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HomeMy WebLinkAbout2024-01-16 Regular Council Meeting Agenda and Reports.pdfCity of Maple Ridge COUNCIL MEETING AGENDA January 16, 2024 7:00 pm Virtual Online Meeting including Council Chambers The purpose of a Council meeting is to enact powers given to Council using bylaws or resolutions. This is the venue for debate of issues before voting on a bylaw or resolution.The meeting is live streamed and recorded by the City of Maple Ridge. This Agenda is posted on the City’s Public Portal at:  https://mapleridge.primegov.com/public/portal For virtual public participation during Public Question Period register by going to Public Portal at: https://mapleridge.primegov.com/public/portal and clicking on the microphone icon for the select meeting 1.CALL TO ORDER 1.1 Territory Acknowledgement The City of Maple Ridge carries out its business on the traditional and unceded territories of the Katzie (q̓ic̓әy̓) First Nation and the Kwantlen (qʼʷa:n̓ƛʼәn̓) First Nation. 2.AMENDMENTS TO THE AGENDA 3.APPROVAL OF AGENDA 4.ADOPTION OF MINUTES 4.1 Minutes Special Council (to Close) – December 12, 2023 Regular Council – December 12, 2023 5.PRESENTATIONS AT THE REQUEST OF COUNCIL 6.DELEGATIONS 7.CONSENT AGENDA RECOMMENDATION: That the items contained on the January 16, 2024 Regular Council Consent Agenda be received into the record. 7.1 Committee and Taskforce Minutes Agricultural Advisory Committee · April 27, 2023 · September 28, 2023 Advisory Design Panel · July 19, 2023 · September 20, 2023 · October 18, 2023 Economic Development Advisory Committee · May 31, 2023 Public Art Steering Committee · July 6, 2023 Mayor’s Taskforce on Climate Action · December 4, 2023 7.2 House of Commons – Suicide Pervention Hotline Correspondence from Todd Doherty, MP Cariboo­Prince George 8.UNFINISHED BUSINESS 9.BYLAWS  9.1 Film Fee Update To amend the Maple Ridge Fees & Charges Bylaw to reflect changes to filming fees. RECOMMENDATION:  That Maple Ridge Fees & Charges Amending Bylaw No. 7978­2023 be adopted. 9.2 Maple Ridge Code of Conduct Bylaw No. 7976­​2023, Elected Officials Oath of Office Bylaw No. 7975­2023, Maple Ridge Council Remuneration Bylaw No. 7330­​2017, Amendment Bylaw No. 7974­2023. To incorporate an Integrity Commission function within the Code of Conduct, adoption of a bylaw that incorporates adherence to the Code of Conduct in the oath or solemn affirmation of office, and amendments to the Remuneration Bylaw to reduce a member’s remuneration based upon the Integrity Commission’s finding of a breach of the Code of Conduct. RECOMMENDATION:  1. That Maple Ridge Code of Conduct Bylaw No. 7976­​2023 be adopted. 2. That Elected Official Oath of Office Bylaw No. 7975​­2023 be adopted. 3. That Maple Ridge Council Remuneration Bylaw No. 7330­​2017, Amendment Bylaw No. 7974­​2023 be adopted. 10. COMMITTEE REPORTS AND RECOMMENDATIONS The items in the “Committee Reports and Recommendations” category are staff reports presented at an earlier Committee of the Whole meeting, typically a week prior, to provide Council with an opportunity to ask staff detailed questions. The items are now before the Regular Council meeting for debate and vote. Both meetings are open to the public.  10.1 2018­448­RZ.01, 12061 Laity Street Extend the completion date in the Heritage Revitalization Agreement for the conservation of the Gillespie Residence on the subject site. RECOMMENDATION: That Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amending Bylaw No. 7981­2023 be given first, second and third reading. 11.STAFF REPORTS 12.OTHER MATTERS DEEMED EXPEDIENT 13.PUBLIC QUESTION PERIOD 14.MAYOR AND COUNCILLOR VERBAL REPORTS 15.NOTICES OF MOTION AND MATTERS FOR FUTURE MEETING 16.ADJOURNMENT City of Maple RidgeCOUNCIL MEETING AGENDAJanuary 16, 20247:00 pmVirtual Online Meeting including Council ChambersThe purpose of a Council meeting is to enact powers given to Council using bylaws or resolutions. This isthe venue for debate of issues before voting on a bylaw or resolution.The meeting is live streamed andrecorded by the City of Maple Ridge. This Agenda is posted on the City’s Public Portal at: https://mapleridge.primegov.com/public/portalFor virtual public participation during Public Question Period register by going toPublic Portal at: https://mapleridge.primegov.com/public/portal and clicking on themicrophone icon for the select meeting1.CALL TO ORDER1.1 Territory AcknowledgementThe City of Maple Ridge carries out its business on the traditional andunceded territories of the Katzie (q̓ic̓әy̓) First Nation and the Kwantlen(qʼʷa:n̓ƛʼәn̓) First Nation.2.AMENDMENTS TO THE AGENDA3.APPROVAL OF AGENDA4.ADOPTION OF MINUTES4.1 MinutesSpecial Council (to Close) – December 12, 2023Regular Council – December 12, 20235.PRESENTATIONS AT THE REQUEST OF COUNCIL 6.DELEGATIONS 7.CONSENT AGENDA RECOMMENDATION: That the items contained on the January 16, 2024 Regular Council Consent Agenda be received into the record. 7.1 Committee and Taskforce Minutes Agricultural Advisory Committee · April 27, 2023 · September 28, 2023 Advisory Design Panel · July 19, 2023 · September 20, 2023 · October 18, 2023 Economic Development Advisory Committee · May 31, 2023 Public Art Steering Committee · July 6, 2023 Mayor’s Taskforce on Climate Action · December 4, 2023 7.2 House of Commons – Suicide Pervention Hotline Correspondence from Todd Doherty, MP Cariboo­Prince George 8.UNFINISHED BUSINESS 9.BYLAWS  9.1 Film Fee Update To amend the Maple Ridge Fees & Charges Bylaw to reflect changes to filming fees. RECOMMENDATION:  That Maple Ridge Fees & Charges Amending Bylaw No. 7978­2023 be adopted. 9.2 Maple Ridge Code of Conduct Bylaw No. 7976­​2023, Elected Officials Oath of Office Bylaw No. 7975­2023, Maple Ridge Council Remuneration Bylaw No. 7330­​2017, Amendment Bylaw No. 7974­2023. To incorporate an Integrity Commission function within the Code of Conduct, adoption of a bylaw that incorporates adherence to the Code of Conduct in the oath or solemn affirmation of office, and amendments to the Remuneration Bylaw to reduce a member’s remuneration based upon the Integrity Commission’s finding of a breach of the Code of Conduct. RECOMMENDATION:  1. That Maple Ridge Code of Conduct Bylaw No. 7976­​2023 be adopted. 2. That Elected Official Oath of Office Bylaw No. 7975​­2023 be adopted. 3. That Maple Ridge Council Remuneration Bylaw No. 7330­​2017, Amendment Bylaw No. 7974­​2023 be adopted. 10. COMMITTEE REPORTS AND RECOMMENDATIONS The items in the “Committee Reports and Recommendations” category are staff reports presented at an earlier Committee of the Whole meeting, typically a week prior, to provide Council with an opportunity to ask staff detailed questions. The items are now before the Regular Council meeting for debate and vote. Both meetings are open to the public.  10.1 2018­448­RZ.01, 12061 Laity Street Extend the completion date in the Heritage Revitalization Agreement for the conservation of the Gillespie Residence on the subject site. RECOMMENDATION: That Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amending Bylaw No. 7981­2023 be given first, second and third reading. 11.STAFF REPORTS 12.OTHER MATTERS DEEMED EXPEDIENT 13.PUBLIC QUESTION PERIOD 14.MAYOR AND COUNCILLOR VERBAL REPORTS 15.NOTICES OF MOTION AND MATTERS FOR FUTURE MEETING 16.ADJOURNMENT City of Maple RidgeCOUNCIL MEETING AGENDAJanuary 16, 20247:00 pmVirtual Online Meeting including Council ChambersThe purpose of a Council meeting is to enact powers given to Council using bylaws or resolutions. This isthe venue for debate of issues before voting on a bylaw or resolution.The meeting is live streamed andrecorded by the City of Maple Ridge. This Agenda is posted on the City’s Public Portal at: https://mapleridge.primegov.com/public/portalFor virtual public participation during Public Question Period register by going toPublic Portal at: https://mapleridge.primegov.com/public/portal and clicking on themicrophone icon for the select meeting1.CALL TO ORDER1.1 Territory AcknowledgementThe City of Maple Ridge carries out its business on the traditional andunceded territories of the Katzie (q̓ic̓әy̓) First Nation and the Kwantlen(qʼʷa:n̓ƛʼәn̓) First Nation.2.AMENDMENTS TO THE AGENDA3.APPROVAL OF AGENDA4.ADOPTION OF MINUTES4.1 MinutesSpecial Council (to Close) – December 12, 2023Regular Council – December 12, 20235.PRESENTATIONS AT THE REQUEST OF COUNCIL6.DELEGATIONS7.CONSENT AGENDARECOMMENDATION:That the items contained on the January 16, 2024 Regular Council ConsentAgenda be received into the record.7.1 Committee and Taskforce MinutesAgricultural Advisory Committee· April 27, 2023· September 28, 2023Advisory Design Panel· July 19, 2023· September 20, 2023· October 18, 2023Economic Development Advisory Committee· May 31, 2023Public Art Steering Committee· July 6, 2023Mayor’s Taskforce on Climate Action· December 4, 20237.2 House of Commons – Suicide Pervention HotlineCorrespondence from Todd Doherty, MP Cariboo­Prince George8.UNFINISHED BUSINESS9.BYLAWS 9.1 Film Fee UpdateTo amend the Maple Ridge Fees & Charges Bylaw to reflect changes to filmingfees.RECOMMENDATION: That Maple Ridge Fees & Charges Amending Bylaw No. 7978­2023 be adopted.9.2 Maple Ridge Code of Conduct Bylaw No. 7976­​2023, Elected Officials Oath of Office Bylaw No. 7975­2023, Maple Ridge Council Remuneration Bylaw No. 7330­​2017, Amendment Bylaw No. 7974­2023. To incorporate an Integrity Commission function within the Code of Conduct, adoption of a bylaw that incorporates adherence to the Code of Conduct in the oath or solemn affirmation of office, and amendments to the Remuneration Bylaw to reduce a member’s remuneration based upon the Integrity Commission’s finding of a breach of the Code of Conduct. RECOMMENDATION:  1. That Maple Ridge Code of Conduct Bylaw No. 7976­​2023 be adopted. 2. That Elected Official Oath of Office Bylaw No. 7975​­2023 be adopted. 3. That Maple Ridge Council Remuneration Bylaw No. 7330­​2017, Amendment Bylaw No. 7974­​2023 be adopted. 10. COMMITTEE REPORTS AND RECOMMENDATIONS The items in the “Committee Reports and Recommendations” category are staff reports presented at an earlier Committee of the Whole meeting, typically a week prior, to provide Council with an opportunity to ask staff detailed questions. The items are now before the Regular Council meeting for debate and vote. Both meetings are open to the public.  10.1 2018­448­RZ.01, 12061 Laity Street Extend the completion date in the Heritage Revitalization Agreement for the conservation of the Gillespie Residence on the subject site. RECOMMENDATION: That Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amending Bylaw No. 7981­2023 be given first, second and third reading. 11.STAFF REPORTS 12.OTHER MATTERS DEEMED EXPEDIENT 13.PUBLIC QUESTION PERIOD 14.MAYOR AND COUNCILLOR VERBAL REPORTS 15.NOTICES OF MOTION AND MATTERS FOR FUTURE MEETING 16.ADJOURNMENT Document: 3314140 City of Maple Ridge SPECIAL COUNCIL MEETING MINUTES DECEMBER 12, 2023 The Minutes of the City Council Meeting held virtually and hosted in the Council Chambers on December 12, 2023, at 1:03 pm at City Hall, 11995 Haney Place, Maple Ridge, British Columbia for the purpose of transacting special City business. PRESENT Elected Officials Mayor D. Ruimy Councillor K. Carreras Councillor J. Dueck Councillor S. Schiller Councillor J. Tan Councillor A. Yousef ABSENT Councillor O. Dozie Appointed Staff S. Hartman, Chief Administrative Officer S. Labonne, Deputy Chief Administrative Officer C. Mushata, Corporate Officer, Director of Legislative Services Other Staff as Required M. Best, Interim Director of Planning A. Grochowich, Manager of Community Planning M. Halpin, Manager of Transportation C. Howes, Acting Deputy Corporate Officer J. Khaira, Manager of Engineering Design & Construction C. Lee, Manager of Financial Planning M. Lewis, Executive Director, Human Resources Z. Lifshiz, Director, Strategic Development, Communications and Public Engagement C. Martin, Director of Recreation D. Maier, Manager of Communications (arr. 1:07 pm) W. Mehat, Officer in Charge C. Neufeld, Manager of Parks Planning & Development C. Nolan, Deputy Director of Finance W. Oleschak, Director of Engineering Operations D. Olivieri, Manager of Corporate Planning and Consultation R. Ollenberger, Manager of Development Engineering P. Purewal, Senior Manager, Corporate Communications and Public Engagement (arr. 1:07 pm) V. Richmond, Director of Parks & Facilities and Properties P. Sagert, Director of Information Services D. Samson, Interim Fire Chief T. Thompson, Chief Financial Officer T. Westover, Director of Economic Development Note: These Minutes are posted on the City’s Web Site at https://mapleridge.primegov.com/public/portal. 1. CALL TO ORDER – 1:03 pm 1.1. Territory Acknowledgement The Mayor provided the land acknowledgement. Special Council (to Close) Meeting Minutes December 12, 2023 Page 2 of 2 Document: 3363787 1.2. Approval of the Agenda R/2023-S(C)-061 Moved, seconded, and CARRIED THAT the agenda of the December 12, 2023, Special Council Meeting be adopted. 2. MINUTES – Nil 3. NEW BUSINESS 4. GENERAL MATTERS 4.1 Resolution to Exclude the Public R/2023-S(C)-062 Moved, seconded, and CARRIED THAT, pursuant to Section 90 of the Community Charter, this meeting be closed to the public as the subject matter being considered relates to the following: 90(1)(c) labour relations or employee negotiations; 90(1)(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 reasonable be expected to harm the interests of the municipality if they were held in public. 3. GENERAL MATTERS 4. NEW BUSINESS 5. INFORMATION ITEMS 6. ITEMS TO BE RELEASED FROM CLOSED STATUS 7. ADJOURNMENT – 5:23 pm _______________________________ D. Ruimy, Mayor Certified Correct: ___________________________ C. Mushata, Corporate Officer Document: 3616309 City of Maple Ridge Regular Council Meeting Minutes December 12, 2023 The Minutes of the Regular Council Meeting held virtually and hosted in Council Chambers on December 12, 2023 at 7:00 pm at City Hall, 11995 Haney Place, Maple Ridge, BC for the purpose of transacting regular City business. PRESENT Elected Officials Mayor D. Ruimy Councillor K. Carreras Councillor J. Dueck Councillor S. Schiller Councillor J. Tan Councillor A. Yousef ABSENT Councillor O. Dozie Appointed Staff S. Hartman, Chief Administrative Officer S. Labonne, Deputy Chief Administrative Officer C. Mushata, Corporate Officer, Director of Legislative Services Other staff as required F. Armstrong, Special Events Marketing and Communications Manager C. Balatti, Manager of Special Projects M. Best, Interim Director of Planning R. Brummer, Manager of Arts, Culture and Events W. Cooper, Planner 2 D. Denton, Property Manager M. Halpin, Manager of Transportation C. Howes, Acting Deputy Corporate Officer J. Kim, Computer Support Specialist Z. Lifshiz, Director of Strategic Development, Communications, and Community Engagement C. Martin, Director of Recreation Services M. McMullen, Manager of Development & Environmental Services R. Ollenberger, Manager of Development Engineering V. Richmond, Director of Parks, Facilities & Properties D. Samson, Interim Fire Chief T. Thompson, Director of Finance T. Westover, Director of Economic Development Note: These Minutes and a video of the meeting are posted on the City’s Web Site at https://mapleridge.primegov.com/public/portal 1. CALL TO ORDER – 7:00 pm 1.1 Territory Acknowledgement The Mayor provided the land acknowledgement. 2. AMENDMENTS TO THE AGENDA - Nil 3. APPROVAL OF AGENDA 3.1 Approval of the Agenda R/2023-CM-288 Moved and seconded That the agenda for the December 12, 2023, Regular Council meeting be approved. CARRIED Regular Council Meeting Minutes December 12, 2023 Page 2 of 13 Document:3616309 4. ADOPTION OF MINUTES 4.1 Minutes R/2023-CM-289 Moved and seconded That the following minutes be adopted as circulated: • Report of Public Hearing – November 21, 2023 • Report of Public Hearing – December 5, 2023 • Regular Council – November 28, 2023 • Special Council – November 21, 2023 • Special Council – December 5, 2023 CARRIED 5. PRESENTATIONS AT THE REQUEST OF COUNCIL 5.1 Recreation Facility Feasibility Study Update C. Balatti provided a presentation. 6. DELEGATIONS 7. CONSENT AGENDA R/2023-CM-290 Moved and seconded That the recommendations contained in the following items on the December 12, 2023 Council Consent Agenda be approved. 7.1 2024 Council Meeting Schedule Recommendation: That the 2024 Council Meeting Schedule be approved as circulated. 7.2 2024 Council Appointments to Regional Boards, Advisory Committees and Commissions, Standing and Statutory Committees, and Outside Agencies Recommendation: That the 2024 Council Appointments to the Regional Boards, Advisory Committees and Commissions, Standing and Statutory Committees and Outside Agencies be approved as circulated. 7.3 Advisory Design Panel Recommendation: That the Advisory Design Panel Appointments be received into the record. The following Advisory Design Panel appointments were released from the Closed Council meeting held on December 5, 2023: • Van Nguyen, Architect (January 1, 2024-December 31, 2025); • Sang Yun Kim, Architect (January 1, 2024-Decemebr 31, 2025; and • Jennifer Wall, Landscape Architect (January 1, 2024-December 31, 2025). Regular Council Meeting Minutes December 12, 2023 Page 3 of 13 Document:3616309 7.4 Council Committee Appointments Recommendation: That the Council Committee Appointments be received into the record. The following Advisory Design Panel appointments were released from the Closed Council meeting held on December 5, 2023: Agricultural Advisory Committee • Michelle Sparrow, Member at Large, two-year term (January 1, 2024 – December 31, 2025); and • Shannon Campbell, Member at Large, two-year term (January 1, 2024 – December 31, 2025); and • Bhupinder Johar, Member at Large, one-year term (January 1, 2024 – December 31, 2024). Community Heritage Commission • Neha Arora, Member at Large, two-year term (January 1, 2024 – December 31, 2025); and • Gladys Hewson, Member at Large, two-year term (January 1, 2024 – December 31, 2025). Economic Development Advisory Committee • Lillian Kan, Member at Large, two-year term (January 1, 2024 – December 31, 2025); and • Craig Fewer, Member at Large, two-year term (January 1, 2024 – December 31, 2025); and • Jerry Kok, Member at Large, two-year term (January 1, 2024 – December 31, 2025). Environmental Advisory Committee • Katina Tam, Member at Large, one-year term (January 1, 2024 – December 31, 2024); and • Brian Clark, Environmental Professional, two-year term (January 1, 2024 – December 31, 2025); and • Mark Adams, Member at Large, two-year term (January 1, 2024 – December 31, 2025). Municipal Advisory Committee on Accessibility and Inclusiveness • Elizabeth Foreman, Member At Large, one-year term (January 1, 2024 – December 31, 2024) Public Art Steering Committee • Dana Bates, Artist, two-year term (January 1, 2024 – December 31, 2025) Parks, Recreation, and Culture Advisory Committee • Stephen Von Sychowski, Member at Large, two-year term (January 1, 2024 – December 31, 2025), as an exception to paragraph 3.1 of Council Policy 3.11. • Sasha Passaglia, Member at Large, two-year term (January 1, 2024 – December 31, 2025) Regular Council Meeting Minutes December 12, 2023 Page 4 of 13 Document:3616309 Social Policy Advisory Committee • Ashley Isaac, Member at Large, two-year term (January 1, 2024 – December 31, 2025); and • Rupali Menta, Member at Large, one year term (January 1, 2024 – December 31, 2024); and • Zachary Romeo, Member at Large, one-year term (January 1, 2024 – December 31, 2024). Transportation Advisory Committee • Moreno Rossi, Member at Large, two-year term (January 1, 2024 – December 31, 2025); and • Ahmed Safdar, Member at Large, one-year term (January 1, 2024 – December 31, 2024); and • Harsha Naidu, Member at Large, one-year term (January 1, 2024 – December 31, 2024). 7.5 Committee and Taskforce Minutes Recommendation: That the following Committee and Taskforce Minutes be received into the record. Economic Development Advisory Committee • July 17, 2023 • September 13, 2023 Transportation Advisory Committee • October 11, 2023 Community Heritage Commission • September 14, 2023 Municipal Advisory Committee on Accessibility and Inclusiveness • June 15, 2023 Audit and Finance Committee • April 25, 2023 Parks, Recreation and Culture Advisory Committee • October 26, 2023 • February 8, 2023 • October 4, 2023 Mayor’s Taskforce on Climate Action • July 24, 2023 • September 11, 2023 • November 20, 2023 CARRIED 8. UNFINISHED BUSINESS - Nil Regular Council Meeting Minutes December 12, 2023 Page 5 of 13 Document:3616309 9. BYLAWS 9.1 Maple Ridge Subdivision and Development Servicing Amending Bylaw No. 7950-2023 To reduce the off-site frontage requirements for single-family rebuilds, in-unit suites, and detached garden suites, in order to increase the affordability of construction, incentivize the construction of detached suites, and reduce permit application timelines. R/2023-CM-291 Moved and seconded THAT Maple Ridge Subdivision and Servicing Amending Bylaw No. 7950-2023 be given adoption. CARRIED 10. COMMITTEE REPORTS AND RECOMMENDATIONS 10.1 2021-320-RZ, 12209, 12219, 12231, 12241, 12251 222 Street and 22190 123 Avenue, RS-1 to RM-2 To permit the future construction of two 6-storey apartment buildings with a total of 152 market strata dwelling units. R/2023-CM-292 Moved and seconded, 1. That Zone Amending Bylaw No. 7772-2021 be given first reading; and further 2. That the applicant submits a complete application, including detailed information and technical reports, for the Official Community Plan amendment, rezoning, Town Centre Development Permit, and Development Variance Permit. CARRIED with Councillor Schiller opposed Councillor Tan raised a Point of Order and stated her card was raised to speak for a second time before Mayor Ruimy called the question on the motion. Mayor Ruimy advised that Councillor Tan was permitted to speak, Councillor Yousef raised a Point of Order and stated that the vote had already been called indicating that debate had been closed. Mayor Ruimy advised that he had provided a second opportunity to speak prior to calling the question and did not see any cards raised and proceeded with the vote. 10.2 2019-051-RZ, 11405 236 Street, RS-3 to RM-1 To permit the future construction of 18 townhouse units. R/2023-CM-293 Moved and seconded 1. That in accordance with Section 475 of the Local Government Act, opportunity for early and on-going consultation has been provided by way of posting Official Community Plan Amending Bylaw No. 7535-2019 on the municipal website and requiring that the applicant host a Development Information Meeting (DIM), and Council considers it unnecessary to provide any further consultation opportunities, except by way of holding a Public Hearing on the bylaw; Regular Council Meeting Minutes December 12, 2023 Page 6 of 13 Document:3616309 2. That Official Community Plan Amending Bylaw No. 7535-2019 be considered in conjunction with the Capital Expenditure Plan and Waste Management Plan; 3. That it be confirmed that Official Community Plan Amending Bylaw No. 7535-2019 is consistent with the Capital Expenditure Plan and Waste Management Plan; 4. That Official Community Plan Amending Bylaw No. 7535-2019 be given first and second reading and be forwarded to Public Hearing; 5. That Zone Amending Bylaw No. 7536-2019 be given second reading as amended, and be forwarded to Public Hearing; 6. That the following terms and conditions be met prior to final reading: i) Registration of a Rezoning Servicing Agreement as a Restrictive Covenant and receipt of the deposit of a security, as outlined in the Agreement; ii) Amendment to Official Community Plan Schedules "B" and “C”; iii) Road dedication on 236 Street, as required; iv) Park dedication as required, including construction of emergency access roads; and removal of all debris and garbage from the dedicated parkland; v) Registration of a Restrictive Covenant for the Geotechnical Report, which addresses the suitability of the subject property for the proposed development; vi) Registration of a Statutory Right-of-Way plan and agreement for access to City works and vehicles; vii) Registration of a Restrictive Covenant for protecting the Visitor Parking; viii)Registration of a Restrictive Covenant for Stormwater Management; ix) Removal of existing building; x) If the Director of Waste Management from the Ministry of Environment determines that a site investigation is required based on the submitted Site Disclosure Statement, a rezoning, development, or development variance permit cannot be approved until a release is obtained for the subject property; xi) In addition to the Ministry of Environment Site Disclosure Statement, a disclosure statement must be submitted by a Professional Engineer advising whether there is any evidence of underground fuel storage tanks on the subject property. If so, a Stage 1 Site Investigation Report is required to ensure that the subject property is not a contaminated site; xii) That a voluntary contribution, in the amount of $133,200 ($7,400/unit), or such rate applicable at third reading of this application, be provided in keeping with the Council Policy 6.31 with regard to Community Amenity Contributions; and, xiii) That the density bonus contribution in the amount of $344.46/m² ($32.00/ft²), for a total of $204,550.00 be provided in keeping with the RM-1 zone Density Bonus provision for Major Corridor Residential. CARRIED 10.3 2021-280-RZ, 22306 122 Avenue, RS-1 to RT-2 To permit the future construction of a fourplex. R/2023-CM-294 Moved and seconded, 1. That Zone Amending Bylaw No. 7773-2021 be given second reading, and be forwarded to Public Hearing; 2. That the following terms and conditions be met prior to final reading: i) Registration of a Rezoning Servicing Agreement as a Restrictive Covenant and receipt of the deposit of a security, as outlined in the Agreement; ii) Approval from the Ministry of Transportation and Infrastructure; iii) Road dedication on 223 Street as required; iv) Registration of a Restrictive Covenant for the Geotechnical Report, which addresses the suitability of the subject property for the proposed development; Regular Council Meeting Minutes December 12, 2023 Page 7 of 13 Document:3616309 v) Registration of a Restrictive Covenant for Stormwater Management; vi) Removal of existing building; vii) In addition to the Ministry of Environment Site Disclosure Statement, a disclosure statement must be submitted by a Professional Engineer advising whether there is any evidence of underground fuel storage tanks on the subject property(ies). If so, a Stage 1 Site Investigation Report is required to ensure that the subject property is not a contaminated site. viii)That a voluntary contribution, in the amount of $22,200.00 ($7,400/unit), or such rate applicable at third reading of this application, be provided in keeping with the Council Policy 6.31 with regard to Community Amenity Contributions. CARRIED 10.4 2021-389-RZ, 11619, 11631, 11639 Adair Street, RS-1 to RT-2 To permit the future construction of three triplexes on three separate lots. R/2023-CM-295 Moved and seconded, 1. That Zone Amending Bylaw No. 7793-2021 be given second reading, and be forwarded to Public Hearing; and 2. That the following terms and conditions be met prior to final reading: i) Registration of a Rezoning Servicing Agreement as a Restrictive Covenant and receipt of the deposit of a security, as outlined in the Agreement; ii) Registration of a Restrictive Covenant for Stormwater Management; iii) Removal of existing buildings; iv) In addition to the Ministry of Environment Site Disclosure Statement, a disclosure statement must be submitted by a Professional Engineer advising whether there is any evidence of underground fuel storage tanks on the subject properties. If so, a Stage 1 Site Investigation Report is required to ensure that the subject property is not a contaminated site. v) That a voluntary contribution, in the amount of $66,600 ($7,400/unit) or such rate applicable at third reading of this application, be provided in keeping with the Council Policy 6.31 with regard to Community Amenity Contributions. CARRIED 10.5 2023-111-RZ, Zoning Bylaw No. 7600-2019 Housekeeping Amendments Minor clarifications and corrections to the Zone Amending Bylaw No. 7600-2019. R/2023-CM-296 Moved and seconded, 1. That Zone Amending Bylaw No. 7928-2023 be given first and second reading; and further 2. That a Public Hearing for Zone Amending Bylaw No. 7928-2023 be waived in accordance with the Local Government Act section 464(2). CARRIED 10.6 2023-350-RZ, 24070 128 Avenue and 24195 Fern Crescent, RS-3 to CD-5-23 To facilitate the development of 48 townhouse dwelling units. Council discussed options and staff answered questions of Council. R/2023-CM-297 Moved and seconded, 1. In respect of Section 475 of the local Government Act, requirement for consultation during the development or amendment of an Official Community Plan, Council must consider Regular Council Meeting Minutes December 12, 2023 Page 8 of 13 Document:3616309 whether consultation is required with specifically: i. The Board of the Regional District in which the area covered by the plan is located, in the case of a Municipal Official Community Plan; ii. The Board of any Regional District that is adjacent to the area covered by the plan; iii. The Council of any municipality that is adjacent to the area covered by the plan; iv. First Nations; v. Boards of Education, Greater Boards and Improvements District Boards; and vi. The Provincial and Federal Governments and their agencies. and in that regard it is recommended that no additional consultation be required in respect of this matter beyond the early posting of the proposed Official Community Plan amendments on the City's website, together with an invitation to the public to comment; 2. That Official Community Plan Amending Bylaw No. 7980-2023 be given first and second reading and forwarded to Public Hearing; 3. That Zoning Amending Bylaw No. 7791-2021 be repealed; 4. That Zone Amending Bylaw No. 7979-2023 be given first and second reading and will be forwarded to Public Hearing; 5. That the following terms and conditions be met prior to final reading: i) A voluntary contribution, in the amount of $355,200 ($7,400.00 X 48 units) be provided in keeping with the Council Policy with regard to Community Amenity Contributions; ii) A voluntary Cash Contribution for additional density over 0.60 FSR in the amount of approximately $669,709 be provided. This amount to be finalized after third reading; iii) That a voluntary cash contribution in the amount of $195,000 be provided towards the improvement of the adjacent neighbourhood park; iv) Registration of a Rezoning Servicing Agreement as a Restrictive Covenant and receipt of the deposit of a security, as will be outlined in this agreement; v) Road dedication as required along 128 Avenue; vi) Registration of a Restrictive Covenant for protecting the Visitor Parking; vii) Registration of a Restrictive Covenant for protecting the Stormwater Management; viii)In addition to the Ministry of Environment Site Disclosure Statement, a disclosure statement must be submitted by a Professional Engineer advising whether there is any evidence of underground fuel storage tanks on the subject properties. If so, a Stage 1 Site Investigation Report is required to ensure that the subject property is not a contaminated site. Councillor Tan made a Parliamentary Inquiry and asked what would happen in the event of a tie vote. Mayor Ruimy advised that a tie vote results in a motion being defeated. Moved and seconded, That the item be referred back to staff to review the density portion of the application and then bring the item back to Council. CARRIED With Councillors Tan and Yousef opposed Regular Council Meeting Minutes December 12, 2023 Page 9 of 13 Document:3616309 10.7 2022-081-DP/DVP, 22313, 22315, and 22321 Selkirk Avenue, Development Permit & Development Variance Permit To permit the future construction of a six-storey mixed-use podium style building with two levels of underground parking. R/2023-CM-298 Moved and seconded, 1. That the Corporate Officer be authorized to sign and seal 2022-081-DVP, to reduce the rear lot line setback and waive the permeable surface requirement, respecting properties located at 22313, 22315 and 22321 Selkirk Avenue; and further 2. That the Corporate Officer be authorized to sign and seal 2022-081-DP, to allow the future construction of a six-storey mixed-use building, respecting properties at 22313, 22315 and 22321 Selkirk Avenue. CARRIED **************************************************************************** Councillor Yousef left the meeting at 7:58 and was not present for the vote on R/2023-CM-299 **************************************************************************** 10.8 Film Policy and Fee Update To adopt a comprehensive and modernized film policy and amend the Fees and Charges Bylaw. Council discussed options and staff answered questions of Council. R/2023-CM-299 Moved and seconded, 1. That Council endorse the updated Maple Ridge Film Policy; and 2. That Maple Ridge Fees & Charges Amending Bylaw No. 7978-2023 be given first, second and third reading. CARRIED 10.9 Sponsorship, Advertising and Naming Rights Policy 4.34 To provide staff with the framework, protocols, and procedures necessary to facilitate opportunities for consistent and sustainable revenue generation from these types of business relationships. Council discussed options and staff answered questions of Council. R/2023-CM-300 Moved and seconded, 1. That Council endorse the Sponsorship, Advertising and Naming Rights Policy No. 4.34; and 2. That Park and Facility Advertising Policy No. 4.28 and Sponsorship Policy No. 4.20 be repealed. CARRIED Regular Council Meeting Minutes December 12, 2023 Page 10 of 13 Document:3616309 11. STAFF REPORTS NOTE: Item 11.1 is from the Public Hearing of December 5, 2023 11.1 Maple Ridge Temporary Use Permit 2022-457-RZ The subject application is to permit temporary accessory off-street parking use at the subject property. The proposed parking will provide 14 additional off-street parking stalls for an existing commercial building (22195 Dewdney Trunk Road) located adjacent to the subject property. R/2023-CM-301 Moved and seconded 1. That the Corporate Officer be authorized to sign and seal Temporary Use Permit 2022-457-RZ, once the following terms and conditions are met: i. removal of existing organic material and installation of 3” minus road base and ¼” clear crush, as per applicant’s proposal; ii. registration of a Cross-Access Easement between 12035 222 Street and 22195 Dewdney Trunk Road; and iii. Installation of landscaping as detailed in the provided Landscaping Plan and payment of the associated refundable Landscape Security of $3,784.00 CARRIED 11.2 2020-168-RZ, 2021-323-RZ, 2021-244-RZ, 13960 232 Street, 13897, 13917, 14027 Silver Valley Road, and 23348 141 Avenue To permit the future combined subdivision of 20 R-1 (Single Detached (Low Density) Urban Residential lots, 71 R-2 (Single Detached (Medium Density) Urban Residential lots and 13 RST (Street Townhouse Residential) lots. R/2023-CM-302 Moved and seconded 1. That Official Community Plan Amending Bylaw Nos. 7739-2021, 7847-2022, 7846-2022 be adopted; and further 2. That Zone Amending Bylaw Nos. 7662-2020, 7774-2021, 7768-2021 be adopted. CARRIED 11.3 Maple Ridge Code of Conduct Bylaw No. 7976-2023, Elected Officials Oath of Office Bylaw No. 7975-2023, Maple Ridge Council Remuneration Bylaw No. 7330-2017 and Amendment Bylaw No. 7974-202 To incorporate an Integrity Commission function within the Code of Conduct, adoption of a bylaw that incorporates adherence to the Code of Conduct in the oath or solemn affirmation of office, and amendments to the Remuneration Bylaw to reduce a member’s remuneration based upon the Integrity Commission’s finding of a breach of the Code of Conduct. R/2023-CM-303 Moved and seconded That Maple Ridge Code of Conduct Bylaw No. 7976-2023 be given first, second, and third reading. Regular Council Meeting Minutes December 12, 2023 Page 11 of 13 Document:3616309 R/2023-CM-304 Moved and seconded That clause 79(f), 79(j), and 87 in its entirety, be severed from the Maple Ridge Code of Conduct Bylaw No. 7976-2023. CARRIED R/2023-CM-305 Moved and seconded That the resolution be divided to consider clause 79(f) and 79(j) separately from clause 87 from the Maple Ridge Code of Conduct Bylaw No. 7976-2023. CARRIED with Councillor Dueck opposed R/2023-CM-306 Moved and seconded That the clause 79(f) be severed from the Maple Ridge Code of Conduct Bylaw No. 7976-2023 DEFEATED with Mayor Ruimy, Councillors Carreras, Dueck, Schiller, and Tan opposed R/2023-CM-307 Moved and seconded That the clause 79(j) be severed from the Maple Ridge Code of Conduct Bylaw No. 7976-2023 DEFEATED with Mayor Ruimy, Councillors Carreras, Dueck, Schiller opposed R/2023-CM-308 Moved and seconded That the clause 87 in its entirety be severed from the Maple Ridge Code of Conduct Bylaw No. 7976-2023 DEFEATED with Mayor Ruimy, Councillors Carreras, Dueck, Schiller opposed R/2023-CM-309 Moved and seconded That the words “No. 2154” be struck from clause 81(b) of Maple Ridge Code of Conduct Bylaw No. 7976-2023. CARRIED The main motion was then PUT and CARRIED **************************************************************************** Councillor Yousef left the meeting at 9:11 and was not present for the votes on R/2023-CM-310 and R/2023-CM-311 **************************************************************************** Regular Council Meeting Minutes December 12, 2023 Page 12 of 13 Document:3616309 R/2023-CM-310 Moved and seconded That Elected Official Oath of Office Bylaw No. 7975-2023 be given first, second, and third reading. CARRIED R/2023-CM-311 Moved and seconded That Maple Ridge Council Remuneration Bylaw No. 7330-2017, Amendment Bylaw No. 7974- 2023 be given first, second, and third reading. CARRIED **************************************************************************** Councillor Tan left the meeting at 9:13 and was not present for the votes on R/2023-CM-311 and R/2023-CM-312 **************************************************************************** 11.4 Maple Ridge 150 Outline the celebration of Maple Ridge’s 150th (MR150) anniversary and funding request for its implementation. R/2023-CM-312 Moved and seconded That Council approve $350,000 from accumulated surplus for the Maple Ridge 150 celebration on September 14, 2024. CARRIED 11.5 Subcommittee to the Corporate Governance and Human Resources Committee To form a subcommittee to specifically develop, review and make recommendations to Council on intergovernmental resolutions proposed to be forwarded to the Federation of Canadian Municipalities (FCM), the Lower Mainland Local Government Association (LMLGA), and the Union of British Columbia Municipalities (UBCM) if the LMLGA deadline is missed. R/2023-CM-313 Moved and seconded 1. That Council authorize the creation of the Corporate Governance and Human Resources Resolutions Subcommittee; and 2. That Council endorse the Terms of Reference for the Corporate Governance and Human Resources Resolutions Subcommittee CARRIED 12. OTHER MATTERS DEEMED EXPEDIENT~ NIL 13. PUBLIC QUESTION PERIOD No members of the public asked any questions or made any comments to Council. Regular Council Meeting Minutes December 12, 2023 Page 13 of 13 Document:3616309 14. MAYOR AND COUNCILLORS’ REPORTS The Mayor provided a year in review for 2023 and Council provided an update on their participation in recent community events. 15. NOTICES OF MOTION AND MATTERS FOR FUTURE MEETINGS – Nil 16. ADJOURNMENT – 9:49 pm ________________________ D. Ruimy, Chair Certified Correct: ____________________________________ C. Mushata Corporate Officer City of Maple Ridge Advisory Design Panel Meeting Minutes July 19, 2023 The Minutes of the Regular Meeting of the Maple Ridge Advisory Design Panel (ADP) held via Zoom teleconference on Wednesday, July 19, 2023 at 4:03 pm. PANEL MEMBERS PRESENT Jose Gonzalez, Chair Landscape Architect BCSLA Sang Kim, Vice Chair Architect AIBC Jaswinder Gabri Architect AIBC Lindsey Salter Architect AIBC Niall McGarvey Landscape Architect BCSLA STAFF MEMBERS PRESENT Wendy Cooper Staff Liaison, Planner 2 Arsh Dhillon Committee Clerk PANEL MEMBERS ABSENT 1. CALL TO ORDER – 4:03 p.m. 2. APPROVAL OF AGENDA R/2023-ADP-023 It was moved and seconded That the agenda for the July 19, 2023 Advisory Design Panel Regular Meeting be approved as circulated. CARRIED UNANIMOUSLY 3. ADOPTION OF MINUTES R/2023-ADP-024 It was moved and seconded That the minutes for the June 21, 2023 Advisory Design Panel meeting be adopted. CARRIED UNANIMOUSLY 4. NEW AND UNFINISHED BUSINESS – NIL 5. QUESTION PERIOD – NIL 6. FOR INFORMATION 6.1. Development Permit No: 2022-034-DP / 11926, 11936, 11946, 11956 236 Street, and 23638 Dewdney Trunk Road The Panel reviewed the response letter and revised architectural and landscape plans provided by the applicant. Advisory Design Panel Minutes July 19, 2023 Page 2 of 6 R/2023-ADP-025 It was moved and seconded That the application meets recommendations as presented and the applicant proceed to Council. CARRIED UNAMINOUSLY 7. PROJECTS 7.1. Development Permit No: 2017-462-DP / 22576, 22588 and 22596 Brown Avenue The project team withdrew their project and requested to present the project at a future meeting. R/2023-ADP-026 It was moved and seconded That Development Permit No: 2017-462-DP be postponed to the September 20, 2023 Advisory Design Panel regular meeting. CARRIED UNAMINOUSLY 7.2. Development Permit No: 2023-016-DP / 20000 Stewart Crescent The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. R/2023-ADP-027 It was moved and seconded The application be supported as the following concerns be addressed as the design develops and submitted to Planning staff for follow-up. CITY REQUESTED COMMENTS FROM ADP Please provide comment on the fit of the proposed development with adjacent business park development, as well as the single-family residential neighbourhood beyond. • The Panel recognizes the unique opportunity that this project represents for the City and is supportive of this application. The overall massing of the proposed facility is substantially bigger than the surrounding buildings and will have a visual impact in the area, however its well-though design features and characteristics elevate the business park architectural typology and would, in that sense, positively contribute to the surrounding context. • The Panel found that the visual impact to the residential neighbourhood across Golden Ears Way is not concerning as there is sufficient distance and screening provided by the existing treed areas. Architectural Comments: • Suggest more trees/shrubs and interesting vegetation drive in entry to add some scaled elements and overall visual interest • Considerable effort has been put on the design of the building’s façade features, however, the most prominent corners of the building are all dominated by a vegetated screen that has not been defined to the same level of design and seems to be Advisory Design Panel Minutes July 19, 2023 Page 3 of 6 compromising the visual appearance of the building (Transformer enclosures and Parkade). Consider providing a screen design that is aligned with the other façade types presented, with a similar level of visual interest without necessarily relying in the success of the vegetation. • The current location of the parkade undermines the arrival experience and has a negative visual impact on the main building’s street presence. Consider a potential relocation of the parkade to where it does not compete with the “tower” and the main entrance plaza. There seems to be an opportunity to push the parkade deeper into the site, or to relocate to the south end of the site altogether. • Consider further design development of the main entrance canopy for better integration with the façade design. • Consider conducting a traffic study of additional load to 113b Ave from Golden Ears Way. • Consider using a triple-glazing curtain wall for energy efficiency. • Consider better screening for Northwest and Southwest building corner that is visible from Golden Ears Way. • The Bridge between parking and building to be shown with structural considerations. Landscape Comments: • Consider incorporating additional shade and seating opportunities along the green roof track. • Consider incorporating areas of intensive planting at selected locations on the extensive green roof for better stormwater absorption and evapotranspiration, visual interest, and wildlife habitat functions. • Consider incorporating stormwater storage underneath the green roof such as felt mats or crates. • Consider incorporating other green roof features such as bird or bat boxes, tree snags, log and stone piles etc. to support wildlife habitat. Perhaps this can be incorporated as part of the additional shade structures. In summary, consider enhancing the ecological function of the extensive green roof, as sedum mats alone are not optimal. • Consider incorporating some additional green roof areas at the parkade, where possible. • Consider providing additional soft landscaping, planting, along the SW corner of the building. • Consider additional tree screening along Golden Ears Way and Stewart Crescent • Resolve pinch point between the main public entrance plaza and the staff entrance plaza. • Consider incorporating some of the façade design features into the landscape guardrail at the main entrance as it currently dominates the visual presence of the main entry plaza and its design is not aligned with other architectural features. • Consider breaking down the main entrance plaza edge with a terraced approach around the accessible ramp for a softer interface at street level. Advisory Design Panel Minutes July 19, 2023 Page 4 of 6 • If the parkade remains in its current location, consider studying alternative solutions for the left turn access, as it is immediately adjacent to the site access and provides very limited queue. • Consider providing additional opportunities for stormwater infiltration. The whole site edge along Stewart Cr and Golden Ears Way seems to be an excellent opportunity to provide a planted bioswale, and even a detention pond that would facilitate infiltration of the substantial water volume captured by the facility’s green roof. • Overall a very impressive project with a well developed design rationale. • Perhaps consider making the cedar tree design motif more obvious on the green roof. • Consider the use of collected stormwater and grey water from the building for green roof irrigation. • Consider the addition of a vertical element for the building entrance plaza, perhaps a piece of public art could be commissioned for the space that relates to the Indigenous weaving. CARRIED UNAMINOUSLY 7.3. Development Permit No: 2022-302-DP / 12208 and 12194 206 Street Note: J. Gabri recused himself from agenda item 7.3 due to a conflict of interest. The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. R/2023-ADP-028 It was moved and seconded The following concerns be addressed and digital versions of revised drawings & memo be submitted to Planning staff; and further the Planning staff forward this on to the Advisory Design Panel for information and review. CITY REQUESTED COMMENTS FROM ADP Vehicle circulation should be reviewed. • The Panel has found concerns regarding vehicular circulation as it relates to fire truck movements. There seem to be opportunities to improve circulation by relocating site access (or flipping building units), and by tighten up the site to provide a closed loop at the back so that trucks don’t need to reverse out or a do a 3-point turn. Architectural Comments: • Suggest to forward the alternative solution for the fire truck turning radius to the City of Maple Ridge during design to ensure they are on board with what is being proposed. • Suggest using darker colors to emphasize the recessed areas and lighter colors for the producing areas to reduce the overall 'flat' facades. • Suggest further exploring the facade articulation and overall design strategy. It appears to require some further development to allow each unit to read individually or achieve uniform design intent throughout. Advisory Design Panel Minutes July 19, 2023 Page 5 of 6 • Suggest providing further facade detail on the ends of the buildings which are facing the windows of other units on the site • Suggest including a second rendering without the tree's being blurred out to illustrate what the complex would look like when the trees have their leaves. It currently looks like the overall site lacks tree cover but this might not be the case. • Overall massing of buildings, colour palette and roof configuration provides good neighbourhood integration. • Material board works but seems cold, consider colour accent or warmer materials at selected locations (doors, trims, eaves, soffits, etc…). • Consider using a lighter tone for the roof. • Consider using a more inviting fence in front for the building entrance. Landscape Comments: • Siting – Consider relocation of site access or a reconfiguration of site roads to align entrance with main road. This will eliminate the sharp turn at the entrance. • Siting – Consider providing a closed loop at the back of the site to improve vehicular circulation. • Consider an alternative approach to the site sign and picnic table at the site entrance. There seems to be an opportunity to integrate planting, seating and sign as part of a designed gateway feature. • Consider using same fencing material on the units’ patios, either all metal, or all wood. A mix-match does not seem to align with overall design approach. • Consider additional opportunities for stormwater infiltration with more pervious areas such as permeable pavers in lieu of the proposed stamped asphalt, or “fibar” instead or artificial grass. • The three uses in the central amenity area seem disconnected as they are rectangles with ‘hard’ boundaries. Consider connecting them visually, perhaps with a continuous element/shape that carries through each use? • The grass strip along the east end of the site, next to buildings 2 and 3 may be problematic as cars can drive onto it. If the intension is for it to remain as grass amenity space, consider protecting it with bollards or a curb. Otherwise maybe it could just be planting? • The picnic table amenity space at the west end of building 1 is not in a great location as it is wedged between the back of the development sign and building 1. • Is it possible to get a planting plan with the recirculated submission? CARRIED UNAMINOUSLY J. GABRI DID NOT VOTE 7.4. Development Permit No: 2022-292-RZ / 12040 248 Street The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. R/2023-ADP-029 It was moved and seconded Advisory Design Panel Minutes July 19, 2023 Page 6 of 6 The application be supported as the following concerns be addressed as the design develops and submitted to Planning staff for follow-up. CITY REQUESTED COMMENTS FROM ADP The Planning Department requests that the Advisory Design Panel provide comments on the development proposal. The proposed design seems to integrate well with the previous development phase and with the adjacent context. It positively contributes to the village look and feel of the surroundings. Architectural Comments: • Suggest ensuring that the sidewalk areas are meeting accessibility requirements which includes considering clearances in front of door swings. • Check % noted on bylaw review for lot coverage, seems lower than what is noted • Suggest including 3D image at roof top residential patio • Consider providing shade structures and/or planters on the roof patio to improve liveability and privacy. • Consider a green buffer between the parking lot pavement and the outdoor play area. Landscape Comments: • Consider enhancing streetscape by introducing more stamped concrete bands around the building, especially to highlight entrance locations. • Consider maximizing planting around the daycare outdoor play area to provide additional screening and privacy. • Consider additional opportunities for stormwater infiltration. There seems to be an opportunity to enlarge the parking planted aisles, or to provide additional ones, to capture, filter and infiltrate runoff form the parking area. Consider permeable pavers at some (or all) parking spaces. CARRIED UNAMINOUSLY 1. CORRESPONDENCE - NIL 2. ADJOURNMENT There being no further business, the meeting adjourned at 7:26 p.m. The next regular meeting of the Advisory Design Panel will be held on Wednesday, September 20, 2023. Jose Gonzalez, Chair /ad City of Maple Ridge Advisory Design Panel Meeting Minutes September 20, 2023 The Minutes of the Regular Meeting of the Maple Ridge Advisory Design Panel (ADP) held via Zoom teleconference on Wednesday, September 20, 2023 at 4:00 pm. PANEL MEMBERS PRESENT Jose Gonzalez, Chair Landscape Architect BCSLA Sang Kim, Vice Chair Architect AIBC Jaswinder Gabri Architect AIBC Lindsey Salter Architect AIBC Niall McGarvey Landscape Architect BCSLA STAFF MEMBERS PRESENT Wendy Cooper Staff Liaison, Planner 2 Mana Safdar Clerk 2 Corinn Howes Acting Deputy Corporate Officer PANEL MEMBERS ABSENT 1. CALL TO ORDER – 4:04 pm 2. APPROVAL OF AGENDA R/2023-ADP-035 It was moved and seconded That the agenda for the September 20, 2023 Advisory Design Panel Regular Meeting be approved as circulated. CARRIED UNANIMOUSLY 3. ADOPTION OF MINUTES - NIL 4. NEW AND UNFINISHED BUSINESS – NIL 5. QUESTION PERIOD – NIL 6. FOR INFORMATION - NIL J. Gabri entered the meeting at 4:14 pm 7. PROJECTS 7.1. Development Permit No: 2017-462-DP / 22576, 22588 and 22596 Brown Avenue The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. N. McGarvey left the meeting at 4:54 pm Advisory Design Panel Minutes September 20, 2023 Page 2 of 6 R/2023-ADP-036 It was moved and seconded The following concerns be addressed and digital versions of revised drawings & memo be submitted to Planning staff; and further the Planning staff forward this on to the Advisory Design Panel for information and review. CITY REQUESTED COMMENTS FROM ADP The Planning Department requests that the Advisory Design Panel provide comments on the development proposal. Architectural Comments: • Tower Placement: Recommend relocating the tower away from Brown Avenue to create a visual distinction between the podium and tower, reducing the tower’s imposing presence at street level. • Architectural Hierarchy: Propose incorporating contemporary design elements to establish a clear hierarchy among the various mass volumes, including the Tower, Podium, Parkade, Main Entrance, and Townhomes. • Material Palette: Suggest employing a warmer material palette for the residential components, both in the tower and townhomes, in contrast to the materials used for the parkade. • Parkade Fenestration: Encourage exploring alternative solutions for the parkade’s fenestration, such as linear opening configurations, grills, louvers, or perforated metal panels. Consider using materials that reflect the parking structure’s typology. • Architectural Features: Similar to the proposed public art feature, contemplate adding architectural features like vertical curved lines, overhangs, double heights or distinctive balcony designs to enhance the tower’s elevations and create visual interest. • Setback Adjustment: Consider increasing the setback from Brown Avenue to establish a more engaging residential frontage, as there is limited space between the MUP and the building face. • Townhomes Storefront: Explore replacing the storefront glazing of the townhomes with materials like brick, wood or concrete, and enhance the front yard landscaping for an appealing residential frontage. • Residential Street Frontage: Evaluate the inclusion of flats on top of the townhomes to create a full residential street frontage. • Amenity Space: Consider adding more amenity space to rooftop. • Suggest using more neutral/less patterns for future massing on rendering. Utilize more imagery indicative of Maple Ridge in order to understand the relationship between building and surrounding context. • Confirm acceptance of tandem parking inside the parkade with the City of Maple Ridge. Landscape Comments: • CPTED Considerations: To address CPTED concerns, suggest designing a wider pedestrian path along the north-south mews, minimizing potential loitering spaces, install adequate pedestrian lighting, and ensure optimate surveillance opportunities. Consider additional opportunities for street activation. Advisory Design Panel Minutes September 20, 2023 Page 3 of 6 • Entrance Landscaping: Implement high landscaping at the entrance for an inviting and aesthetically pleasing entryway. • Green/Blue Roofs: Suggest use of green/blue roofs for water harvesting, storage, and potential reuse. • Enhanced Streetscape: Suggest refining the streetscape design with greater attention to detail to improve the public realm interface. Enhance building entrances with an elaborate paving design and diverse material palette, incorporating pavers, accent bands, colored concrete areas, or a combination, rather than a uniform stamped concrete surface. • Green Wall Structure: Suggest steering clear from English Ivy and look at Virginia Creeper to provide the same fall colours which echo Maple Ridge’s colours. • The proposed outdoor yoga area is a great addition to the podium amenities. • Consider the use of collected stormwater for irrigation. CARRIED UNAMINOUSLY N. McGarvey was absent for the vote 7.2. Development Permit No: 2023-051-DP / 23613 132 Avenue The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. N. McGarvey returned to the meeting at 5:29 pm R/2023-ADP-037 It was moved and seconded The application be supported as the following concerns be addressed as the design develops and submitted to Planning staff for follow-up. CITY REQUESTED COMMENTS FROM ADP Please comment on the overall form and character of this development and identify issues that the applicant should be aware of. Architectural Comments: • Show fire truck turning dimensions on site plans. • Show garbage and recycling pickup locations on site plan. • Consider the façade articulation of white vertical Hardie Board on building #4 and #5 on A405. • Visitor Parking: Consider the potential hazard that visitor parking spots 3&4 pose as they are reverse turning inside and outside. Landscape Comments: • Consider the use of detained stormwater for irrigation. Advisory Design Panel Minutes September 20, 2023 Page 4 of 6 • Off-Site Landscaping: Ensure that off-site landscaping creates a suitable streetscape, offering effective screening and resolves the grading transition towards the intersection. • Pedestrian Access: Explore adding pedestrian access points along 236 Street, specifically between buildings 3&4 and 4&5. This approach has been implemented in the adjacent development and can contribute to a livelier street frontage. CARRIED UNAMINOUSLY 7.3. Development Permit No: 2023-009-RZ/ 23375 Fern Crescent and 13243 Balsam Street The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. R/2023-ADP-038 It was moved and seconded The application be supported as the following concerns be addressed as the design develops and submitted to Planning staff for follow-up. CITY REQUESTED COMMENTS FROM ADP The proposed development will be the focal point of the River Village within the Silver Valley Area. Staff is seeking comment from the Advisory Design Panel on how the proposed design creates this focal point. Also does the design create an area that will encourage pedestrians to this focal point within the River Village. Architectural Comments: • Separate Commercial and Delivery Areas: Recommend segregating commercial and delivery circulation and functions from the residential zones, particularly in the courtyard area, which appears compromised. • Interior Circulate for CRU Back-of-House Access: Consider creating an interior circulation path for the CRU’s back-of-house access rather than routing them around the residential amenities. • Improved Residential Access to Courtyard: Suggest exploring a more spacious and clearly defined residential access point to the courtyard. Consider adding an amenity room at ground level with direct access to the outdoor amenity space. • Garage Entrance and Loading Bays: Recommend reconfiguring the garage entrance, loading bays, drop-off and staging areas. Reduce unnecessary circulation space by moving loading bays closed to the street. • Child Care Design: Recommend reviewing the City of Vancouver’s Child Care Guidelines for the design of the childcare amenity to ensure compliance with appropriateness. From experience CoV guidelines result in designs that are appealing to child care operators. • Play Opportunities: If a Child Care facility is implemented, consider providing additional play opportunities for residents. Advisory Design Panel Minutes September 20, 2023 Page 5 of 6 • Heavy Timber Overhangs: Acknowledge the successful use of heavy timber in the design and recommend streamlining the residential overhangs to create a visual hierarchy compared to the commercial podium. • Architectural Features: Suggest incorporating similar architectural features as the heavy timber overhangs into the building’s interior facades for improved aesthetics within the courtyard. • Elevator Placement: Recommend providing elevators for residential use at the southwest corner of the building for convenience and to enhance accessibility. • Outdoor Amenity: Suggest considering outdoor amenity at either the podium or roof levels to compensate for limited access to sunlight within the courtyard. Landscape Comments: • The ‘river’ theme is a good one. Consider strengthening the ‘river’ theme by introducing curved forms into the amenity area or perhaps even in the branding of the building. • Consider the use of collected stormwater for irrigation – this could be displayed/demonstrated, tying back into the ‘river’ theme. • If garden plots are provided in the amenity area, consider using some standing plots and a wheelchair accessible plot. • Public and Private Use Separation: Suggest examining ways to better separate public and private use areas within the courtyard design. • Pedestrian Connection: Consider reconfiguring the west side of the side to provide a more effective north-to-south pedestrian connection that is not compromised by the vehicular roundabout the north of the PMT to the south. • Material Consistency: Recommend using the same materials as the building’s commercial frontage (stone, heave timber, etc.) for landscape planters and streetscape elements for a cohesive aesthetic. • Planter Heights: Suggest reducing planter heights to seat level to create a more user- friendly interface and offer flexibility in use. • Uninterrupted Sightlines: Encourage the selection of plantings that do not obstruct sightlines to the store frontage, along for an uninterrupted visual connection between 0.9 meters and 1.8 meters approximately. • Water Harvesting: Promote the implementation of water harvesting and reuse practices. Consider incorporating a stormwater feature at the street frontage that could potentially convey part of the building’s rainwater info the storm system and allow for natural infiltration. This approach would align with the river refence concept. • Consider integrated screening with seating CARRIED UNAMINOUSLY 8. CORRESPONDENCE - NIL 9. ADJOURNMENT There being no further business, the meeting adjourned at 6:36 pm Advisory Design Panel Minutes September 20, 2023 Page 6 of 6 The next regular meeting of the Advisory Design Panel will be held on Wednesday, October 18, 2023 Jose Gonzalez, Chair /ch City of Maple Ridge Advisory Design Panel Meeting Minutes October 18, 2023 The Minutes of the Regular Meeting of the Maple Ridge Advisory Design Panel (ADP) held via Zoom teleconference on Wednesday, October 18, 2023 at 4:00 pm. PANEL MEMBERS PRESENT Jose Gonzalez, Chair Landscape Architect BCSLA Sang Kim, Vice Chair Architect AIBC Jaswinder Gabri Architect AIBC Niall McGarvey Landscape Architect BCSLA STAFF MEMBERS PRESENT Wendy Cooper Staff Liaison, Planner 2 Carolyn Mushata Corporate Officer PANEL MEMBERS ABSENT Lindsey Salter 1. CALL TO ORDER – 4:05 pm 2. APPROVAL OF AGENDA R/2023-ADP-039 It was moved and seconded That the agenda for the October 18, 2023 Advisory Design Panel Regular Meeting be approved as circulated. CARRIED UNANIMOUSLY 3. ADOPTION OF MINUTES – R/2023-ADP-040 It was moved and seconded That the minutes for the September 18, 2023 and the September 20, 2023 Advisory Design Panel Regular Meeting be adopted. CARRIED UNANIMOUSLY 4. NEW AND UNFINISHED BUSINESS – NIL 5. QUESTION PERIOD – NIL 6. FOR INFORMATION – NIL 7. PROJECTS 7.1. Development Permit No: 2019-337-DP / 11822 Owen Street The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. Advisory Design Panel Minutes October 18, 2023 Page 2 of 5 R/2023-ADP-041 It was moved and seconded That the application be supported as the following concerns be addressed as the design develops and submitted to Planning staff for follow up. CITY REQUESTED COMMENTS FROM ADP Please comment on the overall form and character of this development and identify issues that the applicant should be aware of. Architectural Comments: • The building has architectural character but there seems to be a focus on the street- facing side of the building and courtyard; improvement recommended at the rear of development such as a pathway that would tie the development together. • The rear units need some sort of wayfinding that indicates there are additional units. • The private amenity area on the east end is compromised and should be wider • There should be a dedicated sidewalk from the parking area at the rear of the site. • The flat roofs are a diversion from the continuity of the buildings. • All columns should be more substantial. • The Hammond neighbourhood has a certain style, and the design should reflect that. • There is a nice transition between the commercial design features to the north and the residential area to the south. • The passages on either side of the courtyard are partially under the west overhang and it does not appear symmetrical; consider positioning the courtyard between the two buildings to achieve a more balanced distribution of patio sizes. • Replication of the gable feature near the outdoor kitchen would benefit other areas of the development. • A different pavement treatment could be considered on the extension of the courtyard. • Consider a 1- or 1.5-meter sidewalk in pavers of a different colour to make the courtyard pedestrian friendly. Landscape Comments: • Consider accommodating the use of collected rainwater for watering garden plots or landscaping. • Consider providing a standing height and/or wheelchair accessible garden plot. • Remove plantings under the covered areas as it is not believed they will thrive in this location • Suggest implementing a differentiated pavement apron along the south side of the buildings to facilitate safe pedestrian movement. Achieving this can be as simple as using pavers with varying colors. • Recommend extending the courtyard’s pavement treatment across the driveway which can be dual purpose to slow down vehicle traffic and improve the visual appeal and usability of the laneway. • Consider replicating the gable shapes in the design of the outdoor kitchen canopy, similar to what is found at the playground area. Explore the incorporation of intermediate arcs to frame the community long table and contemplate the use of overhead catenary lighting. CARRIED UNAMINOUSLY Advisory Design Panel Minutes October 18, 2023 Page 3 of 5 7.2. Development Permit No: 2021-556-DP / 22020 119 Avenue The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. R/2023-ADP-042 It was moved and seconded That the application be supported as the following concerns be addressed as the design develops and submitted to Planning staff for follow up. CITY REQUESTED COMMENTS FROM ADP The Planning Department requests that the Advisory Design Panel provide comments on the development proposal. Mr. Sang declined to comment on the application as the design was not prepared by an architect. Architectural Comments: • The three units should have distinct characteristics; consider incorporating colour or material accents. • The front entries should be more prominent to the street indicating it is a triplex. • The design and style are sensitive and appropriate for the surrounding neighborhood. Landscape Comments: • Landscaping should be introduced along the rear lane. • It is believed there is too much grass incorporated into the design and the applicant should consider larger planting beds and/or raised gardening plots. CARRIED 7.3. Development Permit No: 2019-013-DP/ 24156 104 Avenue The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. R/2023-ADP-043 It was moved and seconded That the application be supported as the following concerns be addressed as the design develops and submitted to Planning staff for follow up. CITY REQUESTED COMMENTS FROM ADP Please comment on the overall form and character of this development and identify issues that the applicant should be aware of. Architectural Comments: • The entryway is not ideal, however, the form and character work with the neighbourhood Advisory Design Panel Minutes October 18, 2023 Page 4 of 5 • Capitalize on the successful use of stone veneer material; consider making a more striking architectural statement with the veneer columns, possibly by extending them higher to resemble chimneys. • It is not believed that the parking provided under the carports meets the zoning requirements. • Consider extending the use of the same material on blocks A, C and E facing the street, • Encourage use of other strategies to break up the linear appearance of the development. • Consider adding trees on both sides of the driveway. • Accent bands of permeable pavers used to break up the linear characteristic of the driveway would be beneficial • Consider moving the amenity space slightly to make it more usable and include an outdoor/community kitchen. • Suggest drainage will likely be challenging on this site; have an engineer review any areas that are within the floodplain. Landscape Comments: • Suggest softening the appearance of large exposed concrete retaining walls through the use of draping plant material or alternative materials like block or stone cladding. • While appreciating the design effort for the outdoor amenity space at the southeast corner of the site, encourage exploring opportunities for larger, more versatile spaces that can accommodate gatherings of various sizes and consider expanding the amenity space to the north to include the end of the hammerhead driveway. • Suggest replacing the seat alcoves along the lane between buildings with planting beds, allowing for the introduction of larger trees and plantings. • Recommend incorporating paver treatment at selected locations along the driveway. • Pay special attention to areas within or near the floodplain, it is crucial to address these concerns comprehensively to ensure safety and resiliency of the development. CARRIED UNANIMOUSLY 7.4. Development Permit No: 2023-264-DP / 24070 128 Avenue and 24195 Fern Crescent The Chair welcomed the project team to the meeting and introduced the members of the ADP. The Staff Liaison provided a brief overview of the project. The project team presented the development plans and answered questions from the Panel. R/2023-ADP-044 It was moved and seconded That the application be supported as the following concerns be addressed as the design develops and submitted to Planning staff for follow up. CITY REQUESTED COMMENTS FROM ADP Please comment on the overall form and character of this development and identify issues that the applicant should be aware of. Advisory Design Panel Minutes October 18, 2023 Page 5 of 5 Architectural Comments: • Lot 7 visitor parking appears to be encroaching into the unit. • Consider providing a focal element within the development as there is currently nowhere for the eye to rest. • The buildings are very similar, consider varying the colour and/or material. • Provide a privacy buffer between the public sidewalk and the development. • There is no connection between the park and Fern Crescent; consider splitting the meandering path between the two roads. • Suggest aligning window bays more centrally within the various architectural massing volumes as they appear slightly off-center. • The square ventilation louvre takes away from the design of the façade; consider a different shape and move it higher. • Reversing out of visitor parking seems difficult without a hammerhead and the lane is too long to reverse out. • There is a missed opportunity to provide a better interface with the park. • Consider a walkway around the parking stall between blocks 5 and 6. Landscape Comments: • Consider introducing permeable pavement areas in other sections of the driveways, similar to what has been proposed at the main entrance. • Suggest providing adequate maneuvering space for visitor parking stalls at the hammerheads to enhance accessibility and convenience. • Consider relocating the Visitor 2 stall to ensure a continuous walkway. • Recommend increasing the setback towards the park to create a softer interface and provide for relocation of some outdoor amenities to this prime location. • Suggest relocating amenity areas along Fern Crescent toward the interior of the site; the current location if exposed and may benefit from a more sheltered location. CARRIED UNAMINOUSLY 8. CORRESPONDENCE - NIL 9. ADJOURNMENT There being no further business, the meeting adjourned at 7:15 pm The next regular meeting of the Advisory Design Panel will be held on Wednesday, November 15, 2023 Jose Gonzalez, Chair /cm Dear Mayor Dan Ruimy, It’s been 3 long years since the government passed my motion to bring 988 to Canada. I’m pleased to report that the easy to remember, 3-digit suicide prevention hotline is live and you can call or text 988 anywhere in Canada. While I’m extremely proud of this common-sense Conservative policy that will save lives, our work is not done. I’m hoping your council will pass a motion requiring all municipal/city properties to display the 988 information poster. You can find the electronic version of the poster at: https://988.ca/get-involved I will be forever grateful of the collaborative work that municipalities have done in assisting me in getting this message out. This assistance ultimately resulted in this historic accomplishment that has, and will, continue to help save countless lives each and every day. There is a draft resolution below, but please feel free to change it to whatever works best for your council. Thank you for continuing to prioritize the mental health of those within your community. Sincerely, Todd Doherty, MP Cariboo-Prince George 1h11 ,, ot Co,1\IO" Ct1\'\llnU ot.s Co,rnl ,1-; C/\i'i,\D.\ \1co1lk.'r or Parfouncnt Cariboo-Princc George Shadow Minister for Mental Health and Suicide Prevention Draft motion: Display of 988 Crisis Line Information Poster WHEREAS Canada has adopted 988, a National three-digit suicide and crisis hotline; AND WHEREAS _______________ Town Council/Municipality/City recognizes that it is a significant and important initiative to ensure critical barriers are removed to those in a crisis and seeking help; NOW THEREFORE BE lT RESOLVED THAT ________________Town Council/Municipality/City continues to endorse the 988 crisis line initiative; and will display the 988 information poster in all Municipal/City buildings. Thinking of suicide? Help is available. e• 9-8-8 toll free, 24/7 THE CITY OF MAPLE RIDGE BYLAW NO. 7978-2023 A Bylaw to amend Maple Ridge Fees & Charges Bylaw No. 7575-2019 ________________________________________________________________________________ WHEREAS it is deemed expedient to amend Maple Ridge Fees & Charges Bylaw No. 7575-2019; NOW THEREFORE the Council of the Corporation of the City of Maple Ridge, ENACT AS FOLLOWS: 1. This bylaw shall be cited for all purposes as "Maple Ridge Fees & Charges Amending Bylaw No. 7978-2023”. 2. Maple Ridge Fees & Charges Bylaw No. 7575-2019 is amended by: (a) Adding Schedule F “Filming Fees” with Fees & Charges Amending Bylaw 7978-2023 Schedule A “Filming Fees”, attached hereto. 3. Maple Ridge Filming Fees Bylaw No. 6669 – 2009 is hereby repealed in its entirety upon the adoption of this Bylaw. READ a first time the 12th day of December, 2023. READ a second time the 12th day of December, 2023. READ a third time the 12th day of December, 2023. ADOPTED the day of , 2024 _________________________________________ __________________________________ PRESIDING MEMBER CORPORATE OFFICER Schedule “F” – Filming Fees Note: 1. New rates take effect January of the noted year. 2. If no new rate is identified, the most recently stated rate will continue to be applied. 3. All fees are exclusive of tax, which will be added, if applicable. Filming Fees 2024 Film Permit Application - Per Application, plus: $250 Each Additional Location $75 Student/Non-Profit Film Application $50 Administration Fee 10% Parking Lot - Per Day $500 Waterfront Parking Lot With Electrical Access - Per Day $750 Waterfront Parking Lot - Per Day $600 Special Effects Permit $200 Neighbourhood Parks - Per Day $600 Destination Parks – Per Day $1,500 Municipal Facility See Schedule B - PRC Fees Preparation and Production Wrap 50% of Location Fee Noise Exemption - Received 5 Days Prior to Filming $50 Noise Exemption - Received Less Than 5 Days Prior to Filming $100 Security Deposit/Damage Deposit $1,000-$30,000 Damage Deductions As Incurred Cancellation Fee 50% of Application & Location Fee Fire Department equipment, staff and vehicles Determined by Fire Chief RCMP Equipment, staff and vehicles Determined by RCMP Municipal staff Two times (2x) hourly position rate in the Collective Agreement ~ Maple Ridee ~ TO: FROM: His Worship Mayor Dan Ruimy and Members of Council Chief Administrative Officer SUBJECT: Film Policy and Fee Update EXECUTIVE SUMMARY: MEETING DATE: FILE NO: MEETING: December 5, 2023 01-0640-30 Committee of the Whole British Columbia's creative sector is a significant contributor to the province's economy, accounting for $5.4 billion in GDP. Maple Ridge, with its diverse architecture and location outside the main Metro Vancouver "zone", makes it an attractive location for film. The City of Maple Ridge consistently hosts an array of productions, averaging 110 annually, which equates to 350-400 shooting days. Maple Ridge ranks fourth in BC, accounting for 6.5% of all on-location filming activities in the province. While this influx of projects has been welcomed, the City's film policy, established in 1995, is inadequate given the dynamic nature of the industry. The City's desire is to adopt a comprehensive and modernized film policy that balances the City's operational needs, citizens access, city program and services as well as the needs of the film industry. RECOMMENDATION: 1. That Council endorse the updated Maple Ridge Film Policy; and 2. That Maple Ridge Fees & Charges Amending Bylaw No. 7978-2023 be given first, second and third reading DISCUSSION: a) Background Context: The Need for Policy Evolution in Maple Ridge's Filming Landscape The City of Maple Ridge's film policy, established in 1995, is in need of an update in the context of the current film landscape. Maple Ridge has witnessed a surge in larger-scale film and television productions. The influx in film, paired with the City's recent move to offer its assets as potential filming locations and adjacent spaces have added layers of complexity to the logistical and regulatory landscape. While City assets have become invaluable to accommodate the growth of the industry, the dated 1995 policy does not reflect the intricate management, support, and regulation that expanded productions necessitate. The proposed updated film policy incorporates existing and updated guidelines, formalizing them into a concrete policy framework, ensuring the City has a robust mechanism to enforce and regulate guidelines effectively. Consequently, the proposed policy formalizes the operational guidelines and encapsulates the practices the city staff are currently employing. With an updated policy framework that reflects these industry and community evolutions, Maple Ridge can continue to realize its burgeoning role as a film hub. Policy review in light of Economic Impact and Community Benefits of BC's Creative Sector British Columbia's creative sector, particularly its film industry, is an artistic hub but also a significant economic force. The Creative Industries Economic Results Assessment (CIERA) Report of 2021 highlights that the sector contributes a remarkable $5.4 billion to the province's GDP, accounting Doc#3599178 Page 1 of 6 for 2.3% of BC's total economic output. In Maple Ridge alone, the film industry employs approximately 2,000 people, part of the broader 74,532 full-time film workers in BC (CIERA). In communities like Maple Ridge, film production brings a spectrum of financial benefits. Each project requires a diverse range of professionals and services, from technical crew to local caterers, to creative artists which directly boosts local employment and incomes. The demand for accommodations, transportation, and other services injects significant capital into the local economy, benefiting businesses from various sectors. The film industry also contributes to municipal revenues through permit fees, charges, and asset rentals, thereby reducing the tax burden on residents and enhancing city operations and services. Given the increased interest and activity in Maple Ridge, the film policy has been identified as a priority for review. The updated policy aligns with the latest industry standards and practices, ensuring the City continues to benefit economically and socially from the film industry while effectively managing the logistical complexities of modern film production. The film policy has been reviewed by internal City departments, leadership working groups, and the Economic Development Committee. In the final stages, the policy was reviewed by the film commission (Creative BC) and Angus Film (the City's contracted on-site film liaisons). Both praised the policy for its strength and adaptability, even expressing interest in sharing it with other stakeholders as a potential new benchmark. Filming Policy in Maple Ridge: A Genuine "On Location" Filming Destination An updated film policy will build on the success of positive interactions with the film industry in Maple Ridge. The City of Maple Ridge distinguishes itself as an "on location" filming municipality. Unlike cities that possess studio or stage spaces, Maple Ridge relies exclusively on its tangible, natural settings for productions. Every permit issued is for a distinct and unique location within the City's boundaries. On an annual basis, the City proudly hosts an average of 110 productions, translating to approximately 300 permits and a commendable 350-400 shooting days. Maple Ridge ranks fourth in BC, accounting for 6.5% of all on-location filming activities in the province. These productions vary in duration, ranging from brief few-day shoots to extended months-long filming periods. The City's diverse architectural landscapes combined with the vibrant community spirit has continually drawn a vast array of productions. The complexity inherent in on-location filming necessitates a nuanced approach within the film permitting function, demanding a robust policy that adeptly navigates the intricate balance between public and private interests. To highlight the City's capacity and appeal, there have been instances where up to 15 different shows were filmed concurrently in Maple Ridge, showcasing its immense potential and capacity as a preferred filming destination. Bylaw Fees and Charges In conjunction with the updated film policy, a comprehensive update to the Film Bylaw is also proposed. The update serves to accomplish three objectives: amalgamate fees for filming services into the consolidated Fees & Charge Bylaw; re-position rates in alignment with values observed in the region; and to establish fees for new services being provided. Therefore, the following section will be separated into three components: the methodology of analysis, description of updated rates and new fees. Doc#3599178 Page 2 of 6 Level 1 Level 2 Level 3 Methodology To set new rates, a regional analysis was conducted of publicly published filming fees and filming fees and bylaws. Municipalities included in the analysis are identified in Table 1-Regional Comparators. Mean (average) and median (middle value) were used as statistical anchors for the purpose of analysis and rate setting. Additionally, new fees were identified through review of peer municipality bylaws and rate sheets. Data was collected from publicly accessible sources. Municipality City of Mission Cit of Pitt Meadows Table 7 -Regional Comparators As a result of the analysis several fees were unchanged, such as charges for: • Fire Department equipment, staff and vehicles • RCMP equipment staff and vehicles • Municipal staff • Damage deductions • Production preparation/wrap fee • Administration levy The method for identifying the rate to charge productions is subject to several factors for each of the services noted above. Therefore, the existing language was retained in the fee schedule to allow the City and its partners to assess impact and levy fees on a case by case basis. Updated Fees The remaining fees in the current bylaw are proposed to be increased in alignment with regional averages. Changes include: • Maintaining the rate for Permit Applications but removing the allowance of up to 6 locations under a single permit, A location fee is therefore required for each additional location beyond the primary site. e Increasing the Special Effects Permit to $200. • Increasing the parking lot rate rental rate to $500. • Linking municipal facility rental rates to the those established in the Fees & Charges Bylaw. • Introducing an equity-focused tiered rate structure for destination and neighbourhood park rentals based on the size and scope of a production's impact on the site. Production Levels Independent Level 1, Still Photography, Student Filming Movie of the Week, Independents Level 2, TV Series, Commercial Feature Film, TV Series Level 2 Table 2 -Production Levels Doc#3599178 Page 3 of 6 City Staff evaluate production levels based on the impact of the proposed filming production. This assessment is conducted through a review of the filming application. Key factors taken into account include: • Number of Crew Members: The total count of personnel involved in the production. • Work Trucks and Vehicles: The quantity and type of transportation used for crew, equipment, and other purposes. • Catering Services: The scale and scope of food services provided on set. • Set Design Complexity: The intricacy and size of the set design. • Number of Generators: The quantity of generators required for power needs. • Ancillary Film Equipment: The amount and type of additional film equipment present on site. Furthermore, productions will be categorized into different levels to aid in applying appropriate fees, the categories, derived from the above evaluation, include: Level 1 -Low Impact Productions • Examples: Independent Level 1, Still Photography, Student Filming • Characteristics: Smaller crew, limited equipment, minimal impact on the filming location. Level 2 -Moderate Impact Productions • Examples: Movie of the Week, Independents Level 2, TV Series, Commercial • Characteristics: Larger crew than Level 1, more extensive set design, and increased use of equipment and vehicles. Level 3 -High Impact Productions • Examples: Feature Film, TV Series Level 2 • Characteristics: Large scale in all aspects, significant use of resources, extensive crew and equipment, and potentially major impact on the filming location. The rates for each type of production are listed in Table 3 -Park Rental Rates. Park Rental Rates Park Type and Level of Production Filming Fees 2024 Neighbourhood Park -Level 1 Production $250 Neighbourhood Park -Level 2 Production $500 Neighbourhood Park -Level 3 Production $600 Destination Park -Level 1 Production $500 Destination Park -Level 2 Production $1,000 Destination Park -Level 3 Production $1,500 Table 3 -Park Rental Rates New Fees The new fee schedule also includes several new fees, such as: • A flat-fee student/non-profit permit application of $50. • For rental of the City-owned waterfront lot with and without access to production-level electrical capacity to offset generator use at $750 and $600 respectively. The infrastructure is partially funded by BC Hydro and is anticipated to be installed in mid-2024. The rates established for the amenity reflect a three-year payback period for the City's portion of costs based on historical usage. -The ability to offset production emissions by replacing diesel generators with hydro-electricity serves both film industry and municipal objectives . • Doc#3599178 Page 4 of 6 • A noise exemption fee of $100 or $50 per day depending on how far in advance the request is made. All new and updated fees position Maple Ridge in alignment with regional averages and leading municipalities in the film industry. b) Desired Outcome: The updated Maple Ridge Film Policy balances support, flexibility, expectations, and facilitation of film productions with the safeguarding of local interests and community benefits, while also establishing clear, transparent, and efficient administrative and regulatory frameworks. c) Strategic Alignment: An updated film policy that supports the following priorities: Diversified and Thriving Economy, Engaged Healthy Community, Governance and Corporate Excellence; and from the Economic Development Strategic Plan: Attract and Retain Talent, 6.5 Ties that Bind and the objective to implement selected initiatives to help connect the community and economic development dots in pursuit of vision d) Citizen/Customer Implications: The Film Policy will guide film productions in comprehending the film-related regulations in the City and will serve as a reference during disagreements about filming procedures within Maple Ridge. Furthermore, the policy will put in place regulatory safeguards to uphold the interests of the City, residents and business owners. This policy follows current operational functions and there are no foreseen citizen or customer impacts. e) Interdepartmental Implications: Engineering, Engineering Operations, Bylaws Licensing and Community Safety, Parks Recreation and Culture, Fire, and Building, Legal and Legislative Departments, etc. have all been consulted and will continue to be collaborated with as the policy is enacted. Engagement with the Leadership Team of Maple Ridge has also taken place. f) Business Plan/Financial Implications: This update has no impact to 2023 operating budget. g) Policy Implications: The adoption of an updated film policy delineates the regulatory guidelines productions must adhere to when filming in Maple Ridge. Simultaneously, it ensures that the City retains the adaptability to address and accommodate the evolving needs of the industry, residents, and business community. h) Alternatives: Status quo -no adjustments. Maple Ridge will continue to operate under the 1995 policy and utilize the current operational film guidelines. CONCLUSION: Maple Ridge stands on the precipice of significant opportunities within the film industry, a sector with transformative potential for local economic and social landscapes. An updated film policy and fee structure is a proactive response to an evolving landscape. Through thoughtful governance and forward-looking Doc#3599178 Page 5 of 6 strategies, Maple Ridge can solidify its position as a premier filming destination, fostering community pride, economic growth, and a harmonious coexistence between the world of film and everyday life. Prepared by: Approved by: Concurrence: Attachments: Draeven McGowan Film Coordinator Stephane Labonne Deputy Ch ~tive Officer $~ Scott Hartman Chief Administrative Officer (A) Updated Maple Ridge Film Policy (B) Maple Ridge Fees & Charges Amending Bylaw 7978-2023 Doc#3599178 Page 6 of 6 ATTACHMENT (A) ~ Maple ~ Ridee COUNCIL POLICY Title: Filming Policy Effective Date: January_, 2024 Policy Statement: Amended Date: N/A Policy No: 30.40 Supersedes: 9.04 Review Year: 2025 Maple Ridge offers diverse architecture surrounded by natural beauty in close proximity to Vancouver, making it a prime filming location. The City of Maple Ridge recognizes the unique economic benefits that the film industry provides and welcomes the film industry to the community. The City strives to allow the film industry to have reasonable use of locations around the City. This Policy provides direction for the film industry on how to obtain access to Film their productions in the City while balancing the City's operational needs and citizens' access to programs and services. Purpose: The purpose of this Policy is to set out clear and consistent requirements and expectations for Filming in the City of Maple Ridge. Scope: This Policy applies to all Filming that occurs within the City and to all production companies that are interested in Filming in the City, as well as any City Staff that are involved in coordinating or monitoring the Filming. Definitions: "Assistant Location Manager" means the assistant who supports the Location Manager and helps to plan and organize the logistics of Filming and notify the community about Filming activities. "Business Days" means days other than a Saturday or Sunday or a statutory or civic holiday in British Columbia. "City" means the City of Maple Ridge. "City Facilities" means any Park, Public Place, or Recreation Facility as defined herein. "City Staff" means any person employed by the City or any person who has been assigned or hired to act on the City's behalf. "Filming" means any commercial, non-commercial, educational, or student filming activities that occur in the City, including but not limited to scouting activities, site surveys, technical surveys, site Doc#3316393 Page 1 of 12 Policy ATTACHMENT (A) preparation and clean-up, including "circus and crew" park locations, equipmentjwork truck parking, film work, or necessary restoration of sites after filming, but excludes news broadcasts. "Film Coordinator" means the City Staff member designated as the coordinator between the City and the Production Company to ensure that the procedures in this Policy and all other relevant laws, legislation, and bylaws are followed and all outlined requirements are met. "Film Liaison" means the contractor hired by the City to supervise the Filming to ensure that the Production Company complies with the City's Filming processes and adheres to the Filming work plan, and to liaise with the general public and Relevant Parties when necessary. "Force Majeure Event" means any delay in Filming created by a situation beyond the City's reasonable control, including but not limited to any war, riot, pandemic, civil emergency, natural disaster, strike, lockout, inability to procure materials or services or other industrial disturbance, fire, lightning, floods, inclement storms, or unusually severe weather. "Hot Location" means a Filming location that has been identified by the Film Coordinator as one that may create potential issues due to a high concentration of Filming or because of logistical challenges. "Location Manager" means the person acting as Location department head on behalf of the Production Company who selects a Filming location, manages the logistics of Filming, ensures Filming approval is obtained before Filming commences, oversees Filming at all sites, and addresses any concerns raised in a timely and appropriate manner. "Park" means the definition set out in the current Maple Ridge Public Places, Parks, and Recreation Facilities Regulation Bylaw, as amended from time to time. "Polling" means the engagement process by the Production Company to notify the neighbourhood that will be impacted by Filming and communicate the Filming activities, impact they will have, and to seek support from the neighbourhood to Film in that area. "Production Company" means the company seeking to conduct Filming in the City and includes all their production crew and external third party contracted staff. "Public Place" means the definition set out in the current Maple Ridge Public Places, Parks, and Recreation Facilities Regulation Bylaw, as amended from time to time. "Recreation Facility" means the definition set out in in the current Maple Ridge Public Places, Parks, and Recreation Facilities Regulation Bylaw, as amended from time to time. "Relevant Parties" means any property owners, businesses, residents, tenants, or other such individuals who are within reasonable proximity of Filming and are directly or indirectly impacted by the Filming. "Rush Hour" means the hours between 7:00 a.m. to 9:00 a.m., and 3:00 p.m. to 6:00 p.m. "Highway Use Permits" means permits that are issued by the City to allow for Production Companies to Film and park on City Highways. "Town Centre" means the specific centralized location set out within the boundaries of the City's current Official Community Plan Bylaw. Doc#3316393 Page 2 of 12 Policy ATTACHMENT (A) Procedure: 1. Location Scouting (a) The Production Company will direct any questions related to potential Filming locations and scouting opportunities to the Film Coordinator. (b) The Film Coordinator will consider each Filming inquiry holistically and will advise the Production Company if there are issues with the requested Filming locations. 2. Filming Permit Process (a) Any procedures related to the general Filming permit process as set out herein may be waived at the discretion of the Film Coordinator, the request of which must be received in writing by the Film Coordinator. (b) The Film Coordinator has the discretion to waive the requirement to obtain permits for a Business Licence, Electrical, Highway Use, Special Effects, Noise Relaxation and R.C.M.P. Services if the Film Coordinator determines that those permits are unnecessary. (c) The Production Company must apply for and obtain a City Business Licence through the Film Coordinator. (d) The Production Company must provide the following to the Film Coordinator prior to the commencement of any Filming: (i) a deposit to process the Film Application, cover all Municipal Filming fees, and to cover potential damages, the amount of which will be based on the scope of work, number of locations, and fee criteria as set out in the current Maple Ridge Fees & Charges Bylaw, with the quote to be provided to the Production Company by the Film Coordinator; (ii) a certificate of insurance that includes the City and at the discretion of the Film Coordinator School District 42 as additional insured as per the discretion of the Film Coordinator; (iii) a signed copy of a Hold Harmless agreement prepared by the City which indemnifies and holds harmless the City against any legal responsibility or legal proceedings brought against the Production Company; (iv) the Film Permit Application form, which is located on the City's external website and must be submitted at least five (5) Business Days for each individual Filming project prior to the desired Filming date to allow the form to be processed; (v) Noise Relaxation Application Form; and (vi) a draft of the Resident Letter and any Polling results, to be provided to the Film Coordinator at least three (3) Business Days in advance, if required. (e) The Production Company is responsible for obtaining any other necessary Filming permits prior to commencing Filming, with the Film Coordinator to assist the Production Company as required. (f) Once a Filming permit has been issued to the Production Company, any changes to dates, times, or location for Filming may result in the Filming permit being cancelled. If the Filming permit is cancelled, the Production Company may need to re-apply for a new Filming permit and pay the associated costs for the re-issuance of the permit. Doc#3316393 Page 3 of 12 Policy ATTACHMENT (A) (i) the Production Company may not change Filming locations without written approval by the Film Coordinator. (g) The use of City Facilities and resources is subject to their availability; their use may be withdrawn without notice at any time, which may impact Filming. The City will not be held liable for any delays or other issues this may cause the Production Company as a result. (h) The City reserves the right to deny a Filming Permit Application if it is determined: (i) not to align with the City's vision statements; (ii) it may have detrimental effects on the safety and/or wellbeing of the community; or (iii) to be a Hot Location. Electrical Permits (i) The Production Company must obtain an electrical permit through the Economic Development Department/Film Office. U) Pursuant to the applicable addendum sections of the Canadian Electrical Code, electrical inspections must take place if any electrical equipment will be used for Filming purposes. (k) The Film Coordinator will book electrical inspections as required, with the time and day to be determined at their discretion and they will notify the electrical inspectors and Production Company once the inspections have been booked. Highway Use Permits (I) If the Production Company wishes to use City highways for Filming, parking, or traffic control, they must apply for a Highway Use Permit. The Film Coordinator will work with the Production Company to apply for the permit to ensure that they comply with the City's bylaw requirements. (m) The Production Company may be required to submit a Highway Use Request form with an attached map detailing the Highway use if the Film Coordinator determines it to be necessary. In some cases, the Production Company may be required to create a Traffic Management Plan (TMP) for review. Special Effects and Stunts Permit (n) If special effects will be used during Filming, the Production Company must submit a Special Effects Application to the Film Coordinator to obtain a Special Effects Permit. (o) The following information must be provided along with the Special Effects Application: (i) The type of special effects that will be used, the equipment used for those special effects, safety precautions that will be taken, and if there are any other special requirements; (ii) Demonstration that special effects explosives, if used, adhere to National Resources Canada storage requirements (iii) A site plan outlining where the special effects will take place; Doc#3316393 Page 4 of 12 Policy ATTACHMENT (A) (iv) The names of film personnel who have fire extinguishers and are trained to use them; and (v) An emergency evacuation plan. Noise Relaxation (p) Filming, setting up sites, or taking down sites outside of the hours set out in the current Maple Ridge Noise Control Bylaw will not be permitted unless the Bylaws Department is satisfied that all residents and businesses in the affected area have been notified and approval in writing has been obtained from the Bylaws Department. (q) If the Production Company wants to Film outside of permitted noise hours set out in the Noise Bylaw, they must submit a Noise Relaxation Request form. The City makes no guarantees that the Noise Relaxation Request will be approved. Fire and R.C.M.P. Services (r) The Film Coordinator will book Maple Ridge Fire and/or R.C.M.P services if required for safety purposes during Filming, including but not limited to: the use of exposed weapons, the use of certain special effects, if a presence is required, or if there is a need for traffic control. These services will be booked at least five (5) Business Days in advance of Filming. 3. Filming Notification (a) The Production Company will notify any Relevant Parties who may be affected by the Filming with a Resident Letter. The Location Manager must provide the Film Coordinator with the Production Company's proposed Resident Letter by email at least three (3) Business Days before Filming commences. The Resident Letter must contain, at minimum, the following: (i) Name of Production Company; (ii) Brief description of Filming activity, including any stunts and noise impacts that may result from Filming; (iii) Date and time of Filming; (iv) Contact information for the on-site Assistant Location Manager; (v) Contact information for Film Coordinator; (vi) Telephone number and email of Creative BC; (vii) Parking; (viii) Special effects and any loud or disruptive stunts. (b) The Film Coordinator will review the Resident Letter to ensure it meets the criteria set out in this Policy. If the Resident Letter is accepted by the Film Coordinator, then it may be distributed by the Production Company. (c) The Production Company must distribute the Resident Letter of Approval to all Relevant Parties residing within a three (3) block radius of Filming and filming related equipment. Doc#3316393 Page 5 of 12 Policy ATTACHMENT (A) Polling (d) The Production Company must be required to poll neighbourhoods affected by Filming to communicate the Filming activities and impacts it may have on the community, as per the discretion of the Film Coordinator, if any of the following circumstances apply: (i) Filming will take place over multiple Filming days; (ii) Any noise relaxation and extension of work hours; (iii) Hot Locations; (iv) Any special effects usage; or (v) Any highway usage or road closures. (e) A majority assent during polling is required for Filming in a neighbourhood to progress, unless otherwise prescribed by the Film Coordinator due to extenuating circumstances. 4. Highway Use and Traffic Control (a) Highway Use must comply with the current Maple Ridge Highway and Traffic Bylaw. (b) The Production Company must obtain, at their own cost, certified traffic control professionals to organize traffic control in the area that Filming occurs, and a traffic control plan must be provided to the Film Coordinator (5) Business Days prior to Filming to obtain their approval of the plan. (c) If traffic cannot be diverted to other highways, then traffic will be stopped intermittently with traffic control professionals to direct traffic for periods not exceeding 3 minutes unless special circumstances warrant an extension by the Film Coordinator. (d) If the R.C.M.P. are required to conduct traffic control on the City's roads, the Production Company will bear the associated costs, to be determined in accordance with the R.C.M.P's current collective agreement. (e) If the R.C.M.P. is required to conduct traffic control during certain periods of Filming, then the Film Coordinator will arrange this with the R.C.M.P, in accordance with the R.C.M.P's current collective agreement. (f) Highways in the Town Centre of the City will not be closed for Filming during Business Days without arrangements first being made prior to Filming with Relevant Parties that may be impacted. (g) Major highways will not be closed on Business Days during Rush Hour or other periods of high-volume traffic, unless prior arrangements have been made with local businesses and with the Film Coordinator's approval. (h) The Production Company and its designates will provide emergency vehicles and buses the absolute right-of-way at all times during traffic control and will not impede, or attempt to impede, them at any time for any reason. Bus routes may be altered by Translink through their written approval. Doc#3316393 Page 6 of 12 Policy ATTACHMENT (A) Signage (i) Signage, as approved by the Film Coordinator, must be placed by the Film Liaison for the Production Company 24 hours in advance of Filming at the location site to notify Relevant Parties that parking access to those areas may be limited. G) Production Company vehicles may be required to display identifying signage or hangers to indicate the vehicles are for Filming use. Parking (k) The Production Company may use public off-street parking for non-essential vehicles such as crew parking, if available, but may be required to use a remote parking lot or arrange suitable shuttle transportation if it is unavailable. (I) Street Parking may be provided for the Production Company's essential unit vehicles, if required and space is available. (m) The Production Company must work with the Film Coordinator to ensure that parking is organized and minimally disruptive to the surrounding areas. Cones and traffic control professionals must be in place at all times to direct traffic in the area. (n) Signage, as approved by the Film Coordinator, must be placed by the Film Liaison for the Production Company 24 hours in advance of Filming at the location site to notify Relevant Parties that parking access to those areas may be limited. 5. Rental of City Facilities and Private Property (a) If the Production Company wishes to rent a City Facility for Filming, the rental must be booked through the Film Coordinator. (b) The City may hold City Facilities on a first come, first serve basis for Production Companies, who will have right of first refusal. (i) Any Facility booked by a Production Company must be confirmed and all applicable fees paid in accordance with the current Maple Ridge Fees & Charges Bylaw at least five (5) Business Days prior to the date that Filming is supposed commence. (ii) All Facility rentals are final. If the Production Company wishes to cancel the rental of a Facility, then a cancellation fee will apply in accordance with the current Maple Ridge Fees & Charges Bylaw. (c) The City is unable to approve Filming applications for the following Filming locations as they are outside the City's jurisdiction: (i) Metro Vancouver Parks; and (ii) BC Parks. (d) If the Production Company wishes to Film on a private property, they must coordinate this with the registered owner of that private property. The Film Coordinator will work with the Production Company to issue the necessary permits for Filming, but the City bears no responsibility for any issues, legal or otherwise, that may arise as a result of the Production Doc#3316393 Page 7 of 12 Policy ATTACHMENT (A) Company Filming at a private property. The Film Coordinator also has the discretion to deny Filming opportunities on private property if any of the following reasons apply: (i) it would create too much of a burden on Relevant Parties; (ii) it would create a noise disturbance in contravention of the current Maple Ridge Noise Control Bylaw; (iii) it is considered a Hot Location; (iv) it creates environmental or safety concerns; or (v) polling has been unsuccessful and failed to reach the required consensus threshold as set by the Film Coordinator. Modifications to Location (e) The Production Company may not construct Filming sets at any City Facility without written authorization from the Film Coordinator. (f) Any alterations that the Production Company wishes to make to the Filming location at a City Facility must be approved in advance through written authorization by the Film Coordinator. If the alteration is to private property, the registered owner of that private property must also provide authorization. The Production Team and the registered property owner must reach an agreement regarding the condition of the property after filming ends, including whether to revert any changes or maintain the modifications made. Environmental Considerations (g) The Production Company must make efforts to reduce their environmental impact during Filming, and all recycling and waste materials must be removed during and after Filming by the Production Company, who will bear all costs associated with this removal. (h) The Production Company must comply with all City environmental bylaws and policies relating to the protection and management of the environment, including but not limited to the current Tree Protection and Management Bylaw, the Watercourse Protection Bylaw, and the Soils Bylaw. (i) The Production Company will work with the Film Coordinator to ensure that they obtain proper City environmental permits, which may require the Production Company to submit a Watercourse Protection DP Application or Natural Features DP Application. 6. Fees and Compensation (a) All fees and charges issued by the City in relation to Filming will be charged to the Production Company pursuant to the current Maple Ridge Fees & Charges Bylaw and must be paid prior to Filming through the deposit. (b) If Relevant Parties wish to seek compensation for any Filming Activities that impact their neighbourhood or business, they must coordinate this with the Production Company or fill out a "Loss of Business Form" from Creative BC to agree on compensation. (c) The Production Company will bear associated costs if any of the following situations occur and, at the discretion of the Film Coordinator, a portion or all of their deposit may be held to cover the cost if: Doc#3316393 Page 8 of 12 Policy ATTACHMENT (A) (i) the Production Company causes damage to any City Facility during Filming; (ii) the Production Company uses additional City services outside the scope of the Filming Application; or (iii) the Production Company fails to obtain the required permit, or meet and follow required permit conditions. 7. Domestic and Exotic Animals (a) The use of domestic or exotic animals by the Production Company and their designated animal trainers during Filming must be approved by the Film Coordinator and must comply with the laws of Canada, all applicable legislation, City bylaws and policies, and it is the responsibility of the Production Company to ensure that they are in compliance of such. 8. Harassment (a) The Production Company must comply with all provisions of the City's current Public Places, Parks and Recreation Facilities Regulation Bylaw. (b) If the City is notified of any breaches of the provisions set out in the current Public Places, Parks and Recreation Facilities Regulation Bylaw, including harassment of the Film Coordinator or any other City Staff, the Production Company may be subject to a fine as set out in the Public Places, Parks and Recreation Facilities Regulation Bylaw. 9. Inspections (a) Inspections may be conducted by the City at any time without prior notice during Filming to ensure compliance with this Policy and the permits issued. (b) Any violations of this Policy or the permits issued to the Production Company and its designates may result in fines under the current Maple Ridge Ticket Information Utilization Bylaw or revocation of the issued permits. (c) Inspection fees will be charged in accordance with the current Maple Ridge Fees & Charges Bylaw. 10. Indemnity and Insurance (a) The Production Company will sign a Hold Harmless Agreement prepared by the City which indemnifies and holds harmless the City against any liability, legal responsibility or legal proceedings at any time during Filming, including set up and take down of the Filming sets; (b) The Production Company is required to provide proof of liability insurance at least five (5) Business Days in advance of Filming; (c) The insurance policy must include the following: (i) cover no less than five million dollars ($5,000,000.00) of comprehensive liability insurance; (ii) name the City of Maple Ridge and at the discretion of the Film Coordinator School District No. 42 as additional named insured; and Doc#3316393 Page 9 of 12 Policy ATTACHMENT (A) (iii) in certain circumstances as determined by the Film Coordinator, state that the policy will not be cancelled, lapsed, or materially altered without 30 days' notice in writing to the City. (d) Any insurance policy received from the Production Company without this specific wording will be rejected and must be amended or re-issued. The City will not be held liable for any Filming delays that may result. 11. Unmanned Air Vehicles and Remotely Piloted Aircraft Systems (Drones) (a) The use of Drones by the Production Company is subject to all applicable laws of Canada, provincial legislation, this Policy and any other relevant City policies, any applicable City bylaws, and any other relevant regulations that may apply. (b) The Production Company must obtain written authorization by the Film Coordinator to use Drones during Filming. 12. Student Filming (a) The City welcomes Student Filming and recognizes the intrinsic value it provides to the educational community. (b) Student Filming must comply with the Film Permit Application process of this Policy, as well as any applicable City bylaws. (c) A Film Permit Application and associated fees must be submitted at least ten (10) Business Days prior to the proposed date of Student Filming; fees may be charged in accordance with the current Maple Ridge Fees & Charges Bylaw, subject to waiver at the discretion of the Film Coordinator. (d) Student Filming Projects must meet the following criteria for Filming to commence: (i) the institution must be an accredited and recognized educational institution; (ii) unless otherwise determined by the Film Coordinator, the institution must execute all associated legal documents and provide the Film Coordinator with a copy of current insurance of no less than five million dollars ($5,000,000.00) that covers general comprehensive liability insurance; (iii) the Student Filming Project must have been assigned by one of the institution instructors and be part of the institution's curriculum; (iv) any personnel associated with the Student Filming Project must not be receiving financial compensation for assisting with the project; (v) the Student Filming Project must be academic in nature and may not be used for any type of financial or non-financial gain. Doc#3316393 Page 10 of 12 Policy ATTACHMENT (A) 13. Donations and Honorariums (a) Production Companies may donate items or honorariums to the City that relate to the Film being created, and the City may display these items if they choose to do so. (b) The Film Coordinator may accept these donations or honorariums on behalf of the City and such acceptance of donated items or honorariums will not contravene the current Employee Code of Conduct. (c) All donations and honorariums provided by the Production Company must comply with the City's current donation policies and bylaws. 14. Black Out Filming Days (a) To minimize disruption, Filming will not take place in the Downtown Business Core during the following circumstances, unless approved by the Film Coordinator: (i) statutory holidays, including days before and after statutory holidays as determined by the City; (ii) City special events; and (iii) during construction periods that occur in the same location that Filming is to take place. 15. Administration: (a) The Film Coordinator in operating within the Economic Development department is responsible for implementing and ensuring this Policy is adhered to. (b) This Policy may impact other City departments including Engineering, Parks, Environment, and Bylaws. As such, reviews of this Policy must be done with an interdepartmental lens to ensure that all internal stakeholders are notified of any future amendments. 16. Consequences: (a) Subject to written authorization obtained from the City, all Filming that occurs at a City Facility must comply with all City bylaws, including the current Maple Ridge Public Places, Parks and Recreation Facilities Regulation Bylaw. (b) Tickets may be issued under the current Maple Ridge Ticket Information Utilization Bylaw in the event that there is a contravention of the issued permits or any relevant City bylaws, in accordance with section 6 of this policy. (c) The City reserves the right to cancel a Filming permit or reservation of a City Facility, revoke City resources, or halt Filming at any time, in accordance with section 2 of this policy. (d) The City may report a failure to comply with this Policy to Creative BC if deemed necessary. 17. Appeals: (a) The Production Company will be liable for addressing and resolving any complaints or issues that arise due to Filming. Doc#3316393 Page 11 of 12 Policy ATTACHMENT (A) (b) The Film Coordinator may assist the Production Company with communicating with the complainant but will not be responsible in any way for negotiating or resolving the complaint or issue. (c) If the complainant is dissatisfied with the Production Company's resolution, they may contact the Film Coordinator who will work with them to try and resolve the complaint in accordance with the City's current Complaints Policy. (d) If the Film Coordinator is unable to resolve the complaint, the complainant may escalate their complaint to the Director of Economic Development, Creative BC, or both. 18. Accommodations: (a) The City will make reasonable efforts to ensure, whenever possible, that under- represented, marginalized, and differently abled members of the public are treated fairly and accommodated by the Production Company when Filming is taking place. (Administration Only) Signature (Corporate Officer) Date Signed Resolution No.: Doc#3316393 Page 12 of 12 Policy ATTACHMENT (B) THE CITY OF MAPLE RIDGE BYLAW NO. 7978-2023 A Bylaw to amend Maple Ridge Fees & Charges Bylaw No. 7575-2019 WHEREAS it is deemed expedient to amend Maple Ridge Fees & Charges Bylaw No. 7575-2019; NOW THEREFORE the Council of the Corporation of the City of Maple Ridge, ENACT AS FOLLOWS: 1. This bylaw shall be cited for all purposes as 11Maple Ridge Fees & Charges Amending Bylaw No. 7978-202311 • 2. Maple Ridge Fees & Charges Bylaw No. 7575-2019 is amended by: (a) Adding Schedule F 11Filming Fees11 with Fees & Charges Amending Bylaw 7978-2023 Schedule A 11Filming Fees'1, attached hereto. 3. Maple Ridge Filming Fees Bylaw No. 6669 -2009 is hereby repealed in its entirety upon the adoption of this Bylaw. READ a first time the day of, 2023 READ a second time the day of, 2023 READ a third time the day of, 2023 ADOPTED the day of, 2023 PRESIDING MEMBER CORPORA ""fE OFFICER Schedule 11F" -Filming Fees Note: 1. New rates take effect January of the noted year. 2. If no new rate is identified, the most recently stated rate will continue to be applied. 3. All fees are exclusive of tax, which will be added, if applicable. Filming Fees 2024 Film Permit Application -Per Application, plus: $250 Each Additional Location $75 Student/Non-Profit Film Application $50 Administration Fee 10% Parking Lot -Per Day $500 Waterfront Parking Lot With Electrical Access -Per Day $750 Waterfront Parking Lot -Per Day $600 Special Effects Permit $200 Neighbourhood Parks -Per Day $600 Destination Parks -Per Day $1,500 Municipal Facility See Schedule B -PRC Fees Preparation and Production Wrap 50% of Location Fee Noise Exemption -Received 5 Days Prior to Filming $50 Noise Exemption -Received Less Than 5 Days Prior to Filming $100 Security Deposit/Damage Deposit $1,000-$30,000 Damage Deductions As Incurred Cancellation Fee 50% of Application & Location Fee Fire Department equipment, staff and vehicles Determined by Fire Chief RCMP Equipment, staff and vehicles Determined by RCMP Two times (2x) hourly Municipal staff position rate in the Collective Agreement ~ Maple Ridste ~ TO: His Worship Mayor Dan Ruimy and Members of Council FROM: Chief Administrative Officer MEETING DATE: FILE NO: MEETING: SUBJECT: Addenda to Film Policy and Fee Update information EXECUTIVE SUMMARY: December 12, 2023 01-0640-30 Regular Council The City of Maple Ridge consistently hosts an array of productions, averaging 110 annually, which equates to 350-400 shooting days. Maple Ridge ranks fourth in BC, accounting for 6.5% of all on- location filming activities in the province. While this influx of projects has been welcomed, the City's film policy, established in 1995, is inadequate given the dynamic nature of the industry. The City's desire is to adopt a comprehensive and modernized film policy that balances the City's operational needs, citizens access, city program and services as well as the needs of the film industry. At the December 5, 2023 Committee of the Whole meeting, Council requested an overview of hypothetical reconciliations for film fees utilizing the tiered system for comparison to one another; and commentary from the film commission (Creative BC) and Angus Film (the City's contracted on-site film liaisons). Each of the attachments are provided here for additional information. RECOMMENDATION: 1. That Council endorse the updated Maple Ridge Film Policy; and 2. That Maple Ridge Fees & Charges Amending Bylaw No. 7978-2023 be given first, second and third reading Prepared by: .. Approved by: Step ne Labonne Deputy ~fficer Concurrence: Scott Hartman Chief Administrative Officer Attachments: (A) Proposed Film Fees and Charges -Tiered Level Example (B) Commentary Page 1 of 1 ~Maple ~ Ridge City of Maple Ridge Attachment A: Proposed Film Fees and Charges -Tiered Level Example Hypothetical Tiered Examples: Below are examples of three different production levels that all conduct the same hypothetical filming. This example is to showcase the proposed fee structures associated with different production level designations, based upon impact. Each production carries out the following activities consisting of: • 3 film permits. • 2 Electrical Permits (only for Level 2 and 3 productions) • 1 Highway/Street Use Permit • 1 shoot day at a Destination Park (i.e., Whonnock Lake) • 1 shoot day at a Neighborhood Park (i.e., Hammond Park) • 5 days of circus and crew park at the Railway lot (only for Level 2 and 3) • 1 SPFX permit • 1 Noise Abeyance • Ad min Fee (10%) Level 1 -Low Impact Productions • Examples: Independent Level 1, Still Photography, Student Filming • Characteristics: Smaller crew, limited equipment, minimal impact on the filming location, generally do not have a large diesel generator on site and do not require make-up, hair and wardrobe, washroom truck, mobile dressing rooms, catedng and associated crew parking areas. Production Company Customer# Disbursements GST Y or N Quantity Rate Amount GST Amount Collected :Level 1 Maple Ridge Filming Production :oeposit Open Balance on Account Film Perm~s - 0.00 , ' I I I I 2.50 '_ I I Balance to be returned to production Business Licence Hwy Use Permit ; Destinafion Park (Whonnock Lake) Neighborhood Park (Hammond Park) I Noise Abeyance 1SPFXPermit , Maple Ridge Coordinator fee ,GST - • Total fees and Charges: $1,607.66 y N y y y y y y N 50.00 110.00 , 150.00 I soo.oo 250.ffO I 50.00 200.00 , 131.00 • No Diesel Generators on site, therefore no electrical permits 50.00 I 110.00 ! 150.00 500.00 250.00 50.00 I 200.00 I 131 .00 I i 1,441.00 I • Reduced film permit of $50 in total (including additional locations) 52.50 110.00 7.50 -157.50 25.00 -525.00 fa.so -262.50 2.50 -52.50 10.00 -210.00 6.55 -137.55 66.55 -1,507.55 I • No make-up, hair and wardrobe, washroom trucks, etc. and Crew parking requirement • Destination Park Fee of $500 • Neighborhood Park Fee of $250 • All other fees standard • Note: Fees can be waived by the Film Coordinator (e.g. post-secondary student filming project) Level 2 -Moderate Impact Productions • Examples: Movie of the Week, Independents Level 2, TV Series, Commercial • Characteristics: Larger crew than Level 1, more extensive set design, diesel generator on site, circus and crew park required, and increased use of equipment and vehicles. ~Maple • Ridee City of Maple Ridge Production Company Customer# Disbursements GST Y or N Quantity Rate Amount GST Amount Collected Level 2 Maple Ridge Filming Production I Deposit 0,00 I Open Balance on Account Film Permits Film Permits (Additional 2 permits) Business Licence - Electrical Permits for Diesel Generators Hwy Use Permit Destination Park (Whonnock Lake) , Neighborhood Park (Hammond Park) 1 Railway lot Circus and Crewpark No ise Abeyance --- SPFXPermit Maple Ridge Coordinator fee GST y y N N y y y y y y y N 250.00 ! 2 75.00 I 1 110.00 2 122.50 150.00 I 1,000.00 500.00 I 5 600.00 1 50.00 , 1 200.00 I 1 565.50 I 250.00 12.50 -262.50 150.00 I 7.50 -157.50 110.00 I 110.00 245.00 245.00 150.00 I 7.50 -157.50 1,000.00 ' 50.00 -1,050.00 500.00 I 25.00 -525.00 3,000.00 I 150.00 -3,150.00 so.oo I 2.50 -52.50 200.00 I 10.00 -210.00 565.50 28.28 -593.78 ; Balance to be returned to production I 6,220.50 1 293.28 ,-6,513.78 1 • Total fees and Charges: $6,513.78 with use of Railway lot -$3,063.78 without use of Railway Lot • Diesel Generators on site, therefore electrical permits -$245 in total • Initial $250 film permit, plus additional two $75 permits • Circus and Crew park requirement -$3000 rental • Destination Park Fee of $1000 • Neighborhood Park Fee of $500 • All other fees standard Level 3 -High Impact Productions • Examples: Feature Film, TV Series Level 2 • Characteristics: Large scale in all aspects, significant use of resources, extensive crew and equipment, and potentially major impact on the filming location. Production Company Customer# Disbursements GST Y or N Quantity Rate Amount GST Amount Collected Level 3 Maple Ridge Filming Production Deposit 0.00 Open Balance on Account Film Permits y 250.00 , 250.00 I 12.50 -262.50 Film Permits (Additional 2 permits) y 2 75.00 150.00 7.50 -157.50 Business Licence -N 1 110.00 , 110.06 1 110.00 Electrical Pennits for Diesel Generators N 2 122.50 245.00 I 245.00 Hwy Use Permit y 1 150.00 t 150.00 7.50 -157.50 Destination Park (Whonnock Lake) y 1,500.00 I 1,500.00 I 75.00 -1,575.00 Neighborhood Park (Hammond Park) y 600.00 , 600.00 I 30.00 -630.00 Railway lot Circus and Crewpark y 5 600.00 3,000.00 150.00 -3,150.00 Noise Abeyance y 1 50.00 50.00 I 2.50 -52.50 SPFXPermit y 1 206.06 ' 206.06 1 10.00 -210.00 Maple Ridge Coordinator fee y 625.50 i 625.50 31.28 -656.78 GST N Balance to be returned to production 6,880.50 I 326.28 1-7,206.78 • Total fees and Charges: $7,206.78 with use of Railway lot -$3,756.78 without use of Railway Lot • Diesel Generators on site, therefore electrical permits -$245 in total • Initial $250 film permit, plus additional two $75 permits • Circus and Crew Park requirement -$3000 rental • Destination Park Fee of $1500 • Neighborhood Park Fee of $600 • All other fees standard These examples present a detailed structure of filming production charges based on three levels of impact: Level 1 (Low Impact), Level 2 (Moderate Impact), and Level 3 (High Impact). This model provides a clear, scalable framework for assessing charges, allowing for fair and proportional fee allocation depending on the specific demands and footprint of each production level. It ensures that productions are charged appropriately. A Ma p l e ~ Ride e Ci t y of Ma p l e Ri d g e ~ An g u s Fi l m : RE : Ma p l e Ri d g e Fi l m Po l i c y fo r Re v i e w To Drae ven McG o wan ; Cc • Tyler Wes t o ver 8 You rep l ie d to th i s me s s ag e on 11 /3/2023 3:54 P .. . . EX T E R N A L EM A I L : Do h't cl i c k on li n k s or op e n at t a c h m e n t s yo u do n ' t tr u s t CO U R R I E L EX T E R N E : e cl i q u e z pa s su r le s li e n s et n' o u v r e z pa s le s pi e c e s jo i n t e s su s p e c t s . Hi Dr a e v e n , fJ Re p l y <~ Re p l yA II I re a l l y lik e t he fl ex ibil it y an d disc retio n gi v e n to the F ilm Co o r d in a to r in Pr o d e c u r e par t s 1 an d 2. Bo t h ar e in cr e d i bly imp o r t a n t . The on l y ed i t I'd ma k e is to th e po l l i n g se c t i o n , wh ere I wo u l d ch a n g e "m u st " t o "m a y be re q u i red" . Ot h e r w ise th is loo k s like a g rea t do c u m e n t . Ch e e r s , ➔ Fo rw ar d Fr i 11 /3/2 PM A Ma p l e ~ RidQ e ~ Ci t y of Ma p l e Ri d g e At t a c h m e n t B: em a il re s p o n s e s fr o m Cr e a t i v e BC an d An g u s Fi l m (C ity co n t r a c t e d fi l m li a i s o n se r v i c e ) Cr e a t i v e BC : RE : Ma p l e Ri d g e Fil m Po l i c y fo r Re v i e w To Dra e ven Mc G o wan Cc 8 You replie d to th i s me s s a ge on 11 /9 /20 2 3 9:0 6 A.M. ~ Ma p l e Rid ge Fil m i n g Po licy - Dr af t not es .d o a v I .d o a Fi le EX T E R N A L EM A I L : Do n ' t cli c k on li n k s or op e n at t a c h m e n t s yo u do n 't tr u s t . CO U R R I E L EX T E R N E : Ne cl i q u e z lpa s su r le s lie n s et n'o u v r e z pa s le s pie c e s jo i n t e s su s p e c t s . Hi Dr a e v e n , ~ Rep ly <~ Re p l y All I ➔ Fo rw ar d I D Wed 11 /8/20 2 3 4: 5 0 PM Wh a t a co m p r e h e n s i v e an d well de t a i l e d fi l m i n g po l i c y ! Pl e a s e se e at t a c h e d th e do c u m e n t wi t h ou r no t e s , th e y ar e min i m a l be c a u s e yo u an d yo u r te a m an d did so m e gr e a t wor k on th i s . Ple a s e fe e l fr e e to re a c h ou t with an y ad d i t i o n a l qu e s t i o n s . Be s t , C CRE A T I V E B C We gr a t e f ully ackn o w l e d g e th e un c e d e d an c e s t r a l te r r i t o r i e s of th e 34 Fir st Na t i o n s la n gu a g e and cu l t u r a l gro u p s up o n 111 ho se ho m e lan d s Bri t i sh Co lumb i a 's cr e a tiv e in d u str i e s wo r k and li v e . Th e in f o r m a t i o n oo n t a i n e d in !h i s em a i is pri v i l e g e d an d co n f i d e n t i a l in f o r m a t i o n in t e n d e d on ly for th e us e of th e in d i v i d u a l { s ) na m e d ab o v e . An y imp r o p e r us e of this em ai is str i c t l y pro h i b i l e d . If yo u re c e i v e d th i s em ail in err o r, ple a s e co nt a c t us an d de le te th e em a i l . Yo u r pa t h to a ca r e e r in fi l m an d te l e v i s i o n in #B C F i l m .; , :~; ; ; ~ : · CITY OF MAPLE RIDGE Bylaw No. 7976-2023 ________________________________________________________________________________ A bylaw to regulate Council Conduct ________________________________________________________________________________ WHEREAS Council Members are keepers of the public trust and must uphold the highest standards of ethical behaviour in order to build and inspire the public’s trust and confidence in local government; AND WHEREAS Council Members are expected to: a) make decisions that benefit the community; b) act lawfully and within the authority granted by the Community Charter; Local Government Act and other applicable enactments; and c) be free from undue influence and not act to gain financial or other benefits; AND WHEREAS Council Members wish to conduct their business in a transparent, efficient, accountable and respectful manner; AND WHEREAS Council Members intend to demonstrate their leadership in ethical behaviour, while promoting the principles of transparency, accountability, and civility through their decisions, actions and behaviour; AND WHEREAS a Code of Conduct Bylaw expresses standards of conduct expected for members of City Council; AND WHEREAS Council Members have primary responsibility for ensuring that the standards of conduct herein are understood and met, thereby fostering public confidence in the integrity of the government of the City of Maple Ridge; NOW THEREFORE the Council of the City of Maple Ridge, in open meeting assembled, enacts as follows: PART 1 – GENERAL Citation (1) This Bylaw shall be cited as “Maple Ridge Code of Code Bylaw No. 7976-2023”. BYLAW NO. 7976-2023 Page 2 Purpose and Interpretation (2) This Bylaw sets out the rules Council Members must follow in fulfilling their duties and responsibilities as elected officials, and the powers and procedures of the Integrity Commissioner in exercising oversight over Council Members. (3) The Residents of the City of Maple Ridge are entitled to have a fair, ethical and accountable municipal Council that acts in the public interest, conducting its business with integrity and in a fair, honest and open manner. (4) The public expects that Council Members will adhere to the highest standards of professional conduct. Honesty, integrity, respect, transparency, leadership, collaboration, and accountability are the core ethical values reflected in this Bylaw. Council Members are expected to perform their functions of office faithfully and to the best of their knowledge and ability, in accordance with these core ethical values. (5) The provisions of this Bylaw are to be interpreted broadly and in a manner that is consistent with the Community Charter. (6) The intention of Council in enacting this Bylaw is not to stifle Council Members or to limit their ability to fully perform the governmental and advocacy functions that their position entails, with all the vigour, flair and freedom that is typical of a well-functioning democratic institution, but instead to guide Council Members to undertake those functions in a manner that accords with sound ethical principles. (7) Nothing in this Bylaw is intended to preclude Council Members, prior to the filing of a complaint, from speaking to each other in order to resolve matters which may otherwise be captured by this Bylaw. (8) As an expression of the standards of conduct for Council Members expected by the City, this Bylaw is intended to be self-enforcing. This Bylaw therefore becomes most effective when Council Members are thoroughly familiar with it and embrace its provisions. For this reason, this Bylaw shall be provided as information to candidates for Council. Definitions (9) In this Bylaw: BYLAW NO. 7976-2023 Page 3 “Committee Member” means a person appointed to a committee, sub-committee, task force, commission, board, or other Council-established body under the Community Charter – Part 5, Division 4 – Committees, Commissions and Other Bodies, or the Local Government Act, but does not include a Council Member; “Council Member” means the Mayor and Councillors for the City of Maple Ridge; “FIPPA” means the Freedom of Information and Protection of Privacy Act (British Columbia); “Integrity Commissioner” means the person appointed by Council to fulfill the duties and responsibilities assigned to that position as set out in this Bylaw; “Resident” means any person who resides in the City of Maple Ridge; “Staff” means an officer or employee of the City of Maple Ridge, but does not include contractors; and “Volunteer” means a person who, without compensation, offers their time, skills or services to assist or support the activities, programs, or initiatives of the City or any of the City’s affiliated entities. Application (10) This Bylaw applies to all Council Members, inclusive of their actions in their capacity as members of various boards, committees, and other discretionary appointments. (11) For clarity, the provisions of this Bylaw apply without limitation to a Council Member’s use of personal and professional social media accounts. PART 2 – COUNCIL CONDUCT Comply with all Laws (12) Council Members shall comply with all applicable federal, provincial and municipal laws in the performance of their public duties, including but not limited to: (a) the Local Government Act; (b) the Local Elections Campaign Financing Act; (c) the Community Charter; BYLAW NO. 7976-2023 Page 4 (d) FIPPA; (e) the Financial Disclosure Act; and (f) all bylaws and policies of the City. General Conduct (13) Council Members shall take the Oath of Office as required by the Community Charter, and shall uphold it for the duration of their term. (14) Council Members shall comply with the requirements established in the City’s Respectful Workplace Policy and shall not engage with others, including Residents, Staff, Committee Members, Volunteers, and other Council Members, in a manner that is abusive, bullying, intimidating or derogatory. (15) Council Members shall not use their office to attempt to gain personal benefits for themselves, their family members or their friends. Interactions with Staff (16) Council Members shall direct questions and inquiries regarding departmental issues to the Chief Administrative Officer (“CAO”) and shall refrain from contacting Staff directly, unless the communication is minor and for the purpose of seeking administrative clarity, or the communication has been approved by the CAO. (17) Council Members shall not interfere with, hinder, or obstruct Staff in the exercise or performance of their roles, responsibilities, powers, duties, or functions, nor shall they impair the ability of municipal officers or Staff to implement Council policy decisions in accordance with section 153 of the Community Charter. (18) Council Members shall not request or require that Staff undertake personal or private work for or on behalf of a Council Member. (19) Council Members shall not request or require that Staff engage in political activities, or subject them to reprisal of any kind for refusing to engage in such activities. (20) Except as required by section 152 of the Community Charter, Council Members must not attempt to influence personnel decisions regarding the hiring, transfer, promotion, demotion, discipline, or termination of any Staff member. For clarity, this prohibition includes giving references to any person applying for a position at BYLAW NO. 7976-2023 Page 5 the City and forwarding copies of an applicant’s resume to any person hiring for any position at the City. Interactions with the Public and Media (21) In an effort to promote respect and integrity for Council decision-making, Council Members shall not misrepresent the decisions of Council, even if they disagree with the decision. (22) Council Members shall refrain from making public statements disparaging other Council Members. (23) When presenting their individual opinions and positions, Council Members shall explicitly state that it is their own personal view and that they do not represent Council or the City in those views. Conduct at Council Meetings and Attendance (24) Council Members shall prepare themselves for meetings, listen courteously and attentively to all discussions before the body, and focus on the business at hand. Council Members shall not interrupt other speakers, make personal comments not germane to the business of the body, or otherwise interfere with the orderly conduct of a meeting. (25) Council Members shall attend Council meetings in accordance with section 115(c) of the Community Charter. (26) Council Members who are unable to attend Council meetings for medical or other reasons shall, if they wish to seek the leave of Council to be absent for a period of time that would otherwise result in disqualification from office under section 125(5) of the Community Charter, provide information to Council to justify the absence, which may include a note from a medical professional indicating: (a) that the Council Member has an illness or injury sufficient to keep them from adequately performing their Council duties; and (b) the expected date upon which the Council Member may resume their Council duties. BYLAW NO. 7976-2023 Page 6 Handling of Confidential Information (27) Council Members shall keep information and records prohibited from release under section 117 of the Community Charter in strict confidence. (28) Without limiting the generality of section 26, Council Members shall not disclose: (a) information or records concerning the property, personnel, legal affairs, or other information of the City distributed for the purposes of, or considered in, a closed Council meeting; (b) resolutions or Staff report contents from a closed meeting of Council unless and until a Council decision has been made for the information to become public; or (c) details on Council’s closed meeting deliberations or how individual Council Members voted on a question in a closed meeting. (29) Council Members shall not use confidential information to advance, directly or indirectly, their own personal, financial or other private interests. Conflict of Interest (30) Council Members shall not participate in discussion of a matter, or vote on a question in respect of that matter, if they have a conflict of interest as per the Community Charter. (31) In respect of each matter before Council, Council Members shall: (a) assess whether they have a conflict of interest; and (b) determine whether it is necessary to seek independent legal advice at their own cost, except where the CAO approves the cost, with respect to any situation that may result in a conflict of interest. (32) If a Council Member believes that they have a conflict of interest in respect of a matter in a Council or Committee meeting, the Council Member shall: BYLAW NO. 7976-2023 Page 7 (a) prior to the matter’s consideration, notify the Mayor or Chair of the meeting that they have a conflict of interest, stating in general terms why they consider that to be the case; (b) leave any meeting if the matter is discussed and not return until the discussion has ended or voting has been concluded; (c) refrain from discussing the matter with any other Council Member publicly or privately; and (d) refrain from attempting in any way to influence the voting on any question in respect of the matter. Gifts (33) Council Members shall not accept a gift or personal benefit, except in accordance with section 105 of the Community Charter. (34) Council Members shall disclose a gift or personal benefit, received in accordance with section 105 of the Community Charter, as per section 106 of the Community Charter. Use of Public Resources (35) Council Members shall not use, or permit the use of, City land, facilities, equipment, supplies, services, property, employees or other resources for activities other than City business, unless the use or the permission is on the same terms and conditions that the land, facilities, equipment, supplies, services, property, employees or other resources are available to the general public. (36) Council Members shall not undertake municipal election campaign related activities at the City Office or on other premises owned by the City during regular working hours, unless such activities are organized by the City. BYLAW NO. 7976-2023 Page 8 PART 3 – APPOINTMENT OF INTEGRITY COMMISSIONER (37) Council must appoint an Integrity Commissioner to undertake the duties and responsibilities set out in this Bylaw. (38) The appointment of an Integrity Commissioner must be for a set period of two years. An Integrity Commissioner may be appointed for more than one term. (39) At the request of the Integrity Commissioner, Council may suspend the appointment for a mutually agreed period of time. (40) Council will not terminate an Integrity Commissioner except for cause. (41) The appointment of an Integrity Commissioner may only be made, suspended, or terminated by a 2/3 vote of all Council Members. Interim or Ad Hoc Appointment (42) The CAO may appoint an ad hoc Integrity Commissioner in the following circumstances: (a) if the City has not yet entered into a contract for the appointment of an Integrity Commissioner; (b) in the interim period between the expiry of the appointment of one Integrity Commissioner and the appointment of a new Integrity Commissioner; or (c) if the appointed Integrity Commissioner is unable or unwilling to act. Duties and Responsibilities (43) The duties and responsibilities of the Integrity Commissioner are as follows: (a) provide advice and recommendations to a Council Member on questions of compliance with this Bylaw, where requested to do so by a Council Member; BYLAW NO. 7976-2023 Page 9 (b) provide advice and recommendations to a Council Member, regarding their compliance or disclosure obligations under a provincial statute, such as the Financial Disclosure Act, or other such statute that imposes an express compliance or disclosure obligation on the Council Member due to their position as an elected official, where requested to do so by a Council Member; (c) prepare written materials and content for the City’s website for distribution to, and use by, the public, to aid in their understanding of the role of the Integrity Commissioner and the ethical obligations and responsibilities of Council Members under this Bylaw; (d) deliver educational programs regarding the role of the Integrity Commissioner and the ethical obligations and responsibilities of Council Members under this Bylaw; (e) adopt procedures, policies and protocols as necessary to aid in the resolution of complaints under this Bylaw; (f) assist with informal resolution of complaints; (g) receive and assess all complaints to determine if the complaint must be rejected, closed, resolved informally or investigated; (h) investigate and conduct inquiries into violations of this Bylaw; (i) report to Council as to whether a Council Member has breached this Bylaw; (j) make recommendations on an appropriate remedy if a Council Member has breached this Bylaw; (k) submit an annual budget for approval by Council; and (l) publish an annual report that includes a summary of the work of the Integrity Commissioner and any advice or recommendations that the Integrity Commissioner has to improve the text or operation of this Bylaw or any other policies, procedures or protocols governing Council Member’s ethical conduct. BYLAW NO. 7976-2023 Page 10 (44) The Integrity Commissioner must perform the duties and responsibilities of their office in an impartial and independent manner. PART 4 – COMPLAINT AND RESOLUTION PROCEDURES Preliminary Steps (45) If a Council Member believes that they have observed another Council Member engaging in conduct that would breach this Bylaw, they must attempt to resolve the complaint directly with the other Council Member, if possible, prior to submitting a complaint under section 47. (46) If a Staff member, Committee Member or Volunteer believe that they have observed a Council Member engaging in conduct that would breach this Bylaw, and they wish to file a complaint, they must approach the Integrity Commissioner on a confidential basis and inform them of the alleged breach. (47) Upon receipt of the confidential information in section 45, the Integrity Commissioner may: (a) determine that no breach has occurred and inform the Staff member, Committee Member or Volunteer of that determination; (b) attempt to address the alleged breach with the Council Member and, if the circumstances warrant, the Staff member, Committee Member or Volunteer; or (c) request that the Staff member, Committee Member or Volunteer file a complaint in accordance with section 47. Complaint Procedure (48) Subject to sections 44 to 46, a Council Member, Committee Member, Volunteer, or Staff member may submit a complaint to the Integrity Commissioner. (49) A complaint must be in writing, must be submitted within 60 days of the alleged breach, (or within 60 days of notification to the Integrity Commissioner under section 45 if applicable), and must include, with sufficient detail: (a) the name of the complainant; (b) the name of the respondent Council Member(s); (c) the conduct that the complainant alleges was in breach of the Code; BYLAW NO. 7976-2023 Page 11 (d) the date of the alleged conduct; (e) the parts of the Code the alleged conduct breached; (f) the basis for the complainant’s knowledge of the conduct; and (g) if a complaint is submitted by a Council Member, whether the Council Member attempted to resolve the complaint informally under section 44. (50) A complaint may be accepted notwithstanding that it does not comply with all of the requirements of section 48, if the Integrity Commissioner determines that there has been substantial compliance or if the circumstances otherwise warrant acceptance. (51) A complaint submitted outside the time limits set out in section 48 must be rejected, except that the Integrity Commissioner may grant an extension of no more than 30 further days if the circumstances of the complaint are sufficiently serious. (52) In an election year, complaints submitted from the first day of the nomination period to the general voting day must be accepted and held in abeyance until after the new Council has taken office. At that time, complaints shall only proceed if they relate to a Council Member who was re-elected in that election year. For certainty, if the Council Member who is the subject of the complaint is not re-elected, the complaint must be rejected. For further certainty, the rejection of a complaint under the Code of Conduct does not prevent Council from taking necessary civil action in relation to a matter that is the subject of a complaint. Preliminary Assessment (53) On receipt of a complaint, the Integrity Commissioner shall conduct a preliminary assessment of the complaint or forward the complaint to the City’s Solicitor to conduct a preliminary assessment. If the Integrity Commissioner determines that any of the following circumstances apply, then they must notify the complainant and respondent Council Member in writing that the complaint will be closed, stating the reasons for the closure: (a) the complaint is not with respect to a breach of this Bylaw; (b) the complaint is frivolous, vexatious, or not made in good faith; (c) the complaint would be more appropriately addressed through another process; BYLAW NO. 7976-2023 Page 12 (d) the complaint was not in compliance with sections 47 and 48, and the respondent Council Member will be prejudiced by the complainant’s failure to comply; (e) the complainant wishes to withdraw the complaint, and it would be appropriate to allow the complaint to be withdrawn; (f) the complaint concerns the same subject matter as a previous complaint that has already been accepted under this section, and it is not necessary to expand that original complaint or add the new complainant; (g) the complaint was submitted by a Council Member, and the Council Member ought to have first attempted to resolve the complaint informally under section 44; or (h) there are no possible grounds on which to conclude that a violation of this Bylaw has occurred. (54) In making a determination under section 52, the Integrity Commissioner may request further information from the complainant before determining whether or not there are sufficient grounds for believing that a breach of this Bylaw may have occurred. Criminal Conduct (55) If, at any stage in the complaint procedure, the Integrity Commissioner determines that there are reasonable grounds to believe that there has been a contravention of the Criminal Code, or learns that there is an ongoing police investigation into the conduct that gave rise to the complaint, then they must immediately refer the matter to the appropriate authorities and suspend any investigation into the complaint until any resulting police investigation and charge have been finally disposed of, and shall report the suspension to Council, the complainant, and the respondent Council Member. (56) For certainty, a complaint must be suspended while the respondent is on a mandatory leave of absence under section 109.3(1) of the Community Charter, and may be re-commenced only once the mandatory leave of absence ends pursuant to section 109.3(1)(b) of the Community Charter. BYLAW NO. 7976-2023 Page 13 Disqualification Proceedings (57) If, at any stage in the complaint procedure, the Integrity Commissioner determines that: (a) the subject-matter of the complaint is being addressed in a disqualification proceeding commenced under section 111 of the Community Charter; or (b) the complainant could commence a disqualification proceeding under section 111 of the Community Charter in relation to the matter that is the subject of the complaint the complaint must immediately be suspended until the proceeding under subsection (a) has concluded or the time-period within which the complainant could commence a proceeding under subsection (b) has expired. (58) If the Integrity Commissioner has suspended a complaint under section 56, they may re-commence the complaint upon the conclusion of a disqualification proceeding, or the time-period within which a disqualification proceeding could be filed has expired if: (a) the Council Member who is subject to the complaint has not been disqualified from office by the British Columbia Supreme Court; and (b) it would be in the public interest to do so. Informal Resolution (59) If the Integrity Commissioner determines that none of the circumstances in section 52 apply, they must then determine whether the complain requires a formal investigation or whether the complaint may be resolved informally. (60) When determining whether the complaint may be resolved informally, the Integrity Commissioner: (a) may consider culturally appropriate or transformative or restorative justice approaches, and may engage a third-party mediator or facilitator qualified to apply these principles and assist in the informal resolution of the complaint; and (b) shall give a strong preference to the informal processes wherever possible. BYLAW NO. 7976-2023 Page 14 (61) Where the Integrity Commissioner has determined that the complaint may be resolved informally, the Integrity Commissioner may, at their discretion, either attempt to resolve the complaint directly, or refer the complaint to: (a) the Mayor, if the complaint is made by a Council Member, unless the complaint is against the Mayor, in which case the complaint may be referred to the Deputy Mayor; or (b) the CAO, if the complaint is made by a Staff member, Committee Member, or Volunteer. (62) Where the Integrity Commissioner refers the complaint in accordance with section 60, the Mayor, Deputy Mayor or the CAO, as the case may be, may: a) agree to assist in resolving the complaint directly; b) appoint a third party to assist in resolving the complaint; or c) decline to assist. (63) A third party assisting in the informal resolution of a complaint will assess the suitability for settlement or resolution on an ongoing basis and may decline to assist at any point. (64) The complainant or respondent Council member may decline to participate in an informal resolution at any time. (65) If a complaint is resolved informally by a third party, the person assisting in resolving the complaint must notify the Integrity Commissioner in writing of the terms of the resolution, upon receipt of which, the Integrity Commissioner must close the complaint. (66) If the third party assisting in resolving the complaint determines at any time that the complaint cannot be resolved informally, they must refer the complaint back to the Integrity Commissioner for a formal investigation. Formal Resolution (67) If the complaint is not rejected, closed or resolved informally within 45 days of the decision in section 58 to resolve informally, the Integrity Commissioner must proceed with a formal investigation. BYLAW NO. 7976-2023 Page 15 (68) The Integrity Commissioner shall deliver the complaint to the respondent Council Member, along with a request that the respondent Council Member provide a written response to the complaint, together with any submissions that the respondent Council Member chooses to make, within 10 days, subject to the Integrity Commissioner’s discretion to reasonably extend the timeline. (69) The Integrity Commissioner may, at their discretion, deliver the respondent Council Member’s written response and submissions to the complainant and request a reply in writing within 10 days, subject to the Integrity Commissioner’s discretion to reasonably extend the timeline. (70) The Integrity Commissioner may: (a) speak to anyone relevant to the complaint; (b) review any documents relevant to the complaint, including closed meeting agendas and minutes; and (c) access any record in the custody or control of the City, within the meaning of FIPPA, with the exception of records subject to solicitor-client privilege. (71) The Integrity Commissioner has discretion to conduct the investigation as they see fit, but must ensure that the investigation complies with the rules of procedural fairness and natural justice required in the circumstances of the complaint. Adjudication and Reporting (72) The Integrity Commissioner must conclude the investigation and make a determination regarding the alleged breach within 90 days of making the determination to proceed with a formal investigation, unless the Integrity Commissioner determines that doing so is not practicable, in which case the Integrity Commissioner must notify the complainant and respondent Council Member of the delay and provide a revised decision date. The revised decision date may be extended by periods of up to 30 days at a time on provision of written notice to the complainant and respondent Council Member. (73) If, after reviewing all the material information, the Integrity Commissioner determines that a Council Member did not violate this Bylaw, then the Integrity Commissioner shall: BYLAW NO. 7976-2023 Page 16 (a) prepare a written investigation report providing reasons for their determination, which shall include a determination of whether the complaint was submitted frivolously, vexatiously or in bad faith; (b) deliver a summary of the investigation report to the complainant; and (c) deliver a copy of the investigation report to the respondent Council Member and Council. (74) If, after reviewing all the material information, the Integrity Commissioner determines that a Council Member did violate this Bylaw, then the Integrity Commissioner shall: (a) prepare a written investigation report providing reasons for their determination, which must include: i. a summary of the factual findings of the Integrity Commissioner; ii. an application of the Bylaw, and any other applicable law, to the facts; iii. a recommendation of the appropriate sanction, subject to subsection (iv); and iv. if applicable, a determination of whether the respondent Council Member took all reasonable steps to avoid the breach or whether the breach was trivial, inadvertent or due to an error in judgment made in good faith, in which case the Integrity Commissioner may recommend that no sanction be imposed; (b) notify the complainant that the investigation is complete and inform them that the investigation report, or a summary thereof, will be subsequently released by Council in accordance with section 77; (c) deliver a copy of the investigation report to the respondent Council Member; and (d) 48 hours after the delivery of the investigation report to the respondent Council Member, deliver a copy of the investigation report to Council. Final Determination by Council (75) Council must, within 45 days of the Integrity Commissioner’s delivery of the investigation report, decide on the appropriate measures, if any, that are warranted by a breach of this Bylaw. (76) Prior to making any decision regarding the findings and recommendations set out in the investigation report, the respondent Council Member must be provided with BYLAW NO. 7976-2023 Page 17 an opportunity, in person and in writing, to comment to Council on the Integrity Commissioner’s determinations and recommendations. (77) While an investigation report may be considered in a closed meeting, if the circumstances warrant, when Council deliberates and votes on the Integrity Commissioner’s recommendation, it will generally do so in an open meeting. (78) Within 30 days of receiving the investigation report under section 72(c) or section 73(d), Council must, subject to the City’s obligations under FIPPA, release to the public the investigation report, or a summary thereof, along with a summary of Council’s decision if applicable. Remedies (79) Remedies that may be imposed by Council for a violation of this Bylaw include the following: (a) a letter of reprimand from Council, addressed to the respondent Council Member; (b) a request from the Council that the respondent Council Member issue a letter of apology; (c) the publication of the letters contemplated in subsections (a) and (b), along with the respondent Council Member’s response, if any; (d) directions to the CAO regarding the method of providing documents that contain confidential information to the respondent Council Member; (e) a recommendation that the respondent Council Member attend specific training or counselling; (f) limitations on access to certain City facilities, equipment, or systems, so long as those limitations do not unduly limit the ability of the Council Member to perform their Council duties; (g) prohibition from representing the City at events and/or attending conferences; (h) suspension or removal of the respondent Council Member from the Acting Mayor rotation; (i) public censure of the respondent Council Member; or (j) any other sanction recommended by the Integrity Commissioner, so long as that sanction is within the authority of Council. (80) Council must consider the following factors when determining whether to impose a sanction on a Council Member: BYLAW NO. 7976-2023 Page 18 (a) the degree and nature of the conduct; (b) whether the contravention was a single or repeated act; (c) whether the Council Member knowingly contravened the Code; (d) whether the Council Member took steps to mitigate or remedy the contravention; (e) the Council Member’s history of other contraventions; and if applicable, the Integrity Commissioner’s finding that the respondent Council Member took all reasonable steps to avoid the breach, or that the breach was trivial or done inadvertently or because of an error in judgment. Remuneration (81) Where the Integrity Commissioner finds that a Council Member: (a) breached this Bylaw; or (b) submitted a complaint that was frivolous, vexatious, or made in bad faith, the remuneration to which that Council Member would otherwise have been entitled shall be reduced in accordance with the Council Remuneration Bylaw, as amended from time to time. (82) Notwithstanding section 80, the remuneration of a Council Member shall not be reduced if the Integrity Commissioner makes a finding that: (a) the Council Member took all reasonable steps to prevent the breach; (b) the breach was trivial or inadvertent; or (c) the breach was because of an error in judgment made in good faith. Confidentiality of Investigation (83) The Integrity Commissioner must make all reasonable efforts to process and investigate complaints in a confidential manner. (84) The Integrity Commissioner and every person acting under the Integrity Commissioner’s instructions must preserve confidentiality with respect to all matters that come into the Integrity Commissioner’s knowledge in the course of any investigation or complaint, except as otherwise required by law. BYLAW NO. 7976-2023 Page 19 Obstruction (85) No Council Member, Committee Member, Staff member or Volunteer will obstruct the Integrity Commissioner in relation to the administration of this Bylaw or the investigation of a complaint. Without limitation, the following shall constitute obstruction: (a) uttering of threats against any person involved in the complaint or investigation; (b) retaliation of any kind against a Staff member; (c) destruction of relevant records or documents; and (d) refusal to cooperate with the Integrity Commissioner. Frivolous and Vexatious Complaints (86) Any person who is found to have obstructed the Integrity Commissioner, contrary to section 84, or who makes a complaint that is subsequently found to have been made in a deliberately frivolous, vexatious or malicious manner, or otherwise made in bad faith, will be subject to appropriate disciplinary action, which may include, but is not limited to: (a) in the case of Council members, sanctions and remedies described above in section 78; (b) in the case of Committee Members, termination of the Committee Member’s appointment; (c) in the case of Staff, disciplinary action or termination of employment for just cause, as applicable; and (d) in the case of any complainant, prohibition against filing a complaint under this Bylaw for a specified and reasonable period of time. Reimbursement of Costs (87) A Council Member may make a request to Council for reimbursement of the costs of legal advice and representation in responding to the formal complaint process outlined in this Bylaw. If appropriate, after considering all of the circumstances, Council may resolve to reimburse legal fees reasonably incurred by a Council Member, provided that all of the following are met: (a) section 740 of the Local Government Act authorizes the indemnification; BYLAW NO. 7976-2023 Page 20 (b) the Council Member has not previously been found to have breached the Code; (c) Council, in its sole discretion, has agreed to indemnify the Member for the costs of legal advice and representation in responding to the Formal Complaint Process; and (d) the amount claimed does not exceed $10,000. READ a first time the 12th day of December, 2023. READ a second time the 12th day of December, 2023. READ a third time the 12th day of December, 2023. ADOPTED, the ______ day of ____________, 2024. ________________________________ ___________________________________ PRESIDING MEMBER CORPORATE OFFICER CITY OF MAPLE RIDGE Bylaw No. 7975-2023 ________________________________________________________________________________ A bylaw to establish the oath or solemn affirmation for the office of Mayor and the office of Councillor ________________________________________________________________________________ WHEREAS under section 120(2) of the Community Charter, a council may, by bylaw, establish the oath or solemn affirmation for the office of mayor and the office of councillor; AND WHEREAS the Council for the City of Maple Ridge wishes to establish an oath or solemn affirmation of office for the City of Maple Ridge elected or appointed officials; NOW THEREFORE the Council of the City of Maple Ridge, in open meeting assembled, enacts as follows: (1) This Bylaw shall be cited as “Maple Ridge Code of Code Bylaw No. 7976-2023”. (2) Pursuant to section 120 of the Community Charter, the oath or solemn affirmation of office for persons elected or appointed to the office of Mayor or Councillor, is as shown on Schedule “A” attached to and forming part of this Bylaw. READ a first time the 12th day of December, 2023. READ a second time the 12th day of December, 2023. READ a third time the 12th day of December, 2023. ADOPTED, the ______ day of ____________, 2024. ________________________________ ___________________________________ PRESIDING MEMBER CORPORATE OFFICER SCHEDULE "A" I, __________ [name], do solemnly swear/affirm [circle one] that: 1. I am qualified to hold the office of [Mayor/Councillor] for the City of Maple Ridge to which I have been elected; 2. I have not, by myself or any other person, knowingly contravened the Local Government Act respecting vote buying or intimidation in relation to my election to the office; 3. I will faithfully perform the duties of the office of [Mayor/Councillor] diligently and with integrity, and will not allow any private interest to influence my conduct in public matters; 4. As required by the Community Charter, I will disclose any direct or indirect pecuniary interest I have in a matter and will not participate in the discussion of the matter and will not vote in respect of the matter; 5. I will honour and abide by the Maple Ridge Code of Conduct Bylaw, as amended or replaced from time to time, and other statutes, bylaws and policies that govern the City, and conduct myself in a manner that reflects accountable and responsible leadership. Sworn/Affirmed [circle one] before me, at Maple Ridge, B.C., this _____ day of _________________, 20___. _____________________________________ (name and title of personal administering the oath) _____________________________________ (name of mayor or councillor) CITY OF MAPLE RIDGE Bylaw No. 7974-2023 ________________________________________________________________________________ A bylaw to amend the City of Maple Ridge Council Remuneration Bylaw No. 7330-2017 ________________________________________________________________________________ WHEREAS the City of Maple Ridge deems it necessary and appropriate to amend Maple Ridge Council Remuneration Bylaw No. 7330-2017; NOW THEREFORE the Council of the City of Maple Ridge, in open meeting assembled, enacts as follows: (1) This Bylaw shall be cited as “Maple Ridge Council Remuneration Bylaw No. 7330-2017, Amendment Bylaw No. 7974-2023”. (2) Maple Ridge Council Remuneration Bylaw No. 7330-2017, as amended, is further amended as follows: (a) By inserting the following after section 7 and renumbering the subsequent sections: 8. Subject to section 9, where a member of Council has been found by the Integrity Commissioner to have breached the Code of Conduct Bylaw, or where a member of Council has been found by the Integrity Commissioner to have submitted a complaint thereunder that is frivolous, vexatious, or made in bad faith, the remuneration to which the member of Council would otherwise be entitled under this Bylaw shall be reduced as follows: (a) where the member of Council has been found to have breached the Bylaw for the first time, the remuneration to which the member of Council would otherwise be entitled to under this bylaw shall be reduced by 10% for a period of 12 months from the date on which Council considers the Integrity Commissioner’s report; (b) where the member of Council has been found to have breached the Bylaw for a second time, the remuneration to which the member of Council would otherwise be entitled to under this bylaw shall be reduced by 15% for a period of 12 months from the date on which Council considers the Integrity Commissioner’s report relating to that offence; BYLAW NO. 7974-2023 Page 2 (c) where the member of Council has been found to have breached the Bylaw for a third or subsequent time, the remuneration to which the member of Council would otherwise be entitled to under this bylaw shall be reduced by 25% for a period of 12 months from the date on which Council considers the Integrity Commissioner’s report relating to that offence; (d) for certainty, where a member of Council has been found to have breached the Bylaw more than once in a 12-month period, the reductions in the remuneration to which the member of Council would otherwise be entitled under this Bylaw shall be cumulative for any period of overlap in the duration of each reduction (for example, if a member of Council is found to have first breached the Bylaw on January 1 of a calendar year, and is subsequently found to have breached the Bylaw again on July 1 of that year, the remuneration to which the member of Council would otherwise be entitled shall be reduced by 10% from January 1 to June 30 of that year, by 25% from July 1 to December 31 of that year, by 15% from January 1 to June 30 of the following year, and thereafter be fully reinstated). 9. Section 8 does not apply if, pursuant to the Code of Conduct Bylaw, as amended from time to time, the Integrity Commissioner has determined that: (a) the member of Council took all reasonable steps to prevent the breach; (b) the breach was trivial or inadvertent; or (c) the breach was because of an error in judgment made in good faith. READ a first time the 12th day of December, 2023. READ a second time the 12th day of December, 2023. READ a third time the 12th day of December, 2023. ADOPTED, the ______ day of ____________, 2024. ________________________________ ___________________________________ PRESIDING MEMBER CORPORATE OFFICER BYLAW NO. 7974-2023 Page 3 ~ Maple Ridste ~ TO: His Worship Mayor Dan Ruimy and Members of Council FROM: Chief Administrative Officer SUBJECT: First, Second and Third Reading MEETING DATE: December 12, 2023 FILE NO: 01-0110-01 MEETING: Regular Maple Ridge Code of Conduct Bylaw No. 7976-2023 Elected Officials Oath of Office Bylaw No. 7975-2023 Maple Ridge Council Remuneration Bylaw No. 7330-2017, Amendment Bylaw No. 797 4-2023 EXECUTIVE SUMMARY: This is a supplementary report further to Council's receipt of the Council Code of Conduct Bylaw, Maple Ridge Council Remuneration Bylaw Amendment, and Solemn Oath of Office Bylaw at the November 7, 2023 Committee of the Whole meeting. A minor amendment was required to the Code of Conduct bylaw to add the preamble statement and the citation. Schedule A of the Elected Official Oath of Office Bylaw was also amended to add a signature line for the oath taker. The content of the remainder and the other bylaw have not been altered and are as presented to Council at the November 7, 2023 Committee of the Whole meeting. RECOMMENDATION: 1. That Maple Ridge Code of Conduct Bylaw No.7976-2023 be given first, second, and third reading. 2. That Elected Official Oath of Office Bylaw No.7975-2023 be given first, second, and third reading. 3. That Maple Ridge Council Remuneration Bylaw No. 7330-2017, Amendment Bylaw No.7974-2023 be given first, second, and third reading. Prepared by: Carolyn Mushata Director of Legislative Services/ Corporate Officer Chief Administrative Officer Page 1 of 26 CITY OF MAPLE RIDGE Bylaw No. 7976-2023 A bylaw to regulate Council Conduct WHEREAS Council Members are keepers of the public trust and must uphold t he highest standards of ethical behaviour in order to build and inspire the public's trust and confidence in local government; AND WHEREAS Council Members are expected to: a) make decisions that benefit the community; b) act lawfully and within the authority granted by the Community Charter; Local Government Act and other applicable enactments; and c) be free from undue influence and not act to gain financial or other benefits; AND WHEREAS Council Members wish to conduct their business in a transparent, efficient, accountable and respectful manner; AND WHEREAS Council Members intend to demonstrate their leadership in ethical behaviour, while promoting the principles of transparency, accountability, and civility through their decisions, actions and behaviour; AND WHEREAS a Code of Conduct Bylaw expresses standards of conduct expected for members of City Council; AND WHEREAS Council Members have primary responsibility for ensuring that the standards of conduct herein are understood and met, thereby fostering public confidence in the integrity of the government of the City of Maple Ridge; NOW THEREFORE the Council of the City of Maple Ridge, in open meeting assembled, enacts as follows: PART 1 -GENERAL Citation (1) This Bylaw shall be cited as "Maple Ridge Code of Code Bylaw No. 7976-2023". Purpose and Interpretation Page 3 of 26 (2) This Bylaw sets out the rules Council Members must follow in fulfilling their duties and responsibilities as elected officials, and the powers and procedures of the Integrity Commissioner in exercising oversight over Council Members. (3) The Residents of the City of Maple Ridge are entitled to have a fair, ethical and accountable municipal Council that acts in the public interest, conducting its business with integrity and in a fair, honest and open manner. (4) The public expects that Council Members will adhere to the highest standards of professional conduct. Honesty, integrity, respect, transparency, leadership, collaboration, and accountability are the core ethical values reflected in this Bylaw. Council Members are expected to perform their functions of office faithfully and to the best of their knowledge and ability, in accordance with these core ethical values. (5) The provisions of this Bylaw are to be interpreted broadly and in a manner that is consistent with the Community Charter. (6) The intention of Council in enacting this Bylaw is not to stifle Council Members or to limit their ability to fully perform the governmental and advocacy functions that their position entails, with all the vigour, flair and freedom that is typical of a well- functioning democratic institution, but instead to guide Council Members to undertake those functions in a manner that accords with sound ethical principles. (7) Nothing in this Bylaw is intended to preclude Council Members, prior to the filing of a complaint, from speaking to each other in order to resolve matters which may otherwise be captured by this Bylaw. (8) As an expression of the standards of conduct for Council Members expected by the City, this.Bylaw is intended to be self-enforcing. This Bylaw therefore becomes most effective when Council Members are thoroughly familiar with it and embrace its provisions. For this reason, this Bylaw shall be provided as information to candidates for Council. Definitions (9) In this Bylaw: 11Committee Member,, means a person appointed to a committee, sub-committee, task force, commission, board, or other Council-established body under the Page 4 of 26 Community Charter -Part 5, Division 4 -Committees, Commissions and Other Bodies, or the Local Government Act, but does not include a Council Member; 11Council Member11 means the Mayor and Councillors for the City of Maple Ridge; 11 FIPPA11 means the Freedom of Information and Protection of Privacy Act (British Columbia); 11lntegrity Commissioner11 means the person appointed by Council to fulfill the duties and responsibilities assigned to that position as set out in this Bylaw; 11Residenf' means any person who resides in the City of Maple Ridge; 11Staff" means an officer or employee of the City of Maple Ridge, but does not include contractors; and 11Volunteer11 means a person who, without compensation, offers their time, skills or services to assist or support the activities, programs, or initiatives of the City or any of the City's affiliated entities. Application (10) This Bylaw applies to all Council Members, inclusive of their actions in their capacity as members of various boards, committees, and other discretionary appointments. (11) For clarity, the provisions of this Bylaw apply without limitation to a Council Member1s use of personal and professional social media accounts. PART 2 -COUNCIL CONDUCT Comply with all Laws (12) Council Members shall comply with all applicable federal, provincial and municipal laws in the performance of their public duties, including but not limited to: (a) the Local Government Act; (b) the Local Elections Campaign Financing Act; (c) the Community Charter; (d) FIPPA; (e) the Financial Disclosure Act; and (f) all bylaws and policies of the City. Page 5 of 26 General Conduct (13} Council Members shall take the Oath of Office as required by the Community Charter, and shall uphold it for the duration of their term. (14} Council Members shall comply with the requirements established in the City's Respectful Workplace Policy and shall not engage with others, including Residents, Staff, Committee Members, Volunteers, and other Council Members, in a manner that is abusive, bullying, intimidating or derogatory. (15} Council Members shall not use their office to attempt to gain personal benefits for themselves, their family members or their friends. Interactions with Staff (16} Council Members shall direct questions and inquiries regarding departmental issues to the Chief Administrative Officer ("CAO") and shall refrain from contacting Staff directly, unless the communication is minor and for the purpose of seeking administrative clarity, or the communication has been approved by the CAO. (17} Council Members shall not interfere with, hinder, or obstruct Staff in the exercise or performance of their roles, responsibilities, powers, duties, or functions, nor shall they impair the ability of municipal officers or Staff to implement Council policy decisions in accordance with section 153 of the Community Charter. (18} Council Members shall not request or require that Staff undertake personal or private work for or on behalf of a Council Member. (19} Council Members shall not request or require that Staff engage in political activities, or subject them to reprisal of any kind for refusing to engage in such activities. {20} Except as required by section 152 of the Community Charter, Council Members must not attempt to influence personnel decisions regarding the hiring, transfer, promotion, demotion, discipline, or termination of any Staff member. For clarity, this prohibition includes giving references to any person applying for a position at the City and forwarding copies of an applicant's resume to any person hiring for any position at the City. Interactions with the Public and Media Page 6 of 26 (21) In an effort to promote respect and integrity for Council decision-making, Council Members shall not misrepresent the decisions of Council, even if they disagree with the decision. (22) Council Members shall refrain from making public statements disparaging other Council Members. (23) When presenting their individual opinions and positions, Council Members shall explicitly state that it is their own personal view and that they do not represent Council or the City in those views. Conduct at Council Meetings and Attendance (24) Council Members shall prepare themselves for meetings, listen courteously and attentively to all discussions before the body, and focus on the business at hand. Council Members shall not interrupt other speakers, make personal comments not germane to the business of the body, or otherwise interfere with the orderly conduct of a meeting. (25) Council Members shall attend Council meetings in accordance with section 115(c) of the Community Charter. (26) Council Members who are unable to attend Council meetings for medical or other reasons shall, if they wish to seek the leave of Council to be absent for a period of time that would otherwise result in disqualification from office under section 125(5) of the Community Charter, provide information to Council to justify the absence, which may include a note from a medical professional indicating: (a) that the Council Member has an illness or injury sufficient to keep them from adequately performing their Council duties; and (b) the expected date upon which the Council Member may resume their Council duties. Handling of Confidential Information (27) Council Members shall keep information and records prohibited from release under section 117 of the Community Charter in strict confidence. (28) Without limiting the generality of section 26, Council Members shall not disclose: Page 7 of 26 (a) information or records concerning the property, personnel, legal affairs, or other information of the City distributed for the purposes of, or considered in, a closed Council meeting; (b) resolutions or Staff report contents from a closed meeting of Council unless and until a Council decision has been made for the information to become public; or (c) details on Council's closed meeting deliberations or how individual Council Members voted on a question in a closed meeting. {29) Council Members shall not use confidential information to advance, directly or indirectly, their own personal, financial or other private interests. Conflict of Interest (30) Council Members shall not participate in discussion of a matter, or vote on a question in respect of that matter, if they have a conflict of interest as per the Community Charter. (31) In respect of each matter before Council, Council Members shall: (a) assess whether they have a conflict of interest; and (b) determine whether it is necessary to seek independent legal advice at their own cost, except where the CAO approves the cost, with respect to any situation that may result in a conflict of interest. {32) If a Council Member believes that they have a conflict of interest in respect of a matter in a Council or Committee meeting, the Council Member shall: (a) prior to the matter's consideration, notify the Mayor or Chair of the meeting that they have a conflict of interest, stating in general terms why they consider that to be the case; (b) leave any meeting if the matter is discussed and not return until the discussion has ended or voting has been concluded; (c) refrain from discussing the matter with any other Council Member publicly or privately; and Page 8 of 26 Gifts (d) refrain from attempting in any way to influence the voting on any question in respect of the matter. (33) Council Members shall not accept a gift or personal benefit, except in accordance with section 105 of the Community Charter. (34) Council Members shall disclose a gift or personal benefit, received in accordance with section 105 of the Community Charter, as per section 106 of the Community Charter. Use of Public Resources (35) Council Members shall not use, or permit the use of, City land, facilities, equipment, supplies, services, property, employees or other resources for activities other than City business, unless the use or the permission is on the same terms and conditions that the land, facilities, equipment, supplies, services, property, employees or other resources are available to the general public. (36} Council Members shall not undertake municipal election campaign related activities at the City Office or on other premises owned by the City during regular working hours, unless such activities are organized by the City. Page 9 of 26 PART 3 -APPOINTMENT OF INTEGRITY COMMISSIONER (37) Council must appoint an Integrity Commissioner to undertake the duties and responsibilities set out in this Bylaw. {38) The appointment of an Integrity Commissioner must be for a set period of two years. An Integrity Commissioner may be appointed for more than one term. (39) At the request of the Integrity Commissioner, Council may suspend the appointment for a mutually agreed period of time. (40) Council will not terminate an Integrity Commissioner except for cause. (41) The appointment of an Integrity Commissioner may only be made, suspended, or terminated by a 2/3 vote of all Council Members. Interim or Ad Hoc Appointment (42) The CAO may appoint an ad hoc Integrity Commissioner in the following circumstances: (a) if the City has not yet entered into a contract for the appointment of an Integrity Commissioner; (b) in the interim period between the expiry of the appointment of one Integrity Commissioner and the appointment of a new Integrity Commissioner; or (c) if the appointed Integrity Commissioner is unable or unwilling to act. Duties and Responsibilities (43) The duties and responsibilities of the Integrity Commissioner are as follows: (a) provide advice and recommendations to a Council Member on questions of compliance with this Bylaw, where requested to do so by a Council Member; (b) provide advice and recommendations to a Council Member, regarding their compliance or disclosure obligations under a provincial statute, such as the Page 10 of 26 Financial Disclosure Act, or other such statute that imposes an express compliance or disclosure obligation on the Council Member due to their position as an elected official, where requested to do so by a Council Member; (c) prepare written materials and content for the City1s website for distribution to: and use by: the public! to aid in their understanding of the role of the Integrity Commissioner and the ethical obligations and responsibilities of Council Members under this Bylaw; (d) deliver educational programs regarding the role of the Integrity Commissioner and the ethical obligations and responsibilities of Council Members under this Bylaw; (e) adopt procedures, policies and protocols as necessary to aid in the resolution of complaints under this Bylaw; (f) assist with informal resolution of complaints; (g) receive and assess all complaints to determine if the complaint must be rejected, closed, resolved informally or investigated; (h) investigate and conduct inquiries into violations of this Bylaw; (i) report to Council as to whether a Council Member has breached this Bylaw; U) make recommendations on an appropriate remedy if a Council Member has breached this Bylaw; (k) submit an annual budget for approval by Council; and (I) publish an annual report that includes a summary of the work of the Integrity Commissioner and any advice or recommendations that the Integrity Commissioner has to improve the text or operation of this Bylaw or any other policies, procedures or protocols governing Council Member1s ethical conduct. (44) The Integrity Commissioner must perform the duties and responsibilities of their office in an impartial and independent manner. Page 11 of 26 PART 4 -COMPLAINT AND RESOLUTION PROCEDURES Preliminary Steps (45) If a Council Member believes that they have observed another Council Member engaging in conduct that would breach this Bylaw, they must attempt to resolve the complaint directly with the other Council Member, if possible, prior to submitting a complaint under section 47. (46) If a Staff member, Committee Member or Volunteer believe that they have observed a Council Member engaging in conduct that would breach this Bylaw, and they wish to file a complaint, they must approach the Integrity Commissioner on a confidential basis and inform them of the alleged breach. (47) Upon receipt of the confidential information in section 45, the Integrity Commissioner may: (a) determine that no breach has occurred and inform the Staff member, Committee Member or Volunteer of that determination; (b) attempt to address the alleged breach with the Council Member and, if the circumstances warrant, the Staff member, Committee Member or Volunteer; or (c) request that the Staff member, Committee Member or Volunteer file a complaint in accordance with section 47. Complaint Procedure (48) Subject to sections 44 to 46, a Council Member, Committee Member, Volunteer, or Staff member may submit a complaint to the Integrity Commissioner. (49) A complaint must be in writing, must be submitted within 60 days of the alleged breach, (or within 60 days of notification to the Integrity Commissioner under section 45 if applicable), and must include, with sufficient detail: (a) the name of the complainant; (b) the name of the respondent Council Member(s); (c) the conduct that the complainant alleges was in breach of the Code; (d) the date of the alleged conduct; (e) the parts of the Code the alleged conduct breached; (f) the basis for the complainant's knowledge of the conduct; and Page 12 of 26 (g) if a complaint is submitted by a Council Member, whether the Council Member attempted to resolve the complaint informally under section 44. (50) A complaint may be accepted notwithstanding that it does not comply with all of the requirements of section 48, if the Integrity Commissioner determines that there has been substantial compliance or if the circumstances otherwise warrant acceptance. (51) A complaint submitted outside the time limits set out in section 48 must be rejected, except that the Integrity Commissioner may grant an extension of no more than 30 further days if the circumstances of the complaint are sufficiently serious. (52) In an election year, complaints submitted from the first day of the nomination period to the general voting day must be accepted and held in abeyance until after the new Council has taken office. At that time, complaints shall only proceed if they relate to a Council Member who was re-elected in that election year. For certainty, if the Council Member who is the subject of the complaint is not re-elected, the complaint must be rejected. For further certainty, the rejection of a complaint under the Code of Conduct does not prevent Council from taking necessary civil action in relation to a matter that is the subject of a complaint. Preliminary Assessment (53) On receipt of a complaint, the Integrity Commissioner shall conduct a preliminary assessment of the complaint or forward the complaint to the City1s Solicitor to conduct a preliminary assessment. If the Integrity Commissioner determines that any of the following circumstances apply, then they must notify the complainant and respondent Council Member in writing that the complaint will be closed, stating the reasons for the closure: (a) the complaint is not with respect to a breach of this Bylaw; (b) the complaint is frivolous, vexatious, or not made in good faith; (c) the complaint would be more appropriately addressed through another process; (d) the complaint was not in compliance with sections 47 and 48, and the respondent Council Member will be prejudiced by the complainant's failure to comply; Page 13 of 26 (e) the complainant wishes to withdraw the complaint, and it would be appropriate to allow the complaint to be withdrawn; (f) the complaint concerns the same subject matter as a previous complaint that has already been accepted under this section, and it is not necessary to expand that original complaint or add the new complainant; (g) the complaint was submitted by a Council Member, and the Council Member ought to have first attempted to resolve the complaint informally under section 44; or (h) there are no possible grounds on which to conclude that a violation of this Bylaw has occurred. {54) In making a determination under section 52, the Integrity Commissioner may request further information from the complainant before determining whether or not there are sufficient grounds for believing that a breach of this Bylaw may have occurred. Criminal Conduct {55) If, at any stage in the complaint procedure, the Integrity Commissioner determines that there are reasonable grounds to believe that there has been a contravention of the Criminal Code, or learns that there is an ongoing police investigation into the conduct that gave rise to the complaint, then they must immediately refer the matter to the appropriate authorities and suspend any investigation into the complaint until any resulting police investigation and charge have been finally disposed of, and shall report the suspension to Council, the complainant, and the respondent Council Member. {56) For certainty, a complaint must be suspended while the respondent is on a mandatory leave of absence under section 109.3(1) of the Community Charter, and may be re-commenced only once the mandatory leave of absence ends pursuant to section 109.3(1 )(b) of the Community Charter. Page 14 of 26 Disqualification Proceedings (57) If, at any stage in the complaint procedure, the Integrity Commissioner determines that: (a) the subject-matter of the complaint is being addressed in a disqualification proceeding commenced under section 111 of the Community rharter; or (b) the complainant could commence a disqualification proceeding under section 111 of the Community Charter in relation to the matter that is the subject of the complaint the complaint must immediately be suspended until the proceeding under subsection (a) has concluded or the time-period within which the complainant could commence a proceeding under subsection (b) has expired. (58) If the Integrity Commissioner has suspended a complaint under section 56, they may re-commence the complaint upon the conclusion of a disqualification proceeding, or the time-period within which a disqualification proceeding could be filed has expired if: (a) the Council Member who is subject to the complaint has not been disqualified from office by the British Columbia Supreme Court; and (b) it would be in the public interest to do so. Informal Resolution (59) If the Integrity Commissioner determines that none of the circumstances in section 52 apply, they must then determine whether the complain requires a formal investigation or whether the complaint may be resolved informally. (60) When determining whether the complaint may be resolved informally, the Integrity Commissioner: (a) may consider culturally appropriate or transformative or restorative justice approaches, and may engage a third-party mediator or facilitator qualified to apply these principles and assist in the informal resolution of the complaint; and (b) shall give a strong preference to the informal processes wherever possible. Page 15 of 26 (61) Where the Integrity Commissioner has determined that the complaint may be resolved informally, the Integrity Commissioner may, at their discretion, either attempt to resolve the complaint directly, or refer the complaint to: (a) the Mayor, if the complaint is made by a Council Member, unless the complaint is against the Mayor, in which case the complaint may be referred to the Deputy Mayor; or (b) the CAO, if the complaint is made by a Staff member, Committee Member, or Volunteer. (62) Where the Integrity Commissioner refers the complaint in accordance with section 60, the Mayor, Deputy Mayor or the CAO, as the case may be, may: a) agree to assist in resolving the complaint directly; b) appoint a third party to assist in resolving the complaint; or c) decline to assist. (63) A third party assisting in the informal resolution of a complaint will assess the suitability for settlement or resolution on an ongoing basis and may decline to assist at any point. (64) The complainant or respondent Council member may decline to participate in an informal resolution at any time. (65) If a complaint is resolved informally by a third party, the person assisting in resolving the complaint must notify the Integrity Commissioner in writing of the terms of the resolution, upon receipt of which, the Integrity Commissioner must close the complaint. {66) If the third party assisting in resolving the complaint determines at any time that the complaint cannot be resolved informally, they must refer the complaint back to the Integrity Commissioner for a formal investigation. Formal Resolution {67) If the complaint is not rejected, closed or resolved informally within 45 days of the decision in section 58 to resolve informally, the Integrity Commissioner must proceed with a formal investigation. (68) The Integrity Commissioner shall deliver the complaint to the respondent Council Member, along with a request that the respondent Council Member provide a Page 16 of 26 written response to the complaint, together with any submissions that the respondent Council Member chooses to make, within 10 days, subject to the Integrity Commissioner's discretion to reasonably extend the timeline. (69) The Integrity Commissioner may, at their discretion, deliver the respondent Council Member1s written response and submissions to the complainant and request a reply in writing within 10 days, subject to the Integrity Commissioner1s discretion to reasonably extend the timeline. (70) The Integrity Commissioner may: (a) speak to anyone relevant to the complaint; (b) review any documents relevant to the complaint, including closed meeting agendas and minutes; and (c) access any record in the custody or control of the City, within the meaning of FIPPA, with the exception of records subject to solicitor-client privilege. (71) The Integrity Commissioner has discretion to conduct the investigation as they see fit, but must ensure that the investigation complies with the rules of procedural fairness and natural justice required in the circumstances of the complaint. Adjudication and Reporting (72) The Integrity Commissioner must conclude the investigation and make a determination regarding the alleged breach within 90 days of making the determination to proceed with a formal investigation, unless the Integrity Commissioner determines that doing so is not practicable, in which case the Integrity Commissioner must notify the complainant and respondent Council Member of the delay and provide a revised decision date. The revised decision date may be extended by periods of up to 30 days at a time on provision of written notice to the complainant and respondent Council Member. (73) If, after reviewing all the material information, the Integrity Commissioner determines that a Council Member did not violate this Bylaw, then the Integrity Commissioner shall: (a) prepare a written investigation report providing reasons for their determination, which shall include a determination of whether the complaint was submitted frivolously, vexatiously or in bad faith; (b) deliver a summary of the investigation report to the complainant; and Page 17 of 26 (c) deliver a copy of the investigation report to the respondent Council Member and Council. (74) If, after reviewing all the material information, the Integrity Commissioner determines that a Council Member did violate this Bylaw, then the Integrity Commissioner shall: (a) prepare a written investigation report providing reasons for their determination, which must include: 1. a summary of the factual findings of the Integrity Commissioner; 11. an application of the Bylaw, and any other applicable law, to the facts; 111. a recommendation of the appropriate sanction, subject to subsection (iv); and 1v. if applicable, a determination of whether the respondent Council Member took all reasonable steps to avoid the breach or whether the breach was trivial, inadvertent or due to an error in judgment made in good faith, in which case the Integrity Commissioner may recommend that no sanction be imposed; (b) notify the complainant that the investigation is complete and inform them that the investigation report, or a summary thereof, will be subsequently released by Council in accordance with section 77; (c) deliver a copy of the investigation report to the respondent Council Member; and (d) 48 hours after the delivery of the investigation report to the respondent Council Member, deliver a copy of the investigation report to Council. Final Determination by Council (75) Council must, within 45 days of the Integrity Commissioner's delivery of the investigation report, decide on the appropriate measures, if any, that are warranted by a breach of this Bylaw. (76) Prior to making any decision regarding the findings and recommendations set out in the investigation report, the respondent Council Member must be provided with an opportunity, in person and in writing, to comment to Council on the Integrity Commissioner's determinations and recommendations. (77) While an investigation report may be considered in a closed meeting, if the circumstances warrant, when Council deliberates and votes on the Integrity Commissioner's recommendation, it will generally do so in an open meeting. Page 18 of 26 (78) Within 30 days of receiving the investigation report under section 72(c) or section 73(d), Council must, subject to the City's obligations under FIPPA, release to the public the investigation report, or a summary thereof, along with a summary of Council's decision if applicable. Remedies (79) Remedies that may be imposed by Council for a violation of this Bylaw include the following: (a) a letter of reprimand from Council, addressed to the respondent Council Member; (b) a request from the Council that the respondent Council Member issue a letter of apology; (c) the publication of the letters contemplated in subsections (a) and (b), along with the respondent Council Member's response, if any; (d) directions to the CAO regarding the method of providing documents that contain confidential information to the respondent Council Member; (e) a recommendation that the respondent Council Member attend specific training or counselling; (f) limitations on access to certain City facilities, equipment, or systems, so long as those limitations do not unduly limit the ability of the Council Member to perform their Council duties; (g) prohibition from representing the City at events and/or attending conferences; (h) suspension or removal of the respondent Council Member from the Acting Mayor rotation; (i) public censure of the respondent Council Member; or U) any other sanction recommended by the Integrity Commissioner, so long as that sanction is within the authority of Council. (80) Council must consider the following factors when determining whether to impose a sanction on a Council Member: (a) the degree and nature of the conduct; (b) whether the contravention was a single or repeated act; (c) whether the Council Member knowingly contravened the Code; (d) whether the Council Member took steps to mitigate or remedy the contravention; (e) the Council Member's history of other contraventions; and Page 19 of 26 if applicable, the Integrity Commissioner1s finding that the respondent Council Member took all reasonable steps to avoid the breach, or that the breach was trivial or done inadvertently or because of an error in judgment. Remuneration (81) Where the Integrity Commissioner finds that a Council Member: (a) breached this Bylaw; or (b) submitted a complaint that was frivolous, vexatious, or made in bad faith, the remuneration to which that Council Member would otherwise have been entitled shall be reduced in accordance with Council Remuneration Bylaw No. 2154, as amended from time to time. (82) Notwithstanding section 80, the remuneration of a Council Member shall not be reduced if the Integrity Commissioner makes a finding that: (a) the Council Member took all reasonable steps to prevent the breach; (b) the breach was trivial or inadvertent; or (c) the breach was because of an error in judgment made in good faith. Confidentiality of Investigation (83) The Integrity Commissioner must make all reasonable efforts to process and investigate complaints in a confidential manner. (84) The Integrity Commissioner and every person acting under the Integrity Commissioner1s instructions must preserve confidentiality with respect to all matters that come into the Integrity Commissioner1s knowledge in the course of any investigation or complaint, except as otherwise required by law. Obstruction (85) No Council Member, Committee Member, Staff member or Volunteer will obstruct the Integrity Commissioner in relation to the administration of this Bylaw or the investigation of a complaint. Without limitation, the following shall constitute obstruction: Page 20 of 26 (a) uttering of threats against any person involved in the complaint or investigation; (b) retaliation of any kind against a Staff member; (c) destruction of relevant records or documents; and (d) refusal to cooperate with the Integrity Commissioner. Frivolous and Vexatious Complaints (86) Any person who is found to have obstructed the Integrity Commissioner, contrary to section 84, or who makes a complaint that is subsequently found to have been made in a deliberately frivolous, vexatious or malicious manner, or otherwise made in bad faith, will be subject to appropriate disciplinary action, which may include, but is not limited to: (a) in the case of Council members, sanctions and remedies described above in section 78; (b) in the case of Committee Members, termination of the Committee Member1s appointment; (c) in the case of Staff, disciplinary action or termination of employment for just cause, as applicable; and (d) in the case of any complainant, prohibition against filing a complaint under this Bylaw for a specified and reasonable period of time. Reimbursement of Costs (87) A Council Member may make a request to Council for reimbursement of the costs of legal advice and representation in responding to the formal complaint process outlined in this Bylaw. If appropriate, after considering all of the circumstances, Council may resolve to reimburse legal fees reasonably incurred by a Council Member, provided that all of the following are met: (a) section 7 40 of the Local Government Act authorizes the indemnification; (b) the Council Member has not previously been found to have breached the Code; (c) Council, in its sole discretion, has agreed to indemnify the Member for the costs of legal advice and representation in responding to the Formal Complaint Process; and (d) the amount claimed does not exceed $10,000. READ a first time the_ day of ____ _, 2023. Page 21 of 26 READ a second time the_ day of ___ __, 2023. READ a third time the_ day of 2023. ADOPTED, the __ day of ___ __, 2023. PRESIDING MEMBER CORPORATE OFFICER Page 22 of 26 CITY OF MAPLE RIDGE Bylaw No. 7975-2023 11 h"b,11, t("\ oc:bhlic:h tho ("\~th ("\r c{"'\lpmn ~ffirm.::itinn fnr thP nffirP nf f\/1.'.:lvnr .'.:lnrl thP / \. ..._,,I\.A.VV ""'-" '-',_Jl,.it...11.....,IIWII \..II'-' '-''-"''-II '-'1 -..,'-'l-11111 -•••••••---"""•-•• •-• ""'••--•••---• •••-"J -• -•••-• -••- office of Councillor WHEREAS under section 120(2) of the Community Charter, a council may, by bylaw, establish the oath or solemn affirmation for the office of mayor and the office of councillor; AND WHEREAS the Council for the City of Maple Ridge wishes to establish an oath or solemn affirmation of office for the City of Maple Ridge elected or appointed officials; NOW THEREFORE the Council of the City of Maple Ridge, in open meeting assembled, enacts as follows: (88) This Bylaw shall be cited as "Maple Ridge Code of Code Bylaw No. 7976-2023". (89) Pursuant to section 120 of the Community Charter, the oath or solemn affirmation of office for persons elected or appointed to the office of Mayor or Councillor, is as shown on Schedule "A" attached to and forming part of this Bylaw. READ a first time the_ day of ____ __, 2023. READ a second time the_ day of ___ __, 2023. READ a third time the_ day of ____ ~ 2023. ADOPTED, the __ day of ___ __, 2023. PRESIDING MEMBER CORPORATE OFFICER SCHEDULE 11A11 I, ____ [name], do solemnly swear/affirm [circle one] that: 1. I am qualified to hold the office of [Mayor/Councillor] for the City of Maple Ridge to which I have been elected; 2. I have not, by myself or any other person, knowingly contravened the Local Government Act respecting vote buying or intimidation in relation to my election to the office; 3. I will faithfully perform the duties of the office of [Mayor/Councillor] diligently and with integrity, and will not allow any private interest to influence my conduct in public matters; 4. As required by the Community Charter, I will disclose any direct or indirect pecuniary interest I have in a matter and will not participate in the discussion of the matter and will not vote in respect of the matter; 5. I will honour and abide by the Maple Ridge Code of Conduct Bylaw, as amended or replaced from time to time, and other statutes, bylaws and policies that govern the City, and conduct myself in a manner that reflects accountable and responsible leadership. Sworn/Affirmed [circle one] before me, at Maple Ridge, B.C., this __ day of _______ ,20_. (name and title of personal administering the oath) Page 24 of 26 (name of mayor or councillor) CITY OF MAPLE RIDGE Bylaw No. 797 4-2023 11 hHbw tri ~mAnrl thA rit\/ rif 1\/bnlA RirlnP rrn inril RPml inpr;::itinn Rvl;::iw Nn Tn0-?017 J, ..._,Jl'-Avv ... ......, ""'1t11"'-"••'-" ""'•"'-' -•""J -• .,.,...,..~•-,..,_,.....,..:::,-----••-•• ,.,._,,,_.,,_,_,._, ___ -J•-•·•. --•. _____ .. WHEREAS the City of Maple Ridge deems it necessary and appropriate to amend Maple Ridge Council Remuneration Bylaw No. 7330-2017; NOW THEREFORE the Council of the City of Maple Ridge, in open meeting assembled, enacts as follows: (90) This Bylaw shall be cited as "Maple Ridge Council Remuneration Bylaw No. 7330- 2017, Amendment Bylaw No. 7974-2023". (91) Maple Ridge Council Remuneration Bylaw No. 7330-2017, as amended, is further amended as follows: a. By inserting the following after section 7 and renumbering the subsequent sections: 8. Subject to section 9, where a member of Council has been found by the Integrity Commissioner to have breached the Code of Conduct Bylaw, or where a member of Council has been found by the Integrity Commissioner to have submitted a complaint thereunder that is frivolous, vexatious, or made in bad faith, the remuneration to which the member of Council would otherwise be entitled under this Bylaw shall be reduced as follows: (a) where the member of Council has been found to have breached the Bylaw for the first time, the remuneration to which the member of . Council would otherwise be entitled to under this bylaw shall be reduced by 10% for a period of 12 months from the date on which Council considers the Integrity Commissioner's report; (b) where the member of Council has been found to have breached the Bylaw for a second time, the remuneration to which the member of Council would otherwise be entitled to under this bylaw shall be reduced by 15% for a period of 12 months from the date on which Council considers the Integrity Commissioner's report relating to that offence; (c) where the member of Council has been found to have breached the Bylaw for a third or subsequent time, the remuneration to which the member of Council would otherwise be entitled to under this bylaw shall be reduced by 25% for a period of 12 months from the date on which Council considers the Integrity Commissioner1s report relating to that offence; (d) for certainty, where a member of Council has been found to have breached the Bylaw more than once in a 12-month period, the reductions in the remuneration to which the member of Council would otherwise be entitled under this Bylaw shall be cumulative for any period of overlap in the duration of each reduction (for example, if a member of Council is found to have first breached the Bylaw on January 1 of a calendar year, and is subsequently found to have breached the Bylaw again on July 1 of that year, the remuneration to which the member of Council would otherwise be entitled shall be reduced by 10% from Janua·ry 1 to June 30 of that year, by 25% from July 1 to December 31 of that year, by 15% from January 1 to June 30 of the following year, and thereafter be fully reinstated). 9. Section 8 does not apply if, pursuant to the Code of Conduct Bylaw, as amended from time to time, the Integrity Commissioner has determined that: (a) the member of Council took all reasonable steps to prevent the breach; (b) the breach was trivial or inadvertent; or (c) the breach was because of an error in judgment made in good faith. READ a first time the_ day of ____ ~ 2023. READ a second time the_ day of ___ _, 2023. READ a third time the_ day of ____ __, 2023. ADOPTED, the __ day of---~ 2023. PRESIDING MEMBER CORPORATE OFFICER Page 26 of 26 ~ Maple Ridee ~ TO: FROM: SUBJECT: His Worship Mayor Dan Ruimy and Members of Council Chief Administrative Officer First, Second and Third Reading MEETING DATE: January 16, 2024 FILE NO: 2018-448-RZ.01 MEETING: CoW Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amendment Bylaw No. 7981-2023 12061 Laity Street EXECUTIVE SUMMARY: An application has been received to extend the completion date in the Heritage Revitalization Agreement (the "HRA") for the conservation of the Gillespie Residence on the subject site located at 12061 Laity Street (Appendix A and B). The date to complete this conservation work is proposed to be extended from 18 months to 30 months from the original adoption date (July 26, 2022) of Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Bylaw No. 7532-20 7 9. This HRA permits the construction of three dwelling units in exchange for the conservation of the Gillespie Residence, in the form of a RT-2 Ground-Oriented Residential Infill Zone four-unit courtyard housing project. Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amendment Bylaw No. 7987-2023 (Appendix C) is not subject to a Public Hearing because it does not involve a change in use or density. Therefore, it may proceed to receive First, Second and Third Reading. Final Adoption may take place after the bylaw is granted approval by the Ministry of Transportation and Infrastructure. RECOMMENDATIONS: That Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amending Bylaw No. 7981-2023 be given first, second and third reading. 2018-448-RZ.01 Page 1 of 3 DISCUSSION: Legislative Background: Council is granted the authority to enter into and amend Heritage Revitalization Agreements under Section 610 of the Local Government Act (LGA). The specific provision concerning amendments is the following: (4) A heritage revitalization agreement may be amended by bylaw only with the consent of the owner. A letter requesting an extension has been received (Appendix E) and the authorized signatory for the company that owns the subject site has signed the Amending Agreement attached to the HRA Amending bylaw thus providing their consent in accordance with Section 610 of the LGA. Under the Section 52 of the Transportation Act, the bylaw will need to be referred to the Ministry of Transportation and Infrastructure ("MOW') to be approved before Council considers granting adoption. History and Applicants Request: Council adopted the /Vlaple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Bylaw No. 7532-2079 (HRA Bylaw) on July 26, 2022. The Heritage Alteration Permit 2022-209-DP for the conservation work and the Development Permit 2018-448-DP for the other three dwellings on the site have both been approved and issued by Council on July 26, 2022. The site plan is attached as Appendix D. A Building Permit application has been submitted for the project and is being processed; however, the current terms of the HRA is for the conservation work to be completed 18 months following final adoption of the HRA Bylaw. That date is January 26, 2024. The application is to extend the time for completion to 30 months or to January 26, 2025. Assessment and Council Action: In a letter from the applicant's Heritage Professional (Appendix F), it is reported that the Gillespie Residence has been unoccupied for six years. It remains secure, surrounded by a temporary metal fence and with lower-level windows boarded up. Some additional decay has been reported since the original 2018 Heritage Conservation Plan was prepared. This decay is limited to the front fa<;ade siding and porch, including the loss of the front porch roof and related wall structure connection. Apart from the above items and broken windows, the assessment is that the Gillespie Residence is in good overall condition. The applicant's request to change to the completion date is considered to be a minor amendment. As this change does not involve modifying the use or density, a Public Hearing is not necessary. Therefore, Council can consider granting first, second and third reading to /Vlaple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amending Bylaw 2018-448-RZ.01 Page 2 of 3 No. 7987-2023 (HRA Amendment Bylaw). Council may consider adopting of this Bylaw following approval by MOTi. The HRA provides for a $25,000 forfeitable security being held by the City for conservation work to be completed. No further securities are deemed to be required. Proceeding with the attached bylaw authorizing the City to enter into an Amending Agreement to the Heritage Revitalization and Tax Exemption Amendment, is a reasonable request. CONCLUSION: It is recommended that Council grant first, second and third reading to fvlaple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amending Bylaw No. 7987-2023. Adoption can be considered once the Ministry of Highways and Infrastructure approves the bylaw. 110riginal Signed by Adrian Kopystynski" Prepared by. A Kopystynski MCIP, RPP, MCAHP Planner 110riginal Signed by Scott Hartman11 Concurrence: Scott Hartman Chief Administrative Officer The following appendices are attached hereto: Appendix A -Subject Map Appendix B -Ortho Map 110riginal Signed by Marlene Best11 Reviewed by: Marlene Best, RPP, MA Interim Director of Planning Appendix C -Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amending Bylaw No. 7981-2023 Appendix D -Approved Site Plan, Floor Plans and Elevations of Gillespie Residence Appendix E -Letter from Owner Appendix F -Letter from Heritage Professional 2018-448-RZ.01 Page 3 of 3 APPENDIX A ~I ~, ...... ...... ~1 '~ ~I ~H 12161) N N ...... ...... I NI N N - 2021 :ss3-RZ DAVE. WICKLUND AVE 12156 >---" 'cl' (0 co N (0 co 0 ~ (0 r---. ~ co ~ 0 ...... ...... ...... N N ...... ..... ...... N 12145 12138 N N N N N 0) (') r---. 0) 0 ...... N lO 0) 0) (') N (') N (") N 12128 N N ...... ...... (') ' ...... ...... N N '---...... N N N ~ 121 AVE 121 AVE. / N co co ~ FABERCRES 12116 N ...... ...... 0 N 0) (') (') (\J N N 12116 12115 N ...... ...... (") (') ~ C: 12101-53 I-N N N ...... N N N (/) N 12112 12111 .,,.. i-..: N (/) i-..: 12106 12105 ~ (/) - N 12101 ~ 12100 I N I Lion's 12098 12089 ~ 12081 12086 I I SUBJECT PROPERTY ~ 12073 lO I ~ 12070 0) r---. ~ lO 0) (') i lO (') (') 'cl' lO le) (0 lO r---. co ~ ~~ 0 0 0 0 0 0 ' lO (0 ...... N I-~ ~ ~ ~ ~ ~ I ~ ...... N ...... ...... 12050 12061 (/) 12062 ou>_.,. ...... N N 12069 ...... N ~ N ->-O._:,u' MCINTYR1i=-MclNTYRE CT. I-12056 -GLENWOOD AVE <i: ...J CRT / " ------0 0 r---. 0 '"-lO (0 ..... ...... N ...... N N (') ~ § ..... (') (0 r---. ...... ...... ...... ...... ...... N N N 0 (0 0 r---. r---. co ...... ...... ...... N ...... N N 1--0) Lr\ N Scale: 1 :2,000 12038 12047 12050 co 0 12026 12028 r---. ~ 12015 ...... N N 0 ~~ 12022 12032 0 O._:,O L--.:..::--;:- N 12044 12013 i-..: ...... IA N 12037 (_) 12018 ri; 12011 w V a::: ~ 12014 "' 12032 12007 z ' 12025 13 12010 12020 ~ 12005 I-0::: 12006 , 12019 12003 (.) w 0::: >-I lO (') (') lO I-lO 0) co ...... 0) ~ r---. 12009 r---. lO 0) 0 (') (') ...... ~ 0 0 N r---. co N ~ z (') (') I ...... N N N ~ N N ...... c3 ...... ...... 1 N ...... ...... ...... ...... ........... N N N N N N N N N N N :a: DEWDNEY TRUNK RD N 'cl' 0 'cl' co co (0 'cl' co co ~ 0 0 ...... ~ lO ...... ...... ~ N C\j N N ...... ...... N ...... N N ...... N N N N N N ...... ...... N N 11995/97 11985/87 ...... r---. r---. J J J J Legend -Existing Trails ~ Active Applications (RZ/SD/DP/VP) 11982 'cl' ~ 'cl' 0 N (') (') ~ ...... ...... N N N 12016 LAITY ST ACTIVE PLANNING DEPARTMENT co (') (') ..... N 11967 11959 ~ Maple Ridee ~ FILE: 2018-448-RZ.01 DATE: Nov 28, 2023 BY:DT Scale: 1 :2,000 Lion's 12016 LAI TY ST ORTHO PLANNING DEPARTMENT ~ Maple Ridee FILE: 2018-448-RZ.01 DATE: Nov 28, 2023 BY:DT CITY OF MAPLE RIDGE BYLAW N0.7981-2023 A Bylaw to amend Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Bylaw No. 7532-2019 WHEREAS, the Owner of the land requests and consents to enter into an amendment of the heritage revitalization and tax exemption agreement attached to and forming part of Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Bylaw No. 7532-2019; WHEREAS, it is deemed expedient to amend the heritage revitalization and tax exemption agreement attached to and forming part of Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Bylaw No. 7532-2019 as provided for in Appendix 1 to this amending bylaw (the "Amending Agreement"): NOW THEREFORE, the Municipal Council of the City of Maple Ridge, enacts as follows: 1. This bylaw may be cited as "Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Amending Bylaw No. 7981-2023". 2. The City of Maple Ridge enters into the Heritage Revitalization and Tax Exemption Agreement (as amended by the "Amending Agreement") with the registered owners of the properties located at 12061 Laity Street, Maple Ridge and legally described as: PID: 005-199-704 LOT 130 DISTRICT LOT 242 GROUP 1 NEW WESTMINSTER DISTRICT PLAN 47517 (the "Property"). · 3. The Mayor and Corporate Officer are authorized on behalf of the City of Maple Ridge to sign and seal the Amending Agreement in the form attached as Appendix "1" to this Bylaw. READ a first time the_ day of_, 2023. READ a second time the_ day of_, 2023. READ a third time the __ day of_, 2023. APPROVED by MOTi this __ day of ____ , 2023. ADOPTED, the_ day of_, 2023. PRESIDING MEMBER CORPORATE OFFICER C APPENDIX ''11' HERITAGE DESIGNATION AND REVITALIZATION AND TAX EXEMPTION AMENDING AGREEMENT No. 1 THIS AGREEMENT dated for reference the BETWEEN: day of AND: WHEREAS: 1103635 B.C. LTD., INC.NO. BC1103635 15582 80 Avenue Surrey, BC V3S 2J3 (the "Owners") THE CllY OF MAPLE RIDGE 11995 Haney Place Maple Ridge, British Columbia · V2X 6A9 (the "City") , 2024 is A. The City and a previous owner entered into a Heritage Revitalization and Tax Exemption Agreement (the "Original Agreement") setting out the terms and conditions by which the heritage value of the Existing Heritage Building is to be preserved and protected, in return for specified supplements and variances to City bylaws and the exemption of the Existing Heritage Building from City property taxation for a specified term; B. This agreement applies to land and all improvements located at 12061 Laity Street, Maple Ridge, B.C. and legally described as: PIO : 005-199-704 LOT 130 DISTRICT LOT 242 GROUP 1 NEW WESTMINSTER DISTRICT PLAN 47517 ("the Lands"); C. The agreement has been approved by the Monitor, Owners or the Court, as required; and D. The City and the Court appointed Monitor for the Owners wish to amend the terms of the Original Agreement, as amended, to allow the completion date to be extended. THIS AGREEMENT is evidence that in consideration of the sum of ten dollars ($10.00) now paid by each party to the other and for other good and valuable consideration (the receipt of which each party hereby acknowledges) Owners or the Court appointed Monitor for the Owners as may be applicable and the City each covenant with the other as follows: Amendment The Agreement is hereby amended by deleting and replacing Section 10 Timing of Restoration by the following: 10. The Owners shall commence and complete all actions required for the completion of the Work in accordance with this Agreement within 30 months following the Effective Date. Statutory Authority Retained 2. Nothing in this Amendment Agreement sl1all limit, impair, fetter or derogate from the statutory powers of the City, all of which powers may be exercised by the City from time to time and at any time to the fullest extent that the City is enabled. Full Force and Effect 3. The City and the Owners or the Court appointed Monitor for the Owners as may be applicable hereby agree that the Agreement shall hereinafter be read and construed in conjunction with this Amending Agreement and be regarded as being amended only to the extent herein provided, that all the terms, covenants, provisos, conditions and provisions of the Agreement, as amended hereby, shall continue to be in full force and effect and that nothing herein contained shall operate or be construed to modify or otherwise affect the rights and obligations created by the Agreement as amended hereby. No Waiver 4. No restrictions, requirements or other provisions of this Amending Agreement shall be deemed to have been waived by the City unless a written waiver signed by an officer of the City has first been obtained, and without limiting the generality of the foregoing, no condoning, excusing or overlooking by the City on previous occasions of any default, nor any previous written waiver, shall be taken to operate as a waiver by the City of any subsequent default or in any way defeat or affect the rights and remedies of the City. Headings 5. The headings in this Amending Agreement are inserted for convenience only and shall not affect the interpretation of this Agreement or any of its provisions. Successors Bound 6. All restrictions. rights and liabilitfes herein in1posed upon or given to the respective parties shall extend to and be binding upon their respective heirs, executors, administrators, successors and assigns. IN WITNESS WHEREOF the Owners and the City have executed this Agreement on the dates set out below. Name \ MUR,-'\LI KRISHNAN NOTARY PUBLIC Addr~s FOR THE PROVINCE OF BRITISH COLUM81A iO · i5243 -91stAVENUE Surrey B,C, V3R 9K2 PERM EN;i.N T COMMISSION Occupation I er (.)12c81,01~1Z. ~k-: ~~ ~ The Corporate Seal of the CITY OF MAPLE RIDGE was hereunto affixed in the presence of: Mayor: Corporate Officer: Date ) ) ) ) ) ) ) ) ) ) ) ) @ I I ,[ .~ '\ \ i.,, , , , .. ,a> , '- - ~ - ~ - = , · - AI T Y ' ' S : Y R E E T '" 1 - / 1t I .. · .. ..., _ _ Y r - - - v, ': .. . . . . / ·1 1 o, ~( - · ~- J- 1 - - . . ,. , ,- - ... . . r., ' ,_ ~! ' - - - , . '{v J l ·1> 1 , f ~ ~-- ~ @ I PJ ti ] X X ® I SI T E PL A N Sc a l o : 1 / 6 " = 1 ' . . 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N P O R C H G R A Y NO T E : ~~ ~ : ~~ J : ; ~ g t~ f o 0:i ' ~ ~ ~ ~ ~ ~ i ~ ~ 6 ~ 0~/ t ~ , ~ ~ ~ i. sa t e n d r a ma n n 60 4 . 9 8 8 . 6 0 6 3 GI L L E S P E HO U S E FO U R UN I T S IN F I L L PR O J E C T AD D R E S S : 12 0 6 1 LA I T Y ST . , MA P L E RI D G E LE G A L DE S C R I P T I O N : LO T 13 0 DL 24 2 GR O U P 1 NW D Pl. A N 47 5 1 7 PID : 00 6 - 1 9 9 - 7 0 4 ~ ~ □ UN I T - A EX I S T I N G HO U S E Tit l e EL E V A T I O N S Da t e OC T O B E R 16 , 20 1 8 Sc a l e AS SH O W N Dra w i n g No . /" \ . ,, , u _ _ __ _ f~ - - - - - 6-- d □□ ED R O O M # 1 ~1 , 1 1 '- - - - I "~ ' " - ' - - - - - ' - - - ' - - - 1 ~ ~ 1 •1 [ "~ ' - - - - - , C _ _ _ _ _ _ . _ _ _ . , , 1- - - - - - - ':!: ! . £ .:- - "" "- . \ ; ' ? " : < - i « ; ; ; , 1/ J "' ~~ ; ; - ½ ~ / 0 - ( / . ,... . . _ ' , , ·,, , ,~ ' \ . ; ' . . , : , ~ '' - SE C T I O N 1 Sc a l e : 1/4 " = 1'- 0 " 2 SE C T I O N Sc a l o : 1 / 4 " = 1'- 0 " ' ' ' ' // / "/ / / / I ' / // ~ ~:, / :.,_ , , . sa t e n d r a ma n n 60 4 . 9 8 8 . 6 0 6 3 GI L L E S P E HO U S E FO U R UN I T S IN F I L L PR O J E C T AD D R E S S : 12 0 6 1 LA I T Y ST . , MA P L E RID G E LE G A L DE S C R I P T I O N : LO T 13 0 DL 24 2 GR O U P 1 NW D PL A N 47 5 1 7 PID : 00 6 - 1 9 9 - 7 0 4 No . _j_ _ ~ ~ □ UN I T - A EX I S T I N G HO U S E Tit l e SE C T I O N S Da t e OC T O B E R 16 , 20 1 8 Sc a l e AS SH O W N Dr a w i n g No . Adrian Kopystynski Planner Planning Department City of Maple Ridge 11995 Haney Place Maple Ridge V2X 6A9 RE: 2018-448-RZ-Extension of HRA Dear Adrian We are requesting extension for HRA # 2018-448-RZ so as to facilitate us in finishing the restoration of Gillespie House. Tha11</?»' ~/ . vlUJ (tvv v✓f, Madhu Lalsin. hani Casa Realty Investments lnc. 587 Hillcrest Street, Coquitlam, BC V3J 6N7 Tel: 778-846-9391 Fax: 604-939-1342 Email: casarealtyvancouver@gmail.com E I History+ Research johnatkin@shaw.ca 921 Princess Avenue, Vancouver, BC V6A 3E8 f\lovember 8, 2023 Re: Site Protection for the Gillespie House, 12061 Laity Street The Gillespie House has been unoccupied for over 6 years while subject to a development proposal. A Conservation Plan (Revised June 2018) provided by Don Luxton and Associates documented the 'as found' condition of the heritage house -deterioration of the woodwork at the front entrance due to rot and carpenter ants -the original porch had been replaced with an unsympathetic and incomplete assembly -the "connection of the porch and stairs is tenuous at both the roof and decking levels." Since that report the house has seen fu1ther deterioration confined largely to the front facade with the loss of the porch roof and a resulting decay of the siding and wall structure at the connection with the incomplete porch. The rest of the heritage house remains in fair to good condition overall though window glass has been the target of eri-ant rocks. The majority of the window assemblies remain intact Lower windows have plywood securely fastened over the openings and the building is surrounded by metal fencing on all four sides. The attached photographs show the current condition ofthe Gillespie House as of last week and its condition in 2018 and 2022. On site, work proceeds with the completion of the fotTnvvork for the new foundation in preparation for the relocation of the Gillespie House. F Current condition of the Gillespie House, November 2023 2 The condition of the Gillespie House, in 2018 (above) and November 2022 (left) 3