HomeMy WebLinkAbout2016-11-07 Committee of the Whole Agenda and Reports.pdfCity of Maple Ridge
Note: If required, there will be a 15-minute break at 3:00 p.m.
Chair: Acting Mayor
1.DELEGATIONS/STAFF PRESENTATIONS – (10 minutes each)
1:00 p.m.
1.1 Maple Ridge-Pitt Meadows Arts Council Update
•Lindy Sisson, Executive and Artistic Director, ACT Arts Centre
1.2 Open Government
•Christina Crabtree, Chief Information Officer
Staff report dated November 7, 2016 providing information on a proposed
work plan to deliver on requests for information and data and seeking
feedback on the project scope.
2.PUBLIC WORKS AND DEVELOPMENT SERVICES
COMMITTEE OF THE WHOLE
AGENDA
November 7, 2016
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. The meeting is live
streamed and recorded by the City of Maple Ridge.
Note: Owners and/or Agents of Development Applications may be permitted
to speak to their applications with a time limit of 10 minutes.
Committee of the Whole Agenda
November 7, 2016
Page 2 of 5
Note: The following items have been numbered to correspond with the Council
Agenda:
1101 2016-053-RZ, 10350 and 10320 Slatford Place, RS-3 and RS-2 to R-2
Addendum Report
Staff report dated November 7, 2016 that Maple Ridge Zone Amending Bylaw
No. 7232-2016 to rezone from RS-3 (One Family Rural Residential) and RS-2
(One Family Suburban Residential) to R-2 (Urban Residential District) to
permit subdivision into approximately 24 single family lots no less than 315
m2 (3390 ft2) in area be amended and be given first reading as amended and
that the applicant provide further information as described on Schedules A, B,
F and G of the Development Procedures Bylaw No. 5879-1999.
1102 2016-384-DP, 11915 224 Street
Staff report dated November 7, 2016 recommending that the Corporate
Officer be authorized to sign and seal 2016-384-DP to allow exterior
alterations to an existing building at 11915 224 Street.
1103 Mobile Food Vendors in Maple Ridge
Staff report dated November 7, 2016 recommending that Maple Ridge
Business Licencing and Regulation Amending Bylaw No. 7250-2016 to allow
food truck vending on City Property, including streets be given second and
third readings.
3. FINANCIAL AND CORPORATE SERVICES (including Fire and Police)
1131 Proposed Combined Maple Ridge Fire Hall#4 and Park Site
Staff report dated November 7, 2016 recommending that a registered
professional architect be retained for the purpose of designing Fire Hall #4,
that associated budgetary construction numbers be obtained, that a
neighbourhood consultation program for development of the park site to align
with the fire hall proposal be developed and further that a rezoning
application for City owned property at 28863 112 Avenue be prepared and
submitted.
Committee of the Whole Agenda
November 7, 2016
Page 3 of 5
1132 Bylaw for Highway Closure & Dedication Removal for a Portion of 136 Avenue
Roadway (23050 block of 136 Avenue)
Staff report dated November 7, 2016 recommending that Maple Ridge
Highway Closure and Dedication Removal Bylaw No.7293-2016 be given first,
second and third readings.
1133 Bylaw for Highway Closure & Dedication Removal for a Portion of 127 Avenue
Roadway (22300 block of 127 Avenue)
Staff report dated November 7, 2016 recommending that Maple Ridge
Highway Closure and Dedication Removal Bylaw No. 7294-2016 be given first,
second and third readings.
1134 Downtown Clean Team
Staff report dated November 7, 2016 recommending that funding to allow for
a partnership between the Downtown Maple Ridge Business Improvement
Area and Alouette Addictions for the formation of a Downtown Clean Team be
approved.
1135 Plebiscite for Provision of Road-Side Waste Pick-up
Staff report dated November 7, 2016 recommending that staff be directed to
proceed to gather the information required to prepare a plebiscite (Request
for Proposal)
4. COMMUNITY DEVELOPMENT AND RECREATION SERVICES
1151 Joint Leisure Services Update
Presentation by the General Manager of Community Development, Parks,
Recreation and Culture
1152 Parks, Recreation and Cultural Facilities - Detailed Design Process
Staff report dated November 7, 2016 recommending that a report be
provided outlining a funding source for the detailed design process and that
request for proposals be issued for a detailed design process for the Maple
Ridge Civic and Cultural Facility.
Committee of the Whole Agenda
November 7, 2016
Page 4 of 5
1153 Master Agreement on Cooperation for the Joint Use of Public Facilities and
Coordination of Services
Staff report dated November 7, 2016 recommending that the Master
Agreement on Cooperation for the Joint Use of Public Facilities and
Coordination of Services be approved and that the Corporate Officer be
authorized to sign and seal the agreement.
1154 Rescind Parks & Leisure Services Commission Bylaw No. 6668-2009
Staff report dated November 7, 2016 recommending that Parks & Leisure
Services Commission Bylaw No. 6668-2009 be rescinded.
5. ADMINISTRATION
1171
6. CORRESPONDENCE
1181
7. OTHER ISSUES
1191
8. ADJOURNMENT
Committee of the Whole Agenda
November 7, 2016
Page 5 of 5
9. COMMUNITY FORUM
Checked by:________________ Date: ________________
COMMUNITY FORUM
The Community Forum provides the public with an opportunity to speak with
Council on items that are of concern to them, with the exception of Public Hearing
bylaws that have not yet reached conclusion.
Each person will be permitted 2 minutes to speak or ask questions (a second
opportunity is permitted if no one else is sitting in the chairs in front of the
podium). 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.
Council will not tolerate any derogatory remarks directed at Council or staff
members.
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
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City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Committee of the Whole
SUBJECT: Open Government
EXECUTIVE SUMMARY:
On May 2, 2016, Council received a report on Open Government and endorsed the staff
recommendation that would allow us to deal with the issues of today and position the City to
successfully deliver on requests for information and data far into the future. Staff was also directed
to develop a work schedule and cost estimates for Council’s consideration.
The purpose of this report is to provide Council with a proposed high level work plan and to get
feedback on the project scope, to make sure it meets with Council’s expectations.
RECOMMENDATION:
Receive for information.
DISCUSSION:
a)Background Context:
The Mayor’s Open Government Task Force (MOGTF) was established in January of 2015 to increase
citizens’ access to information; increase citizen participation, engagement and collaboration in
community issues; and, to increase transparency and accountability of actions.
Integral to the process was the formation of the Citizens’ Representative Working Group (CRWG),
established in February of 2015. The CRWG engaged the public to provide input and used that
information to produce a report entitled Open Government Report and Recommendations, dated
October 8, 2015 that delivered fifty-eight recommendations on the format, function and means by
which citizens would like access to information as well as recommendations that will contribute to a
gold standard program of engagement, accountability and transparency in open government.
On May 2, 2016, staff brought forward a report entitled Mayor’s Open Government Task Force
Recommendations, recommending an approach to Open Government that will deliver a resilient and
extensible infrastructure that will meet the MOGTF objectives, address the recommendations from
the CRWG and position the City to successfully deliver on future requests for information and data
for years to come. Council endorsed the recommendation and directed staff to develop a work
schedule and cost estimates.
1.2
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The four key elements of the approach are set out below:
1. Develop an Open Government Framework to manage information and data.
2. Develop a Customer Service Plan for Open Government.
3. Develop a Communications Plan for Open Government.
4. Develop policies to govern Open Government.
As we further investigate the work related to this project, we recommend that Phase I of the
Implementation Plan focus on three key areas of public interest:
1. City Finances: Many of the issues raised by Council and the community relate to the
accessibility of financial information, including information on projects and contracts, related
expenditures and budgets.
2. Development Services: There is considerable interest by the public for information on the
process and the status of development applications, permits and bylaws.
3. Transportation: There is a desire for information on the projects that are being planned as
well as those that are underway.
While much of this information is already available, it is not easy to access and understand for the
public or for staff who may need to access multiple systems in order to get the information they
need. Further, once the information is obtained, it is not easy to customize for multiple uses. This
costs time and money and also creates frustration.
The project to improve the accessibility to this information will need to be completed in phases, as
set out in Appendix A. The budget to effectively deliver on Phase I will be $250,000 for hardware,
software and consulting services. A capital package of $175,000 to supplement the existing budget
for this project will come forward at business planning time. There are also operating budget
impacts. The additional services and focus on data to deliver information and services will require
additional resources in IT and this request will also come forward at business planning time.
While the investment is large in terms of time and money, there is tremendous potential for benefit
stemming from this work. We anticipate that we will provide citizens with accessible and engaging
information and tools which will allow them to understand and follow processes from beginning to
end. Ultimately, this should reduce individual enquiries to staff on how processes work or where
particular reports can be found. In addition to benefits for citizens, staff will also benefit from this
work. With the ability to slice and dice information in various ways in an ad hoc fashion, staff will
have additional tools for managing, monitoring and streamlining their business processes. These
enhancements will deliver business value.
Staff resources required to successfully execute this project will be corporate-wide. In addition to the
Information Technology staff required to deliver on the technology, staff from across the
organization, including Planning, Finance, Clerks, Engineering, Fire, Parks, Building, Bylaws,
Communications and Operations will be required to provide the subject matter expertise necessary
to build profiles, develop document linking strategies, data input and analysis regimes and to
maintain this information on an ongoing basis. Staff resources will also be required to identify and
populate the document portal with publicly available documents. A subset of staff will be tasked to
develop the Customer Service, Communications and Policy plans associated with the delivery of this
service and all staff will need to be trained in the technology and the execution of the Customer
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Service and Communication plans. Given the nature and scope of this project, an integrated staff
Steering Committee will oversee the work program.
Next Steps
The purpose of this report is to provide Council with an update and seek Council’s feedback on this
project, the high level work plan and the costs associated to implement the work plan. We will be
coming forward at business planning time with a capital project and an incremental package for
approval to move forward on the Open Government initiatives in 2017.
b) Desired Outcomes:
That Council be provided with a high level work plan and costs for Phase I of the Open Government
project that will be brought forward at business planning time.
c) Strategic Alignment:
This project is in alignment with the Mayor’s Open Government Task Force objectives to make
information more accessible and provides more opportunities for engaging citizen participation as
well as increasing the City’s transparency and accountability of actions.
d) Citizen/Customer Implications:
Both citizens and staff will benefit from increased accessibility to information and data organized in a
variety of different ways to reach the broadest audience possible and these additional mechanisms
will drive business value from the data we have access to.
e) Interdepartmental Implications:
This is a corporate-wide project. Staff resources of varying degrees will be required from every
department at the City to ensure success of this project. Significant resources from Planning,
Engineering, Clerks and Information Technology will be required in order to complete the above-
noted deliverables.
f) Business Plan/Financial Implications:
This project has significant business plan and financial implications. Staff resources and capital will
be required to successfully complete each phase. The benefit of successfully executing this project
will be seen both by citizens and staff.
g) Alternatives:
An alternative is to reduce the scope of the project to limit costs both monetarily and in staff
resources. Reducing the scope will stretch out the timelines for this project.
Another alternative is to increase the scope of the project which will increase staff and monetary
costs and will result in shrinking the time to complete this project and thereby delivery on citizen
expectations in a more timely manner. The recommended approach provides a prudent timeline for
a project of this magnitude.
CONCLUSION:
On May 2, 2016, Council received a report on Open Government and endorsed the staff
recommendation that will allow us to deal with the issues of today and position us to successfully
deliver on requests for information and data for years to come. Staff was also directed to develop a
work schedule and cost estimates for Council’s consideration.
4
The Open Government project is a multi-year project that will be delivered in phases. Set out in
Appendix A is a high level work plan and costs for Phase I of this plan that will be brought forward at
business planning time for approval.
________________________________________________
Prepared by: Christina Crabtree
Chief Information Officer
_______________________________________________ _
Approved by: Kelly Swift
General Manager: Community Development, Parks & Recreation Services
_______________________________________________ _
Approved by: Paul Gill
General Manager: Corporate & Financial Services
_______________________________________________ _
Approved by: Frank Quinn
General Manager: Public Works & Development Services
_______________________________________________
Concurrence: E.C. SWABEY
Chief Administrative Officer
APPENDIX A
Staff Work Plan Item 2017 2018 2019 Costs
Lead: Christina Crabtree STEP 1: DEVELOP OPEN GOV. STEERING COMMITTEE
Lead: Open Gov. Steering Comm.CURRENT INFRASTRUCTURE
Develop Open Government Steering Committee/Working Group Phase 1
Identify Existing Tool Sets (i.e. Enagement, Collaboration, Newsletters) Phase 1
Standardize on Existing Tool Sets on Go Forward Basis Phase 1
Communicate to Staff Phase 1 Phase 2 Phase 3
Lead: Open Gov. Steering Comm.DATA CLEANUP/CONSISTENCY $15,000.00
IT/Clerks/IT & Open Gov. Steering Corporately Develop Document/Data Naming Conventions Phase 1
Determine Areas where Data cannot be relied on Phase 1
Work with IT Steering Committee/Open Government Steering Committee Phase 1
EXECUTED IN STEP 2 Clean Up Data Phase 1 Phase 1
Clean Up Data Phase 2 Phase 2
EXECUTED IN STEP 2 Rename Documents Phase 1 Phase 2
EXECUTED IN STEP 2 Develop Ongoing Process for Keeping Data Clean Phase 1 Phase 2 Phase 3
Lead: Christina Crabtree STEP 2: IMPLEMENTATION
Lead: Laurie Darcus CUSTOMER SERVICE PLAN
Clerks Department Develop Working Group Phase 1
Build Customer Service Plan Phase 1
Sign off for Approval through CMT/Open Government Steering Comm.Phase 1
Train Staff Phase 1 Phase 2 Phase 3
Communicate to Council and Public Phase 1 Phase 2 Phase 3
Lead: Fred Armstrong COMMUNICATIONS PLAN
Communications Department Develop Working Group Phase 1
Build Communications Plan Phase 1
Sign off for Approval through CMT/Open Government Steering Comm.Phase 1
Train Staff Phase 1 Phase 2 Phase 3
Communicate to Council and Public Phase 1 Phase 2 Phase 3
Lead: Laurie Darcus POLICIES
Clerks Department Build Policy to Outline Process for Open Gov in Exposing Public Data Phase 1
Build Policy to Set out Rules for Data: Timeliness, etc.Phase 1
Identify Additional Policies Phase 1 Phase 2 Phase 3
Build in New Policies to Address Open Gov/Data Phase 1 Phase 2 Phase 3
Sign off for Approval through CMT/Open Government Steering Comm.Phase 1
Train Staff Phase 1 Phase 2 Phase 3
Communicate to Council and Public Phase 1 Phase 2 Phase 3
Lead: Christina Crabtree FRAME WORK
IT Department/Communications/BUILD OPEN GOVERNMENT PORTAL $45,000.00
Open Gov. Steering Committee/Develop Working Group for Portal Design Phase 1
Various Departments Procure Web Designers Phase 1
Procure CMS Phase 1
Build Pages Phase 1
Install and Configure CMS Phase 1
Sign off for Approval through CMT/Open Government Steering Comm.Phase 1
Vet Design with Citizen's Working Group Phase 1
Present to Council Phase 1
OPEN GOVERNMENT WORK PLAN PROJECT SPONSOR: KELLY SWIFT
Open Government Work Plan 2
Staff Work Plan Item 2017 2018 2019
IT Department/Communications/BUILD OPEN GOVERNMENT PORTAL (cont.)
Open Gov. Steering Committee/Sign Off with Externals Phase 1
Various Departments Train Staff Phase 1
Go Live - Communicate with Council and Public Phase 1
Lead: IT Department POPULATE DOCUMENT PORTAL $10,000.00
Clerks/IT Department Work with Clerks to Determine Rules for Publicly Accessible Documents Phase 1
Determine Base Set of Documents to Populate Portal Phase 1
Automate Population Where Possible for Known Document Types Phase 1
Populate Portal with Base Set of Documents Phase 1
Build Work Flow Approval Process for Ongoing Document Population Phase 1
Sign Off Phase 1
Educate Staff on Public Documents Phase 1 Phase 2 Phase 3
Train Staff on Process and Access Phase 1 Phase 2 Phase 3
Go Live - Communications with Council and Public Phase 1 Phase 2 Phase 3
Continue to Populate Public Portal on a Go Forward Basis Phase 2 Phase 3
Determine Resourcing on an Ongoing Basis Phase 2
Lead: IT Department BUILD FLOW CHARTS $15,000.00
Finance Finance Build Flow Charts for 6 Key Areas Phase 1
Planning Planning Build Flow Charts for 6 Key Areas Phase 1 $5,000.00
Enginnering Engineering Build Flow Charts for 3 Key Areas Phase 1
Go Live - Communications with Council and Public Phase 1
Various Departments Determine Next Set of Flow Charts Phase 1 Phase 2
Various Departments Build 10 Flow Charts to Articulate the How We Do Things Phase 2 Phase 3
Lead: IT Department WHAT'S HAPPENING SERIES OF WEB APPS $45,000.00
IT Department/Open Gov.Develop Working Group to Determine App Design Phase 1
Steering Comm./Communications Procure Designer for Consistent Look and Feel of What Happening App Phase 1
Various Departments Sign off for Approval through CMT/Open Government Steering Comm.Phase 1
Present to Council Phase 1
Rework Existing Applications with New Design: Crime Map, Development
Services Map, Business Directory Phase 1
Build Mechanism for Public/Staff Differential in Maps Phase 1
Fire Build Fire Map Public/Staff - Phase 1
Bylaws Build Bylaws Map Public/Staff Phase 1
Operations Build Operations Map Public/Staff Phase 1
Parks Build Map For Parks Trails Public Phase 1
Sign Off with Externals Phase 1
Train Staff Phase 1
Go Live with Apps as Completed - Communications with Council and Public Phase 1 Phase 2 Phase 3
Determine Next Set of Applications Phase 1 Phase 2 Phase 3
Build 2 or 3 Applications to Build on What's Happening Phase 2 Phase 3
Lead: IT Department DATA SETS $5,000.00
IT Department/Open Gov. Steering Determine Rules for data collection, i.e. Timeliness, Accuracy Phase 1
and IT Steering Committee/Clerks Determine How Data will be Collected (Front End)Phase 1
Determine How Data will be Output (Creating data sets)Phase 1
Determine Process for How/When Data Sets will be Created Phase 1
Automate Data Set Generation Phase 1
Build Data Sets Accorrding to Defined Process Phase 1 Phase 2 Phase 3
Open Government Work Plan 3
Staff Work Plan Item 2017 2018 2019 Costs
Lead: IT Department DATA VISUALIZATION TOOLS - (PERF. METRICS/DASHBOARDS/STATS)$110,000.00
IT Department Procure Data Visulation Tool Infrastructure Phase 1
Install and Configure Phase 1
Convert Contract Registry Phase 1
Sign off for Approval through CMT/Open Government Steering Comm.Phase 1
Present to Council
Corporate Planning & Sustainability Work with Laura's Group to see if Fit to Convert Existing Scorecards Phase 1
Various Departments Determine 3 or 4 Opportunities for Visualization for Business Mgmt Phase 1 Phase 3
Various Departments Determine 3 or 4 Opportunities for Visualization for Public Consumption Phase 1 Phase 2 Phase 3
Finance/Clerks/IT & Open Gov. Determine What Finance Data is Appropriate to Securely Expose to Publicly Phase 2
Steering Train Staff Phase 1 Phase 2 Phase 3
Go Live - Communicate with Council and Public Phase 1
Determine How to Pull Data Phase 2 Phase 3
Implement Appropriate Tools to Expose Financials Phase 3
Lead: IT Department SINGLE SIGN ON TBD
IT Department Investigate Options to Determine How to Achieve Single Sign On Phase 2
IT & Open Gov. Steering Committees Secure Budget Phase 2
Develop and Implement Plan Phase 3
Lead: Christina Crabtree UNIQUE IDENTIFIER
IT Steering Committee Develop Corporately what the Uniquie Identifier/Identifiers Should Be Phase 1
Develop Plan Phase 2
Implement Plan Phase 3
Lead: Open Gov. Steering Comm.IDENTIFY NEW TOOLS AND INCORPORATE INTO PLAN Phase 1 Phase 2 Phase 3 TBD
$250,000.00
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council FILE NO: 2016-053-RZ
FROM: Chief Administrative Officer MEETING: C of W
SUBJECT: First Reading – Addendum Report
Zone Amending Bylaw No. 7232-2016
10350 and 10320 Slatford Place
EXECUTIVE SUMMARY:
An application has been received to rezone the subject properties, located at 10350 and 10320
Slatford Place, from RS-3 (One Family Rural Residential) and RS-2 (One Family Suburban
Residential) to R-2 (Urban Residential District), to permit future subdivision into approximately 24
single family lots no less than 315 m2 (3,390 ft2) in area. Council deferred the application at the
April 26, 2016 Council meeting with the following recommendation:
Deferral until staff provide direction on Albion Flats.
Over the course of 2016, Council has discussed the Albion Flats in the context of the Parks and
Recreation priorities. The timing of this report is now dependent on the results of the community
consultation program regarding potential facilities in the community, which was directed by Council
on October 25, 2016.
Since deferral of the application, staff have been in the process of undertaking an in-house feasibility
assessment of land uses in the Albion Flats. Given the local road access, steep topography, and
existing residential interface, a commercial land use on the subject properties is not supportable.
The applicant has indicated their concern with the current deferral status, and is willing to change
their development proposal to align with the anticipated Albion Flats area plan. The revised proposal
includes a mix of RST (Street Townhouse Residential), R-1 (Residential District) and R-2 (Urban
Residential District). At the time of construction, the applicant will build secondary suites in the R-1
(Residential District) zoned homes to add additional rental possibilities. Additionally, the applicant is
willing to provide the greater of six units or 20% of the development yield as rental units for a 10 year
period.
RECOMMENDATIONS:
1)In respect of Section 475 of the Local Government Act, requirement for consultation during the
development or amendment of an Official Community Plan, Council must consider whether
consultation is required with specifically:
i.The Board of the Regional District in which the area covered by the plan is located, in
the case of a Municipal Official Community Plan;
ii.The Board of any Regional District that is adjacent to the area covered by the plan;
iii.The Council of any municipality that is adjacent to the area covered by the plan;
iv.First Nations;
1101
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v. Boards of Education, Greater Boards and Improvements District Boards; and
vi. The Provincial and Federal Governments and their agencies.
and in that regard it is recommended that no additional consultation be required in respect of
this matter beyond the early posting of the proposed Official Community Plan amendments on
the City’s website, together with an invitation to the public to comment;
2) That Zone Amending Bylaw No. 7232-2016, be amended as identified in the staff report dated
November 7, 2016 and be given first reading as amended; and
3) That the applicant provide further information as described on Schedules A, B, F and G of the
Development Procedures Bylaw No. 5879–1999.
DISCUSSION:
a) Land Uses Identified in Concept Plans:
The subject properties are located within the boundaries of the Albion Flats study area, which is
currently undergoing an area planning process. Community Planning staff facilitated a workshop
with Council on February 22, 2016 using several draft concepts that were created through the Albion
Flats concept plan process in 2010. All of the draft concepts presented to Council in 2016 showed
various land use options including residential, village commercial, park/recreation, and general
employment. Additionally, the draft concepts all show the subject properties as residential use.
Three priority land uses in Albion Flats were identified by Council during the February 22, 2016
workshop session: employment, agricultural, and recreation.
b) Recreation Facilities Review Implications:
Concurrently with the Albion Flats concept plan development, Council is working through a process to
determine priorities for community and recreational facilities for Maple Ridge. Potential facilities
include a multi-use wellness facility with an aquatic centre and curling facility; synthetic field,
stadium and event setting; civic and cultural facility including a museum and archives; and two ice
sheets. Should one or more of these facilities be selected for the Albion Flats area, it will impact the
configuration of potential employment and other uses identified in the preliminary concept work.
The area allocated to new and expanded recreational facilities and supporting parking space could
also impact the land utilized by the Planet Ice facility, fairgrounds, and ball fields. However, new
recreational facilities would have little or no impact on the subject properties; due to the distance
from existing recreational facilities and the location of the adjacent Morningstar subdivision that will
separate the two uses.
c) Planning Analysis:
Supported Land Use and Form of Development Rationale:
Following deferral of the subject application and more recent discussions regarding recreation
facilities in Albion Flats, the applicant has expressed concern on the timing of their development
application. At the same time Community Planning staff have been undergoing in-house concept
plan development for Albion Flats to explore the feasibility of various land use options in the area.
Community Planning have advised that the subject properties are located on a sloping site fronting a
local road close to the eastern boundary of the Albion Flats area and outside of the Metro Vancouver
special study area. During the Albion Flats planning process that occurred in 2010, the properties in
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the vicinity of 104 Avenue and Slatford Place, bound by the sports fields to the west and 240 Street
to the east were characterized by suburban single family lots. The concept plans developed through
the charrette process in 2010 identified the opportunity for a number of different land uses including
residential and mixed-use commercial.
While the 2010 concept plans envision mixed-use commercial and residential development along
104 Avenue, Slatford Place, and 240 Street; recent developments (ie: Morningstar’s Slatford
subdivision) in this area have reduced the overall land area for such uses, which would require
prominent frontage on a major street to be feasible. As a result, recent development in the vicinity of
the subject properties has implications for the range of land use opportunities on the properties in
question. Given the local road access, steep topography, and new residential interface to the west, a
commercial land use on the subject properties is not supportable. More recent draft concept plans
identify a future residential land use for the subject properties.
As a result of the clarified residential land use for the subject properties, staff have had discussions
with the applicant to explore possibilities to increase the residential density on the development site
with a multi-family form of development. After further design work on the applicant’s part, the
applicant has indicated that the steep slopes on the development site have posed some limi tations
on an attached form of housing. The applicant now proposes an attached housing form along the
eastern side of the site adjacent to properties fronting 240 Street, with a mix of two single family
zones for the balance of the site. The larger R-1 (Residential District) zoned lots permit a secondary
suite, and the applicant will construct these suites to support the creation of rental stock in the
neighbourhood. It is anticipated that this new residential density will support the existing historic
commercial node at Lougheed Highway and 240 Street.
Furthermore, the site in question provides an opportunity to advance the objectives of the Housing
Action Plan. To this end, staff have discussed the opportunity for the developer to provide rental
housing units as a component of the development application. The de veloper has agreed to provide
a minimum of the greater of six units or 20% of the proposed units for rental purposes over a 10
year period. These rental units will be secured through the rezoning process as a condition of final
reading, and a housing agreement will provide the instrument to protect the units.
d) Alternatives:
The current rezoning application has been deferred prior to first reading as a result of the Albion
Flats area planning process. The area planning process is awaiting the resolution of the future of
large-scale recreational facilities in the community, which may impact the Albion Flats area. Should
Council not support advancing the subject application at this time, Council can continue deferral of
the application until the area planning process has progressed further and a preferred land use
concept plan has been identified.
CONCLUSION:
Rezoning application 2016-053-RZ was deferred on April 26, 2016 due to the ongoing Albion Flats
area planning process. Advancement of the area planning process is awaiting the conclusion of
discussions exploring the opportunities in the community for new and expanded recreational
facilities, which may impact land use allocation in Albion Flats. Based on subsequent review of the
subject properties’ development potential, a residential land use is anticipated to be the desired
future use on Slatford Place.
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The applicant has revised their proposal to include a mix of attached and detached residential units,
with 20% of those units secured for rental tenure over 10 years. The addition of purpose built
secondary suites and multiple zones and housing types will provide a variety of housing forms at
various price levels and is expected to support the Historic Commercial node at 240th Street and
Lougheed Highway. It is recommended that first reading be granted to Zone Amending Bylaw No.
7232-2016, as amended in the November 7, 2016 staff report.
“Original signed by Amelia Bowden”
_______________________________________________
Prepared by: Amelia Bowden, M. Urb
Planner 1
“Original signed by Christine Carter”
_______________________________________________
Approved by: Christine Carter, M.PL, MCIP, RPP
Director of Planning
“Original signed by Christine Carter” for
_______________________________________________
Approved by: Frank Quinn, MBA, P. Eng
GM: Public Works & Development Services
“Original signed by Kelly Swift” for
_______________________________________________
Concurrence: E.C. Swabey
Chief Administrative Officer
The following appendices are attached hereto:
Appendix A – Subject Map
Appendix B – Ortho Map
Appendix C – Zone Amending Bylaw No. 7232-2016
DATE: Apr 14, 2016
FILE: 2016-053-RZ
BY: PC
PLANNING DEPARTMENT
SUBJECT PROPERTIES
´
Scale: 1:2,500
10320/50 SLATFORD PLACE
104 AVE
Legend
Stream
Ditch Centreline
Edge of Marsh
Indefinite Creek
River Centreline
Lake or Reservoir
Marsh
APPENDIX A
City of PittMeadows
District of
Langley District of MissionFRASER R.
^
DATE: Apr 14, 2016
FILE: 2016-053-RZ
BY: PC
PLANNING DEPARTMENT
SUBJECT PROPERTIES
´
Scale: 1:2,500
10320/50 SLATFORD PLACE
Aerial Imagery from the Spring of 2015
104 AVE
APPENDIX B
CITY OF MAPLE RIDGE
BYLAW NO. 7232-2016
A Bylaw to amend Map "A" forming part of Zoning Bylaw No. 3510 - 1985 as amended
______________________________________________________________________________
WHEREAS, it is deemed expedient to amend Maple Ridge Zoning Bylaw No. 3510 - 1985 as
amended;
NOW THEREFORE, the Municipal Council of the City of Maple Ridge enacts as follows:
1.This Bylaw may be cited as "Maple Ridge Zone Amending Bylaw No. 7232-2016."
2.Those parcels or tracts of land and premises known and described as:
Lot 5 District Lot 405 Group 1 New Westminster District Plan 60014
Lot 4 District Lot 405 Group 1 New Westminster District Plan 60014
and outlined in heavy black line on Map No. 1669 a copy of which is attached hereto
and forms part of this Bylaw, are hereby rezoned to RST (Street Townhouse
Residential), R-1 (Residential District), and R-2 (Urban Residential District).
3.Maple Ridge Zoning Bylaw No. 3510 - 1985 as amended and Map "A" attached
thereto are hereby amended accordingly.
READ a first time the day of , 20
READ a second time the day of , 20
PUBLIC HEARING held the day of , 20
READ a third time the day of , 20
APPROVED by the Ministry of Transportation and Infrastructure this day of
, 20
ADOPTED, the day of , 20
_____________________________ ____________________________
PRESIDING MEMBER CORPORATE OFFICER
APPENDIX C
EP 81181LMP 48058BCP22027BCP 36408BCP 10011LMP 48059BCP 52219EPP 52148103 AVE.
103A AVE.WYNNYK WAY238A ST.104 AVE.SLATFORD PL.240A ST.10325
10273
10325
10349
10406
2394410276 2388810312
10390
102222393610316
10319
10380
10280 2402210410
2396010302
10352
10337
2403910266
10366
10337 2388510420
2383710313
1 0 4 1 5
239392394310274
10284
1026810265
10309 2387610338
10299
10343 2390223986239222395210263 2393310307
10386
238432387310273
10301
10270
10315 2382723947238822395110316
2403810307
24030238551035524028
10267
10320238312384923866
10260
10331 23861238792 3 8 9 5
10293
10300
10279 2385610309
10275
10350
23821
10324
10347 10343
10328
10370
1031023886
10281
10291 239482386710294
10292
10337
10416
10320
2402110296
10250
10332
10260
10322
1034010389
240312394210346
10317
10358
1033110329
10262
10339
10308
10323
10261
10330
8 B
19
65
375
31
51
12
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15
273274
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11
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29
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374
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17 12
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245
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S 5.25 CHAINS OF J
4
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66
37 56
43
16
23 7
64
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34
38
41
36
60
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271
3
30
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22
42
N 75' of 4
68
11
47
20
4
49
4
18
67
7
Rem 7
28
58
9 Rem D
52
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54 61
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EPP 56456
LMP 48057
P 37992
EPP 56457
P 18337P 21769
P 18337BCP 36407BCP 45800BCP 10009P 19249EPP 56457(EPS 763)EPP 56457LMP 35030
LMP 48057
P 13554
P 60014
EPP 56457
EPP 56456
RP 9287F
EPP 7699
P 82384
NWP7139
EPP 56457P 8149BCP 46162104 AVE.SLATFORD PL.240 ST.´
SCALE 1:2,500
MAPLE RIDGE ZONE AMENDINGBylaw No. Map No. From:
To:
RS-2 (One Family Suburban Residential)RS-3 (One Family Rural Residential) R-1 (Residential District) R-2 (Urban Residential District)RST (Street Townhouse Residential)
7232-20161669
Urban Area Boundary
Urban Area Boundary
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council FILE NO: 2016-384-DP
FROM: Chief Administrative Officer MEETING: C of W
SUBJECT: Development Permit
11915 224 Street
EXECUTIVE SUMMARY:
An application has been received on the property at 11915 224 Street (Appendix A) in the Town
Centre Area for exterior alterations to an existing building. A development permit application is
required because the proposed works will exceed a value of $25,000.
The existing 526.8 square metre building is proposed to be renovated internally and externally to
provide for a doctor’s office and pharmacy (Appendix C). The development permit application made
to the City is subject to Section 8.11 Town Centre Development Permit.
RECOMMENDATION:
That the Corporate Officer be authorized to sign and seal 2016-384-DP respecting property located
at 11915 Street.
DISCUSSION:
a)Background Context:
Applicant: Charmaine Lang Design Inc.
Owner: 1036741 B.C. LTD., INC.NO. BC1036741
Legal Description: Lot 44 District Lot 398 Group 1 NWD Plan 3206
OCP Designation: Town Centre Commercial
Zoning: C-3 (Town Centre Commercial)
Surrounding Uses
North: Use: Commercial
Zone: C-3 (Town Centre Commercial)
Designation Town Centre Commercial
South: Use: Commercial
Zone: C-3 (Town Centre Commercial)
Designation Town Centre Commercial
East: Use: Civic Park
Zone: C-3 (Town Centre Commercial)
Designation Town Centre Commercial
West: Use: Commercial
Zone: C-3 (Town Centre Commercial)
Designation Town Centre Commercial
1102
- 2 -
Existing Use of Property: Commercial
Proposed Use of Property: Commercial
Site Area: 738 square metres
Access: Lane parallel to and between 119 and McIntosh Avenues
Servicing: Urban
b) Project Description:
The existing 526.8 square metre building located at 11915 224 Street is currently undergoing
interior and structural renovations to accommodate a medical doctor’s office and pharmacy. The
development permit application is for façade improvement, mainly for the façade facing 224 Street
and the pedestrian realm along this main Town Centre street.
The site is entirely covered by the building and paved parking with seven (7) parking spaces backing
onto the lane serving the building. Landscaping consists of existing boulevard trees. The building
faces 224 Street to the east and to the north faces the lane. The parking on the site predates the
Zoning Bylaw and is acceptable in numbers as built.
c) Planning Analysis:
The Development Permit Area Guidelines includes Key Guideline Concepts for the Civic Core Area.
These are mainly to guide new developments or redevelopment of sites and are partially applicable
in cases of minor renovations such as the façade improvement being proposed described as follows:
Promote the Civic Core as the “heart” of the Town Centre.
The site is on 224 Street, effectively “Main Street” in the Town Centre Area;
Create a pedestrian-oriented, boutique-style shopping district.
This is proposed to be a medical clinic and pharmacy that residents can walk to from the
surrounding area;
Reference traditional architectural styles.
The existing design of the building and the nature of the façade improvements
necessitated a more contemporary architectural style;
Capitalize on important views.
This does not apply being an existing one storey building;
Enhance existing cultural activities and public open space.
Façade improvements typically do not apply to these matters;
Provide climate appropriate landscaping and green features.
The lot is nearly entirely covered by the building, a utility kiosk and parking and does not
afford landscaping opportunities. Landscaping in this area are street trees, median
plantings and flower baskets along the City right-of-way; and
Maintain street interconnectivity.
Street interconnectivity is not changed as this is an existing building.
- 3 -
The policies in the Official Community Plan (OCP) and the Town Centre Area (TCA) Plan are to be
considered together for Commercial projects. In this case, an existing building is proposed to be
modernized to accommodate a medical office practice. This involves internal and external upgrades;
however, only the external renovations are subject to issuance of a development permit.
The full extent of the OCP and TCA Policies do not apply as an existing building is involved. Therefore,
such policies as the provision of concealed parking, minimum building height and residential housing
above commercial levels do not apply. These will apply in the future, when the site is redeveloped.
At present, the applicable policies and the project’s compliance is assessed as follows:
OCP 6 - 19 All commercial developments will be subject to Development Permit Guidelines
and Design Guidelines.
Not all of the commercial development Guidelines apply to this project. Only those respecting visual
and functional (e.g. pedestrian environment) form and character issues within the context of an
existing building were considered by the project architect. The principal focus was on the front
façade and its relationship to 224 Street to maintain and enhance the desired “Main Street” quality
in the heart of the Town Centre Area and across from Memorial Peace Park.
TCA 3-3 Commercial uses that support the residential population of the Town Centre through
the provision of necessary goods, including food, and services such as medical care
are a priority function and will be encouraged to develop or remain in and around the
Central Business District of the Town Centre and in the commercial designated areas
of Port Haney.
This proposal complies with this policy and the C-3 zone allows the proposed medical offices and
pharmacy.
TCA 3-30 Multi-Family Residential use is permitted as a principle use in the Town Centre
Commercial designation, except where identified on Schedule G as “Ground Floor
Commercial Required” in the Maple Ridge Zoning Bylaw, where the ground floor use
is to be commercial.
The existing building is not structurally capable of having additional floors constructed for residential
uses. The proposal does comply with this policy and Schedule G in the Zoning Bylaw by having a
medical office facility at ground level.
With respect to parking in the Town Centre Area, this building was constructed before the current
parking requirements were established. Therefore, the historic parking is deemed to meet the
parking requirement. There is also on street parking available along 224 Street. Upon
redevelopment, the parking requirement in place at that time would apply.
- 4 -
d) Advisory Design Panel:
The following explanations describe how each comment from the Advisory Design Panel was
addressed by the Architect:
1. Consider further enhancements for rear door.
Architects response: The curb appeal to the secondary Exit Door is to include a new vertical
Cementous smooth panel that is currently being used throughout the design. A new roof which
will add to the look while providing overhead protection to the opening from any weather
elements is also provided.
2. Provide screening for mechanical roof top units
Architects response: Screening has now been added to two (2) of the three (3) rooftop units. As
demonstrated from the renderings, the roof tops units will have limited visibility from the main
street perspective (224th).
3. If security screens are provided, ensure interior application and have design appeal.
Architects response: Internal Security Screens will be provided. Screens will be a bi-folding
aluminum gate system which will be mounted to a bulkhead above. Gates will hidden during
business hours and securely closed after business hours. Example of Screen Gate closed is
shown in Appendix D.
4. Provide additional design detail for signage. Signage to be designed to animate building
Architects response: There will be a separate sign permit application made to install the signs
conveying the identity and branding of the medical office facility. The location and general type of
signage is shown that will be attractively incorporated into the façade’s architecture.
5. Consider drainage for glass canopy and ensure rain water leaders are concealed
Architects response: Due to the small area of roof, any rain collected will be directed to either
side of the canopies edge falling onto the sidewalk curb.
The final plans attached in Appendix C were reviewed by staff and found to incorporate all the
suggestions made by the Advisory Design Panel.
e) Financial Implications:
As this is a simple façade improvement and involves a property with effectively 100% lot coverage by
the existing building, a refundable security is not required.
- 5 -
CONCLUSION:
This proposal is for façade improvements for an existing building in the Town Centre Area as part of
modernizing and adapting the building for a medical office facility and pharmacy. The subject site is
already zoned C-3 Town Centre Commercial thus accommodates the use. The plans for the proposed
façade improvements comply with the applicable Official Community Plan and Town Centre Area Plan
design guidelines and have incorporated the suggestion made by the Advisory Design Panel.
It is recommended that Development Permit 2016-384-DP be issued by Council.
“Original signed by Adrian Kopystynski”
_______________________________________________
Prepared by: Adrian Kopystynski, MCIP, RPP, MCAHP
Planner
“Original signed by Christine Carter”
_____________________________________________
Approved by: Christine Carter, M.PL, MCIP, RPP
Director of Planning
“Original signed by Frank Quinn”
_______________________________________________
Approved by: Frank Quinn, MBA, P.Eng
GM: Public Works & Development Services
“Original signed by Kelly Swift” for
_______________________________________________
Concurrence: E.C. Swabey
Chief Administrative Officer
The following appendices are attached hereto:
Appendix A – Subject Map
Appendix B – Air Photo
Appendix C – Site and Façade Improvement Plans
Appendix D – Photo of Proposed Internal Security Screens
City of PittMeadows
District of
Langley District of MissionFRASER R.
^
DATE: Oct 7, 2016
2016-384-DP
BY: JV
PLANNING DEPARTMENT
SUBJECT PROPERTY
´
Scale: 1:1,000
11915 224 St
APPENDIX A
City of PittMeadows
District of
Langley District of MissionFRASER R.
^
DATE: Oct 7, 2016
2016-384-DP
BY: JV
PLANNING DEPARTMENT
SUBJECT PROPERTY
´
Scale: 1:1,500
11915 224 St
Aerial Imagery from the Spring of 2011
APPENDIX B
PROPOSED BLDG224TH STREET119 AVEMCINTOSH AVEADJACENT BUILDING(CIBC)PROJECT RECONCILIATIONCIVIC ADDRESS11915 224th, Maple Ridge, BCLEGAL DESCRIPTIONLT 44: DL 398; NWD; PL NWP3206SITE AREA GROSS738 m² [7,944 ft²]ZONING BYLAW REVIEWZONING: TOWN CENTRE COMMERCIAL (C-3)703.1 DESCRIPTION & INTENT OF ZONETHIS ZONE PROVIDES FOR USES IN THE CENTRAL BUSINESS AREA703.1 (m) PERMITTED USESBUSINESS SERVICES703.3 LOT AREANO LOT SHALL BE CREATED WHICH IS LESS THAN 186 m² IN AREA703.5 LOT COVERAGEMAXIMUM LOT COVERAGE:90%PROPOSED: 526m² / 738m²=72%703.6 BUILDING HEIGHTS MAXIMUM ALLOWABLE HEIGHT:4 STOREYSPROPOSED:1 STOREY703.8 SITING OF BUILDINGS NO BUILDING OR STRUCTURE SHALL BE SITED LESS THAN 6.0m FROM REAR LOT LINEPROPOSED:1.41mPARKING BYLAW REVIEWSCHEDULE "A" (PROFESSIONAL SERVICES)1 SPACES PER 30 SQ.m GROSS FLOOR AREATOTAL REQUIRED: 526 SQ.m / 30 SQ.m. = 18 STALLSTOTAL PROVIDED:7 STALLS4.1 PARKING SPACE SIZEREQUIRED WIDTH:2.5mREQUIRED LENGTH:5.5m4.2 DISABLED PERSON'S PARKING SPACESWHERE 26 OR MORE OFF-STREET PARKING SPACES ARE REQUIRED, A PORTION OF SUCH REQUIRED SPACES SHALL BE PROVIDED FOR THE EXCLUSIVE USE OF DISABLED PERSONS.PROPOSED: 04.2.2 H/C PARKING SPACE SIZEREQUIRED WIDTH:3.8mREQUIRED LENGTH:5.5mPROPERTY LINE
P6(PROPERTY LINE
P1(PROPERTY LINE
P6:PROPERTY LINE
P1:PROPOSED BUILDING224TH STREETADJACENT BUILDING(CIBC)ADJACENT BUILDINGALLEY WAYEXISTING PARKING LOTNEIGHBOURING PARKING LOTEXISTING STREET PARKING 5,670 ft² [526.8m²] 2743 mm9' - 0"EXITEXITEXITEXITSMALL CARSPACE123456712345ABCDEFG5486 mm18' - 0"[0.32 ft]0.097 m[64.23 ft]19.579 m[0.87 ft]0.265 m[4.62 ft]1.409 m[114.45 ft]34.885 m[1.92 ft]0.584 mTRANSFORMERPAD, SEE ELEC. FOR DETAILS[4.00 ft]1.220 m[11.48 ft]3.500 m[12.92 ft]3.939 m[17.15 ft]5.229 m[5.25 ft]1.601 mWEST LIMITING DISTANCE612.25 m [40.21 ft] APX.EAST LIMITING DISTANCECANOPY PROJECTION0.72 m0.00 mEXISTING TREEEXISTING TREEEXISTING TREEASSUMED MIDPOINT OF STREET[8.79 ft]NORTH LIMITING DISTANCE2.679 mASSUMED MIDPOINT OF ALLEY WAY[4.19 ft]1.277 mNOTE: PEEL BACK MIN. 2'-0" WIDE STRIP OF EXISTING GRADE AROUND BUILDING PERIMETER. REPLACE WITH NEW GRADE SLOPED TO EXTERIOR MIN. 2% WHERE REQUIREDNOTE: PEEL BACK MIN. 2'-0" WIDE STRIP OF EXISTING GRADEE AROUND BUILDING PERIMETER. REPLACE WITH NEW GRADE SLOPED TO EXTERIOR MIN. 2%WHERE REQUIREDARCHITECTURAL GENERAL NOTESFIELD REVIEW -ARCHITECTURALTHE CONTRACTOR SHALL NOTIFY THE ARCHITECT FOR FIELD REVIEW FOR THE FOLLOWING LISTED ITEMS, IN ACCORDANCE WITH B.C.B.C. 2012 (SECTION 2.6 REGISTERED PROFESSIONAL AND COORDINATING REGISTERED PROFESSIONAL) AND MUNICIPAL BYLAWS, A MINIMUM 48 HRS NOTICE IS REQUIRED:1)FRAMING INSPECTION (ARCHITECTURAL).2)PRIOR TO GYPSUM WALL BOARD.3)FIRE STOPPING INSPECTION.4)SUBSTANTIAL INSPECTION.5)FINAL INSPECTION.THE ABOVE ARE MINIMUM INSPECTIONS. ADDITIONAL INSPECTIONS WILL BE CARRIED OUT TO ENSURE THE PROJECT CONSTRUCTION COMPLIES WITH B.C. CODE REQUIREMENTS AND ARCHITECTURAL DETAILS. FURTHER INSPECTIONS BY OTHER CONSULTANTS WILL BE REQUIRED, SEE CONSULTANTS DRAWINGS. SEE BEE REQUIREMENTS FOR DETAILS, SITE MOCK-UPS AND TESTS.SHOP DRAWING REVIEWSSHOP DRAWINGS SHALL INCLUDE:1)METHOD OF INSTALLATION.2)REQUIRED BACKING IF NECESSARY.3)LIST OF ITEMS TO BE PROVIDED BY OTHERS.4)COLOUR CHART SAMPLES (WHERE APPLICABLE).5)DESIGN CALCULATIONS.6)ANY OTHER PERTINENT INFORMATION THAT IS REQUIRED FOR REVIEW BY THE CONSULTANT.IT SHALL BE UNDERSTOOD THAT THIS REVIEW BY THE CONSULTANT IS FOR THE SOLE PURPOSE OF ASCERTAINING CONFORMANCE WITH THE GENERAL DESIGN CONCEPT. THIS REVIEW SHALL NOT MEAN THAT THE CONSULTANT APPROVES THE DETAIL DESIGN INHERENT IN THE SHOP DRAWINGS, RESPONSIBILITY FOR WHICH SHALL REMAIN WITH THE CONTRACTOR.THE CONTRACTOR IS RESPONSIBLE FOR:1)DIMENSIONS TO BE CONFIRMED AND CORRELATED AT THE JOB SITE.2)INFORMATION THAT PERTAINS SOLELY TO THE FABRICATION PROCESS ORTECHNIQUE OF CONSTRUCTION.3)INSTALLATION AND COORDINATION OF THE WORK SUBTRADES.SUBMISSIONS ARE REQUIRED FOR THE FOLLOWING ITEMS (** TO BE SEALED):1)SPRINKLER DRAWINGS TO NFPA 13 (SCHEDULES B AND C REQUIRED).2)WOOD DOORS / ALUMINUM DOORS / GLAZED OFFICE WALLS/STEEL STUDS (ENGINEERSEALED DWGS & SCHEDULE S REQ'D).3)DOOR FINISH HARDWARE.4)WALL AND CEILING FINISHES.5)FIRE-STOPPING MATERIALS AND SYSTEMS.6)T-BAR SEISMIC RESTRAINT DESIGN (SCHEDULE S REQUIRED)FLOOR PLAN GENERAL NOTES• CONSTRUCTION TO CONFORM TO THE REQUIREMENTS OF THE B.C. BUILDING CODE 2012.• CONTRACTOR TO CHECK ALL DIMENSIONS INDICATED ON PLAN AND REPORT ANY DISCREPANCIES TO THE ARCHITECT.• ALL MATERIALS TO BE NEW, UNLESS NOTED AS EXISTING.• PROVIDE SOLID WALL BLOCKING FOR WALL MOUNTED FIXTURES, ACCESSORIES, ETC. INCLUDING FIXTURE LOCATIONS (EG. H/C GRAB BARS, HANDRAILS, GUARDRAILS, FIRE EXTINGUISHERS).• G.W.B. TO BE CONTINUOUS AT DROPS IN CORRIDORS, WASHROOMS, AND OTHERCONCEALED SPACES.• FIRE RATED CONSTRUCTION TO BE CONTINUOUS TO UNDERSIDE OF FLOOR / ROOF SHEATHING OR DECKING.• CONTRACTOR TO MAINTAIN THE FIRE SEPARATION BEHIND ALL SURFACE MOUNTED ANDRECESSED MOUNTED FIXTURES AND PANELS.• FIRE-EXTINGUISHERS TO BE INSTALLED TO FIRE CODE REQUIREMENTS.• NO COMBUSTIBLE CONDUIT OR PIPES THROUGH FIRE SEPARATIONS OR THROUGH ASSEMBLIES WITH FIRE RESISTANCE RATING. EXAMPLE: NO PLASTIC PLUMBING ORVACUUM SYSTEM PIPE.• WHERE ULC OR WARNOCK HERSEY TESTS ARE LISTED, THE ASSEMBLY MUST BE CONSTRUCTED AS PER TEST.• SEE STRUCTURAL DRAWINGS FOR SIZE AND L0CATIONS OF STRUCTURAL SYSTEMS.• RATED SYSTEMS MUST BE BUILT TO TEST REQUIREMENTS.• ROOMS WITH MILLWORK AND MISCELLANEOUS FURNISHINGSREQUIRE BACKING. THE BACKING IS TO BE INSTALLED AS PER MANUFACTURER SPECIFICATIONS&23<5,*+75(6(59('7+,6'5$:,1*,6$1'5(0$,16$7$//7,0(6(;&/86,9(3523(57<2)7+($5&+,7(&7$1'6+$//127%(5(352'8&(')25:$5'('25',66(0,1$7(',1$1<)250$7:,7+2877+((;35(663(50,66,212)&+3$,7,67+(86(565(63216,%,/,7<72(1685(7+$77+($&&85$&<2)$//,1)250$7,21&217$,1('+(5(,1,6&21),50('216,7($1'7+$77+(6('2&80(176$5(2)7+(02675(&(17,668(&+3$$6680(6125(63216,%,/,7<)257+,5'3$57<,1)250$7,21,1&25325$7(',1727+(6('2&80(176&5$9(1_+86721_32:(56ARCHITECTS $5&+,7(&785($1'/$1'6&$3($5&+,7(&785( <281*52$'&+,//,:$&.%&9367(/ -2%12'5$:,1*1$0('5$:,1*1$0(12'$7('(6&5,37,21'$7(6&$/(5(9,6,216As indicatedSEP. 9, 2016A1.01544SITE PLAN, GENERALNOTES & ZONING REVIEWDOCTOR'S OFFICE &PHARMACY11915 224th, Maple Ridge, BC 1" = 50'-0"AERIAL PLANNORTH 1" = 10'-0"SITE PLANNORTHNOTE:SURVEY PLAN BASED ON PLAN PROVIDED BY TERRA PACIFIC LAND SURVEYING LTD. 3SEPT. 4, 2015ISSUE FOR REVIEW5OCT. 01, 2015ISSUE FOR COORDINATION6NOV. 23, 2015ISSUE FOR BP10JUN 28, 2016ISSUE FOR COORDINATION12SEP. 9, 2016ISSUE FOR BP AMENDMENTAPPENDIX C
MAIN FLOOR0' - 0"1bFRONT STREETSCAPE224TH STREET1d6a5a5aT.O. PARAPET (FRONTFACADE)16' - 10"TOP OF PARAPET15' - 6"1dMAIN FLOOR0' - 0"1b24X19 REVEAL TYP.ADJACENT BUILING(CIBC)LANE1c1a1a2a2a4a4aT.O. PARAPET (FRONTFACADE)16' - 10"3a3aTOP OF PARAPET15' - 6"MAIN FLOOR0' - 0"1dADJACENT BUILING(CIBC)LANE1b5a5a6a7' - 10 1/4"8' - 11 3/4"16' - 10"T.O. PARAPET (FRONTFACADE)16' - 10"TOP OF PARAPET15' - 6"EXTERIOR FINISH SCHEDULE1aFIBRE CEMENT PANEL, "NICHIHA", ARCHITECTURAL BLOCK, 18" HIGH x 6'-0", COLOR: GRAY1bFIBRE CEMENT PANEL, "NICHIHA", RIBBED, 18" HIGH x 10'-0", COLOR: GUNSMOKE1c FIBRE CEMENT PANEL, "NICHIHA", INDUSTRIAL BLOCK, 18" HIGH x 10'-0", COLOR: INDUSTRIAL BLOCK1dFIBRE CEMENT PANEL, "NICHIHA", TUFF BLOCK, 18" HIGH x 10'-0", COLOR: PEWTER2aCURTAINWALL, ANODIZED ALUMINUM, "CHARCOAL"3aGLASS PANEL, "CLEAR"4a METAL PINNED SIGNAGE, BACKLIT*FINAL DESIGN TBD5aSTEEL DOOR, "GRAY"6aVERTICAL CORRUGATED METAL, "GALVALUME FINISH"&23<5,*+75(6(59('7+,6'5$:,1*,6$1'5(0$,16$7$//7,0(6(;&/86,9(3523(57<2)7+($5&+,7(&7$1'6+$//127%(5(352'8&(')25:$5'('25',66(0,1$7(',1$1<)250$7:,7+2877+((;35(663(50,66,212)&+3$,7,67+(86(565(63216,%,/,7<72(1685(7+$77+($&&85$&<2)$//,1)250$7,21&217$,1('+(5(,1,6&21),50('216,7($1'7+$77+(6('2&80(176$5(2)7+(02675(&(17,668(&+3$$6680(6125(63216,%,/,7<)257+,5'3$57<,1)250$7,21,1&25325$7(',1727+(6('2&80(176&5$9(1_+86721_32:(56ARCHITECTS $5&+,7(&785($1'/$1'6&$3($5&+,7(&785( <281*52$'&+,//,:$&.%&9367(/ -2%12 '5$:,1*1$0( '5$:,1*1$0(12 '$7( '(6&5,37,21'$7(6&$/(5(9,6,216As indicatedOCT. 19, 2016A4.01544EXTERIOR ELEVATIONSDOCTOR'S OFFICE &PHARMACY11915 224th, Maple Ridge, BC 3/16" = 1'-0"ALLEYWAY / NORTH ELEVATION 3/16" = 1'-0"FRONT / EAST ELEVATION 3/16" = 1'-0"REAR / WEST ELEAVTION10JUN 28, 2016ISSUE FOR COORDINATION12SEP. 9, 2016ISSUE FOR BP AMENDMENT13OCT. 19, 2016REVISED FOR DP
Photo of Proposed Internal Security Screens
APPENDIX D
Page 1 of 3
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council
FROM: Chief Administrative Officer MEETING: Committee of the Whole
SUBJECT: Mobile Food Vendors in Maple Ridge
EXECUTIVE SUMMARY:
As part of the Town Centre animation initiative report on July 25, 2016, Council gave first reading to
Maple Ridge Business Licencing and Regulation Amending No. 7250-2016 (Appendix C), which regulated
the use of mobile food trucks. In giving the bylaw first reading, Council directed that consultation be
undertaken with local businesses and restaurants. That process is complete and it is recommended the
bylaw be given second and third readings.
Currently all mobile food vendors are required to be located on private property. To allow them on City
streets, regulations will have to be developed that would deal with locations and hours of business as well
as a specialized permits. The City’s Engineering Department working with the Economic Development
Department will review the viability of a limited number of specialized permits which would be approved in
the Town Centre at locations that would have negligible impact on existing businesses.
RECOMMENDATION(S):
That Maple Ridge Business Licencing and Regulation Amending Bylaw No.7250-2016 be given Second
and Third readings.
DISCUSSION:
a)Background Context:
Section 7.17 of the Business Licencing and Regulation Bylaw deals with the subject of Mobile
Food Vendors but at the time it was written it was referencing hot dog carts and similar type
vendors. Since that time Maple Ridge as seen an emergence of food trucks as a vendor option.
Although these food trucks have been given a business licence under this section, there needs to
be more clarity and definition in the regulations to accommodate this type of business model.
The current regulations prohibit a mobile food vendor from carrying on a business directly outside
any business that offers the same items for sale as those offered by the mobile food vendor and
have specific language regarding garbage receptacles and washrooms. There is no restriction on
the hours of operation. They are only permitted on private property with the permission of the
property owner.
Most Lower Mainland municipalities have some form of regulation around Mobile Vendors and
Food Trucks with Vancouver being the most advanced.
1103
Page 2 of 3
b) Interdepartmental Implications
The recommendation would be that locations be predetermined in consultation with the City’s
Economic Development Department. This way there can be a limit to the number of permits
issued.
For a food truck to be set up within a road right-of-way, the City’s Engineering Department would
need to issue a Highway Use Permit, requiring insurance naming the City, a security deposit and a
permit fee. The Highway Use Permit could be issued on the condition that they have all the other
documents, including health approval, motor vehicle permit and valid business licence.
c) Citizen/Customer Implications:
The Economic Development Department and the Downtown Maple Ridge Business Improvement
Association (DMRBIA) undertook two separate initiatives to seek feedback from local restaurants
and retailers on the various elements of the Town Centre Animation Plan.
First, Economic Development and the DMRBIA invited local restaurants and retailers to an open
house on Monday, August 8, 10-11am in the Blaney Room at City Hall to present the Town Centre
Animation Plan and gather feedback The DMRBIA hand-delivered invitations (see Appendix A) to
over 60 restaurants and retailers in the Town Centre approximately 10 days prior to the Open
House. The day and time were chosen to accommodate the schedules retailers (many of whom
are closed on Mondays) and restaurants (between the breakfast and lunch rushes.)However, no
restaurants or retailers attended the Open House on July 28.
Given this result, the Economic Development Department and DMRBIA then decided to partner
and visit restaurants and retailers in the Town Centre in person to provide more information on
the Town Centre Animation Plan and ask for feedback. The Economic Development Department
developed a brochure (see Appendix A and B) highlighting the various elements of the Town
Centre Animation Plan and provided this to local businesses in the Town Centre along with
contact information for the Economic Development Department.
The majority of businesses that were contacted supported the goals of the Town Centre
Animation Plan and none voiced any objections or concerns about the specific elements of the
plan. To date, neither the Economic Development Department nor the DMRBIA has received any
follow-up comments or concerns about the Town Centre Animation Plan.
The Bylaw and Licencing Department posted notices in the local papers on two occasions inviting
public input on the proposed change to the business licence bylaw allowing mobile food vendors
to vend from a public street. The Department received no responses to these notices.
Food trucks are an increasingly popular attraction in urban centres across North America. A
recent report by Intuit Network estimated that in 2013, food trucks accounted for $700 million or
1% of total restaurant sales, and by 2017 their sales will reach $2.7 billion annually, or about 3 -
4% of total restaurant sales in the USA.
The Town Centre Animation Plan presented separately to Council identifies food trucks as one of
the key elements for creating a more active and vibrant Town Centre. They offer a wider variety of
food choices to residents and visitors, and help add vibrancy and activity to the Town Centre.
Some cities, notably Portland and Austin, have successfully incorporated “food truck culture” into
their tourism marketing strategies. Camden Lock Market, London’s fourth most popular tourist
attraction, draws over 100,000 visitors per week to its Global Kitchen ford truck area.
Food trucks also benefit communities by providing a lower risk opportunity for entrepreneurs to
establish their own business. Some of these food truck operators may eventually decide to open
Page 3 of 3
physical locations. For example, Japa Dog, one of Vancouver’s iconic mobile food vendors, now
also operates a “bricks and mortar” restaurant on Robson Street. Re-up BBQ started as a food
truck and now operates a restaurant in New Westminster’s River Market. Food trucks also
provide an opportunity for existing restaurants to extend their business model by adding food
trucks to their mix. Restaurant chains such as Starbucks, Taco Bell and In -N-Out Burger are all
looking to extend their reach using food trucks.
There have been a limited number of academic studies on the economic i mpact of that food
trucks have on restaurants, however their findings are not conclusive. The competitive impact of
food trucks is mitigated by their limited menus and operating hours, and the effects of
seasonality and weather on their business. The concerns of restaurants can be addressed
through requiring food trucks to obtain park and highway use permits to operate on public
property, and by limiting the number of on-street locations where food trucks can operate. As
stated previously, no concerns from local businesses have been raised.
CONCLUSIONS:
Creating a vibrant Town Centre is one of the City’s long term economic development goals and
introducing mobile food trucks is part of this strategy.
After public consultation, this report recommends second and third readings of the amendments to the
Business Licence and Regulation Bylaw in support of the vibrant Town Centre initiative.
“Original signed by R. MacNair”
________________________________________
Prepared by: R. MacNair
Manager of Bylaws and Licencing
“Original signed by Frank Quinn”
_____________________________________________
Approved by: Frank Quinn, MBA, P.Eng
General Manager: Public Works and Development Services
“Original signed by E.C. Swabey”
_____________________________________________
Concurrence: E.C. Swabey
Chief Administrative Officer
RM/jd
Attachments:
Appendix A - Town Centre Animation Plan Open House Invitation
Appendix B - Town Centre Animation Plan Brochure
Appendix C – 7250-2016 Amending Business Licence & Regulation Bylaw
APPENDIX A
Town Centre Animation Plan Open House Invitation
APPENDIX B
Town Centre Animation Plan Brochure
APPENDIX C
City of Maple Ridge
Maple Ridge Business Licencing and Regulation Amending No. 7250-2016
A bylaw to amend Maple Ridge Business Licencing and Regulation Bylaw No. 6815-2011
WHEREAS the Council of The City of Maple Ridge deems it expedient to amend Maple Ridge
Business Licencing and Regulation Bylaw No. 6815-2011;
NOW THEREFORE, the Council of the City of Maple Ridge enacts as follows:
1. This bylaw may be cited as Maple Ridge Business Licencing and Regulation Amending
No. 7250-2016
2. Maple Ridge Business Licencing and Regulation Bylaw No. 6815-2011 is amended as
follows:
By removing Section 7.17 in its entirety and replacing it with:
7.17 Mobile Food Vendors
7.17.1 No Mobile Food Vendor shall carry on Business directly outside any
Premises at which a Business is located that offers the same items
for sale as those offered by the Mobile Food Vendor.
7.17.2 Every Mobile Food Vendor must be located on private property unless:
(a) obtaining a Highway Use Permit
and/or
(b) obtaining written approval from the Director (or designate) of Parks
and Leisure Services to operate on designated Park land.
7.17.3 Every person carrying on the Business of a Mobile Food Vendor
shall:
(a) provide garbage and recycling containers immediately next to
the Mobile Food Vendor and shall pick up all garbage and debris
which results from the Mobile Food Vendor’s Business and which is
located within twenty-five (25) metres of the food vehicle;
(b) obtain written approval from the provincial agency
responsible for health and the safe handling of food
products; and
(c) provide to the Licence Inspector, upon request, written
permission from the owner of the private property on which
the Mobile Food Vendor is located, which permission indicates that
the owner, operator and employees of the Mobile Food Vendor
business may access the washroom facilities located on that private
property.
READ A FIRST TIME this ____ day of ______________, 2016.
READ A SECOND TIME this ____ day of ______________, 2016.
READ A THIRD TIME this ____ day of ______________, 2016.
ADOPTED this ____ day of ______________, 2016.
PRESIDING MEMBER CORPORATE OFFICER
Page | 1
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Committee of the Whole
SUBJECT: Proposed combined Maple Ridge Fire Hall #4 and Park site
EXECUTIVE SUMMARY:
A combined Fire Hall #4/training ground and Parks site in the Albion area has been planned since
the mid 1990’s. The project has been deferred a number of times due to other priorities. The
purpose of this report is to provide Council with the background on this project so that it can be
advanced.
This report provides some history and describes its different elements. The growth that we have
already experienced as well as the planned growth suggests that we move forward with this project.
RECOMMENDATION(S):
That staff be directed to:
1.Retain a registered professional architect for the purposes of designing Fire Hall #4 and
obtain associated budgetary construction numbers for further consideration and approval;
and
2.Develop a neighborhood consultation program for the park site to align park development
with the fire hall development; and further
3.Prepare and submit a rezoning application for City owned property at 23863 112 Avenue to
provide for the uses outlined in the staff report dated November 7, 2016.
DISCUSSION:
a)Background Context:
A combined Fire Hall #4/training ground and Parks site in the Albion area has been planned
since the mid 1990’s. The projected has been deferred a number of times due to other more
pressing priorities. The purpose of this report is to provide Council with the background on this
project so that it can be advanced.
The City purchased the property at 23863 - 112th Avenue several years ago. A map showing its
location is attached. Given its size (4.06 HA) and location, it was earmarked for a combined Fire
Hall/Neighborhood Park site since its acquisition. This property is centrally located, providing a
strategic location for a fire hall and training ground in addition to providing prime accessibility to
1131
Page | 2
adjacent neighborhoods for park uses. The property is currently zoned RS-3 with an OCP
designation of park (89%) and conservation (11%). The property will require rezoning to
accommodate the proposed uses.
b) Desired Outcome(s):
A vibrant and healthy community that is well serviced from both emergency services and parks
perspectives is the ultimate goal. The proposed improvements will serve to satisfy both of these
targets while balancing the overall strategies of maintaining fiscal responsibility and community
resource requirements. Each component of this project is discussed below:
Fire Hall #4
The fire hall will provide the necessary infrastructure to support the composite fire department
model. A successful composite model relies on community minded individuals willing to respond
to fire halls as trained firefighters, to augment career fire department members. In order to do
this, the fire halls need to be strategically located within proximity of the workforce, i.e. their
residence. The time it takes paid-on-call firefighters to respond to their respective fire halls
directly affects the timeliness of the response, which in turn affects fire ground outcomes.
Stated simply, the further a paid-on-call firefighter resides from their assigned fire hall, the longer
it takes for fire trucks to respond, resulting in potential increased losses.
A large number of paid-on-call firefighters, and career firefighters who respond back after hours
live in the Fire Hall #4 response area. These firefighters are currently assigned to either fire hall
number 1 or 2. This means that firefighters responding to alarms from their homes need to
travel significant distances. The construction of the new firehall will address this. It is also
reasonable to conclude that the potential for attracting future paid-on-call staff will improve. The
construction of Fire Hall 4 will also support Fire Hall #2, providing the residents within the
Whonnock area a higher level of paid-on-call response.
Fire Hall #4 may also improve the Firefighter Underwriter Survey (FUS) rating for the hydrant
protected regions of the City. The City currently holds a Public Fire Protection Classification
(PFPC) of 3 (out of 10) for commercial lines of insurance. The effect of constructing Fire Hall #4
may reduce the rating to 2 (out of 10) and this may reduce commercial insurance premiums.
Hydrant protected areas are defined as properties that reside within 5 Km of a fire hall and
within 150M of a fire hydrant. The addition of Fire Hall 4 will not only reduce commercial lines of
insurance within the Albion area itself, it will also bring down the rating across the bulk of the
City.
Fire Department Training Facility
Skills maintenance and development of firefighters is also a critical function of the fire
department and can be described as one of its core competencies. The proposed training facility
will allow both paid-on-call (POC) and career fire fighters the ability to train and hone skill sets
needed to manage and contain emergencies within the community. Currently, no facility exists
within proximity of the urban and protected growth response areas that meets these needs.
Fire department training is divided into three categories: Recruit training, paid-on-call firefighter
training, and career firefighter training. While each of these training models target somewhat
different end users, the single commonality amongst them is the need for adequate and
appropriate space to conduct the training. Currently, the hands on portion of our recruit and
Page | 3
paid-on-call training programs are conducted at the Justice Institute of BC training facility located
on 256th Street. The fire department has enjoyed the benefit of a long standing arrangement
with the JIBC that allowed the use of their facility in negotiated exchange for some of our
decommissioned fire trucks. While this arrangement was mutually beneficial for many years, the
time has come where the JIBC has advised they can no longer uphold the arrangement as is and
will now be billing the fire department for time spent utilizing their facility. The additional annual
cost of this is expected to be in the range of $175,000. This can be reduced substantially
through the development of our own training grounds.
It should be noted that the proposed training ground will be a ‘clean’ training facility. That is to
say, there will be no burning of solid fuels that create noxious smoke/smells. Clean burning
propane training props that generate no obnoxious by-products are an alternative solution to
traditional wood pallet burning props. While propane props do not provide for a highly accurate
simulated training environment, it is an understood trade off when weighted against the health
and well-being of citizens in proximity of the site. As well, the training grounds will be situated so
that they minimize the impact to the surrounding neighbourhood. Live fire training exercises will
continue to be conducted at the JIBC training facility on 256th Street.
Park Site
Parks are an integral piece of the community liveability equation. Park facilities within a
reasonable distance to neighborhoods are necessary for healthy community living. The proposed
combined use site dedicates a large portion (~1.0 HA) to community park use. This park will be
strategically located within the central Albion area allowing for accessibility via multiple forms of
transportation, including walking and cycling. The natural habitat of the Eastern portion site will
be maintained with a walking trail incorporated that connects to the pre-existing trail network
provided by the townhome development to the East. There exists opportunities to extend the
combined use theme of the site into the design and functionality of the park. Early discussions
and brainstorming with Parks staff has identified potential ideas for a fire department themed
water park or outdoor fitness equipment being incorporated into the design. Community
consultation as part of the planning process will undoubtedly uncover other ideas and demands
for the space. Ultimately, an integrated community park that serves the needs of citizen
stakeholders is one of the principle desired outcomes.
Information Technology Infrastructure
The proposed facility will also improve the city’s IT infrastructure. Currently, the principle
computer servers that support the city’s information technologies are housed at City Hall. Over
the past several years the demand has increased for computing capacity as has the need for
physical space to house the equipment. The space that the equipment resides in is not designed
to house equipment of this type. Challenges exist in terms of volume, weight, and cooling
requirements. The proposed fire hall facility will include space to appropriately house the current
equipment in addition to providing room for expansion as the city inevitably grows. This
proposed server room will be connected into the existing city owned fibre optic cable network.
Development of this combined use site will provide the citizens of Maple Ridge benefits across
multiple disciplines. Every effort has been put forth to consider both the short term and long
term needs of the departments involved. It is anticipated that investing in one construction
project that serves the needs of several departments will net fiscal synergies that will result in a
high value proposition to the citizen stakeholder group.
Page | 4
c) Business Plan/Financial Implications:
Capital costs are to be funded from the Fire Department Capital Reserve while ongoing costs are
to be funded through operating budgets. The Fire Department Capital Plan includes $6 million in
capital costs, to be funded through debt. Repayment of the debt would be from existing annual
contributions to the reserve; these are already built into the financial plan. Whether $6 million is
adequate for the project will be determined through the design process.
Operating costs have been anticipated and are included in our Financial Plan.
d) Conclusion:
Recent development in the Albion area along with fundamental changes in training
arrangements has identified the need for a facility of this nature. The proposed site
incorporates not only important fire department infrastructure, but allows for the inclusion of
valuable resources from both Parks and IT departments perspective.
“Original signed by Michael Van Dop”___________________
Prepared by: Michael Van Dop, Deputy Fire Chief
“Original signed by Howard Exner”
Approved by: Howard Exner, Fire Chief
“Original signed by Paul Gill”
Approved by: Paul Gill, General Manager
“Original signed by E.C. Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: C.O.W.
SUBJECT: Bylaw for Highway Closure & Dedication Removal for a Portion of 136 Avenue
(23050 Block of 136 Avenue)
EXECUTIVE SUMMARY:
An unopened portion of 136 Avenue roadway directly abuts the northern portion of 23050 – 136
Avenue. This portion was no longer required when 136 Avenue was re-aligned a number of years
ago. The 23050 property is currently proposed to comprise part of a single-family residential
development, and the owner/developer has approached the City to request that the City consider the
sale and formal closure of the roadway in order to facilitate a more fulsome design of the proposed
development. The roadway currently serves no practical purpose other than providing driveway
access to 23050 – 136 Avenue.
In order to sell the subject property, Council would first have to pass the attached bylaw closing the
highway and removing the road dedication. At that point, the City would take ownership in title,
subdivide to create a legal lot and could dispose of the property as allowed under Section 26 of the
Community Charter.
RECOMMENDATION(S):
That Maple Ridge Highway Closure & Dedication Removal Bylaw No. 7293-2016 be given first,
second and third readings.
DISCUSSION:
a)Background Context:
The attached advisory from the Government of British Columbia, titled “Highway Closure &
Removal of Highway Dedication”, describes the process as required under the Community
Charter. Upon approval of the above recommendation, staff will provide public notice of the
highway closure and road dedication removal in the local newspaper, in accordance with
Section 40 and Section 94 of the Community Charter. Persons affected by the bylaw will be
given an opportunity to submit written responses to the Corporate Officer for Council
consideration before final reading.
Operators of utilities would not be affected by the closure and no property owner will be
deprived of access to his or her property. The closed portion of highway will be subdivided
into a legal residential lot and this residential lot disposed of as per the provisions contained
within Section 40 of the Community Charter.
1132
b) Interdepartmental Implications:
The Property Management Committee and the Planning, Engineering and Fire Departments
support the highway closure and dedication removal.
“Original signed by Darrell Denton”____________________
Prepared by: Darrell Denton
Property & Risk Manager
“Original signed by David Pollock”_____________________
Approved by: David Pollock, P. Eng
Municipal Engineer
“Original signed by Paul Gill”__________________________
Approved by: Paul Gill, BBA, CGA
General Manager – Corporate & Financial Services
“Original signed by Frank Quinn” ____________________
Approved by: Frank Quinn, MBA, P.Eng,
General Manager, Public Works and Development Services
“Original signed by Frank Quinn” for
Concurrence: E.C. Swabey
Chief Administrative Officer
Attachments
Appendix A: Bylaw for Highway Closure & Dedication Removal within the Municipality
Appendix B: Survey Plan of Proposed Roadway Closure
Appendix C: Government of British Columbia Advisory - Highway Closure & Removal of Highway Dedication
Appendix A: Bylaw for Highway Closure & Dedication Removal within the Municipality
CITY OF MAPLE RIDGE
BYLAW NO. 7293-2016
A Bylaw for Highway Closure & Dedication Removal within the Municipality.
WHEREAS Council may, in the same bylaw, close all or part of a highway and remove the dedication
of a highway;
NOW THEREFORE, the Municipal Council of the City of Maple Ridge enacts as follows:
1. This Bylaw may be cited for all purposes as “Maple Ridge Highway Closure & Dedication Removal
Bylaw No. 7293-2016".
2. Attached hereto and forming part of this Bylaw is a copy of Reference Plan EPP67485 dated
November 3, 2016 and prepared by Michael Bernemann, Terra Pacific Land Surveying, a
B.C. Land Surveyor, and marked as Appendix “B”.
3. That portion of public highway comprised of 330.5m2 identified as ‘Road’ outlined in heavy
black line on the aforementioned described Reference Plan is hereby declared stopped and
closed to public traffic and shall cease forever to be dedicated as public highway.
4. The portion of the public highway outlined in heavy black line and identified as “Road” on the
Reference Plan attached to and made part of this Bylaw has its dedication as a highway
removed.
5. Council shall, before adopting this Bylaw, cause Public Notice of its intention to do so to be
given by advertisement once each week for two consecutive weeks in a newspaper published
or circulating in the City of Maple Ridge and posted at the public posting places as required
by Section 94 of the Community Charter.
READ a first time the day of , 2016.
READ a second time the day of , 2016.
READ a third time the day of , 2016.
ADOPTED the day of , 2016.
_________________________________
PRESIDING MEMBER
________________________________
CORPORATE OFFICER
Appendix B. Survey Plan of Proposed Roadway Closure
Appendix C: Government of British Columbia Advisory - Highway Closure & Removal of Highway
Dedication
Prior to the Community Charter municipalities had right of possession of local highways but ownership was in
the name of the province. The Community Charter gives municipalities ownership of most municipal highways
(exceptions are listed in s. 35(2)). Municipalities also have authority to regulate and prohibit in relation to
highways, (subject to provincial legislation) and the authority to close highways. Since municipalities now own
local highways (subject to the provincial right of resumption), provisions have been established if a municipality
wants to use a portion of the highway for a different purpose, or if it wants to dispose of it. All of these
provisions can be found in Part 3, Division 5 of the Community Charter.
What Is Required
1. Highway Closure and Removal of Highway Dedication
Municipalities can close a highway and remove its highway dedication by bylaw. These actions can be done
either in one bylaw, or by separate bylaws. The bylaw(s) must include a reference plan or explanatory plan
outlining the portion of road that will be affected. If done separately, the bylaws can be passed concurrently, or
at different times.
Prior to adopting a highway closure bylaw, a municipality must:
• provide public notice in accordance with section 94;
• provide an opportunity for persons who are affected by the bylaw to make representations to council;
• deliver notice of its intention to close a highway to operators of utilities whose works council considers
will be affected by the closure. The operator of a utility affected by a closure may require the
municipality to provide reasonable accommodation of the utility’s works. If the municipality and utility
are unable to reach an agreement the matter may be settled by arbitration under the Commercial
Arbitration Act;
• ensure that a proposed highway closure does not completely deprive an owner of access to his/her
property unless the municipality receives consent from the property owner or compensates the owner
and provides alternative access;
• refer any highway closure bylaws to the Minister of Transportation (through the local Ministry of
Transportation District office) for approval where the proposed highway closure is within 800 metres
of an arterial highway (note that specified District staff may grant such approval on behalf of the
Minister of Transportation).
Prior to adopting a highway dedication removal bylaw, a municipality must:
• provide public notice in accordance with section 94;
• provide an opportunity for persons who are affected by the bylaw to make representations to council;
• obtain consent of the owner of property if the highway in question is part of a subdivision, where the
highway has not been developed and the owner of the land who created the subdivision continues to
own all the parcels. Circumstances in which these conditions apply are rare.
2. Raising Title
Once the highway closure bylaw and removal of highway dedication bylaw are adopted, and the removal of
highway dedication bylaw is filed in the appropriate Land Title Office, the property ceases to be a highway, its
dedication as a highway is cancelled and title to the property will be registered in the name of the municipality,
in accordance with section 120 of the Land Title Act. In order for title to be raised in the name of the
municipality, the Land Title Office requires that municipalities submit the bylaw and plan package to the
registrar, together with an application in Form 17, a Property Transfer Tax form and the prescribed fee. As
raising title and disposing of the land may occur in close conjunction, note also the Land Title Office filing
requirements discussed under Disposing of Property.
3. Disposing of Property
Once title is raised, municipalities who want to dispose of the property must do so in accordance with the
property disposal rules set out in Part 3, Division 3 of the Community Charter. If a municipality plans to dispose
of property for a closed highway that removes public access to a body of water, it must either provide
alternative public access to the same body of water, or set aside money in a reserve fund to acquire property
that will provide public access to the same body of water.
The Community Charter provides a provincial right to resume property that was once a highway for the purpose
of: an arterial highway; other transportation purposes; or a park, conservancy, recreation area, ecological
reserve or other area established under the Park Act, the Ecological Reserve Act, the Protected Areas of British
Columbia Act or the Environment and Land Use Act. The right of resumption can be removed by order of the
Minister of Transportation. Alternatively, the Minister of Transportation can by regulation set out the
circumstances in which the right is automatically removed.
The Minister of Transportation has adopted a regulation (BC Reg 245/2004 (12 KB)) that provides that the
right of resumption is automatically removed if the corporate officer of the relevant municipality files with the
Land Title Office a statement certifying the following 3 facts:
• the municipality has, by bylaw, closed the highway and removed its dedication;
• the closed highway is not adjacent to a park, conservancy, recreation area, ecological reserve or other
area established under the Park Act, the Ecological Reserve Act, the Protected Areas of British
Columbia Act or the Environment and Land Use Act; and
• the closed highway land is to be disposed of for either of the following two purposes:
o in exchange for land necessary for the purpose of improving, widening, straightening,
relocating or diverting a highway, or
o to one or more adjacent land owners for the purpose of consolidating it with the landowners’
existing adjacent parcel or parcels of land.
The certifying statement must be satisfactory to the Land Title Office. Typically, this means a written statement
from the municipality that: identifies the closed highway land; states the 3 conditions in the regulation; certifies
that the land at issue satisfies those conditions and therefore the right of resumption is to be removed; is
signed by the corporate officer; and is accompanied by the prescribed Land Title Office fee.
Under this regulation, if the closed highway land satisfies the regulation – in other words, if the corporate
officer of the municipality can certify that the transaction meets the circumstances set out in the regulation –
then the municipality does not need a specific order removing the right of resumption. Instead, the right of
resumption is automatically removed on the date that the certifying statement is filed in the Land Title Office.
As noted, the municipality is responsible for satisfying itself that the 3 conditions in the regulation are met. This
means the municipality is responsible for confirming the boundaries of the road in question and, in relation to
the second condition (parks/conservancy), is responsible for confirming those boundaries relative to the
boundaries of provincial parks/conservancy. To assist in determining the location of a road relative to
provincial parks/conservancy, a municipality can obtain a list of provincial parks/protected areas in its region
from the appropriate regional office of the Ministry of Environment:
Only if the municipality has confirmed that the road in question is in fact adjacent to a provincial
park/conservancy would the municipality need to contact the Ministry of Environment regional planner to
identify if there are any issues with the proposed disposal of the closed road. In that case, the matter would
not be within the circumstances set out in the regulation. For any situations not covered by the regulation, a
municipality will still need to seek a possible order from the Minister of Transportation to remove the right of
resumption.
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: C.O.W.
SUBJECT: Bylaw for Highway Closure & Dedication Removal for a portion of 127 Avenue
Roadway (22300 block of 127 Avenue)
EXECUTIVE SUMMARY:
The City has been engaged in the Abernethy road widening project for the better part of four years
and in March, 2012, staff were given direction by Council to proceed with property acquisitions from
210 Street to 224 Street. While the majority of these acquisitions were done solely through a dollar-
value compensatory process, one of the final acquisitions includes an exchange of decommissioned
City-own land (roadway) as part of the compensatory plan. As this will be considered a disposition of
City-owned land under the Community Charter, a Highway Closure and Dedication Removal Bylaw
process has been undertaken.
In order to sell the subject property, Council would first have to pass the attached bylaw closing the
highway and removing the road dedication. At that point, the City would take ownership in title,
subdivide to create a legal lot and could dispose of the property as allowed under Section 26 of the
Community Charter.
RECOMMENDATION(S):
That Maple Ridge Highway Closure & Dedication Removal Bylaw No. 7294-2016 be given first,
second and third readings.
DISCUSSION:
a)Background Context:
The attached advisory from the Government of British Columbia, titled “Highway Closure &
Removal of Highway Dedication”, describes the process as required under the Community
Charter. Upon approval of the above recommendation, staff will provide public notice of the
highway closure and road dedication removal in the local newspaper, in accordance with
Section 40 and Section 94 of the Community Charter. Persons affected by the bylaw will be
given an opportunity to submit written responses to the Corporate Officer for Council
consideration before final reading.
Operators of utilities would not be affected by the closure and no property owner will be
deprived of access to his or her property. The closed portion of highway will be subdivided
into a legal residential lot and this residential lot disposed of as per the provisions contained
within Section 40 of the Community Charter.
1133
b) Interdepartmental Implications:
The Property Management Committee and the Planning, Engineering and Fire Departments
support the highway closure and dedication removal.
“Original signed by Darrell Denton”____________________
Prepared by: Darrell Denton
Property & Risk Manager
“Original signed by David Pollock”_____________________
Approved by: David Pollock, P. Eng
Municipal Engineer
“Original signed by Paul Gill”__________________________
Approved by: Paul Gill, BBA, CGA
General Manager – Corporate & Financial Services
“Original signed by Frank Quinn” ____________________
Approved by: Frank Quinn, MBA, P.Eng,
General Manager, Public Works and Development Services
“Original signed by Frank Quinn” for
Concurrence: E.C. Swabey
Chief Administrative Officer
Attachments
Appendix A: Bylaw for Highway Closure & Dedication Removal within the Municipality
Appendix B: Survey Plan of Proposed Roadway Closure
Appendix C: Government of British Columbia Advisory - Highway Closure & Removal of Highway Dedication
Appendix A: Bylaw for Highway Closure & Dedication Removal within the Municipality
CITY OF MAPLE RIDGE
BYLAW NO. 7294-2016
A Bylaw for Highway Closure & Dedication Removal within the Municipality.
WHEREAS Council may, in the same bylaw, close all or part of a highway and remove the dedication
of a highway;
NOW THEREFORE, the Municipal Council of the City of Maple Ridge enacts as follows:
1. This Bylaw may be cited for all purposes as “Maple Ridge Highway Closure & Dedication
Removal Bylaw No. 7294-2016".
2. Attached hereto and forming part of this Bylaw is a copy of Reference Plan EPP65485 dated
September 7, 2016 and prepared by S.P. Wade, a B.C. Land Surveyor, and marked as
Appendix “B”.
3. That portion of public highway comprised of 499.5m2 identified as ‘Part Road on Plan
80526’ outlined in heavy black line on the aforementioned described Reference Plan is
hereby declared stopped and closed to public traffic and shall cease forever to be dedicated
as public highway.
4. The portion of the public highway outlined in heavy black line identified as “Part Road on
Plan 80526” on the Reference Plan attached to and made part of this Bylaw has its
dedication as a highway removed.
5. Council shall, before adopting this Bylaw, cause Public Notice of its intention to do so to be
given by advertisement once each week for two consecutive weeks in a newspaper published
or circulating in the City of Maple Ridge and posted at the public posting places as required
by Section 40 of the Community Charter.
READ a first time the day of , 2016.
READ a second time the day of , 2016.
READ a third time the day of , 2016.
ADOPTED the day of , 2016.
_________________________________
PRESIDING MEMBER
________________________________
CORPORATE OFFICER
Appendix B. Survey Plan of Proposed Roadway Closure
Appendix C: Government of British Columbia Advisory - Highway Closure & Removal of Highway
Dedication
Prior to the Community Charter municipalities had right of possession of local highways but ownership was in
the name of the province. The Community Charter gives municipalities ownership of most municipal highways
(exceptions are listed in s. 35(2)). Municipalities also have authority to regulate and prohibit in relation to
highways, (subject to provincial legislation) and the authority to close highways. Since municipalities now own
local highways (subject to the provincial right of resumption), provisions have been established if a municipality
wants to use a portion of the highway for a different purpose, or if it wants to dispose of it. All of these
provisions can be found in Part 3, Division 5 of the Community Charter.
What Is Required
1. Highway Closure and Removal of Highway Dedication
Municipalities can close a highway and remove its highway dedication by bylaw. These actions can be done
either in one bylaw, or by separate bylaws. The bylaw(s) must include a reference plan or explanatory plan
outlining the portion of road that will be affected. If done separately, the bylaws can be passed concurrently, or
at different times.
Prior to adopting a highway closure bylaw, a municipality must:
• provide public notice in accordance with section 94;
• provide an opportunity for persons who are affected by the bylaw to make representations to council;
• deliver notice of its intention to close a highway to operators of utilities whose works council considers
will be affected by the closure. The operator of a utility affected by a closure may require the
municipality to provide reasonable accommodation of the utility’s works. If the municipality and utility
are unable to reach an agreement the matter may be settled by arbitration under the Commercial
Arbitration Act;
• ensure that a proposed highway closure does not completely deprive an owner of access to his/her
property unless the municipality receives consent from the property owner or compensates the owner
and provides alternative access;
• refer any highway closure bylaws to the Minister of Transportation (through the local Ministry of
Transportation District office) for approval where the proposed highway closure is within 800 metres
of an arterial highway (note that specified District staff may grant such approval on behalf of the
Minister of Transportation).
Prior to adopting a highway dedication removal bylaw, a municipality must:
• provide public notice in accordance with section 94;
• provide an opportunity for persons who are affected by the bylaw to make representations to council;
• obtain consent of the owner of property if the highway in question is part of a subdivision, where the
highway has not been developed and the owner of the land who created the subdivision continues to
own all the parcels. Circumstances in which these conditions apply are rare.
2. Raising Title
Once the highway closure bylaw and removal of highway dedication bylaw are adopted, and the removal of
highway dedication bylaw is filed in the appropriate Land Title Office, the property ceases to be a highway, its
dedication as a highway is cancelled and title to the property will be registered in the name of the municipality,
in accordance with section 120 of the Land Title Act. In order for title to be raised in the name of the
municipality, the Land Title Office requires that municipalities submit the bylaw and plan package to the
registrar, together with an application in Form 17, a Property Transfer Tax form and the prescribed fee. As
raising title and disposing of the land may occur in close conjunction, note also the Land Title Office filing
requirements discussed under Disposing of Property.
3. Disposing of Property
Once title is raised, municipalities who want to dispose of the property must do so in accordance with the
property disposal rules set out in Part 3, Division 3 of the Community Charter. If a municipality plans to dispose
of property for a closed highway that removes public access to a body of water, it must either provide
alternative public access to the same body of water, or set aside money in a reserve fund to acquire property
that will provide public access to the same body of water.
The Community Charter provides a provincial right to resume property that was once a highway for the purpose
of: an arterial highway; other transportation purposes; or a park, conservancy, recreation area, ecological
reserve or other area established under the Park Act, the Ecological Reserve Act, the Protected Areas of British
Columbia Act or the Environment and Land Use Act. The right of resumption can be removed by order of the
Minister of Transportation. Alternatively, the Minister of Transportation can by regulation set out the
circumstances in which the right is automatically removed.
The Minister of Transportation has adopted a regulation (BC Reg 245/2004 (12 KB)) that provides that the
right of resumption is automatically removed if the corporate officer of the relevant municipality files with the
Land Title Office a statement certifying the following 3 facts:
• the municipality has, by bylaw, closed the highway and removed its dedication;
• the closed highway is not adjacent to a park, conservancy, recreation area, ecological reserve or other
area established under the Park Act, the Ecological Reserve Act, the Protected Areas of British
Columbia Act or the Environment and Land Use Act; and
• the closed highway land is to be disposed of for either of the following two purposes:
o in exchange for land necessary for the purpose of improving, widening, straightening,
relocating or diverting a highway, or
o to one or more adjacent land owners for the purpose of consolidating it with the landowners’
existing adjacent parcel or parcels of land.
The certifying statement must be satisfactory to the Land Title Office. Typically, this means a written statement
from the municipality that: identifies the closed highway land; states the 3 conditions in the regulation; certifies
that the land at issue satisfies those conditions and therefore the right of resumption is to be removed; is
signed by the corporate officer; and is accompanied by the prescribed Land Title Office fee.
Under this regulation, if the closed highway land satisfies the regulation – in other words, if the corporate
officer of the municipality can certify that the transaction meets the circumstances set out in the regulation –
then the municipality does not need a specific order removing the right of resumption. Instead, the right of
resumption is automatically removed on the date that the certifying statement is filed in the Land Title Office.
As noted, the municipality is responsible for satisfying itself that the 3 conditions in the regulation are met. This
means the municipality is responsible for confirming the boundaries of the road in question and, in relation to
the second condition (parks/conservancy), is responsible for confirming those boundaries relative to the
boundaries of provincial parks/conservancy. To assist in determining the location of a road relative to
provincial parks/conservancy, a municipality can obtain a list of provincial parks/protected areas in its region
from the appropriate regional office of the Ministry of Environment:
Only if the municipality has confirmed that the road in question is in fact adjacent to a provincial
park/conservancy would the municipality need to contact the Ministry of Environment regional planner to
identify if there are any issues with the proposed disposal of the closed road. In that case, the matter would
not be within the circumstances set out in the regulation. For any situations not covered by the regulation, a
municipality will still need to seek a possible order from the Minister of Transportation to remove the right of
resumption.
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City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council
FROM: Chief Administrative Officer MEETING: Committee of Whole
SUBJECT: Downtown Clean Team
EXECUTIVE SUMMARY:
Efforts from a number of agencies including the RCMP and Outreach have been directed at the
downtown area. As well, at the start of the summer, the Safer Downtown Community Liaison Officer
was appointed to provide an additional presence and to try to address some of the concerns. One of
the concerns that he has heard about is the presence of garbage on private property early in the
morning.
This matter was discussed at the Safety and Security Committee meeting of the Downtown Maple
Ridge Business Improvement Area (DMRBIA). DMRBIA is recommending that they partner with
Alouette Addictions on a “Clean Team” and are seeking funding from the City for it.
Staff recommend that the Clean Team be supported for one year.
RECOMMENDATION(S):
That Council provide the Downtown Maple Ridge Business Improvement Area (DMRBIA) with funding
for one year to allow them to partner with Alouette Addictions for a Downtown Clean Team, noting
that the cost of $14,000 is to be funded from the Protective Services Reserve.
DISCUSSION:
The DMRBIA is recommending the formation of a”Clean Team”, modeled after the one in Victoria.
The program will be run by Alouette Addictions and will be an extension of their current Rig Dig
program which picks up discarded needles.
At the outset, the plan is to have the Community Standards Enforcement Team (CSET) identify
specific routes where a sweep will be done to pick up discarded materials. Serviced areas will be
changed as warranted. Alouette Addictions will have vulnerable people do this work for two hours
each weekday morning, and will provide an appropriate level of oversight.
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DISCUSSION (Cont’d):
In addition to the obvious outcome of cleaning up properties, the program will develop social capital
by giving vulnerable people an opportunity to contribute to our community
“Original signed by Paul Gill”_______________________
Prepared by: Paul Gill, BBA, CPA, CGA
General Manager, Corporate & Financial Services
“Original signed by Ted Swabey”_____________________
Concurrence: Ted Swabey
Chief Administrative Officer
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City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council FILE NO: 09-4200-01
FROM: Chief Administrative Officer MEETING: COW
SUBJECT: Plebiscite for Provision of Road-Side Waste Pick-up
EXECUTIVE SUMMARY:
At the July 25, 2016 Council Workshop Meeting, staff were directed to provide a report on
conducting a plebiscite to determine elector opinion on the provision of road-side waste pick-up as a
municipal service. At that same meeting, Council considered the following:
“That the City undertake a Request for Proposal to seek costs for the implementation of a
municipal curbside solid waste collection from suitably experienced contractors based
upon the Level of Service established by Council; and
That an annual Solid Waste Utility charge be established for inclusion in a public process to
determine public support for the proposed solid waste curbside collection system; and
further
That $25,000 be allocated from Accumulated Surplus to retain a consultant to prepare the
Request for Proposal document and legal review.”
Council deferred the motion above until this plebiscite report was brought forward.
RECOMMENDATION(S):
That staff be directed to proceed to gather the information required to prepare a plebiscite (Request
for Proposal to determine costs) and subsequently conduct the plebiscite in 2017.
DISCUSSION:
a)Background Context:
At the July 25, 2016 Council Workshop, staff were directed to bring back a report on
conducting a plebiscite for the provision of road-side waste pick-up. A non-binding plebiscite
allows the electorate to provide input into Council decision making.
As reported on July 25, there are pros and cons to running a plebiscite. For convenience
purposes I have restated these in Table 1 along with a general description of a plebiscite.
Table 1. PLEBISCITE
A non-binding plebiscite of electors could be used as the first step to determine public opinion
on any or all of the issues. While similar to an election, the process is determined by the City.
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1592566
A plebiscite is often referred to as a referendum. There is a difference however. A plebiscite
seeks the public’s opinion on a matter and is non-binding. A referendum seeks assent of the
electors for a specific action to be undertaken (and is binding). A plebiscite includes a general
voting day and polling stations set up and staffed in convenient public locations.
Plebiscite Pros Plebiscite Cons
Public perception that they have
been heard
High cost - $40-$90,000* (more developed below since
the July 25th report)
Familiar process to electors Participation restricted to specific dates and locations
Non binding1 Longer time frame - process could take several months to
complete
Can be a stand-alone process or
included on the ballot of the
next local government election
Potential confusion amongst voters on who is eligible to
vote on the issue if the action being proposed applies only
to specific property classes and/or areas
A legislated assent of the electors process will be required
to proceed
The legislated process that follows may be confusing to
electors if they think they have already voted on the issue
Possible backlash from a portion of the electorate who feel
the question was not worded in a way that reflected their
desired outcome. For example, if the plebiscite suggests a
specific level of service, and they wanted something more,
or less, the only option in voting is “No”? (Note, this con was
added post the meeting of July 25.)
Also at the July 25th meeting, Council determined the preferred service area and level of
service to be provided. The service area was identified as the area of the City currently
served by the Ridge Meadows Recycling Society (RMRS) (see redlined border on Appendix A).
Council determined that road-side waste pick up would be provided to single family and
townhomes. Multi-residential buildings and commercial/industrial buildings were not
included because they are typically serviced for waste pick up by commercial carriers with
specific large bin equipment. The single family and townhouse residences currently serviced
by RMRS are noted in blue on Appendix A.
By selecting a specific service area a local service area would need to be established by
bylaw to enable a parcel tax. This bylaw would require assent of the electors of that local
service area.
Council could opt to complete a plebiscite to determine the opinion of just the electorate that
would be taxed, or the entire Maple Ridge electorate. The pros and cons of each option are
shown in Table 2 and 3. In either case, should Council decide to move forward with a local
area bylaw, a subsequent full assent of the electors will be required for the affected
properties. The costs are identified below.
1 This could also been seen as a ‘con’ in that if Council determined to act contrary to the plebiscite outcome or
an alternate variation on the original question, the public may perceive this as Council not acting on the public
will.
1592566
Table 2. Plebiscite for proposed Local Service Area electorate only
Pros Cons
Target specific electorate that will be taxed If it was ever determined to expand the
service beyond the initial service area,
Council would not be aware of the opinions
of the other areas of the City.
Smaller target area than full City electorate If a plebiscite shows favourably for road side
pick-up, and Council moves forward with a
bylaw, the electorate who did not respond to
the plebiscite may come out to vote against
the bylaw and defeat the local service area.
Table 3. Plebiscite for entire Maple Ridge electorate
Pros Cons
Will provide Council with opinion of the full
electorate, and inform any future expansion
of the service.
There will be no way to discern those
opinions from the local service area from
those outside the local service area.
If a plebiscite shows favourably for road side
pick-up, and Council moves forward with a
bylaw, the electorate who did not respond to
the plebiscite may come out to vote against
the bylaw and defeat the local service area.
Any plebiscite needs to provide the electorate with enough information to make an informed
decision. In this particular case what should be communicated are the service area, the level
of service expected and the total anticipated cost to each household. Council has
determined the first two items. The costs would be determined through a Request for
Proposal process as previously discussed at Council Workshop on July 25, 2016.
It is recommended that the format of the plebiscite entail a targeted awareness campaign.
In the voting place, maps should be posted and descriptions of the level of service and
anticipated costs provided. The question on the ballot could be similar to:
“Do you support a local service area special tax levy for road-site
waste pick-up with levels of service as described, in the area
defined in the ‘map’.” Yes or No
b) Desired Outcome:
That this report will provide Council with the information required to make an informed
decision on whether or not to direct staff to conduct the above noted plebiscite.
c) Strategic Alignment:
The plebiscite process reflects a facet of open government that values public input into
government decision making.
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d) Citizen/Customer Implications:
This report identifies a portion of the community that could be invited to participate in a
plebiscite. Although the plebiscite result is non-binding and therefore carries no taxpayer cost
implications, the cost of the plebiscite process does have a financial impact and is discussed
below.
e) Interdepartmental Implications:
Engineering will be involved in developing a Request for Proposal for the provision of road-
side waste pick-up based on the level of service options chosen by Council at the above
noted Workshop.
f) Business Plan/Financial Implications:
Costs to run a plebiscite are estimated to be $35,000
- (includes basic advertising and 5 polling stations)
Additional Costs to include a direct mail out $30,000
If Council decides to proceed with a local service area bylaw:
Cost for assent of the electors $55,000
Total potential cost of two processes $120,000
g) Policy Implications:
A Bylaw would need to be established for any local service area defined for Road-Side Waste
Pick-up.
h) Alternatives:
1. Not proceed with a plebiscite. Council makes the decision without this additional direct
input from the electorate.
2. Use an alternative approach to gather public input such as described in the Council
Workshop report from July 25, 2016 (e.g. telephone poll, survey).
3. Another option discussed by Council at the Workshop on July 25, 2016, was to include a
question during the next election. This would save the costs of a separate plebiscite,
requiring only additional ballots. If we allow only those living in the service areas to
respond to the question, it will be somewhat confusing for the electorate when they are
in the polling stations. It will also create some additional work for the polling station
workers who will need to ascertain which voters are located in the service area and have
the option of responding to the question, if the question is limited to those residences
only. Another possible implication of posing the question at election time would be there
may draw a greater turnout of voters if they wish to respond to the question.
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CONCLUSIONS:
There are benefits and drawbacks to conducting a plebiscite as described in this report.
Staff is requesting direction from Council on whether to proceed to gather the information
required to prepare a plebiscite (Request for Proposal to determine costs), or to not proceed
at this time.
“Original signed by L. Darcus”
Prepared by: L. Darcus
Manager of Legislative Services and Emergency Program
“Original signed by Paul Gill”
Approved by: Paul Gill
General Manager, Corporate and Financial Services
“Original signed by E.C. Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
City of PittMeadows
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DATE: Aug 24, 2016FILE: PlebisciteReGarbagePickUp.mxd
Plebiscite Re: Garbage Pickup
The City of Maple Ridge makes no guaranteeregarding the accuracy or present status ofthe information shown on this map.
CLERKS DEPARTMENT´
Scale: 1:20,000 BY: AY
Legend
Single Family and Townhome Property With Recycling Area
Recycling_Area
City Boundary
1151 Joint Leisure Services Update
Presentation by the General Manager of Community Development, Parks,
Recreation and Culture
1151
1
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 07, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: COW
SUBJECT: Maple Ridge Civic and Cultural Facility – Detailed Design Process
EXECUTIVE SUMMARY:
The Government of Canada is committed to funding community infrastructure to assist in building
strong, inclusive and sustainable communities by increasing infrastructure funding over the next ten
years. Funding details for the 2017 infrastructure grant intakes have not been announced at this
point; typically grant application criteria focuses on ‘shovel ready” projects that have design, detailed
costing and funding mechanisms in place. To this end, staff is recommending the City undertake a
detailed design process for the proposed Maple Ridge Civic and Cultural Facility, which Council has
identified as a priority for grant funding. Detailed design, accurate costing and a “shovel ready”
project will convey Council’s commitment and will increase the likelihood of securing Federal and
Provincial Infrastructure Funding.
RECOMMENDATION:
1.That staff be directed to bring back a report outlining a funding source for the detailed design
process; AND,
2.Once a funding source has been identified, staff issue a request for proposals to conduct a
detailed design process for the Maple Ridge Civic and Cultural Facility for an estimated cost of
$2,196,060.
DISCUSSION:
a)Background Context:
May 2, 2016 , Council directed staff to prepare concept designs and high level costing
estimates for proposed Parks, Recreation & Culture facilities to be brought to the
public for consultation. The estimated capital costs based on concepts for the Civic
Facility, Parkade and Youth Wellness components are estimated to be $18,300,500.
Detailed design fees for projects of this nature typically range from 10 – 12% of construction
value or approximately $2,196,060.
July 25, 2016, Council directed staff to issue a request for proposals to conduct a
comprehensive community consultation process using concept designs and costing estimates to
ensure City Council has the information it needs to move some or all of the facility projects
forward. Once the public consultation process is complete the concept plans and a summation of
all feedback received will be brought back to Council in the first quarter of 2017. This
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information will assist Council to reconfirm the priorities that will be brought to the public for
borrowing approval.
October 17, 2016, Council carried a resolution authorizing the Mayor and staff to travel to
Ottawa to meet with Federal Ministers about funding opportunities related to the Maple Ridge
Civic and Cultural facility.
October 24 & 25, 2016, Mayor Nicole Read and staff went to Ottawa to meet with Cabinet
Ministers and key staff from a number of Government Ministries to request financial support and
leadership to advance Council’s number one priority, the proposed Civic and Cultural Facility in
downtown Maple Ridge. They took the opportunity to showcase a prepared video in a number of
face to-face meetings with members of cabinet and key leaders in Ottawa.
A positive reception was received, along with solid advice on how to move forward with the Civic
Centre proposal regarding the next steps as we move from a concept to develop a tight business
plan.
Maple Ridge’s presence in Ottawa made a significant impact in raising our profile and developing
a meaningful relationship with Federal Government leaders. Building a stronger federal-
municipal relationship is essential for our community to tackle the issues we face together.
Meetings were held with the following Ministers:
Minister Sohi, Minister of Infrastructure & Communities
Minister Duclos, Minister of Families, Children & Social Development
Minister Bennett, Minter of Indigenous & Northern Affairs
MP Adam Vaughan, Parliamentary Secretary to the Prime Minister (Intergovernmental Affairs)
Brittany Kerr, British Columbia Desk to the Prime Minister
MP Terry Duguid, Parliamentary Secretary to Families, Children & Social Development
Nicholas Kang from the Ministry of Sports & Persons with Disabilities
At the end of the two day visit there was also the opportunity to meet briefly with the Prime
Minister. The Prime Minister noted that his Ministers had been speaking about the video
presentation that was shown at each of the meetings and that he looked forward to viewing it
himself in the coming days.
What emerged as a clear consensus from these meetings was that the design development of
the Civic Centre project requires further clarity to both ensure it is “shovel ready” for the next
round of grant funding applications and to properly identify the many different streams of funding
possibilities that the project may qualify for.
To move forward with this project and ensure the best opportunities to secure Provincial and
Federal funding partnerships staff is recommending that we proceed with detail design work for
the project. This is an expensive process but is necessary to achieve any hope of securing other
government funding. This process will also clarify stakeholder requirements related to their
operational needs. In particular, the museum and archives component of this project requires
an investment in reviewing options associated with clarifying current and future needs of such a
service delivery. To assist with this assessment staff further recommends that a consultant be
3
retained as part of the detailed design process to lead this stakeholder review with museum and
city representatives.
b) Desired Outcome:
To provide enough information and demonstrate a high level of confidence in our costing
estimates to secure Provincial and Federal infrastructure funding for the Maple Ridge Civic and
Cultural Centre. To complete the detailed design process to ensure the identified project is
“shovel ready” and meets Provincial/Federal grant requirements.
c) Strategic Alignment:
The project identified in this report aligns with recommendations in the Parks, Recreation &
Culture Master Plan adopted by Council in 2010. Building a stronger federal-municipal
relationship is essential for our community to develop and fund community infrastructure needs.
In addition, Maple Ridge’s presence in Ottawa made a significant impact in raising our profile
and developing a meaningful relationship with Federal Government leaders.
d) Citizen/Customer Implications:
Parks, Recreation & Culture infrastructure supports citizens in maintaining healthy lifestyles
through their participation in sport, recreation, arts, and culture in venues that allow them to
connect with their neighbours and communities of common interest. Funding partnerships help
address local and regional infrastructure needs while reducing costs for regional and local
governments.
e) Interdepartmental Implications:
Various departments provide support to Community Development, Parks and Recreation in these
processes including Planning, Engineering, Building, Clerks, Communications and Finance.
f) Business Plan/Financial Implications:
Proceeding with the detailed design is a significant cost but is necessary to achieve any hope of
securing other government funding. The estimated cost to complete the detailed design process
for the Maple Ridge Civic and Cultural Centre, Youth Wellness Centre and underground Parking is
approximately $2,196,060.
When the parks and recreation infrastructure prioritization process is complete, the resulting
priority projects will need to be incorporated into both Capital and Operating Budgets. In the
2016 business planning process Mr. Gill, General Manager of Corporate and Financial Services
presented Council with a sample strategy that could be used to invest up to $110M in parks,
recreation and cultural amenities over the next four years. Applying for available grant
opportunities was contemplated as a component of the funding strategy. However, the final
funding strategy will be refined to fit the prioritization and implementation schedule that Council
establishes once the public consultation process is complete.
Currently the City does not have a funding source identified for the detailed design process, staff
will need to identify a source and report back to Council.
4
CONCLUSION:
Significant emphasis has been placed on discussing Parks, Recreation & Cultural amenities over the
past number of months. Council endorsement of the resolutions in this report will initiate a key
step in the process necessary to secure grant funding for the Maple Ridge Civic and Cultural Facility
project. The recommendations in this report will advance Council’s priorities and designate this
project as “shovel ready” to take advantage of available grant funding.
“Original signed by David Boag for Don Cramb”
Prepared by: Don Cramb, Sr. Recreation Manager
“Original signed by Wendy McCormick”
Approved by: Wendy McCormick, Director Recreation and Community Services
“Original signed by Wendy McCormick for Kelly Swift”
Approved by: Kelly Swift, General Manager,
Parks, Recreation & Cultural Services
“Original signed by Ted Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
:dc
1
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: COW
SUBJECT: Master Agreement on Cooperation for the Joint Use of Public Facilities and
Coordination of Services
EXECUTIVE SUMMARY:
On October 31, 2016 the Joint Leisure Services Agreement between the City of Maple Ridge and the
City of Pitt Meadows concluded and each City will move forward with the independent provision of
parks, recreation and cultural services to their citizens. At the Council meeting of July 4, 2016, the
following resolution was approved:
That staff be directed to work with the City of Pitt Meadows and the Board of Education, School
District No.42 to amend and renew the Master Agreement on Cooperation for the Joint Use of Public
Facilities and Coordination of Services.
The work has now been completed and the revised draft agreement is being brought back for review
and approval. Once all approvals have been confirmed, staff will prepare the agreement for
signature by all three parties.
RECOMMENDATION:
That the Master Agreement on Cooperation for the Joint Use of Public Facilities and Coordination of
Services dated November 1, 2016 be approved; and, the Corporate Officer be authorized to sign
and seal the agreement; AND,
DISCUSSION:
a)Background Context:
The City of Maple Ridge has enjoyed an excellent working relationship over many years with the
City of Pitt Meadows and School District No. 42, which has benefited area residents. The Master
Agreement has been a foundational document that articulates the key principles of this
cooperative relationship. It outlines a process for the parties to work together, and forms the
Steering Committee which ensures regular communication on significant projects and timely
discussion on upcoming opportunities. Past examples include the acquisition, construction and
operation of community amenities on joint park/school sites.
1153
2
b) Desired Outcome:
To establish agreed upon principles and processes that will provide a foundation of cooperation
and collaboration between the two municipalities and School District No. 42 to gain efficiencies
or improve services to citizens.
c) Citizen/Customer Implications:
Citizens will benefit from the renewal of this agreement due to the benefits that can be achieved.
d) Business Plan/Financial Implications:
The Master Agreement does not impose a financial obligation on any party. Principles that would
be maintained are the ability of each party to control and manage the financial implication of any
commitment and a focus on ensuring the efficient use of taxpayers’ resources.
e) Alternatives:
If Council chooses not to amend and renew the Master Agreement it will become less effective
over time. To terminate the agreement would require one year’s written notice to the other
parties. Staff’s recommendation is that the agreement be updated and renewed so that staff
have clear direction from Councils and the Board of Education regarding how we will work
together in the future.
CONCLUSIONS:
The Board of Education approved the agreement at their meeting of October 19, 2016. On
November 1, Pitt Meadows Council deferred this item to their Council in Committee meeting of
December 13, 2016 and, Pitt Meadows staff are recommending that the City sign on as a party to
this agreement. This new agreement will provide the guidelines for staff to move forward and work
collaboratively in the best interests of our citizens.
“Original signed by Kelly Swift”
Prepared by: Kelly Swift, General Manager,
Parks, Recreation & Culture Services
“Original signed by Ted Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
:ks
Master Agreement on Cooperation and Joint Use of Public Facilities and Coordination of Services
1
MASTER AGREEMENT
on Cooperation for the
Joint Use of Facilities and
Coordination of Services
Date of Agreement:TBD
BETWEEN:
THE CITY OF MAPLE RIDGE 11995 Haney Place,Maple Ridge,B.C V2X 6A9 AND
THE CITY OF PITT MEADOWS,12007 Harris Road,Pitt Meadows,B.C.V3Y 2B5 AND
THE BOARD OF EDUCATION OF SCHOOL DISTRICT NO.42 (MAPLE RIDGE-PITT MEADOWS),
having an office at 22225 Brown Avenue,Maple Ridge,British Columbia (hereinafter called
the “School Board”)
Whereas:Both The City of Maple Ridge and The City of Pitt Meadows (the “Cities”)
and the School Board have a long history of collaborating in the delivery of
parks and recreation services to the residents of both municipalities
through a joint leisure services agreement;
And Whereas:Sports,recreation and social organizations are made up of regional
members from both Cities and desire access to facility inventory in both
communities;
And Whereas:The School Board has entered into site-specific agreements with each of
the Cities in respect of certain facilities described on Appendix B
attached hereto;
And Whereas:It is deemed appropriate for the parties (any two or all three)to enter into
an agreement to establish their common beliefs and values respecting
the reasonable cooperative use of resources and the guiding principles
for entering into further more specific sub agreements.
Now therefore,the Cities and the School Board (the “Parties”)agree with each other as follows:
2
1 Definitions
In this agreement the following definitions apply:
Governing Body For the Cities means their respective Councils and for
the School Board means its Board of Trustees.
Joint Use Means the joint use of buildings,facilities,services,sites
and playing fields owned and operated by one of the
Parties.
Joint Cooperation Means cooperative communication regarding planning and
delivery of services and operations in general.
Sub Agreements Means written agreements formally approved or developed in
the future by two or more of the Parties that provide for the
terms and conditions of specific initiatives,including the
financial obligation to each Party.Initiatives refer to joint
planning and use of facilities,coordination of services and
cooperative delivery of services.
Management Costs Means any out-of-pocket costs incurred by a Party in
administering this Agreement.It includes such costs as
meeting and incidental costs and legal costs.It does not
include any costs incurred by a Party in the implementation
or administration of any Specific Joint Agreement,or any
salary costs of a Parties’committee representative or
support staff.
Parties Means the City of Maple Ridge,the City of Pitt
Meadows,and the School Board.
Regional Means community and sports associations with
members from both or either community.
Rental Agreement Means the written agreement between the Party
that is the Owner or Manager of a building,facility,site,
service or playing field,and a Party that is a User,that sets
out the terms and conditions of use.
Standing Committee Means the committee as described in Appendix A.
3
2 Statement of Cooperation and Mutual Intent
2.1 Beliefs and Values
The Parties affirm to each other a commitment to the following beliefs and values:
2.1.1 The Parties agree that making facilities and services accessible for use by neighbourhood
residents will enhance the quality of life, and the sense of neighbourhood and
community. Residents of all ages will benefit from neighbourhood -based facilities and
services that are within walking distance of their homes.
2.1.2 The Parties want to make the best possible use of facilities, sites, equipment and
services for the least cost.
2.1.3 The Parties want to make facilities, sites and services as available as possible for use by
the community, without compromising the Parties budgets or programs or the School
Board educational programs.
2.1.4 The Parties want to make the public aware of available facilities and services and provide
easy access to them.
2.2 Guiding Principles
The Parties affirm the following guiding principles to be observed in the creation and
administration of sub agreements:
2.2.1 Education, recreation and leisure time activities undertaken by residents help to build a
healthy community.Municipal recreation facilities and parks are places where
neighbourhood residents may meet to carry out these activities.With the agreement of
the School Board in each case, schools may also serve as public meeting places,
2.2.2 Each Party respects the fiscal constraints, jurisdiction and insti tutional values of the other
Parties.
2.2.3 Planning and working cooperatively optimizes the use of taxpayer’s resources, while
taking School Board and community needs into account.
2.2.4 Access to programs, buildings, facilities or sites within neighbourhoods must be planned
taking into account the potential impact of the activities on the neighbourhood and its
quality of life. The needs of the School Board and the community must be balanced
against the impact on the neighbourhood.
2.3 Financial Principles
2.3.1 Each jurisdiction has limited financial resources and requires the ability to control and
manage the financial implication of any sub-agreement.
2.3.2 The overall contributions to joint use and collaboration should be proportionate on a fair
and equitable basis. Where such costs are relatively equal but not exactly equal,the
Parties may agree that cash payments between Parties are not required. Over time it is
anticipated that minor inequities will balance out.
4
2.3.3 The concept of “trading in-kind” resources and service commitments may be more useful
than extensive cost sharing of another Party’s costs.
2.3.4 Before building a community or school facility/amenity, any potential joint use,funding
and/or service arrangements, should be discussed if time and circumstances allow and,
where the Parties agree that it would be appropriate,a sub-agreement will be negotiated.
2.3.5 Users of facilities should pay comparable fees for comparable facilities between Parties.
2.3.6 The concept of equitable and fair access to joint use facilities means that community
access to school facilities is in line with and proportionate to school access to municipal
facilities.
2.4 Healthy Community Principles
2.4.1 Neighbourhood,community and parent advisory associations should be assisted to plan
and administer recreation and community service programs where desirable.
2.4.2 Healthy communities require neighbourhood meeting places where residents can meet to
work together to address local needs.
2.4.3 Children,youth and young adults should be encouraged to be active in recreation and
community life so they are able to meet their potential and become healthy adults with
social integrity.
2.4.4 Residents should be encouraged to become involved in social,neighbourhood recreation,
educational and cultural activities so they become more engaged,proactive community
members.
2.4.5 A healthy community has fair and open public systems accessible to all persons,including
those with special needs and those experiencing financial hardship.
2.5 User Oriented Service Delivery Principles
2.5.1 Information on services and opportunities should generally be made available to
taxpayers across all jurisdictions.
2.5.2 Fees and booking practices of the parties should be taken into consideration and
standardized and aligned, for like facilities, among jurisdictions where feasible and
commercially practical.
2.5.3 Any facility or program management system devised under a sub agreement should strive
to incorporate high standards of customer convenience in its design and policies.
2.5.4 To the extent that fields and ice surfaces are allocated to regional sports associations,
they should be equitably allocated, if that is feasible and commercially practical .
2.6 Possible Framework for Specific Sub Agreements
The following preferred options are identified as a possible framework for specific sub
agreements:
2.6.1 Field Use:the Parties explore the concept of upgrading and maintaining all fields to a
mutually acceptable standard, with a “quid pro quo” for other considerations from
5
respective Parties such as time availability for community use of school fields and school
use of community facilities. Included in this concept would be the exploration of utilizing
human and other resources of the Parties to achieve a more efficient and effective
delivery of field maintenance services of all fields under the jurisdiction of the Parties.
Each municipality will consider upgrading school fields within its municipal boundaries as
resources permit. To facilitate community access where demand w arrants, consideration
should be given to:
a)Gating off access to school washrooms and gymnasiums to isolate these from the
rest of the school.
b)Providing separate entrances to school washrooms that can be secured and
isolated for sport field user access (no access to the remainder of the school).
2.6.2 Municipal Park and Recreation Facilities Use:under “quid pro quo” trade of services
umbrella, schools access municipal facilities at no charge in exchange for municipal use
of schools. Staffing required to accommodate the use beyond regular staffing levels will
be cost recovered from the user.
2.6.3 Community Use of Schools During Non-School Hours:consideration should be given by
the School Board to make facilities available to the community for use during non-school
hours on a rental basis or in exchange for school use of municipal facilities .
2.7 Management Principles
2.7.1 The senior administrators and facility and program managers of all joint use facilities and
services should cooperate to maximize joint use, cooperation and coordination.
2.7.2 Any sub agreement should identify circumstances and conditions, which will be included,
and in all other circumstances the owner’s jurisdiction shall have exclusive priority.
2.7.3 Facility and program managers will retain their statutory or delega ted authority and
responsibility to manage their facilities in accordance with any sub agreement.
2.7.4 Parties shall provide a Standing Committee as a monitoring mechanism to review existing
sub-agreements and recommend future arrangements as described in Appendix A.
2.8 Joint Development Principles
2.8.1 Appropriate consultation processes shall be developed for each joint project.
2.8.2 Where representatives of the Parties explore initiatives, and there is a mutual desire to
proceed with an arrangement; Standing Committee members will obtain the appropriate
approval from their respective Governing Bodies prior to developing and proposing a sub
agreement for execution by two or more of the Parties .
2.8.3 Joint planning between the Parties is essential to meet the objectives and in tent of this
agreement, which includes optimizing the use of tax payer’s resources, while taking
School Board and community needs into account.
2.8.4 The Parties agree generally to strive to include joint planning as set out in this agreement
in their respective decision and approval processes relating to the acquisition,
development and major redevelopment of facilities and sites , to the extent reasonably
6
possible without compromising the responsibility of each Party to maintain independent
autonomy in fulfilling its statutory duties.
2.8.5 The Parties will strive to cooperate with each other, and exchange plans and information
on a confidential basis at early stages of planning and site acquisition related to the
development and major redevelopment of all school, muni cipal, recreation and park
facilities and sites, to the extent reasonably possible without compromising the
responsibility of each Party to maintain independent autonomy in fulfilling its statutory
duties.
2.8.6 Consideration should be given to co-locating or locating on contiguous sites schools,
municipal, social, recreation and cultural facilities, playing fields and parks to maximize
their use.
2.8.7 Consideration should be given to designing schools, municipal, recreation facilities,
playing fields and park amenities for multi-use.
2.8.8 Planning conducted by the Parties should take into account the long range needs of the
community for schools, municipal, social and recreational services and facilities, playing
fields and parks.
2.8.9 Matters to which joint planning may apply include the following:
a)New school, municipal, recreation and park facilities,
b)Major additions and capital improvements to school, municipal, recreation and
park facilities. These projects include additions and alterations which might
ordinarily be built as free-standing facilities,
c)Site acquisition for school, municipal, recreation and park facilities,
d)Preparation and major updates of Official Community Plans ,
e)Preparation and major updates of Parks, Recreation, or Facilities Master Plans,
f)Capital works related to new site developments, transportation and transportation
infrastructure as they relate to the planning of safe routes for students to school
and neighbourhood traffic patterns.
3 Management Costs
3.1 Each Party shall cover its own staffing costs and shall pay an equal share of any
common Management Costs, which may occur beyond staffing costs in the administration of
this agreement,as determined by the Standing Committee .
4 Specific Sub-Agreements
4.1 Sub agreements between the Parties may be developed regarding the joint development,
use or operation of any specific facility, or site or location, or regarding expenditures of
funds for such resources or regarding the shared delivery or coordination of s ervices.
4.2 Specific sub agreements will be developed and proposed by the Standing Committee and
presented to the Governing Bodies of the Parties for approval.The Standing Committee
shall have no authority to bind any of the Parties to enter into a sub agre ement, or to incur
any liability or expense.
4.3 When developing a specific sub agreement, the Standing Committee’s considerations
7
should include the following:
a)Cost sharing of capital costs, including site and facility acquisition costs and
construction costs,
b)Terms of use of a facility or site, and the responsibilities for the provision
of related services,
c)Responsibility for administrative tasks such as scheduling, operations, booking
and allocating of space,
d)Sharing of operating costs,
e)Provision for maintenance and the sharing of maintenance costs,
f)Provision for renewal of the facility, including additions and
renovations, and the sharing of related costs,
g)Sharing of costs and responsibilities related to cooperative program
development and/or advertising,
h)Staffing and management agreements necessary for joint operations,
i)How the sub agreement will be modified if needed during the life of the facility
and related changes in use,
j)The authority to be given to any Party, and the manner and mechanism of making
decisions,
k)A provision for the term of the Agreement, considering the cost and other
commitments the Parties will make, and considering any limitations on
authority to enter into long term agreements.
l)Indemnification of each Party including employees, serva nts, agents and
contractors from all claims, losses, costs, damages and expenses,
m)Maintaining comprehensive general liability insurance coverage while this
agreement is in force to cover the use of property for each other.
n)A provision for dispute resolution, recognizing that it is in each party’s interest to
minimize and resolve quickly any disputes or disagreements that may develop,
which can be achieved through candid, timely discussion and negotiation.
(Appendix A)
4.4 Inventory of Joint Use Facilities,Resources and Services Covered by Specific sub
agreements
a.Appendix B is an inventory of the facilities, site, location, resources and
services that are currently the subject of a specific sub agreement.
b.The inventory of facilities, resources and services covered by specific sub
agreements will be maintained by the Standing Committee and should be
reviewed and updated annually so it remains current.
5 Administration of agreement
5.1 Each Party will endeavor to act and exercise its authority and rights in a manner that is
consistent with, and that supports the beliefs, values, guiding principles and general intent
of this agreement where feasible.
5.2 A Party will not have responsibility for matters within the jurisdiction and authority of
another Party unless expressly given in a sub agreement.
8
5.3 All decisions related to sub agreements require the unanimous agreement of the Parties
involved in any specific sub agreement.
6 Termination
6.1 A Party may terminate this agreement by giving at least one year’s written notice to each of
the other Parties.
6.2 For certainty no termination of this agreement will affect any specific sub agreement.
9
THIS AGREEMENT dated the ______day of November, 2016.
IN WITNESS WHEREOF the parties hereto have set their hands as of the day and year first above written.
Signed on behalf of the )
City of Maple Ridge )
in the presence of:)
)
)
Authorized Signatory )Witness
)
)
Authorized Signatory )
Signed on behalf of the )
City of Pitt Meadows )
in the presence of:)
)
)
Authorized Signatory )Witness
)
)
Authorized Signatory )
Signed on behalf of )
School District No. 42 )
in the presence of:)
)
)
Authorized Signatory )Witness
)
)
Authorized Signatory )
10
APPENDIX A
Terms of Reference
Standing Committee on Sub agreements
Title
The Standing Committee on Sub agreements shall be known as the Standing Committee
Purpose
The purpose of the Standing Committee is to:
Review and monitor all sub agreements between the Parties and to
recommend modifications to these agreements,
Develop additional agreements where the Parties consider there is mutual
benefit to the Parties in doing so,
Promote the Joint Use,Cooperative/Coordination initiative.
Establishment
The Standing Committee is established pursuant to this Agreement.
Composition
The Committee is composed of the following members:
City of Maple Ridge General Manager, Community
Development, Parks and Recreation
Services
Director, Parks and Facilities
Director, Recreation and
Community Service
City of Pitt Meadows Director,Community Services
Manager of Recreation
Manager of Parks and Facilities
School Board Secretary Treasurer
Director,Maintenance and Facilities
Elementary Principal
Secondary Principal
or as otherwise appointed by their respective Governing Bodies
11
Authority
The Committee will:
Develop and recommend joint use and joint cooperation/coordination
agreements to the Governing Bodies.
Develop sub agreements, taking into account the principles as reflected
in this agreement.
Review any area of interest, which it considers appropriate as the subject of
a potential sub agreement.This may include, but is not limited to:
o Municipal and School Board buildings and facilities,
o Playgrounds, playing fields, courts and associated field houses,
o Construction and maintenance equipment and services,o Items identified in the Facilities and Serv ice Inventory (Appendix B),
o Program development and delivery
o Distribution of public information on services
Develop and, if approved by the Parties,implement a process for the joint
planning and review of matters impacted by sub agreements to minimize the
impact on taxpayers.
Reporting
The Committee will report to their respective Governing Bodies regarding the review of sub
agreements, any significant issues flowing from their review and on current and future
planning issues being addressed by the Committee.
The Committee will make non-binding recommendations to the Parties from time to time
respecting the development or monitoring of sub agreements.
Monitoring
The Committee will monitor the implementation and application of agreements, the financial
impacts of the agreements on the Parties, issues of equity between the Parties, and make
such non-binding recommendations to the Parties as it deems appropriate regarding these
items and the terms of the agreement.
Organization
The chairperson will alternate on an annual rotation between the three organizations.
A Committee Clerk will be provided by the organization that holds the chairperson role .
Other staff persons, for the development of particular agreements or parts thereof,may
augment the Committee. There will be no direct costs to the Committee for the involvement of
such persons.
The Committee may strike “Task Groups” to work on specific aspects of any activity related to
the Committee’s mandate.
Procedures
The Chairperson will be responsible for setting the schedule of meetings at the beginning of
each calendar year, confirming meetings and developing proposed agendas.
12
A quorum will be a majority of Committee members, with each Party having at least one
member present. Should there be any disagreement with non-binding recommendations
reached by the Committee during a member’s absence, the Committee will revisit the matter,
which is the subject of the disagreement.
Dispute Resolution
Any disputes that occur regarding Parties rights or obligations arising from this agreement will
be dealt with as follows:
All such disputes will be referred to the Committee and the Parties ’
representatives will have good faith discussions and negotiations to develop
non-binding recommendations to the Parties to resolve the matter.
If the Committee cannot agree on non-binding recommendations to
resolve the matter,then the Parties’representatives will refer the matter
to their respective CAO and Superintendent.
If the matter cannot be resolved by the CAO(s) and Superintendent the matter
will be referred to the Parties’Governing Bodies.
For certainty, the specific sub agreement may include dispute resolution procedures different
than the procedures contained in this agreement, including arbitration provisions dealing with
specific issues, such as the determination of cost -sharing,the term of the agreement or other
provisions.
Committee Expenses
The Parties will share in the expenses of operating the Committee by rotating responsibility to
provide in-kind support on an annual basis.
13
APPENDIX B
Inventory of Shared Services,Facilities and Specific Agreements
Location Agreement Type Parties
SRT Field SROW Operating and Construction City of Maple Ridge
School District 42
Westview SROW Operating and Construction City of Maple Ridge
School District 42
Pitt Meadows Secondary
Field SROW
Operating and Construction City of Pitt Meadows
School District 42
Thomas Haney Ownership and Operating City of Maple Ridge
School District 42
Alexander Robinson Park
and School Site
Maintenance City of Maple Ridge
School District 42
Alouette Park and School
Site
Maintenance City of Maple Ridge
School District 42
Edith McDermott Park and
School Site
Maintenance City of Pitt Meadows
School District 42
Eric Langton All Weather
Field
Maintenance City of Maple Ridge
School District 42
MRSS Lacrosse Box Maintenance City of Maple Ridge
School District 42
MRSS Track Maintenance City of Maple Ridge
School District 42
Thomas Haney and
Garibaldi Tennis Court
Maintenance City of Maple Ridge
School District 42
School Site Acquisition Memorandum of Understanding City of Maple Ridge
School District 42
After School Active Kids
Club
Operating City of Maple Ridge
School District 42
PMSS Change Rooms Operating City of Pitt Meadows
School District 42
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: November 7, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: COW
SUBJECT: Rescind Parks & Leisure Services Commission Bylaw No. 6668-2009
EXECUTIVE SUMMARY:
The Cities of Maple Ridge and Pitt Meadows delivered services under a joint service model operated
by the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission (PLSC). In 2015,
Maple Ridge Council provided one year’s notice to the City of Pitt Meadows to terminate the Joint
Leisure Services Agreement effective October 31, 2016. This joint agreement has now ended and
each municipality will assume responsibility for parks and recreation services within their City. The
bylaw governing the Commission can now be rescinded.
A report on a recommended structure to replace the Commission will be brought forward for
Council’s consideration in the coming weeks.
RECOMMENDATION:
That Bylaw No. 6668-2009 be rescinded.
CONCLUSIONS:
With the termination of the Joint Leisure Services Agreement, the bylaw no longer applies and the
Commission has concluded. Any parks and recreation services that have been extended beyond
October 31, 2016 will be managed by staff as part of the dissolution and winding down of the
agreement, to ensure a seamless transition for customers.
“Original signed by Danielle Pope”
Prepared by: Danielle Pope, Business Operations Manager
“Original signed by Kelly Swift”
Approved by: Kelly Swift, General Manager,
Parks, Recreation & Cultural Services
“Original signed by Ted Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
:dap
Attachment Bylaw No. 6668-2009 1154
CORPORATION OF THE DISTRICT OF MAPLE RIDGECORPORATION OF THE DISTRICT OF MAPLE RIDGECORPORATION OF THE DISTRICT OF MAPLE RIDGECORPORATION OF THE DISTRICT OF MAPLE RIDGE
BYBYBYBYLAW NO. LAW NO. LAW NO. LAW NO. 6668666866686668----2009200920092009
A Bylaw to delegate authority to a joint Parks and Leisure
Services Commission for Maple Ridge and Pitt Meadows
WHEREASWHEREASWHEREASWHEREAS the Council may, by bylaw, delegate authority to a Parks and Leisure Services
Commission;
AND WHEREAS AND WHEREAS AND WHEREAS AND WHEREAS a written agreement has been prepared setting out the terms and conditions of a
Commission for Parks and Leisure Services in Pitt Meadows and Maple Ridge;
NOW THEREFORENOW THEREFORENOW THEREFORENOW THEREFORE, the Municipal Council of the Corporation of the District of Maple Ridge enacts as
follows:
CitationCitationCitationCitation
1. This Bylaw shall be cited for all purposes as “Maple Ridge and Pitt Meadows Parks and
Leisure Services Commission Bylaw No. 6668-2009.”
2. “Maple Ridge and Pitt Meadows Parks and Leisure Services Commission Bylaw No. 6302-
2005” and amendments thereto is hereby repealed in its entirety.
InterpretationInterpretationInterpretationInterpretation
3. For the purposes of this Bylaw,
“Maple Ridge” means the Corporation of the District of Maple Ridge;
“Municipalities” means the Corporation of the District of Maple Ridge and The Corporation of
the City of Pitt Meadows;
“Pitt Meadows” means The Corporation of the City of Pitt Meadows.
Joint Parks & Leisure Services CommissionJoint Parks & Leisure Services CommissionJoint Parks & Leisure Services CommissionJoint Parks & Leisure Services Commission
4. Pursuant to Sections 176(1)(g) and 191 of the Local Government Act, Council hereby
delegates authority to the Maple Ridge and Pitt Meadows Parks & Leisure Services
Commission” (the “Commission”) to carry out the duties defined in Section 8 below.
5. The Commission shall be comprised of the following members:
(a) three members of each of the two Municipalities’ Councils, including both Mayors;
and
(b) three members of the School District No. 42 Board of Trustees including the Chair
(c) six citizens at large members two of whom shall reside in Pitt Meadows and four of
whom shall reside in Maple Ridge.
6. The members of the Commission shall be appointed by resolution of the respective Council
and Board. Citizens at Large representatives shall be appointed by the Council of the
municipalities in which they reside and shall serve for three year terms and a maximum of
three consecutive terms.
7. Each member of the Commission will be entitled to vote on all matters coming before the
Commission.
8. The members of the Commission shall serve without remuneration.
ProceduresProceduresProceduresProcedures
9. The Commission shall:
(a) elect a Chair and Vice-Chair from among its membership at the first meeting of each
year. All members of the Commission, including at large members, shall be eligible
to be elected as Chair or Vice Chair.
(b) meet a minimum of once a month unless otherwise determined by the Commission.
Duties and PowersDuties and PowersDuties and PowersDuties and Powers
10. The Commission shall
(a) function as an independent policy making body;
(b) have operating authority for the provision of parks, leisure and cultural services and
for entering into agreements and contractual obligations within the limitations of
approved budgets;
(c) have authority to spend money within an annual budget approved by the Council for
Maple Ridge and the Council for Pitt Meadows.
(d) operate in accordance with an agreement entered into by the District of Maple Ridge
and the City of Pitt Meadows.
(e) submit to the Municipalities by the first of October each year the five-year financial
plan for operating costs and capital costs
(f) submit an annual report to the Municipalities by the end of May each year describing
the activities of the previous year to the Council.
(g) enter into an agreement of cooperation with School District No. 42 which addresses
such issues as the reciprocal use of facilities, the joint maintenance and
development of combined sites and coordination of program services.
11. As an exception to 10 (b) above the General Manager, Community Development, Parks and
Recreation and the Director, Parks and Facilities, or their designates, shall have the authority
to enter into Caretaker Contracts.
Other CommitteesOther CommitteesOther CommitteesOther Committees
12. The Commission shall establish such ad hoc committees as may be required from time to
time to provide the Commission with advice on specific policies, proposals and initiatives.
READREADREADREAD a first time on the 12th day of May, 2009.
READ READ READ READ a second time on the 12th day of May, 2009.
READREADREADREAD a third time on the 12th day of May, 2009.
RECONSIDERED AND ADOPTEDRECONSIDERED AND ADOPTEDRECONSIDERED AND ADOPTEDRECONSIDERED AND ADOPTED on the 26th day of May, 2009.
“Ernie Daykin” “Ceri Marlo”
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PRESIDING MEMBERPRESIDING MEMBERPRESIDING MEMBERPRESIDING MEMBER CORPORATE OFFICERCORPORATE OFFICERCORPORATE OFFICERCORPORATE OFFICER