GOVERNANCE & FINANCE COMMITTEE ORDER OF BUSINESS Town of Banff Council Chambers Monday, December 11, 2017 at 9:00 a.m.

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1 1.0 CALL TO ORDER GOVERNANCE & FINANCE COMMITTEE ORDER OF BUSINESS Town of Banff Council Chambers Monday, December 11, 2017 at 9:00 a.m. 2.0 APPROVAL OF AGENDA Recommendation: That the governance and finance committee approve the agenda for the December 11, 2017 meeting. 3.0 ADOPTION OF PREVIOUS GOVERNACE & FINANCE COMMITTEE MINUTES 3.1 Minutes of the November 27, 2017 Meeting of the Governance & Finance Committee Recommendation: That the governance and finance committee adopt the minutes of the November 27, 2017 meeting. 3.2 Minutes of the November 29, 2017 Meeting of the Governance & Finance Committee Recommendation: That the governance and finance committee adopt the minutes of the November 29, 2017 meeting. 3.3 Minutes of the December 4, 2017 Meeting of the Governance & Finance Committee Recommendation: That the governance and finance committee adopt the minutes of the December 4, 2017 meeting. 4.0 DELEGATIONS 5.0 PUBLIC INPUT ON AGENDA ITEMS 6.0 UNFINISHED BUSINESS 6.1 SERVICE REVIEW TRANSIT Link to Service Review Document 6.2 PUBLIC INPUT ON TRANSIT SERVICES 6.3 SERVICE LEVEL REVIEW & NEW SERVICE LEVEL REQUESTS Town of Banff Service New Service Level Request Extension of Increased Frequency on Banff Local Route #1 Recommendation 1 - That the proposed extension of increased frequency on Banff Local Route #1, with the following operating costs, based on the following be added to the proposed operating budget for the Transit Town of Banff service area and referred to council for final consideration: o Route 1B: Sulphur Mountain/Banff Avenue 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 the governance and finance committee.

2 1 additional bus from May long weekend for full day service to allow for 20-minute frequency. o Route 1C: Sulphur Mountain/Banff Avenue 1 additional bus during extended peak hours from approximately 11:00 am to 7:00 pm to achieve 20-minute frequency throughout the day. 120 days per year to match the period that congestion has been identified. This is an increase of 41 days from currently approved budget service levels. Route Service Addition Gross Cost Anticipated Revenue Net Cost #1B 1 additional $43,869 $(12,090) $31,779 hours/day #1C 1 additional 8 hours/day $24,924 $(8,100) $16,824 Total: $68,794 $20,190 $47,884 Expectation would be increase of ridership during peak hours of 35% with the addition of two buses, equating to cash and pass revenues of approximately $20,190 on Route 1, The above costs are for 2018 operating year, with an expected 2% - 2.5% increase for subsequent years. New Service Level Request Extension of Increased Frequency on Banff Local Route 2 Recommendation 2 - That the proposed extension of increased frequency on Banff Local Route #2, with the following operating costs, based on the following be added to the proposed operating budget for the Transit Town of Banff service area and referred to council for final consideration: Route 2: Tunnel Mountain/Banff Springs Hotel 1 additional bus during extended peak hours to achieve 20- minute or 25-minute service dependent upon campground pick up locations. Currently operate a 45-minute schedule from Tunnel Mtn 1. Extended hours proposed from 11:00 am to 11:00 pm. 120 days per year to match the period that congestion has been identified. This is an increase of 41 days from currently approved budget service levels. Route Service Addition Gross Cost Anticipated Revenue Net Cost #2 1 additional 12 hours per day $32,971 $(10,045) $22,926 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 the governance and finance committee.

3 Expectation would be increase of ridership during peak hours of 25%, equating to cash and pass revenues of approximately $10,045 on route 2, assuming 70% of ridership occurs during peak hours. The above costs are for 2018 operating year, with an expected 2% -2.5% increase for subsequent years. New Service Level Request Shuttle Rental for 2019 Service Liricon Lot Recommendation 3 - That the proposed shuttle rental for 2019 to service the Liricon Lot, with the following operating costs be added to the proposed operating budget for the Transit Town of Banff service area and referred to council for final consideration: Operating Costs: bus, May long weekend to mid- September, weekend & public holiday service, 10 hours per day $62,000 (operating costs for permanent service are included currently in budget) TOTAL $62,000 Recommendation 4 : That the proposed 2018 operating budget and service review document, as amended at this meeting, for the Transit Town of Banff service area be referred to council for final consideration Regional Transit Service New Service Level Request Calgary-Banff Summer Bus Service Recommendation 1 - That the proposed Calgary-Banff Summer Bus Service with the following operating costs, be added to the proposed operating budget for the Transit Town of Banff service area and referred to council for final consideration: Operating Costs: Calgary-Banff Summer Bus Service (on it) $120,000 $- $- Recommendation 2 : That the proposed 2018 operating budget and service review document, as amended at this meeting, for the Transit Regional Transit service area be referred to council for final consideration. 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 the governance and finance committee.

4 7.0 REPORTS 7.1 Request for Review: Procedures Bylaw Recommendation: That the governance and finance committee review proposed changes to the Procedures Bylaw for discussion purposes and provide feedback to administration prior to a bylaw being prepared for council s consideration. 8.0 CORRESPONDENCE 9.0 PUBLIC INPUT ON AGENDA ITEMS 10.0 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 the governance and finance committee.

5 Governance and Finance Committee Meeting November 27, 2017 Page 22 Agenda Item 3.1 Unapproved MINUTES OF THE GOVERNANCE AND FINANCE COMMITTEE of the Town of Banff in the Province of Alberta Town Hall Council Chamber Monday, November 27, 2017 at 9:00 am MEMBERS PRESENT Karen Sorensen Mayor Grant Canning Councillor Corrie DiManno Councillor and Deputy Mayor Peter Poole Councillor Brian Standish Councillor MEMBERS ABSENT Ted Christensen Councillor and Acting Mayor Chip Olver Councillor ADMINISTRATION PRESENT Kelly Gibson Director, Corporate Services, Acting Town Manager Chris Hughes Manager, Finance Adrian Field Director, Engineering Paul Godfrey Director, Operations Tara Johnston-Lee Municipal Clerk 1.0 CALL TO ORDER The Mayor called the November 27, 2017 meeting of the governance and finance committee to order at 9:00 a.m. 2.0 APPROVAL OF AGENDA Moved by Councillor Standish that the governance and finance committee approve the agenda for the November 27, 2017 meeting as presented. 3.0 ADOPTION OF PREVIOUS GOVERNACE & FINANCE COMMITTEE MINUTES 3.1. Minutes of the November 13, 2017 Meeting of the Governance & Finance Committee Moved by Councillor Standish that the governance and finance committee adopt the minutes of the November 13, 2017 meeting as presented. Councillor Canning entered the meeting at 9:02 a.m Minutes of the November 15, 2017 Meeting of the Governance & Finance Committee Moved by Councillor Standish that the governance and finance committee adopt the minutes of the November 15, 2017 meeting as presented. Minutes approved by:

6 Governance and Finance Committee Meeting November 27, 2017 Page 23 Agenda Item 3.1 Unapproved 4.0 PUBLIC INPUT ON AGENDA ITEMS None received SERVICE REVIEW/BUDGET OVERVIEW 6.1 Ten Year Capital & 110 Year Reserve Combination The report was received as information. 6.2 Introduction to Service Review The report was received as information. 6.0 CORRESPONDENCE None received. 7.0 PUBLIC INPUT ON AGENDA ITEMS None received. 8.0 ADJOURNMENT Moved by Councillor Canning to adjourn the November 27, 2017 meeting of the governance and finance committee at 10:02 a.m. Karen Sorensen Mayor Tara Johnston-Lee Municipal Clerk Minutes approved by:

7 Governance and Finance Committee Meeting November 29, 2017 Page 24 Agenda Item 3.2 Unapproved MINUTES OF THE GOVERNANCE AND FINANCE COMMITTEE of the Town of Banff in the Province of Alberta Town Hall Council Chamber Wednesday, November 29, 2017 at 9:00 am MEMBERS PRESENT Karen Sorensen Mayor Grant Canning Councillor (left meeting at 12:30 p.m.) Ted Christensen Councillor and Acting Mayor Corrie DiManno Councillor and Deputy Mayor Chip Olver Councillor Peter Poole Councillor Brian Standish Councillor MEMBERS ABSENT ADMINISTRATION PRESENT Robert Earl Town Manager Lisa Lee Executive Assistant Chris Hughes Manager, Finance Kelly Gibson Director, Corporate Services Adrian Field Director, Engineering Barbara King Director, Human Resources Janice Carson Senior Graphic Designer Diana Waltmann Director, Communications and Marketing Larissa Barlow Communications Specialist Connie Grace Visitor Experience Coordinator Randall McKay Director, Planning and Development Silvio Adamo Director, Protective Services Jon Ball GIS Coordinator Tara Johnston-Lee Municipal Clerk 1.0 CALL TO ORDER The Mayor called the November 29, 2017 meeting of the governance and finance committee to order at 9:00 a.m. 2.0 APPROVAL OF AGENDA Moved by Councillor Christensen that the governance and finance committee approve the agenda for the November 27, 2017 meeting as presented. 3.0 SERVICE REVIEW - GOVERNANCE 3.1. PUBLIC INPUT ON GOVERNANCE None received. Minutes approved by:

8 Governance and Finance Committee Meeting November 29, 2017 Page 25 Agenda Item 3.2 Unapproved 3.2. SERVICE LEVEL REVIEW & NEW SERVICE LEVEL REQUESTS Moved by Councillor DiManno that the governance and finance committee recommend to council moving capital projects PW and W from out to in the capital budget and any associated costs in the operating budget. Standish, Christensen and Poole opposed Council & Legislative Moved by Councillor Standish that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Council & legislative service area be referred to council for final consideration General Municipal Moved by Councillor Olver that the proposed 2018 operating budget and service review document, as amended at this meeting, for the general municipal service area be referred to council for final consideration Town Manager Moved by Councillor DiManno that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Town Manager service area be referred to council for final consideration Town Owned Lands Moved by Mayor Sorensen that the proposed 2018 operating budget and service review document for the Town owned lands service area be referred to council for final consideration. 4.0 SERVICE REVIEW - HUMAN RESOURCES 4.1. PUBLIC INPUT ON HUMAN RESOURCES None received SERVICE LEVEL REVIEW & NEW SERVICE LEVEL REQUESTS Human Resources Administration Moved by Councillor Christensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the human resources administration service area be referred to council for final consideration Employee Housing Moved by Councillor Poole that the proposed 2018 operating budget and service review document for the employee housing service area be referred to council for final consideration. Minutes approved by:

9 Governance and Finance Committee Meeting November 29, 2017 Page 26 Agenda Item 3.2 Unapproved 5.0 SERVICE REVIEW - COMMUNICATIONS & MARKETING 5.1. PUBLIC INPUT ON COMMUNICATIONS & MARKETING Reg Bunyon, Bow Valley Naturalists Mr. Bunyon expressed his concerned with the impact on wildlife related to fireworks and would like council to consider silent fireworks displays which is consistent with being a green community SERVICE LEVEL REVIEW & NEW SERVICE LEVEL REQUESTS Communications Moved by Councillor Canning that the proposed 2018 operating budget and service review document, as amended at this meeting, for the communications service area be referred to council for final consideration. Moved by Councillor Poole that $21,000 be removed from the proposed operating budget, (for fireworks displays), for the visitor experience service area and referred to council for final consideration. DEFEATED Poole and Christensen in favour Visitor Experience New Service Level Request Canada Day Service Level Increase Moved by Mayor Sorensen that the proposed Canada Day service level increase for labour set up and tear down, with the following operating costs be added to the proposed operating budget for the visitor experience service area and referred to council for final consideration. Operating Costs: Labour for set up and tear down $2,400 $2,400 $2,400 Moved by Councillor Olver that the proposed Canada Day service level increase for four toward zero waste stations, with the following operating costs be added to the proposed operating budget for the visitor experience service area and referred to council for final consideration. Operating Costs: Four Towards Zero Waste Stations $5,100 $5,100 $5,100 Moved by Mayor Standish that the proposed Canada Day service level increase for portable washrooms, with the following operating costs be added to the proposed operating budget for the visitor experience service area and referred to council for final consideration. Operating Costs: Portable Washrooms $4,000 $4,000 $4,000 Minutes approved by:

10 Governance and Finance Committee Meeting November 29, 2017 Page 27 Agenda Item 3.2 Unapproved Moved by Mayor Sorensen that the proposed Canada Day service level increase for a pancake breakfast, with the following operating costs be added to the proposed operating budget for the visitor experience service area and referred to council for final consideration. Operating Costs: Pancake Breakfast $20,000 $20,000 $20,000 DEFEATED New Service Level Request 2018 Visitor Experience Communications Moved by Mayor Sorensen that the proposed 2018 Visitor Experience Communications Partnership Strategy project, with the following operating costs be added to the proposed operating budget for the visitor experience service area and referred to council for final consideration. Operating Costs: 2018 Strategy Update & Implementation $53,333 Poole and Christensen opposed Moved by Councillor Standish that the proposed 2018 operating budget and service review document, as amended at this meeting, for the visitor experience service area be referred to council for final consideration. Poole opposed There was a recess from 12:30 1:30 p.m. Councillor Canning left the meeting at 12:30 p.m. 6.0 SERVICE REVIEW - CORPORATE SERVICES 6.1. PUBLIC INPUT ON CORPORATE SERVICES None received SERVICE LEVEL REVIEW & NEW SERVICE LEVEL REQUESTS Municipal Revenue and Economic Prosperity Moved by Councillor Olver that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Municipal Revenue and Economic service area be referred to council for final consideration. Administration provided a report on Banff rental rates relative to income data. The presentation slides were added to the agenda package for this meeting. Minutes approved by:

11 Governance and Finance Committee Meeting November 29, 2017 Page 28 Agenda Item 3.2 Unapproved Legislative Administrative Services Moved by Councillor DiManno that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Legislative Administrative Services Service area be referred to council for final consideration Information Governance Moved by Mayor Sorensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Information Governance service area be referred to council for final consideration Property Taxation/Assessment Moved by Councillor Christensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Property Taxation/Assessment service area be referred to council for final consideration Financial Planning, Reporting and Budgeting Moved by Councillor Poole that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Financial Planning, Reporting and Budgeting service area be referred to council for final consideration Payroll Moved by Councillor Standish that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Payroll service area be referred to council for final consideration Public Reception Town Hall Moved by Councillor Olver that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Public Reception Town Hall service area be referred to council for final consideration Utility Billing/Accounts Receivable/Accounts Payable Moved by Councillor DiManno that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Utility Billing/Accounts Receivable/Accounts Payable service area be referred to council for final consideration. 7.0 SERVICE REVIEW - INFORMATION TECHNOLOGY 7.1. PUBLIC INPUT ON INFORMATION TECHNOLOGY None received. Minutes approved by:

12 Governance and Finance Committee Meeting November 29, 2017 Page 29 Agenda Item 3.2 Unapproved 7.2. IT Planning/Administering/Configuring/Etc. Moved by Mayor Sorensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the IT Planning/Administering/Configuring service area be referred to council for final consideration. 7.2 Geographical Information System Moved by Councillor Christensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the GIS service area be referred to council for final consideration. 8.0 ADJOURNMENT Moved by Councillor Standish to adjourn the November 29, 2017 meeting of the governance and finance committee at 3:42 p.m. Karen Sorensen Mayor Tara Johnston-Lee Municipal Clerk Minutes approved by:

13 Governance and Finance Committee Meeting December 4, 2017 Page 30 Agenda Item 3.3 Unapproved MINUTES OF THE GOVERNANCE AND FINANCE COMMITTEE of the Town of Banff in the Province of Alberta Town Hall Council Chamber Monday, December 4, 2017 at 9:00 am MEMBERS PRESENT Karen Sorensen Mayor Grant Canning Councillor Ted Christensen Councillor and Acting Mayor Corrie DiManno Councillor and Deputy Mayor Chip Olver Councillor Peter Poole Councillor Brian Standish Councillor MEMBERS ABSENT ADMINISTRATION PRESENT Robert Earl Town Manager Lisa Lee Executive Assistant Allison Gerrits Director, Community Services Sarah McCormack Banff Public Library Silvio Adamo Fire Chief, Director Protective Services Tony Clark Bylaw Services Supervisor Mike Buxton-Carr RCMP Chris Hughes Manager, Finance Kelly Gibson Director, Corporate Services Tara Johnston-Lee Municipal Clerk 1.0 CALL TO ORDER The Mayor called the December 4, 2017 meeting of the governance and finance committee to order at 9:00 a.m. 2.0 APPROVAL OF AGENDA Moved by Councillor Standish that the governance and finance committee approve the agenda for the December 4, 2017 meeting as presented. 3.0 UNFINISHED BUSINESS None considered. 4.0 SERVICE REVIEW COMMUNITY AND RECREATIONS SERVICES 4.1. PUBLIC INPUT ON COMMUNITY AND RECREATION SERVICES None received. Minutes approved by:

14 Governance and Finance Committee Meeting December 4, 2017 Page 31 Agenda Item 3.3 Unapproved 4.2. SERVICE LEVEL REVIEW & NEW SERVICE LEVEL REQUESTS Community Services Administration Moved by Councillor Standish that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Community Services administration service area be referred to council for final consideration Immigration Support Services Moved by Councillor Olver that the proposed 2018 operating budget and service review document for the immigration support services service area be referred to council for final consideration Community Social Wellbeing Moved by Councillor DiManno that the proposed 2018 operating budget and service review document, as amended at this meeting, for the community social wellbeing service area be referred to council for final consideration Housing Sustainability Moved by Mayor Sorensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the housing sustainability service area be referred to council for final consideration. Council unanimously agreed to consider Other Services and Library next in the agenda. 5.0 SERVICE REVIEW OTHER COUNCIL INITIATIVES AND LIBRARY 5.1. PUBLIC INPUT ON OTHER COUNCIL INITIATIVES AND LIBRARY None received Other Council Initiatives Moved by Councillor Christensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Other Council Initiatives service area be referred to council for final consideration Banff Public Library Moved by Councillor Poole that the proposed 2018 operating budget and service review document, as amended at this meeting, for the Banff Public Library service area be referred to council for final consideration Young Adult Programs and Services Moved by Councillor Canning that the proposed 2018 operating budget and service review document, as amended at this meeting, for the young adult programs and services service area be referred to council for final consideration. Minutes approved by:

15 Governance and Finance Committee Meeting December 4, 2017 Page 32 Agenda Item 3.3 Unapproved Senior Programs and Services Moved by Councillor Standish hat the proposed 2018 operating budget and service review document, as amended at this meeting, for the senior programs and services service area be referred to council for final consideration Children, Youth and Family Programs Councillor DiManno declared a personal conflict of interest and left the meeting at 11:20 a.m. Moved by Councillor Olver that the proposed 2018 operating budget and service review document, as amended at this meeting, for the children, youth and family programs service area be referred to council for final consideration. Councillor DiManno returned to the meeting at 11:30 a.m Recreation Programs, Events and Services Moved by Councillor Poole that $9,000 be removed from the proposed operating budget, (for Halloween fireworks displays), for the recreation programs, events and services service area and referred to council for final consideration. DEFEATED Poole and Christensen opposed Moved by Councillor DiManno that the proposed 2018 operating budget and service review document, as amended at this meeting, for the recreation programs, events and services service area be referred to council for final consideration Recreation Facility Bookings and Fenlands Maintenance Moved by Mayor Sorensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the recreation facility bookings and Fenlands maintenance service area be referred to council for final consideration Recreation Projects Implementation Moved by Councillor Christensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the recreation projects implementation service area be referred to council for final consideration Community Services Public Reception This service was included included in service area and was not considered. Minutes approved by:

16 Governance and Finance Committee Meeting December 4, 2017 Page 33 Agenda Item 3.3 Unapproved 6.0 SERVICE REVIEW FIRE DEPARTMENT 6.1. PUBLIC INPUT ON FIRE DEPARTMENT Keith Webb Mr. Webb spoke to his written submission included in the agenda package for this this meeting SERVICE LEVEL REVIEW & NEW SERVICE LEVEL REQUESTS Fire Emergency Response and Training Moved by Councillor Poole that the proposed 2018 operating budget and service review document, as amended at this meeting, for the fire emergency response and training service area be referred to council for final consideration Fire Prevention and Code Compliance New Service Level Request Wildfire Risk Analysis for Banff Moved by Councillor Standish that the proposed wildfire risk analysis for Banff, with the following operating costs, be added to the proposed operating budget for the fire prevention and code compliance service area and referred to council for final consideration. Operating Costs: Contracted Services Parks Canada $15,000 $0 $0 Councillor Canning left the meeting at 2:33 p.m. Moved by Councillor Standish that the proposed 2018 operating budget and service review document, as amended at this meeting, for the fire prevention and code compliance service area be referred to council for final consideration Emergency Preparedness New Service Level Request 70 Congregate Lodging Cots and Pads Moved by Mayor Sorensen that the proposed 70 congregate lodging cots and pads, with the following capital and operating costs, funded by the fire reserve, be added to the capital budget and the proposed operating budget for the fire prevention and code compliance service area and referred to council for final consideration. Capital Costs Cots, Pads, $11,200 $0 $0 sleeping bags Operating Costs transfer to capital with 2% inflation over 15 years live cycle Transfer to Reserves $746 $760 $776 Minutes approved by:

17 Governance and Finance Committee Meeting December 4, 2017 Page 34 Agenda Item 3.3 Unapproved Moved by Councillor Olver that the proposed 2018 operating budget and service review document, as amended at this meeting, for the emergency preparedness service area be referred to council for final consideration. Councillor Canning returned to the meeting at 3:13 p.m. 7.0 SERVICE REVIEW BYLAW SERVICES 7.1. PUBLIC INPUT ON BYLAW SERVICES None received SERVICE LEVEL REVIEW & NEW SERVICE LEVEL REQUESTS Bylaw Enforcement Moved by Councillor DiManno that the proposed 2018 operating budget and service review document, as amended at this meeting, for the bylaw enforcement service area be referred to council for final consideration Bylaw Education Moved by Mayor Sorensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the bylaw education service area be referred to council for final consideration Permits, Inspections & Licensing Moved by Councillor Christensen that the proposed 2018 operating budget and service review document, as amended at this meeting, for the permits, inspections and licensing service area be referred to council for final consideration Lost and Found Moved by Councillor Poole that the proposed 2018 operating budget and service review document, as amended at this meeting, for the lost and found service area be referred to council for final consideration. 8.0 SERVICE REVIEW POLICE SERVICES 8.1. PUBLIC INPUT ON POLICE SERVICES None received SERVICE LEVEL REVIEW & NEW SERVICE LEVEL REQUESTS Police Services Moved by Councillor Canning that the proposed 2018 operating budget and service review document, as amended at this meeting, for the police service area be referred to council for final consideration. Minutes approved by:

18 Governance and Finance Committee Meeting December 4, 2017 Page 35 Agenda Item 3.3 Unapproved 9.0 ADJOURNMENT Moved by Councillor Olver to adjourn the December 4, 2017 meeting of the governance and finance committee at 4:32 p.m. Karen Sorensen Mayor Tara Johnston-Lee Municipal Clerk Minutes approved by:

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20 Transit Roll-Up Operating Budget Q3 Approved Proposed Proposed Proposed Budget Forecast Budget Budget Budget Budget REVENUES Activity Revenue $145,250 $118,811 $145,250 $117,850 $118,350 $118,550 Other Revenue 4,500 12,000 4,500 12,100 12,200 12,300 TOTAL REVENUES 149, , , , , ,850 EXPENDITURES Contracted & General Services 1,048,741 1,060,495 1,456,267 1,276,079 1,331,998 1,734,548 Materials, Goods & Supplies 44,500 21,600 44,500 25,700 26,300 26,600 Other Expenses 2,300 2,300 1,657 1,657 1, Internal Charges 30,400 30,400 32,300 33,700 33,700 34,700 TOTAL EXPENDITURES 1,125,941 1,114,795 1,534,724 1,337,136 1,393,298 1,796,048 REVENUES LESS EXPENDITURES (976,191) (983,984) (1,384,974) (1,207,186) (1,262,748) (1,665,198) Associated Amortization 158, , , , , ,410 Transfers to Reserves (49,100) (49,100) (50,100) (49,640) (110,133) (180,072) Transfers from Reserves 2,300 34,054 1,657 1,657 1, Tax Funding Required (1,022,991) (999,030) (1,433,417) (1,255,169) (1,371,581) (1,845,070) 2 P a g e

21 Transit Percentage Total Expense 3 P a g e

22 Service Area: Transit /Town of Banff Service (1 of 2) Operation & management of Banff Local transit system Route planning & enhancements Public & media relations ROAM partner contract management Through the BVRTSC Transit Services (Local) Operating Budget Q3 Approved Proposed Proposed Proposed Budget Forecast Budget Budget Budget Budget REVENUES Activity Revenue $121,250 $112,211 $121,250 $111,250 $111,750 $111,950 Other Revenue 500 3, ,100 3,200 3,300 TOTAL REVENUES 121, , , , , ,250 EXPENDITURES Contracted & General Services 820, ,049 1,216, ,267 1,039,920 1,437,285 Materials, Goods & Supplies 20,500 6,000 20,500 10,100 10,700 11,000 Other Expenses 2,300 2,300 1,657 1,657 1, Internal Charges 25,200 25,200 26,800 28,000 28,000 28,800 TOTAL EXPENDITURES 868, ,549 1,265,834 1,028,024 1,079,920 1,477,285 REVENUES LESS EXPENDITURES (746,299) (718,338) (1,144,084) (913,674) (964,970) (1,362,035) Associated Amortization 158, , , , , ,410 Transfers to Reserves (49,100) (49,100) (50,100) (49,640) (110,133) (180,072) Transfers from Reserves 2,300 2,300 1,657 1,657 1, Tax Funding Required (793,099) (765,138) (1,192,527) (961,657) (1,073,803) (1,541,907) 4 P a g e

23 Service Area: Transit/Town of Banff Service (1 of 2) COUNCIL EXPECTATIONS 1) Increase ridership 2) Optimize service frequency 3) The system targets local and visitor ridership 4) Seamless integration of public transportation 5) Constant monitoring and communication of the system 6) Focus on superb customer service 7) Transit system fares and contracted partners will cover the majority of the costs of running the transit system and new revenue opportunities and partnership will be pursued with local business to increase ridership and expand the system. 8) The Town of Banff targets to be in the top 20 percent for cost recovery for transit systems belonging to the Canadian Urban Transportation Association 9) Performance metrics are provided to Council quarterly 10) Partners support alternative transportation Service Level Increased Successes o High cost recovery relative to CUTA. National average is 55% based on 2014 CUTA statistics, while Roam Transit, routes 1 and 2, is at 64%. CUTA statistics do not differentiate between municipal and regional transit. o Connectivity with Canmore/Banff Regional service allows for opportunity for both commuters and visitors to travel between and throughout the two communities seamlessly without the use of personal vehicles. o Brand standard is appreciated by community & riders o Professional & courteous service o On-time performance o Rider data availability shared with the Town and other stakeholders on a regular basis. o Hotel partnership programme aids with cost recovery and carried 360,000 staff and guests in 2015, reducing the number of vehicles potentially on the roads. o ToB Fleet support keeps buses on the road and service disruptions are minimal o Partnership with the BVRTSC, the commission administration, brand standard and other successes are a sound foundation upon which to build further growth of the system. o Transit APP and Next bus as tools to inform riders of schedule o Ridership per service hour is high relative to CUTA standard National ridership per service hour is 21 for populations <50,000. Roam Transit is at 32 for overall regional and local and 47 for local service Challenges/Opportunities o Mode share over the Bow River Bridge is 4% - Roam transit is not the first choice for 96% of travellers in vehicles. The successes of the service provide a sound foundation upon which to build future transit growth. o Transit ridership is up 18% YTD service enhancements and increased marketing efforts proved to be successful in growing ridership, mode share needs to increase in order to resolve congestion with transit. o The BLLT Indexperience study shows that 55% of summer visitors are aware of the Roam service there is potential for a further 45% increase in awareness. Transit shelters installed in 2017 may have helped to increase the visibility of the service; opportunity likely still exists to increase awareness through increased communications & marketing efforts. o Congestion and parking shortfall caused by excessive vehicle numbers is becoming an issue throughout the National Park. Parks Canada s continued involvement is needed to provide transit throughout the National Park such that travelling around the Bow Valley without the use of a private vehicle is a viable option. BVRTSC and ID9 have commissioned a report to be delivered in early 2017 identifying an implementation plan for potential transit connectivity between Banff 5 P a g e

24 only. Through the summer peak this number increases to 58 riders per service hour. o Driver retention and working environment within the commission o Transit plays a role in reducing congestion o Service increases and free transit trials have increased ridership. Ridership YTD is up 19% (to 390,000 riders) on Route 1, 15% on route 2 (to 280,000 riders) and 105% on Route 4 (to 7,723 riders) and Lake Louise o Driver attraction and retention will become more of a challenge with growth of short term, summer intensive service in Banff. o Lack of personal financial incentive to switch to transit (i.e. paid parking, congestion charge), both locally and within the Park. o Driving is more convenient and less costly than taking transit Priorities: Priority Status Monitor ROAM Service Customer Ongoing, provided through the BVRTSC Service/Financials Monitor success of Banff/Canmore Service Ongoing, monthly ridership continues to outpace previous years Performance metrics are provided to Council Ongoing key performance indicators to be provided at AGM quarterly (cost per service hour and riders per service hour for both Banff and regional The Town of Banff targets to be in the top 20 percent for cost recovery for transit systems Ongoing, decisions around service increases and fare reductions required to increase ridership will negatively affect cost recovery. belonging to the Canadian Urban Transportation Association Maximizing the benefits of direct service Ongoing, cost savings achieved over contracted services model provision Local route review and changes if required (per Ongoing TMP) Increase the visitor awareness of local routes Ongoing, opportunities exist for increased awareness through advertising and communications Plan for transit shelters Design work ongoing, transit route review will affirm placement Increase mode shift to transit Ongoing. Counter has been installed on Bow River Bridge to provide a baseline count of 4%. Communications & marketing efforts to increase awareness and ridership Establishing a KPI (key performance indicators) targets Trial of free transit to establish effects on ridership and to assist with potential vehicle volume increases as a result of free entry to BNP Communication Format 2018 Priorities: (RFD/Briefing/Policy/Bylaw/Workshop/Etc.) Increase service on routes 1 and 2 Data to be provided at BVRTSC monthly meetings and fall transportation briefing 6 P a g e

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31 Transit #1 New Service Level Request - Extension of Increased Frequency on Banff Local Route #1 Objective: To increase Banff Local Roam service ridership through extending the season of increased service on Route 1 and provide enhanced transit services from the May Long Weekend until the middle of September. This project uses existing infrastructure purchased under GreenTRIP3 and approved in the last budget cycle. Summary: Banff s road system is finite and is beyond capacity of 24,000 vehicles per day (both entrances, both directions) for much of the busy summer period. The Long-Term Transportation Plan and previous studies have identified the need for intercept lots and mass transit to move people throughout the town site. Due to increased volume, earlier in the summer season, we are seeing schedule adherence issues and reduced customer service excellence from the May long weekend through the first two weeks of September. The previously approved service increase has additional service starting on June 19, missing a month of the busy period. This project extends the approved 79 days of additional service previously approved to a total of 120 days. Schedule adherence for Roam Transit is affected by increased traffic from the May long weekend until the last weekend in June when the schedule is adjusted for summer traffic. As the chart at the end of the document outlines, schedule in May and June averages 21% of buses being late whereas July and August average 14.5%, even though the traffic flows are higher in the summer. This early implementation of additional service will significantly improve schedule adherence. This project uses existing infrastructure purchased under GreenTRIP3 and approved in the last budget cycle. No further capital infrastructure or costs are needed to achieve this increase in service. Cost to Implement: Capital costs: No additional capital cost to implement as service is already approved and this request simply shifts the timelines Ongoing Operational Cost per year: Operating impact is based on: o o Route 1B: Sulphur Mountain/Banff Avenue 1 additional bus from May long weekend for full day service to allow for 20-minute frequency. Route 1C: Sulphur Mountain/Banff Avenue 1 additional bus during extended peak hours from approximately 11:00 am to 7:00 pm to achieve 20-minute frequency throughout the day. 120 days per year to match the period that congestion has been identified. This is an increase of 41 days from currently approved budget service levels. Route Service Addition Gross Cost Anticipated Net Cost Revenue #1B 1 additional hours/day $43,869 $(12,090) $31,779 #1C 1 additional 8 hours/day $24,924 $(8,100) $16,824 Total: $68,794 $20,190 $47, P a g e

32 Expectation would be increase of ridership during peak hours of 35% with the addition of two buses, equating to cash and pass revenues of approximately $20,190 on Route 1, The above costs are for 2018 operating year, with an expected 2% -2.5% increase for subsequent years. Amortization and Reserve Funding Costs: No further amortization and reserve funding required as no capital purchases are necessary. Resources Required to Implement: The project would be managed with existing resources in Engineering, Fleet, Corporate services and in collaboration with the BVRTSC. BVRTSC would require further operational oversight as well as additional payroll and customer service administration Resources Required to Maintain: BVRTSC would require further operational oversight as well as additional payroll and customer service administration. Return on Investment: Return on investment would be additional ridership as outlined above, reduced vehicular congestion and improved schedule adherence for transit. Estimated Delivery Date: Service start: May 2018 Council Strategic Priority? Yes (See Supporting Materials: (Optional. Provide a link to other supporting documents such as spreadsheets.) Schedule Adherence Route 1 Early On Time Late Oct-16 0% 96% 4% Nov-16 0% 96% 4% Dec-16 0% 89% 11% Jan-17 0% 97% 3% Feb-17 0% 92% 8% Mar-17 0% 94% 6% Apr-17 0% 94% 6% Winter Average 0% 94% 6% May-17 0% 76% 24% Jun-17 0% 82% 18% Jul-17 0% 84% 15% Aug-17 0% 86% 14% Summer Average 0% 84% 12% 5 Minutes Early 7 Minutes Late 14 P a g e

33 Transit #2 New Service Level Request - Extension of Increased Frequency on Banff Local Route #2 Objective: To increase Banff Local Roam service ridership through extending the season of increased service on Route 2 and provide enhanced transit services from the May Long Weekend until the middle of September. This project uses existing infrastructure purchased under GreenTRIP3 and approved in the last budget cycle. Summary: Banff s road system is finite and is beyond capacity of 24,000 vehicles per day (both entrances, both directions) for much of the busy summer period. The Long-Term Transportation Plan and previous studies have identified the need for intercept lots and mass transit to move people throughout the town site. Due to increased volume, earlier in the summer season, we are seeing schedule adherence issues and reduced customer service excellence from the May long weekend through the first two weeks of September. The previously approved service increase has additional service starting on June 19, missing a month of the busy period. This project extends the approved 79 days of additional service previously approved to a total of 120 days. This project uses existing infrastructure purchased under GreenTRIP3 and approved in the last budget cycle. No further capital infrastructure or costs are needed to achieve this increase in service. Schedule adherence for Roam Transit is affected by increased traffic from the May long weekend until the last weekend in June when the schedule is adjusted for summer traffic. As the chart at the end of the document outlines, schedule in May and June averages 7% of buses being late as compared to 1% through the winter months due to increased traffic. Route 2 over July and August increases to 36% late as there is only one bus on this route. Having two buses on this route and implementing the additional service will significantly improve schedule adherence. Cost to Implement: Capital costs: No additional cost to implement as service is already approved and this request simply shifts the timelines. Ongoing Operational Cost per year: Operating impact is based on: o Route 2: Tunnel Mountain/Banff Springs Hotel 1 additional bus during extended peak hours to achieve 20-minute or 25-minute service dependent upon campground pick up locations. Currently operate a 45-minute schedule from Tunnel Mtn 1. Extended hours proposed from 11:00 am to 11:00 pm. 120 days per year to match the period that congestion has been identified. This is an increase of 41 days from currently approved budget service levels. Route Service Addition Gross Cost Anticipated Net Cost Revenue #2 1 additional 12 hours per day $32,971 $(10,045) $22,926 Expectation would be increase of ridership during peak hours of 25%, equating to cash and pass revenues of approximately $10,045 on route 2, assuming 70% of ridership occurs during peak hours. The above costs are for 2018 operating year, with an expected 2% -2.5% increase for subsequent years. 15 P a g e

34 Amortization and Reserve Funding Costs: No further amortization and reserve funding required as no capital purchases are necessary. Resources Required to Implement: The project would be managed with existing resources in Engineering, Fleet, Corporate services and in collaboration with the BVRTSC. BVRTSC would require further operational oversight as well as additional payroll and customer service administration Resources Required to Maintain: BVRTSC would require further operational oversight as well as additional payroll and customer service administration Return on Investment: Return on investment would be additional ridership as outlined above, reduced vehicular congestion and improved schedule adherence for transit. Estimated Delivery Date: Service start: May 2018 Council Strategic Priority? Yes (See Supporting Materials: (Optional. Provide a link to other supporting documents such as spreadsheets.) Schedule Adherence Route 2: 16 P a g e

35 Transit #3 New Service Level Request - Shuttle Rental for 2019 Service Liricon Lot Summary: Trial of shuttle service between train station intercept lot to the High School for prior to bus purchase and running the service with BVRTSC-owned buses in Trial would run weekends between May long weekend and mid-september; 40 days of service, 10 service hours per day, 1 bus operating with approximately 10 minute headway. The service would be operated by the BVRTSC. Description: Liricon Capital have leased land adjacent to the train station with a view to developing a 650 stall (approx.) intercept parking lot. The Canadian Environmental Assessment Act (CEAA) process is underway and the lot is scheduled to be operational by the summer of Transit shuttle service from intercept lots at each entrance are approved currently in the 10-year capital plan with 2 buses contemplated for 2020 and a further 3 (2 operational and 1 spare) proposed for Walking distance from the intercept lot to the Banff National Park Visitor centre on the 200 block of Banff Avenue is around 650 metres and an eight minute walk (google maps) would provide an opportunity to test the parking lot occupancy with no shuttle service in place. This initiative would provide an opportunity to test, in 2019, the potential ability of an intercept lot shuttle service to improve the utilization of the intercept parking lot through removing the need to walk from the lot to downtown. 17 P a g e

36 Operating Costs: bus, May long weekend to mid- September, weekend & public holiday service, 10 hours per day $62,000 (operating costs for permanent service are included currently in budget) TOTAL $62,000 Resources Required to Implement & Maintain: Summer Student to be trained and managed internally by the Engineering department. Estimated Delivery Date: 2019 Council Strategic Priority? Yes 18 P a g e

37 Service Area: Regional Transit Service (2 of 2) Operation & management of transit system Route planning & enhancements Public & media relations ROAM partner contract management Through the BVRTSC Transit Services (Regional) Operating Budget Q3 Approved Proposed Proposed Proposed Budget Forecast Budget Budget Budget Budget REVENUES Activity Revenue $24,000 $6,600 $24,000 $6,600 $6,600 $6,600 Other Revenue 4,000 9,000 4,000 9,000 9,000 9,000 TOTAL REVENUES 28,000 15,600 28,000 15,600 15,600 15,600 EXPENDITURES Contracted & General Services 228, , , , , ,263 Materials, Goods & Supplies 24,000 15,600 24,000 15,600 15,600 15,600 Internal Charges 5,200 5,200 5,500 5,700 5,700 5,900 TOTAL EXPENDITURES 257, , , , , ,763 REVENUES LESS EXPENDITURES (229,892) (265,646) (240,890) (293,512) (297,778) (303,163) Transfers from Reserves 31,754 Tax Funding Required (229,892) (233,892) (240,890) (293,512) (297,778) (303,163) 19 P a g e

38 Service Area: Regional Transit Service (2 of 2) COUNCIL EXPECTATIONS 1) Increase ridership 2) Optimize service frequency 3) Local and visitor ridership 4) Seamless integration of public transportation 5) Constant monitoring and communication of the system 6) Focus on superb customer service 7) The Town of Banff targets to be in the top 20 percent for cost recovery for transit systems belonging to the Canadian Urban Transportation Association 8) Performance metrics are provided to Council quarterly Service Level Maintained Successes o High cost recovery relative to CUTA National average is 55% based on 2014 CUTA statistics, while Roam Transit, regional, is at 67%. CUTA statistics do not differentiate between municipal and regional transit. o Brand standard is appreciated by community & riders. o Community recognition for providing a needed safe and environmentally friendly service between centres. Connection of Banff and Canmore without needing a personal vehicle. o Professional & courteous service o On-time performance o Rider data availability o Corporate discount program introduced in 2016 allows companies to purchase bulk regional passes for their customers at a discounted rate, increasing the opportunity for transit use. o ToB Fleet support keeps buses on the road and service disruptions are minimal o Partnership with the BVRTSC, the commission administration, brand standard and other successes are a sound foundation upon which to build further growth of the system o Transit APP and Next bus as tools to inform riders of schedule o Ridership per service hour is high relative to CUTA standard. National ridership per service hour is 21 for populations <50,000. Roam Transit is at 32 for overall regional and local; 16 for regional. Challenges/Opportunities o 96% of Canmore commuters to Banff still prefer to drive. Cost recovery (67%) is high relative to CUTA. Opportunity exists to increase ridership through increased communication & marketing, fare reduction or service enhancements. o Congestion and parking shortfall caused by excessive vehicle numbers is becoming an issue throughout the National Park. Parks Canada s continued involvement is needed to provide transit throughout the National Park such that travelling around the Bow Valley without the use of a private vehicle is a viable option. o The introduction of Canmore local transit service offers further opportunity for connectivity without the use of personal vehicles. 20 P a g e

39 o Driver retention is strong, with a positive and rewarding working environment within the Commission o Transit plays a role in reducing congestion o Route 3 ridership up 19% YTD (to 121,049 riders). Peak ridership of 13,000 riders in July 2017 o Regional collaboration o Good synergy with legacy trail bikes were carried by Roam Regional service between April and September 2016, compared to 3199 in 2015 (increase of 24%) o Ridership numbers are steadily increasing o Strong pass sales indicate a committed and loyal ridership base. o Captures some commuters 4.3% - (35 out of 807)* Canmore commuters ride the bus; 92% (744 out of 807) arrive in Banff by vehicle) *from 2014 Canmore census 2017 Priorities: Priority Status Increase ridership on regional route Ridership stats provided in BVRTSC minutes 2018 Priorities: Communication Format (RFD/Briefing/Policy/Bylaw/Workshop/Etc.) 21 P a g e

40 Regional Transit Services #4 New Service Level Request - Calgary Banff Summer Bus Service Summary: Following the successful pilot Calgary to Banff (On-it) Bus service in the summer for 2017, this request is for funding to continue and expand this service into the future. Description: In 2017 the Calgary Regional Partnership (CRP) and its service provider Southland have operated a weekend bus service (branded On-It) with financial support from Parks Canada Town of Banff and Town of Canmore. The service has attracted strong ridership and has demonstrated that there is demand for a regional transit service from Calgary. Some Key Statistics for the pilot service Over 11,800 passengers moved (one way trips). Average Saturday ridership (one way trips) was 515 and Average Sunday ridership was 400 Estimated Cost recovery ~50% This funding request is based upon the scenario of expanding the bus service to commence on the May long weekend rather than middle of June, an increase from 26 to 35 service days. The 2017 pilot ran 10 trips to Banff and 13 trips to Calgary spread out over the entire day. This has provided us we a very useful data set of ridership by arrive/departure times. It is anticipated that the 2018 schedule would be adjusted based upon these learnings to improve the service attractiveness and boost ridership further. Parks Canada and Town of Canmore have expressed an interest in continuing their support of this initiative, and there is also potential to partner with other organizations to fund this service. Administration recommends that Town of Banff commit to a maximum of 50% of the total net operating costs for such this service. This Project is therefore contingent upon partnering with other organizations to provide the other 50% funding. This scenario would limit Town of Banff s contribution to a maximum of $120,000. This estimate is based upon the following assumptions and inputs: Once again partnering with CRP to deliver the service Total ridership numbers remain similar to numbers achieved by the pilot in 2017 The same fare structure as 2017, that is ticket price remains $10 per one way trip and children under 5 travelling for free with accompanying adult During 2017 CRP absorbed some indirect costs for the pilot, these would not be absorbed in future years and cost recovery in this scenario is estimated at 32% To provide an understanding of the significance of ridership assumptions and ticket price, the follow scenarios are provided If the service experiences a 10% increase in ridership next year, the total contribution by the Town reduces by $5,000. If total ridership remains the same as 2017, but the ticket price is increased to $15 per one way trip the total contribution by the Town reduces by $30,000 Operating Costs: Calgary-Banff Summer Bus Service (on it) $120,000 $- $- 22 P a g e

41 Resources Required to Implement & Maintain: The service would continue to be operated and managed by a 3 rd party (either the CRP or BVRTSC) with some minor support from ToB engineering and communications departments. This minor level of administrative support can be accommodated with current resources Estimated Delivery Date: May 2018 Council Strategic Priority? Yes Transportation Encourage the integration of local and regional transportation of people and goods. Provide a transportation system that encourages and complements pedestrian movement and cycling. Provide a transportation system that enhances the resident and visitor experience Supporting Materials: Note: Counts are one way trips, Mondays of long weekends omitted 23 P a g e

42 REQUEST FOR REVIEW Subject: Procedures Bylaw Presented to: Governance and Finance Committee Submitted by: Tara Johnston-Lee Municipal Clerk Date: December 11, 2017 Agenda #: 7.1 RECOMMENDATION That the governance and finance committee review proposed changes to the Procedures Bylaw for discussion purposes and provide feedback to administration prior to a bylaw being prepared for council s consideration. BACKGROUND Reason for Report This report is in response to the scheduled regular review of the Procedures Bylaw which is typically reviewed in its entirety at least once every four years near the beginning of the term of council. Changes to the Procedure Bylaw could provide an opportunity for enhancement and process efficiencies in the procedures of council and committees. Parliamentary Procedure is the combination of rules and customs that govern the conduct of business meetings. Rules of order are intended to facilitate progress. They should include members in the decision making process, with each member having equal opportunities to participate in the discussion and influence the group's decisions. The rules should help promote fairness, equality and common sense, and balance the need for efficiency (order and timeliness) with the need for democratic decision-making (a reasonable opportunity for all sides to debate the issue before a vote is taken). The underlying principles are: The majority rules, i.e.: The usual requirement for a motion to be adopted is a majority (more than half) of the votes cast in the affirmative. The minority should be given an opportunity to be heard. The Procedures Bylaw provides the process framework for council to use in its decision-making. It brings together parliamentary procedure, legislative requirements and the specific governance preferences of council. It also provides for opportunities for residents to access council and have input into the decision-making process. Summary of Issue As part of the council orientation, council met with registered parliamentarian, Eli Mina, to discuss topics which included meeting procedures. Mr. Mina reviewed the Town s procedural bylaw and his suggestions for amendments to strengthen the bylaw have also been incorporated into the proposed changes. Mr. Mina provides that: Substantively, a collective decision should be: Proactive (advancing the mission, vision and strategic plan).