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Home My WebLink About2004-04-05 Workshop Agenda and ReportsCorporation of the District of Maple Ridge COUNCIL WORKSHOP A GENDA April 5, 2004 9:00a.m. Blaney Room, i' Floor, Municipal Hall The purpose of the Council Workshop is to review and discuss policies and other items of interest to Council. Although resolutions may be passed at this meeting, the intent is to make a consensus decision to send an item to Council for debate and vote or refer the item back to stafffor more information or clarification. REMINDERS Committee of the Whole 1:00 P.M. Closed Council 10:00 a.m. ADOPTION OF THEAGENDA MINUTES - March 22, 2004 DELEGATIONS UNFINISHED AND NEW BUSINESS. 4.1 Financial Workshop - Other Revenue Sources, Part 2 4.2 Maple Ridge, 227 Street Road Works Local Improvement Construction Bylaw No. 6215-2004 Staff report dated March 31, 2004 recommending that Bylaw No. 6215-2004 be reconsidered and adopted. Council Workshop April 5, 2004 Page 2 of3 CORRESPONDENCE BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL MA TTERS DEEMED EXPEDIENT ADJOURNMENT - Checked by: Date: r Council Workshop April 5, 2004 Page 3 of3 Rules for Holding a Closed Meeting A part of a council meeting may be closed to the public if the subject matter being considered relates to one or more of the following: personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; personal information about an identifiable individual who is being considered for a municipal award or honour, or who has offered to provide a gift to the municipality on condition of anonymity; labour relations or employee negotiations; the security of property of the municipality; the acciuisition, disposition or expropriation of land or improvements, if the council considers that disclosure might reasonably be expected to harm the interests of the municipality; law enforcement, if the council considers that disclosure might reasonably be expected to harm the conduct of an investigation under or enforcement of an enactment; litigation or potential litigation affecting the municipality; an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality, other than a hearing to be conducted by the council or a delegate of council the receiving of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; information that is prohibited or information that if it were presented in a document would be prohibited from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act; negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; (1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report] a matter that, under another enactment, is such that the public may be excluded from the meeting; the consideration of whether a council meeting should be closed under a provision of this subsection of subsection (2) the consideration of whether the authority under section 91 (other persons attending closed meetings) should be exercised in relation to a council meeting. information relating to local government participation in provincial negotiations with First Nations, where an agreement provides that the information is to be kept confidential. CORPORATION OF THE DISTRICT OF MAPLE RIDGE 31 TO: Her Worship Mayor Kathy Morse DATE: March 40,2004 and Members of Council FILE NO: E02-010-070 FROM: Chief Administrative Officer ATTN: Council Workshop SUBJECT: 227 Street Roadworks from Lougheed Highway to Dewdney Trunk Road - Construction Bylaw - Final Reading EXECUTIVE SUMMARY: Owners of properties on 227 Street between Lougheed Highway and Dewdney Trunk Road have been requesting improvements on their street over the last few years and are prepared to pay a portion of the cost of the improvements through a Local Improvement Project. In October of 2003, Council approved the Charges Bylaw No. 6172-2003. A petition process that was completed in December 19, 2003, determined sufficiency for the local improvement portion of the works to proceed. On March 23, 2004, Council gave three readings to Bylaw No. 6215-2004. Adoption of the Bylaw is necessary in order for the work to commence. This report is forwarded directly to Council staff for Council's consideration in order to expedite the award of the contract. RECOMMENDATIONS: THAT Maple Ridge, 227 Street Road Works, Local Improvement Construction By-law No. 6215 - 2004, be reconsidered and adopted. - 4J . &Z Submitted by: David Pollock, PEng. Director of Project Engineering R : Andrew Wood, MEng., PEng. unicipal Engineer Approved/by: Frank Quinn, MBA, P.Eng., PMP General aiager: Public Works & Development Services Concurrence: J/L. (Jim) Rule Ahief Administrative Officer q•z. CORPORATION OF THE DISTRICT OF MAPLE RIDGE By-law No. 6215 - 2004 A By-law to authorize the construction of works as a Local Improvement project under the provisions of the Community Charter. WHEREAS pursuant to the provisions of the Community Charter, Council may by by-law authorize the installation of works as a Local Improvement and authorize the borrowing of funds necessary thereto; AND WHEREAS, Part 7, Division 5 of the Community Charter authorized Council to undertake various works on the initiative of Council, or by petition, as a local improvement; AND WHEREAS, the Council of the Corporation of the District of Maple Ridge wishes to undertake the reconstruction of streetlights, curb and gutter, and sidewalk as a local improvement on the initiative plan; AND WHEREAS, the required notice of the intention of Council to undertake the work was given by publication of a notice and by the mailing of such notice to the owners of the parcels of land liable to be specially charged; AND WhEREAS, no petition against the work signed by a majority of owners, representing at least 51% of the owners owning at least 5 1 % of the property which are to be specifically charged has been presented within one month after the publication of the notice; AND WHEREAS, a report have been received by Council stating: The Lifetime of works is twenty (20) years; The cost of the works is $254,650; The proportion of the total costs which will be specially charged against the parcels benefiting from or abutting on the works is 40%. AND WHEREAS, the proportion of the cost of the works to be specially charged against the parcels is in accordance with the Maple Ridge Charges By-law No. 6172 - 2003. NOW THEREFORE, the Council of the Corporation of the District of Maple Ridge in open meeting assembled, ENACTS AS FOLLOWS: This By-law may be cited for all purposes as "Maple Ridge 227 Street Road Works Local Improvement Construction By-law No. 6215 —2004. The installation and construction of the following works is hereby authorized for each of the twenty (20) properties: • 765 metres of Curb and Gutter • 2100 sq.m. of Sidewalk • Street Lights 6- By-law No. 6215 —2004 Page (2) 3. Council is hereby empowered and authorized to undertake and carry out installation of the hereinafter stated works, in accordance with general plans on file in the municipal office as a local improvement project and to do all things necessary in connection therewith and without limiting the generality of the foregoing: to spend the amount of $254,650 for the aforesaid purposes; to acquire all such property, easements, rights-of-way, licenses, rights or authorities as may be requisite or desirable for or in connection with the construction of the said works. 4. The said works shall be installed in accordance with plans and specifications to be prepared and approved by the Municipal Engineer. 5. Forty Percent (40%) of the net cost to be $101,860 for the installation and construction of the said works shall be specifically charged against the parcels benefiting from and abutting or deemed to abut the said works either over a period of twenty (20) years or as a one time payment. 6. The parcels, which benefit from, abut or are deemed to benefit from the said works are those specified in Schedule "A". 7. The Municipality shall pay any difference each year, between the total cost of the works and the amount raised by the special charges against the aforesaid parcels. 8. The Municipal Collector shall cause to be prepared a Parcel Tax Assessment Roll in accordance with this By-law and the Municipal Act. READ a first time this - day of March, 2004. READ a second time this - day of March, 2004. READ a third time this - day of March, 2004. RECONSIDERED and adopted this day of , 2004. MAYOR CLERK Attachment: Schedule "A" Corporation of the District of Maple Ridge SCHEDULE "A" Maple Ridge 227 Street Road Works Local Improvement Construction By-law No. 6215 - 2004 Roll No. Legal Description Lot Legal 3 1930-0000-0 A NWP9541 31931-0000-6 B NWP9541 31932-0100-1 78 NWP9541 31934-0000-2 E NWP9541 31935-0100-1 1 NWP14185 31946-0400-4 4 NWP12445 31946-0300-0 3 NWP12445 31946-0100-3 1 NWP12445 31945-3701-0 1 LMP46901 31951-0000-9 5 NWP9236 31952-0000-4 6 NWP9236 31924-0300-7 C NWP22418 31924-0200-3 B NWP22418 31924-0100-X A NWP22418 31925-0100-5 1 NWP12567 31925-0200-9 2 NWP12567 31925-0300-2 3 NWP12567 31926-0000-7 2 NWP12215 31927-0000-2 3 NWP12215 3 1928-0200-5 65 NWP54086 T LIA Fp r. Reserve Funds Reseçe Accounts Fundjances 5urs iqpics 1, -.Reser.ve-Funds..&Reserècount-s - what are they and what do1}iey represent? - what purpose do they serve? - balances @ bec. 31, 2003 - changes in the last years 2. bevelopment Cost Charges - as a liability and a reserve - obligation to the community - key funding source for capital development - dependability asa revenue source Topics Continuity & Appropriati?tf leserves leserves as a financial planning toot iod funding source Summary & Questions I Reerves • !eserve Funds - statutory requirement - Council initiated - financing mechanism •LIP • Equipment Replacement • CWR • Fb Capital Acquisitian • San. Sewer • Land • Development Cost Charges ReserkFu nds • Established for a specicrpose • Can only be used for that purpose • Expenditure bylaw is needed to withdraw funds Reserves • Reserve Accounts: - appropriation of surplus - no statutory requirement - funds set aside to meet certain objcctives - can be utilized for any purpose - excellent financial planning tool Total Fu.d Balances $45MT1 $40M ---iT--- $35 IM - I --- $30M ::" "--j EL LL 1997 1998 1999 2000 2001 2002 2003 Total Rserve Balances $40 M $35 M 63GM - .. $25M - $20M - - 0- M 1998 1996 1997 1998 1999 2000 2001 2002 2003 Total -R Fuids $26 $20 $16 I $10 I $5 1998 1996 1997 1998 1999 2000 2001 2002 2003 Total Reserve Accounts $20 M $14 f. 012W i—fl $10M $6 M $4M -I $2 M i - 6- M 1996 1996 1997 1998 1999 2000 2001 2002 2003 bevelopmentCqst Charges • beferred Revenue • Assist with the provision of infrastructure needed as a result of - - development • 5 componeflts.,. • Financial PJanriing Tool • "Pay as you go" - phiIosophy'' • Smoothing of major cost that occur, on a cyclical basis • Replacement of critical assets • Amortizes costs to the user • Risk Mgmt. - retention & safety • Flexibility Summary • Whot levels of RéerveseAppropriate? • Financial health or poor management? • Policy guidelines • Financial Cornerstone 1 Continuity Schedule of Reserves For the Year Ended December 31,2003 i. Restated Balance Interest Intra-Reserve Transfers Transfers Balance Dec 31,2002 Allocated Transfers Revenue Funds Capital Funds Dec 312003 857163 12,303 187,913 4,994 1,062,373 3,899,599 152,033 1,558,208 (753,768) 4,856,072 5,009,161 179,246 540,971 (1,563,415) 4,165,963 3,985,330 153,813 913,948 (154,526) 4,898,565 2,153,275 78,577 0 0 2,231,852 544,724 30,243 341,561 (5,368) 911,160 16,449,252 606,215 0 3,542,601 (2,472,083) 18,125,985 2,833,491 0 (553,204) 1,704,576 (727,949) 3,256,914 0 0 553,204 1,241,139 1,794,343 403,691 15,554 257,020 676,265 103,148 4,958 451,001 559,107 2,655,519 70,646 -1,199,400 1,526,765 716,873 30,474 261,473 (189,197) 819,623 955 34 0 989 439,505 15,307 -40,000 414,812 413,739 14,863 -3,446 (4,683) 420,473 47,701 1,740 0 49,441 0 3,498 -3,498 0 200,000 200,000 41,500 41,500 137,999 -4,831 133,168 63,630 63,630 8,057,751 157,074 0 2,664,034 (921,829) 9,957,030 86,084 6,501 92,585 621,998 269,106 (410,094) 481,010 751,490 783,422 (376,943) 1,157,969 54,028 6,500 60,528 1,513,600 0 0 1,065,529 (787,037) 1,792,092 26,020,603 763,289 0 7,272,164 (4,180,949) 29,875,107 RESERVE RESERVE FUNDS: Local Improvement Equipment Replacement Capital Works Fire Department Capital Aquisitions Sanitary Sewer Land TOTAL RESERVE FUNDS GENERAL REVENUE FUND RESERVE ACCOUNTS Specific Projects-Capital Specific Projects-Operating Self Insurance Police Services Core development Recycling Community Development Building Inspections Gravel Extraction Neighbourhood Improvements Recreation Facility Maintenance Snow Removal Youth Centre&Arts Centre Cemetary maintenance Service Severence TOTAL GENERAL REVENUE RESERVE ACCOUNTS OTHER RESERVE ACCOUNTS Sewer Revenue Fund-Self insurance Sewer Revenue Fund_-Specific Projects Water Revenue Fund-Specific Projects Water Revenue Fund-Self insurance Total Other Reserve Accounts TOTAL RESERVES Maple Ridge Calendar 2004 January February March SM TW TF S SM TW I F S SM TW T •F S flP II II Neu Ye 2 ' 4 6 EII Cw I I1 - 12 WSICC 13 1114 Council 115 16 ITIi'19 I JI wsicc Ii cw II -- Public 2 iI22 Hearing 23 ri- 125 li 26 WSICC 127 128 1 councilj 1129 1130 1131 Fiiiii April SM 1W T F S 4Th {T 1112 II II WCJCC I6 CwI 1 Easter I 113 1114 Council I 7 j 8 l5 ITE] j Good Friday l6 10 I 18 TI19 _j Ii Monday WC/CC II 1120 Public II 1121 1122 II 1 I CW h Hearing II II 25 26WC/CC II 127 1128 Council II = 30 7-11 7F~ July SM TW IFS 4 115 I_II Ii 1112 I WC/CC CW [ 13 I II II lii Canada II Day 112 1 11 iLl W J r—E r "/C/CC CICC 11 CW Council 20 I i Public Council WC/CC lfl2I3o Hearing 31 -1 FIF- October SM 1W IFS F-1- I-] rI IICWTH 10 hi 112 II Thanks- Council [1 111i1 J 171118 gg I 1l 1121 \VC/CC Ii Public çJ Hearing I 2 25 1126 1111128 1129 I1 7 WCJCC Ii — Council F ~— FT— 7 1 I fl2 3 10 4 11 r 12 r E WS/CC Council U4 15 16 WS/CC Cv 17 ' Public Hearing 29 1I23 WS/CC 2 1I25 Council 26 1127 28 Ll LHHE1 I May 5 M I W T F S 11I111I 2Th 114 ] 6 7 L __Jl M --- CW J Ill r 1E 14 Ei__ 1Tl17 JLI1 !~Clc WC/CC j CW 'i Public art Hearing [12 2T 21I24 flEl Victoria Dav 1125 1 Council 1126 1 27 Ill ~:j9 August SM 1W T F S r-1 r-1 15 22 I - JL_c_ BC Day 16 WC/CC 1124== Public Hearing 2I26 jLj 1127 20 J21 28 C/C E:1E1:A-1F-11:1 3 - November S -M I W I F S _-1Ij rii Li io 'Ri 112 13 7ii_~~d WICC hR1jI braisce 14 1I15 116 1117 1118 1119 II WCJCC Ii Public l I II CW II Hearing II Ii 1122 28 1 WC/CC 129 123Cil [— EILIFIDDDE] 124 1125 1126 =] iIY- =1 1 WSICC 2 11 j5 _ WSICC .U71 12 r3 14 i ii 2I22 15 23 1 4= 18 Il26 19 1127 WSICC - 2i1129 CC 30 31 I P June S M 1 W 1 F S Ile pr I 1 2 I] I r67 1T1I14 7 I WCJCC CW E 1 1 16 Public Hearing __ 10 17 I 11 _ 118 12 19 20 _ 27 II 2T1I23 1124 1125 26 WCICC FIE September SM 1W T F S _ 11P__fl3LE 1111111111111 i56 fl IDay Labor I 13 WCJCC CW 711118 Council 111 - 115 ___ !111II [j 1 II r2ri22_Li2 [26 2i28 Wc/CC CWPH Council j 3° December SM 1W TF S fll 2 j3 114 5 _ 6 Ill WC/CC II CW ii 1 8 j10 _ ___ P [j n 113 11Tl 2mI WC/CC Public 1116 _ Day 17 _ r.............. iI1111 cluissmas _Hearing Bosang I Day j Il2I28 stat Scat 1129 Closed 1130 Closed Stat WS:Council Workshop CC: Closed Council CW: Committee of the Whole TH: Town Hall