HomeMy WebLinkAbout2013-06-10 Committee of the Whole Meeting Agenda and Reports.pdfDistrict of Maple Ridge
COMMITTEE OF THE WHOLE
AGENDA
June 10, 2013
1:00 p.m.
Council Chamber
Committee of the Whole is the initial venue for review of issues. No voting
takes place on bylaws or resolutions. A decision is made to send an item to
Council for debate and vote or to send an item back to staff for more
information or clarification before proceeding to Council.
Note: If required, there will be a 15 -minute break at 3:00 p.m.
Chair: Acting Mayor
1. DELEGAT/ONS/STAFFPRESENTAT/ONS- (10 minutes each)
1:00 p.m.
1.1 Information Technology Update
- Christina Crabtree, Director of Information Technology
2. PUBL/C WORKS AND DEVELOPMENT SERV/CES
Note: Owners and/or Agents of Development Applications may be permitted
to speak to their applications with a time limit of 10 minutes.
Note: The following items have been numbered to correspond with the Council
Agenda:
1101 2012-080-DVP, 12140, 12142 and 12170 203 Street
Staff report dated June 10, 2013 recommending that the Corporate Officer be
authorized to sign and seal 2012-080-DVP to vary minimum lot depth, allow
for reduced road widths and allow existing above -ground utility poles along the
east side of 203 Street to remain in place.
Committee of the Whole Agenda
June 10, 2013
Page 2 of 3
1102 2013-030-DVP, 24371 and 24417 112 Avenue
Staff report dated June 10, 2013 recommending that the Corporate Officer be
authorized to sign and seal 2013-030-DVP to reduce interior side lot line
setbacks on proposed lots 3 through 10, 15 through 18 and 23 through 26
and to allow existing above -ground utility poles along the north side of 112
Avenue to remain in place.
3. FINANCIAL AND CORPORATE SERVICES (including Fire and Police)
1131 Printer and Multifunction Device Replacement
Staff report dated June 10, 2013 recommending that the contract for
replacement printers and multifunction devises be awarded to Ricoh Canada
Inc. and further that the Corporate Officer be authorized to execute the
contract.
1132 Maple Ridge Economic Advisory Commission Amending Bylaw No. 6985-2013
Staff report dated June 10, 2013 recommending that Maple Ridge Economic
Advisory Commission Amending Bylaw No. 6985-2013 be given first, second
and third readings.
1133 Maple Ridge Pitt Meadows Agricultural Association
Staff report dated June 10, 2013 recommending that a one-time grant of
$12,000 from gaming revenues be provided to the Maple Ridge Pitt Meadows
Agricultural Association and that the 2013-2017 Financial Plan be amended
to reflect the allocation.
1134 Maple Ridge Temporary Borrowing Bylaw No. 6998-2013
Staff report dated June 10, 2013 recommending that Maple Ridge Temporary
Borrowing Bylaw No. 6998-2013 be given first, second and third readings.
4. COMMUNITY DEVELOPMENT AND RECREATION SERVICES
1151 Maple Ridge Recreation Facility Fees Amending Bylaw No. 6999-2013
Staff report dated June 10, 2013 recommending that Maple Ridge Recreation
Facility Fees Amending Bylaw No. 6999-2013 be given first, second and third
readings.
Committee of the Whole Agenda
June 10, 2013
Page 3 of 3
5. CORRESPONDENCE
1171
6. OTHER ISSUES
1181
7. ADJOURNMENT
8. COMMUNITY FORUM
COMMUNITY FORUM
The Community Forum provides the public with an opportunity to ask questions of
Council on items that are of concern to them, with the exception of Public Hearing
by-laws that have not yet reached conclusion.
Council will not tolerate any derogatory remarks directed at Council or staff
members.
Each person will be permitted 2 minutes to speak or ask questions (a second
opportunity is permitted if no one else is sitting in the chairs in front of the
podium). Questions must be directed to the Chair of the meeting and not to the
individual members of Council. The total time for this Forum is limited to 15
minutes.
If a question cannot be answered, the speaker will be advised when and how a
response will be given.
Other opportunities are available to address Council including public hearings and
delegations. The public may also make their views known to Council by writing or
via email and by attending open houses, workshops and information meetings.
Serving on an Advisory Committee is an excellent way to have a voice in the future
of this community.
For more information on these opportunities contact:
Clerk's Department at 604-463-5221 or clerks@mapleridge.ca
Mayor and Council at mayorandcouncil@mapleridge.ca
Checked by:
Date:
MAPLE RIDGE
QIN ish tokumhra
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: June 10, 2013
and Members of Council FILE NO: 2012-080-DVP
FROM: Chief Administrative Officer MEETING: CoW
SUBJECT: Development Variance Permit
12140, 12142, and 12170 203 Street
EXECUTIVE SUMMARY:
Development Variance Permit application 2012-080-DVP has been received in conjunction with a
phased subdivision application (2012 -094 -SD) to permit future subdivision of the subject properties,
12140, 12142, and 12170 203 Street (see attached Appendix A - Subject Map) into the Maple
Ridge Christian School property and 23 residential lots.
The first phase of the subdivision (see attached Appendix B - Subdivision Plan) requires variances
to:
• vary the minimum lot depth of a P-2 (Special Institutional) zoned site (25m vs. 27m);
• allow for reduced road widths on 121B Avenue (15m vs. 18m) and 204B Street (16.5m vs.
20m); and
• allow the existing above -ground utility poles along the east side of 203 Street to remain in
place and not be converted to underground utilities.
Council considered rezoning application RZ/004/06 and granted First Reading for Maple Ridge Zone
Amending Bylaw No.6554-2008 and for Maple Ridge Official Community Plan Amending Bylaw
No.6553-2008 on April 8, 2008. This application was presented at Public Hearing on May 20, 2008.
Council granted Second and Third Readings for Maple Ridge Zone Amending Bylaw No.6554-2008
and for Official Community Plan Amending Bylaw No.6553-2008 on May 27, 2008. Council granted
a First Extension on May 26, 2009, and a Second Extension on May 11, 2010. Council gave Final
Reading for rezoning application RZ/004/06 on May 10, 2011.
RECOMMENDATION:
That the Corporate Officer be authorized to sign and seal 2012-080-DVP respecting properties
located at 12140, 12142, and 12170 203 Street.
DISCUSSION:
a) Background Context:
Applicant:
Owner:
Dave Laird, DAMAX Consultants
Haney -Pitt Meadows Christian School Association
Legal Descriptions: Lot 1, District Lot 241, Group 1, NWD Plan 69727
Parcel 2 (Reference Plan 17121) of Parcel B (Reference Plan
16630), Lot 1, District Lot 241, Group 1, NWD Pan 4921
1101
OCP:
Existing:
Proposed:
Zoning:
Existing:
Proposed:
Surrounding Uses:
North:
South:
East:
West:
Use:
Zone:
Designation:
Use:
Zone:
Designation:
Use:
Zone:
Designation:
Use:
Zone:
Designation:
Existing Use of Properties:
Proposed Use of Properties:
Site Area:
Access:
Servicing:
Companion Applications:
b) Requested Variances:
Parcel A (Explanatory Plan 11166) Lot 1, Except: Firstly:
Parcel B (Explanatory Plan 16630) and Secondly: Part
Subdvided by Plan 69727, District Lot 241, Group 1, NWD
Plan 4921
Urban Residential
Urban Residential
P-2 (Special Institutional), R-1 (Residential District)
P-2 (Special Institutional), R-1 (Residential District)
Park, Single Family Residential
RS -lb (One Family Urban (Medium Density) Residential)
Park, Urban Residential
Single Family Residential, Vacant
RS -1b (One Family Urban (Medium Density) Residential),
RS -1 (One Family Urban Residential)
Urban Residential
School (Fairview Elementary School)
P-1 (Park and School)
Institutional
Single Family Residential
RS -lb (One Family Urban (Medium Density) Residential)
Urban Residential
Maple Ridge Christian School and vacant
Single Family Residential and Maple Ridge Christian School
3.234 HA (8 acres)
204B Street, 121B Avenue
Full Urban
2012 -094 -SD, 2012 -080 -SD, 2012-038-RZ
1. Zoning Bylaw No. 3510-1985, Schedule D - Minimum Lot Area and Dimensions:
• To reduce the minimum required lot depth of a P-2 (Special Institutional)
zoned lot from 27m to 25m.
2. Subdivision and Development Services Bylaw No. 4800-1993, Schedule B:
• To reduce the minimum required width of 121B Avenue, a local street, from
18m to 15m.
• To reduce the minimum required width of 204B Street, a collector street,
from 20m to 16.5m.
3. Subdivision and Development Services Bylaw No. 4800-1993, Schedule A - Services and
Utilities:
• To waive the requirement to convert overhead utilities on 203 Street to
underground wiring, in accordance with Council Policy 9.05 - Conversion of
Existing Overhead Utility Wiring to Underground Wiring.
2-
c) Project Description:
The subject properties were rezoned to P-2 (Special Institutional) and R-1 (Residential District) on
May 10, 2011. The proposed subdivision consists of three phases. The first phase consolidates the
three subject properties and further subdivides them into the P-2 (Special Institutional) Maple Ridge
Christian School property (see attached Subdivision Plan, Lot B); two smaller P-2 properties (Lots C &
D); and the larger R-1 (Residential District) zoned property (Lot A). A second subdivision phase will
subdivide the large R-1 (Residential District) (Lot A) property into 19 properties. A third subidvision
phase will occur after Lots C & D receive Final Reading to rezone the two smaller P-2 (Special
Institutional) properties (Lots C & D) to R-1 (Residential District), and will subdivide the two
properties into two properties each, for a total of four new R-1 (Residential District) properties.
The road layout of 204B Street has a slight curve to it to accommodate a grave site which was
identified in a restrictive covenant on the land title for 12140 203 Street. This area shall not be in
any way interfered with, built upon, or desecrated, therefore the road layout needed to be revised to
avoid the grave site area.
d) Planning Analysis:
Zoning Bylaw:
The Zoning Bylaw establishes general minimum and maximum regulations for single family
development. A Development Variance Permit allows Council some flexibility in the approval
process.
The applicant has requested a variance to the Maple Ridge Zoning Bylaw, and the following rationale
for support is provided by the Planning Department:
1. Zoning Bylaw No. 3510-1985, Schedule D - Minimum Lot Area and Dimensions:
• To reduce the minimum required lot depth of a P-2 (Special Institutional)
zoned lot from 27m to 25m.
The Planning Department supports this reduction, as there is a Rezoning Application (2012-
038-RZ) for these two properties, to rezone them from P-2 (Special Institutional) to R-1
(Residential District). The R-1 (Residential District) minimum lot depth is 24m, so the
proposed residential properties will eventually comply with the Zoning Bylaw once that
application receives Final Reading.
e) Interdepartmental Implications:
Engineering Department:
Subdivision and Development Services Bylaw:
The applicant has requested several variances to the Maple Ridge Subdivision and Development
Services Bylaw, and the following rational for support is provided by the Engineering Department:
2. Subdivision and Development Services Bylaw No. 4800-1993, Schedule B:
• To reduce the minimum required width of 121B Avenue, a local street, from
18m to 15m.
3-
• To reduce the minimum required width of 204B Street, a collector street,
from 20m to 16.5m.
The Engineering Department supports the road width variances requested for 121B Avenue
and 204B Street, as the required services can be provided in the proposed widths.
3. Subdivision and Development Services Bylaw No. 4800-1993, Schedule A - Services and
Utilities:
• To waive the requirement to convert overhead utilities on 203 Street to
underground wiring, in accordance with Council Policy 9.05 - Conversion of
Existing Overhead Utility Wiring to Underground Wiring.
Council Policy 9.05 - Conversion of Existing Overhead Utility Wiring to Underground Wiring,
waives the requirement to provide underground wiring on highway right-of-way serviced by
existing overhead utility systems, on the condition that the existing overhead utility system is
shown on the plan attached to the policy.
CONCLUSION:
The proposed variances are supported by the Planning and Engineering Departments, and the
Approving Officer because the rezoning of the P-2 (Special Institutional) properties will eventually
bring the lot depths into compliance with the Zoning Bylaw for the R-1 (Residential District) zone; the
required servicing will be achieved in the proposed road widths; and keeping the existing overhead
wiring is in compliance with Council Policy 9.05.
It is therefore recommended that this application be favourably considered and the Corporate Officer
be authorized to sign and seal Development Variance Permit 2012-080-DVP.
"Original signed by Michelle Baski"
Prepared by: Michelle Baski, AScT
Planning Technician
"Original signed by Charles R. Goddard"
Approved by: Charles R. Goddard, BA MA
Manager of Development & Environmental Services
"Original signed by Frank Quinn"
Approved by: Frank Quinn, MBA, P.Eng.
GM: Public Works & Development Services
"Original signed by J.L. (Jim) Rule"
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
The following appendices are attached hereto:
Appendix A - Subject Map
Appendix B - Subdivision Plan
-4-
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MAPLE RIDGE
British Columbia
MAPLE RIDGE
PLANNING DEPARTMENT
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DATE: May 27, 2013 2012 -080 -VP BY: JV
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ASER--'
SUBDIVISION PLAN OF
PARCEL "A" (EXPLANATORY PLAN 17166) LOT 1 EXCEPT FIRSTLY..- PARCEL B (EXPLANATORY PLAN 16630) AND
SECONDLY PART SUBDIVIDED BY PLAN 69727, DISTRICT LOT 241 GROUP 7 NEW WESTMINSTER DISTRICT PLAN 4921
PARCEL "2" (REFERENCE PLAN 17127) OF PARCEL B" (REFERENCE PLAN 16630) LOT 7 DISTRICT LOT 241 GROUP 1
NEW WESTMINSTER DISTRICT PLAN 4927
LOT 1 DISTRICT LOT 241 GROUP 7 NEW WESTMINSTER DISTRICT PLAN 69727
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MAPLE RIDGE
QIN ish tokumhra
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: June 10, 2013
and Members of Council FILE NO: 2013-030-DVP
FROM: Chief Administrative Officer MEETING: CoW
SUBJECT: Development Variance Permit
24371 and 24417 112 Avenue
EXECUTIVE SUMMARY:
Development Variance Permit application 2013-030-DVP has been received in conjunction with a
phased subdivision application to permit future subdivision of the subject properties, 24371 and
24417 112 Avenue (see Appendix A - Subject Map), into 83 residential lots and parkland. The first
phase of the subdivision (SD/091/10) subdivides 24371 112 Avenue into 29 residential lots (five
RS -1b lots and 24 R-1 lots) and a park (see Appendix B - Subdivision Plan).
The first phase of the subdivision requires variances to:
1. reduce the interior side lot line setback of the R-1 (Residential District) zone on proposed lots
3 through 10, lots 15 through 18, and lots 23 through 26 (see Appendix C -Site Plan
Showing Lots Requiring Proposed Variances) from 1.2 m to 0.61 m to the garage and 0.46 m
to the garage roof projection; and
2. allow the existing above -ground utility poles along the north side of 112 Avenue to remain in
place and not be converted to underground utilities.
Council considered rezoning application RZ/091/10 and granted First Reading for Maple Ridge Zone
Amending Bylaw No. 6855-2011 on August 30, 2011. Council granted First and Second Reading for
Maple Ridge Official Community Plan Amending Bylaw Nos. 6895-2012 and 6898-2012 on January
24, 2012, and Second Reading for Maple Reading Zone Amending Bylaw No. 6855-2011 on January
24, 2011. This application was presented at Public Hearing on February 21, 2012, and Council
granted Third Reading to the three bylaws on February 28, 2012. Council adopted Zone Amending
Bylaw No. 6855-2011 and Official Community Plan Amending Bylaw Nos. 6895-2012 and 6898-
2012 on February 26, 2013.
RECOMMENDATION:
That the Corporate Officer be authorized to sign and seal 2013-030-DVP respecting properties
located at 24371 and 24417 112 Avenue.
DISCUSSION:
a) Background Context:
Applicant:
Owner:
Damax Consultants Ltd.
CIPE Homes Inc. BC0864351
1102
Legal Descriptions: Lot 1, Section 15, Township 12, NWD Plan 7709, Except Plan
EPP27594
OCP:
Existing:
Proposed:
Zoning:
Existing:
Proposed:
Surrounding Uses:
North:
South:
East:
West:
Use:
Zone:
Designation:
Use:
Zone:
Designation:
Use:
Zone:
Designation:
Use:
Zone:
Designation:
Existing Use of Property:
Proposed Use of Property:
Site Area:
Access:
Servicing Requirement:
Companion Applications:
b) Project Description:
Lot A, Section 15, Township 12, NWD Plan 22387, Except Plan
EPP27594
Low -Medium Density Residential and Conservation
Low -Medium Density Residential and Conservation
RS -lb (One Family Urban (Medium Density) Residential) and
R-1 (Residential District)
RS -lb (One Family Urban (Medium Density) Residential) and
R-1 (Residential District)
Single Family Rural Residential
RS -3 (One Family Rural Residential)
Agricultural
Single Family Rural Residential
RS -3 (One Family Rural Residential)
Low/Medium Density Residential and Conservation
Single Family Rural Residential
RS -3 (One Family Rural Residential)
Low/Medium Density Residential, Low Density
Residential, and Conservation
Single Family Rural Residential
RS -2 (One Family Suburban Residential)
Low/Medium Density Residential and Conservation
Vacant
Single Family Urban Residential
5.07 HA (12.5 acres)
112 Avenue
Urban Standard
SD/091/10
The subject properties were rezoned to RS -lb (One Family Urban (Medium Density) Residential)
and R-1 (Residential District) on February 26, 2013. The overall subdivision plan will eventually
subdivide the subject properties into approximately 83 residential lots. Phase 1 of the
subdivision, under application SD/091/10, subdivides 24371 112 Avenue into 29 residential lots
and one remnant lot.
2-
c) Planning Analysis:
Zoning Bylaw:
The Zoning Bylaw establishes general minimum and maximum regulations for single family
development. A Development Variance Permit allows Council some flexibility in the approval
process.
The applicant has requested a variance to the Maple Ridge Zoning Bylaw, and the following rationale
for support is provided by the Planning Department:
1. Zoning Bylaw No. 3510-1985, Part 6, Section 601, C. REGULATIONS FOR THE SIZE, SHAPE
AND SITING OF BUILDINGS AND STRUCTURES (11) (c) (iii):
• To reduce the minimum setback from an interior side lot line from 1.2m to
0.61m to the garage, and to 0.46m for the garage roof projection (see
Appendix D - Typical Siting Lot Plan & Streetscape Offset Garages, Proposed
Variances) on proposed lots 3 through 10, lots 15 through 18, and lots 23
through 26.
The applicant proposes that offsetting the garages would allow for an improved internal floor
plan and provide for a more attractive front facade with widened entry ways and front
porches. The resulting side yards will be reduced on one side of the lot to a minimal 0.61m
(2 feet), essentially limiting rear yard access to one side only.
In an attempt to ensure long-term maintenance and fire safety, certain safeguards have
been required. They are as follows:
• The garage will be required to be protected by fire sprinklers, like the home;
• An easement on each lot will be required to allow long-term maintenance of
the building face, with a 0.61m (2 feet) side yard;
• A side -yard fence attached to the home will be required to prohibit access
along the reduced side yard.
After much discussion and design analysis of the resulting home designs, the Planning
Department is prepared to support the interior side lot line setback reduction as it didn't
increase the density or alter the location of the house on the lot. The alternative would be to
simply widen the lot width to accommodate a wider home. This variance was requested after
the subdivision layout had already been approved; had the request been made prior to
approval of the layout, the Approving Officer would have simply recommended wider lots,
potentially resulting in a loss of yield of lots.
Subdivision and Development Services Bylaw:
The applicant has requested a variance to the Maple Ridge Subdivision and Development Services
Bylaw, and the following rationale for support is provided by the Engineering Department:
2. Subdivision and Development Services Bylaw No. 4800-1993, Schedule A - Services and
Utilities:
• To waive the requirement to convert overhead utilities on 112 Avenue to
underground wiring, in accordance with Council Policy 9.05 - Conversion of
Existing Overhead Utility Wiring to Underground Wiring.
3-
Council Policy 9.05 - Conversion of Existing Overhead Utility Wiring to Underground Wiring,
waives the requirement to provide underground wiring on highway right-of-way serviced by
existing overhead utility systems, on the condition that the development has less than 250m
of frontage on the highway right-of-way, and the developer will service his development with
underground dips off the overhead line and deposit with the Municipality sufficient funds to
achieve the required undergrounding in the future.
d) Interdepartmental Implications:
Building Department:
As part of the reduced interior side lot line setback, the Building Department is employing additional
Building Code requirements to limit potential of fire spread. As stated above, the access easement
is also required, where the setbacks are reduced, to allow for exterior building maintenance.
CONCLUSION:
The proposed variances by the developer are supported by the Planning, Engineering and Building
Departments at this time. The developer suggests that the offset garages will result in a more
useable internal floor plan for the new homes. This could also be accommodated by creating larger,
but fewer lots.
The request to keep the existing overhead wiring is in compliance with Council Policy 9.05.
Therefore, it is recommended that this application be favourably considered and the Corporate
Officer be authorized to sign and seal Development Variance Permit 2013-030-DVP.
"Original signed by Michelle Baski"
Prepared by: Michelle Baski, AScT
Planning Technician
"Original signed by Christine Carter"
Approved by: Christine Carter, M.PL, MCIP, RPP
Director of Planning
"Original signed by Frank Quinn"
Approved by: Frank Quinn, MBA, P.Eng.
GM: Public Works & Development Services
"Original signed by J.L. (Jim) Rule"
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
The following appendices are attached hereto:
Appendix A - Subject Map
Appendix B - Subdivision Plan
Appendix C - Site Plan Showing Lots Requiring Proposed Variances
Appendix D - Typical Siting Lot Plan & Streetscape Offset Garages, Proposed Variances
-4-
APPENDIX A
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MAPLE RI❑GE
British Columbia
Deep Roots
Greater Heights
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: June 10, 2013
and Members of Council
FROM: Chief Administrative Officer MEETING: Committee of the Whole
SUBJECT: Printer and Multifunction Device Replacement
EXECUTIVE SUMMARY:
The District needs to replace a core piece of infrastructure in order to properly mange, secure and
deliver reliable and robust printing, scanning, faxing and photocopy services to its customers.
The Panasonic printer and multifunction device fleet is end of life, and as such the failure rate of
these machines has significantly increased. This increase in failure rate has a negative impact on
both productivity and customer experience. The funds to replace the printer and multifunction
device fleet come from the Equipment Replacement Reserve.
Several years ago the District went through the exercise of centralizing and standardizing its printing,
photocopying, scanning and faxing processes. One of the core values of this project was to reduce
the overall costs associated with these services. As a result of this work, the District reduced the
number of devices, replaced existing devices with a standard set of machines and reduced ongoing
costs by entering into an arrangement with the manufacturer to provide supplies and service of the
fleet. This approach has reduced our operating, repair and service costs for these devices and
increased the functionality and service levels provided to our customers. It was also determined
during this evaluation, that the useful life span of these devices was five years. At that time
replacement funding was secured.
We are seeking approval to award a contract to Ricoh Canada Inc. for the purchase, installation,
configuration and ongoing operating and maintenance costs of replacement printers and
multifunction devices in the amount of $303,942.00, plus taxes and further that a 10% contingency
be allowed for unanticipated additional works.
RECOMMENDATION:
That the contract for replacement printers and multifunction devices be awarded to Ricoh Canada
Inc. in the amount of $303,942.00, plus taxes and further that a 10% contingency be allowed for
unanticipated additional works.
And furthermore that the Corporate Officer be authorized to execute the contract.
1131
2
DISCUSSION:
a) Background Context:
After a corporate review six years ago on the delivery of printing, photocopying, faxing and scanning
services, the District went through the exercise of centralizing and standardizing these services. This
strategy resulted in reducing the overall costs associated with managing these services. The District
was able to reduce the overall number of machines, costs for producing images, administrative
burden and servicing of these devices. By engaging the vendor to provide service contracts on the
device, the District was also able to improve service levels for its customers. It was also determined
at this time, that the useful life span for the printer and multifunction devices is five years so
replacement funding was secured to replace these machines at that time.
The District's printer and multifunction device fleet of 63 machines, located throughout the various
District facilities, reached end of life in 2012. Panasonic is no longer supporting printers and
multifunction devices in a corporate environment of this magnitude, and no longer services the
devices we currently own.
When sourcing out replacement devices, it was determined that the best overall value for the District
would be achieved by leveraging the Corporate Service Agreements obtained by the province. The
province agreement provides the District with access to corporate class equipment with the best
overall value in purchase price and ongoing maintenance costs.
b) Desired Outcome:
The desired outcome is to replace the current fleet of Panasonic devices with a fleet of Ricoh printer
and multifunction devices, and that Ricoh provide all service and maintenance for these devices for
the next 5 years. The District will be charged a cost per impression to pay for the toner and service
of these devices.
c) Strategic Alignment:
This project is consistent with corporate strategic values of financial management in providing
quality services to the District in a cost effective manner.
d) Interdepartmental Implications:
The interdepartmental implications are that all departments will need to move over to the new
pooled devices for their printing, faxing, scanning and photocopying needs. Staff will require minimal
training to become proficient with the new devices. Ricoh will provide this training.
New hardware and the increased reliability and improved features of these devices will ensure we
can deliver excellent service in this capacity.
The project is funded from the Equipment Replacement Reserve.
e) Business Plan/Financial Implications:
The cost of for the purchase, installation and configuration of the printers and multifunction devices
is $303,942.00, plus taxes. The ongoing operating costs, including maintenance, service and
3
supplies are covered off by paying a cost per impression. This cost was anticipated in the District's
financial plan, with funding provided by the Equipment Replacement Reserve.
f) Alternatives:
The alternative is to continue with our fleet of Panasonic devices. These devices are end of life,
failing regularly and requiring service on an ongoing basis. As Panasonic has sold much of their
printing and multifunction device technologies, there is no further development (patches, software,
etc.) for these machines. The contract for service of these devices has been sold by Panasonic to a
third party who relies on aging technology, which is not being updated, to meet the needs of their
customers. As the computing industry continues to move forward with new hardware, software and
operating systems, compatibility with these devices is becoming an issue. In time, these devices will
no longer be compatible with our computing environment and will become unmanageable.
CONCLUSIONS:
Staff recommend Ricoh Canada Inc. be awarded the contract to replace the existing fleet of printer
and multifunction devices and that the Corporate Officer sign the contract.
"Original signed by Christina Crabtree"
Prepared by: Christina Crabtree, Director of Information Technology
"Original signed by Paul Gill"
Approved by: Paul Gill, General Manager of Corporate and Financial Services
"Original signed by J.L. (Jim) Rule"
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
CC:
MAPLE RIDGE
British Co lumh la
TO:
FROM:
District of Maple Ridge
His Worship Mayor Ernie Daykin MEETING DATE: June 17, 2013
and Members of Council FILE NO:
Chief Administrative Officer MEETING: Committee of the Whole
SUBJECT: Maple Ridge Economic Advisory Commission Amending Bylaw No. 6985-2013
EXECUTIVE SUMMARY:
On May 22, 2013 the Maple Ridge Economic Advisory Commission (EAC) reviewed the Economic Advisory
Commission Amending Bylaw No. 6985-2013, and as a result is suggesting that Council consider
amending the EAC bylaw to invite participation from three key perspectives not currently represented -
Tourism, Home Based Business and Youth.
Further, it is recommended that the Commission be comprised of a minimum of twelve commissioners,
four (4) of whom would be 'at large' positions. With this change, the EAC would include three (3) elected
officials, up to six (6) appointments by organizations, and four (4) members 'at large'; providing a broad
range of perspectives across our priority sectors Advanced Technology, Education, Tourism, and
Agriculture.
a) Mayor of the District of Maple Ridge
b) Two Councillors of the District of Maple Ridge
c) Director of the Chamber of Commerce
d) Director of the Downtown Maple Ridge Business Improvement Association
e) Director of the Arts Council
f) Four community members 'at large'
g) Director of a Home Based Business organization
h) Director of a Destination Marketing Tourism organization
i) Youth ( enrolled in, or less than two years since graduation from post -secondary)
RECOMMENDATION(S):
That Bylaw No. 6985-2013 be given first, second and third readings.
1132
DISCUSSION:
a) Background Context:
Background Context:
Historically, the EAC has included membership from Tourism and Home Based business. As these
organizations dissolved, the bylaw was amended to remove reference to them.
As the recommendation is to amend the bylaw to include a youth representative, the EAC is
recommending in anticipation of the formation of a Home Based Business organization and a Tourism
organization that the bylaw also be amended to include these organizations.
This will mean that a recommendation can come forward to Council to add an individual representing
Youth, a Home Based Business organization or Destination Tourism organization without requiring a
bylaw revision.
These changes also acknowledge the regional nature of investment attraction and business growth are
designed to help in the recruitment of potential applicants for Commission vacancies by broadening the
scope of eligibility to include individuals with knowledge, expertise and connections to our priority
sectors.
CONCLUSIONS:
Amendments to this bylaw are designed to help maximize future economic opportunity for Maple Ridge
as we enter a time of unprecedented economic opportunity.
"Original signed by Sandy Blue"
Prepared by: Sandy Blue, ABC, Ec.D.
Manager Strategic Economic Initiatives
"Original signed by J.L. (Jim) Rule"
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
EC:SB
CORPORATION OF THE DISTRICT OF MAPLE RIDGE
BYLAW NO. 6985-2013
A Bylaw to Amend Maple Ridge Economic Advisory Commission Bylaw No. 6179 - 2003
WHEREAS it is deemed expedient to amend Maple Ridge Economic Advisory Committee Bylaw No.
6179-2003;
NOW THEREFORE, the Municipal Council of the Corporation of the District of Maple Ridge enacts
as follows:
1. This Bylaw may be cited as the "Maple Ridge Economic Advisory Commission Amending
Bylaw No. 6985-2013".
2. That Maple Ridge Economic Advisory Commission Bylaw No. 6179-2003, be amended by:
(a) Deleting Section 4 in its entirety and replacing it with the following:
The Economic Advisory Commission (EAC) is comprised of a minimum of twelve
Commissioners.
(b) Deleting Section 6(f) in its entirety and replacing it with the following:
"Four Community Members preferably representatives from each of the priority
sectors identified in the Economic Strategy."
(c) Adding Section 6(g) with the following:
Director of a Home Based Business Association
(d) Adding Section 6(h) with the following:
Director of a Destination Tourism Organization
(e) Adding Section 6(i) with the following:
A Youth representative ( youth defined as 'enrolled in, or less than two years since
graduation from post -secondary')
(f) and that the sections be renumbered accordingly.
READ a first time the day of , 2013.
READ a second time the day of , 2013.
READ a third time the day of , 2013.
RECONSIDERED AND ADOPTED this day of . 2013.
PRESIDING MEMBER CORPORATE OFFICER
THE FOLLOWING DOCUMENT HAS BEEN REPRODUCED FOR CONVENIENCE ONLY and is a
consolidation of the following:
1. Maple Ridge Economic Advisory Commission Bylaw No. 6179-2003
2. Maple Ridge Economic Advisory Commission Amending Bylaw No. 6491-2007
3. Maple Ridge Economic Advisory Commission Amending Bylaw No. 6673-2009
4. Maple Ridge Economic Advisory Commission Amending Bylaw No. 6714-2010
Individual copies of any of the above bylaws can be obtained by contacting the Clerk's
Department.
THE CORPORATION OF THE DISTRICT OF MAPLE RIDGE
BY-LAW NO. 6179 - 2003
A by-law to establish an Economic Advisory Commission
WHEREAS Council has deemed it expedient to have the Economic Advisory Commission
established by by-law;
NOW THEREFORE the Municipal Council of the Corporation of the District of Maple Ridge, in
open meeting assembled, ENACTS AS FOLLOWS:
1. This By-law may be cited as "Maple Ridge Economic Advisory Commission By-law No.
6179-2003".
2. That "Maple Ridge Economic Advisory Commission By-law No. 5241- 1995" be
repealed in its entirety.
Definitions
3. For the purposes of this by-law, unless the context otherwise requires:
"Commissioner" means a current member of the Economic Advisory Commission;
"Council" means the Council of the Corporation of the District of Maple Ridge;
"Councillor" means an elected Councillor for the District;
"District" means the Corporation of the District of Maple Ridge;
"Maple Ridge" means the geographical area known as the Corporation of the District
of Maple Ridge;
"Mayor" means the elected Mayor of the District.
BYLAW NO. 6179-2003
Page 2
Composition and Appointment
6491-2007
4. The Economic Advisory Commission ("EAC") is composed of twelve Commissioners.
6673-2009
6714-2010
5. Commissioners are people who reside, own a business, or conduct business in Maple
Ridge, with an interest in the economic development of the community.
6673-2009
6714-2010
6. The Economic Advisory Commission will be comprised of the following voting
members:
a) Mayor of the District of Maple Ridge
b) Two Councillors of the District of Maple Ridge
c) Director of the Chamber of Commerce
d) Director of the Downtown Business Improvement Association
e) Director of the Arts Council
f) Six Community Members preferably representatives from each of the priority
sectors identified in the Economic Development Strategy
6673-2009
6714-2010
7. The Chairpersons of the Chamber of Commerce, Downtown Business Improvement
Association and Arts Council will be requested to appoint a Director of their organization
to serve on the Economic Advisory Commission. Advertisements will be placed in the
local paper requesting applications from District residents, business owners or those who
conduct business in the community for the six community member positions.
6673-2009
8. Recommended community member appointments will be forwarded to Council for their
consideration.
Term of Appointment
6673-2009
9. (a) The term of appointment will begin on September 1 in the year they are
appointed and terminate on August 31 of the last year of their term.
Commissioners are appointed for a term of one year and eligible for re-
appointment for two further terms of two years and three years respectively,
for a total of six years.
BYLAW NO. 6179-2003
Page 3
(b) With the exception of the Mayor and Councilor, the maximum number of
terms an individual may be a Commissioner is three terms.
6491-2007
(c) Transition Clause - In order to stagger the terms of appointment in the EAC,
two Commissioners will be appointed to serve a one year term beginning
September 1, 2007 and terminating August 31, 2008. All other
Commissioners will be appointed to serve a term beginning September 1,
2007 and expiring August 31, 2009.
Chairperson and Vice -chairperson
10 The Commissioners will annually elect a chairperson and a vice -chairperson from
amongst themselves. The vice -chairperson will act in the capacity of the chairperson
at any meeting where the chairperson is absent.
Vacancy
11. A vacancy created by death or resignation will be reported as soon as possible to the
Mayor, who may appoint a replacement for the unexpired term of the former
member.
Absenteeism
12. A member who is absent, except for reasons of illness or with the leave of the
chairperson of the EAC or his/her designate, from three consecutive, or five in any
twelve consecutive, regular meetings of the EAC is deemed to have resigned effective
at the end of the third or fifth such meeting, as the case may be.
Ouorum and Voting
13. Quorum is six (6) Commissioners.
6673-2009
14. All twelve Commissioners may vote on issues and resolutions, and any Commissioner
not voting but present is deemed to have voted in the affirmative.
Meeting Schedule
15. The EAC will meet monthly between September through June, though special
meetings over and above the monthly meetings may be called by the chairperson.
BYLAW NO. 6179-2003
Page 4
Mandate
6714-2010
16. The Economic Advisory Commission is an advisory body to Council on matters relating
to the long term economic health of the community. The Economic Advisory
Commission in coordination with the Manager of Strategic Economic Initiatives may:
a) Advise Council on any matters related to economic development of the
community that may be referred to it.
b) Provide input into an economic development strategy for the District of Maple
Ridge for Council's consideration.
c) Contribute to the development of an annual business plan for the department
and relevant performance measures to evaluate programs
d) Participate in the execution of a business plan, as determined by Council.
READ A FIRST TIME on the 25th day of November, 2003.
READ A SECOND TIME on the 25th day of November, 2003.
READ A THIRD TIME on the 25th day of November, 2003.
RECONSIDERED and ADOPTED this 9th day of December, 2003.
MAYOR
CLERK
MAPLE RIDGE
British Columbia
Deep Roots
Greater Heights
TO:
FROM:
District of Maple Ridge
His Worship Mayor Ernie Daykin DATE: June 10, 2013
and Members of Council FILE NO:
Chief Administrative Officer ATTN: Committee of the Whole
SUBJECT: Maple Ridge Pitt Meadows Agricultural Association
EXECUTIVE SUMMARY:
The Maple Ridge Pitt Meadows Agricultural Associations annual Country Fest is a popular community
event, attracting over 14,000 people in 2012. Council has supported Country Fest since 2008
through the Community Grant program. The Association was unaware of the submission deadline for
2013 community grants and consequently, did not submit an application until after the funding
envelope had been fully allocated. Staff is recommending that consideration be given to their
request due to the limited time available for the Agricultural Association to secure alternate funding
sources for this year's event.
RECOMMENDATION(S):
That $12,000 be provided to the Maple Ridge Pitt Meadows Agricultural Association to assist with
their annual Country Fest, noting that this one-time grant will be funded from gaming revenues.
That the 2013-2017 Financial Plan be amended to reflect this allocation.
DISCUSSION:
a) Background Context:
On April 9, 2013, Council approved the allocation of the funding envelope established for
community grants for the current fiscal year. The Maple Ridge Pitt Meadows Agricultural
Association has since submitted a request for $12,000 to assist with their annual Country
Fest. Council has supported this event since 2008, providing $12,000 annually since that
time. The grant has allowed the Association to continue providing free admission to their
award-winning event.
The Association was unaware of the submission deadline for 2013 Community Grants and
given Council's previous support of this event staff is recommending that consideration be
given to their request, as there is limited time available for them to secure alternate funding
sources for this year's event. Country Fest will be held on July 27 and 28.
b) Desired Outcomes:
Events such as the Maple Ridge Pitt Meadows Agricultural Association's Country Fest are part
of the cultural fabric of the community, attracting over 14,000 people in 2012. Supporting
this event will assist the Association in their efforts to hold an event that supports local
farmers and showcases all areas of rural living.
Page 1 of 2
1133
c) Business Plan / Financial Implications:
Choosing to support this request will require a Financial Plan amendment. In addition, staff is
recommending that the possibility of ongoing support for the Agricultural Association form part
of the 2014-2018 business planning discussions.
d) Alternatives
Council could choose not to provide the Association with a grant. Staff is not recommending
this, as it would jeopardize the Association's ability to maintain the award winning standards
they have established for this family friendly event.
CONCLUSIONS
The Maple Ridge Pitt Meadows Agricultural Association's annual Country Fest is a popular annual
event that Council has supported since 2008. Staff is recommending that a one-time grant of
$12,000 be provided, funded from gaming revenues, to assist the Association with the 2013
Country Fest.
"Original signed by Catherine Nolan"
Prepared by: Catherine Nolan, CGA
Manager of Accounting
"Original signed by Paul Gill"
Approved by: Paul Gill, CGA
GM Corporate & Financial Services
"Original signed by Kelly Swift"
Approved by: Kelly Swift
GM Community Development
Parks & Recreation
""Original signed by Frank Quinn" for
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
Page 2 of 2
mi:4(cginglDj-et(
taple Ridge Pitt Mendows�
1111
Agricultural Assoc.
ip
2413 Request for
Fee for Service Funding
From the District of
Maple Ridge
Maple Ridge—Pitt Meadows Agricultural Association
P.O. Box 403, Maple Ridge, B.C. V2X 8K9
Ph: 604-463-6922 Fax: 604-463-6940
AGRICULTURAL ASSOCIATION
email: lorraine@mrpmcountryfest.com.com
April 16th, 2013
Mayor and Council of District of Maple Ridge,
The Maple Ridge Pitt Meadows Agricultural Association would like to request to Mayor and
Council of the District of Maple Ridge to consider an extension of our $12,000 "Fee for
Service Agreement". This important funding assists our heritage organization to continue
to offer a free gate to the residents of Maple Ridge Pitt Meadows and beyond. Annual
surveys show that 25% of our visitors are from out of our communities proving that our
tourism appeal is also alive and well and adding to our local economy.
In 2012 our gate attendance from Country Fest was 14,000 but our dedication to the
promotion of agriculture through extra educational displays at Pitt Meadows Days, two
Farmers Markets and school/preschool visits, brought the total to almost 30,000. For
added reading the attached document will give you a better idea of the scope of our
activities and what we are particularly proud of.
We hope that our continued success and drive to make Maple Ridge proud will indicate to
Mayor and Council that we are worthy of their continued financial support.
Sincerely,
Lorraine Bates, Manager
Maple Ridge Pitt Meadows Agricultural Association
What you should know about Maple Ridge Pitt Meadows Agricultural Association
(Country Fest).
Maple Ridge Pitt Meadows Country Fest is a FREE family oriented special event whose
mandate is to educate and promote good eating and to encourage our visitors to buy
Canadian food products. Country Fest also showcases all areas of rural living through
demonstrations, displays and programming, supports local farmers and the 4-H agricultural
youth program. This goal is achieved by offering an event that is attractive to all ages and
offering a wide array of activities and entertainment.
To attract visitors, the variety and caliber of entertainment is crucial to the attendance
and success of our event. The addition of multicultural and bilingual entertainment also
serves as a learning experience and an opportunity to financially assist artisans and artists.
Our event is a FREE event, wheel chair accessible to the grounds and all buildings and
parking is a reasonable price of $2 (with a portion donated back to a local non-profit
group).
Our 4-H program and shows are considered the best in the Fraser Valley and are currently
attracting clubs (33 clubs in 2012) from Vancouver Island and the Okanagan. These
numbers are impressive as the PNE hosted 37 clubs in 2012. In 2013 we will be hosting
the 4-H Provincial Public Speaking and Demonstration Competition during Country Fest and
we have been approached to host the 4-H Alumni Event for "100th 4-H in BC" Celebration in
2014.
For the past three years Country Fest has won the "Agricultural Exhibit Award" from B.0
Association of Agricultural Fairs & Exhibitions and has been asked on a regular basis to
share our expertise in workshops at the annual convention.
We also feel strongly about inviting and involving any community organization that would
like to come under our umbrella as we recognize everyone needs to promote or fund raise
without having to pay a fee for a space.
Volunteers participate in the planning of educational programming, securing sponsors and
judges, preparing educational materials and signage, repair of buildings and equipment,
recruitment of volunteers, promotion of event with livestock displays through other
community events.
With the exception of the office administration, volunteers manage all aspects of the
special event including judges and entertainers hospitality, clerking livestock shows,
volunteer refreshments and parking. Our volunteers include our local school district
students who are working towards CAP hours for graduation and youth at risk completing
their required community hours. Although these men are not considered volunteers, B.C.
Correction inmates from Fraser Regional facility are a huge element of our labor force.
We hope to continue to offer a free gate, offer first class education, entertainment and
programming and secure the continuance of our heritage organization into the future. For
this reason, sponsorships, grants and government support on all levels, are paramount to
our success.
MAPLE RIDGE
British Columbia
Deep Roots
Greater Heights
TO:
FROM:
District of Maple Ridge
His Worship Mayor Ernie Daykin DATE: June 10, 2013
and Members of Council
Chief Administrative Officer ATTN: Committee of the Whole
SUBJECT: Temporary Borrowing Bylaw No. 6998-2013
EXECUTIVE SUMMARY:
The construction of Fire Hall #4 was first included in the Financial Plan in 2008. It was to be funded
by debt with the debt servicing costs to be funded through the Fire Department Capital Acquisition
Reserve. A Loan Authorization Bylaw was adopted after the appropriate public and Ministry
approvals were received.
A temporary borrowing bylaw is now required to authorize the borrowing approved through Loan
Authorization Bylaw 6558-2008. Either external borrowing or a Temporary Borrowing Bylaw must be
in place within five years of the adoption of the Loan Authorization Bylaw. This Temporary Borrowing
Bylaw needs to be adopted prior to July 8, 2013. If it is not, borrowing cannot be authorized under
the current Loan Authorization Bylaw 6558-2008.
Site planning has been started for Fire Hall#4. The borrowing to construct Fire Hall #4 in Albion was
delayed due to several factors, including forcing the Fire Department to manage the capital spending
within defined annual funding amounts.
RECOMMENDATION:
That Bylaw No. 6998-2013 be given first, second and third readings.
DISCUSSION:
The construction of Fire Hall #4 was first included in the Financial Plan in 2008. It was to be funded
by debt with the debt servicing costs to be funded through the Fire Department Capital Acquisition
Reserve. A Loan Authorization Bylaw was adopted after the appropriate public and Ministry
approvals were received.
The debt servicing costs, principle and interest payments, are to be funded by the same reserve
used to fund Fire Hall #1 renovations and new fire department equipment purchases. Fire Hall #4
construction was delayed due to both funding and personnel capacities to address both Fire Hall #1
renovations and the construction of Fire Hall #4.
A temporary borrowing bylaw is now required to authorize the borrowing approved through Loan
Authorization Bylaw 6558-2008, approved to construct Fire Hall #4 in the Albion area. This
1134
Temporary Borrowing Bylaw needs to be adopted prior to July 8, 2013. If it is not, borrowing cannot
be authorized under the current Loan Authorization Bylaw 6558-2008.
A temporary borrowing bylaw adopted for the full amount of the authorized amount ensures that
borrowing can be executed using the authorization granted under the loan authorization bylaw. Loan
Authorization Bylaw 6558-2008 expires on July 8, 2013. Once the Temporary Borrowing Bylaw is
adopted, borrowing can be executed at any time and can occur after July 8, 2013. The amount
approved is $6,000,000 and external borrowing will likely be sought.
ALTERNATIVES:
If this bylaw is not adopted then borrowing under Loan Authorization Bylaw 6558-2008 is not
permitted and if external borrowing is required, a new Loan Authorization Bylaw and all the related
approvals would be required.
CONCLUSIONS:
This will allow the District to externally borrow, if required, as authorized under Loan Authorization
Bylaw 6558-2008 to construct Fire Hall #4 in the Albion area.
"Original signed by Trevor Thompson"
Prepared by. Trevor Thompson, BBA, CGA
Manager of Financial Planning
"Original signed by Paul Gill"
Approved by: Paul Gill, BBA, CGA
General Manager, Corporate & Financial Services
"Original signed by Jim Rule"
Concurrence J.L. (Jim) Rule
Chief Administrative Officer
CORPORATION OF THE DISTRICT OF MAPLE RIDGE
BYLAW NO. 6998-2013
A Bylaw to authorize temporary borrowing pending the sale of debentures
WHEREAS it is provided by Section 181 of the Community Charter that the Council may, where it has
adopted a loan authorization bylaw, without further assents or approvals, borrow temporarily money;
AND WHEREAS the Council has adopted Bylaw No.6558-2008, cited as Maple Ridge Fire Hall #4
Loan Authorization Bylaw No. 6558-2008, authorizing the construction of Fire Hall #4 in the Albion
area, in the amount of six million dollars ($6,000,000);
AND WHEREAS the sale of debentures has been temporarily deferred:
NOW THEREFORE, the Council of the District of Maple Ridge enacts as follows:
1. This bylaw may be cited as "Maple Ridge Temporary Borrowing Bylaw No. 6998- 2013".
2. The Council is hereby authorized and empowered to borrow an amount or amounts not
exceeding the sum of six million dollars ($6,000,000), as the same may be required.
3. The form of obligation to be given as acknowledgement of the liability shall be a promissory
note or notes bearing the corporate seal and signed by the Mayor and the Financial Officer.
4. The money so borrowed shall be used solely for the purposes set out in said Bylaw No.6558-
2008.
5. The proceeds from the sale of the debentures or so much thereof as may be necessary shall
be used to repay the money so borrowed.
READ a first time the day of , 2013.
READ a second time the day of , 2013.
READ a third time the day of , 2013.
RECONSIDERED AND ADOPTED the day of , 2013.
PRESIDING MEMBER
CORPORATE OFFICER
MAPLE RIDGE
British Co lumh la
District of Maple Ridge
TO: His Worship Mayor Ernie Daykin MEETING DATE: June 10, 2013
and Members of Council FILE NO: CDPR-Admin-0640-30
FROM: Chief Administrative Officer MEETING: C.O.W.
SUBJECT: Maple Ridge Recreation Facility Fees Amending Bylaw No. 6999-2013
EXECUTIVE SUMMARY:
The Maple Ridge -Pitt Meadows Parks & Leisure Services Commission reviewed the proposed
Fees and Charges Bylaw amendment at their meeting of May 16, 2013 and recommended
Council approval. A copy of the report is attached.
RECOMMENDATION:
That Bylaw No. 6999-2013 be given first, second and third readings.
"Original signed by Kelly Swift"
Approved by: Kelly Swift
General Manager, Community Development
Parks & Recreation Services
"Original signed by Jim Rule"
Concurrence: J.L. (Jim) Rule
Chief Administrative Officer
dap:ik
Attachments:
• MR -PM Parks & Leisure Services Commission Fees and Charges report of May 16, 2013
• Bylaw 6999-2013, Maple Ridge Recreation Facility Fees Amending
1151
�i
s
PARKS & LEISURE SERVICES
Maple Ridge and Pitt Meadows
Parks & Leisure Services Commission Report
REGULAR MEETING
May 16, 2013
SUBJECT: FEES & CHARGES REVIEW 2013
EXECUTIVE SUMMARY:
During the 2012 annual fees and charges review, staff and Commission recognized that Parks &
Leisure Services (PLS) fee setting formula for private and commercial categories did not reflect the
market average and recommended that a review of the current fees and charges policy was needed.
Staff researched policies and best practices from other municipalities and developed a new Fees &
Charges policy which was presented to and adopted by Commission on February 14, 2013.
Staff has conducted the annual fees and charges review for 2013 and have put the new policy into
practice. The new policy supports a streamlined approach to fee setting and eliminates setting
multiple facility fees for various types of use.
Staff are recommending that Commission approve the recommended Fees and Charges and the
Bylaw be updated and forwarded to Councils for approval.
RECOMMENDATION:
That a Fees and Charges Bylaw update be forwarded to both Maple Ridge and Pitt Meadows
Councils based on the proposed increases to be implemented January 1, 2014.
DISCUSSION:
a) Background Context:
Annually, staff reviews the rental and admission rates of a number of Lower Mainland recreation
facilities with similar attributes and amenities including but not limited to: Abbotsford, Mission,
Langley, Surrey, Coquitlam, Port Coquitlam, Burnaby and North Vancouver.
Under the policy, the average market rental rate for each type of facility is used to determine the
rental rate for PLS facilities for commercial, non-resident and private use. As per the policy, to
support local non -profits Commission subsidizes youth and senior organizations by 60% and
adult organizations by 40% of the private rate.
Under the previous policy, a number of meeting rooms did not have hourly rental rates applied to
local non-profit organizations. This has been corrected in the new policy, however, PLS
recognizes that this may cause financial burdens for some users and will work with each group to
develop a transition plan as discussed when the policy was adopted.
Admissions -Maple Ridge Leisure Centre
Staff has determined that the drop-in admission rates for Youth/Senior and Families are below
the current average and are recommending a 5% increase for these categories. If approved, the
Youth/Senior rate will increase from $3.71 to $3.90 and Family rate from $9.94 to $10.44.
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The Child and Adult categories are slightly higher than the current average and as a result, the
staff recommendation is to maintain the current rates for Children and Adults.
Admissions - Pitt Meadows Family Recreation Centre
Staff has determined that the drop-in admission rates for Children and Youth/Senior are below
the current average and are recommending a 5% increase for Children and 10% increase for
Youth/Senior. If approved, the Child rate will increase from $2.48 to $2.61 and the
Youth/Senior rate from $3.20 to $3.52.
Although 10% may seem aggressive, the rates will continue to remain below the current average
therefore, staff will bring back a similar rate increase recommendation during next year's review
to catch up in these categories.
Facility Fees
During the policy review, it was identified that many municipalities do not create multiple fees for
facilities such as regular use, special event and fundraiser. As a result, the new policy re -
categorized facilities resulting in five fees per facility compared to the previous sixteen fees and
eliminating conflicting rates for similar facilities such as multi-purpose rooms with similar
minimum and maximum capacity and features. This procedural revision results in an efficient
and streamlined booking system providing ease of use for customers and staff alike.
Staff blended past rate categories (regular, special event and fundraiser) for comparisons and
because of this, it is difficult to report a straight forward percentage increase to Commission;
these comparisons will be presented and provided at the meeting. The 2014 Fees & Charges
recommendations should be viewed as a transition year to accommodate PLS procedural and
policy changes.
As presented to Commission in February, staff understands that some of our local non-profit user
groups will be faced with rental charges for the first time and with Commission's support, will
work with these groups to develop a transition plan to lessen the financial burden.
b) Desired Outcome:
That fees will assist in offsetting facility operating costs, while balancing the need to ensure
Parks & Leisure Services remain accessible to all residents.
c) Strategic Alignment:
Provide citizens with quality services in a cost effective and efficient manner.
d) Citizen/Customer Implications:
User groups have been notified that the Fees and Charges Bylaw is under annual review and are
cognizant that an increase will be introduced in January 2014. Staff will inform user groups of
increased rates as soon as Commission and both Councils approve them so they may work this
into 2014 budgets and registration fees.
PLS will also work with organizations on an individual basis, to assist in the transition from the
previous policy to the current policy. In addition to working with our user groups on developing
transition plans, groups will be reminded that Commission and various community organizations
continue to support our residents by offering a number of low-cost options such as:
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• Participation Program
• Rental Rebate Subsidy
• Grade Five Active Pass
• School District No. 42's Tzu Chi bursaries
• KidSport
• Canadian Tire Jump Start
e) Business Plan/Financial Implications:
If adopted, it is projected that admission revenue will increase by $17,000 and rental revenue by
up to $20,000. Within three years $8,000 of the projected rental revenue will come from non-
profit organizations that in the past did not pay for multi-purpose room rentals. This increase
will be phased in over a few years.
CONCLUSIONS:
Commission's practice is to review PLS fees and charges annually and to plan regular, modest
increases that reflect average market rates for comparable services ensuring that rates remain
current to avoid significant impact to user groups.
"Original signed by Danielle Pope"
Prepared By: Danielle Pope
Title: Manager, Business Operations
"Original signed by Wendy McCormick"
Approved By: Wendy McCormick
Title: Director, Recreation
"Original signed by Kelly Swift"
Approved By: Kelly Swift
Title: General Manager, Community Development
Parks & Recreation Services
:dp
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Corporation of the District of Maple Ridge
Bylaw No. 6999-2013
A Bylaw to amend Maple Ridge Recreation Facility Fees
Bylaw No. 4117 - 1988 as amended.
WHEREAS the Council may by bylaw establish and regulate the fixing of fees for admissions and/or
use of sports, recreation and community use facilities;
AND WHEREAS, the Council has imposed fees and now wishes to amend those fees;
NOW THEREFORE, the Council of the District of Maple Ridge enacts as follows:
1. This Bylaw may be cited as "Maple Ridge Recreation Facility Fees Amending Bylaw No. 6999-
2013.
2. That Maple Ridge Recreation Facility Fees By-law No. 4117 - 1988 as amended, be further
amended by deleting Schedules "A", "B", "C", "D", "E", "F", "G", "H","I" "J", "K", "L" and "M"
in their entirety and replacing with Schedule "A", "B", "C", "D", "E", "F", "G" "H","I", "J", "K"
and "L" as attached hereto.
3. This Bylaw shall come into force and effect as of January 1, 2014 for Schedules "A", "B", "C",
READ a first time the
READ a second time the
READ a third time the
ADOPTED this
PRESIDING MEMBER
CORPORATE OFFICER
Attachments: Schedules "A", "B", "C", "D", "E", "F", "H", "I","J", "K" and "L"
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "A"
Arenas
Effective January 1, 2014
(taxes not included)
Youth/Senior
Non -Profit
Adult
Non -Profit
Private
Commercial
Non -Resident
Ice
Prime Time
$110.34
$165.50
$275.84
$304.99
$295.04
Ice
Non -Prime
$82.76
$124.13
$206.88
$228.74
$221.28
Dry Floor
Prime Time
$48.92
$73.39
$122.31
$139.61
$131.85
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "B"
Fairgrounds
Effective January 1, 2014
(taxes not included)
Youth/Senior
Non -Profit
Adult
Non -Profit
Private
Commercial
Non -Resident
Barns
Beef, Exhibition,
Commercial
$8.16
$12.24
$20.40
$22.44
$24.48
Grounds &
Showrings
$7.14
$10.71
$17.85
$19.64
$21.42
Stage is included at no -charge when booking the grounds.
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "C"
Pools
Effective January 1, 2014
(taxes not included)
Youth/Senior
Non -Profit
Adult
Non -Profit
Private
Commercial
Non -Resident
Competition Pool
Leisure Pool
Teach Pool
(per lane)
$9.88
$14.82
$24.70
$31.38
$29.28
Hammond Pool
Harris Pool
(whole pool)
$26.75
$40.13
$66.88
$70.54
$68.14
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "D"
Rooms
Effective January 1, 2014
(taxes not included)
Youth/Senior
Non -Profit
Adult
Non -Profit
Private
Commercial
Non -Resident
Multipurpose Room
(capacity 1-15)
$4.51
$6.76
$11.27
$13.84
$13.84
Pitt Meadows Family Recreation Centre - Youth Centre
South Bonson Community Centre - Living Room, Upstairs Meeting Room, Boardroom
Whonnock Lake Centre - Meeting Room
Multipurpose Room
(ca pacity 15-30)
$9.01
$13.52
$22.53
$27.67
$27.67
Leisure Centre - Training Studio
Hammond Community Centre - Preschool
Maple Ridge Library - Alouette Room
Pitt Meadows Family Recreation Centre - Preschool, Daycare
Planet Ice - Meeting Room
South Bonson Community Centre - Activity Room #2
Whonnock Lake Centre - Preschool
Multipurpose Room
(ca pacity 40-60)
$11.83
$17.75
$29.58
$35.57
$32.62
Leisure Centre - Preschool
Heritage Hall - Daycare
Pitt Meadows Family Recreation Centre - Lobby
Multipurpose Room
(ca pacity 60-80)
$13.94
$20.91
$34.85
$48.36
$45.36
Leisure Centre - Multipurpose
Greg Moore Youth Centre - Lounge, Multipurpose
Maple Ridge Library - Fraser Room
Pitt Meadows Library - Meeting Room
Pitt Meadows Family Recreation Centre - Multipurpose
South Bonson Community Centre - Activity Room #1
Gymnasiums
$49.35
$74.02
$123.37
$154.31
$132.64
Leisure Centre
Greg Moore Youth Centre Active Area
Pitt Meadows Family Recreation Centre
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "E"
Halls
Effective January 1, 2014
(taxes not included)
Youth/Senior
Non -Profit
Adult
Non -Profit
Private
Commercial
Non -Resident
Medium
(capacity 100-200)
$25.46
$38.20
$63.66
$83.17
$78.12
Hammond Hall
Heritage Hall - Lower floor
Large
(capacity 200-300)
$37.98
$56.97
$94.95
$111.04
$106.78
Heritage Hall - Upper floor
Specialty Hall
(capacity 175-200)
$83.18
$124.77
$207.95
$232.68
$232.68
South Bonson Community Centre - Banquet Room
Whonnock Lake Centre - Main Hall
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "F"
Kitchens
Effective January 1, 2014
Per Day Rate
(taxes not included)
Youth/Senior
Non -Profit
Adult
Non -Profit
Private
Commercial
Non -Resident
$34.16
$51.25
$85.41
$120.30
$120.30
Fairgrounds
Hammond Hall
Heritage Hall
Pitt Meadows Family Recreation Centre
South Bonson Community Centre
Whonnock Lake Centre
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "G"
Maple Ridge Leisure Centre Admission Rates
Effective January 1, 2014
"F/exi"
(taxes not included)
Single
10 Pass
20 Pass
1 month
3 months
6 months
1 year
Children
$2.90
$26.10
$46.40
$26.10
$69.60
$130.50
$261.00
Youth
$3.90
$35.10
$62.40
$35.10
$93.60
$175.50
$351.00
Senior
$3.90
$35.10
$62.40
$35.10
$93.60
$175.50
$351.00
Adult
$5.70
$51.30
$91.20
$51.30
$136.80
$256.50
$513.00
Family
$10.44
$98.46
$167.04
$98.46
$262.56
$492.30
$984.60
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "H"
Pitt Meadows Family Recreation Centre Admission Rates
Effective January 1, 2014
(taxes not included)
Single
10 Pass
20 Pass
1 month
3 months
6 months
1 year
Children
$2.61
$23.49
$41.76
$23.49
$62.64
$117.45
$234.90
Youth
$3.52
$31.68
$56.32
$31.68
$84.48
$158.40
$316.80
Senior
$3.52
$31.68
$56.32
$31.68
$84.48
$158.40
$316.80
Adult
$5.02
$45.18
$80.32
$45.18
$120.48
$225.90
$451.80
Family
$9.38
$84.42
$150.08
$84.42
$225.12
$422.10
$844.20
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "1"
Drop -In Skating Admission Rates
Effective January 1, 2014
(taxes not included)
Single
10 Pass
20 Pass
Children
$2.60
$23.40
$41.60
Youth
$3.50
$31.50
$56.00
Senior
$3.50
$31.50
$56.00
Adult
$4.73
$42.57
$75.68
Family
$8.33
$74.97
$133.32
Parent & Tot
$4.73
$42.57
$75.68
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "J"
Outdoor Pools Admission Rates
Effective January 1, 2014
(taxes not included)
Single
Season Pass
Children
$1.76
$31.68
Youth
$2.37
$42.66
Senior
$2.37
$42.66
Adult
$3.03
$54.54
Family
$6.68
$120.24
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "K"
Sports Fields
Effective January 1, 2013
(taxes not included)
CLASS A
CLASS B
CLASS C
Youth/Senior Non -Profit
Commercial Use
$22.07
$16.44
$5.49
Fundraising
$11.04
$8.22
$2.75
Special Event
$5.52
$4.11
$1.37
Regular Use
$0.00
$0.00
$0.00
Adult Non Profit
Commercial Use
$22.07
$16.44
$5.49
Fundraising
$22.07
$16.44
$5.49
Special Event
$17.07
$11.44
$2.75
Regular Use
$12.70
$6.65
$0.00
Local, Private or
Political Groups
Fundraising
$33.11
$24.66
$8.24
Special Event
$27.59
$20.55
$6.86
Regular Use
$22.07
$16.44
$5.49
Local Commercial
Fundraising
$35.31
$26.30
$8.78
Special Event
$29.79
$22.19
$7.41
Regular Use
$24.28
$18.08
$6.04
Non Resident Groups
Fundraising
$37.52
$27.95
$9.33
Special Event
$32.00
$23.84
$7.96
Regular Use
$26.48
$19.73
$6.59
Sport Field User Annual Contribution
Fall/Winter Clubs
$30 per registration
Spring/Summer Clubs
$15 per registration
Class A
Synthetic Fields at Samuel Robertson Secondary, Westview Secondary and Pitt Meadows
Secondary; Hammond Stadium; Merkley Grass; Pitt Meadows Athletic Park; Thomas Haney
Secondary; Albion Sports Complex (grass); Cliff Park; Harris North
Class B
Telosky; Albion; Jordan Park; Maple Ridge Park; Bonson; Ruskin Park; Selvey Park; Harris South;
Tolmie Park; Edith McDermott Park
Class C
All weather fields at Merkley and Albion Sports Complex
Corporation of the District of Maple Ridge
Bylaw No. 4117 - 1988
SCHEDULE "L"
Miscellaneous Fees
Effective January 1, 2014
(taxes not included)
Park Shelter
$70.00
(up to a full day)
Event Trailer
$147.31 (day rate)
Tennis/Sport Court
$15.00
(applicable to commercial use only)