THURSDAY JULY 9, 2015 AGENDA. 2. Regular Board meeting minutes of June 25, 2015 Annex A Pages 1-12

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1 CALL TO ORDER 7:30 p.m. AGENDA 1. Adoption of agenda MINUTES SUNSHINE COAST REGIONAL DISTRICT REGULAR BOARD MEETING TO BE HELD IN THE BOARDROOM OF THE SUNSHINE COAST REGIONAL DISTRICT OFFICES AT 1975 FIELD ROAD, SECHELT, B.C. THURSDAY JULY 9, 2015 AGENDA 2. Regular Board meeting minutes of June 25, 2015 Annex A Pages Special Board meeting minutes of July 2, 2015 Annex B pp BUSINESS ARISING FROM MINUTES AND UNFINISHED BUSINESS 4. Letter to Honourable Steve Thompson, Minister of Forests, Lands and Natural Resource Operations, regarding Pender Harbour Dock Management Plan Annex C p 15 PETITIONS AND DELEGATIONS COMMUNICATIONS 5. Stewart Stinson, Vice President, Gibsons Public Art Gallery Regarding 2016 Celebration of Squamish Nation Art and Culture Annex D p 16 REPORTS 6. Administrator s Report Annex E p Directors Reports Verbal 8. Corporate and Administrative Services Committee recommendation Nos. 1-3 and 6-15 of June 25, 2015 (recommendation Nos. 4 and 5 previously adopted) 9. Infrastructure Services Committee recommendation Nos of July 2, 2015 Annex F pp Annex G pp 22-25

2 SCRD BOARD AGENDA July 9, 2015 PAGE Treasurer and Interim Chief Administrative Officer Strategic Plan Annex H pp MOTIONS 11. THAT Tom Silvey be appointed to the Area A Advisory Planning Commission. (Voting Electoral Area Directors One vote each) BYLAWS NEW BUSINESS IN CAMERA THAT the public be excluded from attendance at the meeting in accordance with Section 90 (1) (a), (c), (i) and (k) of the Community Charter, personal information about an identifiable individual, labour relations or other employee relations, the receipt of advice that is subject to solicitor-client privilege, and negotiations and related discussions respecting the proposed provision of a municipal service.

3 UPCOMING MEETING DATES (TO AUGUST 31, 2015) SCRD Board, Committee, and Advisory Committee Meetings Recreation and Parks Services Advisory Committee Planning and Development Committee Regular Board Natural Resources Advisory Committee Community Services Committee Sunshine Coast Regional Hospital District Recreation and Parks Services Advisory Committee Area E Advisory Planning Commission (APC) Corporate and Administrative Services Committee Regular Board Area D Advisory Planning Commission (APC) Agricultural Advisory Committee (AAC) Area B Advisory Planning Commission (APC) Area F Advisory Planning Commission (APC) Area A Advisory Planning Commission (APC) Special Board July 7 at 5:00 p.m. July 9 at 9:30 a.m. July 9 at 7:30 p.m. July 15 at 7:00 p.m. July 16 at 1:30 p.m. July 16 at 1:00 p.m. July 16 at 4:00 p.m. July 22 at 7:00 p.m. July 23 at 1:30 p.m. July 23 at 7:30 p.m. July 27 at 7:00 p.m. July 28 at 3:30 p.m. July 28 at 7:00 p.m. July 28 at 7:00 p.m. July 29 at 7:00 p.m. July 30 at 1:30 p.m. Other SCRD Meetings (Intergovernmental, Public Hearings, Information Sessions) Joint SCRD and Islands Trust Committee Intergovernmental Meeting (hosted by the Town of Gibsons) Open House Protecting Drinking Water Quality from Seaplane Activity July 6 at 1:30 p.m. July 14 at 7:00 p.m. July 21 at 7:00 p.m. Please note: Meeting dates are current as of print date (July 3, 2015). There are no SCRD meetings scheduled during the month of August.

4 A SUNSHINE COAST REGIONAL DISTRICT June 25, 2015 MINUTES OF THE MEETING OF THE BOARD OF THE SUNSHINE COAST REGIONAL DISTRICT HELD IN THE BOARDROOM AT 1975 FIELD ROAD, SECHELT, B.C. PRESENT: Chair G. Nohr Directors C. Hergesheimer (Alt) L. Lewis F. Mauro B. Milne S. White I. Winn ALSO PRESENT: Interim Chief Administrative Officer A. Legault GM, Community Services J. Loveys Acting GM, Planning and Development D. Rafael Alternate Director, District of Sechelt A. Lutes Deputy Corp. Officer/Recorder S. Reid Media 1 Public 0 CALL TO ORDER AGENDA 7:30 p.m. 262/15 THAT the agenda for the meeting be adopted as amended. MINUTES Special Minutes 263/15 THAT the Special Board meeting minutes of June 11, 2015 be adopted as presented. Minutes 264/15 THAT the Regular Board meeting minutes of June 11, 2015 be adopted as presented. 1

5 Regular Board meeting Minutes of June 25, 2015 Page 2 REPORTS Administrator s Report CAO Report 265/15 THAT the Interim Chief Administrative Officer s report be received. Director s Reports Directors provided a verbal report of their activities. The Chair announced the resignation of John France, Chief Administrative Officer, effective June 30, Special Infrastructure 266/15 THAT Special Infrastructure Services Committee recommendation Nos. 1-3 of May 22, 2015 be received, adopted and acted upon as follows: Recommendation No. 1 Ports Funding THAT the Manager of Transit and Fleet s report dated May 11, 2015 titled Ports Funding be received for information. Recommendation No. 2 Ports Funding User-Fee Arrangements THAT staff review opportunities to implement more aggressive user-fee arrangements with organizations and agencies that make significant use of docks including church camps and commercial users. Recommendation No. 3 Ports Funding Taxation Equity THAT consideration be given to ways to balance out the increased tax burden to Area F and Islands and seek service equity to total taxation in other electoral areas; AND THAT a report addressing Area F and Island service equity be brought forward to a future Corporate and Administrative Service Committee meeting. Planning 267/15 THAT Planning and Development Committee recommendation Nos. 1-2, 4-12 and of June 11, 2015 be received, adopted and acted upon as follows: 2

6 Regular Board meeting Minutes of June 25, 2015 Page 3 267/15 cont. Recommendation No. 1 Elphinstone Official Community Plan Bylaw No , 2015 West Howe Sound Official Community Plan Bylaw No , 2015 Roberts Creek Official Community Plan Bylaw No , 2015 (Incorporate Revised Geotechnical Development Permit Areas) THAT the staff report dated June 4, 2015 and titled Official Community Plan Amendments to incorporate revised Geotechnical Development Permit Areas for West Howe Sound, Elphinstone and Roberts Creek be received; THAT Elphinstone Official Community Plan Bylaw No , 2015 be forwarded to the Board for First Reading; THAT West Howe Sound Official Community Plan Bylaw No , 2015 be forwarded to the Board for First Reading; THAT Roberts Creek Official Community Plan Bylaw No , 2015 be forwarded to the Board for First Reading; AND FURTHER THAT pursuant to Section 879 of the Local Government Act consultation requirements the Board consider that the following be included in engagement regarding the bylaws: a) Ministry of Transportation and Infrastructure; b) Vancouver Coastal Health; c) Department of Fisheries and Oceans d) Squamish Nation; e) shíshálh Nation; f) Areas D, E and F Advisory Planning Commissions; g) Roberts Creek Official Community Plan Committee; h) The public via notification in local newspaper and information on SCRD website. Recommendation No. 2 No (Woznow) Development Variance Permit Application THAT the staff report dated June 4, 2015 and titled Development Variance Permit Application No (Woznow) be received; AND THAT Development Variance Permit No (Woznow) to relax required number of off-site parking spaces from 2 per proposed lot to as required by Section 518 of Sunshine Coast Regional District Zoning Bylaw No. 337, 1990 to 0 per proposed lot to allow for a 2 lot subdivision of Lot 15 District Lot 1487 Group 1 New Westminster District Plan LMP34416 be issued, subject to: 3

7 Regular Board meeting Minutes of June 25, 2015 Page 4 267/15 cont. a) Receipt of referral comments from the shíshálh Nation and that any issues raised by the shíshálh Nation be addressed; b) Registration of a covenant on the existing parcel that requires a secure covenanted parking agreement prior to the construction of a second dwelling on either property after subdivision. Recommendation No. 4 LiDAR for Hillside Industrial Park THAT the General Manager, Planning and Development report dated June 4, 2015 and titled LiDAR for Hillside Industrial Park be received; AND THAT staff be authorized to acquire LiDAR data for the Hillside Industrial Park at a cost of approximately $9,000. Recommendation No. 5 Monthly Report - May 2015 Planning and Development Division THAT the report titled Planning and Development Division Monthly Report May 2015 be received. Recommendation No. 6 System (BEN) Bylaw Enforcement Notice Ticketing THAT the Chief Building Inspector/ Bylaw Enforcement Manager report dated May 6, 2015 and titled Bylaw Notice Enforcement Ticketing System (BEN) be received; AND THAT staff report back to a future Planning and Development committee meeting and provide more information regarding the Bylaw Enforcement Notice Ticketing System (BEN) including a comparison chart between the Municipal Ticketing Information (MTI) and BEN system, statistics on the use of BEN in comparable Regional Districts, the experience of using BEN in Electoral Area B, District of Sechelt and Town of Gibsons as well as opportunities for public engagement and education; AND FURTHER THAT a letter be re-sent to the BC Civil Liberties Association, following up on the SCRD s previous letter seeking the BCCLA s opinion regarding the BEN system. Recommendation No. 7 Minutes May 20, 2015 Natural Resource Advisory Committee THAT the Natural Resource Advisory Committee Minutes of May 20, 2015 be received. Recommendation No. 8 Agricultural Advisory Committee Minutes May 26, 2015 THAT the Agricultural Advisory Committee Minutes of May 26, 2015 be received; 4

8 Regular Board meeting Minutes of June 25, 2015 Page 5 267/15 cont. AND THAT Recommendation No. 2 from the Agricultural Advisory Committee Minutes of May 20, 2015 be referred to Planning staff for consideration as follows: Recommendation No. 2 Zoning Amendment Bylaw No AG Zone (Electoral Areas B-F) THAT changes to draft Zoning Amendment Bylaw No be considered as follows: bees be given a specific line in the Use of land building and structure table, with setbacks of 5 metres in front or rear, and 1.5 metres from side property line; setbacks to roads for all uses be reviewed separately, in the context of possible reduction; kennel run setbacks be the same as those for agriculture building structures that confine livestock; draft provisions for temporary campgrounds in Electoral Area F be reconsidered; equal to be added before exceeding in to read equal to or exceeding 1 hectare. Recommendation No. 9 Minutes May 27, 2015 Egmont/Pender Harbour (Area A) APC THAT the Egmont/Pender Harbour (Area A) APC Minutes of May 27, 2015 be received. Recommendation No. 10 Halfmoon Bay (Area B) APC Minutes May 26, 2015 THAT the Halfmoon Bay (Area B) APC Minutes of May 26, 2015 be received. Recommendation No. 11 Planning Commissions Planning Dept. Referrals to Advisory THAT staff consider including a Preamble or Executive Summary at the beginning of Planning Department application referral reports to Advisory Planning Commissions (APC) with relevant background information, time frame for response, legislative process, other referral agency comments, specific direction and/or key focus questions for the APC members to consider and answer; AND THAT staff explore options on how the final results of the application referrals could be communicated to the APCs. 5

9 Regular Board meeting Minutes of June 25, 2015 Page 6 267/15 cont. Recommendation No. 12 Training Workshop for Advisory Planning Commissions THAT staff explore options for organizing a training workshop for the Chairs, Vice-Chairs and Recording Secretaries of the Advisory Planning Commissions (APC) to explain the Planning Department application referral process, clarify expectations and learn how the SCRD can support APC members in their roles. Recommendation No. 14 Forum Review May 1, 2015 Howe Sound Community THAT the correspondence from Ruth Simons, Howe Sound Community Forum, dated May 20, 2015 regarding May 1, 2015 Howe Sound Community Forum Review be received; AND THAT a staff person be assigned as the point of contact for the Howe Sound Cumulative Effects Assessment Working Group. Recommendation No. 15 Letter of Support for expansion of Halkett Bay Provincial Park for the protection of rare sponge reefs THAT a letter of support be sent to Adam Taylor of Marine Life Sanctuary Society of British Columbia stating: The Sunshine Coast Regional District is pleased to support the addition of the foreshore to Halkett Bay Provincial Park in order to protect the offshore sponge reef and other ecological values. Recommendation No. 16 Sound Cumulative Effects Assessment for Howe THAT the correspondence from Hon. Gail Shea, P.C., M.P. Minister of Fisheries and Oceans, dated May 20, 2015 regarding Cumulative Effects Assessment for Howe Sound be received. Community 268/15 THAT Community Services Committee recommendation Nos. 1-5 and 7-10 of June 18, 2015 be received, adopted and acted upon as follows: Recommendation No. 1 Report Community Services Department Monthly THAT the Community Services Department Monthly Update be received. Recommendation No. 2 BC Ferry Vouchers THAT the issue of BC Ferry vouchers for groups other than sports be referred to the Transportation Advisory Committee for discussion and consideration of a letter from the Regional District, if appropriate. 6

10 Regular Board meeting Minutes of June 25, 2015 Page 7 268/15 cont. Recommendation No. 3 Recreation Fees and Charges THAT the report from the Acting General Manager of Community Services regarding Recreation/Pender Harbour Aquatic and Fitness Centre Fees and Charges SCRD Bylaws 599 and 630 be received; AND THAT the fees and charges be increased as presented for Community Recreation Facilities Fees and Charges Bylaw No. 599 and Pender Harbour Aquatic and Fitness Centre Fees and Charges Bylaw No Recommendation No. 4 Gibsons and District Aquatic Facility THAT the verbal report from the Recreation Services Manager regarding the Gibsons and District Aquatic Facility maintenance closure be received. Recommendation No. 5 Gambier Island Sea Ranch THAT the report from the Parks Planning Coordinator regarding Gambier Island Sea Ranch Density Bonus, Park and Trail Statutory Right of Way Agreement be received; AND THAT this item be deferred pending: review by Planning staff; review of liability; clarification of maintenance costs; and clarification by Islands Trust staff of the provisions of the MOU. Recommendation No. 7 Committee Minutes Recreation and Parks Services Advisory THAT the following minutes be received: Recreation and Parks Services Advisory Committee Minutes of May 7, 2015 Sunshine Coast Emergency Program Planning Committee Minutes of June 3, 2015 Sunshine Coast Youth Action and Awareness Committee Minutes of April 24, 2015 Recommendation No. 8 Crown Referral HSPP Gravel Removal THAT the report from Senior Planner dated June 17, 2015 and titled Crown Referrals regarding Howe Sound Pulp and Paper applications for removal and deposition of gravel from Rainy River (Area F) be received; AND THAT the SCRD Board supports the applications and requests the following be conditions of approval: a) a qualified environmental professional (QEP) is present on site during the works to ensure impact is minimized and that a report be provided to the province and the SCRD by the QEP to confirm this; 7

11 Regular Board meeting Minutes of June 25, 2015 Page 8 268/15 cont. b) that as soon as possible a remediation plan be developed with the provincial Ministry of Environment and the Department of Fisheries and Oceans to compensate for any lost or damaged fish habitat; c) that development of the remediation plan should not delay the works being undertaken; d) that prior to the remediation plan being approved it is referred to the SCRD to allow for SCRD review and input; e) that, subject to provincial and DFO approval, the plan be implemented as soon as possible; and f) that HSPP Corp contact the SCRD in addition to the Province, Squamish Nation and DFO as soon as possible if it becomes apparent that additional works are required to address water needs; AND FURTHER THAT the Area F Advisory Planning Commission and the Natural Resources Advisory Committee be sent a copy of the report for information. Recommendation No. 9 Synchronicity Arts Festival THAT the correspondence from Deer Crossing the Art Farm requesting a Whole Site Liquor License at Shirley Macey Park for the Synchronicity Arts Festival August 21-23, 2015 be received; AND THAT that a letter of support for the Synchronicity Arts Festival be sent. Recommendation No. 10 School District No. 46 Letter of Thanks THAT the correspondence from School District No. 46 thanking the SCRD for their support to students in the community be received. Community 269/15 THAT Community Services Committee recommendation No. 6 of June 18, 2015 be received, adopted and acted upon as follows: Recommendation No. 6 Granthams Hall THAT the report from the Parks Services Manager regarding Granthams Hall be received; AND THAT the Granthams Hall be restored on the current site as presented in Option 3; AND THAT the 2015 Financial Plan be amended to include $66,400 for professional fees related to design and engineering of the Granthams Hall Restoration funded from uncommitted Area F Gas Tax; 8

12 Regular Board meeting Minutes of June 25, 2015 Page 9 269/15 cont. AND THAT the engineering be evaluated for a potential budget proposal for Granthams Hall Restoration costs and parking in the 2016 Budget process; AND FURTHER THAT a follow up community consultation meeting be held in the next four weeks or sooner to advise of the current direction and possibly organize a community working group to pursue additional grant funding/fundraising for upgrades and park development. Alt Director Hergesheimer opposed SOFI 270/15 THAT the replacement page FIR Schedule 1 Section 6 for Statement of Financial Information, Schedule of Remuneration and Expenses Employees be received. Corporate 271/15 THAT Corporate and Administrative Services Committee recommendation Nos. 4 and 5 of June 25, 2015 be received, adopted and acted upon as amended, as follows: Recommendation No. 4 December 31, 2014 Statement of Financial Information THAT the Manager, Financial Services report titled Financial Reporting Requirements Statement of Financial Information, Year-Ended December 31, 2014 be received; AND THAT the Statement of Financial Information for Year-Ended December 31, 2014 be approved as amended to replace FIR Schedule 1 Section 6 for Statement of Financial Information, Schedule of Remuneration and Expenses Employees. Recommendation No Annual Report THAT the Treasurer s report titled 2014 Annual Report be received; AND THAT the distribution of the 2014 Annual Report be approved. 9

13 Regular Board meeting Minutes of June 25, 2015 Page 10 MOTIONS APC Resignation 272/15 THAT the resignation of Les Falk from the Area A Advisory Planning Commission be received. Appointment 273/15 THAT the appointment of Angie Legault as Interim Chief Administrative Officer be affirmed. BYLAWS OCP Amendments 274/15 THAT the report dated June 19, 2015 and titled Official Community Plan Amendments to incorporate revised Geotechnical Development Permit Areas for West Howe Sound, Elphinstone and Roberts Creek Revisions be received; AND THAT prior to consideration for first reading the following amendments be approved: a) the minor typographical revisions to Elphinstone Official Community Plan Bylaw No , 2015, West Howe Sound Official Community Plan Bylaw No , 2015 and Roberts Creek Official Community Plan Bylaw No , 2015; b) revising Bylaw to remove reference to deleting Development Permit Area No. 4 Highway 101 Commercial Industrial Mixed-Use in its entirety; and c) revising Bylaw to note the deletion of Policy B-1.4 Development Permit Area No. 2 Base of Mount Elphinstone and Creek Ravine Mouths in its entirety. Bylaw /15 THAT Elphinstone Official Community Plan Bylaw No , 2015 be read a first time. Bylaw /15 THAT West Howe Sound Official Community Plan Bylaw No , 2015 be read a first time. 10

14 Regular Board meeting Minutes of June 25, 2015 Page 11 Bylaw /15 THAT Roberts Creek Official Community Plan Bylaw No , 2015 be read a first time. The Board moved In Camera at 8:07 p.m. IN CAMERA 278/15 THAT the public be excluded from attendance at the meeting in accordance with Section 90 (1) (k) and (2) (b) of the Community Charter negotiations and related discussions respecting the proposed provision of a municipal service, and the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government ; AND THAT Alice Lutes, Alternate Director, District of Sechelt be authorized to be in attendance for the In Camera Board meeting. The Board moved out of In Camera at 8:45 p.m. Draft Dock Management Plan 279/15 THAT a letter be written to Minister of Forests, Lands and Natural Resource Operations and copied to the Minister of Aboriginal Relations and Reconciliation and Powell River-Sunshine Coast MLA Nicholas Simons regarding the Draft Pender Harbour Dock Management Plan, noting the following points regarding the presentation of the draft Plan to the community of Pender Harbour: The engagement policy used for the provincial process has led to the loss of an opportunity to further positive relations with First Nations. The presentation and consultation method used for the Pender Harbour Dock Management Plan contributed to increasing tensions in the community. The SCRD requests that the province review and adjust their engagement and change management processes to reverse this trend. 11

15 Regular Board meeting Minutes of June 25, 2015 Page 12 SIB Support Letter 280/15 THAT staff prepare a draft letter for the Board s consideration on Monday June 29 th expressing support for the resolution of the dock moratorium issue while advocating for the consideration of comments submitted by the community and encouraging ongoing and respectful debate. ADJOURNMENT 281/15 THAT the Regular Board meeting be adjourned. The meeting adjourned at 9:17 p.m. Certified correct Corporate Officer Confirmed this day of Chair 12

16 B SUNSHINE COAST REGIONAL DISTRICT July 2, 2015 MINUTES OF THE SPECIAL MEETING OF THE BOARD OF THE SUNSHINE COAST REGIONAL DISTRICT HELD IN THE BOARDROOM AT 1975 FIELD ROAD, SECHELT, B.C. PRESENT: Chair G. Nohr Directors C. August (in part) M. Lebbell L. Lewis (in part) F. Mauro B. Milne S. White ALSO PRESENT: GM, Human Resources G. Parker Media 0 Public 0 CALL TO ORDER AGENDA 10:09 a.m. 282/15 THAT the agenda for the meeting be adopted. The Board moved In Camera at 10:10 a.m. IN CAMERA 283/15 THAT the public be excluded from attendance at the meeting in accordance with Section 90 (1) (c) of the Community Charter labour relations or other employee relations. The Board moved out of In Camera at 11:56 a.m. ADJOURNMENT 284/15 THAT the Special Board meeting be adjourned. 13

17 Special Board meeting Minutes of July 2, 2015 Page 2 The meeting adjourned at 11:56 a.m. Certified correct Corporate Officer Confirmed this day of Chair 14

18 15 C

19 D Susan Hunt From: Sent: To: Subject: Cecilia Garcia June :19 AM Susan Hunt FW: 2016 Celebration of Squamish Nation Art & Culture From: Stewart Stinson [mallto:stewartstlnson@telus.net] Sent: June :58 PM To: SCRO General Inquiries Subject: 2016 Celebration of Squamlsh Nation Art & Culture Hello from the Gibsons Public Art Gallery! J I SCAD RECEIVED JUN CH AJa l I am writing to advise the district of the art gallery's plans to bold a month long celebration of Squamish Nation arts and culture in July We've all heard that the lower Sunshine Coast sits in the traditional territory of the Squamish Nation. But not many of us know what this necessarily means. Members of our community have a growing interest and desire to support aboriginal reconciliation and cultural development. This exhibit aims to help reintroduce a Squarnish cultural presence on the lower Sunshine Coast through the development of a community to community friendship between Gibsons and the Squamish Nation. We have recently learned that the BC Arts Council and Events Host BC will be considering contributions of financial support. A letter from the SCRD indicating your moral support of a Squamish Nation art exhibit at GPAG will go a long way in helping us secure funding for this community wide event. Something along the lines of.. To Whom it May Concern, The Sunshine Coast Regional District is located within the traditional territories of the Sechelt and Squamisb Nations. The district supports the Gibsons Public Art Gallery's efforts to host a local celebration of Squamisb Nation art and culture" should be sufficient. Our application deadline is July 14th. Your assistance with this is most appreciated. Thank you for your continued support of local arts! Over the year leading up to this exhibition, we will be seeking sponsorships from local businesses and civic organizations. We hope the SCRD will join us in welcoming an exhibit of Squamish Nation art and culture on the Sunshine Coast. We will endeavour to keep you informed of details as planning takes place. In the meantime, please let us know if you have any questions about this event. Regards, Stewart Stinson Vice-President, Gibsons Public Art Gallery 1 16

20 E SCRD STAFF REPORT DATE: July 2, 2015 TO: Regular Board July 9, 2015 FROM: Angie Legault Acting Chief Administrative Officer RE: CHIEF ADMINISTRATIVE OFFICER S REPORT RECOMMENDATION THAT the Acting Chief Administrative Officer s report be received for information. This report provides a status update on issues recently worked on. Grantham s Hall: A community meeting was held on May 13 th with support expressed for restoring the hall and reinforced by a feedback form that was distributed. A staff report was presented at the June Community Services Committee meeting. First Nations: A meeting was held on June 30 th with Squamish Nation to discuss a Protocol Agreement and other matters of common concern. The next meeting is proposed for October Economic Development: The Board approved the next step to meet with all parties to discuss and finalize the Charter. Consultant Jamie Vann Struth facilitated a workshop on May 15. Report on July Planning & Development Committee agenda. Projects/Reports/Issues worked on: Strategic Plan - Worked with the facilitator regarding the Strategic Plan. Developed an outline with the Consultant and staff for meetings with staff on April 22 and the Board on May 12 th. The Consultant facilitated a session with staff representation from across the organization and also met with the Board and senior managers on May 25 th and June 2 nd. Additional meetings were held with senior managers to review draft documents. The draft Vision, Mission, Values and Strategic Plan was reviewed with staff on June 12 th and the Board on June 18 th. Final draft to July 9 Board meeting for adoption. Human Resources issues Reviewed committee reports. Continued work with staff on the Electronic Document and Records Management System which went live May 19 th. Project kick-off meetings were held for Land Management and Financial software implementations. Preparation for meeting with Islands Trust on July 6 th. Pender Harbour Dock Management Plan follow up actions. 17

21 F SUNSHINE COAST REGIONAL DISTRICT CORPORATE and ADMINISTRATIVE SERVICES COMMITTEE June 25, 2015 RECOMMENDATIONS FROM THE CORPORATE AND ADMINISTRATIVE SERVICES COMMITTEE MEETING HELD IN THE BOARD ROOM OF THE REGIONAL DISTRICT OFFICE AT 1975 FIELD ROAD, SECHELT, BC PRESENT: Chair F. Mauro Directors I. Winn S. White B. Milne L. Lewis B. Smith (Alt.) C. Hergesheimer (Alt.) ALSO PRESENT: Acting Chief Administrative Officer A. Legault Manager, Financial Services J. Day Parks Planning Coordinator T. Fawcett (partial) Senior Planner D. Rafael (partial) General Manager, Infrastructure Services B. Shoji (partial) Recording Secretary T. Crosby Media 1 Public 1 CALL TO ORDER AGENDA 1:32 p.m. The agenda was adopted as amended, as follows: Move Agenda Item #7 to #2. REPORTS Alternate Director Hergesheimer declared a conflict and left the meeting at 1:34 p.m. Recommendation No. 1 Funding for Sunshine Coast Food Policy Council Workshop The Corporate and Administrative Services Committee recommended that the Senior Planner and Treasurer s report titled Funding Assistance to Rotary Club of Sechelt (and One Straw) for the Sunshine Coast Food Policy Council Workshop on June 26, 2015 be received; 18

22 Corporate and Administrative Services Committee June 25, 2015 Page 2 of 4 AND THAT Rotary Club of Sechelt grant request be denied from Regional Planning [500] for the Sunshine Coast Food Policy Council Workshop. Director Winn opposed. Alternate Director Hergesheimer returned to the meeting at 1:57 p.m. Recommendation No. 2 Budget Project Status Report The Corporate and Administrative Services Committee recommended that the Acting Chief Administrative Officer s report titled Budget Project Status Report June 2015 be received. Recommendation No. 3 Directors Remuneration The Corporate and Administrative Services Committee recommended that staff prepare a report for the September 2015 Corporate and Administrative Services Committee meeting regarding a review of director remuneration including comparisons with similar local governments. Recommendation No. 4 Statement of Financial Information December 31, 2014 The Corporate and Administrative Services Committee recommended that the Manager, Financial Services report titled Financial Reporting Requirements Statement of Financial Information, Year-Ended December 31, 2014 be received; AND THAT the Statement of Financial Information for Year-Ended December 31, 2014 be approved as presented; AND FURTHER THAT this recommendation be forwarded to the June 25, 2015 Regular Board meeting for adoption. Recommendation No Annual Report The Corporate and Administrative Services Committee recommended that the Treasurer s report titled 2014 Annual Report be received; AND THAT the distribution of the 2014 Annual Report be approved; AND FURTHER THAT this recommendation be forwarded to the June 25, 2015 Regular Board meeting for adoption. Recommendation No. 6 Internal Service Equity Review Annual Update The Corporate and Administrative Services Committee recommended that the Accounting Technician III s report titled Internal Service Equity Review Annual Update be received; AND THAT Joint Use [630] be removed from the list of services to be included in the Internal Service Equity Review Annual Updates; AND THAT Regional Planning [500] be included in the June 2016 update along with Regional Solid Waste [ ], Bicycle and Walking Paths [665], Parks [650], Regional Recreation Programming [670] and Community Recreation Facilities [615]. 19

23 Corporate and Administrative Services Committee June 25, 2015 Page 3 of 4 Recommendation No. 7 Contracts Between $20,000 and $100,000 The Corporate and Administrative Services Committee recommended that the Purchasing Officer and Risk Manager s report titled Contracts between $20,000 and $100,000 to June 7, 2015 be received. COMMUNICATIONS Recommendation No. 8 Hardy Island The Corporate and Administrative Services Committee recommended that the correspondence from resident of Hardy Island, Ron Woznow regarding changing the jurisdiction of Hardy Island from the Sunshine Coast Regional District to the Powell River Regional District be received; AND THAT letter be written to Mr. Woznow to confirm the intent of his correspondence dated May 21, 2015 based on his recent subdivision submission. Recommendation No. 9 Union of British Columbia Municipalities (UBCM) 2015 Convention Meeting Appointments The Corporate and Administrative Services Committee recommended that the correspondence from the Honourable Coralee Oakes, Minister of Community, Sport and Cultural Development regarding Minister meeting requests for the 2015 Union of British Columbia Municipalities (UBCM) Convention be received; AND THAT the following meetings be requested at the 2015 UBCM Convention before August 14, 2015: Premier (regarding citizen engagement and change management by the Province specifically referencing Pender Harbour Dock Management Plan); Minister of Transportation and Infrastructure (regarding ferries and invasive plants); Minister of Environment (regarding derelict vessels, illegal dumping and Tetrahedron Road maintenance); Minister of Forests, Lands and Natural Resource Operations (regarding Tetrahedron Road maintenance and invasive plants); Network BC regarding broadband connectivity on the Sunshine Coast. Recommendation No Asset Management Planning Program Grant Approval The Corporate and Administrative Services Committee recommended that the correspondence from the Union of British Columbia Municipalities (UBCM) regarding approval of funding through the Local Government Program Services Asset Management Planning Program for the Sunshine Coast Regional District s Gibsons and District Library Facility Audit project be received. Recommendation No Asset Management Planning Program Grant Approval The Corporate and Administrative Services Committee recommended that the correspondence from the Union of British Columbia Municipalities (UBCM) regarding approval of funding through the Local Government Program Services Asset Management Planning Program for the Sunshine Coast Regional District s Fire Halls Facility Audit project be received. 20

24 Corporate and Administrative Services Committee June 25, 2015 Page 4 of 4 Recommendation No Asset Management Planning Program Grant Approval The Corporate and Administrative Services Committee recommended that the correspondence from the Union of British Columbia Municipalities (UBCM) regarding approval of funding through the Local Government Program Services Asset Management Planning Program for the Sunshine Coast Regional District s Exposed Watermain Condition Assessments project be received. Recommendation No. 13 Sunshine Coast Food Policy Council Workshop The Corporate and Administrative Services Committee recommended that the correspondence from the Rotary Club of Sechelt regarding the Sunshine Coast Food Policy Council Workshop on June 26, 2015 be received. Recommendation No. 14 Rural Areas Grant-in-Aid Request from Sechelt Public Library The Corporate and Administrative Services Committee recommended that the correspondence from the Sechelt Public Library regarding Rural Areas Grant-in-Aid request be received; AND THAT the Sechelt Public Library be funded $300 from Rural Areas Grant-in-Aid as follows: Electoral Area D $100 Electoral Area A $200; AND FURTHER THAT the Sechelt Public Library be advised that this is a one-time special request for outlying areas and further requests should be considered as part of the budget for outreach services. Recommendation No. 15 Rural Areas Grant-in-Aid Request from The Society for the Protection of Sargeant Bay The Corporate and Administrative Services Committee recommended that the correspondence from The Society for the Protection of Sargeant Bay regarding Rural Areas Grant-in-Aid request be received; AND THAT the additional correspondence from the Sargeant Bay Society dated June 23, 2015 provided at the Corporate and Administrative Services meeting be received; AND THAT The Society for the Protection of Sargeant Bay be funded $2,266 from Rural Areas Grant-in-Aid as follows: Electoral Area A $200 Electoral Area B $1,766 Electoral Area E $200 Electoral Area F $100. ADJOURNMENT 2:56 p.m. 21

25 G SUNSHINE COAST REGIONAL DISTRICT INFRASTRUCTURE SERVICES COMMITTEE July 2, 2015 RECOMMENDATIONS FROM THE MEETING OF THE INFRASTRUCTURE SERVICES COMMITTEE HELD IN THE BOARD ROOM OF THE SUNSHINE COAST REGIONAL DISTRICT OFFICES AT 1975 FIELD ROAD, SECHELT, BC. PRESENT: Chair B. Milne Directors C. August M. Lebbell L. Lewis F. Mauro G. Nohr S. White I. Winn ALSO PRESENT: Acting CAO/Corporate Officer A. Legault General Manager Infrastructure Services B. Shoji Manager Transit and Fleet R. Williams Manager Waste Reduction and Recovery R. Cooper Recording Secretary T. Hincks Staff 4 Media 2 Public 2 CALL TO ORDER AGENDA 1:30 p.m. The Agenda was adopted as presented. DELEGATION Phil O Connor, RFP, Executive Director, Managed Forest Council, addressed the Committee with a presentation on Private Managed Forest Lands Regulations. He circulated the Field Practices Guide for information Director Nohr left the meeting at 1:50 p.m. and returned at 2:04 p.m. Director White left the meeting at 2:03 p.m. and returned at 2:09 p.m. 22

26 Infrastructure Services Committee Meeting Minutes of July 2, 2015 Page 2 REPORTS Recommendation No. 1 Referral to Corporate and Administrative Services Committee The Infrastructure Services Committee recommended that the AVICC Private Managed Forest Land stakeholder working group status be referred to the next Corporate and Administrative Services Committee. INTRODUCTIONS Raph Shay, temporary Sustainability and Education Coordinator, and Kara McDougall, Zero Waste Coordinator, were introduced and welcomed. Recommendation No. 2 BC Transit Annual Performance Summary The Infrastructure Services Committee recommended that Manager of Transit and Fleet s report dated June 22, 2015 titled BC Transit 2014/15 Annual Performance Summary (APS) be received. Recommendation No. 3 Solid Waste Management Plan Next Steps The Infrastructure Services Committee recommended that the Manager of Waste Reduction and Recovery s report dated June 17, 2015 titled Solid Waste Management Plan Initiatives Next Steps be received; AND THAT the Updated Solid Waste Management Plan implementation Schedule be referred to the September Infrastructure Services Committee for consideration. Recommendation No. 4 Landfill Gas Project The Infrastructure Services Committee recommended that the Corporate Energy Manager and General Manager Infrastructure Services report dated June 22, 2015 titled Sechelt Landfill Gas to Energy Innovation Project Update be received; AND THAT the landfill gas to electricity generation project be abandoned; AND THAT the SCRD submit a notice of project cancellation to UBCM. Recommendation No. 5 Plan Monitoring Advisory Committee (PMAC) Membership The Infrastructure Services Committee recommended that the Manager of Waste Reduction and Recovery s report dated May 20, 2015 titled Plan Monitoring Advisory Committee Resignations and Reappointments be received; AND THAT the resignation of Glen Brown and Roger Sayer be accepted; AND THAT staff prepare a letter thanking Mr. Brown and Mr. Sayer for their participation on the Committee; 23

27 Infrastructure Services Committee Meeting Minutes of July 2, 2015 Page 3 AND FURTHER THAT the remaining PMAC members Brian Sadler, Jeff Collins, Paul Appelt, Joe Harrison, Fran Diamond, and Greg Foss be reappointed for a two year term effective July Recommendation No. 6 Plan Monitoring Advisory Committee Minutes (PMAC) The Infrastructure Services Committee recommended that the Plan Monitoring Advisory Committee meeting minutes of May 12, 2015 be received for information. Recommendation No. 7 Monthly Report for May and June 2015 The Infrastructure Services Committee recommended that the Administrative Assistant s report titled Monthly Report for May and June 2015 be received for information. Director White left the meeting at 3:26 p.m. Recommendation No. 8 North Pender Harbour Water Advisory Committee Minutes The Infrastructure Services Committee recommended that the North Pender Harbour Water Advisory Committee meeting minutes of May 11, 2015 be received for information. Recommendation No. 9 South Pender Harbour Water Advisory Committee Minutes The Infrastructure Services Committee recommended that the South Pender Harbour Water Advisory Committee meeting minutes of May 13, 2015 be received for information. Recommendation No. 10 Public Wharves Advisory Committee Minutes The Infrastructure Services Committee recommended that the Public Wharves Advisory Committee meeting minutes of June 1, 2015 be received for information. Recommendation No. 11 Transportation Advisory Committee Minutes The Infrastructure Services Committee recommended that the Transportation Advisory Committee meeting minutes of May 4, 2015 be received; AND THAT the following recommendations be acted upon: Recommendation No. 2 Speeding on Redrooffs Road The Transportation Advisory Committee recommended that staff send a letter to ICBC requesting that they conduct a public education campaign regarding appropriate speed limits and the importance of maintaining that speed. 24

28 Infrastructure Services Committee Meeting Minutes of July 2, 2015 Page 4 Recommendation No. 6 Fixed Link Study Request The Transportation Advisory Committee recommended that SCRD write a letter to the Province requesting that a comparative study be done looking at service to the Sunshine Coast with a fixed link compared to BC Ferries service. AND THAT a letter be sent to the Ferry Advisory Committee and BC Ferry Commission requesting extension of the student fare program to include cultural and artistic pursuits. COMMUNICATIONS Recommendation No. 12 Transit Services The Infrastructure Services Committee recommended that the correspondence from the Ministry of Transportation and Infrastructure dated March 11, 2015 regarding Transit Services be received for information. The Committee recessed at 3:32 p.m. and resumed at 3:38 p.m. IN CAMERA The Infrastructure Services Committee moved In-Camera at 3:38 p.m. That the public be excluded from attendance at the meeting in accordance with section 90(1) (a) of the Community Charter personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality, (i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose ; and (k) negotiations and related discussions respecting the proposed provision of a municipal service AND THAT Alice Lutes, Alternate Director for the District of Sechelt, be authorized to be in attendance for the In Camera meeting. Committee moved out of In-Camera at 4:10 p.m. ADJOURNMENT 4:10 p.m. 25

29 H SCRD STAFF REPORT DATE: July 2, 2015 TO: SCRD Board Meeting July 9, 2015 FROM: Tina Perreault, Treasurer Angie Legault, Acting Chief Administrative Officer RE: STRATEGIC PLAN RECOMMENDATION THAT the Treasurer and Acting Chief Administrative Officers report regarding the Strategic Plan be received; AND THAT the Strategic Plan be adopted as presented; AND FURTHER THAT the 2015 Financial Plan be amended in the amount of $10,000, funded from operating reserves, for Staff to implement a communication plan for the Strategic Plan. BACKGROUND Per Board Policy, the SCRD will prepare a strategic plan at the beginning of each Board s term and will update the strategic plan throughout its term. The strategic plan will address the key policy priorities and will be the key focus of the Board s work for our communities. The Board agreed upon a process and passed the following motion (168/15) at the April 9, 2015 regular Board meeting, excerpt below: Recommendation No. 1 Strategic Plan Review THAT the Chief Administrative Officer s report titled Strategic Plan Review be received; AND THAT the process outlined in the report be followed for the Strategic Plan; AND FURTHER THAT Strategic Planning sessions be scheduled for May 12, June 2, and an additional date to be confirmed for June 2015 with Directors and Senior Managers in attendance, with facilitation provided by John Talbot. The Board has completed their process and have developed a draft Strategic Plan. 26

30 SCRD- REGULAR BOARD STAFF REPORT: STRATEGIC PLAN 2 DISCUSSION The staff report outlining the approved process is available on the SCRD website. In summary, the Board and staff reviewed the previous Strategic Plan, considered emerging trends and issues for the Sunshine Coast and reviewed key corporate policy documents in order to begin the development of the Board Vision, Mission, Values, and Key Strategic Directions including objectives and targets. Attached is the final draft Strategic Plan for adoption. COMMUNICATIONS Staff have prepared a comprehensive Communications Plan with Objectives, Key Messages and Tactics to inform both internal and external audiences. In addition to the strategies listed below, the Strategic Plan will also be forwarded to the Council of each of the three Municipalities and added to the agenda for the upcoming Intergovernmental meeting. Staff propose to publicize the Plan through: 1. News release announcing adoption 2. Full Page advertisements (The Local, Coast Reporter & Harbour Spiel) 3. SCRD Website 4. Facebook advertisement 5. Social Media (Twitter, Facebook) (announcing release of plan followed with a breakdown by strategic direction) 6. Design and print posters to promote vision, mission and goals from the strategic plan for all SCRD facilities 7. Advertisement in Fall/Winter Recreation Guide 8. Radio ads to run for two weeks 9. Distribute hard copies to Libraries and Reading Rooms on the Sunshine Coast 10. Articles in monthly Coast Current newsletter highlighting work in progress for each success indicator to all staff 12. Article for staff newsletter with ongoing updates/highlights of various aspects of the plan to reinforce messages 13. Staff meeting(s) to present plan 14. Incorporate into orientation material for new employees. In keeping with our sustainability goals, staff are not recommending printing copies of the Plan for wide distribution to the community. However, as an alternative, post cards could be printed and mailed directing the public to the SCRD website. FINANCIAL IMPLICATIONS It is anticipated that the majority of the budget allocated for the strategic planning process will be expended before implementing the Communications Plan. In order to undertake all of the initiatives noted above (including post cards), Staff suggest a financial plan amendment of $10,

31 Sunshine Coast Regional District Strategic Plan 28

32 Message from the Chair and Board The Sunshine Coast Regional District (SCRD) is pleased to present our Strategic Plan. We are A community for all generations connected by our unique coastal culture, diverse economy and treasured natural environment. This vision will guide the SCRD and provides the foundation for the Board when making decisions which will strengthen the Coast now and into the future. Our Strategic Plan outlines why we exist, what we are trying to accomplish and how we will achieve it. Using the Regional Sustainability Plan We Envision as a lens, the Strategic Plan considers emerging trends and issues that affect the entire Sunshine Coast, from Egmont to Langdale and the islands. We are committed to provide leadership and quality services to our community through effective and responsive government. The SCRD is committed to working together to foster a vibrant and resilient community for all generations. Strategic Plan Departmental Business Plans Annual Budget Performance Monitoring & Reporting Sets overall policy framework and strategic direction for regional district. Identifies strategic priorities for four years. Detailed operational plans defining core services, capital improvements and how staff will achieve the plan s objectives with success indicators Regular updates create the foundation for budget development Allocates resources based on strategic priorities Addresses requests based on priorities Regular reviews designed to ensure: Performance towards objectives Delivery of success indicators Enhanced efficiency and effectiveness Quality service and community satisfaction 2 2 SCRD Strategic Plan Plan DRAFT 29

33 VISION What we want for the future of the Sunshine Coast A community for all generations connected by our unique coastal culture, diverse economy and treasured natural environment. MISSION Our unique purpose and mandate To provide leadership and quality services to our community through effective and responsive government. VALUES The organization s commitments on how we will act Collaboration we facilitate working cooperatively within the organization and externally with all levels of government, First Nations, the public and community groups and organizations Equity we ensure appropriate and affordable service levels and have the costs for those services shared fairly Environmental Leadership we strive to protect, sustain, restore and enjoy our land, air, water and biodiversity Respect & Equality we welcome the contributions and diverse viewpoints from within our organization and community to inform and deliver service Transparency we promote openness and clarity in decision-making 3 SCRD Strategic Plan DRAFT 30 SCRD Strategic Plan DRAFT 3

34 Key Strategic Priorities Key areas where we will focus our efforts Ensure Fiscal Sustainability Embed Environmental Leadership Enhance Board Structure and Processes Recruit, Retain and Acknowledge Staff and Volunteers Vision A community for all generations connected by our unique coastal culture, diverse economy and treasured natural environment. Mission To provide leadership and quality services to our community through effective and responsive government. Support Sustainable Economic Development Enhance Collaboration with the shíshálh and Skwxwú7mesh Nations Facilitate Community Development 4 SCRD Strategic Plan DRAFT 31

35 Strategic Priority: Ensure Fiscal Sustainability Objectives (what we will achieve) Success Indicators (measures of our progress) Update the current financial sustainability policy Board has updated the financial sustainability policy and incorporated it in their decisions Asset management plan has been incorporated into the financial planning process Create an integrated five-year service plan that incorporates all major plans Five-year plans have been created for each service and plans include annual priorities Completed five-year service plan is reviewed and updated annually Align service levels with the sustainable funding policy Board has updated and defined service levels Specific results are reported using new software and technology * Fiscal Sustainability is the ability to sustain current spending, tax and other policies without threatening solvency or defaulting on liabilities or promised expenditures. 32 SCRD Strategic Plan DRAFT 5

36 Strategic Priority: Embed Environmental Leadership Objectives (what we will achieve) Success Indicators (measures of our progress) Define and articulate our environmental values A corporate environmental policy and targets have been developed An environmental report card that describes how we have achieved our targets on an annual basis is in place Create and use an environmental lens for planning, policy development, service delivery and monitoring SCRD environmental lens is established Environmental considerations are incorporated in all major reports to the Board Employees are continuously learning and applying innovative practices for environmental planning and stewardship * An Environmental Lens is a decision-making tool to ensure that policies and behaviours are analyzed and modified based on their environmental impact 6 SCRD Strategic Plan DRAFT 33

37 Strategic Priority: Support Sustainable Economic Development Objectives (what we will achieve) Success Indicators (measures of our progress) Approve and implement a regional economic development charter A memorandum of understanding has been signed by all local governments for agreement on structure and funding A regional economic development entity has been created and is reporting on its progress Support existing community & economic development organizations Growth and retention of local economic development organizations has increased Supported and funded organizations are reporting on the progress of their economic health and diversity Incorporate land-use planning and policies to support local economic development Local official community plans have incorporated policies that support sustainable economic development 34 SCRD Strategic Plan DRAFT 7

38 Strategic Priority: Enhance Collaboration with the shíshálh and Skwxwú7mesh Nations Objectives (what we will achieve) Success Indicators (measures of our progress) Enhance our understanding of our First Nations Cultures Educational and shared cultural gatherings and opportunities have increased Greater understanding regarding the reconciliation process and it s impacts Strengthen communication, planning and collaboration with the shíshálh Nation A water service agreement has been completed incorporating roles and responsibilities between SIB and SCRD Collaboration regarding land-use planning and development has increased Strengthen communication, planning and collaboration with the Skwxwú7mesh Nation A protocol agreement with the Skwxwú7mesh Nation has been completed 8 SCRD Strategic Plan DRAFT 35

39 Strategic Priority: Facilitate Community Development Objectives (what we will achieve) Success Indicators (measures of our progress) Collaborate with community groups and organizations to support their objectives and capacity Participation in community and cultural events and activities has increased Participation and attendance in SCRD facilities, parks and recreation has increased Land use policies and regulations are supporting affordable housing Affordable housing and alternative transportation have increased. Increase, retain and celebrate the work of our volunteers A volunteer recruitment and recognition program is implemented A diverse group of volunteers has increased *Community Development is a process of planned change that helps build healthy communities. A community organizes itself to identify and solve its own problems, adopting a self-help approach. The process enhances people s capacities to control their own lives by defining, analyzing and acting upon their own problems to their own solutions. 36 SCRD Strategic Plan DRAFT 9

40 Strategic Priority: Recruit, Retain and Acknowledge Staff Objectives (what we will achieve) Success Indicators (measures of our progress) Be an Employer of Choice Qualified staff are seeking employment with the organization Staff and volunteers are expressing satisfaction on surveys Staff attendance and engagement has increased Celebrate the work of our staff Quality work is being acknowledged and shared A peer-driven recognition system has been implemented Enhance succession planning Internal hiring/promoting has increased Every promotional position has a succession plan Staff are continuously enhancing their knowledge and skills Staff have opportunities for professional growth and career advancement 10 SCRD Strategic Plan DRAFT 37

41 Strategic Priority: Enhance Board Structures and Processes Objectives (what we will achieve) Success Indicators (measures of our progress) Enhance our governance policies, procedures and practices A revised procedure bylaw Quality decisions are based on current and timely information Board and committee structure and processes have been examined and updated as required Committee recommendations are delivered within terms of reference Efficient use of Board liaison and staff with advisory committees Board and committees are completing their own performance reviews on an established schedule 38 SCRD Strategic Plan DRAFT 11