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HomeMy WebLinkAbout2009-01-19 Committee of the Whole Meeting Agenda and Reports.pdfDistrict of Maple Ridge COMMITTEE OF THE WHOLE AGENDA January 19, 2009 1:00 p.m. Council Chamber Committee of the Whole is the initial venue for review of issues. No voting takes place on bylaws or resolutions. A decision is made to send an item to Council for debate and vote or to send an item back to staff for more information or clarification before proceeding to Council. Note: If required, there will be a 15 -minute break at 3:00 p.m. Chair: Acting Mayor 1. DELEGAT/ONS/STAFFPRESENTAT/ONS- (10 minutes each) 1:00 p.m. 1.1 Spirit Square Presentation 2. PUBL/C WORKS AND DEVELOPMENT SERV/CES Note: Owners and/or Agents of Development Applications may be permitted to speak to their applications with a time limit of 10 minutes. Note: The following items have been numbered to correspond with the Council Agenda: 1101 SP/104/08, Soil Deposit Permit, 13261 and 13347 224 Street Staff report dated January 14, 2009 recommending that the application for a permit for the properties at 13261 224 Street and 13347 224 Street be forwarded to the Agricultural Land Commission and that the Agricultural Land Commission consult with the Alouette Valley Farm and Homeowners Association. Committee of the Whole Agenda January 19, 2009 Page 2 of 3 3. FINANCIAL AND CORPORATE SERVICES (including Fire and Police) 1131 Adjustments to the 2008 Collector's Roll Staff report dated December 31, 2008 submitting information on changes to the 2008 Collector's Roll through the issuance of Supplementary Roll 10/2008. 1132 Disbursements for the month ended December 31, 2008 Staff report dated January 9, 2009 recommending that disbursements for December 2008 be approved. 4. COMMUNITY DEVELOPMENT AND RECREATION SERVICES 1151 Fee for Service Agreement - Tourism Maple Ridge Pitt Meadows Staff report dated January 11, 2009 recommending that the Corporate Officer be authorized to execute the attached 2009 Tourism Maple Ridge and Pitt Meadows Fee for Service Agreement. 5. CORRESPONDENCE 1171 6. OTHER ISSUES 1181 7. ADJOURNMENT Committee of the Whole Agenda January 19, 2009 Page 3 of 3 8. COMMUNITY FORUM COMMUNITY FORUM The Community Forum provides the public with an opportunity to speak with Council on items that are of concern to them, with the exception of Public Hearing by-laws that have not yet reached conclusion. Each person will be permitted 2 minutes to speak or ask questions (a second opportunity is permitted if no one else is sitting in the chairs in front of the podium). The total time for this Forum is limited to 15 minutes. If a question cannot be answered, the speaker will be advised when and how a response will be given. Council will not tolerate any derogatory remarks directed at Council or staff members. If a member of the public has a concern related to a Municipal staff member, it should be brought to the attention of the Mayor and/or Chief Administrative Officer in a private meeting. Other opportunities to address Council may be available through the office of the Manager of Legislative Services who can be contacted at 463-5221 or by e-mail at cmarlo@mapleridge.ca. Checked by: Date: MAPLE RIDGE British Cotumhia Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Ernie Daykin and Members of Council FROM: Chief Administrative Officer SUBJECT: Soil Deposit Permit 13261 224 Street, 13347 224 Street DATE: FILE NO: ATTN: January 14, 2009 SP/104/08 C of W EXECUTIVE SUMMARY: A Soil Deposit application has been made to the District which falls under Section 20 (3) of the Agricultural Land Commission Act for non farm use. This site is 6.801 hectares and is within the Agricultural Land Reserve and the North Alouette Floodplain. This application arises from the farmers need to protect his farm land but also to ensure that the neighbouring properties are not at risk. This application conforms with the requirements of the Agricultural Land Commission (ALC) which requires Council's comments and recommendations concerning the proposed fill activity in the floodplain before forwarding to them for review. If the Agricultural Land Commission approves the application, the owner will be required to fulfill all conditions under the District's regulations. RECOMMENDATION: That the application for a fill permit under the Section 20 (3) of the Agricultural Land Commission Act submitted by Mr. Halford on behalf of Mr. Cho for the properties at 13261 224th Street and 13347 224th Street be forwarded to the Agricultural Land Commission with the recommendation that the placement of fill is carried out in compliance with the relevant provisions of the Maple Ridge Soil Deposit Bylaw No. 5763 - 1999 and that the Agricultural Land Commission consult with the Alouette Valley Farm and Homeowners Association. DISCUSSION: a) Background Context: Applicant: Owner: Legal Description: OCP: Existing: Proposed: Zoning: Existing: Proposed: Halford Trucking Ltd Nancy & John Halford Hang K. Cho, Jeon E. Cho Lot: B, Section: 30, Township: 12, Plan: 6569, Lot: 3, Section: 30, Township: 12, Plan: 2970. Agricultural No change RS -3 (One Family Rural Residential) No change 1101 Surrounding Uses North: Use: Zone: South: East: West: Designation Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: b) Project Description: Residential 61% RS -3 (One Family Rural Residential) 39% A-2 (Upland Agricultural) 100% Agricultural 3 Properties RS -3 (One Family Rural Residential) & A-2 (Upland Farm) 1 Property 63% RS -3 (One Family Rural Residential) & 37% A-2 (Upland Agricultural) 2 Properties 100%RS-3 (One Family Rural Residential) 100% AGR (Agricultural) 6 Properties RS -3 (One Family Rural Residential) 100% RS -3 (One Family Rural Residential) 100% AGR (Agricultural) 4 Properties RS -3 (One Family Rural Residential) & A-2 (Upland Farm) 2 Properties 100% RS -3 (One Family Rural Residential) 1 Property 63% RS -3 (One Family Rural Residential) & 37% A-2 (Upland Agricultural) 1 Property 100% A-2 (Upland Agricultural) 100% AGR (Agricultural) Farm No Change 6.801 Hectares 224th Street The property in question is located within the North Alouette floodplain and is within the Agricultural Land Reserve. It has the Alouette River running along its southern and western edges. It is also subject to flooding along the east side of the property along 224th Street that fronts the property (this becomes a channel when the North Alouette level rises). The area is prone to flooding from the Alouette River and the Cattel Brook and has experienced several 1:100 and a 1:200 storm events in the past several years. The applicant has requested permission to bring fill onto the property to raise the levels of the fields to ensure that the crops would be out of the water and to build a protective berm from the junction at 132hd Ave and 224th Street to the North end of the property line. They would also like permission for fill to build access roads for berm construction and farm uses. There are historical site specific issues of previous non-compliance with regard to this particular property including: • fill being brought onto site without a permit; • construction of a berm along the edge of the N. Alouette River and at the property edge fronting the road without a permit; • encroachment of the berm into federal designated fish habitat area and municipal designated watercourse setback areas; • the existing berm has not been checked or approved by a qualified professional to ensure it is structurally safe or if it will withstand a major flood event. -2- c) Planning Analysis/Environmental Implications: There are specific concerns regarding the potential impacts of mitigation measures required to deal with both storm water and flooding concerns. Appropriate design and mitigation measures would need to be prepared, reviewed, and approved by a qualified professional(s) to ensure the proposed re -grading will not result in negative impacts to the neighbouring and upstream properties or safety concerns for neighbours. There are ongoing risk management issues concerning farm lands located in the floodplains that requires the careful coordination and communication between the Department of Fisheries and Oceans (DFO), Ministry of Environment (MOE) and the District, for example: • the construction of berms around the perimeter of the properties due to water displacement affecting neighbouring properties; • encroachment of berms and dykes into active floodways of major watercourses and into DFO and municipal watercourse setback areas; and, • large scale in -filling of farm lands to raise the elevations in floodplain areas due to water displacement affecting neighbouring properties. After the Agricultural Land Commission has reviewed the application and, if they approve it, the applicant will be required to apply for a soil deposit permit under the District's regulations. There will be conditions attached to that permit that the applicant will need to fulfill including that the proponent provide the District with a review and written assurances from a qualified professional that addresses the following items: • any infill, berms, or re -grading on site will not have a negative impact on neighbouring sites with respect to displacement or routing of water during flooding; • mitigation controls must comply with federal fisheries and oceans regulations and municipal regulations. Any variance from this will require authorization from the senior agencies. During the past year, a local group representing both residents and farmers in this area was formed (the Alouette Valley Farm & Homeowners Association). This group was involved with the Alouette River Task Force which is now disbanded and it would be appropriate for the Agricultural Land Commission to consult with representatives of this group in the consideration of this application. d) Intergovernmental Issues: Any fill being brought onto the site must be in compliance with the Department of Fisheries and Oceans (DFO), Ministry of Environment (MOE) and the Agricultural Land Commission (ALC). The ALC requires Council comments and is generally supportive of municipal regulations concerning hazard management. e) Citizen/Customer Implications: Berming or raising grades of properties within a floodplain can have implications of displacement of water and the subsequent impacts to neighbouring properties. For those living and working in floodplain areas, these issues are of concern. There are ongoing risk management issues concerning farm lands located in the floodplains that requires careful coordination and communication between Department of Fisheries and Oceans (DFO), Ministry of Environment (MOE) and the District. Significant issues of concern include the construction of non permitted berms that are not structurally sound around the perimeter of the -3- properties, encroachment of berms and dykes into active floodplains of major watercourses and watercourse setback areas, and large scale in -filling of farm lands to raise the elevations in floodplain areas. These types of development activities are often at odds with municipal risk management objectives and lead to safety and liability concerns for surrounding properties. f) Alternatives: That the application for a fill permit under the Section 20 (3) of the Agricultural Land Commission Act submitted by Mr. Halford on behalf of Mr. Cho for the properties at 13261 224th Street and 13347 224th Street be forwarded to the Agricultural Land Commission with the recommendation that it be denied for flood hazard reasons. CONCLUSION: This application to bring fill onto the property to mitigate the flooding in the area for farming purposes may have consequences as there are other properties within the floodplain that would like to utilize similar measures. IL\ w' Preparedby.L Michelle ones Envir..• mental Technician Pi Director of PI. nning Approv P.Eng elopment Services ConcurrenE6: J. L. (Jim Rule Chief Administrative Officer MJ/dp The following appendices are attached hereto: Appendix A - subject map -4- P 6688 13473 S65.6'OF3 P 6688 13465 4 P 6688 1PP146 3 'PP149 P 2970 SUBJECT PROPERTIES 2 2 2 P 2970 132 45E. 8 P 6569 13339/47 13429 ,}pp2ndf k fl 13442 8 P 21640 13432 13360 SK 2630 A 13348 13252 Rem 3 P 2892 4 N262'5 Rem 5 P 17838 21 P 2802 P 17838 20 / P2 i Rem A P 8569 7 P 26885 PP 53 5 2 6 5 13 17 'PP153 SCALE 1:3,000 City of Pitt Meadows,_ % 4 la Ik r ��tYf re - II� District of Langley 13261 & 13347 224 STREET 4111. I. s �o \ 1111111-n MAPLE RIDGE British COEumbia CORPORATION OF THE DISTRICT OF MAPLE RIDGE PLANNING DEPARTMENT DATE: Nov 7, 2008 FILE: SP/014108 BY: PC MAPLE RIDGE British Columbia Deep Roots Greater Heights TO: FROM: District of Maple Ridge His Worship Mayor Ernie Daykin .DATE: Dec. 31, 2008 and Members of Council FILE NO: T21-212-003 Chief Administrative Officer ATTN: SUBJECT: Adjustments to 2008 Collector's Roll EXECUTIVE SUMMARY: BC Assessment has revised the assessed value for the 2008 Collector's Roll through the issuance of Supplementary Roll 10/2008. The Collector is required to make all the necessary changes to the municipal tax roll records and report these adjustments to Council. RECOMMENDATIONS): The report dated Dec. 31, 2008 is submitted for information. DISCUSSION: a) Background Context: Two folios are affected: BC Assessment has reviewed two residential folios and adjusted the assessments to more accurately reflect the values of the improvements (Municipal tax decrease of $1,318.52 in residential class.) b) Business Plan/Financial Implications: There is a total decrease of $2,280.69 in tax revenue of which the municipal share is $1,318.52. CONCLUSIONS: A review by BC Assessment resulted in a reduction to the residential assessment base of $390,000. This report dated Dec. 312008 is submitted for information and is available to the public. 1131 Prepared by: Silvia Rutledge Manager, Revenue & Collections Approved by: Paul GUI, B.B.A.; C.G.A. General Manager: Corporate & Financial Services Corlcurrece: J.L. (Jim) Rule Chief Administrative Officer MAPLE RIDGE British Columbia Deep Roots Greater Heights TO: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: January 9, 2009 and Members of Council FILE NO: FROM: Chief Administrative Officer SUBJECT: Disbursements for the month ended December 31, 2008 EXECUTIVE SUMMARY: Council has authorized all voucher payments to be approved by the Mayor or Acting Mayor, together with the Director of Finance. Council authorizes the vouchers for the following period through Council resolution. The disbursement summary for the past period is attached for your information. Expenditure details are available to any Council member for review in the Finance Department. RECOMMENDATION: That the `disbursements as listed below for the month ended December 31, 2008 now be approved". GENERAL $ 9,153,367 PAYROLL $ 1,298,419 PURCHASE CARD $ 105,667 $10,557,453 DISCUSSION: a) Background Context: The adoption of the Five Year Consolidated Financial Plan has appropriated funds and provided authorization for expenditures to deliver municipal services. The disbursements are for expenditures that are provided in the financial plan. b) Community Communications: The citizens of Maple Ridge are informed on a routine monthly basis of financial disbursements. 1132 c) Business Plan / Financial Implications: Highlights of larger items included in Financial Plan or Council Resolution • Double M Excavating - roadworks $ 1,138,332 • First Truck Centre Vanc Inc. - two Freightliner dump trucks $ 364,192 • Fraser Valley Regional Library - 4th quarter member assessment $ 528,124 • G.V. Water District - water comsumption Aug 27 - Sep 30/08 $ 512,765 • Receiver General - RCMP contract Jul - Sep /08 $ 2,795,366 • Young Anderson "In Trust" - Whonnock Lake land acquisition $ 1,116,226 d) Policy implications: Approval of the disbursements by Council is in keeping with corporate governance practice. CONCLUSIONS: The disbursements for the month ended December 31, 2008 have been reviewed and are in order. Prepared by: G'Ann Rygg Accounting Clerk II Approved by: Trevo hompson, CGA Manager of Financial Planning Approved by: Paul GiII,BBA, CGA GM - Corporate & Financial Services Concurrence: .L. (Jim) Rule Chief Administrative Officer gmr VENDOR NAME 835059 BC Ltd A & A Testing Ltd BC Hydro BC SPCA Bhuller, Sukhbir Chet Construction Ltd Double M Excavating Ltd Earth Tech Canada Inc EBA Engineering Consultants Envision Credit Union First Truck Centre Vanc Inc Fraser City Installations Ltd Fraser Valley Regional Library Gill, Gurcharn Gold Creek Developments Ltd Golder & Associates Graham Hoffart Mathiasen Archt Greater Vanc Water District GTM Enviro Services Ltd Happy Heart Fitness & Educ Jacks Automotive & Welding Manulife Financial Maple Ridge Chrysler 1972 Ltd McElhanney Consulting Services Medical Services Plan Minister Of Provincial Revenue MMM Group Limited Municipal Insurance Assoc Municipal Pension Plan BC Pacific Surrey Construction Professional Mechanical Ltd R F Binnie & Associates Ltd Receiver General For Canada RG Arenas (Maple Ridge) Ltd Ridgemeadows Recycling Society CORPORATION OF THE DISTRICT OF MAPLE RIDGE MONTHLY DISBURSEMENTS - PERIOD 12, 2008 DESCRIPTION OF PAYMENT Water, storm & sanitary main connections Pipeline inspections Hydro charges Dec Contract Nov Tax sale refund Brown Avenue extension Roadworks 232 Street Roadworks 240 Street Roadworks Cottonwood Drive National benchmarking initiative Data collection management analysis Security refund Two Freightliner dump trucks Crosswalk overhead signs Fourth quarter member assessment Security refund Winter Club wheelchair access ramp 284 Street slope remediation design Holyrood slope rehabilitation Fraser River Escarpment Whonnock Lake dam design & construction Fire Hall No. 1 expansion Water consumption Aug 27/08 - Sep 30/08 Firefighters' Park development Weight room supervision & childcare activity room Fire Dept equipment repairs Employee benefits premiums Dodge Ram pickup truck Lower Hammond storm water management 240th Street reconstruction Employee medical & health premiums Dec School tax remittance Railway crossing safety assessments Insurance deductibles Pension remittance Roadside mowing Maintenance: Firehall Hammond Community Centre Leisure Centre Library Municipal Hall Operations Pitt Meadows Family Rec. Centre RCMP Whonnock Lake Road intersection improvements Employer/Employee remit PPO8/25 & 08/26 RCMP contract Jul -Sep RCMP services for film production Ice rental Nov Curling rink operating expenses Oct Monthly contract for recycling Dec Weekly recycling Litter pick-up contract 284,763 802,557 51,012 5,347 6,961 1,838 3,106 3,161 15,685 4,108 1,118 5,273 398 2,017 728 2,335 850 281 396,844 2,795,366 226 51,752 1,201 74,781 270. 1,786 AMOUNT 47,104 67,879 39,736 21,692 50,561 95,915 1,138,332 18,144 23,183 23,750 364,192 61,520 528,124 39,190 22,000 17,252 23,987 512,765 32,918 18,234 18,198 100,734 46,866 18,846 23,664 76,924 18,599 22,699 246,824 17,313 17,108 26,377 3,192,436 52,953 76,837 Riteway Tree Service Ltd S & A Supplies Terasen Gas Total Power Inc Ultra -Tech Cleaning System Ltd Wade & Associates Land Survey Warrington PCI Management Young Anderson, "In Trust" Young, Anderson - Barristers Zbeetnoff Agro -Environmental Disbursements In Excess $15,000 Disbursements Under $15,000 Total Payee Disbursements Payroll Purchase Cards - Payment TOTAL PERIOD 12 2008 DISBURSEMENTS CMR Brush chipping Dead branch removal Traffic signal video systems Video camera repairs Natural gas Dec Trails Edge sewage pumpstation generator Generator inspections Maintenance: Firehalls Library Municipal Hall Operations Centre Randy Herman Building RCMP Abernathy Way land surveying Biln Farms land surveying Advance for Tower common costs Dec Whonnock Lake land acquisition Professional fees Nov Maple Ridge agricultural plan PP08/25 & 08/26 Y:\Finance\AccountIng\AR Remittances (Disbu rso rents)\2048VMonthly Council Report 2008.xds]DEC'08 15,619 378 15,997 19,814 699 22,820 1,206 1,118 4,415 4,217 551 4,037 4,135 9,404 6,800 20,513 33,505 24,026 18,473 16,204 35,000 1,116,226 26,030 22,601 8,431,429 721,938 9,153,367 1,298,419 105,667 10,557,453 MAPLE RIDGE British Columbia Deep Roots Greater Heights District of Maple Ridge TO: His Worship Mayor Ernie Daykin DATE: January 11, 2009 and Members of Council FILE NO: FROM: Chief Administrative Officer ATTN: Committee of the Whole SUBJECT: Fee for Service Agreement - Tourism Maple Ridge Pitt Meadows EXECUTIVE SUMMARY: The 2008 agreement with Tourism Maple Ridge and Pitt Meadows concluded at the end of December 2008. Pitt Meadows is interviewing to fill their recently created position of CEO for their Economic Development Corporation who will be responsible for delivery of their Tourism strategy. Accordingly, Maple Ridge Economic Development staff discussed the impact to the Tourism Society agreement with Pitt Meadows staff. Through Pitt Meadows EDAC and Business Planning they have agreed to renew the Tourism Fee for Service Agreement for three months at ($8,750), an amount consistent with the 2008 annual Fee for Service Agreement in the amount of $35,000; and it is recommended that Maple Ridge renew its agreement accordingly. RECOMMENDATION: That the Corporate Officer be authorized to execute the 2009 Tourism Maple Ridge and Pitt Meadows Fee for Service Agreement attached to the report dated January 11, 2009. DISCUSSION: Background Context: The responsibility for Tourism in Pitt Meadows will move to the Pitt Meadows Economic Development Corporation in the coming months. Pitt Meadows has therefore renewed the Tourism Maple Ridge and Pitt Meadows Fee for Service Agreement for the three month notice period outlined in the agreement. The services provided by the Tourism Society today are primarily related to operation of the Visitor Information Centre. The product development and marketing segments of the business require specific expertise and resources to effectively develop and manage Tourism on an ongoing basis. Desired Outcome(s): The desired outcome is uninterrupted delivery of tourism services through the Visitor Information Centre so that there is no impact on service as Maple Ridge explores alternative service delivery models (which could include partnering with Pitt Meadows). Strategic Alignment: Tourism is one of the four pillars identified by the Maple Ridge Economic Development Commission in their Economic Strategy and in the Economic Development Business Plan 2009 - 2013. The abundance of outdoor recreation opportunties and our vast range of breathtaking outdoor scenery make Maple Ridge an ideal destination for tourists. Developing new Tourism "product offerings" and marketing them is important to the economy of the region. 1151 Citizen/Customer Implications: The Council of Tourism Associations (COTA) is the voice of the BC tourism industry, representing BC's major organizations and businesses. COTA reports that Tourism contributes $10 billion annually to the BC economy, and directly employs 118,000 workers. Maple Ridge is well positioned to attract a share of this tourism investment. To focus our efforts Ridge Meadows Parks and Leisure Services is developing a Sport and Eco Tourism Strategy in 2009 that will identify specific opportunties for the consideration of both municipalities. The Tourism Society actively participates in the Vancouver Coast and Mountains Tourism, "Scenic 7" regional campaign that covers the "Mighty Fraser Country". www.scenic7BC.com Not only does development of Tourism assets benefit tourists and the local economy, Maple Ridge citizens will also be able to take advantage of new tourism opportunities as they develop. Business Plan/Financial Implications: The 2009 - 2013 Business Plan identified $35,000 to provide Visitor Information Services. This is the same amount provided in 2008. However, to be consistent with the approach Pitt Meadows has taken we also recommend entering into a three month contract at this time. CONCLUSIONS: The 2008 Tourism Maple Ridge and Pitt Meadows Fee for Service Agreement ended in December 2008. Maple Ridge Economic Development will oversee the agreement and propose amendments later in the year. In the interim it is proposed that the attached three month agreement be approved; and that the Corporate Officer be authorized to execute up to two additional three month contracts as required upon the recommendation of the Manager of Economic Development. Prepared y: Sandy Blue, ABC Manager Economic Development Approved by: Paul Gill, B.B.A, C.G.A, F.R.M neral Ma p -ger: Corporate & Financial Services Conc rrence: J.L. (Jim) Rule Chief Administrative Officer SCB Fee for Service Agreement THIS AGREEMENT dated the 1st day of January, 2009 BETWEEN: THE CORPORATION OF THE DISTRICT OF MAPLE RIDGE, a Municipal Corporation, duly incorporated under the laws of the Province of British Columbia and having its place of business at 11995 Haney Place, Maple Ridge, British Columbia (the "District") AND: TOURISM MAPLE RIDGE AND PITT MEADOWS SOCIETY, having its place of business located at 12492 Harris Road, Pitt Meadows, British Columbia (the "Society") WHEREAS: a) The Society is in the business of providing tourism related services (the "Services"); and b) the District wishes to engage the Services of the Society and the Society wishes to provide the Services to the District on the terms and conditions hereinafter set forth. NOW THEREFORE THIS AGREEMENT WITNESSES that the parties hereto agree as follows: 1. SERVICES: The Society agrees to supply the services set forth in this agreement. 1.1 Maintain and report on Visitor Centre (VC) and Kiosks including: tickets, sales of BC Parks Parking Pass sales, email check kiosk, retail sales, local and regional travel itinerary development, picnic table, bike rack, courtesy phone, accommodation reservations, activity bookings, and sales of local events. 1.2 Advocacy and education including: • tourism related presentations to local community groups • public and private tourism related training programs in both communities (i.e. SuperHost, etc.). • attend functions and events to support industry and community groups • post community event information in monthly newsletter • maintain reciprocal membership and involvement with various tourism related community groups (Chamber of Commerce, Festival Society, Arts Council, Historical Society, Airport, Parks and Leisure Services, Katzie, etc.) • participate in regional tourism roundtables/committees to provide a MR/PM perspective 2. TERMS OF AGREEMENT: 2.1 The District hereby engages the Society to provide the services for a period of three (3) months, commencing on the 1st day of January, 2009 and terminating on the 31st day of March, 2009, subject to earlier termination in accordance with Section 11. 2.1 Upon the recommendation of the District's Manager of Economic Development this agreement will be renewed for up to two (2) additional three month periods, on substantially the same terms as this agreement. Either party will have the right to terminate any Renewal Agreement by giving written notice to the other party in accordance with Section 11. 3 FEES: 3.1 In consideration for the Society supplying the services and deliverables, as detailed in Section 1 of this agreement, the District agrees to pay to the Society the sum of Eight Thousand, Seven Hundred Fifty Dollars ($8,750.00), on or about January 1, 2009. 3.2 All requests for District funding for one-time projects, items or events shall be by separate submissions to the District, through its Economic Development Department. Funding will be considered based on the project, items or event merit and funding availability and will be subject to written confirmation from the District. Where additional funding, other than that identified within this Agreement, is required for specific services, projects, or deliverables, the Society will prepare a written business case and proposal which would include but not be limited to: 3.2.1 identifying the purpose of the project, item or event. 3.2.2 Identifying the additional expected value to the District and community. 3.2.3 Identifying all other sources of funding and their status. 3.2.4 Identifying other District resources required, other than the requested funding. Depending upon the size and scope of the request, the District's Economic Development Department may request that the Society provide a business case for the project, item or event. 3.3 The Society shall not incur any expenses for which the District shall be required to reimburse the Society, or for which the District in any other way shall become liable to any person. The District shall not incur any expenses for which the Society shall be required to reimburse the District, or for which the Society in any other way shall become liable to any person. 3.4 The District is entitled to an annual Tourism Maple Ridge and Pitt Meadows Society Membership (value $250.00) at no additional cost to the District upon the execution of this Fee for Service Agreement. 4 SUPPORTING DOCUMENTS: 4.1 The Society shall provide the following documents to the District by March 31, 2009: a) A written status report on deliverables identified in the current Fee for Service Agreement via a quarterly report. 4.2 The Society shall provide interim financial and status reports to the District on a quarterly basis, as follows: March 31, 2009. 4.3 The Society shall provide the District with a copy of their Constitution & Bylaws and remain in good standing with the Provincial Registrar. 4.4 The Society shall provide the District with a copy of their annual report and reviewed financial statements. The Society shall ensure that a review report is prepared on the annual financial statements by a CA or CGA in good standing. 5 BOARD ATTENDANCE: 5.1 The Society shall allow the District's appointees to attend Board meetings as observers. District appointees may be Council members and/or District staff as determined by the District who are requested to attend Board meetings on a quarterly basis. 6 INDEMNIFICATION AND INSURANCE: 6.1 The Society agrees to and does hereby indemnify and save harmless the District, its officers and employees from and against all claims, demands, actions, suits, damages, losses, costs and expenses by whomsoever brought, made or incurred arising out of directly or indirectly the provision of services by the Society under this Agreement. 6.2 The Society must obtain and maintain during the whole of the term of this Agreement a policy of general public liability insurance in the amount of at least $5,000,000.00 per occurrence. Such insurance policy shall be on terms and with insurers satisfactory to the District and shall name the District as an additional insured, contain a cross -liability clause and provide that such insurers will provide to the District thirty (30) days prior written notice of cancellation or material alteration of such terms. The Society shall furnish to the District a certificate of insurance or other evidence acceptable to the District as proof of insurance coverage prior to commencement of the services pursuant to this Agreement. 7 OTHER: The Society and the District agree that the provisions of this Agreement shall be given such reasonable interpretation as will facilitate a full and proper handling of tourism, management and facilitation for all residents of and visitors to the District. 8 ENUREMENT: The provisions of this Agreement shall ensure to the benefit of and be binding upon the Society, the Society's heirs, executors, administrators and assigns, and the District, its successors and assigns. 9 ENTIRE AGREEMENT/MODIFICATION: This Agreement between the parties and may not be modified, changed, amended or waived except by signed written agreement of the parties. 10 ASSIGNMENT: The Society shall not assign (in any manner including by operation of law) or sub -contract any of its obligations under this Agreement without the prior written consent of the District. 11 TERMINATION: This Agreement may be terminated as follows: 11.1.1 by the District providing to the Society written notice of immediate termination if the Society fails to remedy any deficiency or default in providing the services after having been given notice of the deficiency or default and a reasonable opportunity/period of 30 days to remedy the deficiency or default; and 11.1.2 by either party providing the other with 30 days' notice in writing. 11.2 Upon termination of this Agreement, the Society will reimburse the District on a prorated basis for the balance of the term. All other obligations of the Society to the District will terminate upon the termination or expiry of this Agreement. 12 NOTICE: Any notice, report, statement or invoice which shall or may be given pursuant to or in addition to this Agreement shall be in writing and shall be delivered or sent by facsimile or by delivery, addressed to the locations of the District and the Society first above written. Either party may change its address for service by giving written notice of such change to the other party. Any notice may be served by personal service upon a party or by facsimile to the number for notice hereunder. Notices, reports, statements or invoices given by service upon a party and any notice given by facsimile shall be effective when received. 13 GOVERNING LAW: This Agreement shall be governed by and construed in accordance with the laws and courts of the Province of British Columbia and shall in all respects be treated as a British Columbia contract. THE CORPORATE SEAL OF THE CORPORATION OF THE DISTRICT OF MAPLE RIDGE hereunto affixed in the presence of: CORPORATE OFFICER THE CORPORATE SEAL OF THE TOURISM MAPLE RIDGE AND PITT MEADOWS SOCIETY was hereunto affixed in the presence of: PRESIDENT EXECUTIVE DIRECTOR