AGENDA - Sunshine Coast Regional District

SUNSHINE COAST REGIONAL DISTRICT

REGULAR BOARD MEETING TO BE HELD IN THE BOARDROOM OF THE SUNSHINE COAST

REGIONAL DISTRICT OFFICES AT 1975 FIELD ROAD, SECHELT, B.C. THURSDAY FEBRUARY 13, 2014 AGENDA

CALL TO ORDER 7:30 p.m.

AGENDA

1. Adoption of agenda

MINUTES

2. Regular Board meeting minutes of January 23, 2014

Annex A Pages 1-27

BUSINESS ARISING FROM MINUTES AND UNFINISHED BUSINESS PETITIONS AND DELEGATIONS COMMUNICATIONS

3. Coast Cable

Regarding request for a temporary exemption from SCRD’s Noise Bylaw

Annex B p 28

4. Ernie Daykin, Chair, Metro Vancouver Aboriginal Relations Committee Regarding Metro Vancouver’s 2014 Aboriginal Relations Committee

Annex C pp 29-32

5. Centre for Civic Governance Regarding Invitation to the Centre for Civic Governance’s Annual B.C. Governance Forum, “Food for Thought – Growing Local Economies, Strengthening Local Leadership ”

Annex D pp 33-34

REPORTS

6. Administrator’s Report

Annex E pp 35-36

7. Directors’ Reports

Verbal

8. Special Corporate and Administrative Services Committee (R1 Budget)

recommendation Nos. 1-40 and 42-73 of January 20, 2014 (recommendation No. 41 previously adopted)

Annex F pp 37-54

SCRD BOARD AGENDA February 13, 2014 PAGE 2

9. Special Corporate and Administrative Services Committee (R1 Budget) recommendation Nos. 1-60 of January 21, 2014

Annex G pp 55-69

10. Special Corporate and Administrative Services Committee (R1 Budget) recommendation Nos. 1-45 of January 22, 2014

Annex H pp 70-81

11. Corporate and Administrative Services Committee recommendation Nos. 1-8, 10-16, and 18-19 of January 23, 2014 (recommendation Nos. 9 and 17 previously adopted)

Annex I pp 82-86

12. Deputy Corporate Officer – 2014 AVICC Resolution – Environmental Assessments for Coal Transport

Annex J pp 87-88

13. Executive Assistant – Directors’ Topics for Discussion at the 2014 AVICC Annual General Meeting

Annex K p 89

14. Planner, Planning and Development – Development Variance Permit

Application No. 310.177

Annex L pp 90-94

MOTIONS BYLAWS

NEW BUSINESS IN CAMERA THAT the public be excluded from attendance at the meeting in accordance

with Section 90(1) (k) of the Community Charter – “negotiations and related discussions respecting the proposed provision of a municipal service...”.

ADJOURNMENT


January 23, 2014

MINUTES OF THE MEETING OF THE BOARD OF THE SUNSHINE COAST REGIONAL DISTRICT HELD IN THE BOARDROOM AT 1975 FIELD ROAD, SECHELT, B.C.

PRESENT: Chair G. Nohr

Directors F. Mauro L. Lewis D. Shugar D. Siegers G. Tretick L. Turnbull G. Feschuk ALSO PRESENT: Chief Administrative Officer J. France Manager, Legislative Services A. Legault Treasurer T. Perreault GM, Community Services P. Fenwick GM, Planning and Development S. Olmstead GM, Infrastructure Services B. Shoji Deputy Corp. Officer/Recorder S. Reid Media 0 Public 2


AGENDA It was moved and seconded

035/14 THAT the agenda for the meeting be adopted as presented.

CARRIED

MINUTES

Minutes It was moved and seconded

036/14 THAT the Regular Board meeting minutes of January 9, 2014 be adopted as presented.

CARRIED

A

1

Regular Board meeting Minutes of January 23, 2014 Page 2

CORRESPONDENCE

Kinder Morgan It was moved and seconded

037/14 THAT the correspondence from Kinder Morgan Canada dated January 15, 2014 regarding the Trans Mountain Pipeline ULC Application to Participate Notification be received.

CARRIED

REPORTS

Administrator’s Report

CAO Report It was moved and seconded

038/14 THAT the Chief Administrative Officer’s report be received.

CARRIED

Director’s Reports

Directors provided a verbal report of their activities.

Special Corporate It was moved and seconded

039/14 THAT Special Corporate and Administrative Services Committee recommendation Nos. 1-5 of December 5, 2013 be received, adopted and acted upon as follows:

Recommendation No. 1 Strategic Planning Progress Report Update

THAT the Chief Administrative Officer’s report titled “Strategic Planning Progress Report Update” be received.

Recommendation No. 2 Amendments to the Strategic Planning Progress Report

THAT the following amendments be made to the Strategic Planning Progress Report:

• Section 1.1a Proposed Action ADD “Continue involvement with environmental assessments (EA) processes for large projects about which the Board is lobbying such as Burnco, LNG, coal issues, and Howe Sound Land and Marine Management Plan.”;

• Section 1.2 3-Year Objectives include First Nations;

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039/14 cont. • Section 1.2b Proposed Targets include First Nations

and Municipalities;

• Section 1.3c Proposed Actions ADD “Work with the two First Nations on a Community to Community Forum in 2014 regarding cultural aspects .”;

• Section 1.4a Proposed Actions INSERT WORD “Film Board / Committee meeting of high public interest for timely posting on the web.”;

• Section 1.4a Proposed Actions INSERT WORDING “Continue to explore ways of informing and engaging the public, that addresses all demographics (including seniors and youth) by for example, surveys and other interactive tools (e.g. telephone Town Hall Conferences).”;

• Section 1.4b Proposed Actions ADD “Municipalities be requested to include on their website, information regarding Sunshine Coast Regional District roles and responsibilities versus Municipal roles and responsibilities.”;

• Section 1.5 Proposed Actions INSERT WORDING “Ensure that OCP, Infrastructure and Parks plans align.”;

• Section 1.5b Proposed Actions ADD “Continue to monitor turnaround times and other customer service parameters and identify impediments to the timelines.”;

• Section 1.5b Proposed Actions ADD “Advertise all meetings that are open to the public.”;

• Section 1.5b Proposed Actions ADD “Create a referral list for queries made, to the Sunshine Coast Regional District (SCRD) customer/counter service areas, that are not necessarily the responsibility of the SCRD, readily providing the customers with the information they need and where they might find assistance for their query.”;

• Section 2.1a Proposed Actions CHANGE “Revisit in 2013 fourth quarter to confirm direction of the Board” to “Staff report to the January 2014 Infrastructure Services Committee Meeting regarding the regional sustainability plan to confirm direction of the Board”.;

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039/14 cont. • Section 2.3d Proposed Actions INSERT WORDING –

“Explore Local Carbon Offset Program (funding and direction to be determined) and bring forward options for Board consideration.”;

• Section 3.1b Proposed Actions ADD “Review historical records of asset acquisition and development for accuracy and completeness e.g. joint use projects and parks”.;

• Section 3.2d Proposed Actions ADD BEFORE 1st BULLET “Discussion regarding what an internal divisional service review should include e.g. financial / performance”.;

• Section 3.3a Proposed Actions REMOVE THIS BULLET “Develop 3-5 Year Budget Engagement Plan 2014-2018 and include funding in base budget” AND REPLACE WITH THE FOLLOWING:

o “Review and analyze 2013 / 2014 pilot projects.”; o “Develop budget engagement plan 2015-2018.”;

• Section 3.4a Proposed Actions ADD “Explore revenue options beyond fees and charges.”;

• Section 3.4a Proposed Actions ADD “External view of the processes and costs of the Sunshine Coast Regional District, to provide insight into additional revenue sources and areas where costs may be reduced, as directed by the Board”.

• Section 4.2a Proposed Actions ADD “Staff attend West Howe Sound Community Association meeting to discuss water issues and report back to the Board”.;

• Section 4.6b Proposed Actions ADD “Investigate the implications of the new Water Sustainability Act for currently unused Sunshine Coast Regional District (SCRD) water licences such as Hillside.”;

• Section 4.4b Proposed Actions CHANGE “Drinking Water Protection Plans are carried out...” to “Lobby for the establishment of a drinking water protection plan for the Chapman / Grey Creek Watershed”.;

• Section 4.5a Proposed Actions ADD “Continue to research grant availability for water supply to the Middlepoint area”.;

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039/14 cont. • Section 4.4d Proposed Actions INSERT WORDING

“Well protection assessments to be carried out on all Regional well water sources to identify risks and prioritize actions. Budget to follow universal metering implementation, not before 2017.”;

• Section 5.2a Proposed Actions ADD “Develop a communication strategy for implementation of the new recycling program.”;

• Section 5.2b Proposed Actions ADD SUB-BULLET after “Negotiate depot services in the three areas” add “Include discussions about the possibility of having drop off facilities for organics and small quantities of garbage”.;

• Section 6.1d Proposed Actions ADD “Work with the Squamish Nation on the Howe Sound Land and Marine Management Plan project.”;

• Section 6.1e Proposed Actions ADD “Work with Forests, Lands and Natural Resource Operations (FLNRO) regarding Gambier woodlot issues and other Crown agencies with respect to issues such as liquefied natural gas, Burnco and McNabb cutblocks.”;

• Section 6.1i Proposed Actions INSERT WORDING “...to formally initiate the Twin Creeks Official Community Plan review.”;

• Section 6.2a Proposed Actions DELETE ALL BULLETS and REPLACE WITH “Receive the year-end report from the Housing Committee and decide on a funding model for year two.”;

• Section 6.4c Proposed Actions INSERT WORDING “Continue efforts to implement improvements – MOTI e.g. invasive plants, bike paths – region wide, management of road accesses to and parking at SCRD docks.”.

• Section 6.6a Proposed Actions ADD “Investigate the legality of the Sunshine Coast Regional District (SCRD) setting up a separate corporation.”;

• Section 6.9a Proposed Actions CHANGE BULLET “Finalize Ag Plan in early 2014 and begin implementation in 2014.”;

• Section 6.9b Proposed Actions DELETE WORD “staff” to read “Continue support of the food policy council.”;

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039/14 cont. Recommendation No. 3 Amendments to Strategic Planning Progress Report

THAT all suggested changes to the Strategic Planning Progress report 2012-2014 be identified as tracked changes and brought forward to the January 2014 Corporate and Administrative Services Committee Meeting for review.

Recommendation No. 4 Amendments to Strategic Planning Progress Report

THAT in Section 1.5 Proposed Action delete the reference to Eli Mina from “Continue to support professional development opportunities...”.

Recommendation No. 5 Amendments to Strategic Planning Progress Report

THAT under Section 2.3b Proposed Actions add “Complete Gibsons and District Aquatic Centre Heat Exchangers project.”

CARRIED

Infrastructure It was moved and seconded

040/14 THAT Infrastructure Services Committee recommendation Nos. 1-8 and 10-14 of January 9, 2014 be received, adopted and acted upon as follows:

Recommendation No. 1 Transit Future Plan

THAT the General Manager, Infrastructure Services’ report dated December 17, 2013 titled “Final Transit Future Plan” be received;

AND THAT the Final Transit Future Plan, December 2013, be adopted as presented;

AND THAT the Final Transit Future Plan be distributed to stakeholders and placed on the SCRD website, subject to final approval by the BC Transit Board;

AND FURTHER THAT the Infrastructure Services Committee acknowledges and confirms that the plan may be subject to changes related to needs as they arise.

Recommendation No. 2 Transit Fuel Tax

THAT the topic of an alternative local transit fuel tax be brought forward to a future Corporate and Administrative Services Committee meeting.

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040/14 cont. Recommendation No. 3 Competing Priorities

THAT the topic of competing budget priorities between budget functions resulting from various master plans (Recreation, Corporate Energy, Transit) be brought forward to a future Corporate and Administrative Services Committee meeting.

Recommendation No. 4 Transit Future Plan Funding Plan

THAT BC Transit provide a draft Transit Future Plan expenditure plan to a future Infrastructure Services Committee meeting.

Recommendation No. 5 Lease Renewal for Halfmoon Bay Dock

THAT the General Manager Infrastructure Services’ report dated December 17, 2013 titled “Lease Renewal for Halfmoon Bay Dock” be received;

AND THAT the Sunshine Coast Regional District apply to the Ministry of Forests, Lands and Natural Resource Operations to replace Lease No. 241119;

AND FURTHER THAT the length of this lease term be for five years.

Recommendation No. 6 Prioritized Potential Projects 2014

THAT the Corporate Energy Manager’s report dated December 17, 2013 titled “Prioritized Potential Projects 2014 – Corporate Energy” be received.

Recommendation No. 7 Community Energy Emissions Plan (CEEP) Update

THAT the Sustainability and Education Coordinator’s report dated December 16, 2013 titled “Community Energy Emissions Plan (CEEP) Update, Part 2” be received;

AND THAT the 2013 Community Energy and Emissions Plan Update report prepared by Enerficiency be received;

AND FURTHER THAT the recommended emission reduction targets of 32% by 2030 and 39% by 2050 relative to 2007 levels be adopted.

Recommendation No. 8 3rd Quarter Energy Management

THAT the Corporate Energy Manager’s presentation titled “SCRD Energy Management Presentation 3rd Quarter – December 11, 2013” be received.

7


040/14 cont. Recommendation No. 10 Public Wharves Advisory Committee (PWAC)

THAT the PWAC minutes of December 2, 2013 be received;

AND THAT the topic of the Keats Landing crane crank handle management be referred back to PWAC for an alternate solution.

Recommendation No. 11 South Pender Harbour Water Advisory Committee (SPHWAC)

THAT the South Pender Harbour Water Advisory Committee minutes of November 27, 2013 be received.

Recommendation No. 12 North Pender Harbour Water Advisory Committee (NPHWAC)

THAT the North Pender Harbour Water Advisory Committee minutes of December 11, 2013 be received;

AND THAT the recommendations therein be acted upon as follows:

Recommendation No. 1 – Ongoing Information Provided to NPHWAC Members

THAT the committee receive meeting minutes in a timely manner after the meeting;

AND THAT the meeting minutes be added to the next Committee meeting agenda;

AND THAT the Committee receive financial variance reports when available;

AND FURTHER THAT the Committee receive detailed updates of North Pender Harbour Water Service Area capital projects three times a year.

Recommendation No. 13 2014 Excellence in Water Stewardship Awards

THAT the correspondence dated November 29, 2013 from Living Smart Water Team regarding 2014 Excellence in Water Stewardship Awards – call for nominations be received;

AND THAT the SCRD nominate the shíshálh Nation for their land plan and conservation areas and concerns about water stewardship.

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040/14 cont. Recommendation No. 14 UBCM Recycling Negotiating Committee Meets with MMBC

THAT the correspondence dated November 22, 2013 regarding UBCM Recycling Negotiating Committee Meets with Multi-Materials BC (MMBC): Information Update be received.

CARRIED

Infrastructure It was moved and seconded

041/14 THAT Infrastructure Services Committee recommendation No. 9 of January 9, 2014 be received, adopted and acted upon as follows:

Recommendation No. 9 Refuse Collection Rate Increase

THAT the Manager of Reduction & Recovery and Accounting Technician’s report dated December 19, 2013 titled “2014 Refuse Collection [355] Fee Review” be received;

AND THAT the Schedule A of Bylaw 431 be amended to increase annual refuse collection fees by 5%;

AND FURTHER THAT for 2014 Round 1 Budget discussions, staff present a budget proposal to increase the Refuse Collection [355] base budget to accommodate increased disposal costs for municipal solid waste.

Director Turnbull and Director Lewis opposed

CARRIED

Special Planning It was moved and seconded

042/14 THAT Special Planning and Development Committee recommendation Nos.1-4 of January 15, 2014 be received, adopted and acted upon as follows:

Recommendation No. 1 Hillside Financial Overview

THAT the Treasurer’s report dated September 17, 2013 titled “Hillside Financial Overview”, be received for information.

Recommendation No. 2 2014 BC Assessment of Hillside Industrial Park

THAT the correspondence from Deborah Francis, Deputy Assessor, VSS Office, BC Assessment, dated January 10, 2014 regarding 2014 Assessment of Hillside Industrial Park be received.

9


042/14 cont. Recommendation No. 3 2014 Hillside Work Plan/Budget Items

THAT the General Manager of Planning and Development’s report dated January 7, 2014 titled “Potential 2014 Hillside Work Plan/Budget Items”, be received;

AND THAT the Round 1 budget proposal for Hillside [Function 540] provide for up to $5,000 for contract maintenance services at Hillside.

Recommendation No. 4 Hillside Development – Consulting Services

THAT staff contact the President of the Chilliwack Economic Partners Corporation (CEPCO) to discuss his availability and cost to provide initial advice and assistance to the Board in deciding on next steps regarding the Hillside development;

AND THAT staff provide background information on Hillside to the CEPCO President;

AND THAT the CEPCO President be invited to a Special Planning and Development Committee meeting in February to discuss the potential directions and opportunities he sees for Hillside Industrial Park and the direction he would advise from a developer’s point of view;

AND THAT a Special Hillside Planning and Development Committee meeting be scheduled for February 2014 to address economic development at Hillside Industrial Park and to define the budget for consulting services;

AND FURTHER THAT staff invite the consultant to present at a Special Hillside Planning and Development Committee meeting in February 2014 regarding potential economic development at Hillside.

CARRIED

Planning It was moved and seconded

043/14 THAT Planning and Development Committee recommendation Nos.1-17 of January 16, 2014 be received, adopted and acted upon as amended, as follows:

Recommendation No. 1 Eagle Mountain Wood Fibre Gas Pipeline

THAT the Eagle Mountain – Woodfibre Gas Pipeline Project Information Sheet from FortisBC be received.

10


043/14 cont. Recommendation No. 2 Eagle Mountain Wood Fibre Gas Pipeline

THAT the staff report dated January 7, 2014, titled “Background Information for FortisBC Delegation on Eagle Mountain Gas Pipeline Proposal” be received for information.

Recommendation No. 3 Sunshine Coast Biodiversity Strategy

THAT the materials from the Sunshine Coast Biodiversity Strategy be received.

Recommendation No. 4 Sunshine Coast Tourism

THAT the report dated December 12, 2013 titled “Sunshine Coast Tourism Activity Report 2013, End of Year Update” be received.

Recommendation No. 5 Board of Variance

THAT the staff report dated January 3, 2014 titled “Board of Variance vs. Development Variance Permit Applications” be received;

AND THAT staff revise the Planning Department webpage to include a section outlining the difference between the Board of Variance process and Development Variance Permit Application process for public information.

Recommendation No. 6 Bylaw 675: Halfmoon Bay Official Community Plan

THAT the staff report dated December 24, 2013 titled “Bylaw 675 Halfmoon Bay Official Community Plan” be received;

AND THAT Halfmoon Bay Official Community Plan Bylaw No. 675 be forwarded to the Board for consideration of Second Reading, with the following amendments;

Chapter 23. Climate Action, Objective 23.1

Change the target from 7% reduction of 2007 Green House Gas output by 2031 to 32% reduction of 2007 Green House Gas levels by 2030 and 39% by 2050.

Chapter 25. Transportation System, Policy No. 25.7

The Major Road Network depicted by Map 4 and developed in conjunction with the MoTI shall form the highway and collector road system for the plan area.

11


043/14 cont. AND THAT consideration be given to re-ordering Policy No. 25.12 and 25.13 from Chapter 25. Transportation Systems to the top of the list of policies found on page 47 of the Draft Halfmoon Bay Official Community Plan document.

AND THAT Halfmoon Bay Official Community Plan Bylaw No. 675, 2013 be considered to be consistent with the SCRD’s financial and waste management plans;

AND THAT the wording of policies 25.8 and 25.9 be modified to reflect that these are SCRD preferences rather than final decisions that the Ministry of Transportation and Infrastructure must adhere to;

AND THAT a public hearing be scheduled for 7:00PM, Tuesday, February 18, 2014 at Coopers Green Hall, located at 5500 Fisherman’s Road, Halfmoon Bay, BC;

AND FURTHER THAT two members of the Board be delegated to be the Chair and Alternate Chair for the public hearing.

Recommendation No. 7 Development Variance Permit 310.176 (Rockwater) – Area B

THAT the staff report dated January 8, 2014 titled “Development Variance Permit 310.176 (Rockwater) – Area B” be received;

AND THAT the Board issue DVP 310.176 that would vary sections 821.2 and 1011.5(2) of Sunshine Coast Regional District Zoning Bylaw No. 310, 1987 such that the setback to either side of the property line between District Lot 4537 Group 1 New Westminster District, Except Portions in Plans 10783 and 17600 PID: 015-849-384 (Rockwater) and Block 1, District Lot 4538, Plan VAP12590, PID 008-844-607 (10515 Mercer Rd) to 0 meters in specific locations shown on a plan prepared by a BC Land Surveyor with the following conditions:

a) The registration of a “save harmless” covenant on title that indemnifies the Sunshine Coast Regional District;

b) Adhere to site plan prepared by a BC Land Survey;

c) The boardwalk and tents shall not be altered to increase height;

d) The boardwalk and tents may be altered such that; i. the boardwalk is removed from 10515 Mercer Road; ii. the boardwalk and tent units are moved further away from the

side parcel line and into 5356 Ole’s Cove Road; iii. the boardwalk and tent units are reduced in height above

ground level.

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043/14 cont. AND THAT issuance of DVP 310.176 be subject to:

a) completion of an agreement between the property owners to allow for portions of the boardwalk to continue to be located on 10515 Mercer Road prior to consideration by the SCRD Board; and

b) receipt of a survey plan showing the location of the tent units.

Recommendation No. 8 Planning and Development Division Monthly Report for December 2013

THAT the staff report titled “Planning and Development Division Monthly Report for December 2013” be received and amended as follows;

F. Development Variance Permits - Electoral Area F – New Applications

310.180 (Hague for Sheppard) to relax the front setback to allow the construction of a parking pad. Applicants are working with MOTI and the application will be referred to the Area F APC, Squamish Nation and neighbouring properties in January.

F. Development Variance Permits - Ongoing Application - Electoral Area B

310.176 (Rockwater) to vary the setback to allow the elevated walking deck/path, a portion was built on the adjacent property. Referred to Area B APC, shíshálh Nation and neighbouring properties in December.

Recommendation No. 9 Building Department Revenues – December 2013

THAT the staff report dated January 6, 2014 titled “Building Department Revenues for December, 2013” be received.

Recommendation No. 10 Heritage Protocol Advisory Committee Minutes

THAT the Heritage Protocol Advisory Committee Meeting Minutes of November 18, 2013 be received.

Recommendation No. 11 Food Policy Council

THAT staff continue participation in the establishment of the Food Policy Council and report back on the progress of the Food Policy Council to date, no later than the June 2014 Planning and Development Committee meeting;

13


043/14 cont. AND THAT staff report back verbally to the February 2014 Planning and Development Committee regarding the allocation of staff time dedicated to community group participation, with reference to the Food Policy Council, including time spent to date and time to be spent until the month of June, as well as costs associated with participation in such groups.

Recommendation No. 12 Ocean Beach Esplanade Stewardship Advisory Committee Minutes

THAT the Ocean Beach Esplanade Stewardship Advisory Committee Meeting Minutes of January 7, 2014 be received;

AND THAT the Ocean Beach Esplanade Stewardship Advisory Committee minutes of January 7, 2014 be brought forward to the Community Services Committee meeting of January 16, 2014;

AND THAT staff review the internal reports referral process so that associated reports be brought to the most appropriate committee meeting.

Recommendation No. 13 Sunshine Coast Conservation Association

THAT the correspondence from Jason Herz, Chair, Sunshine Coast Conservation Association, dated December 17, 2013 regarding Sunshine Coast Conservation Association’s Public Comment on Fraser Surrey Docks’ “Environmental Impact Assessment for the Direct Transfer Coal Facility” (November 2013) be received.

Recommendation No. 14 Meeting with Squamish Nation – March 5, 2014

THAT Directors be authorized to attend the meeting with the Squamish Nation on Wednesday March 5, 2014 in Squamish and be paid a stipend and expenses.

Recommendation No. 15 Manual for Addressing Problem Vessels and Floating Structures

THAT the correspondence from Steve Thomson, Minister of Forests, Lands and Natural Resource Operations, dated December 23, 2013 regarding Manual for Addressing Problem Vessels and Floating Structures be received.

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043/14 cont. Recommendation No. 16 Notations of Interest – Egmont Point (Land File: 2409067)

THAT the correspondence from Lesley Fettes, Section Head, Crown Land Authorizations, Ministry of Forests, Lands and Natural Resource Operations, dated December 27, 2013 regarding Notations of Interest – Egmont Point (Land File: 2409067) be received and forwarded to the Heritage Protocol Advisory Committee and to the Electoral Area A Advisory Planning Commission.

Recommendation No. 17 Invitation to Research Forum

THAT the invitation from Chris Hergesheimer, Food Systems Network Coordinator, Food Action Network and One Straw Society, regarding a Research Forum on January 19, 2014 be received.

CARRIED

Community It was moved and seconded

044/14 THAT Community Services Committee recommendation Nos. 2-7 and 11-20 of January 16, 2014 be received, adopted and acted upon as follows:

Recommendation No. 2 Parks Services Monthly Verbal Report

THAT the Parks Services Monthly verbal report from the General Manager of Community Services be received.

Recommendation No. 3 Chaster House Shoreline Restoration Update

THAT the Parks Planning Coordinator’s report regarding Chaster House Shoreline Restoration Update be received;

AND THAT up to $5,000 from Function 650 2014 Base Budget Professional Fees be used to complete a baseline survey as recommended by Integrated Planning and Consulting Ltd (IPC).

Recommendation No. 4 Vegetation Management

THAT staff develop some policies and guidelines regarding vegetation management, particularly regarding timing and sensitivity on kinds of pruning needing to take place.

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044/14 cont. Recommendation No. 5 Shoreline Remediation

THAT staff incorporate the Chaster House shoreline restoration work as a best practice and refer it to future proponents in guidelines for shoreline remediation.

Recommendation No. 6 Recreation Services Monthly Verbal Report

THAT the Recreation Services Monthly verbal report from the Recreation Services Manager be received.

Recommendation No. 7 Workshop on Funding of Youth Services

THAT a workshop be scheduled prior to Budget Round 2 to discuss funding of youth services.

Recommendation No. 11 Letter of Intent Pender Harbour School Energy Project

THAT the report from the General Manager of Community Services regarding Letter of Intent SD 46 Pender Harbour Pool Energy Project be received;

AND THAT the SCRD write a letter of intent to agree to coordinate its energy review of Pender Harbour Pool with the SD 46 and to potentially negotiate a joint project for energy conservation;

AND THAT the SCRD request to be included in a technical steering committee for the Rocky Point Project and/or be provided a draft copy of the Rocky Point Engineering report that the SD 46 has commissioned;

AND THAT the Rocky Point report segregate anticipated costs and benefits for the Pender Harbour Aquatic Facility;

AND FURTHER THAT staff be approved to act on this recommendation immediately.

Recommendation No. 12 Recreation Programming Area A Quarterly Report

THAT the report from the Pender Harbour Community School regarding Recreation Programming Area A Quarterly Report for October-December 2013 be received.

Recommendation No. 13 Sunshine Coast Emergency Program Planning Committee Minutes

THAT the Sunshine Coast Emergency Program Planning Committee minutes of December 4, 2013 be received.

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044/14 cont. Recommendation No. 14 HMBVFD 2013 Capital Budget Variances

THAT the report from the General Manager of Community Services regarding HMBVFD 2013 Capital Budget Variances be received;

AND THAT the 2013 Financial Plan be amended by $16,250 for new turn out gear (01-6-216-475), and $1,636 for additional vehicle safety equipment (01-6-216-478), to be funded from capital reserves.

Recommendation No. 15 Sunshine Coast Policing Committee Minutes

THAT the Sunshine Coast Policing Committee Minutes of January 6, 2014 be received and Recommendation No. 4 and 6 be adopted and acted upon as follows:

Recommendation No. 5 Meeting on Mental Health Issues Sunshine Coast

THAT Sunshine Coast mental health issues and demands on local police for calls be referred to the next Regional Hospital District meeting to manage/facilitate a meeting to discuss these issues.

Recommendation No. 6 Medicinal Marijuana Commercial Grow-ops

THAT the issue of Medicinal Marijuana Commercial Grow-ops be referred to the SCRD Planning Department for investigations and discussion of how first responder safety can be ensured;

AND THAT the RCMP is not responsible for inspections but it is the responsibility of Health Canada, who have a very limited number of inspectors in Canada.

Recommendation No. 16 ICET Marketing for Vancouver Island Trails

THAT the correspondence from Island Coastal Economic Trust regarding International Marketing for Vancouver Island Trails be received.

Recommendation No. 17 Mt. Elphinstone Cemetery

THAT the correspondence from D.A. Devlin regarding the takeover of Mt. Elphinstone Cemetery by the SCRD be received.

AND THAT staff act on the acquisition.

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044/14 cont. Recommendation No. 18 Surplus Fire Truck GDVFD

THAT the correspondence from the Town of Gibsons regarding proceeds of Surplus Fire Truck GDVFD be received.

Recommendation No. 19 Telecommunications Tower

THAT the correspondence from the Town of Gibsons regarding the Telecommunications Tower, 790 North Road, Gibsons BC be received.

Recommendation No. 20 Emergency Weather Shelters

THAT the correspondence from the Ministry of Natural Gas Development and Minister Responsible for Housing and Deputy Minister regarding emergency weather shelters on the Sunshine Coast be received;

AND THAT staff send a letter to Minister Coleman thanking him for the correspondence and requesting clarification on programs put in place in this region by his Ministry.

CARRIED


045/14 THAT Community Services Committee recommendation No. 1 of January 16, 2014 be received, adopted and acted upon as follows:

Recommendation No. 1 Parks and Recreation Master Plan

THAT the report from the Chief Administrative Officer and the General Manager of Community Services regarding the Parks and Recreation Master Plan be received;

AND THAT the SCRD Board adopts as a guiding document the Parks and Recreation Master Plan dated September 10, 2013;

AND THAT the Directors meet with the Recreation and Parks Services Advisory Committee prior to Round 2 of the Financial Plan to discuss priorities and that the results of that meeting be outlined and reviewed by staff for a report for the Community Services Committee;

AND THAT the plan be formatted and amended to incorporate all Board recommendations or edits as amended by the Recreation and Parks Services Advisory Committee, and ensuring the Municipalities are included in text references to collaboration;

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045/14 cont. AND FURTHER THAT a communications plan be formulated for Board review based on the Master Plan policies and recommended proposed priorities.

CARRIED


046/14 THAT Community Services Committee recommendation Nos. 8 and 8a of January 16, 2014 be received, adopted and acted upon as amended, as follows:

Recommendation No. 8 Gibsons Pool

THAT the Sunshine Coast Regional District Board state a commitment to seeing the existence of an aquatic facility within the Gibsons area.

Recommendation No. 8a Gibsons Pool

THAT staff be requested to develop a life cycle report from 2008 to 2020 on the Gibsons Pool, incorporating the Fame report and the work in the table in the staff report pertaining to the Gibsons and District Aquatic Centre Significant Expenditures 2008-2014, with numbers;

AND THAT approved upgrades to the Gibsons Pool be continued during this time.

CARRIED


047/14 THAT Community Services Committee recommendation No. 9 of January 16, 2014 be received, adopted and acted upon as amended, as follows:

Recommendation No. 9 Recreation Funding Issues 2014

THAT the staff report regarding Recreation Funding Issues 2014 be received;

AND THAT the SCRD Board determines how it wishes to fund major capital needs for Recreation Facilities and initiate steps as a high priority in 2014;

AND THAT staff prepare a report prior to Round 2 of the Budget that lays out a plan to have an AAP or Referendum in 2014 and discusses in more detail a Capital Plan for the four recreation facilities including use of reserve funds to raise anticipated revenues needed in a 20-year period;

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047/14 cont. AND FURTHER THAT the report also address the potential cost for enhancements in the 20-year period.

Director Turnbull opposed

CARRIED


048/14 THAT Community Services Committee recommendation No. 10 of January 16, 2014 be received, adopted and acted upon as follows:

Recommendation No.10 Gibsons and District Aquatic Facility Options

THAT the report from Recreation Staff regarding Gibsons Aquatic Facility Options be received;

AND THAT the Board includes all options in a public engagement process after the Parks and Recreation Master Plan is adopted;

AND THAT the Board directs staff to inquire with the Town of Gibsons whether they would entertain the addition of a pool to GACC and if so that the Board budget up to $2000 for an initial opinion by an architect as to whether or not a pool could be reasonably added to the current facility;

AND FURTHER THAT, while this process is undertaken, urgent repairs to the Gibsons Aquatic Centre be the top priority in the near term, including addressing issues of chlorination.

Director Lewis opposed

CARRIED

R1 Budget It was moved and seconded

049/14 THAT Special Corporate and Administrative Services Committee (R1 Budget) recommendation No. 41 of January 20, 2014 be received, adopted and acted upon as follows:

Recommendation No. 41 Community Parks [650] – 2014 R1 Budget Proposal

THAT the following budget proposal be approved and incorporated into the 2014 Round 2 Budget:

20


049/14 cont. • Budget Proposal 5 – MANDATORY - Grantham’s Hall Septic

Replacement, $3,000 funded from Grantham’s Park / Hall Operating Reserve Fund;

AND THAT staff be authorized to proceed with this project prior to 2014 Budget adoption.

CARRIED

Corporate It was moved and seconded

050/14 THAT Corporate and Administrative Services Committee recommendation Nos. 9 and 17 of January 23, 2014 be received, adopted and acted upon as amended, as follows:

Recommendation No. 9 Insurance Invoices Over $100,000

THAT the Purchasing Offer and Risk Manager’s report titled “Insurance Invoices Over $100,000: 2014 Municipal Insurance Association and Aon Reed Stenhouse Inc.” be received;

AND THAT staff be authorized to proceed with payment of the 2014 invoice from the Municipal Insurance Association in the amount of $100,265;

AND FURTHER THAT staff be authorized to proceed with payment of the 2014 invoice from Aon Reed Stenhouse in the amount of $162,299.

Recommendation No. 17 Healthy Family BC Communities

THAT School District 46 (SD46) be approached with a request for support for the Healthy Family BC Communities $20,000 grant application regarding the proposed community teaching / demonstration garden on SD46 land next to Roberts Creek Elementary School and request their consideration and comment on being a key partner for this proposed project;

AND THAT SD46 be informed that this is one of several projects being considered for this grant and they will be notified if this project is chosen to proceed for application.

CARRIED

NRAC Appointment It was moved and seconded

051/14 THAT the Manager of Legislative Services report regarding the appointment of an SCRD Board Liaison to the Natural Resources Advisory Committee (NRAC) be received;

21


051/14 cont. AND THAT Director Mauro be appointed to be the SCRD Board liaison on NRAC;

AND FURTHER THAT Sechelt Indian Band be provided agendas for all NRAC meetings.

CARRIED

APC Appointments It was moved and seconded

052/14 THAT the Manager of Legislative Services report regarding the 2014 Advisory Planning Commission Appointments be received;

AND THAT the Advisory Planning Commission members for 2014 be appointed as follows:

Area A APC Grant McBain Catherine McEachern Alan Skelley Jane McOuat Rob Metcalfe Area B APC Joan Harvey Len Pakulak Walter Powell Jay Corman Area D APC Gerald Rainville Eric Tiessen Dana Gregory Bill Page Area E APC Graham Chapman Alan Colleypriest Patrick Fitzsimons Lynda Chamberlin Dave McBride Bob Morris Area F APC Charles Collura Leonie Croy Mike Comerford Judith Kenly

22


052/14 cont. AND THAT all appointments be for a two year term;

AND FURTHER THAT letters of thanks be sent to outgoing members.

CARRIED

BYLAWS

Bylaw 431.15 It was moved and seconded

053/14 THAT “Sunshine Coast Regional District Waste Collection Amendment Bylaw No. 431.15, 2014” be read a first time.

Director Lewis and Director Turnbull opposed

DEFEATED


054/14 THAT section 1.2 of Schedule A of the “Sunshine Coast Regional District Waste Collection Amendment Bylaw No. 431.15, 2014” be amended from $112.26 per annum to $106.91 per annum;

AND THAT Bylaw 431.15 be referred to the February 13, 2014 Infrastructure Services Committee for further discussion of fees in mobile home parks.

CARRIED


055/14 THAT “Sunshine Coast Regional District Waste Collection Amendment Bylaw No. 431.15, 2014” be read a first time.


CARRIED


056/14 THAT “Sunshine Coast Regional District Waste Collection Amendment Bylaw No. 431.15, 2014” be read a second time.


CARRIED

23



057/14 THAT “Sunshine Coast Regional District Waste Collection Amendment Bylaw No. 431.15, 2014” be read a third time.


CARRIED


058/14 THAT “Sunshine Coast Regional District Waste Collection Amendment Bylaw No. 431.15, 2014” be adopted.


CARRIED


059/14 THAT the Manager of Legislative Services’ report regarding Director Remuneration – Bylaw 636.3 be received.

CARRIED


060/14 THAT “Sunshine Coast Regional District Directors’ Remuneration Amendment Bylaw No. 636.3, 2014” section 2 b) 12 be amended to include the Annual Electoral Area Directors Forum.

CARRIED


061/14 THAT “Sunshine Coast Regional District Directors’ Remuneration Amendment Bylaw No. 636.3, 2014” be read a first time.

CARRIED


062/14 THAT “Sunshine Coast Regional District Directors’ Remuneration Amendment Bylaw No. 636.3, 2014” be read a second time.

CARRIED

24



063/14 THAT “Sunshine Coast Regional District Directors’ Remuneration Amendment Bylaw No. 636.3, 2014” be read a third time.

CARRIED


064/14 THAT “Sunshine Coast Regional District Directors’ Remuneration Amendment Bylaw No. 636.3, 2014” be adopted.

CARRIED

Bylaw 1083 It was moved and seconded

065/14 THAT “Hydaway Road Street Lighting Service Establishment Bylaw No. 1083, 2014” be read a first time.

CARRIED


066/14 THAT “Hydaway Road Street Lighting Service Establishment Bylaw No. 1083, 2014” be read a second time.

CARRIED


067/14 THAT “Hydaway Road Street Lighting Service Establishment Bylaw No. 1083, 2014” be read a third time.

CARRIED


068/14 THAT “Halfmoon Bay Official Community Plan Bylaw No. 675, 2013” be read a second time;

AND THAT pursuant to section 882 of the “Local Government Act” Bylaw 675 be considered consistent with the Sunshine Coast Regional District Financial Plan and applicable Waste Management Plan.

CARRIED

25


Public Hearing It was moved and seconded

069/14 THAT a public hearing concerning Bylaw No. 675 be scheduled for 7:00 p.m., Tuesday, February 18, 2014 at Coopers Green Hall located at 5500 Fisherman’s Road in Halfmoon Bay, B.C.;

AND THAT Director Mauro be delegated Chair and Director Nohr be delegated Alternate Chair to conduct the public hearing for Bylaw No. 675.

CARRIED

IPP Policy It was moved and seconded

070/14 THAT the SCRD Policy on Independent Power Projects (IPPs) be forwarded to the Sechelt Indian Band’s Rights and Title Department.

CARRIED

The Board moved In Camera at 8:55 p.m.

IN CAMERA It was moved and seconded

071/14 THAT the public be excluded from attendance at the meeting in accordance with Section 90(1) (e), (g) and (k) of the Community Charter – “the acquisition, disposition or expropriation of land or improvements...”, “litigation or potential litigation affecting the municipality”, and “negotiations and related discussions respecting the proposed provision of a municipal service...”.

CARRIED

The Board moved out of In Camera at 9:42 p.m.

Bylaw Infractions It was moved and seconded

072/14 THAT the Board proceed with a bylaw under section 703 of the Local Government Act to prohibit the keeping of roosters in defined areas, subject to receiving confirmation of this approach from the SCRD solicitor;

AND THAT a letter be written to the owner of the property at 1168 Grandview Road:

a. requesting that all roosters voluntarily be removed from the property within 90 days;

b. advising that the keeping of poultry on the property exceeds what is considered reasonable for “domestic consumption” and is therefore in non-compliance with SCRD Zoning Bylaw 310; and

26


072/14 cont. c. directing the owner to reduce, within 90 days, the number of

poultry on the property to 24 to be reasonably in compliance with the zoning provisions for keeping of poultry for domestic consumption;

AND FURTHER THAT a summary of the General Manager of Planning and Development’s report dated January 20, 2014 and the Board’s determinations be sent to the neighbours and the owner.

Director Shugar opposed

CARRIED

ADJOURNMENT It was moved and seconded

073/14 THAT the Regular Board meeting be adjourned.

CARRIED

The meeting adjourned at 9:43 p.m.

Certified correct __________________________________________

Corporate Officer

Confirmed this ____________ day of ____________________________

__________________________________________

Chair

27

5555 Wharf Road, P.O. Box 218, Sechelt, British Columbia V0N 3A0

Chair Sunshine Coast Regional District Board Jan 29th, 2014 Dear Mr Garry Nohr, As you may be aware, Coast Cable is currently making a substantial investment in the Sunshine Coast area upgrading the system to provide a better quality of telephone, internet and television services to the residents and businesses in the area. This type of work (replacing existing equipment) is normally done in what we call the “maintenance window” which typically runs from midnight to 6AM the next morning as it causes service interruptions to our customers. By doing the work in the early morning hours, we minimize the impact of these customer outages. As you can imagine, the outages if they occurred during the day would be extremely disruptive to businesses, interrupting telephone, point-of-sales terminals, access to email and the internet at times of peak demand. It would also interfere with residential customer access to the internet, television and telephone service, again at times of peak demand. By doing this work in the early morning hours, we minimize these impacts. We attempt to schedule our work at each work location to minimize disruption to sleeping residents. We also distribute notices to the areas where the work is being performed to provide advance notice to the residents of the upcoming work activity. This notice details the type of noise we create; which is typically an idling van, reverse signals and the bucket being raised and lowered. We do not use any heavy machinery. (see attached letter) The purpose of this letter is to request an exemption to the noise bye-law in the Sunshine Coast Regional District until our project completes in approximately 3 months. It would be very much appreciated if you could discuss the merits of allowing us an exemption for night time work so that we can complete our project and provide a better service to the residents of the Sunshine Coast. I am available to answer any further questions you may have with regard to this request. Thank you very much for your consideration. Regards, John Thomson Project Manager for Coast Cable Rebuild 604 940 3650

B

28

metrovancouverSERVICES AND SOLUTIONS FOR A LIVABLE REGION

JAN 162014 Executive officesTel. 604 432 6215 Fax 604 451 6614

File: CR-11-O1-AREChair Garry NohrSunshine Coast Regional District1975 Field RoadSechelt, BC, VON 3A1

Dear Chair Nohr:

Re: Metro Vancouver’s 2014 Aboriginal Relations Committee

I am pleased to inform you that I have been reappointed as Chair of Metro Vancouver’s AboriginalRelations Committee for 2014.

Recognizing that some First Nations in the Metro Vancouver region have claims and interests that mayextend into the boundaries of your regional district, your regional district is invited to participate onMetro Vancouver’s Aboriginal Relations Committee as a non-voting member. The voluntaryparticipation of your regional district will not be associated with any fees payable to Metro Vancouver,nor will Metro Vancouver be in a position to pay any fees or expenses associated with your voluntaryparticipation.

The first meeting of the 2014 Aboriginal Relations Committee will take place on Wednesday, February5, 2014 at 1:00 p.m. at Metro Vancouver offices, 2’ Floor Boardroom, 4330 Kingsway, Burnaby, BC.The public agenda will be available in advance of the meeting. Attached are a meeting schedule for2014 and a list of the Committee members.

Please advise at your earliest convenience who you have designated as a non-voting member (i.e. adirector currently sitting on your regional district board) to Metro Vancouver’s Aboriginal RelationsCommittee, and if your representative will attend the above noted meeting. The SCRD’s representativefor 2013 was Director Lorne Lewis.

If you have any questions or require additional information, please do not hesitate to contact me atyour convenience.

— rnie DaykinChair, Aboriginal Relations CommitteeMetro Vancouver

ED/RGH/mp

4330 Kingsway. Burnaby, BC, Canada V5H 4G8 • 604-432-6200 • www.metrovancouver.org

Greater Vancouver Regional District • Greater Vancouver Water District • Greater Vancouver Sewerage and Drainage Oistnct • Metro Vancouver Housing Corporation

C

29

Chair Garry Nohr, Sunshine Coast Regional DistrictMetro Vancouver’s 2014 AborigInal Relations CommitteePage 2 of 2

cc: Chair Sharon Gaetz, Fraser Valley Regional DistrictChair Patricia Heintzman, Squamish-Lillooet Regional DistrictChair Greg Moore, Metro VancouverAboriginal Relations Committee, Metro VancouverMarie Crawford, Associate Executive Director, Union of BC MunicipalitiesPaulette Vetleson, Director, Board and Information Services, Metro VancouverCarol Mason, Commissioner/Chief Administrative Officer, Metro Vancouver

Attachments:1. List — dated January 6, 2014- Metro Vancouver Aboriginal Relations Committee Members2. List — dated January 6, 2014 - Metro Vancouver Aboriginal Relations Committee Meeting Dates

.•.

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8404436

30

ATTACHMENT 1

Metro Vancouver Aboriginal Relations Committee

2014 Members

Voting Members:

Daykin, Ernie (Chair) — Maple Ridge

Drew, Ralph (Vice-Chair) — Belcarra

Asmundson, Brent—Coquitlam

Booth, Mary-Ann — West Vancouver

Ferguson, Steve — Langley Township

Jackson, Lois — Delta

Johnston, Dan — Burnaby

Nixon, Alan — District of North Vancouver

Reimer, Andrea —Vancouver

Schaffer, Ted — Langley City

Steele, Barbara — Surrey

Walters, Deb — Pitt Meadows

Williams, Bryce — Tsawwassen

Non-Voting Members (to be invited):

- Fraser Valley Regional District representative

- Squamish-Lillooet Regional District representative

- Sunshine Coast Regional District representative

8404437 January 6, 2014

31

ATTACHMENT 2

Metro Vancouver Aboriginal Relations Committee

2014 Meeting Dates*

Wednesday, February 5, 2014 1:00 p.m.

Wednesday, April 30, 2014 1:00 p.m.

Wednesday, July 2, 2014 1:00 p.m.

Wednesday, October 1, 2014 1:00 p.m.

Meetings are held in the 2’ Floor Boardroom at 4330 Kingsway in Burnaby.

*Meetings are subject to change.

8405591 January 6, 2014

32

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N:\Administration\0640 Reports & Statistics\0640-30 Administration Reports\CAO Reports\2014-FEB-13 CAO Report.doc

SCRD STAFF REPORT

DATE: February 6, 2014

TO: Regular Board – February 13, 2014

FROM: John France – Chief Administrative Officer

RE: CHIEF ADMINISTRATIVE OFFICER’S REPORT

RECOMMENDATION

That the Board receives this report for information: This report provides information on major projects and issues recently worked on. If the Board has any questions on the content, I would be pleased to respond. Chekwelp:

The service agreement process is ongoing and slow. Meeting dates continue to be an issue. A new Squamish Nation Council was elected in December and their staff has contacted them to arrange to continue discussions. Meeting dates to be provided shortly. They have provided us with a draft proposal. A Joint Board to Council meeting with the Squamish Nation is scheduled for 9:30 am Wednesday, March 5th.

Economic Development:

Joint meeting planned to discuss Economic Development region-wide to identify and create economic development joint opportunities

- ICET funding approved - Timing November 2013 to March 2014 to hold 2 joint meetings - ICET has advised that the completion date is May 2014. Staff have

contacted a facilitator and meeting dates are being set up. A Special Infrastructure Services Committee meeting is set for February 21st to discuss Hillside opportunities.

Parks & Recreation Master Plan: The Plan went to Community Services Committee October 10th. A Special Community Services Committee was held October 24th. Letters have been sent to the District of Sechelt and shíshálh Nation to arrange presentations of the Plan. Presentations held as follows:

- December 4 at 9:30 a.m. - @ Sechelt Indian Government District Office - December 11 at 1:00 p.m. - @ District of Sechelt Committee of the Whole - PRMP was adopted at the Board meeting on January 23rd.

Printed Paper and Packaging

Staff are monitoring progress of Multi Materials BC. Questions on MMBC remain outstanding (timing of contracts, and materials issues). Board has approved next step to request proposals for depots in Pender Harbour, Sechelt and Gibsons –

E

35

CAO Report continued – February 13, 2014

N:\Administration\0640 Reports & Statistics\0640-30 Administration Reports\CAO Reports\2014-FEB-13 CAO Report.doc

and begin work on design for transfer station in Pender Harbour. Decision Report on Corporate and Administrative Services Committee agenda November 28th. Board approved MMBC contracts for report/curbside, Areas B and D. Next step: confirm services to be offered by Depots with Board and begin negotiation with depot contractors. Meeting held with Directors of Area B and D on January 6th. A report on outcomes will be going to the next Infrastructure Services Committee meeting on February 13th.

Solid Waste Meetings

Met with District of Sechelt Staff, SIGD Staff and Director Siegers – on the Solid Waste service review. We had an in-depth dialogue on the issues raised by Sechelt Council (Funding structure, administrative support, salaries and contract services). A Special Infrastructure Services Committee is scheduled for February 24th to review District of Sechelt’s letter/proposal and next steps.

Attended:

Meeting with TELUS and staff Teleconference with Ministry of Health & Vancouver Coastal Health

re St. Mary’s Hospital Redevelopment Project

Staff connections:

Performance Appraisals completed for Senior Staff Interviews for Parks Manager position Met with Ministry of Transportation re Marine Drive/ Ruffum Road

Also worked on:

Hillside and Economic Development (Charter) Budget HR Issues (Performance Appraisals/Grievances) Curbside Recycling Issues Problem Dogs

36


CORPORATE and ADMINISTRATIVE SERVICES COMMITTEE

2014 – 2018 Financial Plan

January 20, 2014

RECOMMENDATIONS FROM THE CORPORATE AND ADMINISTRATIVE SERVICES COMMITTEE MEETING HELD IN THE BOARD ROOM OF THE REGIONAL DISTRICT OFFICE AT 1975 FIELD ROAD, SECHELT, BC

PRESENT: Chair G. Tretick

Directors D. Shugar L. Turnbull F. Mauro G. Nohr L. Lewis G. Feschuk D. Siegers

ALSO PRESENT: Chief Administrative Officer J. France Manager, Legislative Services A. Legault (Part) Treasurer T. Perreault Manager, Financial Services J. Day (Part) Manager, Human Resources R. Brown (Part) General Manager, Community Services P. Fenwick General Manager, Infrastructure Services B. Shoji (Part) Accounting Technician B. Wing Manager, Recreation Services B. Bauman (Part) General Manager, Planning and Development S. Olmstead (Part) Corporate Energy Manager S. Laye (Part) Fire Chief – Gibsons B. Stevens (Part) Fire Volunteer – Roberts Creek P. Dickens (Part) Fire Chief – Pender Harbour / Egmont P. Sly (Part) Emergency Program Coordinator B. Elsner (Part) Manager, PHAFC D. Cole (Part) Accounting Technician M. Chabot (Part) Mayor, Town of Gibsons W. Rowe Recording Secretary T. Crosby Media 0 Public 5

CALL TO ORDER 9:07 a.m.

F

37

R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 2 of 18 The Committee adjourned at 9:00 a.m. to the Cedar Room for Conference and returned to the Special Corporate and Administrative Services Committee Meeting at 9:06 a.m.

The Chair provided introductory remarks regarding the 2014 Budget Process.

AGENDA The agenda was adopted as amended to:

• Bring forward Gibsons and District Fire Department and Roberts Creek Fire Department reports to be first in the Agenda.

PROCESS INTRODUCTION Treasurer

REPORTS

Recommendation No. 1 2014 Budget Process and Introduction

The Corporate and Administrative Services Committee recommended that the Treasurer’s report titled “2014 Budget Process and Introduction” be received.

Recommendation No. 2 2013 Carry-forward

The Corporate and Administrative Services Committee recommended that the Treasurer’s report titled “2013 Carry-forward” be received;

AND THAT the 2013 projects and associated funding in the functions listed be incorporated into the 2014 Budget:

• Corporate Health and Safety Program – Human Resources [115] • Budget Engagement – Finance [113] • Lily Lake Pathway Planning Project – Area A Bicycle and Walking Paths [667] • McNair Creek Bridge Repair Planning Project – Hillside [540] • Truman Road Lift Station – Square Bay Waste Water Treatment Plant [387] • Pender Harbour Resource Recover/Transfer Station Design – Pender Harbour Landfill

[351].

Director Nohr left the meeting at 9:29 a.m. and returned to the meeting at 9:30 a.m.

Recommendation No. 3 Gibsons and District Fire Protection – Pumper Truck

The Corporate and Administrative Services Committee recommended that the options for use of the proceeds of $15,000 from the disposition of the old pumper truck held in Capital Reserve for Gibsons and District Fire Protection be discussed in 2014 Round 2 Budget;

AND THAT this item be referred to the Gibsons and District Fire Protection Commission Meeting to suggest use of the funds.

38

R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 3 of 18 Recommendation No. 4 Gibsons and District Fire Protection [210] – 2014 R1 Budget

Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Community Service’s report titled “Gibsons and District Fire Protection [210] – 2014 R1 Budget Proposal” be received;

AND THAT the following budget proposals be approved and incorporated into the 2014 Round 2 Budget:

• Budget Proposal 1 – MANDATORY – Turn Out Gear, $25,000 funded from Capital Reserve;

• Budget Proposal 3 – MANDATORY – Mould Remediation at North Road Fire Hall, $3,000 funded from 2013 Surplus;

• Budget Proposal 4 – Increase Reserve Contribution by $75,000 funded through Taxation;

• Budget Proposal 5 – Outdoor Training Facility, $10,000 funded from 2013 Surplus;

AND THAT the following budget proposals be referred to the 2014 Round 2 Budget:

• Budget Proposal 2 – Volunteer Training Enhancements, $5,000 funded through Taxation - pending further information from the Gibsons and District Fire Protection Commission Meeting;

• Budget Proposal 6 – Lighting Retrofit at C. Mahlman Fire Hall, $6,000 funded from 2013 Surplus with potential for rebate ($1,500) - pending more information from Sustainability Energy Management Plan report;

AND THAT remaining 2013 Surplus be transferred to reserves;

AND FURTHER THAT the budget for Gibsons and District Fire Protection [210] be referred to 2014 Round 2 Budget Meetings as amended.

Recommendation No. 5 Funding of Fire Equipment Groups / Co-Ops

The Corporate and Administrative Services Committee recommended that the topic of funding Fire Equipment Groups be referred to the next Fire Commission Meeting (as example, Fire Equipment Co-ops on the Islands).

Recommendation No. 6 Roberts Creek Fire Protection [212] - 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Community Service’s report titled “Roberts Creek Fire Protection [212] – 2014 R1 Budget Proposal” be received;

AND THAT the 2013 Surplus be transferred to reserves;

AND FURTHER THAT the budget for Roberts Creek Fire Protection [212] be moved to adoption as amended.

39

R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 4 of 18 HUMAN RESOURCE PLAN Manager, Human Resources

Recommendation No. 7 Human Resource Plan

The Corporate and Administrative Services Committee recommended that the Human Resource Manager’s verbal report titled “Human Resource Plan” be received.

Recommendation No. 8 Recreation Services [616, 617, 620, 621] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Recreation Service’s report titled “Recreation Services [616, 617, 620, 621] – 2014 R1 Budget Proposal” be received.

Recommendation No. 9 Capital Assets vs. Non-Capital Assets (Operating)

The Corporate and Administrative Services Committee recommended that staff report to a future Corporate and Administrative Services Committee Meeting regarding the definition of and the difference between Capital Asset versus Non-Capital Asset (Operating).


The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 2 Budget pending more information on allocations:

• Budget Proposal 1 – Business Practice Review, $8,500 funded through Taxation.

Recommendation No. 11 Recreation Services [616, 617, 620, 621] – Business Practice Review

The Corporate and Administrative Services Committee recommended that staff provide a report to 2014 Round 2 Budget showing the funding allocation for the Business Practice Review across all Recreation functions;

AND THAT the information specify, where the Park’s Department uses Activenet, if there should be an allocation to this function;

AND FURTHER THAT the Software Consultant, in sourcing software and the required applications, be asked to review the potential for expanding the use of the software to partner organizations such as School District 46 and the Municipalities, for managing field and facility bookings.

Director Turnbull opposed.

40

R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 5 of 18 Recommendation No. 12 Recreation Services [616, 617, 620, 621] – 2014 R1 Budget

Proposal

The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 3 Budget:

• Budget Proposal 2 – MANDATORY - Flooring Replacement at Gibsons and District Aquatic Facility, $125,000 funded $85,000 through Taxation and $40,000 from Reserves;

AND THAT a letter be sent to BC Provincial Health Authority before February 2014 advising that the Sunshine Coast Regional District will be replacing the flooring at the Gibsons and District Aquatic Facility in 2014, once the final budget numbers have been approved in March 2014;

AND FURTHER THAT staff produce an appropriate Tender Process for approval at 2014 Round 3 Budget.


The Corporate and Administrative Services Committee recommended that the following budget proposal be approved and incorporated into the 2014 Round 3 Budget:

• Budget Proposal 3 – MANDATORY - Capital Maintenance, $115,000 funded through Taxation for the following projects in 2014: o Dehumidification Wheel Gibsons and Area Community Centre - $25,000 o Electrical Panel Gibsons and District Aquatic Facility - $15,000 o Tables/Chairs Sunshine Coast Arena - $10,000 o Heat Exchanger Gibsons and District Aquatic Facility - $65,000 (additional

funds);


Recommendation No. 14 Recreation Services [616, 617, 620, 621] – Capital Maintenance Contribution

The Corporate and Administrative Services Committee recommended that the proposal (in Budget Proposal 3) for $125,000 annual contribution to Capital Maintenance be deferred pending other 2014 Recreation Services budget decisions.

The Committee recessed at 11:00 a.m. and reconvened at 11:05 a.m.

41

R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 6 of 18 Recommendation No. 15 Egmont Fire Protection [218] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Community Service’s report titled “Egmont Fire Protection [218] – 2014 R1 Budget Proposal” be received;


AND FURTHER THAT the budget for Egmont Fire Protection [218] be moved to adoption as presented.



• Budget Proposal 4 – Increase Base Budgets for Fitness Equipment Maintenance at Gibsons and Area Community Centre and Sechelt Aquatic Centre, $10,000 ($5,000 per facility) funded through Taxation;

AND THAT staff provide a report to 2014 Round 2 Budget outlining the 2013 expenditures for fitness equipment maintenance at each facility, and addressing the feasibility of adding a separate line to the 2014 budget for fitness equipment maintenance expenditures.


The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 2 Budget pending clarification regarding Town of Gibsons water cost increases:

• Budget Proposal 5 – Increase Base Budgets for Water at Gibsons and Area Community Centre and Gibsons and District Aquatic Facility, $10,000 ($7,500 GACC and $2,500 GDAF) funded through Taxation.


The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 2 Budget with inclusion of details on expected energy costs:

• Budget Proposal 6 – Increase Base Budget for Hydro and Natural Gas at Gibsons and Area Community Centre, $15,000 funded through Taxation.

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Proposal


• Budget Proposal 7 – Sechelt Aquatic Centre 2014 Legal Claim, $200,000 funded through Taxation.



• Budget Proposal 8 – Community Development Training, $10,000 funded through Taxation;

AND THAT staff provide a report to 2014 Round 2 Budget showing the funding allocation for the Community Development Training across all Recreation functions, the Park’s function and the Pender Harbour Pool function.


The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 2 Budget pending results of the February 2014 Community Services Committee Meeting report:

• Budget Proposal 9 - Public Approval Process – Recreation Services Capital Funding (AAP and/or Referendum), $TBC funded through Taxation.


The Corporate and Administrative Services Committee recommended that the following budget proposal be deferred to 2015 Budget pending further discussions regarding the future of the Gibsons and District Aquatic Facility (GDAF):

• Budget Proposal 10 – Energy Upgrade (Lighting) at Gibsons and District Aquatic Facility, $40,000 funded through Taxation with a potential rebate ($8,000);

AND THAT the Energy Upgrade (Lighting) option be considered in future discussions regarding GDAF;

AND FURTHER THAT staff continue to research the potential energy grant opportunities.

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Proposal


• Budget Proposal 11 – Energy Upgrade (Lighting) at Sechelt Aquatic Centre, $80,000 funded through Taxation with a potential rebate ($26,000);

AND THAT staff include options of alternate sources of funding in the Budget Proposal 11.



• Budget Proposal 12 – Comprehensive Energy Study at Gibsons and Area Community Centre, $20,000 funded through Taxation with a potential rebate ($10,000).


The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 2 Budget as two separate budget proposals, one for each position listed:

• Budget Proposal 13 – Increase staff 1.2 FTE (per Recreation Service Review - Operations 0.6 FTE and Programmer 0.6 FTE), $60,000 funded through Taxation – noting that this amount is only partial for 2014;

AND THAT for the Operations 0.6 FTE budget proposal explain the benefits to the Maintenance Program.


The Corporate and Administrative Services Committee recommended that the budgets for Recreation Services [616, 617, 620, 621] be referred to 2014 Round 2 Budget meetings as amended.

The Committee recessed at 12:12 p.m. and reconvened at 1:00 p.m.

Director Siegers left the meeting at 12:12 p.m.

Kathy McTaggart was in attendance for comment.

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R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 9 of 18 Recommendation No. 27 Community Parks [650] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Community Service’s report titled “Community Parks [650] – 2014 R1 Budget Proposal” be received.

Director Nohr left the meeting at 1:19 p.m. and returned to the meeting at 1:22 p.m.



• Budget Proposal 11 – Additional Gambier Island Trail / Parks Works, $11,500 funded from 2013 Surplus.



• Budget Proposal 10 – Sir Thomas Lipton Park, $9,000 funded through Taxation;

AND THAT staff report to 2014 Round 2 Budget on the current use of Parks [650] base budget for islands issues (directly and indirectly) and whether a change to base budget may be necessary to accommodate future island maintenance requirements.

Director Mauro left the meeting at 1:53 p.m. and returned to the meeting at 1:54 p.m.

Director Feschuk left the meeting at 1:58 p.m. and returned to the meeting at 2:00 p.m.



• Budget Proposal 3 – Fleet Vehicle Replacement – 2003 F250 Truck, $32,000 funded through MFA Lease.

Director Lewis opposed.

Recommendation No. 31 Fleet Vehicle Replacements

The Corporate and Administrative Services Committee recommended that any proceeds from the sale of fleet vehicles be transferred to Capital Reserves for future fleet replacement.

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The Corporate and Administrative Services Committee recommended that the following budget proposal be deferred to 2015 Budget:

• Budget Proposal 6 – Fleet Vehicle Replacement – 2004 F250 Truck, $32,000 funded through MFA Lease;

Recommendation No. 33 Capital Reserve for Park’s Fleet Vehicles

The Corporate and Administrative Services Committee recommended that the topic of establishing a Capital Reserve for Park’s Fleet Vehicles be referred to a future Community Services Committee Meeting.


The Corporate and Administrative Services Committee recommended that the following budget proposal be approved and incorporated into the 2014 Round 2 Budget

• Budget Proposal 2 – MANDATORY – Replace Husky Mower, $10,000 funded from 2013 Surplus.



• Budget Proposal 7 – Sand for Top-Dressing Sports Fields, $15,000 funded from 2013 Surplus;

AND THAT $5,000 annual contribution to operating reserves be added to 2015 base budget for the future purchase of sand for top-dressing sports fields.

Recommendation No. 36 Economics of Scale for Sand Purchases

The Corporate and Administrative Services Committee recommended that a letter be sent to School District 46, Sechelt Indian Government District, Town of Gibsons and District of Sechelt suggesting participating in economies of scale for the purchase of sand for top-dressing sports fields.

Recommendation No. 37 Collaboration with Other Jurisdictions

The Corporate and Administrative Services Committee recommended that staff report to a future Community Services Committee outlining the history of correspondence, reports and meetings concerning collaboration with other jurisdictions, with a view to improving the collaborative approach.

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The Corporate and Administrative Services Committee recommended that the following budget proposal be abandoned in 2014:

• Budget Proposal 12 – Pets in Parks Policy, $10,000 funded from 2013 Surplus.

Recommendation No. 39 Shirley Macey – Pets in Parks

The Corporate and Administrative Services Committee recommended that staff report to a future 2014 Community Services Committee Meeting assessing some quick wins to deal with Pets in Parks and to continue work previously considered for Shirley Macey Park.



• Budget Proposal 4 – Area B Beach Access at Fullerton Road, $10,000 funded from 2013 Surplus.



• Budget Proposal 5 – MANDATORY - Grantham’s Hall Septic Replacement, $3,000 funded from Grantham’s Park / Hall Operating Reserve Fund;

AND THAT staff be authorized to proceed with this project prior to 2014 Budget adoption;

AND FURTHER THAT this recommendation be referred to the January 23, 2014 Board Meeting for adoption.



• Budget Proposal 13 – Community Consultation and Park Plan for Property behind Roberts Creek Hall (5 acres), $5,000 for consultation portion only, funded from 2013 Surplus.



• Budget Proposal 1 – Katherine Lake Aging Infrastructure, $12,000 funded from 2013 Surplus.

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The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2015 Budget for consideration:

• Budget Proposal 14 – Lighting Retrofits at Cliff Gilker Amenity Building and Frank West Hall, $16,500 funded from Reserves with potential for rebate ($2,500).



• Budget Proposal 8 – Restore and Stain Beams at Eric Cardinall Hall, $15,000 funded from 2013 Surplus;

AND THAT the remaining 2013 Surplus be transferred to reserves pending decision on this project;

AND FURTHER THAT volunteers be consulted regarding working in collaboration on the repairs and the information be reported at the 2014 Round 2 Budget.



• Budget Proposal 9 – MANDATORY – Replacement of Parks Hut at Mason Road, $50,000 contribution to reserve funded through Taxation;

AND THAT staff report to a future 2014 Community Services Committee Meeting regarding options for the Parks Hut replacement.


The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2015 Budget:

• Budget Proposal 15 – Coopers Green Hall Redevelopment;

AND THAT the budget for Community Parks [650] be referred to 2014 Round 2 Budget meetings as amended.

Recommendation No. 48 Parks and Recreation Master Plan Area D – Henderson Beach Access Project

The Corporate and Administrative Services Committee recommended that as shown in the Parks and Recreation Master Plan Worksheet - Area D Trail Construction funds dedicate the full amount of $9,236.86 towards the Henderson Beach Access project.

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R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 13 of 18 Recommendation No. 49 Emergency Telephone 9-1-1 [220] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Community Service’s report titled “Emergency Telephone 9-1-1 [220] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – MANDATORY – Analyze Towers (Engineering Consultant’s Review), $29,500 funded from Capital Reserve and 2013 Surplus;

• Budget Proposal 2 – MANDATORY – Replace Gibsons Tower (Pending Engineering Consultant’s Review), $97,500 funded from Capital Reserve;

• Budget Proposal 3 – MANDATORY – Site Monitoring Component of Radio Upgrade Project, $27,500 funded from Capital Reserve;

AND THAT the remaining 2013 Surplus be transferred to reserves;

AND FURTHER THAT the budget for Emergency Telephone 9-1-1 [220] be moved to 2014 Round 3 Budget as amended.

Recommendation No. 50 Sunshine Coast Emergency Planning (SCEP) [222] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Emergency Program Coordinator’s report titled “Sunshine Coast Emergency Planning (SCEP) [222] – 2014 R1 Budget Proposal” be received;

AND THAT the following budget proposal be approved and incorporated into the 2014 Budget:

• Budget Proposal 1 – Water Purification Unit, $33,500 funded $24,000 from Capital Reserve and $9,500 from 2013 Surplus;

AND FURTHER THAT the budget for Sunshine Coast Emergency Planning (SCEP) [222] be moved to adoption as amended.

Recommendation No. 51 Halfmoon Bay Fire Protection [216] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Community Service’s report titled “Halfmoon Bay Fire Protection [216] – 2014 R1 Budget Proposal” be received;

AND THAT the following budget proposals be approved and incorporated into the 2014 Budget:

• Budget Proposal 1 – Automobile Extrication Equipment, $35,000 funded from Capital Reserve;

• Budget Proposal 2 – Volunteer Training Enhancement, $2,000 funded through Taxation;

• Budget Proposal 3 – Vehicle Operation Expense Increases, $5,000 funded through Taxation.

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R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 14 of 18 AND THAT the 2013 Surplus be transferred to reserves;

AND FURTHER THAT the budget for Halfmoon Bay Fire Protection [216] be moved to adoption as amended.

Recommendation No. 52 Dakota Ridge Recreation Service Area [680] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Parks Service’s report titled “Dakota Ridge [680] – 2014 R1 Budget Proposal” be received;

AND THAT the following budget proposal be approved and incorporated into the 2014 Round 3 Budget:

• Budget Proposal 1 – Expanded Trail Maintenance, $8,000 funded from 2013 Surplus;

AND THAT $10,000 be added to 2015 base budget for Trail Maintenance at Dakota Ridge;

AND THAT the remaining 2013 Surplus be transferred to operating reserves;

AND FURTHER THAT the budget for Dakota Ridge [680] be moved to the 2014 Round 3 Budget as amended.

Director Turnbull left the meeting at 3:44 p.m. and returned at 3:46 p.m.

Recommendation No. 53 Cemetery [400] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Community Service’s report titled “Cemetery [400] – 2014 R1 Budget Proposal” be received;


AND FURTHER THAT the budget for Cemetery [400] be moved to adoption as amended.

Recommendation No. 54 Pender Harbour Aquatic and Fitness Centre (PHAFC) [625] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, PHAFC’s report titled “Pender Harbour Aquatic and Fitness Centre (PHAFC) [625] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – Hot Tub Refurbishment, up to $20,000 funded from 2013 Surplus.

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R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 15 of 18 Recommendation No. 55 Pender Harbour Aquatic and Fitness Centre (PHAFC) [625] –

2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the following budget proposal be approved and incorporated into the 2014 Budget:

• Budget Proposal 2 – Lease Costs – Survey and Legal for Pender Harbour Lease with School District 46, $4,200 funded through Taxation.



• Budget Proposal 3 – Energy Study – Research and the Geo-Thermal Project with SD46, $6,000 funded through Taxation with potential for rebate ($3,000).




• Budget Proposal 4 – Capital Reserve, $15,000 funded through Taxation.



• Budget Proposal 5 – Gym Equipment Replacement, $3,500 funded from Capital Reserve.


The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 2 Budget pending more information on allocations:

• Budget Proposal 6 – Business Practice Review, $1,500 (Area A share) funded through Taxation.

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R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 16 of 18 Recommendation No. 60 Pender Harbour Aquatic and Fitness Centre (PHAFC) [625] –

2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the following budget proposal be deferred pending receipt of Grant:

• Budget Proposal 7 – Enabling Accessibility Grant, up to $67,000 funded $15,000 through Taxation and $50,000 grant.

AND THAT staff apply for accessibility grant, if the program becomes available, and if successful to tax in the subsequent year.


The Corporate and Administrative Services Committee recommended that the remaining 2013 Surplus be transferred to reserves;

AND THAT the budget for Pender Harbour Aquatic and Fitness Centre (PHAFC) [625] be referred to the 2014 Round 2 Budget meetings as amended.

Recommendation No. 62 Establishment Bylaw for Taxation - Bicycle and Walking Paths

The Corporate and Administrative Services Committee recommended that the topic of rationale for establishment bylaw regarding the current taxation structure for Bicycle and Walking Paths be referred to a future Corporate and Administrative Services Committee Meeting.

Recommendation No. 63 Bicycle and Walking Paths [665] – Beach Avenue Project

The Corporate and Administrative Services Committee recommended that the Beach Avenue Project for Area D be specified as a Walking Path only not a paved Bicycle Path.

Recommendation No. 64 Bicycle and Walking Paths [665] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Community Service’s report titled “Bicycle and Walking Paths [665] – 2014 R1 Budget Proposal” be received;

AND THAT the following budget proposals be referred to 2014 Round 2 Budget for further clarification on project locations and coordination of project areas:

• Budget Proposal 1 – Area B Brooks to Redrooffs, $100,000 funded through Gas Tax;

• Budget Proposal 5 – Area B Highway 101 to Mintie, $20,000 funded through Gas Tax;


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R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 17 of 18 Recommendation No. 65 Bicycle and Walking Paths [665] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to the 2014 Round 2 Budget for further clarification on the status of the project:

• Budget Proposal 2 – Area D Beach Avenue, Roberts Creek to Cedar Grove, funded through Gas Tax;

AND THAT all of the funds available in Gas Tax for Area D be allotted to the Beach Avenue to Cedar Grove project.



The Corporate and Administrative Services Committee recommended that the following budget proposals be approved and incorporated into the 2014 Round 2 Budget:

• Budget Proposal 4 – Area E Gower to Gibsons, $10,000 funded through Gas Tax.


The Corporate and Administrative Services Committee recommended that the following budget proposal be deferred to 2014 Round 2 Budget:

• Budget Proposal 3 – Area F From Grantham’s past and including Ruffum Road Bike and Pedestrian Paths, $90,000 funded through Gas Tax;

AND THAT that there be a meeting with the General Manager, Community Services, Treasurer, Chief Administrative Officer, Board Chair and Director Turnbull prior to 2014 Round 2 Budget to review Bicycle and Walking Paths [665].


The Corporate and Administrative Services Committee recommended that the 2013 Surplus be transferred to reserves;

AND THAT the budget for Bicycle / Walkways [665] be referred to the 2014 Round 2 Budget meetings as amended.

Recommendation No. 69 Area A Bicycle and Walking Paths [667] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Community Service’s report titled “Area A Bicycle and Walking Paths [667] – 2014 R1 Budget Proposal” be received;

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R1 Budget – Special Corporate and Administrative Services Committee January 20, 2014 Page 18 of 18 AND THAT the following budget proposal be approved and incorporated into the 2014 Round 2 Budget:

• Budget Proposal 1 – Lily Lake Area Bikeway / Walkway Project, $240,000 funded through Gas Tax;


• Budget Proposal 2 – Planning Consulting Fees Increase to Base Budget, $6,000 funded through Taxation;

AND FURTHER THAT the budget for Area A Bicycle / Walkways [667] be referred to the 2014 Round 2 Budget meetings as amended.


Recommendation No. 70 School Facilities – Joint Use [630]

The Corporate and Administrative Services Committee that the budget for School Facilities – Joint Use [630] be moved to 2014 Round 3 Budget as presented.

Recommendation No. 71 School Facilities – Joint Use [630] – Langdale School Community Programs

The Corporate and Administrative Services Committee recommended that staff inquire at the next School District Joint Use Meeting and report to the Community Services Committee meeting regarding the Community Programs / Joint Use Activities available within Langdale Elementary School.

Recommendation No. 72 Regional Recreation Programs [670]

The Corporate and Administrative Services Committee recommended that the budget for Regional Recreation Programs [670] be moved to the 2014 Round 2 Budget as presented.

Recommendation No. 73 Community Recreation Facilities [615]

The Corporate and Administrative Services Committee recommended that the budget for Community Recreation Facilities [615] be moved to the 2014 Round 2 Budget as presented.

ADJOURNMENT 4:44 p.m.

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January 21, 2014



Directors D. Shugar L. Turnbull F. Mauro G. Nohr L. Lewis D. Siegers G. Feschuk

ALSO PRESENT: Chief Administrative Officer J. France (Part) Treasurer T. Perreault Manager, Financial Services J. Day Accounting Technician B. Wing Manager, Legislative Services A. Legault (Part) Manager, IT / GIS S. Heppner (Part) Manager, Planning and Development S. Olmstead (Part) Recording Secretary T. Crosby Media 0 Public 17 (Part) CALL TO ORDER 9:01 a.m.

AGENDA The agenda was adopted as amended.

Treasurer responded to Committee queries regarding Section One information:

• Converted Values • Non-Market Changes (blank columns) • Support Services Allocations Summary – Communications Officer.

Director Turnbull joined the meeting at 9:04 a.m.

G

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 2 of 15 DELEGATIONS and COMMUNICATIONS

Manjit Kang, Chair and Tracey Therrien, Chief Librarian of the Gibsons and District Public Library addressed the Committee regarding the Library Board’s 2014 budget submission.

The Chair thanked Mr. Kang and Ms. Therrien for their presentation.

Recommendation No. 1 Gibsons and District Public Library [640]

The Corporate and Administrative Services Committee recommended that the correspondence received from the Gibsons and District Public Library regarding their 2014 operating budget submission be received.

Dan Fivehouse, Chair and Margaret Hodgins, Chief Librarian of the Sechelt and Area Public Library addressed the Committee regarding the Library Board’s 2014 budget submission.

The Chair thanked Mr. Fivehouse and Ms. Hodgins for their presentation.

Recommendation No. 2 Sechelt Public Library

The Corporate and Administrative Services Committee recommended that the correspondence from the Sechelt Public Library regarding their 2014 operating budget submission be received.

Recommendation No. 3 Roberts Creek Library Service [646]

The Corporate and Administrative Services Committee recommended that the correspondence from the Roberts Creek Community Library regarding 2014 operating budget submission be received;

AND THAT the budget for Roberts Creek Library Service [646] be referred to 2014 Round 2 Budget as presented;

AND FURTHER THAT Director Shugar and Finance staff meet prior to 2014 Round 2 Budget to clarify Roberts Creek Library Service [646] budget line items and differences in the transfer amounts from Roberts Creek Library Service to other Library Services.

Recommendation No. 4 Gibsons and District Public Library [640]

The Corporate and Administrative Services Committee recommended that the Gibsons and District Public Library 2014 budget be approved and incorporated into the 2014 Round 2 Budget as follows:

• 2014 Operating Grant for $527,064 • 2014 Additional one time projects for $10,700 ($5,700 IT equipment, $5,000 Centennial

Celebration).

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 3 of 15

Recommendation No. 5 Gibsons and District Public Library [640] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Treasurer’s report titled “Gibsons and District Public Library [640] – 2014 R1 Budget Proposal” be received;

AND THAT the 2013 Surplus be transferred to capital reserves for future capital cost related to the building;

AND FURTHER THAT the budget for Gibsons and District Public Library [640] be moved to 2014 Round 3 Budget as amended.

Recommendation No. 6 Sechelt Public Library

The Corporate and Administrative Services Committee recommended that the Sechelt Public Library 2014 budget be approved and incorporated into the 2014 Round 2 Budget.

Recommendation No. 7 Halfmoon Bay Library Service [645]

The Corporate and Administrative Services Committee recommended that budget for Halfmoon Bay Library Service [645] be moved to the 2014 Round 3 Budget as presented.

Recommendation No. 8 Museum Service [648]

The Corporate and Administrative Services Committee recommended that the following correspondence regarding 2014 budget submissions be received:

• Sunshine Coast Museum and Archives; • Skookumchuk Heritage Society; and • Sechelt Archives.

Mike Clement, Vice President and Sue Thompson, Treasurer (with Kimiko Hawkes, Manager / Curator in attendance) of the Sunshine Coast Museum and Archives Society addressed the Committee regarding the Society’s 2014 budget submission.

The Chair thanked Mr. Clement and Ms. Thompson for their presentation.

Billy Griffith, Chair of the Skookumchuk Heritage Museum addressed the Committee regarding their 2014 budget submission.

The Chair thanked Mr. Griffith for his presentation.

Recommendation No. 9 Museum Service [648]

The Corporate and Administrative Services Committee recommended that the 2014 budget submission from the Sunshine Coast Museum and Archives be approved and incorporated into the 2014 Round 2 Budget;

AND THAT the 2014 budget submission from the Skookumchuk Heritage Society be approved and incorporated into the 2014 Round 2 Budget;

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 4 of 15 AND THAT the 2014 budget submission from the Sechelt Archives be approved and included at 2013 funding level $7,079 in the 2014 Round 2 Budget;

AND FURTHER THAT the Museum [648] Budget be moved to 2014 Round 2 Budget as amended.

Dean Walford, President and Donna McMahon, Executive Director of the Gibsons and District Chamber of Commerce, addressed the Committee regarding their 2014 budget submission.

The Chair thanked Mr. Walford and Ms. McMahon for their presentation.

Recommendation No. 10 Economic Development – Gibsons and District Chamber of Commerce

The Corporate and Administrative Services Committee recommended that the correspondence from the Gibsons and District Chamber of Commerce (GDCC) regarding their 2014 operating budget submission be received.

Recommendation No. 11 Economic Development – Gibsons and District Chamber of Commerce

The Corporate and Administrative Services Committee recommended that the Gibsons and District Chamber of Commerce (GDCC) 2014 budget submission projects, be funded as follows and referred to 2014 Round 2 Budget:

• Visitor Information Centre $6,500, funded by Economic Development [534] and Economic Development [535] with apportionment by 2014 Assessed Value for Areas E and F;

• Travel Ambassadors - Annual Funding $1,500, funded $300 from each of the 5 Electoral Area Economic Development Functions [531-535];

AND THAT the following funding requests be referred to the Round 2 Budget discussions:

• Economic Development $15,000 (Investor Website Hosting $5,000, Economic Development Inquiries $3,000, Economic Gardening $4,000, Car Free Tourism and other Tourism Initiatives $3,000) – funding allotment determination from Economic Development Functions to be referred to 2014 Round 2 Budget and with proposed funding allotment from Economic Development [533] of $3,700 incorporated into the 2014 Round 2 Budget toward projects benefitting Area D.

Celia Robben, President and Russell Brewer, Treasurer of Sunshine Coast Tourism, addressed the Committee regarding their 2014 budget submission.

The Chair thanked Ms. Robben and Mr. Brewer for their presentation.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 5 of 15 Recommendation No. 12 Economic Development – Sunshine Coast Tourism

The Corporate and Administrative Services Committee recommended that the following correspondence from Sunshine Coast Tourism regarding 2014 budget submission be received;

AND THAT the Sunshine Coast Tourism 2014 budget submission be approved and incorporated into the 2014 Round 2 Budget;

AND THAT at 2014 Round 2 Budget staff provide the apportionment from each Electoral Area Economic Development function [531-535] for Sunshine Coast Tourism budget based on 2014 Assessed Values.

Christabelle Kux-Kardos, Information and Referral Coordinator, The Progress Plan, Sue Lamb, Halfmoon Bay Community School Coordinator and Francine Clohosey, Pender Harbour Community School Coordinator (Anne Titcomb and Sue Elliot of the Community Resource Centre Board in attendance) addressed the Committee regarding a 2014 pilot project in Electoral Area A and Electoral Area B for providing access to information and referral services in conjunctions with the Community Schools and Outreach Programs.

The Chair thanked Ms. Kux-Kardos, Ms. Lamb and Ms. Clohosey for their presentation.

Recommendation No. 13 Economic Development – The Progress Plan Pilot Project

The Corporate and Administrative Services Committee recommended that the following correspondence from The Progress Plan regarding funding request for a 2014 pilot project in Electoral Areas A and B be received;

AND THAT The Progress Plan 2014 pilot project request for $9,760 be approved and funded $4,880 from Area A Economic Development [531] discretionary and $4,880 from Area B Economic Development [532].

The Committee recessed at 10:31 a.m. and reconvened at 10:41 a.m.

Elaine Park from Pender Harbour Chamber of Commerce was in attendance.

Recommendation No. 14 Economic Development – Pender Harbour Chamber of Commerce

The Corporate and Administrative Services Committee recommended that the correspondence from Pender Harbour Chamber of Commerce (PHCoC) regarding 2014 budget submission be received;

AND THAT the PHCoC 2014 budget submission items, as follows, be approved and incorporated into the 2014 Budget funded from Economic Development [531]:

• Visitor Information Booth (Ambassadors) and Visitor Information Centre (Washrooms) $12,442.80;

• Tourism Sanitation Services (Portable Toilets) $2,142.00.

Director Nohr left the meeting at 10:53 a.m. and returned to the meeting at 10:55 a.m.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 6 of 15 Recommendation No. 15 Economic Development – Deer Crossing – The Art Farm

The Corporate and Administrative Services Committee recommended that the following correspondence from the Deer Crossing – The Art Farm regarding funding requests for FUSE Project for $5,000 and Ignite 2014 Project for $3,000 be received;

AND THAT the requests be referred to 2014 Round 2 Budget for funding consideration from Economic Development [531, 532, 534 and 535];

AND THAT Economic Development [533] proposed funding of $1,000 to the FUSE Project and $500 to the Ignite 2014 Project be incorporated into the 2014 Round 2 Budget;

AND FURTHER THAT the Deer Crossing – The Art Farm be invited to attend the 2014 Round 2 Budget Meeting to provide a report of the project deliverables and expected outcomes.

Recommendation No. 16 Economic Development [531-535]

The Corporate and Administrative Services Committee recommended that the budgets for the following functions be referred to 2014 Round 2 Budget as amended:

• [531] Economic Development Area A 2013 surplus of $12,000; use $6,000 to offset taxation and add $6,000 to discretionary for 2014 and refer the budget to 2014 Round 2 Budget;

• [532] Economic Development Area B 2013 surplus of $9,280; add the full amount to discretionary for 2014 and refer the budget to 2014 Round 2 Budget;

• [533] Economic Development Area D 2013 surplus of $2,811; add to discretionary to maintain the $10,000 budget for 2014, use the balance to reduce taxation and refer the budget to 2014 Round 2 Budget;

• [534] Economic Development Area E 2013 surplus of $2,041; add the full amount to discretionary and refer the budget to 2014 Round 2 Budget;

• [535] Economic Development Area F 2013 surplus of $8,341; add the full amount to discretionary and refer the budget to 2014 Round 2 Budget.

Jenna Bedore, Conservation Planner for South Coast Conservation Program and Jason Hertz of the Sunshine Coast Conservation Program were in attendance.

Recommendation No. 17 Economic Development – South Coast Conservation Program

The Corporate and Administrative Services Committee recommended that the following correspondence from the South Coast Conservation Program (SCCP) regarding funding request for 2014 Integrating Species and Ecosystems at Risk (SEAR) into Sustainable Land Use project be received;

AND THAT the SCCP submit a budget proposal to 2014 Round 2 Budget outlining the plan to roll out this program;

AND THAT the SCCP provide a list of organizations that are part of the program and which have already committed to funding;

AND THAT the SCCP advise how the First Nations are involved and informed in the project;

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 7 of 15 AND FURTHER THAT staff report to 2014 Round 2 Budget how the program might benefit the Planning and Development Work Plan in 2014 and provide funding options for the $2,000.

Recommendation No. 18 Pender Harbour Health Care Centre [410]

The Corporate and Administrative Services Committee recommended that the correspondence received from the Pender Harbour Health Care Centre regarding 2014 funding request of $106,812 be received;

AND THAT the budget for the Pender Health Care Centre [410] be approved and moved to adoption as amended.

REPORTS

Recommendation No. 19 General Government Services [110-112] - 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Legislative Services’ report titled “General Government [110-112] – 2014 R1 Budget Proposal” be received.

Recommendation No. 20 General Government Services [110-112] - Citizen Survey

The Corporate and Administrative Services Committee recommended that the following budget proposal be deferred to 2014 Round 3 Budget:

• Budget Proposal 4 – Citizen Survey, $25,000 funded from 2013 Surplus;

AND THAT staff report to February Corporate and Administrative Services Committee Meeting providing options of the types of Citizen Surveys proposed for this project, objectives of a survey process and how the results may be used to establish a baseline to benefit the organization in strategic planning, measuring service and future decision making.


The Corporate and Administrative Services Committee recommended that the Manager, Legislative Services’ report titled “General Government [110-112] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – Electronic Document Management System (EDMS) Consultant, $25,000 funded from 2013 Surplus;

AND FURTHER THAT staff be authorized to proceed with the EDMS project prior to the 2014 Budget adoption.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 8 of 15 Recommendation No. 22 General Government Services [110-112] - 2014 R1 Budget

Proposal


• Budget Proposal 2 – Squamish Nation Services Agreement (Legal Fees), $10,000 funded from 2013 Surplus;

AND THAT the remaining 2013 Surplus be transferred to operating reserves.


Director Feschuk left the meeting at 12:38 p.m. and returned to the meeting at 12:52 p.m.



• Budget Proposal 3 – Laptops for Directors, $20,000 funded through Taxation;

AND THAT staff report to 2014 Round 2 Budget regarding suggestions to accommodate, in a limited functionality, the Municipalities in the purchase of laptops based on the current legislation.

Director Siegers opposed.


The Corporate and Administrative Services Committee recommended that the following budget proposal be deferred to 2015:

• Budget Proposal 5 – Video Streaming Meetings, $20,000 funded through Taxation.


The Corporate and Administrative Services Committee recommended that the following budget proposal be approved and included into the 2014 Budget:

• Budget Proposal 6 – Board Meeting in the Community, $1,200 funded from 2013 Surplus;

AND THAT the budgets for General Government, Legislative Services and Administrative Services [110-112] be referred to 2014 Round 2 Budget as amended.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 9 of 15 Recommendation No. 26 Electoral Area Services [130-131] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Legislative Services’ report titled “Electoral Area Services [130-131] – 2014 R1 Budget Proposal” be received;

AND THAT the 2013 Surplus be transferred to operating reserves;

AND FURTHER THAT the budgets for UBCM / AVICC Electoral Area Services and Elections - Electoral Area Services [130-131] be moved to 2014 Round 3 Budget as amended.

Recommendation No. 27 Financial Services [113] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Financial Services’ report titled “Financial Services [113] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – Budget Communication and Engagement Plan, $5,000 funded from 2013 Surplus;

AND THAT $5,000 through Support Services be added to 2015 base budget for Budget Communication and Engagement Plan;


AND FURTHER THAT the budget for Financial Services [113] be referred to 2014 Round 2 Budget as amended.

Recommendation No. 28 Field Road Administration Building [114] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Financial Services’ report titled “Field Road Administration Building [114] – 2014 R1 Budget Proposal” be received;

AND THAT the budget for Field Road Administration Building [114] be moved to adoption as presented.

Recommendation No. 29 Human Resources [115] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Human Resources’ report titled “Human Resources [115] – 2014 R1 Budget Proposal” be received;

AND THAT the 2013 Surplus be transferred to operating reserves;

AND FURTHER THAT the budget for Human Resources [115] be moved to adoption as amended.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 10 of 15 Recommendation No. 30 Information Technology [117] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Information Technology (IT) / Geographic Information System’s (GIS) report titled “Information Technology [117] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – Corporate Software System – Financials, $25,000 funded from 2013 Surplus and the balance from a reduction to 2014 contribution to reserves;

AND THAT staff be authorized to proceed with the Corporate Software System – Financials prior to 2014 Budget adoption;

AND FURTHER THAT the budget for Information Technology [117] be moved to adoption as amended.

Recommendation No. 31 Property Information and Mapping [506] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, IT / GIS’ report titled “Property Information and Mapping [506] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – Ortho Photo Acquisition, $45,000 funded from Reserves;


AND THAT Priority Area 1 is extended to include McNabb Creek and Howe Sound Area;

AND FURTHER THAT the budget for PIMS [506] be moved to adoption as amended.

Recommendation No. 32 House Numbering [510] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, IT / GIS’ report titled “Civic Addressing [510] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – Advertising, $1,500 funded from Appropriated Surplus;


AND THAT the budget for Civic Addressing [510] be moved to adoption as amended.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 11 of 15 Recommendation No. 33 Sunshine Coast Regional Hospital District [118] – 2014 R1

Budget Proposal

The Corporate and Administrative Services Committee recommended that the Treasurer’s report titled “Sunshine Coast Regional Hospital District [118] – 2014 R1 Budget Proposal be received;

AND THAT the budget for Sunshine Coast Regional Hospital District [118] be moved to 2014 Round 2 Budget as presented.

Recommendation No. 34 Rural Areas Grants-In-Aid [121-129]

The Corporate and Administrative Services Committee recommended that the Treasurer’s report titled “Rural Areas Grants-In-Aid [121-129]” be received.

Recommendation No. 35 Rural Areas Grant-In-Aid Area F [129]

The Corporate and Administrative Services Committee recommended that Area F West Howe Sound [129] 2013 Surplus be moved and included into the 2014 Round 2 Budget to increase the discretionary grant amount;

AND THAT the budget for Area F Grant-in-Aid [129] be referred to 2014 Round 2 Budget as amended.

Recommendation No. 36 Rural Areas Grant-In-Aid Area E [128]

The Corporate and Administrative Services Committee recommended that Area E Elphinstone [128] 2013 Surplus be moved and included into the 2014 Round 2 Budget to increase discretionary grant amount;

AND THAT the budget for Area E Grant-in-Aid [128] be referred to 2014 Round 2 Budget as amended.

Recommendation No. 37 Roberts Creek Joint Use Project

The Corporate and Administrative Services Committee recommended that the topic of the funding of the Roberts Creek School and Roberts Creek Joint Use Room be referred to the next Community Services Committee Meeting prior to 2014 Round 2 Budget.

Recommendation No. 38 Rural Areas Grant-In-Aid Area E and F [123]

The Corporate and Administrative Services Committee recommended that Area E and F Elphinstone / West Howe Sound [123] 2013 Surplus be moved and included in the 2014 Round 2 Budget to increase discretionary grant amount;

AND THAT the budget for Area E and F Grant-in-Aid [123] be referred to 2014 Round 2 Budget as amended.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 12 of 15 Recommendation No. 39 Rural Areas Grant-In-Aid Greater Gibsons Community

Participation (GGCP) [126]

The Corporate and Administrative Services Committee recommended that Greater Gibsons Community Participation (GGCP) [126] 2013 Surplus be moved and included into the 2014 Round 2 Budget to increase discretionary grant amount;

AND THAT the budget for GGCP [126] be referred to 2014 Round 2 Budget as amended;

AND FURTHER THAT the Town of Gibsons be requested to forward an invoice for the $25,000 remaining funding for the Gibsons Tennis Court project.

Recommendation No. 40 Rural Areas Grant-In-Aid Area B [122]

The Corporate and Administrative Services Committee recommended that Area B Halfmoon Bay [122] 2013 Surplus be moved and included in the 2014 Round 2 Budget to increase the discretionary grant amount;

AND THAT the budget for Area B Grant-in-Aid [122] be referred to 2014 Round 2 Budget as amended.

Recommendation No. 41 Rural Areas Grant-In-Aid Area A [121]

The Corporate and Administrative Services Committee recommended that Area A Egmont Pender Harbour [121] 2013 Surplus be moved and included into the 2014 Round 2 Budget as $6,000 to offset taxation and the remaining 2013 Surplus to increase discretionary grant amount;

AND THAT the budget for Area A Grant-in-Aid [121] be referred to 2014 Round 2 Budget as amended.

Recommendation No. 42 Rural Areas Grant-In-Aid Area D [127]

The Corporate and Administrative Services Committee recommended that Area D Roberts Creek [127] that the tax requisition be set at $29,000 with funding allocations to be determined accordingly;

AND THAT the budget for Area D Grant-in-Aid [127] be referred to 2014 Round 2 Budget as amended.

Recommendation No. 43 Rural Areas Grant-In-Aid Community Schools [125]

The Corporate and Administrative Services Committee recommended that Community Schools [125] be referred to 2014 Round 2 Budget as presented pending the Community Schools acknowledgement of 2014 funding requirements and other budget requirements to be determined at the Funding Youth Services Workshop proposed for February 2014.

Recommendation No. 44 Islands Taxation for Youth Centres

The Corporate and Administrative Services Committee recommended that staff report to the Funding Youth Services Workshop proposed for February 2014 regarding the appropriate process related to the amount taxed to the islands for Community Schools.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 13 of 15 Recommendation No. 45 Progress Plan Pilot Project – Letter of Support

The Corporate and Administrative Services Committee recommended that the correspondence from the Halfmoon Bay Chatelech Community School Association Chair regarding support for Economic Development Pilot Project from the Progress Plan be received.

Recommendation No. 46 Progress Plan Pilot Project – Letter of Support

The Corporate and Administrative Services Committee recommended that the correspondence from the Pender Harbour Community School Chair regarding support for Economic Development Pilot Project from the Progress Plan be received.


Recommendation No. 47 Bylaw Enforcement [200] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Planning and Development’s report titled “Bylaw [200] – 2014 R1 Budget Proposal” be received;

AND THAT the budget for Bylaw Enforcement [200] be moved to adoption as presented.

Recommendation No. 48 Animal Control [290] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Planning and Development’s report titled “Animal Control [290] – 2014 R1 Budget Proposal” be received;

AND THAT the 2013 Surplus be distributed as follows:

• $2,000 to Capital Reserve-Vehicle Replacement • $8,000 to Operating Reserves • $8,000 used to offset taxation;

AND THAT the budget be reviewed for other modifications or further reductions;

AND FURTHER THAT the budget for Animal Control [290] be referred to 2014 Round 2 Budget as amended.

Recommendation No. 49 Building Inspection [520] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Planning and Development’s report titled “Building Inspection [520] – 2014 R1 Budget Proposal” be received;

AND THAT the budget for Building Inspections [520] be referred to 2014 Round 2 Budget as presented.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 14 of 15 Recommendation No. 50 Regional Planning [500] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Planning and Development’s report titled “Regional Planning [500] – 2014 R1 Budget Proposal” be received;

AND THAT the following budget proposal be referred to 2014 Round 2 Budget for further explanation of the expenditure of 2013 budget for Invasive Species:

• Budget Proposal 1 – Establishment of Sunshine Coast Invasive Species Council, $1,000 funded through Taxation;

AND FURTHER THAT the budget for Regional Planning [500] be referred to 2014 Round 2 budget meetings as presented.

Recommendation No. 51 Rural Planning [504] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Planning and Development’s report titled “Rural Planning [504] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1a – Geo-Technical Study (Twin Creeks OCP review including McNab Creek), $30,000 funded from 2013 Surplus;

• Budget Proposal 1b – Geo-Technical Study (Egmont / Pender Harbour OCP review), $35,000 funded from 2013 Surplus and Operating Reserve.

Recommendation No. 52 Rural Planning [504] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the following budget proposal be approved and included into the 2014 Round 2 Budget:

• Budget Proposal 3 – Sunshine Coast Housing Committee, $23,203 funded through Taxation;

AND THAT the budget for Rural Planning [504] be moved to 2014 Round 3 Budget as amended.


Recommendation No 53 Member Municipality Debt [140]

The Corporate and Administrative Services Committee recommended that budget for Member Municipality Debt [140] be moved to adoption as presented.

Recommendation No. 54 Regional Feasibility [150]

The Corporate and Administrative Services Committee recommended that budget for Feasibility Studies – Regional [150] be moved to adoption as presented.

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R1 Budget – Special Corporate and Administrative Services Committee January 21, 2014 Page 15 of 15 Recommendation No. 55 Area A Feasibility [151]

The Corporate and Administrative Services Committee recommended that budget for Area A Feasibility [151] be moved to adoption as presented.

Recommendation No. 56 Area F Feasibility [155]

The Corporate and Administrative Services Committee recommended that budget for Area F Feasibility [155] be moved to adoption as presented.

Recommendation No. 57 Heritage Conservation Service [515]

The Corporate and Administrative Services Committee recommended that the budget for Heritage Conservation [515] be moved to adoption as presented.

Recommendation No. 58 Hillside [540]

The Corporate and Administrative Services Committee recommended that the budget for Hillside [540] be referred to 2014 Round 2 Budget meetings.

Recommendation No. 59 Halfmoon Bay Smoke Control [204]

The Corporate and Administrative Services Committee recommended that the budget for Halfmoon Bay Smoke Control [204] be moved to adoption as presented.

Recommendation No. 60 Roberts Creek Smoke Control [206]

The Corporate and Administrative Services Committee recommended that the budget for Roberts Creek Smoke Control [206] be moved to adoption as presented.


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January 22, 2014



Directors D. Shugar L. Turnbull F. Mauro G. Nohr L. Lewis D. Siegers

ALSO PRESENT: Chief Administrative Officer J. France Treasurer T. Perreault Manager, Financial Services J. Day Accounting Technician B. Wing General Manager, Infrastructure Services B. Shoji Manager, Transportation and Facilities R. Williams (Part) Manager, Waste Reduction and Recovery J. Valeriote (Part) Manager, Utility Services D. Crosby (Part) Operations Support Technician B. Rebner (Part) Corporate Energy Manager S. Laye (Part) Sustainability and Education Coordinator J. Clark (Part) Recording Secretary T. Crosby Media 0 Public 1

CALL TO ORDER 9:06 a.m.

AGENDA The agenda was adopted as amended to adjust the agenda order.

REPORTS

Recommendation No. 1 Public Transit [310] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Infrastructure Services’ report titled “Transit [310] – 2014 R1 Budget Proposal” be received;

H

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R1 Budget – Special Corporate and Administrative Services Committee January 22, 2014 Page 2 of 12 AND THAT the following budget proposal be removed from the list as it will be completed from 2014 operating base budget:

• Budget Proposal 5 – New Glass Bus Shelter at Hwy 101 and Davis Bay Road (eastbound).


The Corporate and Administrative Services Committee recommended that the following budget proposals be approved and incorporated into the 2014 Budget:

• Budget Proposal 1 – Reconfigure West Sechelt Service, $6,000 funded through Taxation; • Budget Proposal 2 – #90 Sechelt / Langdale Ferry Express – Add up to six round trips

weekdays, $38,000 funded through Taxation; • Budget Proposal 3 – Limited Service to the Botanical Gardens, $0;

AND THAT the following budget proposal be referred to 2014 Round 2 Budget pending update on the District of Sechelt’s progress on road and property development:

• Budget Proposal 4 – Divert Service via Chatelech School, $3,300 funded through Taxation.


The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 2 Budget subject to exploring the Community Forest legacy fund in Sechelt, the Sechelt Indian Government District’s involvement and a conversation with West Coast Log Homes for interest in participation in this project:

• Budget Proposal 6 – New Log Bus Shelter at St. Mary’s Hospital, $25,000 funded through Taxation;

AND THAT the budget for Public Transit [310] be referred to the 2014 Round 2 Budget as amended.

Recommendation No. 4 Consolidating Transportation Activity

The Corporate and Administrative Services Committee recommended that the topic of consolidating all of the transportation activity (e.g. Transportation Plan, Transportation Advisory Committee, Transit) and common issues in transportation activity on the Sunshine Coast be referred to the next Transportation Advisory Committee Meeting.

Recommendation No. 5 Fleet / Maintenance Facility

The Corporate and Administrative Services Committee recommended that the topic of reviewing the overall operation of and achieving efficiencies (e.g. energy saving) in the Fleet / Maintenance Facility be referred to the April Infrastructure Services Committee Meeting.

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R1 Budget – Special Corporate and Administrative Services Committee January 22, 2014 Page 3 of 12 Recommendation No. 6 Fleet / Maintenance Facility [312] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Infrastructure Services’ report titled “Fleet [312] – 2014 R1 Budget Proposal” be received.


• Budget Proposal 1 – Transit Building Lighting Retrofit $67,000 funded from Capital Reserves with potential for rebate ($16,500);

AND THAT future savings from reduced energy consumption be used to replenish capital reserves;


AND FURTHER THAT the budget for Maintenance Facility [312] be moved to adoption as amended.

Recommendation No. 7 Ports [345] – 2014 Proposed Initiatives Work Plan

The Corporate and Administrative Services Committee recommended that the topic of strategic direction pertaining to Ports be referred to the next Infrastructure Services Committee Meeting, including determining the necessity for a Ports strategic direction budget proposal to come to 2014 Round 2 Budget.

Recommendation No. 8 Ports [345] – 2014 Proposed Initiatives Work Plan

The Corporate and Administrative Services Committee recommended that the General Manager, Infrastructure Service’s report titled “Ports [345] – 2014 Proposed Initiatives Work Plan” be received;

AND THAT the 2013 West Bay Dock Stringer and Decking Replacement project and associated funding be carried-forward and included in the 2014 Budget.

Recommendation No. 9 Ports [345] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Infrastructure Service’s report titled “Ports [345] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – Routine Maintenance Increases to Offset Building Maintenance Allocations, $13,000 funded from 2013 Surplus;

• Budget Proposal 2 – West Bay Bearing Pile Replacement, $10,000 funded from Capital Reserve;

• Budget Proposal 3 – Keats Landing Bearing Pile Replacement, $10,000 funded from Capital Reserve;


AND FURTHER THAT the budget for Ports [345] be moved to adoption as amended.

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R1 Budget – Special Corporate and Administrative Services Committee January 22, 2014 Page 4 of 12 The Committee recessed at 10:02 a.m. and reconvened at 10:11 a.m.

Recommendation No. 10 Regional Solid Waste [350-353] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Waste Reduction and Recovery’s report titled “Regional Solid Waste [350-353] – 2014 R1 Budget Proposal” be received.


The Corporate and Administrative Services Committee recommended that the following budget proposal be approved and included into 2014 Budget:

• Budget Proposal 1 – MANDATORY - Sechelt Landfill Drop-off Bins – Installation of Guardrails and Curbs, $30,000 funded through Tipping Fees;

AND THAT staff be authorized to proceed with this project prior to 2014 Budget adoption.



The Corporate and Administrative Services Committee recommended that the following budget proposal be approved and included into the 2014 Budget:

• Budget Proposal 2 – MANDATORY – Landfill Monitoring – Equipment and Lab Analysis, $25,000 funded through Tipping Fees.


The Corporate and Administrative Services Committee recommended that the following budget proposal be approved and included into 2014 Budget:

• Budget Proposal 3 – MANDATORY – Wood Waste Processing, $30,000 funded through Tipping Fees for 2014 only;

AND THAT staff report to a future Infrastructure Services Committee Meeting regarding future Wood Waste Processing options, possibilities of separating for public use and a review of suggested annual funding requirement.


The Corporate and Administrative Services Committee recommended that the following budget proposals be referred to 2014 Round 2 Budget pending clarification of funding implications:

• Budget Proposal 4 – MANDATORY – Pender Harbour Landfill Closure Detailed Design, $50,000 funded from Closure Reserve;

• Budget Proposal 5 – Pender Harbour Transfer Station Installation, TBD Funded through Tipping Fees.

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R1 Budget – Special Corporate and Administrative Services Committee January 22, 2014 Page 5 of 12 Recommendation No. 15 Regional Solid Waste [350-353] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 2 Budget pending confirmation of “status quo tax implications”:

• Budget Proposal 6 – Recycling Depot Collection Services.


The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to the 2014 Round 3 Budget with breakdown of funding shown as separate totals for Electoral Areas B and D (current total without MMBC):

• Budget Proposal 7 – Curbside Recycling Collection Services.



• Budget Proposal 9 – Bear Aware / Wildsafe BC Program Funding, $2,500 funded for 2014 year only through Taxation;

AND THAT the budget for Regional Solid Waste [350-353] be referred to the 2014 Round 2 Budget as amended.

Directors Mauro and Siegers left the meeting at 11:06 a.m.

Director Mauro returned to the meeting at 11:08 a.m.

Director Siegers returned to the meeting at 11:08 a.m.

Recommendation No. 18 Refuse Collection [355] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Waste Reduction and Recovery’s report titled “Refuse Collection [355] – 2014 R1 Budget Proposal” be received.

Recommendation No. 19 Refuse Collection [355] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the following budget proposal be approved and incorporated into 2014 Round 2 Budget:

• Budget Proposal 1 – Net Operating Base Budget for Refuse Disposal Costs (01-2-355-316), $65,000 funded through user rates, operating reserve.

Directors Lewis and Turnbull opposed.

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R1 Budget – Special Corporate and Administrative Services Committee January 22, 2014 Page 6 of 12 Recommendation No. 20 Refuse Collection [355] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the 2013 Surplus be transferred to rate stabilization;

AND THAT the budget for Refuse Collection [355] be referred to 2014 Round 2 Budget as presented.

Director Shugar left the meeting at 11:19 a.m.

Recommendation No. 21 North Pender Harbour Water Service [365] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Utility Services and Operations Support Technician’s report titled “North Pender Harbour Water Service [365] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – Potts Lane Waterline Replacement, $40,000 funded $22,653 from Appropriated Surplus and $17,347 from Deferred Revenue;


AND FURTHER THAT the budget for North Pender Harbour Water Service [365] be moved to adoption as amended.

Director Shugar returned to the meeting at 11:21 a.m.

Recommendation No. 22 South Pender Harbour Water Service [366] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Utility Services and Operations Support Technician’s report titled “South Pender Harbour Water Service [366] – 2014 R1 Budget Proposal” be received;


• Budget Proposal 1 – MANDATORY – McNeil Lake Dam – Stability Improvement Project, $95,000 funded from Operating Reserves;


AND FURTHER THAT the budget for South Pender Harbour Water Service [366] be moved to adoption as amended.

Recommendation No. 23 Regional Water Service [370] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Utility Services and Operations Support Technician’s report titled “Regional Water Service [370] – 2014 R1 Budget Proposal” be received.

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R1 Budget – Special Corporate and Administrative Services Committee January 22, 2014 Page 7 of 12 Director Turnbull left the meeting at 11:23 a.m. and returned to the meeting at 11:24 a.m.


The Corporate and Administrative Services Committee recommended that the 2013 Surplus be transferred to reserves.

Director Turnbull left the meeting at 11:35 a.m. and returned to the meeting at 11:36 a.m.

Recommendation No. 25 West Howe Sound Water Issues

The Corporate and Administrative Services Committee recommended that staff report to the March In Camera Infrastructure Services Committee meeting the status of the Granthams’ Water Project, the results of the West Howe Sound Community Association Meeting and a list of outstanding issues that are perceived by the users of the Granthams’ water system.



• Budget Proposal 1 – Meter Installations, adding $100,000 to base budget as part of function annually funded through Parcel Taxes.




• Budget Proposal 2 – Regional Water DCC Review, $30,000 funded through existing User Fees.



• Budget Proposal 3 – Pump Station Energy Optimization Study, $30,000 funded $15,000 through User Fees and $15,000 from BC Hydro Rebate.




• Budget Proposal 4 – MANDATORY - Chapman Creek Intake Zone Access Control, $20,000 funded through Parcel Taxes.

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R1 Budget – Special Corporate and Administrative Services Committee January 22, 2014 Page 8 of 12 Recommendation No. 30 Regional Water Service [370] – 2014 R1 Budget Proposal


• Budget Proposal 5 – Chapman Lake Treatment Plant Lighting Retrofit, $45,000 funded $33,500 through Parcel Taxes and $11,500 from BC Hydro Rebate.




• Budget Proposal 6 – MANDATORY – Vehicle Replacement of Unit #389, $35,000 funded from Capital Reserves;

AND THAT the budget for Regional Water Service [370] be moved to adoption as amended.


Recommendation No. 32 Waste Water Treatment Plants [381-394] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the Manager, Utility Services and Operations Support Technician’s report titled “Waste Water Treatment Plants [381-394] – 2014 R1 Budget Proposal” be received.


The Corporate and Administrative Services Committee recommended that the 2013 Surplus be transferred to reserves as follows:

• Greaves Road [381] - $1,000 • Woodcreek Park [382] - $11,000 • Sunnyside [383] - $1,000 • Jolly Roger [384] - $2,000 • Secret Cove [385] - $2,200 • Lee Bay [386] - $13,000 • Langdale [388] - $1,000 • Canoe Road [389] - $800 • Merrill Crescent [390] - $2,200 • Curran Road [391] - $7,500 • Lilly’s Lake [393] - $1,500 • Painted Boat [394] - $6,500

AND THAT the following function’s 2013 deficit be funded by transfer from operating reserves:

• Square Bay [387]

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R1 Budget – Special Corporate and Administrative Services Committee January 22, 2014 Page 9 of 12 AND FURTHER THAT the following function’s 2013 deficit be recovered in 2014:

• Roberts Creek Cohousing [392].


The Corporate and Administrative Services Committee recommended that the following budget proposals be approved and incorporated into the 2014 Budget:

• Budget Proposal 1 – MANDATORY – [388] Langdale Waste Water Treatment Plant – Connection to Camp Elphinstone (YMCA) System, $20,000 funded from Operating Reserves;

• Budget Proposal 2 – MANDATORY – [384/385] Jolly Roger / Secret Cove Waste Water Treatment Plant – Outfall Re-Anchoring, $10,000 funded $5,000 each from Capital Reserves;

• Budget Proposal 3 – [391] Curran Road Waste Water Treatment Plant – Increase to Net Operating Budget, with offset to contributions to reserves;

• Budget Proposal 4 – [392] Roberts Creek Co-Housing Waste Water Treatment Plant – Increase to Net Operating Budget, funded by increased user fees;

• Budget Proposal 5 – [393] Lillies Lake Village Waste Water Treatment Plant – Increase to New Operating Budget, funded by increased user fees;

AND FURTHER THAT the budgets for Waste Water Treatment Plans [381-394] be moved to adoption as amended.

Director Siegers left the meeting at 11:56 a.m.

The Committee recessed at 11:56 a.m. and reconvened at 12:47 p.m.

Recommendation No. 35 Corporate Sustainability [135] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Infrastructure Services, Corporate Energy Manager and Sustainability and Education Coordinator’s report titled “Corporate Sustainability [135] – 2014 R1 Budget Proposal for Corporate Sustainability Report Card and Promotion” be received.


The Corporate and Administrative Services Committee recommended that the General Manager, Infrastructure Services, Corporate Energy Manager and Sustainability and Education Coordinator’s report titled “Corporate Sustainability [135] – 2014 R1 Budget Proposal” be received.

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R1 Budget – Special Corporate and Administrative Services Committee January 22, 2014 Page 10 of 12 Recommendation No. 37 Corporate Sustainability [135] – 2014 R1 Budget Proposal


• Budget Proposal 1 – Corporate Energy Manager, $34,000 funded from 2013 Surplus and CARIP;

AND THAT funding be approved until March 31, 2015.


The Corporate and Administrative Services Committee recommended that the following budget proposal be deferred to 2014 Round 2 Budget pending a review by staff of possible collaborations between departments on related budget proposals (Citizen Engagement Framework, Toolkit and Training, Community Development Training, Citizen Survey, and Budget Communication and Engagement Plan) and of the proposed funding options:

• Budget Proposal 3 – Citizen Engagement Framework, Toolkit and Training, $13,000 funded from Support Services.

Recommendation No. 39 Regional Sustainability [136] – 2014 R1 Budget Proposal

The Corporate and Administrative Services Committee recommended that the General Manager, Infrastructure Service and Sustainability and Education Coordinator’s report titled “Regional Sustainability [136] – 2014 R1 Budget Proposal” be received.

Recommendation No. 40 Regional Sustainability [136] – 2014 R1 Budget Proposal


• Budget Proposal 1 – Regional Roundtable and Tools, $10,500 funded through Regional Taxation;

AND THAT staff approach the groups that have shown previous interest in the project, to advise that the Sunshine Coast Regional District is proposing the Regional Roundtable in 2014 as a project, and to determine their interest in participating and to provide a work plan for the project;

AND THAT staff report to 2014 Round 2 Budget on the buy-in and availability of these groups and provide an updated work plan for the project;

AND FURTHER THAT the budget for Regional Sustainability [136] be referred to the 2014 Round 2 Budget as presented.

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The Corporate and Administrative Services Committee recommended that the following budget proposal be referred to 2014 Round 2 Budget pending the information to be received for Budget Proposal 1 in Regional Sustainability [136]:

• Budget Proposal 2 – Corporate Sustainability Report Card and Promotion, $20,000 funded from Support Services.

Recommendation No. 42 Street Lighting [320-342]

The Corporate and Administrative Services Committee recommended that the budgets for Street Lighting Functions as follows be deferred to 2014 Round 2 Budget pending a review of hydro costs:

• Regional Street Lighting [320] • Langdale Street Lighting [322] • Granthams Street Lighting [324] • Veterans Street Lighting [326] • Spruce Street Lighting [328] • Woodcreek Street Lighting [330] • Fircrest Street Lighting [332] • Hydaway Street Lighting [334] • Sunnyside Street Lighting [336] • Burns Road Street Lighting [340] • Stewart Road Street Lighting [342].

Recommendation No. 43 Langdale Docks [346]

The Corporate and Administrative Services Committee recommended that the budget for Langdale Docks [346] be moved to adoption as presented.

Recommendation No. 44 Langdale Docks [346]

The Corporate and Administrative Services Committee recommended that the topic of the Langdale docks and proposing a fee for water taxi services be referred to the next Transportation Advisory Committee.

The Committee recessed at 1:34 a.m. and reconvened at 1:38 p.m.

The Committee moved In-Camera at 1:38 p.m.

That the public be excluded from attendance at the meeting in accordance with Sections 90(1) (c) Community Charter – “labour relations and other employee relations”.

The Committee moved out of In Camera at 2:00 p.m.

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The Corporate and Administrative Services Committee recommended that the following budget proposal be deferred to 2014 Round 2 Budget with a comprehensive plan on moving forward for asset management plan to be in place by the end of 2014:

• Budget Proposal 4 – Asset Management Plan – Gap Analysis, $30,000 funded from Support Services.

AND THAT the budget for Corporate Sustainability [135] be referred to the 2014 Round 2 Budget as amended.


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January 23, 2014



Directors D. Shugar G. Nohr L. Turnbull F. Mauro L. Lewis D. Siegers G. Feschuk

ALSO PRESENT: Chief Administrative Officer J. France Treasurer T. Perreault Manager, Legislative Services A. Legault Manager, Human Resources R. Brown (Part) Executive Assistant S. Hunt (Part) Recording Secretary T. Crosby Media 0 Public 0


AGENDA The agenda was adopted as amended

REPORTS

Recommendation No. 1 Strategic Planning Progress Report Amendments

The Corporate and Administrative Services Committee recommended that the Chief Administrative Officer’s report titled “Strategic Planning Progress Report Amendments” be received.

I

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Corporate and Administrative Services Committee January 23, 2014 Page 2 of 5

Recommendation No. 2 WorkSafe BC New Regulations regarding Workplace Bullying and Harassment

The Corporate and Administrative Services Committee recommended that the Manager, Human Resources’ verbal report titled “WorkSafe BC New Regulations regarding Workplace Bullying and Harassment” and “Fact Sheet” be received.

Recommendation No. 3 Legislative Services – Fourth Quarter Activity Report

The Corporate and Administrative Services Committee recommended that the Manager, Legislative Services’ report titled “Legislative Services – Fourth Quarter Activity Report” be received.

Recommendation No. 4 Association of Vancouver Island and Coastal Communities (AVICC) 2014 Resolutions – Parking Issues and Enforcement in Rural Areas

The Corporate and Administrative Services Committee recommended that the Manager, Legislative Services’ report titled “2014 Resolutions to AVICC” be received;

AND THAT the resolution on Parking Issues and Enforcement in Rural Areas be approved for submission to AVICC as follows:

WHEREAS the RCMP are responsible for enforcing parking regulations in rural areas;

AND WHEREAS the process required to ticket and / or tow parking offenders is time consuming and takes policing resources away from other priorities;

THEREFORE BE IT RESOLVED THAT regional districts be granted the authority to enforce parking regulations within their boundaries.

Recommendation No. 5 Association of Vancouver Island and Coastal Communities (AVICC) 2014 Resolutions – Subdivision Access

The Corporate and Administrative Services Committee recommended that Ministry of Transportation and Infrastructure’s (MOTI)’s Subdivision / Development Approval staff be invited to a future Planning and Development Committee meeting to partake in a discussion regarding issues being encountered in terms of roads, subdivision access and consideration of overall transportation networks in rural areas;

AND THAT the resolution to AVICC regarding Subdivision Access be abandoned at this time.

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Recommendation No. 6 Association of Vancouver Island and Coastal Communities (AVICC) 2014 Resolutions – Public Libraries in Provincial Budget

The Corporate and Administrative Services Committee recommended that in lieu of a resolution to AVICC regarding funding Public Libraries in the Provincial Budget, that a letter be written to the Union of British Columbia Municipalities inquiring as to the Provincial response and actions taken to date on the 2012 Resolution B71 from the Peace River Regional District.

Recommendation No. 7 Association of Vancouver Island and Coastal Communities (AVICC) 2014 Resolutions – Environmental Assessments for Coal Transport

The Corporate and Administrative Services Committee recommended that staff draft a resolution to AVICC for approval regarding the necessity for a comprehensive environmental impact assessment or port authority to monitor regarding coal transport over coastal waters;

AND FURTHER THAT the resolution be presented to the February 13, 2014 Board meeting for consideration.

Recommendation No. 8 Contracts between $20,000 and $100,000

The Corporate and Administrative Services Committee recommended that the Purchasing Officer and Risk Manager’s report titled “Contracts between $20,000 and $100,000 – to January 7, 2014” be received.

Recommendation No. 9 Insurance Invoices Over $100,000

The Corporate and Administrative Services Committee recommended that the Purchasing Officer and Risk Manager’s report titled “Insurance Invoices Over $100,000: 2014 Municipal Insurance Association and Aon Reed Stenhouse Inc.” be received;

AND THAT staff be authorized to proceed with payment of the 2014 invoice from the Municipal Insurance Association in the amount of $100,265;

AND THAT staff be authorized to proceed with payment of the 2014 invoice from Aon Reed Stenhouse in the amount of $162,299;

AND FURTHER THAT this recommendation be referred to the January 23, 2014 Board Meeting for adoption.

Recommendation No. 10 Bear Education and Research (BEAR) Network Grant Update

The Corporate and Administrative Services Committee recommended that the Administrative Assistant’s report titled “Rural Areas Grant-in-Aid Application from Bear Education and Research (BEAR) Network Update” be received.

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COMMUNICATIONS

Recommendation No. 11 Expense Limits in Local Elections

The Corporate and Administrative Services Committee recommended that the correspondence from the Ministry of Community, Sport and Cultural Development regarding Local Government Election Reform: Expense Limits in Local Elections be received.

Recommendation No. 12 Nominations to BC Ferry Authority Board of Directors

The Corporate and Administrative Services Committee recommended that the correspondence from the Squamish-Lillooet Regional District regarding Nominations for Appointment to the BC Ferry Authority Board of Directors be received.

Recommendation No. 13 2014 Order of British Columbia Call for Nominations

The Corporate and Administrative Services Committee recommended that the correspondence from Civicinfo BC on behalf of British Columbia Honours and Awards Secretariat regarding 2014 Order of British Columbia Call for Nominations be received.

Recommendation No. 14 Canada Post Phase Out of Home Delivery

The Corporate and Administrative Services Committee recommended that the Federation of Canadian Municipalities (FCM) correspondence regarding Canada Post to Phase Out Home Delivery be received.

Recommendation No. 15 Municipal Pension Plan

The Corporate and Administrative Services Committee recommended that the correspondence from the Alberni-Clayoquot Regional District regarding Municipal Pension Plan at 2014 Union of British Columbia Municipalities (UBCM) Convention be received.

Recommendation No. 16 Health Family BC Communities

The Corporate and Administrative Services Committee recommended that the correspondence from Vancouver Coastal Health regarding Healthy Family BC Communities Initiative be received.


The Corporate and Administrative Services Committee recommended that School District 46 (SD46) be approached with a request for support for the Healthy Family BC Communities $20,000 grant application regarding the proposed community teaching / demonstration garden on SD46 land next to Roberts Creek Elementary School and request their consideration and comment on being a key partner for this proposed project;

AND THAT SD46 be informed that this is one of several projects being considered for this grant and they will be notified if this project is chosen to proceed for application;

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AND FURTHER THAT this recommendation be forwarded to the January 23, 2013 Board meeting for adoption.


The Corporate and Administrative Services Committee recommended that Directors consult with their communities regarding the Healthy Family BC Communities $20,000 and $5,000 grant program and provide any proposed ideas in a one page document, indicating the grant value required, to the February 13, 2014 Community Services Committee Meeting.

Recommendation No. 19 Local Elections Campaign Financing Act

The Corporate and Administrative Services Committee recommended that the correspondence from Selina Robinson, MLA (Coquitlam-Maillardville) – Official Opposition Critic for Local Government and Sports regarding Local Elections Campaign Financing Act be received.


IN CAMERA

The Committee moved In-Camera at 3:09 p.m.

That the public be excluded from attendance at the meeting in accordance with Sections 90(1) (k) of the Community Charter – “negotiations and related discussion respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public”.

The Committee moved out of In Camera at 3:18 p.m.


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SCRD STAFF REPORT

DATE: February 6, 2014 TO: Regular Board – February 13, 2014

FROM: Sherry Reid, Deputy Corporate Officer

RE: AVICC RESOLUTION – ENVIRONMENTAL ASSESSMENTS FOR COAL TRANSPORT RECOMMENDATIONS THAT the Deputy Corporate Officer’s report concerning the Association of Vancouver Island and Coastal Communities Conference (AVICC) Resolution – Environmental Assessments for Coal Transport be received; AND THAT the resolution concerning Environmental Assessments for Coal Transport be amended and/or adopted and forwarded to AVICC for consideration at the 2014 Annual General Meeting. BACKGROUND The deadline for submission of resolutions for consideration at the Annual General Meeting of the Association of Vancouver Island and Coastal Communities (AVICC) is February 24, 2014. The following recommendation was made at the January 23, 2014 Corporate and Administrative Services Committee Meeting: Recommendation No. 7 Association of Vancouver Island and Coastal Communities

(AVICC) 2014 Resolutions – Environmental Assessments for Coal Transport

The Corporate and Administrative Services Committee recommended that staff draft a resolution to AVICC for approval regarding the necessity for a comprehensive environmental impact assessment or port authority to monitor regarding coal transport over coastal waters;

AND FURTHER THAT the resolution be presented to the February 13, 2014 Board meeting for consideration.

DISCUSSION Staff request that the Board amend and/or endorse the following resolution for submission to the AVICC Annual General Meeting, as follows: Environmental Assessments for Coal Transport Sunshine Coast Regional District

WHEREAS assessment studies provided to Port Metro Vancouver have not assessed the environmental or health impacts related to the release of coal dust during barge transfer and transport over coastal waters between the Port of Metro Vancouver and Texada Island;

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RESOLUTION TO AVICC – ENVIRONMENTAL ASSESSMENTS FOR COAL TRANSPORT PAGE 2

AND WHEREAS there is currently no mechanism that provides oversight or ensures the implementation of mitigation measures to minimize environmental and health impacts of coal transport over coastal waters;

THEREFORE BE IT RESOLVED that a comprehensive environmental and health impact assessment for the shipment of coal over coastal waters between Port Metro Vancouver and Texada Island be conducted;

AND BE IT FURTHER RESOLVED that Port Metro Vancouver be required to monitor barge transfer and transport of coal over coastal waters to ensure oversight and implementation of environmental and health protection measures.

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SCRD STAFF REPORT

DATE: February 7, 2014

TO: Regular Board – February 13, 2014

FROM: Susan Hunt, Executive Assistant

RE: SPEAKING TO SUBMITTED TOPICS FOR DISCUSSION AT THE 2014 AVICC ANNUAL GENERAL MEETING RECOMMENDATION

THAT the Board identify which Director will speak to the SCRD topics submitted for discussion at the Annual General Meeting of the Association of Vancouver Island and Coastal Communities.

BACKGROUND Prior to attending the Association of Vancouver Island & Coastal Communities 2014 Annual General Meeting and Convention, the Board may wish to determine which Director will speak to SCRD the topics submitted for discussion. The SCRD Board made the following suggestions for the AVICC discussions at the regular meeting held on December 12, 2013:

BC Ferries Industrial Applications in Sunshine Coast Waters BC Hydro Rates

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SCRD STAFF REPORT

DATE: January 21st, 2014 TO: Regional District Board – February 13th, 2014

FROM: Gregory Gebka, Planner

RE: Development Variance Permit Application No. 310.177 (Johnson – Area B)

RECOMMENDATIONS

(1) THAT the Board receives this report as information;

(2) AND THAT the Board approve Development Variance Permit No. 310.177 to vary section 507 (1)(a) of Sunshine Coast Regional District Zoning Bylaw No. 310, 1987 by relaxing the building setback to ocean from 7.5 metres to 3.17 metres on Lot 2, Block 6, District Lot 1326, Plan 7274, PID: 004-351-908, including the following conditions:

(i) Adhere to site plan prepared by Forma Design Inc., attached hereto as

Appendix ‘A’;

(ii) The auxiliary building (“gazebo”) must not be used as a dwelling.

BACKGROUND The Regional District Board last considered Development Variance Permit No. 310.17 on November 28th, when it adopted the following Planning & Development Committee recommendation: Recommendation No. 11 Development Variance Permit Application No. 310.177 (Johnson)

THAT the staff report dated October 31, 2013 titled “Development Variance Permit Application No. 310.177 (Johnson)” be received;

AND THAT Development Variance Permit No. 310.177 be forwarded to the Board for approval subject to receipt and consideration of any Ministry of Transportation and shíshálh Nation comments concerning the application.

DISCUSSION: The Sechelt Indian Band re-considered the application in December and determined that a preliminary field reconnaissance (PFR) is not required. The Ministry of Transportation & Infrastructure (MoTI) advised that there is no restrictive covenant registered in favour of the Ministry on title of the subject property. Ministry staff

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Staff Report to the SCRD Board (February 13, 2014) DVP Application No. 310.177 (Johnson) Page 2 of 2

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recommended the Regional District consider requiring the property owner register a restrictive covenant on title to prevent any further development within the 7.5-metre waterbody setback. Planning & Development staff disagree with the MoTI’s recommendations in this case. A covenant to restrict any further development could include minor structures that would otherwise be permitted under the zoning bylaw to be sited within 2 metres of a rear lot line. Restricting development further, or in addition to, measures stipulated under a zoning bylaw may be considered in any situation, though is typically considered in circumstances involving some aspect that is not covered under the zoning bylaw or in circumstances having such major significance to warrant both a zoning restriction and an identical restrictive covenant. In this particular case, most of the ‘gazebo’ structure was constructed lawfully, with minor deck elements constructed afterwards that are subject to this Development Variance Permit application. Unless the Board chooses to request property owners register restrictive covenants in all specific circumstances (e.g. all developments having waterfront), then staff believe there are not enough compelling reasons for requiring the property owner in this case to register a restrictive covenant to ensure a setback that is regulated under the zoning bylaw. ___________________________ Gregory Gebka, Planner Planning & Development Division GG/ Attachment

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SUNSHINE COAST REGIONAL DISTRICT DEVELOPMENT VARIANCE PERMIT

NO. 310.177

TO: Garfield Johnson ADDRESS: 8347 Redrooffs Road Halfmoon Bay, BC V0N 1Y1 This Development Variance Permit is issued for an auxiliary building (“gazebo”) including attached deck and staircase structure subject to compliance with all of the bylaws of the Sunshine Coast Regional District applicable thereto, except those specifically varied or supplemented by this Permit. This Development Variance Permit applies to those lands within the Sunshine Coast Regional District described as follows: Legal Description: Lot 2, Block 6, District Lot 1427, Plan 7134 P.I.D.: 004-351-908 Civic Description: 8347 Redrooffs Road The lands described herein shall be developed strictly in accordance with the provisions, terms and conditions of this Permit and any plans and specifications attached hereto as a schedule and which forms part of this Permit. This Development Variance Permit is issued pursuant to Section 922 of the Local Government

Act for the purpose of locating an auxiliary building (“gazebo”) including attached deck and staircase structure on those lands described herein, and Sunshine Coast Regional District

Electoral Area Zoning Bylaw No. 310, 1987 is specifically varied as follows:

To relax the minimum required building setback to ocean, as required under section 507.1(a) of Zoning Bylaw No. 310, from 7.5 metres to 3.17 metres.

This Development Variance Permit is not a Building Permit. No construction shall commence without prior written consent of the Building Inspector. If the Permittee does not commence the development permitted by this Permit within two (2) years of the date of this permit, this Development Variance Permit shall lapse. This Development Variance Permit is issued subject to compliance with the following terms and conditions:

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Development Variance Permit No. 310.177 Page 2 of 2

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General Conditions: (1) Adhere to site plan prepared by Forma Design Inc., attached hereto as Appendix

‘A’; (2) The auxiliary building (“gazebo”) must not be used as a dwelling;

Except as may be authorized by the Minister responsible for heritage conservation, no person may damage, alter, or remove from a site any object, artifact, feature, material or other physical evidence of unknown origin that may be protected under the Heritage Conservation Act. In the event of finding a possible archaeological site or artifact immediately stop work and contact:

(a) the Archaeology Branch, Ministry of Forests, Lands and Natural Resource Operations; and

(b) the Rights and Title Department, shíshálh Nation (604-740-5600).

Except as specifically provided above, this Development Variance Permit in no way relieves the owner or occupier of the responsibility of adhering to all other legislation of responsible authorities, which may apply to the Lands. AUTHORIZING RESOLUTION No. ____ ADOPTED BY THE SUNSHINE COAST REGIONAL DISTRICT BOARD THE ___th DAY OF___________, 2014. ISSUED THIS____th DAY OF _______________, 2014. _____________________________________ Ms. Angie Legault, Corporate Officer SUNSHINE COAST REGIONAL DISTRICT

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AGENDA - Sunshine Coast Regional District

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