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District of Maple Ridge COUNCIL MEETING August 27, 2013 The Minutes of the Municipal Council Meeting held on August 27, 2013 at 7:00 p.m. in the Council Chamber of the Municipal Hall,
11995 Haney Place, Maple Ridge, British Columbia for the purpose of transacting regular Municipal business. PRESENT Elected Officials Appointed Staff Mayor E. Daykin J. Rule, Chief
Administrative Officer Councillor C. Ashlie K. Swift, General Manager of Community Development, Councillor C. Bell Parks and Recreation Services Councillor J. Dueck P. Gill, General
Manager Corporate and Financial Services Councillor A. Hogarth C. Carter, Acting General Manager Public Works and Councillor B. Masse Development Services Councillor M. Morden C. Marlo,
Manager of Legislative Services A. Gaunt, Confidential Secretary Other Staff as Required C. Goddard, Manager of Development and Environmental Services Note: These Minutes are also posted
on the Municipal Web Site at www.mapleridge.ca The meeting was filmed by Shaw Communications Inc. 100 CALL TO ORDER 200 MOMENT OF REFLECTION 300 INTRODUCTION OF ADDITIONAL AGENDA ITEMS
400 APPROVAL OF THE AGENDA The agenda was approved as circulated.
Council Minutes August 27, 2013 Page 2 of 16 500 ADOPTION AND RECEIPT OF MINUTES 501 Minutes of the Regular Council Meeting of July 23, 2013 R/2013-350 501 Minutes Regular Council It
was moved and seconded July 23, 2013 That the m minutes of the Regular Council Meeting of inutes July 23, 2013 be ad adopted as circulated opted CARRIED 502 Minutes of the Development
Agreements Committee Meetings of July 17(2), August 16(3) and 20(2), 2013 R/2013-351 502 Minutes Development Agmt It was moved and seconded Committee That the minutes of the Development
Ag Agreements Committee reements Meetings of July 17(2), August 16(3) and 20(2), 2013 be received. CARRIED 600 PRESENTATIONS AT THE REQUEST OF COUNCIL – Nil 700 DELEGATIONS – Nil 800
UNFINISHED BUSINESS 801 Review of District Communication and Social Media Policy Consideration of a motion proposed by Councillor Bell at the July 23, 2013 Council Meeting to review
the District’s Communication and Social Media Policy
Council Minutes August 27, 2013 Page 3 of 16 R/2013-352 Communications It was moved and seconded and Social Media Policy Review That a review of the District’s Communication and Social
Media Policies be undertaken by Council. CARRIED 900 CORRESPONDENCE – Nil 1000 BYLAWS Bylaws for Third Readings Note: Items 1001 to 1002 are from the Public Hearing of August 27, 2013
1001 2012 2012-033 033-RZ, 24189 124 Avenue Maple Ridge Zone Amending Bylaw No. 6912 6912-2012 To rezone from RS-3 (One Family Rural Residential) to RS-2 (One Family Suburban Residential)
to permit future subdivision into two lots Third reading R/2013-353 2012-033-RZ It was moved and seconded BL No. 6912-2013 Third reading That Bylaw No. 6912 6912-2013 be given third
reading. CARRIED 1002 2011 2011-084 084-RZ, 11133 and 11185 240 Street 1002.1 Maple Ridge Zone Amending Bylaw No. 6853 6853-2011 To rezone from RS-3 (One Family Rural Residential) to
RST (Street Townhouse Residential), R-1 (Residential District), C-1 (Neighborhood Commercial) and R-2 (Urban Residential District) to permit the future development of 24 street townhouses,
a duplex, 38 single family lots and a mixed use commercial/residential development Third reading
Council Minutes August 27, 2013 Page 4 of 16 R/2013-354 2011-084-RZ It was moved and seconded BL No. 6853-2011 Third reading That Bylaw No. 6853 6853-20111 be given third reading. CARRIED
1002.2 Maple Ridge Zone Amending Bylaw No. 6947 6947-2012 To amend with the addition of legal descriptions in the correct sequence Third reading R/2013-355 2011-084-RZ It was moved
and seconded BL No. 6947-2012 Third reading That Bylaw No. 6947 6947-2012 be given third reading. CARRIED Bylaws for Final Reading 1003 Maple Ridge Social Planning Advisory Committee
Bylaw No. 7006 7006-2013 To amend to allow for an increase in membership Final reading R/2013-356 Social Planning It was moved and seconded Advisory Committee BL No. 7006-2013 That
Bylaw No. 7006 7006-2013 be adopted. CARRIED
Council Minutes August 27, 2013 Page 5 of 16 COMMITTEE REPORTS AND RECOMMENDATIONS 1100 COMMITTEE OF THE WHOLE Minutes – July 22, 2013 R/2013-357 Minutes COW It was moved and seconded
July 22, 2013 That the minutes of the Committee of the Whole Meeting of July 22 22, 2013 , be received. CARRIED Public Works and Development Services 1101 2013 2013-042 042-RZ, 24325
126 Avenue, RS RS-3 to RS RS-2 Staff report dated August 26, 2013 recommending that Maple Ridge Zone Amending Bylaw No. 7009-2013 to rezone from RS-3 (One Family Rural Residential)
to RS-2 (One Family Suburban Residential) to permit subdivision into two single family lots be given first reading and that the applicant provide further information as described on
Schedules B, E and G of Development Procedures Bylaw No. 5879-1999, along with information required for a subdivision application. The Manager of Development and Environmental Services
advised on the follow up done by the Planning Department to contact the owners of the property. R/2013-358 2013-042-RZ It was moved and seconded BL No. 7009-2013 First reading DEFERRED
That Bylaw No. 7009 7009-2013 be given first reading; and; That the applicant provide further information as described on Schedules B, E and G of the Development Procedures Bylaw No.
5879 –1999, along with the information required for a subdivision application.
Council Minutes August 27, 2013 Page 6 of 16 R/2013-359 2013-042-RZ It was moved and seconded BL No. 7009-2013 First reading DEFFERAL That first reading of Bylaw No. 7009 7009-2013 be
deferred to the September 24, 2013 Council Meeting. CARRIED 1102 2013 2013-021 021-RZ, 20581 Maple Crescent, RS RS-1 to P P-2 Staff report dated August 26, 2013 recommending that Maple
Ridge Official Community Plan Amending Bylaw No. 7013-2013 to designate from commercial to institutional be given first and second readings and be forwarded to Public Hearing and that
Maple Ridge Zone Amending Bylaw No. 6990-2013 to rezone from RS-1 (One Family Urban Residential) to P-2 (Special Institutional) to permit construction of a two storey “Treatment Centre”
building be given second reading and be forwarded to Public Hearing. The Acting General Manager of Public Works and Development addressed a question raised by a resident at Committee
of the Whole pertaining to further development in Hammond not being approved by Council until area plan is developed. She explained the process of developing an area plan and indicated
that the practice has been to proceed with applications until an area plan is finalized. R/2013-360 2013-021-RZ It was moved and seconded BL No. 7013-2013 First, Second Reading to Public
Hearing 1. That in accordance with Section 879 of the Local Government Act opportunity for early and on on-going consultation has been provided by way of posting Official Community
Plan Amending Bylaw No. 7013 7013-2013 on the municipal website and requiring that the applicant hos host a Development Information t Meeting, and Council considers it unnecessary to
provide any further consultation opportunities, except by way of holding a Public Hearing on the bylaw; 2. That Maple Ridge Official Community Plan Amending Bylaw No. 7013 7013-2013
be considered in conjunction with the Capital Expenditure Plan and Waste Management Plan;
Council Minutes August 27, 2013 Page 7 of 16 3. That it be confirmed that Maple Ridge Official Community Plan Amending Bylaw No. 7013 7013-2013 is consistent with the Capital Expenditure
Plan and Waste Management Pl Plan; an; 4. That Maple Ridge Official Community Plan Amending Bylaw No. 7013 7013-2013 be given first and second readings and be forwarded to Public Hearing;
5. That Zone Amending Bylaw No. 6990 6990-2013 be given second reading and be forwarded to Public Hearing; and 6. That the following terms and conditions be met prior to Final Reading.
i. Registration of a Rezoning Servicing Agreement as a Restrictive Covenant and receipt of the deposit of a security, as outlined in the Agreement; ii. Amendment to Schedule "B" of
the Official Community Plan; iii. Road dedication as required iv. Consolidation of the development site; v. Registration of a Geotechnical Report as a Restrictive Covenant at the Land
Title Office which addresses the suitability of the site for the proposed d development; evelopment; vi. Removal of the existing building at 20581 Maple Crescent; vii. Registration
of a Restrictive Covenant at the Land Title Office of the phase 2 design; viii. A disclosure statement must be submitted by a Professional Engineer advising whether there is any evidence
of underground fuel storage tanks. If there is evidence, a site profile pursuant to the Waste Management Act must be provided in accordance with the regulations. ix. Pursuant to the
Contaminated Site Regulations of the Environmental Management Act, the property owner will provide a Site Profile for the subject lands. CARRIED Councillor Bell -OPPOSED 1103 RZ/015/10,
12507 and 12555 240 Street, One Year Extension Staff report dated August 26, 2013 recommending that rezoning application RZ/015/10 to permit eight single family bare land strata lots
be granted a one year extension.
Council Minutes August 27, 2013 Page 8 of 16 R/2013-361 RZ/015/10 It was moved and seconded One Year Extension That a one year extension be granted for rezoning application RZ/015/10
and that the following conditions be addressed prior to consideration of final reading: i. Registration of a Rezoning Servicing Agreement as a Restrictive Covenant and receipt of the
deposit of security as outlined in the Agreement; ii. Registration of a Geotechnical Report as a Restrictive Covenant which addresses the suitability of the site for the proposed development;
iii. A Statutory right of way plan and agreement m must be ust registered at the Land Title Office: iv. Road dedication as required; v. Consolidation of the development site; vi. Park
dedication as required; vii. Registration of a Habitat Protection Restrictive Covenant for environmentally sensitive areas that will be outside the dedicated areas. CARRIED 1104 RZ/120/10,
23908, 23920 and 23882 Dewdney Trunk Road, One Year Extension Staff report dated August 26, 2013 recommending that rezoning application RZ/120/10 to permit subdivision into 25 single
family lots be granted a one year extension. R/2013-362 RZ/120/10 It was moved and seconded One Year Extension That a one year extension be granted for rezoning application RZ/120/10
and that the following conditions be addressed prior to consideration of Final Reading: i. Removal of the existing buildings;
Council Minutes August 27, 2013 Page 9 of 16 ii. A disclosure statement must be submitted by a Professional Engineer advising whether there is any evidence of underground fuel storage
tanks. If there is evidence, a site profile pursuant to the Waste Management Act must be provided in accordance with the regulations. CARRIED 1105 2013 2013-051 051-DP, 20295 113B Avenue
Staff report dated August 26, 2013 recommending that the Corporate Officer be authorized to sign and seal 2013-051-DP for a proposed industrial building (warehouse and office use) in
the M-3 (Business Park) zone. R/2013-363 2013-051-DP It was moved and seconded Sign and seal That the Corporate Officer be authorized to sign and seal 2013 2013-051 051-DP respecting
property located at 20295 113B Avenue. CARRIED Note: Mayor Daykin excused himself from discussion of Item 1108 at 7:40 p.m. as the application pertains to a property in the vicinity
of his home. 1106 2013 2013-077 077-DP, 12016 York Street, Heritage Alteration Permit Staff report dated August 26, 2013 recommending that the Corporate Officer be authorized to sign
and seal Heritage Alteration Permit 2013-077-DP to allow for the preservation, relocation and rehabilitation of the existing heritage house on the subject site. R/2013-364 2013-077-DP
It was moved and seconded Heritage Alteration Sign and seal That the Corporate Officer be authorized to sign and seal Heritage Alteration Permit 2013 2013-077 077-DP respecting property
located at 12016 York Street. CARRIED
Council Minutes August 27, 2013 Page 10 of 16 Note: Mayor Daykin returned to the meeting at 7:40 p.m. 1107 RZ/103/08, 28702 104 Avenue, Release of Statutory Right Right-of of-Way Staff
report dated August 26, 2013 recommending that the report be forwarded to Public Hearing for input on releasing the statutory right-of-way for a horse trail on the subject property.
R/2013-365 RZ/103/08 It was moved and seconded Right-of-Way Release Forward to PH That the staff report dated August 26, 2013 titled “28702 – 104th Avenue – Release of Statutory Right
Right-of of-Way” be forwarded to Public Hearing for input on the release of a Statutory Right Right-of of-Way for a horse trail on the subject property. CARRIED 1108 Municipal Equipment
Purchase, Supply and Delivery of One Motor Control Centre (MCC) for the 225 Street Pump Station Staff report dated August 26, 2013 recommending that the contract for the supply and
delivery of one motor control centre be awarded to Vector Drive Systems and that the Corporate Officer be authorized to execute the contract. R/2013-366 Municipal Equipment It was moved
and seconded Purchase Award That the contract for the Supply and Delivery of One Motor Control Center be awarded to Vector Drive Systems in the amount of $195,600.00 and applicable
taxes of approximately $9,780.00, that additional work may be added under the extra work provisions in the contract up to 25% of the value of the contract ($51,000) including taxes,
and further that the Corporate Officer be authorized to execute the contract. CARRIED
Council Minutes August 27, 2013 Page 11 of 16 Financial and Corporate Services (including Fire and Police) 1131 Disbursements for the month ended July 31, 2013 Staff report dated August
26, 2013 recommending that the disbursements for the month ended July 31, 2013 be approved. R/2013-367 Disbursements It was moved and seconded July 2013 That the disbursements as listed
below for the month ended July 31, 2013 be approved: General $24,033,139. Payroll $ 1,676,067. Purchase Card $ 106,219. $ 25,815,425. CARRIED 1132 Adjustments to the 2013 Collector’s
Roll Staff report dated August 26, 2013 submitting information on changes to the 2013 Collector’s Roll through the issuance of Supplementary Rolls 3 through 5. For information only
No motion required 1133 Records Management – Review and Next Steps Staff report dated August 26, 2013 recommending that the purchase and implementation of the Laserfiche document management
software product line be supported, that the Corporate Officer be authorized to execute an agreement with Ricoh Canada, that the approved Financial Plan be amended to incorporate additional
annual software maintenance and include a temporary project staffing position and that adopting records management policy and practices and the implementation of an electronic document
management system be a strategic commitment for all Departments during Business Planning. The Management of Legislative Services advised that an e-mail was forwarded to Council providing
answers to questions raised at the August 26, 2013 Workshop and Committee of the Whole Meetings.
Council Minutes August 27, 2013 Page 12 of 16 The General Manager of Corporate and Financial Services addressed issues of concern raised and spoke to budget adjustments. R/2013-368 Records
Mgmt It was moved and seconded System AMENDED 1. That Council support the purchase and implementation of the Laserfiche document management software product line, noting that the one
one-time capital cost is $561,888 and the annual operating cost is $72,819; and further noting that the capital cost has been secured and $50,000 of the annual operating costs have
been provided for in previously approved Financial Plans; and further, the Corporate Officer be authorized to execute an agreement with Ricoh Canada Inc. for the purchase; and 2. That
the approved Fin Financial Plan be amended to ancial incorporate the additional annual software maintenance required to complete the project, and include the temporary project staffing
position which is to be funded from Accumulated Surplus for a 2 year period; and 3. That adopting records management policy and practices, and implementation of an electronic document
management system, be a strategic commitment in all Departments during Business Planning for the implementation stage. R/2013-369 Records Mgmt It was moved and seconded System AMENDMENT
That the following item be added to the main motion: 4. That assumptions be identified in regards to efficiencies and savings and assign related measurable to assess overall effectiveness
of the Laserfiche product line and overall goals related to upgrading of our records management system. AMENDMENT CARRIED Councillor Bell, Councillor Masse – OPPOSED MOTION AS AMENDED
CARRIED
Council Minutes August 27, 2013 Page 13 of 16 Community Development and Recreation Service – Nil Correspondence – Nil Other Committee Issues – Nil 1200 STAFF REPORTS – Nil 1300 RELEASE
OF ITEMS FROM CLOSED COUNCIL The following items were released from Closed Council status: From the Closed Council Meeting of July 8, 2013 • Maple Ridge Economic Advisory Commission
Reappointment of Glenn Ralph as a Member at Large for a three year term commencing September 2013 and ending on August 31, 2016 From the Closed Council Meeting of July 22, 2013 • Maple
Ridge Public Art Steering Committee Appointments of Wayne Bissky, Susan Hayes and Gabriella Morrison for a three year term commencing July 1, 2013 and ending December 31, 2015 • Letter
from Young Anderson providing an opinion on the status of elected officials For information only No motion required 1400 MAYOR’S REPORT Mayor Daykin advised that the Blue Grass Festival
event will be taking place at the Maple Ridge Fairgrounds from Friday to Sunday and encouraged all residents to attend. He also encouraged attendance at the RCMP Musical Ride scheduled
for September 5 at the Maple Ridge Fairgrounds.
Council Minutes August 27, 2013 Page 14 of 16 1500 COUNCILLORS’ REPORTS Councillor Masse Councillor Masse attended the Maple Ridge Community Foundation 2nd Annual FORE Charity Golf Tournament
and a meeting with a gentleman who outlined an existing proposal for Albion. Councillor Dueck Councillor Dueck attended the Maple Ridge Community Foundation 2nd Annual FORE Charity
Golf Tournament dinner. Councillor Ashlie Councillor Ashlie encouraged residents to attend the RCMP Musical Ride and advised that proceeds go to the North Fraser Therapeutic Riding
Association. Councillor Bell Councillor Bell attended the first annual True North Fraser Long Table Dinner hosted by Golden Ears Cheese Crafters. She also attended the Rotary Duck Race
and the EID Celebration. She encouraged residents to support the “Rally for Malcolm”. Councillor Hogarth Councillor Hogarth encouraged residents to attend the Blue Grass Festival. He
advised that Fire Department flags are flying at half mast due to the passing of retired Deputy Fire Chief Richard Purdy. Councillor Morden Councillor Morden attended the Rotary Duck
Race and the Symphony of Fire. He encouraged residents to attend the RCMP Musical Ride and acknowledged the work done by Officer-In-Charge Dave Walsh who has left the Maple Ridge RCMP
Detachment. 1600 OTHER MATTERS DEEMED EXPEDIENT – Nil 1700 NOTICES OF MOTION AND MATTERS FOR FUTURE MEETINGS – Nil
Council Minutes August 27, 2013 Page 15 of 16 1800 QUESTIONS FROM THE PUBLIC Dan Ols Olson Mr. Olson asked what the letter from Young Anderson under Item 1300 Release of Items, pertained
to. The Manager of Legislative Services advised that letter pertained to a solicitor opinion regarding the status of councillors as employees. Mr. Olson asked how he would be able to
obtain a copy of the letter. The Manager of Legislative Services advised that he could request a copy via an e-mail to her. Mr. Olson also asked information on the question posed to
legal counsel be provided. Nicole Grant Ms. Grant expressed her concern with how issues in Hammond have been dealt with by Councillors and the Bylaws Department and asked when the Bylaws
Department will deal with a particular house in the neighbourhood. Ms. Grant asked why Council members did not attend a development information meeting hosted by the applicant for Item
1102. Mayor Daykin explained his reasoning for not attending development information meetings. Rob Grant Mr. Grant asked whether Councillors and the Mayor will attend the Public Hearing
Mayor Daykin advised he and Council members will attend Public Hearing. He also advised that the September 24, 2013 Public Hearing has been rescheduled to September 17 and outlined
the reasoning behind the rescheduling. Mr. Grant felt that a moratorium on development in Hammond had been discussed and asked where that discussion had gone. He also questioned why
applications are pushed through so quickly and what the standard time line from first to third reading usually is. The Manager of Development and Environmental Services advised on the
timelines for applications to go from first to third readings. Mayor Daykin offered to meet with Mr. Grant to clarify timelines for incoming applications.
Council Minutes August 27, 2013 Page 16 of 16 1900 ADJOURNMENT – 8:39 p.m. _______________________________ E. Daykin, Mayor Certified Correct ___________________________________ C. Marlo,
Corporate Officer