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HomeMy WebLinkAbout2009-07-06 Committee of the Whole Meeting Agenda and Reports.pdfDistrict of Maple Ridge COMMITTEE OF THE WHOLE AGENDA July 6, 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 Discussion on Light Pollution - Mr. Mark Eburne 1.2 Maple Ridge Lions Club, BC Lions Society Art Initiative - Mr. Ray Morrissette, Vice President 2. PUBL/C WORKS AND DEVELOPMENT SERV/CES Note: Owners and/or Agents of Development Applications may be permitted to speak to their applications with a time limit of 10 minutes. Note: The following items have been numbered to correspond with the Council Agenda: 1101 RZ/032/07, 12256 222 Street, First Extension Staff report dated June 25, 2009 recommending that a one year extension be granted for rezoning application RZ/032/07 to permit the construction of two apartment buildings with a total of 109 units. Committee of the Whole Agenda July 6, 2009 Page 2 of 5 1102 RZ/057/07, 10951 Hazelwood Street, First Extension Staff report dated June 24, 2009 recommending that a one year extension be granted for rezoning application RZ/057/07 to permit the construction of a bus -fleet overhaul and heavy equipment repair facility in the proposed M-3 (Industrial Park) zone. 1103 RZ/094/07, 23948, 23942 Dewdney Trunk Road, First Extension Staff report dated June 23, 2009 recommending that a one year extension be granted for rezoning application RZ/094/07 to permit a residential subdivision under the R-1 (Residential District) and R-3 (Special Amenity Residential District) zones. 1104 RZ/045/08, 22692 Lougheed Highway, First Extension Staff report dated June 25, 2009 recommending that a one year extension be granted for rezoning application RZ/045/08 to permit the development of a mixed use gaming and entertainment complex in the Town Centre Area. 1105 DVP/012/08, 24383 125 Avenue Staff report dated June 15, 2009 recommending that the Corporate Officer be authorized to sign and seal DVP/012/08 to reduce front setbacks and to reduce the rural road standard asphalt width. 1106 DVP/014/09, 22225/22229 Dewdney Trunk Road Staff report dated June 16, 2009 recommending that the Corporate Officer be authorized sign and seal DVP/014/09 to relax the minimum required height of 3 storeys for C-3 zones properties within the Town Centre Area. 1107 St. Andrews Heritage Church Hall - Heritage Alteration Permit Staff report dated June 25, 2009 recommending that a Heritage Alteration Permit be issued for St. Andrew's Heritage Church to allow for roof replacement. Committee of the Whole Agenda July 6, 2009 Page 3 of 5 1108 2008 TransLink MRN Minor Capital Program Agreement 0827-1102 Staff report dated June 8, 2009 recommending that the Corporate Officer be authorized to sign and execute Major Road Network Minor Capital Program Agreement No. 0827-1102 for work on 232 Street between Dewdney Trunk Road and Abernethy Way. 1109 Honda Gold Wing Road Riders Association 2009 Region 'J' Rally Staff report dated June 10, 2009 recommending that use of municipal streets be authorized for the Honda Gold Wing Road Riders Association 2009 Region 'J' Rally on Sunday, August 2, 2009. 1110 2009 World Police & Fire Games Triathlon Event Staff report dated June 15, 2009 recommending that use of municipal streets be authorized for the 2009 World Police & Fire Games Triathlon Event on Saturday, August 8, 2009. 1111 Heritage Day Parade Staff report dated June 15, 2009 recommending that use of municipal streets be authorized for the Heritage Day Parade on Saturday, August 1, 2009. 3. FINANCIAL AND CORPORATE SERV/CES (including Fire and Police) 1131 Economic Advisory Committee review of proposed Bylaw No. 6673-2209 Staff report dated June 23, 2009 recommending that the suggested changes proposed by the Economic Advisory Commission be accepted and that Bylaw No. 6673-2009 be given first, second and third readings. 1132 Special Occasion Licence Staff report dated June 12, 2009 recommending approval of the application from Maple Ridge -Pitt Meadows Agricultural Association for a Special Occasion Licence to host a Beer Garden at the Albion Fairgrounds on Saturday, July 25 and Sunday, July 26, 2009 as part of the 2009 Maple Ridge -Pitt Meadows Country Fest. Committee of the Whole Agenda July 6, 2009 Page 4 of 5 1133 Telephone System Replacement - Fire Hall #1, Award of Contract Staff report dated June 30, 2009 recommending that the staff be directed to enter in to a contract with Microserve for the replacement of the telephone system at Fire Hall #1. 4. COMMUNITY DEVELOPMENT AND RECREATION SERV/CES 1151 Local Area Service Petition for the Provision of a Municipal Service, Kanaka Business Park Landscape Maintenance Bylaw Staff report dated June 24, 2009 recommending that Local Area Service to the properties outlined, as formally petitioned for an estimated cost of $600.00 per year be authorized and that Kanaka Business Park Landscape Maintenance Bylaw No. 6676-2009 be given first, second and third reading. 1152 Ross Systems Financial Software Upgrade Staff report dated June 30, 2009 recommending that staff be authorized to negotiate and award a contract not to exceed $212,000 for the purpose of upgrading the existing Ross Systems financial software modules. 1153 Alouette Home Start Society - Iron Horse Youth Safe House Extension of Lease Staff report dated July 2, 2009 recommending that the lease agreement with the Alouette Home Start Society for the Iron Horse Youth House be extended for an additional five years. 5. CORRESPONDENCE 1171 6. OTHER ISSUES 1181 Committee of the Whole Agenda July 6, 2009 Page 5 of 5 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 er i rich Gotu trema Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Ernie Daykin DATE: June 25, 2009 and Members of Council FILE NO: RZ/032/07 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: Rezoning - First Extension 12256 222 Street EXECUTIVE SUMMARY: The applicant for the above noted file has applied for an extension to this rezoning application under Maple Ridge Development Procedures Bylaw No. 5879-1999. This application is to permit the construction of two apartment buildings (south building with 47 units and the north building with 62 units) proposing a total of 109 units under the RM -2 (Medium Density Apartment Residential) zone. Park dedication as a condition of final reading is triggered due to proximity of a tributary touching the western edge of the subject site. RECOMMENDATION: That a one year extension be granted for rezoning application RZ/032/07 and that the following conditions be addressed prior to consideration of final reading: i) Registration of a Rezoning Servicing Agreement including the deposit of security as outlined in the Agreement; ii) Amendment to Schedule "B" (& "C" if conservation amendment) of the Official Community Plan; iii) Registration of a Geotechnical Report: iv) Cash in lieu of the proposed trail; v) Road dedication as required; vi) Park dedication as required. vii) Registration of a Restrictive Covenant protecting the Visitor Parking; viii) Completion of the Green Building Checklist. -1- 1101 DISCUSSION: a) Background Context: Applicant: Owner: Legal Description: OCP: Existing: Proposed: Zoning: Existing: Proposed: Surrounding Uses: North: South: East: West: Use: Zone: Designation Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: Companion Applications: 0740396 BC LTD 0740396 BC LTD Lot: 16, D.L.: 399, Plan: 1112; PID: 011-987-987 Urban Residential, Conservation Urban Residential, Conservation RS -1 (One Family Urban Residential) RM -2 (Medium Density Apartment Residential) Multi -Family Residential RM -1 (Townhouse Residential) and RS -1 (One Family Urban Residential) Urban Residential and Conservation Single Family and Multi -Family Residential RS -1 (One Family Urban Residential) and RM -2 (Medium Density Apartment Residential) Urban Residential Single Family Residential RS -1 (One Family Urban Residential) Urban Residential Single Family Residential RS -1 (One Family Urban Residential) Urban Residential and Conservation Vacant Multi -Family Residential 0.808 HA (2 acres) 222nd Street and 123rd Avenue Full Urban DP/032/07, VP/032/07, DP/041/08 (WPDP) This application is to permit the construction of two apartment buildings proposing a total of 109 units under the RM -2 (Medium Density Apartment Residential) zone. 2- A requirement of the development process included the site into the North View precinct of the Town Centre Development Permit Area to ensure the form and character of the development. Council will review a Development Permit report at a later stage. The following dates outline Council's consideration of the application and Bylaws 6535-2007 and 6534-2007: The First Reading report (see attached) was considered on July 22, 2008; First Reading was granted July 22, 2008 Public Hearing was held July 13, 2008; Second and Third reading was granted on June 24, 2008. Application Progress: The applicant and his team of consultants are working on satisfying all the conditions of final reading. However, in condition VIII, the LEED checklist has been replaced by a Green Building Checklist for all development within the town centre area, with the adoption of the Town Centre Area Plan. The Town Centre Area Plan was adopted in November 2008, after this application received third reading for rezoning of the site in July 2008. At that time, this proposal was subject to Multi - Family Development Permit Guidelines. While the project may not be in total compliance with the recently adopted Town Centre Area Development Permit Guidelines, the project -architect is working on some minor revisions in order to maximize compliance without having to revamp the whole design. This will form part of the Development Permit report which Council will review at a later date. The design for the off-site civil works is nearing completion and will be submitted to the Engineering Department in the coming months. The Habitat Restoration & Re -vegetation plans for the dedicated area and Habitat Protection Agreement with a maintenance period are being finalized. Conceptual Storm Water Management Plan and Erosion & Sediment control plans were submitted earlier which are being finalized. This will form part of the Watercourse Development Permit. The project fits well with the "Low-rise Apartment" designation for the site, supporting 3 to 5 storey apartment buildings and other policies of promoting maximum residential density within the Town Centre Area as stated in the Official Community Plan and the Town Centre Area Development Permit Guidelines. Alternatives: Council may choose one of the following alternatives: 1. grant the request for extension; 2. deny the request for extension; or 3. repeal third reading of the bylaw and refer the bylaw to Public Hearing. 3- CONCLUSION: The applicant has been actively pursuing the completion of this rezoning application and has applied for a one year extension. It is anticipated that within the next few months final consideration will be applied for. Hence, it is recommended that application RZ/032/07 be granted one year extension. 1 " Prepared by: Rasika Acharya, B -Arch, M -Tech, UD (SFU) Planner JaN Pick- • _, ■ C', Director . rmtn��— MCJP Approved by: rank Quinn, MBA, P.Eng / GM: Public Works,&I velopment Services Concurrence: L. (Jim) Rule Chief Administrative Officer The following appendices are attached hereto: Appendix A - First Reading report -4- MAPLE RIDGE R IFI'.n Lul�mh!.l Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE /4ppendfr 4 TO: His Worship Mayor Gordon Robson DATE: June 5, 2008 and Members of Council FILE NO: RZ/032/07 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: First Reading Maple Ridge Official Community Plan Amending Bylaw No. 6534-2007 and Maple Ridge Zone Amending Bylaw No.6535-2007 12256 222 Street EXECUTIVE SUMMARY: An application has been received to rezone the subject property from RS -1 (One family Urban Residential) to RM -2 (Medium Density Apartment Residential), to permit the construction of two apartment buildings. The south building will have 47 units, and the north building will have 62 units. Park dedication is required as a condition of rezoning. Therefore, an amendment to the Official Community Plan is required to enlarge and adjust the conservation boundary. RECOMMENDATIONS: 1. That Maple Ridge Official Community Plan Amending Bylaw No. 6534-2007 be given first reading and be forwarded to Public Hearing; 2. That in accordance with Section 879 of the Local Government Act opportunity for early and on-going consultation has been provided by way of posting Official Community Plan Amending Bylaw No. 6534-2007 on the municipal website and requiring that the applicant host a Development Information Meeting, and Council considers it unnecessary to provide any further consultation opportunities, except by way of holding a public hearing on the bylaw; 3. That Maple Ridge Official Community Plan Amending Bylaw No. 6534-2007 be considered in conjunction with the Capital Expenditure Plan and Waste Management Plan; 4. That it be confirmed that Maple Ridge Official Community Plan Amending Bylaw No. 6534- 2007 is consistent with the Capital Expenditure Plan and Waste Management Plan; 5. That Zone Amending Bylaw No. 6535-2007 be given first reading and be forwarded to Public Hearing; and 6. That the following term(s) and condition(s) be met prior to final reading. i) Registration of a Rezoning Servicing Agreement including the deposit of security as outlined in the Agreement; ii) Amendment to Schedule "B" (& "C" if conservation amendment) of the Official Community Plan; iii) Registration of a Geotechnical Report: iv) Cash in lieu of the proposed trail; v) Road dedication as required; vi) Park dedication as required. vii) Registration of a Restrictive Covenant protecting the Visitor Parking; viii) Registration of a LEEDs covenant. DISCUSSION: a) Background Context: Applicant: Owner: 0740396 B C LTD 0740396 B C LTD Legal Description: Lot: 16, D.L.: 399, Plan: 1112 OCP: Existing: Urban Residential, Conservation Proposed: Urban Residential, Conservation Zoning: Existing: RS -1 (One Family Urban Residential) Proposed: RM -2 (Medium Density Apartment Residential) Surrounding Uses North: Use: Multi -Family Residential Zone: RM -1 (Townhouse Residential) and RS -1 (One Family Urban Residential) Designation Urban Residential and Conservation South: Use: Single Family and Multi -Family Residential Zone: RS -1 (One Family Urban Residential) and RM -2 (Medium Density Apartment Residential) Designation: Urban Residential East: Use: Single Family Residential Zone: RS -1 (One Family Urban Residential) Designation: Urban Residential West: Use: Single Family Residential Zone: RS -1 (One Family Urban Residential) Designation: Urban Residential and Conservation -2 Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: Companion Applications: b) Project Description: Vacant Multi -Family Residential 0.808 HA (2 acres) 222 Street and 123 Avenue Full Urban DP/032/07, VP/032/07 An application for an Official Community Plan Amendment and a Rezoning has been submitted for the development of two apartment buildings. The proposed Official Community Plan Amendment is required to adjust and enlarge the conservation area to align with the park dedication required. To support the proposed development, the applicant proposes to rezone the subject property from RS -1 (One family Urban Residential) to RM -2 (Medium Density Apartment Residential). There is a Terasen Gas right-of-way which run east -west and bisects the subject property. Road dedication will be required along 222 Street and 123 Avenue. c) Planning Analysis: Official Community Plan: As per the Official Community Plan, the subject property is designated Urban Residential and is within the Regional Town Centre - Residential category. According to the Zoning Matrix in the Official Community Pian, RM -2 (Medium Density Apartment) is supported in the Regional Town Centre - Residential Category. Since the subject property is located within the Town Centre, the applicant has submitted a LEED checklist and is striving to achieve 14 points. The Official Community Plan also states the following policies 3-22 Maple Ridge will place a priority on residential development within the Regional Town Centre and will increase the residential capacity of the Regional Town Centre by: a) Encouraging higher density residential development in appropriate locations; b) Reviewing bylaws and regulations to allow 100% residential development in selected areas of the Regional Town Centre; c) Promoting a variety of housing types and choices; and d) Encouraging mixed-use development where appropriate 3-23 In order to further the development of the Regional Town Centre in conjunction with community goals, Maple Ridge will engage in the preparation of an Area Plan. In the interim the Maple Ridge Town Centre Concept Plan will be used as a guide for development. Opportunities to increase residential densities in the Regional Town Centre may be supported if the proposed development is consistent with adjacent land uses; and complies with the policy objectives in the Maple Ridge Town Centre Concept Plan and Official Community Plan. -3- The proposal offers an increase in the residential capacity of the Regional Town Centre and promotes a variety of housing types and choices as per policy 3-22. This area has not been identified as an area where mixed-use development is appropriate. Under Policy 3-18 (2)(a)(ii) the fronting street is considered to be a major corridor. The proposed zoning of the site is compatible with this category of residential development. The proposal complies with policy 3-20 for the following reasons: • The recommended maximum height is four storeys for apartments. The building to the south is four storeys. The north building has a three storey appearance from the north, east, and south elevation and the west elevation is 4 storeys. • The proposal will comply with the Development Permit Guidelines for multi -family development. A Multi -Family Development Permit application has been submitted and will be reviewed further. The proposal complies with policy 3-21 for the following reasons: • The upgrades of the roads and the existing infrastructure will be able to support the new development. • Based on the Advisory Design Panel's recommendations, the applicant has included design elements that reduce the visual massing of the buildings. • The applicant has provided the required amount of parking as per the Off -Street Parking and Loading Bylaw. • The building height has been lowered on the east elevation of the north building to offer a better transition to the single family dwellings adjacent to the site. • The applicant has proposed landscaping that will enhance the privacy of neighboring properties. • The applicant will be dedicating park as a condition of this application to protect the watercourse. Town Centre Concept Plan: In terms of the Regional Town Centre Concept Plan, the subject property is identified as Park and Conservation Area, just like the property to the north. The property to the north was rezoned to permit a townhouse development on June 26, 2007. As this property will not be utilized as the Town Centre Plan indicates, it is subject to the residential policies of the Official Community Plan. The Town Centre Concept Plan also identifies the Terasen Gas right-of-way that runs through the Town Centre area as a greenway. After reviewing the possibility of a greenway, it was determined that the gas right-of-way on the subject property could not be used as a greenway due to the existing development further east. Instead, there may be a greater opportunity for a pedestrian trail through the proposed park dedication area if a trail could run through the property to the north. As such, the applicant will provide cash in lieu of a pedestrian trail for the construction of a trail through the proposed park dedication area. The cash in lieu will be equivalent to the construction costs of a pedestrian trail through the proposed park dedication. -4- Chapter 4 of the Concept Plan - Design Guidelines and Performance Standards - outlines the need to direct growth to the Town Centre, to aid in accommodating the 7,000 new dwelling units anticipated by 2021. This growth is expected to help revitalize the downtown areas and provide a supportive population base for local businesses and transit. It also identifies the need for greater diversity in the residential housing stock, to provide options for a variety of persons at different stages of life and with physical challenges. A range of housing types and sizes also provides more opportunities for rental housing and housing that may serve a variety of income levels and locate residents in close proximity to shops and services. The proposal aligns with the Maple Ridge Town Centre Concept Plan in the following ways: • The applicant has attempted to minimize impervious surfaces by incorporating permeable pavers in the area identified for visitor parking; • A sand cell has been incorporated into the designed to receive and filter stormwater runoff before returning to the watercourse; • The Concept Plan recommends maximum site coverage of 50% for medium density development and 60% for high density development. The proposed project has a site coverage of approximately 46.5% Zoning Bylaw: The proposed buildings will require variances for setbacks and will be approximately: South Building • Front - from 7.5 metres to 4.9 metres • West side - from 7.5 metres to 5.3 metres • East side - from 7.5 metres to 6.9 metres North Building • West side - from 7.5 metres to 4.5 metres • East side - from 7.5 metres to 6.9 metres • Rear - from 7.5 metres to 6.3 metres The requested variances for the front and west side of the south building has been requested to bring the buildings closer to the streets. As per the Concept Plan, the setbacks for high density development should be a minimum of 3.0 metres and a maximum of 4.5 metres from the front property line. The variances requested along the east side for both buildings and the rear of the north building is for the balconies and their posts. The building faces do not encroach into the setback on these sides. The variances requested along the west side for north building is for a small portion of the building face as well as the balconies and their posts. -5- The Concept Plan suggests a minimum of 4.5 metres setback from side property lines. The applicant has also proposed landscaping along the sides to act as a buffer. The applicant has applied for a development variance permit and these variances will be examined further. Development Permits: The subject property requires both a Multi -Family Development Permit and a Watercourse Protection Development Permit. A Multi -Family Development Permit is required to enhance existing neighbourhoods with compatible housing styles that meet diverse needs and minimize potential conflict on neighbouring land uses. The proposed development is compatible with the townhouse development to the north and the apartment buildings to the south. It is anticipated that the future development of the area will be multi -family. The Advisory Design Panel has also reviewed this application and their comments are outlined in this report. There is a watercourse located at the northwest section of the property; therefore, a Watercourse Protection Development Permit is required. The Watercourse Protection Development Permit has been established for the preservation, protection, restoration and enhancement of watercourse and riparian areas. To protect the watercourse, park dedication will be required. A riparian replanting plan has been submitted with this application. Advisory Design Panel: This application was reviewed by the Advisory Design Panel on January 8, 2008. The resolution was as follows: That the Advisory Design Panel suggests that the applicant makes suggested revisions and present back to the panel with the following recommendations: • reconsideration of the bulk of the building • increased materiality • consideration of private patios on the ground floor • presentation of a list of sustainable initiatives given that this is in a Smart Growth area • consider use of more sustainable cladding materials The applicants made substantial changes to the building including a revision to the roof lines, increased articulation, and increased materiality. The applicant also provided a LEED rationale to demonstrate how the project meets LEED initiatives. -6- The applicant presented the revised project to the panel on May 13, 2008 and the resolution was as follows: That the applicant has addressed the five items presented at the Jan 8th design panel satisfactorily and commends the applicant for the thoroughness of the exterior presentation. The following comments have been added: • Consideration of trees on the east side • Bulk of the white cornices be reduced • Soffit treatment needs to be confirmed to the Planning Department; the color and the material of the soffit should be confirmed The Advisory Design panel does not need to see this application back but would like comments sent back to the Planning Department. The applicant will make the changes as recommended by the panel under their Multi -Family Residential Development Permit Development Information Meeting: The applicant held a Development Information Meeting on December 20, 2007 and it was estimated that approximately 38 people attended and 3 phone calls were received. General concerns expressed were about: • Traffic before and after construction • Privacy • Sidewalks • Street lighting • Damage to surrounding residents • Construction noise • Drainage treatment of creek • Tree removal • Demographics of buyers and shadow of buildings Positive comments included: • Better traffic and pedestrian circulation to 222 Street and downtown with the improvement of 123 Avenue • Building seemed to fit in with the land slope and future plans of the area • Good fit - close to schools for small families Engineering Department: Engineering Department has reviewed the application and has provided the following comments: 1. 123 Avenue and 222 Street will both need to be widened or constructed by the developer to a collector standard across the frontage of the site. In the case of 123 Avenue the new road -7- construction will need to extend beyond the development site to meet the existing road to the east. The south side of 123 Avenue must be constructed to the extent that a minimum 8.6m of paved road is provided now. The balance of the collector road would be built by others in the future. 2. Concrete barrier curb and gutter will be required on both road frontages in keeping with the collector road standard. A temporary extruded curb needs to be constructed on the south side of 123 Avenue. 3. Concrete sidewalk is required of both road frontages. 4. A municipal sanitary sewer has been brought to the north property line of this site in a right of way through the adjacent property. The developer will need to extend the sewer onto this site. 5. Road and on-site drainage will ultimately be directed to the adjacent watercourse. A storm water management plan and an erosion and sediment control plan will be required to address issues of water quality and the regulation of flows into the watercourse. These plans must be designed in accordance with the requirements of the Maple Ridge Watercourse Protection Bylaw. In addition, the developer will be responsible for obtaining any approvals or permits required by other agencies for works in or near a stream. 6. The developer's consultant must confirm the adequacy of the water system for both domestic water and fire flows for the proposed development. 7. Ornamental streetlights are required on both road frontages. 8. Boulevard street trees are required on both road frontages. 9. All utility services to the site must be underground. 10. Road widening on 222 Street will require elimination of the existing ditch. 11. Geotechnical input will be required at the design stage in connection with the road design. 12. Approximately 10m dedication is required on both 222 Street and 123 Avenue for collector standard roads plus a 3mx3m corner truncation. d) School District Comments: A referral was sent to the School District on December 13, 2007. No comments have been received. Local Government Act: An amendment to the Official Community Plan requires the local government to consult with any affected parties and to adopt related bylaws in compliance with the procedures outlined in Section -8- 882 of the Act. The amendment required for this application, Appendix B, is considered to be minor in nature. It has been determined that no additional consultation beyond existing procedures is required, including referrals to the Board of the Regional District, the Council of an adjacent municipality, First Nations, the School District or agencies of the Federal and Provincial Governments. The amendment has been reviewed with the Financial Plan/Capital Plan and the Waste Management Plan of the Greater Vancouver Regional District and determined to have no impact. e) Environmental Implications: There is a watercourse in the northwest portion of the subject property. Park dedication is required to protect the watercourse. Approval of a Watercourse Protection Development Permit will be required prior to any construction or alteration of land. A stormwater management plan and a riparian re -planting plan have been submitted. CONCLUSION: The proposal offers an increase in the residential capacity of the Regional Town Centre and promotes a variety of housing types and choices in the Town Centre; therefore, it is recommended that application RZ/032/07 be favourably considered and that Maple Ridge Official Community Plan Amending Bylaw No. 6534-2007 and Maple Ridge Zone Amending Bylaw No. 6535-2007 be read a first time and be forwarded to Public Hearing. ..)/// Prep red byo`" diva L P : nn Technician MCP, MCIP 9ctor of Plannin Approved by:/ Frank Quinn, MBA, P.Eng M: Publi orks & eiopment Services Concurrence: L. (Jim) Rule hief Administrative Officer The following appendices are attached hereto: Appendix A - Subject Map Appendix B - Maple Ridge Official Community Plan Amending Bylaw No. 6534-2007 Appendix C - Maple Ridge Zone Amending Bylaw No. 6535-2007 Appendix D - Site Plan Appendix E - Building Elevations Appendix F - Landscaping Plan • Appendix G - LEED Checklist and Rationale -9- 12425 96 15 96 14 94 13 12s93( cA Bg c.‘ BCS 582r 92 12 206 12375 90 11 205 N 12365 0. 10 M 0- 204 12355 203 12339 99 E 200 201 202 12317 3 216 057 215 N 213 12420 B 2 12362 Rem 247 2 P 70986 248 12374 12362 207 12350 208 12342 209 12336 210 12328 vi 211 0- 12314 12314 Rem D t ' \12404 Rem 35 P 27048 159 222 • 220 130 0 0 129 W 7 P 15T28 8 9 10 123 AVE. 6 N 12250 5 ▪ 12240 4 12228 3 12220 2 12210 1 6 816 0 NB 43 93 CL 12191 0. 92 12179 91 12187773 90 94 12198 95 12182 96 2 122 AVE. W W 0 ▪ 11 12 12251 N n 13 a. 12241 14 12231 _ 15 12219 16 12209 P 80017 Pcl. 1 NWS 1531 P 57090 Pcl "A" NWS 1357 CO N Z N 04 REM. A (P 26005) K110406 2 • 12417 ) j 124 AVE. °1 1 I 12421 1 3 12370 4 12360 5 12350 0 SUBJECT PROPERTY Rem S1/2 16 P 1112 'PP119 12258 22 12329 21 12319 N CO 20 19 12301 40 re 12295 m 17 0. 41 12275 P 16012 15 12255 12238 56 12230 40 57 m 01 0. 7 12330 w 8 H 12320 9 12312 10 12306 11 12294 12 0 13 o_ 12286 14 12258 LMP 4403 LMS 608 Rem 1 P 80319 NWS 3018 123 AVE. 58 0. D A LMP 18241 B LMS 1802 50 0. 13 P 13442 A B 53 P 51690 NWS 612 51 P 49482 44 P 41066 48 P44211 12167 m2 r1 d 12159 P H 16132 12170 12154 L P District of Pitt Meadows 12256 222 STREET SCALE 1:2,500 District of Langley River CORPORATION OF THE DISTRICT OF MAPLE RIDGE PLANNING DEPARTMENT DATE: Apr 24, 2007 FILE: DP/032/07 BY: PC COnt'ORATION OF THE DISTRICT OF MAPLE hiDGE BYLAW NO. 6534-2007 A Bylaw to amend the Official Community Plan WHEREAS Section 882 of the Local Government Act provides that the Council may revise the Official Community Plan; AND WHEREAS it is deemed desirable to amend Schedules "B" & "C" to the Official Community Plan; 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 for all purposes as "Maple Ridge Official Community Plan Amendment Bylaw No. 6534-2007 2. Schedule "B" is hereby amended for that parcel or tract of land and premises known and described as: South Half Lot 16, District Lot 399, Group 1, New Westminster District Plan 1112 and outlined in heavy black line on Map No. 741 , a copy of which is attached hereto and forms part of this Bylaw, is hereby redesignated to Conservation and Urban Residential (shown hatched). 3. Schedule "C" is hereby amended for that parcel or tract of land and premises known and described as: South Half Lot 16, District Lot 399, Group 1, New Westminster District Plan 1112 and outlined in heavy black line on Map No. 742 , a copy of which is attached hereto and forms part of this Bylaw, is hereby amended by adding Conservation and removing Conservation (shown hatched). 4. Maple Ridge Official Community Plan Bylaw No.6425-2006 is hereby amended accordingly. READ A FIRST TIME the day of PUBLIC HEARING HELD the day of READ A SECOND TIME the day of READ A THIRD TIME the day of , A.D. 200 . , A.D. 200 . , A.D. 200 . , A.D. 200 . RECONSIDERED AND FINALLY ADOPTED, the day of , A.D. 200 . MAYOR CORPORATE OFFICER 9 1' 0N* / / Ln /c/ a) , 1 / RP 12909 . �. 0.809 ha. . r P 15728 7 8 9 72297 10 123 AVE. 11i 6 12250 cc 5 72240 4 a_ 12228 3 12220 2 1.2210 w 0 J w 0 11 12 oa 72257 r 13 12247 14 72237 15 72219 10 BCP 15285 o a_ I1 cJ ll 18.0 12256 20.1 1- N 2.O 12275 HILLSIDE ST. 6 72340 7 72330 8 12320 9 72372 10 12306 11 12294 12 N T—�- co 13 72286 P 16012 12.2 15 14 12255 12258 1 LMP 1.93 LMS BCHPA c‘i � 123 AVE. 12238 56 12230 ad CN 5709 EL N 0 D LMPN 15241 N A 0.402 ha Q_ 0.410 ha B LMS 1802 R MAPLE TGE OFFICIAL COVVU\ITY PLA\ ANE\DI\G Bylaw No. 6534-2007 Map No. 741 From: Urban Residential and Conservation To: Conservation and Urban Residential (shown hatched) MAPLE RIDE E1ri!i51i Columb is 1:1500 / 1 INI ,rot 1 ��1 A J '1 • RP 12909 J 0.809 ha. P 15 8 N 728 9 12297 10 123 AVE. 6 CO CN 72240 — 4 12250 5 12225 3 72220 2 v 72270 AP LE DELCREST ST, N ori 12 00 12257 N 13 72241 CL 14 72237 15 12219 10. rBCP 15285 co iso I o_ i+ v �I c0 18.0 21 0 72379 J o20 12373 0 19 72301 S1/2 16 1112 40 P119 0.809 ha. 12256 0 41 72275 P 16012 12.2 15 6 72340 7 12330 8 12320 9 12372 10 72306 11 12294 12 N to I0 IT� T ---- I 1 LMP 1.93 LMS CD 13 12286 11 14 12255 12258 20.1 N N N N CV LC) i 72238 56 12230 co‘ -- CN N 57 co 0 R ^� D a_ 0 BCHPA F 123 AVE. o c Ir LMPNr N A `2 0.402 ha i1 15241 0.410 ha B LMS 1802 RI DGE OFFICIAL CON v U \ITY PLA\ AVE\DI\G Bylaw No. 6534-2007 Map No. 742 PURPOSE: TO ADD TO CONSERVATION TO REMOVE FROM CONSERVATION (SHOWN HATCHED) MAPLE RIDGE British Columbia 1:1500 CORPORATION OF THE DISTRICT OF MAPLE RIDGE BYLAW NO. 6535-2007 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. 6535-2007." 2. That parcel or tract of land and premises known and described as: South Half Lot 16, District Lot 399, Group 1, New Westminster District Plan 1112 and outlined in heavy black line on Map No. 1415, a copy of which is attached hereto and forms part of this Bylaw, is hereby rezoned to RM -2 (Medium Density Apartment 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 day of , A.D. 200 . PUBLIC HEARING held the day of , A.D. 200 . READ a second time the day of , A.D. 200 . READ a third time the day of , A.D. 200 . RECONSIDERED AND FINALLY ADOPTED, the day of , A.D. 200 . MAYOR CORPORATE OFFICER 2 D9 5 10 12350 72340 110 4 RP 12909 12 0.809 ha. 7 12330 8 72320 9 12312 _J L 72297 P 15728 7 8 9 10 — '2------- 19 123 AVE. Rem S1/2 16 P 1112 *PP119 0.809 ha. 2_ 19 72307 12306 12294 72250 ao 5 N 72226 72220 2 O 11 12 00 12251 N L) 13 72241 CI - 14 72237 15 72219 123 AVE. LMP 1.9 LMS BCHPA 20.1 N N 0 YA.DLE TGE ZO\E AVVE\DI\ Bylaw No. 6535-2007 Map No. 1415 From: RS -1 (One Family Urban Residential) To: RM -2 (Medium Density Apartment Residential) N 0 D G A LMP CN 0.402 ha MAPLE RIDGE El Col urnb 2 15241 0.410 ha B LMS 1802 r� 1:1500 MAPLE RIDGE British C111.1.11TIb Deep Roots • Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Ernie Daykin DATE: June 24, 2009 and Members of Council FILE NO: RZ/057/07 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: Rezoning - First Extension 10951 Hazelwood Street EXECUTIVE SUMMARY: The applicant for the above noted file has applied for an extension to this rezoning application under Maple Ridge Development Procedures Bylaw No. 5879-1999. This application is to permit the construction of a "Bus -Fleet Overhaul and Heavy Equipment repair Facility" in the proposed M-3 (Industrial Park) zone. RECOMMENDATION: That a one year extension be granted for rezoning application RZ/O57/07 and that the following conditions be addressed prior to consideration of final reading: i) Registration of a Rezoning Servicing Agreement including the deposit of security as outlined in the Agreement; ii) Road dedication as required; iii) Removal of the existing buildings/ structures; iv) A Statutory right of way plan and agreement must be registered at the Land Title Office for drainage facilities on the north end of the site and to accommodate a potential future pump station; v) Registration of a 219 Restrictive Covenant must be registered at the Land Title Office for Habitat Conservation purposes; vi) Registration of a 219 Restrictive Covenant for geotechnical issues to address the suitability of the site for the proposed development must be registered; vii) Registration of a 219 Restrictive Covenant for LEEDS; viii) A landscape plan prepared by a Landscape Architect must be submitted; 1 1102 ix) Completion and submission of the Storm water Management and Drainage Study by the District and TransLink for the entire area including subject site; x) Submission of an Industrial Development Permit application including all requirements such as all architectural and landscape drawings of proposed buildings including bonding and xi) Submission of a Watercourse Protection Development Permit application including all requirements such as proposed enhancement works and re -vegetation plan including bonding and agreement for maintenance. DISCUSSION: a) Background Context: Applicant: Owner: Bill Orr of Greater Vancouver Transportation Authority Greater Vancouver Transportation Authority Legal Description: D.L.: 281, Plan: SK6903F; PID: 004-346-327 OCP: Existing: Proposed: Zoning: Existing: Proposed: Surrounding Uses: North: South: East: West: Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Industrial Industrial and Conservation RS -3 (One Family Rural Residential) M-3 (Business Park) Industrial and Single Family Residential RS -3 (Rural Residential) Industrial Wharf Street, Single Family Residential and Industrial RS -3 (Rural Residential) and M-2 (General Industrial) Industrial Hazelwood Street and One Family Residential RS -1 (One Family Urban Residential) Residential Single Family Residential RS -3 (Rural Residential) Industrial Vacant Rural Residential Bus -Fleet Overhaul and Heavy Equipment repair Facility 12.88 Hectares (31.82 acres) new road - Wharf Street connector -2 Servicing: Full Urban (through a rezoning servicing agreement). Previous Applications: None This application is to permit rezoning of the site to permit construction of a "Bus -Fleet Overhaul and Heavy Equipment repair Facility" A requirement of the development process included the site into a Development Permit Area to ensure the form and character of the development at the Building Permit stage. The following dates outline Council's consideration of the application and Bylaws 6566-2008 and 6567-2008: The First Reading report (see attached) was considered on July 09, 2008; First Reading was granted July 09, 2008 Public Hearing was held July 24, 2008; Second and Third reading was granted on July 25, 2008. Application Progress: • In September 2009 a tender was issued for site fill and preload. The subject site is located within the 200 -year flood plain of the Fraser River and must achieve a flood construction level of 6.6 meters geodetic. Preload work was completed by December 2008 with approximately 300,000 m3 of dredged river sand placed on site. • Environmental monitoring of the site has continued and the site was seeded with rye grass in mid May to mitigate soil erosion on site. • In November 2008, Stantec Consulting were retained for the Consultant Design Services and they started on the preliminary design work. At this time a review of the TransLink & CMBC functional requirements was done which has revised the earlier proposal. The BCIT component of the proposal is pending approval currently so a part of the site is proposed to be vacant. • In April 2009, applications for the Industrial Development Permit, Variance Permit and Watercourse Development Permit have been submitted for review. • On June 09, 2009 the Advisory Design Panel reviewed the proposal and the issues raised by the panel are being resolved. • Preliminary design work and revisions are underway and anticipated to be completed by July/ August 2009. • The MTTC community liaison group meets once every two months and is aware of the on- going progress. • To ensure site safety and security, temporary fencing has been erected along Hazelwood Street and gates installed at the temporary site access off Wharf Street. • As the Development Permit application processing progresses, there will be meetings with the consultant team to resolve issues for DP guidelines & code compliance. Council will be able to review details of the proposal through the Development Permit report in the coming months. -3- Alternatives: Council may choose one of the following alternatives: 1. grant the request for extension; 2. deny the request for extension; or 3. repeal third reading of the bylaw and refer the bylaw to Public Hearing. CONCLUSION: The applicant has been actively pursuing the completion of this rezoning application and has applied for a one year extension. Application for approval of an Industrial Development Permit, a Variance Permit and a Water course Development Permit (item X and Xi above) are being processed. It is anticipated that within the next few months final consideration will be applied for. Prepared by: Rasika Ac . rya, B -Arch, M -Tech (Ping), UD (SFU) Planner I Ja Dire for • Tanning Approved b!: Frank Quinn, MBA, P.En G".4:\ Public ks & D opment Services Concurrence: J.L. (Jim) Rure CFiief Administrative Officer RA/dp The following appendices are attached hereto: Appendix A - First Reading report 4- 4 MAPLE RIDGE Hr m,li r,.i,,w.1 Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE 4e4xf;x/ TO: His Worship Mayor Gordon Robson DATE: June 24, 2008 and Members of Council FILE NO: RZ/057/07 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: First Reading Maple Ridge Zone Amending Bylaw No. 6566-2008 10951 Hazelwood Street EXECUTIVE SUMMARY: An application has been received to rezone the subject property from RS -3 to M-3 (Business Park) zone located at 10951 Hazelwood Street to construct a "Combined Bus Fleet Overhaul Facility and Heavy Equipment Training Facility" of 31,744 m2 (partnership of TransLink, Coast Mountain Bus Company and British Columbia Institute of Technology). The project will be phased; Phase I will consist of the Bus Fleet Overhaul Facility with a warehouse facility and Phase II will consist of the BCIT training facility for operators of heavy equipment. This application is also subject to an Industrial Development Permit and a Watercourse Protection Development Permit. An Official Community Plan amendment will not be required as the habitat conservation area will be protected through a covenant. RECOMMENDATIONS: 1. That Zone Amending Bylaw No. 6566-2008 be given first reading and be forwarded to Public Hearing; and 2. That the following terms and conditions be met prior to final reading. i) Registration of a Rezoning Servicing Agreement including the deposit of security as outlined in the Agreement; ii) Road dedication as required; iii) Removal of the existing buildings/ structures; iv) A Statutory right of way plan and agreement must be registered at the Land Title Office for drainage facilities on the north end of the site and to accommodate a potential future pump station; v) Registration of a 219 Restrictive Covenant must be registered at the Land Title Office for Habitat Conservation purposes; vi) Registration of a 219 Restrictive Covenant for geotechnical issues to address the suitability of the site for the proposed development must be registered; vii) Registration of a 219 Restrictive Covenant for LEEDs; viii) A landscape plan prepared by a Landscape Architect must be submitted; ix) Completion and submission of the Storm water Management and Drainage Study by the District and TransLink for the entire area including subject site; x) Submission of an Industrial Development Permit application including all requirements such as all architectural and landscape drawings of proposed buildings including bonding and xi) Submission of a Watercourse Protection Development Permit application including all requirements such as proposed enhancement works and re -vegetation plan including bonding and agreement for maintenance. DISCUSSION: a) Background Context: Applicant: Owner: Legal Description: OCP: Existing: Proposed: Zoning: Existing: Proposed: Bill Orr (GVTA) Greater Vancouver Transportation Authority (GVTA) D.L.: 281, Plan: SK6903F, PID: 004-346-327 Industrial Industrial and Conservation RS -3 (One Family Rural Residential) M-3 (Business Park) Surrounding Uses North: Use: Industrial and Single Family Residential Zone: RS -3 (Rural Residential) Designation: Industrial South: Use:. Wharf Street, Single Family Residential and Industrial Zone: RS -3 (Rural Residential) and M-2 (General Industrial) Designation: Industrial East: Use: Hazelwood Street and One Family Residential Zone: RS -1 (One Family Urban Residential) Designation: Residential West: Use: Single Family Residential Zone: RS -3 (Rural Residential) Designation: Industrial -2- Existing Use of Property: Rural Residential Proposed Use of Property: Combined Bus Fleet Overhaul Facility and Heavy EquipmentTraining Facility Site Area: 12.88 Hectares (31.82 acres). Access: Kingston Street extended south Servicing: through the rezoning servicing agreement Companion Applications: none b) Site Description: The site is roughly triangular in shape, 12.88 hectares (31.82 acres) in size and located in the southwest corner of Maple Ridge in close proximity to the Golden Ears Bridge project. It is bounded by industrial designated areas north and south of the proposed facility, urban residential lands to the east and an industrial designated lot on the west. The subject site is located within the 200 -year flood plain of the Fraser River and must achieve a flood construction level of 6.4 meters geodetic. The site has historically (1938 to 2004) been utilized for agricultural/grazing purposes and is now dominated by. weedy grass/herb species. Currently an abandoned ranch, fields and associated access roads are located in the center of subject site. There is one registered well approximately 1000 meters to the southeast of the site. Given the local ground conditions consisting of low permeability clays and silts, the assumed cross gradient groundwater flow direction to the south and the distance to this well, it is unlikely that water quality of this well would be impacted adversely by site activities. The western half of the site is being used to stockpile sand which will be used as preload material for the Golden Ears Bridge project. The subject site is bordered by several drainage Watercourses on the north, west and south and some part of east, as identified by the report dated July 19, 2007 by Golder Associates. Hence a Watercourse Protection Development Permit will be required to protect these channels and existing habitat. c) Project Description: A joint use facility is proposed, comprising a Combined Bus Fleet Overhaul Facility and Heavy Equipment Training Facility, with an area of 31,744 m2 (23,412 m2 is for TransLink and CMBC while the remaining 8,332 m2 is for BCIT). Two small accessory buildings are proposed; one at the north- east end of the subject site near the parking lot and the other on the southern edge closer to Wharf Street. The entire proposal will have to be raised by approximately 3.5 meters above the existing grade for flood protection. The primary function of the Bus Fleet Overhaul facility is to overhaul and maintain buses. It also includes a central distribution warehouse facility along with a BCIT training facility that will involve training of operators of heavy equipment. Some training of truck- loading/unloading, using forklift is proposed for the northeast corner of the site. The proposed facility abuts a residential area on the east so a 3.0 meter landscape buffering wall is proposed. TransLink also owns Lot C on the west and Lot H on the north of the subject site but currently they have no plans to develop these properties. An 18.0 m connector road from Kingston Street to Wharf Street will be a dedicated urban standard road with one sidewalk and all other services, open for public use at all times. -3- This proposal is subject to the "Industrial Development Permit Guidelines" as per the requirements of Section 8 of the Official Community Plan to address the form and character. Council will have an opportunity to review details of the proposed buildings through the Industrial Development Permit report at a later date. d) Planning Analysis: Official Community Plan: The Official Community Plan currently designates this property as "Industrial" and it lies within the Business Park area. The proposed use is Industrial. A report "Environmental Overview- Lots C, D and H" dated July 19, 2007 by Golder Associates identifies some drainage Watercourses along the periphery of the site (which is Lot D as indicated in Appendix C). Due to these drainage Watercourses on site some riparian areas will be covenanted for protection and conservation (Appendix F), hence an OCP amendment will not be required. Zoning Bylaw: The subject site is zoned RS -3 (Rural Residential) currently, hence requires rezoning for the proposed use. The proposed M-3 zone (Business Park) allows total lot coverage of 60% and a maximum height of buildings to be 15.0 metres. Lot coverage of 22.1 % is proposed as shown on the Site Plan (Appendix D) with a maximum building height of 15.0 meters. The required front yard setback is 6.0 meters and rear yard setback is 3.0 meters. The proposed front yard setback is 6.0 meters and rear yard setback is 3.0 metres. The required interior side yard setback is 1.5 meters and the proposed is 4.5 meters. Proposed Variances to the Zoning Bylaw: There are no variances proposed at this time. Off -Street Parking and Loading Bylaw: The Off -Street Parking and Loading Bylaw # 4350-1990 specifies parking based on uses in the M-3 zone (Business Park). The total facility of 31,744 m2 has a combination of uses such as Industrial, private cafeteria, educational and office administration. The M-3 (Business Park) zone requires one parking space per 93 m2 of gross floor area, giving a total of 342 parking spaces required; 372 parking spaces have been proposed (147 spaces for the TransLink-CMBC facility and 225 spaces for the BCIT facility). The following ratio has been proposed by the project architect: for the BCIT component a total of 225 parking spaces (175 spaces for the students, 40 spaces for the staff and 10 visitor parking spaces) and for the CMBC component a total of 147 parking spaces (135 spaces for the staff and 12 visitor parking spaces). Three parking areas are proposed for cars and four for the buses as shown on the Site Plan (Appendix C); one is a 30.0 meter strip within the Golden Ears Bridge right-of-way (which has 280 parking spaces), second is at the north end of the subject site (closer to the BCIT facility with 80 parking spaces) and the third is closer to the main entrance of the facility (with 12 parking spaces), giving a total of 372 car parking spaces. In addition to this, four parking areas are proposed at appropriate locations on the site for 51 buses. Noise Bylaw: Considering that the proposed facility is near a residential neighbourhood on the east, noise control is important. The Maple Ridge Noise Bylaw # 5122-1991, considers noise a potential nuisance and seeks to mitigate. The Bylaw does not provide numerical noise limits by which the acceptability of noise can be assessed. However, the Zoning Bylaw restricts noise levels in the M-3 (Business Park) zone measured at any point on any lot boundary on which the use is located, to be less than 70 decibels. An acoustical report submitted by AMEC dated March 3, 2008 outlines existing and anticipated noise levels in and around the proposed development and suggests noise mitigation measures be employed such as adequate air conditioning for welding & dynamometer rooms, acoustical treatment for upper walls and ceilings of all buildings, noise -efficient walls and ceilings and interlocked door systems for dynamometer facilities, etc. It suggests varying decibel levels for rooftop devices, devices within 5 meters of a pedestrian pathway and other fixed devices not to exceed 70 decibels and restrict operations to be within daytime only. A 3.0 meter landscape buffering mass wall is also proposed on the eastern periphery to help mitigate noise levels. Green Building initiatives: Although several green building components are being explored at this stage, Council will review the details of proposed green building components at a later date through the Industrial Development Permit report. However, as normal at the zoning stage, the applicant has submitted a preliminary achievable LEED checklist with 29 points (Appendix E). TransLink has submitted a "Letter of Commitment" to make it a LEED-certified building. To certifying the project several "green initiatives" have been proposed, such as: encouraging multi -modal transportation by proposing bicycle storage/changing rooms; reduced heat-island effect by proposing reflective & emissive roofing; innovative storm water ,management treatment; water -efficient landscaping (50 % reduction in potable water -use) and 20 % water -reduction through fixtures; construction waste management through storage and collection of recyclables; energy-efficient design and use of durable and regional building materials (at least 10 % building material within 800 km of the building site) and use of low -emitting, interior finishes that avoid the use of urea formaldehyde in all carpets, paints, laminates, adhesives and sealants. The project architect is a LEED- accredited professional and has identified some additional possible LEED credits which could be achieved by measurement/verification of building systems performance by installing continuous metering systems; innovative waste -water technologies (treat water on site and use of grey water); providing daylight to at least 75% of the regularly occupied spaces through windows/skylights; water -efficient landscaping (using captured rain -water or treated water instead of potable water) and providing controllability of perimeter/interior spaces through operable windows, air -flow, temperature or lighting controls, etc. Development Permits: The proposed development is subject to the "Industrial Development Permit Guidelines" and "Watercourse Protection Development Permit Guidelines" outlined in Section 8.6 and 8.9 of the Official Community Plan. As this is a large, phased development, both these applications will be submitted after third reading. Details of the proposed phases will be part of the Industrial Development Permit report which Council will review at a later date. -5- Advisory Design Panel: The project will be reviewed by the Advisory Design Panel after the Industrial Development Permit application has been received and reviewed by staff. Development Information Meeting: On March 10, 2008 the applicant conducted a "Public Information Meeting" at Hammond Elementary School (11520 203rd Street), from 7:00 to 9:00 PM. Two sets of nine display boards manned by Translink and BCIT staff outlined the project information. Comment sheets were handed out to the attendees. This meeting was attended by 45 people, including staff members from TransLink, Coast Mountain Bus Company and the BCIT. Generally speaking, the neighbours were very supportive of the project and had several questions around the proposed facility and the Golden Ears Bridge. Community Liaison Committee: Translink has established a Community Liaison Committee and has had several meetings with them since June 2007 to involve all the affected parties in the process from the beginning. This committee has TransLink staff, Coast Mountain Bus Company staff, residents of the Lower Hammond area, School District 42 representatives, Katzie group representatives and the District Staff representatives as members. e) Citizen/Customer Implications: A Development Information Meeting was conducted for citizen input and the Community Liaison Committee has been an on-going effort by the applicant to discuss and resolve citizen concerns about the potential impacts of this proposal to the neighborhood. f) Interdepartmental Implications: Engineering Department: The Engineering Department has reviewed the proposal and has the following comments: • Upgrading of the gravel path located on Municipal road right-of-way and private property along with drainage will be required. • Hazelwood Street: will require upgrading to urban standards. • Wharf Street: will require upgrading to urban standards. • Access & Traffic concerns: A single -lane round -about is proposed for the intersection of Kingston Street and 113B Avenue, which will require dedication from corners of the properties at the intersection. • Statutory rights-of-way will be needed over some drainage facilities at the north end of the site (NWP 72344 along north property line) and may also be required to access the future pump station on subject property. • Water mains and sanitary mains will require review to ensure adequate capacity • Storm Water Management: The District and GVTA in partnership are committed to a drainage system that will discharge directly to the Fraser River and which will provide a drainage solution for the subject site and the surrounding area (particularly the Lower Hammond area where flooding concerns have increased due to past events). The final catchment -6- boundaries, shape and configuration of the detention pond, applicability and location of suitable technology for quantity and mitigation, details of connection to existing utilities, etc will be finalized through the Watercourse Protection Development Permit and the District's study for the area. • Underground wiring is a requirement of the M-3 (Business Park) zone. • All buildings or structures on site will have to be removed and cleared along with some on- site pole lines that served the abandoned structures. • Geotechnical Considerations: a Geotechnical Covenant will be required to be registered on title. • A street tree planting plan must be included with the off-site servicing design. Parks & Leisure Services Department: The Parks & Leisure Services Department have identified that after the rezoning is completed they will be responsible for maintaining the street trees. The Manager of Parks & Open Space has advised that the maintenance requirement of $25.00 per new tree will increase their budget requirements which depends on the number of street trees determined at the Development Permit Stage through the landscaping plans. An "Enhancement and Protection Agreement" with bonding and maintenance period as outlined in the Agreement will be required along with the Watercourse Protection Development Permit. A 2.5 % of the total construction cost (including on-site landscaping works) of the proposed development will be required at the industrial Development Permit stage. Fire Department: The Fire Department has reviewed the proposal and has the following comments: • The Wharf Street connector should be functional at all times, especially as an emergency access. • A fire alarm system for the whole complex that not only includes the parking areas but each building along with a graphic enunciator is required and should be indicated on the Site Plan at the Development Permit stage. • Exact locations of fire related infrastructure including lane and pathway measurements and overhead obstructions have to be specified on the Site Plan. • Ensure fire lanes are denoted on Site Plan and signs stating "fire lane - no parking - tow away zone" are installed along all the lanes before occupancy. g) School District Comments: The Development Information Meeting was attended by School District staff who showed support for the project and was pleased to see new employment opportunities, especially the post secondary training at the BCIT center. -7- h) Environmental Implications: A report on Environmental Overview- Lots C, D and H dated July 19, 2007 by Golder Associates identifies some drainage Watercourses along the periphery of the subject site, which is Lot D (Appendix F). Relocation and additional habitat construction of the Watercourse along the west periphery of Lot D, protection of a riparian corridor of trees and shrub species along the south side of the subject site facing Wharf Street, removal and clearing of invasive species and replanting with native plants is expected through the Watercourse Protection Development Permit along with appropriate bonding and maintenance period. The Environmental Consultants have identified habitat riparian enhancement areas as shown in the attached plans (Appendix F) and are working on mitigating potential impacts due to the proposed development. These will be discussed in detail through the Watercourse Protection Development Permit report which will require appropriate bonding and a maintenance agreement for 5 years. CONCLUSION: This facility would be a welcome addition to the District's Business Park area, both as an educational facility and as an employment generator. The applicant and their team of consultants continue to work towards refining the details of the proposed development which Council will have an opportunity to review through the Industrial Development Permit report. It is recommended that this application be given favourable consideration and forwarded to Public Hearing. Prepared by. "`:sika Acharya,• Planer 11 by. Jie P• - mg, P, MCIP Director of Plannin Approved by:/ Frank Quinn, MBA, P J GM: P : is Work opment Services Concurren J. L. (Jim) ' ule Chief Administrative Officer The following appendices are attached hereto: Appendix A - Subject Site Appendix B- Zone Amending Bylaw No. 6566-2008 Appendix C - Site Plan and Site sections Appendix D- Landscape Plan Appendix E- LEED Checklist Appendix F- Watercourses and riparian habitat area -8- SUBJECT PROPERTY SCALE 1:5,000 District of Pitt Meadows 10951 HAZELWOOD STREET LA - `�=i r,],i -� J to c: ■ Io District of � 111114-147 Langley CORPORATION OF THE DISTRICT OF MAPLE RIDGE PLANNING DEPARTMENT DATE: Jul 27, 2007 FILE: RZ/057/07 BY: PC CORPORATION OF THE DISTRICT OF MAPLE RIDGE BYLAW NO. 6566-2008 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. 6566-2008." 2. That parcel or tract of land and premises known and described as: Parcel "D" (Plan in Absolute Fees Parcel Book Volume 12, Folio 752, No. 6903F), District Lot 281, Group 1, Except: Firstly: That Portion Shown Coloured Red on Plan With Fee Deposited 14957F; Secondly: Parcel "B" (Reference Plan 1963); Thirdly: Two Portions 4.06 Acres and 2.85 Acres More Or Less As Shown On Reference Plan 1963, New Westminster District and outlined in heavy black line on Map No. 1426, a copy of which is attached hereto and forms part of this Bylaw, is hereby rezoned to M-3 (Business Park) 3. Maple Ridge Zoning Bylaw No. 3510 -1985 as amended and Map "A" attached thereto are hereby amended accordingly. READ a first time the day of , A.D. 200 . PUBLIC HEARING held the day of , A.D. 200 . READ a second time the day of , A.D. 200 . READ a third time the day of , A.D. 200 . RECONSIDERED AND FINALLY ADOPTED, the day of , A.D. 200 . MAYOR CORPORATE OFFICER N ADLE TGE ZO\E AV E\DI\G Bylaw No. 6566-2008 Map No. 1426 From: RS-3(One Family Rural Residential) To: M-3(Business Park) MAPLE RIDGE ■ 6rk715h Cunt 1:4000 11111111 11111111 .9 1 i 1 I� .1 11 !1 1 ■ ZONING DATA: LOT D ;��� t it lilt Ise MAPLE RIDGE Qritisn Cntusnhma Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Ernie Daykin DATE: June 23, 2009 and Members of Council FILE NO: RZ/O94/O7 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: Rezoning - First Extension 23948, 23942 Dewdney Trunk Road EXECUTIVE SUMMARY: The applicant for the above noted file has applied for an extension to this rezoning application under Maple Ridge Development Procedures Bylaw No. 58794999. This application is to permit a residential subdivision under the R-1 (Residential District) and R-3 (Special Amenity Residential District) zones. RECOMMENDATION: That a one year extension be granted for rezoning application RZ/O94/O7 and that the following conditions be addressed prior to consideration of final reading: i) Removal of the existing buildings; and ii) The submission of a planting plan acceptable to the District and the deposit of a security for a landscaping buffer between the proposed residential area and the adjacent commercial use. DISCUSSION: a) Background Context: Applicant: Owner: Legal Description: McElhanney Consulting Services (Brian Wright) Margit U Lieder, Nicole A Pierce East Half Lot 2 Except: Firstly: East 90 Feet and Secondly: Parcel C (Reference Plan 84992), Section. 16, Township 12, NWD, Plan 1676; and East 90 Feet, East of Half Lot 2 Except: Parcel D (Refernce Plan 84993), Section 16, Township 12, NWD PLAN 1676 -1- 1103 OCP: Existing: Urban Residential Proposed: Urban Residential Zoning: Existing: RS -3 (One Family Rural Residential) Proposed: R-1 (Residential District), R-3 (Special Amenity Residential District) Surrounding Uses North: Use: Public Works Yard (District of Maple Ridge) Zone: P-6 (Civic Institutional) Designation Institutional South: Use: Single Family Residential Zone: RS -1b (One Family Urban (medium density) Residential) Designation: Urban Residential East: Use: Single Family Residential Zone: RS -1b (One Family Urban (medium density) Residential), RS -3 (One Family Rural Residential) Designation: Urban Residential West: Use: Single Family Residential, Auto Recycling Zone: RS -1b (One Family Urban (medium density) Residential). CS -1 (Service Commercial) Designation: Urban Residential, Commercial Existing Use of Property: Single Family Rural Residential Proposed Use of Property: Single Family Urban Residential Site Area: 0.935 HA (2.3 acres) Access: Extension of 239 Street Servicing: Full Urban Companion Applications: DP/094/07, VP/094/07 This application is to permit a 16 lot subdivision in the R-3 (Special Amenity Residential District) and R-1 (Residential District) zones. A requirement of the development process included the site into a Development Permit Area to ensure the form and character of the development at the Building Permit stage. The following dates outline Council's consideration of the application and Bylaws 6579-2008: The First Reading report (see attached) was considered on June 24, 2008; First Reading was granted June 24, 2008 Public Hearing was held July 23, 2008; Second and Third reading was granted on July 24, 2008. -2- Application Progress: Current market conditions have delayed this development application. Since third reading, the property has been placed for sale and a new development agent has been retained by the owners. It is expected that the new owners will pursue the completion of this development application. Alternatives: Council may choose one of the following alternatives: 1. grant the request for extension; 2. deny the request for extension; or 3. repeal third reading of the bylaw and refer the bylaw to Public Hearing. CONCLUSION: The applicant has been actively pursuing the completion of this rezoning application and has applied for a one year extension. It is anticipated that within the twelve month extension period final consideration wiJ.Ljae applied for. Prepared by; Yin Csikos Alann g T-chnician Approv ne Dir erg, ., CP, MCIP r of Planning Approved by: / Frank Quinn, MBA, P.Eng GM: Public Works & D Concurrence: J. (Jim) Rule' ief Administrative Officer JC/dp The following appendices are attached hereto: Appendix A - Subject Map Appendix B - First Reading Report ent Services 3 i4IN K • 12055 20 B AVE. 2 N 23 04 3 N 24 25 120 A LANE A B 12005 MP 27920 DEWDNEY TRUNK RD. Zem 1 P15903 85134 11995 12 11983 13 X 11971 4, 14 N a 11959 m 15 0) 119 GAVE. M h 2 a 11949 M 16 oa 11939 EL 17 11928 3 18 11927 4 ao '° 1,97a o_ 11917 m 19 r 11911 o- 20 21 11903 11 RK LMP 30402 LMP 30401 [SUBJECT PROPERTIES 1 11080 2 11970 3 11980 4 1850 5 1940 6 n 0. 11980 7 Rem A LMP 806 P 1676 Rem W 1/2 2 4.4 Rem A co M a 6 LAP 1144 N 1 N 2 LMP 1641 1 2 a,3 119 A AVE. 10 m 4 LMP 1144 4 L 5 N6 NP 16441 P 57747 14 P 88032 / P 76 0.1 w E 1676 Rem E 90' 2 1 119 B AVE 2 ii 3 23998 n 23996 r 3Rem N1/2 of B N S 1/2 of B 11951 11951 S 1/2 of 1 P 1676 11939 8 7 11880 6 11868 5 11856 4 `,i 11840 3 11828 2 A (P 21864) LMP 18051 M 1 2 A N 11903 11875 4 0) 11857 03 5 0 J 11849 6 9 LMP 1An5 N\ 10 0 LN 30 P 8051 31 32 33 rn 34 „ 119 AVE. 29 LMP LMP 24 28 N 27 H1 8051 Iji 1 26 21 25 23 8051 22 I N 21 20 118 AAVE. 16 LMP N • 17 N 18 180..1 °N1 19 35 1913 36 11907 37 11901 w 38 11893 39 r 11877 0 40 11869 0 a 41 ra n 11861 a 42 a 11853 43 11845 44 11837 45 11829 46 11821 11818 15 P 23165 52 APPENDIX A 12040 20 a Rem 21 P 86310 Rem N1/2 3 P 7893 PCI 37 P 67082 11968 Rem 2 P 7893 11922/54 P 7893 4 N 1/2 1 P 7893 11888 6 11852 5 11846 a District of Pitt Meadows 23942 & 23948 DEWDNEY TRUNK SCALE 1:2,500 District of Langley MAPLE RIDGE :1rr5n CORPORATION OF THE DISTRICT OF MAPLE RIDGE PLANNING DEPARTMENT DATE: Nov 14, 2007 FILE: RZ/094/07 BY: PC APPENDIX B MAPLE RIDGE 6-i[isai CGh!,n I,ia Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Gordon Robson DATE: June 4, 2008 and Members of Council FILE NO: RZ/094/07 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: First Reading Maple Ridge Zone Amending Bylaw No.6579-2008 23948, 23942 Dewdney Trunk Road EXECUTIVE SUMMARY: An application has been received to rezone the subject property from RS -3 (One Family Rural Residential) to R-1 (Residential District) and R-3 (Special Amenity Residential District), to permit a 16 lot subdivision. This application is in compliance with the Official Community Plan. RECOMMENDATIONS: 1. That Zone Amending Bylaw No. 6579-2008 be given first reading and be forwarded to Public Hearing; and 2. That the following terms and conditions be met prior to final reading. i) Removal of the existing buildings; and ii) The submission of a planting plan acceptable to the District and the deposit of a security for a landscaping buffer between the proposed residential area and the adjacent commercial use. DISCUSSION: a) Background Context: Applicant: Owner: Legal Description: Slade Dyer & Associates Slade Dyer Margit U Lieder, Nicole A Pierce East Half Lot 2 Except: Firstly: East 90 Feet and Secondly: Parcel C (Reference Plan 84992), Section. 16, Township 12, NWD, Plan 1676; and East 90 Feet, East of Half Lot 2 Except: Parcel D (Refernce Plan 84993), Section 16, Township 12, NWD PLAN 1676 OCP: Existing: Proposed: Zoning: Existing: Proposed: Surrounding Uses North: South: East: West: Use: Zone: Designation Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: Companion Applications: b) Project Description: Urban Residential Urban Residential RS -3 (One Family Rural Residential) R-1 (Residential District), R-3 (Special Amenity Residential District) Public Works Yard (District of Maple Ridge) P-6 (Civic Institutional) Institutional Single Family Residential RS -lb (One Family Urban (medium density) Residential) Urban Residential Single Family Residential RS -1b (One Family Urban (medium density) Residential), RS -3 (One Family Rural Residential) Urban Residential Single Family Residential, Auto Recycling RS -lb (One Family Urban (medium density) Residential). CS -1 (Service Commercial) Urban Residential, Commercial Single Family Rural Residential Single Family Urban Residential 0.935 HA (2.3 acres) Extension of 239 Street Full Urban SD/094/07, DP/094/07, VP/094/07 An application has been submitted to rezone the property located at 23948 Dewdney Trunk Road and 23942 Dewdney Trunk Road from RS -3 (One Family Rural Residential) to R-1 (Residential District) and R-3 (Special Amenity Residential District) to permit the subdivision into 16 lots. The proposal calls for six R-3 (Special Amenity Residential District) lots facing Dewdney Trunk Road with vehicle access from the rear and pedestrian access from the front. Additionally, ten large R-1 (Residential District) lots are proposed accessed from the northern extension of 239 Street connecting to the existing 1198 Avenue cul-de-sac. It is proposed that the existing buildings located on these Tots will be demolished. -2- Currently, the 119B Avenue cul-de-sac has a temporary access directly onto Dewdney Trunk Road. This temporary access was established over a single family lot by way of a Section 219 Restrictive Covenant and Statutory Right -of -Way registered at the. Land Titles Office when the subdivision was originally created in 1989. It was the intent that the temporary Dewdney Trunk Road access would be moved when access to the south was established. This application, therefore, would eliminate the direct vehicular access from this cul -de -sec to Dewdney Trunk Road and the owner of the lot where access is currently located would be able to construct a single family home. With the removal of the vehicular access to Dewdney Trunk Road, in order for this neighbourhood to maintain a sense of walkability, a pedestrian walkway is proposed connecting the existing residential area Dewdney Trunk Road and the commercial centre located across the street. The walkway will be dedicated through a subdivision application and placed over a right-of-way for the existing water line. As some of the proposed lots back onto an active auto recycling centre, the proponent will be required to develop and place security for a suitable landscape screen between the two opposing land uses. This condition was also a requirement prior to final zoning on the lands to the south that back onto the same commercial property. This landscape buffer may be composed of a continuous evergreen hedge, wooden fence, masonry wall or any combination thereof, installed or planted so that no person is able to see through it. c) Planning Analysis: OfficjjI Community Plan: The proposed lot numbers 1-10 facing 239 Street are designated Urban Residential on Schedule "B" of the District of Maple Ridge Official Community Plan (OCP). The development of these lots is subject to the "Neighbourhood Residential Infill" policy of the OCP and is subject to the criteria found in Section 3-19. The R-1 (Residential District) zone correlates with the Neighbourhood Residential designation. The proposed lots 11-16 facing Dewdney Trunk Road are also designated Urban Residential on Schedule "B" of the District of Maple Ridge Official Community Plan (OCP) however, the development of these lots is subject to the "Major Corridor" policy of the OCP as they have frontage on an existing Major Road Corridor as identified on Figure 4 and is subject to the criteria found in Section 3-20. R-3 (Special Amenity Residential District) zone correlates with the Major Corridor Residential designation. Both the Neighbourhood Residential and the Major Corridor Residential designations permit a range of housing types. The proposal complies with these land use designations and aids in the objective to direct urban growth within the Urban Area Boundary. The development as proposed furthers the Official Community Plan's aim "to manage residential growth through infill and intensification in a manner that respects neighbourhoods and the existing physical character of the surrounding areas". -3- Neighbourhood Residential Infill Compatibility Criteria Neighbourhood Infill development on a property is permitted subject to compliance with the following criteria: i) The infill development is on a property that is larger than the prevailing lot size of the surrounding neighbourhood. The subject properties are larger than the prevailing lot size in the surrounding neighbourhood. This application meets the criteria. ii) the proposed lot area and widths should be not less than 80% of the lot area and width prescribed in the predominate or adjacent zoning in the surrounding neighbourhood: The predominant zone in this area is RS -1b (One Family Urban (medium density) Residential). The minimum width for the R-1 (Residential District) zone is 12 metres and for the RS -1b (One Family Urban (medium density) Residential) zone is 15 metres; 12 is 80% of 15. The required lot area under this criteria is 445.6m2 and all proposed Tots exceed this figure. It is also important to note that the applicant has proposed a wider width than the minimum to ensure compatibility with the neighbourhood. This application meets the criteria. iii) The proposed lot configuration is similar to the prevailing lot pattern that exists within the neighbourhood. The proposed lot configuration conforms to the lot pattern in the neighbourhood. This application meets this criterion. iv) The proposed housing form is consistent in scale and massing to that of the surrounding neighbourhood. The lot coverage for all residential zones in this area is 40%. The proposed zoning is consistent with this single family residential neighbourhood and the housing form regulations in the R-1 (Residential District) zone are not dramatically different than the surrounding residential Tots. The R-1 (Residential District) lots are proposed to be slightly larger than the minimum to ensure that the housing form will be consistent in scale with the existing established neighbourhood. This application meets this criterion. Major Corridor Residential Infill Compatibility Criteria Major Corridor Residential Infill development on a property is permitted subject to compliance with the following criteria: i) Building forms such as single detached dwellings, duplexes, triplexes, fourplexes, townhouses, apartments, and small lot intensive residential developments subject to Policy 3-21 -4- The proposed building forms will respect and reinforce the physical patterns and characteristics of those established in the existing neighbourhood. To create a consistency to the look along this stretch of Dewdney Trunk road, the R-3 (Special Amenity Residential District) lots will be similar to the small lot infill located 2 blocks west on Dewdney Trunk Road. A maximum height of two and one-half storeys with an emphasis on ground oriented units for all development except for apartments The proposed R-3 (Special Amenity Residential District) houses will not be higher than 2.5 storeys as the zone limits the height of buildings to 2 storeys within this zone. The houses are ground oriented and will have direct pedestrian access at the front of the house onto Dewdney Trunk Road with vehicular access at the rear. iii) A maximum height for four storeys for apartments This criterion does not apply to this proposal. iv) Adherence to Development Permit Guidelines for Multi -family and intensive residential developments as outlined in Chapter 8 of the Official community Plan. The R-3 (Special Amenity Residential District) zone portion of the development will be subject to an Intensive Residential Development Permit which will be the subject of a future report to Council. Zoning Bylaw: A preliminary review of the plans in relation to the Zoning Bylaw requirements has revealed that the proposal complies with all aspects of the bylaw. Subdivision and Dev�Ii mentSarvicing Bylaws A Development Variance Permit is required to support retention of the above ground utility company plant along the south side of Dewdney Trunk Road. This Development Variance is supported by Council Policy 9.05. A development variance application has been made in support of the proposed development plan and will be subject of a future report to Council. Development Permits: The Intensive Development Permit Area is designated under Section 919.1(1)(e) of the Local Government Act to establish guidelines for the form and character of Intensive Residential Development. The purpose of an Intensive Residential Development Permit is to provide a greater emphasis on high standards in aesthetics and quality of the built environment while protecting important qualities of the natural environment. The desired outcome is an environment that is safe, attractive, people -friendly and environmentally responsive. -5- Applications for Development Permit will be assessed against the following key concept guideline concepts as follows: 1. Neighbourhood cohesiveness and connectivity should be maintained through the design of varied yet compatible buildings, in materials used and in architectural styles, in landscapes and in recreational areas, and by facilitating a range of transportation choices. 2. A vibrant street presence is to be maintained through a variety of housing styles, by maintaining street parking and by directing garage structures and off-street parking to the rear of a property accessible by a lane. The proponent has applied for a Development Permit which will be the subject of a future Council Report. It will be necessary for Council to approve a Development Permit prior to a Building Permit being issued. Development -Information Meeting: A Development Information Meeting was held on May 21, 2008 from 6:30pm to 8:30pm at Alexander Robinson School. There were a total of 11 people in attendance with 4 comment sheets returned. Attendees appeared to be in mixed favour of the project with two major concerns: 1) Transportation issues such as increased traffic on currently dead end streets, emergency vehicle access and construction traffic. It has always been the intention to remove the temporary road access to Dewdney Trunk Road off of the single family lot when access is established from the South. The Engineering Department has confirmed that this access is not necessary. The proposed street pattern has been favourably reviewed by the Fire Department. Construction traffic must adhere to all District Bylaws when working within the District of Maple Ridge, including (but not limited to) the Noise Bylaw for hours of construction, Highway and Traffic Bylaw for the placement of commercial trucks on public roads, and the Watercourse Protection Bylaw for sand and silt on the streets. 2) Density issues such as size and number of lots. The development as proposed meets infill density regulations as outlined in the Official Community Plan. d) Citizen/Customer Implications: The application as proposed will open up previously dead end streets as currently 119A Avenue, 119B Avenue and 239 Street are no -through roads. The development of the infill lands will thus result in a new traffic pattern for the existing neighbourhood allowing for improved traffic circulation. -6- Interdepartmental Implications: Engineering Department: A review of servicing requirements by the Engineering Department indicates that urban services exist in this neighbourhood and a Rezoning Development Agreement is not required. Any additional servicing that may be required will be achieved at the subdivision stage. Parks & Leisure Services Department: The Parks & Leisure Services Department have identified that after the subdivision is completed they will be responsible for maintaining the street trees. In the case of this project it is estimated that there will be an additional 16 trees which is based on one tree per lot; final subdivision design will provide exact numbers. The Manager of Parks & Open Space has advised that the maintenance requirement of $25.00 per new tree will increase their budget requirements by $400.00. Fire Department: The Fire Department is in favour of the proposed road connections and provided the following additional comments: • As soon as houses are vacant ensure measures are in place to secure house and recheck on regular basis to ensure house remains secure against unauthorized entry. • Houses are to be secured against unauthorized entry at all times even during the demolition phase. f) Intergovernmental Issues: Ministry of Environment: In accordance with the Environmental Management Act and the Contaminated Sites Regulation (CSR), the District received a site profile on the subject property. It was determined that a Schedule 2 reference, "E10 - Sites which have been or likely have been contaminated by substances migrating from other properties" was applicable to this site and the site profile was forwarded to the Ministry of Environment for action in accordance with Section 7 of the Contaminated Sites Regulation. The proponent conducted both phase I and phase II environmental site assessments that were forwarded on for the Ministry to review with the site profile. The reports initially indicated that concentrations of the contaminant MTBE exceeded the Contaminated Sites Regulation for drinking water standards in groundwater from one monitoring well on the site. A follow up Environmental report concluded that the CSR drinking water standards do not apply at the site as there are no drinking wells being proposed. As such, the Ministry of Environment had concluded this site is exempt from the site profile process and has allowed the proponent to proceed with local zoning approval. -7- CONCLUSION: The proposed development conforms to the land use designations outlined in the Official Community Pian. It is therefore recommended that application RZ/094/07 be favourably considered and that Maple Ridge Zone Amending Bylaw No. 6579-2008 be read a first time and be forwarded to Public Hearing. 'l i • Prepared by/ Jen Csikos Planning Technician Appr• by: MCP, MCIP of Planning Approved byE Frank Quinn, MBA, P.Eng dJ GM: Public Works & Development Services 1 Concurrence: J. L. (Ji Rule Chief A ministrative Officer JC/dp The following appendices are attached hereto: Appendix A - Subject Map Appendix B - Zone Amending Bylaw No. 6579-2008 Appendix C - Proposed Subdivision Plan -8- r tibin 20 B AVE. 2 r 12055 P.3 25 120 A LANE 9 N 26 A g 12005 MP 27920 DEWDNEY TRUNK RD. b 4em1 E P 15903 85134 11995 12 11983 13 11971 .0 14 r- 0- 0< 11959 15 1196 AVE. 3 11928 4 rb 1j9,8 a 5 18 11927 11017 g 19 11011 a 20 11803 21 RI( O. J LMP 30402 a LMP 30401 SUBJECT PROPERTIES 11880 11970 N o I11 MO N N m N m n 4 11050 5 10 11940 a 6 11930 N Rem A LMP 806 11 P1676 Rem W 1/2 2 Rem A a o: L.4P 11.4, 1 2 LMP 1641 1 2 „3 m 119AAVE. " 10 LMP 1144 4 N5 N6 LOP 184{ P 57747 14 P 88032 Of P 6676 N W E m o: Rem E 90' 2 1 2 {V 119 B 3 AVE. 23988 Y- 233264 239064 Rem N 1/2 Of B o. S 1/2 of B 11951 S 1/2 of 1 P 1676 11939 8 v. N 7 11880 6 11888 5 11556 4 11840 3 O. 118 J 2 A (P 21864) LMP 10051 2 N 11903 0 11875 4 u1 11857 m 5 11849 6 N10 LMP Fins LIN 30 P 8051 31 „♦ 32 01 N _ N1 N 33 34 119 AVE. Nl+ 29 N LMP LMP 24 9 8 28 N 8 27 6051 Of 26 N 25 n 23 8061 22 I0 a, 21 S 20 ear 118 AAVE. 1 e 16 LMP 111818 o � 17 N 18 18081 19 35 11913 36 11907 37 11901 38 11893 39 11877 40 11805 n. 41 4.1 42 11853 43 11845 44 11837 45 11829 46 11021 foo a 2 15 P 23165 52 Append A 12040 20 a Rem 21 P 86310 Rem N1/2 3 P 7893 o PCI 37 P 67082 11988 Rem 2 P 7893 11922/54 P 7893 4 N1/21 P 7893 11688 6 11852 5 11845 O. District of Pitt Meadows 23942 & 23948 DEWDNEY TRUNK SCALE 1:2,500 District of Langley CORPORATION OF THE DISTRICT OF MAPLE RIDGE PLANNING DEPARTMENT DATE: Nov 14, 2007 FILE: RZ/094/07 BY: PC Append;X CORPORATION OF THE DISTRICT OF MAPLE RIDGE BYLAW NO. 6579-2008 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. 6579-2008." 2. Those parcels or tracts of land and premises known and described as: East Half Lot 2 Except: Firstly: East 90 Feet and Secondly: Parcel C (Reference Plan 84992), Section 16, Township 12, New Westminster District Plan 1676, and East 90 Feet East Half Lot 2 Except: Parcel D (Refernce Plan 84993), Section 16, Township 12, New Westminster District Plan 1676 and outlined in heavy black line on Map No. 1430 a copy of which is attached hereto and forms part of this Bylaw, are hereby rezoned to R-1 (Residential District) and R-3 (Special Amenity Residential District) - shown hatched. 3. Maple Ridge Zoning Bylaw No. 3510 -1985 as amended and Map "A" attached thereto are hereby amended accordingly. READ a first time the day of , A.D. 200 . PUBLIC HEARING held the day of , A.D. 200 . READ a second time the day of , A.D. 200 . READ a third time the day of , A.D. 200 . RECONSIDERED AND FINALLY ADOPTED, the day of , A.D. 200 . MAYOR CORPORATE OFFICER 0 20.0 K RD. 20.0 N17970 ro N i LMP 30401 N ro N RP 8 P 88032 N Lc; RP 85321 is ti 11980 2 a) 71960 CN CN 238 B ST. 20.0 3 4 71950 5 CD r--- 11.940 11940 d 6 17930 7 c0 a aa Rem A LMP 806 LMP 1642` P 1676 Rem W 1/2 2 cN N Rem A 8 N10 LMP 11 a 1 h2 44 N 119 A AVE. ct • 4 `SMP 1144 LMP 16 �1 �2 ca 41 c:h3 co '-LMP 1145 co N4 N5 LMP 16 ry6 41 oa oa 7 ha P CN w a) .526 ha 1676 N 0 CT) N CO CO 291 3 N 23998 ,rp 23996' 4 coina Rem N 1/2 of B Do 58`36? 4 S 1/2 of B 11951 S 1/2 of 1 P 1676 0.943 ha 17.939 n 26.2 r 8aa f` N 0 7 11880 CO m J 6 11868 I.-- LMP �1 N 180512 2 g ry 17.4037 0 ao m cti 3 11875 4 18.0 0 co 11857 5 1— LM 30 N 0 Iri P 31 ti 32 ti 18051 33k- 34O2 o 119 AVE. 29 28Ni LMP LM P Ch 27N 26N 18051 18051 7.5 35 11913 36 11907 w z Q — J 37 11901 38 17893 7n 39 0 11877 0°40 11869 MAPLE MIDGE ZO\E AVENDI\G Bylaw No. 6579-2008 Map No. 1430 From: RS -3 (One Family Rural Residential) To: R-1 (Residential District) and R-3(Special Amenity Residential District) — 5 411867 N RW Rem NRW 86310 CP 86310 I/4MP 381 I Rem c. N3/2 P 7893 Pc! 37 P 67082 11.968 cO 0 N 0_ ct Rem P. 78 11922/54 11888 shown hatched MAPLE RIDGE 9r1141-1 C9kurntia 1:2000 1 DEWDNEY TRUNK ROAD 1544 119 ave ifn EX ACCESS TO OTR TO BE CLOSED AND RESTORED TO A SINGLE FAMILY LOT. fl.r m PROPOSED NEW ACCESS TO CUL—DE—SAC JAN 17 2008 SUBDIVISION PLAN "—MEWED APR 2 8 2003 MAPLE RIDGE PLANNING DEPARTAT'!— British Cukumhia Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Ernie Daykin DATE: June 25, 2009 and Members of Council FILE NO: RZ/O45/O8 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: Rezoning - First Extension 22692 Lougheed Highway EXECUTIVE SUMMARY: The applicant for the above noted file has applied for an extension to this rezoning application under Maple Ridge Development Procedures Bylaw No. 5879-1999. This application is to permit the development of a mixed use gaming and entertainment complex in the Town Centre Area of the District of Maple Ridge, which will replace the existing Bingo facility on 224th Street. The applicant is in the process of finalizing the work required to complete the final reading conditions. The applicant affirms their commitment to complete this project and anticipates a Final Reading date by September 2009. RECOMMENDATION: That a one year extension be granted for rezoning application RZ/O45/O8 and that the following conditions be addressed prior to consideration of final reading: i). Approval from the Ministry of Transportation; ii). Registration of a Rezoning Servicing Agreement including the deposit of security as outlined in the Agreement; iii). Amendment to Schedule "B" & "C" of the Official Community Plan; iv). A geotechnical report which addresses the suitability of the site for the proposed development and a Section 219 covenant registered on the site addressing conditions of soil stability; v). Completion of the Green Building checklist; vi). Road dedication as required; and vii). Park dedication as required. DISCUSSION: a) Background Context: Applicant: Owner: Chris Dikeakos Architects Inc. Mike Alivojvodic Great Canadian Entertainment Centres Ltd. -1- 1104 Legal Description: OCP: Existing: Proposed: Zoning: Existing: Proposed: Surrounding Uses North: South: East: West: Use: Zone: Designation Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: Companion Applications: Lot: 1, D.L.: 401, Plan: 82113 Commercial Text amendment to Appendix C (Zoning) RS -1 (One Family Urban Residential), C-3 (Town Centre Commercial) C-6 (Town Centre Gaming Facility) Commercial (Valley Fair Mall) C-3 Town Centre Commercial Commercial Recreation RS -1 Conservation 3 properties, 1 office use, 1 residential, 1 vacant 2 properties zoned C-3 Town Centre Commercial, 1 property zoned RS -1 One Family Urban Residential Commercial and Conservation Vacant C-3 Town Centre Commercial and RS -1 One Family Urban Residential Commercial and Conservation Vacant Community Gaming Facility (new zone proposed) 2.149 HA (5.31 acres) 227th Street (new connection developed) Full urban services to Town Centre Standard DP/045/08 Development Permit for a Commercial Designation, and DP/046/08 Development Permit for Watercourse Protection. This application is to permit the development of a mixed use gaming and entertainment complex in the Town Centre Area of the District of Maple Ridge. The following dates outline Council's consideration of the application and Maple Ridge Official Community Plan Amending Bylaw No. 6584-2008 and Zone Amending Bylaw No. 6585-2008. The First Reading report (see attached) was considered on July 08, 2008; First Reading was granted July 08, 2008 Public Hearing was held July 23, 2008; Second and Third reading was granted on July 24, 2008. -2- Application Progress: The work to complete the final conditions is well advanced. The applicant requires an additional two months to finalize their requirements. The applicant affirms their commitment to completing this application and anticipates a completion date no later than September 2009. The requirement of the registration of a LEED Section 219 Restrictive Covenant is no longer pertinent and has been replaced by a Green Building checklist with the adoption of the Town Centre Area Plan. This plan, adopted on November 4, 2008, introduced Development Permit Area Guidelines that apply to this proposed development. These guidelines will assist in ensuring the required high standard of low impact development is met. The registration of a form and character development permit that addresses these standards and a watercourse protection development permit will be required prior to development occurring. Alternatives: Council may choose one of the following alternatives: 1. grant the request for extension; 2. deny the request for extension; or 3. repeal third reading of the bylaw and refer the bylaw to Public Hearing. CONCLUSION: The applicant has been actively pursuing the completion of this rezoning application and has applied for a one year extension. It is anticipated that within the next few months final consideration will be applied for. Prepared by: Diana Hall Planner ed by: Jane Pickering, MCP, MCIP Dir ctor if PI nrning Approved by:,' Frank Quinn, MBA, P.Eng GM: blic ■ - & Development Services Concurrencd, J.L. (Ji ) Rule ./ Chief Administrative Officer DH/dp The following appendices are attached hereto: Appendix A - Subject Map Appendix B - First Reading Report 3 79 10 13 1837 12 P 8615 8 11 LOUGHEED HWY. P 4834 W E 6 P 476 7 0 9 a, m 0_ 0_ A Tc : -1 n wg ROYAL ORES. BCP 8886 A 11771 REM. 8/ N 12 11876 13 1866 14 15 16 P91E0 17 18 19 6 to 11869 0. 5 11857 SELKIRK AVE. 11934 14 El P 13017 1 2 N P 86. 20 CO 0 0_ F • 5 21 P 76002 A y r` C/7 z 1 15 11 w 16"' a 0 rn w P 12503 AN N1 Rem. P 9819 11) O 10 N 0_22 698 Rem. 23 P 18056 M n m 2 3 a 11876 SELKIRK AVE Rem. 2 11858 11844 1 0- -LMP -LMP 21534 c+1 118 AAVE. r- oo a 9 - RW RW 79939 NN LMP 34065 (LEASE) LMP 46901 APPENDIX A LP 59674 LMP 26960 LP 76344 LMP 25642 (LEASE) SUBJECT PROPERTY P 82113 11684 1R 17 District of Pitt Meadows SCALE 1:2,500 iL�1 • gas tr a 10,k7PA-- p 1 i0 E 0 District of Langley r 10 River 1 4? N h 50 Q N ro a 0_ LMS 951 A LM P 10032 51 P 21553 11862-86 N n 68 P 57408 LMP 95 2 LMS 1873 Rem. 63 P 51655 'PP08 Rem. 5 P 13497 • 3 11681- 11763 LMS 804 1 LMS1172 21 20 GILLEY AVE. 19 18 17 P '1553 16 RITCHIE AVE. 12 NW 1830 11 11692 2 10 n 11682co a 9 11672 a 4 8 11662 5 7 E d5 15 14 22692 LOUGHEED HWY MAPLE RIDGE Brit iSh Coiumnu CORPORATION OF THE DISTRICT OF MAPLE RIDGE PLANNING DEPARTMENT I DATE: May 26, 2008 FILE: DP/046/08 BY: PC APPENDIX B MAPLE RIDGE Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Gordon Robson DATE: June 26, 2008 and Members of Council FILE NO: RZ/045/08 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: First Reading Maple Ridge Official Community Plan Amending Bylaw No. 6584-2008 and Maple Ridge Zone Amending Bylaw 6585-2008 22692 Lougheed Highway EXECUTIVE SUMMARY: An application has been received to rezone the subject property from C-3 (Town Centre Commercial, RS -1 (One Family Urban Residential) to proposed new Zone C-6 Community Gaming Facility to permit the development of a mixed use gaming and entertainment complex in the Town Centre Area of the District of Maple Ridge, which will replace the existing Bingo facility on 224th. The development proposal includes a LEED standard building. This application has been integrated with the long range transportation plan of the District of Maple Ridge to extend 227th Street. The developer will be required to complete this portion of 227th Street, which is consistent with the objectives of the Official Community Plan. The proposed landscape plan includes pedestrian and bicycle amenities that are reflective of the Town Centre Concept. The District's approved Capital Plan includes funding that will allow for pedestrian and traffic safety improvements including curb extensions, crosswalks, and medians south of the proposed development. Gaming Facilities are within provincial jurisdiction, and any application for relocation or expansion must comply with provincial requirements for notification. These requirements will be discussed further in this report. Although consistent with the general intent of the Town Centre Concept Plan, gaming facilities are not a defined use within District of Maple Ridge bylaws. For this reason, this application will require a number of bylaw amendments in order to be realized. RECOMMENDATIONS: 1. That Maple Ridge Official Community Plan Amending Bylaw No. 6584-2008 be given first reading and be forwarded to Public Hearing; 2. That in accordance with Section 879 of the Local Government Act opportunity for early and on- going consultation has been provided by way of posting Official Community Plan Amending Bylaw No. 6584-2008 on the municipal website and requiring that the applicant host a Development Information Meeting, and Council considers it unnecessary to provide any further consultation opportunities, except by way of holding a public hearing on the bylaw; 3. That Maple Ridge Official Community Plan Amending Bylaw No. 6584-2008 be considered in conjunction with the Capital Expenditure Plan and Waste Management Plan; 4. That it be confirmed that Maple Ridge Official Community Plan Amending Bylaw No. 6584- 2008 is consistent with the Capital Expenditure Plan and Waste Management Plan; 5. That Zone Amending Bylaw No. 6585-2008 be given first reading and be forwarded to Public Hearing; 6. That Off -Street Parking Space and Loading Amending Bylaw No. 6590-2008 be given first, second and third reading; 7. That Subdivision and Development Services Amending Bylaw No. 6589-2008 be given first, second and third reading; and 8. That the following terms and conditions be met prior to final reading of Zone Amending Bylaw No. 6585-2008. i) Approval from the Ministry of Transportation; ii) Registration of a Rezoning Servicing Agreement including the deposit of security as outlined in the Agreement; iii) Amendment to Schedule "B" & "C" of the Official Community Plan; iv) A geotechnical report which addresses the suitability of the site for the proposed development and a Section 219 covenant registered on the site addressing conditions of soil stability; v) The registration of a LEED Section 219 Restrictive Covenant; vi) Road dedication as required; and vii) Park dedication as required. DISCUSSION: a) Background Context: Applicant: Chris Dikeakos Architects Inc. Mike Alivojvodic Owner: Golden Ears Motor Inn Limited Legal Description: Lot: 1, D.L.: 401, Plan: 82113 -2- OCP: Existing: Proposed: Zoning: Existing: Proposed: Surrounding Uses North: South: East: West: Use: Zone: Designation Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: Companion Applications: b) Project Description: Commercial Text amendment to Appendix C (Zoning) RS -1 (One Family Urban Residential), C-3 (Town Centre Commercial) C-6 (Town Centre Gaming Facility) Commercial (Valley Fair Mall) C-3 Town Centre Commercial Commercial Recreation RS -1. Conservation 3 properties, 1 office use, 1 residential, 1 vacant 2 properties zone C-3 Town Centre Commercial, 1 property zoned RS -1 One Family Urban Residential Commercial and Conservation Vacant C-3 Town Centre Commercial and RS -1 One Family Urban Residential Commercial and Conservation Vacant Community Gaming Facility (new zone proposed) 2.149 HA (5.31 acres) 227th Street (new connection developed) Full urban services to Town Centre Standard DP/045/08 Development Permit for a Commercial Designation, and DP/046/08 Development Permit for Watercourse Protection. This development proposal is a replacement, relocation and expansion of the existing public gaming facility (the Haney Bingo Plex) within the District of Maple Ridge. The Haney Bingo Plex is currently located at 11887 224th Street, is 1590 m2 in size and consists of a 501 seat bingo facility and a 54 seat coffee shop. The proposed new facility will be relocating to 22692 Lougheed Highway, is proposed to be 4000 m2 in size and is an integrated mixed-use entertainment and community gaming facility with the following components: Bingo Slots 500 seats 150 -3- Racebook/Sportsbook 30 positions Community Room 232 m2 (2,500 sq ft) Restaurant/ bar 150 seats A parking structure of 303 parking stalls is to be provided as part of the development. The project site is bound by Lougheed Highway to the north, a new road (extension of 227th Street) to the west, a service access road with a commercial development to the east, and the existing conservation area with single and multi -family residential beyond and to the south. The District requires the completion of 227th Street, which will be detailed in the Rezoning Servicing Agreement, thereby requiring the developer to assume this responsibility as a condition of Final Reading. The District's Capital Plan included funding that will allow for pedestrian and traffic safety improvements on 227th Street to the south of the proposed development. These improvements include medians, curb extensions, crosswalks and landscaping. The entrance of the proposed facility is oriented on what will be its widest side, 227th Street. The site bridges commercial development along the Lougheed corridor, and residential development to the south of the property. This transition is reflected in the building design. The proposal reflects the objectives of the District of Maple Ridge in the Town Centre Concept Plan. The building design incorporates a green roof and a green wall. Bicycle and pedestrian amenities are included in the landscape plans. The overall goal of this development site is to certify the structure to a silver rating under the Leadership in Energy and Environmental Design (LEED) Standard. Continuity with southern residential development will be achieved through the presence of the conservation area at the south portion of the property. Tree retention in this area will create sightlines of the natural hillside and the "green wall" of the community gaming centre beyond. The adjacent property to the west is also a future development site, and is owned by the same property owners as the subject property. Although separate from the subject application, a small portion of this adjacent property will be graded to support the 227th Street extension. c) Planning Analysis: In order to realize this development, a number of bylaw amendments will be required, as described below. Official Community Plan: This development is anticipated to be intensively used by local residents and therefore is considered consistent with the stated direction for development in the Town Centre. However, gaming is not a prescribed use in the Zoning Bylaw, which will need to be amended accordingly. The Official Community Plan will therefore require an amendment that recognizes this new use. The appropriate OCP amendment is to Appendix C (Zoning), which aligns permissible zoning in Land Use Designations. -4- The extension of 227th Street complies with the District's long range plans and has been identified in Official Community Plans for years. The Official Community Plan, which was adopted on November 14, 2006, outlines the 227th Street extension in Appendix E, Figure 4, the Proposed Corridor Network Plan. This road will provide a direct North - South link for vehicular and pedestrian traffic in the area to the Town Centre as well as the future Abernethy Way. The road will also provide pedestrian and cycling links to existing and future waterfront, parks. The applicant will be required to construct this road as a condition of zoning approval. An adjustment of the existing Conservation boundary will be required to reflect the dedicated park area, triggering an amendment to Schedules "B" and "C" of the Official Community Plan. Maple Ridge Town Centre Concept Plan In the Town Centre Concept Plan, which has been endorsed by Council, the suggested use of the site is for a combination of commercial, residential, and park/conservation. A Greenway (a multi- purpose trail intended for the protection and passive enjoyment of environmentally sensitive areas) was noted along the Terasen Gas right-of-way along the eastern edge of the subject property, but found to be not feasible. At present, a separated sidewalk for pedestrian use is noted on the 227th Street alignment. No bikeway is indicated, however, the Engineering Department notes that if required, such a deficiency would be addressed through a Rezoning Servicing Agreement. It should be noted that where there is a conflict between a proposed use which is consistent with the land use designation and the Town Centre Concept Plan, the land use designation as defined by the Official Community Plan will take precedence. The Official Community Plan designates this site for Commercial and Conservation use, which is consistent with this development proposal. Cycling amenities are provided with bicycle lockers and pedestrian amenities are included in the Landscape Plan. In addition, the LEED silver standard building is consistent with the objectives of the Concept Plan. The Planning Department is currently preparing the Maple Ridge Town Centre Area Plan, based on the Concept Plan vision, and supports the use proposed for this site. Zoning Bylaw: In order to realize this development, there are 2 proposed amendments to the Zoning Bylaw. These include the inclusion of a definition for gaming in the Part 2 Interpretations Section of the Zoning Bylaw, as well as the introduction of a new zone - the C-6 Community Gaming Facilities Zone. The purpose of this new zone is to permit controlled gaming activities into sites that Council has specifically approved for this purpose. Parking Bylaw: As a result of this application, the Parking Bylaw will have to be amended to recognize gaming as a use. The traffic report prepared by Bunt and Associates suggests that based on other municipalities with similar facilities (such as Coquitlam), the appropriate amount of required parking should be assigned at 0.42 stalls per gaming seat or position. This parking formula will be included in the bylaw amendment. -5- Part III Section 3.7 of the Off -Street Parking Bylaw notes that for Multiple Use Developments, the shared parking facilities of two or more Commercial, Educational, Assembly, Civic and Institutional establishments may be permitted when supported by a parking study. In no case can the total amount of parking provided be less than 75% of the total required by the individual uses. The applicant has commissioned a traffic study to assess the appropriate number of required parking stalls for this development proposal. The report used a combination of pertinent parking requirement information from the Maple Ridge Bylaw and that of other local municipalities. As community gaming is not currently a defined use in the Zoning Bylaw, parking information from other municipalities is appropriate to use. The following table has been derived from the traffic study submitted by Bunt and Associates in support of this application. It outlines the component uses being proposed by this application, and suggests that shared uses may be in order. For instance, it assumes that the cafe/bar component of the facility would in most instances be patronized by users of the gaming facility, and therefore not require as much parking as a stand alone restaurant. This rationale for a reduction of the overall parking requirement is based on sound criteria, has been quantified by a qualified professional, and provides 89% of the total parking requirements for individual uses. On this basis, these findings are supportable and meet the conditions of the parking bylaw. Component Unit Rate Used Stalls Required # of stalls Link trip reduction Revised Stall Total Bingo 500 Seats Observed at similar facility 0.42 210 210 Slots 150 positions 63 _ 63 Racebook 30 positions 13 13 Cafe / Bar 150 Seats Maple Ridge Bylaw 1 per 4 seats 38 90% 4 Community Room 2500 square feet 1 per 20m2 12 5% 11 Total 336 300 (89%) Subdivision and Development Servicing Bylaw: The Subdivision and Development Servicing Bylaw must be amended in order to recognize the new C-6 Community Gaming Facility and require full urban services as a condition of rezoning and subdivision. Development Permits: This application will require 2 Development Permits concurrently with receiving Final Reading. One of these is for watercourse and natural features protection; the other is for Commercial Development. The applicant has secured professional services to assess the site for the purpose of natural features protection. For Commercial Development Permit, the applicant met with the Advisory Design Panel on June 10, 2008 towards advancing this project. -6- Advisory Design Panel: The Advisory Design Panel met on June 10, 2008 to discuss the Form and Character of this application. The application was supported, with the request that the Applicant consider- the following: • Location of the public patio and use: The applicant noted that the current locations of the patios enhance both the interior use and the exterior view of the structure. • Layout of native plant use on the south side: The applicant noted that in sensitivity to the native plant materials used, the layout is unstructured, in order to emulate the natural vegetation of the region, and will include species found in the conservation area and others suitable for these micro -climatic conditions. The general appearance will be shrubs and groundcovers planted in sweeping shapes, with conifers and deciduous trees planted in clusters. Further details will be clarified during the Commercial Development Permit Process. • Review of the entry, as it appears congested: The applicant notes that although the layout may look congested on the plans, in practice this would not be the case. • Increased screening on the east side / Safety of the parkade requires further review: The applicant has reviewed their plans with the RCMP and incorporated their suggestions in to the plans. These plans will be reviewed further as the application proceeds to Development Permit stage. RCMP/ Crime Prevention through Environmental Design Considerations: The RCMP have reviewed the application for its potential to minimize crime and property damage. Suggestions were made for the plans for street furniture, lighting, the bicycle parking/employee access area, the parking structure, waste receptacles and street furniture. The applicant has incorporated these suggestions in their application. Development Information Meeting: A Development Information Meeting was held on June 17, 2008, and 77 attendees signed in with estimates of possibly 100 people attending the meeting in total. Of the comments received, 80% were either positive or neutral while 20% of the comments expressed concerns Positive comments noted the good quality architectural expression of the project; the environmental initiatives; and positive impact on the Downtown core. Neutral comments did not oppose the community gaming facility but suggested alternative uses for the site. Some in the immediate vicinity of this site expressed a desire to see the facility located away from their neighbourhood. Of the negative comments, the principal concern was the extension of 227th Street with its associated concern over noise, traffic volume and safety for pedestrians. -7- d) Citizen/Customer Implications: Local charities in Maple Ridge directly benefit from gaming. In the previous year, ninety three local organizations received 2.7 million dollars in government gaming grants. The host municipality directly receives a portion of the gaming revenues derived entirely from slot machines in direct proportion to consumer demand. Employment estimations provided by the Great Canadian Gaming Corporation indicate that 60-70 full time positions are required for this proposed operation. In 2006, the District of Maple Ridge commissioned a report to assess public attitudes towards gaming. This report, titled Public Consultation on Expanded Gaming in Maple Ridge notes that while there is considerable public awareness of potential problems associated with gaming facilities, on balance, there is a great deal of public support for these facilities. The reasons for this support relate to the recognition that local bingo facilities provide local charities with needed funding. The Great Canadian Gaming Corporation notes that the facility is proposed to have state of the art monitoring systems and diligent security detail within and around the building. Gambling addiction services are provided in partnership with British Columbia Lottery Commission. These services include an on-site responsible gaming information centre which is staffed by a responsible gaming officer. Upon personal request, a self exclusion program is available. e) Interdepartmental Implications: Licences. Permits. and Bylaws A liquor primary establishment is proposed for this facility. This facility will have to be appropriately licenced for this purpose, and the conditions of the license will stipulate the number of seats and the permitted hours of operation that the establishment must conform to. Notification to affected residents is a requirement of the Liquor Control and Licensing Branch (LCLB) of the provincial government. Engineering Department: The Engineering Department has outlined the servicing deficiencies on the site and appropriate measures required to bring full urban services to the site. The applicant has secured an engineering firm to develop a servicing design for which a cost estimate will be provided, which in turn will be used to determine the amounts of security and cash payment to be included in the Rezoning Servicing Agreement. In general, the works to be completed include: • 227th Street will need to be completed by the developer from Lougheed Highway, to 227th at the south of the property; • The traffic signal at 227th and Lougheed Highway will need to be completed by the developer; • Provision of municipal sanitary sewer, water and storm drains will be required of the developer; • All utility services must be underground; • Geotechnical input will be required at the design stage to complete the road design; -8- • Boulevard trees are required along the frontages of the road • Ornamental streetlights are required. The complete requirements for the off-site works will be identified in the Rezoning Servicing Agreement which is a condition of Final Reading. The applicant has secured a transportation planning firm to assess traffic impacts and required parking for this proposal. The findings of this research so far indicate the following: • The Lougheed Highway/ 227th Street intersection currently operates well within capacity and will continue to do so in 2013; • It is estimated that the development will generate 393 trips in the weekday PM peak and 299 trips in the Saturday peak; • The Lougheed Highway/ 227th Street intersection will continue to operate within capacity in 2008 and 2013 with the addition of site traffic from the development; The Engineering Department is coordinating with this firm towards additional research to ensure the scope of the traffic impact research will meet the requirements of both the District and the Ministry of Transportation. Parks & Leisure Services Department: The Parks and Leisure Services Department notes that the Maple Ridge Town Centre Concept Plan will be used as a guide for this development proposal, and supports the neighbourhood connectivity that this application will advance. From a Social Services point of view Parks and Leisure recognizes that the Gaming Operation is controlled by the Provincial Government and will therefore need to comply with the appropriate licensing and regulations. Additional comments have been provided for the subsequent Development Permit and Building Permit to address, which relate to: • the separated sidewalk and its landscape treatment; • the installation of street furniture to the downtown standard; • street lighting, and hanging baskets consistent with 227th Street on the north side of Lougheed; • Pavement treatment design with defined pedestrian areas at intersections and private access drives crossing the sidewalk; • The provision of planting beds and sufficient soil volumes to support plant growth on the green walls, and in the parking lot planters; • Adequate structural design to accommodate the parking lot planters Fire Department: The Fire Department has provided comments which must be addressed at the Building Permit stage. -9- f) Intergovernmental Issues: Local Government Act: An amendment to the Official Community Plan requires the local government to consult with any affected parties and to adopt related bylaws in compliance with the procedures outlined in Section 882 of the Act. The amendment required for this application is considered to be minor in nature. It has been determined that no additional consultation beyond existing procedures is required, including referrals to the Board of the Regional District, the Council of an adjacent municipality, First Nations, the School District or agencies of the Federal and Provincial Governments. It is noted, however, that legislation around community gaming requires specific consultation with affected parties. This process is outlined later in this report. The amendment has been reviewed with the Financial Plan/Capital Plan and the Waste Management Plan of the Metro Vancouver Regional District and determined to have no impact. BC Ministry of Public Safety and the Solicitor General. Through its Gaming Policy and Enforcement Branch, this ministry regulates all gaming in British Columbia, including the operations of the British Columbia Lottery Corporation, which conducts and manages commercial gaming in the province. The Ministry also administers pertinent legislation, including the Gaming Control Act and Gaming Control Regulation Community Notification. To comply with the statutory requirements of the Gaming Control Act and Gaming Control Regulation, the District of Maple Ridge is required to consult with immediately adjacent municipalities, regional districts and first nations to inform them of the proposed changes to the gaming facility. Immediately adjacent is defined as within a five kilometre radius of the subject property. According to the Gaming Act Regulation, a potentially affected local government that receives this notice may provide written comments to the District of Maple Ridge within 30 days after the date of notice has been received. Comments are to be confined to (a) infrastructure or policing costs and (b) traffic and highway use. The Regulations indicate that the host local government must consider written comments provided that they are confined to the matters set out above and, if requested by the sender of those comments, must provide a written reply to them. Also, if a potentially affected local government. that receives a notice does not provide written comments within the 30 day period, the host local government may proceed on the basis that consultations with that municipality, regional district or first nation have taken place and are concluded. The District of Maple Ridge has notified pertinent agencies, including the Kwantlen First Nation, the Township of Langley, and the City of Pitt Meadows. Due to the proximity of the site to Kanaka Creek Regional Park, Metro Vancouver Regional District was contacted as well. Comments received will be presented at the Public Hearing. The British Columbia Lottery Corporation also requires the submission of a resolution from Council in support of both the relocation of the gaming facility and the change to include slot machines. The -10- appropriate timing for such a resolution is at second and third reading, and this matter will be addressed at that time. g) Environmental Implications: The details of the environmental impacts and restoration components for the gaming facility will be dealt with through a combined watercourse protection and natural features development permit. This Development Permit has been applied for and discussions between staff and the applicant's consultants are ongoing. The Development Permit will not be issued by staff until the site is zoned and will include reference to the following items: a conceptual stormwater and rainwater management plans; erosion and sediment control plans; enhancement and restoration plans; as well as habitat compensation plans. Details on the replanting, landscaping, and green infrastructure components proposed by the applicant will also be reviewed during the environmental DP application process stage. The District requires the applicant to provide environmental information pertaining to: the location and condition of all watercourses; identification of top of bank; watercourse setback and conservation area boundaries; geotechnical soil and slope assessments; arborist reports; a contaminated site assessment and cleanup plans. The applicant has identified likely encroachment areas into the conservation setback areas, provided justification for any encroachment and has suggested appropriate compensation. CONCLUSION: This application for a relocation and expansion of a gaming facility is consistent with the community direction for development in the Town Centre. Background reports for this use show that there is community support for such a facility. In order to realize this proposal, several bylaw amendments are required, for the Official Community Plan, for the Zoning Bylaw, the Off -Street Parking Bylaw, and the Subdivision and Servicing Bylaw. These have been outlined in the report, and the proposed bylaw amendments are attached to this report. This development proposal will develop concurrently with the extension of 227th Street. Towards this end, the Engineering Department is collaborating with the applicant towards redress of additional work that will need to be completed prior to Final Reading. V il�rn��, Prepared by: Diana Hall Planner Approve of Planni CP, MC1P Approved by:/ Frank Quinn, MBA, P.Eng GM: Pu•Iic Works & Develop i - • Services 'Add° Concurrence: J. L. (J' ) Rule Chief a dministrative Officer The following appendices are attached hereto: Appendix A - Subject Map Appendix B - OCP Amending Bylaw 6584-2008 Appendix C - Zone Amending Bylaw 6585-2008 Appendix D - Off Street Parking and Loading Amending Bylaw 6590-2008 Appendix E - Maple Ridge Subdivision and Servicing Amending Bylaw 6589- 2008 Appendix F - Site Plan Appendix G - Architectural Plans Appendix H - Landscape Plans Appendix I - LEEDS Checklist - 12 - MAPLE RIDGE British CoCumbin Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Ernie Daykin DATE: June 15, 2009 and Members of Council FILE NO: DVP/012/08 FROM: Chief Administrative Officer ATTN: CoW SUBJECT: Variance Permit 24383 125 Avenue EXECUTIVE SUMMARY: A development variance permit application has been received for property located at 24383 125 Avenue. The purpose of the development variance permit is: 1. To reduce the front setback for the existing house located on the proposed east lot from 7.5 metres to 5.4 metres; and 2. To reduce the rural road standard asphalt width of a portion of Ansel] Street and 125 Avenue from 7.0 metres to 6 metres. This application is in support of a 2 lot subdivision under the RS -2 (One Family Suburban Residential) zone. RECOMMENDATION: That the Corporate Officer be authorized to sign and seal DVP/012/08 respecting property located at 24383 125 Avenue. DISCUSSION: a) Background Context Applicant: Owner: Ernest H Buckle Ernest H Buckle, Ella P Buckle, and Iris C Rodgers Legal Description: Lot: 79, Section: 22, Township: 12, Plan: 43885 OCP: Existing: Estate Suburban Residential and Suburban Residential Zoning: Existing: Proposed: RS -3 (One Family Rural Residential) RS -2 (One Family Suburban Residential) 1105 Surrounding Uses North: South: East: West: Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: Companion Applications: Requested Variance: b) Project Description: Single Family Residential RS -3 (One Family Rural Residential) and RS -2 (One Family Suburban Residential) Estate Suburban Residential and Suburban Residential Single Family Residential RS -3 (One Family Rural Residential) and RS -2 (One Family Suburban Residential) Estate Suburban Residential and Suburban Residential Single Family Residential RS -3 (One Family Rural Residential) Suburban Residential Single Family Residential RS -3 (One Family Rural Residential) and RS -2 (One Family Suburban Residential) Estate Suburban Residential Single Family Residential Single Family Residential 0.811 HA (2.0 acres) Ansell Street and 125 Avenue Municipal Water and Septic. Municipal sewer is currently being constructed to the proposed west lot. SD/012/08 To reduce the front setback for the existing house from 7.5 metres to 5.4 metres. To reduce the standard rural road asphalt width for a portion of Ansel! Street and 125 Avenue from 7.0 metres to 6 metres. The applicant has applied to rezone the subject property from RS -3 (One Family Rural Residential) to RS -2 (One Family Suburban Residential) in support of a 2 lot subdivision with lots no less than 0.4 ha. The application received Third Reading on June 24, 2008 and the applicants will be requesting that Final Reading be granted once the Local Area Service for municipal sewer in the area is complete. -2- As part of the subdivision process, the applicant is seeking two variances, which are: 1. To reduce the front setback for the existing house located on the proposed east lot from 7.5 metres to 5.4 metres; and 2. To reduce the rural road standard asphalt width of a portion of AnseII Street and 125 Avenue from 7.0 metres to 6 metres. c) Planning Analysis: Zoning Bylaw The existing dwelling is located approximately 5.4 metres from the front lot line. The required front setback under the Zoning Bylaw for the RS -2 (One Family Suburban Residential) is 7.5 metres. As the dwelling already exists, the request to reduce the front setback is considered supportable. All other setbacks comply with the Zoning Bylaw. Subdivision and Development Servicing Bylaw Under the Subdivision and Development Servicing Bylaw, the rural road standard for asphalt width is 7.0 metres. The existing asphalt width for both AnselI Street and 125 Avenue is approximately 6 metres. The Engineering Department has reviewed the proposal and has noted that 1. The roads in this area are adequate to provide for the existing traffic and to provide for this subdivision 2. The road right-of-way widths are sufficient in accordance with the Subdivision and Development Servicing Bylaw Schedule B, Note 1(a) and (c), which states: Where a highway right-of-way width is less than the required minimum provided for in this Schedule, the Approving Officer may approve the subdivision where he is satisfied that: (a) all required services can be provided within a smaller right-of-way and (c) the lands to be subdivided already abut on an open and travelled highway the width and capacity of which, although not meeting the standard herein, need not be increased to service either the subdivision to be approved or foreseeable potential subdivision of other lands also abutting the said highway. Therefore, the request to reduce the rural road standard asphalt width from 7.0 metres to 6.0 metres is supportable. -3- CONCLUSIONS: As the requested variances are minor in nature and do not appear to pose any implications for surrounding properties, it is recommended that VP/012/08 be favorably considered. Prepared by: Michelle Bast Planning Technician Approved by: J Pickering, MCP, MCIP Director of Planning Approved by: Fq'ank Quinn, MBA, P.Eng GM: Public Works & Development Services Concurrence: J.L. im) Rule Chi f Administrative Officer MB/dp The following appendices are attached hereto: Appendix A: Subject Map Appendix B: Site Plan -4- 67 12581 12561 64 12525 55 48 68 126 AVE. P 43885 69 126 AVE. 12665 2 P 72087 12621 82 12580 1 g P 72885 2 83 2552 SUBJECT PROPERTY 1 P 70798 54 49 02, 2 79 125 AVE. P 43885 53 P 43885 50 8 M1 a 12497 1 2 10 12475 12447 1 2 10 m z z 12640 P 43885 73 12610 Append;X A 12570 2 12550 P 43885 75 12530 P 43885 76 12490 12460 a 2 12440 P 43885 78 12420 SCALE 1:2,500 District of Pitt Meadows 24383 125 AVENUE District of Langley CORPORATION OF THE DISTRICT OF MAPLE RIDGE PLANNING DEPARTMENT DATE: Feb 12, 2008 FILE: RZ/012/08 BY: PC pn Co OO. 1,„R.R 03 �v o. Oy0 0- 0 0 4. Cy 24280 24308 EP 54608 , 24358 1 243 STREET 24307 co 24325 CO &2s6 4 El -r. co ASF 0 t TO z 18'6 +#`' 0o 0 ANSELL STREET Appendit Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Ernie Daykin and Members of Council FROM: Chief Administrative Officer SUBJECT: Variance Permit 22225/22229 Dewdney Trunk Road DATE: FILE NO: ATTN: June 16, 2009 DVP/014/09 CoW EXECUTIVE SUMMARY: The applicant is proposing to construct a two-storey addition to the rear of an existing building within the Town Centre Area, and is requesting a relaxation of the minimum required height of 3 storeys for C-3 zoned properties within the Town Centre Area. The Subdivision and Development Service Bylaw requires that Plaza Street be constructed to a collector road width and to provide for street trees along Plaza Street and Dewdney Trunk Road. Since there is no opportunity at this time to acquire the additional road allowance that would permit the full collector road width to be constructed, a variance is required to exempt the applicant from providing the full collector road width and the street trees. After reviewing the application, it is recommended that DVP/014/09 be given favourable consideration. RECOMMENDATION: That the Corporate Officer be authorized to sign and seal DVP/014/09 respecting the property located at 22225/22229 Dewdney Trunk Road. DISCUSSION: a) Background Context Applicant: Owner: Legal Description: OCP: Existing: Proposed: Zoning: Existing: Proposed: Denis Prasad, Organic World Food Network Gates Holdings Inc. Parcel "A" (explanatory plan 9654), Lot 6, District Lot 399, Group 1, NWD Plan 1112 Commercial Commercial C-3 (Town Centre Commercial) C-3 (Town Centre Commercial) 1106 Surrounding Uses: North: Use: Residential Zone: RS -1 (One Family Urban Residential) Designation Commercial South: Use: Bicycle Retail Store Zone: C-3 (Town Centre Commercial) Designation: Commercial East: Use: Haney Plaza Mall Zone: C-3 (Town Centre Commercial) Designation: Commercial West: Use: Chiropractic Office Zone: C-3 (Town Centre Commercial) Designation: Commercial Existing Use of Property: Vacant Proposed Use of Property: Organic Meat Market and Restaurant Site Area: 760 m2 Access: Plaza Street Servicing: Full Urban Previous Applications: N/A Requested Variances: To vary minimum height requirement for the C-3 zone from 3 storeys to 2 storeys for the proposed addition; to vary the collector road width from 11.6m to 10.0 m; and to vary to requirement for street trees along Plaza Street and Dewdney Trunk Road. b) Project Description: The applicant is proposing to build a two-storey addition to the rear of the existing building to accommodate a restaurant on the street level and office space on the upper level. The building is located within the Town Centre Area and is zoned C-3 (Town Centre Commercial). The minimum building height for C-3 zoned properties within the Town Centre Area is 3 storeys. The applicant is requesting to vary this height requirement as the proposed addition is minor in area (a footprint of approximately 40 m2) and is to the rear of the existing building. In addition to the requested height variance, the Subdivision and Development Services Bylaw requires that Plaza Street be constructed to a collector road width (11.6 m) with sidewalks on both sides. As the existing road allowance is 15.1 m, the developer has proposed to construct a concrete curb and gutter and sidewalk along the west side of the street, as required, however the finished road width from curb to curb will only be 10.0 m, and not 11.6 m as required. The Engineering Department supports this variance as there is no opportunity at this time to acquire the additional road allowance that would permit the full collector road width to be constructed. The applicant is also requesting a variance for the requirement to provide street trees on Plaza Street and Dewdney Trunk Road. Given that the existing building has zero setback from the southern and eastern property lines and the space does not exist for a boulevard area to plant the trees, the Engineering Department supports this variance as well. -2- c) Planning Analysis: According to the C-3 (Town Centre Commercial) zone, the minimum building height is 3 storeys. Since the applicant is proposing a minor addition to the rear of an existing building, the requested variance is supportable for the two-storey addition. In accordance with Section 8.4 of the Official Community Plan, Development Permit Area Exemptions, a Development Permit is not required for the addition as the footprint is less than 100 m2. The Subdivision and Development Servicing Bylaw requires Plaza Street to be constructed to a collector road width, and provide street trees along Plaza Street and Dewdney Trunk Road. However, since there is no opportunity at this time to acquire the additional road allowance to construct Plaza Street to the full collector width and there is insufficient space to allow for street trees, the Engineering Department supports these variances. d) Alternatives: The applicant could be required to construct the addition to the required minimum height of 3 storeys. The project, in this instance, would not proceed. CONCLUSIONS: Given the minor area of the addition to the rear of the existing building and the space limitations on Plaza Street and Dewdney Trunk Road, it is recommended that DVP/014/09 be favourably considered. Prepared by: Michelle Bast Plana ni Technician Approv-..y: e'1ickering, I ?CP, MCIP or ofi Plannixr Approved by: Frank Quinn, MB P.Eng /GM: •lic +r Development Services Concurrencp4: J.L. (Jim) Rule �' Chief Administrative Officer MB/dp The following appendices are attached hereto: Appendix A - Subject Map Appendix B - Ground Floor Plan with Elevation Drawings Appendix C - Proposed Sidewalk Drawing -3- N CO N N K 0 N L P 169 917 M N 12075 P 169 I cc N 97 H N N G 12061 CHURCH AVE. P 14898 C rn N F N rn E 12035 D 0 N- 7.1 N 1 S 3374 262 N CO N N A P 3175 P 3175 5100 11965 4 r 11951 6) 5 11941 cr-Uta r 0 ) 12096 12048 A LMP 8411 4 12038 10 N N CS) N N N LMP 27701 BROWN AVE. Rem 8 P 20094 3 12028 F3 2 0 N N N P 9669 1 0) N N N SUBJECT PROPERTY 7 P 20094 P 20094 9 P 20094 10 *LMP2967 P 70168 NWS 2870 11980 N N N Rem 1 22242 0 co T w W ;A1/2 o E P 632 E 1/2 E cc cc co co N N N 79 P 36157 11960 RP 59105 tll I N E a) cc P Rem 2 8978 0) 0) N N N NWS 3233 PCI. 121 11963 NWS 418 g P 8148 H P i 6304 97 11957 11933 21 1196E 1195( 11924 Ie0 SCALE 1:1,500 City of Pitt Meadows ..Y : 5zR111ui�:r 22225/29 DEWDNEY TRUNK ROAD �,✓ District of Langley MAPLE RIDGE British E clu m bia CORPORATION OF THE DISTRICT OF MAPLE RIDGE PLANNING DEPARTMENT DATE: Mar 13, 2009 FILE: VP/014/09 BY: PC \\- SPECIALTY MEATS & MARKET 0 J O U Z L7 0 z W a Z � 05 U el Wrraem] 11VM N19 'ON00 '1SIX3 [vcxss1 ..s .99 W 0 O U 0 • z J W 5m mW • o z X O• M X W 7 Z z 9- rI090LJ s -,es TIVM NIl8 '3N00 '1SIX3 [oe ecsc LJ j 0 Q U SECTION B -B Zw O SECTION C -C 2 0 2 • 0 Z _ ( w O 3 u O O Wb (_I CL II X, 81 7-) E Bg E•L 0.W Q®41-4 aVoi TIN flf KaNamaa "F121.�- )11V/VOCIIS '3NCO ONIISIX3 N SECTION A -A NOTE: CONCRETE STRENGTH SHALL BE 35Mpa AFTER 28 DAYS. BARRIER CURB WITH GUTTER MAX. RISE CROSSING MIN. RISE CROSSING 4 MAPLE RIDGE British Columbia Deep Roots Greater Heights TO: FROM: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: June 25, 2009 and Members of Council FILE NO: Chief Administrative Officer ATTN: Committee of the Whole SUBJECT: St. Andrew's Heritage Church Hall - Heritage Alteration Permit EXECUTIVE SUMMARY: An application has been received for a Heritage Alteration Permit for St. Andrew's Heritage Church Hall. The building requires a new roof and because the site is protected by a Municipal Heritage Designation, a permit is required by the Local Government Act. The Conservation & Feasibility Plan for St. Andrew's that was recently adopted was developed to provide specific guidance for doing maintenance work on this site in a manner that complies with the Local Government Act and the Standards & Guidelines for the Conservation of Historic Places in Canada. As this site is owned by the District of Maple Ridge, the Facilities Section of the Parks & Leisure Services department put the project out for tender. A tender was awarded to Harvard Industries Ltd. and they are the applicant for the Heritage Alteration Permit. The project tender made the appropriate references to the Conservation & Feasibility Plan to ensure that the work will respect the heritage value and character of the building. RECOMMENDATIONS: It is recommended that: 1. A Heritage Alteration Permit for St. Andrew's Heritage Church Hall be issued for roof replacement under the following terms and conditions: a. The project must comply with: i. The Scope of Work (District of Maple Ridge Invitation to Quote ITQ-PI09-087); ii. St. Andrew's Heritage Church Hall Conservation & Feasibility Plan; and iii. The Standards and Guidelines for the Conservation of Historic Places in Canada. b. The project must be completed within one year of the Permit date, or the Heritage Alteration Permit will become null and void. 1107 DISCUSSION: a) Background Context: Applicant: Owner: Legal Description: OCP: Zoning: Surrounding Uses: North: South: East: West: Use: Zone: OCP: Use: Zone: OCP: Use: Zone: OCP: Use: Zone: OCP: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: b) Project Description: Harvard Industries Ltd. District of Maple Ridge Lot 4, D.L. 398, Group 1, N.W.D., Plan 59018 Port Haney Heritage Adaptive Use H-1 (Heritage Commercial) Group Home Treatment Centre P-2 (Special Institutional) Low -Rise Apartment Single -Family Residential RS -1 (One Family Urban Residential) Low -Rise Apartment Group Home - Katimavik RT -1 (Two Family Urban Residential) Port Haney Heritage Adaptive Use Masonic Temple H-1 (Heritage Commercial) Port Haney Heritage Adaptive Use Community Meeting Space Community Meeting Space 486 m2 116th Avenue and Callaghan Avenue Full Urban The background surrounding the recent adoption of the St. Andrew's Heritage Church Hall Conservation & Feasibility Plan is located in two Council reports dated, May 15, 2008 and March 10, 2009. The Conservation & Feasibility Plan for St. Andrew's was adopted by Council on March 24, 2009. The site is owned by the District of Maple Ridge and managed by the Maple Ridge Historical Society. Approximately one year ago, it was determined that the roof on this municipally designated heritage building is near the end of its lifespan. The roof was previously replaced in 1983 in a manner that was not consistent with the original, as split shakes were used instead of the original sawn shingles. The outcomes of the Conservation & Feasibility Plan concurred with this assessment. The attached District of Maple Ridge Invitation to Quote and "Scope of Work" was provided to potential contractors in the Invitation to Quote document and it specifies that the roofing work is to be consistent with the Conservation & Feasibility Plan recommendations. The Facilities Section of the Parks & Leisure Service department awarded the re -roofing contract to Harvard Industries Ltd. The contractor is the applicant for the required Heritage Alteration Permit has agreed to remain in compliance with the Scope of Work and the Conservation & Feasibility Plan. c) Planning Analysis: Sections 967, 972, and 973 of the Local Government Act refer to the requirement of local governments to approve a Heritage Alteration Permit for any work on a protected heritage site. Consistency with Official Community Plan and Town Centre Area Plan The roofing work on St. Andrew's Heritage Church Hall is consistent with the following policies in the Official Community Plan: 4-40 Maple Ridge will encourage the conservation and designation of significant heritage structures and natural and cultural landscape features in each neighbourhood. 4-44 Maple Ridge will endeavour to use tools available under Provincial legislation more effectively to strengthen heritage conservation in the District. Other planning tools will also be utilized where appropriate to establish a comprehensive approach to heritage management in the District. The work on this designated building is also consistent with the following Town Centre Area Plan Policy: 3-33 Adaptive re -use of heritage properties is encouraged to enable the longevity of use and ongoing conservation of historical resources. d) Citizen/Customer Implications: The roofing project for St. Andrew's will enhance the heritage value of the site and prolong the building's lifespan as an important piece of tangible history for the community to experience and enjoy. Both the Maple Ridge Historical Society and the Maple Ridge Community Heritage Commission had input into the Conservation & Feasibility Plan, so there was no need for further input on the proposed construction project. e) Interdepartmental Implications: The Planning Department and the Parks & Leisure Services Department worked closely on developing the recently adopted Conservation & Feasibility Plan. The Planning Department will continue to review and process Heritage Alteration Permits for St. Andrew's and all other legally protected sites in Maple Ridge. CONCLUSION: The roofing project, as it is proposed, will enhance the site's heritage value, while maintaining St. Andrew's Church in a good state of repair. The recommendation in this report to issue a Heritage Alteration Permit, with specific conditions, is based on heritage conservation practices proposed for this project that are recognized as the appropriate approach by the heritage branches of the Provincial and Federal governments. 011)ji30114;fq Prepared by: Lis o a si ak Ap i � r P�41100711.1117 r Planner roved 1)y ' Ja - - Direc anning .C.I.P. Approved b Frank Quinn, M.B.A., P. Eng. General Manager of Public Works & Development Concurrence: J.L. (Jim) ' ule r Chief Administrative Officer Attachments: Appendix 1 - Scope of Work Appendix 2 - Roof Specifications Provided by Heritage Consultant 7.1PP2ndix District of Maple Ridge Scope of Work District of Maple Ridge Invitation to Quote ITQ-PL09-087 - St. Andrew's Heritage Hall Roof Replacement SCOPE OF WORK PART 1- GENERAL 1.1 INTRODUCTION One of the oldest surviving brick churches on the British Columbia mainland, St. Andrew's is a physical link to the early development and settlers of the District of Maple Ridge. Deeded to municipal ownership in 1963, the church was restored in 1982-83 as a community facility, a function that it still serves. As such, it is a very important symbol of the history of Maple Ridge, as well as a living part of the community. Overall, St. Andrew's has been very well cared for. After 120 years, it remains in active use, is a source of local price and a key resource in Historic Port Haney. There are, however, maintenance and repair issues that need to be addressed. Additionally, this facility faces some functional challenges that affect its operation and utility. On September 5, 2008, a presentation on renewal options for this historic site was made to the Maple Ridge Historical Society. The meeting was held in St. Andrew's, and was followed by a lively discussion of options. As the Society members are fully familiar with its history and operations, many useful suggestions were made regarding how to achieve the goal of renewal. Through this process, a comprehensive plan of conservation, renewal and maintenance was developed for this important heritage resource.' One of the recommendations is the replacement of the cedar shingle roof. The following Sections outline the requirements for the completion of this project. 1.2 PROJECT DESCRIPTION • The successful contractor will supply all labour, materials, tools and other equipment, services and supervision required to complete: a) the careful removal of the existing shingle roofing of the principal roof, porch roof, belfry roof and belfry cladding; b) removal of all rotten and deteriorated strapping and sheathing, and removal of all rotten and deteriorated strapping; c) sheathing and the comprehensive replacement, repair and renewal of the cedar shingle roof. Conservation & Feasibility Plan by Donald Luxton & Associates Inc, October 2008. Page 19 of 30 ITQ-PL09-087 District of Maple Ridge Scope of Work 1.3 RELATED SECTION • Refer to excerpts from the Conservation & Feasibility Plan by Donald Luxton & Associates Inc, October 2008 attached as Appendix I. • As St. Andrew's is a designated heritage site, any exterior work will require the issuance of a Heritage Alteration Permit. As there are no interior features that are identified in the designation bylaw, this will apply only to exterior work. Any interior work will require the issuance of standard building permits. In order to properly assess the impacts of any interventions to the site, the District of Maple Ridge should formally adopt the Standards and Guidelines for the Conservation of Historic Places in Canada as the basis for the review of any permits relating to heritage projects.2 It will be the responsibility of the successful contractor to obtain the required alteration and building permits. 1.4 REFERENCE DOCUMENTS (not provided) All work to be completed in accordance with: • ALSC (American Lumber Standards Committee) - Grading Rules. • AWI/AWMAC (Architectural Woodwork Institute) - Quality Standards. • NIST (National Institute of Standards and Technology) PS 20 - American Softwood Lumber Standard. 1.5 SUBMITTALS Include in your Quotation submittal the following: • Samples: Submit loose cedar shingle sample prior to mock-up. • Qualification Statement: Installer qualifications, including previous projects. 1.6 QUALITY ASSURANCE • Quotation submissions should include the installer qualifications: a) Minimum three (3) years experience in work of this Section. b) Successful completion of at least three (3) projects of similar scope and complexity within past five (5) years. • Knowledge of the Standards & Guidelines for the Conservation of Historic Places in Canada, Department of Canadian Heritage (2003). 2 Conservation & Feasibility Plan by Donald Luxton & Associates Inc, October 2008. Page 20 of 30 ITQ-PL09-087 District of Maple Ridge Scope of Work 1.7 MOCK-UP • If awarded the contract, the successful contractor will be required provide mock-ups of following components: a) Fitted four courses high by four shingles wide for the roofing. b) Fitted three courses high by three shingles wide for the belfry cladding. • Including associated nails, battens, attachments, flashing and caulking. • Locate where directed. PART 2 - PRODUCTS 2.1 MATERIALS • The roof is to be re-covered with #1 red cedar shingles (C.S.A. 0118-1) Blue Label perfections, pressure treated. • Shingles are to be 18" shingles, minimum 7/16" at butt. Grain must be clear and straight, free of knot, twist, crown or wane. • 1" x 6" pressure treated Douglas Fir Ridge (lapped joints sealed with Lexol Brand caulking) ex. #1 material, true, straight and free of knots and butt grain over a 8" wide galvanized sheet metal ridge cap. • Fasten with approved corrosion -resistant nails long enough to penetrate the batten and show 1/4" below. • Nails: zinc coated, aluminum or stainless steel. PART 3 - EXECUTION 3.1 PREPARATION Prior to installation, condition existing and repair wood to average humidity that will prevail after installation. 3.2 SHINGLE INSTALLATION • Install shingles at 4.5" to weather with triple under shingles and a 1 1/2" overhang at eaves. • Nails to penetrate the batten and show 1/4" below, 2 per shingle. Staples are not to be used. • Open valleys and ridge cap are to be flashed with 24 g. galvanized sheet steel. • All flashings are to be renewed and shall extend a minimum of 12" from all abutments. • Eave protection of approved roofing felt 36" wide with a 3/8" overhang. • Space between shingles no less than 1/4" and no more than 3/8". • Joints in any one course should be separated no less than 1/2" from joints in adjacent courses and in any three courses, no two joints should be in direct alignment. • Flat grain shingles wider than 8" should be split in two before nailing. Page 21 of 30 ITQ-PL09-087 District of Maple Ridge Scope of Work • Knots and similar defects should be treated as an edge of the shingle and the joint in the course above placed 11 " from the edge of the defect. • Tamp insulation below strapping to create a 1 inch air space between the strapping and insulation. • Entrances to building to be protected with a covering to deflect construction materials and debris. 3.3 COMPLETION On completion, promptly remove all debris and restore grounds to its former state, leaving site clean and available to public. Remove all debris from gutters, downspouts and groundwater drains. 3.4 CORRECT WORK Any work which not in accordance with the specifications shall be taken down and removed from the site and properly re -constructed on request of the Project Manager at no cost to the District. 3.5 PROTECTION OF WORK AND PROPERTY The Contractor shall maintain continuously adequate protection of all his work from inclement weather and damage and shall protect the property from all injury arising in connection with this contract. He shall make good any such damage or injury, except such as may be directly due to errors in the contract documents. He shall protect adequately adjacent property as required by law and the contract documents. 3.6 CLEANING UP The contractor shall, at all times, keep the premises free from accumulation of waste material or rubbish caused by his employees or work and store waste away from buildings at all times. At the completion of the work he shall remove all his rubbish from and about the building and all his tools, scaffolding and surplus materials, and shall leave his work "broom clean" or its equivalent, unless more exactly specified. 3.7 SECURING THE SITE The construction site must be kept secure from public access from the start of construction until the work is completed. Page 22 of 30 ITQ-PL09-087 District of Maple Ridge Scope of Work 3.8 DISPOSAL OF MATERIALS Materials may be salvaged by the Bidder. All building materials, debris and hazardous material are to be disposed of off site by the Bidder in accordance with applicable Federal, Provincial and Local laws and regulations. The Bidder will be requested to demonstrate these materials have been properly disposed of. Should the Bidder fail to follow proper disposal methods, the Bidder, at his/her own expense shall be responsible for all resulting cleanup and disposal. No material is to be buried or burned on site. Failure to remove all materials will result in the District making other arrangements and deducting the costs from the amount owed to the Bidder. END OF SECTION Page 23 of 30 ITQ-PL09-087 District of Maple Ridge Appendix I APPENDIX I Excerpts from the Conservation & Feasibility Plan by Donald Luxton & Associates Inc, October 2008. 3.2.3.6 Roof The principal roof, porch roofs and belfry are currently clad in inappropriate split cedar shakes. These were installed during the restoration works of 1983. The principal roof and porch roof are gabled and the belfry is pyramidal. An overhang projects from the principal roof to protect the wall below The fascia and soffits are constructed in plywood and chipboard. There are gutters and downspouts on the east and west elevations of the principal roof and entrance porch. The condition of the existing cedar shake roof was assessed from the belfry, which showed that the ridge joint had opened and the tin flashing has slipped. This allows water to penetrate the building, however, no evidence was visible on the ceiling finish so it was concluded that this form of weathering was in its early stages or that the moisture is able to evaporate in the attic space. The metal flashing at the junction of the south wall and vestibule is also showing signs of lifting, which results in a weak point in the building's protection. Once again, there was no obvious evidence on the interior wall finish. The shakes covering the roofs and belfry were replaced during the 1982-1983 works and are displaying natural weathering, such as warping, lifting and splitting. Due to the proximity of the adjacent trees, biological growth in the form of moss and algae has built up on the shakes, exacerbating the signs of ageing. There is no evidence in archival images, in the attic, or in the shingles encased within the belfry, that there was ever a stain or colour treatment on the original cedar shingle roof. Therefore, none is proposed for the restored roof. The gutters appear to have been well maintained and there was no visible build-up of debris or obvious breaks in joints. Recommended Repairs: The cedar shake roof is at the end of its lifespan. A new, cedar shingle roof should be installed as quickly as possible. In the meantime the flashings should be repaired, particularly at the ridge and junction between vestibule and church, and any slipped shingles refixed. During the replacement, consideration should be given to replacing the soffit with a more appropriate material, such as tongue -and -groove boards instead of chipboard. Conservation Intervention: Restoration • Install appropriate cedar shingle roof (sawn shingles, not split shakes). • Restore soffits with appropriate wooden material. Page 28 of 30 ITQ-PL09-087 District of Maple Ridge Appendix I Interior of roof space Current condition of principal roof ridge showing slipped flashing and open ridge allowing moisture penetration Heritage Church Hall following replacement of shingles on roofs and belfry (1983 MRM&A P05362) Roof soffit formed in inappropriate chipboard and plywood Page 29 of 30 ITQ-PL09-087 District of Maple Ridge Appendix I View of belfry and south apex, 1974. Note outline of removed trefoil (MRM&A P00043) Belfry with wood clad posts and tongue -and - groove ceiling View of belfry and south apex, 2008 Interior structure of Belfry showing shingle cladding on wide nailing battens Page 30 of 30 ITQ-PL09-087 /ppenol ix a. ST ANDREW'S HERITAGE HALL CEDAR SHINGLE ROOFING Page 1 of 3 Part 1 General 1.1 SUMMARY 1.2 SECTION INCLUDES .1 All labour, materials, tools and other equipment, services and supervision required to complete: .1 Careful removal of the existing shingle roofmg of the principal roof, porch roof, belfry roof and belfry cladding. .2 Removal of all rotten and deteriorated strapping and sheathing, and removal of all rotten and deteriorated strapping .3 Sheathing and the comprehensive replacement, repair and renewal of the cedar shingle roof 1.3 RELATED SECTIONS .1 Refer to Conservation & Feasibility Plan by Donald Luxton & Associates Inc, October 2008. 1.4 REFERENCES .1 ALSC (American Lumber Standards Committee) - Grading Rules. .2 AWFAWMAC (Architectural Woodwork Institute) - Quality Standards. .3 NIST (National Institute of Standards and Technology) PS 20 - American Softwood Lumber Standard. 1.5 SUBMITTALS .1 Samples: Submit loose cedar shingle sample prior to mock-up. .2 Qualification Statement: Installer qualifications, including previous projects. 1.6 QUALITY ASSURANCE .1 Installer Qualifications: .1 Minimum three (3) years experience in work of this Section. .2 Successful completion of at least three (3) projects of similar scope and complexity within past five (5) years. .2 Standards & Guidelines for the Conservation of Historic Places in Canada, Department of Canadian Heritage (2003). 1.7 MOCK-UP .1 Provide mock-ups of following components: .1 Fitted four courses high by four shingles wide for the roofmg ST ANDREW'S HERITAGE HALL CEDAR SHINGLE ROOFING Page 2 of 3 .2 Fitted three courses high by three shingles wide for the belfry cladding .2 Include associated nails, battens, attachments, flashing and caulking .3 Locate where directed. Part 2 Products 2.1 MATERIALS .1 The roof is to be re-covered with #1 red cedar shingles (C.S.A. 0118-1) Blue Label perfections, pressure treated. .2 Shingles are to be 18" shingles, minimum 7/16" at butt. Grain must be clear and straight, free of knot, twist, crown or wane. .3 1" x 6" pressure treated Douglas Fir Ridge (lapped joints sealed with Lexol Brand caulking) ex. #1 material, true, straight and free of knots and butt grain over a 8" wide galvanized sheet metal ridge cap. .4 Fasten with approved corrosion -resistant nails long enough to penetrate the batten and show 1/" below. .5 Nails: zinc coated, aluminum or stainless steel. Part 3 Execution 3.1 PREPARATION .1 Prior to installation, condition existing and repair wood to average humidity that will prevail after installation. 3.2 SHINGLE INSTALLATION .1 Install shingles at 4.5" to weather with triple under shingles and a 11/2" overhang at eaves. .2 Nails to penetrate the batten and show 1/4" below, 2 per shingle. Staples are not to be used. .3 Open valleys and ridge cap are to be flashed with 24 g. galvanized sheet steel. .4 All flashings are to be renewed and shall extend a minimum of 12" from all abutments. .5 Eave protection of approved roofing felt 36" wide with a 3/8" overhang. .6 Space between shingles no less than 1/4" and no more than 3/8". .7 Joints in any one course should be separated no less than'/" from joints in adjacent courses and in any three courses, no two joints should be in direct alignment. .8 Flat grain shingles wider than 8" should be split in two before nailing. ST ANDREW'S HERITAGE HALL CEDAR SHINGLE ROOFING Page 3 of 3 .9 Knots and similar defects should be treated as an edge of the shingle and the joint in the course above placed 1 '/2" from the edge of the defect. .10 Tamp insulation below strapping to create a 1 inch air space between the strapping and insulation .11 Entrances to building to be protected with a covering to deflect construction materials and debris. 3.3 COMPLETION .1 On completion, promptly remove all debris and restore grounds to its former state, leaving site clean and available to public. .2 Remove all debris from gutters, downspouts and groundwater drains. 3.4 CORRECT WORK .1 Any work which not in accordance with the specifications shall be taken down and removed from the site and properly re -constructed on request of the Project Manager. 3.5 PROTECTION OF WORK AND PROPERTY .1 The Contractor shall maintain continuously adequate protection of all his work from inclement weather and damage and shall protect the property from all injury arising in connection with this contract. He shall make good any such damage or injury, except such as may be directly due to errors in the contract documents. He shall protect adequately adjacent property as required by law and the contact documents. 3.6 CLEANING UP .1 The contractor shall at all times keep the premises free from accumulation of waste material or rubbish caused by his employees or work and store waste away from buildings at all times. At the completion of the work he shall remove all his rubbish from and about the building and all his tools, scaffolding and surplus materials, and shall leave his work "broom clean" or its equivalent, unless more exactly specified. END OF SECTION MAPLE RIDGE British Columbia Deep Roots Greater Heights District of Maple Ridge TO: His Worship Mayor Ernie Daykin DATE: June 8, 2009 and Members of Council FILE NO: E02-036-007 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: 2008 TransLink MRN Minor Capital Program Agreement 0827-1102 EXECUTIVE SUMMARY: As a TransLink member, the District receives funds for capital improvements to the Major Road Network (MRN) under the Minor Capital Program. These finds are based on a cost share basis for applicable components. These contributions are included in the District's Financial Plan. To formalize the transfer of funds, agreements between the District and TransLink are required to be executed. Attached for Council's approval for execution is an agreement for work on 232 Street between Dewdney Trunk Road and Abernethy Way. The budget for this project included TransLink funding which was approved by Council in 2008. Execution of the agreement will permit the District to receive the funding for this project. The agreement is attached for Council's approval for execution. RECOMMENDATIONS: THAT the Corporate Officer be authorized to sign and execute MRN Minor Capital Program Agreement No. 0827-1102, as attached to the staff report dated June 8, 2009. DISCUSSION: a) Background Context: The Capital Works Program identified a safety enhancement project for 232 Street from Dewdney Trunk Road to Abernethy Way. This safety enhancement involves the installation of roadway lighting which was undertaken in 2008. The budget for this project included TransLink funding which was approved by Council in 2008. TransLink contribution towards the project is up to $37,984.00. To formalize the transfer of funds for all municipal MRN projects, TransLink has developed an agreement and forwarded it to the District for execution. 1108 b) Intergovernmental Relations/Partnerships: Council has directed that the District develop and maintain strong positive working relationships with TransLink and other governmental agencies. This agreement is consistent with Council's direction and reinforces the relationship with TransLink. c) Citizen/Customer Implications: The installation of roadway lighting will provide improved road safety for all users. d) Interdepartmental Implications: The Engineering, Finance and Operations Department collaborate in the administration of TransLink agreements. e) Financial Implications: The current Financial Plan includes TransLink funding and the agreement will formalize the transfer of the funds. f) Policy Implications: The recommendation is in accordance with the approved Council budget and the Districts membership in TransLink. CONCLUSION: The project approved by Council is approaching the appropriate time to arrange for the transfer of funds from TransLink. The agreement is attached for Council to approve for execution. Prepared by: Aird w Wood, PhD., PEng. icipal Engineer Approved by: Frank Quinn, M: Eng. General Manager: ' ublic Works and Development Services Financia! Trevor Thompson, CGA Concurrence: Manager of Financial Planning AW/mi C� e Concurre= J.L. (Jim) Rule / Chief Administrative Officer 2008 MRN Minor Capital Program Agreement No. 0827-1102 2008 MRN Minor Capital Program AGREEMENT Agreement No. 0827-1102 THIS AGREEMENT made the day of , 20_ BETWEEN: AND: South Coast British Columbia Transportation Authority, having an office at 1600 - 4720 Kingsway, Burnaby, BC, V5H 4N2 ("TransLink") OF THE FIRST PART The District of Maple Ridge having an office at 11995 Haney Place, Maple Ridge, BC V2X 6A9 (the "Municipality") OF THE SECOND PART The parties hereby agree as follows: 1.0 Definitions 1.1 In this Agreement, the following terms will have the following meanings: "Eligible Costs" will mean direct capital costs, properly and reasonably incurred and paid solely and specifically in relation to the Project, as described in the Major Road Network (MRN) Minor Capital Program Description and Guidelines issued by TransLink, as amended from time to time. Such costs would usually be capitalised in the financial records of the Municipality; "Project" will mean upgrading of 232 Street: Dewdney Trunk Road to Abernethy Way, as described in Schedule "A"; "Work" will mean everything to be provided and performed by the Municipality in relation to the Project. 2.0 SCBCTA Act 2.1 The Municipality acknowledges that TransLink may, by bylaw, establish standards for all or any part of the major road network, including the Project (once added to the MRN, if South Coast British Columbia Transportation Authority Page 1 of 9 2008 MRN Minor Capital Program Agreement No. 0827-1102 not currently part of the network), in accordance with the South Coast British Columbia Transportation Authority Act (the "Act"). 3.0 Project 3.1 The Municipality represents and warrants that: 3.1.1 it has the capacity and authority to enter into this Agreement; 3.1.2 this Agreement is valid and binding on the Municipality; 3.1.3 it has the skills and experience necessary to carry out the Project; and 3.1.4 it has developed and approved the Project requirements and budget set out in Schedule "A" in a professional, competent and diligent manner. 3.2 The Municipality will undertake and complete the Project, at its expense: 3.2.1 in accordance with the requirements set out in Schedule "A" for the Project; 3.2.2 by December 31, 2009 or such later date as requested by the Municipality and agreed to in writing by TransLink; 3.2.3 in a professional, competent, timely and diligent manner, in accordance with acceptable industry standards; and 3.2.4 in compliance with all applicable laws, statutes, regulations, by-laws, and directions of all governmental and statutory authorities issued under lawful authority. 3.3 The Project will be considered complete when: 3.3.1 the Work is ready for use, or is being used, for its intended purpose; and 3.3.2 the total value of all incomplete, defective and deficient Work does not exceed 3% of the maximum Project budget set out in Schedule "A". 3.4 Any requests from the Municipality for a material change in the Project scope of work, or an increase in the maximum Project budget, or an extension to the deadline for completion stipulated in s. 3.2.2, must be submitted in writing to TransLink's Manager, Roads and Bridges. No changes in the scope of work, maximum Project budget, or deadline for completion will be effective unless and until approved in writing by TransLink, in its sole and absolute discretion. 3.5 The Municipality confirms that: 3.5.1 the Municipality has developed and approved the Project requirements and budget set out in Schedule "A"; South Coast British Columbia Transportation Authority Page 2 of 9 2008 MRN Minor Capital Program Agreement No. 0827-1102 3.5.2 the Municipality will be responsible for completing the Project in accordance with this Agreement; 3.5.3 notwithstanding anything contained in this Agreement, TransLink will not be responsible in any way for: 3.5.3.1 any deficiency or defect in the Project design, specifications, requirements or budget; 3.5.3.2 any deficiency or defect in the Work or completion of the Project; or 3.5.3.3 any costs of completing the Project in excess of the Project budget set out in Schedule "A". 3.5.4 TransLink will have the right to advertise or promote its participation in the Project. TransLink's participation in the Project may be advertised or promoted in any media format including, and without limiting the generality of the foregoing: signs at the Project; print, radio and television advertisements; and, electronic advertising on the World Wide Web. The Municipality retains the right to approve of the location of signs at the Project and the content of advertisements or promotions, such approval not to be unreasonably withheld. 3.5.5 The Municipality will contact TransLink's Roads and Bridges department staff when preparing press releases, preparing for the release of any public information, or organizing public events, to ensure that TransLink has an opportunity to provide input prior to the release of information. The Municipality will, in all its publications, news releases, public communications and presentations regarding the Project, acknowledge TransLink's role in funding the Project. The Municipality will provide TransLink Roads and Bridges staff with milestone information that may be used to promote the Project and the MRN Minor Capital Program. The Municipality will provide TransLink, through Roads and Bridges department staff, with at least 14 days' notice of any proposed public announcement or ceremony related to the Project. 4.0 TransLink Contribution 4.1 For the Project, TransLink will reimburse the Municipality, for actual Eligible Costs incurred in connection with the Project, up to the lesser of (a) $37,984.0° (b) 50% of [actual Eligible Costs less contributions from provincial and federal governments or agencies], within 30 days after completion of the Project (as defined in s. 3.3) and receipt of the following: 4.1.1 a written certificate, executed by the Municipality's City Engineer (or equivalent) that the Project has been completed in accordance with s. 3, and meets or exceeds engineering specifications and standards set out in Schedule "A", if any, and those engineering specifications and standards established by the Municipality for the Project or for similar projects; and South Coast British Columbia Transportation Authority Page 3 of 9 2008 MRN Minor Capital Program Agreement No. 0827-1102 4.1.2 a Project cost statement, certified by the Municipality's Chief Financial Officer (or equivalent), which must include the total amount of Eligible Costs, the total amount of provincial and federal contributions to the Project (if any), and the following statement: "1 certify that the Eligible Costs as stated have been incurred by the Municipality, are attributable to this Project, are correct, and are net of the Municipal GST rebate." 4.2 The Project budget specified in Schedule "A" will be inclusive of all applicable taxes. 4.3 All Eligible Costs submitted to TransLink for reimbursement under s. 4.1 must be substantiated by supporting documentation. Any undocumented costs will not be reimbursed by TransLink. 5.0 Records and Audit 5.1 The Municipality will maintain accurate and complete records in relation to all Project costs, including, without limitation, supporting documentation of all Eligible Costs and other expenditures related to the Project, from the date of this Agreement until two years after the Municipality receives payment of TransLink's contribution to the Project. 5.2 TransLink will have the right to enter upon the Municipality's premises for the purpose of auditing Project costs at any time during normal business hours. Without limiting the generality of the foregoing, TransLink will have the right to inspect and copy any records relating to Project costs, including any supporting documentation. 6.0 Indemnity and Release 6.1 The Municipality will indemnify and save harmless TransLink, its subsidiaries, and their directors, officers, employees and agents, (collectively the "Indemnified Parties") from and against any and all losses, claims, complaints (including, without limitation, complaints pursuant to human rights legislation), damages, actions, causes of action, fines, penalties, costs and expenses (including, without limitation, actual legal fees and disbursements) the Indemnified Parties may sustain, incur, suffer or be put to any time, either before or after the expiration or termination of this Agreement, arising out of, or in connection with the Project or the Work, including, without limitation: 6.1.1 any breach of this Agreement or anything done or omitted to be done, whether negligently or otherwise, by the Municipality or any councillor, officer, employee, agent, contractor or subcontractor of the Municipality pursuant to this Agreement; 6.1.2 the design, engineering, construction, operation, maintenance or rehabilitation of the Project or the Work, whether negligent or otherwise; or 6.1.3 any contravention or alleged contravention of applicable laws, statutes, regulations, by-laws, or directions of governmental or statutory authorities issued South Coast British Columbia Transportation Authority Page 4 of 9 2008 MRN Minor Capital Program Agreement No. 0827-1102 under lawful authority, including, without limitation, those related to the environment, environmental protection and contaminated sites; 6.1.4 the use and occupation of the Project lands, whether negligent or otherwise; or 6.1.5 any review, inspection, audit, approval, acceptance or payment by TransLink in relation to the design, engineering, construction, operation, maintenance or rehabilitation of the Project or the Work; whether or not such losses, claims complaints, damages, actions, causes of action, fines, penalties, costs or expenses relate to the acts or omissions, whether negligent or otherwise, of the Indemnified Parties. 6.2 In addition to the foregoing, and notwithstanding any other term or provision herein contained, the Municipality, for and on behalf of itself, its councillors, officers, employees, agents, contractors and subcontractors, hereby unconditionally, absolutely and irrevocably releases and forever discharges the Indemnified Parties from any and all losses, liabilities or damages, at law or in equity and whether direct, indirect or consequential, which relate to, arise out of, or are in any way connected with the design, engineering, construction, operation, maintenance or rehabilitation of the Project or the Work, whether caused by, or arising through the negligence of the Indemnified Parties. 6.3 The Municipality acknowledges that the indemnity under s. 6.1 and the release under s. 6.2 will not be affected in any way by the provisions of s. 2. 7.0 Insurance 7.1 The Municipality will, at its own expense, provide and maintain insurance with insurers licensed in British Columbia with coverage of a type, and in amounts, that any similar business, acting reasonable, would procure for a project of the scope, size and exposure of this Project, during the term of this Agreement and for any subsequent ongoing operation, maintenance and rehabilitation of the resulting infrastructure. 7.2 The Municipality shall require and ensure that each contractor and sub -contractor involved in the Project maintains insurance comparable to those required in s. 7.1. 8.0 Operation, Maintenance and Rehabilitation 8.1 The parties confirm that, once the Project is completed, the Municipality will, at its cost, operate, maintain and rehabilitate the Work, for the duration of its design life, in good condition and in good working order as part of its public works maintenance program. 8.2 The Municipality will ensure that the Work is operated, maintained, and rehabilitated in compliance with all applicable laws, statutes, regulations, by-laws, and directions of all governmental and statutory authorities issues under lawful authority, including, without limitation, any standards established by TransLink for the Work under the Act. South Coast British Columbia Transportation Authority Page 5 of 9 2008 MRN Minor Capital Program Agreement No. 0827-1102 9.0 Default and Termination 9.1 If TransLink alleges the Municipality to be in default hereunder and gives written notice thereof stipulating the default, and if such default continues for more than 30 days after the delivery of such written notice, and the Municipality has not cured the default or resolved the allegation, TransLink may elect to terminate this Agreement effective forthwith on the giving of further notice. 10.0 Dispute Resolution 10.1 Any dispute or controversy occurring between the parties hereto relating to the interpretation or implementation of any of the provisions of this Agreement will be resolved by arbitration, conducted by one arbitrator. The parties will agree on the arbitrator or, failing agreement, the arbitrator will be appointed in accordance with the rules of the British Columbia International Commercial Arbitration Centre. Any arbitration will be held in the City of Vancouver and conducted pursuant to the rules of procedure of the British Columbia International Commercial Arbitration Centre and the British Columbia Commercial Arbitration Act. 11.0 General All notices, demands, claims or other communications required or permitted hereunder will be in writing and may be delivered prepaid, sent by facsimile or sent by prepaid first class mail. Any notice delivered will be deemed to have been given or received at the time of delivery to the address of the recipient as set out below. Any notice delivered by facsimile will be deemed to be delivered on the next day following the date of transmission thereof. Any notice mailed as aforesaid will be deemed to have been given and received on the fourth day following the date of its mailing. Any notice will be addressed as follows: To: TransLink 1600 — 4720 Kingsway Burnaby, BC, V5H 4N2 Attention: Manager, Roads and Bridges Facsimile No.: (604) 453-4600 To: District of Maple Ridge 11995 Haney Place Maple Ridge, BC V2X 6A9 Attention: Mr. Andrew Wood, P.Eng. Municipal Engineer Facsimile No.: (604) 467-7425 South Coast British Columbia Transportation Authority Page 6 of 9 2008 MRN Minor Capital Program Agreement No. 0827-1102 11.2 This Agreement will be governed by and construed in accordance with the laws of British Columbia and the laws of Canada. The parties consent to the exclusive jurisdiction of the courts of the Province of British Columbia. 11.3 If any terms, covenant, or condition contained in this Agreement or the application thereof to any person or circumstance will to any extent be invalid or unenforceable, the remainder of this Agreement or the application of that term, covenant, or condition to persons or circumstances, other than those concerning which it is held invalid or unenforceable, will not be affected thereby and each term, covenant, and condition of this Agreement will be separately valid and enforceable to the fullest extent permitted by law. 11.4 Time will be of the essence under this Agreement. 11.5 The provisions contained in this Agreement constitute the entire agreement between the parties and supersede all previous communications, representations, expectations, understandings and agreements, whether written or unwritten, between the parties with respect to the subject matter of this Agreement. 11.6 The Municipality may not assign this Agreement without the prior written consent of TransLink, such consent not to be unreasonably withheld. South Coast British Columbia Transportation Authority Page 7 of 9 2008 MRN Minor Capital Program Agreement No. 0827-1102 IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and year first above written. SOUTH COAST BRITISH COLUMBIA TRANSPORTATION AUTHORITY (Authorized Signatory) Name, Title (Please print) DISTRICT OF MAPLE RIDGE (Authorized Signatory) Name, Title (Please print) (Authorized Signatory) Name, Title (Please print) South Coast British Columbia Transportation Authority Page 8 of 9 2008 MRN Minor Capital Program Agreement No. 0827-1102 Schedule "A" Municipal Project Application South Coast British Columbia Transportation Authority Page 9 of 9 2008 Major Road Network Minor Capital Program TRANS LINK Project Application Form .we, rn.oixr rnµ I.n.+. 4100., Rev. No: Date: July 4, 2008 Municipality: District of Maple Ridge Project Location: 232 Street — Dewdney Trunk Road to Abernethy Way Project Number: E02-010-127 A. Purpose of Form To gather information from municipalities on the types, costs and timing of various road projects they wish to submit for consideration by MRTAC and the Greater Vancouver Transportation Authority (GVTA) for the 2007 Major Road Network (MRN) Minor Capital Program. Instructions to fill out this form are provided below. If you require further clarification about this form, please contact Hansel Wang, Program Manager, Transportation Engineering by phone at 604-453-4570 or email at hansel wane translink.bc.ca Note: Deadline for submission is September 30, 2007. Returned forms with incomplete information will not be processed. B. Project Eligibility For details on the Program, please refer to GVTA's MRN Minor Capital Program Description and Guidelines, which can be accessed through a secured GVTA website. Contact Susan Hollingshead, Manager, Roads & Bridges for instructions if you wish to access this website. Due to more stringent financial accounting rules, studies or preliminary design work are not eligible �r MRN Minor Capital Program funding, as examples. An eligible project is any work on the MRN (i.e., within the right-of-way limits of MRN segment and with a clear majority of the proposed project on the MRN, which would consequently receive direct benefit of proposed work) that provides additional capacity, additional safety features, and/or additional roadway infrastructure to provide for the improved functioning of the network element. Examples of such work include, but are not limited to, additional lanes, turning bays, geometric improvements, full traffic signal, etc. Rehabilitation or replacement of existing infrastructure alone, such as pavement rehabilitation, is not an eligible project under this program, although it could be a component of the project, but funded through the OMR (Operations, Maintenance & Rehabilitation) Program. The only exception to this applies to the rehabilitation (but not replacement) or seismic retrofitting costs of MRN structures, which are now eligible items for cost sharing under the MRN Minor Capital Program. In addition, If an MRN Minor Capital Program project includes a bike lane on the MRN, the municipality can utilise eligible Cycling Program funding towards the cycling component of the project, provided that total GVTA funding for the overall road project does not exceed 50% of the net eligible project cost. It is important to note that submissions should be made for complete project packages. Project submissions for individual project components (e.g., street lighting only, sidewalk only, right-of-way acquisition only) will not be accepted unless they are phases of an overall multi-year project. Projects that include signalization must meet the traffic signal warrants of the TAC standards (Canadian Traffic Signal Warrant Procedure, 2003). Applications for pedestrian activated signals or special crosswalks will be evaluated on a project specific basis. Due to timing logistics and to avoid any confusion with various municipally -related capital expenditure program areas, applications for the MRN Minor Capital Program, TRRIP and the Bicycle Program will be separate. However, it is important and necessary to ensure co-ordination of these programs and to avoid any potential overlap in the program areas. Overall co- nrdination will be led by GVTA's Road & Infrastructure Planning Department, with information on these other program areas 2008 Minor Road Network Minor Capital Program Submission Deadline — September 30, 2007 Page 1 of 5 brought back to the MRN Working Group for information and comment as it becomes available. C. Project Form PART I — PROJECT DESCRIPTION, LOCATION AND TIMING Location: (i.e. if work is corridor -based, provide name of corridor and the begin and end points. If work is intersection -based, provide location of main and cross streets, etc.). A drawing, map, or ortho photos MUST be included in the application showing the location and project limits. 232 Street from Dewdney Trunk Road to Abernethy Way Type: ❑ 1. New Road Construction ❑ 5. Signal Progression D 2. Existing Road (corridor) Improvement 0 6. Pedestrian -Related Facility (e.g., crosswalk, ped. signal) ❑ 3. Intersection Improvement (e.g., turn bays, signal upgrade) 0 7. Structure ❑ 4. New Vehicle Signal ❑ 8. Other (please specify) Scope: (e.g. construction of an eastbound left turn bay, installation of a traffic signal, road widening from 2 to 4 lanes, etc.) Please also specify which components of the project involve rehabilitation of the existing infrastructure and other non - eligible cost, if any. Installation of davit streetlights and mast arm luminaires on hydro poles (drawings attached) Additional MRN Lane -km Expected: (Indicate the quantity of lane -km anticipated to be added to the MRN resulting from this project) Nil Timing: (Provide the following key milestone dates of the proposed project) Activity Council Approval for Project Property Acquisition Design Construction Start Date Yes N/A January 2008 July 2008 Finish Date Yes N/A April 2008 August/September 2008 2008 Minor Road Network Minor Capital Program Submission Deadline — September 30, 2007 Page 2 of 5 PART H — PROJECT JUSTIFICATION Please describe why the project is required and the anticipated benefits (e.g. increased vehicular capacity, traffic safety, improved network connectivity, etc.) of implementing the project. Quantitative information should be included as much as possible, although qualitative information will be accepted. • improved corridor safety for vehicles, pedestrians and cyclists • corridor leads to Maple Ridge Park & Golden Ears Provincial Park, and our emerging development (Silver Valley) • this is a transit route If this is a signalization project (both traffic and pedestrian signals), please indicate if it meets an appropriate signal warrant (2003 TAC standard is required). A copy of the warrant analysis MUST be attached to this application. 0 Yes — Additional Comments © No — Additional Comments Please provide further information regarding co-ordination of proposed signal with any adjacent signals on the MRN. 2008 Minor Road Network Minor Capital Program Submission Deadline — September 30, 2007 Page 3 of 5 PART 1I1- PROJECT COST ESTIMATES Eligible Project Costs: Listed below are project components that are eligible for funding. Please note that planning studies, infrastructure rehabilitation or replacement (except for the structural rehabilitation), landscaping and boulevard improvements, street furniture and beautification are not eligible project costs. For further information, please refer to the MRN Minor Capital Program Description and Guidelines. It is important to note that the eligible cost -share components should form a complete proiect package as much as possible. Project submissions for individual components (e.g., street lighting only, sidewalk only, right-of-way acquisition only) will not be accepted. Applications for pedestrian activated signals or special crosswalks will be evaluated on a project specific basis. PROJECT COST COMPONENTS DESCRIPTION/ADDITIONAL INFORMATION ESTIMATE ($) Right -of -Way Acquisition Construction Works D Clearing/removal D Utility relocation D Road work D Curb and gutter D Sidewalk D Drainage work D Street lighting Streetlights (including conduits, wiring, bases, lighting & other appurtenances) 72,468 D Traffic control devices D Retaining walls/structure D Others (specify) D Others (specify) D Others (specify) Subtotal of construction work 72,488 Design and project management fees DMD & Associates Ltd, District staff 3,500 Contingency Sub -total eligible project costs • Rehabilitation components Other non -eligible costs (please specify) Total project cost .75 968 Source of estimates: Tender submission, invoices Class of Estimate: A(±10%), B(±25%), C(±50%) A 2008 Minor Road Network Minor Capital Program Submission Deadline — September 30, 2007 Page 4 of 5 If project is a multi-year project, please indicate approximate annual cost breakdown: „ {, - - . _. •';J.-. .. -. Lam. -. - tip . �• - _. .-. ' f .S11 � I` 1'....1 � �'J ' - �y --. •�{ 5`... _ 3 - }:_ Project Budget Total project cost 75.968 COST SHARING APPLICATION SUMMARY Please identify all sources of project funding and the amounts expected or confirmed in the Table below. Project costs eligible for GVTA cost sharing will be NET of senior government and ICBC funding contributed to the project, and up to 50% of the net costs are eligible. Please state ALL sources of funding below: Funding Source Funding Amount ($) Provincial or federal contributions ICBC grants Other GVTA Funding MRN Minor Capital Program Funding 37,984 Municipal Share 37,984 Total project cost 75.968 Note: "Total project cost" should match the `Total project cost" on previous page. I, Fr an LC.3 t, , n n , on behalf of £ I s % •c.( of Map k, (t.t1 , declare the information Municipal Manager or Designate official municipal designation stated on this application to be complete and accurate. Signature of Mufticipal Manager or Designate Date (The application form must be signed to be accepted.) J,&.1 !glop 2008 Minor Road Network Minor Capital Program Submission Deadline — September 30; 2007 Page 5 of 5 MAPLE RIDGE British Columbia Deep Roots Greater Heights District of Maple Ridge TO: His Worship Mayor Ernie Daykin DATE: June 10, 2009 and Members of Council FILE NO: E01-035-001 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: Honda Gold Wing Road Riders Association 2009 Region `J' Rally EXECUTIVE SUMMARY: A request has been received from the Honda Gold Wing Road Riders Association to use municipal streets for the 2009 Region `J' Rally on Sunday, August 2, 2009 between 10:00 pm and 11:00 pm. A copy of the request is attached. Road closures are not anticipated for this event. Authorization from Council is required in accordance with the "Maple Ridge Highway and Traffic By- law 3136-1982" to allow the event to occur in Maple Ridge. RECOMMENDATION: THAT the use of municipal streets be authorized for the Honda Gold Wing Road Riders Association 2009 Region `J' Rally on Sunday, August 2, 2009 between 10:00 pm and 11:00 pm, provided the conditions outlined in Schedule 'A' attached to the staff report dated June 10, 2009 are met. DISCUSSION: a) Background Context: From time to time, the Municipality is requested to allow the use of municipal streets for organized events. Unless there are some unusual safety implications, approval is usually given on condition that the Municipality be indemnified against any liability for injury or damage resulting from the event. The conditions of approval of the event are attached as "Schedule A". The Region 'J' Rally will be held at Albion Fairgrounds from Friday, July 31 to Monday, August 3. On Sunday, August 2, approximately 50-70 motorcycles will be decorated with coloured LED lights and riding on municipal streets from 10:00 pm to 11:00 pm on a selected route. The route map is attached. 1109 b) Strategic Alignment: Administrating Maple Ridge street events allows the District to manage road infrastructure and associated risks but yet allows events that promote community development, commemorate and celebrate community accomplishments and highlight Maple Ridge's natural and built features. c) Citizen/Customer Implications: Permission to use streets may cause some minor delays and inconveniences to other road users. However, traffic control will be provided by the Honda Gold Wing Road Riders Association volunteers. d) Governmental Implications: The road use permit establishes that the event organizer must obtain the approval of RCMP for traffic control and must notify the Fire Department and BC Ambulance Services as well as coordinate with Coast Mountain Bus Company. e) Business Plan/Financial Implications: The Business Plan recognizes that the District processes requests for use of municipal streets as part of its services. The financial impact of the specific road use is limited to staff processing effort. f) Policy Implications: Permission to use municipal streets is grantable under the District's policy practices. g) Alternatives: The District could refuse to permit the event to occur at this location. In this event, the organizer may have to cancel the event. CONCLUSIONS: From time to time, the District is requested to allow the use of streets for various events and activities. The Honda Gold Wing Road Riders Association has requested permission to hold the event on municipal streets for 2009. Submitted by: Andrew )IV.5,6d, PhD,,PEng. Muni 'pal Digi r/ Approved by: Drank Quinn, MBA, PEng. (GM- ublic ]DFQrks & ev lopment Services Concurrence: J. L. (J) Rule Chief dministrative Officer Schedule 'A' To Council Memorandum Dated June 10, 2009 Honda Gold Wing Road Riders Association 2009 Region `J' Rally Conditions of Approval Approval for the event is given on condition that the organizers: 1. provide all necessary traffic controls, parking and emergency access acceptable to the R.C.M.P., and the Corporation of the District of Maple Ridge (the District); 2. notify local Fire Department, and Ambulance Services of the event; 3. make arrangements with Coast Mountain Bus Company for any required rerouting of buses; 4. advertise the event in a local newspaper and notify all surrounding businesses and residents of the event (a minimum of one week prior to the event date); 5. make arrangements for all surrounding businesses and residents for access purposes during the event; 6. hold and save harmless the District from and against all claims, and damages arising out of or in any way connected with the event; 7. obtain and maintain during the term of this event a comprehensive general liability insurance policy providing coverage of not less than $5,000,000.00, naming the Corporation of the District of Maple Ridge as an additional named insured and MUST have the following statement written in the policy: "Naming the District as an additional insured and providing that the said policy shall not be cancelled, lapsed or materially altered without 30 days notice in writing to the District." Policies without this statement or an altered statement will NOT be accepted. The policy shall also include a Cross Liability Clause. A copy of such policy shall be delivered to the Corporate Officer prior to the event; 8. obtain the required Noise Relaxation Permit from the Bylaws Department; 9. obtain the required permission from Albion Fairgrounds to use their facilities; 10. obtain the required permission from the Ministry of Transportation to use their facilities; 11. refurbish all municipal infrastructure to an equal or better condition than that which existed prior to the event, all within 24 hours of the completed event, to the satisfaction of the District; and 12. must maintain access for emergency services to the effected areas at all times. The Corporation of the District of Maple Ridge reserves the right to withdraw this permission to use municipal streets should the organizers fail to comply with the above requirements. Chief Administrative Officer June 10, 2009 Dear Council, Gold Wing Road Riders Association 2009 Region 'J' Rally - Wing'n Sea to Sky Re: Light Ride through the residential area of Maple Ridge Chapter BC - A (Vancouver) will be hosting the Honda 'Gold Wing Road Riders Association' (GWRRA) Region 'J' Rally at the Albion Fairgrounds from July 31 to August 3, 2009. We're anticipating a registration of 300 GWRRA members, as the Region 'J' Rally has not been held in Vancouver for over 10 years. The Region 'J' area includes all of Saskatchewan, Alberta, BC, Yukon and Alaska, from which we will draw our strongest support although our rallies tend to draw members from Chapters all across North America and in particular, Washington State - especially when the timing happens to fit with holiday plans. We do travel...after all, we ride Honda Gold Wing motorcycles (the 'quiet bikes O). It's Vancouver's turn to create an exciting rally for Region 'J' - which we are in the process of doing - and there's a lot of excitement around this event! Our rally will bring a lot of business to Maple Ridge merchants as it does when we have rallies in other communities such as Merritt (yearly), Qualicum Beach or White Horse, Yukon - and as we do at other rallies...we'd like to offer a 'Light Ride' through Maple Ridge towards the end of the rally as a way of `entertaining' and 'thanking' the residents and businesses for having us in your community. This means that approximately 50- 70 bikes will be decorated with coloured LED lights riding down the streets on Sunday August 3 from 10-11p.m. — should this be approved. The route takes approximately 20 minutes to ride; perhaps an hour at the most for all the bikes to complete the route. Since our organization promotes safe riding and offers Safe Riding, Advanced Riding and Group Riding courses every year - we will continue to offer our services in monitoring the ride and providing traffic control to the few motorists that will be on the side streets at 10 p.m. on Sunday August 3. In saying that, we welcome the police or fire department in leading the ride if they have personnel available and no emergencies happening at the same time. We should mention that residents always enjoy the show...as it's like watching moving Christmas Trees travel down the road. As requested by the Municipal Hall, we've contacted: The Maple Ridge Police Department, The Maple Ridge Fire Department, BC Ambulance Services, BC Transit... and all have all signed off on our plan and route. We're just waiting to hear from the Ministry of Transportation. We sincerely thank you for considering our request. Yours truly, Leslie and John Wait Coordinators — 2009 Region 'J' Rally Gold Wing Road Riders Association - 604- 669 — 9248 Platinum Sponsor: Sponsors and Prizes Committee Chairperson contact: Con Williams: conpwilliamsandwhite.com (ph) 604-951-9441 Links: www.gwrra.org http://gwrra-regionj.ca/ralliesmain.html http://gwrra bca.tripod.com/ http://www.gwrra-bcd.org/ Wingin' Sea to Sky Night Ride 1 Turn left out of fairgrounds onto 105 Avenue ► Turn right on Lougheed Hwy. — Proceed straight through downtown Maple Ridge 1 Turn left onto 216 Street ► Turn right onto River Road ► Turn right onto 207 Street 4 Turn left onto Lougheed Hwy. ► Turn right onto Dewdney Trunk Road 4 Turn left onto 203 Street ► Turn right onto 123 Avenue ► Turn right onto 216 Street I Turn left onto Dewdney Trunk Road O. Turn right onto 228 Street 4 Turn left into parking lot adjacent to A&W N O 2 a) a) t O) O J N >- 2 O C O O z 1- 2 0 LL E � Y E 0 232 St O 0) E m Y 0 • N 1 � O a) cdo Z = 3 a)• 0 0 J o N. CO N� Q 2 N E aO N co O c) LL Lu J U a) O) co OE f� Y M co = O a)) a)co T O7N 0 o c O 0 ,— N N O Qcn E L0 E Lc) E i` E N a0 Turn RIGHT (North) onto Local road(s) for 60 m _a E UY )n O O �m Q Y -a I- 0 a o cc 0 O 0 (a o F__ N E E E Y Y c7 'a. 0) 0) O Z H LL w J U a) O) a) 1.0 fc� Y N U) O co O N N O r < 0 E 0) 0) 0) Lu 2 LL U a) O) a) E '� N VJ N < C'') CO o < 0 E 0 0 E 0) N E cr) F- 2 CC U m mE 10 CD Q o co (% RBAILY ACORDTM CERTIFICATE OF LIABILITY INSURANCE 1496177 DATE (MM/DDIYYYY) 12/04/08 PRODUCER K & K Insurance Group, Inc. 1712 Magnavox Way P.O. Box 2338 Fort Wayne, In 46801 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC # IN GOLD WING ROAD RIDERS (SEE GAI3001) 21423 N 11TH AVENUE PHOENIX, AZ 85027 INSURER A: INSURER B: INSURER C: INSURER D: INSURER E: SCOTTSDALE INSURANCE COMPANY NATIONAL CASUALTY COMPANY COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. tNSR D' LTR INSRD TYPEOFINSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION DAT 1MMIDOfVYi DATIUMMI❑DJYY1 LIMBS B GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY KE00000528000 12 : O 1AM 12/31/08 12: O 1AMAMEACH 12/31/09 OCCURRENCE $ 1000000 X DA O R ❑ PREMISES (EEL Occurenca} $ 300000 CLAIMS MADE X OCCUR MED EXP (Any one person) $ 5000 Owners & Contractors PERSONAL &ADV INJURY $ 1000000 X $100,000 E &O GENERAL AGGREGATE $ NONE GEN'LAGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AG S 5000000 POLICY 7 JRD. I LDC Part Lgl Liab $ 1000000 B AUTOMOBILELIABILITY X X ANYAUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS KK00000528500 12:O1AM 12/31/08 12:OlAM 12/31/09 COMBINED SINGLE LIMIT (Eaaccident) $ 1000000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY ANY AUTO AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC S AUTO ONLY: AGG $ A EXCESS/UMBRELLA LIABILITY OCCUR CLAIMSMADE STRAIGHT DEDUCTIBLE RETENTION $ XKS0000528100 12:O1AM 12/31/08 12:O1AM 12/31/09 EACHOCCURRENCE $ 1000000 X AGGREGATE $ 1000000 X $ $ $ COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? K yea, describe under SPECIAL PROVISIONS below _ WCSTAWORKERS !• TORY LIMITS 1 ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ OTHER DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT 1 SPECIAL PROVISIONS EVENT TYPE AND DATE: VARIOUS AS REPORTED AND APPROVED BY THE COMPANY LOCATION: VARIOUS AS REPORTED AND APPROVED BY THE COMPANY ADDITIONAL INSUREDS: SEE ATTACHED ADDENDUM CANCELLATION CONSTANCE KELLY, AGENT GOLD WING ROAD RIDERS 21423 N 11TH AVENUE PHOENIX, AZ 85027 (SEE GAI3001 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL - _ 3 0 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE IN RER. ITS AGENTS OR REPRESENTATIV AUTHORIZED REP R ESE ATOF ALL ' IP411:111 • r ACORD 25 (2001/08) ©ACORD CORPORA ION 1988 FORM 'A' ***REVISED (from May 26th submission)*** Details of the Event Date: May 27, 2009 Contact Person: Leslie Wait Phone: 604 - 669 - 9248 Fax: 604 - 648 - 8301 Details: The Organization - The Honda `Gold Wing Road Riders Association' (GWRRA; a not for profit group). Date & Time - Sunday August 2, from 10:00 p.m. - 11:OOp.m. Activity - To ride our motorcycles at night, lit up with various colored LED lights, through the residential streets of Maple Ridge. Why? To entertain and thank the residents and businesses for allowing us to hold our rally in your community; this is our way to say "thank you." This is how we normally end our rallies when we hold it in various communities (Merritt; Qualicum Beach; Kelowna) - and residents always enjoy this part of the weekend. It's a short presentation and it's like watching Christmas trees move down the street. Sketch of Traffic Control Plan: (see attached route) - This is a short route taking approximately 20 minutes to ride - so it could take upwards of an hour for all the bikes to complete the route. Historically, the police and/or fire department assist us with this in other municipalities. I dropped off the form and route map to Cpl. Dale Somerville at the Police Depai lment and Timo 7uurakko, Assistant Fire Chief at the Fire Department, on May 26, 2009. They will forward the form to those able to approve and sign off. I will follow-up with them today and ask them to send the form to the Municipal Hall. - We will have GWRRA members assist the police by blocking intersections as we ride. - Depending on our final registration numbers, there could be 70 motorcycling participating. We're the quiet bikes...not like those loud Harley'sO c' RCMP concurrence for the proposed Traffic Control Plan Cp (. OcL1e 1 met with Cst. Redhead, Traffic Services, on May 26, 2019; waiting for sign -off (t -..`c Mt W -'J The following agencies have been advised and acknowledge the event: v 5-- e BC Transit: Emailed Tony Liew on May 27, 2009; waiting for sign -off Fire Department: !met with Timo Juurakko, Assistant Fire Chief, on May 26, 2009; waiting for sign —off Ambulance Services Emailed Robert Sutherland May 27; Waiting for sign -off Other : 1. Ministry of Transportation: Spoke with Steve Carney on May 27, Traffic Engineer at the Region; Sent him the route map. Waiting for sign —off. 06/09/2009 TUE 13:32 FAX 604 953 3510 TCOM 4-rr; 446, y 6c&- 'P62-- 7f FORM 'A' ***REVISED (from May 26th submission) ** * Details of the Event Date: May 27, 2009 Contact Person: Leslie Wait 11001/001 Phone: 604 - 669 - 9248 Fax: 604 - 648 - 8301 Details: The Organization - The Honda 'Gold Wing Road Riders Association' (GWRRA; a not for profit group). Date & Time - Sunday August 2, from 10:00 p.m. - 11:OOp.m. Activity - To ride our motorcycles at night, lit up with various colored LED lights, through the residential streets of Maple Ridge. Why? To entertain and thank the residents and businesses for allowing us to hold our rally in your community; this is our way to say "thank you." This is how we normally end our rallies when we hold it in various communities (Merritt; Qualicum Beach; Kelowna) - and residents always enjoy this part of the weekend. It's a short presentation and it's like watching Christmas trees move down the street. Sketch of Traffic Control Plan: (see attached route) - This is a short route taking approximately 20 minutes to ride - so it could take upwards of an hour for ail the bikes to complete the route. Historically, the police and/or fire department assist us with this in other municipalities. 1 dropped off the form and route map to Cpl. Dale Somerville at the Police Department and Timo Juurakko, Assistant Fire Chief at the Fire Department, on May 26, 2009. They will forward the form to those able to approve and sign off. I will follow-up with them today and will send the form to the Municipal Hall as soon as I receive it. We will have a GWRRA members assist the police by blocking intersections as we ride. Depending on our final registration numbers, there could be 70 motorcycling participating. We're the quiet bikes...not like those loud Harley's@ RCMP concurrence for the proposed Traffic Control Plan • I met with Cst. Redhead, Traffic Services, on May 26, 2009; waiting for sign -off The following agencies have been advised and acknowledge the event: BC Transit: Emailed T ay 7, 2009; waiting for sign -off Fire Department: I met with Timo Juurakko, Assistant Fire Chief, on May 26, 2009; waiting for sign -off Ambulance Services Emailed Robert Sutherland May 27; Waiting for sign -off Other: 1. Ministry of Transportation• Spoke with Steve Carney on May 27, Traffic Engineer at the Region; Sent him the route map. Waiting for sign -off. He will forward form to Ruby Tan FORM 'A' ***REVISED (from May 26th submission)*** Details of the Event Date: May 27, 2009 Contact Person: Leslie Wait Phone: 604 - 669 - 9248 Fax: 604 - 648 - 8301 Details: The Organization - The Honda `Gold Wing Road Riders Association" (GWRRA: a not for profit group). Date & Time - Sunday August 2, from 10:00 p.m. - 11:00p.m. Activity - To ride our motorcycles at night, lit up with various colored LED lights, through the residential streets of Maple Ridge. Why? To entertain and thank the residents and businesses for allowing us to hold our rally in your community; this is our way to say "thank you." This is how we normally end our rallies when we hold it in various communities (Merritt; Qualicum Beach; Kelowna) - and residents always enjoy this part of the weekend. It's a short presentation and it's like watching Christmas trees move down the street. Sketch of Traffic Control Plan: (see attached route) - This is a short route taking approximately 20 minutes to ride - so it could take upwards of an hour for all the bikes to complete the route. Historically, the police and/or fire department assist us with this in other municipalities. I dropped off the form and route map to Cpl. Dale Somerville at the Police Department and Timo Juurakko. Assistant Fire Chief at the Fire Department, on May 26, 2009. They will forward the form to those able to approve and sign off. I will follow-up with them today and ask them to send the form to the Municipal Hall. We will have GWRRA members assist the police by blocking intersections as we ride. Depending on our final registration numbers, there could be 70 motorcycling participating. We're the quiet bikes...not like those loud Harley's@ RCMP concurrence for the proposed Traffic Control Pian I met with Cst. Redhead, Traffic Services, on May 26, 2009; waiting for sign The following agencies have been advised and acknowledge the event: BC Transit: Emailed Tony Liew Fire Department: I met with Timo Juural k Assistan Ambulance Services Emailed Robert Sutherland May 27; Waiting for sign -off 009; wait] ign of( � �e •r , on26, 2009; waiting for sign —off -off Other : 1. Ministry of Transportation: Spoke with Steve Carney on May 27, Traffic Engineer at the Region; Sent him the route map. Waiting for sign —off. 01/01/2006 12:50 6044674762 SUTHERLAND1 PAGE 02/02 FORM 'A' ***REVISED (from May 26th ,submission)*** Details of the Event Date: May 27, 2009 Contact Person: Leslie Wait Phone: 604.— 669 — g24$ Fax: 604 — 648 - 8301 Details: The Organization -- The Honda 'Gold Wing Road Riders AssoLiation' (GWRRA; a not for profit group). Date & Time - Sunday August 2, from a.o:oo p.m.—11:oop.m Activity —To ride our motorcycles at night, lit up with variou colored LED lights, through the residential streets of Maple Ridge. Why? To entertain and thank the residents and businesses fciiir allowing us to hold our rally in your community; this is our way to say "thank you." This is how we normally erld our rallies when we hold it in various communities (Merritt; Qualicum Beach; Kelowna) - and residents always enjoy this part of the weekend. It's a short presentation and it's Tike watching Christmas trees moite down the street. Sketch of Traffic Control Plan: (see attached route) This is a short route taking approximately 20 minutes to ride -'so it could take upwards of an hour for all the bikes to complete the route. - Historically, the police and/or fire department assist us with this i.n other municipalities. 1 dropped off the form and route map to Cpl. Dale Somerville at the Police Department and Tinio Juurakko, Assistant Fire Chief at the Fire Department, on May 26, 2009. They will forward the form to those able to aplirove and sign off. 1 will follow-up with them today and will send the form to the Municipal Hall as soon as I receive it. We will have a GWRRA members assist the police by bloclank intersections as we ride. - Depending on our final registration numbers, there could be 7d motorcycling participating_ We're the quiet bikes...not like those loud Harley's@ RCMP concurrence for the proposed Traffic Control Plan I met with Cat. Redhead, Traffic Services, on May 26, 2009; waiting for sign -off The following agencies have been advised and acknowlddge the event: Emailed Tony Liew on May 27, 2009: waiting for sign -off 1 BC Transit: Fire Department: 1 met with Timo Juurakko, Assis - a ire Chief, on r lay 26, 2009; waiting for sign —off Ambulance Services I Emailed Robert Sutherland May 27; Waiting for sign -off Other: 1. Ministry of Transportation: Spoke with Steve Carney on May 27, Traffic Engineer at the Region; Sent him the route map. Waiting for sign -off. He will forvii0 form 6 Ruby Tan MAPLE RIDGE Deep Roots Greater Heights District of Maple Ridge TO: His Worship Mayor Ernie Daykin DATE: June 15, 2009 and Members of Council FILE NO: EO1-035-001 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: 2009 World Police & Fire Games Triathlon Event EXECUTIVE SUMMARY: Earlier in 2009, Council received a presentation from local organizers of the 2009 World Police & Fire Games Triathlon. A request has now been received for permission to use municipal streets for the 2009 World Police & Fire Games Triathlon Event on Saturday, August 8, 2009 between 8:00 am and 12:00 pm. Authorization from Council is required to allow the event to occur in Maple Ridge. Road closures are not anticipated for this event. RECOMMENDATION: THAT use of municipal streets be authorized for the 2009 World Police & Fire Games Triathlon Event on Saturday, August 8, 2009, provided the conditions outlined in Schedule 'A' attached to the staff report dated June 15, 2009 are met. DISCUSSION: a) Background Context: From time to time, the Municipality is. requested to allow the use of municipal streets for organized events. Unless there are some unusual safety implications, approval is usually given on condition that the Municipality be indemnified against any liability for injury or damage resulting from the event. The conditions of approval of the event are attached as "Schedule A". The triathlon begins at 8:00 am at Whonnock Lake and use of the surrounding streets is required from 240 Street to 287 Street, Lougheed Highway to Dewdney Trunk Road inclusive. The event is anticipated to end by noon. The attached map provides the detailed route information and it is based on the Iron Man Triathlon. Road closures are not anticipated for this event. RCMP approval has been obtained. b) Strategic Plan: Permitting of Maple Ridge street events promotes community development and often highlights Maple Ridge's natural and built features. 1110 c) Citizen/Customer Implications: This event does not require road closures. However, permission to use municipal streets may cause some delays and inconveniences to other road users. Traffic control will be provided by the event organizers. d) Interdepartmental Implications: The road use permit establishes that the event organizer must obtain the approval of RCMP, for traffic control and must notify the Fire Department and BC Ambulance Services as well as coordinate with Coast Mountain Bus Company (transit service). The organizer must also attain permission to use Ministry of Transportation facilities, Maple Ridge Municipal park facilities and the District of Mission roads. e) Business Plan/Financial Implications: The Business Plan recognizes that the District processes requests for use of municipal streets as part of its services. The financial impact of the specific road use is limited to staff processing effort. f) Policy Implications: Permission to use municipal streets is grantable under the District's policy practices. g) Alternatives: The District could refuse to permit the event to occur. In this event, the organizer would have to cancel the event or arrange for alternatives. CONCLUSION: From time to time, the District is requested to allow the use of municipal streets for various events and activities. Permission is requested for the 2009 World Police & Fire Games Triathlon Event and conditions of Schedule 'N are attached. Submitted ice: Andrew Wb d, PhD., PEng. Approved by: F ank Quinn, MBA, PEng. M: Public Works & Development Services Concurrence: J.L Jim) Rule C of Administrative Officer RT/mi 7 Schedule `A' To Council Memorandum Dated June 15, 2009 2009 World Police & Fire Games Triathlon Event Conditions of Approval Approval for the event is given on condition that the organizers: 1. provide all necessary traffic controls, parking and emergency access acceptable to the R.C.M.P., and the Corporation of the District of Maple Ridge (the District); 2. notify local Fire Department, and Ambulance Services of the event; 3. make arrangements with Coast Mountain Bus Company for any required rerouting of buses; 4. obtain any required permits from the District of Maple Ridge Parks and Leisure Services Department for park facility use; 5. obtain any required permits from the Ministry of Transportation for use of highways and facilities; 6. obtain any required permits from the District of Mission for use of their facilities; 7. advertise the event in a local newspaper and notify all surrounding businesses and residents of the event (a minimum of one week prior to the event date); 8. make arrangements for all surrounding businesses and residents for access purposes during the event; 9. must maintain access for emergency services to the effected areas at all times. 10. hold and save harmless the District from and against all claims, and damages arising out of or in any way connected with the event; 11. obtain and maintain during the term of this event a comprehensive general liability insurance policy providing coverage of not less than $5,000,000.00, naming the Corporation of the District of Maple Ridge as an additional named insured and MUST have the following statement written in the policy: "Naming the District as an additional insured and providing that the said policy shall not be cancelled, lapsed or materially altered without 30 days notice in writing to the District." Policies without this statement or an altered statement will NOT be accepted. The policy shall also include a Cross Liability Clause. A copy of such policy shall be delivered to the Corporate Officer prior to the event; and 12. refurbish all municipal infrastructure to an equal or better condition than that which existed prior to the event, all within 24 hours of the completed event, to the satisfaction of the District. The Corporation of the District of Maple Ridge reserves the right to withdraw permission to use municipal streets for this and future events should the organizers fail to comply with the above requirements. Chief Administrative Officer •�-�2009 WORLD POLICE &FIRE June 2, 2009 District of Maple Ridge Engineering Department 11995 Haney Place Maple Ridge, BC V2X 6A9 S Attn: Matthew Li RE: 2009 World Police & Fire Games Triathlon Event Dear Mr. Li, I am writing to solidt the support of the District of Maple Ridge for our Triathlon event this summer as part of the 2009 World Police & Fire Games. From July 31 to August 9, 2009, British Columbia will host over 60 sports in over 40 venues in communities across and throughout the Lower Mainland and the Sea to Sky corridor. Over 12,000 emergency services athletes from around the world will attend the games in a celebration of community, camaraderie, friendship and athletic competition. We hope to stage our Triathlon event in the District of Maple Ridge on Saturday, August 8, 2009, in and around Whonnock Lake Park. This is a proven course, used each June for the Iron Mountain Triathlon, and we are excited about the challenge and scenery that this course will provide our athletes. We are expecting 350 athletes — including some world-class triathletes — for our event, starting at 8am and ending no later than Noon. The 2009 World Police & Fire Games has enlisted the assistance of Northern Traffic Services to design our traffic management plans and to obtain the necessary permit(s) for the operation of our event. I am looking forward to hosting this exciting event in the beautiful District of Maple Ridge this summer, and I hope that you will approve our request. Sincerely, Darryl Hol Manager, Sport & Venues 2009 World Police & Fire Games 6501 Sprott Street Burnaby, British Columbia, Canada V5B 3B8 Tel: 604-659-2009 Fax: 604-293-3459 www.2009wpfg.ca 05/14/2009 THU 12:36 FAX 604 953 3510 'ICOM 141002/002 05/13/2005 11:35 FAX 604 487 768E fiCi1F Fridge meadows r 002/002 FORM 'A' Petvi psnhe Event Date: ,\x::, 1 E g Cor'staC1 person Llik50. LE' IYib47. iC1i Phone w 1'i�r i= ax._ DeYrtils: (Ai OT( t ' i" 4" tic .e„.. 0d...rL e..__6:1G' le:1:C+ ” !b : 11 SIteteil of Traffic Control Pian: ?Lac ex The following ogelicies have been advised and acknowledge the event: C0r1st Mountain 13us Company -r~ t Fife e Department Ambulance, Serviocs Other,., „� _....�.. NORTHERN O O O N W; n i M N co a 0 s ca r.H a) E ca 0 a) L_ co a) 0 a° -a 0 SERVICES MAPLE RIDGE British CDiu mhle3 Deep Roots Greater Heights District of Maple Ridge TO: His Worship Mayor Ernie Daykin DATE: June 15, 2009 and Members of Council FILE NO: E01-035-001 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: Heritage Day Parade EXECUTIVE SUMMARY: A request has been received from the Heritage Day Society in partnership with Ridge Meadows Seniors Society to use municipal streets for the Heritage Day Parade on Saturday, August 1, 2009. Authorization from Council is required in accordance with the "Maple Ridge Highway and Traffic By- law 3136-1982" to allow the event to occur in Maple Ridge. RECOMMENDATION: THAT use of municipal streets be authorized for the Heritage Day Parade on Saturday August 1, 2009, provided the conditions outlined in Schedule 'A' attached to the staff report dated June 15, 2009 are met. DISCUSSION: a) Background Context: The Heritage Day Society in partnership with Ridge Meadows Seniors Society is requesting permission to use municipal streets on Saturday, August 1, 2009 for their Heritage Day Parade. The event will take place on 224 Street from Selkirk Avenue to 124 Avenue. The following road closures are required: • 119 Avenue from 223 Street to 224 Street • 224 Street from Selkirk Avenue to 124 Avenue • 124 Avenue from 224 Street to Edge Street • Edge Street from 124 Avenue to Lee Avenue • Haney Place road, including underground parking access The parade will begin at 11:00 am, however road closures will be in effect from 9:30 am to 1:00 pm. The intersection at 224 Street and Dewdney Trunk Road will only be closed as the parade approaches and will reopen as the last entry passes safely through the intersection. A detour route will be provided for vehicles travelling eastbound and westbound on Dewdney Trunk Road. b) Strategic Plan: Permitting of Maple Ridge street events promotes community development and often highlights Maple Ridge's natural and built features. c) Citizen/Customer Implications: Permission to use municipal streets may cause some delays and inconveniences to other road users. However, traffic control will be provided by the event organizers. In addition, the organizers will be distributing an information letter to affected businesses and residents. d) Interdepartmental Implications: The road use permit establishes that the event organizer must obtain the approval of RCMP, for traffic control and must notify the Fire Department and BC Ambulance Services as well as coordinate with Coast Mountain Bus Company (transit service). e) Business Plan Implications: The Business Plan recognizes that the District processes requests for use of municipal streets as part of its services. The financial impact of the specific road use is limited to staff processing effort. f) Policy Implications: Permission to use municipal streets is grantable under the District's policy practices. g) Alternatives: The District could refuse to permit the event to occur. In this event, the organizer would have to cancel the event. CONCLUSIONS: From time to time, the District is requested to allow the use of municipal streets for various events and activities. Permission is requested for the Heritage Day Parade and conditions of Schedule 'A' are attached. Submitted by: Andrew Wood, PhD., PEng. Munici IZginee Approved by: Fr= nk Quinn, MBA, P.Eng. Pu Works & Development Services Concurrence: . L. (Jim) Rule hief Administrative Officer Schedule 'A' To Council Memorandum Dated June 15, 2009 Heritage Day Parade Conditions of Approval Approval for the event is given on condition that the organizers: 1. provide all necessary traffic controls, parking and emergency access acceptable to the RCMP, and the Corporation of the District of Maple Ridge (the District); 2. notify local Fire Department, and Ambulance Services of the event; 3. make arrangements with Coast Mountain Bus Company for any required rerouting of buses; 4. advertise the event in a local newspaper and notify all surrounding businesses and residents of the event (a minimum of one week prior to the event date); 5. notify surrounding businesses of pending road closures, by letter provided by the District of Maple Ridge on behalf of the organizer; 6. must maintain access for emergency services to the effected areas at all times; 7. hold and save harmless the District from and against all claims, and damages arising out of or in any way connected with the event; 8. obtain any required permits from private properties and other agencies for facility use if required; and 9. obtain and maintain during the term of this event a comprehensive general liability insurance policy providing coverage of not less than $5,000,000.00, naming the Corporation of the District of Maple Ridge as an additional named insured and MUST have the following statement written in the policy: "Naming the District as an additional insured and providing that the said policy shall not be cancelled, lapsed or materially altered without 30 days notice in writing to the District." Policies without this statement or an altered statement will NOT be accepted. The policy shall also include a Cross Liability Clause. A copy of such policy shall be delivered to the Corporate Officer prior to the event; and 10. refurbish all municipal infrastructure to an equal or better condition than that which existed prior to the event, all within 24 hours of the completed event, to the satisfaction of the District. The Corporation of the District of Maple Ridge reserves the right to withdraw permission to use municipal streets for this and future events should the organizers fail to comply with the above requirements. Chief Administrative Officer Jun 26 2009 3:49PM 604 462-1007 p.l PO Box 308 Maple Ridge, BC V2X 7G2 Telephone: (604) 466-3333 June 17, 2009 District of Maple Ridge, Ruby Tam Engineering Department 11995 Haney Place, ' Maple Ridge BC V2X 6A9 Good Day Ruby, This letter is to notify you that the Heritage Day Society will be hosting the annual Heritage Day Parade on Saturday August 1, 2009. I have included a map with this letter for your approval. The parade will start at 11:00am. Road closures for the parade, route requires barricades in the following areas. The following streets will be dosed from 9:30 to 11:OOam. 124th Ave between Edge Street & 224th. Edge Street between 124th Ave & Lee Ave. The following streets will be dosed from 10:45am to 12:30pm. 224th street between 1240 Ave and south side of 119th Ave. All traffic on 122nd Ave will be stopped at 224th. All traffic on 1215' Ave will be stopped at 224th' All traffic on Brown Ave will be stopped at 224th on both sides. The intersection on Dewdney Trunk Road at 224th will be only closed as the parade approaches and will reopen as the last entry passes through. Haney Place, including underground parking access to and from the Park is also closed. The following streets will be closed from 10:45am to 1:OOpm. 119" Ave from 224th to 223rd streets. 119" will be used for parade dispersal therefore no parking on that street between 9:30am and 1:OOpm. Please be advised the streets will be opened at the earliest safe possible time. We apologize for any inconvenience this road closure may cause, and thank you for your co-operation. If you have any questions please contact Art Solomon at 604-219-9027. Sincerely MAYORS HERITAGE DAY SOCIETY Per: MARY ROBSON, CHAIR (604) 466-3333 ve Q) 0 E a) 0 c_ . ri di ;utas I'ca traffic ori f sr-igs . L ri Ji a 1c crLsici 123 Ave (N i CN "4 C9 5 6'erg Ave 41 00 Loop 124 Ave ee Ave 123 Ave assignee location Floats 18 to 23 travel North on 227 West yr Lee Ave to yoLr designated Iccat or Please nate. you will not be oerrn tted to travel West or "24 Ave,.rie. Mapip Mao 1 c46 1------) 05 - +-6,. Paliotti's � TRistorante Italiana it 0 i n ase Palace W Plaza Resta'. L- 121 Ave_ McIntosh AVe 1 119 Ave 119 Ave Selkirk Ave C0 e Ridge J&K Hanel afj1 a} W 119 Ave 1: Haney Place Cali Se Selkirk Ave Maple Village CN MAPLE RIDGE BrisJsh Columbia Deep Roots Greater Heights TO: FROM: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: June 23, 2009 and Members of Council FILE NO: Chief Administrative Officer ATTN: Committee of the Whole SUBJECT: Economic Advisory Commission review of proposed Bylaw No. 6673-2009 EXECUTIVE SUMMARY: At the June 18, 2009 meeting of the Maple Ridge Economic Advisory Commission (EAC) the Commission reviewed the proposed Economic Advisory Commission bylaw amendment 6673-2009. As a result the EAC is suggesting to Council that the bylaw be approved with the following two amendments: • The EAC prefers that the Economic Advisory Commission continue with the format of two members of Council in addition to the Mayor; and • that reference to the four specific priority investment attraction sectors is eliminated. RECOMMENDATION(S): That the suggested changes proposed by the Economic Advisory Commission as outlined in the Staff Report dated June 23, 2009 be accepted and that Bylaw No. 6673-2009 be given first, second and third readings. DISCUSSION: Background Context: From time to time bylaws are reviewed for consistency with the mandate of the Commission and other Municipal Commission bylaws. At the June 16, 2009 meeting of Committee of the Whole referred proposed bylaw amendment 6673-2009 to the Economic Advisory Commission for their review. CONCLUSIONS: Maple Ridge is entering a time of unprecedented economic opportunity with the opening of the bridges; and the Economic Advisory Commission to Council has an important advisory role to fulfill. With the housekeeping changes to the bylaw in place the Commission looks forward to reconvening in the fall. Prepared by: . - dy Blue, ABC, Manager Economic D Iopment `I Concurrence: J.L. im) Chi f Administrative Officer em/scb 1131 CORPORATION OF THE DISTRICT OF MAPLE RIDGE BYLAW NO. 6673-2009 A Bylaw to Amend Maple Ridge Economic Advisory Commission Bylaw No. 6179 - 2003 WHEREAS it is deemed expedient to amend Maple Ridge Economic Advisory Committee Bylaw No. 6179-2003; NOW THEREFORE, the Municipal Council of the Corporation of the District of Maple Ridge enacts as follows: 1. This Bylaw may be cited as the "Maple Ridge Economic Advisory Commission Amending Bylaw No. 6673-2009". 2. That Maple Ridge Economic Advisory Commission Bylaw No. 6179-2003, be amended by: (a) Deleting Section 5 in its entirety and replacing it with the following: "Commissioners are people who reside or own a business in Maple Ridge, with an interest in the economic development of the community." (b) Deleting Section 6 in its entirety and replacing it with the following: "The Economic Advisory Commission will be comprised of the following voting members: (a) Mayor of the District of Maple Ridge (b) Two Councillors of the District of Maple Ridge (c) Director of the Chamber of Commerce (d) Director of the Tourism Society (e) Director of the Downtown Business Improvement Association (f) Director of the Arts Council (g) Five Community Members preferably representatives from each of the priority sectors identified in the EAC strategy." (c) Deleting Section 7 in its entirety and replacing it with the following: "The Chairpersons of the Chamber of Commerce, Downtown Business Improvement Association, Tourism Society and Arts Council will be requested to appoint a Maple Ridge Director of their organization to serve on the EAC. Advertisements will be placed in the local paper requesting applications from District residents or business owners for the five community member positions." (d) Deleting Section 8 in its entirety and replacing it with the following: "Recommended community member appointments will be forwarded to Council for their consideration." (e) Deleting Section 9(a) in its entirety and replacing it with the following: "The term of appointment will begin on September 1 in the year they are appointed and terminate on August 31 of the last year of their term. Commissioners are appointed for a term of one year and eligible for re -appointment for two further terms of two years and three years respectively, for a total of six years." (f) Delete the word "eleven" and replace with "twelve" in Section 14 to read: "All twelve Commissioners may vote on issues and resolutions, and any Commissioners not voting but present is deemed to have voted in the affirmative." 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 this day of , 2009. PRESIDING MEMBER CORPORATE OFFICER MAPLE RIDGE BritSsh Columbia Deep Roots Greater Heights District of Maple Ridge TO: His Worship Mayor Ernie Daykin DATE: June 12, 2009 and Members of Council FILE NO: 0400-20-06/BCPS1 FROM: Chief Administrative Officer ATTN: C of W - Fin & Corp SUBJECT: Special Occasion Licence EXECUTIVE SUMMARY: A request has been received from the Maple Ridge - Pitt Meadows Agricultural Association for a Special Occasion Licence (i.e. Beer Garden) for the 2009 Maple Ridge - Pitt Meadows Country Fest scheduled for July 25th and 26th, 2009. RECOMMENDATION: That the application from the Maple Ridge - Pitt Meadows Agricultural Association by way of a letter dated June 3, 2009 for a Special Occasion Licence to host a Beer Garden at the Albion Fairgrounds as part of the 2009 Maple Ridge - Pitt Meadows Country Fest be approved as follows: Saturday July 25, 2009 12:00 Noon - 12:00 Midnight Sunday July 26, 2009 12:00 Noon - 6:00 p.m. And further, that the use of the Albion Fairgrounds (Municipal property) for this Special Occasion Licence be authorized. DISCUSSION: Background Context: The Agricultural Association has applied for and been granted approval for Beer Garden Licences in previous years as part of the annual Maple Ridge Fair events. The Beer Garden has operated in a satisfactory manner with no known problems or complaints. CONCLUSION: The request for 2009 is consistent with previous applications and approval is recommended. A copy of the letter dated June 3, 2009 from the Maple Ridge - Pitt Meadows Agricultural Association requesting approval is attached. Prepar-d Kirk Jerk's Department Approve by Paul Gill, B. m )., CGA Gene -pi nager: Financial and Corporate Services Concurrp4ce: J.L. (Jim) Rule Att. Chief Administrative Officer 1132 AGRICULTURAL ASSOCIATION June 3rd , 2009 e990 RO-06/XCIS/ Maple Ridge—Pitt Meadows Agricultural Association P.O. Box 403, Maple Ridge, B.C. V2X 8K9 Ph: 604-463-6922 Fax: 604-463-6940 email: lorraine@mrpmcountryfest.com RRECE�IVEDAT__ UN 172:K. Ceri Marlo Manager of Legislative Services Corporation of the District of Maple Ridge 11995 Haney Place Maple Ridge, B.C. V2X 6A9 Re: Special Occasion License — maple ridge pitt meadows COUNTRY FEST Maple Ridge & Pitt Meadows Agricultural Association would like to make application to the Maple Ridge Council for a Special Occasion License for the 2009maple ridge pitt meadows COUNTRY FEST, which is scheduled for July 25th & 26th, 2009. We request that the following hours of operation for a Beer Garden be approved. Saturday noon — midnight Sunday noon — 6:OOpm Sincerely, Lorraine Bates Manager MAPLE RIDGE British Coiurrtbra Deep Roots Greater Heights TO: FROM: SUBJECT: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: June 30, 2009 and Members of Council FILE NO: Chief Administrative Officer ATTN: Committee of the Whole Telephone System Replacement - Fire Hall #1 EXECUTIVE SUMMARY: The District currently maintains separate phone systems to interconnect its District offices. The phone system at Fire Hall #1 is at the end of its life and the phone systems at other locations within the District facilities will be end of life within the next few years. As Fire Hall #1's phone system requires expansion due to current renovations and because this system is end of life and cannot properly be expanded, an RFP process was undertaken to obtain firm pricing to replace the phone system at Fire Hall #1. In consideration that the phone systems at other District sites are nearing end of life, the RFP also requested budgetary pricing for the replacement of the infrastructure at the remaining sites. Only the Fire Hall #1 portion of the phone system replacement is being procured at this time. However, because the technology selected for Fire Hall #1 will likely drive the hardware used at the other sites, the RFP process was undertaken to review the District's phone system in its entirety. A replacement of the phone system at Fire Hall #1 with a Mitel telephony system will provide the best overall value to the District. RECOMMENDATION: That staff be directed to enter into a contract with Microserve for up to $62,000 plus GST for the replacement of the telephone system at Fire Hall #1, noting that Council approval will be required for the procurement of subsequent phases. DISCUSSION: a) Background Context: The District of Maple Ridge currently maintains separate phone systems to interconnect its District offices. The phone system at Fire Hall #1 is a Norstar traditional telephone system (TDM) which is end of life. The phone systems located at Operations, RCMP and Municipal Hall are Nortel traditional phone systems (TDM) that are near capacity and will be end of life by 2012. Renovations at Fire Hall #1 require the expansion of the telephone system. As this system is end of life, any upgrade to the system will require upgrading all of the existing telephone handsets and will not support IP telephony. Any expansion to an end of life system such as this will require investment of significant dollars into technology that cannot be properly supported or sustained. Page 1 of 6 1133 We began discussions with Fire Hall staff well over a year ago when they identified that they would need additional phones and features when Fire Hall #1 was renovated. After a thorough investigation of the current phone system, it was determined that in order to properly achieve this goal the phone system would need to be replaced. We worked with the Fire Hall staff to determine the requirements for the phone system. As the rest of the Municipal phone system infrastructure is aging and near capacity, we conducted a review of the remaining phone systems located at the various District locations. Our assessment indicated that the remaining phone system infrastructure would be end of life by 2012. In 2008 we obtained budgetary quotes for a replacement of the entire phone infrastructure. We then submitted a capital project to cover off these costs. In order to fully understand the available options for replacing the current phone systems, we spent significant time conducting research, meeting with peers and investigating vendor hardware and software solutions for a new telephone system. A committee of personnel including the purchasing officer, Fire Hall and IS staff and an outside consultant evaluated the requirements for a suitable phone system. Working with the consultant, we developed an RFP that will encompass all of our current and future needs in a telephone system that should serve the District for the next 15 to 20 years. The RFP required proponents to evaluate the District's entire phone system infrastructure and propose an appropriate solution to replace the system in multiple phases. The RFP requested firm pricing on Phase 1 which is to replace the phone system at Fire Hall #1. In addition, budgetary pricing was requested for the remaining sites. Approaching the project in this manner, allows the District to select a solution that can scale to meet all of the District's current and future needs in a phone system, while not committing to a time frame or vendor for the entire solution at this time. While we anticipate that the phone system selected to replace Fire Hall #1's current infrastructure will be leveraged to eventually replace the remaining systems, the vendor and the time frame remain flexible. A subsequent RFP will be conducted to ensure that the pricing and quality of implementation are achieved for any subsequent phases of the phone system replacement. The response to the RFP was overwhelming in the proposal of IP telephony systems. There was one response that proposed a traditional phone system (TDM) but this proposal did not provide the best overall value to the District and did not provide significant capital, operating or administrative savings. The cost of replacing our current system with the traditional phone system was in line with the costs associated with the IP telephony proposed solutions. Given that the District is now proceeding to connect its facilities with a fiber network, the benefits of an IP telephony solution can be fully realized. All of our research indicates that IP Telephony is the appropriate long term solution for the phone system. There is no continued development in TDM technology and so all services and features pertaining to these systems will not see further enhancement. Being that a phone system should last 15 to 20 years a traditional TDM system will not produce best overall value to the District going forward. IP telephony is considered a mature technology and has been in production for 15 years. Given our current landscape, IP telephony has a number of current benefits over the TDM technology, including: 1. A reduction in operating costs due to the removal of OPX lines between sites; Page 2 of 6 2. A reduction in operating costs due to the ability to share PRI or incoming telephone lines between sites; 3. A further reduction in operating costs as all voice traffic within the District's proposed fiber network can be passed across the wide area network and will not require the use of PSTN service (traditional phone lines); 4. A significant reduction in the administrative burden to manage the system as: o phones can be moved freely to any location within connected sites without reprogramming; o additions and changes required to manage phones can be performed remotely and do not require rewiring the physical phone connection; o web based clients allow single or global changes in configuration to both phones and the phone system; o individual phones can be added at remote locations leveraging the Internet and is a good fit for small remote sites or teleworkers with minimal cost; o individuals can log into any phone to manage voice services, including redirecting their phones or obtaining voice messages. This allows users to share phones where appropriate and may result in an overall reduction in the number of phones required; o the use of soft phones is possible for users that do not have an office presence; o centralization and full resiliency of phones services can be achieved using the wide area network as a backbone. The concerns identified with an IP telephony system are primarily two fold. The first has to do with dispatching 911 calls and the other focuses on the quality and resiliency of the voice network. The concerns regarding 911 calls relates to applications not presenting the name and address of callers through the ANI/ALI applications. As the District does not employ ANI/ALI applications and because 911 calls are processed through Surrey dispatch, this is not a concern for the District at this time. If the District were at some point to introduce this service, digital sets can be employed in the future to mange this need. The other major concern is the quality and resiliency of the network as phone calls in a telephony system will travel across the same network as the rest of the computer data. When VOIP systems are used on home computers, the Internet manages the traffic and so the voice quality and reliability can be compromised very easily. In an IP telephony system, using business class equipment, the hardware and software utilized to manage these services is much more robust and the capacity of the network is far greater and so can accommodate the requirements and configuration to deliver voice successfully. The District currently employs a gigabit network to deliver services to end users. With the business class systems employed at the District we are able to partition off the voice traffic from the network traffic to ensure quality of service. By leveraging the proposed fiber network between District sites, we will eventually be able to deliver voice traffic throughout all sites. With an IP telephony system, it is possible and affordable to build in multiple areas of resiliency to ensure the phones system maintains operation and quality of service in the event that portions of the system fail. We are in fact able to achieve a greater level of resiliency with the proposed IP telephony system than with our current telephone system. If the network fails at one site, the PSTN service can be leveraged to redirect telephone activity to another site. If the PSTN fails, we will use the network to redirect telephone activity to other sites. If both the network and PSTN fail, there will be a minimal number of Page 3 of 6 analog lines that can be leveraged to ensure the phones maintain dial tone, although capacity will be limited. The solution proposed by Microserve is a Mitel IP telephony solution. For Phase 1, the procurement of the Fire Hall #1 phone system is a complete replacement of the existing infrastructure and telephone sets. In addition, a second core is provided to achieve resiliency for this phone system and will be located at Municipal Hall. The remainder of the phone system is not touched at this time. All remaining sites will stay on the current phone system until subsequent phases. In order to manage the limited capacity of the Municipal Hall phone system, we are able to leverage the Mitel system to deploy additional telephony phones at the Hall when required. The Fire Hall #1 phone system will be partially integrated with rest of the phone infrastructure. Four digit dialing, for example will be available from Fire Hall #1. The cost of Phase 1 is approximately $62,000. The budgetary pricing to replace the rest of the District's infrastructure, including the Municipal campus, RCMP, Operations Centre and Fire Halls #2 and 3 will cost approximately $240,000.00. The current capital project budget for the phone system replacement is $395,000.00. We will be able to complete the replacement of the entire phone system within the existing budget. b) Desired Outcomes: 1. To obtain a telephone system that meets the requirements and provides the best overall value for Fire Hall #1. 2. To obtain a telephone system that is capable of expansion to allow the migration of the remaining District sites into a single telephone infrastructure over the next several years and that this system provide the best overall value to the District 3. To obtain a scalable telephone system that can serve the District needs for the next 15 to 20 years. 4. To provide stability and quality of service in a robust telephone system capable of handling new technologies. 5. To reduce the administrative burden on IS staff when managing and deploying telephones within the District infrastructure. 6. To increase the flexibility in accessing and using phone services for employees within the District. c) Customer Implications: IS staff will see a reduced administrative burden in managing the telephone system as well as the individual telephones. Staff will see an increase in service as phones can be moved without IS intervention and new phones and features can be added in a faster and more efficient manner. Page 4 of 6 The introduction of a telephony system, regardless of the chosen vendor will produce a significant decrease in the administrative burden for IS staff and an increase in flexibility fir users in the use of their individual phones. The introduction of new telephones, regardless of the chosen vendor will produce a learning curve. Selecting a system with intuitive phones that are similar in look and feel to traditional phones will minimize the training required. The vendor will conduct user training session:3 to ensure staff can leverage the new technology provided. d) Interdepartmental Implications: The quality and robustness of the network is key to managing quality voice services in an IP telephony solution. It is imperative that we use the appropriate strategies to ensure that we configure the network to properly manage voice in conjunction with its data services. e) Business Plan/Financial Implications: The cost of replacing the phone system is significant. We need to ensure that we approach the phone system replacement strategically. Replacing only Fire Hall #1 at this time is a good strategy to ensure we leverage our existing investments for as long as possible. The capacity to add additional phones at Municipal Hall where we are nearing capacity allow our current phone system to service the District for an additional period of time. We will evaluate the replacement of each site with rigor to ensure that we maximize our current investment while moving forward with a new system when appropriate. f) Policy Implications: The procedures followed by staff are in line with the purchasing policies set out by the District. g) Alternatives: The District has an aging phone system. In order to continue to support the telephone system and allow for the expansion required at Fire Hall #1 we need to replace or upgrade the existing infrastructure. An upgrade to this end of life system will not provide the best value to the District as significant investment would need to be made and would still not position this system for future technologies. We received a number of submissions from proponents for IP telephony solutions, including an upgrade path for our current Nortel system. After careful consideration of all of the factors we determined that the overall costs associated with replacing the Nortel system with a Mitel solution would provide best value to the District. CONCLUSIONS: After a rigorous review of the proposals submitted by several vendors, we find at Microserve's Mitel telephony solution provides the best overall cost and value to the District. With a telephony system Page 5 of 6 we will see a significant reduction in the administrative burden for managing our phone system and an increased flexibility for users in the use of these devices. Moving forward with Phase 1 and replacing the Fire Hall #1's phone system with the Mitel telephony system allows us to meet the Fire Hall's requirement while still leveraging our existing investment in the rest of the infrastructure. The subsequent phases of the phone system replacement will be undertaken as required. An additional RFP process will be undertaken at that time to ensure the quality of implementation and best pricing in hardware and services can be achieved. Prepared by: Christina Crabtree Manager of Information Services Approved' by: Paul Gill, BBA, CGA General Manager of r orate Services (Th Concurrence: J.L. (Jim) Rale Chief Administrative Officer Page 6 of 6 MAPLE RIDGE British Columbia Deep Roots Greater Heights TO: FROM: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: June 24, 2009 and Members of Council FILE NO: Chief Administrative Officer ATTN: Committee of the Whole SUBJECT: Local Area Service Petition for the Provision of a Municipal Service, Kanaka Business Park Landscape Maintenance Bylaw EXECUTIVE SUMMARY: A subdivision application has been received which upon completion will create fifty one General Industrial (M-2) lots in what will be called the Kanaka Business Park. The property owner has made a preliminary petition requesting the Municipality to provide a Local Area Service Bylaw specific to those properties to be created by subdivision. The service is for landscape maintenance at a defined level of service to be applied to specific areas on public and private property within the subdivision. This bylaw would require property owners in the subdivision to pay an annual fee for the landscape maintenance of specific areas identified. A formal petition has been delivered to the District of Maple Ridge that has been determined to be sufficient pursuant to the Community Charter, Council approval is requested for this Local Area Service Bylaw to proceed. RECOMMENDATIONS: That Local Area Service to the properties outlined in bold attached to the report dated June 24th 2009, as formally petitioned for an estimated cost of $600.00 per year which is to be levied on the benefiting property owners in accordance with the "Maple Ridge Local Area Service Policy" be authorized; and further That Kanaka Business Park Landscape Maintenance By -Law 6676-2009 be given first, second and third reading. DISCUSSION: a) Background Context: The proposed Kanaka Business Park will be comprised of fifty one lots following subdivision of the existing three 15 ha parcels (plans attached). The land is currently zoned M-2 General Industrial. The Applicant has drafted building and landscape guidelines to be registered on title that will be used to guide construction on each lot. To insure the installed landscape is maintained to a 1151 specified standard a Local Area Service Bylaw is proposed, whereby a fee is collected from the benefiting property owners and the District of Maple Ridge provides a service to maintain specific areas in the Business Park. The intent of the built landscape is to use native plant materials, rock and coarse woody debris to replicate the appearance of natural drainage channels in the area. An extensive planting program to protect the habitat and natural water features through this site has been undertaken under the watercourse protection requirements, and it is this theme that is used to guide the landscape design for the frontage of the properties. As irrigation will be limited to select areas, the intention is to use drought tolerant shrubs and low growing ground covers to limit the need for conventional turf maintenance. The following is a description of the maintenance areas to be included in the Local Area Service. Entry Feature Landscape Plans provided in support of the subdivision application identify feature planting areas at the entry to the subdivision off 128th Avenue at 261st Street and on the 128th Avenue property frontage west of 264th Street. These areas planted by the Applicant would be included in the Local Area Service. These are the only areas where irrigation will be provided. Cut Bank The Applicant has proceeded with significant site works in advance of completing the subdivision process. Grading this up hill site to create the building lots has resulted in several lots with exposed cut banks on the fronting streets. These cut banks will be treated by the Applicant with a planting of native materials and low growing ground cover to stabilize the slopes. These cut banks on private property will be included in the Local Area Service. Landscape Buffer On the frontage of each lot either a 1.5 or 2.0 meter wide landscape buffer is to be provided on the private property. Initially these buffer strips will be treated by the Applicant with the same planting as the cut banks with native plant materials and low growing ground cover. As the building lots are developed these buffer areas will be renovated with new planting as per the Design Guidelines to accommodate access for vehicles and services. These buffer areas will be included in the Local Area Service. Boulevard Within the road right of way a 1.0 meter wide boulevard with ground cover treatment consistent with the cut banks is to be provided at the property line. A 3.0 meter wide rock lined drainage swale/channel is located in the boulevard with limited native shrub planting, boulders and coarse woody debris anchored in place. Street trees are provided in the boulevard throughout the subdivision consistent with the subdivision servicing bylaw. As these trees are typically required their maintenance will not be included in the Local Area Service bylaw. b) Citizen/Customer Implications: If this initiative is successful and the necessary bylaws are adopted, the property owners in this subdivision will be required to pay an annual amount per lot based on a cost estimate to maintain the areas to the standard as specified in the bylaws. At this point the figure under discussion with the Applicant is $600.00 per lot per year. c) Policy Implications: The process outlined in this report is consistent with the "Maple Ridge Local Area Service Policy". CONCLUSIONS: The support of the property owner having signed the petition requesting this service indicates the Bylaw should proceed. It is recommended that Kanaka Business Park Landscape Maintenance Bylaw No. 6676-2009 be given first, second and third reading. Prepared by: Bruce McLeod, MBCSLA , Manager of Parks and Open Space Approved •y: 'Mike Mrray, Genera Manager Parks an Leis a Se Development Concurrence: J.L (Jim) ule Chief Adrninistrativ: 1 icer 128 AVE City of Pitt Meadows ' Subject Site 128 AVE Kanaka Business Park 0 SCALE 1:8,000 District of Langley MAPLE RIDGE Ersh Wumhfa CORPORATION OF THE DISTRICT OF MAPLE RIDGE PARKS & LEISURE SERVICES DEPT. DATE: Jun 11, 2009 FILE: Untitled BY: BM CORPORATION OF THE DISTRICT OF MAPLE RIDGE BYLAW NO. 6676 - 2009 A Bylaw to authorize a municipal service to maintain landscape areas; to define the benefiting lands; and to establish that the cost of the municipal service shall be borne by the owners of real property within such defined area. WHEREAS Council has been petitioned to provide a municipal service pursuant to Section 210, Division 5 of the Community Charter S.B.C. 2003, c.26 (the "Community Charter"); AND WHEREAS the Corporate Officer has certified that the petition received for the municipal service does constitute a sufficient petition signed by the majority of property owners, representing at least half of the value of the parcels that are liable to be specifically charged; AND WHEREAS Council has deemed it expedient to proceed with the works; AND WHEREAS the `Maple Ridge Local Area Service Policy', as amended, provides that the cost of providing a municipal service shall be recoverable from each of the existing parcels of land that will benefit from the service. NOW THEREFORE, the Municipal Council of the Corporation of the District of Maple Ridge enacts as follows: 1. This Bylaw shall be cited for all purposes as "Kanaka Business Park Landscape Maintenance Bylaw No. 6676 - 2009". 2. The contents of Schedules "A", "B", "C","D" and "E" attached hereto are hereby declared to be made an integral part of this Bylaw 3. The local service area of the District for the benefit of which the areas are to be maintained as a municipal service is defined as the area outlined in bold in the attached Schedule "C". 4. If any section, subsection, clause or other part of this Bylaw is for any reason held to be invalid by the decision of a court of competent jurisdiction, such decision will not affect the validity of the remaining portions of this Bylaw. READ a first time the day of 200 . READ a second time the day of 200 . READ a third time the day of 200 . RECONSIDERED AND ADOPTED, the day of 200 . PRESIDING MEMBER CORPORATE OFFICER Attachments: Schedules "A", "B", "C", "D" & "E" CORPORATION OF THE DISTRICT OF MAPLE RIDGE KANAKA BUSINESS PARK LANDSCAPE MAINTENANCE BYLAW NO. 6676 - 2009 Schedule "A" Class of Work: The establishment, maintenance and replacement of landscape areas to the classification level depicted in Schedule "B" in the area indicated and by bold outline on Schedule "C". In the case of this project, the maintenance standard is Class 3 for the entry feature planting and Class 4 for the cut banks, landscape buffers and boulevard The Annual Charge: The Annual Charge is based on a per lot basis of six hundred dollars ($600.00) per year starting in 2010. The charges established under this Bylaw shall be specifically charged against the parcels benefiting from the work, payable by a per lot basis levied year by year with the municipal property taxes. The Annual Charge Adiustment: The annual charge will be adjusted annually to reflect any increase in the Consumer Price Index (CPI) for Vancouver ,B.C. for the immediately preceding year commencing with 2010 as provided by Statistics Canada. CORPORATION OF THE DISTRICT OF MAPLE RIDGE KANAKA BUSINESS PARK LANDSCAPE MAINTENANCE BYLAW NO. 6676 - 2009 Schedule "B" Landscape Maintenance Standards Entry Feature Landscape areas shall be classified as: Class 3 This classification of maintenance is a low service level and differs from higher class levels of maintenance by the frequency of visits to the site for maintenance purposes. As an example Class 1 maintenance level is applied where there are formal display beds of annual plants with a back drop of fine lawn areas. Maintenance is low in Class 3 as required to maintain ecosystem functioning and habitat quality with natural plantings in a more or less natural condition. This area does not include any grass cutting maintenance activities. Class 3 -Level of Service Shrub Bed Maintenance. Entry Feature a) Weed Removal Shrub beds shall be maintained to include noxious weed removal a minimum of four (4) times per annum. b) Invasive Plant Removal Invasive plant removal shall be done when designated invasive species threaten the sustainability of the natural area landscape a minimum of once (1) per annum c) Inspection/Reporting Inspect planted bed three (3) times per annum, report any hazards or changes to scheduled maintenance. d) Litter removal As required during scheduled annual maintenance visits. e) Shrub and tree pruning As required once (1) per annum. f) Mulch Mulch is replaced on a three to five year basis Cut Banks, Landscape Buffers and Boulevards shall be classified as: Class 4 This classification of minimal maintenance is applied to natural areas where the objective is to allow the establishment of native plant materials to either restore disturbed natural areas or establish native planting on rehabilitated sites. Maintenance is primarily vegetation and invasive plant control. These natural areas are not intended to receive grass cutting maintenance beyond what may be necessary to assist in noxious weed control. Class 4 Level of Service Maintenance for Cut Banks, Landscape Buffers and Boulevards a) Invasive Plant Removal Invasive plant removal shall be done when designated invasive species threaten the sustainability of the natural area landscape a minimum of once (1) per annum. b) Inspection/reporting Inspect the cut banks, landscape buffers and boulevards three (3) times per annum, report any hazards or changes to scheduled maintenance. c) Litter removal As required during scheduled annual maintenance visits d) Shrub, tree pruning, selected vegetation removal As required during scheduled annual maintenance visits to remove damaged branches, and selectively remove vegetation to encourage establishment of native planting. 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A{cgpf:98memexceem me ?4 f a�8 ! ;PA I rail:11 I1 .61 pIL I lc& ;PIN 1 NIA 1 VO pi I Yk g 2 1 1 a a 1 E 1 KANAKA BUSINESS PARK MAPLE RIDGE, B.G. 1 1 1 i r 1 1 Q M w a 4 1 O O 1 1 E 1 KANAKA BUSINESS PARK MAPLE RIDGE, B.C. 1 1 •}F 1 MAPLE RIDGE Deep Roots Greater Heights TO: FROM: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: June 30, 2009 and Members of Council FILE NO: Chief Administrative Officer ATTN: SUBJECT: Ross Systems Financial Software Upgrade EXECUTIVE SUMMARY: The Ross Systems financials have been the District's financial software program since 1999. Recent Oracle upgrades and planned changes to the technology architecture have created a necessity to upgrade the Ross financials to ensure we run supported software thereby reducing the risk and potential impact of a system failure. An upgrade to the current financials is the most cost efeetive and least disruptive option to allow staff to continue to provide quality financial support to the District's business operations. There is an approved Capital Works package of $212,000 in the approved Financial Plan. RECOMMENDATION(S): That staff be authorized to negotiate and award a contract to Ross Systems Inc. not to exceed $212,000 for the purpose of upgrading the existing Ross Systems financial software modules. DISCUSSION: a) Background Context: Ross Systems financials have been the District's financial software since 1999. At that time the modules implemented were General Ledger, Accounts Payable, Purchase Order Processing and Inventory Control. In August 2002 a substantial upgrade was performed which provided an improved user interface, the ability to interface with Microsoft Office products and upgraded technology architecture. At this time, we also implemented the Ross Accounts Receivable module. The Ross financials reside on the Aspen/VMS server and use the Oracle database version 8.17. In 2008, version updates to Oracle and notification that version 8.17 would no longer be supported through the District's service agreement meant that we were required to make changes to our financial software. In addition a project was underway to replace the Aspen/VMS server which meant that further changes would be happening to the underlying architecture. The options were limited. The Ross financials could stay as they are and though the current configuration is stable we would be running without Oracle service support and we are unsure what impact the move to a new server would have on that stable environment; the Ross financials could be upgraded to a new version that would run on the most current version of Oracle; or we could consider replacing the Ross financials with another software enterprise solution that was supported on our planned architecture. Page 1 of 3 1152 Staff recommend, with the support of the Information Technology Steering Committee, to proceed with the upgrade of the Ross financials. This upgrade will provide an up to date, fully integrated, web enabled financial application that is capable of managing the District's needs with minimal "new system" impact to the departments currently using the Ross Systems core financial modules. It will provide an immediate solution to the lack of support for the Oracle database as it will migrate the data to a current version and it will provide assistance for the move of the application from Aspen/VMS server to Solaris on SUN. b) Desired Outcome: The Finance department continuously provides financial information annually, monthly and on request. The Ross financials are our main tools for processing accounts payable, accounts receivable, and for recording the District's financial activities from all sources. It is essential to have a reliable, stable, supported software package that will continue to support the District's business operations for at least another five years. c) Strategic Alignment The Ross financials upgrade supports the Information Technology Strategic Plan recommendation to run supported enterprise software. It is also in alignment with the planned changes to the technology architecture. d) Citizen/Customer Implications: Software systems have become an underlying infrastructure in the business of the District of Maple Ridge. They have limited life spans and require municipal funds to maintain and upgrade the systems to allow staff to continue to provide an expected level of service. The upgrade may allow for some improvement in the delivery of services, but our goal is to reduce the chances of negative impacts on customer service and legislated requirements. The assignment of municipal funds to this type of project is necessary but it does impact potential funding of other municipal projects. e) Interdepartmental Implications: The Information Services department will be a key stakeholder along with the Finance Department. Information Services staff will be responsible for the set up of the application on the new server and the new version of Oracle. The Finance staff will be responsible for testing all current functionality and learning and testing any new features. All other user departments who receive reports or access data will have little impact from this project. f) Business Plan/Financial Implications: The Ross Upgrade has been included in the 2009 Capital program with an approved budget of $212,000 being funded from General Capital Fund ($140,000), Sewer Capital Fund ($36,000) and Water Capital Fund ($36,000). The proposed costs include additional software purchase for the Ross web browser interface, support to change from Aspen/VMS to Sun, consulting fees, travel costs (for Ross consultants), project management and technical support. Page 2 of 3 g) Annual software maintenance fees would increase by approximately $7,000. Policy Implications: The upgrade of the Ross software will provide a supported financials software product for a minimum of five more years. To prepare for necessary improvements in financial reporting and ongoing changes in technological infrastructure, staff will be considering an in-depth review of the District's financial requirements and how they can be met by the current or other financial software packages. The results could include a plan for a financials replacement project. h) Alternatives: The Ross financials could stay as they are now. We would run the software on an unsupported version of the Oracle database. The chance of a problem occurring currently is low, but the potential impact could be devastating to the District's business operations. To keep the risk low, the software would have to remain on the Aspen/VMS server which may negatively impact the migration of other systems that interface with the financials. The Ross financials could be replaced with a different financial software package. This option was investigated by conducting a survey of other local governments to determine the software they use and their implementation costs. At this time the impact on the business operations and the cost of such a project were too high to be considered as a timely alternative. With the support of the I.T. Steering committee, we do believe that further reviews should be conducted to determine the long term viability of the current software and to prepare for a potential financials replacement project in the Long Term Capital Plan. CONCLUSIONS: The Ross Systems financials used by the District of Maple Ridge since 1999 require an upgrade to allow the software to continue to run on the District's supported technology architecture, specifically the Oracle database and the Sun Solaris server. The upgrade will provide District staff with the software infrastructure to continue to provide quality financial support to the District's business operations to at least 2015. Prepared by: Kathleen Gormley Manager of Business Systems Approved by: John Bastaja, Chief Information Officer t Approved by: IP4.uloill, BBA, CGA General Manager Corporate & Financial Services Concurrence` J.L. (Jim) Rule Chief Administrative Officer Page 3 of 3 4 MAPLE RIDGE British Columbia Deep Roots Greater Heights TO: FROM: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: July 2, 2009 and Members of Council FILE NO: Chief Administrative Officer ATTN: C.O.W. SUBJECT: Alouette Home Start Society - Iron Horse Youth Safe House Extension of Lease EXECUTIVE SUMMARY: In 2004, the Alouette Home Start Society (AHSS) identified the need for a youth safe house as a critical preventive component to address the issue of youth homelessness. In the spring of 2004, AHSS received a commitment from the District of Maple Ridge for the free use of a District owned rental property and a property tax exemption. This contribution provided significant leverage for AHSS's successful application for funding under a Federal Grant program to operate a Youth Safe House. The lease agreement between the District and AHSS, signed in January, 2005 is nearing the end of the five year lease (January 31, 2010) and they are requesting an extension of their current lease for an additional five years. Since opening the Iron Horse Youth Safe House has successfully supported 641 youth in crisis to reside temporarily while receiving support to implement solutions to their difficult circumstances. Overall 65% of the youth that have connected with the Safe House have moved on to live in more positive environments. The District's in-kind contribution provides significant leverage for AHSS to access ongoing funding. The Safe House is currently funded until March 31, 2011 and it is expected that the Federal Grant program Call for Proposals for funding beyond this date will be issued in early 2010. At the June meeting of the Social Planning Advisory Committee unanimously supported the following resolution: That a recommendation from the Social Planning Advisory Committee be forwarded to Council to extend the lease for the Alouette Home Start Society's Iron Horse Youth Safe House for an additional five years. RECOMMENDATION(S): That the lease agreement with the Alouette Home Start Society for the Iron Horse Youth Safe House be extended for an additional five years from the current lease end date. DISCUSSION: a) Background Context: In 2004, after completing community specific research, AHSS identified the need for a youth safe house as a critical preventive component to address the issue of youth homelessness. AHSS requested that the District of Maple Ridge supported the Alouette Home Start Society's application 1153 for Federal funding under the Homelessness Partnership Initiative grant to operate a Youth Safe House. The District of Maple Ridge's commitment of the contribution of the free use of a District owned rental property and a property tax exemption provided significant leverage for AHSS's funding application which was approved. The lease agreement between the District and AHSS was signed in January, 2005. After considerable community support to completely renovate the house, and the Iron Horse Youth Safe House opened in June, 2005. Since opening the Iron Horse Youth Safe House has proven to be an effective and valued service for youth within the community. There are very few safe living alternatives for at risk and homeless youth in Metro Vancouver. The Safe House is a safe, accessible and inviting place for youth in crisis to reside temporarily while receiving support to implement solutions to their difficult circumstances. To date, the Iron Horse Youth Safe House has supported 641 youth. Overall 65% of the youth that have connected with the Safe House have moved on to live in more positive environments. The Alouette Home Start Society is nearing the end of their current lease contract (January 31, 2010) and are requesting an extension of their current lease for another five years. The District's in- kind contribution (approximately $1200/month) of rent and property tax exemption (approximately $4500) provides significant leverage to access any further funding applications to the Federal Government. The Safe House is currently funded until March 31, 2011 and it is expected that the Call for Proposals for funding beyond this date will be issued in early 2010. Desired Outcome(s): That the Alouette Home Start Society continues to operate the Iron Horse Youth Safe House and that they continue to receive funding to support at risk and homeless youth. The District's contribution to the Safe House operation is significant due to the requirement of the Federal Service Canada Homelessness Partnership Initiative funding that applicants demonstrate ongoing community support. b) Strategic Alignment: Ensuring adequate housing is available for all citizens is inextricably linked with providing a safe and livable community. A lack of access to emergency housing puts youth in our community at -risk of homelessness which inevitably affects the quality of life of all community residents. c) Citizen/Customer Implications: At a community process hosted by the Substance Misuse Prevention Committee this past year, maintaining the Youth Safe House in the community was voted as a top priority. Service providers that work to support youth in crisis indicated that the availability of this service in the community has had a significant positive impact on their ability to successfully support youth. The community benefits from this preventive service which has demonstrated a significant contribution to ensuring that the number of youth that are homeless or at -risk of homelessness in this community is reduced. This inevitably increases the quality of life of all residents. d) Interdepartmental Implications: The Property Management Manager from Clerks' Department manages the lease agreement with Alouette Home Start Society. Alouette Home Start Society contributes to community health and wellness by working closely with both the RCMP and the Bylaw Department to address community issues related to homelessness and to support the homeless population to access services and support. e) Business Plan/Financial Implications: The financial implications include the lost revenue from rent on the property and the property tax exemption. A recent report from Simon Fraser University indicates that not housing the homeless in BC costs taxpayers $55,000 per person per year while housing with appropriate services would cost just $37,000. The District of Maple Ridge's contribution to the Youth Safe House is a significant investment in prevention of homelessness. CONCLUSIONS: The Alouette Home Start Society has successfully operated the Iron Horse Youth Safe House since the spring of 2005 providing a critical preventive service to address the issue of youth homelessness in this community. The District of Maple Ridge's contribution of free use of a District owned rental property and a property tax exemption has provided significant leverage for AHSS"s funding applications over the last several years. The contribution that the District has made has assisted in addressing a significant need in the community. AHSS's lease agreement with the District is nearing the end of the five year period and they are requesting an extension of the lease for an additional five years. AHSS has currently received funding to operate the Youth Safe House until the end of March, 2011. Confirmation of this extension of the lease will also be necessary for upcoming funding applications beyond March, 2011. Prepared by: Sue Wheeler, Community Services Director Apprioved by: Mike Murray Genera Mana• - • = munity Development, Parks and Recreation aefr Concurrence: J.L. (Jim) Rule r- Chief Administrative Officer r sw Alouette Home Start Society 22318 McIntosh Avenue, Maple Ridge BC V2X 3C1 May 27, 2009 Attention: Mike Murray, GM -Community Development / Parks & Recreation Services Dear Mike: Please accept this letter on behalf of Alouette Home Start Society in regards to our current lease with the city of Maple Ridge. In 2001 the "Filling the Gaps" Needs Assessment indicated that there was a need for a youth safe house in this community. After further information was gathered in 2003 (in collaboration with School District 42) Alouette Home Start Society was formed through a collaborative process; and focused on meeting the needs of at risk and homeless youth in this community. In the spring of 2004, AHSS applied to the Federal Government for operational dollars and received approval in November 2004. In January 2005, AHSS entered into a lease agreement with the District of Maple Ridge to operate the youth safe house in a district owned house. This agreement was further endorsed by city council. The endorsement by council and the contribution of the city are two of the key reasons why AHSS was successful in the application process. It still remains a requirement of the funding process to have contributions from different sources in the community. There are very few safe living alternatives for at risk and homeless youth in Metro Vancouver. Iron Horse is a safe, comfortable and inviting place in our own community for youth in crisis to live temporarily while implementing solutions to their difficult circumstances. During their stay youth develop their own action plan in conjunction with youth workers who in turn connect them to services currently available in this community. Our goals for this project still remain the same: 1. to help prevent youth from becoming street entrenched 2. to provide an opportunity for youth to make choices that result in positive change 3. to connect these youth to resources in this and other communities 4. reconnect youth with family or guardians where appropriate 5. support youth in developing positive and healthy relationships To date Iron Horse Youth Safe House has housed and supported 629 youth. 123 youth have retuned to their family, 86 have been connected to MCFD, and 14 have become independent. Overall 65% of the youth that have connected with Iron Horse have left to live in a more positive environment compared to where they came from. As we enter into our 5th year of operation, we look forward to continuing our positive relationship with the District of Maple Ridge. We are nearing the end of our current lease contract (Jan 31, 2010) and would like to request an extension of our current lease for another five years. As stated above, this in kind contribution (approximately $1200/month) will continue to provide significant leverage to any further funding applications to the Federal Government. I would be more than happy to answer any questions you may have regarding our project, at your convenience. Respectfully submitted, Dave Speers Project Manager -Iron Horse Youth Safe House & Community Outreach Alouette Home Start Society 604-789-1045 This Lease dated for reference January , 2005, is BETWEEN: AND: THE CORPORATION OF THE DISTRICT OF MAPLE RIDGE, a municipal corporation, having its place of business at 11995 Haney Place, Maple Ridge, British Columbia (the "Lessor") ALOUETTE HOME START SOCIETY, Incorporation No. S27308, a Society duly incorporated under the laws of the Province of British Columbia, and having its registered office situate at 22318 McIntosh Ave., Maple Ridge, British Columbia (the "Lessee") GIVEN THAT: A. The Lessor is the registered owner in fee simple of those lands and buildings located at ("Premises"); B. The Lessee wishes to lease the Premises for use as a youth group home, and the Lessor wishes to lease the Premises to the Lessee for this purpose on the terms and conditions set out in this Lease; THIS AGREEMENT is evidence that in consideration of the mutual promises contained in this Agreement, the receipt and sufficiency of which are acknowledged by the parties, the parties agree as follows: 1. Lease of Premises - The Lessor hereby leases the Premises to the Lessee (the "Lease"), its servants, agents, employees and invitees, on the terms and conditions and for the purposes set out in this Lease. 2. Rent - The Lessee shall pay the Lessor the prepaid rent for the Term of $5.00 (the "Rent"), the receipt of which is hereby acknowledged by the Lessor. 3. Term - The term of this Lease ("Term") and the rights granted by it shall be for a period of five (5) years beginning on February 1, 2005 and terminating on January 31, 2010, subject to earlier Alouette Horne Start Lease 2005 02/07/2009 2 termination pursuant to the terms of this Lease. 4. Lessee's Covenants - The Lessee covenants and agrees with the Lessor as follows: (a) to use the Premises only as a site for the Lessee's youth group home, in accordance with the Lessor's policies set out in Schedule "A" and Schedule "B", and for no other purposes whatsoever; (b) to at all times maintain the Lessee in good standing as a non-profit society whose membership is open to the public and to provide the Lessor forthwith with copies of all changes to the Lessee's Constitution or Bylaws; (c) to in each year of the Term deliver to the Lessor copies of the Lessee's financial statements in respect of the previous year, as soon as such statements have been approved by the Lessee's board of directors; (d) to in each year of the Term deliver to the Lessor a report detailing to the satisfaction of the Lessor, the Lessee's activities on the Premises during the previous calendar year, such report to be delivered no later than April 1st in each year; (e) not to make or construct in, on or to the Premises any alterations or other improvements (collectively, "Improvements") without obtaining the Lessor's prior written consent, and to provide to the Lessor plans showing the design and nature of construction of the proposed Improvements and their proposed location, and all such Improvements shall be constructed in accordance with such plans and in a good and workmanlike manner, and shall thereafter be maintained by and at the cost and expense of the Lessee, to the Lessor's satisfaction; (t) (g) not to commit, suffer or permit any waste, spoil, destruction, damage or injury to the Premises or to the surrounding land; not to cause, maintain or permit any thing that may be or become a nuisance or annoyance in, on or from the Premises to the owners or occupiers of adjoining lands or to the public, including by the accumulation of rubbish, or unused personal property of any kind; (h) to heat the Premises as necessary to prevent damage from frost; (i) to promptly pay all costs and expenses of any kind whatsoever associated with and payable in respect of the Premises , including without limitation, all taxes, duties, levies, charges and assessments, permit and license fees, repair and maintenance costs, administration and service fees, telephone, electrical, gas, water, sewage disposal and other utility charges; (j) to repair and maintain the Premises (including, for clarity, all Improvements) in good condition and repair and a neat, tidy, safe, clean and sanitary condition, including without limitation all maintenance and repairs (including replacement as necessary) to the structural, electrical, plumbing, heating, air conditioning, machinery, equipment, Alouette Home StartLease 2005 02/07/2009 3 facilities and fixtures to a standard befitting public facilities used for a similar purpose, at the Lessee's sole expense; (k) not to allow any refuse, debris, garbage, or other loose or objectionable material to accumulate or be deposited in, on or from the Premises but rather to dispose of the same regularly and continuously, in order to maintain the Premises in a condition befitting public facilities used for similar purposes, and to take all reasonable measures to ensure that any substance discharged, spilled, emitted, released or permitted to escape, seep or leak onto the land or into, drains or sewers on or adjacent to the Premises is in compliance with all applicable laws; (1) to carry on and conduct its activities in, on and from the Premises in compliance with any and all applicable statutes, bylaws, regulations and orders, including without limitation by obtaining all necessary permits and licenses, and not to do or omit to do anything upon or from the Premises in contravention thereof; (m) to observe and cause its employees, invitees and others over whom the Lessee can reasonably be expected to exercise control to observe the Rules and Regulations set out in Schedule 'B', and such further and other rules and regulations of the Lessor, acting reasonably after consultation with the Lessee, and all such rules and regulations shall be deemed to be incorporated into and form part of this Lease; (n) not to assign or transfer this Lease or sublet all or any part of the Premises or to part with possession of the whole or any part of the Premises without the prior written consent of the Lessor; and (o) to promptly discharge any builders' lien which may be filed against the title to the Premises relating to any work or construction which it undertakes on or to the Premises. 5. Taxation - The Lessee acknowledges and agrees that it is solely responsible for the payment of all property taxes and assessments levied against the Premises during the Term. The Lessee may in each year apply to the District of Maple Ridge for an exemption from taxation in accordance with the Local Government Act and Community Charter provisions in force from time to time, and may apply for financial assistance from the District of Maple Ridge. However, the Lessee acknowledges that such grants and exemptions are within the sole discretion of the District of Maple Ridge Council and cannot in any way be guaranteed or relied upon. 6. Net Lease - Without limiting any other provisions in this Lease, the Lessee agrees that this Lease shall be net to the Lessor and the Lessee shall promptly pay when due its own account and without any variation, set-off, or deduction all amounts, charges, costs, duties, expenses, fees, levies, rates, sums and taxes and increases in any way relating to the operation and maintenance of the Premises. 7. Maintenance - If during the Term the Lessee defaults in its obligations to maintain the Premises and all Improvements, the Lessor may give written notice specifying the respect in which such maintenance is deficient, and the Lessee shall, within fifteen (15) days of such notice, remedy the default specified in the notice and where the Lessee has not commenced, or having commenced, is not diligently completing the remedying of such default or if the Alouette Home StartLease 2005 02/07/2009 4 maintenance is not satisfactory to the Lessor, the Lessor may enter upon the Premises and perform such maintenance as is in the Lessor's opinion required, at the sole cost and expense of the Lessee, plus such additional charge as may then be applicable in accordance with the policies of the Lessor for administration and overhead, provided that nothing in this section requires the Lessor to perform any maintenance during the Term. 8. Condition at End of Term - Upon the expiration or earlier termination of this Lease, the Lessee shall leave the Premises in a clean, neat and sanitary condition satisfactory to the Lessor. 9. If the Lessee fails to leave the Premises in the condition required by this Lease, the Lessor may do so on behalf of the Lessee and the Lessee shall, on demand, compensate the Lessor for all costs incurred by the Lessor. 10. All alterations to or leasehold improvements made in or upon the Premises after the commencement of the Term shall immediately upon termination of the Lease become the Lessor's sole property without any compensation to the Lessee. Except to the extent otherwise expressly agreed by the Lessor in writing, no leasehold improvements shall be removed by the Lessee from the Premises during the Term except that the Lessee may at the end of the Term remove its trade fixtures. The Lessee shall, in the case of every removal, either during or at the end of the Term, make good any damage caused to the Premises by the installation and removal. 11. Acknowledgment and Agreements of the Lessee - The Lessee acknowledges and agrees that: (a) the Lessor has given no representations or warranties with respect to the Premises, including without limitation with respect to the suitability of the Premises for the Lessee's intended use for the Premises; (b) the Lessee has the power and capacity to enter into and carry out the obligations under this Lease and has undertaken all necessary corporate approvals to enter into and carry out this Lease; and (c) the Lessee leases the Premises on an as is basis and the Lessor has not made any representations, warranties or agreements as to the condition of the Premises. 12. Quiet Possession - The Lessor covenants and agrees with the Lessee to permit the Lessee, so long as the Lessee is not in default of the Lessee's obligations under this Lease, to peaceably possess and enjoy the Premises for the Term, without interference or disturbance from the Lessor or those claiming by, from or under the Lessor except as expressly provided in this Lease. 13. Indemnity - Notwithstanding any other provisions of the Lease, the Lessee shall indemnify and save harmless the Lessor from any and all liabilities, damages, costs, claims, suits or actions arising out of: (a) any breach, violation or non-performance of any covenant, condition or agreement in this Lease on the part of the Lessee to be fulfilled, kept, observed or performed; Alouette Home StartLease 2005 02/07/2009 5 (b) any damage to property arising out of the Lessee's use and occupation of the Premises; and (c) any injury to person or persons, including death, occurring in or about the Premises, and this indemnity shall survive the Term. 14. The Lessee agrees that the Lessor shall not be liable for any bodily injury to or death of, or loss or damage to any property belonging to, the Lessee or its employees, invitees, or licensees or any other person in, on or about the Premises unless resulting from the actual fault or negligence of the Lessor, but in no event shall the Lessor be liable: (a) for any damage caused by steam, water, rain or snow which may leak into, or flow from any part of the Premises or from the pipes or plumbing works thereof or for any damage caused by or attributable to the condition or arrangement of any electric or other wiring; or (b) for any act or omission on the part of any agent, contractor or person from time to time employed by the Lessee to perform services, supervision or any other work in or about the Premises. 15. Insurance by Lessee - The Lessee shall obtain and maintain for the Term: (a) a policy of general public liability insurance in an amount of at least Two Million Dollars ($2,000,000.00) per occurrence, which insurance shall include the District of Maple Ridge and the City of Pitt Meadows, Maple Ridge and Pitt Meadows Parks and Leisure Services Commission and School District #42 as additional insured; and (b) a policy of insurance in respect of fire and such other perils, including sprinkler leakage as are from time to time defined in a standard commercial all-risk insurance policy covering all of the Lessee's trade fixtures and the furniture and equipment and all other contents of the Premises and plate glass insurance in an amount equal to the replacement cost thereof; which insurance shall include the District of Maple Ridge and the City of Pitt Meadows, Maple Ridge and Pitt Meadows Parks and Leisure Services Commission and School District #42 as an insured. 16. All insurance required to be maintained by the Lessee shall be on terms and with insurers satisfactory to the Lessor and shall provide that such insurers shall provide to the Lessor thirty (30) days prior written notice of cancellation or 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. 17. Insurance by Lessor Alouette Home StartLease 2005 02/07/2009 6 (a) The Lessor shall insure and keep insured to their full replacement value, for the Term, all buildings, structures, fixtures and equipment of the Premises (other than the Lessee's trade fixtures and contents) against loss or damage by fire and against loss by such other insurable hazards as it may from time to time reasonably require. Should property be lost or damaged due to an insurable hazard, the Lessor will commence to replace such loss at its earliest possible opportunity. (b) The Lessee shall not omit or permit upon the Premises anything which would cause the Lessor's cost of insurance (whether fire or liability) to be increased (and, without waiving the foregoing prohibition the Lessor may demand, and the Lessee shall pay to the Lessor upon demand the amount of any such increase of cost caused by anything so done or omitted to be done) or which shall cause any policy of insurance to be subject to cancellation. 18. Lessor's Representative - A member of the staff of the District of Maple Ridge as designated by the Lessor from time to time shall serve as the Lessor's Representative for the purposes of this Lease. 19. Additions to Premises - The Lessor may from time to time during the Term add or extend the Premises and to lease such extensions or additions to third parties. In exercising such rights, the Lessor agrees to have prior consultation with the Lessee and to put the Lessee to no unnecessary inconvenience and not to unreasonably interfere with the Lessee's use of the Premises. 20. Holding Over - If at the expiration of the Lease the Lessee shall hold over for any reason, the tenancy of the Lessee thereafter shall be from month to month only and shall be subject to all terms and conditions of this Lease, except as to duration, in the absence of written agreement between the Lessor and the Lessee to the contrary. 21. Right of Entry - The Lessor or its authorized representative may enter the Premises at all reasonable times for the purposes of inspection of the Premises. 22. Strict Performance - 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 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. 23. Termination: Termination of the Lease is at the sole discretion of the Lessor. The Lessor shall provide the Lessee with 12 months notice of termination and the notice shall be in writing. At the end of the notice period, the Lessee shall immediately cease all use and occupation of the Premises and shall vacate and deliver up possession of the Premises and the Lessor may forthwith re-enter the Premises and repossess and enjoy the same. Alouette Home Start Lease 2005 02/07/2009 7 24. Distress - If and whenever the Lessee shall be in default of the payment of any money, whether hereby expressly reserved or deemed as Rent or any part thereof, the Lessor may without notice or any form of legal process whatsoever, enter upon the Premises and seize, remove and sell the Lessee's goods, chattels and equipment therefrom and seize, remove, and sell any goods, chattels and equipment at any place to which the Lessee or any other person may have removed them in the same manner as if they had remained and been distrained upon the Premises, notwithstanding any rule of law or equity to the contrary, and the Lessee hereby waives and renounces the benefit of any present or future statute or law limiting or eliminating the Lessor's right of distress. 25. Additional Rights - In addition to all rights and remedies of the Lessor available to it in the event of any default by the Lessee under this Lease or otherwise, the Lessor: (a) shall have the right at all times to remedy or attempt to remedy any default of the Lessee, and in so doing may make any payments due or alleged to be due by the Lessee to third parties and may enter upon the Premises to do any work or other things therein and in such event all expenses of the Lessor in remedying or attempting to remedy such default shall be payable by the Lessee to the Lessor forthwith upon demand; (b) shall have the same rights and remedies in the event of any nonpayment by the Lessee of any amounts payable by the Lessee under any provision of this Lease as the case of a nonpayment of Rent; (c) if the Lessee fails to pay any sum promptly when due, shall be entitled, upon demand, to interest on such amount at the rate charged and published from time to time by the main branch of the Lessor's bank, as its most favourable rate of interest to its most creditworthy and substantial commercial customers commonly known as its "prime rate", from the date upon which the same was due until the date of actual payment; and (d) whenever the Lessor becomes entitled to reenter the Premises under any provision of this Lease, the Lessor in addition to all other rights it may have shall have the right as agent of the Lessee to enter the Premises and re -let them and to receive the rent, and as the agent of the Lessee to take possession of any furniture owned by the Lessee and to sell the same at public or private sale without notice and to apply the proceeds and any rent derived from re -letting the Premises upon account of the rent due and to become due under this Lease and the Lessee shall be liable to the Lessor for the deficiency, if any. 26. Rights Non -Exclusive - All rights and remedies of the Lessor are intended to be cumulative and not alternative, and the express provisions as to certain rights and remedies are not to be interpreted as excluding any other or additional rights and remedies available to the Lessor by statute or the general law. 27. Entire Agreement - The Lessee acknowledges that there are no covenants, representations, warranties, agreements or conditions expressed or implied relating to this Lease or the Premises save as expressly set out in this Lease, and that this Lease is the entire agreement between the parties respecting its subject matter. Alouette Home StartLease 2005 02/07/2009 8 28. Governing Law - This Lease shall be governed by and construed in accordance with the laws of the Province of British Columbia. 29. Severance - Should any provision or provisions of this Lease be illegal or not enforceable, it or they shall be considered separate and severable from the Lease and its remaining provisions shall remain in force and be binding upon the parties hereto as though the said provision or provisions had never been included. 30. Time of Essence - Time is of the essence of this Lease. 31. Notice - Any notice to be given pursuant to this Lease shall be in writing and shall be sufficiently given if served personally upon an 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, British Columbia V2X 6A9 and in the case of the Lessee, addressed to: The Alouette Home Start Society 22318 McIntosh Avenue, Maple Ridge, British Columbia V2X 3C1 The date of the receipt of 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. 32. Enurement - This Lease enures to the benefit of and is 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. 33. Reference — Every reference to a party is deemed to include the heirs, executors, administrators, successors, assigns, servants, employees, agents, contractors, officers, licensees and invitees of such party wherever the context so requires or allows. IN WITNESS WHEREOF the parties hereto have duly executed this Lease on the dates set out below. THE CORPORATE SEAL OF THE LESSOR was hereunto affixed in the presence of: Mayor Clerk Alouette Home Start Lease 2005 02/07/2009 9 Date: THE CORPORATE SEAL OF THE LESSEE was hereunto affixed in the presence of: Jim Kelly — President, Alouette Home Start Society Title Date: Alouette Home StartLease 2005 02/07/2009 0---.4"1-44■4111111%"..... MAPLE RIDGE l;uo: vratcdHeirihrr• 1874 10 SCHEDULE"A" POLICIES CORPORATION OF THE DISTRICT OF MAPLE RIDGE TITLE: PARTNERSHIP AGREEMENTS — LEASES AND FEE-FOR-SERVICE PROPOSALS POLICY NO. 4.15 APPROVAL DATE: February 24,1998 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. 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) Alouette Home StartLease 2005 02/07/2009 11 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 into a 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 Alouette Home Start Lease 2005 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. Establish need Establish proposed service is within Municipal mandate Ensure no duplication Prove that Municipal resources are required 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 Sign and monitor agreement If simple business arrangement for use of surplus Municipal resources. Tender the opportunity Select proposal providing best return Negotiate agreement Establish best terms Sign and monitor agreement < > 02/07/2009 12 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 define and implement the agreement. 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 Alouette Home StartLease 2005 02/07/2009 13 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 operating costs, the municipality may determine it is 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. f) 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. Alouette Home Start Lease 2005 02/07/2009 g) 14 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 land with 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. h) Establish agreement on the required terms of the contract. All of the standard lease requirements 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 independently 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 options to renew which total the life expectancy of the building to justify their efforts. 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. Alouette Home StartLease 2005 02/07/2009 The Lease made between The Corporation of The District of Maple Ridge, as Lessor, and The Alouette Home Start Society, as Lessee 15 SCHEDULE "B" RULES AND REGULATIONS The Lessee shall observe the following Rules and Regulations (as amended, modified or supplemented from time to time by the Lessor after consultation with the Lessee and acting reasonably as provided in the Lease): 1. The Lessee shall not use or permit the use of the Premises in such manner as to create any objectionable noises or fumes. 2. The Lessee shall not abuse, misuse or damage the Premises or any of the improvements or facilities therein, and in particular shall not deposit rubbish in any plumbing apparatus or use it for other than purposes for which it is intended. 3. The Lessee shall not permit access to main header ducts, janitors and electrical closets and other necessary means of access to mechanical, electrical and other facilities to be obstructed by the placement of furniture or otherwise. The Lessee shall not place any additional locks or other security devices upon any doors of the Premises without immediately notifying the Lessor and subject to any conditions imposed by the Lessor for the maintenance of necessary access. 4. The foregoing Rules and Regulations, as from time to time amended, may be waived in whole or in part with respect to the Premises without waiving them as to future application to the Premises, and the imposition of such Rules and Regulations shall not create or imply any obligation of the Lessor to enforce them or create any liability of the Lessor for their non- enforcement. Alouette Home StartLease 2005 02/07/2009