HomeMy WebLinkAbout2009-12-14 Committee of the Whole Meeting Agenda and Reports.pdfDistrict of Maple Ridge
COMMITTEE OF THE WHOLE
AGENDA
December 14, 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 RCMP Assistant Commissioner Peter German
2. PUBLIC WORKS AND DEVELOPMENT SERV/CES
Note: Owners and/or Agents of Development Applications may be permitted
to speak to their applications with a time limit of 10 minutes.
Note: The following items have been numbered to correspond with the Council
Agenda:
1101 DP/DVP/068/08, 22320 Lougheed Highway
Staff report dated November 25, 2009 recommending that the Corporate
Officer be authorized to sign and seal DVP/068/08 to retain an existing lane
and vary minimum height requirements of the C-3 zone and further that the
Corporate Officer be authorized to sign and seal DP/068/08 to permit
construction of a two storey building with underground parking.
Committee of the Whole Agenda
December 14, 2009
Page 2 of 4
1102 DVP/090/08, 22846 128 Avenue
Staff report dated November 25, 2009 recommending that the Corporate
Officer be authorized to sign and seal DVP/090/08 to reduce a exterior side
yard setback in support of a five lot subdivision in the RS -1 zone.
1103 Local Area Service Policy Amendment - Conversion of Private Driveways on
Unpaved Roads
Staff report dated December 8, 2009 recommending that Maple Ridge Local
Area Service Policy No. 5.01 (Rev.1) be rescinded and that Maple Ridge Local
Area Service Policy No. 5.01 (Rev.2) to add a new Qualifying Work and Cost
Sharing Ratio for the conversion of private driveways within road allowances
to an acceptable road standard be adopted.
3. FINANCIAL AND CORPORATE SERV/CES (including Fire and Police)
1131 Desktop Replacements
Staff report dated December 8, 2009 recommending that the Corporate
Officer be authorized to sign a three year provision, service and support
contract with Basic Business Systems for the replacement of the District
workstation and laptop equipment.
1132 Trade Retired Rescue 1 to the Justice Institute Fire and Safety Division (FSD)
in exchange for access to the FSD Maple Ridge Campus
Staff report dated December 8, 2009 recommending that the trade of a 1986
Mack Rescue Truck to the Justice Institute Fire and Safety Division in
exchange for access to training resources be endorsed.
4. COMMUNITY DEVELOPMENT AND RECREATION SERV/CES
1151 RCMP Jail Cell Renovations - ITT-PL09-125
Staff report dated December 1, 2009 recommending that the RCMP Jail Cell
Renovation Project be awarded to Bynett Construction and that a contingency
be established for this project.
5. CORRESPONDENCE
1171
Committee of the Whole Agenda
December 14, 2009
Page 3 of 4
6. OTHER ISSUES
1181
7. ADJOURNMENT
8. COMMUNITY FORUM
COMMUNITY FORUM
The Community Forum provides the public with an opportunity to ask questions of
Council on items that are of concern to them, with the exception of Public Hearing
by-laws that have not yet reached conclusion.
Council will not tolerate any derogatory remarks directed at Council or staff
members.
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). Questions must be directed to the Chair of the meeting and not to the
individual members of Council. 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.
Other opportunities are available to address Council including public hearings and
delegations. The public may also make their views known to Council by writing or
via email and by attending open houses, workshops and information meetings.
Serving on an Advisory Committee is an excellent way to have a voice in the future
of this community.
For more information on these opportunities contact:
Clerk's Department at 604-463-5221 or clerks@mapleridge.ca
Mayor and Council at mayorandcouncil@mapleridge.ca
Checked by:
Committee of the Whole Agenda
December 14, 2009
Page 4 of 4
Date:
MAPLE RIDGE
9riP4sh Coiumaia
Deep Roots
Greater Heights
TO:
DISTRICT OF MAPLE RIDGE
His Worship Mayor Ernie Daykin
and Members of Council
FROM: Chief Administrative Officer
DATE:
FILE NO:
ATTN:
November 25, 2009
DVP/068/08 &
DP/068/08
C of W
SUBJECT: Development Variance Permit and Development Permit
22320 Lougheed Highway
EXECUTIVE SUMMARY:
A Town Centre Development Permit has been received for property located at 22320 Lougheed
Highway. The subject property is located within the Town Centre in the South of Lougheed (SOLO)
precinct and is designated Town Centre Commercial. The applicant is proposing a two storey
commercial building with underground parking.
In support of the Development Permit, the applicant has also applied for a Development Variance
Permit to retain the existing lane width and vary the three storey minimum height requirements of
the C-3 (Town Centre Commercial) zone.
RECOMMENDATION:
That the Corporate Officer be authorized to sign and seal DVP/068/08 respecting property
located at 22320 Lougheed Highway; and further
That the Corporate Officer be authorized to sign and seal DP/068/08.
DISCUSSION:
a) Background Context:
Applicant:
Owner:
W S Bissky Architect Inc. Wayne Bissky
CI Marquez Holdings Ltd, 0824188 B C Ltd,
Canaan Holdings Inc, Daesan Holdings Ltd
Legal Description: Lot: 45, D.L.: 398, Group 1, NWD Plan: 2899
OCP:
Existing:
Zoning:
Existing:
Town Centre Commercial
C-3 (Town Centre Commercial)
1101
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:
b) Project Description:
Commercial
C-3 (Town Centre Commercial)
Town Centre Commercial
Commercial
C-3 (Town Centre Commercial)
Town Centre Commercial
Commercial
C-3 (Town Centre Commercial)
Town Centre Commercial
Vacant & Commercial
C-3 (Town Centre Commercial), CS -1, CS -2, and
CD -2-85 (Comprehensive Development)
Town Centre Commercial
Vacant
Commercial
641.4 m2 (6904 ft2)
Pedestrian access: Lougheed Highway
Vehicular access: Rear Lane
Full Urban
The applicant is proposing a 2 storey brick commercial building with aluminum trim. The design
incorporates the look of a 3 storey building facing Lougheed with three storeys of windows and a
height of 9.6 metres. Also, because the subject property slopes down from north to south, the
proposed building will be three storeys at the rear. Parking is provided on site with 16 of the 19
required vehicular parking spaces provided underground. The proposal has also incorporated the
required 2 "long-term" bicycle spaces in the underground parking area and has provided for the
required 6 "short-term" spaces at the front of the building.
To increase curb appeal, new landscaping has been incorporated into the design of the site. In the
front, at curb level and on the second storey at the back, there are planter boxes. The three exterior
parking spaces at the lane have been screened with trees and shrubs. The planting aids in defining
the separation between the public lane and the semi-public private areas of this site and are
designed to maximize opportunities for natural surveillance for crime prevention. The Landscape
Architect has selected durable plants fronting the lane.
The rear lane is currently approximately 4.57 metres (15 feet). The required width under the
Subdivision and Development Servicing Bylaw No. 4800-1993 is 7.5 metres (24.60 feet). The
applicant has volunteered to place a 1.43 metre wide road reserve covenant and statutory right-of-
way at the rear of the property adjacent to the lane to widen the access to 6.0 metres, which will
allow better access for emergency vehicles and other operational vehicles.
-2-
c) Planning Analysis:
Town Centre Development Permit - South of Lougheed (SOLO)
The South of Lougheed Precinct is located immediately south of the Lougheed Highway. The key
guideline concepts for this area are:
1 Develop a diverse shopping, employment, and residential district.
The proposed use for this building is for Professional Service Uses. Therefore, this project
will support an increase in office space in the Town Centre. It is possible in the future, the
main floor can also be converted to allow for retail uses.
2. Create pedestrian -oriented streetscapes.
There are existing street trees located in front of the property that help to separate
pedestrians from the road and can offer shade. The design also includes a canopy to
protect pedestrians from the elements. Large windows also allow for street level views into
and out of the building.
3. Enhance the quality, character, and vibrancy of SOLO.
The proposed building is modern, but includes heritage materials such as brick. Therefore,
the proposed building offers a link between old and new.
4. Maintain cohesive building styles.
The massing of the proposed building is a good fit in this area. The heights of the existing
buildings in the area range between one storey and three storeys. The proposed building is
functionally two storeys with a three storey appearance. The proposed building is brought
up to the front lot line to enhance its street presence, which is consistent with other existing
buildings in the area.
5. Capitalize on important views.
Large windows allow for views to the Fraser River and Golden Ears.
6. Provide public outdoor space.
The applicant has included landscaping at the rear of the property to encourage using the
lane as a pedestrian path. The canopy in front also creates a more pedestrian friendly
public area. Large windows and decks also encourage "eyes on the street" to enhance
safety in these public spaces.
-3-
7. Provide climate appropriate landscaping and green features.
The applicant has submitted a Green Building Techniques checklist and has considered
landscaping and green features, which include:
• Grasscrete and landscaping at the rear of the property to minimize impermeable
pavement;
• Landscaped decks which includes planters;
• Long term and short term bicycle parking, which is also a requirement of the Off -
Street Parking Bylaw;
• An area designated for recycling; and
• Large windows to allow for natural sunlight.
8. Maintain street interconnectivity.
The building is brought up to the front lot line to increase the building's street presence and
increase the sense of street enclosure on Lougheed Highway. Parking is located
underground and access to the parking is located at the rear.
Development Variance Permit
The width of the existing rear lane is approximately 4.57 metres (15 feet). Under the Subdivision
and Development Servicing Bylaw No. 4800-1993, the minimum width of a lane is 7.5 metres
(24.60 feet). As there is no rezoning or subdivision application involved with this application, the
District is unable to require road dedication. Therefore, the applicant is requesting a variance to
maintain the existing lane width.
To ensure that emergency vehicles have an access width of at least 6 metres and to give the District
the opportunity to purchase this portion of the property in the future, the applicant has volunteered
to place a 1.43 metre (4.68 feet) wide Right -of -Way and Road Reserve Covenant at the rear of the
property adjacent to the lane. Under Policy 5-10 of the Town Centre Area Plan it states that
"Laneways should have a maximum paved width of 6 metres." Therefore, the applicant's offer to
provide this covenant and right-of-way will support the District's desire for a laneway that is no more
than 6 metres wide.
The applicant is proposing a 2 storey building. The C-3 (Town Centre Commercial) zone requires a
minimum building height for properties within the Town Centre Area to be three storeys. The design
incorporates the look of a 3 storey building along Lougheed Highway through the use of stacking
windows and a high ceiling on the north elevation. As the subject property slopes down from north
to south, the proposed building will be three storeys at the rear. The applicant began planning the
design for this building before the adoption of the height provisions in this zone. In order to support
the design process and information provided at that time, the height variation is reasonable.
The addition of another floor would also necessitate the need of more vehicle parking. With the
current proposal, the site has already maximized the parking availability for the site through the
underground parking structure and adding additional spaces at the lane. A second underground
parking garage would make the project economically unviable.
4-
d) Advisory Design Panel:
At the meeting of October 14, 2008, the Advisory Design Panel supported the general concept, but
recommended that revisions to the proposal be submitted to Planning staff to address the following:
• Maximize sustainable development in materiality opportunities
Low-emittance glazing has been added and the thermal resistance value of the insulation
has been increased.
• Provide a more consistent language for canopies and overhangs
The Architect has amended the canopy design. In addition, fascias and exterior material
selection have been simplified.
• Consider simplifying material choices
Fascias and exterior material selection have been simplified, which has helped to provide a
more consistent architectural language.
• Improve the public private interface in the lane
The rear of the property includes landscaping and grasscrete which helps to clearly define
the public and private areas.
• provide more durable plant spaces fronting the lane
The landscape architect has selected more durable plants fronting the lane.
• provide an alternative to the chain link screen.
The chain link fence has been replaced with an architectural grid.
e) Financial Implications:
A refundable security equivalent to 2.5 % of the estimated value of construction will be provided by
the developer to ensure that the development, including the landscaping, is carried out in
accordance with the terms and conditions of the Development Permit. Based on an estimated
construction value of $1,100,000.00, the security will be $27,500.00.
-5-
CONCLUSION:
As the development proposal complies with the Town Centre Development Permit Area Guidelines
and the proposed building includes green building components, it is recommended that
DVP/068/08 and DP/068/08 be favourably considered.
Prepared by: Jeri Csikos
Planning Technician
icke
r of
CP, MCIP
lanning
4
Approved by: /Frank Quinn, MBA, P.Eng
GM: Public Works & Development Services
Concurrence: J. L. (Jim) Rule
Chief Administrative Officer
JC/dp
The following appendices are attached hereto:
Appendix A - Subject Map
Appendix B - Site Plan
Appendix C - Building Elevations
Appendix D - Landscape Plans
-6
N
N
N
LO
N
N
N
16
11841
21
6808
20
19
17
CO
N
N
18
1
29
P 808
N
N
N
30
31
32
Lougheed Hwy
1
q7 • 1
Subject Property
i
N
C'4" 41
331
14
0
N
AN
N
EPP 123
em
32 Rem
IN
CO
CO
CNN
N �l7
Rem
2R
M
N
N
CO
CNN
SELKIRK AVE.
Appe -d ix A
O
N
CO
Pcl.1 N
RP 61574
11830
CO
CO
PcI.D N
(P 2899)
0
25
co
M
N
N
O
Cn
co
26 N
P
27
899
28
42
0
CO
0
CO
N
N
B
(P 2899)
LP 77916
*PP081
COLO
O
(4)
N
N
38
C`
CO
M
N
N
0)
cO
C'1
0
P 28
117
M
N
N
35
99
C7
COCO
CO
CO
N
N
34
CO
LC) M
• E
CO ct
a)
C
d n
2
J ccs,),,
* N
29
11
11
30
E.3'of33
RP 763E
P 79776
A
RP 17417
P 2899
EP11040
Rem 43
Rem
rn 45 N
oo
O
co
M
M
N
N
E
04,
N
CV
C
E
a)
N
M Rem
CV
W E
48 48
P 2899
0)
a)
co
O
M
N
N
Rer
E N
33' Rem
49 50
O
00 -
CO
N
Rem , 14
4
38
rn
0)
i-
RemN
57 Q-
cN" 11768
LC7
M
N
22346/48
*LMP 29154
98
P 50600
22362/64
22356/58
99
53
P
2
N
44
11746
S
44
11740
M
N
N
45
NORTH AVE.
N
P Rem
N 46
P
Rem o
47 0_
*
55
Rem
48
CO
CO
N
N
Rem
49
Rem
50
P 51411
Rem 105
117 AVE.
77
00
CO
N
N
26
District of
Pitt Meadows
wC? = X31+ -1-011V.tar
-=
:0
' , I
District of 1
Langley
SCALE 1:1,500
0N
0
97
CO
CO
CVM
N 91
M
N
N
9❑
19
117
22320 Lougheed Hwy
MAPLE RIDGE
B1I 1 44 GELumhia
CORPORATION OF
THE DISTRICT OF
MAPLE RIDGE
PLANNING DEPARTMENT
DATE: Jul 15, 2008 DP/068/08 BY: JV
1
ow.
1/4•14.043 Old
Aemt46 Peall6n.1 OZCZZ &MVO', '
orma-une 1VNOISS3101id
dIHSOY1
0
0ti
PCC
0
zz)-
uJ
0
ueid eT!S
AVMHOIH 0331-101101
exisIng strept tree
A E.
f
,41,10eiciik- 8
11
4=4..
• -=A
.‘ht"t\\thkkA‘kti
NV1
LIJ
co
< 03
"1:=47:===
71.41,011
r...
MOlina 1VNOISS4A0tId
dIHS9V1
sieIJalevi .couelx +�
suoilenaia 6uiplina
Appendix a
411
E,E
ewkaawarw
Append)( ID
r.
r
LU
J
P
W
w
a
s4
z
a°
CO ()
cl fr.
aW
a
y
N
J
[ i t
f i1 1
.f
1 li i
1 '
+} } 11 i
iy j
iliPlic
F 113; 1
'Wit
11/1/11
$ ts
*1!F 1
Flr is{F7gE !
77
1 i1 Al iT
1 ! q
1 11 €1
! _
3e
hilt
I i 1
r {
1 ; Fi 1 (,
i}F
H i l l i Ii
7x1l 1 3i
F t t i !i
t`lifr••{ i-
!_ i ?
; 3 7 1 ii
11 ' 3,
1 � �! � � # '
1j1 11111l !t
1 ** E'il 1Y
=f lF 1 ! }f r Hi
ie, t lid • `} f
Eii l tsar 11111 i
f !£ 1;'i i _ i
14 E ili _ „.
E 1 f i3r 1]1 1 igei
31 F x311 all €
;: #} + Ii°41; ; Fiat 1•
1� ! tl i•i # ? F}+i1 Er i f1 1 11 = jT11
f i fi! i i; 01:1f'
.if i i t i 1•
I :;- t dz I t 1;,71; f li3f
f :T I f i:aI €ii j�
i°= 1 i IP IV/
€i;1 i 4 , i 77I{
tt# E1 l Li'!11
• r ii" 1 1 , l i ill-il
i1 1 } }i,�a
<F 1 s' it t it'1'14'4i' 1
d;-4 ! { °T + J != dS • i41, rj
�iiF f !3 d 1 lI flit l difii
R
��1i It! Ei • ,•#t
Ili [1i 3' t !i
too Hi ,F, ii
lE # {
recall1: 1, It
;fi,ie s !
i11cTFT E!1 ti
#i411{1 II [ 1=
[�3li i1 j i1ffJCL1
1 Y] :i c if
1]'iFii I. f �'.
{ ii= , �}
ta 111'1
!J:1:
{=i'1•I1' 1til l}
,i('{3i{2l .�{�•-•.3I/}i
,lop., 71'! :1i,
4.41
1
LL:
i
`y;
t
- •
_
1�} tii
0.y
CV Ll
—1c.,
i.J i}-
.� --� �«---�
qq r
1 �' it..t,: E_'
I 1 4
i� ? lit k
1 i{ 1 tE� aiI
fiti F2 1 !{ 1
6 Z t1E �'
3 E,t
{ `F ; { il}
rrF ill ,i [ }1i
1 di 1 l i 'ill
f; ' ' l;i -J
p i i f ' 1T
$ { • 1 til = .1i E E
ff I 1!
i ��
a qi tri I �
1 •z 1l) iii { 1
1 p j i
ilii iE1f stt
I1 if 1
y YY 1 i E i 3##
1 1 F } a i 11 i; t
1 1" ` : �!21!
i1i1 + iEi
.r ! 11 a
fel !� i•1,{ 1 ,;3t
3 f
! !ill in 11 1 ti,
iii 1
;t" -i j F �j f
11"-59 i3 1 1 1 1 {
3 ...111 i1
1 1
1 1
!
1 p
J 1 i
ff3 E 1
F 1 1
i €
j
1 i ),
} i id
1 ;
i t 11
1 i 1 1
1
i i i
1 1
I ; '
g i i i
ei 7p t {
F 1 t
1 1 1} f 1 3
t
FI
5 3 i
[i i r
._
• 1
ri . } i 6 i
1 #€ £ e '
{
i # }
= it-
i yiF4:
1 s ._
1 +iii
1 i } #'
� {� a
s.1 j i$
d 1 I{ f2 S FS
E i€
•! t f� SE i
1 2 l5 E of li
!: A 'E S 1£
r t 7 1{ iit3� #;
i l{ 7Yl' r
E #; i=
E ' i
; fj - l { ;
e i dt; 1' i
s a' t iiE {a_ ! 1i lit !
_.E ,._._ __._•. _
1 . . 1 d€ . ! ;t II 3
til
1 1` 't
= }; l' ' 1
. i#` s 1 '.i 'T ( fii ` 731 j
! 1 %d {i ff .f3 _A + f 1 I
11 1 1 £; l; { ♦ 11 p 1 i!t +
1 ft €;i $1 I - 11 ill t 1
i r F u ! .1i1 ; [F} .6 I ;j1T ;{� 7
$ i 1{ i (Tii , i; s tri£ Ij1 it
r i I
i ; i }'! yl� i' j i. =a if 143
3 : f i ? € 1 1.5 f1 • 1 ' 9
E i 1:2i i €f €e T E}i-'E i J HP,
a i P' i' _ }" i :• 1
t ' F [£ F [` Sf a t i 51 1 1 �i �T11
E: i' {-' .7 £ f tai
j � 1 11t i€f i£ � i t°f i•7 2• 1.{
ii i t s t f` tits 1!• E�7£}ef 1 .11 1
ti t ri if t'{y _E !€ys{'{EIa
tF-„' ! . { �# i; Ir iTi f{ E 1 7€ t;i 1.111111
YY1111/11
CY S li 2 ta.-. i 14 1-`- S;.
ii [} 1 3 1 1i ft 3 3St F! i F t E
1` 1 s I,E1i '
i. i F `E { 1: is 1!'1i{ 1- t;3 111'1
7s � [ it { ti ds1 ?itis 1; 3i 111(:1- 'r hitt
{r i E :f as r# F II.
iF 1 if it T1tAl`Y i°yE •€�1 •{ 1 •Ia fin } 1t
i3 {i i l'_{ 111[ €.1 . 13 =i 1 1f t1 i t i
}_s t-. SEs. +`
1R {tlpsf 3di 1� s3i r 11 ia4e3l1 ' ,a1it1 {1;i¢tt it
_»1aa..;£ .1e..alfa{a= vaaaaaa ..f .d_ ..- z='="a=^�^=a=' .c {l1�:[=;
u
i
?
I
#f 1$#� =i
1°li ti
ix. i'} r-
_ ■Ii J•L5 {' Li .i t
1i
P it
_
E es
7 / iii.
i t }3 ;`s}} i1
I i 5 i#� i
Az
t 1 i , s': j T1
a. Ei_- 1st
1 ! £i _`i: ,E
i 77
IE?
�{ta
1 •r{
° 3 {
�E}l:
^
3:1ut
S,f
1 It tt_ti
e2 •1: f
,
i l; sr=el 4 t
i f' 1- i`£Gd �[[
of t1
i -; If -iv 7f
•t- Ei 1 F
i
1 pfa a E
S1- i`cyli 1 {
!1I
! #{ 11 di't y
_ = Ji
1 ' E Fa !
0 , it ,1t ! f
- `i Ea llii IF
a
a .
as
1!
Eft
E€P1
lis ;
It 1
1,1i„i
i
art# 1
ii { r '(
1 j
f 1 ii
F;3
$ i� i
in 1 I s
E if
£
.;
! ` I
-#
= 1:
1 a}
11
i 1_i]']
IiF11
!
t1is„
ii ,
� t 1:: ]
11! E'i
{ 1 1i
F E 1 1 1
1 fi
1 a
i ill i 1
# t = l i { i
II1
i 1 11
i
1 I
t }I
{} d{11
i i if 1 1
11
Fi 1F
•ltiIIt
�
} tg f
FF
EiifIIis1t
111111111
}
E
i 1 i
ft
l 11 : 11
1 {
1
i
£ E
It
i 1 1':'1'
� 1 i
11 1$ `r
}'f1!Ii�i'
E1I} „Ill
fs ji
i{ 1, i t E f
F!f
a I11"1•11filait
i li i i+
i t
itis
1i I i l i
1 1
f i f
; 3
tf 1
ill { t
I3 i I
1 is 1 ii
1 iI
11
riff: f 11 1
€1 i _d
1. E --_
ieii it'7t Y
1 'tr#
E� �� 1 {1;1
;,# � ii}}ild{
t 11l1
stxy- i(: -
i :1
[ F}f{
i 1 11 _# ;I1?;
3 i , c¢I -i
fi 4,
if yo! IY-1i!i
it �3it'f.i_
]i j
iI'
aa:a ,aa}a aaeaa.aAass
'
11
1
1 1
iS�l1
i •moF1
1
hi
f
ail
(1
}[ 111
tl
litre
i.
tiF=f-f
! ' i
t i ! e
3 i 1
III
ill 1
1 1 ! ;
} 1
i
1 !Hi E i `-
a 1
1.1`
1�°`�!tI
;.� i
it -i
fi a { viii
f {f • l i.
1i f 1 1 f.l
1 f 1.1'
i i. tf`
( r t
i
1
1
}
1 1
•f ,
E3
Hp!
Hifi
111 it
E
t
i1111/111it
Litt
I E
.l:L
€i{ i
III i
i.3
t!is
^31=
I F 1
i
i E= 1
i b
1 1 1. i ;3
3 ! E, i
1 }' 1 'F ij
1- i, l , 1 f
i Vit' 1 1 •
i tif,1- f , 1`
i i.i, E i{
i 3/
ita€ ` E E
1f i1E 1
! 1 l i i t
S 1.1
3'= f i till! 3
i= s { 3
Esip,#t E =e i1 j
t i:e {a ;_ 1
F i.,t F• €■
.F{ 1 F
t= r a==--_
IEr .i
ii i
I }
1' r
3
11 1
;4
id
1 11 1
i €3 €
Ei li1E 3
1 1iitit11{i7
E i
F 1�
'1 I.1
i
fElp1;f
p 1 ;
E i i r I
{ Lli
!T 11
iE
• I
i 3f; dd
.f5 ,t
a1
7
s
tIli
111
J
1111
Iii.
1i
� i.
it
17 11
ill
it
i C
1(}
-.1-{
Y
1 11 1
f1 It
l it :
1
{ lit
i ii
Ai
I•
J ;�
I i i1 1]
2 }i
1 Iii It
tf 1-
i 1• fi
3' f ,,
ii i` 1
€€ A3
g �j
F
1
I!
[
I
a i
# 1
f
it
i,
1 s
' t
'` !
1
14 1
i_ :
."11
1i i
tt �
1{ ;
[" -
iti £
I £i
e 14 #
1
;
i
py
1 1
ii
r
rr E
! 1
- 1
{ t
i z
f I#i}�l;
- =
i 1
;' 3 rJ it t: .i
i} i iSd.1 1 13
Yt sl lE } a1 31
}I i }} s1Ti i1 1
zf 1 (ria 1 1€y
i 1 1 ` p
i1i1 is lta fi1 3,
+i4r SI i§i1 it €�
'`''_i"EI11}2f
if 1F iF .t}' .' 13
f 1 t1 111 - f
4it{ 1 134 {' ;:
i1:;
{:l ' is S-3 fit
F -t r: f�.`[i}E'{{;
1.I r Ilii•[.
E ° si r,gzi 11-
ti - 'd i-�+I1
a.,. (
f}}1}r_5r;}
3a
i }*} f
fi 7 i 1
Il 1
1 f 1 1
31 i i i 1
p' } rFi 7
if i I 1
r= ; { a 1 1
I3 3 1 i i ! I
;d1 3 [ l 1
€1 1 1 1 11 t i
ill1 illi! z
fly i l € ,
i
13 f E a 1 li
1 1 E 1x 1
s_ 7;{ f
? i {
1 1 1 i
} i Z i
11 f
1 ' T + t
3
{
s
t
1
, s
l i
I t
1
II #
a--$�--;�
[•
'
j
• t r
11 1{ it
F f 111 1.1
III' 1-
I . iilt 1,
g t I tl t`ii't1I1
S 1 I 111[1�1 -13112
1 fa i`•iE'E {
g 1 f,� s1 II ti R
1 111,..14-
i flal flE
F 11 1 Itfftffa11
t 1
-';�_-°ift�a
!
#
!
i
list'y
z
y
z
i
f
i f
d . , i. f
% 1 ? €:
i ;i
' 1 3s
_ 3' i t id 3
1 a
- i i ] 3 i
i 3T 1F 1 I
t.{ 16 3 1 i
Es 1
€} fs 1' = 1
A
i 1 il' 1E 1 f l E
Ef �1
ii i {• F i s 1 F' r
i T iT ei { ?' #e S
% tr i { . .,-
£ ,
1 1 3E 1°
i {_,:..�.
ki.
1
. S
,1
11 73=
f
_
i'
a
1
f;
l i
1 f
F1
S
n a-1
' 3
? i
f g i
i! 1
r�
I:'s ,
r
0
E j tl
- r-
:fill
- 9 i
1
r i
1
g
i•
•i-
Ba
E1
1
"`d i
1
€. d 1
i 13
##
dt
t;
r-
11
_ti
t
.l
1
At
;'
Y
. s
i f
1
i
s a 1
1 i
MAPLE RIDGE
9rili511 CLL milia
Deep Roots
Greater Heights
DISTRICT OF MAPLE RIDGE
TO: His Worship Mayor Ernie Daykin DATE: November 25, 2009
and Members of Council FILE NO: DVP/090/08
FROM: Chief Administrative Officer ATTN: CoW
SUBJECT: Development Variance Permit
22846 128 Avenue
EXECUTIVE SUMMARY:
A development variance permit application has been received for property located at 22846 128
Avenue. The purpose of the development variance permit is:
1. To reduce the exterior side yard setback for the proposed northeast lot from 4.5 m to 1.5 m
to accommodate the existing house.
This application is in support of a five lot subdivision under the RS -1 (One Family Urban Residential)
zone.
RECOMMENDATION:
That the Corporate Officer be authorized to sign and seal DVP/090/08 respecting property
located at 22846 128 Avenue.
DISCUSSION:
a) Background Context
Applicant: Gary Fraipont
Owner: Robert Garton
Legal Description: Lot 51, Section 20, Township 12, NWD Plan 40879
OCP:
Zoning:
Existing: Urban Residential
Proposed: Urban Residential
Existing:
Proposed:
RS -2 (One Family Suburban Residential)
RS -1 (One Family Urban Residential)
1102
Surrounding Uses
North: Use:
Zone:
Designation:
South: Use:
Zone:
Designation:
East: Use:
Zone:
Designation:
West: Use:
Zone:
Designation:
Existing Use of Property:
Proposed Use of Property:
Site Area:
Access:
Servicing:
Companion Applications:
Requested Variance:
b) Project Description:
Residential
RS -3 (One Family Rural Residential)
Estate Suburban Residential and Urban Residential
Residential
RS -1 (One Family Urban Residential)
Urban Residential
Residential
RS -2 (One Family Suburban Residential)
Urban Residential
Residential
RT -1 (Two Family Urban Residential) and
RS -1 (One Family Urban Residential)
Urban Residential
Residential
Residential
4,040 m2 (0.404 HA)
128t" Avenue and 228A Street
Full Urban
RZ/090/08 and SD/090/08
To reduce the exterior side yard from a required 4.5m
to 1.5m to accommodate the existing house.
The applicant has applied to rezone the subject property from RS -2 (One Family Suburban
Residential) to RS -1 (One Family Urban Residential) in support of a five lot subdivision with lots not
less than 714 m2. The application received Third Reading on February 24, 2009 and the applicants
will be requesting that Final Reading be granted once all conditions have been met.
As part of the subdivision process, the applicant is seeking one variance, as follows:
1. To reduce the exterior side yard from a required 4.5m to 1.5m to accommodate the existing
house.
c) Planning Analysis:
Zoning Bylaw
The existing dwelling is located approximately 1.5m from the exterior lot line. The required side yard
setback under the Zoning Bylaw for the RS -1 (One Family Urban Residential) is 4.5m. As the
dwelling already exists, the request to reduce the side setback is considered supportable. All other
setbacks comply with the Zoning Bylaw.
-2-
CONCLUSION:
As the requested variance is minor in nature and does not appear to pose any implications for
surrounding properties, it is recommended that VP/090/08 be favourably considered.
Prepared by: Sarah Atkinson
Planning Technician
Approv- • •y:
g,
CP, MCIP
Dir-, for of Plannin
Approved b Frank Quinn, MBA, P.Eng
GM: Public Works & Development Services
lJ
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
SA/dp
The following appendices are attached hereto:
Appendix A - Subject Map
Appendix B - Subdivision Plan
-3-
51
P 408'
' 2711
y/V
P 14143
12815
2
P 14143
r
rn
m
N
N
F LMP 1409
51 "52
12798 12799
12790
49
12789
50
12778
48
12779
47
12770
45
12769
46
12760
44
12759
43
12750
41
12749
42
12740
12733
40 3 39
12730 12729
37 38
12720
36
12717
35
12710 12709
33 34
LMP 1 909
LMP 13973
2
12704
m
N
N
H
rn
co
N
P 10072
P 22580
12796
12786
2
12791/93
A
LMS 4188
12776
30
(0
co
B
12783
12766
4
N C
rn
N 12771
12756EL
2
5 J
c�
L
D
12757
12746
1
LMP 4
12745
4
9370
2
12736
3
12735
f
N
1286
26
12851
12841
0- 27
28
12835
P 19054
BARNSDAL
N
SUBJECT PROPERTY
5
co
co
52
9
25
12850
Appendix A
12E
P 19054
16
12844
24
17
12832
23
12831
18
22
n
CO
N
ca
21
12821
19
P 19054
20
W
N
53
N
128 AVE
54
0
0)
N
LOT Aa
0)
o_
12832
13
'LMP20286
12822
12
2
a
0
55
LMF 4937)
6 7
Lo -
01
)N N
8
CO
N
CO
N
N
127 AVE.
9
CO
N
10
P 31436
46
O
IN
co
0 N
53 N 54
rn
12710 2
55
LMP
56
1490
OD
57
N
CO
58
CO
N
60
a)
onN
N
2
P 22339
LMP
1
12700
2 0)3
m m
N
N
4
5
127 PLACE
Rem 4
P 5430
District of L-1
Pitt Meadows
Wer Valley
_, f J
SCALE 1:2,000
District of
Langley
22846 128 AVENUE
MAPLE RIDGE
0r1I oh COW1141:1141
CORPORATION OF
THE DISTRICT OF
MAPLE RIDGE
PLANNING DEPARTMENT
DATE: Oct 3, 2008 FILE: VP/090/08 BY: PC
SKETCH OF PROPOSED SUBDMSION OF Appendix B
LOT 51 SEC.20 112.12 N.W.D. PLAN 40879
ti
<1. `'
aoax0/
8; .-,3 r5.tso
#RIEc u SIDE -
IAO SETBAC.'
`MKONCE 50
1.50+
1.
6.64
LiF
2.15
ri
74.3 m2
4.50 1--
2
6.3
10.55
►.75,
!8.480
128TH AVENUE
10.400
•
719.4 m2
r �
i
;
LeutoM ENVELOPE !
11.75 ►.nJ
,L► 18.480 `q.
PROP!75EDi
pRIViINY
-f 50---; , 3 e � !--7.50--
! 765.1 m2
i�
f �
P !
„=lfFOE - -
,1.w 0
F
ri
f -- —•—•* 'Vn
r ^ i
•i ,4
g
755.7 m2
t._—Au352++P.a
1
i
PROPOSED!
01dN ori d i 1
i 765.7"m2
f
ti.
52
3.001
WADE
: f1:IODf6T6!
0:E1
BC LAND SURVEYORS j
604-463-4753
Scale 1:500
Dote: July 10, 2008
File: H2857
5
Plon
6
LMP49370
7
MAPLE RIDGE
British CoEurnbia
Deep Roots
Greater Heights
TO:
FROM:
SUBJECT:
District of Maple Ridge
His Worship Mayor Ernie Daykin
and Members of Council
Chief Administrative Officer
Local Area Service Policy Amendment -
Unpaved Roads
DATE:
FILE NO:
ATTN:
December 8, 2009
E01-008-040
C of W
Conversion of Private Driveways on
EXECUTIVE SUMMARY:
A number of historically created parcels are currently accessed by gravel driveways within municipal
road allowances. From time to time requests are made to pave those gravel driveways. In response
to an earlier request from Council, staff reviewed Maple Ridge Local Area Service Policy No. 5.01
(Rev.1) and are recommending an amendment to this policy that adds a new Qualifying Work and
Cost Sharing Ratio for the conversion of private driveways within road allowances to an acceptable
road standard. This amended policy would provide a mechanism for the conversion of these
driveways, provide for improved access to existing residences, improve our present road network
and give a greater level of service and maintenance of these roads. Council approval of this
amended policy is recommended.
RECOMMENDATION:
THAT Maple Ridge Local Area Service Policy No. 5.01 (Rev. 1) be rescinded; and
THAT Maple Ridge Local Area Service Policy No. 5.01 (Rev. 2), attached as Appendix A to the Council
report dated December 7, 2009 titled Local Area Service Policy Amendment - Conversion of Private
Driveways, be adopted.
DISCUSSION:
a) Background Context:
Maple Ridge Local Area Service Policy No. 5.01 (Rev.1) was adopted in June 2006. The
purpose of Policy No. 5.01 (Rev.1) was to set conditions under which the District will consider
the installation of services pursuant to the Local Area Service (LAS) provisions of the
Community Charter. The policy identified guidelines for the processing of applications for a
LAS and established cost sharing ratios for qualifying works or services. Under the current
policy, owners interested in pursuing the upgrading (conversion) of driveways to an
acceptable municipal standard to provide improved access are expected to pay 100% of the
cost of the upgrading.
1103
In December 2007 Council considered a staff report dated November 20, 2007 (see
attached Appendix B) regarding a Local Area Service - 130 Avenue and resolved:
"That the formal petition for a Local Area Service for road improvements on 130 Avenue
west of Mill Street be received, noting that, if the Local Area Service petition is not sufficient,
that staff be directed to:
1. prepare a policy that addresses the level of cost sharing, guidelines and priority
considerations for a program to improve private driveways constructed on dedicated
municipal roads.
2. prepare projects for the capital works program that would target locations and
schedule and allocate, on an appropriate priority basis, funds for the improvement of
private driveways constructed on dedicated municipal roads."
The petition was not sufficient and as a result, staff prepared an amendment to the policy
that provides a mechanism for residents to have private driveways constructed on dedicated
municipal roads. The amended policy adds a new Qualifying Work and Cost Sharing Ratio for
the upgrading and conversion of private driveways within road allowances. The
recommended sharing is as follows:
1. the District will be responsible for construction to bring the road base up to current
municipal standards for unpaved roads, but will not be responsible for costs
associated with paving the newly constructed road.
2. owners will be responsible for costs associated with paving the newly constructed
road.
The inclusion of this new Qualifying Work expands and enhances the policy to address a
specific public concern and ensures consistency in dealing with the Local Area Service
process and appropriate departmental practices and procedures by identifying the steps that
District staff will take in processing applications. The amendment also modifies an area of
responsibility to reflect current practices around internal funding.
Projects would be triggered by a successful LAS petition and would be evaluated and funded
on an as -requested basis. Council approval would be limited to annual funding allocations
for road improvements.
b) Desired Outcome:
To obtain Council approval to add to the current LAS Policy a new Qualifying Work and Cost
Sharing Ratio for the conversion of private driveways within road allowances to an
acceptable servicing standard. This amended policy would encourage the conversion of
these driveways, provide for improved access to existing residences, improve our present
road network and give a greater level of service and maintenance of these roads.
c) Strategic Alignment:
The amended policy reflects three key strategies that are contained in the Financial
Management Strategic Focus Area. These three strategies are:
1. continue to use a user -pay philosophy
2. review policies and processes to ensure they are consistent with the corporate
strategic direction and external influences
3. provide high quality municipal services to our citizens and customers in a cost
effective, efficient and timely manner
d) Financial Implications:
A number of historically created parcels are currently accessed by gravel driveways within
municipal road allowances. From time to time requests are made to pave these gravel
driveways. This policy amendment recommends that these requests be addressed through a
Local Area Service (local improvement). The cost of the surface pavement would be borne
100% by the property owners fronting the improvements. The subsurface preparation costs
would be borne by the District. The District's costs would be funded through the local
improvement reserve fund. Should a request exceed the District's available funding in a
given year, then that request would be brought forward for consideration through Business
Planning.
CONCLUSION:
Following the direction of Council, staff prepared an amended Local Area Service policy that should
encourage the conversion of private driveways located on dedicated road rights-of-way to municipal
roads constructed to current standards. Cost sharing of the conversion is consistent with past
practice and reflects key District strategies. Council support for the amended policy is
recommended.
f �
Prepared by: Teri Fryer, PEng.
Manage of Corporate & Development Engineering
Reviewed by: Andf w Wood, P D., PEng.
Municipal En •deer
Approved by: Fra�Quinn, MBA, P
Gel -ral ly�anager: I?
ng.
clic Wo s
d Development Services
Concurrence: J.L. (Jim) Rale
Chief Administrative Officer
APPENDIX A
MAPLE RIDGE
British Co f u m hi a
Deep Roots
Greater Heights
POLICY MANUAL
Title: Maple Ridge Local Area Service Policy
Authority: ® Legislative
Approval: ® Council
Policy No: 5.01 (Rev. 2)
Supersedes:
❑ Operational
❑ CMT
❑ General Manager
Effective Date:
Review Date: December 2010
Policy Statement:
1. Except in the cases where the Medical Health Officer has determined that community
health is at risk due to the lack of the municipal service, Local Area Service process will
only be implemented if at least 50% of the area within the defined benefiting area has
been subdivided to potential minimum sized lots in conformity with the designation in the
current Official Community Plan, and at least 60% of the area within the defined benefiting
area has a dwelling unit or other buildings.
2. A Local Area Service, towards which the District bears any portion of the cost thereof shall
only proceed provided such costs are:
recoverable in part or whole (- including appropriate financing costs) from each of
the existing as well as future parcels of land that will be served by the Local Area
Service,
within the limit of the funds so allocated for such purposes within the municipal
budget, and,
not excessive as determined by the Municipal Council.
If after Local Area Service Works have been accomplished, an Owner wants to change the Lot
configuration e.g., a change of Front lot line through subdivision, the Owner must pay up the
balance owing before effecting the change.
Purpose:
To set conditions under which the District of Maple Ridge will consider installation of services
pursuant to the 'Local Area Services' provision within the Community Charter.
Definitions:
Frontage means the common boundary shared by the front lot line and a highway,
excluding a lane. On a corner lot, the frontage shall be considered to be the shorter of the
highway boundaries, regardless of the direction the buildings on the lot are to face.
Flankage means a boundary which a highway, excluding a lane, abuts a lot line not being
the front or rear lot line.
Page 1 of 5 Policy 5.01 (Rev. 2)
Highway means a street, road, lane, bridge, viaduct or any other way open to the use of the
public, but excludes a private right-of-way on a private lot.
Front lot line means:
(a) the lot line common to a lot and an abutting highway excluding lane; or
(b) where the lot is a corner lot, the shortest of the lot lines abutting a highway
shall be the front lot line; or
(c) where the lot is a corner lot and both lot lines abutting a highway are equal in
length, 1 lot line shall be selected as the front lot line and the other lot line
shall be selected as the side lot line; or
(d) where the lot abuts highways on two opposite fronts, both lot lines common to a
lot and abutting highways shall be the front lot line.
Lot means land designated as a separate and distinct parcel on a legally recorded
subdivision plan or description filed in the records of the Land Title Office.
Lot Line means any line which forms the boundary of a lot.
Capitalized or Italicized terms used herein and not defined have the meanings ascribed to them in
the B.C. Community Charter, Local Government Act, R.S.B.C.1996, Chapter 323 or Interpretation
Act, R.S.B.C.1996, Chapter 238.
Key Areas of Responsibility
Action to Take
1. For undertaking Local Area Service (LAS) Works, project
costs may be financed internally. The amount financed,
together with interest charged, shall be repaid over a
period set within the Bylaw establishing the LAS. The
costs of LAS Work shall not exceed the amount
included in the Financial Plan.
2. Recovery of the Owners' portion of the Works is typically
repaid over a term of 15 years through annual
installments on the property tax bill with a fixed interest
rate set prior to construction. The interest rate shall be
reflective of the cost of borrowing through the Municipal
Finance Authority (MFA) of British Columbia.
Responsibility
Manager of Financial
Planning
Page 2 of 5
Policy 5.01 (Rev. 2)
3. The following table outlines the current cost sharing
ratios for the program.
Qualifying Works or
Services
District's Owners'
Share Share
General
Lane Paving 0% 100%
Sewer extensions 0% 100%
Water extensions 0% 100%
Storm drainage 0% 100%
extensions
Sidewalk 25% 75%
Concrete Curb and Gutter 25% 75%
Street Lighting 25% 75%
Local Road Construction 0% 100%
Converting Driveway to 100% of 100% of
Municipal Road the cost the cost
to bring of paving
the road the road
to current
unpaved
road
standards
Downtown Core
(as defined in the DCC Bylaw)
Lane Paving 50% 50%
Sidewalk 60% 40%
Curb and Gutter (Conc.) 60% 40%
Street lighting 60% 40%
4. The cost of a Local Area Service for each of the
benefiting properties within the defined area of the
service will be that cost which is apportioned in the
ratio of the front lot line length of each property.
5. In the cases where the Local Area Service has no direct
road frontage or no direct and immediate benefit to
individual property owners, (e.g., in the case of a pump
station, a siphon, a retention/detention pond, an off-
road trunk sewer or other similar works,) the
apportionment of the cost will be by property area,
property value or any other method or combination of
methods allowed in the Community Charter.
Page 3 of 5 Policy 5.01 (Rev. 2)
6. Where the benefiting properties are inordinately
disproportionate in sizes compared with one another,
the following formula shall determine the Local Area
Service taxable -frontage:
taxable -frontage
= (32 x Front lot line length + 10 x Rear lot line length
+ 3 x Perimeter length) / 60
7. The Local Area Service charge shall not include the
portion of cost for any upsizing beyond the size of the
municipal service needed for the defined benefiting
area.
8. The cost charge shall be reduced to reflect any
Provincial or other third party contribution.
9. The share of the property flankage where both the
frontage and flankage will be serviced by a Local Area
Service or the length of Local Area Service work that is
not fronting any property within the defined benefiting
area shall be apportioned among all the properties
within the defined area on the basis deemed equitable
by the General Manager, Public Works and
Development Services.
10. If a property has both frontage and flankage and will be
serviced on one side by the Local Area Service, the side
that will be serviced first by a Local Area Service will be
considered as the frontage while the other side will be
considered as the flankage for subsequent Local Area
Service apportionment purposes as described herein.
11. Where the front lot line length is less than the minimum
lot width under the Zoning By-law for the current zoning
of the lot, the minimum lot width as defined under the
Zoning By-law shall be the front lot line length used for
calculating the charge.
12. For a property which benefits from a Local Area Service
works not in the municipal right-of-way fronting the
property, the cost apportionment shall be based on the
minimum lot width as defined under the Zoning By-law.
13. For exceptional lots, General Manager, Public Works
and Development Services will determine the
appropriate cost apportionment using methods allowed
in the Community Charter.
Page 4 of 5 Policy 5.01 (Rev. 2)
14. Where only one sidewalk is to be installed, costs are to
be shared 1/3: 2/3 by Lots on both sides of the street,
with the larger portion being borne by the Owners of the
Lots on the same side as the sidewalk.
15. Where curb and gutter is to be installed, it must be
done on both sides of the street, unless one side has
been installed previously.
Page 5 of 5 Policy 5.01 (Rev. 2)
APPENDIX B
MAPLE RIDGE
8rllish Columbia
Deep Roots
Greater Heights
TO:
FROM:
District of Maple Ridge
His Worship Mayor Gordon Robson DATE: November 20, 2007
and Members of Council FILE NO: E02-010-123
Chief Administrative Officer ATTN: C of W
SUBJECT: Local Area Service - 130 Avenue
EXECUTIVE SUMMARY:
On December 6, 2006, a delegation appeared before Council requesting support for a Local Area
Service (LAS) to construct approximately 210 meters of 130 Avenue west of Mill Street. Council
agreed to contribute to the LAS on the same basis as all of the other benefiting parcels and also
confirmed minimum road construction standards.
A LAS petition was prepared and circulated on May 8, 2007 and is under consideration by the
residents.
On September 10, 2007, a delegation appeared before the Committee of the Whole. In response to
this delegation, the Committee directed staff to provide a report that included an assessment of
historical policies in relation to present day applications.
This report provides a summary of bylaws, policies and past initiatives and provides comments
regarding the September 10 request. The following recommendations are offered for Council
consideration.
RECOMMENDATIONS:
THAT the formal petition for a Local Area Service for road improvements on 130 Avenue west of Mill
Street be received, noting that, if the Local Area Service petition is not sufficient, that
Staff be directed to:
1. prepare a policy that addresses the level of cost sharing, guidelines and priority
considerations for a program to improve private driveways constructed on dedicated
municipal roads
2. prepare projects for the capital works program that would target locations and schedule and
allocate, on an appropriate priority basis, funds for the improvement of private driveways
constructed on dedicated municipal roads
DISCUSSION:
a) Background Context:
On December 6, 2006, a delegation appeared before Council requesting support for a LAS to
construct approximately 210 meters of 130 Avenue west of Mill Street. The delegation also
requested District participation in sharing the construction costs and sought a reduction in
road standards to reduce the overall cost of the project. Staff were asked to prepare a report
addressing these requests and on February 13, 2007, Council considered a report (see
attached Appendix 1) and resolved that:
a. Staff be directed to work with the property owners of 130 Avenue to advance a LAS;
and
b. The District contribute to the proposed LAS on 130 Avenue on the same basis as all
of the other benefiting parcels; and further
c. The proposed road be built to the minimum rural local road standard for Silver Valley.
On the basis of the above noted criteria, a LAS petition was prepared and circulated on May
8, 2007. Owner reaction to the petition has not been provided to date, although we
understand that the required majority have not yet signed the petition. During the circulation
of this petition, discussion has taken place with residents regarding several alternatives to
the LAS and costs associated with these alternatives.
Included in this discussion was a request for an alternative to the LAS in the form of a
Highway Use Permit to allow the paving of this driveway rather than the reconstruction and
paving to municipal standards contemplated by the LAS. The residents reviewed the terms
and conditions of the highway use permit and have concerns with the ongoing general
liability insurance requirements of the permit.
On September 10, 2007, a delegation appeared before the Committee of the Whole to
request that either:
a. The District take over the full maintenance of the road as either a gravel or paved
road;
b. Staff be directed to continue to work with the residents to resolve the issues of
concern regarding the Highway Use Permit; or
c. Staff be directed to increase the District contribution to the LAS.
After considering the resident's requests, the Committee of the Whole directed staff to
provide a report on the paving and maintenance issue on 130 Avenue including an
assessment of historical policies in relation to present day applications.
Bylaws, Policies & Programs
Official Community Plan Bylaw 6425-2006
This section of 130 Avenue is located within the Silver Valley area (Horse Hamlet). This
hamlet is designated for 240 units and is focussed on an equestrian theme. Lands along
this section of 130 Avenue are designated Low Density Urban Residential and Conservation
(see attached Appendix 2). An equestrian trail begins at an east -west equestrian trail along
Hennipen Creek and leads in a north-east direction along Millionaire Creek.
Land on the north side of 130 Avenue west of the 240 Street alignment has been dedicated
as Park to provide protection for a tributary to Millionaire Creek. A detention facility has been
constructed on a portion of the park to treat storm water from lands to the north.
Portions of 240 Street and 130 Avenue (from 240 Street east to Mill Street) were included
as an interim trail in the previous Official Community Plan. According to iocal residents, the
public are using a trail down the 240 Street right-of-way to reach this interim trail and are
walking along the private driveway to reach Mill Street.
Maple Ridge Highway Allowance Construction Control Bylaw 2656-1979 (as amended).
This bylaw provides a means by which owners of property adjacent to an undeveloped right-
of-way may apply to develop the right-of-way in order to achieve physical access to their
property. The bylaw was adopted in April 1979 and was last amended in 1985 (see attached
Appendix 3).
The bylaw outlines the general provisions, procedures and payments required to develop the
road. The road must be built to District standards and the construction can be performed by
the District or by the owner. The owner pays for all design and construction costs for the
road.
Policy Directive - Supply of Gravel
In June 1980 Council adopted a resolution that stated that "No consideration will be given in
the future by Council to provide gravel to roads that are not maintained by the District, but
are being used by taxpayers, and those owners affected will be responsible to ensure that
the gravel is properly spread." The directive also stated that "The District will continue to
uphold its policy to not maintain said roads until such time as they have been built to proper
Municipal Standards."
HiEhway Use Permits and Construction on Road Rights -of -Way
For a number of years, Highway Use Permits have been issued to owners who have asked to
construct works on Municipal streets. The works have ranged from small temporary
structures to the construction of permanent driveways. The Highway Use Permit requires
owners to insure for public liability, indemnify the District, maintain the roadway, and for
permanent driveways, install signage and post and maintain signs informing the public that
the District is not maintaining the driveway.
The Roads Superintendent estimates that the District has approximately 50 substandard
driveways that the District does not maintain. These driveways were constructed by adjacent
residents to provide access to their properties and were not built to any municipal standard.
The private driveway constructed on the portion of 130 Avenue west of Mill Street is one of
these substandard roads. This driveway is considered a private road within a 20 meter road
dedication providing access to 3 properties. There is no formal agreement in place regarding
maintenance or liability of the driveway.
The District's position and practice has been consistent over the years that unless the roads
are improved to an acceptable municipal road standard by owners under the terms and
conditions of the Highway Allowance Construction Control Bylaw, the District does not
maintain these driveways.
In the early 1980s, the District installed information signs on these driveways to inform
present or prospective owners that the District did not maintain these private driveways. The
rationale for this activity was reinforced by a solicitor's opinion received in early 1995. In this
opinion, the solicitor confirmed that:
1. owners of land abutting a dedicated road right -of way have an absolute right to
access the right-of-way at all points along the right-of-way;
2. if an owner builds a structure connecting his land to the right-of-way and this
structure is located in whole or in part on the right-of-way, the obligation to maintain,
repair or replace the structure is not conferred to the District;
3. when the District has been made aware of a particular danger or abnormal risk
caused by a structure on a road right-of-way, the District is obliged to take some
action to warn or to prevent injury or damage. These actions could include the
posting of signs explaining the risk, Toad limits and even closure of the access.
As a result of the above comments regarding structures that could pose a danger to the
public or to emergency responders, a bridge on this section of 130 Avenue was
reconstructed by the District in 2005 to address life safety concerns raised by the Fire
Department regarding the provision of adequate emergency access to homes on 130 Avenue
west of the bridge.
Gravel Road Paving Program
The District initiated a paving program (by local improvement) in the 1980's to encourage the
paving of a number of gravel roads that were constructed to District standards. All gravel
roads were included in the program except those that were identified for imminent
redevelopment or for the future installation of District infrastructure. The program was
successful and resulted in the improvement of approximately 18 of the remaining 25 gravel
roads. The improved roads are now maintained by the District. Residents involved in these
local improvement programs have paid considerable monies or paid an LIP levy for 15 years.
In those cases where residents defeated the local improvement petition, paving did not take
place and dust control was, as a District operational practice, eliminated.
In Tight of this past program, the District should exercise caution in supporting any approach
to gravel road improvement today that could be considered as unfair by residents that have
participated in the previous programs.
It should be noted that 130 Avenue west of Mill Street was not included in this program since
the gravel road was not constructed to District standards.
b) Desired Outcomes:
Construction of 130 Avenue
Residents living along this road have concerns regarding the condition and safety of this
private driveway and wish to share in the cost of improving this driveway to a rural local
standard. There are a number of options that are currently available to achieve this
improvement. These include:
1. Construction of the Road by Local Area Service
2. Construction of the Road by Highway Allowance Construction Control Bylaw
3. Road Improvement in Support of Future Development
Option 1- Construction of the Road by Local Area Service
Construction could take place under the provisions of a Local Area Service. The road must
be built to District standards and the cost for construction is shared between all owners
benefiting from this service, including the District. For this section of 130 Avenue, the
standard would be the minimum rural local road standard for Silver Valley.
This approach offers the benefit of sharing in the costs associated with road improvements
under the terms and condition of the Highway Allowance Construction Control Bylaw with the
added benefit of paying for the improvement over 15 years. This option is currently under
consideration by the residents but we understand that the required majority have not yet
signed the petition.
Option 2 - Construction of the Road by Highway Allowance Construction Control Bylaw
Construction could take place under the provisions of the "Maple Ridge Highway Allowance
Construction Control Bylaw." The road must be built to District standards specified in the
bylaw and the cost for construction is shared between those owners requesting the
construction. For this section of 130 Avenue, the standard would be the minimum rural local
road standard for Silver Valley.
This approach is often cost prohibitive and offers no opportunity for possible payback by
other owners that did not contribute to the original construction. Considering the cost
concerns raised during consideration of the LAS, it is unlikely that this option will achieve the
desired result.
Option 3 - Road Improvement in Support of Development
This option would see the road constructed in support of development along this portion of
130 Avenue. As noted earlier, lands in this area are designated as low density urban
residential. As development occurs along this road, the road would be constructed by the
developer to support the development.
Recognizing the limited development potential of the lands in this area along with the need
for the supporting sanitary sewer extension to serve the Horse Hamlet community, it is
unlikely that this option would achieve road construction in the near future.
Improvements to the Present Driveway
If the above -noted options cannot be achieved, the residents have considered paving to
improve the condition of the driveway. As noted previously, Highway Use Permits have been
issued to owners who have asked to construct works on Municipal streets. The Permit
requires owners to insure for public liability, indemnify the District, maintain the roadway,
install signage and post and maintain signs informing the public using the highway that the
District is not maintaining the road. The owners have expressed concerns regarding clauses
within the Permit relating to ongoing liability insurance, indemnification and construction
standards and have stated that this is not their preferred option.
c) Strategic Alignment:
Financial Management is a strategic focus area of the Corporate Strategic Plan and
encourages the development of multi-year financial plans that address immediate needs as
well as longer-term financial sustainability. The business planning framework is used to
structure decision making. The recommendations in this report respect the capital works
planning program as a part of the business planning cycle and provide a framework for the
long term goal of converting existing private driveways located on municipal road rights-of-
way to constructed municipal roads
A Safe and Liveable Community is another strategic focus area of the Corporate Strategic
Plan. Recognizing that these driveways are located on dedicated road rights-of-way but are
not constructed to District standards, there is a certain level of liability that is transferred to
the District, particularly if the driveway becomes unsafe. Although the District has no
obligation to construct, maintain or repair private structures or private driveways located on
dedicated roads, if the condition of these works poses an unreasonable risk to users or
impedes emergency access and the District is made aware of the condition of these works,
some action by the District is warranted.
Smart Managed Growth is also one of the strategic focus areas of the Corporate Strategic
Plan and encourages the protection and management of the existing municipal infrastructure
through the preparation of appropriate plans to ensure development and maintenance of
roads. The recommendations in this report will provide a long term plan to convert these
driveways to municipal roads.
CONCLUSION:
In summary, none of the above noted options are acceptable to the residents. Instead, the
residents, in a letter to Mayor and Council dated September 2, 2007, have asked Council to, in their
preferred order:
1. direct staff to revise the LAS to increase the District contribution
2. direct staff to work with the residents to resolve residents concerns regarding clauses
within the Highway Use Permit and include a District contribution to the paving costs
3. take over full maintenance of the road as either a gravel or paved road.
In response to these requests, staff recommend that:
a) Item 3 not be considered. Consistent with past practice, staff do not recommend that
the District assume the responsibility for the maintenance of driveways constructed
within dedicated road allowances. Further, improvement to this portion of 130 Avenue is
not currently within the capital works program. The work contemplated in item 3 would
need to be supported by and prioritized within the context of all road construction within
the capital works program.
b) Item 2 not be considered. The reduction in security and the elimination of
indemnification clauses in the Highway Use Permit are not recommended. Further, the
contribution to a paving program for what would continue to be a private driveway should
not be considered.
However, staff recommend that item 1 be considered within the context of a new capital program
initiative. This request is preferred by the residents and may achieve an equitable and consistent
resolution to this issue. This approach offers the benefit of sharing in the costs associated with road
improvements with both benefiting owners and the District under the terms and conditions of an
agreement with the owners paying their share of the LAS levies over time. The District would share
in the costs of the improvements on a program basis with priority and funding allocation
considerations at the District's discretion.
In order to implement a program that would be equitable to all District residents, it is recommended
that Council direct staff to prepare the necessary capital program projects that would identify funds
for the improvement of private driveways presently constructed on dedicated municipal road rights-
of-way. Once this funding has been secured, consideration of a petition forLocal Area Service or a
Local Area Service on Council initiative - subject to petition against could be reviewed on a priority
basis. The level of cost sharing, guidelines for the program and priority considerations would be
established by policy which could then be applied consistently as funds are available and in
response to community interest.
Prepared by:
ry Fryer ' Eng.
agef f Corporate & Development Engineering
Approved by:
ood, PhD., PEng.
unicipal Engineer
Approved by: Frank Quinn, MBA, PEng.
General Manager: Public Works & Development Services
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
TF/mi
+413
MAPLE RIDGE
TO:
Appendix. 1
CORPORATION OF THE
DISTRICT OF MAPLE RIDGE
His Worship Mayor Gordon Robson
and Members of Council
FROM: Chief Administrative Officer
SUBJECT:
DATE: January 17, 2007
FILE NO: E01-008-040 R.
E02-130-001
ATTN: C of W
Local Area Services — Paving of Gravel Road — 130 Avenue
December 2006 delegation
EXECUTIVE SUMMARY:
A request for a Local Area Service (LAS) has been received to upgrade approximately 210 metres
of 130 Avenue between 239B Street and Mill Street. Specifically, the request is to pave this
section of currently unmaintained municipal road allowance. The District owns a property
identified as park along this road allowance. The initial review of the request concluded that the
LAS is supportable.
A delegation from the property owners of the December 4, 2006 Committee of the Whole
requested Council support for the LAS. In addition, the owners requested that the cost for the
portion of the proposed improvements fronting municipal property be absorbed by the District.
This report recommends that the District contribute on the same basis as all the other benefiting
parcels. The owners also requested that the road standard be significantly reduced to 4 metres.
This reduced standard is not recommended.
RECOMMENDATION:
THAT staff be directed to work with the property owners of 130 Avenue to advance a Local
Area Service; and
THAT the District contribute to the proposed LAS on 130 Avenue on the same basis as all
of the other benefiting parcels; and further
THAT the proposed road be built to the minimum rural local road standard for Silver
Valley.
DISCUSSION:
a) Background Context:
A Local Area Service is a municipal service that is paid for in whole or in part by a local
service tax under section 216 of the Community Charter. The only services that may be
provided as Local Area Services are services that the Council considers provide particular
benefit to part of the municipality. Part of the costs of a Local Area Service may be
recovered by means of any other source of municipal revenue.
A request for a Local Area Service (LAS) has been received and is under review. The
LAS proposes the upgrading (paving) of approximately 210 metres of 130 Avenue
between 239B Street and Mill Street (see Figure 1). Seven parcels front on this road
segment and one of these is owned by the District and used as a passive park. The road is
not constructed to current standards and is maintained by the residents.
A delegation to the Committee of the Whole meeting on December 4, 200E representing
the other six owners requested clarification regarding the District contribution to the costs
of this project. The delegation also requested consideration of a reduced standard for the
road.
SCALE.
N,T.S_
PROPOSED ROAD EXTENSION
BENErITTR10 P000001IE5
L.A.S. INOUIRY
130 AVENUE ROAD EXTENSION
CORPORATION OF THE
DISTRICT OF MAPLE RIDGE
MAPF RIDGE ENGINEERING
DEPARTMENT
DATE: JANUARY 20071 rrLE/DRS Na SR0262
Figure 1- Location of LAS inquiry
The project concept is to pave the existing gravel road on 130 Avenue from Mill Street to
23930 130 Avenue as shown in Figure 1. Topographic constraints limit further extension
of this road to 239B Street.
District contribution
This road will improve access to the District's land and will also improve resident and
emergency vehicle access to all benefiting parcels. It is therefore recommended that the
District contribute to this project on the same basis as all of the other benefiting parcels.
Standard of construction
Once the road is completed, the operation, maintenance and long term replacement of this
road will be the responsibility of the municipality. As a result, the current practice for
Maple Ridge is that LAS projects are developed and constructed based on the District's
standard of the day.
The current standard for local roads in Silver Valley is a six metre road as shown in
Figure 2.
RURAL LOCAL ROAD
Figure 2 - Rural local road (Maple Ridge OCP, 2006)
The delegation on December 4, 2006 presented a number of opinions to support their
request for a reduced road standard. These include:
o since the bridge is only 4 m wide, the road should not be wider;
o currently, there is no street lighting, so it would be better not to create a pinch -
point at the bridge, lest someone hits the bridge abutment;
o a narrower road will result in less non -local traffic and encourage slower speeds;
and
o traffic will likely be light always since it is doubtful that more homes will be built
in the future." Hence, "there is no need to incur the additional expense.
The recommended standard for this road is a rural local road with a pavement width of 6
metres, a grave] shoulder and drainage swales. This standard is the minimum that should
be considered for this road and is the minimum standard for any road within the District.
Roads built to this standard will support local passenger vehicle traffic as well as delivery
and emergency vehicle traffic.
In general, road standards are created to provide acceptable servicing to a neighbourhood
for a variety of different users. Our current standards reflect recognized national
standards, promote safe use of our streets and reduce potential liability. Construction of
works of a reduced standard becomes an operational liability to the District and the
expense of upgrading the sub -standard works rests on the District in the years to follow.
In addition, the acceptance of a reduced standard would set a precedent for other projects
such as street lights, water mains and drainage and sewage collection systems.
The accepted practice is that works and services provided as 'Local Area Services'
should conform to the municipal design standards and construction specifications of the
day. Consequences of varying from this practice include future liability from either
occurrence of an accident or having to expend municipal funds to upgrade to the
standard.
b) Desired Outcome:
To provide an analysis and response to Council regarding a request by a delegation.
c) Strategic Alignment:
The Corporate Strategic Plan directs that the District protect and manage existing
municipal infrastructure through the preparation of appropriate plans to ensure
development, maintenance and renewal of infrastructure including roads; sidewalks;
water; sewer and stormwater systems. As such, services should meet the standard of the
day.
d) Citizen/Customer Implications:
The delegation has expressly stated that "if a four meter width road paving is ultimately
not supported, it questionable whether all of the undersigned will remain in support of the
paving." Ultimately, the residents have to weigh their options using a number of factors.
However, the costs will be shared in part by the District's contribution as a benefiting
property and the property owners have the option to finance their payments over a
number of years.
e) Financial Plan Implications:
Approval by Council for a LAS (including funding within the Financial Plan) is required
before any project proceeds. The preliminary estimate for the paving is $75,000 with the
District's share. being approximately $15,000. The District's share may be funded from
local improvement reserves or other sources and will be considered at the time of
submission to Council.
CONCLUSIONS:
Requests for clarification and relaxation of standards have been made to Council. Staff have
reviewed the requests and this report provides an analysis and recommendations.
Prepared bv: Andr
ood, MEng., PEng.
Municipal Engi
Approved by: IF ank Qui , ' 1: A, PEng.
'-"`: P • lic Wkirks 8r Mvelopment Services
Concurrence: J . (J' Ru`fe
hief Administrative Officer
App°-1^Jx2
APPROXIMATE
2 N Z
Q
5 m
J �
Er Z
1Z
J a W
O JO 0
O
w 0 OJ
DENSITY RESIDENTIAL
DENSITY RESIDENTIAL
Q
a
0
0
O W 0
o
K U ti
zn
W
s
o a >
_ UN
CC
I-
o W _N
id W a ?
ZUm 00
U O g
I0 o Z '
❑a❑❑❑❑❑❑
Appendix 2
SECONDARY TRAIL
HORSE TRAIL
WATERCOURSE
O
Appendix 3
THE FOLLOWING DOCUMENT RAS BEEN REPRODUCED FOR CONVENIENCE ONLY
and is a consolidation of the following: -
1. Maple Ridge Highway Allowance Construction Control
By-law No. 2651979
2. Maple Ridge Highway Allowance Construction Control Amending
By-law No. 3451-1984
3. Maple Ridge Highway Allowance Construction Control Amending
By-law No. 3559-1985
Individual copies of any of the above by-laws can be obtained by
contacting the Clerk's Department.
CORPORATION OF THE DISTRICT OF MAPLE RIDGE
BY-LAW NO. 2656-1979
A By-law to regulate the construction of
undeveloped highway allowance in the
District of Maple Ridge
The Council of the Corporation of the District of
Maple Ridge, in open meeting assembled, ENACTS AS FOLLOWS:
This By-law may be cited for all purposes as "Maple
Ridge Highway Allowance Construction Control By-law No. 2656-1979"
DEFINITIONS
In this By-law,
"construction" includes all works, materials and services
relating to the improvement or development of an undeveloped
highway;
"Engineer" means the Engineer of the Corporation of the
District of Maple Ridge;
"highway" has the meaning stated in Section 2 of the
Municipal Act of the Province of British Columbia;
"Municipality" means the Corporation of the District of
Maple Ridge
GENERAL PROVISIONS
The purpose of this By-law is to provide a means by which owners
of property adjacent to an undeveloped right-of-way may apply to
develop the right-of-way in order to achieve physical access to
their property.
page 2
1. The provisions of this By-law do not apply to any highway or
part thereof, the construction and specifications of which is
regulated by any other By-law of the Municipality.
2. The provisions of this By-law do not apply to any highway, or
part thereof, maintained as a highway by the Municipality.
3. Notwithstanding the intent of 1, no construction or
development of any undeveloped or partially developed highway
allowance designated as highway in the records of the Land
Registry Office at New Westminster, British Columbia, shall
occur except as permitted by this By-law.
4. Any person who complies with this By-law may provide such
works, materials and services himself or by others, at no
expense to the Municipality for construction or development
of a highway allowance, and all such works and materials,
upon placement on the highway allowance, and all services as
performed, shall become the property of and thereafter be
maintained by the Municipality.
5. No construction or development of a highway allowance shall
occur where in the reasonable opinion of the Engineer, the
cost of maintaining such constructed or developed highway
shall be excessive.
6. No construction shall commence unless and until a permit has
been issued by the Engineer for such construction.
PROCEDURE
7. Application for a permit for construction shall be made in
writing to the Engineer and must be accompanied by a
non-refundable application fee of $100.00 payable to the
Municipality.
3451-1984
3559-1985
8. Design and construction of any highway to be constructed
shall be in accordance with current accepted engineering
practice and the following guidelines:
(a) The highway allowance shall be cleared of brush and
trees for its full width.
(b) Highways shall be constructed with a minimum width of
travelling surface of six metres with minimum width of 1.5
metre gravel shoulders on each side.
(c) The maximum allowable grade measured along the centre
line of any highway shall be 8% and 12Z respectively in areas
designated urban and rural by the Municipality.
page 3
(d) Construction must comply with the "General
Specifications for the Construction of Streets and Lanes"
authorized by the Municipality.
(e) For all areas designated Urban as per Schedule "C" of
the Official Community Plan, the standard to which the
highway is constructed shall be the same standard as that of
the existing highway which is to be extended except that a
minimum of a paved travelling surface six metres in width is
required.
For areas designated Rural as per Schedule "B" of the
Official Community Plan, a crushed gravel travelling surface
is acceptable.
(f) Construction of the right-of-way must extend from the
limit of the existing Municipality maintained road to a
distance of 7.5 metres along the frontage of the property
requiring access, in areas designated Rural and, unless no
further extension is possible, must extend from the limit of
the existing Municipality maintained road for the full
frontage of the property requiring access in areas designated
Urban.
PAYMENT
9. After receiving the application aforesaid and the $100.00
fee, the Engineer shall estimate the cost of the construction
and advise the applicant of such cost.
10. Before the Engineer issues a permit for construction the
applicant shall pay or cause to be paid to the Municipality,
an amount of money equal to the cost of construction as
estimated by the Engineer, or, where construction is to be
performed by the owner, shall deposit with the Municipality
an irrevocable letter of credit issued by a Canadian
Chartered Bank in form satisfactory to the Engineer in an
amount equal to the cost of construction.
Where construction is to be performed by the applicant, the
applicants shall pay a Municipal inspection fee of 4% of the
estimated construction as established by the Engineer prior
to issuing of a permit.
11. A permit for the construction is valid for 200 consecutive
days from the date of its issuance and no more. Upon
expiration of a permit, any construction under way shall
cease unless and until a futher valid permit is issued.
12. Where construction is not completed before the expiration of
the permit permitting the said construction, the Municipality
may itself, or by its employees or agents, complete the
construction and charge the cost thereof to the applicant and
in payment thereof, the Municipality may set off any money
held on deposit by it or make demand for payment pursuant to
any letter of credit held by the Municipality.
page 4
13. The Municipality may itself construct or develop any highway
allowance and pay the cost thereof itself.
14. The Municipality may itself by its employees or agents or
others commence, engage in, and complete the construction of
any highway where requested by any applicant and upon
completion of such construction shall determine the actual
cost of construction and forthwith refund to the applicant
any money held by the Municipality on account of the
construction which is in excess of the said actual cost.
READ a first time this 9th day of April, 1979.
READ a second time this 9th day of April, 1979.
READ a third time this 9th day of April, 1979.
RECONSIDERED, finally adopted this 23rd day of
April, 1979.
N. Jacobsen"
"F.B. Magee"
Mayor
Clerk
MAPLE RIDGE
British Columbia
Deep Roots
Greater Heights
TO:
District of Maple Ridge
His Worship Mayor Ernie Daykin DATE: December 8, 2009
and Members of Council
FROM: Christina Crabtree ATTENTION: COW
Manager of Information Services
SUBJECT: Desktop Replacements
EXECUTIVE SUMMARY:
The Information Services Department is responsible for managing approximately 350 standardized
corporate desktops and laptops for all employees of the District. The corporate machines were
slated for replacement in 2008, in accordance with a three year life cycle. In order to reduce costs
and deal with a shortage of staff resources, the project to replace these machines was deferred for
over one year.
An RFP process was undertaken earlier this year to obtain firm pricing as well as service and support
options for the replacement of the existing corporate desktops and laptops. The strategy for
replacing these corporate machines was evaluated and it was determined that adopting an
approach to use thin client technology', where possible, will provide the best overall value to the
District.
The funding required to replace these machines is approved in the 2009 Financial Plan and will be
drawn primarily from the Equipment Replacement Fund. The cost to replace the corporate desktops
and laptops will be approximately $425,000.00.
RECOMMENDATION(S):
That the corporate officer be authorized to sign a three year provision, service and support contract
with Basic Business Systems for the replacement of the District desktop and laptop equipment to a
value that does not exceed $425,000.00, exclusive of GST.
DISCUSSION:
a) Background Context:
The Information Services (IS) department currently manages the desktop and remote computing
environment for employees at the District. The District uses standardized corporate machines to
ensure the equipment is consistent and compatible with the required software and hardware as well
as to minimize the administrative burden of managing these machines. This model was adopted
1 From a hardware perspective, thin client technology requires only a keyboard and monitor connected to the network,
rather than a full desktop personal computer.
1131
2
based on a 2002 study that investigated the optimal replacement cycle for computing equipment in
an office environment, and whether purchasing or leasing the equipment made the most sense. The
analysis looked at the expected life of typical equipment, the costs of purchase and disposal, and
compatibility issues as technology evolves. The conclusion of the study recommended replacing all
equipment at the same time, to gain the benefits of standardization, and to adopt a three year
replacement cycle as the most cost effective solution. The first full computer replacement was
completed in 2005, with a second replacement to occur in 2008.
The life of the hardware has been extended for over four years through in-house service and
replacement of failing units and the maintenance of existing software versions. The District is now in
a position where the hardware and software can no longer be maintained efficiently, and needs to be
replaced.
Over the past year and a half, IS staff has evaluated various options in terms of replacing the
desktop and remote computing environment. The focus has been to deliver a computing
environment that is robust and flexible, reduces the management burden on IS Staff and reduces
associated costs to the District wherever possible. During the evaluation period, thin client
technology was used with various applications, including Class and Tempest. The addition of
roaming profiles2 was also employed to increase the flexibility and ease of use when employees are
required to access multiple machines in order to perform their work. Through this testing, it has
been determined that replacing computers with thin client technology and employing roaming
profiles will provide the best overall value to the District.
An RFP was developed and posted that set out the requirements for the replacement of the client
hardware. In addition, the RFP required proponents to include provisions for the implementation,
maintenance and replacement of defective hardware for a three year term. Seven companies
responded to the RFP, and through a committee review process, it was determined that proposal
from Basic Business Systems offered the best overall value to District.
The IS department has worked with representatives from departments across the organization to
gather requirements, plan and test all of the necessary components required to replace the current
desktop and remote computing environment. The review began with assessing the over 700
computer programs and components currently used at the District. Wherever possible IS Staff
eliminated unnecessary software and we were able to eliminate over 500 of these components and
programs. In addition, IS staff researched, tested and replaced expensive or problematic software
with lower cost or free software, including the replacement of the Adobe Suite with Nitro3. Software
licenses and computer hardware were also reviewed and unnecessary items eliminated. Finally, the
computer replacement project requires that the current operating system and many existing
software applications will need to be upgraded in order to remain compatible and supported. This
project has required exhaustive testing and configuration to build the new environment.
b) Desired Outcomes:
1. To obtain replacement hardware that provides the best overall value to the District for the
desktop and remote computing needs of District staff.
2 Roaming profiles allow users to sign onto any machine while retaining individual application settings and without this
initiating an installation process which ties up system resources.
3 In this example, replacing the Adobe Suite with Nitro wherever appropriate represent is a cost savings of almost $15,000
in software costs..
3
2. To provide stability and quality service for District staff with robust software and hardware.
3. To increase flexibility for District staff in obtaining, accessing and using machines within the
District.
4. To reduce the administrative burden on IS Staff when managing, upgrading and deploying
hardware and software to District staff.
5. To eliminate the requirement of IS staff to service defective hardware associated with
computers for a three year term.
6. To increase the life span of desktop and remote computing infrastructure at the District.
7. To provide secure alternatives for remote computing while minimizing costs.
8. To improve the access and flexibility of infrastructure for testing and training on new and
existing software.
9 Donation of surplus equipment to School District #42 after all corporate data has been
cleaned off of these machines.
c) Customer Implications:
1. IS Staff will see a reduced administrative burden in managing client hardware for the next
three years. As all hardware will be new, any failures will be the responsibility of the proponent to
service and replace over the term of the contract. In addition, thin client technology has no moving
parts so the hardware has a lower failure rate than that of traditional desktop machines.
2. IS Staff will see a reduced burden in deploying new machines and replacing defective
machines. The new architecture requires minimal setup of the desktop environment and thin client
machines require virtually no setup.
3. IS Staff will see a reduced administrative burden in managing software installation,
configuration and upgrades. Thin client technology provides that software is managed on central
machines instead of at each client machine. This element will reduce the number of machines that
need to be managed individually for software installation, configuration and maintenance.
4. District staff will see an increase in service and flexibility in the desktop environment.
Through the use of thin client technology and roaming profiles, users will be able to move between
workstations and still maintain the necessary profile information to perform their work, including
email.
5. District staff will see an increase in flexibility in remote computing options. There will be
some costs associated with working remotely; however, the infrastructure used with thin client
technology can also be used to provide secure access from various remote locations.
6. The life span for the desktop environment will be increased as thin client technology allows
us to leverage central machines that have a longer life span than desktop units. In addition, thin
clients may last longer than traditional desktop machines.
4
7. There will be a learning curve while both IS department staff and District staff become
accustomed to the new operating system, new versions of applications and the thin client
technology. The IS department has spent considerable time trying to deploy this new software with
ease of use in mind to reduce the impact associated with the learning curve. In addition, training
initiatives for District staff in the new software will reduce the impact of the new technology.
8. Thin client technology requires the use of a central, second machine in order to deliver
applications. If this machine is not available, the thin clients will not be able to deliver applications
to the users. Additional measures to ensure resiliency for both client machines and secondary
machines when accessing software is critical. Multiple machines providing applications as well as
spare machines will be used to minimize disruption of service.
9. Donating surplus equipment to School District #42 allows the subsequent redeployment of
equipment for training and educational purposes as part of the school curriculum. School District
#42 employees have welcomed the proposed donation.
d) Interdepartmental Implications:
Not all applications are a good fit for the thin technology environment. The District will need to
maintain a certain number of traditional desktop machines in order to support the required hardware
and software. District staff using thin clients may have difficulty acquiring new applications if they
are not built for the thin client environment. As a result, requests for new software need to be well
defined and need to be requested with ample lead time. In some cases, alternative software that
meets business requirements may be recommended. In other cases, a thin client user may need to
be converted to a desktop user in order to maintain business requirements.
e) Business Plan/Financial Implications:
The proposed project and expenditure was approved, and is consistent with the 2009 Financial Plan.
The majority of the funding comes from the equipment replacement fund.
The hardware purchased will be set out as follows:
1. Approximately 109 standard workstations with a unit cost of $938.50;
2. Approximately 20 high end workstations for intensive applications with a unit cost of
$1,413.50;
3. Approximately 218 thin clients with a unit cost of $297.00;
4. Approximately 14 specialized POS front counter thin clients with a unit cost of $699.00;
5. Approximately 415 monitors with a unit cost of $204.00;
6. Approximately 43 laptops with a unit cost of $1,482.20;
7. Approximately 25 docking stations with a unit cost of $249.00;
8. Approximately 20 External DVD readers/writers with a unit cost of $121.00;
9. The total value of the contract recognizes approximately $20,000.00 in equipment that may
be necessary to accommodate growth.
The use of thin clients is anticipated to increase the life span of some or all of the client
infrastructure. This may result in reduced overall costs for the desktop computing infrastructure.
5
The use of thin client technology provides remote computing options which will allow additional
opportunities for remote access for employees with minimized additional costs.
f) Policy Implications:
District staff will be provisioned with new equipment of consistent design. The ability to keep pace
with modern technology will be maintained while allowing the District to take advantage of the cost
savings afforded by newer technologies and consistent equipment replacement practices. The
impact of the project can be managed and favourable pricing can be obtained with such an
approach.
Provisions for growth are in place in this project; however, growth will be justified on a business case
basis.
In some instances, the desired software may not be compatible with the thin client infrastructure. A
greater lead time to bring in new applications or alternative software may be required to deliver the
business requirements.
Finally, the residual benefit of our surplus equipment goes to training our young people on rebuilding,
maintaining and operating computing equipment
g) Alternatives:
One alternative to replacing existing corporate desktops and laptops is to continue to maintain the
aging equipment. As the hardware is at end -of -life, the failure rate of existing corporate machines
continues to increase. IS Staff will continue to spend more and more time replacing failing
components and rebuilding existing machines if they are not replaced. In addition, as new software
continues to be developed, this software is either not compatible with the existing configuration or
runs very slowly on these machines. In future years we will not be able to support new software on
existing computers. The current versions of operating system and application software will become
unsupported and will leave the District vulnerable in attempting to manage obsolete hardware and
software.
Another alternative would be to replace the existing hardware with traditional corporate desktops
and not employ thin client technology. The thin client technology has a number of benefits, including
long term reduction in costs, reduced administrative burden on IS staff, increased flexibility and
efficiency in accessing applications as well as opportunities for secure remote access with minimized
additional costs.
CONCLUSIONS:
The computer refresh originally scheduled for 2008 was delayed until 2009 in order to reduce costs
and effectively manage staff resources.
An RFP was issued for our computer hardware replacement in the summer of 2009 and seven
proponents responded. After a rigorous review of the proposals and after thorough testing of the
evaluation hardware provided, we find that Basic Business Systems' hardware, services and support
6
proposal provides the best overall cost and value for the District. The use of thin client technology
and roaming profiles will provide numerous benefits, including reduced overall costs.
It is recommended that a three year contract be awarded to Basic Business Systems for the
replacement, service and support of the corporate desktops and laptops.
Prepared by: Christina Crabtree, Manager of Information Services
Approved by: Jo Bastaja, l�
Chief Information Officer: Information Services
Approved by: Paui�GFlI, BB , CGA
General M
er• Corpo =te & Financial Services
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
MAPLE RIDGE
Deep Roots
Greater Heights
TO:
District of Maple Ridge
His Worship Mayor Ernie Daykin DATE: December 08, 2009
and Members of Council FILE NO:
FROM: Chief Administrative Officer ATTN: Committee of Whole
SUBJECT: Trade Retired Rescue 1 to the Justice Institute Fire and Safety Division (FSD) in
exchange for access to the FSD Maple Ridge Campus.
EXECUTIVE SUMMARY:
The Maple Ridge Fire Department enjoys a co-operative relationship with the Fire and Safety Division
of the JusticeInstitute of BC. We have previously traded fire engines in lieu of training time at the
Fire and Safety Division - Maple Ridge Campus and this has been mutually beneficial: We were
ableto access the training resources at the Maple Ridge Campus at no cost and do not have to
provide the like facilities on our own. The Justice Institute benefits by receiving a well maintained
apparatus that is used in training.
We have recently replaced a truck that is over 20 years old. Rather than trade the vehicle or sell it,
we suggest that we turn it over to the Justice Institute in exchange for access to their training
resources.
RECOMMENDATION:
That Council endorses the trade of a 1986 Mack Rescue Truck to the Fire and Safety Division of The
Justice Institute of BC in exchange for access to their training resources as outlined in the staff
report dated December 08, 2009.
DISCUSSION:
a) Background Context
In 1997, the District gave the Justice Institute a 1976 Ford Fire Engine, (Pump 1-3), in exchange for
access to their training facility. Our access included regular Monday night training, Recruit Training
and the periodic training programs for other disciplines. Costs of the consumables that we used
during the training programs were also included. If we had to pay for this access on the same basis
as other fire departments, we would have had to pay about four times the fair market value of the
truck. Having said this, we work collaboratively with the Justice Institute and try not to take up their
most "profitable" times and try to use the props when they are not scheduled for use by others. In
2001, we gave the Justice Institute a 1980s engine/tender, (Pump 2-2). Our arrangement this time
was similar to the one negotiated in 1997 except this time, we were also able to obtain some day
time access as well. Scheduled Monday night training, Recruit Training and the periodic training
programs for other disciplines also continued. This arrangement was different than the first in that
we agreed to cover the costs of the consumables and technician's wages. Earlier this year Council
approved the disposition of Engine 3-2 valued at approximately $32,000 for a four year agreement
to access the training site.
1132
a) Background Context (Cont'd.):
Due to our many positive experiences, an exchange with the Justice Institute is also recommended
for our 1986 Mack Rescue Truck.
Desired Outcome:
The current proposal is to trade a 1986 Mack Rescue Truck, (Rescue 1 ), for access to the Maple
Ridge Campus fire props and buildings for the purposes of Regular Monday Night Maintenance
Training, Recruit Training, Career Maintenance Training and other periodic training programs. The
estimated value of the engine is about $20,000. The monetary value of training is approximately
$50,000 to $60,000 per year. This allows us to extend our existing multi year agreement by 3 more
years, until 2016.
a) Strategic Alignment This agreement is in keeping with Council's desire to have a safe and
liveable community. Further, we believe it provides the best value for our investment. This
initiative is also in alignment with Council's direction to seek partnerships that assist in the
delivery of quality services.
b) Citizen/Customer Implications: The citizens will continue to receive a safe, effective and
efficient fire service to respond to emergencies that occur in the District of Maple Ridge
c) Business Plan/Financial Implications: The Fire Department budget does not include a
significant provision for this type of training. We are able to receive the required access to
training at little cost.
d) Policy Implications: Continuing to train the way we do allows us to have safe, effective and
efficient firefighters. Changes to the training program will affect the services we provide and
will require us to change our operation guidelines.
CONCLUSION:
The continuation of our relationship with the Fire and Safety Division is beneficial to both the
Department and the Fire and Safety Division in that we manage to obtain access to a premium
training centre/f�or minimal costs and they have access to serviceable equipment that they need.
�
Prepared by: Peter Grootendorst
Fire Chief/Operations and Administration
proved by Dane Spence
Fire Chief/Community Safety Services
Approved by: Paul Gill
M: Car6nrate nd'Financial Services
Concurrence: JJ.L (Jim) Rule
Chief Administrative Officer
MAPLE RIDGE
British Columbia
Deep Roots
Greater Heights
TO:
FROM:
District of Maple Ridge
His Worship Mayor Ernie Daykin DATE: December 1, 2009
and Members of Council FILE NO:
Chief Administrative Officer ATTN: C.O.W.
SUBJECT: RCMP Jail Cell Renovations - ITT-PL09-125
EXECUTIVE SUMMARY:
Morrison Hershfield, on behalf of the District of Maple Ridge, issued an Invitation to Tender on
September 25, 2009 for the renovation of the current jail cells at the Ridge Meadows RCMP
Detachment. The current cell design does not meet the new RCMP security standards and a retrofit
has been mandated or the cells will be removed from service (decommissioned).
On October 23, 2009 the tender closed and the District of Maple Ridge received eight bids ranging in
price from $378,000.00 to $628,425.00. The proposals were evaluated by Morrison Hershfield in
consultation with staff. After evaluating the bids against the mandatory requirements, the first two
lower bids were disqualified as they failed to provide a list of past projects with references to
demonstrate that they had +10 years in commercial, industrial and institutional construction work
experience, delivered work in project magnitude greater than $250,000 and/or did not supply
performance and material bonding of 100% of project price. The low bid that met all the mandatory
requirements was Bynett Construction $417,900.00. Morrison Hershfield has recommended the
award of the contract to Bynett Construction.
RECOMMENDATION:
That the RCMP Jail Cell Renovation Project be awarded to Bynett Construction in the amount of
$417,000.00 inclusive of GST ($19,900.00), and further, that a contingency of $41,790.00 be
established for this project.
DISCUSSION:
a) Background Context:
In the summer of 2005 the Royal Canadian Mounted Police (RCMP) conducted an assessment of our
RCMP cell accommodations and design. Based on this assessment, in a letter dated November 4,
2008 the RCMP advised the District that the current cell design does not meet the new RCMP
security standards and a retrofit process is required or the cell will be removed from service
(decommissioned).
Currently within the Maple Ridge Police Detachment there are a total of six cells that do not meet the
new security standard. Five of these cells require a complete retrofit. One cell requires minor
modifications as it was already renovated and meets most of the new standards, and was renovated
approximately 5 years ago.
1151
b) Desired Outcome:
To ensure the District provides cell accommodations that meet the current RCMP security
standards, per our Operating Lease Agreement.
c) Strategic Alignment::
Completing this project the will ensure the provision of a safe and healthy work environment,
which cannot be assured if the work is not completed.
d) Business Plan/Financial Implications:
Funding for this project has been identified in the Protective Services Reserve.
Prepared by: Michael'MII1W rd, PE
Facilities Operations Manager
1
Approved byi
Ike Murray,
1"
neral Manager,
Concurren e: • aul Gill BBA, CGA
munity Development - Parks and Recreation
General Ma ger Corporate and Financial Services
Concurrence: J.L. (Jim) R e
Chief Adrni istrative Officer
i
MMillward