HomeMy WebLinkAbout2009-03-02 Committee of the Whole Meeting Agenda and Reports.pdfDistrict of Maple Ridge
COMMITTEE OF THE WHOLE
AGENDA
March 2, 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 Maple Ridge Recycling Society Update
- Kim Day, Executive Director
2. PUBLIC 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 Excess Capacity/Extended Services Agreement LC 133/09, 232 Street and
Gilbert Drive
Staff report dated February 11, 2009 recommending that Latecomer Charges
be imposed and that the Corporate Officer be authorized to sign and seal
Latecomer Agreement LC 133/09.
Committee of the Whole Agenda
March 2, 2009
Page 2 of 3
1102 Bylaw for Highway Closure & Dedication Removal for Portion of Undeveloped
Road Dedicated on Plan BCP33856 (west of the 13800 Block of 232 Street)
Staff report dated February 25, 2009 recommending that Maple Ridge
Highway Closure and Dedication Removal Bylaw No. 6629-2008 to allow the
closure of the highway and removal of the road dedication be repealed and
that Maple Ridge Highway Closure and Dedication Removal Bylaw No. 6648-
2009 be given first, second and third readings.
3. FINANCIAL AND CORPORATE SERVICES (including Fire and Police)
1131 Disbursements for the Month Ended January 31, 2009
Staff report dated February 20, 2009 recommending that disbursements for
January 2009 be approved.
1132 Strategic Community Investment Funds
Staff report dated February 26, 2009 recommending that the Corporate
Officer execute the Strategic Community Investment Funds (SCI Funds)
Agreement.
4. COMMUNITY DEVELOPMENT AND RECREATION SERV/CES
1151 Reallocation of 2008 UBCM Grants
Staff report dated February 24, 2009 recommending that staff be authorized
to submit a request to the Union of British Columbia Municipalities (UBCM) to
reallocate $55,000 of the 2008 UBCM Tourism Grant for projects outlined in
the report.
1152 CEED Centre Lease
Staff report dated February 25, 2009 recommending that the Corporate
Officer be authorized to sign and seal the lease agreement with the CEED
Center Society.
Committee of the Whole Agenda
March 2, 2009
Page 3 of 3
5. CORRESPONDENCE
1171
6. OTHER ISSUES
1181
7. ADJOURNMENT
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 Cwnrrdva
Deep Roots
Greater Heights
DISTRICT OF MAPLE RIDGE
TO: His Worship Mayor Ernie Daykin DATE: February 27, 2009
and Members of Council FILE NO: RZ/006/08
FROM: Chief Administrative Officer ATTN: COUNCIL
SUBJECT: Final Reading
Zone Amending Bylaw No. 6575-2008
21102 Wicklund Avenue
EXECUTIVE SUMMARY:
Bylaw 6575-2008 has been considered by Council and at Public Hearing and subsequently granted
2nd and 3rd reading. The applicant has requested that final reading be granted. The purpose of the
rezoning is to permit subdivision into 2 lots not less than 694.9 m2.
RECOMMENDATION:
That Zone Amending Bylaw No. 6575-2008 be adopted.
DISCUSSION:
a) Background Context:
Council considered this rezoning application at a Public Hearing held on June 17, 2008. On June 24,
2008 Council granted 2nd and 3rd reading to Maple Ridge Zone Amending Bylaw No. 6575-2008 with
the stipulation that the following conditions be addressed:
i) Removal of the existing building.
The following amlies to the above:
The applicant was issued a building permit for demolition on January 15, 2009 and has removed the
existing building.
-1-
1101
CONCLUSION:
As the applicant has met Council's conditions, it is recommended that final reading be given to the
bylaw.
Pre red b ' din Lerma g
Plannin- eccnician
I
-Approv- ..., -17■�►•'., MCIP
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Approved by: ' uss Carmichael
Acting GM: Public Works & ❑ lopment Services
Concurrence: J. L. (Jim) Rule
Chief Administrative Officer
AL/dp
The following appendices are attached hereto:
Appendix A - Zoning Bylaw 6575-2008
-2-
Appendix A
CORPORATION OF THE DISTRICT OF MAPLE RIDGE
BYLAW NO. 6575-2008
A Bylaw to amend Map "A" forming part
of Zoning Bylaw No. 3510 -1985 as amended.
WHEREAS, it is deemed expedient to amend Maple Ridge Zoning Bylaw No. 3510 -
1985 as amended;
NOW THEREFORE, the Municipal Council of the Corporation of the District of Maple
Ridge, in open meeting assembled, ENACTS AS FOLLOWS:
1. This Bylaw may be cited as "Maple Ridge Zone Amending Bylaw No. 6575-2008."
2. That parcel or tract of land and premises known and described as:
Lot 115 District Lot 242 Group 1 Plan 47383 New Westminster District.
and outlined in heavy black line on Map No. 1429 a copy of which is attached hereto
and forms part of this Bylaw, is hereby rezoned to RS -1b (One Family Urban (Medium
Density) Residential)
3. Maple Ridge Zoning Bylaw No. 3510 -1985 as amended and Map "A" attached
thereto are hereby amended accordingly.
READ a first time the 27th day of May, A.D. 2008.
PUBLIC HEARING held the 17th day of June, A.D. 2008.
READ a second time the 24th day of June, A.D. 2008.
READ a third time the 24th day of June, A.D. 2008.
APPROVED by the Minister of Transportation this 8th day of July, A.D. 2008.
RECONSIDERED AND FINALLY ADOPTED, the day of , A.D. 200 .
MAYOR CORPORATE OFFICER
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Bylaw No.
Map No.
From:
To:
R
6575-2008
1429
RS-1
RS-1
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(One Family Urban
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density)Residential)
4.
MAPLE RIDGE
Brit Ili h Columbia
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A
1:2500
MAPLE RIDGE
British Columbia
Deep Roots
Greater Heights
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin DATE: February 11, 2009
and Members of Council FILE NO: E08-015-1053
FROM: Chief Administrative Officer E01-052-001
ATTN: C of W
SUBJECT: Excess Capacity/Extended Services Agreement LC 133/09
EXECUTIVE SUMMARY:
A developer has subdivided land at 232 Street and Gilbert Drive. Part of the subdivision servicing is
considered to be excess or extended servicing in accordance with the Local Government Act. The
extended servicing benefits other properties in the area. Latecomer Agreement LC 133/09 provides
the municipality's assessment of the attribution of the costs of the excess or extended servicing to
the benefiting lands, accounting for lands serviced by the developer via private agreements.
RECOMMENDATION:
That with respect to the subdivision of lands involved in subdivision SD 63/06 located at 232
Street and Gilbert Drive, be it resolved:
1. That the cost to provide the excess or extended services are, in whole or in part, excessive
to the municipality and that the cost to provide these services shall be paid by the owners
of the land being subdivided, and
2. That Latecomer Charges be imposed for such excess or extended services on the parcels
and in the amounts as set out in the staff report dated February 11, 2009; and further
3. That the Corporate Officer be authorized to sign and seal Excess Capacity Latecomer
Agreement LC 133/09 with the owner of the said lands.
DISCUSSION:
a) Background Context:
Insignia Homes Silver Valley Ltd. has constructed a water pump station and a water supply main in
the Silver Valley area that will support their development and also benefit a number of other parcels
in the area. These works were required to allow the subdivision of the developer's land.
This latecomer agreement, LC 133/09, is a departure from our current practice of limiting the scope
of latecomer agreements to lands adjacent to the land serviced by the excess or extended service.
The current practice was established in September 1987 in response to amendments to the
Municipal Act and has not changed since that time. Recognizing that these water system works will
allow completion of the developer's subdivision and also provide a benefit to other lands in the area,
1101
staff are seeking approval from Council to expand the scope of our current practice and are seeking
support for this latecomer agreement.
The attached map identifies the lands which are involved in the subdivision, and lands to which the
developer provided services via private agreements, and those lands which will benefit from the
excess or extended services. The cost breakdown for each excess or extended service is shown on
attached Schedule A. In addition, a copy of Excess Capacity Latecomer Agreement LC 133/09 is
also attached for information purposes.
b) Strategic Alignment:
Administration of excess or extended services legislation complies with the Smart Managed Growth
element of the Corporate Strategic Plan. The administration procedure supports the requirement for
a developer to construct municipal infrastructure in support of land development and recognizes
that the infrastructure may provide benefit to other land.
c) Policy Implications:
Part 26, Division 11, of the Local Government Act provides that where a developer pays all or part of
the cost of excess or extended services, the municipality shall determine the proportion of the cost
of the service which constitutes excess or extended service and determine the proportion of the cost
of the service to be attributed to parcels of land which the municipality considers will benefit from
the service. Latecomer Agreement LC 133/09 will provide such determination for Subdivision SD
63/06.
CONCLUSION:
A developer has provided certain services in support of subdivision application SD 63/06. Some of
the services benefit surrounding lands and staff recommend that Latecomer Charges be imposed
on the benefitting lands. Latecomer Agreement LC 133/09 summarizes the municipality's
determination of benefitting lands and cost attribution and also establishes the term over which
such Latecomer Charges will be applied.
PEng.
f Corporate & Development Engineering
Reviewed by: Andre Wood, PhD., PEng.
unici
E ,IIler
-CEA-
Approved by: Frank Quinn, MB ng.
iGM: Pu �c o Development Services
L_
Concurrence: 4/L. (Jim) Rule
Chief Administrative Officer
TYPE OF EXCESS OR EXTENDED SERVICE
1. OVERSIZE WATER SYSTEM
SERVICE # BENEFITTING
LOTS
Schedule A
COST OF COST PER
BENEFIT LOT
BENEFIT
ATTRIBUTED
BY PROPERTY
EXCLUDING
SUBDIVISION & PRIVATE
AGREEMENT
Water Pump 656 $1,710,848.00
Station & Supply
Main
Page 1
$2,608.00 Lot Rem B, Plan NWP 15063
RN 73887-0300-7
2 x $2,608.00
Lot 40, Plan NWP 40424
RN 73887-0400-0
2 x $2,608.00
Lot 9, Plan NWP 2409
RN 73993-0000-8
14 x $2,608.00
Lot PcI B, Plan NWP 2409
RN 73992-0000-2
7 x $2,608.00
Lot 8, Plan NWP 2409
RN 73991-0000-7
14 x $2,608.00
Lot 1, Plan NWP 20132.
RN 73990-0100-5
2 x $2,608.00
Lot 2, Plan NWP 20132
RN 73990-0200-9
2 x $2,608.00
Lot 4, Plan NWP 20132
RN 73990-0400-6
6 x $2,608.00
Lot 3, Plan NWP 20132
RN 73990-0300-2
6 x $2,608.00
Lot 1, Plan NWP 13776
RN 73989-0200-1
15 x $2,608.00
Lot 2, Plan NWP 13776
RN 73989-0300-5
6 x $2,608.00
Lot 3, Plan NWP 13776
RN 73989-0400-9
5 x $2,608.00
SERVICE # BENEFITTING COST OF COST PER BENEFIT
LOTS BENEFIT LOT ATTRIBUTED
BY PROPERTY
EXCLUDING
SUBDIVISION & PRIVATE
AGREEMENT
Lot 16, Plan NWP 27891
RN 73989-0501-4
2 x $2,608.00
Lot 13, Plan NWP 19849
RN 73997-0100-3
20 x $2,608.00
Lot PcI A, Plan NWP 28084
RN 73986-0100-1
7 x $2,608.00
Lot 3, Pian NWP 2409
RN 73986-0000-8
6 x $2,608.00
Lot 14, Plan NWP 26732
RN 73985-0100-6
1 x $2,608.00
Lot 15, Plan NWP 26732
RN 73985-0200-X
9 x $2,608.00
Lot 1, Plan NWP 2409
RN 73984-0000-7
5 x $2,608.00
Lot 4, Plan NWP 2409
RN 73987-0000-3
2 x $2,608.00
Lot 10, Pian NWP 7757
RN 74031-0000-1
8 x $2,608.00
Lot Pcl A, Plan EP 11340
(Plan NWP 7757)
RN 74032-0000-7
10 x $2,608.00
Lot Pcl F, Plan 14647
RN 73998-0100-9
9 x $2,608.00
Lot G, Plan NWP 16208
RN 73998-0200-2
4 x $2,608.00
Lot Pcl 1, Plan NWP 16905
RN 73998-0201-4
10 x $2,608.00
Page 2
SERVICE # BENEFITTING
LOTS
COST OF COST PER
BENEFIT LOT
BENEFIT
ATTRIBUTED
BY PROPERTY
EXCLUDING
SUBDIVISION & PRIVATE
AGREEMENT
Lot B, Plan NWP 7757
RN 73999-0000-0
1 x $2,608.00
Lot Pcl A, Plan NWP 17234
RN 73948-0100-7
3 x $2,608.00
Lot 10, Plan NWP 38408
RN 73948-0101-9
39 x $2,608.00
Lot 9, Plan NWP 9387
RN 52916-0000-7
18 x $2,608.00
Lot 3, Plan NWP 14126
RN 73953-0300-0
20 x $2,608.00
A total of all of the aforementioned services for each property is as follows:
Lot Rem B, Sec 28, Tp 12, Plan NWP 15063
Lot 40, Sec 28, Tp 12, Plan NWP 40424
Lot 9, Sec 33, Tp 12, Plan NWP 2409
Lot PcI B, Sec 33, Tp 12, Plan NWP 2409
Lot 8, Sec 33, Tp 12, Plan NWP 2409
Lot 1, Sec 33, Tp 12, Plan NWP 20132
Lot 2, Sec 33, Tp 12, Plan NWP 20132
Lot 4, Sec 33, Tp 12, Plan NWP 20132
Lot 3, Sec 33, Tp 12, Plan NWP 20132
Lot 1, Sec 33, Tp 12, Plan NWP 13776
Lot 2, Sec 33, Tp 12, Plan NWP 13776
Lot 3, Sec 33, Tp 12, Plan NWP 13776
Lot 16, Sec 33, Tp 12, Plan NWP 27891
Lot 13, Sec 33, Tp 12, Plan NWP 19849
Lot PcI A, Sec 33, Tp 12, Plan NWP 28084
Lot 3, Sec 33, Tp 12, Plan NWP 2409
Lot 14, Sec 33, Tp 12, Plan NWP 26732
Lot 15, Sec 33, Tp 12, Plan NWP 26732
Lot 1, Sec 33, Tp 12, Plan NWP 2409
Lot 4, Sec 33, Tp. 12, Plan NWP 2409
Lot 10, Sec 33, Tp 12, Plan NWP 7757
Lot PcI A, Sec 33, Tp 12, Plan NWP EP 11340 (NWP 7757)
Lot PcI F, Sec 33, Tp 12, Plan NWP 14647
Page 3
$ 5,216.00
$ 5,216.00
$ 36,512.00
$ 18,256.00
$ 36,512.00
$ 5,216.00
$ 5,216.00
$ 15,648.00
$ 15,648.00
$ 39,120.00
$ 15,648.00
$ 13,040.00
$ 5,216.00
$ 52,160.00
$ 18,256.00
$ 15,648.00
$ 2,608.00
$ 23,472.00
$ 13,040.00
$ 5,216.00
$ 20,864.00
$ 26,080.00
$ 23,472.00
Lot G, Sec 33, Tp 12, Plan NWP 16208
Lot PcI 1, Sec 33, Tp 12, Plan NWP 16905
Lot B, Sec 33, Tp 12, Plan NWP 7757
Lot PcI A, Sec 32, Tp 12, Plan NWP 17234
Lot 10, Sec 32, Tp 12, Plan NWP 38408
Lot 9, Sec 29, Tp 12, Plan NWP 9387
Lot 3, Sec 32, Tp 12, Pian LMP 14126, NWD
END
Page 4
$ 10,432.00
$ 26,080.00
$ 2,608.00
$ 7,824.00
$101,712.00
$ 46,944.00
$ 52,160.00
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SCALE:
N.T.S.
MAPLE RIDGE
ad 4 W. Cuto,.....W.
CORPORATION OF THE
DISTRICT OF MAPLE RIDGE
ENGINEERING
DEPARTMENT
EXCESS CAPACITY/EXTENDED
SERVICES AGREEMENT
LC 133/09 SD 63/06
MAP 4 OF 5
DATE: FEBRUARY 2009
FILE/DWG No LC 133-2009
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SUBDIVISION BOUNDARY
BENEFITTING PROPERTIES
PRIVATE AGREEMENT
SCALE:
N.T.S.
MAPLE RIDGE
2.1.11.4 Ca 1.p...b.n
CORPORATION OF THE
DISTRICT OF MAPLE RIDGE
ENGINEERING
DEPARTMENT
EXCESS CAPACITY/EXTENDED
SERVICES AGREEMENT
LC 133/09 SD 63/06
MAP 5 OF 5
DATE: FEBRUARY 2009
FILE/DWG No LC 133-2009
EXCESS CAPACITY LATECOMER AGREEMENT
LC 133/09 - SD 63/06
THIS AGREEMENT made the day of , 2009:
BETWEEN:
Insignia Homes Silver Valley Ltd.
200 6660 Graybar Road
Richmond, BC V6W 1H9
(Hereinafter called the "Subdivider")
AND:
OF THE FIRST PART
CORPORATION OF THE DISTRICT OF MAPLE RIDGE, a Municipal Corporation under
the "Local Government Act", having its offices at 11995 Haney Place, in the
Municipality of Maple Ridge, in the Province of British Columbia
(Hereinafter called the "Municipality")
WHEREAS:
OF THE SECOND PART
A. The Subdivider has subdivided certain lands and premises located within the
Municipality of Maple Ridge, in the Province of British Columbia, and more
particularly known and described as:
All that part of SE 1/4 Section 32, Tp 12, Plan BCP 22140, NWD
(Hereinafter called the "said lands")
B. In order to facilitate the approval of the subdivision of the said lands, the Subdivider
was required to construct and install the water pump station and water supply main
works shown on the design prepared by Kerr Wood Leidel Associates Ltd., Job No.
2041-021 (Sheets 1 to 27), dated July 20, 2007, and by Damax Consultants Ltd.,
Job No. 323-5/5722 (Sheets 1 to 8), dated December 2006.
(Hereinafter called the "Extended Services");
C. The extended services have been provided with a capacity to service the said lands
and other than the said lands;
D. The Municipality considers its cost to provide the Extended Services to be excessive;
Page 1 of 5
E. The Subdivider has provided the Extended Services in the Amount of
$1,710,848.00.
F. The Municipality has determined that the following properties:
Lot Rem B, Sec 28, Tp 12, Plan NWP 15063
Lot 40, Sec 28, Tp 12, Plan NWP 40424
Lot 9, Sec 33, Tp 12, Plan NWP 2409
Lot PcI B, Sec 33, Tp 12, Plan NWP 2409
Lot 8, Sec 33, Tp 12, Plan NWP 2409
Lot 1, Sec 33, Tp 12, Plan NWP 20132
Lot 2, Sec 33, Tp 12, Plan NWP 20132
Lot 4, Sec 33, Tp 12, Pian NWP 20132
Lot 3, Sec 33, Tp 12, Plan NWP 20132
Lot 1, Sec 33, Tp 12, Plan NWP 13776
Lot 2, Sec 33, Tp 12, Plan NWP 13776
Lot 3, Sec 33, Tp 12, Plan NWP 13776
Lot 16, Sec 33, Tp 12, Plan NWP 27891
Lot 13, Sec 33, Tp 12, Plan NWP 19849
Lot PcI A, Sec 33, Tp 12, Plan NWP 28084
Lot 3, Sec 33, Tp 12, Plan NWP 2409
Lot 14, Sec 33, Tp 12, Plan NWP 26732
Lot 15, Sec 33, Tp 12, Plan NWP 26732
Lot 1, Sec 33, Tp 12, Plan NWP 2409
Lot 4, Sec 33, Tp 12, Plan NWP 2409
Lot 10, Sec 33, Tp 12, Plan NWP 7757
Lot PcI A, Sec 33, Tp 12, Plan NWP EP 11340 (NWP 7757)
Lot PcI F, Sec 33, Tp 12, Plan NWP 14647
Lot G, Sec 33, Tp 12, Plan NWP 16208
Lot PcI 1, Sec 33, Tp 12, Plan NWP 16905
Lot B, Sec 33, Tp 12, Plan NWP 7757
Lot PcI A, Sec 32, Tp 12, Plan NWP 17234
Lot 10, Sec 32, Tp 12, Plan NWP 38408
Lot 9, Sec 29, Tp 12, Plan NWP 9387
Lot 3, Sec 32, Tp 12, Plan LMP 14126, NWD
(the "Benefitting Lands") will benefit from the Extended Services;
G. The Municipality has imposed as a condition of the owner of the Benefitting Lands
connecting to or using the Extended Services, a charge (the "Latecomer Charge") on
the Benefitting Lands in the following amounts:
Lot Rem B, Sec 28, Tp 12, Plan NWP 15063.
• $2,608.00 per unit, to a maximum of $5,216.00, for units above
elevation 44 meters GSC
Page 2 of 5
Lot 40, Sec 28, Tp 12, Plan NWP 40424
• $2,608.00 per unit, to a maximum of $5,216.00, for units above
elevation 44 meters GSC
Lot 9, Sec 33, Tp 12, Plan NWP 2409
• $2,608.00 per unit, to a maximum of $36,512.00
Lot Pc! B, Sec 33, Tp 12, Plan NWP 2409
• $2,608.00 per unit, to a maximum of $18,256.00
Lot 8, Sec 33, Tp 12, Plan NWP 2409
• $2,608.00 per unit, to a maximum of $36,512.00
Lot 1, Sec 33, Tp 12, Plan NWP 20132
• $2,608.00 per unit, to a maximum of $5,216.00
Lot 2, Sec 33, Tp 12, Plan NWP 20132
• $2,608.00 per unit, to a maximum of $5,216.00
Lot 4, Sec 33, Tp 12, Plan NWP 20132
• $2,608.00 per unit, to a maximum of $15,648.00
Lot 3, Sec 33, Tp 12, Plan NWP 20132
• $2,608.00 per unit, to a maximum of $15,648.00
Lot 1, Sec 33, Tp 12, Plan NWP 13776
• $2,608.00 per unit, to a maximum of $39,120.00
Lot 2, Sec 33, Tp 12, Plan NWP 13776
• $2,608.00 per unit, to a maximum of $15,648.00
Lot 3, Sec 33, Tp 12, Plan NWP 13776
• $2,608.00 per unit, to a maximum of $13,040.00
Lot 16, Sec 33, Tp 12, Plan NWP 27891
• $2,608.00 per unit, to a maximum of $5,216.00
Lot 13, Sec 33, Tp 12, Plan NWP 19849
• $2,608.00 per unit, to a maximum of $52,160.00
Lot PcI A, Sec 33, Tp 12, Plan NWP 28084
• $2,608.00 per unit, to a maximum of $18,256.00
Lot 3, Sec 33, Tp 12, Plan NWP 2409
• $2,608.00 per unit, to a maximum of $15,648.00
Lot 14, Sec 33, Tp 12, Plan NWP 26732
• $2,608.00 per unit, to a maximum of $2,608.00
Lot 15, Sec 33, Tp 12, Plan NWP 26732
• $2,608.00 per unit, to a maximum of $23,472.00
Lot 1, Sec 33, Tp 12, Plan NWP 2409
• $2,608.00 per unit, to a maximum of $13,040.00
Lot 4, Sec 33, Tp 12, Plan NWP 2409
• $2,608.00 per unit, to a maximum of $5,216.00
Lot 10, Sec 33, Tp 12, Plan NWP 7757
• $2,608.00 per unit, to a maximum of $20,864.00
Lot Pc! A, Sec 33, Tp 12, Plan NWP EP 11340 (NWP 7757)
• $2,608.00 per unit, to a maximum of $26,080.00
Lot Pc! F, Sec 33, Tp 12, Plan NWP 14647
• $2,608.00 per unit, to a maximum of $23,472.00
Page 3 of 5
Lot G, Sec 33, Tp 12, Plan NWP 16208
• $2,608.00 per unit, to a maximum of $10,432.00
Lot Pcl 1, Sec 33, Tp 12, Plan NWP 16905
• $2,608.00 per unit, to a maximum of $26,080.00
Lot. B, Sec 33, Tp 12, Plan NWP 7757
• $2,608.00 per unit, to a maximum of $2,608.00
Lot PcI A, Sec 32, Tp 12, Plan NWP 17234
• $2,608.00 per unit, to a maximum of $7,824.00
Lot 10, Sec 32, Tp 12, Plan NWP 38408
• $2,608.00 per unit, to a maximum of $101,712.00, for units above
elevation 44 meters GSC
Lot 9, Sec 29, Tp 12, Plan NWP 9387
• $2,608.00 per unit, to a maximum of $46,944.00
Lot 3, Sec 32, Tp 12, Plan LMP 14126, NWD
• $2,608.00 per unit, to a maximum of $52,160.00, for units above
elevation 44 meters GSC
plus interest calculated annually from the date of completion of the Extended
Services as certified by the General Manager - Public Works and Development
Services of the Municipality (the "Completion Date") to the date of connection by the
Benefitting Lands to the Extended Services;
H. The Latecomer Charge when paid by the owner of the Benefitting Lands and
collected by the Municipality shall pursuant to Section 939 (7) of the Municipal Act
R.S.B.C. 1996, c.323 be paid to the Subdivider as provided for in this Agreement.
NOW THEREFORE AS AUTHORIZED BY Section 939 (9) of the Local Government Act R.S.B.C. 1996,
c. 323, The parties hereto agree as follows:
1. The Latecomer Charge, if paid by the owner of the Benefitting Lands and collected by
the Municipality within fifteen (15) years of the Completion Date shall be paid to the
Subdivider and in such case payment will be made within 30 days of June 30th and
December 31st of the year in which the Latecomer Charge is collected by the Municipality.
2. This Agreement shall expire and shall be of no further force and effect for any
purpose on the earlier of the payment of the Latecomer Charge by the Municipality to the
Subdivider, or fifteen (15) years from the Completion Date, and thereafter the Municipality
shall be forever fully released and wholly discharged from any and all liability and obligations
herein, or howsoever arising pertaining to the Latecomer Charge, and whether arising before
or after the expiry of this Agreement.
3. The Subdivider represents and warrants to the Municipality that the Subdivider has
not received, claimed, demanded or collected money or any other consideration from the
owner of the Benefitting Lands for the provision, or expectation of the provision of the
Extended Services, other than as contemplated and as provided for herein; and further
represents and warrants that he has not entered into any agreement with the owner of the
Benefitting Lands for consideration in any way related to or connected directly or indirectly
Page 4of5
with the provision of the Extended Services. The representations and warranties of the
Subdivider herein shall, notwithstanding paragraph 2 of this Agreement, survive the expiry of
this Agreement.
4. The Subdivider (if more than one corporate body or person) hereby agrees that the
Municipality shall remit the Latecomer Charge to each corporate body or person in equal
shares.
5. If the Subdivider is a sole corporate body or person, the Municipality shall remit the
Latecomer Charge to the said sole corporate body or person, with a copy to the following
(name and address of director of corporate body, accountant, lawyer, etc.):
6. In the event that the Subdivider is not the owner of the said lands, the owner shall
hereby grant, assign, transfer and set over unto the Subdivider, his heirs and assigns, all
rights, title and interest under this Agreement.
IN WITNESS WHEREOF the parties hereto have hereunto affixed their respective. Corporate Seals,
attested by the hands of their respective officers duly authorized in that behalf, the day, and
year first above written.
The Corporate Seal of Insignia Homes
Silver Valley Ltd. was affixed in the
presence of:
Authorized Signatory - Subdivider
Authorized Signatory - Subdivider
The Corporate Seal of the CORPORATION OF
THE DISTRICT OF MAPLE RIDGE was hereunto
affixed in the presence of:
Corporate Officer - Authorized Signatory
Page 5of5
Deep Roots
Greater Heights
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin DATE: February 25, 2009
and Members of Council FILE NO:
FROM: Chief Administrative Officer ATTN: C.O.W.
SUBJECT: Bylaw for Highway Closure & Dedication Removal for Portion of Undeveloped
Road Dedicated on Plan BCP33856 (west of the 13800 Block of 232 St.)
EXECUTIVE SUMMARY:
At the Council meeting of December 9, 2008, Highway Closure and Dedication Removal Bylaw No.
6629-2008 was adopted. Staff has since noted an error in the bylaws description of the area to be
closed. Although the total area is accurate and the highlighted portion on the reference plan is
correct, there are actually two separate sections of road to be closed (Parcels "A" and "B"). In order
to register the closure at the Land Title Office, the description in the bylaw needs to state that there
are two parcels resulting from the closure. As such, Council is asked to repeal Bylaw No. 6629-2008
and consider a new bylaw (No. 6648-2009) that accurately describes the areas to be closed.
RECOMMENDATION(S):
That Maple Ridge Highway Closure and Dedication Removal By-law No. 6629 - 2008 be repealed
and,
Maple Ridge Highway Closure and Dedication Removal By-law No. 6648 - 2009 be read a first,
second and third time.
DISCUSSION:
a) Background Context:
See the attached staff report dated November 7, 2008.
Prepared by: Ron Riach
Property & Risk Manager
ApprOed by: Paul Gill
General Mang
- Corporate & Financial Services
Concur ence: J.L. (Jim) Rule
Chief Administrative Officer
1102
CORPORATION OF THE DISTRICT OF MAPLE RIDGE
BYLAW NO. 6648 - 2009
A Bylaw for highway closure and dedication removal within the Municipality.
WHEREAS Council may, in the same bylaw, close all or part of a highway and remove the dedication
of a highway;
NOW THEREFORE, the Council of the Corporation of the District of Maple Ridge, in open meeting
assembled, ENACTS AS FOLLOWS:
1. This Bylaw may be cited for all purposes as "Maple Ridge Highway Closure and Dedication
Removal Bylaw No. 6648 - 2009".
2. Attached hereto and forming part of this Bylaw is a copy of a Reference Plan prepared by
Olsen & Associates, a B.C. Land Surveyor, and marked as Schedule "A".
3. That portion of public highway comprised of 0.265 ha. identified as Parcel "A" and 0.01156
ha. identified as Parcel "B" and outlined in heavy black line on the aforementioned described
Reference Plan are hereby declared stopped and closed to public traffic and shall cease
forever to be public highway.
4. The portions of the public highway outlined in heavy black line on the Plan attached to and
made part of this Bylaw has their dedication as a highway removed.
5. Council shall, before adopting this Bylaw, cause Public Notice of its intention to do so to be
given by advertisement once each week for two consecutive weeks in a newspaper published
or circulating in the District of Maple Ridge.
READ a first time the day of , 2009.
READ a second time the day of , 2009.
READ a third time the day of , 2009.
RECONSIDERED AND ADOPTED the day of , 2009.
PRESIDING MEMBER
CORPORATE OFFICER
Attachment: Schedule "A"
1
1
- -
--" -- 232 ow
NW% Mar IVsr11 EJBmiff
11111
RiRete
7 110
111CIA
011111.1..
3
l
MAPLE RIDGE
British Cclumhia
Deep Roots
Greater Heights
TO:
FROM:
District of Maple Ridge
His Worship Mayor Gordon Robson DATE: November 7, 2008
and Members of Council FILE NO:
Chief Administrative Officer ATTN: C.O.W.
SUBJECT: Bylaw for Highway Closure & Dedication Removal for Portion of Undeveloped
Road Dedicated on Plan BCP33856 (west of the 13800 Block of 232 St.)
EXECUTIVE SUMMARY:
In December 2007, Insignia Homes Ltd. registered, with the Land Titles Office, the subdivision plan
for the 5th phase of the Silver Ridge development (RZ/002/07 - west of the 13700-13800 block of
232 St.). The plan included the dedication of some roads and lanes.
Since that time, the developer has been in discussionswith the Planning Department regarding "Eco -
Cluster" type developments and the new "Residential Street Townhome" (RST) zone. It was
determined that a good location for this type of affordable housing, given the areas steep
topography, would be along the south side of 138 Ave. in the above development. As a result, a new
lot lay -out (Phase 5A) was proposed that included adjustments to the road pattern. To accommodate
the new lay -out, some of the recently dedicated road and lane would need to be closed (see the area
outlined in bold on the attached drawing) and then consolidated into the new lot lay -out.
In order to transfer the road, Council would first have to adopt the attached bylaw closing the
highway and removing the road dedication. At that point, the District would take ownership, in title,
and could dispose of the property as allowed under the Community Charter.
RECOMMENDATION(S):
That Maple Ridge Highway Closure and Dedication Removal By-law No. 6629 - 2008 be read a first,
second and third time.
DISCUSSION:
a) Background Context:
The attached advisory from the Government of British Columbia, titled "Highway Closure and
Removal of Highway Dedication", describes the process as required under the Community
Charter. Upon approval of the above recommendation, staff will provide public notice of the
highway closure and road dedication removal in the local newspaper, in accordance with
Section 94 of the Community Charter. Persons affected by the bylaw will be given an
opportunity to submit written responses to the Corporate Officer for Council consideration
before final reading.
b) Interdepartmental Implications:
The Property Management Committee .and the Planning Department support the highway
closure and dedication removal.
4
Prepared by: Ron Riach
Property & Risk Manager
Reviewed by: Chu Goddard
M ager - Development/Environmental Services
Approved by:/ Frank Quinn
/ General Manager - Public Works & Development
Concurrence: J.L. (Jim) Rule
j Chief Administrative Officer
CORPORATION OF THE DISTRICT OF MAPLE RIDGE
BYLAW NO. 6629 - 2008
A Bylaw for highway closure and dedication removal within the Municipality.
WHEREAS Council may, in the same bylaw, close all or part of a highway and remove the dedication
of a highway;
NOW THEREFORE, the Council of the Corporation of the District of Maple Ridge, in open meeting
assembled, ENACTS AS FOLLOWS:
1. This Bylaw may be cited for all purposes as "Maple Ridge Highway Closure and Dedication
Removal Bylaw No. 6629 - 2008".
2. Attached hereto and forming part of this Bylaw is a copy of a Reference Plan prepared by
Olsen & Associates, a .B.C. Land Surveyor, and marked as Schedule "A".
3. That portion of public highway comprised of 0.277ha. and outlined in heavy black line on the
aforementioned described Reference Plan is hereby declared stopped and closed to public
traffic and shall cease forever to be public highway.
4. The portion of the public highway outlined in heavy black line on the Plan attached to and
made part of this Bylaw has its dedication as a highway removed.
5. Council shall, before adopting this Bylaw, cause Public Notice of its intention to do so to be
given by advertisement once each week for two consecutive weeks in a newspaper published
or circulating in the District of Maple Ridge.
READ a first time the day of , 2008.
READ a second time the day of , 2008.
READ a third time the day of , 2008.
RECONSIDERED AND ADOPTED the day of , 2008.
MAYOR
CORPORATE OFFICER
Attachment: Schedule "A"
'J
rw --- Y
232 STREET
A
Y
a
113
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Friday, November 7, 2008
Highway Closure & Removal of Highway
Dedication
Prior to the Community Charter municipalities had right of possession
of local highways but ownership was in the name of the province. The
Community Charter gives municipalities ownership of most municipal
highways (exceptions are listed in s. 35(2)). Municipalities also have
authority to regulate and prohibit in relation to highways, (subject to
provincial legislation) and the authority to close highways. Since
municipalities now own local highways (subject to the provincial right
of resumption), provisions have been established if a municipality
wants to use a portion of the highway for a different purpose, or if it
wants to dispose of it. All of these provisions can be found in Part 3,
Division 5 of the Community Charter.
What is required
1. Highway Closure and Removal of Highway Dedication
Municipalities can close a highway and remove its highway dedication
by bylaw. These actions can be done either in one bylaw, or by
separate bylaws. The bylaw(s) must include a reference plan or
explanatory plan outlining the portion of road that will be affected. If
done separately, the bylaws can be passed concurrently, or at different
times.
Prior to adopting a highway closure bylaw, a municipality must:
• provide public notice in accordance with section 94;
• provide an opportunity for persons who are affected by the
bylaw to make representations to council;
• deliver notice of its intention to close a highway to operators of
utilities whose works council considers will be affected by the
closure. The operator of a utility affected by a closure may .
require the municipality to provide reasonable accommodation
of the utility's works. If the municipality and utility are unable to
reach an agreement the matter may be settled by arbitration
under the Commercial Arbitration Act;
• ensure that a proposed highway closure does not completely
deprive an owner of access to his/her property unless the
municipality receives consent from the property owner or
compensates the owner and provides alternative access;
• refer any highway closure bylaws to the Minister of
Transportation (through the local Ministry of Transportation
District office) for approval where the proposed highway
closure is within 800 metres of an arterial highvvay (note that
specified District staff may grant such approval on behalf of the
Minister of Transportation).
Prior to adopting a highway dedication removal bylaw, a municipality
must:
• provide public notice in accordance with section 94;
• provide an opportunity for persons who are affected by the
bylaw to make representations to council;
11'7/11 /')1
LGD: Highway Closure and Removal of Highway Dedication Page 2 of
Legisiatian
LGMA
MFA
1JBCM
• obtain consent of the owner of property if the highway in
question is part of a subdivision, where the highway has not
been developed and the owner of the land who created the
subdivision continues to own all the parcels. Circumstances in
which these conditions apply are rare.
Top
2. Raising Title
Once the highway closure bylaw and removal of highway dedication
bylaw are adopted, and the removal of highway dedication bylaw is
filed in the appropriate Land Title Office, the property ceases to be a
highway, its dedication as a highway is cancelled and title to the
property will be registered in the name of the municipality, in
accordance with section 120 of the Land Title Act. In order for title to
be raised in the name of the municipality, the Land Title Office requires
that municipalities submit the bylaw and plan package to the registrar,
together with an application in Form 17, a Property Transfer Tax form
and the prescribed fee. As raising title and disposing of the land may
occur in close conjunction, note also the Land Title Office filing
requirements discussed under Disposing of Property.
3. Disposing of Property
Once title is raised, municipalities who want to dispose of the property
must do so in accordance with the property disposal rules set out in
Part 3, Division 3 of the Community Charter. If a municipality plans to
dispose of property for a closed highway that removes public access to
a body of water, it must either provide alternative public access to the
same body of water, or set aside money in a reserve fund to acquire
property that will provide public access to the same body of water.
The Community Charter provides a provincial right to resume property
that was once a highway for the purpose of: an arterial highway; other
transportation purposes; or a park, conservancy, recreation area,
ecological reserve or other area established under the Park Act, the
Ecological Reserve Act, the Protected Areas of British Columbia Act or
the Environment and Land Use Act. The right of resumption can be
removed by order of the Minister of Transportation. Alternatively, the
Minister of Transportation can by regulation set out the circumstances
in which the right is automatically removed.
Top
The Minister of Transportation has adopted a regulation (BC Reg
245/2004 : (12 KB)) that provides that the right of resumption is
automatically removed if the corporate officer of the relevant
municipality files with the Land Title Office a statement certifying the
following 3 facts:
• the municipality has, by bylaw, closed the highway and
removed its dedication;
• the closed highway is not adjacent to a park, conservancy,
recreation area, ecological reserve or other area established
under the Park Act, the Ecological Reserve Act, the Protected
Areas of British Columbia Act or the Environment and Land Use
Act; and
• the closed highway land is to be disposed of for either of the
following two purposes:
o in exchange for land necessary for the purpose of
improving, widening, straightening, relocating or
diverting a highway, or
o to one or more adjacent land owners for the purpose of
consolidating it with the landowners' existing adjacent
parcel or parcels of land.
The certifying statement must be satisfactory to the Land Title Office.
- 1_ 11'711 1 /'')(
LCD: Highway Closure and Removal of Highway Dedication Page 3 of
Typically, this means a written statement from the municipality that:
identifies the closed highway land; states the 3 conditions in the
regulation; certifies that the land at issue satisfies those conditions and
therefore the right of resumption is to be removed; is signed by the
corporate officer; and is accompanied by the prescribed Land Title
Office fee.
Under this regulation, if the closed highway land satisfies the
regulation - in other words, if the corporate officer of the municipality
can certify that the transaction meets the circumstances set out in the
regulation - then the municipality does not need a specific order
removing the right of resumption. Instead, the right of resumption is
automatically removed on the date that the certifying statement is filed
in the Land Title Office.
Top
As noted, the municipality is responsible for satisfying itself that the 3
conditions in the regulation are met. This means the municipality is
responsible for confirming the boundaries of the road in question and,
in relation to the second condition (parks/conservancy), is responsible
for confirming those boundaries relative to the boundaries of provincial
parks/conservancy. To assist in determining the location of a road
relative to provincial parks/conservancy, a municipality can obtain a
list of provincial parks/protected areas in its region from the
appropriate regional office of the Ministry of Environment:
Cariboo (250) 398-4530
Kootenay (250) 354-6333
Lower Mainland (604) 582-5200
Okanagan (250) 490-8200
Omineca (250) 614-9911
Peace (250) 787-3295
Skeena (250) 847-7260
Thompson (250) 371-6200
Vancouver Island (250) 751-3100
Only if the municipality has confirmed that the road in question is in
fact adjacent to a provincial park/conservancy would the municipality-
need
unicipalityneed to contact the Ministry of Environment regional planner to
identify if there are any issues with the proposed disposal of the closed
road. In that case, the matter would not be within the circumstances
set out in the regulation.
For any situations not covered by the regulation, a municipality will still
need to seek a possible order from the Minister of Transportation to
remove the right of resumption. In that case, municipalities should
contact:
Kirk Rockerbie
Manager, Transportation Policy Branch
Ministry of Transportation
Phone: (250) 953-3068
E-mail: Kirk.Rockerbieagov.bc.ca
Top
When to consider
Municipal ownership and regulation of highways ensures that
municipalities can manage their highways in a way that meets the
needs of their communities. As well, it provides control over a land
resource. Councils may want to consider closing a highway and
removing the highway dedication as part of a major community
redevelopment, as a rationalization of their road network system, or as
11'7/1 1 i')n
Highway Closure and Removal of Highway Dedication Page 4 of
a way to remove unused highways from their land bank and generate
revenue or create a park.
What to consider
Councils may want to consider the following, particularly before
undertaking a highway closure, where the tangible impact on the
community and its residents is felt:
• In what circumstances does council want to close a highway,
remove the highway dedication and dispose of the property?
Does council deal with requests on an ad hoc basis or in the
context of a policy for closing of roads and disposing of
property? Does council have a narrow policy (e.g. disposal only
for consolidation with adjacent parcels) or broad policy (e.g.
part of P3) for dealing with property disposal of former
highways?
Councils have broad authority to dispose of property in any way
that best meets then needs of their communities (see Property
Disposal). In many cases councils will want to provide the
property of a former highway to the adjacent parcel owner so
the parcels can be consolidated. In other circumstances councils
may consider a policy of disposing highways as part of larger
community redevelopments or for community purposes such as
parks, squares or affordable housing. Councils will want to
consider that any property made available is done so through a
consistent process and provides equal opportunity for
individuals to purchase. In those circumstances where a council
is only making the land available to one purchaser, they must
be aware that if the land is being provided for purchase at Tess
than fair market value this is a form of assistance and for
business this can only be done in the context of a partnering
agreement.
• Does council want to close a highway and remove highway
dedication as one process or as separate processes?
Most councils undertake highway closures because they intend
to dispose of the property. If this is the case, it is appropriate to
deal with the closure and removal of highway dedication
together. However, if a council believes there may be the
possibility of reusing the closed highway in the future for
highway purposes, it should consider just closing the highway.
If the intended closure may only be short term, council might
want to use its temporary highway closure authority under
section 38, rather than the permanent closure process.
• What kind of notice should council give?
Where councils pass concurrent highway closure and removal of
highway dedication bylaws they.can combine the notice and
opportunities to make representations requirements.
Section 94 sets out the requirements for public notice. Notice
must be published in a newspaper and posted in the public
notice posting places. If there is likely to be considerable local
concern about closing a highway, the municipality may want to
consider providing additional notice to residents or a public
information session.
Municipalities must provide an opportunity for the public to
make representations to council. The form this representation
takes is at the discretion of the municipality as the legislation is
silent on this matter. Whatever form is selected should be
clearly advertised in notice provided to the community.
Councils may want to develop a policy around what form of
-------�_�. .,+r.1,,11111rrb„vov tm
n7/1 1 X2(1
L,GD: Highway Closure and Removal of Highway Dedication Page 5 of
representation is appropriate for their community. In developing
such a policy, councils will want to consider the principles of
fairness and equity. Every citizen and interest group should be
given the same opportunity to make representations to council
on a particular matter or issue. However, there is flexibility to
provide different types of opportunities for representation for
the different items that are set out in the Community Charter
(e.g. for highway closure versus for a business regulation
bylaw).
• Where a municipality closes off access to a body of water, what
is considered public access that is of at least equal benefit to
the public?
The legislation is silent on what constitutes property that
provides public access to the same body of water that is of at
least equal benefit to the public. Council has discretion to define
what this is. The Land Title Act mandates that subdivision of
water Tots provides public access at regular intervals. Decisions
on closure of access to water are best made in the context of
the official community plan which establishes objectives and
policies for parks and open space. The closure provision
provides the option for consolidating access points to create the
best opportunities for the public.
Because citizens value the ability to access bodies of water,
councils should first consider carefully the decision to close
access. In situations like this councils may want to consider
providing additional notice of the plan as there may be a
general impact on the community for this type of closure. It
may be difficult to find alternative access that is acceptable to
citizens who are most likely to be impacted by a new public
access location or that is affordable for a municipality, as it will
be responsible for maintaining the access.
• What procedures does council follow when undertaking a
highway exchange?
Highway exchanges are most commonly used where
municipalities undertake a community development that
requires reconfiguration of the highway network system.
Developers provide land for a new highway dedication in
exchange for a property elsewhere that has had the highway
dedication removed. Municipalities undertaking highway
exchanges will need to undertake the process required to pass
the necessary bylaws that close and remove the highway
dedication and dispose of the property. Property owners
dedicating their land as highway will need to do so through
subdivision. Timing of these processes may be an important
consideration.
Please direct questions or comments to Advisory Services.
*Top *Copyright •D! c Emer •Priv<. y
Deep Roots
Greater Heights
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin DATE: February 20, 2009
and Members of Council FILE NO:
FROM: Chief Administrative Officer
SUBJECT: Disbursements for the month ended January 31, 2009
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 January 31, 2009 now be approved".
GENERAL $ 8,642,112
PAYROLL $ 1,772,812
PURCHASE CARD $ 135,434
$10,550,358
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.
1131
c) Business Plan / Financial Implications:
Highlights of larger items included in Financial Plan or Council Resolution
• Buckley Hogan In Trust - security refund $ 886,585
• Defargo Installations Sportive - MRSS sports track $ 273,525
• Double M Excavating - roadworks $ 263,977
• G.V. Sewerage & Drainage - Jul-Dec'08 DCC collections $ 606,057
• G.V. Water District - water consumption Oct 1 - Oct 28/08 $ 278,126
• G.V. Water District - water consumption Oct 29 - Nov 25/08 $ 266,715
• Mierau - Fire Hall No. 1 expansion $ 733,902
• Minister of Provincial Revenue - 2008 school tax requisition $ 578,881
• Municipal Insurance Assoc. - 2009 assessment $ 398,814
• Receiver General - three payroll remittances $ 834,066
• South Coast BC Transportation - Transit Exchange project $ 235,176
• Willis Canada - property and all risk insurance $ 192,274
d) Policy Implications:
Approval of the disbursements by Council is in keeping with corporate governance practice.
CONCLUSIONS:
The disbursements for the month ended January 31, 2009 have been reviewed and are in order.
Prepared by: G'Ann Rygg
Accounting Clerk II
Approved by: mpson, CGA
Manager of Financial Planning
Approved by: P.al Gili,'BBA, CGA
GM - C ■ - . rate
Concurrence/ J.L. [Jim) Rule
Chief Administrative Officer
ial Services
gmr
VENDOR NAME
BC Hydro
BDO Dunwoody
Boileau Electric & Pole Ltd
Buckley Hogan In Trust
CUPE Local 622
Chevron Canada Ltd
Co -Pilot Industries
Defargo Installations Sportive
Delcan Corporation
Directional Mining & Drilling
Double M Excavating Ltd
EFS Hillside Developments Ltd
Gr Vanc Sewerage & Drainage
Greater Vanc Water District
Greenish Development Ltd
Guillevin International Inc
Haney Horsemen Association
Hanks Trucking And Bulldozing
Happy Heart Fitness & Educ
Insignia Homes Silver Valley
ISL
JLK Projects Ltd
Kingfisher Enterprises Ltd
Manulife Financial
Maple Ridge Historical Society
McElhanney Consulting Services
McTar Petroleum Ltd
Medical Services Plan
Microsoft Licensing, GP:WRC-CA
Mierau
Mills Printing & Stationery
CORPORATION OF THE DISTRICT OF MAPLE RIDGE
MONTHLY DISBURSEMENTS - PERIOD 1, 2009
DESCRIPTION OF PAYMENT
Hydro charges Jan
2008 Financial statement audit
Maintenance: Banners
Curling rink
Haney Wharf
Leisure Centre
Library
Municipal Hall
Pedestrian Crossings
Pitt Meadows Athletic Centre
Pitt Meadows Family Rec. Centre
Pitt Meadows Heritage Hall
Randy Herman Building
RCMP
SPCA
Xmas Lights
Security refund
Dues - pay periods 08/26, 09/01 & 09/02
Fuel
Tandem dump rentals
MRSS sports track
256th Street sanitary sewer
240th Street roadwork & storm sewer project
Roadworks 232 Street
Roadworks 240 Street
Roadworks Cottonwood Drive
Security refund
Jul - Dec'08 DCC collection
Waste disposal
Water consumption Oct 1/08 - Oct 28/08
Water consumption Oct 29/08 - Nov 25/08
Security refund
Fire fighters' equipment
Fire fighters' protective wear
Operations electrical supplies
Street lighting
Trail Maintenance
Trail Construction
Trail Forever Campaign 2008
Trucking & ditch cleaning
Weight room supervision & childcare activity room
Latecomer agreement payment
Lougheed Hwy. revitalization
Spirit Square
Randy Herman Community Safety Building
Security refund
Employee benefits premiums
Quarterly fee for service payment
Capital road project
Civil construction inspection services
Road salt
Employee medical & health premiums Jan
Annual software licensing
Fire Hall No. 1 expansion
Stationary Nov & Dec
785
788
587
1,570
962
964
376
205
159
135
490
140
545
21,288
76,309
129,116
58,552
606,057
3,128
278,126
266,715
4,300
498
1,656
26,886
6,000
14,192
6,997
1,638
23,380
13,159
6,586
AMOUNT
128,325
19,918
28,994
886,585
27,456
98,932
19,652
273,525
42,455
105,612
263,977
19,290
609,185
544,841
75,381
33,340
27,189
17,126
26,888
15,016
25,018
44,284
17,500
101,578
23,503
19,745
139,816
23,676
84,056
733,902
15,358
Minister Of Finance
Minister Of Provincial Revenue
MJT Enterprises Ltd
Municipal Insurance Assoc
Municipal Pension Plan BC
Panorama LMS 4011
Pitt Meadows Heritage & Museum
Pitt River Quarries Ltd
Professional Mechanical Ltd
Quantum Murray LP
Receiver General For Canada
RG Arenas (Maple Ridge) Ltd
Ridge Meadow Comm Arts Council
Ridge Meadows Seniors Society
Ridgemeadows Recycling Society
South Coast BC Transportation
Tempest Development Group
Terasen Gas
Times Newspapers
Transwest Roofing Ltd
Ultra -Tech Cleaning System Ltd
Visible Strategies
Warrington PCI Management
Wilco Landscape Westcoast Inc
Willis Canada Inc
Workers Compensation Board BC
Young, Anderson - Barristers
Disbursements In Excess $15,000
Disbursements Under $15,000
Total Payee Disbursements
Payroll
Purchase Cards - Payment
Return of Provincial funding - Blue Mountain trails
2008 school tax requisition
Skating lessons
Insurance assessment - 2009
Insurance deductibles
Pension remittance
Strata fees
Semi-annual fee for service
Gravel
Maintenance: Firehall
Leisure Centre
Library
Municipal Hall
Operations
Pitt Meadows Family Rec. Centre
Randy Herman Building
RCMP
Mercury contaminated site cleanup
Employer/Employee remit PP09/01, 09/02 & 09/03
Ice rental Dec
Art Centre grant Dec & Jan
Program revenue Nov
Theatre rental.
Quarterly operating grant Jan - Mar
Event room rental
Monthly contract for recycling Jan
Weekly recycling
Litter pick-up contract
Transit Exchange project
Property tax & utility billing software maintenance
Natural gas Jan
2008 advertisements
Randy Herman Community Safety Building
Maintenance: Firehalls
Library
Municipal Hall
Operations Centre
Randy Herman Building
RCMP
Performance Management software 2yr subscription
Advance for Tower common costs Jan
Tower expenses Dec
Merkley Park/MRSS track project
Property and All Risk Insurance
Employer/Employee remittance 4th qtr 2008
Professional fees Dec
TOTAL PERIOD 12 2008 DISBURSEMENTS
GMR
PP09/01, 09/02 & 09/03
Y:\Finance\Accounting\AP Remittances (Disbursements)\2009\[Monthly Council Report 2009.xIs1JAN'09
398,814
7,039
436
13,621
912
355
10,169
2,133
1,147
2,792
81,432
4,542
1,234
40,000
700
77,024
245
1,725
1,312
4,269
4,064
997
4,037
4,326
35,000
46,433
15,000
578,881
17,517
405,853
231,843
16,199
30,464
33,857
31,565
36,174
834,066
50,682
87,208
40,700
78,994
235,176
50,924
55,537
20,719
40,678
19,005
33,152
81,433
78,211
192,274
52,635
27,945
7,868,815
773,297
8,642,112
1,772,812
135,434
10,550,358
MAPLE RIDGE
British Colum hla
Deep Roots
Greater Heights
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin DATE: February 26, 2009
and Members of Council
FROM: Chief Administrative Officer ATTN: Council Workshop
SUBJECT: Strategic Community Investment Funds
EXECUTIVE SUMMARY:
The District has received the Strategic Community Investment Funds (SCI Funds) proposal from the
Province of British Columbia and Union of British Columbia Municipalities (UBCM). The proposal
restructures traffic fine grants the District already receives, to deliver the funds earlier than usual, in
exchange for the District providing two annual progress reports detailing how the funds have been
spent and what outcomes have been achieved.
RECOMMENDATION(S):
That the Corporate Officer execute the Strategic Community Investment Funds (SCI Funds)
agreement.
DISCUSSION:
Background Context:
In recent months, the Province and UBCM have been discussing methods to help stimulate local
economies, encourage growth, create local jobs and help offset the effects of the current
economic downturn. One outcome is a proposal to modify the timing of key local government
transfers, such as small community grants, regional district grants, and traffic fine revenue
sharing grants for the forthcoming two years. Only the latter applies to the District, in the amount
of about $940,000 per year.
Eligible local governments signing the SCI Funding agreement will receive three payments
(March 2009, July 2009, and July 2010), rather than two annual payments, with more of the
money received up -front (Figure 1 demonstrates the timing effect). To emphasize, SCI Funds are
not additional funds available to the District; only the timing of the payments is altered by the
agreement.
Figure 1: Timing of current payments over two years, versus proposed payments.
Calendar Year 2009 Calendar Year 20110
Qtr1 Qtr2 Qtr3 Qtr4 Qtr1 Qtr2 Qtr3 Qtr4
Current 50% 50%
Proposed 54% 26% 20%
1132
By signing the agreement, the District agrees plan for the funds and to publicly report on their
use and the results achieved.
Alternatives:
By not signing the agreement, the District is still eligible to receive funding on an annual basis.
CONCLUSION:
By signing the SCI Funds agreement, the District will receive funding that otherwise would be
received on an annual basis.
Prepared bJacquie ergmann
Research Technician
Approved by: ' )haul Gltl, BBA, CGA
General Mariager, C pgtate & Financial, Services
L
Concurrence: J.L. (Jim) Ru e
Chief Administrative Officer
STRATEGIC COMMUNITY INVESTMENT FUNDS AGREEMENT
This Agreement made as of , 2009,
BETWEEN:
District of Maple Ridge (Local Government)
AND:
HER MAJESTY THE QUEEN IN RIGHT OF THE PROVINCE OF
BRITISH COLUMBIA represented by the Deputy Minister of the
Ministry of Community Development (the Province).
WHEREAS:
A. The Province and the Local Government acknowledge that they are facing a
global economic crisis and that faster, strategic spending by British Columbia
communities can help stimulate local economies, encourage growth, create
local jobs and help offset the effects of the economic downturn.
B. The Province agrees to strengthen its commitment to local governments by
restructuring small community, regional district and traffic fine revenue
sharing grants by providing Strategic Community Investment Funds (Funds)
over the next two years.
C. The Funds are intended to achieve the objectives of supporting local
government efforts to stimulate local economies and providing local
governments with increased financial certainty in uncertain economic times
while continuing to support investments in community safety for which traffic
fine revenue sharing grants are intended.
D. The Province and the Local Government acknowledge the importance of.
reporting to residents on how the Funds are used.
E. The Funds will be provided using a flexible, objective based approach to
enable the money to flow quickly to communities, while ensuring a strong
accountability and reporting framework
NOW THEREFORE, in consideration of the mutual promises herein, the Local
Government and the Province agree as follows:
1. PAYMENTS TO THE LOCAL GOVERNMENT FROM THE PROVINCE
Provided the Local Government agrees to comply with this Agreement, the
Province will. pay the Funds in the following amounts, for the purposes identified,
on or before the date indicated.
Assured
Funds
Use
Date
Amount
SC Grants
local government services
March 2009
July 2009
July 2010
TFRS Grants
defray the cost of local
police enforcement
March 2009
$1,005,312
July 2009
$484,820
July 2010
$374,358
2. CONDITIONS RELATING TO PAYMENTS BY THE PROVINCE
Notwithstanding any other provision of this Agreement, the payment of money, or
incurrence of an obligation or commitment, by the Province pursuant to this
Agreement is subject to:
(a) there being sufficient monies available -in an appropriation, as defined in
the Financial Administration Act (R.S.B.C. 1996, c. 138) (the "FAA"), to
enable British Columbia in any fiscal year or part thereof when any such
payment may be required, to make that payment; and
(b) Treasury Board, as defined in the FAA, not having controlled or limited,
pursuant to the FAA, expenditure under any appropriation referred to in
section 2(a).
3. ACCOUNTABILITY AND REPORTING TO RESIDENTS
(a) Local Governments receiving Funds will develop a plan that sets out the
intended uses and performance targets for those Funds.
(b) By June 30, 2010 and by June 30, 2011 the Local Government will report
publicly on the plan under section 3(a) and progress made toward
achieving performance targets for those Funds.
4. TERM
This Agreement shall commence on the date that it is fully executed by both of
the Parties and shall expire on July 31, 2011.
SIGNATURES
This Agreement has been executed on behalf of the Local Government by the
duly authorized Corporate Officer pursuant to a resolution of the Council or
Board, and on behalf of the Province, by the Deputy. Minister, Ministry of
Community Development.
District of Maple Ridge
HER MAJESTY THE QUEEN IN RIGHT
OF THE PROVINCE OF
BRITISH COLUMBIA
Corporate Officer Deputy Minister
Ministry of Community Development
MAPLE RIDGE
Deep Roots
Greater Heights
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin
and Members of Council
FROM: Chief Administrative Officer
SUBJECT: Reallocation of 2008 UBCM Funds
DATE: February 24, 2009
FILE NO:
ATTN: Committee of the Whole
EXECUTIVE SUMMARY:
In 2008 Maple Ridge received $160,000 in UBCM grant funding for a range of Tourism -related
projects identified through discussion with Tourism Maple Ridge and Pitt Meadows, the City of Pitt
Meadows and the local Spirit of BC Committee. $55,000 of that funding was earmarked to design a
Visitor Information Centre to serve both communities. To date, this project has not been started.
This report outlines reallocation of those funds for projects that will deliver a more immediate benefit
to Maple Ridge and better position the community for the future. By leveraging high profile events
that bring visitors to Maple Ridge we plan to build our awareness as a great Tourist destination and
deliver a positive experience that will help ensure repeat visits. This also helps generate business
investment leads for Maple Ridge Economic Development.
RECOMMENDATION(S):
That staff be authorized to submit a request to the Union of BC Municipalities (UBCM) to reallocate
$55,000 of the 2008 UBCM Tourism grant for projects outlined in this report.
DISCUSSION:
Background Context:
$55,000 would be reallocated to projects that build the profile of Maple Ridge as a Tourism
Destination during the spring and summer of 2009. This is an ideal time to invite neighbours from
communities south of the Fraser and west of the Pitt River Bridge to "come over the bridge" to
experience a host of events including the Haney Farmer's Market and countless events and festivals
in our newly completed Spirit Square.
Desired Outcome:
The Economic Advisory Commission (EAC) of Council has identified Tourism as one of four priority
sectors. The major weakness identified in recent Tourism studies is low awareness of Maple Ridge
and the Tourism and outdoor opportunities here. The reallocated UBCM funds will enable us to build
awareness with our target audience and strengthen our competitive position as a destination of
choice.
1151
Strategic Alignment:
The proposal outlined in this report is consistent with the other elements identified in the attached
2007 11 14 Report to Council that identified Regional Marketing Support for Festivals; Sport
Tourism Plan Development and Implementation; and the Scenic 7 promotion.
Interdepartmental Implications:
This approach is supported by Mike Murray, GM Parks and Leisure Services. Staff will work with
Tourism Maple Ridge Pitt Meadows, the Downtown Maple Ridge Business Association, the Chamber
of Commerce, festival organizers, Maple Ridge Economic Advisory Commission and the recently
formed Sport Council to ensure that they are all aware of and well-positioned to take advantage of
the increased awareness these initiatives will generate.
Business Plan/Financial Implications:
Redirecting these funds will allow us to deliver specific benefits to the community:
Support for Festivals: There is limited funding to support our festivals this year. Allocating $30,000
to reprise and build on the successful 2008 program "Discover Weekends in Downtown Maple
Ridge" including $20,000 for a strategic media buy and $10,000 for development of a marketing
elements and collateral materials. The multimedia program will be designed to provide media
support May - October thereby benefitting all festivals. The 2008 program featured a poster that
was used as a seat drop on the West Coast Express as well as a poster in downtown shop windows.
This campaign was designed to work alongside the "101 days of summer" campaign that Tourism
Maple Ridge and Pitt Meadows (TMRPM) sponsors each year. TMRPM hosts the information on their
website and takes enquiries at the visitor centre and by phone. An example of how this approach
would benefit the festivals directly is by working with organizers of the Flagship festivals (Jazz &
Blues, Caribbean Festival, Ag Fair and Mainstage) to feature their events and bring profile to them
prior to their events.
With the completion of the Golden Ears and Pitt River Bridges extending our media reach to
communities south of the Fraser such as Langley, Abbotsford and Surrey will draw new visitors as it
will be even easier for residents of neighbouring communities to explore Maple Ridge.
Host community for the 2009 World Police and Fire Games (WPFG): The 2009 WPFG will be held at
over 40 sport venues in the Lower Mainland and Sea to Sky region. The event which runs July 31 -
August 9, 2009 features 65 sporting events and is second only to the Olympics in size. The 10 day
athletic competition attracts athletes from over 70 countries and up to 20,000 family members,
friends, officials and special guests as well as 2,500 volunteer hosts. Maple Ridge has been selected
as the site for their triathlon event to be held on Saturday, August 8. They anticipate over 200
competitors for this event, as well as coaches, support staff, family and friends and local spectators.
The Jazz & Blues festival is the same weekend as the triathlon so we anticipate working with the
WPFG marketing team to provide information about the event to participants and others who will be
here that day to stay and enjoy the entertainment later that day.
As official host community Maple Ridge has the opportunity to access the associated sponsorship
benefits offered by the WPFG which gives us unparalleled access to all competitors prior to the
events. We would allocate $15,000 toward the WPFG which includes $10,000 sponsorship and
$5,000 that will be used for us to create a local welcome campaign to build awareness and
excitement about the event with our local business community. Leveraging the sponsorship
investment in this way will help ensure that athletes and their families are welcomed and enjoy such
a positive experience while in Maple Ridge that they will want to return.
Many of the athletes and their families will be in BC for up to two additional weeks during which time
they will be looking for things to do. Inviting them here to enjoy our festivals and great outdoors as
well as informing them about the investment potential in outdoor recreation or other businesses is a
targeted way to reach an audience who otherwise may never know about Maple Ridge and all it has
to offer.
Destination Visitor Information Centre: Although this project has not progressed as originally
envisioned, the City of Pitt Meadows, Tourism Maple Ridge and Pitt Meadows and Maple Ridge
Economic Development believe that such a centre would benefit the communities of Maple Ridge
and Pitt Meadows over time. Neither the Province of BC nor the Government of Canada have
included Tourism or Tourism infrastructure as a priority in their current budgets however it is likely
that there will be an opportunity to access funding when the economy turns around. Accordingly, we
recommend issuing a Request for Expression of Interest (RFEI) to determine the level of interest and
expertise in developing a high level plan and costing so we're ready to access funding as it becomes
available. The final $10,000 of the $55,000 would be used as seed money if required in
development of the RFEI.
Citizen/Customer Implications:
Citizens will be able to participate in the festivals and as spectators and volunteers at the WPFG.
Earmarking this funding to build awareness for visitors will also reach our local audience, essentially
building pride in our local community by providing third party endorsement for them of what a great
community this is. Particularly with the downturn in the economy it is predicted that Canadians will
be taking more day trips and trips closer to home. Our "Discover Weekends in Downtown Maple
Ridge" offers families a wonderful array of activities that will benefit the local economy.
CONCLUSIONS:
Reallocating $45,000 of the UBCM funding to support the immediate opportunities offered by the
Festivals and World Police and Fire Games allows us to profile our community in a significant way
following the opening of Golden Ears Bridge that will deliver long term results.
Prepared by: Sandy Blue, ABC
Manager Economic Development
Concurrence: Mike Murray
General Manag;r?'Eoniunity Development, Parks and Recreation
Concurrence: /IL. (Jim) RGIe
/ Chief Administrative Officer
scb/
Attachments:
2007 11 14 Report to Council re UBCM funding
Discover Weekends in Downtown Maple Ridge poster
WPFG Partner Package and PowerPoint presentation
MAPLE RIDGE
$rifish Columbia
Deep Roots
Greater Heights
TO:
FROM:
District of Maple Ridge
His Worship Mayor Gordon Robson DATE: 2007 11 14
and Members of Council FILE NO:
Chief Administrative Officer ATTN: Committee of the Whole
SUBJECT: 2008 UBCM Tourism Funding
EXECUTIVE SUMMARY:
UBCM has announced it will be allocating funding to enhance local tourism initiatives once again in
2008. Council will recall the District used the 2007 funding to:
1. enhance marketing for several of our larger events,
2. acquire an events readograph (currently being designed) to let travelers know what
events are coming up in the community
3. participate in the scenic (highway) 7 program
4. expand the Walk Maple Ridge and Pitt Meadows Magazine to include events and other
outdoor recreation opportunities
The total amount allocated to Maple Ridge in 2007 was $160,000. Our intent is to complete all
projects by next March.
A similar amount is anticipated in 2008 and the application must be submitted by the end of this
month. We have had discussions with Pitt Meadows, Tourism Maple Ridge and Pitt Meadows and
the local Spirit of BC Community Committee with respect to the projects we would like to propose.
RECOMMENDATION(S):
That staff be authorized to submit an application for Tourism funding to the Union of British
Columbia Municipalities for the projects outlined in the 2007 11 14 report on this subject.
DISCUSSION:
a) Background Context: The projects we wish to propose follow:
1. Regional Marketing Sucoort for Festivals $50,000
The intent of this funding is similar to that provided in 2007 to enhance regional
marketing for events like the Caribbean Festival; Jazz and Blues Festival, etc. Those
involved in the program in 2007 had to demonstrate how they would use the
additional support to enhance their regional marketing. The majority reported
significantly enhanced attendance from outside the community as a result. A
committee of the Parks and Recreation Commission allocated the funding with
support from the Economic Development Office.
2. Sports Tourism Plan Development and Implementation $50,000
A time duration position would be hired through the Maple Ridge and Pitt Meadows
Spirit of BC Committee to:
- work with local sport organizers to inventory their events and opportunities
for events (by connecting with Provincial Sport Governing Bodies),
- connect sport organizers to those who select venues and
- assist in preparing bids.
Pitt Meadows would provide additional funding.
3. Scenic Seven Promotion $5,000
This follows an earlier commitment to participate with several other communities
along the Lougheed Corridor in the promotion of this transportation route as a more
interesting alternative to the Freeway on the south side of the river.
4. Visitor information Centre 1= xploration/Design $55.000
The intent of this funding will be to design a new visitor information centre in a more
appropriate location to serve both Maple Ridge and Pitt Meadows into the future. The
intent will be to secure a site, explore partnership opportunities with value added
partners (i.e. the Penticton Visitor Centre is a wine store as well) and complete a
design leading up to development of the facility in a future phase of the program.
CONCLUSIONS:
The UBCM tourism funding program is available again in 2008. A number of projects have been
identified as possibilities in consultation with Tourism Maple Ridge and Pitt Meadows, the City of Pitt
Meadows and the local Spirit of BC Committee. Council authorization is requested to proceed with
the application.
Prepared by: Mike Murray
General Manager: Community Development, Parks and Recreation
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
MWM
LOOKING FOR SOME FAMILY FUN 11115 SUMI.YlE
Discover
at Memorial Peam Park on 224 Sheet in the heart of
aPk Ndge
* !ie41.turday farmers Market *'svents
* (%ctvt * run
How much fun can you handle?!
for more details check out www.mapleridge-pittmeadows.com
Downtown Maple Ridge
Business Improvement Association
THE NEWS
peep Roofs
Greater Heights
j•
MAI Efr
PM' MEADJWSJ
Sandy Blue
Manager, Economic Development
District of Maple Ridge
11995 Haney Place
Maple Ridge, BC V2X 6A9
Dear Sandy,
-2009 -
WORLD
POLICE & FIRE
GAMES
BRITISH COLUMBIA
Thank you very much for allowing us to submit the following proposal to engage the District of
Maple Ridge as an Official Host City/Community Partner of the 2009 World Police & Fire Games.
Supporting the 2009 World Police & Fire Games will assist the men and women of the emergency
services agencies from around British Columbia host the best ever Games and generate
significant economic benefit to your city, businesses, citizens and region. The Games will be
moving our Triathlon competition to Maple Ridge to take advantage of the wondrous scenery and
challenging course. The following package will establish a formal Host City relation between the
2009 Games and Maple Ridge with a number of marketing and tourism benefits:
2009 Games will provide Maple Ridge with the following:
Official Designation as an Official Host City and use of the 2009 Games logotype and marks
Mayor and guest to attend and be recognized at the Games Opening Ceremonies
Mayor and guest to attend and be recognized at the Games Closing Ceremonies
Mayor and guest to attend the Mayor's VIP Reception & Special Concert Evening
Host City Mayor's welcome message and photo will be included in the Official Games Program
Host City Mayor's thank you message and photo to be included in the Volunteer Handbook
Civic logo on a selected number of street banners in the Games Street Banner Program
Recognition of the Host City Fire/Police Service as a supporting agency
Civic logo on and link from the 2009 WPFG website to Host City website
Civic logo included in the official venue signage program
Civic logo on the 2009 Games printed materials
Exhibit booth space at the Official Games Village
Opportunity to place information & items in the athlete & volunteer welcome packages
Opportunity to provide an interactive offer to the 2009 WPFG athlete and friends database
Opportunity to market (through direct WPFG channels) Host City facilities as pre -Games training
sites
Media Awareness & Exposure Elements
Civic logo Lower Mainland community newspapers
Advertisement in the Event Guide/Program
Civic logo presence on the WPFG website
Other Opportunities
Six (6) passes to the 2009 Games Opening Ceremonies event
Ten (10) passes to the 2009 Games Closing Ceremonies event
Host City to provide the 2009 Games in exchange for the Community Partner Status
and 2009 Games Rights of Association:
Minimum Investment of $25,000 in direct funding plus civic value -in-kind goods and services
Proclamation of World Police & Fire Games Week in the Host City: August 2009
Civic Facility rental for any sport venues on a value in kind or no charge basis
Access to selected street banner locations within the Host City & at the Games sport venues
Please do not hesitate to contact me if you have further questions.
We look forward to welcoming the District of Maple Ridge to our family of supporters and
partners.
Best regards,
Michael Soy
VP, Revenue, Marketing & Communications
2009 World Police & Fire Games
Games Vision
In the Spirit of Eagles
Community, Comradeship & Competition
Games Mission
To successfully attract the most athletes and visitors,
that they have an ultimate competitive and travel
experience and generate lifelong memories,
world-wide recognition and lasting legacies.
1. Deliver a friendly Games, inclusive to all
2. Deliver a first-class experience for participants, volunteers, sponsors &
spectators
3. Deliver a fiscally -responsible Games
4. Deliver a diverse & exciting B.C. experience for our visitors
5. Provide a legacy to local communities, children's sports & participants
6. Deliver a culturally -rich experience for local citizens & our communities
• Games Dates: July 31st to August 9th, 2009
• 65 Sporting Events: Winter, Summer and WPFG Specific Sports
• 10 Days of Athletic Competition
• 10,000 Athletes from Over 70 Countries
• Up to 20,000 Family Members, Friends, Officials and Special Guests
• Up to 2,500 Volunteer Hosts
• Total 'Games Family' of more than 30,000 People
• 40+ Sport Venues: Lower Mainland & Sea to Sky Regions of BC
• Nightly Entertainment in the VCEC Games Village and Burnaby Lake
Complexes
• Opening Ceremonies @ GM Place: Friday, July 31
• Closing Ceremonies @ Swangard Stadium: Sunday, Aug. 9
WORLD
4 GAMES
T•
Over 40 Sport Venues
• Venues located between Chilliwack and Pemberton
Games Management Centre, Games Village & Sport Hubs
• Vancouver Convention & Exhibition Centre: Games Management Centre
• Vancouver Convention & Exhibition Centre: Games Village
• Burnaby Lake Sports Complex: Sport & Entertainment Complex
• Whistler Village: Sport Hub
• Simon Fraser University: Sport Hub
• University of British Columbia: Sport Hub
• Swangard Stadium/Central Park: Sport Hub
• Coquitlam Town Centre Park: Sport Hub
• Exclusive Partners
• TELUS, BCAA, Chevron, Granville Island Brewing, TransLink
• Community Partners & Host Cities
• Province of BC, City of Burnaby, City of Vancouver, City of Surrey
• Official Sponsors
• Metropolis @ Metrotown, Tourism Burnaby, Brentwood Town Centre,
Grand & Toy, SafeTec, Draeger
• Media Partners
• Canada Wide Publications, Pacific Newspaper Group, Global BC
• Official. Suppliers
• Games Supporters
• Opening Ceremonies @ GM Place
• Games Village & Burnaby Lake Entertainment
• Charity Texas Hold'em Poker Night
• BC Day Concert in the Park/Salmon Barbecue
• New York Night, Tribute to the 2011 Games
• Belfast Night, Tribute to the 2013 Games
• International Celebrations
• Ultimate Saturday
• Closing Ceremonies @ Swangard Stadium
July 31
Every Night
Aug. 2
Aug. 3
TBD
TBD
TBD
Aug. 8
Aug. 9
Welcoming the World! Preparing & Planning for the Unexpected
Security & Critical Incident Response @ Major Events
• July 29 to 31, 2009
• Westin Bayshore Hotel & Vancouver Convention & Exhibition Centre
• International Key Note Speakers
• Emergency Services Industry Suppliers Trade Expo
• Welcome Reception & Congress Dinner
• Delegates to attend 2009 Games Opening Ceremonies
• Up to 2500 Volunteer Host positions available
• Sign Up @ www.2009wpfg.ca
• 5 Scheduled Shifts @ Games time — Minimum 30 Hour Commitment
• 12-16 year olds eligible to volunteer with parent or guardian
• 16 & over assigned by preference & position availability
WORLD
GAMES
• Official Designation as an Official Host City of the 2009 Games
• Civic Reps to attend & represent Host City @ Opening Ceremonies
• Civic Reps to attend & represent Host City @ Closing Ceremonies
• Civic Reps to attend & represent Host City @ VIP Reception
• Recognition of the Host City Fire & Rescue/Police Service as a supporting agency
• Note: The RCMP are already a supporting agency of the 2009 Games
• Host City Welcome message in Official Games Program
• Host City Thank You message in Volunteer Handbook
• Host City Logo on Street Banners throughout Metro Vancouver
• Host City Logo on 2009 Games Website with Link to Civic Website
• Civic Logo on Official Venue Signage & Decor Program
• Exhibit Space at the Games Village @ VCEC
• Ability to place information/gifts in the Athlete & Volunteer welcome packages
• Featured section/review in the e -marketing campaign (18,000 database)
• Opportunities to host International Delegations for Receptions
• Opportunity to market Host City facilities as Pre -Games training sites
• WPFG will distribute marketing materials on behalf of the Host City through internal and
web channels
■ Over $50,000,000 of Direct, Indirect & Induced Benefit for the Region
■ Employment equivalent to 1274 Jobs
■ Direct Impact of Over $11,000,000 in Taxes
■ Hotel Room Bookings
■ Local Restaurant Purchases
■ Minimum Financial Contribution of $25,000 to the 2009 Games
■ Use of Civic Facilities on a No Charge/VIK Basis for Games Sports
■ Civic Proclamation of `World Police & Fire Games Week': August 2009
■ Locations, Installation & Removal of Games Street Banners
The 2009 World Police & Fire Games wish to thank you for considering our
proposal to participate at the 2009 Games as an Official Host City.
Together we can make these Games a spectacular experience for the athletes,
their families, volunteers and all British Columbians!
Stuart Ballantyne
CEO
604-293-3453
Michael Soy
Vice President, Revenue, Marketing & Communications
604-293-3452
2009 World Police & Fire Games
6501 Sprott Street
Burnaby, British Columbia, Canada, V5B 2B8
Fax: 604-293-3459
www.2009wpfg.ca
MAPLE RIDGE
Hriiish ColAmbla
Deep Roots
Greater Heights
TO:
FROM:
District of Maple Ridge
His Worship Mayor Ernie Daykin DATE: February 25, 2009
and Members of Council FILE NO:
Chief Administrative Officer ATTN: C.O.W
SUBJECT: CEED Center Lease
EXECUTIVE SUMMARY:
Mr. Christian Cowley, Executive Director for the CEED Center Society has requested a new ten year
lease for the property located at 11739 223rd Street Maple Ridge.
RECOMMENDATION:
That the Corporate Officer be authorized to sign and execute the attached lease agreement with the
CEED Center Society for a period of 5 years, with an option to renew for one additional 5 year term
for the nominal sum of $1.00 per year for the term of the lease agreement.
DISCUSSION:
The CEED Center Society owns the designated heritage building, located at 11739 - 223rd Street,
Maple Ridge, and uses the facility and grounds for the- purposes of environmental education. The
site includes organic gardening borders and a compost demonstration area. Pesticide Reduction
Maple Ridge also works very closely with the CEED Society in support of a pesticide hotline and web
page where information and tips on reducing or eliminating the use of pesticides is offered. (CEED
center annual report attached).
The CEED Center replaced the roof on the CEED Center Building earlier in 2008 after completing a
detailed heritage building assessment and obtaining recommendations on the appropriate
construction methods and materials for a period building of this age.
a) Background Context:
The CEED Center negotiated with the District of Maple Ridge to move the house donated by
Imperial Oil to the municipally owned property at 11739 - 223rd Street in 1988. In 1997 the
District granted a 10 year lease to the society. The CEED Center Society has now been
operating at this location providing environmental educational services for almost 20 years,
and it is a condition of the lease that they continue to do so.
b) Desired Outcome:
It would be very desirable for the CEED Center to be able to continue to provide these
valuable environmental educational services to our community in the future.
1152
c) Citizen/Customer Implications:
Both the CEED Center and the citizens of Maple Ridge would be negatively impacted if the
District did not enter into an agreement with this not-for-profit society, as they would likely
have difficulty finding an alternate location that is centrally located for the provision of this
service. Moving their building would introduce an unnecessary burden to the group.
d) Interdepartmental Implications:
The CEED Center works very closely with the Parks and Leisure Services Department
regarding social planning/community development issues as well as the provision of
information and support regarding the Municipal Bylaw restricting the use of cosmetic
pesticides.
e) Business Plan/Financial Implications:
All costs related to the lease and ongoing maintenance shall be borne by the lessee.
f) Policy Implications:
This request is consistent with the District of Maple Ridge leasing and fee for service
proposal review. (Copy attached)
A notice was placed in the newspaper on January 1St, 2009 for a two week period which is
required by sections 26 and 94, of the Community Charter, to advise the residents and business
owners in Maple Ridge of Council's intention to consider this lease proposal in order to provide
them with an opportunity to address Council, if they have any objections in this regard. To date
we have not received any calls or correspondence as a result of this notice. (Copy of
advertisement attached).
CONCLUSIONS:
The services provided by the CEED Center Society are of considerable value to the District of Maple
Ridge staff as well as the residents of our community. Therefore it is recommended that the District
enter into the lease agreement.
c-�
Prepared by: David Boag
Director, Parks an acilities
Approved b
Mike Murray
General Manager,
Concurrence: J.L. (Jim) Ru1 z -
Chief Administrative Officer
ty Development, Parks and Recreation
db
LEASE
THIS INDENTURE made on the 1st day of March, 2009.
Under the "Land Transfer Form Act", Part 2,
BETWEEN:
AND:
THE CORPORATION OF THE DISTRICT OF MAPLE RIDGE, 11995 Haney
Place, Maple Ridge, BC V2X 6A9
(hereinafter called "the Lessor")
OF THE FIRST PART
CEED CENTER SOCIETY, (S 19610) a Society duly incorporated under
the laws of the Province of British Columbia, having its address at
11739 - 223rd Street, Maple Ridge, BC V2X 5X4
(hereinafter Called "the Lessee")
OF THE SECOND PART
WITNESSETH that in consideration of the rents, covenants and agreements hereinafter reserved and
contained on the part of the Lessee so be paid, observed and performed, the Lessor hereby demises
and leases unto the Lessee a portion of the premises more particularly described as:
Parcel Identifier 011-539-348 Lot 28 district Lot 398 Group I
New Westminster District Plan 155 (11739 - 223rd Street,
Maple Ridge, BC)
And for greater certainty, the demised premises shall not
include any building, road or lane (hereinafter referred to as
the "Demised Premises"):
Page 1
TO HAVE AND TO HOLD the Demised Premises for and during the term of five years commencing on
the 1st day of March, 2009, unless his lease is terminated as hereinafter provided.
YIELDING AND PAYING therefore unto the Lessor during the said term the annual rent of One ($1.00)
Dollar, payable on the 1st day of March, in each and every year during the term hereof, commencing
on the 1st day of March, 2009,
THE LESSEE COVENANTS AND AGREES WITH THE LESSOR as follows:
1. To pay rent as aforesaid.
2. The Lessee will not allow the Demised Premises to be used for any other
purpose other than those as listed in Schedule "A" attached hereto and those
approved in writing by the Lessor from time to time. The Lessee will forward an
updated Schedule "A" to the Lessor on a yearly basis along with an annual
report on the Lessee's activities for the previous year including an annual
financial statement. An independently prepared audit shall be submitted to the
Lessor once every three years commencing in the year 2012 .
3. To observe and fulfill the provisions and requirements of all statutes, orders -in -
council, By-laws, rules and regulations, municipal, parliamentary or by other
lawful authority relating to the use of the Demised Premises and without
limitation thereto to comply with all applicable recommendations of the
Insurers' Advisory Organization of Canada or any body having similar functions
or of any liability or fire insurance company by which the Lessor or Lessee may
be insured.
4. Not to assign or transfer this lease or the term or any portion thereof or let or
sublet all or any part of the Demised Premises or to part with possession of the
whole or any part of the Demised Premises without the written consent of the
Lessor first had and obtained. Such consent not to be unreasonably withheld
so long as the financial status of the proposed assignee or sub -lessee or other
party as above is acceptable to the Lessor.
5. Notwithstanding any other provisions of this lease, to indemnify and save
harmless the Lessor from any and all liabilities, damages, costs, claims, suits or
actions growing out of:
a) any breach, violation or non-performance of any covenant, condition, or
agreement in this lease set forth and contained on the part of the
Lessee to be fulfilled, kept, observed and performed;
b) any damage to property occasioned by the Lessee's use and
occupation of the Demised Premises;
c) any injury to person or persons, including death, resulting at any time
therefrom, occurring on the Demised Premises
Paget
C. That if the Lessor shall suffer or incur any damage, loss or expense or be
obliged to make any payment for which the Lessee is liable hereunder by
reason of any failure of the Lessee to observe and comply with all of the
covenants of the Lessee herein contained then the Lessor shall have the right
to add the cost or amount of such damage, Toss, expense or payment to the
rent hereby reserved and any such amount shall thereupon immediately be due
and payable as rent and recoverable in the manner provided by law for the
recovery of rent in arrears.
7. The Lessee is fully familiar with and assumes sole responsibility for the physical
condition of the demised premises and the buildings, improvements, fixtures
and equipment thereon. The Lessor has made no representation of any nature
in connection therewith and shall not be liable for any latent or patent defects
therein.
8. The Lessee waives and renounces the benefit of any present or future statute
or any amendments thereto taking away or limiting the Lessor's right of
distress and agrees with the Lessor, that notwithstanding any such enactment,
all goods and chattels of the Lessee from time to time on the Demised
Premises shall be subject to distress for arrears of rent.
9. The Lessee shall not carry on or permit to be carried on any activity on the
Demises Premises which shall constitute a nuisance to the users of other
properties at or near the Demised Premises and shall indemnify the Lessor
from any claims against the Lessor arising from the use and occupation of the
Demised Premises by the Lessee.
10. Proviso for re-entry by the Lessor on non-performance of covenants.
11. The Lessee does hereby indemnify and save the Lessor harmless from and
against claims which might arise pursuant to the Builders Lien Act of British
Columbia as it may from time to time be amended in respect of any materials
or services supplied in respect of the Demised Premises at the Lessee's
request and the Lessee shall forthwith remove any builders liens placed
against the Demised Premises.
12. To pay or cause to be paid all taxes, rates and assessments now or hereafter
levied, rated or assessed against the Demised Premises including without
limiting the generality of the foregoing, sewer, water, taxes and other charges,
and any federal taxes.
THE LESSOR COVENANTS AND AGREES WITH THE LESSEE as follows:
13. For quiet enjoyment.
Pale 3
MAINTENANCE
INSURANCE
14. The Lessee agrees to take good and reasonable care of the Demised Premises
and of the building, improvements, fixtures and equipment now or hereafter
located thereon and of every part thereof and at the Lessee's sole cost and
expense to manage, operate and maintain and keep the same in good order,
repair and condition throughout the interior and exterior of the building, and to
promptly make all required and necessary repairs thereto, including all
windows, fixtures, machinery, facilities, equipment and appurtenances
belonging to the Demised Premises, reasonable wear and tear excepted.
15. The Lessee covenants with the Lessor to keep the premises thereto free of ice
and snow and shall provide receptacles for rubbish of all kinds and will attend
to the removal of the same from the premises.
16. The Lessee agrees that the Lessor and its agents may at all reasonable times
enter the Demised Premises to view the state of repair and the Lessee shall
within thirty days after receipt of written notice thereof, commence and
diligently proceed to make such repairs and replacements as the Lessor may
reasonably require; and in the event of the Lessee's failure or neglect so to do
within the time herein specified, the Lessor and its agents may enter the
Demised Premises and at the Lessee's expense perform and carry out all such
repairs or replacements and the Lessor in so doing shall not be liable for any
inconvenience, disturbance, loss of business or other damage resulting
therefrom.
17. The Lessee shall maintain the grounds to a level of service equivalent to other
Municipal grounds.
18. The Lessee shall maintain general public liability insurance in such amounts as
the Lessor may from time to time reasonably require.
19. The Lessee shall insure and keep insured to their full insurable value, during
the said term, all buildings, structures, fixtures and equipment on the demised
Premises against Toss or damage by fire and against Toss by such other
insurable hazards as it may form time to time reasonably require. Should the
said buildings or structures be lost or damaged due to an insurable hazard, the
Lessee will, upon receipt of the insurance proceeds, repair such damage in a
timely manner in order that the use of the demised premises as noted in
Schedule "A" may be recommenced as soon as possible.
20. All insurance required to be maintained by the Lessee hereunder shall be on
terms and with insurers to which the Lessor has no reasonable objection and
shall provide that such insurers shall provide to the Lessor thirty (30) days prior
written notice of cancellation of material alteration of such terms. The Lessee
shall furnish to the Lessor certificates or other evidence acceptable to the
Lessor as to the insurance from time to time required to be effected by the
Lessee and its renewal or continuation in force. If the Lessee shall fail to take
out, renew and keep in force such insurance the Lessor may do so as the agent
of the Lessee and the Lessee shall repay to the Lessor any amounts paid by
the Lessor as premiums forthwith upon demand.
Page 4
BUILDING
HOLDOVER
ARBITRATION
21. The parties acknowledge that the building on the Demised Premises is of
historical significance to the community and that no modification or renovation
to the exterior of the building will be undertaken by the Lessee except as may
be approved in writing by the Lessor and in keeping with the provisions of the
H-1 Heritage Zone. Alterations may be made to the property with the
permission in writing of the Lessor for normal repair and maintenance
occasioned by ordinary wear and tear and is limited to the replacement of
elements of the structure or finishing materials of the building with
components that are equivalent to those being replaced in material
composition. dimensions, colour and quality. In the event that the Lessee
should vacate the Demised Premises, no longer be a Society in good -standing
as defined in the Societies Act, or for any reason no longer be able to use the
building, the building shall become the property of the Lessor, if permitted
under the Lessee's constitution and the Society Act R.S.B.C. 1979C. 390.
22. If at the expiration of the lease:
a) the Lessee shall hold over for any reason, and;
b) if the Lessor accepts rent;
the tenancy of the Lessee thereafter shall be from month to month only and
shall be subject to all the terms and conditions of this lease, except as to
duration, in the absence of written agreements between the Lessor and the
Lessee to the contrary.
23. In the event of a dispute arising under this lease the provisions of the
Commercial Arbitration Act, S.B.C., 1986, c.3 as it is amended from time to
time shall apply with the Lessor and the Lessee bearing the costs of the
arbitration in equal shares.
OPTION TO RENEW
24. If the Lessee duly and regularly pays the rent and all other sums required to be
paid hereunder and performs each and every covenant, proviso and agreement
on the part of the Lessee to be paid, rendered, observed and performed herein,
the Lessee, provided it is not then in default, may request renewal by written
notice to the Lessor (such notice to be given at any time up to six (6) months
prior to the expiration of the term hereof) of this lease for a further term of five
(5) years from the expiration of the term hereby granted. In the event that the
Lessor shall grant renewal of this lease, the rental shall be mutually agreed
upon within 90 days from the exercise of the option or at a rental to be
determined by the arbitration as previously noted and otherwise subject to the
same terms, provisos and agreements contained in this lease excluding this
covenant for renewal.
Page 5
SURRENDER
25. The Lessee, at the expiration or sooner determination of the lease will
peaceably surrender and give up possession of the Demised Premises without
notice from the Lessor. Upon the surrender of the Demised Premises the
Lessee shall return the demised Premises to the Lessor inclusive of all
improvements and facilities provided by the Lessor.
26. The Lessor shall have the right at its sole discretion to move the building to
another location within the District of Maple Ridge for the unexpired remainder
of the term and/or renewal terms providing that such a move shall be at the
Lessor's expense, and providing that six (6) months notice of said requirement
to move shall be given to the Lessee by the Lessor.
THE LESSOR AND THE LESSEE COVENANT and agree one with the other that:
27. Failure of the Lessee to maintain its status as a non-profit registered society in
good standing in accordance with laws of British Columbia and to carry out the
activities listed in Schedule A attached hereto, as amended by mutual
agreement from time to time, shall constitute a breach of this lease and may
result in termination of the agreement and the Lessee's right to occupy the
"Demised Premises".
28. The failure of the Lessor to insist in any one or more cases upon the strict
performance of any of the covenants of this lease or to exercise any option
herein contained shall not be construed as a waiver or a relinquishment for the
future of such covenant or option and the acceptance of rental by the Lessor
with knowledge of the breach by the Lessee of any covenant or condition of this
lease shall not be deemed a waiver of such breach and no waiver by the Lessor
of any provision of this lease shall be deemed to have been made unless
expressed in writing and signed by the Lessor.
29. This lease and everything herein contained, shall ensure to the benefit of and
be binding upon the parties hereto, and their respective successors and
permitted assigns and all words in the neuter shall include the masculine or the
feminine and all words in the singular shall include the plural when the context
so requires.
30. Any additional covenants, conditions or agreements set forth in writing and
attached hereto whether at the commencement of the said term or at any
subsequent time and signed or initialled by the parties hereto shall be read and
construed together with and as part of this lease, provided always that when
the same shall be at variance with any printed clause of this lease, such
additional covenants, conditions and agreements shall be deemed to
supersede such printed clause.
Page 6
31. Any notice to be given pursuant to this lease shall be in writing and shall be
sufficiency given if served personally upon and officer of the party for whom it is
intended or mailed by prepaid registered post and in the case of the Lessor
addressed to:
The Corporation of the District of Maple Ridge
11995 Haney Place
Maple Ridge, BC V2X 6A9
And in the case of the Lessee, addressed to:
Ceed Centre Society
11739 - 223rd Street
Maple Ridge, BC V2X 5X4
The date of the receipt of any such notice shall be deemed conclusively to be
the day of service if such notice is served personally, or if mailed, forty-eight
(48) hours after such mailing.
IN WITNESS WHEREOF the parities hereto have hereunto set their hands and seals the day and year
first before written.
Party (ies) Signature(s)
CEED Centre Society
by its authorized signatories: )
}
}
Name:
}
)
}
CORPORATE OFFICER FOR )
THE CORPORATION OF THE )
DISTRICT OF MAPLE RIDGE )
}
}
}
Name:
}
}
}
Execution Date )
)
)
}
Y M D }
)
}
}
)
Execution Date )
)
)
)
YMD }
Page: 7
SCHEDULE A
This schedule outlines the purposes that the demised premises shall be used for by the
CEED Centre Society.
The CEED Centre Society Mission Statement
"To support community members educating other community members about
environmental and social issues"
To achieve this we offer a variety of different services. We provide support services and a
facility to individual community members as well as other non-profit groups, charities and
agencies that comply with our mandate/constitution.
The following is a list of the purposes and uses for the demised premises:
1. Drop-in Centre.
2. Print and Video Tape Library.
3. Computer Bulletin Board Service (BBS).
4. Meeting/Conference Room:
- Presentations, meetings and forums
- Available for use or rent by other non-profit groups and charities.
5. Provide a minimum of four educational programs/workshops each year directly to the
community or provide support to other groups and individuals offering educational
programs/workshops.
6. Compost education gardening/training facility:
- Developed and utilized in conjunction with Ridge Meadows Recycling
Society.
- Provide drop-in interpretive education site as well as a minimum of four
training programs/workshops each year in all types of back yard and
worm box composting.
7. Urban organic garden/training facility.
8. Provide support services and education to our members and the community which may
include:
communication/media technologies
- media communications
- media literacy
- environment/development/health
program design and implementation
space, facilities and equipment to develop, deliver and maintain
educational programs, services and campaigns
9. Provide communication services to both non-profit and for profit companies:
- research/writing/consultation
- video/film production
- desktop publishing
- equipment rentals
10. Provide information exchange/referral services to other non-profit groups and the
community.
11. Rent space to other non-profit groups and charitable groups whose mandate fits our
constitution, with municipal approval.
12. Host government -funded training programs.
13. Host a minimum of two events and celebrations per year for our members and the
community on special occasions such as (but not limited to): Earth day, National
Environment Week, National Composting Week, etc.
Page 9
MAPL1E. mb 18RIDGE
.1Bap74 CORPORATION OF THE DISTRICT OF MAPLE RIDGE
TITLE: PARTNERSHIP AGREEMENTS - LEASES AND FEE FOR SERVICE
_PROPOSALS -
AUTHORITY:
POLICY NO. 4.15
APPROVAL: FEBRUARY 24,1998
EFFECTIVE DATE: IMMEDIATELY
SUPERSEDES:
POLICY STATEMENT:
All proposals for partnership agreements with the municipality involving leasing land or
facilities or fee for service contracts will be reviewed in accordance with guidelines
established for that purpose.
J
PURPOSE:
The purpose of this policy is to ensure fair and consistent treatment of proposals made to
the municipality by businesses, agencies or community groups.
DEFINITIONS:
The policy should be applied to proposals initiated by the municipality itself as well as to
those proposals initiated by others.
REFERENCE:
Guidelines for Municipal Partnerships (attached)
Printed on March 28, 2002 Policy 4.15
Guidelines for Municipal Partnerships
Purposes:
The purpose of these guidelines is to ensure the fair and consistent treatment of proposals received by or initiated by the
Municipality for partnering with "not for profit" groups, agencies, or businesses. For the purpose of these guidelines,
partnerships are identified as those relationships which result in the Municipality entering intoa lease or fee for service
agreement with a "not for profit" community group, an agency, or a business for the ongoing provision of a community
service:,_
If municipality has a legal
obligation
Negotiate Agreement
Establish best terms
T
Sign and monitor
agreement
If request for Municipal
resources at a net cost to
Municipality or if it is
proposed that the District
initiate a service not
previously provided.
"-==T?".
Establish need
Establish proposed
service is within Municipal
mandate
Ensure no duplication
Prove that Municipal
resources are required
4,
i
Determine if the proposed
service is a greater priority
than other unfunded
services
■
Determine if the proposed
partner has required
qualifications
Determine if a competitive
process is necessary
Establish agreement
on required terms
including reporting
If simple business
arrangement for use of
surplus Municipal resources.
Select proposal providing
best retum
Sign
Printed on March 28, 2002 and monitor
agreement Policy 4.15
Decision Steps:
1, Receive a written request/proposal from a group to partner with the municipality.
2. If the request is for a renewal or formalization of an existing arrangement, review the history of the
relationship with the municipality to determine any legal obligations the municipality may have as a
result of previous council decisions. If there are legal obligations, develop the required
-- documentation to defnaeandJmplement the agement_ ---
3. If the request is for a new agreement or relationship not previously entered into by the municipality
for a simple business relationship for use of surplus municipal resources (i.e. such as the rental of
surplus land for a commercial purpose) which does not require a municipal contribution to meet a
demonstrated community need, then establish fair market value for the resource and provide others
with a competitive opportunity to use the resource. Once the opportunity has been advertised and
bids have been received on a competitive basis, complete the analysis, selection and final
negotiation. If it is established that a service is viable as an independent business, the municipality
should determine the fair market value of the resources the municipality is being asked to commit
and ensure that this return is achieved. Anything less than fair market value should not be
considered (to ensure other similar businesses not utilizing municipal resources are not undermined
by unfair competition.)
4. If the request is for a contribution of municipal resources at a net cost to the municipality such as a
lease of land at rates below market value or the delivery of a public service:
a) establish the degree of need in the community for the service. Critical questions to establish need
include determining the number of residents who will benefit directly and indirectly over the time of
the agreement along with any background reports which document the need. If an acceptable level
of need is established, proceed to the next test.
b) establish if the proposed service fits within the municipal government mandate. Critical
questions to be asked to establish the appropriateness for municipal involvement include determining
whether there will be an indirect benefit to all residents (regardless of their direct participation) and
whether or not the Municipal Act mandates the municipality to participate in or support the provision
of the service. Another question related to the appropriateness of municipal involvement and the
relative priority of providing the requested support is the degree to which the proposed service meets
established municipal goals and objectives. If it is determined that the municipality has a mandate to
become involved, proceed to the next test.
c) establish whether or not other local agencies or businesses are already successfully meeting the
needs. If there are qualified agencies or businesses who are coming close to meeting the need, the
proponent should be asked to explore specific service gaps with them to determine if those needs
which remain unmet can be addressed by the existing group. If so, acknowledge that municipal
resources are not required to meet the need and proceed no further. If no business, agency or group
is qualified or able to meet the need, proceed to the next test. With respect to the required
qualifications, refer to Paragraph (g) below for the list of qualifications for not for profit groups. The
qualifications for commercial businesses include a requirement that the business in question hold a
valid business license, has the verifiable capability to follow through with the work to the required
standard.
d) establish the degree to which municipal support/subsidy is required for the service to be viable
and accessible to the general public. A long-term operational plan and budget (three to five years)
supported by comparisons to other similar services provided in other communities (including an
indication of the municipal support provided in those communities) should be obtained to prove the
service would not otherwise be viable and to prove the requirement for municipal support. A long-
term budget should also identify the resources typically available through user fees and other sources
of revenue. The municipality should establish the degree of support required to provide the proposed
service by analyzing the operating budget in detail. For example, if a not for profit group has agreed
to raise the required funding to build the facility, they require and they agree to cover all the
Printed on March 28, 2002 Policy 4.15
operating costs, _the municipality may determine itis. appropriate to_contribute .the_ land at little or. no
cost and, possibly, the long-term major mechanical and structural repairs. If it is established the
revenue potential of a required service is extremely limited, the municipality may determine that an
even greater degree of support should be provided (such as the Maple Ridge Museum.) In these
cases it may well be determined that providing the service through a not for profit organization is
preferable and more cost-effective than providing the service directly through the municipal work
force. Once the required degree of support is defined (in a municipal budget if necessary), proceed
to the next test.
e} establish that the proposed service is a greater priority than other unfunded services
considered by the municipality. Despite the justification for supporting a proposed service
sufficient funding may not be available to provide the required level of support. The municipality
should ensure that such requests are considered at the same time as other requests to ensure that the
available funding is used to support the service which is determined to have the highest priority. A
ranking exercise should be undertaken to establish the relative priority of all requests. If the
proposed service enjoys a sufficiently high ranking and it is established that the required resources
are available, then proceed to the next test.
#} establish that the proponent being considered has the required qualifications. For example, a
not for profit group should prove that it is registered and in good standing with the registrar. The
group should also prove that its constitution and bylaws are acceptable. The conditions of
acceptance should include a requirement that a majority of the group's members are local residents,
that membership is open to all residents of the appropriate age, that the group's Board of Directors is
elected by the members on a regular cycle, that there is a limit on the number of terms a board
member can serve, that the group's assets on dissolution will go either to another similar
organization located in the municipality or to the municipality itself, and that the purposes of the
organization as described in its constitution match the contract being entered into with the
municipality. Commercial businesses should only be considered for partnering if they hold a valid
business licence, can demonstrate through references, certification and current or recent performance
and/or credit reviews and/or bonding that they have the capability of carrying out the proposed
contractual obligations. The qualification should be required in advance of the submission of a bid
for a contract. Once a group proves it is qualified, proceed to the next test.
establish if a competitive process is necessary to ensure the most deserving proponent is
awarded the partnership. A competitive process may not be appropriate for not for profits such as
neighbourhood associations wishing to build facilities on municipal land to serve the needs of their
specific neighbourhood populations (since there are no other neighbourhood groups serving their
neighbourhood). Other examples of not for profit groups which should not be required to compete
for a limited resource might include the Historical Society preserving an important heritage building
for a municipal museum, or a new volunteer group established specifically by the municipality to
operate a facility or provide a needed service because a suitable organization did not previously
exist. Examples of proposals which should be made competitive include those in which the
proponents wish to partner with the municipality in order to meet their specific goals which are
distinct from the municipality's public service goals. For example, a church group wishing to
construct a._ facility on municipal landwith the dual purpose of a church and a public assembly area
when it is not in use as a church, should compete with others for the opportunity to use the municipal
land. They should do so since it is not within the municipal mandate to support church facilities at
anything other than fair market cost. What the municipality will receive in return for use of the
municipal land should be assessed against the fair market rent a land lease would generate. Qualified
commercial groups should compete for opportunities to partner with the municipality given their
profit motive. Sole source negotiations with potential commercial partners should only take place
where the partner is the only provider of an essential aspect of the service. When this approach is
taken, care must be taken to ensure fair value is achieved by the municipality. A third party
evaluation may be required to establish that "fair value" has been achieved. Once an appropriate
level of competition has been carried out and a proponent is being considered, proceed to the next
test.
g)
Printed on March 28, 2002 Policy 4.15
h)_ -__ establish agreement on_the required terms of the contract. All of the standard leaserequirements..
must be included where leasing is involved, such as sufficient insurance coverage naming the
municipality as an insured party, re-entry on default, lien protection, inspection, defined uses and
services, reporting requirements on activities and the provision of independentlyy prepared or audited
annual financial statements to the municipality. The length of term of the agreement and the
conditions under which the agreement can be terminated must also be established and will vary
depending upon the initial capital investment made by the municipality's partner. A group or
company which raises the majority of the funding to build a facility will require a long-term lease or
series of opons o r th expectancy o the building to justify their etforts.
Conversely, a group which contributes very little capital will not require a lengthy term to make their
investment of volunteer time worthwhile. All agreements should include reference to a minimum
standard of service which is acceptable to the municipality.
i) Once the required terms are agreed upon, adopt the required bylaws, sign and monitor the
agreement.
Printed on March 28, 2002 Policy 4.15
Community
Education on
Environment &
Development
Executive Director's Annual Report
Member 2007 -October 20
The year to October 21, 2008, held an extraordinary number of developments for the
CEED Centre Society, its heritage building, its community education programs and its
members. None of this would be possible without the incredible support of volunteers,
including the Board of Directors and the cast of hundreds that see each event through to its
successful conclusion. I would like to thank each and every one of you.
A Strong Community Contribution
The Society continued to enhance its profile in the community through its own activities,
its partnerships with other organizations, its support for other community groups and its
advisory capacity.
The Society operates the CEED Centre as a community drop-in centre and library,
complete with public access to the Internet through our CAP site. We continue to log an
average of 10 visitors a day for access to the CAP site and information on organic
practices. In addition, we administer the CAP network for the region, writing the rather
extensive applications and contracts, and allocating and administering the monies for our
partners, including the District of Maple Ridge and City of Pitt Meadows, the Ridge
Meadows Seniors Society, and the Ridge Meadows Women's Centre. This network serves
hundreds of seniors at the Pitt Meadows Leisure Centre and Maple Ridge Seniors Activity
Centre as well as youths at the Greg Moore Youth Centre and families at the Eric Langton
Hub (pending).
Over the year, our website logged over 8,000 unique visitors, many who sought
information on the pesticide alternatives listed on our www.cprmr.org site. In fact, there
were 6,829 page views of the pesticide alternatives section within the first 10 months of
2008 alone. Our pesticide alternatives hotline, sponsored in part by the District of Maple
Ridge, reached out to those who prefer to speak directly to a person. The District also
provided seed funding for the CanadaGrowSmart expansion program, which will result in
a better pesticide alternatives website and outreach program. We are now in talks with
other municipalities and expect more to join the program over time. During the period, we
met with the Surrey White Rock Pesticide Coalition on several occasions to share our
experience in advocating for pesticide control bylaws and advised other jurisdictions by
email. We also participated in a forum presented by the BC Landscape and Nursery
Association addressing cosmetic pesticide use and invasive species.
The Port Haney Compost Education Garden, jointly operated with Ridge Meadows
Recycling Society, is located on our grounds. It was utilized this period for a regular
schedule of composting and vermiculture workshops as well as preschool field trips. The
change in waste management practises throughout Metro Vancouver increased interest in
composting techniques and brought more visitors seeking information from our self -
guided tours and pamphlets. We also stocked extra composters for sale to people that
missed the Earth Day distribution.
CEED Centre Society
Communi
Education on
Environment &
Development
The individual plots at the CEED Centre Organic Community Garden were fully
subscribed. And we created special garden programs for four special needs students from
Westview -Secondary and one from Blue Mountain Elementary. We presented a workshop.
at the Maple Ridge Teachers Association 2008 District Conference on the use of
community gardens for special needs students. In addition, we hired two youths from
Garibaldi Secondary to work with senior volunteers in our Organic Youth program to
grow food for the food bank and other food distribution agencies. This program resulted in
the donation of about 500 pounds of produce, including potatoes, beans, broccoli, salad
greens, apples, squash and pumpkins.
The Pioneer Park Organic Community Garden was completely revamped with the
generous assistance of two Meadowridge School classes, their parents and other business
donors, individuals and Parks and Leisure Services. The project involved removing the old
planting beds and turf and distributing 20 yards of donated topsoil and compost by
wheelbarrow over saturated ground. The grade six students built 43 rose trellises to build
up the perimeter fence and painted the tool shed. The kindergarten classes germinated
beans and peas in advance and planted more than 500 sq feet of vegetables and flowers for
the food bank. The produce from this garden is included in the totals mentioned above.
In addition to our own programs, we partner with Maple Ridge Pitt Meadows
Parks and Leisure Services, School District #42, Fraser Health, Haney Farmers Market
Society, Ridge Meadows Recycling Society and the Canadian Cancer Society and others
to introduce school neighbourhood gardens to SD#42. Over this term, the CEED Centre
continued to administer all grant monies, hire and supervise the volunteer coordinator and
arrange the garden logistics for the Glenwood School Neighbourhood Garden. We
launched the initial planning for a second garden at Blue Mountain Elementary as well
and presented composting workshops to the grade three class. As a registered charity, the
CEED Centre is the major fundraiser for grants for the school garden projects. During the
period under review, we applied for $103,690 in four separate grant applications for these
projects. I attend Steering Committee meetings on a monthly basis.
The Society plays a major supporting role to community groups that are
unincorporated or lack charitable status, but still contribute to community capacity
building. For example, we applied for and administered three grants on behalf of the
Thornhill Aquifer Protection Study. One project erected an events signboard at Thornhill
Hall, another was used to host a pharmaceuticals and hazardous waste collection event in
the autumn and the third was used to erect signs creating awareness of aquifer protection
issues. Following the hosting of the David Suzuki Foundation's "If I were Prime Minister
Tour" in the prior period, we cosponsored a seminar by West Coast Environmental Law
on the use of Health Board laws on the Sunshine Coast to protect watersheds. Moreover,
we were asked by three local stewardship organizations to act as a neutral broker in a
dispute that arose.
We continued to operate and host the Maple Ridge Pitt Meadows Environmental
Council (MRPMEC), an information -sharing forum for 12 environmental and stewardship
organizations in the area. MRPMEC offers an efficient way for organizations to
collaborate and is used on a monthly basis.
Community
Education on
Environment &
Development
From January to April, we served as the lead organizer of the Celebrate Earth Day
festival, which featured 23 exhibitors, local music performances, children's activities,
-foedon-a ifiAirl-iatreliistribution-AttendceAs-atatd-at_
2,000 and more than 150 volunteers and performers were involved. We also host the
www.m4pleridgeearthday.org website, which provides donor and event information year-
round. In addition, we participated as an exhibitor in events ranging from Rivermania and
Rivers Day at Allco Park to the volunteer fair at the Library and the MRTA District
Conference.
In the summer, we sponsored a community meeting to form a community garden
council in our geographic region, securing participation by municipal and health authority
representatives, non-profit organizations and individuals interested in food security.
The CEED Centre was the location throughout the period for regular community
meetings by groups as diverse as the Maple Ridge Garden Club Board of Directors, a local
of the International Warehouse and Longshoremen's Union and the Salmonid
Enhancement Program. The Centre also accommodated the Recycling Society's annual
general meeting and a forum on the impending BC Single Transferable Vote referendum.
The Society played an advisory role to the District of Maple Ridge and the City of
Pitt Meadows upon request for initiatives as diverse as the introduction of the Detached
Garden Suites zoning bylaw, the municipal logo design and catchphrase focus group, the
Spirit Square design focus group, the Parks, Recreation and Culture Master Plan focus
group and the Rivermania festival.
During the period, I represented the CEED Centre at the monthly meetings of the
Children, Youth and Family Network table, the inter -agency committee that coordinates
interdisciplinary community initiatives and funding distribution. I also represented the
CEED Centre at the monthly meetings of the community developers committee and the
Eric Langton Hub committee.
In September, we launched a monthly newspaper column in the MR NEWS called
Green Matters to address global issues at the local level. Our first three columns dealt with
the issues of carbon taxes, bottled water and the slow food movement. Next, we plan to
publish a series on food security and other topical issues.
The CEED Centre provides numerous volunteer opportunities for self-referred
individuals and groups and individuals from such agencies as PLEAS, Triumph
Vocational Services and Maple Ridge Pitt Meadows Community Services. Volunteers
participate in every facet of operations from Society governance to program and project
development and operation. We have about 30 ongoing volunteers at any one time and
this number expands to about 150 for special events and workparties.
As the scope of these activities indicates, the CEED Centre Society has a much
greater positive impact on the community than its modest staffing, volunteer and financial
resources would indicate.
Communi
Education on
Environment Fr
Development
The Heritage Building
The CEED Centre is housed in a heritage building that dates back to the late 1920s or
early 1930s. During the period under review, we requested the-formal_registratiorixt£th
building as a heritage resource with the Maple Ridge Community Heritage Commission
and obtained a grant from the Heritage Legacy Fund of BC to pay for half of a new roof.
The Haney Rotary Club also contributed $500 to this project. In October, we replaced our
failed furnace with a new heat pump, gas furnace and electric in-line hot water heater,
which will significantly reduce our greenhouse gas emissions and carbon footprint.
Moreover, we cleared out and renovated the control room to convert it into the new
administrator's office and refinished the floor in the south office for Jessies Hope Society,
our tenant. I plan to renovate the north office for a second tenant early in the new year
before refinishing the hardwood floors in the main meeting room and hallways. These
restoration projects will significantly improve the appearance of the building and provide
it with better protection against wear and tear.
The wheelchair ramp remains unfinished due to delays in the production of
drawings being donated by a structural engineer. We expect to be able to build a
permanent concrete ramp with volunteer labour for substantially less than the $50-$60,000
quotes provided by local construction companies.
Over the next year, the building will require repainting and I will arrange work
parties to protect the building's exterior cladding and trim.
In the CEED Centre Organic Community Garden, we rebuilt a trellis and added about
300 sq ft of new planting beds. We also repurposed much of the decorative planting areas
within the garden enclosure for food growing purposes. -
Volunteer John Maclntyre repaired the main gate to the Port Haney Compost
Education Centre and provided lawn maintenance services at no cost over the summer and
autumn.
Financial Matters
The increase in activity at the CEED Centre over the past four years is being reflected by a
corresponding increase in budgets, revenues and expenses. Revenues rose from
approximately $56,000 in 2003-4 to $94,000 in 2007-8, ended March 31, 2008. In
anticipation of high capital expenditures for the roof, ramp and physical plant, we have
kept personnel and administrative expenses low while recording annual surpluses,
including a net surplus of $12,500 for the year ended March 31, 2008. At year-end, total
current assets, consisting primarily of cash deposits, topped $38,000.
Subsequent to the fiscal year end, we received one-time revenues from our share of
the sale of the gaming assets of Haney Bingo Plex, which totalled $31,800, and incurred
extraordinary costs of $32,440 for the roof and heating system replacement.
Grants accounted for approximately 45% of total revenue for fiscal 2007-8, ended
March 31, 2008, in-kind and cash donations represented 17%, project grants and other
fundraising brought in 35% and memberships and other revenue contributed about 3%.
Payroll expenses accounted for 37% of total expenses, programs another 32% and
general and administrative expenses, including in-kind staffing services, represented 31%.
unita
Education on
Environment &
Development
Over the year to October 2008, we received grants from the Gaming Commission,
Industry Canada, Heritage Legacy Fund, Haney Rotary Club, Maple Ridge Community
_Eoundationandthe-TIS Friends .of - the -Environment:Foundatioit We-r-eceived=dotations
from Fairview Elementary students, the Maple Ridge Teachers Association and the Ridge
Meadows Recycling Society.
The Work Ahead
We will begin a strategic planning process in November to refresh and reaffirm our
mission, vision and values, and plot the course for future organizational development. The
planning sessions will address the challenges of sustainability and succession planning
among other vital topics. The outcomes of this process will greatly affect what we take on
in the next year.
Some of our work is already predetermined, however. The building has
accessibility issues, namely the wheelchair ramp, that will require major capital
improvements. I expect to resolve these completely within the next period. In addition, we
will work on restoring the floors, updating lighting and painting the exterior. We will also
be reconfiguring our gardens at the Centre to comply with changes in legislation relating
to road allowances that are currently enclosed within the gardens.
We are likely to continue to play a central role in moving the school
neighbourhood garden agenda ahead and in promoting organic practices through our own
programs and through partnerships. We will also be a charter member of a regional
community garden council that will promote collaboration, information sharing and
collective fundraising. And we will continue to seek and promote strategic partnerships in
other fields of endeavour that complement our mandate. We expect to contribute to a
strong web of interconnectedness in the community that makes our District a stronger and
more vital place to live, work and play.
This notice is issued in accordance with Sections 26 and 94 of the Community Charter.
Any enquiries in this regard may be directed to:
Dated this 1st day of January 2009.