GREATER VANCOUVER REGIONAL DISTRICT … · phrase “45 calendar days after Greater Vancouver Sewerage and Drainage District ... the Commissioner and Corporate Office to execute the

GREATER VANCOUVER REGIONAL DISTRICT INTERGOVERNMENT AND FINANCE COMMITTEE

REGULAR MEETING

Thursday, September 17, 2015 1:00 p.m.

2nd Floor Boardroom, 4330 Kingsway, Burnaby, British Columbia

R E V I S E D A G E N D A1 1. ADOPTION OF THE AGENDA

1.1 September 17, 2015 Regular Meeting Agenda That the Intergovernment and Finance Committee adopt the agenda for its regular meeting scheduled for September 17, 2015 as circulated.

2. ADOPTION OF THE MINUTES

2.1 July 15, 2015 Regular Meeting Minutes

That the Intergovernment and Finance Committee adopt the minutes of its regular meeting held July 15, 2015 as circulated.

3. DELEGATIONS 4. INVITED PRESENTATIONS

4.1 Peter Xotta, Vice President, Planning and Operations, Port Metro Vancouver Greg Yeomans, Manager of Planning, Port Metro Vancouver Subject: Port Metro Vancouver Project and Environmental Review Process

1 Note: Recommendation is shown under each item, where applicable.

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Intergovernment and Finance Committee Regular Agenda September 17, 2015 Agenda Page 2 of 4

5. REPORTS FROM COMMITTEE OR STAFF

5.1 GVS&DD Development Cost Charge Amending Bylaw No 292, 2015 Designated Speaker: Dean Rear, Director, Financial Planning and Operations That the GV&SDD Board:

(a) amend its previously decided resolution of May 15, 2015 regarding the effective date of “GVS&DD Development Cost Charge Amending Bylaw No. 286, 2014” by striking the phrase “October 1, 2015”, and replacing it with the phrase “45 calendar days after Greater Vancouver Sewerage and Drainage District Development Cost Charge Amending Bylaw No. 292, 2015 is finally adopted by the Board”;

(b) Give first, second and third readings to the “Greater Vancouver Sewerage and Drainage District Development Cost Charge Amending Bylaw No. 292, 2015”; and

(c) Forward the “Greater Vancouver Sewerage and Drainage District Development Cost Charge Amending Bylaw No. 292, 2015” to the Inspector of Municipalities for approval.

5.2 Award of Contract Resulting from RFP Conducted by Morneau Shepell for

Presentation to Metro Vancouver: Life, Accidental Death and Dismemberment and Long Term Disability Insurance Benefits Designated Speaker: Donna Brown, Senior Director, Human Resources Department That the GVRD Board authorize:

a) award of a unit rate contract to The Great West Life Assurance Company for the supply of Life, Accidental Death and Dismemberment (AD&D) and Long Term Disability (LTD) Insurance Benefits with an estimated 5‐year value of $8.5 million; and

b) the Commissioner and Corporate Office to execute the contract.

5.3 Port Metro Vancouver Project and Environmental Review Process

Designated Speaker:

Derek Jennejohn, Lead Senior Engineer, Planning, Policy and Environment Dept.

That the Intergovernment and Finance Committee receive for information the report

dated August 14, 2015, titled “Port Metro Vancouver Project and Environmental

Review Process”.

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5.4 Zero Waste Communications Program Designated Speaker: Heather Schoemaker, Senior Director, External Relations Department

That the GVRD Board approve the Zero Waste Communications Program as presented

and include funding for the following initiatives under the 2016 General Government

function budget:

National Zero Waste Council

Food Isn’t Garbage Campaign

Love Food Hate Waste

Create Memories Not Garbage Christmas Campaign

6th Annual Zero Waste Conference

5.5 Transportation Planning and Governance in Metro Vancouver Designated Speakers:

Allan Neilson, General Manager, Planning, Policy and Environment

Elisa Campbell, Director of Regional Planning, Planning, Policy and Environment That the GVRD Board:

a) Endorse the scope of work for a study on options to strengthen the connection between land use and transportation planning, as attached to the report titled “Transportation Planning and Governance in Metro Vancouver”, dated September 6, 2015;

b) Direct the Gas Tax Task Force to take into consideration the outcomes of the study when making recommendations to the GVRD Board on the allocation of regional gas tax finds to TransLink.

5.6 Metro Vancouver Public Advisory Committee Policy

Designated Speakers:

Andrea Winkler, Liquid Waste Program Manager, Public Involvement

Vanessa Anthony, Water Services Program Manager, Public Involvement That the GVRD Board approve the Metro Vancouver Public Advisory Committee Policy as presented in the report titled “Metro Vancouver Public Advisory Committee Policy”, dated September 3, 2015.

5.7 Metro Vancouver 2015 Zero Waste Conference: A Future Without Waste

Designated Speaker: Heather Schoemaker, Senior Director, External Relations Dept. That the GVS&DD Board receive for information the report dated September 8, 2015, titled “Metro Vancouver 2015 Zero Waste Conference: A Future Without Waste”.

Added

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5.8 Kwikwetlem First Nation Request to Conduct a Spiritual Ceremony – Coquitlam Watershed

Designated Speaker: Bob Cavill, Director, Watershed/Environmental Management and Quality Control That the GVWD Board approve Kwikwetlem First Nation access to the Coquitlam

Watershed for the purpose of their annual burn ceremony and authorize staff to work with Kwikwetlem First Nation to finalize the details for a fall 2015 ceremonial burning in the Coquitlam Watershed.

6. INFORMATION ITEMS

6.1 Correspondence from BC Hydro dated July 14, 2015 re: The Future of Burrard Thermal Generating Station

7. OTHER BUSINESS 8. BUSINESS ARISING FROM DELEGATIONS 9. RESOLUTION TO CLOSE MEETING

Note: The Committee must state by resolution the basis under section 90 of the Community Charter on which the meeting is being closed. If a member wishes to add an item, the basis must be included below.

That the Intergovernment and Finance Committee close its regular meeting schedule for September 17, 2015 pursuant to the Community Charter provisions, Section 90 (1) (c) (e) and (g) as follows: “90 (1) A part of the meeting may be closed to the public if the subject matter being

considered relates to or is one or more of the following: (c) labour relations or other employee relations; (e) the acquisition, disposition or expropriation of land or improvements, if the

board or committee considers that disclosure could reasonably be expected to harm the interests of the regional district; and

(g) litigation or potential litigation affecting the regional district.” 10. ADJOURNMENT/CONCLUSION

That the Intergovernment and Finance Committee adjourn/conclude its regular meeting of September 17, 2015.

Membership: Louie, Raymond (C) – Vancouver

Moore, Greg (VC) – Port Coquitlam

Brodie, Malcolm – Richmond

Clay, Mike – Port Moody

Corrigan, Derek – Burnaby

Deal, Heather – Vancouver

Mussatto, Darrell – North Vancouver City

Steele, Barbara – Surrey

Stewart, Richard ‐ Coquitlam

Walton, Richard – North Vancouver District

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Minutes of the Regular Meeting of the GVRD Intergovernment and Finance Committee held on Wednesday, July 15, 2015 Page 1 of 3

GREATER VANCOUVER REGIONAL DISTRICT INTERGOVERNMENT AND FINANCE COMMITTEE

Minutes of the Regular Meeting of the Greater Vancouver Regional District (GVRD) Intergovernment and Finance Committee held at 9:07 a.m. on Wednesday, July 15, 2015 in the 2nd Floor Boardroom, 4330 Kingsway, Burnaby, British Columbia. MEMBERS PRESENT: Chair, Councillor Raymond Louie, Vancouver Mayor Malcolm Brodie, Richmond Mayor Mike Clay, Port Moody Mayor Derek Corrigan, Burnaby Councillor Heather Deal, Vancouver Mayor Darrell Mussatto, North Vancouver City Councillor Barbara Steele, Surrey Mayor Richard Stewart, Coquitlam MEMBERS ABSENT: Vice Chair, Mayor Greg Moore, Port Coquitlam Mayor Richard Walton, North Vancouver District STAFF PRESENT: Carol Mason, Commissioner/Chief Administrative Officer Janis Knaupp, Assistant to Regional Committees, Board and Information Services, Legal and

Legislative Services 1. ADOPTION OF THE AGENDA

1.1 July 15, 2015 Regular Meeting Agenda It was MOVED and SECONDED That the Intergovernment and Finance Committee adopt the agenda for its regular meeting scheduled for July 15 2015 as circulated.

CARRIED 2. ADOPTION OF THE MINUTES

2.1 June 18, 2015 Regular Meeting Minutes

It was MOVED and SECONDED That the Intergovernment and Finance Committee adopt the minutes of its regular meeting held June 18, 2015 as circulated.

CARRIED

2.1

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3. DELEGATIONS No items presented.

4. INVITED PRESENTATIONS No items presented.

5. REPORTS FROM COMMITTEE OR STAFF

5.1 Non‐Member Attendance at Board and Committee Meetings Policy Report dated June 22, 2015 from Chris Plagnol, Director, Board and Information Services/Corporate Officer, bringing forward a revised Board policy that sets out a proposed protocol for attendance at committees, and for access to closed agendas as requested by the Intergovernment and Finance Committee’s request from its meeting of June 18, 2015. It was MOVED and SECONDED That the GVRD Board approve the Non‐Member Attendance at Board and Committee Meetings Policy as presented in the report titled “Non‐Member Attendance at Board and Committee Meetings Policy”, dated June 22, 2015.

CARRIED

5.2 Metro Vancouver 2015‐2018 Board Strategic Plan Report dated July 2, 2015 from Ann Rowan, Sustainability Strategist, Planning, Policy and Environment, presenting the draft 2015 to 2018 Board Strategic Plan for adoption. It was MOVED and SECONDED That the GVRD Board adopt the 2015 to 2018 Board Strategic Plan as outlined in the report dated July 2, 2015, titled “Metro Vancouver 2015 to 2018 Board Strategic Plan”.

CARRIED

6. INFORMATION ITEMS It was MOVED and SECONDED

That the Intergovernment and Finance Committee receive for information the following Information Items: 6.1 Correspondence dated May 11, 2015 from Councillor Sav Dhaliwal, President,

Union of British Columbia Municipalities, regarding 2014 Resolutions. 6.2 Correspondence dated June 26, 2015 from the Honourable Minister Bill Bennett,

Ministry of Energy and Mines, regarding shutdown of BC Hydro’s Burrard Thermal

Generating Station.

CARRIED

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7. OTHER BUSINESS No items presented.

8. BUSINESS ARISING FROM DELEGATIONS

No items presented. 9. RESOLUTION TO CLOSE MEETING

It was MOVED and SECONDED

That the Intergovernment and Finance Committee close its regular meeting schedule for July 15, 2015 pursuant to the Community Charter provisions, Section 90 (1) (e) and (g) as follows: “90 (1) A part of the meeting may be closed to the public if the subject matter being

considered relates to or is one or more of the following: (e) the acquisition, disposition or expropriation of land or improvements, if

the board or committee considers that disclosure could reasonably be expected to harm the interests of the regional district;

(g) litigation or potential litigation affecting the regional district.” CARRIED

10. ADJOURNMENT/CONCLUSION

It was MOVED and SECONDED That the Intergovernment and Finance Committee adjourn its regular meeting of July 15, 2015.

CARRIED (Time: 9:09 a.m.)

____________________________ ____________________________ Janis Knaupp, Raymond Louie, Chair Assistant to Regional Committees 11643020 FINAL

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11605349

To: Intergovernment and Finance Committee From: Dean Rear, Director – Financial Planning and Operations Date: September 10, 2015 Meeting Date: September 17, 2015 Subject: GVS&DD Development Cost Charge Amending Bylaw No. 292, 2015

RECOMMENDATION That the GV&SDD Board:




PURPOSE To provide the GVS&DD Board with a summary of the amendments to the “Greater Vancouver Sewerage and Drainage District Development Cost Charge Bylaw No. 254, 2010” (the “GVS&DD DCC Bylaw”) for consideration. BACKGROUND At the November 28, 2014 meeting, the GVS&DD Board adopted the GVS&DD Development Cost Charge Amending Bylaw 286, 2014 (“Amending Bylaw 286”), which removed the exemption from payment of DCCs for residential developments with fewer than four self‐contained dwelling units, and allowed for collection of DCCs at the time building permits are issued. Amending Bylaw 286 also introduced new dwelling unit definitions to clarify residential development types and to facilitate the collection of DCCs. It was intended to bring the GVS&DD DCC Bylaw into line with municipal DCC bylaws and ensure that all new development in the region contributes to the cost of GVS&DD’s growth‐related infrastructure.

Amending Bylaw 286 was forwarded to member municipalities in February 2015. Following this, Metro Vancouver staff received a large number of queries regarding the Bylaw’s implementation. Member municipalities expressed concern that there was confusion about whether Amending Bylaw 286 means that DCCs are payable with respect to secondary suites and laneway houses and how that applicability impacted their approach to regulating secondary suites and affordable housing in their communities. Following Board direction from the May 15, 2015 meeting, the attached GVS&DD Development Cost Charge Amending Bylaw No. 292, 2015 (“Amending Bylaw 292”) adds definitions for both Secondary Suite and Laneway House to the GVS&DD DCC Bylaw and expressly provides an exemption from the application of DCCs for these types of dwelling units. The definitions of Secondary Suite and Laneway

5.1

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GVS&DD Development Cost Charge Amending Bylaw No. 292, 2015 Intergovernment and Finance Committee Meeting Date: September 17, 2015

Page 2 of 2

House are intended to mirror the definitions used within each municipality. This is necessary so that application of the GVS&DD DCC Bylaw is straight forward for municipal staff. Board direction at the May 15, 2015 meeting set an effective date of October 1st, 2015 anticipating that would be sufficient time to prepare an amending bylaw exempting secondary suites and receive approval through the Inspector of Municipalities. However, as the timing of approval from the Inspector of Municipalities and thus final Board approval for Amending Bylaw 292 is uncertain, staff recommend revising the resolution regarding the deemed effective date of Amending Bylaw 286. Metro Vancouver staff are undertaking a review of all aspects of the regional DCC program, including the impact of the GVS&DD DCC Bylaw on affordability and suite legalization initiatives. The review of the full DCC program is on the GVS&DD standing committee work plan for this year and will be referred to RAAC for municipal review as policies are being developed. ALTERNATIVES 1. That the GV&SDD Board




2. That the Committee recommend changes as appropriate and direct staff to bring an updated report and bylaw to the next Committee meeting.

FINANCIAL IMPLICATIONS Development cost charges pay for growth‐related GVS&DD capital projects. The current GVS&DD DCC Bylaw sets out rates for both residential and commercial developments in each sewerage area. Approval of the amending bylaw in Alternative 1 as presented would ensure that the application of regional DCCs to secondary suites and laneway houses is consistent across the region, although not necessarily consistent with every municipality’s DCC bylaw. SUMMARY / CONCLUSION GVS&DD Development Cost Charge Amending Bylaw No. 292, 2015 makes amendments to definitions and clarifies that the Bylaw does not apply to secondary suites and laneway houses. This provides certainty to building permit applicants and ensures consistent application across the region. Revising the effective date will ensure that the exemptions for secondary suites and laneway houses provided for by Amending Bylaw 292 are in full effect when municipalities are to start collecting under the provisions of Amending Bylaw 286. Staff recommend approving the amending bylaw as presented in alternative one. Attachment GVS&DD Development Cost Charge Amending Bylaw No. 292, 2015

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Greater Vancouver Sewerage and Drainage District Development Cost Charge Amending Bylaw No. 292, 2015 Page 1 of 2

GREATER VANCOUVER SEWERAGE AND DRAINAGE DISTRICT AMENDING BYLAW NO. 292, 2015

A Bylaw to Amend “Greater Vancouver Sewerage and Drainage District Development Cost Charge Bylaw No. 254, 2010”.

WHEREAS:

A. The Board of Directors of the Greater Vancouver Sewerage and Drainage District has adopted “Greater Vancouver Sewerage and Drainage District Development Cost Charge Bylaw No. 254, 2010” (the “GVS&DD DCC Bylaw”), a bylaw imposing development cost charges on every person who obtains approval of a subdivision or a building permit authorizing the construction, alteration or extension of a building or structure from a Member Municipality;

B. In November 2014 the Board of Directors of the Greater Vancouver Sewerage and Drainage District amended the GVS&DD DCC Bylaw; and

C. The Board of Directors of the Greater Vancouver Sewerage and Drainage District now wishes to further amend “Greater Vancouver Sewerage and Drainage District Development Cost Charge Bylaw No. 254, 2010”.

NOW THEREFORE the Board of the Greater Vancouver Sewerage and Drainage District, in open meeting assembled, enacts as follows:

1. The “Greater Vancouver Sewerage and Drainage District Development Cost Charge Bylaw No. 254, 2010” is hereby amended as follows: (a) By adding the following definitions to section 3.1:

“Laneway House” has the definition ascribed to such term in the bylaws of the Member Municipality where the laneway house is located, or, in the absence of such a definition, means a detached building or structure containing one Dwelling Unit and constructed in the yard of a site on which is situate a Single Family Residential Dwelling; “Secondary Suite” has the definition ascribed to such term in the bylaws of the Member Municipality where the secondary suite is located, or, in the absence of such a definition, means the smaller Dwelling Unit contained within a Single Family Residential Dwelling; “Single Family Residential Dwelling” means a detached building or structure that contains one principal Dwelling Unit and may contain one smaller Dwelling Unit;

(b) By adding the following section 4.1.2: 4.1.2 Secondary Suites. Notwithstanding anything to the contrary contained in this Bylaw,

development cost charges are not payable under this Bylaw for the construction, alteration or extension of one Secondary Suite in a Single Family Residential Dwelling or for the construction, alteration or extension of a Laneway House.

5.1Attachment

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Greater Vancouver Sewerage and Drainage District Development Cost Charge Amending Bylaw No. 292, 2015 Page 2 of 2

2. This Bylaw shall be cited as "Greater Vancouver Sewerage and Drainage District Development Cost Charge Amending Bylaw No. 292, 2015”.

3. The effective date of this Bylaw is 45 calendar days after it is finally adopted.

READ A FIRST, SECOND AND THIRD TIME this __________ day of _______________ 2015. APPROVED BY THE INSPECTOR OF MUNICIPALITIES this __________ day of _______________ 2015. PASSED AND FINALLY ADOPTED this __________ day of _______________ 2015.

Greg Moore, Chair

Chris Plagnol, Corporate Officer

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11832200

To: Intergovernment and Finance Committee From: Donna Brown, Senior Director, Human Resources Department Date: July 27, 2015 Meeting Date: September 3, 2015 Subject: Award of Contract Resulting from RFP Conducted by Morneau Shepell for

Presentation to Metro Vancouver: Life, Accidental Death and Dismemberment and Long Term Disability Insurance Benefits

RECOMMENDATION That the GVRD Board authorize:


b) the Commissioner and Corporate Officer to execute the contract.

PURPOSE This report is to advise the Board of the results of an RFP conducted by employee benefits consultant, Morneau Shepell, for presentation to Metro Vancouver, for the provision of employee benefits, and to recommend award of the unit rate contract for Life, AD&D and LTD insurance benefits to the Great West Life Assurance Company with an estimated 5‐year value of $8.5 million. BACKGROUND Pursuant to the “Officers and Delegation Bylaw No. 1208” and the Procurement and Real Property Contracting Authority Policy, procurement contracts which exceed a value of $5 million require the approval of the Board of Directors. Further, the policy states that contracting authority for multi‐phase contracts is determined based on the anticipated total value of the services to be provided over all phases. This report is being brought forward to the Intergovernment and Finance Committee to consider a recommendation to the GVRD Board to award a contract for the supply of insured benefits under our Employee Benefits plan. CONTRACT DESCRIPTION Metro Vancouver’s employee benefit plans include provisions for life, AD&D and LTD insurance as shown in the table below. Coverage for these benefits is currently provided by Manulife Financial. The contract for insurance is a unit rate contract. Overall contract costs are dependent on the demographics of our workforce, actual salaries paid, claims experience and general market trends. Premium rates are established annually at renewal through negotiation by our benefits consultant, Morneau Shepell. Assuming no change to current claims rates and demographics, the estimated value of insured benefits under our current arrangements for the years 2016‐2020 would be $10.3 million. Morneau Shepell was asked to issue an RFP for presentation to Metro Vancouver in May, 2015, covering both our insured benefits and our extended health and dental plans. Insured benefits were

5.2

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Award of Contract Resulting from RFP Conducted by Morneau Shepell for Presentation to MV: Life, Accidental Death and Dismemberment and Long Term Disability Insurance Benefits

Intergovernment and Finance Committee Meeting Date: September 17, 2015 Page 2 of 3

last marketed in 2008, and extended health and dental were last marketed in 2012. A total of eight carriers responded to the RFP, one for extended health and dental benefits only, two specialty carriers for AD&D insurance only, and five for all benefits. Great West Life was the lead proponent for insured benefits after evaluation of RFP responses and short‐list presentations. The proposed contract calls for coverage to be transferred from Manulife to Great West Life on January 1, 2016. The estimated five year value of the contract is $8.5 million, and savings over current arrangements for these benefits are estimated at $1.85 million. The RFP further resulted in a four year guarantee on life and AD&D rates, and a three year guarantee on LTD rates. Great West has also offered an allowance of $25,000 to offset transition expenses. For the Board’s information, extended health and dental benefits were awarded to Pacific Blue Cross in a separate contract under the procurement authority of the CAO. Dental coverage, along with extended health coverage for the Exempt and Teamsters groups, will transfer from Green Shield Canada to Pacific Blue Cross on January 1, 2016. GVRDEU extended health coverage is already with Pacific Blue Cross due to collective agreement language naming them as the carrier for this benefit. The RFP resulted in an estimated five year contract value of $1.25 million for these benefits, representing savings over current arrangements of $190,000, with rate guarantees of five years on administration fees (percentage of paid claims), two years on pooling charges for out‐of‐country travel and stop‐loss insurance, and a transition allowance of $30,000. There are no plan design changes contemplated as a result of the RFP. ALTERNATIVES 1. That the GVRD Board authorize:


b) the Commissioner and Corporate Officer to execute the contract.

2. That the GVRD Board terminate the RFP conducted by Morneau Shepell for presentation to Metro Vancouver and direct staff to report back to the GVRD Board with options for an alternate course of action.

FINANCIAL IMPLICATIONS If the GVRD Board approves Alternative 1, a contract will be awarded to The Great West Life Assurance Company for the provision of insured employee benefits. This amount is within the budget for employee benefits. The GVRD Board also has the choice of not proceeding with Alternative 1 and continuing with the current arrangements through Manulife Financial for the provision of these services, foregoing an estimated $1.85 million in savings over five years.

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Award of Contract Resulting from RFP Conducted by Morneau Shepell for Presentation to MV: Life, Accidental Death and Dismemberment and Long Term Disability Insurance Benefits

Intergovernment and Finance Committee Meeting Date: September 17, 2015 Page 3 of 3

SUMMARY / CONCLUSION Morneau Shepell issued an RFP for employee benefits for presentation to Metro Vancouver. Based on the evaluation of proposals, it is recommended that, in response to the RFP, the GVRD Board authorize the Commissioner and the Corporate Officer to award and execute a unit rate contract to The Great West Life Assurance Company with an approximate five year value of $8.5 million.

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11891899

To: Intergovernment and Finance Committee From: Derek Jennejohn, Lead Senior Engineer, Planning, Policy and Environment Dept. Date: August 14, 2015 Meeting Date: September 17, 2015 Subject: Port Metro Vancouver Project and Environmental Review Process

RECOMMENDATION That the Intergovernment and Finance Committee receive for information the report dated August 14, 2015, titled “Port Metro Vancouver Project and Environmental Review Process”.

PURPOSE This report provides the Intergovernment and Finance Committee with an overview of the renewed Project and Environmental Review Process launched by Port Metro Vancouver in July. BACKGROUND Port Metro Vancouver developed its Project and Environmental Review Process to fulfill its responsibilities under the Canada Marine Act and the Canadian Environmental Assessment Act, 2012. The review process is intended to provide a framework to assess potential impacts of proposed projects, physical works and activities on land and water areas within Port Metro Vancouver’s jurisdiction. Projects under consideration also must be compatible with Port Metro Vancouver’s Land Use Plan. Based on stakeholder feedback, Port Metro Vancouver retained independent consultants to evaluate its project review process during 2013‐2014. The review process included interviews with local governments (including Metro Vancouver staff), Port tenants and project proponents, other agencies, and Port Metro Vancouver staff. The conclusion of the consultants was that the review process resulted in sound, robust project permit decisions and environmental reviews, but also that there were areas for improvement. Highlights of the consultants’ summary of the input of local governments are as follows:

More clarity was needed regarding the project review process, and the level of involvement in the process by local governments;

Earlier involvement in project review processes would allow for early identification of potential issues;

There was lack of consistency regarding project review consultation requirements, with some projects not requiring any consultation, and other similar projects requiring an abundance of consultation; and

A need to clarify the triggers used to define the scope and nature of project reviews, based on the size and scope of the project, public interest and other key criteria.

In response to the concerns raised, Port Metro Vancouver initiated a renewal of its review process. The objective of the exercise was to strengthen the review process as an effective guide to applicants

5.3

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Port Metro Vancouver Project and Environmental Review Process Intergovernment and Finance Committee Meeting Date: September 17, 2015

Page 2 of 5

in the permitting system, and to provide for greater clarity, efficiency, transparency and access to information. External Advisory Committee Port Metro Vancouver established an External Advisory Committee for the renewal initiative, as a forum for representatives of Port tenants, local government, and other regulatory agencies to review and provide feedback on the recommendations for consideration. Committee members included: BC Marine Terminal Operators Association; Neptune Terminals; Richardson International; Westshore Terminals Ltd.; City of North Vancouver; City of Richmond; City of Vancouver; Corporation of Delta; Metro Vancouver; Fisheries and Oceans Canada; Environment Canada; and Transport Canada. The Committee met three times between October 2014 and March 2015. The Committee’s scope included two key items: provision of input on draft Guiding Principles for the Project and Environmental Review Process, as well as input and feedback on a draft Project and Environmental Review Application Guide, to be used by Port tenants in applications for project permits. Project and Environmental Review Application Process In July 2015, Port Metro Vancouver announced the renewed Project and Environmental Review process (Attachment 1). Under the new process, proposed physical works and activities within Port Metro Vancouver’s jurisdiction (i.e., “projects”) are required to obtain a Project and Environmental Review Project Permit from Port Metro Vancouver in order to proceed. Projects typically involve tasks such as construction, modification or decommissioning in relation to a new or existing physical work (e.g., bridge, building, road or pipeline) situated on lands and waters managed by Port Metro Vancouver. Other physical activities requiring review include dredging and short‐term activities (e.g., remedial excavations). Certain works and activities are excluded and do not require a project permit. Examples are repair and maintenance activities, replacement of existing equipment, and construction/installation of small buildings and structures. To assist with project permit applications, Port Metro Vancouver has worked with its External Advisory Committee to develop an Application Guide (Attachment 2). The review process separates projects into four categories: A, B, C or D. The categories range in complexity with Category A being the least complex and D being the most complex. The figure below provides further description of the four project categories. Examples of projects in each of the 4 categories are provided in Attachment 3. Category C and D projects are somewhat larger in scale, and it is these projects for which stakeholder consultation is either anticipated or required under the new process, including with affected local governments. Examples of projects under the various categories are provided in the table below. Applicants are responsible for obtaining any other necessary regulatory approvals from other agencies. For example, larger projects that may require review under federal or provincial environmental assessment processes need to contact appropriate agencies to determine those review requirements, in addition to review by Port Metro Vancouver.

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Page 3 of 5

Aditionally, projects that are more complex and have higher potential for environmental or community impacts (e.g., Category C and D projects) may require additional technical studies and consultation activities. Port Metro Vancouver has prepared a series of guiding documents to accompany the Application Guide.

Port Metro Vancouver has made a number of Technical Guidelines available on its website, and intends to produce new guidelines through the remainder of 2015. At the time of writing this report, the following guidelines are available:

Aboriginal Consultation

Air Emission Management Plan

Construction Environmental Management Plan

Environmental Air Assessment

Environmental Noise Assessment

Habitat Assessment

Lighting

Public Consultation

Stakeholder Consultation

Stormwater Pollution Prevention Plan

View and Shade Impact

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Page 4 of 5

Implications for Metro Vancouver At its June 14, 2013 meeting the GVRD Board, in its consideration of the proposed Fraser Surrey Docks coal terminal, adopted a resolution to write to Port Metro Vancouver and “request a formalized procedure in the referral of project review processes between Port Metro Vancouver and Metro Vancouver.” This request led in part to the Port’s evaluation and renewal of its project and environmental review process, which includes requirements for consulting with stakeholders and other governments. These requirements are reflected in Port Metro Vancouver’s new Guidelines for Stakeholder Consultation, which provide an overview of the stakeholder consultation process. The process acknowledges that port‐related projects may provide benefits, but also may have potential impacts to stakeholders. To consider these impacts, Port Metro Vancouver will seek input from stakeholders, including municipalities, port tenants, industry organizations, regional agencies, transportation agencies, and government agencies. The guidelines specify notification requirements, depending on the category of the project under review. As noted, for Metro Vancouver and municipal governments, consultation will likely occur for Category C and D projects, as well as for any Category B projects that directly impact a municipality. From the perspective of local governments, this process should improve awareness of ongoing project applications by port tenants, enhance transparency of the review process, and provide for an appropriate level of review and opportunities for feedback. Referrals have been by email, and stakeholders will need resources available to respond within the Port’s timeframes. Category C reviews will generally be 20 business days; Category D reviews have a two phase review process, with review periods of 10‐20 business days for a preliminary review and up to 20 business days for application review. As the process is relatively new, it remains to be seen how well the process will work in practice. However, it is expected that there will be opportunities for further clarification of these aspects with the Port. ALTERNATIVES This is an information report. No alternatives are presented. FINANCIAL IMPLICATIONS Development of the Project and Environmental Review process was undertaken by Port Metro Vancouver. Metro Vancouver’s input and feedback to the process was advisory in nature and staff participation was included in annual operating budgets. Consideration will be needed in future budgets for potential increased resources related to consultation on Port Metro Vancouver permit review processes. SUMMARY / CONCLUSION As a result of feedback from stakeholders on the process around issuance of project permits by Port Metro Vancouver, an evaluation of their Project and Environmental Review process was undertaken. An External Advisory Committee, including representatives of port tenants, associations, local governments and federal government agencies, was subsequently established to provide input and feedback on proposed changes to the review process. In July 2015, Port Metro Vancouver introduced an updated Project and Environmental Review process. The review process will be applied to all new project permit applications. The process includes defined requirements for project proposals,

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Page 5 of 5

depending on their complexity, and for more complex projects with greater potential for environmental or community impacts, requires further technical analysis and consultation, before a permit can be issued. The objective of the new review process is to improve performance in reviewing project applications, more effectively guide applicants through the permitting process, and provide greater clarity, efficiency, transparency and access to information. As the process unfolds, Metro Vancouver will request clarifications on the guidelines, which may be updated to modify requirements, as necessary. Attachments (Orbit #11892914) 1. Port Metro Vancouver July 13, 2015 Media Release 2. Port Metro Vancouver Project and Environmental Review Application Guide 3. Example Projects under Project and Environmental Review Categories

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News

Port Metro Vancouver strengthens project and environmental review

processJuly 13, 2015

Vancouver, B.C.: Port Metro Vancouver today launched an improved

process for reviewing project applications to more effectively guide

applicants through the permitting process and provide greater clarity,

efficiency, transparency and access to information.

Based on feedback from stakeholders, Port Metro Vancouver retained

independent consultants to evaluate the port authority’s Project and

Environmental Review Process in 2013. The conclusion of the review was

while the process resulted in sound, robust project permit decisions and

environmental reviews, there were areas for improvement which were

outlined in 23 recommendations.

“What we heard from stakeholders was confirmed by the independent

assessment of our review process,” explained Jim Crandles, Director of

Planning & Development at Port Metro Vancouver. “Stakeholders want a

clear line of sight to what we are doing, our timing and opportunities to

participate in reviews. The new process is going to achieve that.”

The renewed Project and Environmental Review Process includes several key

improvements:

• a revised web presence to increase transparency and accessibility of

information for applicants, the public and other stakeholders

• a new Application Guide to assist in preparing applications and

understanding requirements

• new online project intake application forms

Page 1 of 3Port Metro Vancouver strengthens project and environmental review process | Port Metro ...

9/4/2015http://www.portmetrovancouver.com/about-us/news-and-media/news/port-metro-vancouver...

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DDavis

Text Box

5.3 Attachment 1

• four new project review categories, based on the scale and potential

impacts of the project under review, each with prescribed steps

including public consultation where appropriate

Port Metro Vancouver’s Project and Environmental Review Process is similar

to municipal development permit reviews, intended to identify potential

impacts of projects and ensure applicants take reasonable steps to minimize

them.

More information on Port Metro Vancouver’s Project and Environmental

Review Process, including report of independent consultant.

About Port Metro Vancouver:

Port Metro Vancouver is Canada’s largest port and the third largest tonnage

port in North America, responsible for Canada’s trade with more than 160

world economies. Located in a naturally beautiful setting on Canada’s west

coast, Port Metro Vancouver is responsible for the efficient and reliable

movement of goods and passengers, and integrates environmental, social

and economic sustainability initiatives into all areas of port operations. Port

Metro Vancouver is committed to meaningful engagement with the

communities in which it operates and the shared obligation to improve the

quality of life for Canadians. Enabling the trade of approximately $187 billion

in goods annually, the port generates an estimated 100,000 jobs, $6.1

billion in wages, and $9.7 billion in GDP across Canada. As a non-

shareholder, financially self-sufficient corporation established by the

Government of Canada, Port Metro Vancouver operates pursuant to the

Canada Marine Act and is accountable to the elected federal Minister of

Transport.

-30-



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Contact:

John Parker-Jervis

Government Affairs & Media Advisor

Port Metro Vancouver

Email: [email protected]

Phone: 604-665-9267

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DDavis

Text Box

5.3 Attachment 2

TABLE OF CONTENTS1. INTRODUCTION 2

Purpose of the Application Guide 2Port Metro Vancouver’s Mandate and Jurisdiction 2Projects Requiring Port Metro Vancouver Review 4Excluded Projects 4Scope of Review 5Other Regulatory Reviews and Approvals 5Federal and Provincial Environmental Assessments 6Other 6

2. PROJECT AND ENVIRONMENTAL REVIEW - OVERVIEW 7Summary of Guiding Principles 7Project and Environmental Review Categories 8

3. PROJECT AND ENVIRONMENTAL REVIEW STEPS 10Category A 12Category B 13Category C 14Category D 15Overview of Project and Environmental Review Categories 16Project and Environmental Review Application Forms 17Guidance Documents to Support your Application 19

4. ADDITIONAL INFORMATION 20What to Expect After a Decision 20Permit Amendments 20Varying Construction Hours 20Permit Extensions 21Phased Developments 21Emergency Works 21

5. BUILDING PERMITS 22

6. FEES 23Project Permit Application Fee 23Documentation Deposits and Record Drawings 23

7. CONTACT INFORMATION 24

8. ADDITIONAL RESOURCES 25General Inquiries 25Preliminary Project Inquiries 25

APPENDICES 26

GLOSSARY OFTERMS 26

DISCLAIMERThis Application Guide and its supporting documents are provided as information and should not be taken as scientific, business, legalor other professional advice. This Application Guide was published in [July 20151. It will be updated as needed and made available atportmetrovancouver.com/per. Readers are responsible for ensuring they are using the latest version of the Application Guide.

PROJECT AND ENVIRONMENTAL REVIEW I APPLICATION GUIDE I JULY 2015I&F - 24

1. INTRODUCTION

PURPOSE OF THE APPLICATION GUIDE

This Application Guide provides an overview of Port Metro Vancouver’s Project and Environmental Review process forProjects within Port Metro Vancouver’s jurisdiction. This guide has been developed to assist Applicants in preparing theirProject Permit Application to support a timely and efficient Project and Environmental Review (PER) process.

Applicants are responsible for consulting with Port Metro Vancouver to confirm the appropriate Application procedures andrequirements. Port Metro Vancouver staff are available to answer your questions and to help you through the review process.You can find contact information at the back of this guide. Please note that this guide is provided for information purposesonly and may be updated from time to time without notice, For the most current version of this Application Guide, please visitportmetrovancouver.com/per.

PORT METRO VANCOUVER’S MANDATE AND JURISDICTION

The Vancouver Fraser Port Authority, doing business as Port Metro Vancouver, is a port authority created pursuant to theCanada Marine Act and is accountable to the federal Minister of Transport.

• Promoting the success of ports for the purpose of contributing to the

competitiveness, growth and prosperity of the Canadian economy;

• Ensuring that marine transportation services are organized to satisfy the

needs of users and are available at a reasonable cost to the users;

• Providing a high level of safety and environmental protection; and

• Managing the marine infrastructure and services in a commercial

manner that encourages and takes into account input from users and

the community in which a port or harbour is located.

• Port Metro Vancouver’s Land Use Plan contains goals, objectives, policy

directions and land use designations to guide the physical development

of Port lands and waters. All Project Permit Applications considered

under the Project and Environmental Review process must be consistent

with the Land Use Plan.

PROJECT AND ENVIRONMENTAL REVIEW I APPLICATION GUIDE I JULY 2015 2

Port MetroVancouver’smandate includes,among otherthings:

Land Use Plan

I&F - 25

Port Metro Vancouver’s jurisdiction borders 16 municipalities, one Electoral Area and intersects the traditional territories andtreaty lands of several Coast Salish First Nations. This jurisdiction includes a mix of navigational authority and jurisdiction overcertain real property in Burrard Inlet and Indian Arm, lands and waters east of the provincial bed of the Fraser River, variousfederal holdings in the North, South and Middle Arms of the Fraser River, and at Roberts Bank.

The Project and Environmental Review process applies to all proposed physical works and activities on federal lands andwaters partially or wholly within Port Metro Vancouver’s jurisdiction. The process enables Port Metro Vancouver to considerand make a determination on the potential environmental and other effects of proposed Projects before making any decisionthat would allow a Project to proceed and, if so, under what conditions.

FIGURE 1:MAP OF PORT METRO VANCOUVER’S JURISDICTION

Vancouver Jurisdiction1

P0,1 Met,o VancouverNavigational Jatlscicljan

Port Metro VancouverManaged Federal Landsand Waters

4+ Major Rail Linsa

Pruvincal Highways

Trans-Canada Highway

Under the Canada Marine Act, Port Metro Vancouver is responsible for the administration, management and control of landand water within its jurisdiction, including over 16,000 hectares of water, 1,000 hectares of land and assets along hundredsof kilometres of shoreline. Port Metro Vancouver administers a Project and Environmental Review process to ensure alldevelopments and activities meet applicable standards and minimize environmental and community impacts. Independent ofthe Project and Environmental Review process, Port Metro Vancouver’s Real Estate Department attends to all tenure matters.

3 PROJECT AND ENVIRONMENTAL REVIEW I APPLICATION GUIDE I JULY 2015I&F - 26

The Project and Environmental Review process helps Port Metro Vancouver fulfill its responsibilities under the Canada MarineAct and the Canadian EnvironmentalAssessmentAct, 2072 (CEAA 2012), and ensures that proposed works and activitieswithin Port Metro Vancouver’s jurisdiction are carefully considered in the process of determining if they should proceed.

With some exceptions, proposed works and activities within or partially within Port Metro Vancouver’s jurisdiction that fall underthe definition of a Project, as described below, will require review through Port Metro Vancouver’s Project and EnvironmentalReview process.

FIGURE 2;THE THREE CRITERIA OF A PROJECT

• A physical activity consists of carrying out tasks or actions involved with construction, modification, operation, anddecommissioning (i.e. involving a degree of physical effort).

• A physical work includes structures that have been built by humans and that have a defined area and fixed locality(i.e. has a local permanence).

• Federal lands as defined by section 2(1) of CEAA 2012: this applies to proposed Projects that are wholly or partiallylocated on lands and waters managed by Port Metro Vancouver.

To summarize, a Project involves carrying out tasks such as construction, modification or decommissioning in relation to a newor existing physical work (e.g. bridge, building, road or pipeline) situated in part or fully on lands and waters managed by PortMetro Vancouver.

In addition, there are some physical activities that are not associated with a physical work”, as defined above, which requirereview under the Project and Environmental Review process. Examples of such activities include dredging and other short-term activities such as remedial excavations or waterlot clean up conducted as part of Port Metro Vancouver lease terminationrequirements. For the purposes of Port Metro Vancouver’s Project and Environmental Review process, these activities areconsidered to be Projects”.

If your Project meets all three criteria, or is a physical activity as contemplated above, Port Metro Vancouver’s Project andEnvironmental Review process applies.

EXCLUDED PROJECTS - PORT METRO VANCOUVER PROJECT PERMIT NOT REQUIRED

Port Metro Vancouver has determined that certain works and activities do not require a Project Permit. Excluded Projectstypically include repair and maintenance activities, replacement of existing equipment, and construction/installation of smallbuildings and structures.

Individuals undertaking these works and activities must be existing Port Metro Vancouver tenants, or authorized contractorsor consultants with permission from the tenant to conduct these works. All works should be conducted according to bestpractices and in accordance with all applicable legislation and regulations. For a detailed list of works and activities that areexcluded from the Project and Environmental Review process, please see the Works and Activities Exclusion List inAppendix A.

PROJECTS REQUIRING PORT METRO VANCOUVER REVIEW

PROJECT AND ENVIRONMENTAL REVIEW I APPLICATION GUIDE I JULY 2015 4I&F - 27

SCOPE OF REVIEW

An important part of the Project and Environmental Review process is to determine the spatial and temporal extent orscope” of the review to be conducted in relation to a proposed Project. The scope of the review will vary between Projects,depending on the components of the environment and other factors that could potentially be affected. For Projectsthat require technical studies and documentation, it is necessary to clearly establish the scope of the proposed Projectcomponents located on federal lands that will be part of the assessment, the scope of the environmental effects associatedwith those components that will be assessed, and the time period for which impacts will be considered.

In addition to environmental effects, Port Metro Vancouver also reviews other potential impacts of Projects pursuant to PortMetro Vancouver’s responsibilities under the Canada Marine Act, the Port Authorities Operations Regulations, and Portpolicy. This may include traffic and transportation impacts and community concerns such as views, noise, lighting and othermatters relevant to the Application.

SCOPING PRINCIPLES

In making scoping decisions, the Project Lead assigned to your Project will be guided by the following general principles:

• The scope of the Project will normally be limited to physical works and activities occurring within the Project footprint onfederal lands, as well as vessel traffic within Port Metro Vancouver’s navigational jurisdiction, if applicable.

• The scope of the assessment will normally include analysis of the environmental and other effects that are directlyproduced from the physical works that Port Metro Vancouver is authorizing, irrespective of whether those effects occuron Port Metro Vancouver lands. Indirect effects, such as environmental and other effects caused in other locations byutilization of goods and products shipped through Port Metro Vancouver, will not be included in the assessment.

• The scope of the assessment will typicaily consider all physical activities and effects from the date constwction isinitiated to the time the Project is expected to achieve full operating capacity.

• Where potential environmental and other effects are not considered to be significant, they will generally not be includedin the scoping of the assessment.

OTHER REGULATORY REVIEWS AND APPROVALS

Applicants should be aware that certain Projects may also require regulatory approvals from other authorities in additionto Port Metro Vancouver. This may include environmental reviews and permits from agencies such as Transport Canada,Environment Canada, and Fisheries and Oceans Canada (frequently referred to as “DFO). Port Metro Vancouver staffcan assist Applicants in identifying which other regulatory approvals may be necessary; however, Applicants are ultimatelyresponsible for obtaining all necessary approvals from the appropriate agencies.


FEDERAL AND PROVINCIAL ENVIRONMENTAL ASSESSMENTS(DESIGNATED PROJECTS)

CEAA 2012 focuses federal environmental assessment efforts on large or complex developments that have a greater

potential to cause significant adverse environmental effects. These Designated Projects, which are reviewable by certain

federal agencies, are described by the Regulations Designating Physical Activities and may undergo an environmental

assessment under OEM 2012. If your Project meets the criteria of a Designated Project, you will need to contact the

Canadian Environmental Assessment Agency to determine the need for a federal environmental assessment prior to a review

by Port Metro Vancouver.

The British Columbia Environmental Assessment Office (BC FAQ) reviews certain major Projects on non-federal lands,

as set out in the Reviewable Projects Regulation. If your Project meets the criteria of a reviewable Project under this

regulation, you will need to contact the BC EAD to determine the need for a provincial environmental assessment.

Port Metro Vancouver’s Project and Environmental Review process will be used for Port Metro Vancouver’s review of

Designated Projects. The scope of the review will rely upon the results of the Environmental Assessment conducted by

the federal responsible authority where those results satisfy Port Metro Vancouver’s standards and requirements, Port

Metro Vancouver approval of the Designated Project may only be issued if the federal responsible authority or Minister

determines that the Designated Project is not likely to cause significant adverse environmental effects, or that those effects

can be justified.

OTHER

Generally, major utilities serving Port Metro Vancouver property are provided by local municipalities, the Greater Vancouver

Sewerage and Drainage District, BC Hydro, FortisBC and telecommunication providers. Applicants are responsible for

proper connections to these services and obtaining all necessary approvals as part of their developments. The Applicant is

also responsible for all necessary trade permits for gas, electricity and elevator installations directly from the authority having

jurisdiction. Typically, these permits are obtained Irom the British Columbia Safety Authority.

While Port Metro Vancouver is not involved in the review of the technical documentation and the issuance of trade permits

from other authorities, Port Metro Vancouver may request a copy of such permits for documentation purposes.

All development and activities in Port Metro Vancouver’s jurisdiction must be consistent with the Port’s mandate, Canada

Marine Act restrictions on the use of Port Metro Vancouver’s lands and waters, and Port Metro Vancouver’s Land Use Plan.


2. PROJECT AND ENVIRONMENTAL REVIEW - OVERVIEWBelow is a summary of the guiding principles that will be applied through the Project and Environmental Review process.The full set of Guiding Principles is available on Port Metro Vancouver’s website pottmetrovancouver.com/per.

SUMMARY OF GUIDING PRINCIPLES

1. RESPONSIVENESS To THE CUSTOMER

The Project and Environmental Review process will provide clear and timely reviews for its customers and ProjectApplicants.

2. TRANSPARENCY

Information about Projects and decisions that are subject to Port Metro Vancouver’s Project and Environmental Reviewprocess will be made available to interested parties with due respect for third party confidentiality and business interests.

3. APPROPRIATE LEVEL OF REVIEW RELATIVE TO POTENTIAL IMPACTS

The Project and Environmental Review process will review Projects at a level commensurate with their potential impactsand interests.

4. ABORIGINAL CONSULTATION

The Project and Environmental Review process will include Aboriginal consultation when the proposed Project mayadversely impact potential or established Aboriginal or Treaty rights.

5. OPPORTUNITIES FOR PUBLIC CONSULTATION AND ENGAGEMENT

The Project and Environmental Review process will provide appropriate opportunities for public consultation andengagement relative to the review.

6. EFFICIENT USE OF RESOURCES

The Project and Environmental Review process will promote the efficient use of resources, including those requited ofthe Project Applicant, referral agencies, Aboriginal groups, third party participants, as well as Port Metro Vancouver.

7. CLEAR AND ACCOUNTABLE

The Project and Environmental Review process will be clearly defined for participants and process performancemeasures will be tracked, measured and reported annually.


PROJECT AND ENVIRONMENTAL REVIEW CATEGORIES

The Project and Environmental Review process is divided into four categories of review: A, B, C and D. To assist Applicantsin understanding the level of review required [or a specific Project, Port Metro Vancouver has developed a list of six types ofProjects likely to be undertaken by Applicants:

• Repair, replacement and maintenance;

• New installation, upgrade, expansion and relocation;

• Demolition, deconstruction, decommissioning and removal;

• Dredging;

• Short-term activities (excluding dredging); and

• Other.

Specific examples of each of the Projects listed above have been placed into Project and Environmental Review Categories(PER Categories) labeled A, B, C and D. The lettered categories range in complexity with Category A being the leastcomplex and Category D being the most complex.

Applicants are expected to review the Project and Environmental Review Categories document (Appendix B) and make aninitial assessment of which PER Category their Project falls into. As noted in Appendix B, where different elements of aproposed Project appear to lit into different categories of review, the higher category will generally apply to the Project.

FIGURE 3:DESCRIPTION OF THE PROJECT AND ENVIRONMENTAL REVIEW CATEGORIES

• Projects are minor in scale and may be temporary in nature

Projects have predictable, minimal potential impacts

• No consultation anticipated

• Projects are relatively minor in scale, but have attributes requiring additional

technical analysis and may require specialized mitigations

• Projects have low potential for environmental and community impacts

• May require public and stakeholder notification

• May require Aboriginal consultation

• Projects are generally larger or more complicated, and may require additional

technical studies to support their review

• Projects have moderate potential for environmental and community impacts

• Public and stakeholder consultation anticipated

• Aboriginal consultation anticipated

• Projects are large and complicated, potentially involving significant commodity

capacity increases or new commodities, and usually require a variety of

supporting technical studies

• Projects have higher likelihood for environmental and community impacts

• Public and stakeholder consultation required

• Aboriginal consultation required

Category B

Category C

Category D

‘V


Criteria for applying the categories of review include:

• Project complexity generally increases from A to D. If a Project does not meet the criteria set out in Category A, proceedto Category B and so on until the applicable criteria are met.

• If a Project includes components that may tall into more than one PER Category, the highest level of review will generallyapply.

• Projects that do not clearly fit into a category will be assessed by Port Metro Vancouver on a case-by-case basis.

Port Metro Vancouver staff are available to assist in identifying the appropriate PER Category for a Project. A Port MetroVancouver Project Lead will be assigned to a Project generally within two business days after receipt of a Preliminary ProjectInquiry or Application. The Project Lead will confirm the PER Category and will be an Applicant’s prime contact throughoutthe Project and Environmental Review process.

In some cases, during the course of reviewing an Application, new information or analysis may become available whichindicates that a change in PER Category is appropriate. In this instance, the Project Lead will contact the Applicantimmediately to discuss this change and next steps. Port Metro Vancouver retains discretion to shift a Project from onePER Category to another

Before submitting a Preliminary Project Inquiry or Application, please consult the Project and Environmental ReviewCategories document (Appendix B) to make an initial assessment of the appropriate level of review for the Project.

Who is anApplicant?

Applicants may be:

• A prospective tenant with a documented interest in a property;• An existing tenant with property agreements in good standing;

• Port Metro Vancouver; or

• Contractors working on behalf and with permission of the above parties.

Only Applicants as defined by Port Metro Vancouver may submit an Application

and undertake approved Projects within the Port’s jurisdiction.


3. PROJECT AND ENVIRONMENTAL REVIEW STEPS

The following section generally outlines the main steps in Port Metro Vancouver’s Project and Environmental Review process.

Review hrnelines identified for each PER Category are estimates only and may be dependent on [he level of consultation

required and other factors. Review timelines begin upon receipt of a Complete Project Permit Application and end when an

Applicant is advised of Port Metro Vancouver’s decision on the Application.

• Prospective tenants without existing land tenure with Port Metro Vancouver

should contact the Real Estate Department to document and confirm their

interest in the property.

• Existing tenants should review their respective property agreements to ensure

the proposed works and uses are permitted or if landlord consent or an

amendment to an agieement is fiist required.

• Applicants should review the Port’s Land Use Plan and supporting guidelines

(Appendix C) relevant to their Project.

• Applicants must review this Application Guide and the PER Categories

document (Appendix B) to determine if the Port’s Project and Environmental

Review process applies, and if so, determine which category of review would

likely apply to the Project (A, B, C or D).

PROJECT AND ENVIRONMENTAL REVIEW I APPLICATION GUIDE I JULY 2015 10

Before youbegin...

I&F - 33

FIGURE 4:OVERVIEW OF THE PROJECT AND ENVIRONMENTAL REVIEW STEPS

Step 1CD

Step 2

Step 3ABCD

Step 4ABCD

Step 5ABCD

Step 6ABCD

PREPARING A PRELIMINARY PROJECT INQUIRY

• If your Project is a Category A or B, go to Step 3.• Applicant completes and submits a Preliminary Project Inquiry with supporting documentation.

PRELIMINARY PROJECT INQUIRY REVIEW

• Port Metro Vancouver receives the Preliminary Project Inquiry.• Port Metro Vancouver Project Lead is assigned.

Port Metro Vancouver confirms the category of review with the Applicant, generally within two business daysof receipt of the Preliminary Project Inquiry.

• Port Metro Vancouver reviews the submitted materials and conducts an initial review for completeness.• Meeting with Port Metro Vancouver staff is required for Category C and D reviews.• Port Metro Vancouver identifies additional information or studies that may be required to support a Complete

Application.• For Category D Projects, Applicant conducts comment period and documents the results.• Depending on the state of design, the Applicant may further define or revise their proposal.

APPLICATION SUBMISSION

• Applicant fills out either a Category A/B or a Category C/D Application Form.• All required plans, documentation and technical reports are provided with the Application.• Application is submitted.• Port Metro Vancouver reviews and confirms the Application is complete.• Project Permit Application Fee is processed.

APPLICATION CONSIDERED COMPLETE. APPLICANT NOTIFIED. REVIEW TIMELINE STARTS.

APPLICATION REVIEW

• Port Metro Vancouver conducts its technical review of the Application,• Port Metro Vancouver conducts stakeholder consultation and typically leads Aboriginal consultation as

required.• Referrals to other government agencies will be made as appropriate.

Applicant conducts public consultation as required.Additional technical information may be required during this step.

PROJECT DECISION

• Port Metro Vancouver completes its technical review and considers all submitted information.• Port Metro Vancouver makes a decision on the Application and, if approved, issues a Project Permit with

conditions and associated documentation.Should the Project not be approved, the Applicant will be notified of the decision. The Applicant will havethe opportunity to meet with Port Metro Vancouver staff to discuss this decision.

• Review timeline ends when the Applicant is notified of Port Metro Vancouvers decision on the Project.

PORT METRO VANCOUVER DECISION IS MADE. APPLICANT NOTIFIED. REVIEW TIMELINE ENDS.

PROJECT PERMIT CONDITIONS

• Applicant submits documents to satisfy conditions in the Project Permit.Port Metro Vancouver confirms if submitted documents satisfy Project Permit conditions before Projectconstruction may proceed and/or a Building Permit may be issued.

• For Category C and D reviews, the Applicant meets with the Project Lead to review Project Permitconditions and debrief on the Project and Environmental Review process.

11 PROJECT AND ENVIRONMENTAL REVIEW APPLICATION GUIDE JULY 2015I&F - 34

CATEGORY OF REVIEW A

APPUCANT

• Prospective tenants withoutexisting land tenure contactthe Real Estate Department todoamient their interest in theproperty

• Existing tenants review respectiveland tenure agreements to ensureproposed works and uses arepermitted uses within the purposeclause of the agreement

• Review the Application Guide,PER Categories document andother supporting guidelines

PORT METRO VANCOUVER

• Complete the technical review andconsider all information prøvidedon the Project

• Decision on the Project PermitApplication Is made

• Project Permit with conditions isissued to the Applicant

di

APPliCANT RESPONSIBIL

If the Project is approved, submitany documents requrred to satisfythe Project Pennit conditions


Confirm if the submitted documentssatisfy the Project Permit conditions

All requested materlels are provided

Steps 1 and 2011Cr Project and Environmental Review processdo not apply to PER Category A,

• Completeness check byPort Metro Vancouver

• If Application is complete, reviewlimeline begins

STEP 3 STEP 4

APPLICATION REViEWAPPLICA11ON SUBMISSION

Submit a Category A/B Applicationwith supporting documents

STEP 5

PROJECT DECISION


STEP 6



Technical review of the CompleteApplication

IAPPLICANT RESPONSIBILITY

Project Lead confirms thg category cf Provide additional information asreview with the Applicant and confirms requiredif the Application is complete

MILESTONES

Minimum requirements for theApplication are met

MILESTONE

Review timeline ends

PROJECT CHARACTERISTICS

• Minor in scale, simple and may be temporary innature

• Predictable, minimal potential impacts

PRELIMINARY PROJECT REVIEW MEETiNGREQUIRED?

No

CONSULTATION REQUIRED?

No

ESTIMATED REVIEW TIMELINE

1 — 10 business days

EXAMPLE PROJECTS

• One-for-one pile replacement

• Maintenance dredging

• Fender repair and replacement

• Drilling investigation

• Wstedot cleanup

• Repair or replacement of esisting utilities locatednear water

• Construction of a small building near water withno vcauation beyond imported fill or new ubhityinfrastructure

For a more complete list of potential Projects and their associatedPER Category, please re/er to the Project and EnvironmentalReview Categories document/n Appendix B. Please seetheWorks and Activities Exclusion List (Appendix A) for Projects thatdo not require a Port Metro Vancouver Project Permit.

12 PROjECT AND Ee&rRoNuEmAc exvtuwl wwjcAnIoN GLaDE

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CATEGORY OF REVIEW B

APPLICANT RE!h

• Prospective tenants withoutexisting land tenure contactthe Real Estate Department todocument their interest in theproperty

• Existing tenants review respectiveland tenure agreements to ensureproposed works and uses atepermitted uses within the purposeclause of the agreement

• Review the Application Guide,PER Categories document andother supporting guidelines


Project Lead confirms the category ofreview with the Applicant arid confirmsif the Application is complete

APPLICATION SUBMISSION

STEP 3 STEP4 STEP 5 STEP 6

PROJECT DECISION

Submit a Category A/B Applicationwith supporting documents

1

APPLICATION REVIEW

APPLICANT RESPONSIBILITY

• Submit the Complete Application

• Provide information as neededto support Port Metro Vancouverreview of the Application

Jr

3—PORT METRO VANCOUVER


APPLICANT RB

If the Project is approved, submit anydocuments required to satisfy TheProject Permit conditions


‘Steps I and 201 the Project and Environmental Rev,ew processdo not apply to PER Category B.

• Complete the technical review andconsider all information providedon the Project

• Decision on the Project PermitApplication is made

• Project Permit with conditions Isissued to the Applicant

MILESTONE

Review fimetne ends


Confirm if the submitted documentcsatisfy the Project Permit conditions


• Relatively minor in scale, but have attributesrequiring additional technical analysis and mayrequire specialized mitigations

• Low potential for environmental and communityimpacts

PRELIMINARY PROJECT REVIEW MEETINGREQUIRED?

No

CONSULTATION REOUIRED?

• May require public and stakeholder ntificafron

• May require Aboriginal consultation


10—60 business days

Technical review of The CompleteApplication

PORTUETRO VANCOUVER

Lead Aboriginal cormultation if required

+PORT METRO VANCOUVER

Conduct stakehulcier notihcalion ifrequired


Ccnduct public nohficston if required

MILESTONES W• Minimum requirements for the

Application are met

• All requested materials ate provided

• Complete Application is submitted


• If Application is complete, reviewtimeline begins

EXAMPLE PROJECTS

• Most shorelore protection works

• tnstaktion of 20 or more new psles

• Instahbon of a new stormwatet outfall

• Installation of a new fueling facility with a totaldesign storage capacity of less than 100,000 L

• Eopansionofaneaistingwharfmanareathatisnot erreirenmentally sensitive

• Replacement and upgrade of an elecbicaisubstation

Fera rowe rerrg*te 001 01 potential Projects and thei, associatedPER Caeegeajç pteem refer to the Project sod &,o*otrmrortolReoiew Ctoe@eriea demmeotia 4peodka I’loase see theWorks aodAbrrhCo Eer*aoiar, List (4psookrAj the Ascts thatdosoaregrilea Poet SIege Vemos,eerPiojeotPwmrt

pORT rerno w.Nrw I JAY I5 t3

I&F - 36

CATEGORY OF REVIEW C

the Real Estate Departmentto document their interest inthe property

Existing tenants reviewrespective land tenureagreements to ensureproposed works and usesare permitted uses withinthe purpose clause ofthe agreement or if anamendment is required.

Review the Application Guide,PER Categories documentand other supportingguidelines


Review and conlirm theApplication is complete

fAPPUCANTRE

Attend meetings and supplyinformation as needed to supportPort Metro Vancouver review ofthe ApplHatiOn



• Lead Aboriginal consultationas required

• Conduct stakeholderconsultation as required

(APPLICANT F

• Conduct public consultationas required

• Submit revised technicalreports, consultationsummaries, mitigationmeasures and any otherdocuments as required


• Complete the technicalreview and consider allinformation provided on theProject

• Decision on the ProjectPermit Application is made

• Project Permit withconditions is issued to theApplicant

PROJECT PERMIT—a CONDONS


If the Project is approved, meetwith the Applicant to review theProject Permit conditiona anddebrief on the review process

APPLICANTRE5

If the Project is approved, submitany documents required to satisfythe Project Permit conditions

‘I,PORT METRO VANCOUVER

Confirm if the submitlerjdocuments satisfy the ProjectPermit conditions

APPLICANT RSIBIUTY

Prospective tenants without PREPARING A PRELIMINARY PROJECTexisting land tenure contact — PREUUINARY PROJECT —a INQUIRY REVIEW

STEP 2 STEP 3

APPLICATION SUBMISSION APPLICATiON REVIEW

STEP 4

INQUIRY

(APPLICANT

Complete end submit a Attend one mo,a meetingsPrelminaiy Project Inquirp with with the Project Leadsupporting documentation

STEPS

PROJECT DECISION


Complete technical studiesas required

Develop consultationmaterials as required

Submit a Category C/DApplication with supportingdocumentationPORT METRO VANCOUVER


1

• Project Lend confirms thecategory of review with TheApplicant

• Advise the Applicant ofany additional information,studies and consultationrequired as part of aComplete Application

MILESTONE

Minimum requirements for theApplication are met


• Generally larger or more complicated Projects,and may require additional technical studies tosupport their review

• Moderate potential for environmental andcommunity impacts


Yes


• Public and stakeholder consultation anticipated

• Aboriginal consultation anticipated


60— 120 business days

MILESTONE

Review timeline ends

MILESTONES

• All requested materials areprovided

• Complete Application issubmitted


• If Application is completereview timeline begins

EXAMPLE PROJECTS

• Placemeol of fill inwxfvr for the purpose ofcreating land

• Installation of new facilities or equipment whichwill result in new discharges to air or water

• Installation of structures which may impactneighbouring communities

• Construction of a new warehouse or distributioncentre

• Construction / demolition activities in anenvironmentally sensitive area

Construction / demolition activities in pronimity toa known archaeological site

For a more complete list of potential Projects and their associatedPER Category, please refer to the Project and EnvironmentalReview Categories document in Appendix 8. Please see theWorks arM Activities Exclusion List (Appendix A) for Projects thatdo not require a Port Metro Vancouver Project Permit.

14 PROJECT AND ENVIRONMENTAL envewl APPLICATiON nisre

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CATEGORY OF REVIEW D

IAPPLICANT RESPONSIBILITY

Existing tenants reviewrespective land tenureagreements to ensureproposed works and usesare permitted uses withinthe purpose clause ofthe agreement or if anamendment is required.

Review the Application GuideProject Categories documentand other supportingguidelines


Complete and submit aPreliminary Project Inquiry withsupporting documentation

STEP 2

PRELIMINARY PROJECT—INQUIRY REVIEW

APPLICANTRTY

• Attend one or moremeetings with theProject Lead

• Contrm the scope oftechnical studies as required

• Develop the commentperiod consultation materials

• Conduct the commentperiod

• Document the results of thecomment period


• Project Lead confirms thecategory of review with theApplicant

• Review and consider resultsof comment period

• Advise Vie Applicant ofany additional information,studies and consultationrequired as part of aComplete Application


• Complete technical studiesas required

• Develop consultationmaterials as required

• Submit a Category C/DApplication with supportingdocumentation


Review and conflrm theApplication is complete

APPLICANT R

Attend meetings and supplyinformation as needed to sapportPort Metro Vancouver review ofthe Application




• Lead Aboriginal consultation

• Conduct stakeholderconsultation

APPLICANT

• Conduct public consultation

- Submit revised technicalimports, consultationsummaries, mitigationmeasures and any otherdocuments


• Complete the technicalreview and consider allinformation provided on theProject

• Decision on the ProjectPermit Application is made

• Project Permit withconditions is issued to theApplicant

STEP 6

PROJECT PERMIT

—CONDrnONS


If the Project is approved, meatwith the Applicant to review theProject Permit conditions


If the Project is approved, submitany documents required to satisfythe Project Permit conditions


STEP 1

Prospective tenants without PREPARING Aexisting land tenure contact —.- PRELIMINARY PROJECTthe Real Estate Department INQUIRYto document their interest inthe property

APPLICATION SUBMISSION APPLICATION REVIEW

STEP 3 STEP 4 STEP 5

PROJECT DECISION


• Large and complicated Projects, and will usuallyrequire a variety of supporting technical studies

• Higher likelihood of environmental and communityimpacts


Yes


• Public and stakeholder consultation required

• Aboriginal consultation required


120— 170 business days

Confirm if the submtteddocuments satisfy the ProjectPermit conditions

MILESTONE

Review timehne ends

MILESTONE MILESTONES -

Minimum requirements for the • M requesd mateijals areApplication are met proelded

• CcaipleteApp&ation inraibnled

• Coropletenerm check byPoet Welim Vwicouver

• EAppfrctionie complete,review nveine begins

EXAMPLE PROJECTS

• Large-scale infrastructure I transportationdevelopment

• Substantial terminal capacity increases, arisingfmm new or upgraded facilities, which mayugnflcanfly impaot road. ml or marty truific

• Consthiction of a new terminal or a change ofcommodities at an existing terminal, with a totaldesign storage capacity of more than5 mon L

• Projects with multiple potential environmental andcommunity impacts requiring multiple technicalimports

wow ovntplelo hot otpotevtiar Pryevrs and their aaseviatedPER Cateyenp pkaae ,elerto the Project and EnvironmentalRenmm Categoineo doooment in Appendia rt Heave one theWmho and Acaothen E,&.aion Lint fAppnndhrA) for Plneoru thordo ,ml ,eqaire a ProS ekes Vanoeovnr Project Permit.

PORr METRO VANCOUVER I JtRY win t5

I&F - 38

FIGURE 5:OVERVIEW OF THE PROJECT AND ENVIRONMENTAL REVIEW CATEGORIES

CATEGORY A

Key attributes

• 1—10 business days for review (estimate)• Internal review only• No consultation anticipated

Example Projects

One-for-one pile replacementMaintenance dredgingFender repair and replacementDrilling investigationWaterlot cleanupRepair or replacement of existing utilities locatednear water

• Construction of a small building near water withno excavation beyond imported fill or new utilityinfrastructure

CATEGORY C

Key attributes

• 60—1 20 business days for review (estimate)• Preliminary Project Review Meeting required• Additional technical studies may be required• Aboriginal consultation anticipated• Public and stakeholder consultation anticipated

Example Projects

• Placement of fill in-water for the purpose ofcreating land

• Installation of new facilities or equipment whichwill result in new discharges to air or water

• Installation of structures which may impactneighbouring communities

• Construction of a new warehouse or distributioncenter

• Construction/demolition activities in anenvironmentally sensitive area

• Construction/demolition activities in proximity to aknown archaeological site

CATEGORY B

Key attributes

• 10—60 business days for review (estimate)• Preliminary Project Review Meeting may be

required• Potential Aboriginal consultation• Potential public and stakeholder notification

Example Projects

• Most shoreline protection works• Installation of 20 or mote new piles• Installation of a new stotrnwater outfall• Installation of a new fueling facility with a total

design storage capacity of less than 100000 L• Expansion of an existing wharf in an area that is

not environmentally sensitive• Replacement and upgrade of an electrical

substation

CATEGORY D

Key attributes

• 120—1 70 business days for review (estimate)• Preliminary Project Review Meeting required• Additional technical studies likely• Aboriginal consultation required• Public and stakeholder consultation required

Example Projects

• Large-scale infrastructure/transportationdevelopment

• Substantial terminal capacity increases, arisingfrom new or upgraded facilities, which maysignificantly impact road, rail or marine traffic

• Construction of a new terminal or a change ofcommodities at an existing terminal, with a totaldesign storage capacity of more than 5 million L

• Projects with multiple potential environmental andcommunity impacts requiring multiple technicalreports

For a more complete list of potential Projects and their associated Project Category, please refer to the Project and Environmental ReviewCategories document in Appendix B. Please see the Works and Activities Exclusion List (Appendix A) for Projects that do not require a Port MetroVancouver Project Permit.

16 PROJECT AND ENVIRONMENTAL REVIEW I APPLICATION GUIDE JULY 2015I&F - 39

PROJECT AND ENVIRONMENTAL REVIEW APPLICATION FORMS

Applicants have three ways to submit information to Port Metro Vancouver to initiate the Project and Environmental Reviewprocess and should select the most appropriate option based on how much detail can be provided about the Project and itsanticipated PER Category. The options include:

7. PRELIMINARY PROJECT INQUIRY

This is intended for Projects that are at an early stage of development or where Project details, such as the location andfootprint of a structure or the construction method, may not yet be decided. A Preliminary Project Inquiry is the requiredfirst step for Category C and D projects. Applicants must send an email to [email protected] with the subject

line Preliminary Project Inquiry. The Applicant is required to include the following information in the email: contact name,Project location and a high-level Project description. Applicants may also attach any relevant plans, studies, reports and other

documents. A Port Metro Vancouver Project Lead will contact the Applicant about next steps, such as setting up a meeting,generally within two business days of receiving the Preliminary Project Inquiry.

Additional information on Preliminary Project Inquiries can be found on page 25,

Submit a Preiiminaiy Project inquiry email to [email protected]

2. SUBMIT A CATEGORY A or B APPLICATION

lithe Project is anticipated to meet the criteria for a Category A or B Project and Applicants are able to provide thenecessary Project details, such as estimated depth of any excavation, the size and number of any piles, and the footprintand location of any new structures, Port Metro Vancouver’s online Project Permit Application Form for PER Category Aand B should be completed. To complete the Application Form, Applicants will need to provide general information, such asa primary contact name, the Project location, an estimated schedule and a Project summary, as well as details of specific

activities associated with the Project. The activities section of the Application Form is divided into seven types of activitiesthat may be conducted as part of a Project:

a. Repair, Replacement and Maintenance of Existing Structures (Excluding Piles)

b. New Installation, Upgrade, Expansion or Relocation (Excluding Piles)

c. Demolition, Deconstruction, Decommissioning and Removal (Excluding Piles)

d. Pile Installation, Replacement and/or Removal

e. Dredging

f, Drilling or Other Subsurface Investigation or Remediation of Contaminated Land

g. Waterlot Cleanup

The Applicant should select all of the activities that apply to the Project. An example is provided below:

Example Project: A wharf is in poor condition and sediment mull has reduced the depth of water available for vessels. The

Applicant plans to replace deteriorated decking and rails with similar but new materials, extract three existing timber pilesand replace them in the same location with new steel piles and conduct maintenance dredging to remove up to 4,000 m3

of sediment from the water lot. The Applicant reviews the Project and Environmental Review Categories document and

determines that the Project meets the criteria for Category A. The Applicant then chooses to complete the Port Metro

Vancouver Project Permit Application Form for Category A and B reviews.

PROJECT AND ENVIRONMENTAL REVIEW I APPLICATION GUIDE JULY 2015 17I&F - 40

After filling out the general Project information in the initial sections of the Application Form, the Applicant should select threeof the listed activities: (a) Repair, Replacement and Maintenance of Existing Structures (Excluding Piles); (U) Pile Installation,Replacement and/or Removal; and (e) Dredging. Once the activities are selected, the Applicant will be prompted to provideadditional details for each activity.

The Port Metro Vancouver Project Permit Application form for Category A and B reviews (Appendix D) is a fillable PDF thatcan be downloaded and saved. Once the appropriate sections have been completed, the Applicant submits the completedApplication form by email and attaches any relevant plans, studies, reports and other documents. A Port Metro VancouverProject Lead will contact the Applicant generally within two business days. If the Application is considered to be complete,the Application Review phase of the Project and Environmental Review process begins.

Download a Category A and B Application Form

3. SUBMIT A CATEGORY C or D APPLICATION

Projects that meet the criteria for a Category C and D Project requite a Preliminary Project Review Meeting and PreliminaryReview prior to submitting an Application. The Preliminary Review can be initiated by submitting a Preliminary Project Inquiry,as described above, Once the technical studies, consultation requirements and any other information requirements identifiedby the Port Metro Vancouver Project Lead during the Preliminary Review have been addressed, the Applicant shouldcomplete the Port Metro Vancouver Project Permit Application form for Category C and D reviews (Appendix E). Becausemany of the Project details are expected to have been discussed during the Preliminary Review and may be described inprofessionally prepared studies, plans and reports, the Port Metro Vancouver Project Permit Application form for Category Cand D reviews is intended to allow the Applicant to provide Project information and attach the relevant plans, studies, reportsand other documents that form part of the Application. Pending a completeness check of the submitted materials, theApplication Review phase will commence.

Download a Category C and D Application Form


GUIDANCE DOCUMENTS TO SUPPORT YOUR APPLICATION

Projects with greater complexity and a higher potential for environmental or community impacts may require additionaltechnical studies to support their review, and may require consultation activities. For more information on guidance documentsfor the Project and Environmental Review process, please visit portmetrovancouver.com/per/technical-guidellnes.

TECHNICAL STUDIES

For Projects that may have impacts on the environment and community, specific technical studies may be

required. These may include studies such as: air and noise assessments, biophysical surveys, storm watermanagement plans, view and shade impact analysis, landscaping plans, lighting plans, and/or marine riskassessments. Port Metro Vancouver has developed several technical guidelines to assist Applicants indetermining the scope of requited studies. A list of available technical guidance documents can be foundon Port Metro Vancouver’s website (also in Appendix C). The need for such studies will be confirmed in thePreliminary Review phase of the Project and Environmental Review process (i.e. prior to submission of aComplete Application), but will generally only be required for Category C and D reviews.

ABORIGINAL CONSULTATION

The Crown has a legal duty to consult with Aboriginal groups on Projects that have the potential to adversely impactAboriginal or Treaty rights. Port Metro Vancouver has been delegated authority to manage federal lands by theCanada Marine Act, and therefore leads consultation on behalf of the Crown. For more information, please refer toPort Metro Vancouver’s Aboriginal Consultation — Information for Applicants guideline available on Port MetroVancouver’s website, Aboriginal consultation requirements will be discussed in the Preliminary Review phase of theProject and Environmental Review process for Category B, C and D reviews.

STAKEHOLDER CONSULTATION

Certain Projects may require consultation activities with stakeholders such as municipal governments, port tenants,government and other agencies, and industry organizations. For more information, please refer to Port MetroVancouver’s Stakeholder Consultation Guide available on Port Metro Vancouver’s website. Stakeholder consultationrequirements will be established in the Preliminary Review phase of the Project and Environmental Review process for

Category B, C and D reviews.

PUBLIC CONSULTATION

Public consultation may be required when a Project is likely to have potential impacts on adjacent residents or isof significant public interest due to the location and/or nature of the Project. Potential impacts may include noise,

dust, and lighting that may occur during construction or operation. For more information, please refer to Port MetroVancouver’s External Guidelines for Public Consultation available on Port Metro Vancouver’s website. Public

consultation requirements will be established in the Preliminary Review phase of the Project and EnvironmentalReview process for Category B, C and D reviews.

PROJECT AND ENVIRONMENTAL REVIEW APPLICATION GUIDE I JULY 2015 19I&F - 42

4. ADDITIONAL INFORMATION

WHAT TO EXPECT AFTER A DECISION

After a Port Metro Vancouver Project Permit has been issued, there may be a number of conditions that are required to besatisfied prior to construction or operation of the Project. For Category C and D Projects, the Project Lead will schedule aPermit Condition meeting with the Applicant to go over the conditions in the approved Project Permit. For Category A and BProjects, the Applicant may request a Permit Condition meeting with the Project Lead as appropriate.

For Category C and D Projects, a debrief meeting may be arranged between the Applicant and Port Metro Vancouver todiscuss the PER process and outcomes.

If you have any questions regarding your Project Permit conditions, please contact your Project Lead.

PERMIT AMENDMENTS

After a Port Metro Vancouver Project Permit has been issued to an Applicant, any proposed substantial changes to aProject’s design or scope, including changes to construction methods and practices reviewed as part of the Project PermitApplication, must be detailed in a Request for Amendment and submitted to Port Metro Vancouver for consideration. Pleasenote that additional Application fees may apply to Project Permit amendments. These are detailed on page 23.

Port Metro Vancouver will review the proposed Project Permit amendment and will confirm if the proposed changes requirean amendment to the existing permit or require a new permit, Some amendments may also require additional Aboriginal,public and/or stakeholder consultation to address the changes to the Project. Generally, minor changes to approved plansthat do not substantially alter the Project footprint or result in changes to assessed environmental impacts will not requireadditional consultation; however, they will be considered on a case-by-case basis. Changes to stamped and approvedBuilding Permit drawings may require an amendment to an existing Building Permit.

Please contact Port Metro Vancouver if you are contemplating changes to your Project. Your Project Lead will be able toassist you in determining if a Project Permit amendment or new Project Permit is required.

VARYING CONSTRUCTION HOURS

Construction activities associated with a Port Metro Vancouver Project Permit generally will be restricted to proceedingbetween Monday and Saturday from 7:00am to 8:00pm. Construction is generally not permitted on Sundays or Statutoryholidays. Varying these construction hours may be considered where an Applicant submits a supporting rationale with theirProject Permit Application,

If an Applicant already has a Project Permit and would like to request a variance in construction hours, they must submita Request for Amendment to Port Metro Vancouver at least 30 days before the contemplated works are to begin. As partof the approval for variance to construction hours, Port Metro Vancouver may require the Applicant to provide additionaldocunientation and/or amend the Construction Management Plan (as applicable), as well as undertake notification to theadjacent community.


PERMIT EXTENSIONS

Approved Project Permits are valid for a fixed period, Substantial construction must begin and be completed within the periodspecified in the permit. Extension of this period may be requested by submitting a Request for Amendment to Port MetroVancouver at least 30 days prior to the expiry date.

Send a Request for Amendment to: Please include the following information in your request:

Planning and Development Department 1. Main contact information

Tel: 604.6659047 (name, organization, telephone number and email address)

Fax: 1 .866.284,4272 2. Project Permit number

Email: [email protected] 3. Location description or address of Project

4. Provide a brief description of proposed amendment and rationale foramendment

5. If requesting an extension, state the requested date or time frame andrationale for extension

6. If requesting a variance to Port Metro Vancouver standard construction hours,state the requested date and hours and rationale for variance

7. Attach plans and drawings (as appropriate)

PHASED DEVELOPMENTS

In certain circumstances, Project Permit Applications may be accepted for a component or phase of a larger developmentprogramme that features an extended development period, multiple parcels with diverse environmental conditions, or siteconditions that require significant preparatory works (e.g. remediation, demolition, and/or pre-load).

Project Permit Applications for a phased development Project will be reviewed through the applicable PER Category, andmust be accompanied by additional information on the overall development programme. Projects that Port Metro Vancouvermay review as part of a phased development programme include: demolition; decommissioning and removal of structures;preloading; maintenance dredging; and geotechnical or environmental investigation.

Phased developments approved in this manner do not indicate in any way that approvals will be granted for other phases ofthe overall development programme for the site. Please contact Port Metro Vancouver prior to submitting a Project PermitApplication if you are contemplating a phased development Project.

EMERGENCY WORKS

Proceeding with a Project immediately in response to an emergency may be in the interest of preventing damage to propertyor the environment, or may be in the interest of public health and safety. Such emergency works may initially proceed withouta Port Metro Vancouver Project Permit; however, Port Metro Vancouver must be notified immediately if such an emergencyoccurs and if works to address the emergency are initiated (a contact number and address must be provided). A ProjectPermit may be required for any demolition, reconstruction or replacement works after the emergency has been addressed.


5. BUILDING PERMITS

For Projects that include new buildings or require modifications to existing buildings or structures, a Port Metro VancouverBuilding Permit may be requited in addition to a Project Permit. During the Preliminary Review phase, Port Metro Vancouverstaff will confirm if a Project requires a Port Metro Vancouver Buildin9 Permit.

Port Metro Vancouver issues Building Permits for buildings and structures within the Port’s jurisdiction using an accreditedBuilding Code Consultant contracted for plan review. The Port requires that design drawings be reviewed to ensure buildingsand structures meet the 2010 National Building Code of Canada and the 2010 National Fire Code of Canada. ContractedBuilding Code Consultants advise Port staff on the issuance of Building Permits, inspections and building suitability foroccupancy.

Port Metro Vancouver Building Permits are required for:

• New building construction

• Changes of building use

• Additions and renovations

• Structural modifications

• Interior renovations

• Temporary buildings/structures on Port property

Exceptions include works not regulated by the Building Code, and certain in-water works such as:

• Floating docks or piers

• Mooring dolphins, pilings

• Private recreational moorage facilities

Where a Project is undergoing a Project and Environmental Review, a Building Permit submission can be initiated early incertain circumstances (i.e. prior to approval of a Project Permit) and processed concurrently; however, a Building Permit willnot be issued until a Project Permit has been approved.

Construction of buildings and structures that are subject to a Port Metro Vancouver Building Permit cannot begin until anapproved Building Permit has been issued. Occupancy and use of a building and structure cannot begin until occupancyapproval has been issued by Port Metro Vancouver.

For more information about the Port Metro Vancouver Building Permit process, submission requirements and fees, pleasereview Port Metro Vancouver’s Building Code Review Guidelines.


6. FEESNote: Project Permit fees are currently under review.

Depending on the category of review, the Applicant may be required to submit an Application fee, documentation deposit,and incur other expenses as part of the Project and Environmental Review process, including costs associated with preparingtechnical reports and studies, and undertaking consultation activities and reporting. Please note that all fees are subject tochange without notice.

PROJECT PERMIT APPLICATION FEE

Projects reviewed through the Project and Environmental Review process are subject to a non-refundable Project PermitApplication Fee to accompany a Complete Application. These fees do not include expenses related to obtaining a Port MetroVancouver Building Permit.

Application Type Fee GST Total Fee

Category A N/A N/A N/A

Category B (if no consultation)* $500.00 $25.00 $525.00

Category B (if consultation required) $2,500.00 $125.00 $2,625.00

Category C and D $2,500.00 $125.00 $2,625.00

Amendment (no consultation) $500.00 $25.00 $525.00

Amendment (with consultation) $2,500.00 $125.00 $2,625.00

For Projects that were previously subject only to an Environmental Assessment Procedure Review (EAP), this fee will be effectiveOctober 7, 2075. Please contact [email protected] to confirm if this applies to your project.

For Category D reviews, Port Metro Vancouver may retain third parties to assist in the review of technical studies related tothe Project Permit Application. Port Metro Vancouver will discuss the need for and associated costs of third party reviewsduring a review of the Preliminary Project Inquiry or Application.

All payments should be paid by cheque made payable to Port Metro Vancouver. Payment will be accepted fromPort tenants or consultants working on their behalf.

DOCUMENTATION DEPOSITS AND RECORD DRAWINGS

For Category C and D reviews, a documentation deposit is requited along with the Project Permit Application Fee. Adocumentation deposit may be required for Category B reviews. This deposit is based on the construction value of theProject and is retained by Port Metro Vancouver until all required record drawings, such as as-builts, surveys, or lettersof assurance have been received. The required deposit is calculated as one per cent of the construction value (minimum$1,500 to a maximum of $10,000). Once all information has been submitted to Port Metro Vancouver’s satisfaction, thedeposit is refunded in full with interest.

Category of Review Documentation Deposit

Category A Not required

May be requiredCategory B

1% of Project Costs (minimum $1500 to a maximum of $10,000)

Category C & D 1 % of Project Costs (minimum $1500 to a maximum of $10,000)

PROJECT AND ENVIRONMENTAL REVIEW APPLICATION GUIDE I JuLY 2015 23I&F - 46

7. CONTACT IN FORMATION

GENERAL INQUIRIES, AND INQUIRIES REGARDING PROJECT PERMITAND BUILDING PERMIT APPLICATIONS

PLANNING AND DEVELOPMENT

Tel: 604.665.9047


PROPERTY AND LEASING INQUIRIES

REAL ESTATE DEPARTMENT

Tel: 604.665.9196

E-mail: [email protected]*Those with existing property agreements should contact their Property Administrator directly


100 The Pointe, 999 Canada Place

Vancouver, B.C. Canada V6C 3T4

Tel: 604,665,9000

Fax: 1.866.284.4271

Web: portmetrovancouver.com


8. ADDITIONAL RESOURCES

GENERAL INQUIRIES

Port Metro Vancouver staff are available to answer any questions about the Project and Environmental Review process orBuilding Permit process. Port Metro Vancouver staff can assist in identifying the appropriate PER Category for your Projectprior to submitting an Application, assess if the use is appropriate under Port Metro Vancouver’s Land Use Plan and LettersPatent, and direct you to the appropriate Department for other inquiries.

PRELIMINARY PROJECT INQUIRIES

Please contact Port Metro Vancouver for a preliminary review of your Project if you are contemplating a Category C or Dreview. Applicants may also request a preliminary review of a Category B Project. Preliminary reviews are not required forCategory A Projects.

All Category C and D Projects require a preliminary review given the often complex nature of these Projects. During thepreliminary review, Port Metro Vancouver will provide guidance to the Applicant on the required scope of studies, consultationrequirements and other documents and information that would be required as part of a Complete Application.

Send a Preliminary Project Inquiry to:

Planning and Development Department

Tel: 604.665.9047

Fax: 1.866.284.4272


Please include the following information in your request:

1. Main contact information (Name, Organization, Telephone number and Email address)

2. Address or location description (attach Site Plan if available)

3. Confirm if the proposed Project is within or outside an existing Port Metro Vancouver lease area

4. Brief Project description (including proposed use, work and construction practices)

5. Attach conceptual plans and drawings (recommended for Category C and D Projects)

If you are ready to submit an Application, please review the documents listed in the Appendices section.


APPENDICESAppendix A: Works and Activities Exclusion List

Appendix B: Project and Environmental Review Categories

Appendix C: Project and Environmental Review Guidelines

Appendix D: Application Form for Category A/B

Appendix E: Application Form for Category C/D

GLOSSARY OF TERMSApplicantIs the party responsible for submitting a Project Permit Application to Port Metro Vancouver on behalf of the holder ofvalid tenure on the subject Port Metro Vancouver property, In the case of a Port Metro Vancouver-led project, the ProjectApplicant would be the Port Metro Vancouver employee or other designated representative responsible for the proposedproject on behalf of Port Metro Vancouver.

Building PermitIs issued by Port Metro Vancouver for buildings and structures within Port Metro Vancouver’s jurisdiction.

Complete Project Permit Application (Complete Application)Is accepted by Port Metro Vancouver to conduct a technical review of a Project Permit Application. A Complete ProjectPermit Application contains all required documents, information and fees identified in the PER Application Guide, the PERGuidelines and any additional requirements requested by Port Metro Vancouver during the Preliminary Review Phase of thePER process.

Completeness CheckIs conducted by a Port Metro Vancouver Project Lead to confirm that a Project Permit Application contains all requireddocuments and information to enable it to proceed to the next stage of review in the PER process.

Preliminary Project Review MeetingIs a required meeting between the Applicant and the Project Lead, held for Projects that meet criteria for PERCategory C and D.

ProjectAs defined in CEAA 2012 in relation to a physical work, any proposed construction, operation, modification,decommissioning, abandonment or other undertaking in relation to that physical work on federal lands, Port Metro Vancouveralso considers certain physical activities, such as dredging, to be Projects for the purposes of the PER Process, due to PortMetro Vancouver’s obligations under the Port Metro Vancouver Environment Policy, the Canada Marine Act and the PortAuthorities Operations Regulations.

Project and Environmental Review (PER)Is the process undertaken by Port Metro Vancouver to consider proposed works and activities on lands and waters managedby Port Metro Vancouver.


Project and Environmental Review Application GuideIs a comprehensive guidance document to assist Applicants in preparing and submitting Project Permit Applications toPort Metro Vancouver.

Project and Environmental Review CategoryIs the category of review assigned to a Project Permit Application. The PER Category establishes the key steps in the reviewprocess, the review timeline and Port Metro Vancouver Project Permit decision-making authority.

Project LeadIs the Port Metro Vancouver employee responsible for coordinating the Project and Environmental Review process for aProject Permit Application, and making recommendations on whether or not to approve that Project Permit Application.

Project PermitIs a Permit issued by Port Metro Vancouver authorizing a proposed Project to proceed.

Project Permit ApplicationIs an application made to Port Metro Vancouver for petmission to undertake a proposed Project.

Project Permit Application FeeIs a non-refundable fee submitted with a Complete Project Permit Application.

Review TimelineIs the expected duration of a Project and Environmental Review process in a given PER Category, including associatedconsultation activities. It is expressed in the form of a range of business days beginning at the time of receipt of a CompleteProject Permit Application and ending upon notification to the Applicant of Port Metro Vancouver’s decision on the ProjectPermit Application.

Waterlot Clean UpConsists strictly of removing introduced materials from the surface of the seabed or riverbed by diver or other non-intrusivemethod as part of Port Metro Vancouver lease termination or renewal requirements or as otherwise directed by Port MetroVancouver.

Works and Activities Exclusion ListIs a list of Projects that are excluded from the Project and Environmental Review process.


Port Metro Vancouver

100 The Pointe, 999 Canada PlaceVancouver, B.C. Canada V6C 3T4

Planning and Development

Tel: 604.665.9047Fax: 1.866.284.4272Email: [email protected]

1IIWeb: portmetrovancouver.com uanaua

I&F - 51

Example Projects under Project and Environmental Review Categories

Example Projects

Category A Category B Category C Category D

One‐for‐one pile replacement

Maintenance dredging

Drilling investigation Waterlot cleanup

Repair or replacement of existing utilities located near water

Most shoreline protection works

Installation of 20 or more new piles

Installation of a new stormwater outfall

Installation of a new fueling facility with a total design storage capacity of less than 100,000 L

Expansion of an existing wharf in an area that is not environmentally sensitive

Placement of fill in‐water for the purpose of creating land

Installation of new facilities or equipment which will result in new discharges to air or water

Installation of structures which may impact neighbouring communities

Construction of a new warehouse or distribution centre

Construction / demolition activities in an environmentally sensitive area

Large‐scale infrastructure / transportation development

Substantial terminal capacity increases, arising from new or upgraded facilities, which may significantly impact road, rail or marine traffic

Construction of a new terminal or a change of commodities at an existing terminal, with a total design storage capacity of more than 5,000,000 L

Projects with multiple potential environmental and community impacts requiring multiple technical reports

I&F - 52

DDavis

Text Box

5.3 Attachment 3

11907165

To: Intergovernment and Finance Committee From: Heather Schoemaker, Senior Director, External Relations Department Date: September 8, 2015 Meeting Date: September 17, 2015 Subject: Zero Waste Communications Program

RECOMMENDATION That the GVRD Board approve the Zero Waste Communications Program as presented in the report dated September 8, 2015, titled “Zero Waste Communications Program” and include funding for the following initiatives under the 2016 General Government function budget:






PURPOSE To provide options for funding Metro Vancouver’s Zero Waste communications in 2016. BACKGROUND Since 2006, Metro Vancouver has been funding Zero Waste communications initiatives through a combination of the Corporate Support (External Relations) budget and through the Solid Waste function budget. The program has grown significantly over this time both in terms of its scope and in terms of the target audience for the program. Currently, approximately $1 million is spent annually by Metro Vancouver to fund Zero Waste communications and behavior change programs. These programs include the Create Memories, Not Garbage Christmas Campaign, Food Isn’t Garbage Campaign, Love Food Hate Waste, the National Zero Waste Council and the annual Zero Waste Conference. All elements of these campaigns have been made available free of charge to both Metro Vancouver Member Municipalities and other local governments for their use. The campaigns have proven to be extremely effective in contributing towards achieving the region’s zero waste objectives and to‐date, various campaigns have successfully been adapted for use both within the Metro Vancouver region and beyond. This report reviews the current scope of the Zero Waste Communications Program and examines options for the ongoing funding of this program.

5.4

I&F - 53

Zero Waste Communications Program Intergovernment and Finance Committee Meeting Date: September 17, 2015

Page 2 of 5

ZERO WASTE COMMUNICATIONS INITIATIVES Create Memories, Not Garbage; Food Isn’t Garbage; and Love Food, Hate Waste. The key elements of the Zero Waste communications initiatives – Create Memories, Not Garbage; Food Isn’t Garbage; and Love Food, Hate Waste – have been specifically developed to educate consumers about appropriate purchasing choices and to change consumer behavior to prevent and reduce the amount of garbage entering the waste stream. These campaigns typically include innovative creative elements – in the case of Food Isn’t Garbage a series of fun food characters were created ‐ broad‐based advertising and marketing strategies, with a robust multimedia, video and transit focus, a significant social media presence, and other forms of outreach and collaboration with Member Municipalities and other stakeholders. National Zero Waste Council. The National Zero Waste Council, a key mandate of Metro Vancouver’s solid waste management plan recognizing the national and indeed global engagement needed to achieve zero waste objectives, was founded by Metro Vancouver in collaboration with the Federation of Canadian Municipalities in 2013. With a vision of a Canada united in the achievement of zero waste, now and for future generations and a mission to act collaboratively with business, government and the community, at the national and international level, as an agent of change for waste prevention and reduction, production and use of goods, the Council is a cross‐sectoral collaboration of governments at all levels, business, and the community at large that is committed to:

1) catalyzing change in the design of products and packaging to reduce materials intensity and allow enhanced recycling, reuse and recovery; and

2) changing consumer behaviour among all sectors of society. It has three overarching

priorities: implement national communication campaigns, advance policy development and facilitate knowledge exchange and dialogue.

The Secretariat for the Council is housed at Metro Vancouver within the External Relations Department – the Chair of the Council is Malcolm Brodie, Chair of Metro Vancouver’s Zero Waste Committee. Zero Waste Conference. The Zero Waste Conference is one of Metro Vancouver’s flagship, national events, and brings together thought leaders, waste management experts, academia, government and the public at large to challenge traditional assumptions around waste and demonstrate the economic value to be realized from zero waste and circular economy approaches. The 2016 Zero Waste Conference will be the sixth annual, and Metro Vancouver expects to attract an audience in excess of 600 for this increasingly popular event. Proposed Regional Funding Model For the past number of years, Metro Vancouver’s Zero Waste communication and outreach initiatives have been funded through either the External Relations Department (allocated to Metro Vancouver functions as part of Corporate Support Costs) or have been funded directly by the Solid Waste function budget. In reviewing this funding model, it is recognized that the Zero Waste Communications Program in fact goes well beyond the scope of the solid waste utility. There is broad interest in the program at the provincial, national and even international level and the scope of these zero waste communication activities goes well beyond Metro Vancouver’s regional boundaries.

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Each of the Zero Waste communications initiatives described above has delivered broad regional benefits through raised awareness, changed consumer behaviour and ultimately through reduced waste volumes. Each initiative directly involves working with Metro Vancouver Member Municipalities and other key stakeholders in both the public and private sectors. Creative materials, key marketing elements, videos and other supporting materials are shared and made available to a wide regional audience and, in certain instances (the Zero Waste Conference and the National Zero Waste Council), Metro Vancouver Zero Waste initiatives have garnered both national and international support. In addition, a number of significant stakeholder groups throughout the region, including the waste hauling industry, recyclers, material recovery providers, and the food and beverage industry, have a vested interest in the overall effectiveness of Metro Vancouver’s Zero Waste communications activities, and are therefore directly and indirectly impacted by their ability to deliver on program objectives. As a result of this analysis of the Zero Waste Communications Program impacts and benefits, alternatives for funding these programs in 2016 have been considered. An option being presented for consideration in this report is the proposal to fund Metro Vancouver’s Zero Waste communications activities through the General Government function where each Metro Vancouver member would contribute to the cost of the program through the GVRD requisition. This funding model differs from the current approach that either relies upon tipping fees to fund broad communications programs through the solid waste function or funds these programs through the Corporate Support service which allocates costs proportionally by legislative function. Proposed 2016 Zero Waste Communication Activities Zero Waste Communications activities proposed for 2016 and their estimated costs include the following: National Zero Waste Council $371,738 Food Isn’t Garbage Campaign $115,000 Love Food Hate Waste $ 84,400 Create Memories Not Garbage Christmas Campaign $200,000 6th Annual Zero Waste Conference $133,000 These activities and programs will have broad regional benefits and will potentially impact stakeholders beyond Metro Vancouver and its members. As an alternative to the current funding model, staff are proposing consideration of an alternative that would see these activities funded under the General Government function. The GVRD Board would approve funding on an annual basis during the GVRD budget process. Subject to the Committee and Board’s recommendation flowing from this report, any final decision on funding Metro Vancouver’s Zero Waste communications activities for 2016 will be made as part of the 2016 budget approval process, which will be completed by the end of October 2015.

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ALTERNATIVES 1. That the GVRD Board approve the Zero Waste Communications Program as presented in the

report dated September 8, 2015, titled “Zero Waste Communications Program” and include funding for the following initiatives under the 2016 General Government function budget:





6th Annual Zero Waste Conference 2. That the GVRD Board approve the Zero Waste Communications Program as amended and include

funding for these initiatives under the 2016 General Government function 3. That the GVRD Board approve the Zero Waste Communication Program as presented and include

funding for the following initiatives under the 2016 Corporate Support (External Relations) budget:






4. That the Intergovernment and Finance Committee receive the report for information and provide alternate direction.

FINANCIAL IMPLICATIONS Alternative One. If the Board approves alternative 1, the estimated $904,138 for the 2016 Zero Waste Communications Program would be funded through the GVRD General Government tax requisition. In the past, this program cost would have been funded either through the Solid Waste function budget or through Corporate Support services budget. In 2015, program funds have been included in the External Relations budget. If this alternative is approved, it is anticipated that the GVRD annual impact to the average household would increase by $0.75; however, there would be an equivalent offsetting savings in other functions resulting from reduced Corporate Support Cost allocations by $904,138. Alternative Two. Under alternative 2, the Board may wish to support funding the Zero Waste Communications Program under the General Government function, but provide direction to staff to amend the scope of the communications initiatives undertaken in 2016. For example, the Board may wish to reduce funding for an individual initiative or discontinue an initiative if it is deemed to no longer have the effectiveness of earlier campaigns. The reduced financial impact to the average household would be proportionate to the reduced scope. Alternative Three. Under alternative 3, funding for the Zero Waste Communication Program would continue as a Corporate Support service and would be allocated to Metro Vancouver functions on a

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proportionate basis. This funding model can have the effect of disproportionately allocating direct program costs to legislative functions that are not related to the Solid Waste function. Alternative Four. The Committee may wish to explore other alternatives, such as returning funding for these communication initiatives under the Solid Waste function, which relies on tipping fees or transaction fees to cover its costs or creating a new Solid Waste service to cover the cost of this program. SUMMARY / CONCLUSION Since 2006, Metro Vancouver has been funding the Zero Waste Communications Program through a combination of the Corporate Support (External Relations) budget and through the Solid Waste function budget. The program has grown significantly over this time both in terms of its scope and in terms of its target audience. All elements of the Zero Waste campaigns have been made available free of charge to both Metro Vancouver Member Municipalities and other local governments for their use. The campaigns have proven to be extremely effective in contributing towards achieving the region’s zero waste objectives and to‐date, various campaigns have successfully been adapted for use both within the Metro Vancouver region and beyond. Approximately $1 million is spent annually by Metro Vancouver to fund Zero Waste communications and behavior change programs such as the Create Memories, Not Garbage Christmas Campaign, Food Isn’t Garbage Campaign, Love Food Hate Waste, the National Zero Waste Council and the annual Zero Waste Conference. These programs, which have proven to deliver broad regional and national benefits, support key components of the Integrated Solid Waste and Resource Management Plan and the Board Strategic Plan with information and key campaign components made available to share with Member Municipalities and other key stakeholders. The National Zero Waste Council and Zero Waste Conference initiatives in particular have garnered national and international support. For the past number of years, these activities and programs have been funded through the External Relations Department or the Solid Waste function budget. A number of alternatives for funding zero waste activities in 2016 and beyond have been considered. Based on the analysis of funding approaches, the regional benefits accruing from these programs and the desire to ensure the continuation of Zero Waste Communication Programs into the future, which has seen Metro Vancouver become a leader in waste reduction and prevention and one of the most successful jurisdictions in North America in minimizing waste and maximizing recycling, it is recommended that Alternative 1, enabling funding for these programs through the General Government function, be supported.

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11940446

To: Intergovernment and Finance Committee From: Allan Neilson, General Manager, Planning, Policy and Environment

Elisa Campbell, Director of Regional Planning, Planning, Policy and Environment Date: September 6, 2015 Meeting Date: September 17, 2015 Subject: Transportation Planning and Governance in Metro Vancouver

RECOMMENDATION That the GVRD Board:


b) Direct the Gas Tax Task Force to take into consideration the outcomes of the study when making recommendations to the GVRD Board on the allocation of regional gas tax funds to TransLink.

_________________________________________________________________________________

PURPOSE This report provides the Intergovernment and Finance Committee with the opportunity to consider a proposed scope of work for a study designed to address two GVRD Board resolutions related to regional transportation planning and governance.

BACKGROUND On July 2, 2015, the results of the Metro Vancouver Transportation and Transit Plebiscite were released. The final voting results were 38.32% of valid votes in favour of, and 61.68% opposed to, a new 0.5% Metro Vancouver Congestion Improvement Tax, to be dedicated to the Mayors' Council transportation and transit plan. On July 31, 2015, the GVRD Board passed two resolutions related to the regional transportation function as follows:

That the GVRD Board direct staff to investigate options for Metro Vancouver to increase its role for advocacy and planning in transportation; and

That the GVRD Board direct Metro Vancouver staff to work with the TransLink Mayors’ Council to prepare a report that investigates alternate governance structures for the delivery of public transit within the region including perpetuation of the current TransLink governance structure and a public utility model similar to the current water and liquid waste utilities.

In response to these resolutions, Metro Vancouver staff, in conjunction with staff from the Mayors’ Council, proposes to undertake a study that will identify options for how best to achieve a wholly integrated land use and transportation plan and system in the region.Generally, the joint Metro

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Transportation Planning and Governance in Metro Vancouver Intergovernment and Finance Committee Meeting Date: September 17, 2015

Page 2 of 5

Vancouver‐Mayors’ Council process will focus on the governance aspect of the study. Metro Vancouver staff will address those parts of the scope of work related to transportation planning. Because of the close linkage between transportation governance and planning, the study, as detailed in Transportation Planning and Governance in Metro Vancouver: Proposed Scope of Work(Attachment), will address the two resolutions together. TRANSPORTATION PLANNING AND GOVERNANCE Context It is well known that Metro Vancouver is a region that is growing rapidly. Based on modelling and data analysis conducted by Metro Vancouver staff, the population is anticipated to increase by another million people over the next twenty‐five years. In 2011, the GVRD Board adopted Metro 2040, the regional growth strategy. Co‐created by member municipalities, Metro 2040 articulates a vision for how to accommodate the expected growth in a way that is livable, and that incorporates patterns and forms of development that are in harmony with nature, foster community well‐being, and ensure economic prosperity. The transportation system is both a key component of the regional vision, and a key tool for achieving Metro 2040 goals. The land use component of regional planning is a function undertaken by Metro Vancouver. Conversely, responsibility for the transportation component of regional planning rests with TransLink, as a result of legislative changes introduced in both 1999 and 2007.1 Metro 2040 is linked to the existing Regional Transportation Strategy and to the Mayors’ Council Vision, and staff within the related organizations liaise with one another to coordinate aspects of the plans. The separation of responsibility for regional land use and transportation planning that exists, however, means that the decisions and plans are not wholly integrated. They are generally aligned at a high level, but there are numerous areas of disjunction. Part of this disjunction is a result of the plans themselves being separated, and part of it is a result of a fragmented governance structure. Transportation System A transportation system supports mobility choices, not in order to facilitate movement between places, but rather to provide access to goods, services or amenities in different locations. An effective transportation system allows for mobility between places in a way that optimizes choice and accessibility (including through locating land uses adjacent to each other), considers all users in the system, and manages congestion. Making decisions about transportation infrastructure involves planning the system, operating it, and determining how best to fund it. Each of these functions take place within a governance structure that is put in place not as an end, but as a means to ensuring that the optimal decision‐making context is provided for each of these functions individually and collectively. Securing predictable and sufficient funding sources is crucial to achieving an effective regional transportation system. In turn, procuring funds from new sources (including taxes and fees) is closely linked to having a strong level of public and institutional trust in the bodies that govern transportation decisions. In the case of the Metro Vancouver region, as was made clear recently by

1 Detailed descriptions of this governance structure can be found in the March 2013 report, TransLink Governance Review, commissioned by the Mayors’ Council.

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the results from the Metro Vancouver Transportation and Transit Plebiscite, this trust needs to be rebuilt. Approach to the Study The study on transportation planning and governance is based on the premise that the region’s transportation system is a critical tool for achieving the vision set out in Metro 2040. Discussions about how best to structure effective regional transportation planning, operating and funding must be grounded in this regional vision, such that land use is the key driver for transportation decisions. The governance structure must support this closely‐knit relationship. The desired result is a wholly integrated regional land use and transportation plan. PROPOSED STUDY: SCOPE OF WORK The objective of the proposed study is to demonstrate how best to achieve a truly integrated land use and transportation plan and system. The study will examine options for how best to structure and coordinate the transportation planning, operating, and financing functions with land use planning, as well as what the best institutional arrangement is to support achievement of the regional vision. Research will draw on past studies and papers, input from key stakeholders, interviews with professionals and experts, and other advice and commentary to answer the following questions:

1. How can transportation planning, operating and financing best be undertaken to achieve a wholly integrated land use and transportation plan and system?

2. What are the characteristics of an effective and sustainable transportation system that we hope to achieve and/or optimize in the Metro Vancouver region?

3. What governance model can best allow land use planning to drive decisions about the transportation system? What role should key bodies (i.e., TransLink, Mayors’ Council, Metro Vancouver) play?

4. In the short term, how can we optimize the transportation system within the governance structure as it currently exists?

5. Over the longer term, what changes to the governance model help to achieve a broader range of characteristics of an effective and sustainable transportation system?

Transportation Planning and Governance in Metro Vancouver: Proposed Scope of Work(Attachment) provides more detail about the methodology that will be followed to research and compile answers to each of these questions. The scope of work proposed will identify a range of both practical near‐term options for improvements, as well as longer‐term more substantive reforms. Given the sense of urgency conveyed by the Metro Vancouver Board of Directors, the study will produce an initial set of outputs and recommendations to the GVRD Board within the next three months, with the possibility of additional research, outreach and engagement activities over a longer timeframe.

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ALTERNATIVES 1. That the GVRD Board:


b) Direct the Gas Tax Task Force to take into consideration the outcomes of the study when making recommendations to the GVRD Board on the allocation of regional gas tax finds to TransLink.

2. That the GVRD Board receive the report for information and provide alternate direction. FINANCIAL IMPLICATIONS If the Board approves alternative one, senior staff from Metro Vancouver will undertake the proposed scope of work in conjunction with staff from the Mayors’ Council and other resources as required. It is anticipated that the workplan can be fulfilled within the existing Board‐approved Regional Planning budget for the remainder of 2015. The recommendations and next steps that emerge through the study will undoubtedly have financial implications, and it may be that additional resources will need to be provided. The need for any additional resources will be identified as part of the scope of work. OTHER IMPLICATIONS While there are no legal impacts anticipated for the short‐term, it is possible that the recommendations and next steps that emerge through the study may require legislative changes over the long‐term. Specific changes will be identified as part of the scope of work as necessary. The considerations and discussions linked to the proposed scope of work of this study are relevant to the work of the Metro Vancouver Gas Tax Task Force. Insofar as it is anticipated that the outcome of the study may inform the work of the Gas Tax Task Force, it is proposed that the work of the Task Force be put on hold until the study is completed. SUMMARY / CONCLUSION On July 31, 2015, in response to the results of the Metro Vancouver Transportation and Transit Plebiscite, the GVRD Board passed two resolutions related to the regional transportation function. In response to these resolutions, Metro Vancouver staff proposes to undertake a study in conjunction with the Mayors’ Council that will identify options for how best to achieve a wholly integrated land use and transportation plan and system in the region.Because of the close linkage between transportation governance and transportation planning, the study will address both resolutions together. The Transportation Planning and Governance in Metro Vancouver: Proposed Scope of Work(Attachment) provides more detail about the methodology that will be followed. The focus will be on researching and compiling answers to a series of key questions related to options for how best to ensure that transportation planning, operating, funding and governance for the region is grounded within a framework in which land use drives decisions about the transportation system.

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Insofar as it is anticipated that the outcome of the study may inform the work of the Metro Vancouver Gas Tax Task Force, it is proposed that the work of the Task Force be put on hold until the study is completed. Staff recommends that the Board endorse the scope of work as presented under alternative one. Attachment Land Use and Transportation Planning and Governance in Metro Vancouver: Proposed Scope of Work

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Transportation Planning and Governance in Metro Vancouver: Proposed Scope of Work

Rationale It is well known that Metro Vancouver is a region that is growing rapidly. Based on modelling and data analysis conducted by Metro Vancouver staff, the population is anticipated to increase by another one million people over the next twenty‐five years. In 2011, the GVRD Board adopted Metro 2040, the regional growth strategy. Co‐created by member municipalities, Metro 2040 articulates a vision for how to accommodate the expected growth in a way that is livable, and that incorporates patterns and forms of development that are in harmony with nature, foster community well‐being, and ensure economic prosperity. The transportation system is both a key component of the regional vision, and a key tool for achieving Metro 2040 goals. A transportation system supports mobility choices, not in order to facilitate movement between places, but rather to provide access to goods, services or amenities in different locations. An effective transportation system allows for mobility between places in a way that optimizes choice and accessibility (including through locating land uses adjacent to each other), considers all users in the system, and manages congestion. The land use component of regional planning is a function undertaken by Metro Vancouver. Conversely, responsibility for the transportation component of regional planning rests with TransLink, as a result of legislative changes introduced in both 1999 and 2007.2 Metro 2040 is linked to the existing Regional Transportation Strategy and to the Mayors’ Council Vision, and staff within the related organizations liaise with one another to coordinate aspects of the plans. The separation of responsibility for regional land use and transportation planning that exists, however, means that the decisions and plans are not wholly integrated. They are generally aligned at a high level, but there are numerous areas of disjunction. Part of this disjunction is a result of the plans themselves being separated, and part of it is a result of a fragmented governance structure. Making decisions about transportation infrastructure involves planning the system, operating it, and determining how best to fund it. Each of these functions take place within a governance structure that is put in place not as an end, but as a means to ensuring that the optimal decision‐making context is provided for each of these functions individually and collectively. Securing predictable and sufficient funding sources is crucial to achieving an effective regional transportation system. In turn, procuring funds from new sources (including taxes and fees) is closely linked to having a strong level of public and institutional trust in the bodies that govern transportation decisions. In the case of the Metro Vancouver region, as was made clear recently by the results from the Metro Vancouver Transportation and Transit Plebiscite, this trust needs to be rebuilt. Approach The study on transportation planning and governance is based on the premise that the region’s transportation system is a critical tool for achieving the vision set out in Metro 2040. Discussions

2DetaileddescriptionsofthisgovernancestructurecanbefoundintheMarch2013report,TransLinkGovernanceReview,commissionedbytheMayors’Council.

5.5Attachment

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Transportation Planning and Governance in Metro Vancouver: Proposed Scope of Work Page 2 of 4

about how best to structure effective regional transportation planning, operating and funding must be grounded in this regional vision, such that land use is the key driver for transportation decisions. The governance structure must support this closely‐knit relationship. The desired result is a wholly integrated land use and transportation vision and plan. Objective of Study The objective of the proposed study is to demonstrate how best to achieve a wholly integrated land use and transportation plan and system in the Metro Vancouver region. The study will involve examining options for how best to structure and coordinate the transportation planning, operating, and financing functions with land use planning, as well as what the best governance structure is to support achievement of an integrated vision and plan. Methodology Consistent with the approach described above, Metro Vancouver staff, in conjunction with Mayors’ Council staff, will draw on past studies and papers, input from key stakeholders, interviews with professionals and experts, and other advice and commentary to answer the following questions:

1. How can transportation planning, operating and financing best be undertaken to achieve a wholly integrated land use and transportation plan and system?

2. What are the characteristics of an effective and sustainable transportation system that we hope to achieve and/or optimize in the Metro Vancouver region?

3. What governance model can best allow land use planning to drive decisions about the transportation system? What role should key bodies (i.e., TransLink, Mayors’ Council, Metro Vancouver) play?

4. In the short term, how can we optimize the transportation system within the governance structure as it currently exists?

5. Over the longer term, what changes to the governance model help to achieve a broader range of characteristics of an effective and sustainable transportation system?

The research and analysis will proceed in accordance with the steps that follow:

A. Functions and Roles in Regional Transportation Systems In order to make recommendations for how to structure transportation planning and governance in an optimal way, it is important to be clear about the different roles that need to be incorporated, as well as base principles against which to evaluate the roles individually and as part of a system. This groundwork will be useful for undertaking a gap analysis as part of step C.

Identify the entities and functions involved in a regional transportation system, and the

respective roles and responsibilities associated with each:

Land use planning and growth management

Transportation planning, operating, financing / funding

Governance Clarify criteria for defining and evaluating institutional arrangements Identify some key levers for optimizing the integration of land use and transportation

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Identify different combinations / ways in which these functions can work together, leading to articulation of a spectrum of roles and governance structures for regional transportation planning and delivery

B. Characteristics of Effective Regional Transportation Systems

Closely related to the previous step is a process of identifying those characteristics that, in an ideal world, would be present in a transportation system. This step is based on the assumption that, although it is unlikely that there is a system anywhere else that should be imported as a whole to the Metro Vancouver context, there are undoubtedly individual characteristics present in other examples (including the existing regional context) that are desirable. This information will also be useful for undertaking step C.

Identify desirable characteristics of an effective transportation system

Research examples of effective transportation systems and plans Identify criteria that should be used to evaluate transportation systems and

transportation governance structures

C. Structure in Metro Vancouver This step involves taking the information from the first two steps and overlaying it on information about the current structure in order to illustrate where challenges and opportunities lie. This process will involve an analysis of the existing regional system, and assessing how well, or poorly, the current system is working, and what opportunities might exist for improving it.

Define what is on the ground right now in the region Identify which of the desirable characteristics from the previous step are currently

missing Identify which of the desirable characteristics are present and should be optimized Identify existing characteristics that are creating challenges for optimization of the

system D. Options for Regional Transportation Planning, Operating, Financing

The results of the previous steps will facilitate the presentation of some options for how best to modify the existing system in order to achieve the objective of an integrated land use and transportation vision and system. This step will result in some practical, near‐term actions to improve shortcomings identified in the previous step, as well as longer‐term reforms.

Identify options for achieving / embedding desirable characteristics into the Metro

Vancouver context Identify if there is a direct role for Metro Vancouver for each of these functions

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E. Options for Regional Transportation Governance

Closely linked to step D, this step will synthesize the outputs from the previous steps in order to present some potential governance structures that can achieve the overall objective of the study. Both a short‐term and a long‐term dimension will be applied to this analysis as well, such that a spectrum of possibilities will emerge.

Identify potential governance structures that can support achieving the characteristics

desired in the Metro Vancouver model Timeline This study will provide research and information in support of deliberations about options for reforming transportation planning and governance in the region. There is a sense of urgency on the part of the Metro Vancouver Board of Directors for staff to return with information related to transportation planning and governance options over the next few months. Similarly, the Mayors’ Council has requested that real progress be made on these issues by the end of 2015. As such, this study will produce an initial set of outputs and recommendations to the GVRD Board within the next three months. It is possible that the initial work will need to followed with additional and broader discussions and consultation with stakeholders over a longer timeframe. Resources Senior staff from Metro Vancouver and from the Mayors’ Council will undertake the study that is outlined by the scope of work. Generally, the joint Metro Vancouver‐Mayors’ Council process will focus on the governance aspect of the study. Metro Vancouver staff will address those parts of the scope of work related to transportation planning. Other internal and external resources will be consulted as required.

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11897704

To: Intergovernment and Finance Committee From: Andrea Winkler, Liquid Waste Program Manager, Public Involvement

Vanessa Anthony, Water Services Program Manager, Public Involvement Date: September 10, 2015 Meeting Date: September 17, 2015 Subject: Metro Vancouver Public Advisory Committee Policy

RECOMMENDATION That the GVRD Board approve the Metro Vancouver Public Advisory Committee Policy as presented in the report titled “Metro Vancouver Public Advisory Committee Policy”, dated September 10, 2015.

PURPOSE The purpose of this report is to bring forward the Metro Vancouver Public Advisory Committee Policy for consideration by the Board. The Policy sets out parameters for the establishment of a Public Advisory Committee to provide advice to Metro Vancouver on a specific project, process or plan. BACKGROUND As part of a broader public consultation process, Public Advisory Committees provide an opportunity for meaningful engagement with stakeholders on issues that directly impact their communities. A Public Advisory Committee is typically formed to receive information and provide advice for the duration of a specific project, process or plan. The Board Strategic Plan 2015-2018, emphasizes the importance of developing relationships and engaging with a broad range of stakeholders, including community groups, as an action to enhance Metro Vancouver’s role as a Regional Federation (section 4.4). A Public Advisory Committee differs from other Intergovernmental or Technical Advisory Committees because it is composed of community members and focuses on community impacts. Currently, there is no consistent approach or criteria to establish a Public Advisory Committee for Metro Vancouver projects, processes or plans. This report and attached policy provides a framework to guide Metro Vancouver on establishing and participating in Public Advisory Committees. METRO VANCOUVER PUBLIC ADVISORY COMMITTEE POLICY This policy sets out criteria to establish a Public Advisory Committee, its purpose, and terms of reference. Highlights of the policy are captured below:

Public Advisory Committees may be established for a project that is complex and/or has significant community impacts with decision points that would benefit from informed community input developed through consistent involvement in the project, process or plan.

Membership is to be considered by a designated Standing Committee and ratified by the Metro Vancouver Board.

Public Advisory Committee input and recommendations are considered by Metro Vancouver staff and reported to the designated Standing Committee in accordance with the Public Advisory Committee’s Terms of Reference.

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Metro Vancouver Public Advisory Committee Policy Intergovernment and Finance Committee Meeting Date: September 17, 2015

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Budget and staff resources to support a Public Advisory Committee are included within the overall program budget for the project, process or plan.

The Policy is specifically focused on the creation of internal public advisory committees that work within the governance framework of Metro Vancouver and its four legal entities. It establishes the criteria that will guide Metro Vancouver on when to establish public advisory committees to provide community input on specific initiatives, and it provides the authority to commit staff resources and project funding to cover incidental committee expenses. The Policy does not apply to external public advisory committees. EXTERNAL PUBLIC ADVISORY COMMITTEES While the proposed policy does not include the authority to provide resources and support to external advisory committees, there have been situations in the past where Metro Vancouver has supported external public advisory committees. These situations have occurred in the absence of a formal Board Policy which would have provided guidance, direction and consistency on how public input is obtained on Metro Vancouver projects. Community Monitoring Advisory Committee. An example of ongoing support to an external public advisory committee is that provided by Metro Vancouver to the District of North Vancouver to support its Community Monitoring and Advisory Committee (CMAC). This Committee is a municipal advisory committee that was established by the City in August 2001 to provide a community perspective to both Metro Vancouver and to the District of North Vancouver on current and planned water utility construction projects, with membership selected and managed by the District of North Vancouver. Metro Vancouver has been providing funding and staff support for CMAC for 14 years. Funding covers the costs for a meeting facilitator and catering. Metro Vancouver has been providing resources to CMAC over this period and has obtained valuable input from the Committee on Greater Vancouver Water District projects. With the Board’s approval of the new policy, it is anticipated that Metro Vancouver will no longer be providing funding for CMAC and would provide notice to DNV that funding and staff support would be discontinued at the end of 2015. As CMAC is a District of North Vancouver public advisory committee, the District has sole responsibility and oversight of the Committee. If CMAC continues in 2016, Metro Vancouver staff would to attend CMAC meetings periodically, as required, to provide updates on relevant Metro Vancouver projects. Future public advisory committees would be established by Metro Vancouver pursuant to criteria in the new Board Policy in conjunction with specific projects that are initiated within member jurisdictions. ALTERNATIVES 1. That the Metro Vancouver Board approve the Metro Vancouver Public Advisory Committee Policy

as presented in the report titled “Metro Vancouver Public Advisory Committee Policy”, dated September 10, 2015.

2. That the Intergovernment and Finance Committee receive the report titled “Metro Vancouver

Public Advisory Committee Policy” for information and provide alternate direction.

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Metro Vancouver Public Advisory Committee Policy Intergovernment and Finance Committee Meeting Date: September 17, 2015

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FINANCIAL IMPLICATIONS There are no direct budget implications associated with the approval of this Policy. The budget and staff resources to support Public Advisory Committees will be included in the individual program budgets. SUMMARY / CONCLUSION In order to streamline the process of establishing Public Advisory Committees, and to build on Metro Vancouver’s experience in using these committees to collaboratively conduct its business, this policy has been developed. It provides criteria for determining if a Public Advisory Committee is appropriate for a given project, process or plan, and, if it is determined as appropriate, it provides parameters for establishing one. It is recommended that the Metro Vancouver Public Advisory Committee Policy be approved as presented in alternative one. Attachments 1. Public Advisory Committee Policy 2. Public Advisory Committee Terms of Reference Template

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Orbit Document #11174031 Pubic Advisory Committee Policy Page 1 of 2

PUBLIC ADVISORY COMMITTEE

Effective Date:

Approved By: GVRD Board

PURPOSE The purpose of this policy is to set out the parameters for the establishment of a Public Advisory Committee that will provide advice to Metro Vancouver (GVRD, GVWD, GVS&DD, MVHC) on a specific project, process or plan. POLICY Metro Vancouver recognizes that a Public Advisory Committee can be a valuable means of engaging communities in decisions that may impact them. Typically, a Public Advisory Committee is comprised of a group of community members who are convened to provide advice to Metro Vancouver on a specific project, process or plan. Through a formalized membership process, Public Advisory Committee members make a commitment to gain a deeper understanding of the issues and to provide informed advice to Metro Vancouver on key decision points. Importantly, a Public Advisory Committee is a two-way communication link to the community, where members are expected to provide insight into community issues and concerns. Through this process, a Public Advisory Committee can help to build a partnership with the community and provide a forum for constructively resolving issues. PUBLIC ADVISORY COMMITTEE CRITERIA The following criteria shall be considered to determine when a Public Advisory Committee will be established:

a. The project is complex and/or has significant community impacts with key decision points that would benefit from informed community input, developed through consistent involvement in the project, process or plan; and

b. Project decisions would benefit from the perspectives of targeted community

interests, ensured through a formalized membership.

Once the criteria has been satisfied, the following steps shall be taken to proceed with establishing a Public Advisory Committee:

a. A Terms of Reference shall be prepared for each Public Advisory Committee that is established to ensure that members are aware of expectations, commitments and the advisory role of the Committee;

BOARD POLICY

5.6 ATTACHMENT 1

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Orbit Document #11174031 Pubic Advisory Committee Policy Page 2 of 2

b. Each Terms of Reference will include: project background, objectives, composition and appointment of members, member roles and responsibilities, format and expected outputs, meeting format and conduct, reporting and resources, decision-making and reporting process and duration;

c. Candidates for appointment to a Public Advisory Committee will be considered at a closed meeting by the standing committee having oversight over the specific project, process or plan, based on their skill, knowledge, ability and interest in representing a range of perspectives relevant to the project, process or plan.

d. Public Advisory Committee appointments shall be ratified by the Board, in a closed meeting, and subsequently released to the public.

e. Advice, input and recommendations from a Public Advisory Committees shall be received and documented by Metro Vancouver staff and shall be considered and reported to the Board in accordance with the committee terms of reference.

AUTHORIZATION

The budget and staff resources to support an established Public Advisory Committee are included within the overall program budget for the project, process or plan and are approved by the Board.

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Orbit # Date Page 1 of 3

Public Advisory Committee Terms of Reference Template

[Insert Public Advisory Committee Name] Terms of Reference

BACKGROUND [Describe project and phase of work if applicable, including areas that the Public Advisory Committee will provide input into] PURPOSE The purpose of these Terms of Reference is to ensure that members of the Public Advisory Committee are aware of expectations, commitments and their advisory role for the [project name]. OBJECTIVES The Public Advisory Committee will receive information and provide advice on the [project name] regarding potential community impacts. DURATION and REVIEW

1. Duration: Public Advisory Committee members will be appointment for [amount of time] and membership will be reviewed on a [XX] basis to ensure that membership is reflective of the project needs.

MEMBERSHIP AND APPOINTMENT PROCESS

2. Membership: The Public Advisory Committee membership has representation from [identify: business, resident, at-large, environmental, education, chamber of commerce etc.] Note: Metro Vancouver engages First Nation groups through a separate process.

3. Public Advisory Committee Appointment: The Public Advisory Committee membership is appointed by [applicable Standing Committee and Board] along with the Public Advisory Committee’s Terms of Reference at an in-camera meeting.

ADMINISTRATION

4. Metro Vancouver Staff Responsibilities: Metro Vancouver staff are responsible to develop a work plan for the Public Advisory Committee; develop the Terms of Reference; recruit Public Advisory Committee members; obtain approval of the membership list; determine the need for and recruit a process facilitator and/or a Chair and Vice-Chair; prepare the Public Advisory Committee meeting agendas with input from the process facilitator or Chair and Vice-Chair; prepare meeting summaries; provide technical advice and support within the scope of the project; determine areas of input from the Public Advisory Committee and receive advice from Public Advisory

5.6 ATTACHMENT 2

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Committee on these areas of input; report on Public Advisory Committee progress to standing committee of the Metro Vancouver Board.

5. Budget and Remuneration The budget for the Public Advisory Committee is included in the overall program and will cover reasonable costs including, but not exclusive, of: catering at meetings, materials, process facilitator (as required), note-taker (as required) and facility rental. No remuneration will be provided to Public Advisory Committee members.

OPERATING GUIDELINES

6. Chair and Vice Chair: The Chair of the Public Advisory Committee is [name] and the Vice-Chair is [name]. If the Public Advisory Committee’s Terms of Reference do not provide for the appointment of a Chair or Vice-Chair, the Public Advisory Committee will elect a Chair and a Vice- Chair, or Co-Chairs, at its first meeting.

7. Duties of Chair and Vice-Chair: The duties of the Chair and Vice-Chair include: objective chairing of meetings; ensure discussions are held in a fair and equitable manner; facilitate input of Public Advisory Committee members under topic of consideration; provide advice to Metro Vancouver staff on agenda topics in advance of meetings; ensure that meetings and discussion topics start and end on time and follow established agenda; review the meeting summaries drafted by Metro Vancouver and provide feedback to ensure they accurately reflect meetings discussions.

8. Process Facilitator: Metro Vancouver staff may provide a process facilitator to assist the Chair, Vice-Chair and the Public Advisory Committee members with their discussions on agenda topics.

9. Duties of Process Facilitator: Duties of the process facilitator include: assist the Chair or Vice-Chair with facilitating group discussion; provide independent advice on the group process; assist the Public Advisory Committee members with summarizing the views expressed in the discussion; provide advice to Metro Vancouver on agenda topics and the format for the Public Advisory Committee meetings and discussions.

10. Member Meeting Attendance: Public Advisory Committee members, or their alternates, are expected to regularly attend meetings in order to remain up-to-date on project information and how issues have evolved.

11. Meeting Responsibilities: Metro Vancouver staff will assist in: determining the best dates, times and locations of the Public Advisory Committee meetings for the majority of its members; arranging facilities and notices for Public Advisory Committee meetings; providing a process facilitator (as required), venue, note-taker and refreshments.

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12. Meeting Documentation: Metro Vancouver will prepare summaries of meetings to be reviewed by the Chair or Vice-Chair for accuracy and circulate summaries to Public Advisory Committee members.

13. Observers: Public Advisory Committee meetings are open to the public. Observers may attend meetings but may not participate in discussions. Some time may be set aside at the end of the meeting for questions and comments from persons who attend outside of the Public Advisory Committee.

14. Terms of Reference Conflict: In any case of conflict between the rules of procedure and a Public Advisory Committee’s Terms of Reference, as adopted by a Standing Committee of the Metro Vancouver Board, the Terms of Reference govern.

15. Consensus Decision-Making: The Public Advisory Committee provides advice to Metro Vancouver staff. Where possible, committee consensus will be sought when discussing positions, however minority opinions will be considered to have merit and be noted. No votes will be held to determine the group’s position. Metro Vancouver will be responsive to concerns but will not ask the Public Advisory Committee to formally approve or disapprove of any actions. Metro Vancouver will consider the deliberations and input of the Public Advisory Committee and respond regarding how the input was considered.

16. Public Advisory Committee Reporting: The Public Advisory Committee will report to Metro Vancouver staff and provide advice on key topics and issues determined by Metro Vancouver staff. Metro Vancouver staff will consider this input and report to the standing committee of the Metro Vancouver Board.

17. Report Timing:

At minimum, an annual report will be prepared by Metro Vancouver staff on the work and progress of the Public Advisory Committee.

18. Declaring Conflict of Interest:

Public Advisory Committee members are required to declare the nature and extent of any conflict of interest to the Chair and Metro Vancouver staff immediately after the time at which the relevant facts come to the member’s attention. See Metro Vancouver’s Conflict of Interest Policy.

19. Media Relations:

Metro Vancouver will be the official spokesperson for the information on the particular project or plan that the Public Advisory Committee has been established to support. Public Advisory Committee members will not speak on behalf of the Public Advisory Committee to the media or outside organizations, agencies or elected officials.

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11838848

To: Intergovernment and Finance Committee From: Heather Schoemaker, Senior Director, External Relations Department Date: September 8, 2015 Meeting Date: September 17, 2015 Subject: Metro Vancouver 2015 Zero Waste Conference: A Future Without Waste

RECOMMENDATION That the GVRD Board receive for information the report dated September 8, 2015, titled “Metro Vancouver 2015 Zero Waste Conference: A Future Without Waste”.

PURPOSE To provide the Board and Committee with an update on planning for the 2015 Metro Vancouver Zero Waste Conference, to be hosted October 29, 2015 at the Vancouver Convention Centre. BACKGROUND The Zero Waste Conference is one of Metro Vancouver’s flagship events directly supporting Goals 1 and 2 in the Integrated Solid Waste Management Plan. Bringing together thought leaders, waste management experts, academia, government and the public at large to challenge traditional assumptions around waste and demonstrate the economic value to be realized from zero waste and circular economy approaches, October 29 will mark the fifth annual zero waste conference hosted by Metro Vancouver. METRO VANCOUVER 2015 ZERO WASTE CONFERENCE Conference Overview Building on the 2014 conference, this year’s conference, taking place October 29 at the Vancouver Convention Centre, will focus on redefining value and building the circular economy by presenting game changing perspectives and leading initiatives that challenge traditional assumptions around waste and demonstrate the economic value to be realized from zero waste and circular economy approaches. This ties closely with the two primary areas 2014 conference delegates identified wanting to hear more about: waste as a resource and the circular economy. Similar to previous years, the overall conference objective is to elevate discussions both locally and nationally on waste prevention and reduction – helping Canadian businesses and communities align with a global shift toward a future without waste and the circular economy and supporting Metro Vancouver zero waste goals. The conference also provides a platform for the Annual General Meeting (AGM) of the National Zero Waste Council which will take place October 28 the day before the conference.

5.7

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Metro Vancouver 2015 Zero Waste Conference: A Future Without Waste Intergovernment and Finance Committee Meeting Date: September 17, 2015

Page 2 of 3

Program Overview The 2015 program, while still being finalized, will look closely at food waste, materials innovation, the business case for zero waste and the circular economy as well as how to leverage the sharing economy to advance waste prevention. William McDonough, a designer and a globally recognized leader in sustainable development, and Chair of the World Economic Forum’s Meta‐Council on the Circular Economy is confirmed as the opening keynote. Other confirmed speakers include:

Brock Carlton, CEO, Federation of Canadian Municipalities Iain Gulland, Chief Executive, Zero Waste Scotland Kari Herlevi, Senior Lead, Circular Economy, Sitra (Finland) Tristram Stuart, Food Waste Campaigner, Ashoka Fellow, National Geographic Emerging

Explorer and former World Economic Forum, Young Global Leader Sunil Johal, Policy Director, The Mowat Centre and Co‐Author, Policymaking for the Sharing

Economy: Beyond Whack‐A‐Mole Elisabeth Comere, Environmental Director for North America, Tetra Pak Wayne H. Davis, Co‐Founder & VP for Government and Regulatory Affairs, Harvest Power Stephen Roberts, Global Sustainability Marketing Manager, Dell Keith Middleton, Market Development Manager – Packaging, North America, BASF John Atcheson, Co‐founder/CEO, StuffStr Chris Diplock, Founder, Vancouver Tool Library Eric Doster, Market Development Manager, Ifixit Jason Boyce, Sustainability Manager, Nature’s Path Claudio Gemmitti, Senior VP, Innovation & Strategic Growth, Club Coffee Susanna Carson, CEO, BSI Biodegradable Solutions Inc. Cinda Chavich, Author, The Waste Not, Want Not Cookbook: save food, save money, and

save the planet Don Guthro, Chef, North Shore Culinary School; and Executive Director, North Shore

Culinary Education Society of BC

Invitations are also out, and discussions underway, with Terry O’Reilly (CBC’s Under the Influence) and senior executives from Loblaws, and IKEA. Attendance and Satellite Events The conference typically attracts 500 – 600 leaders from business, government and the community sectors across Canada and the US western seaboard, with many more watching via livestream. Last year’s final registration number was 579, up from 532 in 2013. Private sector representation continues to grow, reflecting the desire for this conference to be the most authoritative business and government event in BC and across Canada on the issue of zero waste. A similar breakdown by sector to that from last year is anticipated this year: 2014 Audience Break‐Down (Top 4)

Private Sector ‐ 34.5 %

Regional/Local Government ‐ $25.69%

Not‐for‐profit ‐ 15.30%

Academic ‐ 9.80%

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Metro Vancouver 2015 Zero Waste Conference: A Future Without Waste Intergovernment and Finance Committee Meeting Date: September 17, 2015

Page 3 of 3

The conference has evolved into one of the only cross‐sector zero waste conferences with a national focus on waste prevention and the circular economy. This year, the City of Toronto will host a satellite event, which will continue a shift toward a “national conversation”, while providing a useful pilot to expand on in future years. Audience Engagement and Additional Conference Elements In addition to the formal conference program and speakers, other elements under development to further engage delegates, include:

a celebrity chef cook‐off to demonstrate how to address food waste;

table discussions at lunch – and captured by a graphic facilitator ‐ to identify common themes for future discussion and action;

short multi‐media clips to capture local success stories and report out on progress that has been made in the region since last year on our collective journey towards zero waste; and

interactive session Q and A using pigeonhole online software. The National Zero Waste Council Annual General Meeting will be hosted the morning of October 28, 2015 and there will be a networking reception after the close of the formal conference program. Similar to last year, topics will be explored in advance via the conference blog (these posts will ramp up starting in September), and a marketing and media strategy will assist with promotion locally and nationally. Media coverage is anticipated given the topics discussed and the high caliber of speakers secured. ALTERNATIVES This is an information report. No alternatives are presented. FINANCIAL IMPLICATIONS The approved budget allocation for the 2015 Zero Waste Conference is $133,000. SUMMARY / CONCLUSION Metro Vancouver’s Zero Waste Conference – now in its fifth year and scheduled for October 29 – is a key component of Metro Vancouver’s solid waste management plan and its commitment to zero waste. With a growing annual registration of nearly 600, and attracting speakers from around the world, it has become a flagship event and the authoritative local government and business event on zero waste and the circular economy both in BC and Canada. Bringing together thought leaders, waste management experts, academia, government and the public at large to challenge traditional assumptions around waste and demonstrate the economic value to be realized from zero waste and circular economy approaches, this year’s conference will feature designer and sustainability pioneer William McDonough and a range of international, national and regional thought leaders, and practitioners speaking on the themes of redefining value and building the circular economy. This will include sessions on food waste, materials innovation, the sharing economy as well as understanding the business case for adopting zero waste and circular approaches. Attachment Metro Vancouver 2015 Zero Waste Conference Draft Program

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11838848

2015 Metro Vancouver Zero Waste Conference

A Future Without Waste Redefining Value, Building the Circular Economy

Conference Host: Malcolm Brodie, Chair, Metro Vancouver Zero Waste Committee, Chair, National

Zero Waste Council

Program subject to change

8:30 am The Day Ahead: Welcome And Introductory Remarks

Malcolm Brodie, Chair, Metro Vancouver Zero Waste Committee and Chair, National Zero

Waste Council

Greg Moore, Chair, Metro Vancouver Board of Directors

Province of British Columbia (invited) 8:45 am Industrial Revolution: The Business Case For Zero Waste

Opening Keynote: William McDonough, Designer and Sustainability Pioneer

Moderator: Brock Carlton, CEO, Federation of Canadian Municipalities

Disruptive designer‐architect, entrepreneur and co‐author of "The Upcycle" (2013) and “Cradle to

Cradle" (2004) Bill McDonough charts the course of the next industrial revolution, where whole

economies are refuelled by beneficial design and a “cycle of endless resourcefulness.” From urging

businesses to embrace design to focusing on values‐based innovation and waste as a resource,

McDonough sets out principles for a waste‐free world. An expert panel responds by looking at what

McDonough’s principles mean in practice. How can businesses shift the market towards a

regenerative ‘take‐make‐reuse‐make‐reuse’ cycle and turn a profit – particularly when customer‐

convenience remains the most powerful determinant of how we conceive of goods and

services? And, how are they transforming operations and supply chains to do so?

9:20 am Responding Panel:

Brendan Seale, Sustainability Manager, IKEA

Steelcase, or Nike (TBC)

Jason Boyce, Sustainability Manager, Nature's Path

Elisabeth Comere, Environmental Director (North America), Tetra Pak

Moderator: TBC

10:00 am Break

5.7Attachment

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10:15 am Materialism: Innovative Materials and End‐of‐life Infrastructure

Can innovation in the materials that make up products and packaging be the silver bullet of waste

reduction? What kinds of materials innovation is taking place? How does upstream innovation best

fit with end‐of‐life management infrastructure? How can businesses and governments better

collaborate to ensure that the right innovation happens at the right time and place?

Panel:

Keith Middleton, Market Development Manager, Packaging, North America, BASF

Claudio Gemmitti, Senior VP, Innovation & Strategic Growth, Club Coffee

Susanna Carson, CEO, BSI Biodegradable Solutions Inc.

Wayne H. Davis, Co‐founder/VP, Government & Regulatory Affairs, Harvest Power

Moderator: TBC

11:00 am Inglorious Food: Squeezing Waste out of Food Supply

Spark Talk: Tristram Stuart, Food Waste Campaigner, Ashoka Fellow, National Geographic Emerging

Explorer

The United Nations says about a third of all food grown or produced for humans goes to waste and,

here in Canada, recent studies suggest that wasted food costs our economy about $31 billion per

year. This lively session kick‐offs with remarks by a global campaigner, followed by a panel familiar

with the real challenges, opportunities and successes in the fast emerging field of food‐waste

reduction. What can they tell us about the state of waste in the supply chain? How is the value of

food waste being re‐defined? What are businesses and governments doing to address food waste,

on their own and together?

Panel

Robert Chant, Senior VP, Corporate Affairs and Communications, Loblaws

Dr. Martin Gooch, CEO, Value Chain Management International (invited)

Consumer Goods Forum (invited)

Eric Gladu, Director, Environment and Risk Management, Metro Inc (invited)

Moderator: Shelley Carroll, Co‐Lead, National Zero Waste Council Food Working Group, and

Councillor, City of Toronto

11:50 am Home Economics: Food Waste and The Consumer

Armchair Discussion

Food waste happens the length of the supply chain, but nearly half of it takes place at home. Huge

amounts of food bound for the landfill or composting could be diverted to communities with better‐

informed consumer choices and at‐home management strategies. Hear how the consumer is being

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engaged in waste reduction with crafted communications on what best‐before dates really mean, the

merits of meal‐planning and down‐home cooking.

Cinda Chavich, Author, The Waste Not, Want Not Cookbook: save food, save money, and save

the planet.

Don Guthro, Chef, North Shore Culinary School; and Executive Director, North Shore Culinary

Education Society of BC

Moderator: TBC

12:15 pm Lunch

Celebrity Chef Cook‐Off

1:15 pm Eurovision: How Three EU States Enable Circular Economies

Circular economies offer vast new opportunities for business, economic development and jobs but

may not flourish without novel partnerships between businesses, governments and others. Panelists

from leading jurisdictions will look at the role of cross‐sector collaboration in scaling up promising

approaches and how government policy‐makers can support this transition. Tough questions will

include how to build a collaborative relationship among business innovators and government

regulators, and what is most needed from global decision‐makers to close economic loops,

worldwide.

Panel:

Iain Gulland, Chief Executive, Zero Waste Scotland Kari Herlevi, Circular Economy Lead, Sitra (Finland) (invited) John Nederstigt, Alderman, Municipality of Haarlemmermeer, North Holland (invited)

Moderator: TBC

2:00 pm Swap it!: The Dollars and Sense in Sharing Economies

SPARK Talk: Sunil Johal, Policy Director, The Mowat Centre

Sharing is the new buying. Sharing, collaborative or peer‐to‐peer economies prevent and reduce

waste by maximizing the use of idle or under‐used products and assets. Bartering, exchanging,

renting, lending, leasing and swapping now account for upwards of $3.5 billion per annum in

transactions as new technologies enable more consumers to join in ‐‐ and save. This panel will discuss

tangible examples of the sharing economy, its potential for waste prevention and the challenges and

opportunities for entrepreneurs, and policy‐makers, entering this surprising sector.

Responding Panel:

John Atcheson, Co‐founder/CEO, StuffStr

Chris Diplock, Founder, Vancouver Tool Library

Stephen Roberts, Global Sustainability Marketing Manager, Dell

Eric Doster, Market Development Manager, Ifixit

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Moderator: TBC

3:00 pm Break

3:15 pm LA Confidential: Mayors Talk Trash and Circular Economies Leaders of major metropolitan regions discuss resourceful ways North American cities, large and

small, are reshaping public systems to squeeze out waste ‐‐ and create jobs. Panelists:

Denis Coderre, Mayor of Montreal

Eric Garcetti, Mayor of Los Angeles

Greg Moore, Mayor of Port Coquitlam; Chair, Metro Vancouver

Moderator: TBC

4:00 pm Closing keynote conversation

Stefan Sjostrand, IKEA Canada President (invited)

Terry O’Reilly, CBC Radio (Age of Persuasion) presenter

Thinking Big Box: One Corporation’s Crusade Against Waste The forward‐thinking president and marketing expert / broadcaster talk about IKEA’s efforts to offer products and solutions that help customers use less energy and water, reduce waste and save money – and what distinguishes genuine action from greenwashing. 4:30 pm It’s a Wrap: Key Themes & Takeaways

Greg Moore, Chair, Metro Vancouver and Mayor, City of Port Coquitlam 4:50 pm End Of The Day: Closing Remarks

Malcolm Brodie, Chair, Metro Vancouver Zero Waste Committee and Chair, National Zero Waste Council

5:00 pm Ground Zero: Reception

Metro Vancouver invites you to unwind and chat with the speakers, panelists and delegates at Metro Vancouver’s Zero Waste Conference 2015.

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11855346

5.8

To: Intergovernment and Finance Committee From: Bob Cavill, Director, Watershed/Environmental Management and Quality Control Date: September 9, 2015 Meeting Date: September 17, 2015 Subject: Kwikwetlem First Nation Request to Conduct a Spiritual Ceremony – Coquitlam

Watershed

RECOMMENDATION That the GVWD Board approve Kwikwetlem First Nation access to the Coquitlam Watershed for the purpose of their annual burn ceremony and authorize staff to work with Kwikwetlem First Nation to finalize the details for a fall 2015 ceremonial burning in the Coquitlam Watershed.

PURPOSE The purpose of this report is to obtain Board approval for a spiritual ceremony by Kwikwetlem First Nation (KFN), within the Coquitlam Watershed in fall 2015. Under the Board’s policy on Watershed Access Request and Approval Procedures, this request requires approval by the Board. BACKGROUND By letter dated August 28, 2015 (Attachment 1), KFN have advised Metro Vancouver of their desire to undertake a spiritual ceremony within the Coquitlam Watershed in fall 2015. KFN has requested and received Board approval for a ceremonial burning within the Coquitlam Watershed on several occasions over the past fifteen years. The ceremonial burning is intended to pay respect to KFN ancestors. It consists of a small, controlled fire about the size of a large campfire. To ensure safety, as well as to satisfy watershed regulations, Watershed Management staff would arrange to escort the band members and maintain a respectful, discrete distance from the proceeding during the burning ceremony. A suitable date for the ceremonial burning will be determined through Metro Vancouver staff and KFN discussions. A key consideration for Metro Vancouver and KFN will be for the ceremonial burning to occur during lower wildfire weather conditions but prior to the onset of poorer fall weather. On previous occasions, a suitable ceremonial burning site had been determined and it is staff’s impression that this site will be favoured once again by KFN. Details of the site are included in Attachments 2 and 3. Based on past experience, it is anticipated that up to 20 KFN members would participate in the ceremonial burning. RELATIONS WITH KFN – THE CEREMONIAL BURNING Metro Vancouver continues to seek additional opportunities for building relations with KFN. Enabling the ceremonial burning within the Coquitlam Watershed provides an opportunity for the two organizations to collaborate on preparations for a ceremony considered very important to KFN members. Previous ceremonial burnings have been characterized by good faith on the part of both organizations. Metro Vancouver staff would work with KFN once again to ensure that the ceremonial burning location and timing is suitable and that all watershed requirements are adhered to.

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Kwikwetlem First Nation Request to Conduct a Spiritual Ceremony – Coquitlam Watershed Intergovernment and Finance Committee Meeting Date: September 17, 2015

Page 2 of 2

ALTERNATIVES 1. That the GVWD Board approve Kwikwetlem First Nation access to the Coquitlam Watershed for

the purpose of their annual burn ceremony and authorize staff to work with Kwikwetlem First Nation to finalize the details for a fall 2015 ceremonial burning in the Coquitlam Watershed.

2. That the GVWD Board provide alternate direction to staff. FINANCIAL IMPLICATIONS The proposed ceremonial burning can be accommodated within the existing Watershed Management budget. Metro Vancouver staff involvement primarily includes staff time in escorting KFN members to and from the ceremonial burning site. OTHER IMPLICATIONS The ceremonial burning has consistently been considered to be a successful activity in terms of relationship building between Metro Vancouver and KFN. Staff’s view is that Metro Vancouver’s drinking water supply interests are readily achieved, the key considerations being confirmation of timing and location within the Coquitlam Watershed. SUMMARY / CONCLUSION By letter dated August 28, 2015 (Attachment 1), KFN have advised Metro Vancouver of their desire to undertake a spiritual ceremony within the Coquitlam Watershed in fall 2015. Timed appropriately, the level of risk associated with KFN’s ceremonial burning, combined with Metro Vancouver staff’s intent to escort the group safely to and from the ceremonial burning site within the watershed, is low. This cultural activity is important to KFN and, timed appropriately, is consistent with Metro Vancouver’s objectives. Previous ceremonial burnings have been considered successful, both by KFN and Metro Vancouver. Board authorization of the KFN ceremonial burning provides another positive opportunity for relationship building between Kwikwetlem First Nation and Metro Vancouver. Staff recommend adoption of alternative one. Attachments (Orbit # 11919100) 1. KFN letter dated August 28, 2015 to Metro Vancouver 2. Site Plan 3. Photos of Kwikwetlem ceremonial burning site, Coquitlam Watershed

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0August28, 2015

Via Fax: 604-432-64 1

Metro Vancouver4330 KingswayBurnaby, BC V5H 4G8

Attention: Bob Cavill, Watershed Division Manager

Dear Mr. Cavill:

Hello, my name Is Fred Hulbert Sr., and I am a councillor of the Kwikwetlem First Nation,also one of the people that has taken on the task of handling one of our most sacredspiritual ceremonies. We the Nation do respect the tact that there are certain restrictionsas to our activity within the Coquitlam Watershed, yet we do hope that you can respectour Cultural Being as a First Nation. in no way can I give you any details of ourCeremony but what I can say is that it is an Annual Event and is very important to ourPeople.

Safety precautions taken by us:

1. A water truck2. Fire extinguishers

I am sorry that I cannot ensure an exact head count of our involvement, but we as aNation, we encourage as much involvement as possible.

If you have any questions, please contact me at (w) 604-540-0680 or on my cell at 778-549-6720, thank you.

Sincerely,

LFred Hulbert Sr.Councillor

Kwikwetlem first Nation2—65 Colony farm Road, Coquitlam, B.C. V3C 5X9

Tel: 604-540-0680 Fax: 604-525-0772

Attachment 1

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Coquitlam L.

Pitt R.Coquitlam R.

´Water Intake

Proposed CeremonialBurning Site

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Proposed Kwikwetlem Ceremonial Burning Site

Document Path: G:\PROJECTS\WS05\00\CoqCeremonialBurningSite\CoqBurningSite_JH.mxd

Pipline

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Coquitla

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ATTACHMENT 2

ATTACHMENT 3

Ceremonial burning site, looking northward – Coquitlam Watershed

Ceremonial burning site and Coquitlam Mainline, looking southward – Coquitlam Watershed

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BC hydro m FOR GENERATIONS

Stephen T. Bellringer Chair

July 14, 2015

Mr. Greg Moore Chair Metro Vancouver Board 4330 Kingsway Burnaby, BC V5H 4GB

Dear Mr. Moore,

::::::::::::~~·::~::::::::::::::::::::: .................... -.... Itt:I;,ij .................... . Info Copy: "'"'.iJ""""""""""""'""'""""""""" Ale No.: ....s.i~:::.Q1:::.9..~.:: .. &.ctL .... Doc. No.:""'"'"""'""'""'"'"""'"'"''"'""'"""'" CAOTrackerNo.: ............................................ .

c.r~~~ ~: 11313 '=' 't

Thank you for your letter received May 28, 2015 and for your interest in the future of Burrard Thermal Generating Station (Burrard).

The generating capability at Burrard will no longer be required after the addition of two hydroelectric generating units at Mica Dam, completion of the Interior to Lower Mainland transmission line, and installation of a new transformer at Meridian Substation in Coquitlam. We expect to begin decommissioning Burrard in 2016, following the completion of these projects. We will, however, continue to operate transmission support services at the site. It is expected that shutting down Burrard will save BC Hydro customers $14 million per year.

While Burrard currently plays an emergency back-up role, it is not needed and would require significant investment to 'maintain this capability over the long-term. The cost of retaining Burrard's generating capacity is too great for the limited benefit it would provide. To upgrade Burrard to a fully operating generation facility for long-term use, we estimate we would need to invest over $400 million.

I want to assure you that BC Hydro will continue to comply with the planning requirements set for our system, once the three capital projects listed above are in-service, and Burrard's generating capability is retired. BC Hydro's customers, including those in the Lower Mainland, will not see any degradation in reliability as a result of this decision.

Thank you again, for your interest.

Sincerely,

~~ Stephen Bellringer

cc: Jessica McDonald, President & CEO, BC Hydro Mark Poweska, Senior Vice-President Generation, BC Hydro

British Columbia Hydro & Power Authority 333 Dunsmuir Street -18th Floor, Vancouver BC V6B 5R3

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6.1