have a policy like this in place? If so, I would be grateful if you could email it to me.
Natalie Germann
Does anyone use MuniWare for their TCA or use MuniWare in conjunction with MIMS??
Verna Staples
I would like to know if there is any municipality out there that has a policy on the holding of strategic sessions by Council. Our Council is looking for such a policy. I am assuming what they are looking for is something that provides guidance on how they will be used, what they will be limited to, that kind of thing.
Lucien Cloutier
What are municipalities providing to the press in regards to Council agenda packages. Do you provide the complete agenda package with dossier material?? In an instance where Council chooses to postpone an agenda item and discussion does not take place, do you request the material be returned? The reason for requesting the return of information is to keep agenda items that have yet to be discussed by Council out of the media.
Jennifer Maskoske
Red Deer County recently adopted a new Councillor Remuneration policy, which requires a reporting of Mayor/Councillor claims and meeting attendance that is to be published in our County News and on our website.
Wondering if any other municipalities have a similar reporting requirement, and, if yes, would they be willing to share an example of what is included in their reports.
Nancy Lougheed
The Town of Peace River is currently reviewing the level of service provided by our fire department. I am looking for information from municipalities similar in size to Peace River (5,000 – 10,000 population).
· What level of service do you provide?
· Do you provide medical co-response services? (First response to motor vehicle accidents/ EMS/EMR/ - basic life support or advanced life support)
· What are your staffing levels? – (full time/ part-time / volunteer) How many?
· What are your call volumes? (if available)
· Do you provide hazmat response? if yes, what level --- do you have any contracts with private industries? If yes, has this been successful?
· What is your annual budget for the fire department?
Renate Bensch
Do any municipalities have policies or practices with regard to Council Retreats and/or Council Workshops?
Frieda McDougall
Does anyone have a Parade Entry Form or Package that they would be willing to share.... we need to change the way we register our floats and other entries, to make sure that participants are aware that they must have walkers to distribute candy, fliers, etc. rather than throwing from floats or horseback in our next parade.
Verna Staples
Does your municipality have a Local Improvement Policy? This is something our Council requested be brought up for discussion and we were hoping for a starting point.
Patty Huber
Our Council is looking at a definition for “policies” and “programs” as stated in Section 201 of the MGA. If anyone can please forward what their Council defines these terms as would be extremely helpful.
Jennifer Maskoske
Can you please ask the membership if any of them have a SDAB Bylaw they would be willing to share with us. Thanks!
Vivienne MacIntyre
I would like to canvass the membership to see if they have a policy on municipal employees and council members receiving gifts from outside parties or businesses. Often businesses and organizations offer tickets to games, concerts, drop off food baskets etc (especially around this time of year). I am interested in looking at policies that other municipalities have in place that deal with these type of circumstances for both employees and members of council.
Rhonda West
Does anyone have a Long Service Recognition Policy in place that they would care to share? We currently have one that ranges from 5 years to 35+ years of services with attached gift amounts for their service years. I would like to compare it with other municipalities to see what they do for their staff.
Sandy Peddle
What are municipalities doing when it comes to receiving gifts? If you have a form that is completed could you please send me a copy?
Jennifer Maskoske
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