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Home My WebLink About2024-10-01 Committee of the Whole Agenda and Reports.pdfCOMMITTEE OF THE WHOLE AGENDA Tuesday, October 1, 2024, 11:00 a.m. Council Chambers City Hall, 11995 Haney Place All meetings are hybrid, allowing virtual or in person participation. Online participation via zoom https://mapleridge-ca.zoom.us/j/89860004010 The meeting is live streamed and recorded by the City of Maple Ridge. Pages 1.CALL TO ORDER 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.APPROVAL OF AGENDA Committee of the Whole Agenda - October 1, 2024 RECOMMENDATION: THAT the October 1, 2024, Committee of the Whole Agenda be approved as circulated. 3.ADOPTION OF MINUTES 4 Commitee of the Whole Minutes - September 24, 2024 RECOMMENDATION: THAT the minutes of the September 24, 2024 Committee of the Whole be adopted as circulated. 4.DELEGATIONS/STAFF PRESENTATIONS 5.PLANNING AND DEVELOPMENT SERVICES 5.1 2024-036-RZ, 21321 122 Avenue, RS-1 to R-4 10 To rezone the subject property located at 21321 122 Avenue, from RS-1 (Single Detached Residential) to R-4 (Single Detached (Infill) Urban Residential), to permit a future subdivision of three lots. RECOMMENDATION: THAT the October 1, 2024 report titled "Application 2024-036-RZ for 21321 122 Avenue Zone Amending Bylaw No. 8005-2024" be forwarded to the next Regular Council Meeting. 5.2 2024-169-SD, 11225 240 Street, Strata Conversion 23 To convert the commercial space of the subject property, an existing building to strata units. RECOMMENDATION: THAT the October 1, 2024 report titled "Strata Conversion Existing (Mixed-Use) Building 11225 240 Street" be forwarded to the next Regular Council Meeting. 5.3 2024-262-DP, 12061 Laity Street, Development Permit 31 To extend the date to commence construction for the previously issued development permit 2018-448-DP by two years, from July 26, 2024 to July 26, 2026. RECOMMENDATION: THAT the October 1, 2024 report titled "2024-262-DP – 12061 Laity Street, Development Permit (Extension)" be forwarded to the next Regular Council Meeting. 5.4 Temporary Residential Use Removal 38 To recommend amending the City of Maple Ridge Zoning Bylaw No. 7600-2019 by removing all references to the Temporary Residential Use. RECOMMENDATION: THAT the October 1, 2024 report titled "Temporary Residential Use Removal Zone Amending Bylaw No. 7999-2024 " be forwarded to the next Regular Council Meeting. 6.ENGINEERING SERVICES 7.CORPORATE SERVICES 7.1 Policy No. 5.11 - Proceeds of Sale of Municipal Land 54 To consider amendments to the policy. RECOMMENDATION: THAT amended Policy No. 5.11 - Proceeds of Sale of Municipal Land be adopted. 7.2 Policy No. 5.55 - Gaming Revenues 64 To consider amendments to the policy. RECOMMENDATION: THAT amended Policy No. 5.55 - Gaming Revenues be adopted. 7.3 Policy No. 5.35 - Staff Expenses 76 To consider amendments to the policy. RECOMMENDATION: THAT amended Policy No. 5.35 - Staff Expenses be adopted. 7.4 Policy No. 3.07 - Council Expenses 95 To consider amendments to the policy. RECOMMENDATION: THAT amended Policy No. 3.07 - Council Expenses be adopted. 8.PARKS, RECREATION, AND CULTURE 9.ADMINISTRATION 10.COMMUNITY FORUM Page 2 of 116 11.NOTICE OF CLOSED MEETING RECOMMENDATION: The meeting will be closed to the public pursuant to Sections 90(1) of the Community Charter as the subject matter being considered is related to the following: Section 90(1)(g) - litigation or potential litigation affecting the municipality;• Section 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 reasonably be expected to harm the interests of the municipality if they were held in public; • Section 90(1)(l) - discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]; • Any other matter that may be brought before the Council that meets the requirements for a meeting closed to the public pursuant to Sections 90(1) and 90(2) of the Community Charter or Freedom of Information and Protection of Privacy Act. 12.CLOSED MEETING 13.ADJOURNMENT Page 3 of 116 1 COMMITTEE OF THE WHOLE MEETING MINUTES September 24, 2024, 11:00 a.m. Council Chambers City Hall, 11995 Haney Place Council Present: Mayor D. Ruimy Councillor K. Carreras Councillor O. Dozie Councillor J. Dueck Councillor S. Schiller Councillor J. Tan Councillor A. Yousef Staff Present: S. Hartman, Chief Administrative Officer C. Mushata, Director of Legislative Services and Corporate Officer T. Thompson, Director of Finance M. Best, Acting Manager of Development and Environmental Services A. Grochowich, Manager of Community Planning D. Olivieri, Manager of Corporate Planning and Consultation D. Rajasooriar, Planner 2 G. Gerontas, Manager of Strategic Policy and Programs _____________________________________________________________________ Councillor Yousef attended the meeting virtually. 1. CALL TO ORDER - 11:00 am Councillor O. Dozie, Chair called the meeting to order and provided the territory acknowledgement. 2. APPROVAL OF AGENDA Committee of the Whole Agenda - September 24, 2024 R/2024-CW-076 Moved by: Councillor Carreras Seconded by: Councillor Tan THAT the September 24, 2024, Committee of the Whole Agenda be approved as circulated. CARRIED 3. ADOPTION OF MINUTES Committee of the Whole Meeting Minutes - September 3, 2024 Page 4 of 116 2 R/2024-CW-077 Moved by: Councillor Carreras Seconded by: Mayor Ruimy THAT the September 3, 2024, Committee of the Whole minutes be adopted as circulated. CARRIED 4. DELEGATIONS/STAFF PRESENTATIONS 5. PLANNING AND DEVELOPMENT SERVICES 5.1 2024 Housing Strategy The 2024 Housing Strategy provides a roadmap of actions which considers the key strategies and implementation measures to be pursued to address the City’s housing needs and deliver a more affordable and inclusive housing supply in Maple Ridge. The Manager of Community Planning gave background information and answered questions of Council, the Consultant Matt Thompson, Urban Matters gave a detailed presentation and answered questions of Council. R/2024-CW-078 Moved by: Councillor Carreras Seconded by: Councillor Tan THAT the motion be amended to strike the phrase "next Council Meeting" with the phrase "October 8, 2024 Regular Council Meeting" DEFEATED With Mayor Ruimy, Councillors Carreras, Dueck, Schiller, Tan and Yousef opposed. R/2024-CW-079 Moved by: Councillor Schiller Seconded by: Councillor Carreras THAT the September 24, 2024 report titled "2024 Housing Strategy" be forwarded to the next Regular Council Meeting. CARRIED With Councillor Dozie Opposed 5.2 2021-315-RZ, 24495 110 Avenue, RS-3 to RS-1b To rezone the subject property from RS-3 (Single Detached Rural Residential) to RS-1b (Single Detached (Medium Density) Residential), to permit a future subdivision of approximately five single-family lots and Park- Conservation lands which will be dedicated to the City. The Acting Manager of Development & Environmental Services gave a detailed presentation and answered questions of Council. Page 5 of 116 3 R/2024-CW-080 Moved by: Councillor Schiller Seconded by: Councillor Dueck THAT the September 24, 2024 report titled "2021-315-RZ for 24495 110 Avenue, Official Community Plan Amending Bylaw No. 7997-2024, Zone Amending Bylaw No. 7778-2021" be forwarded to the next Regular Council Meeting. CARRIED 5.3 2022-439-RZ, 11235 243B Street, RS-2 to RS-1b To rezone the subject property from the RS-2 (Single Detached Suburban Residential) zone to the RS-1b (Single Detached (Medium Density) Residential) to allow a future subdivision of three residential lots and Park-Conservation lands which will be dedicated to the City. The Acting Manager of Development and Environmental Services gave a detailed presentation and answered questions of Council. Councillor J. Dueck left the meeting at 12:34 pm returning at 12:36 pm R/2024-CW-081 Moved by: Councillor Carreras Seconded by: Councillor Tan THAT the September 24, 2024 report titled "Application 2022-439-RZ for 11235 243B Street, Zone Amending Bylaw No. 7919-2023" be forwarded to the next Regular Council Meeting. CARRIED The meeting recessed 12:40 pm and reconvened at 12:56 pm 5.4 2023-161-RZ, 12336 Laity Street, RS-1 to R-1 To rezone the subject property from the RS-1 zone to the R-1 zone to allow a future two lot subdivision. The Acting Manager of Development & Environmental Services gave a detailed presentation and answered questions of Council. R/2024-CW-082 Moved by: Councillor Carreras Seconded by: Councillor Schiller THAT the September 24, 2024 report titled "2023-161-RZ for 12336 Laity Street Zone Amending Bylaw No. 7951-2023" be forwarded to the next Regular Council Meeting. CARRIED Page 6 of 116 4 5.5 2023-255-RZ , 13285 Balsam Street, RS-3 to CD-4-23 To rezone the subject property from the RS-3 (Single Detached Rural Residential) zone to a proposed CD-4-23 (High Density Townhouse Residential) zone, to facilitate the future construction of a townhouse development with 42 market strata dwelling units. The Planner 2, gave a detailed presentation and answered questions of Council. The applicant's architect gave a brief presentation. R/2024-CW-083 Moved by: Councillor Carreras Seconded by: Mayor Ruimy THAT the September 24, 2024 report titled "Application 2023-255-RZ for 13285 Balsam Street, Official Community Plan Amending Bylaw No. 7963- 2023, Zone Amending Bylaw No. 7962-2023" be forwarded to the next Regular Council Meeting. CARRIED 5.6 2019-138-RZ - 22238-22286 Selkirk Avenue; 22245-22289 Lougheed Highway; and three unaddressed properties The proposed Road Closure Bylaw would enable the raising of title in order to consolidate the Road to be Closed with the subject properties, and accommodate the development of two residential/commercial mixed-use buildings. The Acting Manager of Development and Environmental Services gave a detailed presentation and answered questions of Council. R/2024-CW-084 Moved by: Councillor Dueck Seconded by: Mayor Ruimy THAT the September 24, 2024 report titled "2019-138-RZ, 22238, 22242, 22246 and 22286 Selkirk Avenue; 22245, 22251 and 22289 Lougheed Highway; and three unaddressed properties (PID 011-208-775, PID 011-208- 848 and PID 011-208-856) Road Closure (223 Lougheed Highway) Bylaw No. 8002-2024" be forwarded to the next Regular Council Meeting. CARRIED 6. ENGINEERING SERVICES Page 7 of 116 5 7. CORPORATE SERVICES 7.1 2024 Citizen Survey Results Overview of findings from a statistically representative survey of the community. The survey captures public sentiment pertaining to municipal services. The Manager of Corporate Planning and Consultation gave a brief introduction, answered questions of Council and introduced the consultants Mary Bacica and Vicky Slegg, The Sentis Group who provided a presentation and answered questions of Council. R/2024-CW-085 Moved by: Mayor Ruimy Seconded by: Councillor Dueck THAT the September 24, 2024 report titled "2024 Citizen Survey Results" be forwarded to the next Regular Council Meeting. CARRIED 7.2 Building Approvals - Certified Professional Service To provide Council with an overview of the Certified Professional Program, and to recommend that staff bring forward an amendment to Maple Ridge Building Bylaw No. 6925- 2012, to enable the program The Manager of Strategic Policy and Programs provided a detailed presentation and answered questions of Council. Councillor K. Carreras left the meeting at 2:03 pm returning at 2:05 pm R/2024-CW-086 Moved by: Councillor Dueck Seconded by: Mayor Ruimy THAT the September 24, 2024 report titled "Certified Professional Program - For Building Permit Approvals" be forwarded to the next Regular Council Meeting. CARRIED 8. PARKS, RECREATION, AND CULTURE 9. ADMINISTRATION 10. COMMUNITY FORUM 11. NOTICE OF CLOSED MEETING Resolution to exclude the public. R/2024-CW-086 Moved by: Mayor Ruimy Seconded by: Councillor Carreras Page 8 of 116 6 THAT the meeting will be closed to the public pursuant to Sections 90(1) of the Community Charter as the subject matter being considered is related to the following: Section 90(1)(e) - the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; Section 90(1)(l) - discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]; Any other matter that may be brought before the Council that meets the requirements for a meeting closed to the public pursuant to Sections 90(1) and 90(2) of the Community Charter or Freedom of Information and Protection of Privacy Act. CARRIED 12. ADJOURNMENT - 3:33 pm D. Ruimy, Mayor C. Mushata, Corporate Officer Page 9 of 116 October 1, 2024 - Committee of the Whole Page 1 of 1 Application 2024-036-RZ for 21321 122 Avenue Zone Amending Bylaw No. 8005-2024 Recommendation: THAT Zone Amending Bylaw No.8005-2024 be given first, second and third reading, with no Public Hearing required, in accordance with the Local Government Act, Section 464(3) [public hearing prohibited]; and THAT staff be directed to work with the applicant to address the outstanding terms and conditions as set out in the October 1, 2024 report, and any other as identified by Council, prior to recommending bylaw adoption. Report Purpose and Summary Statement: Application 2024-036-RZ proposes to rezone the subject property located at 21321 122 Avenue, from RS-1 (Single Detached Residential) to R-4 (Single Detached (Infill) Urban Residential), to permit a future subdivision of three lots. Previous Council Action: N/A Proposed Variance: N/A Strategic Alignment: Liveable Community Applicable Legislation/ Bylaw/Policy: Council Policy 6.31- Community Amenity Contribution Program Development Requirements Consequences: Terms and conditions outlined in the Council recommendations Page 10 of 116 October 1, 2024 - Committee of the Whole Page 1 of 6 To: Mayor and Council File number: [2024-036-RZ] Application 2024-036-RZ for 21321 122 Avenue Zone Amending Bylaw No. 8005-2024 BACKGROUND: Applicant: Don Bowins Legal Description: Lot 11 District Lot 248 Group 1 New Westminster District Plan 17823 OCP Designation: Existing: Urban Residential Proposed: Urban Residential [no change] Within Urban Area Boundary: Yes Area Plan: Not Applicable OCP Major Corridor: No Zoning: Existing: RS-1 (Single Detached Residential) Proposed: R-4 (Single Detached (Infill) Urban Residential) Surrounding Uses: North: Use: Single Detached Residential Zone: RS-1 (Single Detached Residential) Designation: Urban Residential South: Use: Single Detached Residential Zone: RS-1 (Single Detached Residential) Designation: Urban Residential East: Use: Single Detached Residential Zone: RS-1 (Single Detached Residential) Designation: Urban Residential West: Use: Single Detached Residential Zone: RS-1 (Single Detached Residential) Designation: Urban Residential Existing Use of Property: Single Detached Residential Proposed Use of Property: Single Detached Residential Site Area: 1,765.9 m2 (0.43 acres) Proposed Vehicular Access: 122 Avenue Servicing Requirement: Urban Standard Flood Plain: No Fraser Sewer Area: Yes Page 11 of 116 October 1, 2024 - Committee of the Whole Page 2 of 6 ANALYSIS SITE CHARACTERISTICS The subject property is located at 21321 122 Avenue in the West Maple Ridge neighbourhood and has a total site area of 1765.9 m2 (0.43 acres) (See Attachment A and B). The property has a square-shaped configuration and is flat, with trees along the northern and southern boundaries. The average lot size for the surrounding properties is approximately 834 m2. The property is located within an existing single detached residential neighbourhood and the property contains an existing single-detached dwelling. The property fronts 122 Avenue, which is a through urban local road. It is less than 150 m from Laity Street, a major corridor proposed in the City's Official Community Plan, where main bus stations are provided. The closest public parks to the property are Lion's Park and Volker Park, which are approximately 400 m and 550 m away respectively. The neighbouring property within the same block that the subject property is located, is under a separate rezoning application, 2023-184-RZ. That application is to rezone the property located at 21308 123 Avenue from RS-1 (Single Detached Residential) to R-1 (Single Detached (Low Density) Urban Residential) to permit a future two-lot subdivision. PROJECT DESCRIPTION The applicant is proposing to rezone the subject property from RS-1 (Single Detached Residential) to R- 4 (Single Detached (Infill) Urban Residential) to permit a future subdivision of three lots. The existing home will be required to be removed as a condition of final adoption of the Rezoning Bylaw. The rezoning to the R-4 zone is supported by the City’s Official Community Plan (OCP), subject to Policy 3-19. The minimum lot area in the proposed R-4 zone is 450 m2, the three proposed lots have an area of approximately 546 m2 for Lot 1, and 543.0 m2 for Lots 2 and 3. The proposed lot width of Lot 1 is 14.68 m, and it is 14.60 m for the other two lots. The lot depth for all three proposed lots is 37.21 m (See Attachment C for preliminary Subdivision Plan). PLANNING ANALYSIS This application was received on February 6, 2024, and is subject to the new combined Development Procedures which were adopted by Council on July 25, 2023, under Development Procedures Amending Bylaw No. 7931-2023. Additionally, in compliance with Provincial Bill 44 and the Local Government Act, a Public Hearing may not be held for this application given that it has not received first reading, and is a residential rezoning application which is consistent with the City’s Official Community Plan. Official Community Plan The development site is currently designated Urban Residential by the OCP. The Urban Residential designation supports the proposed development under the R-4 zone. The property is subject to the requirements of Policy 3-19 and Policy 3-21 of the OCP. According to the provisions of Policy 3-19, infill development on a property that is larger than the prevailing lot size of the surrounding neighbourhood or existing zoning of the lot, which is RS-1 zone with minimum lot area of 668 m2, may include a possible change in lot size and configuration providing that the proposed lot area and width should be not less than 80% of the lot area and width prescribed under the predominate or adjacent zoning in the surrounding neighbourhood. Page 12 of 116 October 1, 2024 - Committee of the Whole Page 3 of 6 Notwithstanding above-mentioned item, RS-1 zoned parent parcel that is unable to satisfy the 80% requirement, may be eligible for R-4 (Single Detached (Infill) Urban Residential) zoning subject to satisfying the requirements of Policy 3-21. As per Policy 3-21, the proposed neighbourhood Residential infill development needs to respect and reinforce the physical patterns and characteristics of established neighbourhoods, with particular attention to: a) the ability of the existing infrastructure to support the new development; b) the compatibility of the site design, setbacks, and lot configuration with the existing pattern of development in the area; c) the compatibility between building massing and the type of dwelling units in the proposed development and the surrounding residential properties; d) the location, orientation, and visual impact of vehicle access/egress in relation to: i. adjacent developments ii. the street iii. the pedestrian environment e) minimizing adverse parking and traffic impacts on the existing neighbourhood; f) a gradual transition of scale and density through the design of building mass and form, such as: i. reduction in building heights at the edges of a development; ii. location of lower density components towards the perimeters of a site; and iii. concentration of density to the center of a development or towards a non-residential boundary; g) retention and preservation of significant trees, other natural vegetation, and environmental features; h) maintaining adequate light, view and privacy for residents on adjacent properties or in adjacent neighbourhoods; i) conservation of special landscapes such as gardens, or built-form features, including heritage buildings, that contribute to the unique character of a neighbourhood. Zoning Bylaw The application proposes to rezone the subject property from RS-1 (Single Detached Residential) to R-4 (Single Detached (Infill) Urban Residential) to permit a three-lot subdivision. The proposed zone amending bylaw (See Attachment D) is attached. The proposed subdivision plan includes three R-4 zoned lots that meet the regulations of Section 604 of the City’s Zoning Bylaw No. 7600-2019. As shown in Table 1, the proposed three lots meet the minimum lot area and dimension requirements for the R-4 zone in the City’s Zoning Bylaw. Table 1: Zoning Bylaw Regulation for R-4 Zone Category Zoning Bylaw Requirement – R-4 Proposed Lot 1 Proposed Lot 2 Proposed Lot 3 Lot Area 450.0 m2 546.0 m2 543.0 m2 543.0 m2 Lot Width 12.0 m 14.68 m 14.60 m 14.60 m Lot Depth 24.0 m 37.21 m 37.21 m 37.21 m Building Envelope 8.0 m × 12.0 m 11.68 m × 12.0 m 11.68 m × 12.0 m 11.68m ×12.0 m Page 13 of 116 October 1, 2024 - Committee of the Whole Page 4 of 6 Other applicable R-4 zone regulations include a maximum lot coverage of 40%, a building height of up to 8.0 m, and a requirement that at least 40% of the lot area and 40% of the front yard be maintained with a permeable surface. Proposed Variances The subject application proposes no variances at this stage. If any variances are proposed, they will be subject of a future report to Council for consideration. Advisory Design Panel This application is not required to go to the Advisory Design Panel as it is a Rezoning and Subdivision application. Development Information Meeting According to Council Policy 6.20, a Development Information Meeting is not required for this application as it proposes fewer than five residential lots. Parkland Requirement This application is not required to meet the park dedication requirements of Section 510 of the Local Government Act, as fewer than three net additional lots are proposed. Environmental Implications An Arborist Report prepared by Central Valley Tree & Arborist Services dated January 25, 2024, has been provided by the applicant. The Tree Assessment identifies 16 trees on site; 11 along the northern property boundary are to be retained, and five near the southern property boundary are proposed to be removed. Trees along the northern property boundary are to be retained and protected during construction, but do not require a Tree Protection Covenant. Trees on neighbouring properties do not appear to be impacted from development design. A Tree Permit will be required from the City for the removal and protection of trees. The developable area will require the planting, retention, or compensation of no less than 7 trees to meet City tree canopy targets. Since the intention is to retain the 11 trees, there will be no further requirement for tree planting. Conditions to be Met Prior to Adoption: Staff have advised the applicant that adoption of the zoning amendment bylaw will not be recommended unless the following conditions, and any others that Council identifies, are met: a) Registration of a Rezoning Servicing Agreement as a Restrictive Covenant and receipt of the deposit of a security, as outlined in the Agreement; b) Road dedication on 122 Avenue, as required; c) Registration of a Restrictive Covenant for Stormwater Management; d) Removal of the existing building; Page 14 of 116 October 1, 2024 - Committee of the Whole Page 5 of 6 e) 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; and f) That a voluntary contribution, in the amount of $ 27,600 ($9,200 x 3 lot), 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. INTERDEPARTMENTAL IMPLICATIONS: Engineering Department The Engineering Department has indicated that the following servicing upgrades will be required through the Rezoning Servicing Agreement:  Road dedication as required to meet the design criteria of the Subdivision and Development Bylaw No. 4800-1993;  Utility servicing as required to meet the design criteria of the Subdivision and Development Bylaw No. 4800-1993;  Frontage upgrades to the applicable road standard for 122 Avenue. EXTERNAL STAKEHOLDERS/REFERRALS School District No. 42 A referral response from School District No. 42 received on July 29, 2024, stated the subject application would affect the student population at Glenwood Elementary and Westview Secondary School which are at 94% utilization and 63% utilization respectively (See Attachment E). Based on the density estimates for the various land uses at build out, the following applies:  For the construction of 3.0 parcels, the estimated number of school age residents is two. CONCLUSION: It is recommended that first, second and third reading be given to Zone Amending Bylaw No. 8005-2024 to permit a future subdivision of three single-family lots of not less than 450 m2 in size. Prepared by: Nicolas Wilding, Planner 1 Attachments: (A) Subject Map (B) Ortho Map (C) Proposed Subdivision Plan (D) Zone Amending Bylaw No. 8005-2024 (E) School District No. 42 Comments Page 15 of 116 October 1, 2024 - Committee of the Whole Page 6 of 6 Report Approval Details Document Title: 2024-036-RZ - 21321 122 Avenue, RS-1 to R-4 .docx Attachments: - Attachment A- Ortho Map.pdf - Attachment B - Subject Map.pdf - Attachment C - Proposed Subdivision Plan.pdf - Attachment D - Zone Amending Bylaw No 8005-2024.pdf - Attachment E- School District Comment.pdf Final Approval Date: Sep 26, 2024 This report and all of its attachments were approved and signed as outlined below: James Stiver, Director of Building, Development and Planning Scott Hartman, Chief Administrative Officer Page 16 of 116 DATE: Jul 19, 2024FILE: 2024-036-RZ 21321 122 AVENUE ORTHO ^ PLANNING DEPARTMENT 21300 12186 21320 12296 12270 12324 12234 12191 21359 12268 12171 21288 12219 21319 21371 21314 21293 12277 12234 12267 12220 21321 21298 21292 21290 /23 12277 12282 21282 2132812209 12291 21387 12288 21280 12213 21332 21286 12180 21328 21240 21397 21282 21367 21291 21344 12209 21302 21297 21377 21396 21311 2 1 2 9 8 21334 21301 12267 21292 21372 21364 21290 21327 21295 21294 12192 2 1 2 9 7 21303 21308 12204 21365 21247 21314 12257 12263 2 1 2 9 6 12259 12244/48 12212 12287 21302 21360 12290 12258 21311 21370 21321 12196 12208 21351 21282 21297 21305 21321 12242 21333 21311 12200 21295 21330 21310 21340 12237 SUBJECT PROPERTY 214 ST 123 AVE LAITY ST 122 AVE 122B AVE CAMPBELL AVE 122 AVE CARLTON ST LANE S OF 122 AVE CAMPBELL AVE Aerial Imagery from the Spring of 2023´ Scale: 1:1,500 BY: DMPage 17 of 116 DATE: Jul 19, 2024FILE: 2024-036-RZ 21321 122 AVENUE ACTIVE APPLICATION IN AREA PLANNING DEPARTMENT 12267 21292 21372 21364 21290 21327 21295 21294 12192 2 1 2 9 7 21303 21308 12204 21365 21247 21314 12257 12263 2 1 2 9 6 12259 12244/48 12212 12287 21302 21360 12290 12258 21311 21370 21321 12196 12208 21351 21282 21297 21305 21321 12242 21333 21311 12200 21295 21330 21310 21340 12237 21300 12186 21320 12296 12270 12324 12234 12191 21359 12268 12171 21288 12219 21319 21371 21314 21293 12277 12234 12267 12220 21321 21298 21292 21290 /23 12277 12282 21282 2132812209 12291 21387 12288 21280 12213 21332 21286 12180 21328 21240 21397 21282 21367 21291 21344 12209 21302 21297 21377 21396 21311 2 1 2 9 8 21334 21301 SUBJECT PROPERTY 2023-184-RZ2023-184-VP2023-184-SD 2020-014-RZ 214 ST 123 AVE LAITY ST 122 AVE 122B AVE CAMPBELL AVE 122 AVE CARLTON ST LANE S OF 122 AVE CAMPBELL AVE ´ Scale: 1:1,500 BY: DM Legend Active Applications (RZ/SD/DP/VP) Page 18 of 116 D.K. B O W I N S & A S S O C I A T E S INC. DARCY PALOMBI P.ENG 25123 10 AVE , ALDERGROVE , B.C. V4W 2S7 CEL: 778-888-3090 , EMAIL: darcypalombi@outlook.com PERMIT TO PRACTICE 1001710 Page 19 of 116 CITY OF MAPLE RIDGE BYLAW NO. 8005-2024 A Bylaw to amend Schedule ‘A’ Zoning Map forming part of the Maple RidgeZoning Bylaw No. 7600- 2019, as amended ______________________________________________________________________________ WHEREAS, it is deemed expedient to amend Maple Ridge Zoning Bylaw No. 7600-2019, as amended; NOW THEREFORE, the Council of the City of Maple Ridge enacts as follows: 1.This Bylaw may be cited as "Maple Ridge Zone Amending Bylaw No. 8005-2024" 2.That parcel or tract of land and premises known and described as: Lot 11, District Lot 248 Group 1 New Westminster District, Plan P17823 and outlined in heavy black line on Map No. 8005-1 a copy of which is attached hereto and forms part of this Bylaw, is hereby rezoned to R-4 (Single Detached (Infill) Urban Residential). 3.Maple Ridge Zoning Bylaw No. 7600-2019, as amended and Map ‘A’ attached thereto are hereby amended accordingly. READ a first time the day of , 20 READ a second time the day of , 20 READ a third time the day of ,20 ADOPTED the day of ,20 _____________________________ ____________________________ PRESIDING MEMBER CORPORATE OFFICER Page 20 of 116 Page 21 of 116 School District No. 42 I Maple Ridge - Pitt Meadows 22225 Brown Avenue Maple Ridge, BC V2X 8N6 Phone: 604.463.4200 I Fax: 604.463.4181 July 29, 2024 City of Maple Ridge 11995 Haney Place Maple Ridge, BC V2X 6A9 Attention: Maedeh Hedayatifard Re: File: 2024-036-RZ/SD (Rezoning/Subdivision) Civic Addresses: 21321 122 Avenue Legal Descriptions: Lot: 10, D.L.: 248, Plan: NWP17823 OCP Designation: Existing: Urban Residential Proposed: Urban Residential Zoning: Existing: RS-1 (Single Detached Residential) Proposed: R-4 (Single Detached (Infill) Urban Residential) The proposed application would affect the student population for the catchment areas currently served by Glenwood Elementary and Westview Secondary School. Glenwood Elementary School has an operating capacity of 383 students. For the 2023-24 school year the student enrolment at Glenwood Elementary School was 361 students (94% utilization) including 80 students from out of catchment. Westview Secondary School has an operating capacity of 1200 students. For the 2023-24 school year the student enrolment at Westview Secondary was 759 students (63% utilization) including 144 students from out of catchment Based on the density estimates for the various land uses at build out the following would apply: •For the construction of 3.0 parcels, the estimated number of school ageresidents is 2. Sincerely, Richard Rennie Secretary Treasurer The Board of Education of School District No. 42 (Maple Ridge – Pitt Meadows) cc: Louie Girotto, Director, Facilities Sam Elliott, Manager, Facilities Planning Michael Scarcella, Assistant Superintendent Rebecca Lyle, Executive Coordinator Richard Rennie Digitally signed by Richard Rennie Date: 2024.08.06 14:17:28 -07'00' Page 22 of 116 September 24, 2024 – Committee of the Whole Page 1 of 1 Strata Conversion Existing (Mixed-Use) Building 11225 240 Street Recommendation: That a certificate of approval be issued for application 2024-169-SD to permit the conversion of the mixed use Commercial/Residential building located at 11225 240 Street into Strata Title units under the Strata Property Act subject to the following conditions being addressed: 1. Submission of a report and a signed sealed letter analysing and identifying any necessary upgrading under the current BC Building Code; 2. Completion of necessary upgrading; 3. Inspection by City Fire Department and Building Department Officials; 4. Submission of plans and/or reports confirming compliance with applicable bylaws, including Zoning and Off Street Parking and Loading Parking Bylaws; and 5. Confirmation in writing that the commercial tenant’s consent to the strata conversion of their units. Report Purpose and Summary Statement: A Strata Title Conversion application has been received in which the applicant has requested that Council, the “Approving Authority” under Section 242 (1) (a) of the Strata Property Act, give approval to convert the existing building to strata units. Previous Council Action: The property was rezoning under 2016-129-RZ and constructed in accordance with 2017-397-DP approved by Council on March 14, 2017. Strategic Alignment: Liveable Community Page 23 of 116 October 1, 2024 – Committee of the Whole Page 1 of 4 To: Mayor and Council File number: 2024-169-SD Strata Conversion Existing (Mixed-Use) Building 11225 240 Street DISCUSSION: The subject property located at 11225 240 Street is designated Commercial in the Official Community Plan and zoned C-1 (Neighbourhood Commercial) Zone with a site-specific text amendment expanding the permitted local commercial uses. This is a mixed use commercial and rental apartment building consisting of approximately 955 square metres of commercial space on the first level, 16 rental apartments on the second level and 58 surface parking spaces. While the entire building is proposed to be included as one strata, the rental apartments will comprise one of the strata units and are protected as rental tenure in perpetuity by a Housing Agreement. The Strata Property Act states that Council shall not approve a conversion unless the building is brought up to the current Building Code standards and complies with all municipal bylaws. Further, it states that Council shall consider: 1. The priority of rental accommodation over privately owned housing in the Municipality; 2. The proposal of the owner/developer for the relocation of persons occupying the building; 3. The life expectancy of the building; 4. The projected major increase in maintenance cost due to the condition of the building; and 5. Any other matters that, in its opinion, are relevant. This strata conversion does not change the rental status of the 16 apartments in the building. Therefore, existing residents are not having to relocate. This building is less than ten years old, as such building life expectancy issues are unlikely, and no major upgrading or maintenance challenges are anticipated. The only other matters relevant are any Building Code-related matters to be addressed with commercial units being stratified, consent of the existing commercial occupants and prepayment of taxes. The terms and conditions for the approval includes confirming that the building complies with the Zoning and the Parking bylaws, and submission of a Code Analysis confirming compliance and identifying any upgrades needed to accommodate the proposed conversion. Page 24 of 116 October 1, 2024 – Committee of the Whole Page 2 of 4 Once any identified issues as satisfactorily addressed, a certificate of approval be issued for application 2024-169-SD and the strata plans for this mixed-use commercial/residential building may be registered at the Land Title Office. Built relatively recently and protected by a Housing Rental Agreement, staff supports Council authorizing the certificate of approval for strata conversion to be issued, subject to terms and conditions being satisfied by the applicant Building Department The Building Department supports moving forward with this Strata Conversion application CONCLUSION: Staff support the application and note that the proposed strata conversion does not change the rental status of the 16 apartments in the building and is only applicable to the commercial space. Staff recommend that, once the Manager of Inspection Services determines that the applicant has addressed the conditions and requirements noted therein, Council issue a certificate of approval. Prepared by: A. Kopystynski MSc, MCIP, RPP, MCAHP Planner Attachments: (A) Subject Property Map (B) Ortho Map (C) Site Plan Page 25 of 116 October 1, 2024 – Committee of the Whole Page 3 of 4 Report Approval Details Document Title: 2024-169-SD - 11225 240 Street - Strata Conversion.docx Attachments: - Subject Property Map - 11224 240 Street.pdf - Ortho Map - 11224 240 Street.pdf - Site Plan.pdf Final Approval Date: Sep 23, 2024 This report and all of its attachments were approved and signed as outlined below: James Stiver, Director of Planning, Building and Development Scott Hartman, Chief Administrative Officer Page 26 of 116 October 1, 2024 – Committee of the Whole Page 4 of 4 Report Approval Details Document Title: 2024-169-SD - 11225 240 Street - Strata Conversion.docx Attachments: - Subject Property Map - 11224 240 Street.pdf - Ortho Map - 11224 240 Street.pdf - Site Plan.pdf Final Approval Date: Sep 26, 2024 This report and all of its attachments were approved and signed as outlined below: James Stiver, Director of Building, Development and Planning Carolyn Mushata, Director of Legislative Services and Corporate Officer Scott Hartman, Chief Administrative Officer Page 27 of 116 DATE: Jun 4, 2024FILE: 2024-169-SD 11224 240 STREET ACTVE APPLICATIONS IN AREA PLANNING DEPARTMENT 11143 23902 23936 23925 23899 11107 11117 11118 11159 11119 11110 23878 11129 11106 11132 11135 11187 11167 11117 11087 11093 11113 11195 11169 23915 11145 11113 1 1 0 9 9 11146 11126 11105 11136 11115 23893 2 3 8 9 2 11111 23962 23950 23912 11137 11109 11296 1135811352 11294 11298 11303 24133 11306 11310 11326 11299 24035 11325 24076 24018 11116 11175 11112 23945 11102 11155 23980 23935 11181 11103 11107 2 3 8 8 4 11163 23868 11225 11305 11173 23879 1115611151 11159 23906 11101 11133 1118311177 23916 23942 11120 23907 11103 23862 11127 1116623953 11130 23958 23922 23871 11189 11108 11124 11121 11135 11102 23858 11125 23932 23928 11107 23885 11272 1135011356 11336 11315 24030 11328 11346 11312 11316 11302 11355 11318 11338 11300 11332 SUBJECT PROPERTY 2021-199-SD 2022-463-VP2022-463-DP 240 ST 239 ST 112 AVEKANAKA WAY 240A ST 239A ST 113A AVE LANE W OF 240 ST 113 AVE 111A AVE LANE S OF KANAKA WAY L A N E E O F 2 4 0 S T BUCKERFIELD DR HARRIS DR ´ Scale: 1:2,500 BY: DM Legend Stream Existing Trails Pending, Proposed, & Desired Trails Active Applications (RZ/SD/DP/VP) Lake or Reservoir Marsh Page 28 of 116 DATE: Jun 4, 2024FILE: 2024-169-SD 11224 240 STREET ORTHO ^ PLANNING DEPARTMENT 11143 23902 23936 23925 23899 11107 11117 11118 11159 11119 11110 23878 11129 11106 11132 11135 11187 11167 11117 11087 11093 11113 11195 11169 23915 11145 11113 1 1 0 9 9 11146 11126 11105 11136 11115 23893 2 3 8 9 2 11111 23962 23950 23912 11137 11109 11296 1135811352 11294 11298 11303 24133 11306 11310 11326 11299 24035 11325 24076 24018 11116 11175 11112 23945 11102 11155 23980 23935 11181 11103 11107 2 3 8 8 4 11163 23868 11225 11305 11173 23879 1115611151 11159 23906 11101 11133 1118311177 23916 23942 11120 23907 11103 23862 11127 1116623953 11130 23958 23922 23871 11189 11108 11124 11121 11135 11102 23858 11125 23932 23928 11107 23885 11272 1135011356 11336 11315 24030 11328 11346 11312 11316 11302 11355 11318 11338 11300 11332 SUBJECT PROPERTY 240 ST 239 ST 112 AVEKANAKA WAY 240A ST 239A ST 113A AVE LANE W OF 240 ST 113 AVE 111A AVE LANE S OF KANAKA WAY L A N E E O F 2 4 0 S T BUCKERFIELD DR HARRIS DR Aerial Imagery from the Spring of 2023´ Scale: 1:2,500 BY: DMPage 29 of 116 SITT PIAN I"ECEND & KEYNOTES: trEtr EtrtrEtrEEtr E4 (iR\ss u\wñ lNlc, bY l)tslRtclol M^|LL R[)ctt tLtoRtÔ\L lMNSloRMlRON COñC. ¡ht) (5ÈÈ ÈLECtRtC LI L)^SilfÞ I tN¡ OF ROOF OR(1NOPYiÂAOVI Èllsl lñC HYOTO KlOs( 15t8 Clvltr (;R^V¡t tst¡ r,\NDsc^PtN(i 3r( RACK (5t I t^NDSCAPTNCI 8lñ(rl & WOOD^RBOUR {5¡¡ l^NDsC^P¡NC) Fl ACS ¡ ONr P^Vr RS (S¡ | r ANDSCAFTNC) txlsllNcMANIrolt lo ¡t RcMovtD rstr crvilr 1',5lOR/ FtRf D¡Pl. (¡\Ntct tON @ CRADT (S¡t À¡tcl t.¡ !v^[ Mouñr[D @ tûÊRroR DooRro RlstD[NlAl IoBBY: -^ñN!NCI^fOR ¡^NtL rOR rlRt ¡)t1¡. - tNfR^NCt ¡t nNt lt¡lt I xtYs\!t¡c¡¡ DÀSHE|) Lr\E OF nRE r)ÉPl.^CCÊss ROUÌE\v/;l oulsDr R^Dtus, t;.5'tNsil)t R^DtrJs I r /- 203' i6¿mìl()T^1. LlNCll ! ELÉdR¡O\L V¿HICLE CH'\RdNC SIAÍ ION SYNOPSTS ZONINC: (:-1 clVlc ADDRESS: ¡ t225 2{0lH STRIET, MApLr RtDc[ LECAL DESCRIPIION: LOT /\, SICTTON ] 6, TO\{NS| ilP 1 2, N[\ry \TTSTMrNSTIR DTSTRTCT PL,\N [PP25279 SITE AREA: 5lTÊ AREÂ {783.62u/ (5 l{90.+9 St) SITE (IOVER^(ìE 16ô1.29my1781.62nì¡ = 0.347 cRosS FLOOR AREA: À4ÂrN [LooR UPPER FLOOR 1093.65rnr 111.772 Sf) 1197.26mj 115,01{, SF) NËT FLOOR AREA lltllLDlhvG FLOoR ^R[^ (EXCtUDINC ELECTRIC^L,STOR^CE/SERVICE ROOMS, ^MINlry ^R[^,DECKS,S TÀIRS,EI-EVÀTOR, ÂND I OBBY)M^INFLOOR-COMM¡*Lf^aUJf 9ss.04nr: {10,2805F1L¡PPIRrLOOR-.SU/I[s^Rt ONty ]227.80m/ f]3.2¡65f) MAX. BUILDINC HEICHT PRINCIPÁL BUILDINC (36.081 I'ROPOsFD 1 r.0nì NIAX PARKINC REQUIREMENTS 1 SlAl I PtR J0mr (955.0{/:10r 1) I Sf^LL PtR RISIDEN-TIAL SUITE VISITOR (.2 r ¡6) RTOUIRID 32t6 4 PROPOSID 37 t6 4 SETBACKS PROPOSËt) NORTH SOUTH I ¡.11m (16.1{ FTJ Pl. lO 8l.DC tACt 3.:llÌn ( 10.83 FII PL TO F^Ct OF IXTIRIOR COLUÀ4N .1.(xh f9.875 Flj PL ro IDGË OF ROOF 5.8uD l¡ 9.()2 FTr PL To t^CÉ Of lNlERl()R (:()LtlMN TAST ?.86nì I9.375 FT) PI TO FACT Of EXÍERIOR COTUMN 2.11m f8.00 FT) lit TO EDCE Of ROOI: 5.51nì 118.19 Fì) PL fO FÄCE OF lN|ÊRIOR COLUMN wtsl !.70rr 131.67Flr P¡. fO Bl.DC. FÀCF 7.78Dr r25.52 [Tì t'L AT CORNER CLIT 10 IILDC fÀC[ CROLTND ÍLOOR 5.{6nì Í17.92 tï) PLAI CORNER CUTTO BtDC STCOND rLOOR 1.88'n 11 ?.71 tT) PL ^T CORNtIì CtJT OtJTSIDt r^Ct ot LOtJVtRS 45U SOUTHTAST CORNER CUT ffi ¿3Jr !xlsllN(i(iRAl)!s r,lil PROPOSTDÍ1ñ,CR^D|S Z(ìECAlCliBN|Nr5ll alvllr $l Clvrll@ tll irRrr,Yr)R\Nr (Vlt) ..rxrrrrÞclc¡vilI v .srctvir|O RWt MIN WAÍ¡R¡TÁDFR ffi SodmcoNcRtlt(rNllI'ùCRS& @ RlsrDlNl s vrsrfoR PÀRNNG (sr r '^Nns(a¡rNcr f(ìmnr CONCRT¡l UNll lrNtRS rStt L^NDSO\llN{l L(;HIIN(ì STANI'\RI) 6EE LÀNDsC^PINO P RkIN(iSl(iN^Ct:'¡tSlDËñI ^NDMSnORPÁR(lNcONLYBIYOND IHISfO¡NI' coNcRLlE st,\8 stDtw^LK CONCRfrÉ REIAININCWALL (sEE CIVLI C.I.P (]ONCREIE CURB cuRg ¡ t¡tx)\!N ñÂilP Âs¡ilÂll - ÞaRKrN(ì^Raa\ ¡ÁtñtfD tÍc oARkrNcsYMBot l¡1.^NllNC LSCI l^Nl)SC^PINO NORTH .,={1._ -1]- t 575t^LL5 -- -ol tr e I Fquc,F <tN o l;'J.i.' I +:i,.,." -I:L ^ l+F;il¡ Ë1 KANAKA WAY I I f- CONCRETE WALL COMPTEI'E WITH CAST IN PLACE RECESSES PAINTED TO MÂTCTI BLUE IEAN PER MÅIN BLDC, NOTI: W tL CONSIRUCTION TO 8E CONIIRMID/COORDINÁTID WITH ^DJ^C[NT D[V[LOPM[NT âr" #20FI2J2l.8c(hcÌ 51.Crricrnl 8c¿ch,sritùh Columbiã C¡n¡d¡,V44:lAt rel¡ (604i 536i600 F¡r: (6ú4) 536.5774 Ankenman Associates Architects lnc. -- a l¡tle: SITE PLAN L a drÀwn: checked:E a iobno: 1527 "r'*,*, A1 .01b- a FZlr.i 4o LjJ È,>iq Llã '-t¡ !ØËE ı^ rlJ XgX rR;-ì -2 =€ Page 30 of 116 October 1, 2024 (Committee of the Whole) Page 1 of 1 2024-262-DP – 12061 Laity Street, Development Permit (Extension) Recommendation: That the corporate officer be authorized to sign and seal 2024-262-DP respecting property located at 12061 Laity Street. Report Purpose and Summary Statement: Extension of Development Permit 2018-448-DP Previous Council Action: Rezoning Adopted, Development Permit issued, and Heritage Alteration Permit issued on July 26, 2022 Strategic Alignment: Liveable Community Page 31 of 116 October 1, 2024 (Committee of the Whole) Page 1 of 3 To: Mayor and Council File number: 2024-262-DP 2024-262-DP – 12061 Laity Street, Development Permit (Extension) BACKGROUND: ANALYSIS: Discussion: An application has been received to extend the date to commence construction for the previously issued development permit 2018-448-DP by two years, from July 26, 2024 to July 26, 2026. This is associated with a project for a four-unit courtyard development, consisting of the conservation of the Gillespie Residence under Heritage Alteration Permit (HAP) 2022-209-DP and construction of three other new dwellings under Development Permit application 2018-448-DP. The HAP governs the conservation work being undertaken to the existing building, the Gillespie Residence. The Development Permit governs the form and character of the proposed three new dwelling units and the landscaping of the entire project. Background: Council adopted the Maple Ridge Heritage Designation and Revitalization and Tax Exemption Agreement Bylaw No. 7532-2019 (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 three other dwellings on the site have both been approved and issued by Council on July 26, 2022. The site plan is attached as Appendix D. Building Permit applications have been submitted for the project and is being processed; however, the current terms of development permit 2018-448-DP is for the construction of the three new dwelling units to commence by July 26, 2024. The application is to extend the time for commencing construction by two years from July 26, 2024 to July 26, 2026. Planning Analysis: No changes to the form and character of the three new dwelling units or the site landscaping associated with this project are being proposed. The project was reviewed by the Advisory Design Panel on November 18, 2020, and the architect satisfactorily addressed design recommendations. The landscaping security was submitted and remains deposited with the City. CONCLUSION: The applicant is seeking Council approval to extend the time for substantial commencement of three new dwelling units in the Courtyard Residential project by two years from July 26, 2024 to July 26, 2026. Given that no changes are being proposed and the form, character or landscaping granted in the originally permits that Council authorized, it is in order to issue development permit 2024-262-DP. Page 32 of 116 October 1, 2024 (Committee of the Whole] Page 2 of 3 Prepared by: A. Kopystynski MSc, MCIP, RPP, MCAHP Attachments: (A) Subject Map (B) Ortho Map (C) Site Plan Page 33 of 116 October 1, 2024 (Committee of the Whole] Page 3 of 3 Report Approval Details Document Title: 2024-262-DP, 12061 Laity Street.docx Attachments: - 12061 Laity Street - Active Map.pdf - 12061 Laity Street - Ortho Map.pdf - 12061 Laity St. Maple Ridge_LS-L1 8.5 x11 in.pdf Final Approval Date: Sep 23, 2024 This report and all of its attachments were approved and signed as outlined below: Marlene Best, Interim Director of Planning Scott Hartman, Chief Administrative Officer Page 34 of 116 DATE: Sep 11, 2024FILE: 2024-262-DP 12061 LAITY STREET ACTIVE APPLICATIONS IN AREA PLANNING DEPARTMENT 21212/14 21198 21324 12056 21219 12014 12010 21321 21191 21297 12038 21299 12111 12007 12050 12116 12031 12081 12069 12032 21193 12098 12061 12006 21293 21209 12047 12039 12026 12055 12116 12022 21322 12037 12100 12003 21200 12128 21292 12101 12005 21305 21314 21250 21222/24 21188 21206 21202 2130411982 21184 21190 12020 12115 12112 12019 21285 12051 12105 12023 12070 12090 21277 21312 12025 12013 12086 21178 12101-53 12020 12106 12050 12018 12015 12062 12011 21185 12009 12073 21227 21185 12044 12047 12070 21203 21320 12089 21318 SUBJECT PROPERTY Lion's LAITY ST 212 ST 121 AVE DEWDNEY TRUNK RD MCINTYRE CRT F A BER CRES GLENWOOD AVE ´ Scale: 1:1,500 BY: DM Legend Existing Trails Municipal Park Page 35 of 116 DATE: Sep 11, 2024FILE: 2024-262-DP 12061 LAITY STREET ORTHO ^ PLANNING DEPARTMENT 21212/14 21198 21324 12056 21219 12014 12010 21321 21191 21297 12038 21299 12111 12007 12050 12116 12031 12081 12069 12032 21193 12098 12061 12006 21293 21209 12047 12039 12026 12055 12116 12022 21322 12037 12100 12003 21200 12128 21292 12101 12005 21305 21314 21250 21222/24 21188 21206 21202 2130411982 21184 21190 12020 12115 12112 12019 21285 12051 12105 12023 12070 12090 21277 21312 12025 12013 12086 21178 12101-53 12020 12106 12050 12018 12015 12062 12011 21185 12009 12073 21227 21185 12044 12047 12070 21203 21320 12089 21318 SUBJECT PROPERTY Lion's LAITY ST 212 ST 121 AVE DEWDNEY TRUNK RD MCINTYRE CRT F A BER CRES GLENWOOD AVE Aerial Imagery from the Spring of 2023´ Scale: 1:1,500 BY: DMPage 36 of 116 Woo d T i e R e t . W a l l Con c . Wood Fence Woo d F e n c e Asp h a l t Roo f P e a k Ele v . = 3 9 . 7 4 Pad Con c r e t e 30. 5 6 30. 4 9 30. 5 2 30 . 5 3 31.66 30.91 30.68 30.65 30. 6 8 30. 6 7 30.61 30. 5 9 30. 5 8 30.5730.53 30. 5 3 30.46 30.55 30. 6 3 30.7 2 30.85 31. 6 5 Plan 4 7 5 1 7 24.42 52. 5 2 24.42 52 . 5 2 130 300 Plan 5 3 4 2 0 Ste p s Con c . P a d Hedge Woo d F e n c e Cha i n l i n k F e n c e See D e t a i l ' B ' Elev . = 3 6 . 8 7 Roo f P e a k See D e t a i l ' A ' Main F l o o r Ele v . = 3 1 . 8 2 Dec k De c k Ele v . = 3 8 . 1 0 Ele v . = 3 2 . 2 4 Ele v . = 3 1 . 9 6 Ma i n F l o o r Exi s t i n g D w e l l i n g Exis t i n g D w e l l i n g Concrete Barrier Curb Concrete SidewalkLetdown Driv e w a y Asp h a l t She d Gar a g e 110 0 Ø D e c i d 30. 7 5 31. 3 3 30. 8 8 30 . 5 8 30. 5 7 30. 7 1 30.79 31.02 31.15 30.53 30. 6 2 30 . 8 3 900 Ø D e c i d 30. 4 8 80 0 Ø C e d a r 30. 8 1 500 Ø D e c i d 30.95400 Ø D e c i d 31.25 350 Ø C e d a r 30. 7 3 30. 1 7 30.5930. 5 9 30. 1 8 31. 5 5 31. 5 7 31. 5 7 31. 5 4 31.6931. 7 0 31. 7 3 31.75 30. 6 6 32. 2 1 31.77 31 . 7 7 31.64 30.9930. 9 3 31.78 31. 4 0 31.39 31. 8 0 31.55 31.69 31.63 30. 8 5 30.89 30.2330.5230. 7 1 30.71 30. 8 9 30. 7 2 30. 7 6 30. 6 5 30.7930. 6 0 30.32 30.23 31. 3 7 31. 4 9 30.57 30.6030.60 30.57 31.69 31. 7 7 31.82 31. 8 1 30. 6 5 30.67 30. 0 5 30. 3 3 30. 5 4 30. 6 8 30.60 30. 5 5 30.47 30 . 5 8 30. 6 4 30. 8 0 30.80 30. 8 6 31.1831.05 31. 1 3 31. 2 8 31. 4 0 30.70 30. 8 5 30. 6 8 30.69 30. 5 7 30.59 30.16 LAITY STREET DN COVERED DECKEL. 105'-0" F EL. 105'-6" F EL. 105'-6" F LINE OF ROOFABOVE LINE OF UPPERFLOOR 172 . 3 3 ' ( 5 2 . 5 2 M ) P R O P E R T Y L I N E 172 . 3 3 ' ( 5 2 . 5 2 M ) P R O P E R T Y L I N E 80.12' (24.42M) PROPERTY LINE 80.12' (24.42M) PROPERTY LINE DN LINE OFLIGHT WELL LINE OFLIGHT WELLEL. 105'-6" F EL. 105'-6" F EL. 105'-0" F LINE OF ROOFABOVE LINE OFLIGHT WELL COVERED DECK COVERED DECK LINE OF UPPERFLOOR UP DN EL. 105'-6" F EL. 105'-6" F EL. 105'-0" F COVERED DECK COVERED DECK EL. 105'-0" F LINE OF UPPERFLOOR LINE OFLIGHT WELL LINE OFLIGHT WELL LINE OF ROOFABOVE DECK LINE OF ROOFABOVE LINE OF UPPERFLOOR UP GAR B A G E & REC Y C L I N G UP UP UP UP SLO P E D N 2 % DR I V E W A Y SLO P E D N 2 % EL. 1 0 2 ' - 1 1 " F (31.37 M ) EL. 103'-4" F(31.49 M) SLO P E D N 2 % SLO P E UP 2 % EL. 1 0 3 ' - 8 " F (31 . 6 0 M ) 8 7 6 4 LINE OF FLOORTRANSITION LINE OF FLOORTRANSITIONLINE OF FLOORTRANSITION EL.10 0 ' - 6 " E EL.1 0 3 - 1 " F EL. 1 0 0 ' - 3 " E EL.103-1" F EL.103'-10" F EL.100-4" E EL.103'-10" FEL.100-2" F 24' - 9 12" 42' - 3 " 24'- 8 " 24'- 8 " 35' - 1 " 20 ' - 1 0 " 4'-0"26'-5"9'-0"9'-0"25'-8"6'-0" 5'-0"20'-8" 2'-0 " 33' - 1 0 12" 4'-1 0 12" 1'-6 " 25'- 5 12" 54 ' - 6 " 12' - 2 12" 12'- 2 12" 42' - 3 " 25' - 8 " 35'- 0 " 19' - 6 " 1'-6 " 4'-1 0 12" 33' - 1 0 12" 2'-0 " 6'-1"28'-6"5'-6"5'-6"28'-6"6'-1" 16'-6"12'-0"12'-0"16'-6" 28'-6"6'-012"5'-6"5'-6"28'-6"6'-1" 7'-712"8'-1012"12'-0" 4'-0"26'-5"9'-0" 16'-0"10'-5" 35' - 1 " 24' - 8 " 9'-0"25'-8"6'-0" 20'-0"4'-6" 54 ' - 6 " 5'-6 " 16'- 1 0 12" 32 ' - 1 12" 12'-0"8'-1012"7'-712" EL.10 3 ' - 1 0 " F EL.1 0 0 - 3 " E EL.10 3 ' - 1 0 " F EL.1 0 0 - 6 " E EL.103-1" SL A B EL.10 0 ' - 3 " E EL.1 0 3 - 1 " F EL. 1 0 0 ' - 9 " E EL . 1 0 3 - 1 " F EL.10 1 ' - 2 " E EL.10 2 - 1 1 " F EL.10 1 ' - 2 " E EL.10 2 - 1 1 " F EL. 1 0 0 ' - 8 " E EL.1 0 2 - 6 " F 1'-2" EL.1 0 0 ' - 8 " E EL.1 0 2 - 6 " F EL.1 0 3 - 1 " SLAB EL.10 2 - 6 " S L A B EL.1 0 3 - 0 " S L A B EL. 1 0 3 - 7 " S L A B EL . 1 0 3 - 7 " S L A B EL.1 0 3 ' - 9 " E EL. 1 0 2 - 1 1 " F EL . 1 0 3 ' - 3 " E EL . 1 0 2 - 1 1 " F EL.10 3 ' - 9 " E EL.10 2 - 6 " F EL.1 0 3 ' - 9 " E EL.1 0 2 - 6 " F EL. 107'-10" EL. 107'-10" EL. 107'-4" SURFACESTALL SURFACESTALL SURFACESTALL SURFACESTALL 30' - 2 12" 4'-1 0 12" ASS U M E D L O T L I N E F O R S P A T I A L C A L C U L A T I O N . LINE OF ROOFABOVE ASSUMED LOT LINE FOR SPATIAL CALCULATION. ASSUMED LOT LINE FOR SPATIAL CALCULATION. LINE OF ROOFABOVE LINE OF ROOFABOVE 2'-6" 2'-6" 2'-6" 2'-6" 2'-6" 2'-6" 2'-6" 2'-6" ASS U M E D L O T L I N E F O R S P A T I A L C A L C U L A T I O N . UNIT C BASEMENT SLAB EL. 96'-8" (29.93M)MAIN FL.EL. 105'-6" (32.15M)UPPER FL.EL. 116'-4" (35.45M) ROOF EL. 133'-3.5" (40.61M) UNIT A EXISTING HOUSE BASEMENT SLAB EL. 99'-0" (30.17M)MAIN FL.EL. 107'-10" (32.86M)UPPER FL.EL. 116'-11" (35.62M) ROOF EL. 127'-1" (38.78M) 4'-4 " 1'- 0 " 20' - 5 12" 25 ' - 1 1 " 5'-5 12" 2'-9 " 4'- 3 " 6'-0 " 6'-7 12" 5'-0 " 6'-1 1 12" 5'-0 12" 4'- 3 " 6'-0 " 6'-7 12" 5'-0 " 6'-1 1 12" 5'-0 " 7'-2 " 5'-0 " 2'-5 12" 5'-0 " 4'-1 1 12" 8'-6 " 4'-6" 5'-4 " 17'-212" PRIVATE OUTDOORSPACE, 493 SF UNIT D BASEMENT SLAB EL. 96'-8" (29.93M)MAIN FL.EL. 105'-6" (32.15M)UPPER FL.EL. 116'-4" (35.45M) ROOF EL. 133'-3.5" (40.61M) 5'-5 12" PRIVATE OUTDOOR SPACE657 SF PRIVATE OUTDOOR SPACE920 SF PRIVATE OUTDOOR SPACE937 SF UNIT B BASEMENT SLAB EL. 96'-8" (29.93M)MAIN FL.EL. 105'-6" (32.15M)UPPER FL.EL. 116'-4" (35.45M)ROOF EL. 132'-9.5" (41.02M) 3'-0 " 3'-0 " LINE OF UPPERFLOOR 25'-8"6"6" 6'-0 12" 7'-6 12" 9'-212"6'-0"1'-0" DN UP EL. 102'-6" LINE OF FLOORABOVE 1'-0" 4'-1012"5'-0" 17'-9"11'-112" 3'-312"5'-2" 11'-112"17'-9" 3'-312"5'-2" EL. 105'-0" F1'-3 " 6'- 4 12" 6"6" 6'- 4 12" 6" 9'-4 12" 6" 9'-4 12" 18'-0"11'-0"11'-0"18'-0" 1'-3 " 2'-212"7'-6"2'-212"7'-6" 3'-4 " 6'-0 " 3'-4 " 6'-0 " 1'-0"1'-0" LAWN PATIO PROPOSED STREETTREE (typ.) LAWN LAWN LAWN LAWN LAWN LAWN OLD COUNTRY STONECONCRETE PAVERS 6' HIGH CEDAR FENCEW/ GATE OLD COUNTRY STONECONCRETE PAVERS SMALL ORNAMENTALTREE BROOM FINISHCONCRETE PAVING LAWN LAWN BROOM FINISHCONCRETE PAVING18"X18" HYDRAPRESSEDSLABS BY ABBOTSFORDCONCRETE PRODUCTS'NATURAL' COLOUR PATIO AQUAPAVE PERMEABLE CONC.PAVERS WITH SOLDIER COURSEEDGES BY ABBOTSFORD CONC. 6' HIGH CEDAR FENCEW/ GATE BROOM FINISHCONCRETE PAVING STANDARD "HOLLAND" CONC. PAVERS WITH SOLDIER COURSEEDGES BY ABBOTSFORD CONC. TURNINGSPACE AQUAPAVE PERMEABLE CONC.PAVERS TO DRIVEWAY BYABBOTSFORD CONC. BROOM FINISHCONCRETE PAVING ASPHALT PAVING CONCRETE SIDEWALKCONCRETE SIDEWALK Sr Sr Ac Ac Agf Aps Cn Pb Pb Cw Mgl aa aa cvcswcv cswcsw cvcvcv bd bd bd bd ma cv cv cv ma ma ma nddnddnddnddndd popopopovd vd plb plb ag ag ag ag aj ajajajaj azaz az hq hq hq hqhq hshs hs hs hs hs hs hs ja ja ja ja ja js js js hs js js js hs ndd nddnddndd nddndd nddndd po po po pjpj pj pj pj pj sa sa sa sdosdo sdo sdo sdo cv cv sd sd sdsdsdsdsdsdsd popopo po mn pm pm pm pm pmpm pm pm pm pm pm pm pm pm pm pm pm pm pm pm pmpm pm pmpm pm pm pmpm pmpmpmpm pm pm pm pmpmpmpm pm mn mn mn mn mn mn mn mn mn mn mn mn mn mnmn mn mn af af af af af af af af gs gs gs gs gs gs gs tg tg tg tg tg tt tt tt tttt tt tt tt tt tttttttttt aj ajajajaj aj aj aj aj aj aj aj aj sbsbsbsb sbsbsbsbsbsbsbsbsb la la la la la la la la la la la la la la la la la la la la la la vd bs bs bs bs bs bs bs bs bs bs tg tgtg tg tg tg tg hehe he he he hehehe he ld ldld ld ld hs lt lt lt lt lt lt lt lt lt lt hs hs sb lt ltlt aj aj aj aj aj aj aj aj he pm bs bs bs bs bs bs bs bsbs bs bs bsbs bs bs bs bs po po po hqbcsbcslm lm lm pmpm bs bsbs tg tg tg tg nddnddndd vl vl vl vl vlvl ldldsd ld lt cccccc cc cc cc cc cc cc cccc cc cccc ccmd mdmd mdmd md md md md md cccc af afaf af af af afaf af af af af afafaf af afafaf sbltlthshs gs gs gs gs gs gs gs gs gs gs gs gsgs gsgs gs gs tg tg tg tg tgtg pm pm pm tt tt tt tt tt tt tt tt tt tt tt po po po po po po po po po po ld ld ld aa ldldldldafaf bstg tg tg tg hq lt lt lt lt ltltlt ld az az 6" UPSTAND CURB TOBOTH SIDES OF DRIVEWAY(TYP.) 6" UPSTAND CURB 6" x 6' WHEELSTOP (TYP.) tt tt tt 5' BENCH ONCONCRETE PAD CENTRAL PAVED TURNAROUND AREAFLEXIBLE COMMUN ITY USESINCLUDING GATHERINGS, PICK-UPBASKETBALL, HOCKEY, SOCCER,TODDLER'S BIKES AND WHEELED TOYS ASPHALT PAVING BROOM-FINISH CONCRETEW/CONCRETE EDGINGEACH SIDE FLUSHW/ASPHALT SURFACE ajaj aj aj po poajtgtg tg lala lalala ajajajaj OLD COUNTRY STONECONCRETE PAVERS OLD COUNTRY STONECONCRETE PAVERS aj ajltlt ajaj ltltltltltltltltltlttttt 66 Gallon RAINBARREL (TYP.) tt 66 Gallon RAINBARREL (TYP.)66 Gallon RAINBARREL (TYP.) 66 Gallon RAINBARREL (TYP.) STORMWATERDETENTION SUMPS AS PER CIVIL STORMWATERDETENTION SUMPS AS PER CIVIL W/ALUMINUM SAFETYGRILLE OVER(TYP.) W/ALUMINUM SAFETYGRILLE OVER(TYP.) W/ALUMINUM SAFETYGRILLE OVER(TYP.) W/ALUMINUM SAFETYGRILLE OVER(TYP.) W/ALUMINUM SAFETYGRILLE OVER(TYP.) ltlt ltlt tg tg tg po PEDESTRIAN ACCESS INBROOM-FINISH CONCRETEW/CONCRETE EDGE BANDALL FLUSH W/DRIVEWAYSURFACE tg lt lt lt lt lt lt sd sd sd BROOM FINISHCONCRETE PAVING 18"X18" HYDRAPRESSEDSLABS BY ABBOTSFORDCONCRETE PRODUCTS'NATURAL' COLOUR BROOM FINISHCONCRETE PAVINGFLUSH W/DRIVEWAY ASPEDESTRIAN ACCESS TOREAR UNITS BROOM FINISHCONCRETE PAVING (TYP.) 450mm DEEP TREE ROOTBARRIER BY "DEEPROOT"(TYP.) 450mm DEEP TREE ROOTBARRIER BY "DEEPROOT"(TYP.) Existing trees to be removed / retained LEGEND Proposed Tree Planting Mixed Plantings of Shrubs,Perennials and Groundcovers Evergreen Hedge Standard "Holland" conc. pavers with soldiercourse edge by Abbotsford Conc. ('Charcoal"colour) Old Country Stone concrete pavers with soldiercourse edge by Abbotsford Concrete Products (Desert Sand Colour) NOTES: 1. All landscape work shall be carried out in accordancewith the current edition of the Canadian LandscapeStandard published by CSLA/CNTA and the contractspecification. 2. Growing medium in accordance with the current editionof the Canadian Landscape Standard shall beprovided to the following minimum depths/dimensions:Grass Areas - 150 mm (6")Shrubs, Groundcovers, Vines & Perennials - 450 mm (18")Trees - Minimum 300 mm (1') of topsoil around therootball compacted to 85% Std. Proctor Density 18"x18" HydraPressed Slabs byAbbotsford Concrete Products'Desert sand' colour NOTES: 1. All landscape work shall be carried out in accordancewith the current edition of the Canadian LandscapeStandard published by CSLA/CNTA and the contractspecification. 2. Growing medium in accordance with the current editionof the Canadian Landscape Standard shall beprovided to the following minimum depths/dimensions:Grass Areas - 150 mm (6")Shrubs, Groundcovers, Vines & Perennials - 450 mm (18")Trees - Minimum 300 mm (1') of topsoil around therootball compacted to 85% Std. Proctor Density 450mm deep tree root barrierby DeepRoot to back ofproposed curb 12061 Laity St. Maple Ridge CODE QTY BOTANICAL COMMON SIZE SPACING TYPE NATIVE Ac 2 Acer circinatum Vine maple Ht 4m as shown tree native Agf 1 Acer ginnala flame Flame Amur maple 7cm Cal as shown tree nonnative Aps 1 Acer palmatum 'Sango Kaku'Coral bark Japanese maple 6', #10 pot as shown tree nonnativeCn1Cornus nuttallii Pacific dogwood 7cm Cal as shown tree native Cw 1 Cotoneaster x watereri 'Cornubia'Evergreen cotoneaster 10', #25 pot as shown tree nonnative Mgl 1 Magnolia grandiflora 'Little Gem''Little Gem' Southern Magnolia 6' Clear stem as shown tree nonnativePb2Prunus 'Blireana'Flowering Plum 6cm Cal as shown tree nonnative Sr 2 Syringa reticulata Japanese Lilac 7cm Cal as shown tree nonnative aa 3 Amelanchier alnifolia Serviceberry #5 pot as shown shrub native az 5 Azalea 'Golden Lights'Golden Lights Azalea #3 pot as shown shrub nonnativeaj13Azalea japonica 'Blue Danube'Japanese azalea #2 pot as shown shrub nonnativeag4Azalea japonica 'Glacier'Japanese azalea #2 pot as shown shrub nonnative bd 4 Buddleja davidii Globe Caragana #3 pot as shown shrub nonnative cv 10 Ceanothus impressus 'Victoria'California lilac #3 pot as shown shrub nonnativecsw3Cornus sericea 'White Gold'Variegated red osier dogwood #3 pot as shown shrub native hq 7 Hydrangea quercifolia Oakleaf hydrangea #3 pot as shown shrub nonnative hs 10 Hydrangea serrata 'Bluebird'Bluebird hydrangea #3 pot as shown shrub nonnative ja 5 Juniperus sabina 'Arcadia'Arcadia Juniper #2 pot as shown shrub nonnativejs6Juniperus sabina 'Calgary Carpet'Juniper #2 pot as shown shrub nonnative la 27 Lavandula angustifolia 'Sawyers'English Lavender #2 pot as shown shrub nonnative lt 45 Lavandula angustifolia 'Twickle Purple'English Lavender #2 pot as shown shrub nonnativema4Mahonia aquifolium Oregon grape #3 pot as shown shrub nativendd16Nandina domestica 'Harbour dwarf'Heavenly bamboo #2 pot as shown shrub nonnative plb 2 Philadelphus lewisii Blizzard'Mock orange #3 pot as shown shrub native pj 6 Pieris japonica 'Little Heath'Lily of the Valley shrub #2 pot as shown shrub nonnativepo27Prunus laurocerasus 'Otto Luyken'Otto Luyken Laurel #3 pot as shown shrub nonnative sd 13 Spiraea densiflora Mountain Spiraea #2 pot as shown shrub native sdo 5 Spiraea douglasii Douglas' spiraea #2 pot as shown shrub native sb 15 Spiraea x bumalda Gold Flame Gold Flame Spiraea #3 pot as shown shrub nonnativesa3Symphoricarpos albus Common Snowberry #2 pot as shown shrub native vd 3 Viburnum davidii David's viburnum #3 pot as shown shrub nonnative af 29 Aquilegia formosa Western Columbine # 1 pot as shown perennial nativeaj26Astilbe japonica Astilbe # 1 pot as shown perennial nonnativebcs2Bergenia cordifolia 'Silver Light'Bergenia # 1 pot as shown perennial nonnative hs 5 Hemerocallis 'Stella d'Oro'Daylily # 1 pot as shown perennial nonnative he 10 Hosta sieboldiana elegans Plantain lily # 1 pot as shown perennial native ld 16 Leucanthemum × superbum Shasta daisy # 1 pot as shown perennial nonnativelm3Liriope muscari Blue lily turf # 1 pot as shown perennial nonnative md 10 Maianthemum dilatatum False Lily of the Valley # 1 pot as shown perennial nonnative tg 33 Tellima grandiflora Fringecup # 1 pot as shown perennial nativett31Tiarella trifoliata Foamflower # 1 pot as shown perennial native vl 6 Viola labradorica purpurea Violet # 1 pot as shown perennial nonnative cc 17 Cornus canadensis Bunchberry # 2 pot as shown ground cover native gs 24 Gaultheria shallon Salal # 1 pot as shown ground cover nativemn18Mahonia nervosa Cascade Oregon Grape # 1 pot as shown ground cover native bs 31 Blechnum spicant Deer fern # 2 pot as shown fern native pm 47 Polystichum munitum Western sword fern # 1 pot as shown fern native welded wire mesh 2' cedar post attached toconcrete wall by steelbracket concrete wall Front elevation Side elevation 7'- 4 " 8' 12'-5 1/2" 11'-5 1/2" 6'-1 1 1 / 4 " 2' 7'-8" 1"x6" fascia drop bolt w/ sleevein conc. pad bitumen shingles roofplywood on top ofcross- members 8 1 Back elevation 2' 8' 6'- 1 " concrete wall cedar post attached toconcrete wall by steelbracket 11'-5 1/4" bitumen shingles roof TIER 'A' LANDSCAPE REQUIREMENTS AREACCOMMODATED IN THE LANDSCAPE PLAN FORSTORM WATER MANAGEMENT COVENANT ITEMS (a)"Aquapave" permeable paving included toparking area and main driveway. (b)Permeable paving to parking area is protectedfrom damage by adjacent small trees by theinstallation of 450mm deep tree root barriers.(c)Absorbent topsoil depth of 300mm isaccommodated by the inclusion of 450mm depthfor shrub planting areas and 150mm depth for lawn areas. This provides for an overallaverage depth greater than 300mm for plantingand lawn areas over the entire site. 6 Landscape Plan L -1 NORTH THIS PLAN AND DESIGN IS PROTECTED BY COPYRIGHT AND SHALL NOT BE USEDFOR ANY PURPOSE WITHOUT WRITTEN PERMISSION FROMPD GROUP LANDSCAPE ARCHITECTURE LTD. REVISIONS DESCRIPTIONDATEREV. ISSUE DESCRIPTIONDATEREV. SEAL CLIENT: PROJECT: DWG. TITLE: DRDESIGNED CHECKED DATE SCALE DRAWN DWG No.PROJECT No.REV Casa Realty 587 Hillcrest Street COQUITLAM, BC 12061 Laity Street MAPLE RIDGE, B.C PD Group Landscape Architecture Ltd 315-515 Houghton RoadKelowna BC, Canada, V1X 8B9 p: 604 904 9803 SK 1801 15 August 2018 1/8th in. to 1 ft. 1 29/08/18 FOR CLIENT REVIEW GARBAGE ENCLOSURE DETAILSCALE: 1/2"=1'-0L-12 2 01/10/18 FOR CLIENT REVIEW 1 01/10/18 GARBAGE ENC. DETAIL ADDED 2 26/10/20PAVING & PLANTING DETAIL ADDED 3 26/10/20 FOR ADP SUBMISSION LANDSCAPE PLANSCALE: 1/8"=1'-0L-11 3 05/01/21 REVS. PER ADP COMMENTS 4 05/01/21 DP SUBMISSION 4 13/05/22ST. TREE REVS. PER CITY REQST. 5 13/05/22 DP APPROVAL 5 06/06/22ROOT BARRIERS ADDED AT PKG.. 6 06/06/22 DP APPROVAL 6 17/06/22TIER 'A' NOTES ADDED 7 17/06/22 DP APPROVAL Page 37 of 116 October 1, 2024 Committee of the Whole Page 1 of 1 Temporary Residential Use Removal Zone Amending Bylaw No. 7999-2024 Recommendation: THAT Maple Ridge Zone Amending Bylaw No. 7999-2024 be given first and second reading and forwarded to Public Hearing. Report Purpose and Summary Statement: The purpose of this report is to recommend amending the City of Maple Ridge Zoning Bylaw No. 7600-2019 by removing all references to the Temporary Residential Use. Previous Council Action: At the May 14, 2024 Council Workshop, Council directed that the Temporary Residential Use be removed from the Zoning Bylaw; Strategic Alignment: Liveable Community; Communications: A Public Hearing will take place after first and second reading of the bylaw; Page 38 of 116 October 1, 2024 Committee of the Whole Page 1 of 4 To: Mayor and Council File Number: 2024-291-RZ Temporary Residential Use Removal Zone Amending Bylaw No. 7999-2024 BACKGROUND: Since 1999, the Temporary Residential Use (TRU) provision has been used in place of a Secondary Suite Use for some residential zones. A TRU is a temporary dwelling unit intended for the use of a family member. This provision has been allowing for the installation of a second cooking facility, without the additional Building Code upgrades for a secondary suite, subject to the registration of a covenant on the property. At the May 14, 2024, Council Workshop, staff provided an update on the implementation of the Provincial housing legislation regarding the Bill 44 Housing Statutes (Residential Development) Amendment Act. At that meeting, Council directed staff to prepare amendments to the City’s Zoning Bylaw to remove the Temporary Residential Use provision. This report presents the Zoning Bylaw changes needed to remove the Temporary Residential Use from the City’s Zoning Bylaw No. 7600-2019. ANALYSIS: Discussion: With the implementation of the Small Scale Multi Unit Housing form regulations in the City’s Zoning Bylaw in July 2023, secondary suites became a permitted use in all single-detached residential zones. As such, it was determined that the TRU in the City’s Zoning Bylaw No. 7600-2019 would no longer be necessary. By removing the TRU regulations, the City will be able to provide more streamlined feedback when evaluating secondary suite designs and locations, as well as consistent public safety standards by ensuring that all secondary or temporary dwelling units meet current Fire Code and Building Code requirements. It will also assist in reducing confusion in the real estate market and by the public on the differences between a legal secondary suite and a permitted TRU. Zone Amending Bylaw No. 7999-2024: The following changes are proposed within Zone Amending Bylaw No. 7999-2024:  Removal of the Temporary Residential Use definition of the Temporary Residential Use from the City’s Zoning Bylaw No. 7600-2019. Page 39 of 116 October 1, 2024 Committee of the Whole Page 2 of 4  Removal of all references to the Temporary Residential Use from the City’s Zoning Bylaw No. 7600-2019, including repealing Section 402.27.  Removal of all references of the Temporary Residential Use from the Accessory Uses throughout all the different zones in the City’s Zoning Bylaw No. 7600-2019. Implications: Temporary Residential Use applications may be received until Zone Amending Bylaw No. 7999-2024 is adopted and in effect. While the Zone Amending Bylaw is under consideration by Council, new inquiries will be evaluated and encouraged to be considered under the secondary suite standards and regulations. As there are currently 820 registered and completed TRU files, with approximately 50 in stream files, applications that are already in-stream will continue through the existing process, ultimately becoming legal non-conforming as the TRU use becomes a legacy use. Next Steps: Should Council move forward with staff’s recommendation to remove the Temporary Residential Use, Zone Amending Bylaw No. 7999-2024 will proceed through the regular bylaw adoption process (see Figure 1). A public hearing would be required within the bylaw adoption process. Should Council move forward with the recommendation, the proposed bylaw will be advertised in the newspaper and a public hearing will be scheduled to provide an opportunity for the public to comment on the proposed changes. Figure 1. Zone Amending Bylaw Process Strategic Alignment: While the proposed changes align with the strategic objective of the Liveable Community pillar of the 2023-2026 City of Maple Ridge Strategic Plan, it is also anticipated that they will support the broader corporate and community goals of improved community safety and the more efficient processing of permits. CONCLUSION: This report presents the Zone Amending Bylaw No. 7999-2024, to remove the Temporary Residential Use provision, for consideration of first and second reading and being forwarded to Public Hearing. We are Here Page 40 of 116 October 1, 2024 Committee of the Whole Page 3 of 4 Prepared by: Elona Saro, Community Planner 1 Attachments: (A) Attachment 1 - Zone Amending Bylaw No. 7999-2024 Page 41 of 116 October 1, 2024 Committee of the Whole Page 4 of 4 Report Approval Details Document Title: Temporary Residential Use Removal.docx Attachments: - Appendix A - TRU Removal Zone Amending Bylaw No. 7999-2024.docx Final Approval Date: Sep 26, 2024 This report and all of its attachments were approved and signed as outlined below: Amanda Grochowich, Manager of Community Planning Marlene Best, Interim Director of Planning James Stiver, Director of Building, Development and Planning Scott Hartman, Chief Administrative Officer Page 42 of 116 1 CITY OF MAPLE RIDGE BYLAW NO. 7999-2024 A Bylaw to amend the text forming part of Zoning Bylaw No. 7600-2019, as amended. ____________________________________________________________________________________ WHEREAS, Council deems it expedient to amend Maple Ridge Zoning Bylaw No. 7600-2019, as amended; NOW THEREFORE, the Council of the City of Maple Ridge, enacts as follows: 1. This Bylaw may be cited as the “Maple Ridge Zone Amending Bylaw No. 7999-2024”. 2. That on PART 1 Title and Table of Contents, 102 TABLE OF CONTENTS be amended by removing “Section 402.27 Temporary Residential” from the Table of Contents list and replacing it with “Deleted by Bylaw No 7999-2024.”. 3. That on PART 2 INTERPRETATIONS AND DEFINITIONS, 202 DEFINITIONS, Section 202.1, MANUFACTURED HOME definition be amended by removing the following text: ‘Where permitted for a Temporary Residential Use, shall be installed on a temporary foundation in compliance with the Canadian Standards Association (CSA) Z240.10.1 Site Preparation, Foundation and Installation of Manufactured Homes requirements’. 4. That on PART 2 INTERPRETATIONS AND DEFINITIONS 202 DEFINITIONS, Section 202.1 MODULAR HOME definition be amended by removing the following text: ‘or as a Temporary Residential’. 5. That PART 2 INTERPRETATIONS AND DEFINITIONS, 202 DEFINITIONS, Section 201.1 be amended by removing the following text definition: ‘TEMPORARY RESIDENTIAL means a Residential Use in a temporary Dwelling Unit for the accommodation of a Relative of the registered owner, and excludes a Modular Home. Refer to Section 402.27 (Temporary Residential) of this Bylaw.’ 6. That PART 4 GENERAL REGULATIONS, 402 REGULATIONS FOR PERMITTED USES OF LAND, BUILDINGS, AND STRUCTURES, Section 402.3 Bed and Breakfast, clause 402.3.1.l. be amended by deleting and replacing the text as follows: ‘shall not be permitted where there is a Caretaker Residential, Detached Garden Suite Residential, Secondary Suite Residential, Tourist Accommodation, or Two-Unit (Duplex) Residential Use on the same Lot.’ 7. That PART 4 GENERAL REGULATIONS, 402 REGULATIONS FOR PERMITTED USES OF LAND, BUILDINGS, AND STRUCTURES Section 402.4 Boarding, clause 402.4.1.d. be amended by deleting and replacing the text as follows: Page 43 of 116 2 ‘shall not be permitted where there is an Agricultural Employee Residential, Caretaker Residential, Detached Garden Suite Residential, or Secondary Suite Residential Use on the Lot; and’. 8. That PART 4 GENERAL REGULATIONS, 402 REGULATIONS FOR PERMITTED USES OF LAND, BUILDINGS, AND STRUCTURES Section 402.9 Density Bonus Regulations for the provision of Assisted Living Residences, clause 402.9.2.d. be amended by deleting and replacing the text as follows: ‘shall not be permitted where there is a Boarding, or Detached Garden Suite Residential Use on the Lot;’. 9. That PART 4 GENERAL REGULATIONS, 402 REGULATIONS FOR PERMITTED USES OF LAND, BUILDINGS, AND STRUCTURES Section 402.17 Neighbourhood Daycare, clause 402.17.1.d. be amended by deleting and replacing the text as follows: ‘not be permitted where there is a Bed and Breakfast, Boarding, Detached Garden Suite Residential, Home Occupation, or Secondary Suite Residential Use on the Lot.’. 10. That PART 4 GENERAL REGULATIONS, 402 REGULATIONS FOR PERMITTED USES OF LAND, BUILDINGS, AND STRUCTURES Section 402.27 Temporary Residential, be deleted in its entirety and replaced by “Temporary Residential - Deleted by Bylaw No. 7999-2024.” 11. That PART 5 AGRICULTURAL ZONES, 501 ZONE: A-1 SMALL HOLDING AGRICULTURAL, Section 501.3 ACCESSORY USES, be amended to remove “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Agricultural Employee Residential; b. Bed and Breakfast; c. Boarding; d. Campground; e. Commercial Kennel; f. Detached Garden Suite Residential; g. Home Occupation; h. Produce Sales; i. Rental Stable; and j. Secondary Suite Residential. k. Deleted by Bylaw No. 7999-2024. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ Page 44 of 116 3 12. That PART 5 AGRICULTURAL ZONES, 501 ZONE: A-1 SMALL HOLDING AGRICULTURAL, Section 501.5 DENSITY, be amended to remove “Temporary Residential” by deleting and replacing the text as follows: ‘1. All Buildings and Structures: a. for Single Detached Residential Use shall be limited to one per Lot; and b. for Produce Sales Use shall be limited to one per Lot. c. Deleted by Bylaw No. 7999-2024.’ 13. That PART 5 AGRICULTURAL ZONES, 502 ZONE: A-2 UPLAND AGRICULTURAL, Section 502.3 ACCESSORY USES, be amended to remove “Temporary Residential” and correct a typographical error in the numbering, by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Agricultural Employee Residential; b. Bed and Breakfast; c. Boarding; d. Campground; e. Commercial Kennel; f. Detached Garden Suite Residential; g. Home Occupation; h. Produce Sales; i. Rental Stable; and j. Secondary Suite Residential. k. Deleted by Bylaw No. 7999-2024. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 14. That PART 5 AGRICULTURAL ZONES, 502 ZONE: A-2 UPLAND AGRICULTURAL, Section 502.5 DENSITY, be amended to remove “Temporary Residential” by deleting and replacing the text as follows: ‘1. All Buildings and Structures: a. for Single Detached Residential Use shall be limited to one per Lot; and b. for Produce Sales Use shall be limited to one per Lot. c. Deleted by Bylaw No. 7999-2024.’ 15. That PART 5 AGRICULTURAL ZONES, 503 ZONE: A-3 EXTENSIVE AGRICULTURAL, Section 503.3 ACCESSORY USES, be amended by removing “Temporary Residential” by deleting and replacing the text as follows: Page 45 of 116 4 ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Agricultural Employee Residential; b. Bed and Breakfast; c. Boarding; d. Campground; e. Commercial Kennel; f. Detached Garden Suite Residential; g. Home Occupation; h. Produce Sales; i. Rental Stable; and j. Secondary Suite Residential. k. Deleted by Bylaw No. 7999-2024. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 16. That PART 5 AGRICULTURAL ZONES, 503 ZONE: A-3 EXTENSIVE AGRICULTURAL, Section 503.5 DENSITY, be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. All Buildings and Structures: a. for Single Detached Residential Use shall be limited to one per Lot; and b. for Produce Sales shall be limited to one per Lot. c. Deleted by Bylaw No. 7999-2024.’ 17. That PART 5 AGRICULTURAL ZONES, 504 ZONE: A-4 INTENSIVE GREENHOUSE, Section 504.3 DENSITY be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Agricultural Employee Residential; b. Boarding; c. Detached Garden Suite Residential; d. Home Occupation; e. Produce Sales; and f. Secondary Suite Residential. g. Deleted by Bylaw No. 7999-2024. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 18. That PART 5 AGRICULTURAL ZONES, 504 ZONE: A-4 INTENSIVE GREENHOUSE, Section 504.5 DENSITY, be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. All Buildings and Structures: a. for Single Detached Residential Use shall be limited to one per Lot; and Page 46 of 116 5 b. for Produce Sales Use shall be limited to one per Lot. c. Deleted by Bylaw No. 7999-2024.’ 19. That PART 6 RESIDENTIAL ZONES, 601 ZONE: R-1 SINGLE DETACHED (LOW DENSITY) URBAN RESIDENTIAL, Section 601.3 ACCESSORY USES, be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; b. Boarding; c. Home Occupation; d. Secondary Suite Residential; e. Deleted by Bylaw No. 7999-2024; f. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 20. That PART 6 RESIDENTIAL ZONES, 602 ZONE: R-2 SINGLE DETACHED (MEDIUM DENSITY) URBAN RESIDENTIAL, Section 602.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; b. Boarding; c. Home Occupation; d. Deleted by Bylaw No. 7999-2024; e. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 21. That PART 6 RESIDENTIAL ZONES, 604 ZONE: R-4 SINGLE DETACHED (INFILL) URBAN RESIDENTIAL, Section 604.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; b. Boarding; c. Home Occupation; d. Secondary Suite Residential; e. Deleted by Bylaw No. 7999-2024; f. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. Page 47 of 116 6 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 22. That PART 6 RESIDENTIAL ZONES, 605 ZONE: RS-1 SINGLE DETACHED RESIDENTIAL, Section 605.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; b. Boarding; c. Detached Garden Suite Residential; d. Hobby Beekeeping; e. Home Occupation; f. Neighbourhood Daycare; g. Secondary Suite Residential; h. Deleted by Bylaw No. 7999-2024; i. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 23. That PART 6 RESIDENTIAL ZONES, 606 ZONE: RS-1A SINGLE DETACHED (AMENITY) RESIDENTIAL, Section 606.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; b. Boarding; c. Detached Garden Suite Residential; d. Hobby Beekeeping; e. Home Occupation; f. Neighbourhood Daycare; g. Secondary Suite Residential; h. Deleted by Bylaw No. 7999-2024; i. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 24. That PART 6 RESIDENTIAL ZONES, 607 ZONE: RS-1B SINGLE DETACHED (MEDIUM DENSITY) RESIDENTIAL, Section 607.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; Page 48 of 116 7 b. Boarding; c. Detached Garden Suite Residential; d. Hobby Beekeeping; e. Home Occupation; f. Neighbourhood Daycare; g. Secondary Suite Residential; h. Deleted by Bylaw No. 7999-2024; i. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 25. That PART 6 RESIDENTIAL ZONES, 608 ZONE: RS-1C SINGLE DETACHED (LOW DENSITY) Residential, Section 608.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; b. Boarding; c. Detached Garden Suite Residential; d. Hobby Beekeeping; e. Home Occupation; f. Neighbourhood Daycare; g. Secondary Suite Residential; h. Deleted by Bylaw No. 7999-2024; i. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 26. That PART 6 RESIDENTIAL ZONES, 609 ZONE: RS-1D SINGLE DETACHED (HALF ACRE) RESIDENTIAL, Section 609.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast in Single Residential only; b. Boarding; c. Detached Garden Suite Residential; d. Hobby Beekeeping; e. Home Occupation; f. Neighbourhood Daycare; g. Secondary Suite Residential; h. Deleted by Bylaw No. 7999-2024; Page 49 of 116 8 i. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 27. That PART 6 RESIDENTIAL ZONES, 610 ZONE: RS-2 SINGLE DETACHED SUBURBAN RESIDENTIAL, Section 610.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; b. Boarding; c. Detached Garden Suite Residential; d. Hobby Beekeeping; e. Home Occupation; f. Neighbourhood Daycare; g. Produce Sales; h. Secondary Suite Residential; i. Deleted by Bylaw No. 7999-2024; j. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information. 3. Accessory Uses consistent with the R-1 Zone shall be permitted specific to the RS-2 Zoned portion of the following Lot: a. Lot 37 Section 11 Township 12 New Westminster District Plan EPP136035.’ 28. That PART 6 RESIDENTIAL ZONES, 611 ZONE: RS-3 SINGLE DETACHED RURAL RESIDENTIAL, Section 611.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Agricultural Employee Residential; b. Bed and Breakfast; c. Boarding; d. Campground; e. Detached Garden Suite Residential; f. Hobby Beekeeping; g. Home Occupation; h. Neighbourhood Daycare; i. Produce Sales; j. Rental Stable; k. Secondary Suite Residential; l. Deleted by Bylaw No. 7999-2024; Page 50 of 116 9 m. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 29. That PART 6 RESIDENTIAL ZONES, 614 ZONE: SRS SPECIAL URBAN RESIDENTIAL, Section 614.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; b. Boarding; c. Detached Garden Suite Residential; d. Hobby Beekeeping; e. Home Occupation; f. Secondary Suite Residential; g. Deleted by Bylaw No. 7999-2024; h. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 30. That PART 6 RESIDENTIAL ZONES, 615 ZONE: RT-1 TWO-UNIT (DUPLEX) URBAN RESIDENTIAL Section 615.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Boarding; b. Hobby Beekeeping; c. Home Occupation; d. Neighbourhood Daycare limited to Single Detached Residential; e. Deleted by Bylaw No. 7999-2024; f. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 31. That PART 6 RESIDENTIAL ZONES, 624 ZONE: RG CLUSTER HOUSING RESIDENTIAL Section 624.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Boarding; b. Home Occupation; c. Secondary Suite Residential; Page 51 of 116 10 d. Deleted by Bylaw No. 7999-2024; e. Urban Infill Residential, subject to Section 402.29 (Urban Infill Residential) of this Bylaw. 2. The following shall be permitted as Accessory Uses to the Two-Unit Residential and Cluster Housing Residential Uses in this Zone: a. Boarding; and b. Home Occupation. 3. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 32. That PART 6 RESIDENTIAL ZONES, 625 ZONE: RG-2 SUBURBAN RESIDENTIAL STRATA, Section 625.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Boarding; b. Home Occupation; c. Secondary Suite Residential; d. Deleted by Bylaw No. 7999-2024; 2. The following shall be permitted as Accessory Uses to the Two-Unit Residential and Cluster Housing Residential Uses in this Zone: a. Boarding; and b. Home Occupation. 3. Refer to Section 401 and Section 402 of this Bylaw for additional information.’ 33. That PART 10 RESIDENTIAL ZONES, 1018 CD-1-93, Section 1018.3 ACCESSORY USES be amended by removing “Temporary Residential” by deleting and replacing the text as follows: ‘1. The following shall be permitted as Accessory Uses to one of the permitted Principal Uses in this Zone: a. Bed and Breakfast; b. Boarding; c. Detached Garden Suite Residential (15 metres wide Lots); d. Hobby Beekeeping; (15 metres wide Lots); e. Home Occupation; f. Neighbourhood Daycare (15 metres wide Lots); g. Secondary Suite Residential; h. Deleted by Bylaw No. 7999-2024’ 34. That PART 10 RESIDENTIAL ZONES, 1026 CD-3-98, Section 1026.3 ACCESSORY USES be amended by removing “Temporary Residential” and amending typographic formatting by deleting and replacing the text as follows: ‘1. Accessory Boarding use (subject to Sec. 401 and 601 of this Bylaw); 2. Accessory Buildings use and Accessory Structures use; Page 52 of 116 11 3. Accessory Home Occupation use (subject to Sec. 401 of this Bylaw); 4. Accessory Off-Street Parking; 5. Deleted by Bylaw No. 7999-2024; 6. Secondary Suite Residential, limited to Lots for R-1, RS-1 and RS-1b use.’ 35. That PART 10 RESIDENTIAL ZONES, CD-1-99, Section 1027.3 ACCESSORY USES be amended by removing “Temporary Residential” and amending typographic formatting by deleting and replacing the text as follows: ‘1. Accessory Boarding use (subject to Sec. 401 and 601 of this Bylaw); 2. Accessory Buildings use and Accessory Structures use; 3. Accessory Home Occupation use (subject to Sec. 401 of this Bylaw); 4. Accessory Off-Street Parking; 5. Deleted by Bylaw No. 7999-2024; 6. Secondary Suite Residential.’ 36. Maple Ridge Zoning Bylaw No. 7600-2019, as amended, is hereby amended accordingly. READ a first time the day of , 20 READ a second time the day of , 20 PUBLIC HEARING held the day of , 20 READ a third time the day of , 20 ADOPTED, the day of , 20 PRESIDING MEMBER CORPORATE OFFICER Page 53 of 116 October 1, 2024 - Committee of the Whole Page 1 of 1 Policy No. 5.11 – Proceeds of Sale of Municipal Land Policy update from the Audit & Finance Committee Recommendation: That amended Policy No. 5.11 – Proceeds of Sale of Municipal Land be adopted. Report Purpose and Summary Statement: The purpose of this report is, on the recommendation of the Audit & Finance Committee, to bring forward updated Policy No. 5.11 – Proceeds of Sale of Municipal Land, reviewed by the Committee on September 24, for consideration of adoption. Strategic Alignment: Governance & Corporate Excellence Page 54 of 116 October 1, 2024 – Committee of the Whole Page 1 of 2 To: Mayor and Council File number: [05-1880] Policy updates from the Audit & Finance Committee BACKGROUND: As part of Council’s commitment to Governance & Corporate Excellence an Objective and Key Result (OKR) was established to review 75% of policies within two years. Policy No. 5.11 – Proceeds of Sale of Municipal Land was reviewed by the Audit & Finance Committee at their meeting on September 24 and is being brought forward to Council for consideration and adoption on the recommendation of the committee:  Policy 5.11 – Proceeds of Sale of Municipal Land The report, draft policy and comparison document is attached to this report for your review. ANALYSIS: Strategic Alignment: The review and update of policies is aligned with Council Strategic Priority of Governance & Corporate Excellence and related OKR of reviewing 75% of policies within 2 years. OPTIONS & IMPLICATIONS: Council may direct staff to make additional amendments to the attached policy. Staff would bring it back to Council following the completion of those amendments. CONCLUSION: The attached policy was reviewed by the Audit & Finance Committee on September 24. The committee endorsed the policy and directed staff to bring it forward to Council for consideration with a recommendation to adopt. Prepared by: Catherine Nolan, CPA, CGA Deputy Director of Finance Attachments: (A) Policy 5.11 Proceeds of Sale of Municipal Land Page 55 of 116 October 1, 2024 - Committee of the Whole Page 2 of 2 Report Approval Details Document Title: Policy No. 5.11 Consideration and Adoption from AFC.docx Attachments: - Policy 5.11 Proceeds of Sale of Municipal Land from AFC.pdf Final Approval Date: Sep 26, 2024 This report and all of its attachments were approved and signed as outlined below: Trevor Thompson, Chief Financial Officer Scott Hartman, Chief Administrative Officer Page 56 of 116 ~ Maple Ridee City of Maple Ridge - TO: His Worship Mayor Dan Ruimy and Members of Council MEETING DATE: Sept. 24, 2024 FILE NO: FROM: Chief Administrative Officer MEETING: Audit & Finance Committee SUBJECT: Policy 5.11 Proceeds of Sale of Municipal Land EXECUTIVE SUMMARY: As part of Council's commitment to Governance & Corporate Excellence an objective was set to review 75% of policies. Policy 5.11 Municipal Land -Disposition of Proceeds Upon Sale was adopted in 1993 and has generally served the City well although it has not been updated since adoption. The policy directs that 75% of proceeds from the sale of land be deposited to the Capital Works Reserve and the remaining 25% to the Land Reserve. While the recommendation is to retain the existing distribution of proceeds, the policy name has been updated, references to legislation have been updated to reflect current legislation and language has been added to guide situations where it makes sense to deviate from the policy. RECOMMENDATION: That the Audit & Finance Committee endorse the attached policy 5.11 Proceeds of Sale of Municipal Land and direct staff to forward it to the October 8, 2024, Council Meeting for consideration and adoption. DISCUSSION: a) Background Context: Legislation requires that monies from the sale of municipal land and improvements be credited to a reserve fund for the purpose of paying any debt remaining in relation to the property and of acquiring land, improvements and other assets of a capital nature. That requirement has remained consistent through changes in legislation from the Municipal Act through to the Community Charter in effect today. Policy 5.11 -Municipal Lands -Disposition of Proceeds Upon Sale was adopted in 1993 and specified that 75% of the proceeds from the sale of municipal land be deposited to the Capital Works Reserve and the remaining 25% be deposited to the Land Reserve. This distribution of proceeds offers flexibility to the City as monies in the Capital Works Reserve can be used to fund the City's general capital program, including the acquisition of land, whereas monies in the Land Reserve can only be used to acquire land. Page 1 of 2 Page 57 of 116 b) Desired Outcome: The existing distribution of proceeds from the sale of land has generally served the City well and no change to this direction is suggested at this time. There have been occasions where Council has directed a disposition of proceeds that deviates from the policy, such as instances where monies from various reserves were used to acquire land for short-term investment purposes with direction provided to repay those reserves upon disposition. These deviations have been authorized by Council resolution and it is suggested that this provision be incorporated into the policy. c) Strategic Alignment: The attached policy is aligned with Council's Strategic Priority of Governance & Corporate Excellence. It confirms the direction for the disposition of proceeds from the sale of land, references have been updated to current legislation and a provision to provide an additional degree of flexibility has been incorporated. d) Alternatives: The Audit & Finance Committee could direct staff to change the existing distribution of proceeds. CONCLUSION: Updating Policy 5.11 Proceeds of Sale of Municipal Land is aligned with the City's Objective & Key Result (OKR) to update 75% of policies within 2 years. The policy direction has generally served the City well and updates consist of aligning the policy with existing legislation and incorporating a provision to allow Council to alter the disposition of proceeds for specific properties by resolution. Prepared by: Catherine Nolan, CPA, CGA Deputy Director of Finance Approved by: mpson, BBA, CPA, CGA Concurrence: Chief Administrative Officer Attachments: (A) Policy 5.11 Proceeds of Sale of Municipal Land -DRAFT (B) Policy 5.11 Comparison Document Page 2 of 2 Page 58 of 116 ~, Maple Ridee COUNCIL POLICY ~ Policy No: 5.11 Title: Proceeds of Sale of Municipal Land Policy Supersedes: n/a Effective Date: Amended Date: Review Date: June 7, 1993 September_, 2024 September_, 2026 Policy Statement: The City wishes to set out how proceeds from the sale of the City Land will be used and held. Purpose: The purpose of this Policy is to direct how proceeds from the sale of City Land are used and the reserves they are deposited to. Scope: This Policy applies to sale proceeds of City Land. Definitions: Land includes any land in fee simple that the City owns and any improvements upon the lands, including any municipal facilities. Procedure: 1. Proceeds that the City receives from the sale of City Land will be credited to a reserve fund in accordance with the Community Charter, as follows: (a) Seventy-five (75) percent of the proceeds may be paid into Maple Ridge Capital Works Reserve Fund to be used first for the repayment of any debt remaining in relation to the property, and subsequently for the acquisition of land, improvements or other assets of a capital nature, including the renewal of existing capital assets; (b) The remaining twenty-five (25) percent of the proceeds may be paid into the Maple Ridge Land Reserve Fund to be used first for the repayment of any debt remaining in relation to the property and subsequently for the acquisition of land; or (c) Council may, by resolution, direct that proceeds from the sale of Land after first being used for the repayment of any debt remaining in relation to the property, be deposited to reserves other than the Capital Works Reserve of the Land Reserve. Doc#3606769 Page 1 of 2 Policy Page 59 of 116 2. Funds received from the proceeds of tax sale properties will be expended in accordance with the Local Government Act. Administration: This Policy will be administered by the Finance department. Consequences: n/a Accommodations: n/a (Administration Only) Signature Date Signed Resolution No.: Doc#3606769 Page 2 of 2 Policy Page 60 of 116 -4-•· Policy 5.11-Comparison Document -I ! Section Policy 5.11 (Origirial) _ Policy 5.11 (Revised) ·-' Policy Name Municipal Lands -Disposition Proceeds Upon Sale Proceeds of Sale of Municipal Land Policy Policy Statement Upon the permanent disposition of municipal The City wishes to set out how proceeds from the sale of the lands, the proceeds may be placed to the credit of a City Land will be used and held. special fund under Part 7 of the Municipal Act as follows: a) seventy-five (75) percent of the proceeds may be paid into Maple Ridge Capital Works Reserve Fund to be used for the purposes of expenditure in respect of capital projects and any land, machinery or equipment necessary therefore, including the extension or renewal of existing capital works; and b) the remaining twenty-five (25) percent of the proceeds may be paid into Maple Ridge Land Reserve Fund to be used for the purposes of land acquisition. Purpose To set a policy to direct that twenty-five percent of The purpose of this Policy is to direct how proceeds from the the proceeds from the sale of Municipal lands may sale of City Land are used and the reserves they are be credited to a Land Reserve Fund, to ensure that deposited to. the Municipality has the resources in the future to acquire additional lands. Scope Not addressed in the original policy This Policy applies to sale proceeds of City Land. 1 of 3 Page 61 of 116 Section Policy 5.11 (Original) I. Policy 5.11 (Revised) I Definitions Permanent disposition may include the long term Land includes any land in fee simple that the City owns and leasing and exchange of Municipal lands. Money any improvements upon the lands, including any municipal received from the proceeds of tax sale properties facilities. shall be expended in accordance with Section 380 of the Municipal Act. Procedure Not part of the original policy 1. Proceeds that the City receives from the sale of City Land will be credited to a reserve fund in accordance with the Community Charter, as follows: (a) Seventy-five (75) percent of the proceeds may be paid into Maple Ridge Capital Works Reserve Fund to be used first for the repayment of any debt remaining in relation to the property, and subsequently for the acquisition of land, improvements or other assets of a capital nature, including the renewal of existing capital assets; (b) The remaining twenty-five (25) percent of the proceeds may be paid into the Maple Ridge Land Reserve Fund to be used first for the repayment of any debt remaining in relation to the property and subsequently for the acquisition of land; or (c) Council may, by resolution, direct that proceeds from the sale of Land after first being used for the repayment of any debt remaining in relation to the property, be deposited to reserves other than the Capital Works Reserve of the Land Reserve. 2 of 3 Page 62 of 116 ---I I Section Policy 5.11 (Origina_l} Policy 5.11 (Revised) --I 2. Funds received from the proceeds of tax sale properties will be expended in accordance with the Local Government Act. Administration Not addressed in the original policy This Policy will be administered by the Finance Department 3 of 3 Page 63 of 116 October 1, 2024 - Committee of the Whole Page 1 of 1 Policy No. 5.55 – Gaming Revenues Policy update from the Audit & Finance Committee Recommendation: That amended Policy No. 5.55 – Gaming Revenues be adopted. Report Purpose and Summary Statement: The purpose of this report is, on the recommendation of the Audit & Finance Committee, to bring forward updated Policy No. 5.55 – Gaming Revenues, reviewed by the Committee on September 24, for consideration of adoption. Strategic Alignment: Governance & Corporate Excellence Page 64 of 116 October 1, 2024 – Committee of the Whole Page 1 of 2 To: Mayor and Council File number: [05-1880] Policy updates from the Audit & Finance Committee BACKGROUND: As part of Council’s commitment to Governance & Corporate Excellence an Objective and Key Result (OKR) was established to review 75% of policies within two years. Policy No. 5.55 – Gaming Revenues was reviewed by the Audit & Finance Committee at their meeting on September 24 and is being brought forward to Council for consideration and adoption on the recommendation of the committee: The report, draft policy and comparison document is attached to this report for your review. ANALYSIS: Strategic Alignment: The review and update of policies is aligned with Council Strategic Priority of Governance & Corporate Excellence and related OKR of reviewing 75% of policies within 2 years. OPTIONS & IMPLICATIONS: Council may direct staff to make additional amendments to the attached policy. Staff would bring it back to Council following the completion of those amendments. CONCLUSION: The attached policy was reviewed by the Audit & Finance Committee on September 24. The committee endorsed the policy and directed staff to bring it forward to Council for consideration with a recommendation to adopt. Prepared by: Catherine Nolan, CPA, CGA Deputy Director of Finance Attachments: (A) Policy 5.55 Gaming Revenues Page 65 of 116 October 1, 2024 - Committee of the Whole Page 2 of 2 Report Approval Details Document Title: Policy No. 5.55 Consideration and Adoption from AFC.docx Attachments: - Policy 5.55 Gaming Revenues from AFC.pdf Final Approval Date: Sep 26, 2024 This report and all of its attachments were approved and signed as outlined below: Trevor Thompson, Chief Financial Officer Scott Hartman, Chief Administrative Officer Page 66 of 116 ~ Maple Rid,ze -City of Maple Ridge TO: His Worship Mayor Dan Ruimy and Members of Council MEETING DATE: Sept. 24, 2024 FILE NO: FROM: Chief Administrative Officer MEETING: Audit & Finance Committee SUBJECT: Policy 5.55 Gaming Revenues EXECUTIVE SUMMARY: As part of Council's commitment to Governance & Corporate Excellence an objective was set to review 75% of policies. Under an agreement with the Province the City receives 10% of the net proceeds from the facility with a stipulation that the funds be used for community benefit. Policy 5.55 Gaming Revenues was adopted in 2011 in advance of the first Gaming Facility opening in the City. The policy estimated annual revenues from the facility at $500,000 and defined how those funds would be used to achieve a community benefit. Since the policy was adopted, our experience has been that annual revenues of approximately $1.5 million can be expected from the local Chances facility, accordingly, this amount has been set as the base revenue going forward. The policy adopted in 2011 set parameters for the uses of gaming revenues, allocating a set percentage of the expected $500,000 toward a number of specific activities, predominantly in support of capital investment. The recommended direction going forward is to simplify this allocation while retaining the focus on capital investment. RECOMMENDATION: That the Audit & Finance Committee endorse the attached Policy 5.55 Gaming Revenues and direct staff to forward it to the October 8, 2024 Council Meeting for consideration and adoption. DISCUSSION: a) Background Context: Under an agreement with the Province, the City receives 10% of the net proceeds from the local gaming facility with a stipulation that the funds be used to provide a community benefit. Policy 5.55 Gaming Revenues was adopted in 2011 in advance of the first gaming facility opening in the City. At the time, the City estimated annual revenues from the facility at $500,000 and the policy defined how funds received under this agreement would be used to achieve the stipulated community benefit, allocating them on a percentage basis Page 1 of 3 Page 67 of 116 The City now has several years of experience on the level of annual revenue that can be reasonably expected from the local gaming facility. This is reflected in the draft revisions by increasing the annual base revenue expectation to $1.5 million. In order to introduce a greatly level of flexibility into the policy the allocation of funds has been amended to specify that 75% of base revenues will be allocated to funding for new Municipal infrastructure and the renewal or replacement of existing Municipal infrastructure, 25% will be allocated to various initiatives to support the City's Town Centre development and one-time operating costs for approved items. Consistent with previous direction, revenues received in excess of $1.5 million will be directed to funding for new Municipal infrastructure and the renewal or replacement of existing Municipal infrastructure. This allocation will preserve the ability to continue funding the same initiatives that are currently funding through gaming revenues while making it easier to shift funding to new initiatives as corporate priorities change over time. b) Desired Outcome: The desired outcome is an updated policy that reflects the City's experience while incorporating some additional flexibility in the use of gaming revenues for various initiatives. c) Strategic Alignment: The attached policy is aligned with Council's Strategic Priority of Governance & Corporate Excellence and the objective to review 75% of policies within 2 years. d) Alternatives: While the policy has been structured in a way that recognizes that while this is generally a reliable annual revenue source it can be impacted by factors beyond the City's control. This is why the focus of the funding is toward one-time items rather than ongoing operational items. The Committee could direct staff to explore a different approach, however that is not recommended, simply due to the operational impact that would occur if there were a sudden drop in revenues, as experienced during the pandemic. Page 2 of 3 Page 68 of 116 CONCLUSION: Updating Policy 5.55 Gaming Revenues is aligned with Council Strategic Plan and the related Objective & Key Result (OKR) of reviewing 75% of policies within 2 years. The policy direction will support the existing funding allocations while introducing a greater degree of flexibility to respond to changing corporate priorities. Prepared by: Catherine Nolan, CPA, CGA Deputy Director of Finance Approved by: Director of Finance Concurrence: JI< ,<;;;_ sc/tt Hartman ~ Chief Administrative Officer Attachments: (A) Policy 5.55 Gaming Revenues -DRAFT (B) Policy 5.55 Comparison Document Page 3 of 3 Page 69 of 116 Doc#3606769 Page 1 of 2 Policy COUNCIL POLICY Title: Gaming Revenue Policy Policy No: 5.55 Supersedes: 5.55 (June 15, 2011) Effective Date: June 15, 2011 Amended Date: September __, 2024 Review Date: September ___, 2025 Policy Statement: The City will use gaming facility revenues to provide funding for the capital cost of new municipal infrastructure, renewal of existing infrastructure, various initiatives to support the City’s Town Centre development, and limited one-time operating costs. Purpose: The City receives 10% of net revenues from the local Provincial gaming facility under an agreement that stipulates the funding will be used for community benefit. The purpose of this Policy is to define how the Gaming Revenues will be used to achieve that objective. Scope: This Policy applies to City staff and the public. Definitions: Base Amount means the base amount of annual Gaming Revenues. City means the City of Maple Ridge. Gaming Revenue means the funding received by the City from the Province of British Columbia pursuant to the Host Financial Assistance Agreement. Municipal Infrastructure means the assets used by the City to deliver services to citizens. Procedure: 1. For the purposes of this Policy, the Base Amount is $1,500,000. The Base Amount may be adjusted during the Business and Financial Planning Process. 2. On an annual basis during the Business and Financial Planning Process, the City's Finance Department will calculate projections for the Gaming Revenue that is expected for the ensuing planning period. Page 70 of 116 Doc#3606769 Page 2 of 2 Policy 3. The Base Amount will be allocated as follows, up to its maximum of $1,500,000: (a) 75% of the Gaming Revenues will be allocated to funding for new Municipal Infrastructure and the renewal or replacement of existing Municipal Infrastructure; (b) 25% of the Gaming Revenues will be allocated to various initiatives to support the City’s Town Centre development and one-time operating costs for approved items. Examples of eligible items include, but are not limited to, downtown security, neighbourhood initiatives and social capital, increased maintenance in the town centre area, events in Memorial Peace Park; and (c) Any Gaming Revenues received by the City that are in excess of the Base Amount will be allocated to funding new Municipal Infrastructure and the renewal or replacement of existing Municipal Infrastructure. Administration: The Finance department will administer and maintain this Policy. (Administration Only) Resolution No.: Signature ______________________________ Date Signed _________________________ Page 71 of 116 Page 72 of 116 Page 73 of 116 Page 74 of 116 Page 75 of 116 October 1, 2024 - Committee of the Whole Page 1 of 1 Policy No. 5.35 – Staff Expenses Policy update from the Audit & Finance Committee Recommendation: That amended Policy No. 5.35 – Staff Expenses be adopted. Report Purpose and Summary Statement: The purpose of this report is, on the recommendation of the Audit & Finance Committee, to bring forward updated Policy No. 5.35 – Staff Expenses, reviewed by the Committee on September 24, for consideration of adoption. Strategic Alignment: Governance & Corporate Excellence Page 76 of 116 October 1, 2024- Committee of the Whole Page 1 of 2 To: Mayor and Council File number: [05-1880] Policy updates from the Audit & Finance Committee BACKGROUND: As part of Council’s commitment to Governance & Corporate Excellence an Objective and Key Result (OKR) was established to review 75% of policies within two years. Policy No. 5.35 – Staff Expenses was reviewed by the Audit & Finance Committee at their meeting on September 24 and is being brought forward to Council for consideration and adoption on the recommendation of the committee: The report, draft policy and comparison document is attached to this report for your review. ANALYSIS: Strategic Alignment: The review and update of policies is aligned with Council Strategic Priority of Governance & Corporate Excellence and related OKR of reviewing 75% of policies within 2 years. OPTIONS & IMPLICATIONS: Council may direct staff to make additional amendments to the attached policy. Staff would bring it back to Council following the completion of those amendments. CONCLUSION: The attached policy was reviewed by the Audit & Finance Committee on September 24. The committee endorsed the policy and directed staff to bring it forward to Council for consideration with a recommendation to adopt. Prepared by: Catherine Nolan, CPA, CGA Deputy Director of Finance Attachments: (A) Policy 5.35 Staff Expenses Page 77 of 116 October 1, 2024 - Committee of the Whole Page 2 of 2 Report Approval Details Document Title: Policy No. 5.35 Consideration and Adoption from AFC.docx Attachments: - Policy 5.35 Staff Expense Policy from AFC.pdf Final Approval Date: Sep 26, 2024 This report and all of its attachments were approved and signed as outlined below: Trevor Thompson, Chief Financial Officer Scott Hartman, Chief Administrative Officer Page 78 of 116 ~ Maple Rid(le -City of Maple Ridge TO: His Worship Mayor Dan Ruimy and Members of Council MEETING DATE: Sept. 24, 2024 FILE NO: FROM: Chief Administrative Officer MEETING: Audit & Finance Committee SUBJECT: Policy 5.35 Staff Expense Policy EXECUTIVE SUMMARY: As part of Council's commitment to Governance & Corporate Excellence an objective was set to review 75% of policies. Policy 5.35 -Expense Policy for Council, Employees & Other Authorized Persons was adopted in 2002 and has not been updated since that time. The policy guides the approval and reimbursement of expenses for attendance at conferences, seminars, workshops and meetings. Since the policy was adopted the organizational structure has changed and a decision was made to have a separate policy for Council Expenses. As a result, Policy 5.35 requires updating to reflect the current organizational structure and related approval authorities and to remove references to Council. RECOMMENDATION: That the Audit & Finance Committee endorse the attached Policy 5.35 Staff Expense Policy and direct staff to forward it to the October 8, 2024 Council Meeting for consideration and adoption. DISCUSSION: a) Background Context: Policy 5.35 -Expense Policy for Council, Employees & Other Authorized Persons was adopted in 2002 and has not been updated since that time. Since 2002, the organizational structure has been changed and a decision has been made to have a separate policy to guide Council expenses in recognition of their different role and status as elected officials. A comparison of the previous and proposed policy is included in the Comparison Document included as Attachment B. The main changes in the proposed policy are to remove General Managers from the approval authorities, to link per-diem rates to those established in Canada Revenue Agency's Meals and Expense Allowance, as amended from time to time. Page 1 of 2 Page 79 of 116 b) Desired Outcome: The desired outcome is an updated policy that clearly identifies eligible and ineligible expenses, reflects the City's new organizational structure and to link the per-diem rates paid to those set by an independent body and amended on a semi-annual basis. c) Strategic Alignment: The attached policy is aligned with Council's Strategic Priority of Governance & Corporate Excellence and the objective to review 75% of policies within 2 years. d) Alternatives: The Audit & Finance Committee is being asked to endorse the draft policy as attached. Should the committee wish staff to make further amendments to the policy they can refer it back to staff for additional revisions. CONCLUSION: Updating Policy 5.35 Staff Expenses is aligned with Council Strategic Plan and the related Objective & Key Result (OKR) of reviewing 75% of policies within 2 years. The policy direction reflects the current organizational structure as it pertains to approval of expenses and links the per-diem rates to those established by Canada Revenue Agency. Prepared by: Catherine Nolan, CPA, CGA Deputy Director of Finance Approved by: Concurrence: Attachments: ~ Trevor ljl,ompson, BBA, CPA, CGA Director of Finance Chief Administrative Officer (A) Policy 5.35 Staff Expense Policy -DRAFT (B) Policy 5.35 Comparison Document Page 2 of 2 Page 80 of 116 ;;~ Maple Ridee COUNCIL POLICY - Title: Staff Expense Policy Policy No: 5.35 Supersedes: Expense Policy for Council, Employees and Other Authorized Persons No. 5.35 (2002) Effective Date: TBA 2024 Policy Statement: Amended Date: n/a Review Date: TBA 2026 The City recognizes that City staff play a pivotal role in delivering services to our community and implementing the processes that align with Council's strategic direction for the City, and that City staff may incur expenses throughout the course of their roles at the City. Purpose: The purpose of this Policy is to establish procedures and guidance for City staff regarding expenditures they may incur during the performance of their roles at the City. This Policy sets out parameters to: a. provide transparency to the public on how funds are allocated towards City staff expenditures; and b. establish accountability and oversight of how funds are allocated towards City staff expenditures. Scope: This Policy applies to City staff members and authorized persons working on behalf of the City, and relates specifically to the following: a. attendance at meetings (in and out of town); b. attendance at Conferences (in and out of town); c. reimbursement of out-of-pocket expenses; and d. other matters as set out in this Policy. This Policy does not apply to any staff training and development. These matters fall exclusively under the scope of the City's Staff Training & Development Policy, as amended from time to time. Definitions: "Conferences" means, for the purposes of this Policy, formal meetings of people with a shared interest in certain municipal matters that typically takes place over several day at an external location or remotely. "Meetings" means events that advance the City's priorities and may be held within the City, at external locations or virtually. Doc#3606769 Page 1 of 4 Policy Page 81 of 116 Procedure: APPROVAL AUTHORITIES 1. All expenses claimed by City staff must be within the City's approved Financial Plan. 2. City staff must obtain approval for expenses from the Director (or Director's designate) of their respective department. 3. Directors' expenses will be approved by the CAO, and the CAO's expenses will be approved by the Mayor with a concurrent signature from the Director of Finance or the Deputy Director of Finance. BUDGET ALLOCATION 4. The corporate budget for attendance at Meetings, Conferences, and other events covered by this policy is set annually during the business planning process and included in department budgets. 5. Per diem will be determined and updated based on Canada Revenue Agency's Meals and Expense Allowance, found at the following hyperlink, as amended from time to time: HYPERLINK: https://www.canada.ca/en/revenue-agency/corporate/about-canada-revenue-agency-cra/travel- directive/appendix-b-meals-allowances-october-2023.html (described as Appendix B: Meals and allowances -Canada.ca.) 6. Per diem allowances will be pro-rated based on the time of travel and meals provided. For each meal provided at a conference or event, the eligible per diem amount will be reduced by the provision for that meal. 7. Per diem allowances are included in the annual department budgets. TRANSPORTATION Travel Expenses 8. Travel by bus, plane, train, or vehicle are permitted with approval from the department Director, including roundtrip travel. Expenses may only be claimed for economytravelfares, and associated costs of travel. Where multiple options for economy travel fairs are offered, the option that provides an appropriate level of flexibility for travel changes may be selected. 9. Other costs associated with travel may also be reimbursed, including: a. tolls; b. first luggage fee; c. parking meterfees; d. car mileage for distance travelled in a personal vehicle will be paid at the prevailing reasonable rate as determined by Canada Revenue Agency; and e. taxis and rideshares (i.e. Uber). 10. Where a City staff member's compensation includes a car allowance, mileage will not be paid. Doc#3606769 Page 2 of 4 Policy Page 82 of 116 Partner and Family Travel 11. Partners or family members of City staff will not be reimbursed for travel expenses. Business and Personal Travel 12. City staff wishing to combine City-business travel with their own personal travel may do so at their own expense, including any additional accommodation and miscellaneous expenses not associated with business travel for the City. ACCOMODATIONS 13. Accommodation costs must be reasonable and within the corporate budget. 14. If City staff are travelling outside of Maple Ridge on City-business and overnight accommodations are required, the limits set out in section 5 of this Policy will apply. CONFERENCES AND EVENTS Registration Fees and Meals 15. If no overnight accommodations are required and no meals are provided, meals purchased and fees associated with registration for approved Conferences, Meetings, or other events may be claimed up to the per diem limits as set out in section 5 of this Policy. Conferences, Meetings, and other Events 16. City staff, including Directors and the CAO, may attend Conferences, Meetings, orothereventsset out in this Policy that align with the City's objectives, provided that they obtain the appropriate approvals to attend, where necessary. 17. City staff may incur reasonable expenses for Conferences, Meetings and other events that align with this Policy, such as expenses for registration and meals. INELIGIBLE EXPENSES 18. Certain expenditures are ineligible to be claimed, including the following: a. costs for overnight accommodations in Maple Ridge; b. traffic fines or parking tickets; c. costs for vehicle repair, towing, or accidents; d. mileage claims for individuals that receive mileage allowance as part of their compensation; e. costs related to partner or family travel; f. costs related to political events and activities; g. any other expenditures deemed to exceed the scope, intent, and budget of this Policy, as determined by the Director of Finance or their designate. Administration: 19. This Policy will be administered by the Director of Finance or their designate. 20. This Policy will be reviewed by the Director of Finance or their designate 2 years following adoption to ensure that it is still meeting the requirements of the City, and then every year thereafter. Doc#3606769 Page 3 of 4 Policy Page 83 of 116 21. All registrations and travel arrangements related to this Policy will be coordinated by the City staff member and their Director (or Director's designate). Consequences: 22. Breach of this Policy will be addressed by the City staff member's Director (or that Director's designate), depending on the nature of the breach. Accommodations: 23. If there are extenuating circumstances that necessitate a partner or family member travel with a City staff member, such as injury, illness or disability necessitating their assistance, exceptions may be considered to accommodate this and approved by the Director of the department and Director of Finance, per this Policy. {Administration Only) Signature Date Signed Resolution No.: Doc#3606769 Page 4 of 4 Policy Page 84 of 116 Policy 5.35 -Comparison Document I Section Policy 5.35 (Originaj) Poli_cy 5.35 {Revised) Policy Name Policy Statement Purpose Scope Expense Policy for Council, Employees & Other Authorized Persons The attendance at conventions, seminars, workshops and meetings dealing with Municipal or Management issues is beneficial to the Municipality as they assist our members to sharpen their expertise, make valuable contacts with members of other organizations and conduct Municipal business. The Municipality supports enrolment in these outside activities, provided the financial resources are available and the anticipated costs can be justified. The District recognizes that Council and employees are an important element in the delivery of services and is committed to providing the necessary training and development to enable corporate service objectives to be met. Therefore, attendance by elected and appointed staff at appropriate meetings, conferences and seminars for the purposes of development and networking is encouraged. The establishment of a policy on expenses, payment limit, approval authority and reporting requirements provides consistency and uniformity in the administration of requests for attendance at such events Not addressed in the original policy Staff Expense Policy The City recognizes that City staff play a pivotal role in delivering services to our community and implementing the processes that align with Council's strategic direction for the City, and that City staff may in cur expenses throughout the course of their roles at the City. The purpose of this Policy is to establish procedures and guidance for City staff regarding expenditures they may incur during the performance of their roles at the City. This Policy sets out parameters to: a. provide transparency to the public on how funds are allocated towards City staff expenditures; and b. establish accountability and oversight of how funds are allocated towards City staff expenditures. This Policy applies to City staff members and authorized persons working on behalf of the City, and relates specifically to the following: a. attendance at meetings (in and out of town); 1 of 10 Page 85 of 116 I Section Policy 5.35 (Original) -Policy 5.35 (Revised) - Definitions: Conferences Meetings Procedure Section 1: Approval Authorities and Expense Claim Procedures 1.1 Approval Authorities All expenses must be in accordance with the approved Financial Plan. -The Mayor approves Councillors' requests and travel claim expenses. -The CAO approves the Mayor's & General Managers' requests and travel claim expenses. b. attendance at Conferences (in and out of town); c. reimbursement of out-of-pocket expenses; and d. other matters as set out in this Policy. This Policy does not apply to any staff training and development. These matters fall exclusively under the scope of the City's Staff Training & Development Policy, as amended from time to time. means, for the purposes of this Policy, formal meetings of people with a shared interest in certain municipal matters that typically takes place over several day at an external location or remotely. means events that advance the City's priorities and may be held within the City, at external locations or virtually. APPROVAL AUTHORITIES 1. All expenses claimed by City staff must be within the City's approved Financial Plan . 2. City staff must obtain approval for expenses from the Director (or Director's designate) of their respective department. -The General Manager of a Division approves their 3. Department Heads' requests and travel claim Directors' expenses will be approved by the CAO, and the CAO's expenses will be approved by the Mayor with a concurrent signature from the Director of Finance or the Deputy Director of Finance. expenses. 2 of 10 Page 86 of 116 I Section Policy 5.35 (Original) • -Policy 5.35 (Revised) BUDGET ALLOCATION -The Department head approves the request and travel claim expenses of any staff member in his 4. Department. The corporate budget for attendance at Meetings, Conferences, and other events covered by this policy is set annually during the business planning process and included in department budgets. -The Director of Finance approves the CAO's travel claim expenses. General Notes: -Approval for travel must be provided in writing -For travel involving overnight accommodation, the traveler should submit a detailed estimate of the total costs when requesting approval for the travel. 1.2 Authority to Approve Exceptions From time to time exceptions will occur that were not provided in the Financial Plan. Exceptions for Council & staff, other than the CAO, that relate to travel and reimbursements of expenses must be authorized and approved by the CAO. Exceptions for the CAO must be authorized & approved by the Mayor. 1.3 Departmental Approval ofTravel Expense Claims Expense claims must be: i.) submitted on the appropriate expense claim form with original receipts and a copy of any necessary written approvals or cost estimates ii.) signed and dated by the traveller and submitted to Departmental/Divisional Manager for an approval within ten calendar days of return from travel then signed and dated by the Departmental/Divisional Manager and submitted to Accounts Payable within five working days This signature will confirm that: -the claim is signed and dated by the claimant -any necessary approvals and estimates are attached 5. Per diem will be determined and updated based on Canada Revenue Agency's Meals and Expense Allowance, found at the following hyperlink, as amended from time to time: HYPERLINK: https://www.canada.ca/en/revenue- age ncy/ corporate/ a bout-can ad a-revenue-agency- cra/trave I-cl ire ctive/ append ix-b-me als-a llowa n ce s- octo be r-2023. htm I (described as Appendix B: Meals and allowances -Canada .ca.) 6. Per diem allowances will be pro-rated based on the time of travel and meals provided. For each meal provided at_a conference or event, the eligible per diem amount will be reduced by the provision for that meal. 7. Per diem allowances are included in the annual department budgets. TRANSPORTATION Travel Expenses 8. Travel by bus, plane, train, or vehicle are permitted with approval from the department Director, including roundtrip travel. Expenses may only be claimed for economy travel fares, and associated costs of travel. Where multiple options for economy travel fairs are 3 of 10 Page 87 of 116 J Section PoliciS.35 -(Origlnal) • -Policy 5~35 (Revised) • : -original receipts (or acceptable substitutes) are attached -receipts agree with amounts claimed offered, the option that provides an appropriate level of flexibility for travel changes may be selected. -arithmetic is correct and GST rebates are claimed -9. Other costs associated with travel may also be reimbursed, including: the claim reflects any advances/prepayments -the expense is coded correctly -the claim is in compliance with policy 1.4 Finance Department Processing of Expense Claims The Finance Department will ensure that the claim has received written authorization and that advances/prepayments have been cleared correctly, and will provide reimbursement within eight working days. Depending on the nature and amount of a claim, the Finance Department may at their discretion perform cursory reviews of a claim, and if discrepancies are discovered, the Departmental/Divisional Manager will be contacted. Employees will be required to reimburse the District for any expenses incorrectly claimed. Detailed audits of some claims will also be performed on a regular basis. 1.5 Original Receipts Required Original receipts are required for reimbursement of expenses. For unusual occasions when an original receipt is not available, an alternative expenditure verification that is satisfactory to the Finance Department must be provided a. tolls; b. first luggage fee; c. parking meterfees; d. car mileage for distance travelled in a personal vehicle will be paid at the prevailing reasonable rate as determined by Canada Revenue Agency; and e. taxis and rideshares (i.e. Uber). 10. Where a City staff member's compensation includes a car allowance, mileage will not be paid. Partner and Family Travel 11. Partners or family members of City staff will not be reimbursed for travel expenses. Business and Personal Travel 12. City staff wishing to combine City-business travel with their own personal travel may do so at their own expense, including any additional accommodation and miscellaneous expenses not associated with business travel for the City. ACCOMODATIONS 13. Accommodation costs must be reasonable and within the corporate budget. 4 of 10 Page 88 of 116 I Section Policy 5.35 {Original) • • Policy 5.35 {Revised) Section 2: Expenses Not Eligible For Reimbursement Without Written Approval of the CAO. 2.1 Ineligible Expenses -Overnight accommodation costs within Maple Ridge -Traffic fines or parking tickets -Vehicle repair, towing, or accident costs -Costs reimbursed by another organization or source -Spousal or partner travel costs -Any expense claim which the CAO, General Manager, or Finance Department determines to be in excess of expense policy limits or standards, to be lacking adequate documentation, orto be beyond the scope, spirit, or intent of the policy. Section 3: Transportation 3.1 Means of Travel Travellers may choose their means of travel. All costs, including accommodations and per diems, must be reasonable in relation to the distance travelled and the means of travel. The total amount claimed may not exceed the total cost based on a travel by air. 3.2 Travel by Own Vehicle Except for those employees receiving monthly vehicle allowances, authorized travellers using their own vehicle may, subject to Section 3.1, claim vehicle mileage for the distance travelled. Road tolls and parking costs may also be claimed. 3.3 Class of air Travel 14. If City staff are travelling outside of Maple Ridge on City- business and overnight accommodations are required, the limits set out in section 5 of this Policy will apply. CONFERENCES AND EVENTS Registration Fees and Meals 15. If no overnight accommodations are required and no meals are provided, meals purchased and fees associated with registration for approved Conferences, Meetings, or other events may be claimed up to the per diem limits as set out in section 5 of this Policy. Conferences, Meetings, and other Events 16. City staff, including Directors and the CAO, may attend Conferences, Meetings, or other events set out in this Policy that align with the City's objectives, provided that they obtain the appropriate approvals to attend, where necessary. 17. City staff may incur reasonable expenses for Conferences, Meetings and other events that align with this Policy, such as expenses for registration and meals. INELIGIBLE EXPENSES 18. Certain expenditures are ineligible to be claimed, including the following: a. costs for overnight accommodations in Maple Ridge; b. traffic fines or parking tickets; c. costs for vehicle repair, towing, or accidents; d. mileage claims for individuals that receive mileage allowance as part of their compensation; e. costs related to partner or family travel; 5 of 10 Page 89 of 116 I Section Policy 5.35 (6rfg1nal) • • •• Policy 5.35 (Revised) -· i) When a less expensive excursion fare cannot be obtained, economy class is permitted ii) The cost differential in airfares between permitted classes may not be converted into a cash benefit for the traveller iii) Benefits from any promotional offers are to be passed on the District whenever possible 3.4 Air Porter, Taxi, and Parking Air Porter or taxi fares to and from the airport/transportation terminal may be claimed. Travellers wishing to drive a vehicle to the transportation terminal and then park the vehicle for the duration of the trip may claim the cost of mileage and parking. These costs must be reasonable compared to the cost of taxi ground transportation from their home to the terminal, plus return. 3.5 Combining Business Travel with Personal Travel Travellers wishing to combine a business trip with personal travel may do so at their own expense. The traveller will be required to pay any additional living and accommodation expenses that are not associated with the business travel. 3.6 Spouse, Partner or Family Member Travel Spouse, partner or family member travel will not be paid by the District of Maple Ridge, unless the traveller is handicapped and requires personal assistance to travel on District business. Prior approval of the CAO is required. In this case the spouse or partner will be entitled to claim for the f. costs related to political events and activities; g. any other expenditures deemed to exceed the scope, intent, and budget of this Policy, as determined by the Director of Finance or their designate. 6 of 10 Page 90 of 116 I Section Policy 5.35 (Original) , Policy 5.35 (Revisedf . same expenses and allowances as the travelling companion. Where the cost of airfare to an out-of-town location is reduced by means of a Saturday night "stopover," the person shall be entitled to reimbursement for meals, accommodation, and other expenses defined in the policy associated with the Saturday night "stopover," provided such expenses do not exceed the cost of the airfare without a Saturday night "stopover." Section 4: Accommodation, Miscellaneous Reimbursable Expenses, And Per Diem Allowance 4.1 Class of Accommodation Whenever possible, accommodation cost should not exceed the cost of a standard room, double occupancy. Travellers should book reputable accommodation close to the business or conference location at the lowest rate available to the District. 4.2 Registration Fees and Business Meals i) conference, convention, training, and course registration fees may be claimed when no overnight travel is involved and it is not possible to obtain a receipt, a meal cost may be claimed based on the prorated per diem allowance amount 4.3 Full Day Per Diem Allowance and Overnight Travel i) Actual meal expenses when overnight accommodation is not required 7 of 10 Page 91 of 116 I Section Policy 5.35 (Originalf --Policy 5.35 (Revise_d) ~. -• ii) A$75.00perdiem whenfull dayabsencefromthe Municipality and overnight accommodation is required 4.4 Prorated Per Diem Allowance i) where partial day absence (including travelling time) and overnight accommodation is required, the per diem will be reduced, based on the following amounts: Evening $10 Dinner $30 Lunch $20 Breakfast $15 e.g., where departurefor the event is after lunch, the per diem for that day would be $40. ii) Where some meals are included in the registration fee, the per diem will be reduced, based on the following amounts: Evening $10 Dinner $30 Lunch $20 Breakfast $15 e.g. Where a lunch and dinner are included in the registration fee, the per diem for that day would be $25 4.5 Expenses Covered by the Per Diem Allowance i) Meals, beverages, gratuities, and taxes ii) Taxi ( other than to/from transportation terminals, or conference/business centres) 8 of 10 Page 92 of 116 I Section Policy 5.35 (Original) Policy 5.35 (Revised) iii) Parking ( other than at transportation terminals, conference/business centres, or accommodation site) iv) Telephone ( other than District business calls) v) Nominal promotion and other business related expenses vi) Incidental expenditures for which a receipt would not normally be obtained vii) All personal supplies 4.6 Advance Claims An advance may be required prior to attending an event. The request should be submitted on a cheque requisition with supporting approval per Section 1 and details of the anticipated expenses. The advance must be subsequently supported by a claim as set out in Section 1.3, if all relevant support documentation is not available with the advance claim. Administration No addressed in the original policy 19. This Policy will be administered by the Director of Finance or their designate. 20. This Policy will be reviewed by the Director of Finance or their designate 2 years following adoption to ensure that it is still meeting the requirements of the City, and then every year thereafter. 21. All registrations and travel arrangements related to this Policy will be coordinated by the City staff member and their Director (or Director's designate). Consequences No addressed in the original policy 22. Breach of this Policy will be addressed by the City staff member's Director ( or that Director's designate), depending on the nature of the breach. 9 of 10 Page 93 of 116 I Section Policy 5.35 (Original) • Policy 5.35 (Revised) Accommodations Addressed in Section 2. 23. If there are extenuating circumstances that necessitate a partner or family member travel with a City staff member, such as injury, illness or disability necessitating their assistance, exceptions may be considered to accommodate this and approved by the Director of the department and Director of Finance, per this Policy. 10 of 10 Page 94 of 116 October 1, 2024 - Committee of the Whole Page 1 of 1 Policy No. 3.07 – Council Expenses Policy updates from the Audit & Finance Committee Recommendation: That amended Policy 3.07 – Council Expenses be adopted. Report Purpose and Summary Statement: The purpose of this report is, on the recommendation of the Audit & Finance Committee, to bring forward Policy 3.07 – Council Expenses, reviewed by the Committee on September 24, for consideration of adoption. Strategic Alignment: Governance & Corporate Excellence Page 95 of 116 October 1, 2024 – Committee of the Whole Page 1 of 2 To: Mayor and Council File number: [05-1880] Policy updates from the Audit & Finance Committee BACKGROUND: As part of Council’s commitment to Governance & Corporate Excellence an Objective and Key Result (OKR) was established to review 75% of policies within two years. Policy No. 3.07 – Council Expenses was reviewed by the Audit & Finance Committee at their meeting on September 24 and is being brought forward to Council for consideration and adoption on the recommendation of the committee. The report, draft policy and comparison document is attached to this report for your review. ANALYSIS: Strategic Alignment: The review and update of policies is aligned with Council Strategic Priority of Governance & Corporate Excellence and related OKR of reviewing 75% of policies within 2 years. OPTIONS & IMPLICATIONS: Council may direct staff to make additional amendments to the attached policy. Staff would bring it back to Council following the completion of those amendments. CONCLUSION: The attached policy was reviewed by the Audit & Finance Committee on September 24. The committee endorsed the attached policy and directed staff to bring them forward to Council for consideration with a recommendation to adopt. Prepared by: Catherine Nolan, CPA, CGA Deputy Director of Finance Attachments: (A) Policy 3.07 Council Expenses Page 96 of 116 October 1, 2024 - Committee of the Whole Page 2 of 2 Report Approval Details Document Title: Policy No. 3.07 Consideration and Adoption from AFC.docx Attachments: - Policy 3.07 Council Expenses from AFC.pdf Final Approval Date: Sep 26, 2024 This report and all of its attachments were approved and signed as outlined below: Trevor Thompson, Chief Financial Officer Scott Hartman, Chief Administrative Officer Page 97 of 116 ~ Maple Ridge -City of Maple Ridge TO: His Worship Mayor Dan Ruimy and Members of Council MEETING DATE: Sept. 24, 2024 FILE NO: FROM: Chief Administrative Officer MEETING: Audit & Finance Committee SUBJECT: Council Expense Policy EXECUTIVE SUMMARY: As part of Council's commitment to Governance & Corporate Excellence an objective was set to review 75% of policies within 2 years. Policy 3.07 was originally titled Council Training, Conferences and Association Building and set annual thresholds for attendance at various conferences and community events. Eligible and ineligible expenses were addressed in a separate policy. The draft Policy 3.07 attached to this report has been renamed Council Expenses and now addresses the full scope of attendance at conferences and community events, including eligible and ineligible expenses and updates the annual thresholds for attendance, including indexing the amounts to address inflationary increases in costs. RECOMMENDATION: That the Audit & Finance Committee endorse the attached policy 3.07 Council Expense Policy and direct staff to forward it to the October 8, 2024 Council Meeting for consideration and adoption. DISCUSSION: a) Background Context: The Audit & Finance Committee reviewed a draft Council Expense Policy at the meeting held on May 6, 2024. The Committee was generally supportive of the new policy direction and provided feedback on three key points as follows: 1. Childcare costs while attending conferences with some conversation around childcare costs in general. 2. Concern that the current practice of applying car allowance provisions within the Metro Vancouver Regional District (MVRD) and allowing mileage claims outside the MVRD resulted in inequities for councillors that travelled strictly within the MVRD & those that regularly travelled outside the MVRD. 3. Concern that the suggested annual thresholds did not adequately address the needs of Council and that the proportion of the annual budget that could be directed to attendance at Community Events should be specified. Page 1 of 3 Page 98 of 116 These 3 points have been addressed as follows: 1. Reimbursement of childcare costs by an organization are considered by the Canada Revenue Agency (CRA) to be a taxable benefit unless certain criteria are met. First, the childcare services must be provided at the organization itself and second, they must be available to all employees of the organization. Staff do not recommend pursuing this at this time. However, staff research indicated that some or all of the conferences that members of Council attend offer a childcare program to attendees and that as the program is available to all conference attendees with the service provided at the conference location staff are off the opinion that this would meet CRA's criteria to be treated as a non-taxable benefit, therefore staff have amended the eligible expenses to include reimbursement of childcare program costs offered at, and incurred as part of a conference. 2. Staff have amended the policy language to stipulate that the car allowance paid to members of Council is intended to provide for round trips of 80 kilometres or less. Mileage claims may be submitted for the portion of round trips in excess of 80 kilometres. 3. Annual budgets have been increased as suggested with a stipulation that each Councillor can spend a maximum of $1,500 annually on community events. Details of these changes can be found in the comparison document attached to this report as Attachment A and in the policy attached to this report as Attachment B. b) Desired Outcome: Staff are looking for direction to send the attached policy to the next regular Council meeting on October 8 for consideration and adoption. Alternatively, the Committee may wish to send the policy to a Committee of the Whole meeting to provide all of Council an opportunity questions of clarification prior to being asked to adopt the policy. c) Strategic Alignment: The attached policy is aligned with Council's Strategic Priority of Governance & Corporate Excellence, clearly outlining eligible expenses and provides indexed annual budget thresholds. d) Business Plan/Financial Implications: Annual thresholds are outlined in Schedule A-Annual Budget Allocation to the policy and will result in a budget increase of $35,000 for 2024, with subsequent increases each year as a result of indexing the annual amounts. e) Alternatives: The Audit & Finance Committee is being asked to endorse the policy as attached. Should the Committee wish to make further amendments to the policy they can refer it back to staff for additional revisions. CONCLUSION: Page 2 of 3 Updating Policy 3.07 Council Expenses is aligned with Council's Strategic Plan and the related Objective & Key Result (OKR) of reviewing 75% of policies within 2 years. The policy addresses Page 99 of 116 the full scope of Council attendance at conferences and community events, including identifying eligible and ineligible expenses. Prepared by: Catherine Nolan, CPA, CGA Deputy Director of Finance ~£. L BBA, CPA, CGA Approved by: Director of Finance 1/k:-- Concurrence: sci'tt Hartman "':..:::::::: Chief Administrative Officer Attachments: (A) Policy 3.07 Council Expense Policy -DRAFT (B) Policy 3.07 Comparison Document Page 3 of 3 Page 100 of 116 Page 101 of 116 Page 102 of 116 Page 103 of 116 Page 104 of 116 Page 105 of 116 Page 106 of 116 Page 107 of 116 Page 108 of 116 Page 109 of 116 Page 110 of 116 Page 111 of 116 Page 112 of 116 Page 113 of 116 Page 114 of 116 Page 115 of 116 Page 116 of 116