HomeMy WebLinkAbout2014-07-21 Workshop Meeting Agenda and Reports.pdfDistrict of Maple Ridge
1.ADOPTION OF THE AGENDA
2.MINUTES –July 7, 2014
3.PRESENTATIONS AT THE REQUEST OF COUNCIL
3.1
4.UNFINISHED AND NEW BUSINESS
4.1 Commercial Industrial Strategy
Staff report dated July 21, 2014 recommending that the Commercial and
Industrial Strategy be endorsed as amended and that staff be directed to
complete the implementation plan for the Commercial and Industrial Strategy.
COUNCIL WORKSHOP AGENDA
July 21, 2014
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
July 21, 2014
Closed Council 11:00 a.m.
Committee of the Whole Meeting 1:00 p.m.
July 22, 2014
Council Meeting 7:00 p.m.
Council Workshop
July 21, 2014
Page 2 of 4
4.2 Maple Ridge Leisure Centre Revenue Update – Q2
Staff report dated July 21, 2014 providing an update on revenue generated
through admissions and pass sales at the Maple Ridge Leisure Centre.
For information only
No motion required
4.3 Maple Ridge Leisure Centre Lifecycle Update
Staff report dated July 21, 2014 recommending that staff be directed to develop a
plan for future infrastructure needs for the Maple Ridge Leisure Centre.
4.4 Policy 3.07, Council Training, Conferences and Association Building Policy
Staff report dated July 21, 2014 recommending that Policy 3.07, Council Training,
Conferences and Association Building Policy be amended and adopted as
amended.
4.5 Recordings of Council Policy
Staff report dated July 21, 2014 recommending that the Recordings Council of
Policy be adopted.
Note: Items 4.6, 4.7 and 5.1 were forwarded from the July 7, 2014 Council Workshop
Meeting
4.6 Purchasing Policy
Staff report dated July 7, 2014 providing information on the District of Maple
Ridge Purchasing Policy.
For information only
No motion required
4.7 2014 Council Matrix
Staff report dated July 7, 2014 recommending that the Council Matrix attached as
Appendix I be adopted.
Council Workshop
July 21, 2014
Page 3 of 4
5. CORRESPONDENCE
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.
5.1 Ministry of Community, Sport and Cultural Development – 2014 UBCM Convention
Letter dated June 25, 2014 from Birgit Schmidt, Manager, Client Services, Local
Government Division, Ministry of Community, Sport and Cultural Development
providing the 2014 Provincial Appointment Book for use in requesting meetings
with provincial government staff at the 2014 UBCM Convention.
5.2 Metro Vancouver – Notification of a Proposed Amendment to the Regional Growth
Strategy by the City of Surrey
Letter dated June 30, 2014 from Chris Plagnol, Acting Corporate Officer, Metro
Vancouver providing notification of a request from the City of Surrey for a type
three amendment to the Regional Growth Strategy.
Recommendation: Receive for information
6. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL
7. MATTERS DEEMED EXPEDIENT
8. ADJOURNMENT
Checked by: ___________
Date: _________________
Council Workshop
July 21, 2014
Page 4 of 4
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 for a 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, disposition or expropriation of land or improvements, 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 potential litigation affecting the 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;
(j) information that is prohibited or information that if it were presented in a document would be prohibited
from disclosure under section 21 of 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;
(l) 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 enactment, is 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.
District of Maple Ridge
COUNCIL WORKSHOP
July 7, 2014
The Minutes of the Municipal Council Workshop held on July 7, 2014 at 9:00 a.m. in
the Blaney Room of the Municipal Hall, 11995 Haney Place, Maple Ridge, British
Columbia for the purpose of transacting regular Municipal business.
PRESENT
Elected Officials Appointed Staff
Mayor E. Daykin J. Rule, Chief Administrative Officer
Councillor C. Ashlie K. Swift, General Manager of Community Development,
Councillor C. Bell Parks and Recreation Services
Councillor J. Dueck P. Gill, General Manager Corporate and Financial Services
Councillor A. Hogarth F. Quinn, General Manager Public Works and Development
Councillor B. Masse Services
Councillor M. Morden C. Marlo, Manager of Legislative Services
A. Gaunt, Confidential Secretary
T. Thompson, Manager of Financial Planning
L. Holitzki, Director of Licences, Permits and Bylaws
C. Carter, Director of Planning
J. Charlebois, Manager of Community Planning
L. Zosiak, Planner II
Note: These Minutes are posted on the Municipal Web Site at www.mapleridge.ca
Note: Councillor Dueck was not in attendance at the call to order.
1.ADOPTION OF THE AGENDA
The agenda was adopted as circulated.
2.MINUTES
R/2014-299
Minutes It was moved and seconded
June 16, 2014
That the minutes of the Council Workshop Meeting of June 16,
2014 be adopted as circulated.
CARRIED
2.0
Council Workshop Minutes
July 7, 2014
Page 2 of 4
3.PRESENTATIONS AT THE REQUEST OF COUNCIL – Nil
4.UNFINISHED AND NEW BUSINESS
4.1 Provincial Agricultural Land Commission
•Brian Underhill, Deputy Chief Executive Officer
•Richard Bullock, Chair
Mr. Bullock and Mr. Underhill provided information on the mandate of the
Agricultural Land Commission stressing that the role of the Commission is to
protect farmland. Mr. Bullock advised that the Commission is reviewing the
changes made by the Provincial Government to the regulations and will be
meeting with local governments once the Commission is fully understanding
of the impact of those changes. He indicated that the changes will primarily
impact Zone 2 of the Province. Changes to Zone 1, which includes the Lower
Mainland, are not anticipated.
Note: Councillor Dueck joined the meeting at 9:52 a.m.
4.2 Joint Leisure Services Model Review – Draft Recommendations
•Brian Johnson, Facilitator, Professional Environmental Recreation
Consultants Ltd. (“PERC”)
Mr. Johnson gave a Power Point presentation highlighting the following with
respect to the joint leisure services model:
’
•Financial Benefits
•Options to the Current Agreement
•Conclusions
•Recommendations
Note: The meeting was recessed at 11:00 a.m. and reconvened at 3:50 p.m.
Note: Councillor Masse was not in attendance when the meeting was reconvened.
4.3 Proposed Hammond Area Plan Boundaries
Staff report dated July 7, 2014 recommending that the identified Hammond
Area Plan Boundaries be endorsed.
Council Workshop Minutes
July 7, 2014
Page 3 of 4
A video was shown highlighting the involvement of the residents of Hammond
in the Hammond Area Plan process.
The Planner provided a PowerPoint identifying maps put forward by
participants in the process of defining a boundary for the Hammond Area.
She gave a timeline on the consultation phase of the project and provided a
map developed by District staff as a result of Hammond residents’ input.
A discussion was held on the final placement of the Hammond Area Plan
boundary.
R/2014-300
Hammond Area Plan It was moved and seconded
Boundaries
Forward to Regular
Council Meeting
That the staff report dated July 7, 2014 titled “Proposed
Hammond Area Plan Boundaries” be forwarded to the July 8,
2014 Council Meeting with a revised map resulting from
discussion.
CARRIED
4.4 Proposed Sign Bylaw No. 7008-2013
Staff report dated July 7, 2014 recommending that Maple Ridge Sign Control
Bylaw No. 7008-2013 be given first, second and third readings.
The General Manager of Public Works and Development advised that the staff
report provided does not reference development signs.
The Director of Licences, Permits and Bylaws reviewed the staff report.
Discussion was held on various aspects of the proposed sign control bylaw.
Note: Items 4.5, 4.6 and 5.1 were moved forward to the July 21, 2014 Council
Workshop Meeting
4.5 Purchasing Policy
Staff report dated July 7, 2014 providing information on the District of Maple
Ridge Purchasing Policy.
For information only
No motion required
Council Workshop Minutes
July 7, 2014
Page 4 of 4
4.6 2014 Council Matrix
Staff report dated July 7, 2014 recommending that the Council Matrix
attached as Appendix I be adopted.
5.CORRESPONDENCE
5.1 Ministry of Community, Sport and Cultural Development – 2014 UBCM
Convention
Letter dated June 25, 2014 from Birgit Schmidt, Manager, Client Services,
Local Government Division, Ministry of Community, Sport and Cultural
Development providing the 2014 Provincial Appointment Book for use in
requesting meetings with provincial government staff at the 2014 UBCM
Convention.
6.BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL – Nil
7.MATTERS DEEMED EXPEDIENT – Nil
8.ADJOURNMENT – 5:05 p.m.
_______________________________
E. Daykin, Mayor
Certified Correct
___________________________________
C. Marlo, Corporate Officer
1
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: July 21, 2014
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Workshop
SUBJECT: Maple Ridge Commercial and Industrial Strategy Draft Implementation Plan - Update
EXECUTIVE SUMMARY:
Council has been engaged in the development of a Commercial and Industrial Strategy since 2011.
The recommendations of the Strategy are intended to improve, enhance, or expand the land base for
employment and economic opportunities within the community.
On January 20, 2014, Council directed staff to bring back the Strategy for endorsement. In addition,
Council directed that an Implementation Plan for the Strategy be prepared. This report provides a
draft Implementation Plan for Council’s consideration, including a workplan for addressing the
discussion items established by Council in the fall of 2013. It is noted that these discussion items
are timely, relating to potential economic opportunities that could require immediate action in order
to be realized. With Council’s endorsement of the Strategy, specific items in this workplan may
commence. As a more thorough review of the Strategy recommendations will be required, this report
includes a timeline for Council’s consideration.
On June 9, 2014, Council was presented with a draft Implementation Plan for the Commercial and
Industrial Strategy. At that time, there was confusion stemming from Appendix A to the report which
was the consultants consolidated list of recommendations. The following Resolution was passed:
That the staff report dated June 9, 2014 titled “Maple Ridge Commercial and Industrial
Strategy Draft Implementation Plan” be revised and that the revised report be presented at
the next appropriate Committee of the Whole Meeting.
As per Council direction, the staff report was revised to remove the Appendix.
Considerations for the Implementation Plan include:
A. Establishing Priorities, Pacing and Timing. More urgent priorities are to be met with action
items to take place in the short term, within the 2 to 4 year horizon, while medium term
priorities and action items will occur within the 8 year horizon, and longer term priorities
and action items will occur beyond the 8 year horizon.
B. Reporting, Business Planning and Budget. A schedule of regular reporting with updates is
suggested to reaffirm priorities and action items. Budget considerations in support of these
priorities need to be part of the Department’s Business Plan, and reviewed annually by
Council.
4.1
2
C. Staff complement. Although the Commercial and Industrial Strategy is largely the
responsibility of the Planning Department, other departments, such as Strategic Economic
Initiatives, and Engineering will be involved.
D. Strategic Alignment. The Commercial and industrial Strategy is intended to respond to the
most pressing community needs as identified by Council and reflected in corporate policies.
Recognizing that these may change over time, there is likely to be some shifting of priorities
in response to new information or new conditions. In addition, new opportunities may
emerge, such as senior agency grant programs, which could prompt a revised focus in
strategic direction.
RECOMMENDATION:
1.That the Commercial & Industrial Strategy, prepared for the District of Maple Ridge by GP
Rollo and Associates, be endorsed as amended, and
2.That staff be directed to complete the Implementation Plan for the Commercial and
Industrial Strategy based on the framework outlined in the report dated July 21, 2014, and
titled “Maple Ridge Commercial and Industrial Strategy Draft Implementation Plan - Update”.
DISCUSSION:
Implementation Plan Framework
An approach for the implementation of the Strategy is suggested below. This approach allows for the
workplan to focus on priority challenges, but also recognizes the need for flexibility to be able to shift
this focus due to changing priorities and new opportunities.
A. Establishing Priorities, Pacing, and Timing:
The Commercial and Industrial Strategy contains numerous recommendations that provide the
District with a “road map” for Commercial and Industrial growth. Some of these
recommendations can be addressed in the immediate and short term, while others are medium
or longer term priority items that require further dialogue and consideration in light of community
goals and objectives.
In advance of the endorsement of the Strategy, in May of 2013, Council directed that an incentive
program be developed to increase employment in the community. Council also recently granted first
reading to a Zone Amending Bylaw that will establish the creation of a Village Commercial Node at
248 Street and Dewdney Trunk Road. Details around this work are discussed below. Council
further established items for discussion and clarification in the fall of 2013, and refined them on
December 2, 2013 and January 20, 2014. On these latter two dates, Council was presented with
a decision making chart that outlined these items, and provided recommendations for
addressing Council’s concerns. These projects and discussion items, their associated costs,
timelines, and alternatives are outlined as follows:
Immediate Actions1
1.Council Resolution: Create a commercial node at 248 and Dewdney Trunk Road. This
discussion item has been application driven, and an amendment to the Official Community
Plan for this purpose is currently underway.
1 Council has the option of selecting Immediate Actions items to commence immediately or directing this work to commence upon
acceptance of the completed Implementation Plan and continuing for an estimated 2 year time period.
3
Staff Complement: Planning staff are the lead on this project, with support from Engineering
and other Departments being provided as a component of the application.
Alternative: as with all rezoning applications, Council has the option of denial, or establishing
conditions of approval. In this case, Council has indicated a preference for the inclusion of
rental housing in the proposed development, and therefore, it is expected that the original
proposal will be revised to reflect Council’s preference.
2.Incentive Program. Council Resolution: Creation of an Incentive Program: The development
of an incentive program was directed to commence upon completion of the consultation
program for the Commercial and Industrial Strategy. The focus of this program is District
wide, and aimed at achieving specific long term development objectives, such as the
eventual business park development of the Albion Industrial Area. An update was provided
to Council in November 2013 that outlined a number of considerations for developing the
objectives of the program. In order for this program to advance, the Strategy should be
endorsed. The process and next steps would be discussed after that time2.
Staff Complement: The Strategic Economic Initiatives and Sustainability & Corporate
Planning departments are the lead on this project, with support from Planning and others as
required.
Alternative: As discussed below, the consultation phase of the Strategy revealed that many
of the Albion Industrial Area land owners were interested in more immediate and smaller
scale improvements. If these concerns extend to other areas in the District, it may make
sense for this project to shift its focus towards shorter term opportunities.
3.Home Occupations. Council Resolution: Review regulations for home occupations. Further
review of home based business regulations could be conducted “in house”, and commence
in the short term. There may be minor budget considerations for a consultation program for
this work to obtain stakeholder input but costs can be absorbed in the Departmental budget.
A likely outcome would be zoning bylaw amendments in support of expanded opportunities
for home-based businesses.
Staff Complement: The Planning Department would be the lead on this project, with support
from Strategic Economic Initiatives, Building and Business Licensing, and other departments
as required.
Alternative: Council may not wish to commence this work at this time.
4.Albion Industrial Area. Council Resolution: Direct staff to work with land owners in Albion
Industrial Area. The immediate term work in the Albion Industrial Area involves ongoing
dialogue between District staff and property owners. While zoned M-2 General Industrial, the
Maple Ridge Official Community Plan designation of this area would permit a Business Park.
However, it is also understood that the current general industrial uses of the area are
important economic and employment generators for the District. For this reason, there is
scope for ongoing dialogue with property owners to determine possible cost-effective
approaches for the District in assisting with meeting business needs for this area.
2 It should be noted that the intent of the Incentive Program may not be to provide financial assistance, but to establish
practices aimed at assisting local businesses, such as priority processing.
4
In addition to the Incentive program, it is recognized that the most pressing business needs
may be best addressed by engaging property owners in dialogue and exploring the options
for enhancing existing businesses. A possible outcome of this program would be the creation
of a feasible set of actions for this purpose.
Staff Complement: Strategic Economic Initiatives and Sustainability & Corporate Planning
are the leads on the Incentive Program. Strategic Economic Initiatives would take the lead
on this discussion on options for existing businesses, with support from Planning and other
Departments as required.
Alternative: Council may not wish to commence this work at this time.
5. Employment Generating Lands. Council Resolution: That staff be directed to obtain a more
detailed site analysis to determine feasibility as employment generating lands (pertaining to
the following sites: Ministry of Transportation lands, properties at 128 Avenue and 232
Street , Lougheed Highway East and West of Kwantlen First Nations land and Urban
Reserve). The preparation of detailed feasibility studies of potential employment generating
lands will require consultant services. A preliminary estimate for these works has been
provided by GP Rollo & Associates to be in the range of $45,000 to $50,0003. For this
reason, it will require Council consideration during business planning, and a Council
decision to approve expenditures in support of this work.
It is noted that the future land use of the Urban Reserve is a long-term item as the timing for
development in this area is dictated by Official Community Plan policies which state that the
District will not support urban level densities in the Urban Reserve until an area plan is
adopted, and clarifies that an area plan will not commence until the population exceeds
100,000 people and residential capacity within the Urban Area Boundary is approaching
build-out. The policies further specify that the area plan would determine future land use,
densities, transportation, and servicing of the area. For this reason, it is not recommended
that detailed site analysis for the Urban Reserve be undertaken at this time but would be
considered as a long-term action item, as a component of Area Planning.
Staff Complement: The Planning Department would be the lead on this project, with support
from Strategic Economic Initiatives and others as required.
Alternatives: Council may wish to consider an alternative approach, which could include:
o A resolution to encourage employment uses on Ministry of Transportation lands,
properties at 128 Avenue and 232 Street, Lougheed Highway East and West
of Kwantlen First Nations lands;
o Considering all applications on their own merits with the applicants providing
analysis as to the feasibility of employment uses on the properties
o Direct staff to prepare an Infill Employment zone to clarify density, uses and
siting criteria for infill employment uses.
This approach is a viable alternative.
_________________________________________
3 A lower estimate may be possible with District staff providing research and support for Consultant services. This level of staff
commitment would require inclusion in the District’s workplan.
5
Other Action Items contained with the Commercial and Industrial Strategy:
As mentioned previously in this report, the Commercial and Industrial Strategy contains a large
number of strategies and recommendations to encourage economic growth in Maple Ridge well into
the future. The previous section of this report discusses a draft Implementation Plan for moving
some of these items forward in the immediate term. These items reflect Council discussion and can
reasonably be accomplished given current staffing and budget levels. The balance of items in the
strategy are less pressing, or require a more detailed discussion with other municipal departments,
and consideration in light of workload, staff complement and budget. It is recommended that a full
implementation plan would be prepared later in the year for Council consideration.
B. Reporting, Business Planning and Budget
It is noted that annual Business Planning will provide a mechanism to ensure that the
Implementation Plan for the Commercial/Industrial Strategy reflects Council priorities. This will
provide an opportunity to reaffirm direction, consider budgets, and required staffing.
C. Staff complement
The Maple Ridge Planning Department will be overseeing the implementation of the Commercial
and Industrial Strategy. There are, however, many instances where the involvement of other
departments will be critical. For example, Strategic Economic Initiatives will play a key role in
liaising with business owners and assessing market realities; Engineering will provide valuable
assistance on items such as transportation, easements and servicing constraints; and Sustainability
and Corporate Planning are taking the lead on financial incentives. Other departments such as
Operations, Building and Bylaws, Information Services, and Parks will also be involved depending on
the project.
The availability of appropriate District staff to work on these recommendations, once adopted into
the work plan, will be a factor in the timing of the Implementation Plan.
D. Strategic Alignment
As discussed in Council Workshop on December 3, 2013 and January 20, 2014, the discussion
items established by Council are reflected in this report. The Commercial and Industrial Strategy is
intended to respond to the most pressing community needs as identified by Council and reflected
in corporate policies. Recognizing that these may change over time, there is likely to be some
shifting of priorities in response to new information or new conditions. In addition, new opportunities
may emerge, such as senior agency grant programs4, which could prompt a revised focus in
strategic direction.
4 One such grant program that could prompt a shift in priorities is through the Federation of Canadian Municipalities and their
Green Municipal Fund program. This program is designed to assist municipalities in remediating contaminated sites to achieve
community objectives.
6
The development application for the property at 248 Street and Dewdney Trunk Road provides a
recent example of a found milestone that has prompted a priority shift. In response to a
development application at this site, a new commercial category in the hierarchy of the commercial
designation is proposed as an amendment to the Official Community Plan. This category aligns with
the recommendations of the Commercial and Industrial Strategy.
It should be noted therefore, that the Implementation Plan for the Strategy needs to be both focused
and flexible in pursuing work plan items that meet community objectives.
NEXT STEPS
A draft framework for the Implementation Plan of the Commercial and Industrial Strategy has been
provided for Council’s consideration. This draft points to the immediate and short term actions that
are either underway or can be undertaken based on Council priorities, budget and staffing levels. If
this approach is endorsed, a final Implementation Plan will be provided to Council in late 2014.
The Implementation Plan will involve input from other Departments to create a timeline for
achieving the action items recommended in the Strategy and endorsed by Council.
Action items arising from Council discussion have been included in this report to provide an
opportunity to advance them prior to the end of 2014. There are budget considerations attached to
some of these action items. For this reason, Council needs to weigh their options of directing these
action items to commence immediately or waiting until Business Planning to include them in the
annual budget.
CONCLUSION:
Creating a District wide Commercial and Industrial Strategy is the culmination of several years of
policy work in the District of Maple Ridge. While further work is needed to implement the
recommendations of the Strategy, a process and a framework for completing this phase of the
Strategy is provided for Council consideration.
A process has been outlined for proceeding with the Implementation of the Strategy. If the initial
priorities and expenditures as outlined in this report are approved by Council, the required works
may begin. It is recognized that additional priorities will be established through regular updates and
the business planning cycle.
“Original signed by Jim Charlebois” for___
Prepared by: Diana Hall, MCIP, RPP
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 Paul Gill”________________for_____
Concurrence: J. L. (Jim) Rule
Chief Administrative Officer
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: July 21, 2014
and Members of Council
FILE NO: Workshop
SUBJECT: MAPLE RIDGE LEISURE CENTRE REVENUE UPDATE – Q2
EXECUTIVE SUMMARY:
The attached report was presented to the Maple Ridge and Pitt Meadows Parks and Leisure Services
Commission at its meeting of July 10, 2014 and is attached for Council’s information.
RECOMMENDATION:
No resolution required.
“Original signed by Kelly Swift”
_______________________________________________
Prepared by: Kelly Swift, General Manager, Community Development,
Parks & Recreation Services
“Original signed by Paul Gill” FOR
_______________________________________________
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
:ik
Attachment: PLS Commission Report dated July 10, 2014
4.2
\\mr.corp\docs\CA\01-Admin\0550-Council-Mtgs-Public\20-Council-Workshop\01-
Gen\Agendas\2014\2014-07-21_WS\PLSC_MRLC_Q2_Update_2014-07-10.doc
SUBJECT: MAPLE RIDGE LEISURE CENTRE UPDATE – QUARTER 2
EXECUTIVE SUMMARY:
The information presented is per Maple Ridge Council’s request for regular updates on the revenue
generated through admissions and pass sales at the Maple Ridge Leisure Centre. The facility
continues to be a community gathering place where programs and services are in demand by
community residents. Despite a recent increase in private fitness clubs in the downtown core,
admission and membership sales for the first half of 2014 give confidence that budget expectations
will be met at year end.
RECOMMENDATION:
No recommendation required.
DISCUSSION:
a)Background Context:
At the March 17, 2014 meeting, Maple Ridge Council was provided with an update on the
Leisure Centre services and operations. The update was in response to Council’s request to
understand the implications that the opening of Club 16 would have on Leisure Centre revenues.
Leisure Centre revenues are approximately $2 million per year, about $900,000 of which comes
from single admissions and membership pass sales.
Category Percentage of Sales
Single Admissions 45%
Memberships 55%
Although the above table reflects overall attendance, it should be noted that almost 15% of this
consists of low-cost program participation.
When we looked at the composition of our customers, we found the following:
Category Percentage of Market 2014
Child 18%
Youth/Student 14%
Adult 54%
Senior 14%
In response to preliminary decreases in the sale of long term membership passes early in 2014,
a promotion was offered to existing and new customers during the months of December 2013
and January 2014 to encourage longer term commitments by our customers. The promotion ran
for six weeks and during this time we recognized growth in our long-term passes by more than
30% in comparison to the same period a year prior.
Maple Ridge and Pitt Meadows
Parks & Leisure Services Commission Report
REGULAR MEETING
July 10, 2014
\\mr.corp\docs\CA\01-Admin\0550-Council-Mtgs-Public\20-Council-Workshop\01-
Gen\Agendas\2014\2014-07-21_WS\PLSC_MRLC_Q2_Update_2014-07-10.doc
We continue to track Leisure Centre revenues closely; the following is a summary of our single
admissions/membership sales to date, with the comparable numbers for prior years.
MRLC February March April May June
2014 167,000 253,000 312,000 389,000 450,000
2013 190,000 283,000 360,000 448,000 508,000
2012 193,000 298,500 384,000 467,000 545,000
There is currently a slight decrease in the admission and membership areas of the Leisure
Centre revenues and this dip is consistent with what other communities experienced when new
fitness facilities opened in close proximity. All research indicates that this adjusted over time
with continued program management and customers returning for a variety of reasons.
Maple Ridge Leisure Centre programs and services are continually evaluated to ensure services
are relevant to residents’ needs for community recreation. A few examples include:
1.Exploring the increased use of technology within the Fitness Centre.
2.Providing Senior Circuit classes as value added programming for adult membership holders
and single use pass customers.
3.Staff facilitating discussions with racquet sport participants in the further development of a
racquet sport league within the Leisure Centre.
4.Strengthening the partnership with Fraser Health through improved access to the facility for
recreation therapists working with residents recovering from acute or chronic illness and
injury.
5.Exploration of a potential partnership with Fraser Health to provide cardiac rehabilitation
program for prevention and recovery of heart conditions.
6.Introduction of all new and upcoming trends in health and fitness.
These opportunities provide the community with an enriched environment by which a great
number of residents with varying abilities can participate in a safe and welcoming facility. We
also recognize that there are more specialized or advanced programs that are best served by the
private fitness sector, such as:
1.Hot Yoga, a specialized form of yoga taught in an environment where temperatures are
beyond what is possible in a recreation facility.
2. Trademarked fitness programs such as Cross Fit and Bikram Yoga, where the instructor
completes specific lesson plans, practices, and philosophies based on the trademarked
program.
3.Gender specific and 24 hour fitness facilities.
4. Comprehensive Personal Training programs.
b)Desired Outcome:
To provide Commission with quarterly financial updates on membership and admission sales.
c)Strategic Alignment:
To provide citizens with a Safe and Livable community through community recreation
opportunities.
d)Business Plan/Financial Implications:
If the decline in revenue cannot be offset by revenue generating programs and services there is
a possibility that revenue targets may not be met.
\\mr.corp\docs\CA\01-Admin\0550-Council-Mtgs-Public\20-Council-Workshop\01-
Gen\Agendas\2014\2014-07-21_WS\PLSC_MRLC_Q2_Update_2014-07-10.doc
CONCLUSIONS:
The variety of programs and services provided, for all ages and abilities, at the Leisure Centre serves
the community well and continues to retain existing patrons and attracts new users to the facility.
Revenue generated at the facility as a whole will offset the slight decreases in membership sales
and we will be on target to meet budget at the end of the year. Staff will continue to monitor monthly
revenue trends, adjust operations and increase efficiencies where necessary reporting back progress
in the third quarter.
‘Original signed by Christa Balatti’
Prepared By: Christa Balatti, Recreation Manager, Health &
Wellness
‘Original signed by Wendy McCormick’
Reviewed By: Wendy McCormick
Director Recreation
‘Original signed by Wendy McCormick, Acting General Manager’
Approved By: Kelly Swift
General Manager, Community Development
Parks & Recreation Services
: cb
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: July 21, 2014
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Workshop
SUBJECT: LEISURE CENTRE LIFECYCLE UPDATE
EXECUTIVE SUMMARY:
The Maple Ridge Leisure Centre was British Columbia’s first leisure aquatic facility when it was built
in 1980. At the time, it was considered to be state of the art with leading edge technology and was
the pride of the community. This facility has served the community well for a significant period of
time and staff now recommends that we develop plans for major infrastructure replacements and
repairs to ensure continued service into the future.
RECOMMENDATION(S):
That staff be directed to develop a plan, including funding sources, for the infrastructure needs
identified in the staff report dated July 21, 2014
DISCUSSION:
a)Background Context:
As part of the 2002 core area project, the Maple Ridge Leisure Centre was significantly
expanded with the addition of two pools. The facility now consists of five pools, including the
competition pool, leisure pool and hot tub. While some expansions to the chlorine,
mechanical and filtration system were done in 2002 to accommodate the new pools, much
of the original mechanical, plumbing and filtration systems are now over 35 years old.
There has been significant discussion over the last 10 to 15 years regarding major
infrastructure replacement funding for the aging municipal infrastructure, and the need to
establish and maintain appropriate funding to replace these assets when they reach the end
of their useful or functional life. The current infrastructure replacement program authorized
by Council has been instrumental in keeping many of our facilities in good operating
condition, and in many cases, has extended the life of some facilities, providing many more
years of use. Examples of recent leisure centre infrastructure projects include; new tiles in
the change room areas, renovated washrooms, reconfiguration of the foyer area and the
replacement of the elevator; as it was previously out of service more often than in use. These
projects would not have been possible without the approved infrastructure funding that
currently exists.
Examples of other major infrastructure replacements that utilized this funding source include
new roofs on the Randy Herman Safety Building, RCMP Building, Whonnock Community
Centre and Municipal Hall. The Leisure Centre and Randy Herman boiler replacements were
also achieved through this funding when they reached the end of their functional life, or as in
one case failed beyond repair when it had to be replaced. These major equipment failures
are extremely problematic when dealing with original equipment in older facilities as the
Page 1 of 4 4.3
areas are generally inaccessible and can require the removal of roofs and/or walls to get the
equipment out.
While the current infrastructure funding has allowed for a significant amount of small to
medium sized infrastructure replacement work to be accomplished, there are still many
projects in the Districts long range infrastructure list that will need to be addressed at the
appropriate time. While every effort is made to get the full value, and expected life from our
mechanical systems, it is also important to be proactive, particularly with older equipment.
For example, continuing to use mechanical systems beyond their reasonable life expectancy
incurs a risk of system failure, which could result in the closure of a facility for a significant
period of time. For instance, while a replacement roof top HVAC unit can take several weeks
to be delivered, a building can still function with a poorly functioning HVAC system. However,
a failed or even poorly functioning pool filter will require the pool to be closeduntil
replacement filter can be found. There are five areas within the Maple Ridge Leisure Centre
that need attention:
1.Filtering Systems
The filter systems are original equipment and are now considered to be past their useful life
and are unable to keep up to current bather loads, particularly on busy days. This results in
water balancing issues. The filters that we use are obsolete so parts must be custom made
when repairs are necessary and this is costly.
2.Plumbing
During the last Maple Ridge Leisure Centre maintenance closure, minor leaks were noted in
one of the surge tanks. Although the water seepage did not appear to be significant,
monitoring of the pool levels was undertaken to gauge the seriousness of the problem. This
measurement has determined that the hot tub and leisure pools are consistently losing
significant volumes of treated (heated and chlorinated) water. Further tests have determined
that the water loss is associated with the piping below the deck and it is not known where
the water is going. As a result, there is the risk of subsidence and weakening of the pool
tanks. As the plumbing for the pools is located below the decks, major construction involving
the removal of the pool decks will be necessary to identify the specific issue and correct the
problem.
3.Mechanical Room
While the mechanical room equipment has served us well, it too is starting to show its age
and is due for a major overhaul.
4.Chlorination System
The pools rely on a chlorine gas system which was state of the art when first installed. In
recent years however, there have been some challenges with this system regarding leak
detection, and safety protocols for changing gas bottles. An ultraviolet (UV) system with
either liquid chlorine or chlorine pucks should be looked at for pool cleanliness. This would
eliminate the chlorine alarms that we currently experience and alleviate the need to
evacuate the building when a leak is detected.
Page 2 of 4
The chlorine room is located at ground level which means that chlorine gas is being piped
through to the mechanical rooms in the basement. Changing the pool sanitizing system to a
combination liquid chlorine and UV system or a chlorine puck and UV system, would
eliminate the need for chlorine gas.
5.Accessibility
Standards for accessibility to the pool facilities have changed significantly over the last 35
years. Newly constructed facilities have removed barriers to access for their patrons who
have a variety of fitness levels and physical abilities. If the District will be considering major
capital works to deal with some of the above noted issues, for plumbing, mechanical, filters
and water purifications systems, it would be prudent to investigate the potential to provide
wheelchair or gradual walkway entry for any of the pools that may require major capital
repairs.
b)Desired Outcome(s):
A clearly defined scope of work should be developed to inform Council of the short, medium
and long term capital works projects that will be needed in order to extend the useful life of
the aquatic facilities in the Leisure Centre as well as any additional components or solutions
that could reduce or eliminate accessibility issues.
c)Strategic Alignment
Monitoring the condition of our building infrastructure is consistent with the direction
provided by Councils strategy to keep the District’s infrastructure in good condition, and to
take steps to extend the useful life of its buildings and facilities whenever possible, thereby
avoiding the costs associated with replacing expensive buildings and facilities that have
outlived their useful life through decay or inadequate infrastructure maintenance.
d)Citizen/Customer Implications:
It is anticipated that most of the work that will soon be needed in the mechanical rooms will
not be seen by the general public, although they are likely to feel more assured when the
work has been completed that cleanliness, safety and reliability have been a primary focus of
the work. Completion of this work will assure safety and reliability and avoidance of
unanticipated closure. The areas that would likely be most visible to the public on completion
of major upgrades would be the accommodation of people with disabilities if these
improvements are included.
e)Interdepartmental Implications:
Parks and Leisure staff will need to work closely with other departments to prioritize the
works and to develop a financial strategy utilizing available infrastructure funding
f)Business Plan/Financial Implications:
A financial plan, including identification of funding sources, needs to be developed for the
works identified in this report.
g)Policy Implications:
None
Page 3 of 4
h)Alternatives:
The plumbing, mechanical and filtration systems will need to be addressed soon. Currently a
relatively minor repair to these systems could require draining the pool tanks as there are
very few isolation valves in the system. The system design was acceptable when it was new,
however, now that it is 35 years old with the addition of age type defects, there is a risk of
prolonged closure to complete the repairs.
CONCLUSIONS:
The plumbing, mechanical and filtration systems work is considered urgent. While the chlorination
systems and accessibility issues also need attention, they are workable at this time; however, it will
be much more expensive to do these items later and will require a second disruption to the deck and
pool tanks. That is why we recommend that a plan for the work, including funding sources, be
developed.
“Original signed by David Boag”
_______________________________________________
Prepared by: David Boag
Director, Parks and Facilities
“Original signed by Kelly Swift”
_______________________________________________
Approved by: Kelly Swift
General Manager of Community Development, Parks and Recreation
“Original signed by Paul Gill” FOR
_______________________________________________
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
Page 4 of 4
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: July 21, 2014
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Council Workshop
SUBJECT: Policy 3.07, Council Training, Conferences and Association Building Policy
EXECUTIVE SUMMARY:
At the February 11, 2014 Council meeting, Council passed the following resolution:
“That Council review Policy 3.07 Council Training, Conferences and Association Building.”
This report provides information on Policy 3.07and information gathered from other Metro
Vancouver municipalities to assist Council with its review of this policy.
RECOMMENDATION:
That Policy No. 3.07, Council Training, Conferences and Association Building be amended as
attached to the staff report dated July 21, 2014 and be adopted as amended.
DISCUSSION:
Policy 3.07, attached as Appendix I, was adopted by Council in January 2009. The policy identifies
the process for establishing the annual budget allocation for training and association building for
individual Council members. The recommended changes appear in the Appendix.
Most other Metro Vancouver municipalities have some form of policy, bylaw or guidelines covering
Council expenditures. The contents of those documents vary considerably. Attached as Appendix II
is a spreadsheet comparing the key elements of those municipalities who have established budget
limits and an adopted policy for Council expenditures.
Below is a discussion of the key elements of Policy 3.07.
Budget
Policy 3.07 established an annual budget of $6,500 for the Mayor and $5,000 for each Councillor
for conferences and self-directed training. The budget is reviewed annually. During the term of
office, members may carry-forward unspent monies from their individual budget to the following year.
The policy currently does not require Council approval to carry forward monies. It was recommended
by the Auditor that this be changed to require Council approval so that funds cannot be accumulated
through the term and used for unapproved single large expenditures. Monthly updates are provided
to Council so it is recommended that the policy be amended to reflect this.
4.4
Allowable Expenditures
Criteria for evaluating participation in training, conference and association building opportunities are
included in the policy.
Expenditures in Excess of Budget
Policy 3.07 requires prior approval of Council for expenditures in excess of the budget. This is in line
with the requirements of other municipalities. It is recommended that the policy be clarified to reflect
that approval is required for expenditures in excess of the annual budget.
Approval of Expenses
Prior approval of expenditures is not required under Policy 3.07. An exception is made for
participation in external committees where Council approval is required. An additional budget of
$3,500 is set aside for this purpose. Approval processes vary across the municipalities. No changes
to the approval process are being recommended.
Conclusion:
Policy 3.07 is in line with policies of other municipalities. Minor changes are recommended to
provide clarity to the approval process for expenditures in excess of the annual budget and to the
process to carry forward unused monies.
“Original signed by Ceri Marlo”_____________________
Prepared by: Ceri Marlo, C.M.C.
Manager of Legislative Services and Emergency Program
“Original signed by Paul Gill”________________________
Approved by: Paul Gill, B.B.A, C.G.A, F.R.M
General Manager: Corporate & Financial Services
“Original signed by Frank Quinn”____________________
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
:cm
Page 1 of 3 Policy 3.07 (Rev. 2)
Appendix I
POLICY MANUAL
Title: Council Training, Conferences and
Association Building
Policy No : 3.07 (Rev. 2)
Supersedes:
Council Training, Conferences
and Association Building Policy
3.07 (January 6, 2009)
Authority: Legislative Operational
Approval: Council CMT
General Manager
Effective Date: July 22, 2014
Review Date: July 2015
Policy Statement:
Municipal Council will review the Legislative Services budget at least annually. Adjustments to
established budgets will be considered as part of the District’s Business Planning process.
Purpose:
Council members are asked to make important decisions on behalf of the citizens of Maple Ridge.
Continuous learning and association building are important in carrying out this duty.
The District supports training and association building and many such opportunities arise
throughout the year. Financial resources are limited so the costs versus the benefits must be
weighed and priorities established. At the end of each fiscal year, within the current term of office,
members of Council may carry-forward unspent conference and self-directed training monies to the
following year.
Definitions:
1. Conferences
This category refers to learning opportunities such as the annual Union of BC Municipalities
Convention, the annual Federation of Canadian Municipalities conference, and the annual
conference of the Lower Mainland Local Government Association.
2. Council approved external committee work
This category refers to training and networking opportunities that arise out of Council approved
external committee work. Examples of such work include appointments to FCM or UBCM
committees.
Page 2 of 3 Policy 3.07 (Rev. 2)
3. Self Directed Training
This category refers to training, workshops or conferences that individual members of Council
may wish to participate in that are not included in the first two categories. Its purpose is to
allow Council members to develop skills and knowledge relating to their role as a member of
the governing body of Maple Ridge.
4. Association Building
This category refers to local events that individual members of Council may wish to participate
in. Its purpose is to allow Council members to network and develop relationships relating to
their role as a member of the governing body of Maple Ridge.
5. Cost/Benefit Analysis
The following criteria will be used to evaluate participation in training, conference and
association building opportunities:
i) Does the work done by the body / committee support Council’s Strategic Plan?
ii) Does the body / committee make decisions that could impact Maple Ridge?
iii) Does the organization provide support to Maple Ridge? (financial or otherwise)
iv) Does participation help fulfill their duties & responsibilities?
v) Does participation provide valuable networking opportunities?
Key Areas of Responsibility
Action to Take
1. In September of each year, Council, in conjuction with
their Finance officer, will review current year expenditures,
estimate costs to year-end and consider adjustments for
the ensuing financial planning period.
The current budget allocation is as follows and has
been accommodated within the overall budget for
Legislative Services:
Mayor (annually) $6,500
Councillor (annually) $5,000
2. While arrangements for these events must be coordinated
through the Executive Assistant to the Mayor,
responsibility and accountability for these allocations will
rest with individual Council members.
3. The Finance Department will provide a quarterly monthly
financial update to assist Council members in managing
their allocations.
4. Prior approval from Council will be required for
expenditures in excess of the annual budget
Responsibility
Municipal Council
Finance Officer
Municipal Council
Finance Officer
Municipal Council
Finance Officer
Finance Officer
Municipal Council
Page 3 of 3 Policy 3.07 (Rev. 2)
5. Approval from Council will be required to carry forward
unspent monies to the following year.
5.6. An additional $3,500 (per Council, not individual)
is available to cover out-of-pocket expenses for specific
committee work approved by Council. While many
organizations are able to cover expenses for appointees,
the purpose of this allocation is to provide assistance
where such recovery is not possible.
Municipal Council
Municipal Council
Finance Officer
APPENDIX IICommunity Maple Ridge Delta West Vancouver Pitt Meadows New Westminster West Vancouver White Rock Langley, City CoquitlamPolicyPolicy Bylaw Policy Policy Policy Policy Policy Policy PolicyBudget allocation$6,500 - Mayor$5,000 - Councillor$3,500 additional budget for committee work approved by CouncilNot identified in bylawMayor - $5,500Councillors - $3,500Set at beginning of each 3 year term and to be expended over that term.$11,000 budgeted for UBCM, LMLGA, other meetings and education$3,000 per yearMayor - $5,500Councillors - $3,500DiscretionaryMayor - $4,500 (3 yrs)Councillors - $3,000 (3yrs)EventsMayor - City pays and determines attendanceCouncillors - $750 available annually for local eventsMayor - $17,500 (3 yrs)Councillors - $9,730 (3yrs)3% inflactionary increase adjustment on remaining amount at end of each yearPolicy governs travel expenses only, no budgetted $'s identified in policyQualifying expendituresConferencesSelf-Directed TrainingAssociation BuildingExternal Committee WorkFCM, UBCM, LMLGA Overnight accommodation, transportation other than personal vehicle, meals, gratuities, registration fees, appopriate incidentalsTraining for leadership, vision, team-building, group dynamics, group decision-making, priority setting, developng policy and technical areas such as land use, Provincial or National conferences, conventions or seminars at the decision of Council.Conferences, workshops, seminars, award dinnersConvention, orientation, education and training or function directly related to the duties of a member of CouncilDiscretional education, conferences or eductionFCM, UBCM, LMLGA, BCRPA, Communities in Bloom, any other event in BC where member is representing the CityFCM or 1 FCM sponsored event outside of the provinceUBMC, LMLGA, and any other conference in the province, out of province conference requires resolution of CouncilApproval of expenditures requiredOnly for external committee workApproval by Council in advance of any other local government related conventions, conferences, tours or seminars, events, official functionsNone identifiedFunctions if authorized by the Mayor, Mayor assigns attendance at FCM, Council approval required for provincial or national conferences, conventions or seminarsEvent tickets where officially representing the City authorized by the MayorNoExpenditure in excess of budgetPrior approval of Council requiredN/AMust be authorized by resolution of CouncilCouncil resolution of expenses outside of the allowanceMust be authorized by resolution of CouncilAuthorized by motion of CouncilAuthorized by the MayorOtherActual cost of child care up to $40 per day while attending an event of official functionLimited number of specified city events that the City covers event costs forExpenses covered for UBCM, FCM, LMLGA, New Elected Seminar, and conferences where member designated by motion to attendObligations to fulfill obligations of appointment to a committee or organization by Council funded from other sourcesCouncil Training and Expense Policy Comparison
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: July 21, 2014
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Council Workshop
SUBJECT: Recordings of Council Policy
EXECUTIVE SUMMARY:
In November 2011 Maple Ridge began recording Council, Committee of the Whole and Public
Hearing meetings and posting the recordings to the website. Since then live streaming of Council
meetings was added in April 2014 and work will commence soon to enable recording of Council
Workshop. It is recommended that a policy be adopted to govern the use and disposition of those
recordings. The recordings serve to provide broader access to the public meetings of Council. The
minutes of the meetings remain as the official record of the meeting.
Attached as Appendix I is the Recordings of Council Policy. The policy was drafted with the advice of
legal counsel.
RECOMMENDATION:
That the Recordings of Council Policy attached to the staff report dated July 21, 2014 as Appendix I
be adopted.
DISCUSSION:
a)Background Context:
One of the key strategies of Vision 2025 is to function as an open government with the greatest
possible access by citizens to information and opportunity for engagement in decision making
processes. Providing easier access to view the meetings of Council certainly assists in meeting
that strategy. This policy provides guidelines for the broadcasting and transparent management
of those records.
The policy provides guidelines for notification to the public that meetings are being recorded, for
termination or interruption of the live streaming and/or recording, and establishes the retention
period for recordings as four years from the date of the meeting. The four years matches the
new term of office of a Council.
In developing the policy, staff attempted to locate similar policies in other communities. We were
unable to locate a policy from a local government in BC but did locate policies from Calgary,
Alberta, Kingborough, Australia, and Strathfield, Australia. Those policies are attached as
Appendix II.
4.5
b)Desired Outcome(s):
This policy will provide guidelines for the management of the live streaming and recording of
Council meetings in a manner that will provide easier access to the meetings while protecting
against the inappropriate publication of personal information
c)Alternatives:
Council could choose not to have a policy on the recording of Council meetings. This is not
recommended by staff or legal counsel
CONCLUSIONS:
“Original signed by Ceri Marlo”_________________________
Prepared by: Ceri Marlo, C.M.C.
Manager of Legislative Services and Emergency Program
“Original signed by J.L (Jim) Rule”______________________
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
:cm
POLICY MANUAL
Title: Recordings of Council Meetings
Policy No :
Supersedes: NEW
Authority: Legislative Operational
Approval: Council CMT
General Manager
Effective Date:
Review Date:
Policy Statement: Public meetings of Council may be broadcast on the website and the recordings
posted to the website following meetings.
Purpose: This policy will provide guidelines for the broadcasting and transparent management of
recordings of Public Hearings, Council, Committee of the Whole and Council Workshop meetings
held in the Council Chambers and Blaney Room at 11995 Haney Place, Maple Ridge.
Definitions:
Council: Council consists of seven elected officials and includes the Mayor and six Councillors
Formatted: Work performed to post the recording to the website with all presentation materials
and to include only recordings of the meetings from the call to order through to
adjournment.
Meeting: Includes Committee of the Whole, Council, Council Workshop and Public Hearing.
Does not include meetings that are closed to the public in accordance with the
Community Charter.
Website The website of the City of Maple Ridge.
Appendix I
Page 1 of 3 Policy
Key Areas of Responsibility
Action to Take
Public meetings of Council held in Council Chambers and Blaney
Room may be live streamed over the website and recorded. Any
meetings or portions of meetings that are closed to the public in
accordance with section Sections 90 and 92 of the Community
Charter will not be broadcast or recorded.
Signage shall be posted to ensure presenters and members of the
public are aware that public meetings are being live streamed,
recorded and made available over the website.
At the commencement of each meeting, the Mayor or Chairperson
shall notify those present, including members of the public, that
the meeting is being live streamed and recorded in accordance
with this policy for posting to the website.
A designated staff member will be responsible for the operation of
the live streaming and recording equipment
The Mayor or Chairperson has the discretion and authority at any
time to direct the termination or interruption of the live streaming
and recording of the meeting if he or she considers it prudent or
advisable to do so.
Council may, from time to time, direct staff to remove recordings
or portions of recordings from the website where it considers it
prudent or advisable to do so, including for the purpose of
avoiding the inappropriate publication of personal information.
There may be situations where due to technical difficulties the live
streaming and recording will not be available. If such
circumstances occur the Mayor or Chairperson will advise those
present that live streaming and recording is not available. In the
event the technical difficulties are not identified during the
meeting, this information will be displayed on the website.
The recording will be formatted and posted to the website within
three (3) days of the meeting.
Recordings will be available to the public over the website for a
period of four (4) years from the date of the meeting. Once the
four year (4) year retention period has elapsed the recording shall
be deleted.
Unless otherwise indicated, copyright to recordings of council
meetings made available on the District’s website is owned by the
District. Permission is granted to produce or reproduce the
Responsibility
Clerk’s Department
Mayor or Chairperson
Clerk’s Department
Mayor or Chairperson
Council
Mayor or Chairperson
Clerk’s Department
Clerk’s Department
Clerk’s Department
Page 2 of 3 Policy
recordings posted on the District’s website, or any substantial part
of such recordings, for personal, non-commercial, educational,
and news reporting purposes only, provided that the copied
material is not modified or altered and ownership of the material
is attributed to the District. For certainty, no person may use the
recordings for political party advertising, election campaigns, or
any other politically partisan activity. Unless expressly authorized
herein, no part of the recorded materials posted on the District’s
website may be reproduced except in accordance with the
provisions of the Copyright Act, as such Act may be amended or
replaced from time to time, or with the express written permission
of the District.
The adopted minutes of the meetings remain the official records.
The recordings are to promote broader access to meetings.
Page 3 of 3 Policy
Rec_Leg_Meetings__Policy _CC001.Docx Page 1 of 2
ISC: UNRESTRICTED
COUNCIL POLICY
Policy Title: Recordings of Legislative Meetings Policy
Policy Number: CC001
Report Number: C2011-32
Approved by: Council
Effective Date: 2011, April 11
Business Unit: City Clerk’s Office
BACKGROUND
As approved in C2011-08, Online Archive of Legislative Video, audio-visual
recordings (video) of Regular Council and Standing P olicy C ommittee meetings
will be made available online. City Clerk’s currently makes agendas and m eeting
minutes available online.
The City of Calgary City Clerk’s Office has previously used audio recordings of
Council meetings.
Shaw TV has broadcast ed City of Calgary Council meetings for many years,
while The City itself has made live video of legislative meetings available on the
Internet since 2009.
PURPOSE
This policy supports the City of Calgary Procedure Bylaw 44M2006 , as amended,
in identifyi ng the expectations and requirements of video recordings of Regular
Council and Standing Policy Committee meetings and making the recordings
available online. This policy reflects The City of Calgary’s ongoing effort to
improve the ease-of -access and transparency of the legislative process.
POLICY
The City Clerk shall make video recordings of Regular Council and Standing
Policy Committee meetings available t o the public on the Internet for a period of
three (3) years from the date of the meeting.
The City Clerk shall make video recordings of Special Council meetings held in
the Council Chambers available to the public over the Internet for a period of
three (3) years from the date of the meeting.
Appendix II
Rec_Leg_Meetings__Policy _CC001.Docx Page 2 of 2
ISC: UNRESTRICTED
These recordings promote broader access to meetings; the confirmed minutes
remain the official records of legislative meetings.
In accordance with Section 208 (1) of the Municipal Government Act, minutes of
meetings are to be recorded without note or comment and presented for adoption
at a subsequent meeting. The keeping of a video record of legislative meetings in
no way detracts or undermines the position of confirmed minutes as the official
record of decision.
Signage shall be posted to ensure that presenters and members of the public are
aware that all public meeting proceedings are being broadcast ed, recorded and
made available over the Internet.
T he City Clerk shall make an audio recording of Special Meetings of Council held
in a location other than the Council Chambers, regardless of the location of the
Special Meeting, at whatever level of recording is possible.
PROCEDURE
O nce the three (3) year retention period has elapsed, the recorded audio and/or
video shall be disposed of according to:
•Records Management Bylaw 53M99,
•Administrative polic y GN-016 Transitory Records , and
•Records Management Program Guideline 03-02-08 Records Hold
Guideline
D isposal of the recordings can be postponed if an external written request to
retain the recordings is submitted to the City Clerk before the retention period
has elapsed, followed by receipt of a Court Order within sixty (60) days of the
written request.
AMENDMENTS
O n 2006 November 13 Procedure Bylaw 44M2006 section 57 (1) (2) (3) (4) (5)
and (6) amended Section 53 (1) of The City of Calgary Procedure Bylaw
30M2002.
T his policy replaces the Access to Council Tape Policy.
COUNCIL MEETINGS
(Policy No. 1.10)
-�
AUDIO RECORDING
LAST
NEXT
MINUTE
GUIDELINES
REVIEW
Feb 2012
REVIEW
March 2014
REF
C35/2-12
POLICY
1.1 This policy provides the Council adopted guidelines for the transparent
STATEMENT:
management of the audio recording of Council and Council Committee
meetings.
OBJECTIVE:
2.1 The objective of this policy is to enable greater transparency, accountability
and efficiency in relation to meetings of Council
2.2 Audio recording of meetings is another tool which can facilitate community
involvement in Council meetings and enable greater public awareness of
the decision making processes.
2.3 Audio recording of Council meetings can be used to assist in the
preparation of complete and accurate minutes.
SCOPE:
3.1 This policy applies:
a. to all formal Council meetings (including special meetings) held in the
Council Chambers at 15 Channel Highway, Kingston.
b. to all formal meeting (including special meetings) of the following
Committees:
(i) Planning Authority Committee
(ii) Infrastructure & Recreational Services Committee
(III) Governance & Finance Committee
(iv) Community Development & Arts Committee
(v) Environment & Development Committee
3.2 This policy does not apply to any other meetings at Council.
PROCEDURE:
4.1 All meetings of the Council and its Committees (refer 3.1 (b)) shall be
(POLICY DETAIL)
recorded and the audio file made available on Council's website within two
business days following the meeting.
4.2 In accordance with Regulation 33 of the Local Government (Meeting
Procedures) Regulations 2005 audio recordings will be made of all meeting
proceedings except for the proceedings of meetings or parts of meetings
closed to the public in accordance with Regulation 15(2).
4.3 Those parts of meetings which are closed to the public in accordance with
Regulation 15(2) will not be recorded.
4A At the commencement of each meeting, the Mayor or Chairperson (in
respect to Committee meetings) shall notify those present, including
members of the public, that an audio recording of the meeting will be
made. It must be announced that the audio recording will last the length of
the open meeting unless terminated in accordance with this policy.
4.5 A Council Officer will be responsible for the operation of the audio
recording equipment including the commencement and termination of the
recording in accordance with meeting procedures or as directed by the
Mayor or Chairperson.
4.6 The Mayor or Chairperson has the discretion and authority at any time to
direct the termination of the audio recording of the meeting. Such a
direction however, shall only be given in exceptional circumstances (eg if a
person's safety may be placed at risk by the continuation of the audio
recording).
4.7 The original recordings of meetings are to remain unmodified and stored
for a period of not less than 6 months from the date of recording. A
compressed version of the original audio recording shall be created
(preserving adequate voice quality) and made available for download from
Council's web site and also archived in Council's Electronic Content
Management (ECM) system as the authoritative published version.
4.8 There may be situations where due to technical difficulties, that audio
recording will not be available. If such circumstances occur the Mayor or
Chairperson will advise those present that audio recording is not available.
In the event that an audio recording file becomes corrupt for any reason
and is therefore not available in Council's archives this information will be
displayed on the website.
GUIDELINES:
5.1 The closed session section of any meeting (refer 3.1) will not be recorded.
5.2 The audio recording of a meeting (refer 3.1) may be used by staff in the
preparation of minutes or by Council (at the discretion of the Mayor or
Chairperson) during the 'Confirmation of Minutes' section of a subsequent
meeting to clarify a matter relating to the minutes being confirmed.
5.3 In relation to item 5.2, the audio recording of the previous meeting should
be accessible at the meeting where the minutes will be confirmed.
5.4 The audio recording of a meeting does not supersede the written minutes
therefore a direct transcript (text version) of the recording will not be
prepared.
5.5 Audio recordings shall be removed from Council's website after a period of
six months from the date of recording. Any subsequent request to access
an archived file must be provided in writing to the General Manager
detailing the basis for the request.
5.6 In response to a formal request from an appropriate authority (ie
Ombudsman, Tasmania Police, Integrity Commission) archived audio
recordings are to be made available providing such requests are
permissible under the laws of the State of Tasmania.
COMMUNICATION:
6.1 A promotional brochure of the availability of audio recording will be
prepared and made available through Council's customer service area.
The availability of audio recordings will also be prominently displayed on
the home page of Council's website.
LEGISLATION:
7.1 Regulation 33 of the Local Government (Meeting Procedures) Regulations
2005 provides as follows:
33. Audio recording of meetings
(1) A council may determine that an audio recording is to be made of any
meeting or part of a meeting.
(2) If the council so determines, the audio recording of a meeting or part of
a meeting that is not closed to the public is to be —
(a) retained by the council for at least 6 months; and
(b) made available for listening on written request by any person.
DEFINITIONS:
RELATED
DOCUMENTS:
AUDIENCE:
(3) the minutes of a meeting, once confirmed, prevail over the audio
recording of the meeting.
(4) A council may determine any other procedures relating to audio
recording of meetings it considers appropriate.
7.2 Unlike Parliament, Council meetings are not subject to parliamentary
privilege, and both Council and the individual may be liable for comments
that may be regarded as offensive, derogatory and/or defamatory.
An `audio recording' or `recording' for the purposes of these guidelines refers to
a digital audio file.
The `Council' means Kingborough Council.
8.1 Councillors, Council Staff, the public.
Audio Recording of
Council and
Committee Meetings
Policy
As at 6 September 2012
Audio Recording of
Council and
Committee Meetings
Policy
Strathfield Council Audio Taping of Council & Committee Meetings Policy (as at 6 September 2012) Page 2 of 4
POLICY
TITLE AUDIO RECORDING OF COUNCIL AND COMMITTEE MEETINGS
POLICY
DATE OPERATONAL 16 September 2008
REVISED 6 September 2012 REVIEW 2015
RESPONSIBILITY Corporate Services
ASSOCIATED
LEGISLATION
Local Government Act 1993 and Local Government (General)
Regulation 2005
Government Information (Public Access) Act 2009
Privacy & Personal Information Act (NSW) 1998
State Records Act 1998
Surveillance Devices Act 2007
ASSOCIATED
POLICIES
Strathfield Council Code of Meeting Practice
Privacy NSW – User Manual
Department of Local Government (2005), Meeting Practice Note
No.16
1.0 Introduction
1.1 Title and Commencement
This policy is titled Strathfield Council Audio Recording of Council and Committee Meetings
Policy. This policy was approved on 16 September 2008 by the General Manager. This
policy was last amended on 6 September 2012.
1.2 Background and Purpose of Policy
This policy was developed to address requests to access recordings of council or
committee meetings.
1.3 Objectives of the Policy
The objective of this policy is to set out procedures for audio recording of Council meetings
in regard to appropriate creation, storage, usage, access and disposal in accordance with
legislative and policy requirements.
1.4 Coverage of the Policy
Strathfield Council Audio Taping of Council & Committee Meetings Policy (as at 6 September 2012) Page 3 of 4
The policy applies to all open meetings of Council and Committees of Strathfield Council
and applies to Council staff and Councillors.
1.5 Definitions
Committee Meeting - Means meeting where all members are Councillors.
Audio Recording - Means any recording made by any electronic device capable of
recording sound. This includes but is not limited to recordings made by video camera,
cassette recorder, or DAT recorder, and stored on compact disc (CD), Digital Audio Tape
(DAT), or in any other format (such as WAV, MP3, etc).
2.0 Policy Statement
2.1 Preamble
In accordance with s.375(1) of the Local Government Act and associated Regulations,
Councils are required to keep accurate minutes of meetings which record attendance,
details of each motion and any amendments, names of movers and seconders of motion or
amendment, whether motion is passed or not, and decisions (resolutions) of the meeting.
While not a requirement of the Local Government Act and Regulation, audio recording of
Council and Committee meetings is a common practice in NSW Councils. The main
purpose of audio recording is to assist in preparation of meeting minutes.
“Audio tapes are not considered a ‘minute of a council meeting’ under the Government
Information (Public Access) Regulation 2009 and therefore are not ‘open access’
information.”
Audio tapes are considered ‘temporary’ records of Council as their main purpose is to
assist in preparation of minutes. Once the minutes are confirmed, the audio tapes are no
longer needed. The official record of the meeting is not the audio recording but the meeting
minutes, which require confirmation by Council resolution and must be signed by the
Chairperson of the meeting.
2.2 Purpose of Audio Recordings of Meetings
Audio recordings will be made of open Council and Committees meetings excluding
confidential matters as provided by Section 10A of the Local Government Act 1993 for the
purpose of:
assisting in the preparation of minutes
ensuring decisions are accurately recorded
verifying the accuracy of minutes prior to their confirmation.
2.3 Public Notification of Recording of Meetings
In order to comply with the Surveillance Devices Act 2007 and the Privacy and Personal
Information Protection Act 1998 advice will be provided to the members of the public
attending meetings that an audio recording of the meeting will be made. The wording of the
advice will be as follows:
‘This meeting is being recorded on audio tape for minute-taking purposes as authorised by
the Local Government Act 1993.’
Strathfield Council Audio Taping of Council & Committee Meetings Policy (as at 6 September 2012) Page 4 of 4
The advice will be displayed in the following manner:
On the notice of agenda for meetings of Council and Committees
On notices at the entry to the Council Chambers or place where meetings are held
Verbally by the Chairperson at the commencement of the meeting or Open Forum
during ordinary meetings of Council.
2.4 Storage of Recordings
Audio recordings will be stored securely by Director Corporate Services so that only
persons authorised to do so by the General Manager can access them.
Audio recordings will be stored until three (3) months after the minutes from the meeting to
which they relate are confirmed by Council (refer to State Records General Disposal
Authority (GDA39) – Local Government Records), except where retention for a longer
period is otherwise required or recommended under State Records Act 1998.
GDA 39 specifies a retention period of three (3) months for records of preparation of
meetings and production of minutes including draft minutes, transcripts and audio
recordings.
If audio recordings are made available to members of the public in accordance with Section
2.5.3, a copy of the request and relevant audio recording will be maintained in Council’s
records.
2.5 Access to Recordings
Requests to access tapes will be considered in accordance with section 8 (informal
information release provisions) of the Government Information (Public Access) Act 2009.
Council may provide access by means of listening to audio recordings in the presence of a
Council employee, approved by the General Manager, during business hours of the
Council.
Copies of audio recordings will not be provided.
A formal access application may be made under the Government Information (Public
Access) Act 2009 to part or all of the audio recording. Applications will involve payment of
a fee. Council will consider the application in accordance with the Act.
2.6 Recording of Meetings by Members of the Public
Clause 273 of the Local Government (General) Regulation 2005 provides that a person
may use a tape recorder to record the proceedings of a meeting of a Council or a
Committee of Council only with the authority of the council or committee. In order to prevent
breaches of the Privacy and Personal Information Protection Act 1998 Council will generally
not permit such recordings to be made. (refer to Clause 9 of Council’s Code of Meeting
Practice).
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: July 7, 2014
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Council Workshop
SUBJECT: Purchasing Policy
EXECUTIVE SUMMARY:
Our Purchasing Policy guides the procurement of Goods and Services by the District. This direction is
important so that best value can be obtained for the use of public funds.
The policy was approved in 2004 and while it has served us well, there are some areas that need to
be updated. Further, local government procurement is a priority area for the audits being performed
by the Auditor General for Local Government (AGLG). The AGLG has issued one preliminary report
and plans to issue the remainder of its reports by August 31, 2014. As well, the AGLG plans on
issuing a best practices guide for local government procurement.
Staff will continue to follow the reports from the AGLG and an amended purchasing policy will be
forwarded to Council reflecting best practices.
RECOMMENDATION(S):
None. Information only.
DISCUSSION:
Our Purchasing Policy was approved in 2004 and it guides the procurement of goods and services
for the District of Maple Ridge. The policy provides direction in a number of areas including the
following:
i)Obtaining “Best Value” for the dollars expended
ii)Conducting business with fairness, probity and respect for all parties
iii)Support provided by the Purchasing Section
iv)Delegated Purchasing authority and responsibility
v)Procurement tools and processes and their appropriate use
vi)Prohibitions
The policy is attached for ease of reference.
1 | Page4.6
In May, 2013, the Auditor General for Local Government (AGLG) announced performance audits of
18 local governments on three different audit topics. Two of the topics revolve around purchasing:
a.Audit Topic 1 -Achieving Value for Money in Operational Procurement
The following local governments are scoped for Topic 1 audits: City of Vernon, Corporation of Delta,
City of Revelstoke, Comox Valley Regional District, Fraser-Fort George Regional District and the
District of West Vancouver.
b.Audit Topic 3 -Learnings from Local Government Capital Procurement Projects
and Asset Management Programs
The City of Cranbrook, City of Rossland, District of Sechelt, District of North Vancouver, City of
Campbell River and City of Dawson Creek are scoped for Topic 3 audits.
The AGLG released its first report on the City of Rossland in April, 2014. The report is labeled “Part 1
of 2” as it deals with capital procurement. Part 2 of the report is planned for later in 2014 and will
deal with asset management.
The remainder of the reports are to be issued by August 31, 2014. The AGLG will also be issuing a
best practices guide for procurement.
At this juncture, it is anticipated that the best practices will include an emphasis on:
i)Conflict of Interest
ii)Documentation
iii)Reporting requirements including final reporting at project completion.
Staff will continue to review the reports from the AGLG and an amended purchasing policy will be
forwarded to Council reflecting the best practices.
“Original signed by Russ Carmichael”_______________
Prepared by: Russ Carmichael, Director of Engineering Operations
“Original signed by Paul Gill”_____________________________
Prepared by: Paul Gill, GM: Corporate & Financial Services
“Original signed by Frank Quinn”__________________________
Approved by: Frank Quinn, GM: Public Works and Development Services
“Original signed by J.L. (Jim) Rule”_________________________
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
:msj
2 | Page
Date Printed: October 29, 2009 Page 1 of 10 Policy 5.45
POLICY STATEMENT
District of Maple Ridge
Title: Purchasing
Policy No : 5.45
Supersedes: Amended
Authority: Council
Approval: November 9, 2004
Effective Date:
November 10, 2004
Policy Statement:
This policy applies to all employees or elected representatives of the District of Maple Ridge who
may be required to use corporate funds for goods or services.
Purpose:
1.PRIMARY OBJECTIVE
As part of the duties assigned to it in the Local Government Act, the Corporation of the
District of Maple Ridge must engage in the procurement of goods and services. The primary
objective of the Purchasing Division is to assist all internal customers to achieve best value
for dollars expended by the District. Lowest price can be best value, but lowest price is not
always best value. We look at the total cost of ownership, which may include but not be
limited to:
1.acquisition cost
2.quality required
3.residual value
4.disposal cost
5.training cost
6.maintenance cost
7.delivery and shipping terms
8.warranties
9.payment terms
10.performance
11.environmental impact
The Purchasing Section is committed to conducting business with fairness, probity, and
respect for all parties involved.
Date Printed: October 29, 2009 Page 2 of 10 Policy 5.45
2.SERVICES PROVIDED BY THE PURCHASING TEAM
Purchased products and services account for a significant portion of total operating cost.
This provides a continuous opportunity for cost reduction and control. The Purchasing Team
provides support to ensure an uninterrupted supply of goods and services of acceptable
quality and best value. This support includes the following:
1.Procurement: various degrees of involvement based on complexity, risk and dollar
value. Consultation with the Purchasing team is required if the purchase is beyond the
specific dollar limits of the user’s purchasing card.
2.Management of surplus and scrap: reuse or disposal for best value
3.Sourcing: new products, services or vendors or technology.
4.Research
5.Contract management: various degrees of involvement based on complexity, risk and
dollar value. All supply transactions have contractual implications.
6.Resolution of Supply disputes.
7.Standardization: products and services
8.Sponsorship: process development and contract management
9.Inventory management
10.Central Stores
11.Vendor relations and development
12.Record keeping
13.Training, coaching and monitoring on procurement and other supply issues.
PURPOSE: To summarize the responsibilities of the Purchasing Team.
3.AUTHORITY & RESPONSIBILITY
3.1 CHIEF ADMINISTRATIVE OFFICER
The Chief Administrative Officer as directed by Council delegates Purchasing authority
throughout the organization, as outlined in Schedule “A”.
3.2 GENERAL MANAGERS
The General Managers are responsible for ensuring Purchasing Policy is followed within their
areas of control.
PURPOSE:
1.To ensure that expenditures comply with the District business plans.
2.To ensure that sufficient analysis and discussion has taken place.
3.To ensure the risk of fraud, embezzlement and error is minimized.
4.SERVICE CONTRACTS
Services procurement is subject to the same policy as materials, equipment or supplies
procurement. The annual value of a service contract determines the authorization required.
EXAMPLES OF SERVICE CONTRACTS:
Professional or Consulting Services
1.Legal
2.Banking
Date Printed: October 29, 2009 Page 3 of 10 Policy 5.45
3.Engineering
4.Architectural
5.Planning
Facilities and Equipment
1.Janitorial
2.Equipment Maintenance
3.Security
Labour and Construction
1.Plumbing
2.Clean Up
3.Inspection
5.PROCESS OR TOOLS
PRINCIPAL PROCUREMENT TOOLS (subject to dollar thresholds in Schedule A)
1.Invitation to Tender: A formal request for sealed bids for the supply of specific goods or
services in response to an advertised invitation. It may be opened in public. The Tendering
process itself forms complex legal obligations.
PURCHASING MUST BE INVOLVED AND NOTIFIED WHEN THE TENDER IS FIRST BEING
DEVELOPED.
2.Request for Proposals: A formal request for sealed submissions. It is not as specific as an
Invitation to Tender. It describes an opportunity or problem and asks for solutions and costs
for those specific opportunities or problems. The RFP process itself forms complex legal
obligations.
PURCHASING MUST BE INVOLVED AND NOTIFIED WHEN THE RFP IS FIRST IS FIRST BEING
DEVELOPED.
3.Prequalification: An attempt to identify in advance of an actual Tender or RFP suppliers that
are capable of successfully accomplishing what is required in that Tender or RFP. Usually,
this is used in complex procurements only. The Prequalification process itself may form legal
obligations.
PURCHASING MUST BE INVOLVED AND NOTIFIED WHEN THE PREQUALIFICATION IS FIRST
BEING DEVELOPED.
4.Request for Information: A request for written information. It may or may not develop into a
supply contract. This does not have the legal obligations of an Invitation to Tender, Request
for Proposals or a Prequalification.
PURCHASING MAY BE INVOLVED IN A CONSULTATIVE ROLE AT THE DISCRETION OF THE END
USER.
5.Purchasing Card: The Purchasing Card is a corporate credit card issued to specific employees
for purchases within clearly defined parameters. Purchasing will determine who shall
participate in the card program and the spending limits of each card user. Every card user
will have a designated supervisor or manager for authorization.
PURCHASING MAY BE INVOLVED IN A CONSULTATIVE ROLE AT THE DISCRETION OF THE END
USER.
Date Printed: October 29, 2009 Page 4 of 10 Policy 5.45
6. CHOOSING THE BEST PROCESS OR TOOL
The Purchasing Team, after consultation with their customer will select the most suitable
procurement tool or process.
1. Time: When are the goods and/or services required?
2. Complexity: Are there specifications, alternate solutions, sub-contractors to be
considered?
3. Risk: Is there low, moderate or high risk regarding public liability, danger to our property,
failure to perform?
4. Cost: Generally, the higher the cost, the more complex the appropriate process.
7. PROHIBITIONS
The following activities are prohibited:
1. The division of contracts to avoid using the tools and practices as described in the
Purchasing Policy.
2. Purchase by the District from any member of Council, appointed officers, employees of
the District or their immediate families or from any other source that would result in a
conflict of interest.
3. Purchase by the District of any goods or services for personal use by or on behalf of any
member of Council appointed officers, employees of the District or their immediate
families.
4. The use of a purchasing card by anyone other than the person to whom the card was
issued.
5. The release of a Suppliers written or oral information. This practice is unethical and may
be illegal as well as damaging to the District’s competitive position. Requests of this
nature are to be managed through Purchasing.
8. CO-OPERATIVE VENTURES
The District may participate with other government agencies, public authorities or private
organizations in co-operative acquisition ventures where it is in the best interest of the
taxpayer to do so and may follow the procedures set out by the group responsible for the
venture.
9. PREFERENCE TO LOCAL SUPPLIERS
We support local merchants by encouraging the use of local suppliers and by purchasing
locally, where all things are equal.
The following priorities will be given where all things are equal, (i.e. after giving due
consideration to determining overall Best Value)
Firstly - Locally
Secondly - Within the Province
Date Printed: October 29, 2009 Page 5 of 10 Policy 5.45
Thirdly - Within Canada
Fourthly - Outside Canada
No percentage differences or dollar preferences will be given to purchasing locally as that
would represent a direct grant to local suppliers, however, full consideration will be given to
potential future costs or savings that may be experienced by using a local.
10.ITEMS NOT REQUIRING THE INVOLVEMENT OF PURCHASING
Although subject to all other District Policies and Procedures the involvement of Purchasing
Staff is not required for the following items:
Cash
Petty Cash
Professional and Training Activities
Training and Education
Conference Fees
Convention Fees
Courses
Magazines
Meeting Expense
Memberships
Periodicals
Seminars
Staff Development
Staff Training
Staff Workshops
Subscription
Refundable Employee Benefits
Cash Advances
Entertainment
Hotel Accommodation
Meal Allowances
Mileage Allowance – Vehicle
Miscellaneous Travel Expense (e.g. Airport Fees)
Employer’s General Expenses
Debt Payments
Grants to Agencies
Licenses (vehicle, elevators, radios, etc.)
Medical and Dental Expenses
Payment of Damages
Payroll Deduction Remittances
Petty Cash Replenishments
Date Printed: October 29, 2009 Page 6 of 10 Policy 5.45
11.PURCHASING CARDS
Although subject to all other District Policies and Procedures, including Purchasing Policy –
Tools and Processes, the involvement of Purchasing Staff is not required. Purchasing may be
utilized in a consultative capacity on any Purchasing Card transaction, e.g. recommend
vendors.
12.CONTINGENCY AND SCOPE CHANGES
Contingency allowances provide Project Manager’s with discretion to meet a requirement,
which is not perfectly defined.
Unit price contracts are valued according to a process established in the contract
documents. Quantities may vary. As a result, the bid is not a fixed sum or ceiling, but, rather,
a common basis for comparison among bidders. These contracts may require a contingency
as the final quantities may be more or less than the original estimate.
Contingency options must be outlined in Reports to Council when an award is recommended.
During the course of a project, additional works may arise that could not be anticipated
during the project planning process. A contractor already engaged in works for the District
may be able to better respond to this related work as they have already very recently met
District requirements. For example, other potential bidders may not be able to obtain
requisite insurance and bonding in a timely and/or cost effective manner.
As a result, the contractor engaged in the principal works may be asked for a quotation for
additional works. This offer may be accepted, provided it is reasonable, and good value in the
opinion of the Project Manager and the Manager of Procurement. Funds must be
available for Scope changes as for any other activity of this nature.
13.SOLE SOURCE PROCUREMENT
There are occasions when products/services must be purchased from one specific source or
manufacturer. Personal preference for certain brands or products does not justify limiting
competition. Whenever possible competition should be encouraged and developed. Products
or services purchased on a sole source basis must meet at least one of the criteria shown
below.
Compatibility with existing equipment
The products or services are being purchased to directly interface with or attach to
equipment of the same manufacture, and no other manufacturers products will correctly and
effectively interface with existing equipment
Compatibility for instructional purposes
The products are being purchased to supplement existing equipment for use and operation.
The product must exactly match the existing equipment and is being purchased to provide
uniformity for instructional purposes. Uniformity should provide a significant instructional
benefit.
Date Printed: October 29, 2009 Page 7 of 10 Policy 5.45
Compatibility for Research
If the main purpose for acquiring equipment, supplies or services is to replicate specific
outcomes, using the exact products that produced the original results may be necessary.
Only one supplier can be identified to supply a product or service
In rare cases, only one supplier may exist to provide a particular product or service.
Specifying patented products or processes, when not necessary to meet functional
requirements, is not acceptable as a sole source justification
Emergency Purchasing
When quick or immediate acquisition of goods or services is determined to be necessary to
restore or maintain minimum acceptable levels of community service, or prevent serious
delays or injury.
In an emergency the preparation, documentation and analysis aspects of the usual
purchasing procedures as described in the Procedure section of Schedule “A” Acquisition
Dollar Amount Approval Thresholds may not be possible. Oral authorization will be
acceptable as described in the Approval Required section of Schedule “A’ Acquisition Dollar
Amount Approval Thresholds.
All normal purchasing documentation and reporting, complete with signed authorizations as
required is to be completed as soon as possible after the emergency.
Sole Source Justification Report
A written explanation, commonly referred to as a Sole Source Justification, must be provided
to the Manager of Procurement to support sole source purchases over $20,000.
The Chief Administrative Officer will give final authorization.
Your Sole Source Justification Report will be filed as part of the official procurement
documents and may be subject to review or audit by interested parties.
e.g. Freedom Of Information and Privacy Requests.
14.CONSULTING AND PROFESSIONAL SERVICES CONTRACTS
Consulting and professional services contracts will be awarded on the basis of demonstrated
competence and qualifications for the type of professional services to be rendered.
Any professional services or consulting contract less than $20,000 may be awarded directly
at the discretion of the appropriate General Manager or his/her designate.
Any professional services contract expected to be worth more than $20,000. annually shall
be bid competitively as described in Schedule “A” Acquisition Dollar Amount Approval
Thresholds or Sole Source Justification shall be required.
The appropriate General Manager will conduct reviews of significant contracted consulting or
professional services with the Manager of Procurement on a rotational basis so that there
will be at least one review each year. All significant consulting or professional services
contracts will be subject to review at least once every three years.
Date Printed: October 29, 2009 Page 8 of 10 Policy 5.45
SCHEDULE “A”
This schedule refers to the approvals required for the various dollar values of procurement. Other
than in emergencies, budget approval is required before Procurement begins.
ACQUISITION DOLLAR AMOUNT APPROVAL THRESHOLDS
Once Municipal Council through the Business Plan and Budget process has approved funds for your
purchase, the following thresholds apply:
Estimated
Value of
Purchase/
Contract*
Procedure Approval Required*
Greater than
$150,000.
Have the Procurement division work with end
users to obtain sealed Tenders, Proposals or
Prequalifications. A combination of local,
regional and national newspaper advertising
will be used to locate interested parties.
Opportunities will also be posted on the
Municipal website and at electronic
procurement sites such as BC Bid and MERX.
Recommendation to
award to be approved
by Council.
Greater than
$100,000.
but less than
$150,000.
Have the Procurement division work with end
users to obtain sealed Tenders, Proposals or
Prequalifications. A combination of local,
regional and national newspaper advertising
may be used to locate interested parties.
Opportunities will also be posted on the
Municipal website and at electronic
procurement sites such as BC Bid and MERX.
Chief Administrative
Officer
Greater than
$20,000.
But less than
$100,000
Have the Procurement division work with end
users to ensure fair competition. Telephone,
facsimile, e-mail or written quotes or proposals
will be acceptable unless stated otherwise.
Formal tendering or Request for Proposal
processes will not be used but
competitiveness will still be encouraged and
all participants will be treated fairly and
equitably. A minimum of three bids or offers
will be sought whenever possible.
General Manager or
his/her designate.
$1000 -
$20,000
Use some degree of competition whenever
possible. Offers should be obtained from more
than one supplier when that is sensible and
Director or his/her
designate.
Date Printed: October 29, 2009 Page 9 of 10 Policy 5.45
prudent. Process cost and cost of time needs
to be balanced against due diligence to obtain
best value. An optimum number of offers for
low dollar simple procurements is three.
Purchasing may be contacted to advise 1) who
may wish to supply 2) who are reputable,
experienced vendors 3) whether a contract is
in place for what is required 4) whether a
needed supply is in inventory at Stores or
should be in inventory at Stores.
less than
$1000
Use your discretion; consult the Procurement
division if you would like assistance.
Director or his/her
designate will authorize
users.
*Although the value of most contracts can be defined as the cost to the District to acquire specific
goods or services, occasionally a more nuanced definition of value is appropriate. When rights or
privileges are embedded in a contract the net dollar cost to the District may not reflect it’s true
significance. e.g. bus bench advertising; towing services. In situations of this type the total value of
the contract to the successful supplier shall determine what process is used and what approval is
required.
Invitations for sealed tenders or proposals will be reviewed by the Purchasing Division for
consistency and legal compliance. The Purchasing Division will be the lead agency in issuing
invitations for sealed tenders or proposals at the request of the user department.
Definitions:
Acquisition Method - the process by which goods or services are procured.
Best Value - obtained by determining the total cost of performing the intended function
over the lifetime of that function.
Bid – an offer or submission from a vendor, contractor, or consultant in response to a
tender or request. It may be subject to acceptance or rejection.
Bid Request – a formal request for bids or solicitation, which may be in the form of a
request for quotation, request for tender, request for information or request for proposal.
Cheque Request – a written request to pay for goods or services on an approved form,
not covered by a purchase order, contract or other direct methods.
Contract – an agreement that may be written or verbal comprising the
following components: (1) must be legal, (2) parties involved must have the
intellectual capacity to understand, (3) there is an offer, (4) there is acceptance,
(5) something of value changes hands (also known as consideration).
Electronic Requisition - an internal request in electronic format (to Purchasing)
Date Printed: October 29, 2009 Page 10 of 10 Policy 5.45
for information, research or to procure goods and services.
Emergency – a situation where the immediate acquisition of goods or services is essential
to provide community service, prevent serious delays, injury, further damage or to restore
or maintain minimum service.
End User – the person or persons ultimately using or managing/supervising the use
of required goods, materials or services.
Prequalification – the procuring organization evaluates interested suppliers/vendors prior
to a Tender or RFP process. This identifies who may be capable of performing the
work. Typical criteria for this determination would be specialized necessary
expertise, resources, relevant experience and references.
Probity – adherence to the highest principles and ideals.
Procure – to acquire by purchase, rental, lease or trade.
Proprietary Specifications – Exclusivity that restricts the acceptable products or services
to one manufacturer or vendor. Some Proprietary items may be available from
several distributors affording a limited degree of competitiveness. Proprietary
specification should be avoided if possible as it limits or eliminates competition.
Purchasing Card – is a corporate credit card issued to specific employees for
purchases within clearly defined parameters.
Quotations – a formal request for bids for the supply of goods or services, from selected sources
of supply, not opened in public.
Request – a formal request or solicitation, which may be in the form of a request
for quotation, request for tender, request for information, request for proposal or request
for offers.
Request for Offer – a request by the District for formal offers to purchase surplus, used
or obsolete materials, equipment or property.
Request for Proposal – a formal request for details on the supply of goods or the
provision of services which cannot be fully defined of specified.
Request for Tender – a formal request for sealed bids for the supply of goods or services
in response to an advertised invitation opened in public.
Services – useful labours that do not produce a tangible commodity.
Sole Source - When a product or service is practicably available from only one
source competitive procurement cannot be conducted. Obtaining best value can be challenging
in these circumstances
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin DATE: July 7, 2014
and Members of Council FILE NO: 0530-01
FROM: Chief Administrative Officer ATTN: Council Workshop
SUBJECT: 2014 Council Matrix
EXECUTIVE SUMMARY:
Attached to this report as Appendix I is the Council Matrix for the period of July 21 through November
17, 2014. The matrix captures items that Council identified as priorities, presentations to update
and inform Council on local issues, and policy discussions. Staff will make every effort to meet the
dates outlined on the 2014 Council Matrix but it should be noted that the dates listed may be altered
depending upon availability of information and personnel.
Attached for your information as Appendix II is the 2014 Matrix for the period January 1 through July
7 indicating the status of each item as of July 4.
RECOMMENDATION:
That the Council Matrix attached as Appendix I to the staff report dated July 7, 2014 be adopted.
DISCUSSION:
The matrix was developed to track key items for Council. The matrix lists those items that are of
particular interest to Council but these items are only a small fraction of the work that occurs at the
District on a daily basis and a fraction of the work identified in the 2014-2018 Business Plan..
It should be noted that agenda items at these meetings are not limited to the items on the matrix.
Emergent issues will also be added to agendas as they arise.
“Original signed by Ceri Marlo”___ ______ “Original signed by J.L. (Jim) Rule”_
Prepared by: Ceri Marlo, C.M.C. Concurrence by: J.L. (Jim) Rule
Manager of Legislative Services Chief Administrative Officer
“Original signed by Ceri Marlo” for ___
Approved by: Paul Gill, B.B.A, C.G.A, F.R.M
General Manager: Corporate & Financial Services
/cm
Attachments (2)
Page 1 of 1 4.7
Council Work Schedule Matrix 2014 (July to November 2014)Appendix I
July 7, 2014
1
ITEM DIVISION
DATE OF
MEETING MEETING SOURCE STATUS AND COMMENTS
1 Commercial Industrial Strategy PWDS 21-Jul W/S Carried forward from the
June 9, 2014 W/S
2 Maple Ridge Leisure Centre Revenue CDPR 21-Jul W/S Rescheduled from the
June 16, 2014 W/S
3 Joint Leisure Services Review - Final
Recommendations
CDPR 21-Jul W/S Follow up to the July 7,
2014 update
4 Maple Ridge Leisure Centre
Infrastructure Update
CDPR 21-Jul W/S Annual update
5 Council Training & Conferences Policy CFS 21-Jul W/S Council resolution of
February 11, 2014
6 Communications and Social Media Admin 25-Aug W/S 2014-2018 Business
Plan
7 140th Birthday Celebrations Admin 25-Aug W/S Carried forward from the
February 7, 2014 W/S
8 Cell Tower Presentation CFS 25-Aug W/S Presentation Date to be confirmed
9 Property Tax Collection Period CFS 25-Aug W/S Annual Presentation
10 RCMP Contract update CFS 25-Aug W/S Regular update
11 Job Incentive Program Admin 8-Sep W/S From the Jan-July 2014
Matrix
To follow the completion of the Commercial
Industrial Strategy
12 Vibrant Downtown Update CDPR 8-Sep W/S Follow up to work done
in November 2013
13 Transportation Plan PWDS 8-Sep W/S Carried forward from the
February 17, 2014 W/S
presentation by J.
Steiner
14 Housing Action Plan CDPR 15-Sep W/S Carried forward from the
June 16, 2014 W/S
15 Capital Works and Development
Update Tour
PWDS 15-Sep 2014-2018 Business
Planning
16 E-Comm Tour 6-Oct Half day tour (a.m.)
17 Development Services Resourses PWDS 20-Oct W/S Carried forward from
discussion on various
bylaw reports
18 Silver Valley Status Report PWDS 20-Oct W/S Carried forward from the
discusson on school
sites
19 Zoning Bylaw PWDS 20-Oct W/S Carried from from March
3, 2014 W/S
20 Jackson Farm - Planning for Future
Park Development
CDPR 3-Nov W/S 2014-2018 Council
Business Planning
21 Environmental Management Strategy
Update
PWDS 3-Nov W/S Carried forward from
March 17, 2014 W/S
22 Tandem Parking PWDS 3-Nov W/S Carried forward from
March 25, 2014 W/S
23 Thornhill - Planning for Future
Development
PWDS 3-Nov W/S 2014-2018 Council
Business Planning
Council Work Schedule Matrix 2014 (July to November 2014)Appendix I
July 7, 2014
2
ITEM DIVISION
DATE OF
MEETING MEETING SOURCE STATUS AND COMMENTS
24 Parks and Leisure Master Plan
Priorities
CDPR 17-Nov W/S 2014-2018 Business
Plan
25 Maple Ridge Leisure Centre Q3
Revenue Report
CDPR 17-Nov W/S Regular update
Legend
Admin
CDPR
CFS
PWDS
Administration (includes SEI and Sustainability)
Community Development Parks & Recreation
Corporate and Financial Services
Public Works & Development Services
Abbreviation
Council Work Schedule Matrix 2014 (January to July 2014)Appendix II
July 7, 2014
ITEM DIVISION
DATE OF
MEETING MEETING SOURCE STATUS AND COMMENTS
1 Incorporate as a City from a District
(City Designation)
Admin 6-Jan W/S Council - 2013
Business Planning
Complete - alternate approval process
carried out; awating approval from the
Province
2 Noxious Weed Strategy CDPR 6-Jan W/S Carried forward from
2013 Matrix
Complete - powerpoint presentation
provided
3 Whonnock Lake Capital Update CDPR 6-Jan W/S Council - 2013
Business Planning
Complete - powerpoint presentation
provided, work proceeding
4 Website Update CFS 6-Jan W/S Carried forward from
2013 Matrix
Complete - verbal update provided, further
update provided on January 20
5 Matrix CFS 20-Jan W/S Regular update Complete - deferred to the February 3
Workshop Council Meeting; Matrix adopted
6 Website Update CFS 20-Jan W/S Follow-up from Jan 6,
2014 Workshop
Complete - presentation provided at the
January 20 COW Meeting
7 Commercial/Industrial Plan PWDS 20-Jan W/S Carried forward from
2013 Matrix
Further discussion held at March 3 W/S;
staff report provided at the June 9 W/S;
revised staff report to be presented at the
July 21 Committee of the Whole
8 Alouette River Management Society
(ARMS) Update
PWDS 3-Feb COW Annual Presentation Complete - presentation provided at the
February 17 Committee of the Whole
9 Job Creation Incentive Program Admin 3-Feb W/S Council - 2013
Business Planning
Discussion to be held following the
completion of the Commercial/Industrial
Plan
10 Housing Action Plan CDPR 3-Feb W/S Carried forward from
2013 Matrix
Complete - presentation provided by staff
and CitySpaces Ltd. consultant; consultant
summary report provided at the April 14
W/S; Housing Action Plan Working Draft
May 2014 provided at the June 16, 2014
W/S
11 Seniors Housing Update CDPR 3-Feb W/S Council - 2013
Business Planning
Complete - part of the Housing Action Plan
presentation
12 Bicycle Advisory Committee Structure PWDS 3-Feb W/S Carried forward from
2013 Matrix
Presented at the February 17 W/S
meeting; deferred until the completion of
the review of Advisory Committees and
Commissions by the Advisory Committee
Task Force
13 Medical Marihuana Federal
Regulations Implications
PWDS
CFS
3-Feb W/S Carried forward from
2013 Matrix
Complete - powerpoint presentation
provided by Superintendent Fleugal, RCMP
and Fire Chief Spence
14 Tax Assessment Update and
Presentation by BC Assessment
CFS 3-Feb W/S Annual Presentation Complete - powerpoint presentation
provided by BC Assessment and the
Manager of Revenue and Collections
15 140th Birthday Celebrations CDPR 17-Feb W/S Council - 2014
Business Planning
Complete - update provided by the General
Manager of Community Development,
Parks and Recreation Services; further
update scheduled for August 25 W/S
16 Infrastructure Funding Update CFS 17-Feb W/S Regular update Complete - update provided by the
Manager of Accounting
17 Noise Control Bylaw PWDS 17-Feb W/S Carried forward from
2013 Matrix
Complete - update provided; Bylaw No.
7038-2013 to be finalized and forwarded
to a future Committee of the Whole
Meeting
Council Work Schedule Matrix 2014 (January to July 2014)Appendix II
July 7, 2014
ITEM DIVISION
DATE OF
MEETING MEETING SOURCE STATUS AND COMMENTS
18 Tandem Garage Update PWDS 17-Feb W/S Carried forward from
2013 Matrix
Complete - update provided; Bylaw No.
7024-2013 and Bylaw No. 7025-2013 to
be revised; scheduled for the July 21 W/S
19 Transportation Plan PWDS 17-Feb W/S Carried forward from
2013 Matrix
Complete - presentation by John Steiner,
Urban Systems
20 Kanaka Environmental & Educational
Partnership Society (KEEPS) Update
PWDS 3-Mar COW Annual Presentation Complete - presentation by Ross Davies,
KEEPS Education Coordinator
21 Report from Social Planning Advisory
Committee on Bicycle Use
CDPR 3-Mar W/S Referred to SPAC by
Council
Complete - staff report presented; RCMP
presentation; forwarded to the March 11,
2014 Council Meeting; recommendations
endorsed22Gaming Funds Policy CFS 3-Mar W/S Council - 2013
Business Planning
Complete - update provided by the
Manager of Financial Planning
23 Preliminary Year End Results CFS 3-Mar W/S Annual Presentation Complete - update provided by the
Manager of Accounting
24 Hammond Area Plan PWDS 3-Mar W/S Carried forward from
2013 Matrix
Complete - report and presentation
provided by Planning staff; update
scheduled for July 7 W/S
25 Zoning Bylaw Update PWDS 3-Mar W/S Carried forward from
2013 Matrix
Complete - Update provided by the
Manager of Development and
Environmental Services
26 Fire Department Update CFS 17-Mar COW Annual Presentation Complete - presentation provided by D.
Spence, Fire Chief
27 Meeting with MLA's Dalton and Bing CFS 17-Mar W/S Annual meeting Complete
28 Compassionate Cities Update CDPR 17-Mar W/S Carried forward from
2013 Matrix
Complete - update provided by the
Recreation Coordinator/Social Planning
29 Leisure Centre Revenue Update CDPR 17-Mar W/S Council - 2014
Business Planning
Complete - update provided by the GM of
CDPR and the Recreation Mgr, Health &
Wellness
30 Review of the Joint Service
Agreement for Parks & Leisure
Services
CDPR 17-Mar W/S Council - 2013
Business Planning
Complete - presented at the February 25,
Council Meeting; review of Joint Leisure
Services Model by Brian Johnson,
Facilitator, PERC at the May 5 and June 9
W/S; draft recommendations scheduled for
the July 7, 2014 W/S; final report
scheduled for July 21 W/S31Cottonwood Landfill PWDS 17-Mar W/S 2014 Business
Planning
Complete - update provided by the Director
of Engineering Operations
32 Environmental Management Strategy
Update
PWDS 17-Mar W/S Carried forward from
2013 Matrix
Complete - presentation provided by
Catherine Berris, Berris and Associates/
Urban Systems
33 Sign Bylaw PWDS 17-Mar W/S Carried forward from
2013 Matrix
Complete - update provided in advance of
proceeding to futher public consultation;
April 7, 2014 Council Workshop; further
update at the July 7, 2014 W/S
34 Conduit for Fibre Optics CFS 17-Mar W/S Carried forward from
2013 Matrix
Complete - request for Information and
Qualifications Status update provided at
the April 7, 2014 Council Workshop
35 Smoking Bylaw PWDS 17-Mar W/S Carried forward from
2013 Matrix
Complete - 3 readings at the April 8 Council
Meeting; waiting for approval from the
Minister of Health prior to advance to final
reading
Council Work Schedule Matrix 2014 (January to July 2014)Appendix II
July 7, 2014
ITEM DIVISION
DATE OF
MEETING MEETING SOURCE STATUS AND COMMENTS
36 Human Resources Update Admin 7-Apr COW Annual Presentation Complete - presentation provided
37 Council review of Advisory
Committees & Commissions
CFS 7-Apr W/S Council - 2013
Business Planning
Complete - report provided; Advisory
Committee Task Force of the Mayor,
Councillor Dueck and Councillor Hogarth
established
38 Reserve Funds CFS 7-Apr W/S Annual Presentation Complete - overview provided by the
Manager of Accounting
39 Loitering Bylaw Report PWDS 7-Apr W/S Council - 2013
Business Planning
Complete - rescheduled to Closed Council
under Section 90(1)(i)
40 Recycling Society Update PWDS 14-Apr COW Annual Presentation Complete - presentation provided
41 Meeting with Agricultural Land
Commission
Admin 14-Apr W/S Council - 2013
Business Planning
Meeting scheduled for July 7, 2014
42 Metro Vancouver Incinerator Update PWDS 14-Apr W/S Council - 2014
Business Planning
Complete - Waste Flow Management
Update provided by Carol Mason, Chief
Administrative Officer and Paul Henderson,
GM, Solid Waste Services
43 Consolidated Financial Statements CFS 14-Apr W/S Annual Presentation Complete - overview provided by the
Manager of Accounting; recommendation
brought forward to the April 14, 2014
Committee of the Whole Meeting
44 Meeting with Randy Kamp, MP CFS 14-Apr W/S Annual meeting Complete
45 Business Improvement Area Update PWDS 5-May COW Annual Presentation Complete - presentation provided by the
Executive Director, BIA, at the May 5, 2014
Council Workshop
46 Update on Education Forum Admin 5-May W/S 2013 Business
Planning - Output
from Education
Taskforce
Presentation rescheduled for July 7
Committee of the Whole Meeting
47 Business Planning Process and
Guidelines
CFS 5-May W/S Annual Presentation Complete - presented at the April 28, 2014
Committee of the Whole
48 Document Management
Implementation Update
CFS 5-May W/S 2014 Business
Planning
Complete - update provided
49 Parks and Leisure Services Update CDPR 12-May COW Annual Presentation Complete - presentation provided
50 LED Lights Update Admin 12-May W/S Carried forward from
2013 Matrix
Complete - overview by the Manager of
Sustainability and Corporate Planning; pilot
project to te implemented
51 Community Wildfire Protection Plan CFS 12-May W/S Carried forward from
2013 Matrix
Complete - forwarded to the May 27, 2014
Council Meeting; approved; public
consultation underway
52 Overhead Wiring Review PWDS 12-May W/S Carried forward from
2013 Matrix
Complete; a report on Option 3 in the staff
report to be provided; scheduled for
October 6 W/S
53 Information Technlogy Update CFS 9-Jun COW Annual Presentation Complete - presensentation by the Director
of Information Technology
54 Tax Rate Survey CFS 9-Jun W/S Annual Presentation Complete - forwarded to the June 10, 2014
Council along with a presentation
55 Amenity Program Update (staff report
titled Albion Amenity Program
Update)
PWDS 9-Jun W/S Carried forward from
2013 Matrix
Complete - update provided
56 Lougheed Highway Enhancements PWDS 9-Jun W/S Council - 2013
Business Planning
Complete - presentation provided
57 True North Signage Campaign Update PWDS 9-Jun W/S Carried forward from
2013 Matrix
Complete - presentation provided at the
June 16 Council Workshop
Council Work Schedule Matrix 2014 (January to July 2014)Appendix II
July 7, 2014
ITEM DIVISION
DATE OF
MEETING MEETING SOURCE STATUS AND COMMENTS
58 RCMP Update CFS 16-Jun COW Annual Presentation Complete - presentation provided
59 Albion Community Hall Discussion CDPR 16-Jun W/S Council - 2013
Business Planning
Update provided - staff to do further
investigative work
60 Leisure Centre Revenue Update CDPR 16-Jun W/S Council - 2014
Business Planning
Rescheduled to July 21, 2014
61 Parks and Leisure Services Master
Plan Priorities
CDPR 16-Jun W/S 2014 Business
Planning
Rescheduled to November 2014
62 Matrix CFS 16-Jun W/S Regular update Rescheduled to July 7, 2014
63 Building Department Update PWDS 7-Jul COW Annual Presentation
64 Capital Works Update CDPR
PWDS
7-Jul W/S Annual Presentation Rescheduled to July 21, 2014
65 Purchasing Policy Review including
Studies & Consultants
CFS
PWDS
7-Jul W/S Council - 2013
Business Planning
66 Housing Action Plan Update CDPR 7-Jul W/S Follow up to February
Update
Rescheduled to September 8, 2014
67 Tri-plex/Four-plex zone PWDS 7-Jul W/S 2014 Business
Planning
Rescheduled to July 21, 2014
68 Noxious Weed Strategy CDPR 7-Jul W/S Follow up to January
update
Inventory is being completed by BCIT
students and the program coordinator;
update will be provided upon completion
Legend
Admin
CDPR
CFS
PWDS
Items to be presented at Committee of the Whole
Administration (includes SEI and Sustainability)
Community Development Parks & Recreation
Corporate and Financial Services
Public Works & Development Services
Abbreviation
Ministry of Community, Sport and Cultural Development
UBCM Convention
Coordination MEMORANDUM
June 25, 2014
UBCM Members (sent via email only)
Re: 2014 UBCM Convention – “Leading Edge”
Whistler, September 22 – 26, 2014
Further to Minister Oakes' June 11, 2014 letter regarding the 2014 UBCM Convention, I am
pleased to attach the 2014 Provincial Appointment Book for your use in requesting meetings
with provincial government staff (ministries, agencies, commissions and corporations) available
to meet with delegates at Convention.
To request a meeting with provincial government staff, you must complete the form located at:
Provincial Government Staff Meetings. Note: the website will go live July 2, 2014.
The deadline for submitting meeting requests online is Friday, August 29, 2014. Meeting
confirmation details will be sent to the contact identified on your meeting request form.
After August 29, 2014, requests for appointments can be made at the Provincial Appointments
Desk, during Convention at the following locations:
Monday, September 22, 2014
Grand Foyer, Whistler Conference Centre
8:30 am – 4:00 pm
Tuesday, September 23 to Thursday, September 25, 2014
Lobby, Cheakamus Room, Hilton Whistler Hotel
8:30 am – 4:00 pm
For information on requesting meetings with the Premier, Cabinet Ministers, and
Honourable Coralee Oakes, Minister of Community, Sport and Cultural Development, please
see page 2 of the 2014 Provincial Appointment Book or the click on the
Provincial Government Meeting Request Page.
If you have any questions, please contact Danielle Woodcock at 1-250-387-9108 or
Cristina Scott at 1-250-387-4013 or via email at CSCD.UBCM.MeetingRequests@gov.bc.ca.
Birgit Schmidt, Manager
Client Services
Local Government Division
pc: Danielle Woodcock, UBCM Meeting Coordinator
Cristina Scott, UBCM Meeting Coordinator
Attachment 5.1
Page 1 of 11
2014 PROVINCIAL APPOINTMENT BOOK
to schedule meetings with staff from
Provincial Government
Ministries, Agencies, Commissions and Corporations
at the
2014 UBCM CONVENTION
September 22 – 26, 2014
Whistler Conference Centre
Whistler, BC
2014 PROVINCIAL APPOINTMENT BOOK
Page 2 of 11
To request an online meeting with:
Honourable Christy Clark, Premier and Cabinet Ministers
(except Minister of Community, Sport and Cultural Development)
click here: http://www.fin.gov.bc.ca/ubcm/
The invitation code is: MeetingRequest2014
Deadline: Friday, August 15, 2014
Questions? Contact Tara Zwaan at 1-604-775-1600
Honourable Coralee Oakes, Minister of Community,
Sport and Cultural Development
click here: Minister Oakes' Meetings
Deadline: Friday, August 15, 2014
Questions? Contact Danielle Woodcock at 1-250-387-9108, or Cristina Scott at 1-250-387-4013 or via
email at CSCD.UBCM.MeetingRequests@gov.bc.ca
Provincial Government Staff
(Ministries, Agencies, Commissions and Corporations)
click here: Provincial Government Staff Meetings
Deadline: Friday, August 29, 2014
Questions? Contact Danielle Woodcock at 1-250-387-9108, or Cristina Scott at 1-250-387-4013 or via
email at CSCD.UBCM.MeetingRequests@gov.bc.ca
2014 PROVINCIAL APPOINTMENT BOOK
Page 3 of 11
Provincial Government Staff Meetings
(Ministries, Agencies, Commissions and Corporations Staff)
This document contains a listing of all Provincial Government Ministries, Agencies, Commissions and
Corporations who will be attending the 2014 UBCM Convention and are available to meet with local
government delegates.
Meetings will be held from Tuesday, September 23 to Thursday, September 25, 2014.
Once your meetings are scheduled, you will receive confirmation of your meeting via email.
The deadline for receiving online meeting requests is: Friday, August 29, 2014.
The Provincial Appointments Desk staff will be taking meeting requests during the Convention and will
be located at the Whistler Conference Centre and the Hilton Whistler Hotel as per the dates below.
The on-site Provincial Appointments Desk will be open on the following dates:
Monday, September 22, 2014
Grand Foyer, Whistler Conference Centre
8:30 am – 4:00 pm
Tuesday, September 23 to Thursday, September 25, 2014
Lobby, Cheakamus Room, Hilton Whistler Hotel
8:30 am – 4:00 pm
2014 PROVINCIAL APPOINTMENT BOOK
Page 4 of 11
Ministry of Aboriginal Relations and Reconciliation
DIVISION/BRANCH TOPIC
Aboriginal Relations and
Reconciliation
New Relationship, treaty negotiations, reconciliation issues, Aboriginal relations, closing the socio-economic
gap.
Ministry of Advanced Education
DIVISION/BRANCH TOPIC
Sector Strategy and Quality Assurance Post-secondary quality assurance, governance, legislation, audit, accountability, data, strategic policy,
planning, human capital planning and sector labour relations.
Institutions and Programs 25 public post-secondary institutions and their programs including skills and training, international education,
Aboriginal education, adult basic education and medical and health.
Student Services and Sector Resource Management Post-secondary funding and capital, student aid funding and services, and Ministry organizational
development and technology solutions.
Ministry of Agriculture
DIVISION/BRANCH TOPIC
Food Safety and Inspection
Branch
Establish provincial and regulatory standards along the food system (processors, packers, distributors),
assess industry food safety compliance, and support industry to adopt food safety standards.
Sector Development Branch Builds (agricultural) industry capacity by supporting business development, First Nations agriculture, youth
participation and succession, and agroforest and range use development; provides in-depth knowledge of
the challenges and needs of various sectors, and emergency preparedness and coordination required for the
Agrifood sector in BC.
Business Risk Management
Branch
Helps producers manage risks that cause income losses and lead to financial instability, including weather
hazards, natural disasters, wildlife, diseases, pests and market declines. The Branch delivers three
programs to help farmers manage financial risk: Production Insurance - which offers insurance protection for
agricultural crops against weather perils; Agri-Stability - which protects farm enterprises from the financial
impacts of significant margin declines which can be caused by increasing input costs or reduced agricultural
revenues; and Wildlife Damage Compensation - compensates farmers for losses due to wildlife.
Innovation and Adaptation Service
Branch
Provides innovative solutions to the agriculture, food and seafood sectors as essential parts of the social and
economic fabric of BC; facilitates competition, adaptation and innovation in response to economic,
environmental, social influences and market change.
Ministry of Children and Family Development
DIVISION/BRANCH TOPIC
NOT ATTENDING CONVENTION
2014 PROVINCIAL APPOINTMENT BOOK
Page 5 of 11
Ministry of Community, Sport and Cultural Development
DIVISION/BRANCH TOPIC
Local Government Division
Governance and Structure Branch
Local Government Structure Incorporation, restructure, boundary extensions, structure-related legislation and processes, and local and
regional governance/services.
Advisory Services Local government administration, elections, governance/administration-related legislative
requirements/powers, and local and regional governance/services.
Community Relations Local government First Nations relations and Free Crown Grant/Nominal Rent Tenure sponsorships.
Infrastructure and Finance Branch
Local Government Finance Local government finance, including development cost charges, unconditional grant eligibility criteria and
funding, financial plans, taxation issues and cost recovery options.
Infrastructure and Engineering Asset management, sewer, water, rainwater and other capital grants, infrastructure planning grants and
infrastructure programs.
Intergovernmental Relations and Planning Branch
Planning Programs
Intergovernmental Relations
Regional growth strategies, regional and community land use planning and development, community amenity
contributions, dispute resolution services (including RD service review/withdrawal) and capacity building,
Northwest Community Readiness Community Planning Program, Miscellaneous Statutes Amendment
Act, streamlining legislation (Land Use Contracts, repeal of RD bylaw approval requirements, protection from
DCC increases), renewed Gas Tax Agreement, climate action initiatives (mitigation and adaptation), carbon
neutral local government and Climate Action Charter.
Property Assessment
Services
Valuation of restricted use properties (BC Ferry Services, NavCan), Tourist Accommodation (Assessment
Relief) Act amendments for rural resort properties.
Integrated Policy, Legislation and Operations Division
General policy and legislation including local elections campaign finance.
Arts, Culture, Gaming Grants and Sport Division
BC Arts Council Eligibility criteria and application process for programs of the BC Arts Council; arts and cultural development
in communities.
Arts and Culture Unit Policy and program support for the creative sector including development of community engagement and
special initiatives.
Community Gaming Grants Eligibility criteria and application process.
Sport Sport policy issues; programs supporting the delivery of services through provincial sport organizations.
2014 PROVINCIAL APPOINTMENT BOOK
Page 6 of 11
Ministry of Education
DIVISION/BRANCH TOPIC
Libraries Branch Public library services.
Resource Management Division School capital and school funding.
Ministry of Energy and Mines (and responsible for Core Review)
DIVISION/BRANCH TOPIC
Mines and Mineral Resources
Division
Provincial mines, mineral exploration and mineral resources policy.
Electricity and Alternative Energy Division Electricity and alternative energy policy and programs including hydroelectric generation, the Clean Energy
Act, energy efficiency and conservation and the Innovative Clean Energy Fund.
Ministry of Environment (including Environmental Assessment Office)
DIVISION/BRANCH TOPIC
Environmental Protection Division Air quality, reducing toxins, pollution prevention, environmental emergencies/provincial spill response,
Environmental Management Act, contaminated sites, brownfields, hazardous and industrial waste,
Integrated Pest Management Act, product stewardship, waste management (incineration, landfilling,
municipal liquid and solid waste), permitting and compliance reporting for industrial operations’ emissions,
Japan tsunami debris.
Environmental Sustainability and Strategic Policy Species at Risk policy development, species, habitat and ecosystems conservation and sustainability,
terrestrial and aquatic conservation science, wildlife inventory and monitoring, ecosystem stewardship
outreach, biodiversity, conservation data centre, ecosystem information, climate change adaptation
strategies. Living Water Smart, Water Sustainability Act, water conservation, source water protection,
water quality, groundwater hydrology, groundwater protection, monitoring and network management for
water (surface and groundwater) quantity and quality, air quality, water stewardship outreach, environmental
and natural resource sector laboratory and knowledge (library) services. Overarching policy and legislation,
compliance planning, intergovernmental relations, State of Environment Reporting and Service Plan.
BC Parks Responsible for all matters (policy, planning and management) of conservation, recreation and cultural
values in the province’s protected areas system including parks, conservancies, and recreation areas under
the Park Act, ecological reserves under the Ecological Reserves Act, and protected areas designated
under the Environment and Land Use Act.
Climate Action Secretariat Province-wide management of systems to address and respond to climate change including: Community
design, energy and food supply and the Community Charter; in association with Ministry of Community,
Sport and Cultural Development, legislated short and long-term, province-wide greenhouse gas reduction
targets Carbon Neutral Government and Public Sector Organizations - schools, universities and colleges
and hospitals; eight climate action pieces of legislation - vehicle standards, fuel standards, carbon tax, cap
and trade, deforestation, electricity, provincial targets; province-wide and sector-wide climate and emissions
policy; green economic development and strategy; recent integration of the Pacific Carbon Trust into the
Climate Investment Group.
Environmental Assessment Office Environmental assessment process. One process, one environmental assessment. Substitution and
Equivalency. Compliance and enforcement of certified projects.
Public consultation.
2014 PROVINCIAL APPOINTMENT BOOK
Page 7 of 11
Ministry of Finance (and Government House Leader)
DIVISION/BRANCH TOPIC
Tax Policy Branch Tax policy.
Ministry of Forests, Lands and Natural Resource Operations
DIVISION/BRANCH TOPIC
Integrated Resource Operations Compliance and enforcement, wildfire management, recreation sites and trails, GeoBC, base mapping and
Cadastral, Mountain Resorts, Archaeology, Heritage.
Resource Stewardship Resource practices, land based investment planning, sustainable forest management, tree improvement,
forest analysis, forest inventory, resource management objectives, fish and wildlife management, habitat
management, water management, river forecasting, dam safety, flood safety, water use planning, utility
regulation, water stewardship.
Timber Operations, Pricing and
First Nations
BC timber sales, timber pricing, engineering, resource roads, resource worker safety, First Nations
Relations.
Tenures, Competitiveness and Innovation Forest tenures, community forests, woodlots, tree farm licences, volume and area-based licences, science
and carbon accounting, land tenures, private land policy, tourism policy, Crown Land opportunities and
restoration, brownfields, contaminated sites, aggregate management policy review.
Regional Operations FrontCounter BC, resource management coordination, land use planning and implementation, Crown Land
tenuring, community forest agreements, species at risk program delivery, urban deer, clean energy projects,
First Nations Consultation, ecosystem based management, range.
Ministry of Health
DIVISION/BRANCH TOPIC
Health Services and Health Authorities Health services delivery, including rural health.
Mental Health and Addictions Mental health and addictions services.
Population and Public Health Community Care.
Ministry of International Trade (and responsible for Asia Pacific Strategy and Multiculturalism)
DIVISION/BRANCH TOPIC
International Business
Development Division
International Missions, Trade and Investment Representatives Network, Export Development.
Strategic Investment and Key Accounts Branch Investment Attraction Programs.
International Strategy and Competitiveness Division International strategy and policy, international and domestic trade negotiations and agreements, trade policy
and regulatory dispute management, international marketing, business and market intelligence.
Venture capital tax credit programs, venture capital investments, and employee investment tax credits.
Corporate Initiatives and
Multiculturalism Branch
Multiculturalism programs, Anti-racism programs, Chinese Historical Wrongs Apology Legacy Projects.
2014 PROVINCIAL APPOINTMENT BOOK
Page 8 of 11
Ministry of Jobs, Tourism and Skills Training (and responsible for Labour)
DIVISION/BRANCH TOPIC
Major Investments Office Support for significant major projects.
Tourism and Small Business Tourism Policy.
Small Business Initiatives and Programs.
Regulatory Reform.
Film Policy and Creative Sector.
Labour Market and Immigration Immigration programs, settlement services, Canada Job Fund (LMA), skills training, labour market
information.
Labour Employment Standards, Labour Relations, Workers’ Compensation.
Economic Development Jobs Plan, regional and community economic development, community adjustment and transition, Mountain
Pine Beetle epidemic response, industrial sectors (aerospace and manufacturing).
Ministry of Justice (and Attorney General)
DIVISION/BRANCH TOPIC
Policing and Security Branch Police Services: provides central oversight of all policing and law enforcement in the province by developing
and administering policing policy and programs. Ensures the adequate and effective levels of policing
throughout the province.
Security Programs: administration of the Protection Order Registry, the Criminal Records Review Program,
and the regulation of the security industry in BC.
Emergency Management BC Emergency Coordination: the Province’s response to emergencies and disasters and provides specialized
technology resources to support emergency response activities.
BC Coroners Service: investigation of all unnatural, sudden and unexpected, unexplained or unattended
deaths.
Mitigation and the Office of the Fire Commissioner: enhances the capacity of communities and partners to
reduce the potential impacts of emergencies or disasters.
Strategic Business Services: delivers Disaster Financial Assistance (provincial funding) and oversees the
Disaster Financial Assistance Arrangements cost-sharing program (federal funding). Administers the
province’s Flood Mitigation Program and provides cross-government leadership for significant and complex
post-event recovery activities.
Community Safety and Crime
Prevention Branch
Civil Forfeiture; Victim Services; Violence Against Women and Children; Crime Prevention; and Combating
Trafficking in Persons
Corrections Branch
Community Corrections: supervision and programs to reduce reoffending to offenders who live outside of
correctional centres.
Adult Custody: operation of correctional centres.
Office of the Superintendent of Motor Vehicles Operates provincial road safety programs and is the policy and regulatory agency responsible for ensuring
the safe and responsible operation of motor vehicles in BC.
Court Services Branch Court Administration: delivery of all court administration services.
Sheriff Services: maintaining courtroom and courthouse security, prisoner custody and escort, document
service, and jury administration.
2014 PROVINCIAL APPOINTMENT BOOK
Page 9 of 11
Ministry of Justice (and Attorney General) continued
Justice Services Branch Criminal Justice and Legal Access: promotes access to justice through funding and oversight of legal aid
programs, collaborative solutions to criminal justice problems through the integration of justice, health and
social services, and oversees the Province’s commitment to federal/provincial/territorial criminal justice
reform initiatives.
Dispute Resolution Office: promotes access to justice through dispute resolution alternatives, procedural
efficiencies and case management in civil courts, agencies, boards, commissions, tribunals and government
ministries.
Family Justice Services: facilitates resolution of family disputes, operates justice access centres, family
justice centres and the Parenting After Separation program.
Maintenance Enforcement and Locate Services.
Liquor Control and Licensing Branch Regulates and monitors the liquor industry in BC by issuing licences for the manufacture and sale of liquor
and supervising the service of liquor in licensed establishments.
Liquor Distribution Branch Responsible for the importation of beverage alcohol into the province as well as the operation of an efficient
wholesale and retail business.
Ministry of Natural Gas Development (and responsible for Housing)
DIVISION/BRANCH TOPIC
Oil and Strategic Initiatives Division Guide developments of recommendations related to energy exports and opening new energy markets
related to inter-provincial pipelines, oil products and value-added natural gas products.
Upstream Development Division Royalty and regulatory policy for British Columbia’s petroleum and natural gas industry, including royalty
programs, tenure issuance and administration, public geoscience and policies to address potential future
resource opportunities, such as unconventional petroleum and natural gas.
Liquefied Natural Gas Task Force The development of BC’s new LNG industry, including its fiscal framework, regulatory requirements,
industrial land use and marine planning, and First Nations and community consultation/accommodation.
Oil and Gas Division Royalty and regulatory policy for British Columbia’s petroleum and natural gas industry, including royalty
programs, tenure issuance and administration, public geoscience and policies to address potential future
resource opportunities, such as unconventional petroleum and natural gas.
Office of Housing and Construction Standards Partnering with local government, non-profits and private developers to build affordable housing; housing
policy development, including market and non-market housing; housing policy related to strata properties;
governance of the building and safety regulatory system, including development of building, fire and safety
codes and standards, and policy advice relating to building and safety, the regulatory framework for
landlords and tenants, including conventional residential and manufactured home park tenancies; and,
adjudication of landlord and tenant disputes.
Ministry of Social Development and Social Innovation
DIVISION/BRANCH TOPIC
Policy and Research Division Moving Forward on an Accessible BC Action Plan.
Social Innovation.
Employment and Labour Market
Services Division
How to Access Supports and Services through the Employment Program of BC.
2014 PROVINCIAL APPOINTMENT BOOK
Page 10 of 11
Ministry of Technology, Innovation and Citizens’ Services (and Government
Communications and Public Engagement)
DIVISION/BRANCH TOPIC
Technology and Innovation Promote the technology industry in BC through BC Innovation Council, Premier’s Technology Council, BC
Knowledge Development Fund and BC’s Technology Strategy.
Services to Citizens Include Service BC offices in 61 communities in BC; BC Registry Services for business; Enquiry BC; BC
Stats; and BC Online.
Shared Services BC Provides services to government ministries, Crown corporations, health authorities and other broader public
sector organizations. Services include: real estate; property management; accommodation planning;
procurement and supply services (includes Queen’s Printer and BC Mail Plus); and FOI requests.
Office of Chief Information Officer Policy and Standards for Information Management and Information Technology for government ministries;
Information Privacy and Security; Information Management and Information Technology Services; Network
BC; IT Procurement Services for Ministries and Broader Public Sector; and Connecting communities and
people across BC through Broadband services.
Government Communications and Public Engagement Provides a variety of communications services and expertise, and works closely with other provincial, federal
and municipal government representatives, media, industries, associations, interest groups, and the general
public. Services include: strategic communications, planning and advice; issues management; media
relations; media monitoring; writing and editorial services; communications research; coordinating cross-
government projects; event planning; advertising and marketing; graphic design; online communications,
including social media.
Ministry of Transportation and Infrastructure (and Deputy House Leader)
DIVISION/BRANCH TOPIC
Various Divisions Transportation issues.
If you have any questions regarding your Ministry of Transportation meeting request(s), please contact Gloria Valle directly at 1-250 387-7589,
or via email at Gloria.Valle@gov.bc.ca, or via fax at 1-250 356-8767.
Page 11 of 11
2014 PROVINCIAL APPOINTMENT BOOK
Provincial Agencies, Commissions and Corporations
ORGANIZATION TOPIC
Agricultural Land Commission Information and advice regarding the Agricultural Land Reserve (ALR) and work of the Provincial Agricultural
Land Commission (ALC). ALC Chair, Deputy CEO and Chief Tribunal Officer in attendance.
BC Emergency Health Services BC Ambulance.
BC Hydro BC Hydro’s vision is to power BC with clean, reliable electricity for generations. BC Hydro’s Community
Relations staff will be present at the Convention and look forward to addressing any questions that you may
have related to their operations.
BC Oil and Gas Commission The BC Oil and Gas Commission regulates oil and gas activities for the benefit of British Columbians and
looks forward to addressing any questions you may have on our regulatory oversight.
BC Transit Transit matters in BC communities outside Metro Vancouver. Please specify transit issue in the online
meeting request.
Insurance Corporation of British Columbia (ICBC) ICBC provides universal compulsory auto insurance (basic insurance) to drivers in British Columbia, with
rates regulated by the British Columbia Utilities Commission (BCUC), and also sells optional auto insurance
in a competitive marketplace. Our insurance products are available across BC through a network of
independent brokers, and claims services are provided at ICBC claims handling facilities located throughout
the province. We also invest in road safety and loss management programs to reduce traffic-related deaths,
injuries and crashes, auto crime and fraud. In addition, we provide driver licensing, vehicle registration and
licensing services, and fines collection on behalf of the provincial government at locations across the
province. ICBC will have staff present at the Convention who would be pleased to discuss or meet on any
issues related to ICBC’s operations.
Royal Canadian Mounted Police Various police issues.
uver
L = _ '''
SERVICES AND SOLUTIONS FOR A LIVABLE REGION
fr 3
eoord and Information services, Corporote Services
Tel, 604.432,6250 Fox 604.451.6686
File: CR-12-01
JUN 3 0 ZU14
«Mayor» «First_Name» <cLast_Name» «And» Members of Council
«Municipality»
Municipal Address))
«City)), ((Prov)) «PC»
Dear «Mayor» «Last_Name» «And» Members of Council:
Re: Metro Vancouver 2040: Shaping our Future Amendment Request from the City of Surrey -
Central Newton Cultural Commercial District
In accordance with section 857.1(2) of the Local Government Act, and sections 6.4.2 and 6.4.4 of
Metro Vancouver 2040: Shaping our Future (Metro 2040), this letter provides notification to
affected local governments and other agencies of a proposed amendment to the regional growth
strategy. As per the sections noted, the Greater Vancouver Regional District (GVRD) Board is
required to provide a minimum of 30 days to all affected local governments and relevant agencies
to comment on proposed amendments.
On May 2, 2014, Metro Vancouver received a request from the City of Surrey for a Type 3
amendment to Metro 2040 to change the regional land use designation of a 6.5 hectare site from
Industrial to Mixed Employment to accommodate the proposed Central Newton Cultural
Commercial District. A Type 3 amendment to Metro 2040 requires an affirmative 50%+1 weighted
vote of the GVRD Board at each reading of the bylaw; there is no regional public hearing. For more
information on regional growth strategy amendment procedures, please see Metro 2040 Sections
6.3 and 6.4. For more information on the proposed amendment, please refer to the attached
report.
The proposed amendment was initiated by the GVRD Board on June 27, 2014 (see attached) and
the corresponding bylaw was given 15t and 2nd reading. Fallowing the comment period, the Board
will review all comments received, and consider third reading and final adoption of the amendment
bylaw.
You are invited to provide written comments on this proposed amendment to Metro 2040. Please
provide your comments in the form of a Council or Board resolution, as applicable, and submit to
Chris.plagnol@metrovancouver.org by Monday August 11, 2014. If you have any questions with
respect to the proposed amendment, please contact Jaspal Marwah, Regional Planner at 604-436-
6850 orjaspal.marwah@metrovancouver.org.
4330 Kingsway, Burnaby,BC, Canada VSH 4G8 • 504-432-6200 • urww.metrovancouver.org � �
Greater Vancouver Regional District •Greater Vancouver water District •Greater Vancouver Sewerage and brainage District •Metro Vancouver Housing Corporation
«Title» ccFirst_Name» aLast_Name» ((And))
Metro Vancouver 2040; Shaping our future Amendment Request from City of Surrey - Central Newton Cultural Commercial District
Page 2
More information on the proposed amendment including the City of Surrey staff report and a copy
of Metro 2040 can be found on the Metro Vancouver website at.4
http•//public metrovancouver org/planning/development/strategy/Pages/Amendments.aspx
Sincerely,
Acting Corporate Officer
Encl: Report dated May 22, 2014 titled "Metro Vancouver 2040: Shaping our Future Amendment
Request from the City of Surrey - Central Newton"
9653146
metrvanc
i1a
t�) SERVICES AND , o v LIVABLE REGII
_
To: Regional Planning and Agriculture Committee
From: Jaspal MarwahI Regional Planner
Planning, Policy and Environment Department
Date: May 22, 2014 Meeting Date: June 6, 2014
Subject: Metro Vancouver 2040: Shaping our Future Amendment Request from the City of
Surrey Central Newton
RECOMMENDATION
That the GVRD Board:
a) Initiate the regional growth strategy amendment process for the City of Surrey's proposed
amendment for the Central Newton Cultural Commercial District;
b) Give 1s' reading of Greater Vancouver Regional District Regional Growth Strategy
Amendment Bylaw No. 1207, 2014;
c) Give 2"d reading of Greater Vancouver Regional District Regional Growth Strategy
Amendment Bylaw No. 1207, 2014, and
d) Direct staff to notify affected local governments as per Metro Vancouver 2040: Shaping our
Future Section 6.4.2.
PURPOSE
To provide the GVRD Board with the opportunity to consider initiating the proposed Type 3 minor
amendment to Metro Vancouver 2040: Shaping our Future (Metro 2040) requested by the City of
Surrey (the City).
BACKGROUND
On May 2, 2014, Metro Vancouver
received a request from the City of
Surrey to amend Metro 2040 for part
of an area called the Central Newton
Cultural Commercial District. The
request consists of re -designating 6.5
hectares of regionally designated
Industrial lands to Mixed Employment.
This is a Type 3 amendment which, as
per Metro 2040 6.3.4 b) applies "for
sites within the Urban Containment
Boundary, amendments from
Industrial, Mixed Employment or
General Urban land use designations
to any other such regional land use
designations".
Site Context
Metro 2040
Industrial
Designation
OCID
Industrial (designated Mixed employment
Designation
in the new OCP — not yet adopted)
Proposed
Mixed Employment
Metro 2040
Designation
Site Size:
Nine parcels totaling 6.5 hectares
Proposed
No specific development proposal.
Development
Planning study for the area contemplates
establishing a Central Newton Cultural
Commercial District including a mix of
small-scale manufacturing and repair,
business and personal services, and retail
sales.
RPA-13-
Metro Vancouver 2040: Shaping our Future Amendment Request from the City of Surrey — Central Newton
Regional Planning and Agriculture Committee Meeting Date: June 6, 2014
Page 2 of 8
A Type 3 amendment requires an amendment bylaw that receives an affirmative 50%+1 weighted
vote by the Metro Vancouver Board at every reading, including adoption, to proceed (Attachment
1).
A draft version of this report and its
attachments was presented to the
Regional Planning Advisory Committee for
review on May 22, 2014, as required by
RGS Procedures Bylaw No. 1148.
DISCUSSION
The Proposed Amendment
The Central Newton Cultural Commercial
District (the Cultural District) site is
approximately 16 hectares in total, and is
located around the intersection of 128th
Street and 80th Avenue in an area that is
predominantly surrounded by Metro 2040
Industrial land (Figure 1). Within the
Cultural District boundary, parcels totaling
6.5 hectares are designated Metro 2040
Industrial, and the rest is designated Metro
2040 Mixed Employment (Figure 2,
Attachment 2). No changes to the
surrounding Industrial designations are
proposed. The proposed amendment site
consists of nine properties that are
currently zoned for light industrial or
business park uses, and are designated
Industrial under the City's existing OCP.
Development applications for commercial
businesses in the Cultural District have
been submitted to the City, pending the
acceptance of the Metro 2040 amendment.
In July 2012, after Metro 2040 adoption,
Surrey authorized a planning study to
address the proliferation of commercial
businesses around the intersection of
128th Street and 80th Avenue area and to
consider the development of a new
commercial district - the Central Newton
Cultural Commercial District,
Figure
1: Proposed CNCCD area
Meta 2Q�T4 liidustt��l
Mr:tm 1D40 Mixed �p�pluyment
Figure 2: Proposed Metro 2040 Amendment
1 Surrey's application requests an amendment to 8.5 hectares of Metro 20401ndustrial land; however this area also includes
road and utility right-of-ways. The area of the actual parcels subject to re -designation is 6.5 hectares.
RPA-14-
Metro Vancouver 2040. Shaping our Future Amendment Request from the City of Surrey — Central Newton
Regional Planning and Agriculture Committee Meeting Date: June 6, 2014
Paize 3 of 8
The Cultural District planning process considered:
• OCP re -designation from Industrial to Commercial for the affected area;
• Developing design guidelines;
• Potential establishment of a Business Improvement Area for the new commercial district;
• Introduction of a community amenity
contribution scheme; and
• A public consultation process.
City of Surrey Rationale
The proposed Cultural District area includes both
Metro 2040 Mixed Employment and Industrial
lands. The Industrial lands within the Cultural
District form the basis of this amendment. These
lands are designated "Industrial" in the OCP and
"General Industrial" in the Newton Local Area
Plan. The Cultural District boundary incorporates
properties around the intersection of 128th
Street and 80th Avenue, and is drawn to include
three major anchor sites: Payal Centre to the
northeast, York Centre to the south and the
Punjab Cloth House development site to the west
and northwest.
The City's rationale for the amendment is to Figure3 -Metro 2040 Industrial Context
contain the existing commercial uses, protect
® CNCCD area
surrounding industrial lands and establish a 0 Metro 2040 industrial
cultural district. The City's staff reports note a Metro 2040 Mixed Employment
history of commercial uses evolving in the Cultural
District area. Policy measures to curb the trend were adopted but were largely unsuccessful.
Commercial uses continued to emerge due to permissive accessory use provisions in the zoning
bylaw and difficulties with enforcement. Further measures were taken address the problem, and a
new industrial zone is being proposed to avoid similar challenges in new development in other
industrial areas. However, some commercial uses had established themselves as major anchor
businesses prior to Metro 2040 adoption, and continue to attract interest from other commercial
users.
Through the Cultural District amendment, the City is proposing to draw boundaries around those
industrial areas where commercial uses are already most prevalent to focus commercial interest,
and to remove pressure to convert adjacent industrial lands. The Cultural District is intended to
build on the existing presence of specialized commercial anchor businesses to create a cultural
district that meets the needs of the South Asian community. Surrey staff reports and other
materials are attached (Attachment 3).
Metro 2040 Considerations
Analysis of the proposal based on the relevant sections of Metro 2040 is presented below,
structured to respond to Metro 2040 goals.
RPA-15-
Metro Vancouver 2040: Shaping our Future Amendment Request from the City of Surrey — Central Newton
Regional Planning and Agriculture Committee Meeting Date: June 6, 2014
Page 4 of 8
Goal 2
Protect the supply of industrial land
The protection of existing industrial lands is one of Metro 2040's core strategies. If industrial lands
are converted to commercial and retail development, the result may be lost economic opportunity
and pressures for securing additional industrial land for development within the region's rural and
agricultural areas.
Despite municipal policy and zoning to protect industrial land, commercial uses have evolved in the
Cultural District area. The amendment proposed is intended to help contain this existing
commercial activity as well as to protect and retain industrial uses on surrounding lands. This
outcome will be achieved by drawing boundaries around the locations where commercial uses are
already most prevalent in order to direct and contain commercial interest within this area. The
Cultural District boundaries are proposed as a means to dispel ambiguity about the future viability
A surrounding.lndustrial lands by formalizing the commercial character of lands within the Cultural
District and reaffirming the industrial intent of lands outside the boundaries.
The Metro 2040 Industrial designation is also intended to provide greater certainty for existing and
future businesses about the long term intention and economic viability of industrial activity. This
stabilizing function is being impacted by the infiltration of commercial and retail type businesses in
the Cultural District area, and the resulting change has affected the character of industrial land
within the Cultural District so that commercial and service uses have become the dominant uses in
this area.
The existing commercial uses have diminished the industrial capacity of these lands, which are
presently more closely aligned with a Metro 2040 Mixed Employment designation rather than
Industrial. The prevalence of commercial activity in the Cultural District area is leading to ongoing
and piecemeal pressure to convert nearby industrial lands to commercial. The Cultural District aims
to re -stabilize the industrial functionality of the area by removing pressure to convert industrial
lands outside of its boundaries.
Risk of proliferation of future amendments
When considering a re -designation from Industrial to Mixed Employment or any other designation,
it is important to consider whether accepting this request will lead to additional requests to re-
designate other industrial lands. The City sees the incursion of retail/commercial uses into industrial
areas as problematic in this area and other locations in the city, and is taking steps to resolve this
issue. Below is a summary of that policy work:
® The creation of a Cultural District establishes rational boundaries to contain the emergent
retail/commercial uses in this area and to protect surrounding industrial uses from further
encroachment.
® Surrey has started using specific provisions in Comprehensive Development zoning to
prevent commercial infiltration in their OCP Industrial areas.
® The properties surrounding the Cultural District are zoned either IL (Light Impact Industrial)
or IH (High Impact Industrial), and do not permit retail uses.
® Provisions in the existing industrial zoning that contributed to commercial encroachment in
the Cultural District include the definitions of accessory retail/commercial uses in the
'Business Park (IB) zone' and specific 'Comprehensive Development (CD) zones'. The City is
proposing that a new industrial zone (I13-3) be established to more specifically limit retail/
RPA-16-
Metro Vancouver 2040. Shaping our Future Amendment Request from the City of Surrey — Central Newton
Regional Planning and Agriculture Committee Meeting Date: June 6, 2014
Paee 5 of 8
commercial uses and future commercial infiltration in industrial areas. This zone will come
into effect once their new OCP is adopted in 2014) and be applied to future rezoning in the
industrial areas.
® Retail/commercial encroachment in this area was partially due to challenges associated
with bylaw enforcement, as some businesses operated contrary to the terms of their
license, or without a license. The proposed measures are intended to provide more
definition and clarity to City policies and bylaws, and will place increased focus on industrial
encroachment in the area.
® In their new OCP, Surrey has revised OCP land use designations to more closely reflect the
Metro 2040 land use designations and provisions by adding a Mixed Employment
designation and amending the Industrial designation to further restrict retail and office use.
The emergent retail/commercial uses in this area catered to particular cultural and community
needs within the rapidly growing area. The success of those anchor businesses attracted other
cultural -serving businesses. The Cultural District will formally recognize and accommodate this
unique functional location.
Notwithstanding the City's efforts, there are no guarantees the proposed strategies will be
successful. There is still a risk of future commercial encroachment, and acceptance of this
amendment could be seen as a signal that future attempts to convert industrial land may also be
successful. However, measures taken and proposed by the City of Surrey seem to provide an
appropriate balance in attempting to resolve a conflicting land use issue in the community, and
serve to further inhibit future encroachment on industrial lands.
Concentrate major -trip generating uses in Urban Centres and FTDAs
Metro 2040 asks municipalities to define major trip -generating uses in their Regional Context
Statements (RCSs), and to discourage these uses outside of Urban Centres and Frequent Transit
Development Areas (FTDAs). The Cultural District staff reports suggest the area could become a
regional shopping destination, but it does not meet the threshold as a major trip -generator (MTG)
as defined in the City's new OCP and proposed RCS. However, Surrey's MTG definition is based on a
floor area ratio, which does not accurately capture trip generating potential or impacts. Metro
2040 does not define MTGs or specific criteria that have to be met in defining MTGs in an RCS.
Given that commercial uses generate more trips than industrial, and the Cultural District is
described as a potential regional destination in Surrey staff reports, it is reasonable to assume the
Cultural District could function as a MTG outside of Urban Centres and FTDAs, even if it does not
technically meet the definition in the RCS.
The Cultural District study includes direction for enhanced traffic and parking management within
the site, as well as pedestrian and transit -supportive improvements. While these measures could
have a nominal effect in reducing some anticipated traffic impacts, the proposed Cultural District
will lead to an overall increase in trip -generation and related impacts, and is generally not
consistent with the intent of this Metro 2040 policy, even if it meets the MTG definition in the RCS.
Promote a diverse regional economy and employment close to where people live
The Metro 2040 Mixed Employment land use designation is intended for industrial, commercial and
other employment related uses to support the regional economy and industrial activity, and to
complement the function of Urban Centres and FTDAs. The Cultural District proposes to add parcels
RPA-17-
Metro Vancouver 2040: Shaping our Future Amendment Request from the City of Surrey — Central Newton
Regional Planning and Agriculture Committee Meeting Date: June 6, 2014
Page 6 of 8
totaling 6.5 ha of Mixed Employment land to an area that already features commercial an uses, in
order to create a contiguous node of Mixed Employment land. Commercial businesses in the
Cultural District area are already popular among the South Asian community, and the City is
proposing to build on the existing draw of this area to transform it into a regionally -unique cultural
commercial district.
The City's economic analysis indicates businesses that are expected to be attracted to this area tend
to offer specialized goods and services catering to the growing South Asian community, and would
therefore have minimal impact on other commercial areas in Urban Centres and FTDAs. The
proposed amendment would contribute to regional economic development activity, although some
of it could be replacing economic activity that might otherwise occur from industrial use, or might
otherwise occur elsewhere in more transit -supportive locations, such as the Newton Town Centre,
r;�ai a
Develop complete communities with access to a range of services and amenities
The proposed Cultural District would formalize the emergence of a unique area to meet the needs
and interests of Newton's growing South Asian community. The Cultural District includes design
guidelines in support of place -making and creating a vibrant and safe pedestrian environment to
provide increased opportunities for social interaction.
Goal 5
Coordinate land use and transportation
One of the key regional objectives for Goal 5 is to coordinate land use and transportation to
facilitate transit, walking, cycling and multi -occupancy vehicle trips. The subject site is in an area
identified as a potential corridor in the Frequent Transit Network Concept as shown on Metro 2040
Map 13.1). However, there is no planning work underway or certainty regarding future
implementation. Currently, the site has limited transit service (20-30 minute service). It i s not
within walking distance of the existing Frequent Transit Network and there are no transit expansion
plans along 80th Avenue. With limited transit service, the proposed Cultural District will increase
traffic volumes and trips to and from the Mixed Employment area. The Cultural District study
addresses parking and traffic considerations, and features design guidelines and proposed
improvements to the public realm and access to and from transit services, including sidewalks,
pedestrian connections, open space and landscaping. Although such improvements will contribute
somewhat to the walkability and transit connectivity of the Cultural District area, the proposed
amendment generally does not support this Metro 2040 strategy.
Safe and efficient movement of people and goods
The proposed Cultural District encompasses a portion of the BC Hydro railway ROW. The current
use of rail in the surrounding industrial areas, and potential impacts to future rail use are not
addressed in the City's analysis. It is likely that rail use in this corridor will be constrained as a result
of the proposed amendment, although City staff have informally indicated that rail use by industry
in the area has been declining and mostly replaced by trucking.
ALTERNATIVES
1. That the GVRD Board:
a) Initiate the regional growth strategy amendment process for the City of Surrey's proposed
amendment for the Central Newton Commercial Cultural District;
RPA-18-
Metro Vancouver 2040: Shaping our Future Amendment Request from the City of Surrey — Central Newton
Regional Planning and Agriculture Committee Meeting Date: June 6, 2014
Page 7 of 8
b) Give 1st reading of Greater Vancouver Regional District Regional Growth Strategy
Amendment Bylaw No. 1207, 2014;
c) Give 2nd reading of Greater Vancouver Regional District Regional Growth Strategy
Amendment Bylaw No. 1207, 2014; and
d) Direct staff to notify affected local governments as per Metro Vancouver 2040: Shaping our
Future Section 6.4.2.
2. That the GVRD Board decline the requested Metro 2040 amendment.
FINANCIAL IMPLICATIONS
There are no financial implications for the alternatives presented.
REGIONAL PLANNING IMPLICATIONS
The proposed amendment to Metro 2040 is a Type 3 minor amendment. If the Metro Vancouver
Board approves Alternative 1, initiates the amendment, and gives 15t and 2nd reading to RGS
Amendment Bylaw No. 1207, 2014 (Attachment 1), notification will be sent to affected local
governments, a notice will be placed on the Metro Vancouver website and an opportunity for all to
comment will be provided. The intent would be to return to the Board in September 2014 with an
opportunity to consider comments received and adoption of the Bylaw. Surrey's new RCS would be
considered at the same meeting.
In terms of regional impacts, if the amendment is approved, there will be a loss of 6.5 hectares of
industrial land parcels within the Cultural District area, and an increase in trip generation in an area
with currently limited transit services outside of Urban Centres and FTDAs. However, the intent is to
stabilize the long-term protection of industrial lands immediately outside of the Cultural District
area, contain and focus commercial activity to where it is already occurring and most prevalent, and
support a regionally and culturally unique economic generator.
If the Board approves Alternative 2, and declines the amendment, potential implications might
include further destabilization of industrial land in the area via ongoing pressure for commercial
conversion, and diminished opportunity for diversifying the regional economy. Similarly, if the
Industrial designation remains in name only, and does not accurately reflect what's on the ground,
the intent of the Metro 2040 land use designations might be diminished. The regional benefits of
not accepting the amendment would include a clear message that Metro 2040 Industrial areas are
to remain as a stable supply of land for industrial activity, and that, on balance, encouraging further
commercial uses in the area will have significant regional impacts as a major trip generator out of
centre and without adequate transit access.
SUMMARY /CONCLUSION
The City of Surrey has requested an amendment to Metro 2040 to re -designate properties totaling
5.5 hectares from Industrial land to Mixed Employment. The amendment responds to ongoing
challenges to curb the growth of retail/commercial uses in the Central Newton area by proposing to
contain the existing commercial uses within a cultural commercial district.
The. amendment aims to resolve .the conflicting land use issue by acknowledging the existing
commercial character of the subject lands; a re -designation to Metro 2040 Mixed Employment
would enable consistency among the establishment of the Central Newton Cultural Commercial
District, the City's new OCP, the proposed Regional Context Statement and Metro 2040.
RPA-19-
Metro Vancouver 2040. Shaping our Future Amendment Request from the City of Surrey — Central Newton
Regional Planning and Agriculture Committee Meeting Date: June 6, 2014
Paee 8 of 8
The amendment further articulates the City's ongoing efforts to curb the problem of commercial
growth in the area, and provides a final step to resolve prior regulatory and administrative
challenges with curbing commercial growth.
The proposed amendment addresses and provides a mechanism to contain the conversion of
industrial land in the Central Newton Cultural Commercial District, and contributes to the broad
Metro 2040 objective of protecting industrial land by providing further stability and clarity to land
use in industrial areas. Metro Vancouver staff recommends Alternative 1, that the proposed
amendment should proceed. If the Board approves the recommendation, the amendment bylaw
will return for consideration of adoption along with all comments from the referral period.
Attachments (Doc. #9499012):
L. Regional Growth Strategy Amendment Bylaw No. 1207, 2014.
2. Map of Proposed Amendment to Metro 2040 Land Use Designations.
3. City of Surrey Staff Reports.
9437746
GREATER VANCOUVER REGIONAL DISTRICT
REGIONAL GROWTH STRATEGY AMENDMENT BYLAW NO. 1207, 2014
A Bylaw to Amend
Greater Vancouver Regional District Regional Growth Strategy Bylaw No. 1136, 2010.
WHEREAS the Board of the Greater Vancouver Regional District adopted the Greater Vancouver
Regional District Regional Growth Strategy Bylaw No.1136, 2010 on the 29th day of July, 2011;
NOW THEREFORE, the Board of the Greater Vancouver Regional District in open meeting assembled
ENACTS as follows:
1. The "Greater Vancouver Regional District Regional Growth Strategy Bylaw Number 1136, 2010"
is hereby amended by revising the official regional land use designation maps numbered 2
(Regional Land Use Designations) and 6 (Industrial and Mixed Employment Areas) to record the
changes in regional land use designation from Industrial to Mixed Employment, as shown in
Schedule A of this Bylaw.
2. The official Citation for this bylaw is "Greater Vancouver Regional District Regional Growth
Strategy Amendment Bylaw No. 1207, 2014" This bylaw may be cited as "Regional Growth
Strategy Amendment Bylaw No
Read a First time this
Read a Second time this
Read a Third time this
Passed and Finally Adopted this
Chris Plagnol
Acting Corporate Officer
1207, 2014."
day of , 2014.
day of , 2014.
day of , 2014.
day of , 2014.
Greg Moore
Board Chair
Greater Vancouver Regional District Regional Growth Strategy Amendment Bylaw No. 1207, 2014
Page 1 of 2
RPA-21-
Schedule A Map of Subject Site
Metro 2040 Land Use Designation Amendment
�Ity O�
Surrey , ,_ Redesignate tram indus#rialto Mixed Employment
Greater Vancouver Regional District Regional Growth Strategy Amendment Bylaw No. 1207, 2014
Page 2 of 2
RPA - 22 -
rR
i.- CK
o
;It.p
z
c0 o t7
i MI:
w
w
OVisa 0
Q)G
w
Z ,V7
� � a
Lm U
:3 c0
� O
E
O cu
'+- o0
® � N
O ca
S O
E
i U
L
Q
O
� O �
CD
N
a m
a =$
w c
x o
v
CMI) a
N N Q o
® i 70
® O �
L. o
O
a
E
w
a
0
x
o
aNi
c
@
s
U
N
�
G1
C
N
O
-
Q
O