HomeMy WebLinkAbout2016-02-15 Council Workshop Agenda and Reports.pdfCity of Maple Ridge
1.ADOPTION OF THE AGENDA
2.MINUTES
2.1 Minutes of the February 1, 2016 Council Workshop Meeting
2.2 Minutes of Meetings of Committees and Commissions of Council
•Agricultural Advisory Committee – November 26, 2015
•Community Heritage Commission – January 11, 2016
•Public Art Steering Committee – November 24, 2015
2.3 Business Arising from Committee and Commission Minutes
3.PRESENTATIONS AT THE REQUEST OF COUNCIL
COUNCIL WORKSHOP AGENDA
February 15, 2016
10:00 a.m.
Blaney Room, 1st Floor, City Hall
The purpose of the Council Workshop is to review and discuss policies and
other items of interest to Council. Although resolutions may be passed at
this meeting, the intent is to make a consensus decision to send an item to
Council for debate and vote or refer the item back to staff for more
information or clarification. The meeting is live streamed and recorded by
the City of Maple Ridge.
REMINDERS
February 15, 2016
Closed Council following Workshop
Committee of the Whole Meeting 1:00 p.m.
February 16, 2016
Public Hearing 7:00 p.m.
Council Workshop
February 15, 2016
Page 2 of 4
4. MAYOR AND COUNCILLORS’ REPORTS
5. UNFINISHED AND NEW BUSINESS
5.1 Energy and Climate Presentation
• Allan Neilson, General Manager, Planning,
Policy and Environment, Metro Vancouver 10:30-11:30 a.m.
5.2 Remedial Action for the Removal of a Garage located
at 12061 Laity Street 11:30-11:45 a.m.
Staff report dated February 15, 2016 recommending that garage at 12061 Laity
Street, Maple Ridge BC be declared a hazardous condition and must be
demolished by the owner no later than thirty days of receiving notice of a
resolution of Council.
5.3 Community Hall Meeting Options
Staff report dated February 15, 2016 providing information on options for holding
community hall meetings.
5.4 Pitt Meadows Airport Society
Staff report dated February 15, 2016 providing background information on the
history of the Pitt Meadows Regional Airport and the role that the Cities of Maple
Ridge and Pitt Meadows play in its governance.
6. CORRESPONDENCE
The following correspondence has been received and requires a response. Staff is
seeking direction from Council on each item. Options that Council may consider include:
a) Acknowledge receipt of correspondence and advise that no further action will be
taken.
b) Direct staff to prepare a report and recommendation regarding the subject matter.
c) Forward the correspondence to a regular Council meeting for further discussion.
d) Other.
Once direction is given the appropriate response will be sent.
Council Workshop
February 15, 2016
Page 3 of 4
6.1 Upcoming Events
Date: February 19, 2016
Time: 6:00 p.m.
Event: Blue Heron Gallery Official Opening, Osprey Village,
105-10996 Barnston View Road, Pitt Meadows
Organizer: Blue Heron Gallery
Date: February 27, 2016
Time: 6:00 p.m.
2015 Business Excellence Awards Gala, SKY Hanger, 170 –
18799 Airport Way, Pitt Meadows
Organizer: Maple Ridge Pitt Meadows Chamber of Commerce
Date: March 10, 2016
Time: 9:00 a.m.
Healthy Communities: Moving Upstream for Greater Impact,
University of the Fraser Valley, 33884 King Road, Abbotsford
Organizer: Fraser Health
Date: April 6, 2016
Time: 6:00 p.m.
Bowl for Kids Sake, Rev’s Bowling, 22730 119 Avenue, Maple
Ridge
Organizer: Big Brothers Big Sisters
Date: April 16, 2016
Time: 3:00 p.m.
Field Trip to North Vancouver Achives – meet at the ACT
Organizer: Maple Ridge Community Heritage Commission
7. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL
Links to member associations:
• Union of British Columbia Municipalities (“UBCM”) Newsletter The Compass
o http://www.ubcm.ca/EN/main/resources/past-issues-compass/2016-
archive.html
• Lower Mainland Local Government Association (“LMLGA”)
o http://www.lmlga.ca/
• Federation of Canadian Municipalities (“FCM”)
o https://www.fcm.ca/
8. MATTERS DEEMED EXPEDIENT
9. ADJOURNMENT
Checked by: ___________
Date: _________________
Council Workshop
February 15, 2016
Page 4 of 4
Rules for Holding a Closed Meeting
A part of a council meeting may be closed to the public if the subject matter being considered relates to one
or more of the following:
(a) personal information about an identifiable individual who holds or is being considered for a position as
an officer, employee or agent of the municipality or another position appointed by the municipality;
(b) personal information about an identifiable individual who is being considered for a municipal award or
honour, or who has offered to provide a gift to the municipality on condition of anonymity;
(c) labour relations or employee negotiations;
(d) the security of property of the municipality;
(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that
disclosure might reasonably be expected to harm the interests of the municipality;
(f) law enforcement, if the council considers that disclosure might reasonably be expected to harm the
conduct of an investigation under or enforcement of an enactment;
(g) litigation or potential litigation affecting the municipality;
(h) an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality,
other than a hearing to be conducted by the council or a delegate of council
(i) the receiving of advice that is subject to solicitor-client privilege, including communications necessary for
that purpose;
(j) information that is prohibited or information that if it were presented in a document would be prohibited
from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act;
(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;
(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]
(m) a matter that, under another enactment, is such that the public may be excluded from the meeting;
(n) the consideration of whether a council meeting should be closed under a provision of this subsection of
subsection (2)
(o) the consideration of whether the authority under section 91 (other persons attending closed meetings)
should be exercised in relation to a council meeting.
(p) information relating to local government participation in provincial negotiations with First Nations, where
an agreement provides that the information is to be kept confidential.
2.1 Council Workshop Meeting Minutes
2.1
City of Maple Ridge
COUNCIL WORKSHOP MINUTES
February 1, 2016
The Minutes of the City Council Workshop held on February 1, 2016 at 10:00 a.m. in
the Blaney Room of City Hall, 11995 Haney Place, Maple Ridge, British Columbia for
the purpose of transacting regular City business.
PRESENT
Elected Officials Appointed Staff
Mayor N. Read E.C. Swabey, Chief Administrative Officer
Councillor C. Bell K. Swift, General Manager of Community Development,
Councillor K. Duncan Parks and Recreation Services
Councillor B. Masse P. Gill, General Manager Corporate and Financial Services
Councillor G Robson F. Quinn, General Manager Public Works and Development
Councillor T. Shymkiw Services
Councillor C. Speirs C. Marlo, Manager of Legislative Services
Note: These Minutes are posted on the City Web Site at www.mapleridge.ca
Note: Councillor Duncan was not in attendance at the start of the meeting.
1.ADOPTION OF THE AGENDA
The agenda was adopted with the addition of the following item:
8.1 Sports Facilities Update
2.MINUTES
2.1 Minutes of the January 25, 2016 Council Workshop Meeting
R/2015-059
It was moved and seconded
That the minutes of the Council Workshop Meeting of January 25, 2016 be
adopted as circulated.
CARRIED
2.1
Council Workshop Minutes
February 1, 2016
Page 2 of 4
2.2 Minutes of Meetings of Committees and Commissions of Council
•Maple Ridge/Pitt Meadows Municipal Advisory Committee on Accessibility
Issues
o October 15, 2015
•Maple Ridge and Pitt Meadows Parks & Leisure Services Commission
o October 8, 2015
R/2016-060
It was moved and seconded
That the October 15, 2015 minutes of the Maple Ridge/Pitt Meadows
Municipal Advisory Committee on Accessibility Issues and the October 8,
2015 minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services
Commission be received.
CARRIED
2.3 Business Arising from Committee Minutes – Nil
3.PRESENTATIONS AT THE REQUEST OF COUNCIL – Nil
4 MAYOR’S AND COUNCILLORS’ REPORTS – Nil
5.UNFINISHED AND NEW BUSINESS
5.1 Social Services Research Project Update
Workshop for Council to identify top priorities in the areas of substance use,
mental health and homelessness
Facilitated by Scott Graham, Associate Executive Director, Manager of
Research, Planning and Consulting SPARC BC (Social Planning and Research
Council of British Columbia)
Mr. Graham gave a power point presentation providing an overview of the
project and the results of the social services survey. He sought opinions from
Council on the gaps in social services issues and organization and
identification of the top three priority gaps.
Note: Councillor Duncan joined the meeting at 10:17 a.m.
Council Workshop Minutes
February 1, 2016
Page 3 of 4
6.CORRESPONDENCE
6.1 Ladner Sediment Group – Federal Funding for Disaster Mitigation and
Infrastructure for the Lower Fraser River
Letter dated January 19, 2016 from Michael E. Owen, Administration Chair,
Ladner Sediment Group inviting the City of Maple Ridge to participate in a
broad based group of Fraser River stakeholders endorsing a request for
federal funding for disaster mitigation and infrastructure management in the
lower Fraser River (from Hope to Georgia Strait).
R/2016-061
It was moved and seconded
That the letter dated January 19, 2016 from Michael E. Owen,
Administration Chair, Ladner Sediment Group be forwarded to the Fraser
Basin Council.
CARRIED
6.2 Whonnock Elementary School PAC - Open letter to Maple Ridge Mayor and
Council
Letter dated January 13, 2016 from the Whonnock PAC providing information
on a recent decision by the Maple Ridge-Pitt Meadows School Boards to
cancel school buses in Maple Ridge and requesting support to keep the buses
operating.
R/2016-062
It was moved and seconded
That the Mayor write a letter to the Whonnock Elementary School PAC
acknowledging their concerns in the letter dated January 13, 2016 and
recommending that the PAC follow up with TransLink and the Ministries of
Finance and Education.
CARRIED
Council Workshop Minutes
February 1, 2016
Page 4 of 4
6.3 Upcoming Events
February 18, 2016
7:00 am
Breakfast to Remember – Fairmont Vancouver, 900 Canada
Way
Organizer: Alzheimer Society BC
March 6, 2016
1:00 pm
Ridge Meadows Youth Impact Summit – Legacy Project Review
Panel – Loon Lake Lodge
Organizer: Rotary Club of Haney and Founders Cup Charity
Foundation
Date and time to be
determined
Thornhill Community Event - Thornhill Community Hall
Organizer: Thornhill Community Association
A discussion was held pertaining to the attendance of all members of Council
at the proposed Thornhill Community Event and whether or not such
attendance constituted a meeting of Council.
R/2016-063
It was moved and seconded
That staff be directed to provide a report on options for the format for
community hall meetings.
CARRIED
7.BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL – Nil
8.MATTERS DEEMED EXPEDIENT
8.1 Sports Facilities Update
Councillor Robson spoke to the need to clarify the intention and sources of
the funding for parks and recreation community investments and
infrastructure improvements.
9.ADJOURNMENT – 11:50 a.m.
_______________________________
N. Read, Mayor
Certified Correct
___________________________________
C. Marlo, Corporate Officer
2.2 Committee and Commission Minutes
2.2
City of Maple Ridge
AGRICULTURAL ADVISORY COMMITTEE
REGULAR MEETING
The Minutes of the Regular Meeting of the Agricultural Advisory Committee, held in the Blaney Room,
at Maple Ridge Municipal Hall on Thursday,November 26,2015 at 7:00 pm.
____________________________________________________________________________________
COMMITTEE MEMBERS PRESENT
Margaret Daskis, Chair Community at Large
Stephanie James Equestrian Agricultural Sector
Al Kozak Agricultural Sector
Ian Brooks Member at Large
Councillor Speirs City of Maple Ridge
Bill Hardy Member at Large
Jennifer Zickerman Agricultural Sector
Candace Gordon Haney Farmers Market
Chris Zabek Regional Agrologist, Ministry of Agriculture & Lands
Councillor Duncan City of Maple Ridge
Tony Pellet Agricultural Land Commission
STAFF MEMBERS PRESENT
Siobhan Murphy Staff Liaison / Planner 2
Sunny Schiller Committee Clerk
Anne Marie Whittaker Community Planner 2
REGRETS/ABSENTS
Lorraine Bates Agricultural Fair Board
Kimberley Lauzon, Vice Chair Member at Large
1.CALL TO ORDER
There being a quorum present,the Chair called the meeting to order at 7:01 pm.
Councillor Duncan entered the meeting at 7:05 pm.
2.AGENDA ADOPTION
R15-019
It was moved and seconded
That the Agenda be amended to add Items 5.3 Pelton land sale, 5.4 Tree Bylaw, 5.5 Vancouver Food
Policy Update, 4.2 ALC Update and be adopted as amended.
CARRIED
AAC Minutes
November 26, 2015
Page 2 of 5
3.MINUTE ADOPTION
R15-020
It was moved and seconded
That the Minutes of October 22, 2015 be corrected to show the date the Agricultural Plan update
letter went to Workshop was October 19th and be approved.
CARRIED
4.DELEGATIONS
4.1 Albion Flats Area Plan Relaunch –Anne Marie Whittaker, Planning Department
Anne Marie Whittaker presented background information on the Albion Flats area
plan.In March 2015 Council decided to revisit options identified in the 2010 design
charrette process. The Planning Department is currently engaged in outreach and
engagement, including an online questionnaire and stakeholder meetings.The plan
will be brought back to the AAC in spring 2016.
The Committee discussed the land involved in the plan. Councillor Duncan
encouraged the committee to provide input. It was suggested that an Albion Flats
sub-committee be struck in the new year. Ms. Whittaker requested that stakeholders
identified by the committee be emailed to the Staff Liaison. It was suggested that
the Albion Flats Area Plan be added to AAC agendas as a standing item during this
process.Copies of the 2010 design charrette and the Albion Flats Area Plan
presentation were requested.
4.2 Agricultural Land Commission (ALC)Update –Tony Pellet
Tony Pellet provided some background information on the ALC’s previous review of
Albion Flats land. Mr. Pellet reported on the hiring of new ALC CEO Kim Grout and
provided an update on recent changes to legislation and regulations that impact the
ALC.Mr. Pellet answered questions from the Committee.
Anne Marie Whittaker left the meeting at 7:54 pm.
5.NEW BUSINESS
5.1 Water Availability and Pricing
Ian Brooks provided a copy of the Whonnock News that reported on concerns about
salination and aquifer drainage as a result of the 600 ft. well drilled by Tantalus
Labs. Mr. Brooks reported that Thornhill area residents already experience water
shortages and have concerns about an industrial user in the area drawing from the
aquifer.
Councillors Speirs and Duncan clarified the role of the municipal government in
authorizing Tantalus Labs to operate in the area.Chris Zabek reported that the
drilling of wells is not currently regulated under the provincial Water Ac t however
changes are expected when the new Water Sustainability Act comes into force in
early 2016.Metro Vancouver will be holding a Water Sustainability forum in early
January. The issue of water pricing was discussed.Bill Hardy related the difficulties
his nursery business experienced during the water shortages last summer. Potential
improvements to water restriction regulations were discussed.Mr.Brooks requested
AAC Minutes
November 26, 2015
Page 3 of 5
that the municipality review water management best practices. The Staff Liaison will
review what how this issue is being handled by other municipalities and report back
to the committee. It was suggested that the committee develop a position statement
on water issues (including aquifer impacts, water quality, access to city water,
agricultural water pricing,water sources).
R15-021
It was moved and seconded
That the Staff Liaison and Chair draft a position statement regarding water issues in Maple Ridge for
review by the AAC which will be forwarded to appropriate authorities once finalized.
CARRIED
5.2 Advisory Committee Task Force Update
Councillor Speirs reviewed the proposed changes to the AAC. Budget changes will go
into effect in 2017.The Committee provided feedback on the changes.
5.3 Pelton Land Sale
The Committee discussed the recent sale of land that used to be part of the Pelton
Tree Nursey.
5.4 Tree Bylaw
Bill Hardy shared concerns about misunderstanding in the community regarding
agricultural land regulations under the interim Tree Bylaw. The Staff Liaison will
check with Rod Stott, Environmental Planner,regarding the agricultural land
regulations.The Tree Bylaw was discussed.Chris Zabek clarified the provincial
regulations for ALR land in regards to tree clearing. The Committee was encouraged
to read the report (scheduled for the December 7th Committee of the Whole meeting)
and to view meeting videos online to follow this issue.
5.5 Vancouver Food Policy Update
Jennifer Zickerman reported on the Vancouver Urban Farming Society food strategy
policy. The finalized policy will recommend municipal bylaw changes. Ms. Zickerman
suggested the AAC review the recommendations to see if they would be applicable to
Maple Ridge. Ms. Zickerman will share the final report when it becomes available.
6.UNFINISHED BUSINESS
6.1 Business Plan
The Staff Liaison reported the Business Plan will be presented to Council during
December 2015.
6.2 Backyard Chickens update
The Staff Liaison and Chair have drafted a letter supporting Backyard Chickens which
will go forward to Council for direction. Chris Zabek has provided information on the
province’s perspective on avian flu as it relates to backyard chickens.
AAC Minutes
November 26, 2015
Page 4 of 5
6.3 Permanent Farmer’s Market
Al Kozak noted that the Haney Farmer’s Market is the biggest community event in
Maple Ridge and brings a large economic benefit to the City. Mr. Kozak suggested
that the creation of a permanent farmer’s market would attract visitors from around
the Lower Mainland. Mr. Kozak provided an example of a Sunshine Coast
municipality using crowd sourcing to raise funds for a permanent location for a
farmer’s market.The Haney Farmer’s Market is currently working on a strategic plan.
7.SUB-COMMITTEE REPORTS
7.1 Golden Harvest –Final Financial Accounting
The Staff Liaison provided the final accounting spreadsheet for Golden Harvest
2015. $445 in profit was generated. Candace Gordon reminded the committee of a
previously passed resolution that states that profits from AAC events (including
Golden Harvest) will be used to support the Haney Farmer’s Market and Country Fest.
The Staff Liaison will confirm the surplus generated and will request cheques for the
Haney Farmer’s Market and Country Fest. A letter from the Chair will accompany the
cheques.
7.2 Agricultural Plan –Table and Letter update
The Staff Liaison reported the Council Agricultural Plan prioritization questionnaire is
in progress.
7.3 Metro Vancouver Agricultural Advisory Committee (MVAAC)
The Chair shared findings of a report on climate change impacts recently received by
the MVAAC. The Chair will email the report to committee members.
8.CORRESPONDENCE
9.ROUNDTABLE
Al Kozak recently attended the local Bee Keepers meeting. Local bee hive keepers have
experienced heavy losses (approximately 50%) due to changes in seasonal weather patterns.
Mr. Kozak personally lost one of his hives.
Stephanie James reported positively on the municipal response to Japanese knotweed on
municipal land this year.
Councillor Duncan reported a request had been received for a member of the AAC to attend a
Q&A event in support of a play called Seeds, which relates the story of a farmer opposing
Monsanto.Councillor Duncan will share the contact info of the ACT organizer with all
committee members and those interested can volunteer.(Candace Gordon clarified the
organizers were seeking someone with knowledge of genetically modified organisms.)
10.QUESTION PERIOD -Nil
AAC Minutes
November 26, 2015
Page 5 of 5
11.ADJOURNMENT
It was moved and seconded
That the meeting be adjourned at 9:26 pm.
/ss
The Minutes of the Regular Meeting of the Community Heritage Commission, held in the Blaney
Room, at Maple Ridge Municipal Hall, 11995 Haney Place Road, Maple Ridge, British Columbia, on
Monday, January 11, 2016 at 7:00 p.m.
_____________________________________________________________________________________
COMMISSION MEMBERS PRESENTCOMMISSION MEMBERS PRESENTCOMMISSION MEMBERS PRESENTCOMMISSION MEMBERS PRESENT
Len Pettit Community at Large
Eric Phillips Community at Large
Sandra Ayres Community at Large
Brenda Smith, Chair Maple Ridge Historical Society
Councillor Speirs Council Liaison
Steven Ranta, Vice-Chair Community at Large
STAFF PRESENTSTAFF PRESENTSTAFF PRESENTSTAFF PRESENT
Siobhan Murphy Acting Staff Liaison, Planner 2
Sunny Schiller Committee Clerk
GUESTSGUESTSGUESTSGUESTS
Lino Siracusa Manager of Economic Development
Erica Williams President, Maple Ridge Historical Society
REGRETS/ABSENTREGRETS/ABSENTREGRETS/ABSENTREGRETS/ABSENT
Lisa Zosiak Staff Liaison, Community Planner
Faye Isaac Maple Ridge Historical Society
1.1.1.1. CALL TO ORDERCALL TO ORDERCALL TO ORDERCALL TO ORDER
There being a quorum present, the Chair called the meeting to order at 7:03 pm. The Acting
Staff Liaison took over chairing the meeting for the elections.
2.2.2.2. 2016 CHAIR AND VICE CHAIR ELECTIONS2016 CHAIR AND VICE CHAIR ELECTIONS2016 CHAIR AND VICE CHAIR ELECTIONS2016 CHAIR AND VICE CHAIR ELECTIONS
R16-001
It was moved and seconded
That That That That Brenda SmithBrenda SmithBrenda SmithBrenda Smith be appointed Community Heritage Commission Chair.be appointed Community Heritage Commission Chair.be appointed Community Heritage Commission Chair.be appointed Community Heritage Commission Chair.
CARRIED
R16-002
It was moved and seconded
That That That That Steven RantaSteven RantaSteven RantaSteven Ranta be appointed Community Heritage Commission Vicebe appointed Community Heritage Commission Vicebe appointed Community Heritage Commission Vicebe appointed Community Heritage Commission Vice----Chair.Chair.Chair.Chair.
CARRIED
CHC Minutes
January 11, 2016
Page 2 of 5
The Chair resumed chairing the meeting.
3.3.3.3. AGENDA APPROVALAGENDA APPROVALAGENDA APPROVALAGENDA APPROVAL
R16-003
It was moved and seconded
That the Agenda beThat the Agenda beThat the Agenda beThat the Agenda be amended to amended to amended to amended to properly number section 8 with properly number section 8 with properly number section 8 with properly number section 8 with the the the the Advisory Committee Task Advisory Committee Task Advisory Committee Task Advisory Committee Task
Force ReportForce ReportForce ReportForce Report as Item 8.2 and as Item 8.2 and as Item 8.2 and as Item 8.2 and Council Workshop on Parks and Leisure Services Council Workshop on Parks and Leisure Services Council Workshop on Parks and Leisure Services Council Workshop on Parks and Leisure Services Spending Spending Spending Spending
AuthorityAuthorityAuthorityAuthority as Item as Item as Item as Item 8.38.38.38.3....
CARRIED
4444.... MINUTE ADOPTIONMINUTE ADOPTIONMINUTE ADOPTIONMINUTE ADOPTION
R16-004
It was moved and seconded
That the Minutes of That the Minutes of That the Minutes of That the Minutes of December December December December 1111, 2015 be approved., 2015 be approved., 2015 be approved., 2015 be approved.
CARRIED
5555.... DELEGATIONSDELEGATIONSDELEGATIONSDELEGATIONS
5.15.15.15.1 Lino Siracusa, Manager of Economic Development Lino Siracusa, Manager of Economic Development Lino Siracusa, Manager of Economic Development Lino Siracusa, Manager of Economic Development –––– Cultural TourismCultural TourismCultural TourismCultural Tourism
Lino Siracusa, Manager of Economic Development, explained the mandate of the
Economic Development office, which includes working to create a welcoming
economic environment, including heritage and cultural elements. The new tourism
website (www.mapleridge.ca/330) was reviewed and content suggestions were
made. Topics discussed included agricultural land use restrictions, the economic
benefits of festivals and ways to communicate community opportunities and assets.
Mr. Siracusa invited the CHC to begin an ongoing dialogue with the ED office. Mr.
Siracusa was invited to return to a future meeting to explore opportunities for the
CHC and ED office to work together.
5.25.25.25.2 Erica Williams, PreErica Williams, PreErica Williams, PreErica Williams, Presisisisident of Maple Ridge Historical Society dent of Maple Ridge Historical Society dent of Maple Ridge Historical Society dent of Maple Ridge Historical Society –––– Report on Discussions Report on Discussions Report on Discussions Report on Discussions
with Parks and Leisure Services Re: Developing Improved Muswith Parks and Leisure Services Re: Developing Improved Muswith Parks and Leisure Services Re: Developing Improved Muswith Parks and Leisure Services Re: Developing Improved Museeeeum and Archives um and Archives um and Archives um and Archives
Facilities for Maple RidgeFacilities for Maple RidgeFacilities for Maple RidgeFacilities for Maple Ridge
Erica Williams, Maple Ridge Historical Society (MRHS) President reported on a recent
meeting between the MRHS and Kelly Swift, General Manager: Community
Development, Parks & Recreation Services and Wendy McCormick, Director of
Recreation to discuss the role of improved museum and archive facilities. Ms.
Williams shared her view of how Maple Ridge has grown over the last few decades
and how improved facilities would enable the community to better tell its stories. A
modern museum and archives facility would allow an increased number of visitors,
provide additional archive storage space and a community gathering spot and
increase safety for MRHS employees. Ms. Williams suggested repurposing an
existing space within the downtown core.
Suggestions for proving the attraction of historical spaces were made. Ideas for
improving museum services were discussed.
CHC Minutes
January 11, 2016
Page 3 of 5
Lino Siracusa left the meeting at 8:15 pm.
6.6.6.6. FINANCEFINANCEFINANCEFINANCE
6.16.16.16.1 Financial Update Financial Update Financial Update Financial Update –––– 2016 Budget2016 Budget2016 Budget2016 Budget
The budget report was reviewed. Sandra Ayres confirmed the funding previously
approved for the field trip will be reflected in the next budget update. Councillor
Speirs reported that $40,000 has been allocated for the heritage inventory project.
7.7.7.7. CORRESPONDENCECORRESPONDENCECORRESPONDENCECORRESPONDENCE
8.8.8.8. NEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESS
8.18.18.18.1 MembershipMembershipMembershipMembership
8.1.1 Calendar of Events
The Chair reviewed the January 2016 calendar. The field trip to the North
Vancouver archives will be April 16, 2016. The MRHS Mother’s Day tea will
be May 8, 2016. The BC Historical Federation Annual Conference will be in
Revelstoke, BC May 26 – 28.
8.1.2 Member Binders
The Committee Clerk reviewed the 2016 CHC Members flash drive and
provided updated paper copies of documents for binder updates.
8.28.28.28.2 Advisory Committee Task Force ReportAdvisory Committee Task Force ReportAdvisory Committee Task Force ReportAdvisory Committee Task Force Report
Councillor Speirs reported the recommendations to amend Advisory Committee
bylaws have been approved by Council. The bylaws will now move forward to a
Council meeting for readings. The procedure for advisory committee budget requests
was discussed. A budget should be included in the Business Plan.
8.38.38.38.3 Council Workshop on Parks and Leisure Services Spending Council Workshop on Parks and Leisure Services Spending Council Workshop on Parks and Leisure Services Spending Council Workshop on Parks and Leisure Services Spending AuthorityAuthorityAuthorityAuthority
Councillor Speirs provided an update on a recent brainstorming session regarding
Parks and Leisure services priorities. An amenity charge for all new housing units
built is being setup to help fund new facilities as the City grows.
9.9.9.9. SUBCOMMISUBCOMMISUBCOMMISUBCOMMITTEE REPORTSTTEE REPORTSTTEE REPORTSTTEE REPORTS
9.19.19.19.1 Communications SubcommitteeCommunications SubcommitteeCommunications SubcommitteeCommunications Subcommittee
9.1.1 Heritage Here Newsletter
The Chair reported the newsletter will be updated as a Fall / Winter edition
and put out in time to promote Heritage Week.
9.1.2 Local Voices
The Chair reported the new season of Local Voices is organized. Speakers
will include a bee keeper and a blacksmith. The Chair will add the Local
Voices events to the Parks and Leisure Services Events website.
CHC Minutes
January 11, 2016
Page 4 of 5
9.29.29.29.2 Recognitions SubcommitteeRecognitions SubcommitteeRecognitions SubcommitteeRecognitions Subcommittee
9.2.1 Heritage Marker Inventory Project
The Chair reported data is currently being entered in the heritage marker
database. The database will be officially launched at the Heritage Awards.
9.2.2 Heritage Awards
Sandra Ayres shared plans for the awards ceremony. A presentation on the
Edge family will be unveiled. Logistical details are being confirmed.
Other Heritage Week events include a CHC hosted speaker on February 17 in
the Blaney Room. The topic will be “What is History?” MRHS will be leading a
downtown walking tour on February 13th and a cemetery tour on the 20th.
9.2.3 10th Anniversary Plaque Book Project
The 10th Anniversary Plaque book has been uploaded to the City website on
the Heritage Plaque page (www.mapleridge.ca/243). Speed Print was
thanked for their assistance with this long term project.
9.39.39.39.3 Education SubcommitteeEducation SubcommitteeEducation SubcommitteeEducation Subcommittee
9.3.1 CHC Field Trip Update
Sandra Ayres reported the field trip to the North Vancouver Archives will be
on April 16, 2016.
9.3.2 Heritage Week
Previously discussed – Item 9.2.2.
9.3.3 BC Society Act Workshops
The Chair will be proposing to the Economic Development office that they co-
chair a workshop with the CHC on the new BC Societies Act. Recent changes
to the regulations for non-profit societies are coming into effect within a year.
R16-005
It was moved and seconded
That That That That $600 $600 $600 $600 from the CHC budget from the CHC budget from the CHC budget from the CHC budget be allocated to cobe allocated to cobe allocated to cobe allocated to co----chair a BC Society Act Workshop with the chair a BC Society Act Workshop with the chair a BC Society Act Workshop with the chair a BC Society Act Workshop with the
Economic Development office.Economic Development office.Economic Development office.Economic Development office.
CARRIED
9.49.49.49.4 Digitization Project SubcommitteeDigitization Project SubcommitteeDigitization Project SubcommitteeDigitization Project Subcommittee
The consultant provided a status report on the review of assessment and tax rolls.
The consultant is creating an inventory list of historical documents that will serve as
the next step in the digitization project.
9.59.59.59.5 Heritage Inventory Project UpdateHeritage Inventory Project UpdateHeritage Inventory Project UpdateHeritage Inventory Project Update
The Chair reported the terms of reference are drafted and will be released upon
receipt of funds.
9.69.69.69.6 Robertson Family Cemetery Project SubcommitteeRobertson Family Cemetery Project SubcommitteeRobertson Family Cemetery Project SubcommitteeRobertson Family Cemetery Project Subcommittee
The Chair shared an update from the Conveyance Clerk explaining the next step of
the process is to have the property surveyed. The goal is to have the property
designated a place of interment by the provincial government. This designation
CHC Minutes
January 11, 2016
Page 5 of 5
would allow the property to be added to the Heritage Register. The Staff Liaison will
obtain a quote for the survey and provide this to a future CHC meeting.
10.10.10.10. LIAISON UPDATESLIAISON UPDATESLIAISON UPDATESLIAISON UPDATES
10.110.110.110.1 BC Historical FederationBC Historical FederationBC Historical FederationBC Historical Federation
The Chair reported the annual conference is in Revelstoke, BC during the last week
of May.
10.210.210.210.2 Heritage BCHeritage BCHeritage BCHeritage BC
The Chair reported there will be a Heritage BC and Arts BC conference at Granville
Island May 5 – 7 with the theme “PlaceMaking: Where Arts and Heritage Collide”.
10.310.310.310.3 Maple Ridge Historical Society Maple Ridge Historical Society Maple Ridge Historical Society Maple Ridge Historical Society
The Chair invited the President of the MRHS to provide an update. The Society has
been on a break over the holidays. The two walking tours for Heritage Week are
being planned.
10.410.410.410.4 CouCouCouCouncil Liaisonncil Liaisonncil Liaisonncil Liaison
Councillor Speirs reported that the current owner of the Webster’s Corner store is
considering converting the location to a coffee shop. Councillor Speirs discussed
registering the building with the owner.
11.11.11.11. QUESTION PERIODQUESTION PERIODQUESTION PERIODQUESTION PERIOD
12.12.12.12. ROUNDTABLEROUNDTABLEROUNDTABLEROUNDTABLE
Len Pettit expressed his appreciation for the heritage recognition work done by the CHC at
the Hammond Mill.
Eric Phillips reminded attendees that the Variety Show of Hearts in BC will be celebrating
their 50th anniversary this year. Mr. Phillips recently attended the memorial services for Dal
Richards in Vancouver.
13.13.13.13. ADJOURNMENTADJOURNMENTADJOURNMENTADJOURNMENT
It was moved and seconded that the meeting be adjourned at 9:13 pm.
Chair
/ss
City of Maple Ridge
PUBLIC ART STEERING COMMITTEE MEETING MINUTES
The Minutes of the Regular Meeting of the Public Art Steering Committee,held in the Coho
Room,at Maple Ridge City Hall, 11995 Haney Place,Maple Ridge,British Columbia,on Tuesday,
November 24,2015 at 2:30 p.m.
COMMITTEE MEMBERS PRESENT
Susan Hayes, Chair Artist
Barbara Duncan Curator,Maple Ridge Art Gallery
Wayne Bissky Architect
Kristin Krimmel Artist
Leanne Koehn Community at Large Member
Councillor Duncan City of Maple Ridge
STAFF MEMBERS PRESENT
Sunny Schiller Committee Clerk
Yvonne Chui Manager,Arts and Community Connections
REGRETS/ABSENTS
1.CALL TO ORDER AND INTRODUCTIONS
There being a quorum present,the Chair called the meeting to order at 2:40 pm.Kristin
Krimmel was thanked for her contributions to the Public Art Steering Committee.Ms.
Krimmel was one of the original committee members and has previously served as
Committee Chair.
2.AGENDA ADOPTION
R15-021
It was moved and seconded
That the agenda be amended to add Item 6.5 Cultural Statistic Strategy and be approved as
amended.
3.MINUTE ADOPTION
R15-022
It was moved and seconded
That the Minutes of September 29, 2015 be adopted.
CARRIED
CARRIED
PASC Minutes
November 24,2015
Page 2 of 4
Councillor Duncan entered the meeting at 2:45 pm.
4.QUESTION PERIOD -Nil
5.UNFINISHED BUSINESS
5.1 Business Plan 2016
The Staff Liaison reported the minor corrections previously discussed were made to
the Business Plan and the plan is going forward to Council for deliberation.
5.2 Sidewalk Poetry Phase 2
The Staff Liaison reported that the test installation on Selkirk Avenue will be poured
this week. Two poems will be installed.As part of the existing work happening on
Selkirk Avenue the poems will be installed near a new bench and landscaping.A
press release will be issued.
5.3 Whonnock Lake Public Art Project Update
The Staff Liaison reported that April 2016 is the date agreed to for the opening of
both phases of the Whonnock Lake public art project.The Whonnock Lake park
renovations will be unveiled at the same time.
5.4 Collections Maintenance Update
The Staff Liaison reported that maintenance deferred during the summer as a result
of the drought has been rescheduled for spring 2016.The overall maintenance of
the collection was discussed.
6.NEW BUSINESS
6.1 Creative Cities Conference -2015 Debrief
The Chair reported that attendees felt grateful for the opportunity to attend the
conference and found it valuable.The City of Maple Ridge Sidewalk Poetry project
was recognized for creativity,good use of resources and community engagement.A
number of other cities have contacted the Staff Liaison expressing interest in the
project.
Attendees shared their thoughts and highlights (including interactive mapping and a
public art app).Future public art projects for Maple Ridge were suggested.
6.2 Community Public Art Grant
The committee reviewed two applications for Community Public Art Grants,from the
Downtown BIA and the CEED Centre.The Downtown BIA proposal is for a wall mural.
The CEED Centre proposal is to provide temporary experiential pieces as part of the
Earth Day celebration.
Feedback on the design of the application form was provided to the Staff Liaison.It
was suggested that the words “Maple Ridge public art”be incorporated into public
art designs to raise the community profile of the Public Art Steering Committee.
Leanne Koehn left the meeting at 3:32 pm due to a conflict of interest. Councillor Duncan left the
meeting at 3:32 pm.
PASC Minutes
November 24,2015
Page 3 of 4
Councillor Duncan returned to the meeting at 3:35 pm.
Feedback based on the Community Public Art Grant applications will be provided to
the applicants by the Staff Liaison with the Committee’s request for additional
information to be submitted in the new year from the applicants.
6.3 Hammond Stadium Public Art –Request for Expression of Interest review
The committee members reviewed and suggested changes to the draft Request for
Expressions of Interest for the Hammond Stadium project.Selection committee
membership was discussed and three Committee members were appointed.A draft
timeline for the project was provided.
6.4 Potential sites/locations for 2017 and Canada 150
The Staff Liaison will provide options for 2017 public art locations by February. Ideas
for a Canada 150 project are being gathered.The Staff Liaison recently met with
Lino Siracusa,Manager of Economic Development,to discuss ideas.
6.5 Cultural Statistic Strategy
The Cultural Statistics Strategy is working to collect cultural production and
consumption data in Canada.The Creative Cities network is working with partners to
identify what data should be collected.Maple Ridge has been invited to work on this
initiative.This would involve the Staff Liaison attending meetings of the Cultural
Satellite group to work on identifying what data would be useful to inform policy
decisions.The Staff Liaison will circulate information on the project,which was just
recently received.
R15-023
It was moved and seconded
That Maple Ridge participate and to allocate $250 towards the Cultural Statistics
Strategy project.
CARRIED
6.6 Website Ideas
Wayne Bissky proposed making use of the banner at the top of the City of Maple
Ridge website to promote public art by inviting artists to submit images to be used.
Changes to the Public Art corporate website were discussed.Mr.Bissky offered to
provide a detailed proposal to the committee.
7.ROUNDTABLE
Kirstin Krimmel reported she had a wonderful time in Europe,viewing public art.The
Burnaby Art Gallery has purchased three of her paintings.
Wayne Bissky reported he won best in show at the recent Stave Falls Art Exhibit.
Barbara Duncan encouraged everyone to visit the ensemble collection at the art gallery and
visit the gift shop for Christmas gifts.
PASC Minutes
November 24,2015
Page 4 of 4
Leanne Koehn is attending Cirque de Soleil this week.She recently saw a wonderful
acrobatic show by Quebec group Flip Fabrique.
Councillor Duncan touched on the review of advisory committees.There are no major
changes recommended for PASC.Councillor Duncan reported that Council is interested in
the “gateways to the city”idea.
Susan Hayes shared her enjoyment working with the committee members and wished all a
happy holiday season.
The Staff Liaison thanked the committee members on behalf of the City for their work and
shared her optimism for next year.
8.ADJOURNMENT
/ss
Page 1 of 3
City of Maple Ridge
TO: Her Worship Mayor Nicole Read DATE: February 15, 2016
and Members of Council
FROM: Chief Administrative Officer Meeting: Workshop
SUBJECT: Remedial Action for the removal of a garage located at 12061 Laity Street
EXECUTIVE SUMMARY:
The house located on the property at 12061 Laity Street (the “Property”) is owned by Patrick Waddell
and Susan Crape (the “Owners”). The Bylaw Department has been responding to resident complaints
at this property since May 2015. Staff have attended this site on numerous occasions and
requested that the Owners or the tenants take steps to mitigate the hazardous condition in the
community by removing the dilapidated and unsafe structure.
Letters have been sent to the Owners from the Bylaw Department as well as the City’s solicitor with
no response. The current condition of the garage is in a state of serious disrepair and is in an unsafe
condition. All of staff’s efforts to achieve compliance have met with negative results as the Owners
refuse to demolish the garage.
As Council is aware, Section 73 of the Community Charter provides authority to Council to pass a
Remedial Action Requirement requiring an owner or occupier of real property to take measures to
deal with a hazardous condition.
If a person with notice of this resolution wishes to request reconsideration of these requirements by
Council, written notice of this request must be provided to the Manager of Legislative Services within
14 business days of that person receiving notice of the resolution.
In the event the owner or occupier has not performed all of the Remedial Action Requirements within
the time provided for compliance after the resolution is delivered to them, the City may, by its own
forces or those of a contractor engaged by the City, enter the Property and perform the Remedial
Action Requirements.
In the event the City takes the above referenced action, the City may recover the expense from the
owner or occupier, together with costs and interest, in the same manner as municipal taxes in
accordance with sections 17, 258, and 259 of the Community Charter.
Based upon the above referenced information on this matter staff recommends Council pass the
following resolutions.
5.2
Page 2 of 3
RECOMMENDATIONS:
1.That the garage at 12061 Laity St., Maple Ridge, BC, legally described as PID 006-199-704,
Lot 130 District Lot 242 Group 1 New Westminster District Plan 47517 be declared a
hazardous condition within the meaning of paragraph 73 1 (a) of the Community Charter;
2.That the Owner must, no later than thirty (30) days after receiving a copy of this resolution,
demolish the dilapidated and unsafe garage.
DISCUSSION:
a)Background Context:
Staff received a complaint regarding the property at 12061 Laity Street in May of 2015. A
subsequent inspection revealed the presence of a dilapidated garage on the property. On
May 20, 2105 a letter was sent to the Owners via express mail explaining the infraction and
giving a deadline to remove. This letter was also posted on the property. There was no
response to this letter.
A safety inspection was completed on July 02, 2015. Upon review of both the exterior and
interior of the building it was evident that the building has deteriorated and been damaged to
the point where it no longer complies with the minimum code requirements (see Appendix
III). A second letter was sent to the Owners informing them of the inspector’s findings. Once
again there was no response.
On October 8, 2015, a letter was sent to the Owners from the City’s solicitors informing them
to apply for a demolition on or before October 30, 2015. This letter identified the
consequences of non-compliance. The Owners did not respond to this letter and to date the
garage is still on the property.
Photographs of the property taken at various stages during the course of the bylaw
investigation are attached to this report (Appendix l) as well as the correspondence to the
property owners (Appendix II).
b)Alternatives:
Council does not approve the Remedial Action resolution and provides staff with an
alternative direction in dealing with this situation.
CONCLUSIONS:
The dilapidated garage constitutes a hazard to other property owners. City staff have given the
Owners ample opportunity to resolve the situation but it appears that they do not intend to take any
action in response to the problem. City staff recommends that Remedial Action Requirements as
described in the Recommendation in this report be adopted.
The recommendations contained in this report have been reviewed by the City’s solicitors.
Page 3 of 3
“Original signed by R. MacNair”
_______________________________________________
Prepared by: R. MacNair
Manager of Bylaws and Licencing
“Original signed by Frank Quinn”
__________________________________________
Approved by: Frank Quinn
General Manager: Public Works and Development Services
“Original signed by E.C. Swabey”
__________________________________________
Concurrence: E.C. Swabey
Chief Administrative Officer
/RM
Attachments:
Appendix I – Photos
Appendix II – Correspondence to the property Owners
Appendix III – Report from the Manager of Inspection Services
APPENDIX III
Page 1 of 6
Interoffice
Memorandum
TO: FRANK QUINN, GENERAL MANAGER OF PUBLIC WORKS & DEVELOPMENT SERVICES
FROM: STEPHEN J. CÔTÉ-ROLVINK, MANAGER OF INSPECTION SERVICES
SUBJECT: 12061 LAITY STREET, MAPLE RIDGE
DATE: FEBERUARY 04, 2016
Remedial Action Report for 12061 Laity Street, Maple Ridge
Introduction
The following report is in support of the City of Maple Ridge and public's desire to have the above
mentioned building removed as it creates a nuisance to the general public and is a building that is
unsafe. The building located at 12061 Laity Street is an accessory residential building in excess of
10m2 and as such based on Section 8.2.4. of the City’s Building Bylaw 6925-2012, this building is
required to comply with all current codes and bylaws of the City. An inspection was conducted by City
inspection services staff on July 02, 2015 to determine the current life safety and structural integrity
of the building.
The building – as it currently stands – has suffered from neglect and a lack of maintenance which has
resulted in the building no longer being able to perform its intended function.
The following report is based on the building code issues as it relates to the structure and the
surrounding lands. The following report begins on the deficiencies and concerns with the exterior of
the building and then moves into the interior spaces.
History
A safety inspection was completed on July 02, 2015. Upon review of the both the exterior and interior
of the building it was evident that the building has deteriorated and been damaged to the point where
it no longer complies with the minimum code requirements. These findings are only in those areas of
primary code concern being safety, health and fire protection of buildings and facilities as identified in
the introduction to the BC Building Code page v. Based on the most resent use of this building as an
accessory residential use the Building C ode would class this structure as a Group F Division 2
occupancy. Using this as the defining guidelines the code requires any buildings of this Use to be
constructed under Division B Part 9.
The code defines its Safety, Health and Fire Protection requirements in objective statements (OS)
which are located in Division A – Part 2, Section 2.2 ”Objectives” of the 2012 B.C. Building Code. The
statements in this section that are applicable to above referenced premises are: OS Safety, OS1 Fire
Safety, OS1.4 – fire safety systems failing to function as expected; OS2 Structural Safety, OS2.3,
OS2.5; OS3 Safety in Use, OS3.1, OS3.4, OS3.7; OH Health, OH1 Indoor Conditions, OH1.1, OH2.5 –
contact with vermin and insects; OP fire and Structural Protection of Buildings,OP1 Fire Protection of
the Building; OP2 Structural Sufficiency of the Building, OP2.2, OP2.3, OP2.5; OP2.6;OP4 Protection of
Adjacent Buildings from Structural Damage, OP4.2 - collapse of the building or portion thereof onto
APPENDIX III
Page 2 of 6
adjacent buildings, OP4.3 - impact of the building on adjacent buildings. A complete list of the
referenced objective statements is appended to the end of this document.
These findings do not deal with the broader topics of aesthetic or cosmetic irregularities within the
building or on the buildings exterior which are often more apparent but not regulated within the
mandates of codes.
Objective Statements are found in Division A of the B.C. Building code 2012. Any other references to
sections in this report are to Division B of the B.C. Building Code unless otherwise stated.
Summary
Building Exterior:
Exterior garage doors no longer functional.
Exterior cladding damaged by exposure to the environment.
Inadequate separation of structural elements from ground,
Inadequate foundation
Objective statement OS2.3 – Damage to or deterioration of building elements.
Following is a breakdown of sections from the B.C. Building Code that are not being met. These items
are considered to be of health and life safety concerns in accordance with the objectives of the B.C
Building Code and would require upgrading to be in compliance with the B.C. Building Code.
Article 4.2.4. Design Requirements
Article 4.2.4.4. Defines the basic criteria ensure foundations are not damageable by
frost
Subsection 9.15.4. Foundation Walls
Sentence 9.15.4.6.(1) Defines foundation walls to extend sufficiently above ground to
prevent deterioration of the supported structure
Subsection 5.1.4. Resistance to Loads and Deterioration
Sentence 5.1.4.1.(1) Defines the basic criteria for exterior cladding and that it is to
be able to withstand both environmental and structural loads.
o Environmental loads are those loads that the environment place on the building
due to dissimilar interior and exterior environments.
o Structural loads are the physical loads placed on the building whether from its
own components that go to making the building or those imposed on the
building by the environment such as wind and snow
Sentence 5.1.4.2.(1) Deals with component compatibility and resistance to
deterioration of those components.
Subsection 5.6.1. Protection from Precipitation
Sentence 5.6.1.1.(1) defines the requirement that the exterior elements shall
minimize the ingress of precipitation into the assembly and prevent it from entering into
the interior.
Subsection 5.6.2. Sealing, Drainage, Accumulation and Disposal
Sentence 5.6.2.1.(1) identifies the need for materials to be sealed at joints or to
allow for the provision for drainage.
Sentence 5.6.2.2.(2) identifies the need to ensure drainage is provided where
horizontal surfaces can accumulate precipitation.
Subsection 5.7.1. Protection from Surface Water
APPENDIX III
Page 3 of 6
Sentence 5.7.1.1.(1) requires that the site be graded or measures put in place to
prevent surface water from accumulating against the building.
Building Roof
Roofing material no longer performing its intended function of shedding water,
Roofing material missing allowing direct access of external environmental conditions into the
interior of the building.
Objective statement OS2 Structural safety.
Objective statement OS3 Safety in Use.
Objective statement OP2.6 - instability or movement of the supporting medium
Following is a breakdown of Sections from the B.C. Building Code that are not being met which would
require upgrading.
Subsection 5.1.4. Resistance to Loads and Deterioration
Sentence 5.1.4.1.(1) Defines the basic criteria for exterior cladding and that it is to
be able to withstand both environmental and structural loads.
Sentence 5.1.4.2.(1) Deals with component compatibility and resistance to
deterioration of those components.
o Environmental loads are those loads that the environment place on the building
due to dissimilar interior and exterior environments.
o Structural loads are the physical loads placed on the building whether from its
own components that go to making the building or those imposed on the
building by the environment such as wind and snow.
Subsection 5.6.1. Protection from Precipitation
Sentence 5.6.1.1.(1) defines the requirement that the exterior elements shall
minimize the ingress of precipitation into the assembly and prevent it from entering into
the interior.
Article 5.6.1.2. Defines the requirements for applying a material that will provide the
required protection from precipitation
.
Building's Interior:
Points of entry are no longer functional
Moisture content in the building's interior is causing the interior mold
Water penetrating through the roofing membrane.
Moisture penetration through the roof is causing further deterioration of interior and structural
components.
Roof structure damaged to the point where it can no longer function.
Wall structure damaged to the point where it can no longer perform its intended function.
All interior surfaces damaged to the point of not being able to perform their intended functions
Following is a breakdown of Sections from the B.C. Building Code that are not being met which would
require upgrading.
Subsection 5.1.4. Resistance to Loads and Deterioration
APPENDIX III
Page 4 of 6
Sentence 5.1.4.1.(1) Defines the basic criteria for assemblies to have sufficient
capacity and integrity to resist or accommodate both environmental and structural
loads.
Sentence 5.1.4.2.(1) Deals with component compatibility and resistance to
deterioration of those components.
o Environmental loads are those loads that the environment place on the building
due to dissimilar interior and exterior environments.
o Structural loads are the physical loads placed on the building whether from its
own components that go to making the building or those imposed on the
building by the environment such as wind and snow.
Subsection 5.1.5. Other Requirements
Indicates that structural and fire safety in other parts of the code must still be met.
Subsection 5.2.1. Environmental Loads and Design Procedures
Sentence 5.2.1.2.(1) indicates the need for determining these loads with established
practices.
Subsection 9.23.1 General
Sentence 9.23.2.1.(1) Defines the need for structural elements being able to perform
their intended function.
The items identified are items that do not comply with the codes Objective Statements for life and
health safety and would need to be upgraded to ensure compliance with the B.C. Building Code.
Further, due to the degree of environmental contamination from water ingress into the building, all
areas would not comply with minimum health safety requirements.
Conclusion
The items contained within this report are items that directly relate to the life and health safety
requirements of the B.C. Building Code, which is enforced under the City of Maple Ridge’s Building
Bylaw No. 6925-2012 as amended.
These items in the opinion of the Local Electrical and Gas Safety Manager, Chief Building Official and
Manager of Inspection Services are items that are required to be repaired to ensure life and health
safety of persons occupying or attending this property. Further, it is my opinion that the building no
longer complies to the minimum life, healthy safety, and structural safety required by the BC Building
Code and that it would not be economically viable to rehabilitate the existing building.
Stephen J. Côté-Rolvink, RBO, CRBO
Manager of Inspection Services
Local Safety Manager
Chief Building Official
APPENDIX III
Page 5 of 6
Appendix I
1
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: February 15, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Council Workshop
SUBJECT: Community Hall Meeting Options
EXECUTIVE SUMMARY:
An invitation was extended by the Thornhill Community Executive to all members of Council to a
“Getting To Know You” evening at the Thornhill Community Hall. At the February 1, 2016 Council
Workshop, Council discussed this invitation and asked staff to prepare a report on options for
holding community hall meetings and the implications of having a majority of Council in attendance.
Attendance of a quorum, or full attendance, does not necessarily mean that the gathering is a
meeting of Council. If four or more members of council are in attendance at a community hosted
event, Council will need to cognizant of the need to not engage in any form of debate or engage in
any discussions that would move forward the decision making process of any matters within its
jurisdiction. This report identifies what constitutes a meeting of Council, how city hosted town hall
meetings may be conducted and how community hosted town hall meetings may be conducted.
RECOMMENDATION:
Report provided for information only. No resolution required.
DISCUSSION:
The Community Charter (“the Charter”) in section 89(1) states that meetings of Council must be
open to the public except as provided for in section 90. The Charter though does not define what
constitutes a meeting. In “Open Meetings: Best Practices Guide for Local Governments” published in
September 2012 by the Ombudsperson for B.C., the Ombudsperson offers the following as some of
the factors to consider when determining if a gathering of Council constitutes a meeting:
•Is there a quorum or full membership of Council in attendance?
•Does the meeting follow formal procedures?
•Are minutes of the meeting recorded?
•Is the Corporate Officer in attendance?
•Is the meeting held in a normal meeting place?
•If not in a normal meeting place, is it in a place completely under the control of Council?
•Is there a vote of any sort by Council at the gathering?
•Are the attendees discussing matters that would normally form the basis of Council’s
business and dealing with matters in a way that moves them toward the possible application
of council’s authority?
If the answer is yes to these questions, then it likely is a meeting of Council that should be held in
accordance with all the required procedures of a meeting. The attendance of a quorum or full
membership of council does not necessarily mean that the gathering is a meeting of Council. The
nature of the discussion and the nature of the gathering are key factors in determining what
constitutes a meeting.
5.3
2
The Citizens’ Representative Working Group Open Government Report included several
recommendations aimed at increasing the public’s access to, and engagement with, Council through
formal or informal meetings of Council in different locations in the community or through town hall
style meetings in neighbourhoods. Using the guidelines of the Ombudsperson Council could
implement these recommendations either by hosting these meetings or community groups hosting
these meetings.
Council Meetings
The Council Procedure Bylaw provides for Council meetings to be held in locations other than
Municipal Hall. A resolution of Council is all that is required for this to occur. Such a meeting would
require that all the procedures of a Council meeting, including public notification, public
participation, and recording of minutes be met.
City Hosted Town Hall Meetings
Town hall meetings can be hosted by Council to gather the public’s thoughts on specific topics as
chosen by Council. These meetings could be held at Municipal Hall or elsewhere in the community.
The city would be responsible for all arrangements. An agenda would be developed and distributed,
notification of the meeting would be issued and minutes of the meetings would be taken.
Community Hosted Town Hall Meetings
Community organizations could invite one or more members of Council to attend an informal town
hall meeting hosted by them at a facility not controlled by Council. The community organization
should articulate the objectives of the meeting and the issues to be discussed and provide
information on how the session will be moderated. The community organization would be
responsible for all arrangements and for issuing invitations to attend. Council’s role at the meeting
would be to provide information or answer questions. If four or more members of Council are in
attendance, Council would need to be cognizant of the need to not engage in any form of debate or
engage in any discussions that would move forward the decision making process of any matters
within its jurisdiction.
Alternatively, the Mayor or the Deputy Mayor could attend on behalf of Council to represent the views
of Council.
CONCLUSIONS:
Council has the ability to meet with the community in a variety of settings. The nature of the
gathering will determine whether it is a meeting of Council. If four or more members of Council are in
attendance at a community hosted event, Council will need to cognizant of the need to not engage in
any form of debate or engage in any discussions that would move forward the decision making
process of any matters within its jurisdiction.
“Original signed by Ceri Marlo”____________________
Prepared by: Ceri Marlo, C.M.C.
Manager of Legislative Services and Emergency Program
“Original signed by Paul Gill”___________________
Approved by: Paul Gill, B.B.A, C.G.A, F.R.M
General Manager: Corporate & Financial Services
“Original signed by E.C. Swabey”__________________
Concurrence: E.C. Swabey
Chief Administrative Officer
1
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: February 15, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Council Workshop
SUBJECT: Pitt Meadows Airport Society
EXECUTIVE SUMMARY:
The Pitt Meadows Airport was commissioned in 1963. In the late 1990’s Transport Canada began
divesting itself of airports and commenced negotiations with the City of Pitt Meadows to take over
ownership of the airport. Hesitant to take on sole ownership of the airport, Pitt Meadows
approached Maple Ridge to participate with them in ownership. The City of Maple Ridge became
involved in the Pitt Meadows Airport due to its regional benefits. It was a way of helping shape the
future of the airport and to protect the municipality from negative impacts. Also, the airport lands
represent a significant asset, and involvement in the airport allows Maple Ridge to share in this
asset. In the event of a disaster having unfettered access to this asset may be critical to community
recovery. The Pitt Meadows Airport Society (“the Society”) was created as the vehicle through which
both communities could share in this asset. Attached as Appendix A is the Constitution and Bylaws
of the Society and the special resolution passed in 2015 to amend the membership. At the time of
writing this report the updated Bylaws were not yet available. To aid in understanding the
governance of the Society a flow chart is attached as Appendix B.
In 1997 the Pitt Meadows Airport was devolved to the Society. The Society entered into an
Agreement to Transfer with her Majesty the Queen in Right of Canada (as represented by Transport
Canada). The agreement outlined the terms of the transfer and included eleven appendices. One of
the appendices is an Option to Purchase that was granted to Transport Canada to reacquire the land
if it is not continuously, actively and diligently managed, operated and maintained as a certified
airport open to the public. The option is valid until January 30, 2077. The Society cannot transfer,
lease or otherwise dispose of the airport without the consent of the Minister.
This report provides background information on the history of the Pitt Meadows Regional Airport and
the role that the two cities play in its governance. The governance of the Airport has been the subject
of much discussion between the two cities in recent years, with Pitt Meadows frequently suggesting
that the City of Maple Ridge divest itself from this asset. This has hindered the ability of the Society
to move forward with its strategic planning and to report on a regular basis to the members. On July
29, 2015 the City of Maple Ridge, in response to a written request from the City of Pitt Meadows,
confirmed the City’s intent to remain a member of the Society. That correspondence is attached as
Appendix C.
RECOMMENDATION:
This report is provided for information only. No resolution is required.
5.4
2
DISCUSSION:
a)Background Context:
Pitt Meadows Regional Airport is located in the City of Pitt Meadows, north of the Fraser River and
serves the Lower Mainland and Fraser Valley regions. It is 2.5 km east of the junction of the Pitt and
Fraser Rivers and is only a 45-minute drive east from downtown Vancouver. It is comprised of three
paved runways, a water runway, and a float plane dock, a staffed control tower, terminal building
and restaurant. The airport offers a full range of aircraft storage, fuel and maintenance facilities,
agricultural lands and commercial development areas. It was listed as the fifteenth busiest airport in
Canada in 2011 and is the third largest airport in the Lower Mainland.
HISTORY
Pitt Meadows was first established as a flying field in 1916. It is home to the Aero Club of BC, oldest
flying club in Canada and the oldest in the British Empire. In May 1961 the Department of Transport
announced its decision to build a new airport at Pitt Meadows that would serve as a satellite to
Vancouver International Airport. The airport opened on July 20, 1963. In 1979, it was one of the
busiest airports in the country recording 287,000 aircraft movements that year. The development of
the Boundary Bay Airport resulted in a sharp decrease in traffic and this trend continued through the
1980’s and 1990’s.
In 1997, as part of the National Airports Policy, the Pitt Meadows Airport was devolved to the Pitt
Meadows Airport Society (“the Society”). This governance model was chosen to facilitate the
inclusion of Maple Ridge due to the hesitation on the part of the City of Pitt Meadows to sole
ownership of the Pitt Meadows Airport. The City of Maple Ridge chose to become involved in the Pitt
Meadows Airport due to its regional benefits. It was a way of helping shape the future of the airport
and to protect the municipality from negative impacts. Also, the airport lands could represent a
significant asset, and involvement in the airport allows Maple Ridge to share in this asset. The City of
Maple Ridge took the lead in forming the Society and incurred all the legal costs which were
subsequently shared equally with the City of Pitt Meadows. Our portion of those costs was just over
$82,000.00. In addition, considerable staff time was expended on this issue which is not reflected in
that sum.
The Society entered into an Agreement to Transfer with her Majesty the Queen in Right of Canada (as
represented by Transport Canada). The agreement outlined the terms of the transfer and included
eleven appendices. One of the appendices is an Option to Purchase that was granted to Transport
Canada to reacquire the land if it is not continuously, actively and diligently managed, operated and
maintained as a certified airport open to the public. The option is valid until January 30, 2077. The
Society cannot transfer, lease or otherwise dispose of the airport without the consent of the Minister.
GOVERNANCE STRUCTURE
The Society was created by the City of Maple Ridge and the City of Pitt Meadows at the time of the
transfer of the airport in 1997 and is the owner of the Pitt Meadows Regional Airport. The Society is
validly incorporated under the Society Act.
There are four members of the Society:
a)the City of Maple Ridge;
b)the City of Pitt Meadows;
c)an elected official appointed by the City of Pitt Meadows from time to time; and
d)an elected official appointed by the City of Maple Ridge from time to time.
3
The appointee to represent the City of Maple Ridge can be either a staff person or an elected official.
The members are appointed by resolution of their respective Council and at the time of appointment
can also be authorized to vote on behalf of the members at the Annual General Meeting. This
authorization can also be resolved separately once the agenda of the Annual General Meeting is
published.
When the Society was first established the Mayors of Maple Ridge and Pitt Meadows were members
of the Society together with the two cities. The Board of Directors consisted of seven directors. The
members were able to attend meetings of the Board of Directors, could not vote and were excluded
from closed meetings. To have more open lines of communication between the Board and the
members, in 2012 the Mayors were added to the Board as non-voting members with the right to
attend meetings. This placed the Mayors in a position of a conflict of interest when matters related
to the Airport were discussed by Council and they were required to excuse themselves from those
discussions.
In April 2013 the members agreed that it would be prudent to conduct a review of the governance
structure of the airport. Jerry Berry Consultants Inc. was engaged to conduct that review. The
summary report of that review is attached as Appendix D. In his report, Mr. Berry recommended that
the Mayors be removed as non-voting members of the Board and replaced with two independent
voting directors. He also recommended that a protocol for communication and consultation be
entered into to clarify expectations. Those recommendations were put into effect in November
2013. The board now consists of nine independent voting members. Attached to this report as
Appendix E is a copy of the November 2013 YPK Protocol Agreement entered into by the two cities
and the Society. The purpose of the protocol was to further the collaborative relationship between
the parties and to clarify expectations.
To meet the requirements of the Society Act to have a minimum of three members, a special
resolution was passed at the 2015 Annual General Meeting to amend the membership of the Society
to include an elected official appointed by the City of Pitt Meadows and an elected official appointed
by the City of Maple Ridge. This brought the number of members of the Society back to four and
quorum was set at three.
The role of the members is to appoint the directors, consent to the issuance of debentures and
restrict the borrowing powers of the directors as required. Decisions of the members of the Society
are made by resolutions of Mayor and Council of each City. Matching resolutions are prepared for
each City to consider.
BOARD OF DIRECTORS
There are nine directors who have the collective responsibility to manage or supervise the
management of the affairs of the Society in accordance with the constitution and bylaws and to act
in the best interests of the Society and exercise the care, diligence and skill of a reasonably prudent
person. The directors are appointed by the members for a three year term with the ability to be
appointed for a further three year term. Directors may not hold office for more than two consecutive
terms. The directors elect a president, vice-president and secretary-treasurer annually at the annual
general meeting. The president is the chief executive officer of the Society and supervises the other
officers in the execution of their duties which are detailed in the constitution.
The members of the Society appoint the directors. The bylaws set out the procedure for selecting and
appointing directors. A nominating committee comprised of the Pitt Meadows and Maple Ridge Chief
Administrative Officers, or designates, and the Society President, or designate, form a Nominating
4
Committee. The Nominating Committee establishes the specific skill set required for the vacancy,
advertises the positions, review the applications, interview candidates and make recommendations
to the members on the appointment of directors.
The directors meet as they think fit to dispatch business. Quorum is five directors. An annual general
meeting must be held at least once in every calendar year. The directors may call an extraordinary
general meeting when they think fit. The proceedings of general meetings are identified in Part 4 of
the bylaws.
The Board hires a General Manager, as an employee of the Society, to manage the day-to-day
operation of the airport. The General Manager hires staff to assist with the operation of the airport.
Recently, the members have not been able to agree on the appointment of directors to fill vacancies.
The number of appointed directors fell to four which was below the number (five) required to achieve
quorum. To enable the Board to achieve quorum and continue operations the directors exercised
their authority under the Society’s bylaw (section 5.11(a)) to appoint a director. The appointment is
effective only until the Society’s annual general meeting for 2016. Should the members not resolve
their differences and agree on appointments, a judicial resolution will be sought by the airport.
PURPOSE OF THE SOCIETY
The constitution defines the purposes of the Society as:
(a) To develop, maintain and operate the Airport
(b) To provide an efficient and well-maintained airport facility and service for the residents of
and visitors to Pitt Meadows and Maple Ridge and surrounding areas
(c) To acquire, hold, lease, manage, rent or sell any real property or personal property for the
furtherance of the society’s purposes.
(d) To apply for and hold any required licence, permit or operating authority
(e) To enter into contracts
(f) To promote aviation and aeronautics
(g) To promote or oppose legislation or legislative changes
(h) To solicit, receive, acquire and hold donations, gifts and legacies and to collect and receive
rents, profits and other revenue, grants, appropriations and subsidies
(i) To sell or convert any property into money from time to time. To invest or re-invest any
principal
(j) To market, promote, coordinate and manage all services and facilities
(k) To seek funding and financial assistance
(l) To manage and co-ordinate the development of short, medium and long term plans to
develop the land as a public airport
(m) To actively promote the airport to private and commercial aircraft operators
(n) To do all things as are incidental or conducive to the attainment of the purposes of the
Society
POWERS OF THE DIRECTORS
Under the bylaws of the Society, the directors may exercise all the powers and do all the acts and
things that the Society may exercise unless otherwise indicated in the bylaws or restricted by statute.
The bylaws require that the directors obtain the consent of the members, by special resolution, to
issue a debenture. Directors may delegate any, but not all of their powers to committees consisting
of directors. The directors elect from amongst themselves a president, vice-president and secretary-
5
treasurer. Directors do not receive any remuneration. They are reimbursed for expenses incurred
while engaged in the affairs of the Society.
POWERS OF THE MEMBERS
The members of the Society appoint the directors. The Society relies on the directors for alignment
of the business of the airport with the vision set by the Society. The directors provide oversight of the
management of the day-to-day business of the airport on behalf of the members.
The members may, by special resolution, restrict the borrowing powers of the directors, but the
restriction expires at the next annual general meeting.
On reasonable notice to the Society, a member may inspect the documents, including the accounting
records. A copy of the financial statement and report of the auditor must be provided at least 10
days before the date of its annual general meeting a copy of the financial statement. At the annual
general meeting, which normally takes place in June, the members appoint an auditor and may
require the attendance of the auditor at a meeting where the financial statements are to be
considered or the auditor is to be appointed or removed.
The powers of the members are quite limited. The members’ real influence is through the directors
they appoint and the accountability expected from them.
DISSOLUTION OF THE SOCIETY
If the Society is to be dissolved the assets remaining after the payment of all salaries, debts and
costs, charges, and expenses incurred in the wind-up are to be distributed equally between the City
of Pitt Meadows and the City of Maple Ridge. Under the agreement with Transport Canada, approval
of the Minister would be required to dissolve the Society.
CURRENT ISSUES
This report has touched on a few of the current issues facing the Society. Listed below are matters
that require the attention of the members to enable the Society to move forward in a positive
manner.
1. Resolution of appointment of directors. This has been the subject of discussion in closed
council meetings but has not yet reached a conclusion with the City of Pitt Meadows.
2. Joint meeting with Pitt Meadows
• Affirmation that Maple Ridge will remain a member of the Society
• Review of airport history and governance
• Visioning session
o Process
o Participants
o Facilitator
3. Regular reporting by the Board of Directors to the members of the Society
6
b)Financial Implications:
In the past, we have provided grants totaling $18,500 to the airport. As well, we provided loans
totaling $55,000 which were repaid without interest.
In 2009 a portion of the airport lands were deemed surplus to the airport’s needs and sold for
$18,250,000. A Financial Accountability Framework was developed by the members to ensure that
the proceeds of the sale were used to further the long term viability of the Airport. An initial down
payment of $4,000,000 was used to pay debts and enable some improvements at the airport. The
balance was paid in installments with the final payment being made in 2014.
The main cost to the City is staff time. From time to time, we also seek legal advice, the costs of
which are normally shared equally by the two Cities.
c)Conclusion:
A governance model that includes several members from different agencies/local governments is
not unique for an airport. However, there is no standard model for airport governance. Each airport
has a different
The Pitt Meadows Regional Airport represents a valuable asset and involvement in the airport allows
Maple Ridge to share in this asset. While, the City of Pitt Meadows has some additional
responsibilities as host city of the Airport, they also benefit from the revenues generated by property
taxes and licenses.
“Original signed by Ceri Marlo” ___________________
Prepared by: Ceri Marlo
Manager of Legislative Services and Emergency Program
“Original signed by Paul Gill”__________________
Approved by: Paul Gill
General Manager: Corporate & Financial Services
“Original signed by E.C. Swabey”__________________
Concurrence: E.C. Swabey
Chief Administrative Officer
:cm
Attachments:
Appendix A - Pitt Meadows Airport Society Act/Constitution & Bylaws
Appendix B – Pitt Meadows Airport Society Governance
Appendix C – Correspondence
Appendix D – Pitt Meadows Airport Governance Study Summary Report
Appendix E– YPK Protocol Agreement
APPENDIX A
Pitt Meadows Airport Society Act/Constitution & Bylaws 1
FORM 3
SOCIETY ACT
CONSTITUTION
1.The name of the Society is PITT MEADOWS AIRPORT SOCIETY.
2.The purposes of the Society are:
(a) To develop, maintain and operate the Pitt Meadows Airport, including facilities for passengers,
for flight instruction, and for aircraft accommodation, rigging, maintenance and overhaul.
(b) To provide an efficient and well-maintained airport facility and service for the residents of and
visitors to the City of Pitt Meadows and District of Maple Ridge and surrounding areas.
(c) To acquire, hold, lease, manage, rent or sell any real property or personal property for the
furtherance of the Society’s purposes.
(d) To apply for and hold any license, permit or operating authority which may be required to carry
out or which will further the Society’s purposes.
(e) To enter into contracts with any person, body corporate, government or government ministry,
department or authority which may further the purposes of the Society.
(f) To promote aviation and aeronautics.
(g) To promote or oppose legislation or legislative change affecting aviation, aeronautics, the
aircraft industry and all its branches.
(h) To solicit, receive, acquire and hold donations, gifts and legacies for the purposes of the Society
and to collect and receive rents, profits and other revenues, grants, appropriations and
subsidies for the purposes of the Society and to enjoy all of the benefits of ownership thereof.
(i) To sell or convert any property into money from time to time. To invest and re-invest any
principal in such manner as may from time to time be determined and to disburse and distribute
such money and property in the furtherance of the purposes of the society.
(j) To market, promote, co-ordinate and manage all services and facilities described in the
Society’s purposes.
(k) To seek funding and financial assistance from the Government of Canada, Province of British
Columbia, federal and provincial crown corporations and agencies, municipal governments,
regional districts and other local authorities in furtherance of the purposes of the Society.
Pitt Meadows Airport Society Act/Constitution & Bylaws 2
(l) To manage and co-ordinate the development of short, medium and long term plans to develop
and improve the land in the City of Pitt Meadows as a public airport.
(m) To actively promote the Pitt Meadows Airport to private and commercial aircraft operators.
(n) To do all other things as are incidental or conducive to the attainment of the purposes of the
Society
3.The Society shall be carried on without purposes of gain for its members or directors and any profits or
other accretion to the Society shall be used in furtherance of its purposes. No member of the Society
or director shall be paid any remuneration for services rendered to the Society but may be paid
reasonable expenses in acting as a member or director. This clause is unalterable.
4.Upon winding-up or dissolution of the Society, the assets remaining after the payment of all costs,
charges and expenses properly incurred in the wind-up including the remuneration of a liquidator, and
after payment to employees of the Society of any arrears of salaries or wages, and after the payment
of any other debts of the Society,, shall be distributed equally between the City of Pitt Meadows and
the District of Maple Ridge. This clause is unalterable.
Pitt Meadows Airport Society Act/Constitution & Bylaws 3
Bylaws
Here set forth, in numbered clauses, the bylaws providing for the matters referred to in Section 6 (1) of the
Society Act and any other bylaws.
Part 1 – Interpretation
1.1 In these bylaws, unless the context otherwise requires,
(a) “Airport” means the Pitt Meadows Airport;
(b) “council” means a municipal council under the Municipal Act (British Columbia);
(c) “directors” means the directors of the society for the time being and “director” means only one
director’;
(d) “member” means;
(i) an applicant for incorporation of a society who has not ceased to be a member; and
(ii) every other person who becomes and remains a member in accordance with the bylaws;
(e) “registered address” of a member means that member’s address as recorded in the register of
members;
(f) “society” means the Pitt Meadows Airport Society; and
(g) “Society Act” means the Society Act (British Columbia).
1.2 The definitions in the Society Act on the date these bylaws become effective apply to these bylaws.
1.3 Words importing the singular include the plural and vice versa and words importing a male person
include a female person and a corporation.
1.4 Unless otherwise expressly provided, reference in these bylaws to a statue is a reference to that
statute as from time to time in force, re-enacted or replaced.
Pitt Meadows Airport Society Act/Constitution & Bylaws 4
Part 2 – Membership
2.1 The members of the society are the applicants for incorporation of the society and those persons who
subsequently have become members in accordance with these bylaws and, in either case, have not
ceased to be members.
2.2 Except for the applicants for incorporation of the society, membership in the society shall be limited to:
(a) the City of Pitt Meadows;
(b) the District of Maple Ridge;
(c) the person elected as Mayor of the City of Pitt Meadows from time to time; and
(d) the person elected as Mayor of the District of Maple Ridge from time to time.
2.3 The society shall not, at any time, have more than four (4) members.
2.4 Every member shall uphold the constitution and comply with these bylaws.
2.5 There shall be no annual membership dues.
2.6 A member shall cease to be a member of the society
(a) by delivering its resignation in writing to the secretary-treasurer of the society or by mailing or
delivering it to the address of the society; or
(b) on his death or in the case of a corporation on dissolution.
2.7 All members are in good standing except those who have ceased to be a member as provided in
bylaw 2.6 and every member shall be entitled to vote at all meetings of the society.
Pitt Meadows Airport Society Act/Constitution & Bylaws 5
Part 3 Meetings of Members
3.1 General meetings of the society shall be held at the time and place, in accordance with the Society
Act, that the directors decide.
3.2 Every general meeting, other than an annual general meeting, is an extraordinary general meeting.
3.3 The directors may, when they think fit, convene an extraordinary general meeting.
3.4 (a) Notice of a general meeting shall specify the place, day and hour of meeting, and in case of
special business, the general nature of that business.
(b) The accidental omission to give notice of a meeting to, or the non-receipt of a notice by, any of
the members entitled to receive notice does not invalidate proceedings at that meeting.
3.5 The first annual general meeting of the society shall be held not more than 15 months after the date of
incorporation and after that an annual general meeting shall be held at least once in every calendar
year and not more than 15 months after the holding of the last preceding annual general meeting.
Part 4 – Proceedings at General Meetings
4.1 Special business is
(a) all business at an extraordinary general meeting except the adoption of rules of order and
election of a chairperson pursuant to bylaw 4.5; and
(b) all business transacted at an annual general meeting except
(i) the adoption of rules of order;
(ii) the election of a chairperson pursuant to bylaw 4.5;
(iii) the consideration of the financial statements;
(iv) the report of the directors;
(v) the report of the auditor, if any;
(vi) the appointment of directors;
Pitt Meadows Airport Society Act/Constitution & Bylaws 6
(vii) the appointment of the auditor, if required; and
(viii) the other business that, under these bylaws, ought to be transacted at an annual general
meeting, or business which is brought under consideration by the report of the directors
issued with the notice convening the meeting.
4.2 (a) No business, other than the election of a chairperson and the adjournment or termination of the
meeting, shall be conducted at a general meeting at a time when a quorum is not present.
(b) If at any time during a general meeting there ceases to be a quorum present, business then in
progress shall be suspended until there is a quorum present or until the meeting is adjourned or
terminated.
(c) A quorum is three (3) members present.
4.3 If within 30 minutes from the time appointed for a general meeting a quorum is not present, the
meeting, if convened on the requisition of members, shall be terminated. In any other case it shall
stand adjourned to the same day in the next week, at the same time and place, and if, at the
adjourned meeting, a quorum is not present within 30 minutes from the time appointed for the
meeting, the members present constitute a quorum.
4.4 Subject to bylaw 4.5, the president, the vice president or, in the absence of both, one of the other
directors present shall preside as chairperson of a general meeting.
4.5 If at a general meeting
(a) there is no president, vice president or other director present within 15 minutes after the time
appointed for holding the meeting; or
(b) the president and all the other directors present are unwilling to act as chairperson,
the members present shall choose one of their number to be chairperson.
4.6 A general meeting may be adjourned from time to time and from place to place, but no business shall
be transacted at an adjourned meeting other than the business left unfinished at the meeting from
which the adjournment took place.
4.7 When a meeting is adjourned for 10 days or more, notice of the adjourned meeting shall be given as in
the case of the original meeting.
4.8 Except as provided in this bylaw, it is not necessary to give notice of an adjournment or of the
business to be transacted at an adjourned general meeting.
4.9 No resolution proposed at a meeting need be seconded and the chairperson of a meeting may move
or propose a resolution.
4.10 In case of an equality of votes the chairperson shall not have a casting or second vote in addition to
the vote, if any, to which he may be entitled as a member and the proposed resolution shall not pass.
4.11 A corporate member may vote by its authorized representative, who shall be an individual duly
appointed by that member, who is entitled to speak and vote, and in all other respects exercise the
Pitt Meadows Airport Society Act/Constitution & Bylaws 7
rights of a member, and that representative shall be reckoned as a member for
all purposes with respect to a meeting of the society.
4.12 A member in good standing present at a meeting of members is entitled to one vote.
4.13 Voting is by show of hands or by ballot, as directed by the chairperson of the meeting.
4.14 Voting by proxy is not permitted.
4.15 The members may, by resolution, adopt rules of order but if no such rules of order are adopted, the
proceedings of the members shall be governed by Robert’s Rules of Order Newly Revised or, if the
procedure adopted by resolution does not cover any point of order, such point of order shall be
determined according to Roberts Rules of Order Newly Revised.
Part 5 – Directors and Officers
5.1 The directors may exercise all the powers and do all the acts and things that the society may exercise
and do, and which are not by these bylaws or by statute or otherwise lawfully directed or required to
be exercised or done by the society in general meeting, including the full management and control of
the assets, liabilities, revenues and expenditures of the Airport and the ability to make rules and
regulations governing its operations, but subject, nevertheless, to
(a) all laws affecting the society;
(b) these bylaws; and
(c) rules, not being inconsistent with these bylaws, which are made from time to time by the society
in general meeting.
5.2 No rule made by the society in general meeting invalidates a prior act of the directors that would have
been valid if that rule had not been made.
5.3 The number of directors of the society shall be nine (9).
5.4 The first directors of the society shall be:
(a) the person holding the office of the Mayor of the City of Pitt Meadows from time to time;
(b) the person holding the office of Mayor of the District of Maple Ridge from time to time;
(c) the person holding the office of the Administrator of the City of Pitt Meadows from time to time;
(d) the person holding the office of the Chief Administrative Officer of the District of Maple Ridge
from time to time; and
Pitt Meadows Airport Society Act/Constitution & Bylaws 8
(e) Councilor John Appleton, provided that should he cease to hold office as a
councilor of the City of Pitt Meadows, he shall also cease to be a director of the society under
this section.
If at any time an office of a director is vacated, the number of directors of the society shall be reduced
to the number of directors actually holding that office until the vacant position is filled.
5.5 The first directors appointed under bylaw 5.4 shall sit for one (1) year and shall retire at the next
annual general meeting.
5.6 A director appointed under bylaw 5.4 may be removed before the expiration of his term of office by a
special resolution of the members.
5.7 The directors of the society and their terms of office shall be as follows:
(a) as non-voting directors of the society with the right to participate in meetings of the
directors, for an unlimited term:
i.the person holding the office of the Mayor of the City of Pitt Meadows from
time to time, or his or her designate, which designate may be another
member of Council, the Chief Administrative Officer or the Deputy or Acting
Chief Administrative Officer ; and
ii.the person holding the office of the Mayor of the District of Maple Ridge from
time to time, or his or her designate, which designate may be another
member of Council, the Chief Administrative Officer or the Deputy or Acting
Chief Administrative Officer ;
(b) as voting directors of the society, with the right to participate in and vote at meetings
of the directors:
i.Ron Salome for a term to expire at the annual general meeting in 2011;
ii.Michael Pierce for a term to expire at the annual general meeting in 2012;
iii.Mark Miller for a term to expire at the annual general meeting in 2012;
iv.Geoffrey Johnston for a term to expire at the annual general meeting in 2013;
v.Ann McAfee for a term to expire at the annual general meeting in 2013;
vi.Murray Day for a term to expire at the annual general meeting in 2014; and
vii.one additional director appointed under section 5.8 for a term to expire at the
annual general meeting in 2014.
At the conclusion of their term of office, a director appointed under section 5.7 (b) may be appointed
by the members for one further three (3) year term to expire at the applicable annual general meeting
with the exception of Michael Pierce who may be appointed for two further three (3) year terms to
expire at the applicable annual general meeting.
Pitt Meadows Airport Society Act/Constitution & Bylaws 9
5.8 After the directors appointed under section 5.7 have ceased to hold office, the
directors of the society shall be determined as follows subject to sections 5.9 and 5.10(a):
(a) A Pitt Meadows Airport Society Directors Nominating Committee is hereby established
composed of the CAO’s or their designates from Pitt Meadows and Maple Ridge and the Pitt
Meadows Airport Society President or designate.
(b) The directors will identify the specific skill sets that they consider are of benefit in directors, and
this will be forwarded to the Nominating Committee.
(c) The Nominating Committee will post an ad for directors in a local newspaper, at a minimum, and
the cost of the ad will be split equally between the Society and both the Municipalities of Maple
Ridge and Pitt Meadows.
(d) The Nominating Committee will review the applications submitted from prospective directors and
make a recommendation to the members on the appointment of directors to the Pitt Meadows
Airport Society.
5.9 Directors appointed under section 5.8 shall hold office for a three (3) year term commencing on the
date of the applicable annual general meeting and may be appointed by the members for one further
three (3) year term, to expire at the applicable annual general meeting. No director appointed under
sections 5.7 (b), with the exception of Michael Pierce, or 5.8 may hold office for more than two (2)
consecutive terms.
5.10 If an office of a director is vacated, the vacated position may be filled for the balance of the term by:
(a) the directors appointing a person to fill the vacancy if the balance of the term for that director is
less than 6 months and section 7.8 does not apply; or
(b) the members appointing a person to fill the vacancy following the process stipulated in section
5.8 if the balance of the term for that director is 6 months or more.
5.11 the terms of office of the first directors determined under bylaw 5.7 shall be as follows:
(a) the first three (3) names drawn shall sit for three (3) years;
(b) the next two (2) names drawn shall sit for two (2) years; and
(c) the final two (2) names drawn shall sit for one (1) year,
and thereafter, all directors shall sit for three (3) years.
5.12 No act or proceeding of the directors is invalid only by reason of there being less than the prescribed
number of directors in office.
5.13 A director is not required to be a member.
Pitt Meadows Airport Society Act/Constitution & Bylaws 10
5.14 In accordance with Article 3 of the Constitution, no director shall be remunerated for being or acting as
a director, but a director shall be reimbursed for all expenses necessarily and reasonably incurred by
him while engaged in the affairs of the society.
Part 6 – Proceedings of Directors
6.1 The directors may meet together at the places they think fit to dispatch business, and may adjourn and
otherwise regulate their meetings and proceedings as they see fit.
6.2 A meeting of the directors may be held by telephone or other communications facilities that permit all
participants in the meeting to hear each other, and a director who participates in the meeting by those
means shall be counted as present at the meeting.
6.3 The quorum for a meeting of directors shall be five (5) voting directors.
6.4 The president shall be chairperson of all meetings of the directors, but if at a meeting the president is
not present within 30 minutes after the time appointed for holding the meeting, the vice president shall
act as chairperson. If neither the president nor the vice president is present the directors present may
choose one of their numbers to be chairperson at that meeting.
6.5 Any two directors, including both voting and non-voting directors, may convene a meeting of the
directors at any time.
6.6 The directors may delegate any, but not all, of their powers to committees consisting of the director or
directors as they think fit.
6.7 A committee so formed in the exercise of the powers so delegated shall conform to any rules imposed
on it by the directors, and shall report every act or thing done in exercise of those powers to the
earliest meeting of the directors to be held next after it has been done.
6.8 A committee shall elect a chairperson of its meetings, but if no chairperson is elected, or if at a
meeting the chairperson is not present within 30 minutes after the time appointed for holding the
meeting, the directors present who are members of the committee shall choose one of their number to
be chairperson of the meeting.
6.9 The members of a committee may meet and adjourn as they think proper.
6.10 For a first meeting of directors held immediately following the appointment of a director or directors at
an annual or other general meeting of members, it is not necessary to give notice of the meeting to the
newly appointed director or directors for the meeting to be constituted, if a quorum of the directors is
present
Pitt Meadows Airport Society Act/Constitution & Bylaws 11
6.11 A director who may be absent temporarily from British Columbia may send or
deliver to the address of the society a waiver of notice, which may be by letter, telegram, telex, or
cable, of any meeting of the directors and may at any time withdraw the waiver, and until the waiver is
withdrawn
(a) no notice of meeting of directors shall be sent to that director; and
(b) any and all meetings of the directors of the society, notice of which has not been given to that
director shall, if a quorum of the directors is present, be valid and effective.
6.12 Questions arising at a meeting of the directors and committee of directors shall be decided by a
majority of votes.
6.13 In case of an equality of votes the chairperson has a second or casting vote.
6.14 No resolution proposed at a meeting of directors or committee of directors need be seconded and the
chairperson of a meeting may move or propose a resolution.
6.15 A resolution in writing, signed by all the directors and placed with the minutes of the directors is as
valid and effective as if regularly passed at a meeting of directors.
6.16 In observance of clause 3 of the society’s Constitution, no director shall accept any remuneration for
services rendered to the society. Without affecting the Society Act, no director or employee of the
society shall have any director or indirect financial interest in any purchase order or contract entered
into or issued on behalf of the society unless such member or employee absents himself from all
meetings where the order or contract is approved or discussed while the latter is being discussed or
any vote is taken in any matter affecting such an interest in an order or contract. The provisions of this
bylaw shall not apply to the reimbursement of a director in respect of expenses incurred with the
board’s approval in carrying out the business of the society.
6.17 The directors may, by resolution, adopt rules of order but if no such rules of order are adopted, the
proceedings of the directors shall be governed by Robert’s Rules of Order or, if the procedure adopted
by resolution does not cover any point of order, such point of order shall be determined according to
Robert’s Rules of Order.
Part 7 – Duties of Officers
7.1 The society shall have three (3) officers, who shall be the president, vice president and secretary-
treasurer.
7.2 The directors shall elect from among their number a president, a vice president and secretary
treasurer, each of whom shall hold office for one year and shall retire from office at each annual
general meeting, when their successors shall be elected, except that the first president shall be John
Appleton.
Pitt Meadows Airport Society Act/Constitution & Bylaws 12
7.3 The president shall preside at all meetings of the society and of the directors.
7.4 The president is the chief executive officer of the society and shall supervise the other officers in the
execution of their duties.
7.5 The vice president shall carry out the duties of the president during the absence of the president.
7.6 The secretary-treasurer shall
(a) conduct the correspondence of the society;
(b) issue notices of meetings of the society and directors;
(c) keep minutes of all meetings of the society and directors;
(d) have custody of all records and documents of the society except those required to be kept by
the treasurer
(e) have custody of the common seal of the society;
(f) maintain the register of members;
(g) keep financial records, including books of account, necessary to comply with the Society Act;
and
(h) render financial statements to the directors, members and others when required.
7.7 In the absence of the secretary-treasurer from a meeting, the directors shall appoint another person to
act as secretary-treasurer at the meeting.
7.8 The members may by special resolution remove a director as the president or the vice president
before the expiration of his term of office, and may elect a successor to complete the term of office.
7.9 Neither the president; the vice president nor the secretary-treasurer shall be remunerated for being or
acting as an officer, but shall be reimbursed for all expenses necessarily and reasonably incurred by
him while engaged in the affairs of the society.
Part 8 – Seal
8.1 The directors may provide a common seal for the society and may destroy a seal and substitute a new
seal in its place.
8.2 The common seal shall be affixed only when authorized by a resolution of the directors and then only
in the presence of the persons prescribed in the resolution, or if no persons are prescribed, in the
presence of the president and secretary-treasurer or president and vice president.
Pitt Meadows Airport Society Act/Constitution & Bylaws 13
8.3 All instruments, agreements, contracts or other documents which are not executed by affixing the
common seal of the society may be executed by
(a) such persons as may be prescribed from time to time by resolution of the directors;
(b) the president and the secretary-treasurer;
(c) the vice president and the secretary-treasurer; or
(d) the president and the vice president.
Part 9 – Borrowing
9.1 In order to carry out the purposes of the society the directors may, on behalf of and in the name of the
society, borrow or raise and secure the payment or repayment of, money in the manner they decide,
and, in particular but without limiting the foregoing, by the issue of debentures.
9.2 No debenture shall be issued without first obtaining the consent of the members by special resolution.
9.3 The members may by special resolution restrict the borrowing powers of the directors, but a restriction
imposed expires at the next annual general meeting
Part 10 – Auditor
10.1 The society shall engage an auditor qualified to act under both the Society Act and the Municipal Act
who shall be a person who is a member or partnership whose partners are members in good standing
of the Canadian Institute of Chartered Accountants or the Certified General Accountants’ Association
of British Columbia, or a person certified by the Auditor Certification Board established under of the
Company Act (British Columbia).
10.2 The first auditor shall be appointed by the directors who shall also fill all vacancies occurring in the
office of the auditor.
10.3 An auditor may be removed and a new auditor appointed by special resolution.
10.4 An auditor shall be promptly informed in writing of appointment or removal.
10.5 No director and no employee of the society shall be auditor.
Pitt Meadows Airport Society Act/Constitution & Bylaws 14
10.6 The auditor may attend general meetings.
10.7 The fiscal year end of the society shall be December 31 in each year.
Part 11 – Notices to Members
11.1 A notice may be given to a member or director, either personally or by pre-paid mail to him at his
registered address.
11.2 A notice sent by mail shall be deemed to have been given on the third day following that on which the
notice is posted, and in proving that notice has been given it is sufficient to prove the notice was
properly addressed and put in a Canadian post office receptacle.
11.3 Notice of a general meeting shall be given to
(a) every member shown on the register of members on the day notice is given; and
(b) the auditor.
11.4 No other person is entitled to receive a notice of general meeting.
Part 12 – Bylaws
12.1 On being admitted to membership, each member is entitled to and the society shall provide, without
charge, a copy of the constitution and bylaws of the society.
Pitt Meadows Airport Society Act/Constitution & Bylaws 15
Pitt Meadows Airport Society Act/Constitution & Bylaws 16
Board of Directors Manage the Airport Society Own & operate the Airport Members – Pitt Meadows & Maple Ridge AirportGeneral Manager Day to Day Operations Elvio Pecchia Nominating Committee Recommends appointment of Directors Economic Development Business Planning Hire General Manager Approve borrowing Finances Appoint Directors Pitt Meadows Airport Society Governance APPENDIX B
APPENDIX C
PITT MEADOWS AIRPORT
GOVERNANCE STUDY SUMMARY
REPORT
Submitted by:
Jerry Berry Consultants Inc.
August 2013
APPENDIX D
2 PITT MEADOWS AIRPORT GOVERNANCE STUDY SUMMARY REPORT
CONFIDENTIAL – The following report contains elements that include items falling under land, labour,
and/or litigation and, is submitted on the consideration that it will, therefore, be considered ‘In
Camera’ by the clients under S. 90 of the Community Charter.
BACKGROUND
Jerry Berry Consultants Inc. was engaged in March 2013 to conduct a governance review related to the
Pitt Meadows Regional Airport.
This review was initiated jointly by Pitt Meadows and Maple Ridge. It is intended to respond to various
concerns identified by the clients, and to inform the Airport Board’s own stated short-term goal of
“Developing [a] good relationship with members” and responding to the identified gap regarding
‘Communication on a shared vision/plan[s]’ (Pitt Meadows Airport Strategic Plan – Draft Report p. 16).
STRUCTURE
The governance model for the Pitt Meadows Regional Airport Society is unique in that it has two
municipal governments sitting as its founding members (functionally represented by the Mayors and the
CAOs).
In terms of society governance, the two municipalities are equal partners with shared interests. These
interests are primarily centred upon ‘regional’ economic development. However, because the airport is
physically located entirely within the confines and jurisdiction of the City of Pitt Meadows, there are a
host of physical issues, interface issues and externalities that impact purely Pitt Meadows, as the
airport’s ‘host’ municipality. Identifying, prioritizing and responding to these issues are essential
components of the overall governance review.
VISION AND OPPORTUNITY
The Pitt Meadows Regional Airport is seen by all parties to the study as a significant economic driver;
with the real potential to be much more so in the future.
Unique amongst other airports in the Metro area (YVR is in its own category), Pitt Meadows has the
capacity for float plane operations, as well as ground based take-offs and landings.
GOVERNANCE SUMMARY
Airport governance is extremely complex. In fact, no two airports in BC operate under the identical
structures or operating contexts or conditions.
The spectrum of models ranges from airports operated ‘in-house’ by local government bureaucracies, to
arms-length task-oriented bodies operating with varying degrees of independence. Typically, this
independence is limited by the fact that most receive considerable tax support in the way of annual tax
subsidies. Municipal Councils obviously have fiduciary duties to maintain limits and controls on the use
of public funds.
At the far end of the spectrum, some Airport Authorities are fully independent – but the circumstances
which allow this are also very specific. To utilize Nanaimo, as a case in point, the airport is not located
within an incorporated area, thereby falling outside the City of Nanaimo’s jurisdiction/area of
responsibility. The airport is not dependent upon a host municipality for servicing/access. Finally, the
airport is independent of ongoing municipal funding support.
3 PITT MEADOWS AIRPORT GOVERNANCE STUDY SUMMARY REPORT
Municipal Line Department ←----------------- Current Hybrid Structure ----------------→ Airport Authority
(In-house) (Full Independence)
Unique amongst almost every other small airport in BC, Pitt Meadows Regional Airport is in an
extremely advantageous financial position (due to some strategic land sales), and significantly, does not
currently receive municipal taxpayer subsidization. In fact, at present, the airport and its tenants are a
net contributor to Pitt Meadows’ general tax revenues. This is highly atypical, and is obviously a major
benefit to Pitt Meadows’ taxpayers in particular. These circumstances would seem to justify movement
on the spectrum towards full independence, since the airport is, at present, ‘financially’ independent.
The reality is, however, that some form of hybrid arms-length governance structure will always be
appropriate for the Pitt Meadows Regional Airport. At one end of the spectrum, in-house municipal
operation is not considered viable, as there are two municipal ‘masters’ whom the airport must serve
(Maple Ridge has shown its intention and commitment to remain as a member). These masters, while
sharing a common strategic vision, have very different operational perspectives. At the other extreme,
true full independence for the airport is not considered possible, as the airport cannot be ‘taken out of’
Pitt Meadows and Pitt Meadows has certain requirements and obligations that legally and practically
cannot be set aside.
The bottom line is that the airport is owned and governed by a society comprised of two local
governments, and an effective and sustainable airport governance structure has to accommodate this.
Some aspects of airport functions are technically outside local government purview, as well as expertise
(Transport Canada requirements). Others require close, virtually day-to-day interface with Pitt
Meadows staff. Others are of a strategic nature, requiring an effective high-level interrelationship
between the members and the Airport Board (effectively with the two Councils, as communicated
through their Mayors/CAOs).
Any effective governance regime must clearly delineate these separate and distinct relationship types,
and clarify roles and responsibilities between the different levels.
BOARD
In the view of the consultant, the current make-up of the Board satisfies a philosophically appropriate
approach to have a mix of apolitical volunteers with skill sets focused on the airport requirements and
to serve, particularly, the more ‘independent’ aspects of airport leadership and operations.
One of the recent changes made in an attempt to respond to communication concerns between the
players was to place both Mayors directly on the Board as non-voting directors. In the consultant’s
view, this has not been effective in addressing the goal it was intended to respond to, and may also, in
light of current case law (Schlenker v. Torgrimson), be seen to present some perceived conflicts. It is
recommended that this approach be abandoned by the members, in favour of a regular formalized
reporting/ consultation scheme to be developed and instituted at the strategic level. At the minimum,
for example, quarterly meetings held with the Mayors and the CAOs.
In addition, it is a general view of the consultant that arms-length relationships benefit from regular
examination and review, and that regular mandated changes in leadership are a healthy approach to
keeping governance relationships responsive. It is recommended that the members consider
4 PITT MEADOWS AIRPORT GOVERNANCE STUDY SUMMARY REPORT
implementing a sunset clause for the position of Airport Board Chair, and that this position should have
a maximum tenure of no more than five (5) years.
INTERFACE, ROLES AND REPONSIBILITIES
To summarize the key issues of interface, and their relative proximity or distance from the members, the
following table is intended to be illustrative:
Key Issues Players Relationship Suggested “Prime”
Accountability
Strategic Vision Pitt Meadows, Maple Ridge,
Airport Board
J(2 parties)/
C/Co
Airport
Board/Members
Economic
Development/Promotion*
Pitt Meadows, Maple Ridge,
Airport Board
J(3 parties)/
Co
EDOs’ Offices
Airport Flight Operations Airport Board I Airport Manager
Airport Finances Airport Board I Airport Board
Land-Use (Non-Aviation) Pitt Meadows, Airport Board J/C Pitt Meadows
Land-Use (Aviation) Pitt Meadows, Airport Board J/C Airport Board
Land-Use (Airport Approaches) Pitt Meadows, Airport Board J/C Pitt Meadows
Public Safety/Security Pitt Meadows, Airport Board J/C/Co Airport Manager
Servicing Pitt Meadows, Airport Board J/C/Co Pitt Meadows
Building Regulation Pitt Meadows, Airport Board J/C/Co Pitt Meadows
Transportation Ground Pitt Meadows, Airport Board J/C/Co Pitt Meadows
Public Use Pitt Meadows, Airport Board J/C/Co Members
Noise Regulation Pitt Meadows, Airport Board J/C/Co Airport Manager/
Pitt Meadows
J = joint I = Independent C = Consultative Co = Collaborative
*In the consultant’s view, the airport should be viewed as merely one piece (albeit a very important
piece) of the overall Regional Economic Development Strategy.
It should be obvious from the above list that it is crucial that any governance regime related to the
airport clearly delineate what components involve all three players – what is purely the function of the
Airport Board/management, and what requires a close ongoing working relationship between Pitt
Meadows and the airport management. (Even where accountability is centred on one party – as would
be preferable in all cases – the matrix is intended to show that, in most cases, ongoing communication,
consultation and collaboration is a requirement and a responsibility of that party.) The interface
relationship has to be between the Board and the Members/ Mayors at the strategic level, and between
the Airport Manager and a designated Pitt Meadows staff liaison/internal manager at the level of
operations. It is suggested that Pitt Meadows designate one person for this purpose. That person
should be the CAO, or his/her designate.
In addition, Pitt Meadows has expressed a concern that the Airport Board should include at least one
Director whom is a resident of Pitt Meadows and who can represent the ‘community interest’ on the
Board. This is entirely within the members’ power to do, and should be undertaken in consultation with
the Airport Board as appropriate to the timing of new appointments.
5 PITT MEADOWS AIRPORT GOVERNANCE STUDY SUMMARY REPORT
ANALYSIS
The consultant interviewed each member of the Board as part of the review process. The Board was
found to contain very knowledgeable and passionate people who were obviously committed to the best
interests of the airport, and who were largely understanding of the need for the Airport Members and
the Board to interact and co-exist in appropriate ways. There was certainly suspicion voiced about
motives and approaches, but this largely centred, in the opinion of the consultant, on mistaken
assumptions and poor communications. Addressing these issues will require establishing trust and
goodwill between the players; and this means building and maintaining effective relationships and open
communications. Effective governance regimes are nothing without the people in them being
committed to working together effectively.
The two core issues identified through discussions concerned the protection of airport endowment
funds and protection of aviation requirements off-site by the regulator (Pitt Meadows). In point of fact,
neither of these stated concerns are actually outstanding issues:
1.Both Members formally agree to the Airport Endowment Fund being reserved for exclusively
airport use.
2.The Pitt Meadows Official Community Plan already codifies the necessary land-use/height
protections respecting airport requirements, and enshrines the publicly stated intent to retain
them. There is no higher level of assurance/ protection Pitt Meadows can provide.
On the member side, however, the analysis did identify a host of real concerns raised by the members
about interface issues with the airport and the need for redress (these are effectively Pitt Meadows’
issues, which are supported in full by Maple Ridge). Significantly, these included fundamental
requirements respecting:
1.Public Safety
2.Servicing/Public Trust
These fundamental issues potentially impede the airport’s ability to progress on its strategic goals.
Encouragingly, the consultant found the Board fully receptive to the members’ issues, and it was noted
that progress has been made on many of them relative to the past. The concern here, however, has to
be about continuous improvement and in that respect, it is considered that immediate steps are
required to ensure that that will occur.
KEY RELATIONSHIPS – STAFF TO STAFF
Key to any relationship are the people involved. The relationship with and between Pitt Meadows is
obviously a function of the Airport Manager position and the corresponding position for Pitt Meadows.
This is where operational procedures and continuity of the same need to be worked out. Given the
previous discussion of the airport’s preferred or necessary governance reality between municipal
operation and full independence, the Airport Manager position, in particular, has the difficult challenge
of having to ‘look both ways’ to serve both the Airport Board, as well as the City of Pitt Meadows’ needs
on those items requiring direct and ongoing community interface. This close working relationship in
day-to-day operations is reflected in the term ‘joint/consultative/and collaborative’ for those key issues
identified in the chart.
6 PITT MEADOWS AIRPORT GOVERNANCE STUDY SUMMARY REPORT
The review clearly indicates that this ‘joint, consultative and collaborative’ approach has not been
occurring. To address this, a conscious and dramatic change in approach will be required.
It must always be remembered that at the end of the day, the airport lands are not the airport’s, but the
members’, and the members are representative democracies with all of their associated obligations and
duties. Like all local government bodies, the airport has to operate in as entrepreneurial fashion as
possible – while never forgetting or overlooking its role as a government entity. That admittedly, is an
extremely challenging task, but it is necessary if the airport is going to realize its ultimate potential. This
would be the case, even without the Pitt Meadows Airport’s dual “parenthood”, and municipal
ownership. Other senior government regulators/ participants (Metro, ALR, Province, Transport Canada,
Commercial Passenger Operators, Insurers, etc.) will inevitably also require it. In short, any airport
operating in today’s world, even fully independent ones, have to be prepared to respond to and satisfy
all these competing issues. It is the Airport Manager who must be the agent with responsibility to see
that it is done.
In the consultant’s view, the relationship with Pitt Meadows staff, and the CAO in particular, as the
prime operational representative and agent of that body needs to be re-established and re-defined.
This will take effort, and it will take time. It will require an understanding that the airport has to, at a
primary foundational level, respond to the municipal expectations and requirements for the airport, not,
frankly, the other way around. The consultant can point to a direction but the players have to be
prepared to travel the path.
In this regard, it has been recommended that:
1.Pitt Meadows designate one senior staff person as Airport liaison/contact/coordinator for
all interface issues.
2.Regular formal reporting mechanisms to be set up for the Airport Manager to Pitt Meadows
staff and for the Airport Board Chairperson to the Mayors/Members.
3.Pitt Meadows/Airport to develop a consultation/communication protocol.
4.Pitt Meadows/Airport to develop a complaint handling policy.
5.Pitt Meadows staff to work with the Airport Board Human Resources Committee to
incorporate 1, 2, and 3 above into the Airport General Manager’s terms of employment.
6.Pitt Meadows staff/Airport General Manager to set formal plan to address Emergency
Response issues.
7.Pitt Meadows staff/Airport General Manager to formally set plan to work towards
understanding of servicing issues.
8.Pitt Meadows/Maple Ridge Economic Development staff to take on direct responsibility/
lead for airport ‘regional’ focus/marketing in consultation with the Board.
These recommendations were considered at the seminar held on July 9, 2013, were jointly accepted and
ratified, and are placed in process. The timing of the seminar, coming as it did prior to summer, may
impact the timelines which were suggested (removed here). The important issue is that they proceed in
short order with a firm deadline.
Other recommendations discussed at the session but within the scope of the members alone are:
1.Formal notification to the airport of OCP protections related to airport functions.
2.Inclusion of the requirement for a Pitt Meadows resident on the Airport Board of Directors.
3.Implementation of a sunset clause for the position of Airport Chairperson.
7 PITT MEADOWS AIRPORT GOVERNANCE STUDY SUMMARY REPORT
Respectfully submitted,
Gerald D. (Jerry) Berry, BSc, MPA
Principal Advisor
Jerry Berry Consultants Inc.
APPENDIX E