SUMMER VILLAGE OF WHITE SANDS COUNCIL MEETING AGENDA July 13, 2022 9:30 .

SUMMER VILLAGE OF WHITE SANDS MINUTES June 20, 2022 PAGE 2 3.d Beach Access Login and Sin-in Sheets and Forms Sign in sheets would be required and no combinations would be given out the public, they must be accompanied by the Public Works Foreman, staff or a member of Council. Motion 22:06:20:4 Moved by Councillor Waugh that Council direct Administration to give beach access gate lock combinations to Council, with all beach access recorded on forms and given to the Public Works Foreman. Sign in sheets should include Who? What? When? Why? And Who let them in. MOTION CARRIED 3.e Boat Dock and Mooring Storage on Municipal Reserve Land To develop a Policy and fee schedule for storing docks,, moorings, and boats lifts on Municipal Reserves (MR). There should be a clear policy in place, and fees should be charged, Storage fees will be billed and the unpaid fees will be added to the taxes at year end. Motion 22:06:20:5 Moved by Mayor Sanchuck that Council direct Administration to research and develop a policy for usage and storage of docks, moorings and boat lifts on the MR during the summer season and in the off-season. MOTION CARRIED Motion 22:06:20:6 Moved by Mayor Sanchuck that Council direct Administration to measure the area, take pictures and submit a Temporary Field Application (TFA) to AB Environment for permission to repair the right launch. MOTION CARRIED Motion 22:06:20:7 Moved by Councillor Waugh that Council direct Administration to look into surveying the whole lake front Municipal Reserves (MR) and Environmental Reserves (ER) to determine where the Right of Ways (RoW), Boat Launch, Emergency Access Trails, Beach Access, and residential property lines are located. MOTION CARRIED 3.f Municipal Government Act – Council Roles and Responsibilities Mayor Bill Sanchuck issued copies of the “What Every Councillor Needs to Know – A Council Member Handbook” published by Alberta Municipal Affairs. The Mayor wanted all Council members and staff to be clear on their Roles and Responsibilities according to the Municipal Government Act. Councillor Waugh asked for a Copy of the Municipal Government Act. 3.g Dust Control and Grass Cutting on Roadways and Municipal Reserve Land The dust control policy was put in place to do dust control on the designated high traffic roads, and all of the access roads entering into the community from the County of Stettler. It is done for safety reasons.

SUMMER VILLAGE OF WHITE SANDS MINUTES June 20, 2022 PAGE 3 12. Adjournment Motion 22:06:1 Moved by Mayor Sanchuck to adjourn the regular council meeting at 12:50 PM . MOTION CARRIED Next meeting date: July 13/22 MAYOR CHIEF ADMINISTRATIVE OFFICER

CAO Report Summer Village of White Sands June 1 – July 5, 2022 Municipality has been approved for the Canada Summer Student Grant funding for 3 additional summer students that have been hired as follows: Municipal Office – 1 (May – August), 2 Parks Maintenance (July and August) to help with maintenance of grass, public washrooms and garbage which will include weekend coverage. The Summer Students started on June 27, 2022. They have been cutting grass, doing beach access and beach front clean ups. May 2, 2022 received notification from property owner located #12-3rd Street that have launched a complaint with the Alberta Ombudsman the April 13, 2022 letter and resolution of council and is filing a legal claim. All information has been provided to the Municipal insurance and appointed a claims adjuster for the municipality with a file number of 013739 JG and handled through Priddle Gibbs Adjusters. The Provincial Ombudsman is not going to make any recommendations on the matter. The SVWS has been in contact with AB Environment about the previously applied for Wetlands Applications for the three (3) wetlands within the Village. The Staff have been monitoring the water levels at the property. The Summer Village will have to develop a more permanent solution for dealing with the water issues at several of the wetalnds. Administration is implementing OptionPay online payment system which is a new way to collect payments other than cash, cheques, and taxes that can be paid through some online banks that the municipality has to register with individually. OptionPay would be beneficial to have since residents can pay online for taxes, permits, etc. with a credit card and the municipality is not paying for rental of a machine or the credit card fees associated with the machine use. The municipality can also use it when residents come into the municipality office. OptionPay covers all associated merchant fees and costs at the time the customer, no cost to set up and install, no monthly fees, they direct deposit the funds within 48 hours, it’s secure, can be accessibly by most devices, and easy to use. This system does more than just pay taxes but allows for programming specific requirements to accept payments for tax certificates, compliance letters, etc. OptionPay is used by Camrose County, Town of Castor, Town of Coronation, Red Deer County, etc. This is an efficient way for taxpayers to pay any fee that is issued to them, as well as not putting a burden on all the taxpayers for using an electronic credit card system. Hope to be up an operational within the next couple weeks prior to sending out tax notices. Since passing the Docks and Mooring Policy have received and working with property owners on three applications for crossing consents. There have been over 40 Dock and mooring applications for the Summer Village of White Sands to date. We are still getting weekly requests to help White Sands residents with the applications. On going maintenance and clean up of municipal reserves, environmental reserves and the beaches and accesses. There is a need for additional parking at the beach accesses or close by.

A lot of people are using quads, side-by-sides, golf carts to haul their gear to the beaches, and the beach accesses get congested. Municipal Office Renovations. Specification packages have been sent out to 5 other contractors, but no bids have come back in yet. The current contractor that bid on the project Bid/T ender is still valid for another 20 days Development Permits continue with 4 new development application in June. I will give Council a Development Permit Applications report soon. Along with an estimated assessment from developments activity for 2021 and 2022 for next year Budget and Taxes. RV permits are starting to be requested. There has been 3 family reunion temporary RV development applications submitted for additional RV parking permits in July and August. 2022 Public Works Shop Renovation to Municipal Office, MSI Capital Grant project architectural package and request for proposals document is being completed by Berry Architecture. The Request for Proposals will be posted on the Alberta Purchasing Connection as per legislative requirements and creating a specific invite list to cover local contractors such as: Flett Construction, Patko Construction, Tremmel Construction, Ruddell Construction, Volker Construction and Big Knife Construction. These will receive notification and package once council approves sending out. Please advise if there are any others that should be included. We received a beaver complaint and will be dealing with the beaver problem this week. Beach Access, and Dock, Mooring and Boat Lift Policies are being researched, as well as Bylaws use by other summer villages that allow off-season storage of docks on reserves, or designated storage areas.

Loans to Local Authorities Current Loan Application Dates and Application Requirements Application Deadline: July 29, 2022 Loan Issue Date: September 15, 2022 Please submit all required documentation by the application deadline of July 29, 2022 Applications for education and health borrowers should be submitted well in advance of the application deadline due to additional legal work required. Please refer to the Loans to Local Authorities website for information on how to apply, application forms, and general information. All applicants must submit the following documents: 1) 2) 3) 4) Loan application; Authorized borrowing bylaw or resolution (certified true copy) ; Most recent audited financial statement; Loan calculator; AND The following additional documents, as applicable to your borrower category: Debt Limit Worksheet and supporting documents1 Financial Information Return Master Loan Agreement (New Business Case Ministerial Approval, (As applicable) agreement with Treasury Board & Finance) School Board Health Authorities Airport Authorities Municipalities Regional Service Commissions Post-Secondary Institutions Credit Review Documents (As applicable) See respective Credit Agreements Debt Limit Worksheets must be completed as at Dec 31, 2021 for municipal and regional service commission borrowers. Please see the Loans to Local Authorities website for more detailed descriptions of the requirements. Electronic submissions are accepted and no hard copies are required. Please submit your applications to localauthorityloans@gov.ab.ca. The next quarterly loan date is December 15, 2022 and the application deadline is October 31, 2022. Page 1 of 2 Classification: Protected A

The attached checklist may help to ensure your documentation is complete. Following is a list of commonly seen omissions and/or issues with loan application submissions. Loan Application Is it dated? Is it signed? (Digital signatures not accepted) Is the loan amount, term and loan type entered? Is the loan issuance date correct? Bylaw Is it marked as ‘certified true copy’? Is the interest rate maximum well within the current rate for the requested term? Is there an amending bylaw, and if so has it been attached? Has the bylaw been advertised, if applicable? Have the 30 days passed as per Section 273 of the MGA to become valid bylaw? Debt Limit Worksheet (as applicable for Municipal and Post-Secondary) Has it been completed using the most recent year-end figures, even if the audited financial statements are not complete? Supporting schedules for revenue and debt should be submitted if year-end statement not yet available. Has supporting documentation been submitted for bank loans, capital leases, i.e. current year payment schedules of principal and interest including payment dates? Have year-to-date principal payments been deducted at Part 1(d)? Has the new loan been entered in Part 1(h) (loan amount) and 3(i) loan payment? (For multiple new loans, the total new loans and loan payments should be consolidated onto one debt limit worksheet). Is the municipality within 25% of either its debt limit or debt service limit and if so, have the additional documents been submitted? Has the revenue figure been appropriately adjusted as per the Debt Limit Regulation (Municipal and Regional Service Commissions)? Loan Calculator Has a loan calculator been submitted to support Part 3(i) of the debt limit worksheet? Financial Statements and FIR Have copies of both the financial statements and municipal financial information return been submitted. If you are borrowing and do not have your year-end financials, you still use the most recent yearend figures (with support) and then send in the final audited financial statements and financial information return once complete. Master Loan Agreement or Amended and Restated Master Loan Agreement (municipal borrowers) A Master Loan Agreement or Amended and Restated Master Loan Agreement is required. If you have a Master Loan Agreement already with ACFA and this is your first time borrowing since the transition to the Province, you will need to complete an Amended and Restated Master Loan Agreement with the Province. (Use your existing ACFA MLA date in the ‘effective’ date fields (2 spots) and use the current date in the ‘restated on’ field. (1 spot). If you do not have an existing MLA with ACFA, then you would use the Master Loan Agreement form. If you have already signed an Amended and Restated Master Loan Agreement, you do not need to send another. If in doubt, please do not hesitate to contact us as to which one to use. It is preferred that you can scan or combine documents together in the above order into one or two PDFs rather than submit a separate PDF for each document type. Page 2 of 2 Classification: Protected A

From: To: Subject: Date: Verle Klassen cao@whitesandsab.ca Wayne & Karen Ahern fence Friday, June 24, 2022 3:09:35 PM Hi Dean, as per our conversation the Aherns have requested that we shorten the fence that is not in compliance in between the parking lot and their property. I am committed to helping them with this project, however the time required to get it done is simply out of my scope. Would you be willing to give us a time extension to get this completed? All my work is done by booking in time slots and we are at the end of August for the next opening. Please confirm at the earliest convenience. Cheers Verle Klassen Tru-Fence

From: To: Subject: Date: Attachments: Dan Hayes cao@whitesandsab.ca RE: Whitesands Beaver Monday, July 4, 2022 10:59:47 AM 20220703 120624.jpg Hi Dean, Just following up on the request to eliminate the Beaver. On the weekend he was busy and fell another tree onto 60 Lakeview Quart. Thanks Dan From: CAO@whitesandsab.ca cao@whitesandsab.ca Sent: June 27, 2022 12:15 PM To: Dan Hayes dhayes@pillar.ca Subject: RE: Whitesands Beaver Hi Dan, Thank you for the note. I have talked to Council and we do have several beaver mitigation processes, to get rid the unwanted beavers. The Public Works Foreman will be eliminating the beaver shortly. Dean Pickering Chief Administrative Officer, Summer Village of White Sands Municipal Office #1 Hall Street, Rochon Sands, AB T0C 3B0 Mailing Address: Box 119, Stettler, AB T0C 2L0 Ph: 403-742-4717 Office Hours: Monday-Friday – 9 am to 4 pm Website: www.whitesandsab.ca Facebook: https://www.facebook.com/whitesandsab From: Dan Hayes dhayes@pillar.ca Sent: Monday, June 27, 2022 9:34 AM To: CAO@whitesandsab.ca Subject: Whitesands Beaver

Hi Dean, As discussed there is a Beaver actively falling trees on the southside or the pond at the end of Front Street. I am the owner of lot 59 Lakeview Court and have notice recent Beaver activity. I have attached google image showing the location where there has significant tree loss, and some recent activity. Regards Dan Hayes

Page 1 of 1 2022-Jul-2 11:52:51AM SUMMER VILLAGE OF WHITE SANDS STATEMENT OF REVENUE AND EXPENDITURES For the Period Ending June 30, 2022 General Ledger Description * General Administration * Protective Services * Transportation * Water * Planning & Development * Recreation & Parks * Taxes & Penalties * Other Revenue ** TOTAL REVENUE * 2022 Budget 2022 Actual 2022 % Variance (11,669.00) (3,638.72) 31.18 (1,074.00) 0.00 0.00 (12,750.00) 0.00 0.00 0.00 0.00 0.00 (4,700.00) (9,790.00) 208.30 0.00 0.00 0.00 (717,897.45) (762,634.93) 106.23 0.00 0.00 0.00 (748,090.45) (776,063.65) 103.74 Council & Legislative 16,600.00 707.03 4.26 * General Administration 69,464.00 69,843.91 100.55 * Policing 9,023.00 2,132.75 23.64 * Fire Fighting & Preventive 39,911.36 3.77 0.01 * Disaster Services 5,000.00 0.00 0.00 * Bylaw Enforcement 3,000.00 0.00 0.00 * Transportation 91,302.55 40,130.85 43.95 * Water Department 7,091.00 2,948.76 41.58 * Landfill & Recycling 19,717.93 4,869.00 24.69 * Planning & Development 19,806.00 12,935.52 65.31 * Park & Recreation 53,174.87 26,630.62 50.08 * Culture 7,658.52 3,145.09 41.07 * Contigency 37,300.00 0.00 0.00 * Requistitions 345,013.98 180,396.63 52.29 ** TOTAL EXPENSES 724,063.21 343,743.93 47.47 *** (SURPLUS)/DEFICIT-Before Amort (24,027.24) (432,319.72) 1,799.29 *** End of Report ***

SUMMER VILLAGE OF WHITE SANDS Page 1 of 2 2022-Jul-2 12:03:00PM Cheque Listing For Council Cheque # 202270132 Cheque Date 2022-06-14 Vendor Name Invoice # Access Gas Services 202204-3683 202270133 202270134 202270135 202270136 202270137 202270138 202270139 202270140 202270141 202270142 202270143 202270144 202270145 202270146 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-14 2022-06-19 United Farmers of Alberta PAYMENT 3RD QUARTER 24955 25024 25032 25056 25385 PAYMENT CARDBOARD DUMP MAY CARDBOARD DUMP MAY CARDBOARD DUMP MAY CARDBOARD DUMP MAY CARDBOARD RENTAL MAY 68001 PAYMENT 2021 FINANCIAL AUDIT 7,927.50 2022-002 2022-003 PAYMENT APRIL INVOICE MAY INVOICE 1,498.88 2,286.38 1 PAYMENT DEPTH FINDER 154.34 4 PAYMENT CELL PHONE ALLOWANCE AND WATER 6012 PAYMENT SWIMMING AREA SIGNS 352.80 1 PAYMENT MAY MILEAGE 248.88 PAYMENT AIR FRESHENERS FOR OUTHOUSES 10.46 SHOP SUPPLIES 69.86 AIR FRESHENERS AND HAND SANITIZER 47.16 127.48 128912 128959 129013 PAYMENT MAY POWER 339.25 IVC039011 2 24909690 25374485 25374485-1 PAYMENT WBC PREMIUM WCB PREMIUMS WCP PREMIUMS MAY PAYMENT 34265023 PAYMENT CAO POSITION ADVERT 34 PAYMENT PP4 JUNE Heartland Marine & Motorsports Heatherington, Tim Kathy's Printing Service Inc Pickering, Dean Stettler Home Hardware Town of Stettler Workers Compensation Board 202270149 2022-06-30 JOHNSON, QUENTON 202270150 2022-06-30 VINCETT, MAREN 202270151 2022-06-30 VAN STRATEN, HANNAH 202270152 2022-06-29 BLACK PRESS GROUP LTD. 2022-06-29 3 Gra-Core Consulting & Investments Ltd HEATHERINGTON, TIM C 202270153 PAYMENT 1,043.28 BUFF LAKE RANCH CONSTRUCT RECOMMENDATIONS 1,043.28 Gitzel & Company 2022-06-30 967.74 471.61 134.40 361.73 12182 Five Star Ventures Ltd. 202270148 314.54 314.54 PAYMENT LAURIE'S TIME FOR FEB County of Stettler Housing Authority HILDEBRAND, ABIGAIL M PAYMENT GAS Cheque Amount 4 AL-Terra Engineering LTD 2022-06-30 Invoice Amount PAYMENT 113973405 FUEL MAY 3098749/3184820 232000000510 900957619 FUEL 641619 Alberta LTD. 202270147 Invoice Description CANADIAN REVENUE AGENCY 2,531.25 2,531.25 13,283.50 13,283.50 220.50 42.00 42.00 42.00 42.00 52.50 7,927.50 3,785.26 154.34 76.03 76.03 352.80 248.88 339.25 320.84 619.31 (619.31) (74.76) 395.60 444.22 444.22 3,498.56 3,498.56

SUMMER VILLAGE OF WHITE SANDS Page 2 of 2 2022-Jul-2 12:03:00PM Cheque Listing For Council Cheque # 202270154 202270155 202270156 202270157 202270158 202270159 202270160 202270161 202270162 202270163 202270164 202270165 202270166 202270167 Cheque Date 2022-06-29 2022-06-29 2022-06-29 2022-06-29 2022-06-29 2022-06-29 2022-06-29 2022-06-29 2022-06-29 2022-06-29 2022-06-29 2022-06-30 2022-06-30 2022-06-30 Invoice # Vendor Name HEATHERINGTON, TIM Invoice Amount Invoice Description 5 6 PAYMENT BBQ STAFF LUNCH TAP & DIE SET 1514 PAYMENT ROAD SURVEY FOR LAKE VIEW AVE 4,267.20 3664 PAYMENT JAN-JUBE ANNUAL CHARGE 6,142.50 322103 322259 PAYMENT GRAVEL GRAVEL 732.16 869.63 220231 PAYMENT 3RD QUARTER 262.59 8083 PAYMENT BLADE ROADS BEFORE CALCIUM 202250024 PAYMENT MAY SHARED COSTS 5752-25062022 PAYMENT JUNE WIFI 114.45 41 42 43 44 45 49 PAYMENT CELL PHONE APRIL PW CELL ADOBE SUBSCRIPTION OFFICE SUPPLIES INTEREST TONER AND INK 44.10 21.00 251.87 111.10 1.36 621.16 25426 PAYMENT NEW TIRES FOR TRUCK 04045 PAYMENT PAPER AND FASTENERS 2 PAYMENT MEP FILE #2264-596 PP3 JUNE 50 PAYMENT INTEREST 5 PAYMENT Q2 AB SCHOOL TAX HUNTER WALLACE SURVEYS LTD. MUNICIPAL PROPERTY CONSULTANTS (2009) LTD. NORTH STAR TRUCKING LTD. PARKLAND REGIONAL LIBRARY PAUL'S ROAD MAINTENANCE ROCHON SANDS, SUMMER VILLAGE SYBAN SYSTEMS TD VISA TRAIL TIRE UPTOWN OFFICE SUPPLY LTD. MAINTENANCE

SUMMER VILLAGE OF WHITE SANDS COUNCIL MEETING AGENDA July 13, 2022 9:30 AM At Multi-Plex Hall, 8 Front Street, White Sands 1. Call to Order 2. Approval/Additions to Agenda Page # 3. Public Hearing None 4. Minutes 4.1 Regular Council Meeting Minutes June 9,2022 2 4.2 Special Council Meeting Minutes June 20, 2022 7 5. Delegation 5.1. 6.