HomeMy WebLinkAbout2010-03-22 Workshop Meeting Agenda and Reports.pdfDistrict of Maple Ridge
COUNCIL WORKSHOP AGENDA
March 22, 2010
9:00 a.m.
Blaney Room, 1st Floor, Municipal Hall
The purpose of the Council Workshop is to review and discuss policies and
other items of interest to Council. Although resolutions may be passed at
this meeting, the intent is to make a consensus decision to send an item to
Council for debate and vote or refer the item back to staff for more
information or clarification.
REMINDERS
March 22, 2010
Special Closed Council Meeting following Workshop
March 23, 2010
Council Meeting
1. ADOPTION OF THE AGENDA
2. MINUTES - March 15, 2010
3. PRESENTATIONS AT THE REQUEST OF COUNCIL
4. UNFINISHED AND NEW BUSINESS
7.00 p.m.
4.1 First Reading - Greenhouse Gas Emissions Reduction Targets Official Community
Plan Amending Bylaw No. 6726-2010
Discussion of Item 1201 on the March 23, 2010 Council Meeting agenda
4.2 Homelessness Update
Verbal update by the Director of Community Services
4.3 Parcel Tax Review Panel Appointment
Consideration of a resolution to appoint Councillor Ashlie to the Parcel Tax Review
Panel in place of Councillor Morden
Council Workshop
March 22, 2010
Page 2 of 3
4.4 Policy on Council and Staff Liaison Roles
Staff report dated March 18, 2010 recommending that the draft policy on Council
and Staff Liaisons be reviewed and adopted.
4.5 Lower Mainland Local Government Association (LMLGA) Resolution
Resolution for submission to the LMLGA put forward by Councillor Hogarth.
4.6 Healthy Communities Committee Update
Verbal report by Councillor Dueck
5. CORRESPONDENCE
5.1
The following correspondence has been received and requires a response. Staff is
seeking direction from Council on each item. Options that Council may consider include:
a) Acknowledge receipt of correspondence and advise that no further action will be
taken.
b) Direct staff to prepare a report and recommendation regarding the subject matter.
c) Forward the correspondence to a regular Council meeting for further discussion.
d) Other.
Once direction is given the appropriate response will be sent.
Recommendation:
6. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL
7. MATTERS DEEMED EXPEDIENT
8. ADJOURNMENT
Checked by'
Date: C� G
Council Workshop
March 22, 2010
Page 3 of 3
Rules for Holding a Closed Meeting
A part of a council meeting may be closed to the public if the subject matter being considered relates to one
or more of the following:
(a) personal information about an identifiable individual who holds or is being considered fora position as
an officer, employee or agent of the municipality or another position appointed by the municipality;
(b) personal information about an identifiable individual who is being considered for a municipal award or
honour, or who has offered to provide a gift to the municipality on condition of anonymity;
(c) labour relations or employee negotiations;
(d) the security of property of the municipality;
(e) the acquisition, disflosition or expropriation of land or imgrpvernen_ts, if the council considers that
disclosure might reasonably be expected to harm the interests of the municipality;
(f) law enforcement, if the council considers that disclosure might reasonably be expected to harm the
conduct of an investigation under or enforcement of an enactment;
(g) litigation or tential litigation affectingthe municipality;
(h) an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality,
other than a hearing to be conducted by the council or a delegate of council
(i) the receiving of advice that is subject to solicitor -client privilege, including communications necessary for
that purpose;
Q) information that is prohibited or information that if it were presented in a document would be prohibited
from disclosure under section 21 cf the Freedom of information_ and Protection of Privacy Act;
(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at
their preliminary stages and that, in the view of the council, could reasonably be expected to harm the
interests of the municipality if they were held in public;
(1) discussions with municipal officers and employees respecting municipal objectives, measures and
progress reports for the purposes of preparing, an annual report under section 98 [annual municipal
report]
(m) a matter that, under another enactmentis such that the public may be excluded from the meeting;
(n) the consideration of whether a council meeting should be closed under a provision of this subsection of
subsection (2)
(o) the consideration of whether the authority under section 91 (other persons attending closed meetings)
should be exercised in relation to a council meeting.
(p) information relating to local government participation in provincial negotiations with First Nations, where
an agreement provides that the information is to be kept confidential.
Deep Roots
Greater Heights
TO:
FROM:
SUBJECT:
District of Maple Ridge
His Worship Mayor Ernie Daykin DATE:
and Members of Council FILE NO:
March 9, 2010
Chief Administrative Officer ATTN: C of W
First Reading - Greenhouse Gas Emissions Reduction Targets Official Community
Plan Amending Bylaw 6726-2010
EXECUTIVE SUMMARY:
At the February 15th Council workshop, Council endorsed the public process for a bylaw amendment
that will incorporate greenhouse gas emissions reduction targets into the Official Community Plan.
This amendment is a requirement through Bill 27, the Local Government (Green Communities)
Status Amendment Act and the provincial deadline for completion is May 31, 2010. During the
workshop, Council also considered and endorsed that the proposed emissions reduction targets of
34% reduction in per capita emissions from the 2007 baseline by 2020, and 50% reduction by 2030
be presented for public comment.
A public open house was held on March 4th and the written comments received encouraged greater
efforts towards community greenhouse gas emissions reduction and those that spoke specifically to
the proposed emissions targets endorsed exceeding the proposed targets and/or adopting the
Provincial targets.
This report, based on public discussion and further review of the proposed greenhouse gas
emissions reduction targets, is recommending that the District adopt the Provincial targets of 33%
below 2007 levels by 2020 and 80% by 2050. The report also recommends exploring the
development of a community energy and emissions plan, after which the targets could be amended
accordingly.
RECOMMENDATIONS:
1. That Maple Ridge Official Community Plan Amending Bylaw No. 6726-2010 be given First
Reading and forwarded to Public Hearing;
2. That in accordance with S. 879 of the Local Government Act opportunity for early and
ongoing consultation has been provided by way of holding advertised public meetings,
posting Official Community Plan Amending Bylaw No. 6726-2010 and related material on the
municipal website and it is considered unnecessary to provide any further consultation
opportunities, except by way of holding a Public Hearing on the bylaw;
3. That Maple Ridge Official Community Plan Amending Bylaw No. 6726-2010, be considered in
conjunction with the Capital Expenditure Plan and Waste Management Plan; and
4. That it be confirmed that Maple Ridge Official Community Plan Amending Bylaw No. 6726-
2010 is consistent with the Capital Expenditure Plan and Waste Management Plan.
Page 1 of 6 4A
DISCUSSION:
a) Background Context:
As stated in the Council report at the February 15th workshop, fulfilling the requirements of Bill 27,
the Local Government (Green Communities) Statutes Amendment Act must be completed by May
31, 2010. The requirements involve establishing community -wide targets for the Official Community
Plan and defining the policies and actions that will be used to achieve the targets.
The Province has established a greenhouse gas emissions reduction target of 33% below 2007
levels by 2020 and 80% below 2007 levels by 2050. This communicates the desired level of
performance towards emissions reduction for the entire province. While some communities have
also chosen to adopt these targets as their own, other municipalities have chosen their own targets.
Each municipality has the flexibility to decide the level of greenhouse gas emissions reduction
targets to adopt, as long as the targets are measurable. Maple Ridge is a growing community that
would expect to see an increase in total community emissions, measured on an aggregate basis, at
current rates of energy consumption. Based on current population projections, this would lead to a
27% increase in aggregate greenhouse gas emissions by 2020 and a 50% increase by 2031. The
District of Maple Ridge has been taking steps to reduce greenhouse gas emissions at a corporate
level and the Official Community Plan contains numerous policies in support of emissions reduction
at both a corporate and community level. Additionally, emissions reductions are expected to occur
due to improvements in technology and as human behaviour towards energy conservation evolves.
At this time, many other municipalities in BC are working on identifying their emissions reductions
targets and adopting them into their Official Community Plans prior to the May 31st deadline.
Although reducing aggregate greenhouse gas emissions may be a challenge for growing
communities such as Maple Ridge, at the time of writing, we understand that several municipalities
are in the process of adopting the Provincial targets. Both Metro Vancouver and the Capital Regional
District also intend to adopt the Provincial targets.
b) Public Consultation:
The proposed aggregate targets presented to Council on February 15th and subsequently at the
March 4th public open house were 16% emissions reduction below 2007 levels by 2020 and 25%
emissions reduction by 2031. Measured on a per capita basis these targets would aim to reduce
per capita emissions from 5.3 tonnes of CO2e (measured in 2007) to 3.5 tonnes of CO2e per person
by 2020 (a 34% reduction) and 2.6 tonnes of CO2e by 2031(a 50% reduction).
A total of nine people attended the event and due to the low numbers, staff had an opportunity to go
through the information presented on the poster boards with each attendee.
Notification of Open House
The open house was advertised through the following methods:
• Email to members of all Council committees;
• Email to a wide range of stakeholders that included the Business Improvement
Association, the Chamber of Commerce, the School Board (senior staff and
Page 2 of 6
Trustees), stewardship groups, local MLA, community groups, and Katzie First
Nation;
• Posting on Maple Ridge website;
• Posters at main entrances to the municipal hall; and
• Two newspaper ads (February 17th and 26th).
Public Comments Received
The comments from attendees varied in terms of specific areas of interest, with all attendees
supportive of energy conservation in general. To date, four members of the public have provided
their comments on greenhouse gas emissions reduction for Maple Ridge. Three of these written
responses addressed the proposed Maple Ridge targets specifically and stated a desire to see the
municipality exceeding these targets and two recommended aiming for the aggregate targets
proposed by the Province. One of the responses recommended that the District undertake a
community energy and emissions plan and described the rationale as follows:
The plan has the potential to reduce costs as well as emissions. Cost
reductions can be achieved at both the individual taxpayer level and the
corporate level, but rely on the District's corporate and planning decisions.
The case is similar for emission reductions, too.
Some municipalities have opted for such a plan, which involves coming up with a realistic target
based on energy and emissions research and projections specific to that community.
A further comment within this written response is the preparation of guidelines for acceptable carbon
footprints. The rationale is stated as follows:
Population growth is the underlying assumption of our OCP. The OCP addresses growth
management. As part of this management, the component related to the control of
increases in total GHG emissions is not adequately addressed in the provisions of our
OCP if total output is to be controlled and reduced over time. To create a level playing
field for new development, guidelines for acceptable carbon footprints for new
developments should be established and phased in. Evaluation is the first step of this
process.
The following comments were also made as recommendations towards reducing community
greenhouse gas emissions:
Personally, I would like to see my city commit to the strongest possible GHG reduction
targets.
Looking at the CO2 emissions for 2007 in Maple Ridge, our vehicles cause 57.4% of total
emissions. It would seem to make sense to focus much of our efforts to reduce
emissions in the transportation sector.
As long as the main focus is still facilitating and prioritizing car traffic, education and
encouragement to choose alternative transportation is going to keep having minimal
impact... The car will have to be given less priority in our community, and alternative
modes more, in different ways..."
Page 3 of 6
Apart from transportation, a good part of our emissions are from buildings, mostly from
heating.
Maple Ridge should be pushing developers to use District Energy Systems, wherever
possible.
Building mechanical systems should be low carbon emissions systems, wherever
possible.
Brainstorm further ideas where Maple Ridge could "produce" GHG offsets.
Maple Ridge to build a community and biogas plant that uses compostable materials to
generate electricity.
If the District needs to buy GHG "offsets" in the future, they should be sourced from
within the District.
The full written public comments are available for viewing at the customer service counter.
c) Local Government Act Requirements:
Council gave consideration to S. 879 Local Government Act in the report (dated February 5th) that
went to the February 15th workshop. Due to the nature of the proposed amendment, wherein it does
not have any impact on existing land -use or transportation policies, it was deemed that a referral
would be made only to the School Board. The draft amendments have been forwarded to the School
Board and a formal referral will be sent to the School District after first reading.
d) Interdepartmental Implications:
The proposed amendment to the Official Community Plan to incorporate greenhouse gas emissions
reduction targets will have an impact on almost every municipal department in Maple Ridge, as every
area continues to reduce energy consumption wherever possible. Specifically, departments such as
Planning, Engineering, Building, and Leisure & Parks continue to support existing municipal policies
in favour of energy efficiency. The reporting out on annual monitoring will be undertaken by the
Manager of Sustainability and Corporate Planning.
e) Policy Implications:
Policies and Actions
The targets recommended in this report are supported by a significant number of existing policies
within the Official Community Plan. In addition, Council's 2007 Sustainability Action Plan suggests
developing a community energy plan, and this action was supported by the comments received from
the public. Therefore, a new policy to be included with the municipal targets is proposed that the
District explore the possibility of undertaking a community energy and emissions plan. This plan
could provide an analysis -based approach to target -setting, at which point the targets adopted into
the Official Community Plan could be amended accordingly.
Page 4of6
The attached Official Community Plan amendment bylaw contains a proposed new policy to support
the greenhouse gas emissions reduction targets as follows (see Appendix #1):
The District of Maple Ridge will explore undertaking a Community
Energy and Emissions Plan that will help the municipality identify
indicators to help track community energy emissions and to also
provide recommendations on opportunities for reducing community
emissions and achieving reduction targets.
Additionally, the municipality has already undertaken a number of initiatives that contribute to
reducing greenhouse gas emissions in Maple Ridge. These initiatives include:
• An anticipated reduction of greenhouse gas emissions by up to 67% annually for the
new Fire Hall in 2011;
• A energy retrofit of the Leisure Centre that is expected to result in an annual
reduction of greenhouse gas emissions by 54% in 2010;
• A program to replace municipal vehicles upon their retirement with hybrid vehicles;
and
• A goal to plant 300,000 trees on conservation lands under the District's control over
the next five to ten years, in partnership with the Community Ecosystem Restoration
Initiative.
f) Financial Implications:
A community energy and emissions plan could cost in the range of $25,000 to $70,000, depending
on the scope. It is possible that funding for this may be incorporated into the Province's Climate
Change Plan and likely that those municipalities demonstrating a strong commitment towards
emissions reduction will be preferred funding candidates. Reducing municipal emissions may
require up -front spending on the municipality's part, but should be offset over time by energy cost
savings. Project proposals would be assessed on an individual basis to ensure best value. An
outcome of a community energy and emissions plan could lead to an update of the emissions
reduction targets that are proposed for adoption into the Official Community Plan in May 2010.
g) Alternative:
The recommendation in this report is for Council to adopt the Provincial targets, in consideration of
the public responses to date and also in an effort to ensure Maple Ridge is not out of alignment with
the trend of other municipal and regional governments adopting the Provincial targets. However,
Council may choose to consider selecting the lower target that they endorsed at the February 15th
Council Workshop. An alternative recommendation reflecting a lower level target would be:
1. That Maple Ridge Official Community Plan Amending Bylaw No. 6726-2010 be amended to
reflect the greenhouse gas emissions reduction targets proposed in the February 5th Council
report (34/50 Model), be given First Reading and forwarded to Public Hearing.
Page 5 of 6
CONCLUSIONS:
It was acknowledged in the February 5V, report to Council that the timeline for the public process was
tight, but it was recommended to proceed in order to meet the Provincial deadline for adopting
greenhouse gas emissions targets by May 31, 2010. If any funding grants become available from
the Province to implement municipal greenhouse gas emissions reductions initiatives, such as for
the development of a community energy and emissions plan, meeting this deadline could become a
factor.
Prepared by: Zosiak, Planner
Prepared by: L enson
Manager of Sustainability & Corporate Planning
Appr ved b • Jar�Plcke� �P:"M.C.I.P.
D i roct�n n 1 ram---,
Approved Jam: Frank Quinn, MBA, P. Eng.
�/ GM: Publi ors & Development Services
Concurrence: J.L. (Jim) Rule
l Chief Administrative Officer
Attachments:
Appendix 1: OCP Amending Bylaw 6726-2010
Page 6 of 6
Appendix 1
CORPORATION OF THE DISTRICT OF MAPLE RIDGE
BYLAW NO. 6726-2010
A Bylaw to amend the Maple Ridge Official Community Plan
Bylaw No. 6425-2006 as amended
WHEREAS, it is deemed expedient to amend Maple Ridge Official Community Plan Bylaw No.
6425-2006 as amended:
NOW THEREFORE, the Municipal Council of the Corporation of the District of Maple Ridge, in
open meeting assembled, ENACTS AS FOLLOWS:
1. This bylaw may be cited as "Maple Ridge Official Community Plan Amending Bylaw No.
6726-2010".
2, Chapter 5, Natural Features is amended as follows:
a) Section 5.6, Preparing for Climate Change be amended by inserting the following at
the end of the sub -section entitled "Objectives" and before the sub -section that is
entitled "Policies":
In consideration of the requirements of Bill 27, the Local Government (Green
Communities) Status Amendment Act, which have been incorporated into the Local
Government Act, the creation of greenhouse gas emissions reduction targets is
consistent with many of the policies contained in the Official Community Plan.
Throughout the Plan there are policies related to containing growth within the Urban
Area Boundary, protecting agricultural land, providing a multi -modal transportation
network, and protecting natural resources, including trees which remove CO2 from
the environment and also produce oxygen.
Examples of policies in support of emissions reduction in other Sections of the
Official Community Plan, include the following:
■ Policy 2-2 in the Growth Management Section;
■ Policy 5-22 in Natural Features;
■ Policy 7-10 in Transportation;
■ Policy 6-8 in Agricultural Opportunities; and
and there are many others throughout this document.
b) Section 5.6, Preparing for Climate Change be amended by inserting the following
after Policy 5-43(g):
5 - 44 The District of Maple Ridge will explore undertaking a Community Energy
and Emissions Plan that will help the municipality identify indicators to
help track community energy emissions and to also provide
recommendations on opportunities for reducing community emissions and
achieving reduction targets.
5 - 45 The District of Maple Ridge has a goal to reduce community greenhouse
gas emissions by 33% below 2007 levels by 2020 and 80% by 2050.
READ A FIRST TIME the day of A.D. 2010.
PUBLIC HEARING HELD the day of A.D. 2010.
READ A SECOND TIME the day of A.D. 2010.
READ A THIRD TIME the day of A.D. 2010.
RECONSIDERED AND FINALLY ADOPTED, the
PRESIDING MEMEBER
day of
CORPORATE OFFICER
, A.D. 2010.
Deep Roots
Greater Heights
TO:
FROM:
SUBJECT:
District of Maple Ridge
His Worship Mayor Ernie Daykin
and Members of Council
Chief Administrative Officer
Policy on Council and Staff Liaison Roles
EXECUTIVE SUMMARY:
DATE: 2010 03 18
FILE NO:
ATTN: Council Workshop
The attached draft has been prepared in the hope of clarifying the roles and responsibilities of
Council and Staff liaisons to independent organizations and the roles and responsibilities of Council
members assigned to Municipal Committees and Commissions. It is also intended to provide
guidance to those organizations to whom liaisons have been assigned in terms of their
responsibilities and the reasonable expectations they should have of assigned liaisons.
RECOM M EN DATION(S):
That Council
a. review the draft policy on Council and Staff Liaisons attached to the 2010 03 18 report
on this subject and provide input to any modifications required and, following any
required modifications,
b. adopt the policy
DISCUSSION
a) Background Context: There has been some confusion on the part of groups to whom liaisons
have been assigned with respect to the roles and responsibilities of the person assigned to
them as their municipal liaison as well as their own group responsibilities in terms of their
interaction with liaisons. There has also been some confusion about conflict of interest
related to the various roles Council members play, whether that of liaison to an independent
group or being a member of a Municipal Committee or Board of Directors for an agency
delivering services on behalf of many Municipalities. The intent of the policy is to provide
guidance to Council and Staff liaisons and to the groups with whom they interact. Much of
this is understood but has not been documented. Council members and staff working in
these roles have requeted that some level of documentation be prepared.
b) Desired Outcome(s): The desired outcome is clarity with respect to what is expected of
municipal liaisons to independent organizations and what is expected of those organizations.
c) Strategic Alignment: Having strong working relationships with many organizations is part of
the Municipality's strategic approach to delivering services. Ensuring those relationships are
maintained is part of ensuring continued strength in joint service delivery.
4A
d) Citizen/Customer Implications: The hope is that having clarity with respect to expectations
will avoid any conflict or tension which might otherwise occur.
CONCLUSIONS:
Staff have been asked to prepare a policy for discussion by Council which, when adjusted as
required and finally adopted will result in a policy which can be provided to groups to whom
municipal staff or Council liaisons have teen assigned. The attached draft is offered to Council for
discussion.
Prepa ed by: Mike Murray
r-� General Mana o �unity Development, Parks and Recreation
Concurrerr e: J.L. (JWn) Rule
�� Chief Administrative Officer
MWM
CORPORATION OF THE DISTRICT OF MAPLE RIDGE
TITLE: Council and Staff Liaison Roles
POLICY NO. -•/ L!
APPROVAL DATE:
PURPOSE:
The purpose of this policy is to clarify the roles and responsibilities of Council and Staff liaisons to
independent organizations. It is also intended to provide guidance to those organizations to whom
liaisons have been assigned in terms of their responsibilities and the reasonable expectations they
should have of assigned liaisons.
DEFINITIONS:
"liaison" refers to a position assigned to a Council or Staff member where the primary objective is to
maintain good communication and relationships between an outside, independently constituted
organization and the District of Maple Ridge
POLICY STATEMENT:
Liaison Role
Municipal Council will assign members of Council and/or the Municipal Management Team will
assign staff members to the role of municipal liaison to various community organizations where the
relationship between the Municipality and the organization is deemed critical to achieving the
Municipality's mandate and goals. The role of liaison is intended to facilitate excellent and ongoing
communication on matters of mutual interest. The intent of doing so is to ensure a continuing
dialogue on how the Municipality and organization can work together to better meet the community
needs they each hope to address.
Council Liaisons
Council members will only be assigned a liaison role where the liaison function is felt to be critical to
achieving the Municipality's mandate and where ongoing communication and knowledge gained
from that communication and shared with the rest of Council by the liaison would assist Council as a
whole in considering matters of common interest with the organization with whom they have a liaison
function which come before Council.
Staff Liaisons
A staff liaison may be more appropriately assigned where the organization to which they are
assigned holds a fee for service contract with the municipality for the delivery of a Municipal service
to citizens. While facilitating excellent on going communication is certainly part of a staff liaison role,
monitoring performance to ensure delivery of agreed upon services is also part of the staff liaison
function. Providing expert advice on effective organizational operations can also be part of the staff
liaison function where that expertise may not exist within the organization itself.
Date Printed: 2010-03-18 Page I of 4 Policy
Prioritizing requests for a Mun►c►pal liaison
There may be requests for a Council or staff liaison from community organizations which cannot be
accepted in part because the time available simply does not permit such assignments to every group
wishing a liaison. Where priorities need to be set for assigning liaisons a higher priority will be given
to those organizations delivering services on behalf of the Municipality and, secondly, to those
organizations or networks which are not represented already through a Municipal committee or
Commission and which represent a network of groups and agencies which are critical to achieving
community needs for which the Municipality also has some responsibility. For example the
Municipality would assign a liaison to the Recycling Society as well as a staff liaison because it holds
a significant contract with the Municipality but may not assign a liaison to a minor sport organization
because the Parks and Leisure Services Commission has been formed to consider all of the needs of
the sport community.
Rewonsibilities of Organizations to whom Council and staff liaisons are assigned
Such groups should:
a. ensure assigned Council members and staff members are provided with sufficient advance
notice of meetings and agendas, given their busy schedules. Sufficient notice is at least
three days in the case of a regularly scheduled meeting and a significantly greater time
period if the meeting time is irregular. Establishing a regular meeting schedule is helpful,
however, sending agendas out in advance is equally important since it will assist the Council
or staff member in determining if their attendance and input would be helpful to the group
and to Council. Occasionally, despite regularly scheduled meetings, Council members in
particular must choose between meetings which have been scheduled and other important
community events and meetings which come up from time to time. Having an agenda in
advance is an important tool in helping a Council liaison to make that determination and to
be effective in their role.
b. provide advance notice for the Council or staff member to address a particular topic of
interest to the group at an upcoming meeting. While not always possible advance notice of a
particular question can be very helpful in ensuring the liaison has time to complete an
appropriate level of investigation or research if the question happens to be on a subject with
which they are not familiar.
be appropriately constituted, be in good standing with the Registrar of Societies and function
in accordance with the guidelines which typically govern well functioning Societies. Such
guidelines include sending agendas out in advance, maintaining minutes, managing
meetings in accordance with appropriate rules of order, holding regular elections,
maintaining proper financial records, etc.
d. welcome Council and staff liaisons to attend every meeting they choose to attend (save and
except meetings which are exclusive to the Board members only which deal with personnel
or legal matters and other confidential matters such as negotiations with the municipality).
respect a Council liaison's time by moving those items which the liaison may need to address
to as early a place in the agenda as possible and not expect the liaison to stay beyond
dealing with that subject, unless the liaison chooses to stay (not to participate in the Board's
further discussions but to learn more about the organization and what is important to the
Board to further the relationship). The staff liaison in particular may wish to stay in order to
fulfill their responsibility of monitoring the group's performance of contracted services.
Date Printed. 2010-03-18 Page 2 of 4 Policy
appreciate a Council liaison should not be expected to attend every meeting of the
organization. Of course a liaison should attend on a reasonably regular basis in order to fulfill
the function as best as he or she can. However, attending every meeting is, in all probability,
unrealistic given the number of liaison and committee responsibilities each Council member
is assigned on top of their formal Council responsibilities. A staff liaison's attendance will
likely be more consistent given the limitation on the number of groups for whom they have a
liaison responsibility.
g. not expect a liaison to participate in group discussions as if they are just another member of
the Board of Directors. The organization should definitely not give the staff or Council liaison
a vote. Doing so may put the Council liaison in a conflict position with respect to matters
which come before Council having to do with the group. A Council member cannot vote at
Council on matters related to another organization with whom they have a fiduciary
responsibility (voting at a Board meeting constitutes acceptance of such responsibility) and
must not participate in any debates on such matters at Council. In fact they are required to
declare the conflict and leave the meeting room when such conflicts occur while the matter
in question is being discussed by the other members of Council.
Responsibilities of Council and Staff Liaisons
Assigned Council and staff liaisons should_
a. attend as many of the organization's meetings and functions as necessary to achieve the
desired end result of good communications and a positive working relationship with the
group. Recognizing regular monthly attendance may not be possible the Council liaison
should discuss their intention to attend on whatever schedule makes sense with the group
President at the outset of their assignment, to ensure clarity and avoid higher than can be
delivered expectations. Having a staff liaison in attendance may provide a greater sense by
Council members who are assigned liaison responsibility that the Municipality's interests are
being represented to some degree and may permit less frequent attendance by a Council
liaison. If a staff and Council liaison have both been assigned to a group each should bring
the other up to date on those matters of mutual interest to both the municipality and the
organization which were discussed at a meeting their counterpart was unable to attend.
b. let the organization's President or Secretary know when they are unable to attend a meeting
at which they might otherwise be expected.
c. not vote and avoid participating in group debates as if they were a member of the
organization's Board of Directors. (see "g" above)
d. not make commitments on behalf of the Municipality which are not already covered by policy
or a previously approved standard of service. Of course a Council liaison should be prepared
to look into any request, passing that along to the appropriate senior staff member to
investigate. The staff member's obligation is to ensure the Council liaison is informed as to
the outcome and response to the request.
Council Committee and Commission Roles and Responsibilities (referenced here only to clarity the
difference between liaison and committee roles and responsibilities)
Council members will also be assigned to a variety of municipally established Committees and
Commissions whose role is to advance the Municipality's mandate in their various areas of
responsibility.
Date Printed. 2010-03-18 Page 3 of 4 Policy
The role of a member of Council on such committees is very different than that of liaison to an
independent organization.
To be more specific Council members who are assigned to such groups are expected to participate
fully in the discussion and debate on subjects before such committees and are generally expected to
vote along with the other appointed members of the committee or commission. All such groups are
duly constituted by bylaws of the Municipality to carry out the Municipality's business. In some cases
they are advisory and in others they have been delegated the authority to act independently within
parameters established by Council and allowed by the Community Charter and Local Government
Act.
In all cases the Council members assigned to these groups are expected to bring a Council
perspective to the table.
The legal opinions we have available to us indicate there is no conflict of interest for a Council
member who participates in debates and discussions and votes on matters at a municipal
committee or commission meeting and then considers and votes on a recommendation from the
committee or commission at Council. This is because the committee or commission is a child of the
Municipal Government and the business being conducted is therefore being carried out by the
Municipality for the Municipality and not by an independently constituted organization.
Role of Council members appointed by Council to leglslat►vely -constituted Boards involving
or anizations made uip of several Municipalities collaborating on the delivety of services referenced
here only to clarify the difference between liaison and regional Board appointee responsibilities)
Members of Council can be appointed by Council or by the Mayor to represent the Municipality on
Boards of Directors of agencies which have been duly constituted to deliver services on behalf of
several Municipalities acting together. Examples of this include the Fraser Valley Regional Library or
the Metro Vancouver Regional District. In such cases the appointed member participates fully on the
Board to which they have been appointed and are generally tasked with the obligation to vote as they
personally feel is appropriate on matters that come before that Board. That is because it is assumed
that, due to their involvement, the Council member sitting at the Board table has a greater
appreciation for the broad responsibility of the Board than other Councilors not on the Board whose
context is only the services provided locally. It is understood that a Council cannot compel a member
representing the municipality on this type Board to vote in accordance with Council's wishes
expressed by a resolution of Council. With that said most of the Council members who serve as
Board representatives to regional bodies do consult with the rest of Council to obtain their views
before a particularly challenging subject is voted upon at a regional Board level.
We are advised by the District's legal advisors that despite the independence described above there
is no conflict for a Council member who is appointed to sit on such a Board who then participates in
debates and discussions at the Council table about the municipality's continuing involvement in such
a regional function or any other debate related to Council's involvement with the regional body
involved.
Date Printed. 2010-03-18 Page 4 of 4 Policy
District of Maple Ridge
ACCESSIBLE RESIDENTIAL BUILDING STANDARDS
WHEREAS British Columbia Building Code Standards only allow accessible building
standards to be applied on multi -family housing and cannot be applied to single
family dwellings or townhouse development;
AND WHEREAS there is a severe shortage of all housing types that are accessible;
THEREFORE BE IT RESOLVED that the Local Government Act and/or Community
Charter be changed and provide policy for local governments to apply tax incentives,
development cost proportional forgiveness, density bonusing or other tools to
encourage construction of accessible housing in all housing forms.
C 1161