SUNSHINE COAST REGIONAL DISTRICT July 15, 2010 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 D. Shugar Directors G. Nohr E. Graham L. Turnbull B. Janyk (Partial) D. Inkster L. Lewis ALSO PRESENT: Chief Administrative Officer J. France Manager, Legislative Services A. Legault GM, Corporate Services J. Merrick GM, Community Services P. Fenwick GM, Infrastructure Services B. Shoji Recording Secretary S. Williams Media 0 Public 5 CALL TO ORDER AGENDA 7:30 p.m. G. Nohr / D. Inkster 301/10 THAT the agenda for the meeting be adopted as amended to include the following item of New Business: Howe Sound Pulp and Paper Verbal Update MINUTES Minutes D. Inkster / G. Nohr 302/10 THAT the Regular Board minutes of June 24, 2010 be adopted as presented.
Regular Board Minutes of July 15, 2010 Page 2 REPORTS Administrators Report The Chief Administrative Officer s verbal report was received. Director s Reports Directors provided a verbal report of their activities. Director Janyk joined the meeting at 7:55 p.m. Community B. Janyk / G. Nohr 303/10 THAT the Community Services Committee recommendation Nos. 1, 2, 5, 6 and 8-23 of June 24, 2010 be received, adopted and acted upon as amended as follows: Recommendation No. 1 BC Bike Race THAT the correspondence from BC Bike Race regarding the Vancouver - Whistler via Sunshine Coast Bike Race June 27-July 3 be received. Recommendation No. 2 Pender Harbour Community School THAT the correspondence from the Pender Harbour Community School regarding Program and Service Delivery Activity report be received. Recommendation No. 5 Youth Outreach Funding THAT the correspondence from the Town of Gibsons regarding youth outreach funding be received. Recommendation No. 6 Medicinal Marijuana THAT the correspondence from the city of Langley regarding medical and medicinal marijuana dispensary be received. Recommendation No. 8 Parks and Recreation Monthly Report THAT the Parks and Recreation monthly report be received. Recommendation No. 9 Connor Park History and Funding THAT the report from the Area Recreation Manager, Sechelt regarding Connor Park History and Funding be received.
Regular Board Minutes of July 15, 2010 Page 3 303/10 cont. Recommendation No. 10 Connor Park THAT upon receipt of a report from parks staff on Connor Park and future needs of the park, the SCRD Board will decide on the funding for the park. Recommendation No. 11 SCRD Hall Allocation Policy THAT the report from the Area Recreation Manager, Sechelt regarding the amended SCRD Hall Allocation Policy be received. Recommendation No. 12 Parks 650 Bicycle/Walking Paths 665 and Community THAT the report from the General Manager of Community Services regarding Bicycle and Walking Paths 665 and Community Parks 650 be received. Recommendation No. 13 Minutes THAT the Community Programs and Services Advisory Committee minutes of June 16, 2010, be received and Recommendations No. 1-2 be adopted and acted upon as follows: Recommendation No. 1 Minutes THAT the minutes of the meeting held May 4, 2010 be adopted as circulated. Recommendation No. 2 Hall Allocation Policy THAT the SCRD draft Hall Allocation Policy be received and referred to the Community Services Committee for approval. Recommendation No. 14 and Licence Gibsons and Area Community Centre Lease THAT the report from the General Manager of Community Services regarding the Gibsons and Area Community Centre Lease and Licence agreements be received; AND THAT subject to final legal review, the Lease Agreement and separate Licence to Occupy Agreement between the SCRD and the Town of Gibsons for the Gibsons and Area Community Centre be approved and the Corporate Officer and Chair be authorized to sign the agreement.
Regular Board Minutes of July 15, 2010 Page 4 303/10 cont. Recommendation No. 15 Building Division Monthly Report THAT the report from the Chief Building Inspector and Bylaw Manager regarding the Building Division Statistics for YTD ending May 31, 2010 be received. Recommendation No. 16 Wood Council of BC and Wood First Act THAT the report from the Chief Building Inspector and Bylaw Manager regarding the Wood Council of BC and the Wood First Act be received. Recommendation No. 17 BEN - Appeal Process THAT the report from the Chief Building Inspector and Bylaw Manager regarding the Bylaw Enforcement Notice System (BEN) Appeal Process be deferred for discussion to an Electoral Area meeting, date to be determined. Recommendation No. 18 BEN - Update THAT the report from the Chief Building Inspector and Bylaw Manager regarding the Bylaw Enforcement Notice System (BEN) Update be deferred for discussion to an Electoral Area Directors meeting, date to be determined. Recommendation No. 19 Sunshine Coast Policing Committee THAT the report from the General Manager of Community Services regarding the Sunshine Coast Policing Committee Terms of Reference be received; AND THAT subject to final review by the Corporate Officer, the recommended Terms of Reference be forwarded to the SCRD Board for adoption as amended to add: 2.1 e Provide advice to the SCRD Board regarding actions it might take to ensure safety and security to the community. Recommendation No. 20 Minutes THAT the Hillside Development Group minutes of June 3, 2010 be received and Recommendation No. 1 be adopted and acted upon as follows: Recommendation No. 1 Hillside 2010 Work Plan THAT the the Hillside 2010 Workplan, prepared by Michael McLaughlin, be amended to add the following item No. 13(a):
Regular Board Minutes of July 15, 2010 Page 5 303/10 13a. Assist HIDEGRO and SCRD staff to implement the specifically identified steps for ocean access in anticipation the report will identify specific options to move forward. Recommendation No. 21 Minutes THAT the Emergency Executive Committee minutes of May 13, 2010 be received and Recommendations 1-4 be adopted and acted upon as follows: Recommendation No. 1 Notes THAT the notes from the Emergency Executive Committee meeting held December 5, 2007 be received. Recommendation No. 2 Emergency Executive Committee THAT the SCRD Board disband the Emergency Executive Committee and amend Bylaw 564 to reflect the current emergency management structure and practices in the SCRD; AND THAT staff visit each local government to brief them on these changes. Recommendation No. 3 Board Policy THAT policy be developed for review by the Community Services Committee to include the Emergency Program Annual Report being delivered in person annually to each elected body including the Board of Education. Recommendation No. 4 Bylaws THAT Bylaws 564, 565 and 1041 be received as information. Recommendation No. 22 Emergency Executive Committee THAT the Emergency Executive Committee be disbanded; AND THAT Sunshine Coast Regional District Emergency Measures Plan and Administration Bylaw No. 564, 2005 be amended to reflect the current emergency management structure and practices in the SCRD. Recommendation No. 23 Minutes THAT the Sunshine Coast Emergency Program Planning committee minutes of May 27, 2010 be received.
Regular Board Minutes of July 15, 2010 Page 6 Corporate E. Graham / G. Nohr 304/10 THAT the Corporate and Administrative Services Committee recommendation Nos. 2-14 and 17-20 of June 24, 2010 be received, adopted and acted upon as amended as follows: Recommendation No. 2 Transit [310] Variance Reporting THAT the Manager of Transportation and Facilities report regarding Transit, Function 310, Variance Reporting to May 31, 2010 be received. Recommendation No. 3 Recreation Facilities [616-621] THAT the Manager of Recreation s report regarding Recreation Facilities, Functions 616 to 621, Variance Reporting to May 31, 2010 be received. Recommendation No. 4 Regional Solid Waste THAT the Solid Waste Co-ordinator s report regarding Regional Solid Waste, Functions 350-353, Variance Reporting to May 31, 2010 be received; AND THAT staff report back on the issue of recycling revenues from the sale of materials to the next Infrastructure Services Committee meeting. Recommendation No. 5 2011 Budget Process THAT the General Manager of Corporate Services report regarding 2011 Budget Process be received; AND THAT the base budget process be continued for 2011; AND FURTHER THAT the three rounds of budget meetings for 2011 be set as follows: Round One January 19 to 21, 2011 and 23 or 24 if required Round Two February 14 to 16, 2011 Round Three March 7 to 9, 2011 Recommendation No. 6 2010 Budget Parking Lot Items THAT the General Manager of Corporate Services report regarding 2010 Budget Parking Lot Items be received; AND THAT the following actions be undertaken: Under Round 1 Budget Meetings, the following to be added under Action Taken :
Regular Board Minutes of July 15, 2010 Page 7 304/10 cont. 3. Intermodal Transportation Study Refer to the Planning and Development Committee 13. Field Road Landscaping Refer to 2011 budget discussions with an overall landscaping plan 16. BC Ferries not handling RD bus tickets Refer to Infrastructure Services Committee Under Round 2 Budget Meetings the following to be added under Action Taken : 2. Private properties used for commercial purposes Refer to a future Community Services Committee meeting 3. Business licenses Refer to a future Community Services Committee meeting 5. Internal resources versus contracting out Refer to a future Special Corporate and Administrative Services Committee meeting 6. Map/location of street lights in process 7. Dock usage for all docks (who is using the docks?) Refer to Infrastructure Services 8. Sharing staff expertise of docks with municipalities Refer to Infrastructure Services 9. Halket Dock for recreational diving (potential revenue?) Refer to Infrastructure Services 10. BEN System and how it could be used for the illegal dumping issue Refer to Infrastructure Services 12. Environmental fees at landfills Verbal response provided Under Round 3 Budget Meetings, the following to be added under Action Taken : 1. Ports Refer to Infrastructure Services Committee 2. Community Schools Refer to Community Services Committee AND THAT any new recycling contract entered into by the Regional District have a reporting capacity to account for recycling residuals (Round 2 Budget Meetings, Parking Lot Item No. 11); AND THAT staff report back on the issue of user fees for mobile homes as compared to a single family dwelling, along with statistical information to the next Infrastructure Services Committee meeting (Round 2 Budget Meetings, Parking Lot Item No. 13);
Regular Board Minutes of July 15, 2010 Page 8 304/10 cont. AND THAT staff contact the Town of Gibsons staff regarding the status of the tennis court construction at the Payne Road subdivision site (Round 3 Budget Meetings, Parking Lot Item No. 3); AND FURTHER THAT discussion on the location of the new tennis courts in Gibsons be referred to the Board to Board meeting scheduled with School District No. 46. Recommendation No. 7 Geographical Information Systems THAT the Manager of Information Technology (IT) and Geographical Information Systems (GIS) report regarding GIS/PIMS review of mapping fees and charges be received; AND THAT data be provided to member municipalities and consultants engaged by them at no cost providing there is an agreement for the mutual and equitable exchange of digital data; AND THAT staff resources for projects or special requests from member municipalities and their consultants will be charged as per Sunshine Coast Regional District Administrative Fees and Charges Bylaw No. 627, 2010 ; AND FURTHER THAT the board policy dated March 23, 2000, Resolution No. 133/00, Dissemination of Mapping and Digital Information, be updated to reflect this option. Recommendation No. 8 Administrative Fees and Charges THAT the report from the Manager of Legislative Services and Manager of Information Technology and Geographical Information Systems regarding Bylaw 627 Administrative Fees and Charges be received; AND THAT the Sunshine Coast Regional District Administrative Fees and Charges Bylaw No. 627, 2010 be forwarded to the July 15, 2010 Board meeting for three readings. Recommendation No. 9 House Numbering THAT the Manager of Information Technology and Geographical Information Systems report regarding Bylaw 524.3 House Numbering Amendment be received; AND THAT the Sunshine Coast Regional District House Numbering Fee Bylaw No. 524.3, 2010 be forwarded to the July 15, 2010 Board meeting for three readings.
Regular Board Minutes of July 15, 2010 Page 9 304/10 cont. Recommendation No. 10 Gas Tax Funding THAT the report from the Accounting Technician, Reporting and Analysis, regarding Gas Tax Funding be received; AND THAT the Irvines Landing Schoolhouse project for $20,421.81 be carried forward from 2009 and included in the 2010 gas tax allocation for Electoral Area A. Recommendation No. 11 Investments and Reserves THAT the report from the Accounting Technician, Reporting and Analysis, regarding Investments and Reserves to May 31, 2010 be received. Recommendation No. 12 Contracts between $20,000 and $100,000 THAT the Purchasing Officer s report regarding Contracts entered into between $20,000 and $100,000 from May 17, 2010 to June 15, 2010 be received. Recommendation No. 13 Corporate Vehicles THAT staff report back to a future Corporate and Administrative Services Committee meeting on including a strategy to purchase more energy efficient company vehicles in the future. Recommendation No. 14 Rural Areas Grants-in-Aid Cancellations THAT the Administrative Assistant s report regarding Rural Areas Grants-in-Aid Cancellations be received; AND THAT the following 2010 rural area grants-in-aid be revoked: Pender Harbour Marine Rescue Society $3,000, and Sunshine Coast Marine Rescue Society and Halfmoon Bay Auxiliary Unit $1,200. Recommendation No. 17 BDO Dunwoody THAT the correspondence from BDO Dunwoody regarding the audit results and communications for the year ended December 31, 2009 be received.
Regular Board Minutes of July 15, 2010 Page 10 304/10 cont. Recommendation No. 18 Halfmoon Bay Elementary School THAT the correspondence from the Halfmoon Bay Elementary Community School Parent Advisory Committee regarding the Schoolyard Enhancement Project be received; AND THAT a $5,000 grant from Halfmoon Bay Grant-in-Aid be provided to the Halfmoon Bay Elementary Community School for the irrigation project. Recommendation No. 19 Trade Agreement THAT the following correspondence from the Union of BC Municipalities be received: Regarding the Canada - United States agreement on government procurement; and Regarding the Elections Taskforce report. Recommendation No. 20 2010 Olympic Torch Relay THAT the correspondence from Premier Gordon Campbell regarding BC Ferries and the 2010 Olympic Torch Relay be received. Infrastructure L. Turnbull / L. Lewis 305/10 THAT the Infrastructure Services Committee recommendation Nos. 1-12 of July 8, 2010 be received, adopted and acted upon as amended as follows: Recommendation No.1 Correspondence THAT the following items of correspondence be received: Tim Adams, Vancouver Coastal Health, dated May 13, 2010 regarding Hazard Abatement Order; Conchita Harding, Sunshine Coast Sea Cavalcade Society, dated May 27, 2010 regarding Request for Extra Bus Service for Sea Cavalcade; John Slater, MLA, dated May 25, 2010 regarding modernizing the Water Act; Community Energy Association and Union of BC Municipalities Awards Invitation; Basil Stewart, Federation of Canadian Municipalities; and L. Maingon, Sunshine Coast Environmental Sustainability Society Strategic Plan
Regular Board Minutes of July 15, 2010 Page 11 305/10 cont. Recommendation No. 2 Market-Base Zero Waste Strategic Plan THAT staff inform the Sunshine Coast Environmental Sustainability Society of their option to present their findings from the Market-Base Zero Waste Strategic Plan to the Solid Waste Management Plan Working Group. Recommendation No. 3 BC Ferries Service Interruptions THAT the costs question, not addressed in the response letter from BC Ferries, be reiterated in another letter by Chair Shugar to BC Ferries. Recommendation No. 4 - Transportation Advisory Committee THAT the Transportation Advisory Committee minutes of June 28, 2010, be received with the following amendments: Recommendation #3: add wording after Queen of Surrey.: This is to be acted on immediately. Recommendation #4: change wording senior staff work with local cycling groups to make recommendations for a framework and terms of reference for a Cycling Advisory Committee, to be presented to the Transportation Advisory Committee meeting in September 2010. Under Discussion : change Advisory Planning Committee to Transportation Advisory Committee regarding monitoring usage of the proposed Langdale septic plant. Under Discussion : change the wording to reflect that Mr. Legault indicated the signs have been ordered and their locations determined, and the Transportation Advisory Committee queries why these have not been installed. Recommendation No. 5 Bus Shelters THAT the report entitled 2010 Bus Shelter Inventory May 5, 2010, be received; AND THAT expenditures for shelter installation and maintenance be permitted to exceed the current budget of $4,590 (GL 01-2-310-400) to a maximum of $10,000; AND FURTHER THAT the 2011 funding for shelter installation and maintenance be reviewed during budget discussions. Recommendation No. 6 Dock Repairs THAT the Manager of Transportation and Facilities report entitled Capital Funding for Dock Repairs be received;
Regular Board Minutes of July 15, 2010 Page 12 305/10 cont. AND THAT the 2010 budget be amended to include $106,900 in the capital expenditure account (GL 01-6-345-470) to be offset by a transfer from the reserves (GL 01-5-345-145) and any insurance recovery; AND THAT the work plan for 2011 to 2014 be approved, subject to annual budget discussions and a minimum capital reserve of $200,000; AND FURTHER THAT staff bring a report to the September Infrastructure Services Committee showing the divestiture potential of docks that the SCRD currently holds. Recommendation No. 7 Bathroom Fixture Replacement THAT the staff report entitled Bathroom Fixture Replacement Program Water Savings be received. Recommendation No. 8 Special Meeting Request THAT the Manager of Sustainable Services report entitled Request for Special Meeting, July 22, 2010 be received; AND THAT a special meeting of the Infrastructure Services Committee be scheduled for 9:30 a.m. on July 22, 2010 to present the Draft Integrated Landfill Management Plan for Sechelt Landfill. Recommendation No. 9 Recycling Survey THAT The Manager of Sustainable Services report entitled Results of SCRD Recycling Services Survey be received; AND THAT staff refer this report and NRG Research Group s report entitled Sunshine Coast Regional District Recycling Service Study to the Solid Waste Management Plan Update Working Group to inform the development of the updated Solid Waste Management Plan, specifically the development of proposed waste diversion and zero waste strategies; AND FURTHER THAT the Solid Waste Management Plan Update Working Group be made aware that Directors of Area E and F have concerns regarding validity of the results for their areas in the survey; specifically that the low income demographic was not represented in Area E and that the sample size objective of 100 was not met in Area F. Recommendation No. 10 Processes Solid Waste Management Plan and Parallel THAT the Manager of Sustainable Services report entitled Integrating Solid Waste Management Plan Processes be received.
Regular Board Minutes of July 15, 2010 Page 13 305/10 cont. Recommendation No. 11 Monthly Report for June 2010 THAT the Section Secretary s report entitled Monthly Report for June 2010 be received. Recommendation No. 12 Backhoe Replacement THAT a John Deere 310SJ TMC be purchased from Brandt Tractor for $118,960 less trade in value of $40,000 (net $78,960) plus taxes and financed through Municipal Finance Authority; AND THAT the 2011 Financial Plan be amended to reflect the increase in the purchase price, trade in and lease proceeds. Planning G. Nohr / E. Graham 306/10 THAT the Planning and Development Committee recommendation No. 12 of July 15, 2010 be received, adopted and acted upon as amended as follows: Recommendation No. 12 Licence of Occupation App. File 2410378 THAT the report dated July 2, 2010 entitled Licence of Occupation Application File 2410378 by Dwayne and Shirley Zukoaski for Residential Private Moorage fronting Lot 2, Block A, DL 1485, Plan LMP 47371, Secret Cove, Halfmoon Bay, Area B be received and forwarded to the Integrated Land Management Bureau (ILMB); AND THAT ILMB be advised that the local residents of Halfmoon Bay are not in support of the expansion to build the proposed larger-size dock, but are in favour of the present dock; AND FURTHER THAT the staff report regarding the licence application be sent to the Sechelt Indian Band. Covenant G. Nohr / L. Lewis 307/10 THAT the report concerning Cliff Gilker Park covenant be deferred to the July 21, 2010 Community Services Committee; AND THAT a copy of the Management Plan for Cliff Gilker Park be included with the report.
Regular Board Minutes of July 15, 2010 Page 14 Meeting Schedule L. Turnbull / L. Lewis 308/10 THAT the Infrastructure Services Committee meeting scheduled for September 2, 2010 be moved to 9:30 a.m. on September 9, 2010. MOTIONS Appointment G. Nohr / L. Lewis 309/10 THAT Richard Grant be appointed to the Area B Area Planning Commission. BYLAWS Bylaw 628 E. Graham / L. Lewis 310/10 THAT North Pender Harbour Water Initiatives Security Issuing Bylaw No. 628, 2010 be read a first time. Bylaw 628 L. Turnbull / L. Lewis 311/10 THAT North Pender Harbour Water Initiatives Security Issuing Bylaw No. 628, 2010 be read a second time. Bylaw 628 E. Graham / L. Lewis 312/10 THAT North Pender Harbour Water Initiatives Security Issuing Bylaw No. 628, 2010 be read a third time. Bylaw 629 E. Graham / L. Lewis 313/10 THAT South Pender Harbour Water Initiatives Security Issuing Bylaw No. 629, 2010 be read a first time. Bylaw 629 L. Lewis / L. Turnbull 314/10 THAT South Pender Harbour Water Initiatives Security Issuing Bylaw No. 629, 2010 be read a second time.
Regular Board Minutes of July 15, 2010 Page 15 Bylaw 629 E. Graham / G. Nohr 315/10 THAT South Pender Harbour Water Initiatives Security Issuing Bylaw No. 629, 2010 be read a third time. Bylaw 524.3 L. Turnbull / L. Lewis 316/10 THAT Sunshine Coast Regional District House Numbering Fee Bylaw No. 524.3, 2010 be read a first time. Bylaw 524.3 L. Turbull / L. Lewis 317/10 THAT Sunshine Coast Regional District House Numbering Fee Bylaw No. 524.3, 2010 be read a second time. Bylaw 524.3 G. Nohr / E. Graham 318/10 THAT Sunshine Coast Regional District House Numbering Fee Bylaw No. 524.3, 2010 be read a third time. Bylaw 627 L. Turnbull / L. Lewis 319/10 THAT Sunshine Coast Regional District Administrative Fees and Charges Bylaw No. 627, 2010 be read a first time. Bylaw 627 G. Nohr / E. Graham 320/10 THAT Sunshine Coast Regional District Administrative Fees and Charges Bylaw No. 627, 2010 be read a second time. Bylaw 627 L. Turnbull / E. Graham 321/10 THAT Sunshine Coast Regional District Administrative Fees and Charges Bylaw No. 627, 2010 be read a third time.
Regular Board Minutes of July 15, 2010 Page 16 NEW BUSINESS Howe Sound B. Janyk / D. Inkster 322/10 THAT staff research the potential new owner of Howe Sound Pulp and Paper. The Board moved In Camera at 8:55p.m. IN CAMERA L. Lewis / G. Nohr 323/10 THAT the public be excluded from attendance at the meeting in accordance with Section 90(1) (a), (c), (g) and (k) of the Community Charter personal information about an identifiable individual who holds or is being considered for a position..., labour relations or other employee relations; litigation or potential litigation affecting the municipality;, 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 The Board moved out of In Camera at 10:02 p.m. Planning L. Turnbull / E. Graham 324/10 THAT the Manager of Human Resources report regarding Exempt Salary Review-2010, No. 2 be received; AND THAT the Exempt Salary Grid be changed from four (4) steps for each grade to five (5); AND THAT the proposed Exempt Salary Grid 2010 (90 100%) be approved with the exception of level seven (7) which will be dealt with separately; AND THAT the following section No. 11.3 of the Sunshine Coast Regional District Exempt Employment Bylaw No. 473, 1999" be removed: Exempt employees will be entitled to a supplementary vacation of five (5) working days,in addition to their earned annual vacation entitlement, in their eleventh (11 th ) vacation year and in every fifth (5th) vacation year thereafter, to be taken or paid out within five (5) years of the anniversary date on which the entitlement was earned.
Regular Board Minutes of July 15, 2010 Page 17 AND THAT staff be directed to provide the Board with a revised Performance Management Program and Salary Administration Policy to include five (5) steps for each grade on the Exempt Salary Wage Grid; AND THAT any upward movement on the grid is dependent upon a satisfactory performance review. Director Lewis Opposed Appointment E. Graham / L. Lewis 325/10 THAT the Terms of Reference for the Recreation, Parks and Services Advisory Committee be amended to allow up to 13 members; AND THAT Dr. Barbara DeMott be appointed to the Recreation, Parks and Services Advisory Committee. ADJOURNMENT B. Janyk / L. Turnbull 326/10 THAT the Regular Board meeting be adjourned. The meeting adjourned at 10:05 p.m. Certified correct Corporate Officer Confirmed this day of Chair