HomeMy WebLinkAbout2016-07-04 Council Workshop Agenda and Reports.pdfCity of Maple Ridge
1.ADOPTION OF THE AGENDA
2.MINUTES
2.1 Minutes of the June 20, 2016 Council Workshop Meeting
2.2 Minutes of Meetings of Committees and Commissions of Council
•Advisory Design Panel – May 10, 2016
•Agricultural Advisory Committee – May 26, 2016
•Community Heritage Commission – May 3, 2016
•Public Art Steering Committee – March 29, 2016
2.3 Business Arising from Committee and Commission Minutes
3.PRESENTATIONS AT THE REQUEST OF COUNCIL
COUNCIL WORKSHOP AGENDA
July 4, 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
July 4, 2016
Closed Council following Workshop
Committee of the Whole Meeting 1:00 p.m.
July 5, 2016
Special Council Workshop Meeting 3:00 p.m.
Special Closed Council Meeting 6:00 p.m.
Council Workshop
July 4, 2016
Page 2 of 4
4.MAYOR AND COUNCILLORS’ REPORTS
5.UNFINISHED AND NEW BUSINESS
5.1 Funding to Host Mayor’s Regional Summit on Homelessness
Staff report dated July 4, 2016 recommending that staff prepare and submit a
Request for Proposal to obtain funding to host a Mayor’s Regional Summit on
Homelessness.
5.2 Social Policy Advisory Committee Recommendations for Terms of Reference
- Community Dialogue on Homelessness
Staff report dated July 4, 2016 recommending that the Social Policy Advisory
Committee’s Terms of Reference for a Community Dialogue on Homelessness be
endorsed.
5.3 Impacts and Recommendations from the High Impact Stakeholders Workshop
Staff report dated July 4, 2016 recommending that a temporary position to
support public safety in the downtown be created, that a central number for
reporting non-emergency issues relating to the creation of the shelter be created,
that on-line communications with businesses and residents in the downtown be
enhanced and that the coordination of needle retrieval in the downtown be
improved through the formation of a Needle Retrieval Committee.
5.4 Council Policy 6.20 - Development Information Meetings – Proposed Revisions
Staff report dated July 4, 2016 recommending that Council Policy 6.20 –
Development Information Meetings dated January 26, 2010 be repealed and
replaced with Council Policy 6.20 – Development Information Meetings dated July
4, 2016.
5.5 Sports Team Sponsorship Policy
Staff report dated July 4, 2016 providing options for the future sponsorship of
sports teams by the City of Maple Ridge.
5.6 Proposed Telus Cell Tower, Webster’s Corners
Verbal update by the Property and Risk Manager
Council Workshop
July 4, 2016
Page 3 of 4
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.
6.1 Upcoming Events
July 26, 2016
6:00 p.m.
2016 Public Budget Q&A – Council Chambers, City Hall
Organizer: City of Maple Ridge
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
July 4, 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 Meetings Minutes
2.1
City of Maple Ridge
COUNCIL WORKSHOP MINUTES
June 20, 2016
The Minutes of the City Council Workshop held on June 20, 2016 at 10:05 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 G Robson Parks and Recreation Services
Councillor T. Shymkiw P. Gill, General Manager Corporate and Financial Services
Councillor C. Speirs F. Quinn, General Manager Public Works and Development
Services
ABSENT C. Marlo, Manager of Legislative Services
Councillor K. Duncan Other Staff as Required
Councillor B. Masse L. Benson, Manager of Sustainability and Corporate
Planning
D. Olivieri, Administrative Assistant
S. Matthewson, Social Planning Analyst
Note: These Minutes are posted on the City Web Site at www.mapleridge.ca
1.ADOPTION OF THE AGENDA
The agenda was adopted with the addition of the following :
5.6 Participation on Federation of Canadian Municipalities Committees
by Councillor Speirs
2.MINUTES
2.1 Minutes of the June 6 and June 13, 2016 Council Workshop Meeting
R/2015-254
It was moved and seconded
That the minutes of the Council Workshop Meeting of June 6 and June 13,
2016 be adopted as circulated.
CARRIED
2.1
Council Workshop Minutes
June 20, 2016
Page 2 of 7
2.2 Minutes of Meetings of Committees and Commissions of Council
R/2016-255
It was moved and seconded
That the minutes of the Maple Ridge Economic Advisory Committee Meeting
of April 6, 2016 and the minutes of the Maple Ridge Pitt Meadows Parks &
Leisure Services Commission of April 14, 2016 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
Councillor Bell
Councillor Bell attended a meeting with the Arts Centre and reported that a
grant was received for youth presentations. She provided an update on the
Lowe Mainland Local Government Association Board meeting and advised on
the deadline for the submission of resolutions to the Union of British Columbia
Municipalities. She also attended local graduation ceremonies and a
fundraising dinner for the Maple Ridge Community Foundation.
Councillor Speirs
Councillor Speirs attended a fundraising dinner for the Maple Ridge
Community Foundation, a meeting of the Community Network and the
opening of the Metro Vancouver Barnston Maple Ridge pump station.
Deputy Mayor Shymkiw
Deputy Mayor Shymkiw attended a Maple Ridge Business Improvement
Association Security Committee meeting and the opening of Whonnock Lake
Park.
Mayor Read
Mayor Read reported that positive feedback was received on the proposed
rainbow crosswalk. She engaged in conversations pertaining to transit
funding and met with Linda Lupini of BC Ambulance Services. She attended
the opening of the Metro Vancouver Barnston Maple Ridge pump station.
Mayor Read also met with Bob Rennie and Dan Turner of the Urban
Development Institute to discuss housing affordability.
Council Workshop Minutes
June 20, 2016
Page 3 of 7
5. UNFINISHED AND NEW BUSINESS
5.1 High Impact Stakeholder Consultation Summary, Temporary Shelter
Staff report dated June 20, 2016 providing a summary of the feedback
regarding the temporary shelter received at the high impact stakeholders’
meeting held on June 16, 2016.
The General Manager of Community Development, Parks and Recreation
Services reviewed the staff report.
Note: Dominic Flanagan and Naomi Brunemeyer of BC Housing were in attendance
Items 5.1 and 5.2.
5.1.1
R/2016-256
It was moved and seconded
That the staff report dated June 20, 2016 titled “High Impact Stakeholder
Consultation Summary – Temporary Shelter” be received for information;
CARRIED
5.1.2
R/2016-257
It was moved and seconded
That the extension of the lease of the temporary shelter located at 22339
Lougheed Highway and the assigning of the lease to BC Housing be endorsed.
5.1.2
R/2016-258
It was moved and seconded
That the motion be amended to read:
That the extension of the lease of the temporary shelter at 22339
Lougheed Highway for 26 beds only be endorsed, that all temporary shelter
closing costs be covered by BC Housing and that the assigning of the lease
to BC Housing not be endorsed.
AMENDMENT DEFEATED
Mayor Read, Deputy Mayor Shymkiw, Councillor Speirs - OPPOSED
Council Workshop Minutes
June 20, 2016
Page 4 of 7
5.1.2
R/2016-259
It was moved and seconded
That the motion be amended to include the text “on the condition that BC
Housing receives the permission of the City of Maple Ridge for any further
extensions of the lease” following the text “BC Housing be endorsed”
AMENDMENT CARRIED
Councillor Bell, Councillor Robson – OPPOSED
MOTION AS AMENDED CARRED
Councillor Bell, Councillor Robson – OPPOSED
5.1.3
R/2016-260
It was moved and seconded
That staff be directed to provide a report on how impacts and
recommendations included in the report dated June 20, 2016 will be
addressed.
CARRIED
5.2 Interim Modular Shelter Land Use Criteria
Staff report dated June 20, 2016 recommending that staff work with BC
Housing to select a site for an interim modular shelter and that the process
identified in the staff report be endorsed.
The General Manager Community Development, Parks and Recreation
reviewed the report.
R/2016-261
It was moved and seconded
That staff be directed to work with BC Housing to select a site for an interim
modular shelter, using BC Housing’s site selection criteria of size, servicing
and location, and Policy 4-33 in the Official Community Plan; and,
That the process identified in the report dated June 20, 2016, entitled Interim
Modular Shelter Land Use Criteria and Process be endorsed.
CARRIED
Councillor Bell, Councillor Robson - OPPOSED
Council Workshop Minutes
June 20, 2016
Page 5 of 7
5.3 2016 Business Class Property Taxation
Staff report dated June 20, 2016 providing information on 2016 Business
Class Property Taxation.
The Administrative Assistant reviewed the staff reports for items 5.3 and 5.4.
R/2016-262
It was moved and seconded
That the staff report dated June 20, 2016 titled “2016 Business Class
Property Taxation” be received for information.
CARRIED
5.4 2016 Major Industry Class Property Taxation
Staff report dated June 20, 2016 providing information on 2016 Major
Industry Class Property Taxation.
R/2016-263
It was moved and seconded
That the staff report dated June 20, 2016 titled “2016 Major Industry Class
Property Taxation” be received for information.
CARRIED
5.5 2017-2021 Business & Financial Planning Guidelines
Staff report dated June 20, 2016 recommending that Business Planning
Timelines be approved, that Business and Financial Planning Guidelines be
endorsed, that a public Question and Answer session be held in July, 2016,
that a public feedback initiative be launched and that the Council Workplan
Matrix be approved.
The Manager of Sustainability and Corporate Planning gave a PowerPoint
presentation on the 2017-2021 Business & Financial Planning Guidelines
including which included a public consultation plan and business planning
timelines. She outlined the proposed Council Workplan schedule.
R/2016-264
It was moved and seconded
That the Business Planning Timelines as outlined in Appendix B of the staff
report dated June 20, 2016 be approved; and
Council Workshop Minutes
June 20, 2016
Page 6 of 7
That, on the recommendation of the Audit and Finance Committee, the
Business and Financial Planning Guidelines as outlined in Appendix C of the
staff report dated June 20, 2016 be endorsed; and
That a public Question and Answer session be held in July, 2016; and
That a public feedback initiative to seek input be launched and the
information be brought back to Council for consideration on August 29, 2016;
and further
That the Council Workplan Matrix as outlined in Appendix D of the staff report
dated June 20, 2016 be approved.
CARRIED
5.6 Participation on Federation of Canadian Municipalities Committees by
Councillor Speirs
Councillor Speirs indicated he would like to continue participation on
Federation of Canadian Municipalities committees.
R/2016-265
It was moved and seconded
That the request from Councillor Speirs to participate on committees of the
Federation of Canadian Municipalities be supported.
CARRIED
6. CORRESPONDENCE
6.1 Premier Christie Clark, Union of British Columbia Municipalities (UBCM)
Convention
Letter dated June 1, 2016 from Premier Christie Clark outlining the process
for scheduling meetings with herself or Cabinet Ministers at the Union of
British Columbia 2016 convention.
R/2016-266
It was moved and seconded
That meetings with Premier Clark, the Minister of Health and the Minister of
Transportation be scheduled for members of Council attending the Union of
British Columbia Municipalities 2016 convention.
CARRIED
Council Workshop Minutes
June 20, 2016
Page 7 of 7
6.2 Ministry of Community, Sport and Cultural Development – UBCM Convention
Meetings
Letter dated June 8, 2016 from Minister Peter Fassbender outlining the
process for scheduling meetings with his Ministry at UBCM during September
2016.
R/2016-267
It was moved and seconded
That a meeting with Minister Fassbender be scheduled for members of
Council attending the Union of British Columbia Municipalities 2016
convention.
CARRIED
6.3 Upcoming Events
July 5, 2016
4:00 p.m.
Open House Tour of Phase 1 of the 2 West Renovation Project,
Ridge Meadows Hospital
Organizer: Ridge Meadows Hospital Foundation
August 5, 2016
5:00 p.m.
Chamber Tailgate Party – Chances Casino Maple Ridge
Organizer: Maple Ridge Pitt Meadows Chamber of Commerce
September 9, 2016
1:00 p.m.
Golf Tournament for Epilepsy – Mission Golf and Country Club
Organizer: The Centre for Epilepsy and Seizure Education in BC
September 26 to
October 1, 2016
Union of British Columbia Municipalities Conference – Victoria
Conference Centre
Organizer: Union of British Columbia Municipalities
7. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL
8. MATTERS DEEMED EXPEDIENT
9. ADJOURNMENT – 12:35 p.m.
_______________________________
N. Read, Mayor
Certified Correct
___________________________________
C. Marlo, Corporate Officer
2.2 Committee and Commission Meetings Minutes
2.2
City City City City of Maple Ridgeof Maple Ridgeof Maple Ridgeof Maple Ridge
ADVISORY DESIGN PANELADVISORY DESIGN PANELADVISORY DESIGN PANELADVISORY DESIGN PANEL
The Minutes of the Regular Meeting of the Maple Ridge Advisory Design Panel held in the Blaney
Room at Maple Ridge Municipal Hall, 11995 Haney Place, Maple Ridge, British Columbia, on
Tuesday, May 10, 2016 at 4:00 pm.
COMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENT
Blair Arbuthnot Landscape Architect
Roger Amenyogbe Architect
Andrew Igel Architect
Mark Lesack Architect
Kyoung Bae Park Landscape Architect
STAFF MEMBERS PRESENTSTAFF MEMBERS PRESENTSTAFF MEMBERS PRESENTSTAFF MEMBERS PRESENT
Sunny Schiller Committee Clerk
Adrian Kopystynski Staff Liaison, Planner 2
REGRETSREGRETSREGRETSREGRETS
1.1.1.1. CALL TO ORDERCALL TO ORDERCALL TO ORDERCALL TO ORDER
The Chair called the meeting to order at 4:12 pm.
2.2.2.2. AAAAGENDA ADOPTIONGENDA ADOPTIONGENDA ADOPTIONGENDA ADOPTION
R/2016-001
It was moved and seconded
That That That That the the the the agenda be amended to defer Item 2 agenda be amended to defer Item 2 agenda be amended to defer Item 2 agenda be amended to defer Item 2 ---- 2016 Chair and Vice2016 Chair and Vice2016 Chair and Vice2016 Chair and Vice----Chair Elections Chair Elections Chair Elections Chair Elections until the until the until the until the
next ADP meeting and next ADP meeting and next ADP meeting and next ADP meeting and be be be be adopted as amendedadopted as amendedadopted as amendedadopted as amended....
CARRIED
3.3.3.3. MINUTES APPROVALMINUTES APPROVALMINUTES APPROVALMINUTES APPROVAL
R/2016-002
It was moved and seconded
That That That That the Minutes of the Minutes of the Minutes of the Minutes of October 13,October 13,October 13,October 13, 2015 be approved.2015 be approved.2015 be approved.2015 be approved.
CARRIED
ADP Minutes
May 10, 2016
Page 2 of 4
4.4.4.4. PROJECTSPROJECTSPROJECTSPROJECTS
4.1 4:30 PM
Development Permit No: 2016-115-DP
Applicant Falcon Village Joint Venture
Project Architect: Wes Friesen, Points West Architects
Project Landscape Architect: Meredith Mitchell, M2 Landscape Architects
Owners: City of Maple Ridge
Proposal: Construction of a 5 storey apartment building with 44
residential units and 8 commercial units
Location: 11889 – 11909 227th Street
File Manager: Amelia Bowden
The Staff Liaison provided an overview of the proposed project. The applicants made a
presentation of the project plans.
R/2016-003
It was moved and seconded
That the proposal be reThat the proposal be reThat the proposal be reThat the proposal be re----submitted, with a completed Data Sheet and dimensions shown for submitted, with a completed Data Sheet and dimensions shown for submitted, with a completed Data Sheet and dimensions shown for submitted, with a completed Data Sheet and dimensions shown for
aisles and parking spaces, and presented at a future Advisory Design Panel meeting with the aisles and parking spaces, and presented at a future Advisory Design Panel meeting with the aisles and parking spaces, and presented at a future Advisory Design Panel meeting with the aisles and parking spaces, and presented at a future Advisory Design Panel meeting with the
following concerns addressed:following concerns addressed:following concerns addressed:following concerns addressed:
1.1.1.1. Consider CEPTED for Consider CEPTED for Consider CEPTED for Consider CEPTED for the first floor and after hour safety, including the covered parkingthe first floor and after hour safety, including the covered parkingthe first floor and after hour safety, including the covered parkingthe first floor and after hour safety, including the covered parking
area;area;area;area;
2.2.2.2. Consider relocating or adjusting the storage area on the parkade level for safer egress;Consider relocating or adjusting the storage area on the parkade level for safer egress;Consider relocating or adjusting the storage area on the parkade level for safer egress;Consider relocating or adjusting the storage area on the parkade level for safer egress;
3.3.3.3. Consider how the second floor privacy screens are laid out for safety and security;Consider how the second floor privacy screens are laid out for safety and security;Consider how the second floor privacy screens are laid out for safety and security;Consider how the second floor privacy screens are laid out for safety and security;
4.4.4.4. Show CRUShow CRUShow CRUShow CRU signage style and locations, placement on façade, hung under canopysignage style and locations, placement on façade, hung under canopysignage style and locations, placement on façade, hung under canopysignage style and locations, placement on façade, hung under canopy
and/or incorporated into storefrontand/or incorporated into storefrontand/or incorporated into storefrontand/or incorporated into storefront;;;;
5.5.5.5. Consider a variety of brick patterns or colour on the frontage for added visual interest;Consider a variety of brick patterns or colour on the frontage for added visual interest;Consider a variety of brick patterns or colour on the frontage for added visual interest;Consider a variety of brick patterns or colour on the frontage for added visual interest;
6.6.6.6. Consider Courtyard access through to the lobby, with suitablConsider Courtyard access through to the lobby, with suitablConsider Courtyard access through to the lobby, with suitablConsider Courtyard access through to the lobby, with suitable surface treatmente surface treatmente surface treatmente surface treatment
through the parking area;through the parking area;through the parking area;through the parking area;
7.7.7.7. Require further information on the first floor finishes and open space design;Require further information on the first floor finishes and open space design;Require further information on the first floor finishes and open space design;Require further information on the first floor finishes and open space design;
8.8.8.8. Consider a corner building element similar to lobby entrance to be located at theConsider a corner building element similar to lobby entrance to be located at theConsider a corner building element similar to lobby entrance to be located at theConsider a corner building element similar to lobby entrance to be located at the
corner of the building;corner of the building;corner of the building;corner of the building;
9.9.9.9. Consider material for Consider material for Consider material for Consider material for parking area with higher visual interest and snow removal fromparking area with higher visual interest and snow removal fromparking area with higher visual interest and snow removal fromparking area with higher visual interest and snow removal from
parking areas;parking areas;parking areas;parking areas;
10.10.10.10. Consider reducing the parapet height on the second floor to allow for better sightlinesConsider reducing the parapet height on the second floor to allow for better sightlinesConsider reducing the parapet height on the second floor to allow for better sightlinesConsider reducing the parapet height on the second floor to allow for better sightlines
from units while seated;from units while seated;from units while seated;from units while seated;
11.11.11.11. Consider occupancy limits for rooftop patio;Consider occupancy limits for rooftop patio;Consider occupancy limits for rooftop patio;Consider occupancy limits for rooftop patio;
12.12.12.12. Consider wider breezConsider wider breezConsider wider breezConsider wider breezeway connections in future phaseseway connections in future phaseseway connections in future phaseseway connections in future phases
13.13.13.13. Consider additional breezeway in Phase 1 between the parking area and CRU frontConsider additional breezeway in Phase 1 between the parking area and CRU frontConsider additional breezeway in Phase 1 between the parking area and CRU frontConsider additional breezeway in Phase 1 between the parking area and CRU front
entrances;entrances;entrances;entrances;
14.14.14.14. Show overhead security gates/door in parkade and commercial loading;Show overhead security gates/door in parkade and commercial loading;Show overhead security gates/door in parkade and commercial loading;Show overhead security gates/door in parkade and commercial loading;
15.15.15.15. Consider addition landscaping finishes on 119 Avenue and 227 Consider addition landscaping finishes on 119 Avenue and 227 Consider addition landscaping finishes on 119 Avenue and 227 Consider addition landscaping finishes on 119 Avenue and 227 Street and a cornerStreet and a cornerStreet and a cornerStreet and a corner
plaza;plaza;plaza;plaza;
16.16.16.16. Consider additional variety for landscape finishes on the exterior frontages;Consider additional variety for landscape finishes on the exterior frontages;Consider additional variety for landscape finishes on the exterior frontages;Consider additional variety for landscape finishes on the exterior frontages;
17.17.17.17. Consider less smaller and more larger planters on the rooftop patio;Consider less smaller and more larger planters on the rooftop patio;Consider less smaller and more larger planters on the rooftop patio;Consider less smaller and more larger planters on the rooftop patio;
ADP Minutes
May 10, 2016
Page 3 of 4
18.18.18.18. Consider architectural Consider architectural Consider architectural Consider architectural precast precast precast precast concrete planter on roof top for large treeconcrete planter on roof top for large treeconcrete planter on roof top for large treeconcrete planter on roof top for large tree
19.19.19.19. SupportSupportSupportSupport the Courtyard and associated amenities as a pedestrian focus and no throughthe Courtyard and associated amenities as a pedestrian focus and no throughthe Courtyard and associated amenities as a pedestrian focus and no throughthe Courtyard and associated amenities as a pedestrian focus and no through
traffic;traffic;traffic;traffic;
20.20.20.20. Submit further details for completing the landscaping components; andSubmit further details for completing the landscaping components; andSubmit further details for completing the landscaping components; andSubmit further details for completing the landscaping components; and
21.21.21.21. Provide additional details for sections and façade treatment on lane.Provide additional details for sections and façade treatment on lane.Provide additional details for sections and façade treatment on lane.Provide additional details for sections and façade treatment on lane.
CARRIED
5.5.5.5. REQUEST FOR PRELIMINAREQUEST FOR PRELIMINAREQUEST FOR PRELIMINAREQUEST FOR PRELIMINARY COMMENTS ON APPLICATION RECEIVEDRY COMMENTS ON APPLICATION RECEIVEDRY COMMENTS ON APPLICATION RECEIVEDRY COMMENTS ON APPLICATION RECEIVED
A preliminary application was provided for the Panel’s review and comments.
6666.... C0RRESPONDENCE C0RRESPONDENCE C0RRESPONDENCE C0RRESPONDENCE ---- NilNilNilNil
7777.... ADJOURNMENTADJOURNMENTADJOURNMENTADJOURNMENT
/ss
City City City City of Maple Ridgeof Maple Ridgeof Maple Ridgeof 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, May 26, 2016 at 7:00 pm.
____________________________________________________________________________________
COMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENT
Al Kozak Agricultural Sector
Jennifer Zickerman Agricultural Sector
Margaret Daskis, Chair Member at Large
Bill Hardy Member at Large
Candace Gordon Haney Farmers Market Society
Ian Brooks Member at Large
Stephanie James, Vice-Chair Equestrian Agricultural Sector
Councillor Speirs City of Maple Ridge
Chris Zabek Regional Agrologist, Ministry of Agriculture & Lands
STAFF MEMBERS PRESENTSTAFF MEMBERS PRESENTSTAFF MEMBERS PRESENTSTAFF MEMBERS PRESENT
Siobhan Murphy Staff Liaison / Planner 2
Sunny Schiller Committee Clerk
Lisa Grant Planning
REGRETS/ABSENTSREGRETS/ABSENTSREGRETS/ABSENTSREGRETS/ABSENTS
Lorraine Bates Agricultural Fair Board
Tony Pellet Agricultural Land Commission
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 7:01 pm.
2222.... AGENDA ADOPTIONAGENDA ADOPTIONAGENDA ADOPTIONAGENDA ADOPTION
R16-013
It was moved and seconded
That That That That the Agenda the Agenda the Agenda the Agenda be amended to addbe amended to addbe amended to addbe amended to add Item Item Item Item 4.2 4.2 4.2 4.2 –––– Update on Meeting with select members Update on Meeting with select members Update on Meeting with select members Update on Meeting with select members
of Council and the Executive regarding the Agricultural Plan and be of Council and the Executive regarding the Agricultural Plan and be of Council and the Executive regarding the Agricultural Plan and be of Council and the Executive regarding the Agricultural Plan and be adoptedadoptedadoptedadopted as amendedas amendedas amendedas amended....
CARRIED
3333.... MMMMINUTE ADOPTION INUTE ADOPTION INUTE ADOPTION INUTE ADOPTION
R16-014
It was moved and seconded
That That That That the the the the Minutes of Minutes of Minutes of Minutes of April 28April 28April 28April 28, 2016 be adopted., 2016 be adopted., 2016 be adopted., 2016 be adopted.
CARRIED
AAC Minutes
May 26, 2016
Page 2 of 3
4444.... NEW BUSINESSNEW BUSINESSNEW BUSINESSNEW BUSINESS
4.14.14.14.1 Calendar of EventsCalendar of EventsCalendar of EventsCalendar of Events
New item for the calendar: Metro Vancouver Water Symposium – Mid-November
2016.
4.24.24.24.2 Update on Meeting with select members of Council and the Executive regarding the Update on Meeting with select members of Council and the Executive regarding the Update on Meeting with select members of Council and the Executive regarding the Update on Meeting with select members of Council and the Executive regarding the
Agricultural PlanAgricultural PlanAgricultural PlanAgricultural Plan
The Chair reported on a meeting with Mayor Read, Councillor Speirs, the Director of
Planning, the Chief Administrative Officer, the General Manager: Public Works and
Development Services, and the AAC Staff Liaison to discuss the Agricultural Plan. A
facilitator has been contacted to lead a plan review session with Council.
5555.... UNFINISHED BUSINESSUNFINISHED BUSINESSUNFINISHED BUSINESSUNFINISHED BUSINESS
5.15.15.15.1 Backyard ChickensBackyard ChickensBackyard ChickensBackyard Chickens
The Staff Liaison will send a report regarding backyard chickens to an upcoming
Council meeting.
5.2 Metro Vancouver AAC Update5.2 Metro Vancouver AAC Update5.2 Metro Vancouver AAC Update5.2 Metro Vancouver AAC Update
No update.
5.35.35.35.3 Municipal Water PricingMunicipal Water PricingMunicipal Water PricingMunicipal Water Pricing
The Chair will request information on water pricing and availability from the Metro
Vancouver AAC and from other participating municipalities.
5.4 5.4 5.4 5.4 Food Garden ContestFood Garden ContestFood Garden ContestFood Garden Contest
The Staff Liaison reported the 2016 Food Garden contest is being publicized, with
nominations open to the end of June.
5.55.55.55.5 MR and PM AAC Joint meetingMR and PM AAC Joint meetingMR and PM AAC Joint meetingMR and PM AAC Joint meeting
The Staff Liaison has contacted Pitt Meadows staff to extend an invitation to the Pitt
Meadows Agricultural Advisory Committee for a joint meeting during the summer.
5.65.65.65.6 True North Fraser Analysis & RecommendationsTrue North Fraser Analysis & RecommendationsTrue North Fraser Analysis & RecommendationsTrue North Fraser Analysis & Recommendations
Jennifer Zickerman reported on the recent analysis of the True North Fraser brand.
R/2016-015
It was moved and seconded
That That That That the True North Fraser sthe True North Fraser sthe True North Fraser sthe True North Fraser subcommittee ubcommittee ubcommittee ubcommittee bbbbe authorized e authorized e authorized e authorized to meet with Lino Sto meet with Lino Sto meet with Lino Sto meet with Lino Siiiiracusaracusaracusaracusa, Manager , Manager , Manager , Manager
of Economic Developmentof Economic Developmentof Economic Developmentof Economic Development to discuss the to discuss the to discuss the to discuss the True North Fraser brand True North Fraser brand True North Fraser brand True North Fraser brand analysis and analysis and analysis and analysis and
recommendations and provide an update back to the next AAC meeting.recommendations and provide an update back to the next AAC meeting.recommendations and provide an update back to the next AAC meeting.recommendations and provide an update back to the next AAC meeting.
CARRIED
AAC Minutes
May 26, 2016
Page 3 of 3
6666.... SUBSUBSUBSUB----COMMITTEECOMMITTEECOMMITTEECOMMITTEE REPORTSREPORTSREPORTSREPORTS
6.16.16.16.1 Golden Harvest 201Golden Harvest 201Golden Harvest 201Golden Harvest 2016 Subcommittee 6 Subcommittee 6 Subcommittee 6 Subcommittee
Candace Gordon thanked the Staff Liaison for publicizing the Golden Harvest
Coordinator job description. Logistical details for the event were discussed.
6.26.26.26.2 Education SubcommitteeEducation SubcommitteeEducation SubcommitteeEducation Subcommittee
Al Kozak reported on preparations for the June 9th educational event.
7777.... CORRESPONDENCECORRESPONDENCECORRESPONDENCECORRESPONDENCE ---- NilNilNilNil
8888.... ROUNDTABLEROUNDTABLEROUNDTABLEROUNDTABLE
Ian Brooks – reported being grateful for the recent rainfall.
Al Kozak – reported his crops and bees are doing well this year. Mr. Kozak suggested using
DropBox to share AAC documents.
Candace Gordon – is working on the food asset inventory.
Margaret Daskis – shared that provincial funding is available to hire consultants to assist in
achieving food safety certification.
Jennifer Zickerman - reported the paper work to incorporate the Lower Mainland Herb
Growers Cooperative is complete.
Councillor Speirs – discussed uses of Agricultural Land Reserve land.
Stephanie James – reported on her crops.
Bill Hardy – reported on business at his garden centre. Nurseries and landscapers will be
making a presentation to Metro Water in regards to water needs.
9.9.9.9. QUESTION PERIODQUESTION PERIODQUESTION PERIODQUESTION PERIOD
11110000.... ADJOURNMENTADJOURNMENTADJOURNMENTADJOURNMENT –––– 9:01 pm9:01 pm9:01 pm9:01 pm
Chair
/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, Maple Ridge, British Columbia, on
Tuesday, May 3, 2016 at 7:00 pm
_____________________________________________________________________________________
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
Steven Ranta, Vice-Chair Community at Large
Faye Isaac Maple Ridge Historical Society
Councillor Speirs Council Liaison
STAFF PRESENTSTAFF PRESENTSTAFF PRESENTSTAFF PRESENT
Lisa Zosiak Staff Liaison, Community Planner
Sunny Schiller Committee Clerk
GUESTSGUESTSGUESTSGUESTS
Erica Williams President, Maple Ridge Historical Society
Russell Irvine Potential new member
REGRETS/ABSENTREGRETS/ABSENTREGRETS/ABSENTREGRETS/ABSENT
1.1.1.1. CALCALCALCALL TO ORDERL TO ORDERL TO ORDERL TO ORDER
There being a quorum present, the Chair called the meeting to order at 7:02 pm.
2.2.2.2. AGENDA APPROVALAGENDA APPROVALAGENDA APPROVALAGENDA APPROVAL
R/2016-014
It was moved and seconded
That That That That the the the the agenda agenda agenda agenda bebebebe amended amended amended amended –––– Item 7.5 correct DG to DC and Item 8.2.2 Item 7.5 correct DG to DC and Item 8.2.2 Item 7.5 correct DG to DC and Item 8.2.2 Item 7.5 correct DG to DC and Item 8.2.2 update item update item update item update item
name to Heritage Awards name to Heritage Awards name to Heritage Awards name to Heritage Awards –––– and beand beand beand be adopted as amendedadopted as amendedadopted as amendedadopted as amended....
CARRIED
3.3.3.3. MINUTES APPROVALMINUTES APPROVALMINUTES APPROVALMINUTES APPROVAL
R16-015
It was moved and seconded
That the That the That the That the Minutes of the Minutes of the Minutes of the Minutes of the April 5April 5April 5April 5, 2016 meeting , 2016 meeting , 2016 meeting , 2016 meeting be be be be adoptedadoptedadoptedadopted....
CARRIED
CHC Minutes
May 3, 2016
Page 2 of 4
4.4.4.4. DELEGATIONSDELEGATIONSDELEGATIONSDELEGATIONS
4.14.14.14.1 TurnockTurnockTurnockTurnock Residence Residence Residence Residence –––– Adrian Kopystynski, Planning DepartmentAdrian Kopystynski, Planning DepartmentAdrian Kopystynski, Planning DepartmentAdrian Kopystynski, Planning Department
Adrian Kopystynski, Planning Department, made a presentation on an application for
a development at the Turnock residence site.
5.5.5.5. FINANCEFINANCEFINANCEFINANCE
5.15.15.15.1 Financial Update Financial Update Financial Update Financial Update –––– April 2016 BudgetApril 2016 BudgetApril 2016 BudgetApril 2016 Budget
The Chair reviewed the current budget.
6.6.6.6. CORRESPONDENCECORRESPONDENCECORRESPONDENCECORRESPONDENCE
The Heritage BC Annual Report has been received. The Staff Liaison will distribute the report
electronically.
7.7.7.7. NEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESS
7.17.17.17.1 MembershipMembershipMembershipMembership
7.1.1 Calendar of Events
The Chair reviewed the current calendar of events.
7.27.27.27.2 Next Meeting DateNext Meeting DateNext Meeting DateNext Meeting Date
The next regular CHC meeting will be held at 7:00 pm on June 7, 2016. A Heritage
Inventory subcommittee meeting will be held at 5:00 pm on June 7th.
7.37.37.37.3 Conversation with City Conversation with City Conversation with City Conversation with City of Kelowna Plannerof Kelowna Plannerof Kelowna Plannerof Kelowna Planner
The Chair reported on her recent conversation with a City of Kelowna Planner. The
Planner shared how Kelowna is currently managing heritage matters and discussed
plans for the future.
7.47.47.47.4 Coquitlam Heritage SymposiumCoquitlam Heritage SymposiumCoquitlam Heritage SymposiumCoquitlam Heritage Symposium
Members of the CHC recently attended a Heritage Symposium in Coquitlam.
Attendees shared their thoughts about the event.
7.57.57.57.5 Conversation with DConversation with DConversation with DConversation with DCCCC History Dept. ChairHistory Dept. ChairHistory Dept. ChairHistory Dept. Chair
The Chair recently spoke with the Douglas College History Department Chair about
bringing history related education to Maple Ridge. The History Department Chair has
been invited to the June 7th meeting.
7.67.67.67.6 Museum & Archives Museum & Archives Museum & Archives Museum & Archives Work Work Work Work GroupGroupGroupGroup
A Museum & Archives Work group is needed to inform the planning for a new
museum and archive facility. Councillor Speirs shared a Civic Centre Facility plan
presented to Council on May 9, 2016.
R/2016-016
It was moved and seconded
That That That That a a a a MMMMuseum and useum and useum and useum and AAAArchives work group be established to help design and advocate for a rchives work group be established to help design and advocate for a rchives work group be established to help design and advocate for a rchives work group be established to help design and advocate for a
museum and archive civic facilitymuseum and archive civic facilitymuseum and archive civic facilitymuseum and archive civic facility. . . .
CARRIED
CHC Minutes
May 3, 2016
Page 3 of 4
R/2016-017
It was moved and seconded
ThatThatThatThat the the the the CCCCommission budget $1,300 for the ommission budget $1,300 for the ommission budget $1,300 for the ommission budget $1,300 for the museum and archive design museum and archive design museum and archive design museum and archive design process.process.process.process.
CARRIED
Members of the Commission who are interested in participating in the Work Group
should email the Chair. It was suggested that the Maple Ridge Historical Society, the
Arts Council, and representatives from the education sector and the Maple Ridge
Foundation should be involved in the work group.
7.77.77.77.7 Canada 150Canada 150Canada 150Canada 150
No update.
8.8.8.8. SUBCOMMITTEE REPORTSSUBCOMMITTEE REPORTSSUBCOMMITTEE REPORTSSUBCOMMITTEE REPORTS
8.18.18.18.1 Communications SubcommitteeCommunications SubcommitteeCommunications SubcommitteeCommunications Subcommittee
8.1.1 Heritage Here Newsletter
The Chair reported the newsletter is in progress.
8.1.2 Local Voices
The next session of Local Voices is May 5, 2015 at Maple Ridge Public
Library.
8.28.28.28.2 Recognitions SubcommitteeRecognitions SubcommitteeRecognitions SubcommitteeRecognitions Subcommittee
8.2.1 Heritage Marker Inventory Project
8.2.1.1 Marker Info Collection Package
The Committee Clerk will prepare forms for data collection.
8.2.2 2017 Heritage Awards
R/2016-018
It was moved and seconded
ThatThatThatThat the the the the RecognitionRecognitionRecognitionRecognitionssss subcommittee struck last year continuesubcommittee struck last year continuesubcommittee struck last year continuesubcommittee struck last year continue this year, including planning this year, including planning this year, including planning this year, including planning
for Heritage Week.for Heritage Week.for Heritage Week.for Heritage Week.
CARRIED
Staff Liaison Lisa Zosiak, Chair Brenda Smith, Faye Isaac and Steve Ranta
will serve on the Recognitions subcommittee.
8.2.3 CHC Marketing Package
The Chair reported work on the marketing package is on hold pending the
City of Maple Ridge rebranding effort.
8.38.38.38.3 Education SubcommitteeEducation SubcommitteeEducation SubcommitteeEducation Subcommittee
8.3.1 CHC Field Trip Update
Sandra Ayres reported the field trip to North Vancouver Museum and Archives
is on June 4th.
8.48.48.48.4 Digitization Project Digitization Project Digitization Project Digitization Project SubcommitteeSubcommitteeSubcommitteeSubcommittee
The consultant is working on the inventory, which is nearing completion.
CHC Minutes
May 3, 2016
Page 4 of 4
8.58.58.58.5 Heritage Inventory Project UpdateHeritage Inventory Project UpdateHeritage Inventory Project UpdateHeritage Inventory Project Update
The Staff Liaison reported the Request for Proposals for the Heritage Inventory
update was released in late April. Proposals are due May 18th and will be reviewed
by the Heritage Inventory Subcommittee.
8.68.68.68.6 Robertson Family Cemetery Project SubcommitteeRobertson Family Cemetery Project SubcommitteeRobertson Family Cemetery Project SubcommitteeRobertson Family Cemetery Project Subcommittee
A report to Council has been drafted requesting funds to complete the project.
9.9.9.9. LIAISON UPDATESLIAISON UPDATESLIAISON UPDATESLIAISON UPDATES
9.19.19.19.1 BC Historical FederBC Historical FederBC Historical FederBC Historical Federationationationation
A report has been made to the BC Historical Federation. The Chair will represent the
CHC at the upcoming annual meeting.
9.29.29.29.2 Heritage BC Heritage BC Heritage BC Heritage BC
A report will be available after the annual meeting.
9.39.39.39.3 Maple Ridge Historical SocietyMaple Ridge Historical SocietyMaple Ridge Historical SocietyMaple Ridge Historical Society
Faye Isaac reported the MRHS is looking for a speaker for their September event at
the ACT. New MRHS officers have been elected. The Wharfinger's office has been
damaged by graffiti and volunteers are being sought to help with the repainting
efforts.
9.49.49.49.4 Council LiaisonCouncil LiaisonCouncil LiaisonCouncil Liaison
Councillor Speirs shared details for an upcoming Artists Tour.
10.10.10.10. QUESTION PERIODQUESTION PERIODQUESTION PERIODQUESTION PERIOD
11.11.11.11. ROUNDTABLEROUNDTABLEROUNDTABLEROUNDTABLE
12.12.12.12. ADJOURNMENTADJOURNMENTADJOURNMENTADJOURNMENT
It was moved that the meeting be adjourned at 9:05 pm.
Chair
/ss
City of Maple Ridge
PUBLIC ART STEERING PUBLIC ART STEERING PUBLIC ART STEERING PUBLIC ART STEERING COMMITTEE MEETING MINUTESCOMMITTEE MEETING MINUTESCOMMITTEE MEETING MINUTESCOMMITTEE 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,
March 29, 2016 at 3:00 p.m.
COMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENT
Susan Hayes, Chair Artist
Barbara Duncan Curator, ACT Art Gallery
Councillor Duncan City of Maple Ridge
Wayne Bissky, Vice Chair Architect
Leanne Koehn Community at Large Member
STAFF MEMBERS PRESENTSTAFF MEMBERS PRESENTSTAFF MEMBERS PRESENTSTAFF MEMBERS PRESENT
Sunny Schiller Committee Clerk
Yvonne Chui Manager, Arts and Community Connections
REGRETS/ABSENTSREGRETS/ABSENTSREGRETS/ABSENTSREGRETS/ABSENTS
1.1.1.1. CALL TO ORDER AND INTRODUCTIONSCALL TO ORDER AND INTRODUCTIONSCALL TO ORDER AND INTRODUCTIONSCALL TO ORDER AND INTRODUCTIONS
There being a quorum present, the Chair called the meeting to order at 3:07 pm. The Staff
Liaison took over chairing the meeting for the elections.
3333.... AGENDA ADOPTIONAGENDA ADOPTIONAGENDA ADOPTIONAGENDA ADOPTION
R16-007
It was moved and seconded
That the Agenda be That the Agenda be That the Agenda be That the Agenda be amended toamended toamended toamended to update Item 5.4 update Item 5.4 update Item 5.4 update Item 5.4 from “from “from “from “Draft RFPDraft RFPDraft RFPDraft RFP”””” to to to to ““““Interview Interview Interview Interview PPPProcessrocessrocessrocess””””
and toand toand toand to add Item 5.6 add Item 5.6 add Item 5.6 add Item 5.6 ---- PASC Implementation meeting and be PASC Implementation meeting and be PASC Implementation meeting and be PASC Implementation meeting and be adoptedadoptedadoptedadopted as amendedas amendedas amendedas amended. . . .
CARRIED
4444.... MINUTE ADOPTIONMINUTE ADOPTIONMINUTE ADOPTIONMINUTE ADOPTION
R16-008
It was moved and seconded
That the Minutes of That the Minutes of That the Minutes of That the Minutes of January 26January 26January 26January 26, 201, 201, 201, 2016666 be adopted.be adopted.be adopted.be adopted.
CARRIED
PASC Minutes
March 29, 2016
Page 2 of 3
4.4.4.4. QUESTION PERIODQUESTION PERIODQUESTION PERIODQUESTION PERIOD
5.5.5.5. NEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESS
5.15.15.15.1 Hammond Stadium Project UpdateHammond Stadium Project UpdateHammond Stadium Project UpdateHammond Stadium Project Update
The Staff Liaison reported the Selection Committee has narrowed the applications for
the Hammond Stadium public art process down to three finalists. A meeting is
planned for April 19th to make the final selection. The Chair thanked the committee
members serving on the selection panel for their work.
5.25.25.25.2 Whonnock Lake Project UpdateWhonnock Lake Project UpdateWhonnock Lake Project UpdateWhonnock Lake Project Update
The Staff Liaison reported the unveiling of the Whonnock Lake Public Art project is
scheduled for May 28, 2016. The process for issuing payments and evaluating work
in progress was discussed.
5.35.35.35.3 Committee Membership UpdateCommittee Membership UpdateCommittee Membership UpdateCommittee Membership Update
The Committee Clerk reported an application has been received from a developer.
The visual artist position is still vacant and no applications have been received to
date. Committee members were encouraged to share the vacancy with their
contacts.
5.45.45.45.4 CCCCall for all for all for all for DDDDeveloper eveloper eveloper eveloper of Pof Pof Pof Public ublic ublic ublic AAAArt programrt programrt programrt program –––– Interview ProcessInterview ProcessInterview ProcessInterview Process
Three candidates for the development of the public art program have been identified
and will be interviewed by the Staff Liaison, PASC Chair and Adrian Kopystynski,
Planning Department.
5.55.55.55.5 Sidewalk Poetry Phase 2 UpdateSidewalk Poetry Phase 2 UpdateSidewalk Poetry Phase 2 UpdateSidewalk Poetry Phase 2 Update
The Staff Liaison reported the second poem has been installed on Selkirk Avenue
and plans were made for the committee to view the installation. A final polishing
stage is still required. The Staff Liaison suggested an outing to 203rd Avenue to
discuss placement for future installations.
The topic of permanent art installations in wilderness areas was raised. It was suggested
that the committee plan how to respond to questions or concerns about this type of
installation. It was suggested the committee continue to consider appropriate locations for
public art. Public engagement strategies were discussed.
5.65.65.65.6 PASC Implementation MeetingPASC Implementation MeetingPASC Implementation MeetingPASC Implementation Meeting
The Chair reported she recently met with the Staff Liaison, Councillor Duncan and
Deputy Mayor Shymkiw to review the changes to the PASC bylaw. Deputy Mayor
Shymkiw reported that Council is very satisfied with the work done by the committee.
The Chair reflected that the professional work done by committee members has
resulted in a positive perception of the committee and praised the Staff Liaison’s
collaborative approach to engage other City departments in public art related work.
PASC Minutes
March 29, 2016
Page 3 of 3
6.6.6.6. ROUNDTABLEROUNDTABLEROUNDTABLEROUNDTABLE
Leanne Koehn reported that the Hammond Area Plan review is happening tomorrow, March
30th. Ms. Koehn reported she had tried to visit a public art installation in Lynn Canyon but
was unable to find it. Ms. Koehn requested an update on the Greg Moore Youth Centre
installation project. The Staff Liaison is reviewing proposed changes to the facility that may
require changes to the design of the public art project. The Staff Liaison reported there are
two weeks until the Canada 150 grant application is due.
Chair Susan Hayes related she had read a newspaper article about the City of Vancouver
engaging artists to create images for vinyl wraps for electrical boxes. It was suggested that a
similar program might be a good idea for Maple Ridge. The Staff Liaison shared her
experiences with similar projects in the past and will look into options for Maple Ridge and
report back in the near future.
7777.... ADJOADJOADJOADJOURNMENTURNMENTURNMENTURNMENT
It was confirmed the next meeting will be April 26, 2016.
It was moved and seconded
That the meeting be adjourned at That the meeting be adjourned at That the meeting be adjourned at That the meeting be adjourned at 4:4:4:4:10101010 pm.pm.pm.pm.
Chair
/ss
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: July 4, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Workshop
SUBJECT: Funding to Host Mayor’s Regional Summit on Homelessness
EXECUTIVE SUMMARY:
This purpose of this report is to provide Council with the proposed application for Homelessness
Partnering Strategy (HPS) funding. On June 6, 2016, Council endorsed the following motion:
That the motion deferred at the May 24, 2016 Council meeting be rescinded; And,
That the City of Maple Ridge apply for the Homelessness Partnering Strategy funding to
provide a sub-regional planning focus on the issue of homelessness in suburban
communities across Metro Vancouver.
The application for the Homelessness Partnering Strategy (HPS) will be submitted through the
Regional Initiative stream. The project entitled, “The Summit for Cities on Homelessness:
Strengthening Regional and Sub-Regional Approaches” seeks to host the first ever region-wide city-
focused educational summit on the topic of what cities can do to help with the fight against
homelessness. In collaboration with other local governments across Metro Vancouver, this project
will seek to create new conversations, coordinated approaches and actions leading to reductions in
the incidence of homelessness across the region.
RECOMMENDATION:
That staff prepare and submit an RFP to obtain funding to host a Mayor’s Regional Summit on
Homelessness.
DISCUSSION:
a)Background Context:
The HPS is a community-based program aimed at preventing and reducing homelessness by
providing direct support and funding to communities across Canada. Approximately $600
million will be awarded over a five year period from 2014-2019. This round of funding is for
the 2016-2019 time period.
The HPS supports 61 designated communities and some small, rural, northern and
Aboriginal communities across Canada to develop local solutions to homelessness. The City
of Maple Ridge is part of the designated Metro Vancouver region. The application for funding
is being made through the Regional Initiatives stream. The focus of this stream of funding is
intended to address local and regional issues.
5.1
The application for the RFP is due on July 6, 2016 and the successful proponents will be
notified sometime in August. Projects will then commence October 1, 2016 and run through
to March 31, 2019. The funding application is made to the HPS Community Entity (HBSCE)
which is through the Metro Vancouver Homelessness Secretariat. The Community Advisory
Board (CAB) will review all applications and make recommendations to the Community Entity.
The Community Advisory Board is made up of members of the Regional Steering Committee
on Homelessness.
The City of Maple Ridge is applying for funding for a project that in collaboration with other
local governments across Metro Vancouver will:
Facilitate a practical conversation that fosters a regional position and regional
approach to homelessness.
Addresses the current homeless population and the drivers that are resulting in an
increase in the number of individuals who are homeless on our streets.
Seek to create new dialogue, coordinated approaches and actions leading to
reductions in the incidence of homelessness across the region.
Objectives
The Summit for Cities Homelessness seeks to host the first ever region-wide city-focused
educational summit on the topic of homelessness. Three objectives guide the development
and implementation of the Summit:
1. To facilitate knowledge development and exchange about the current and prospective
roles that local governments can play in working with non-profits and senior government
to address homelessness;
2. To enhance regional and sub-regional capacity to coordinate resources and leverage
toward developing new responses to homelessness in communities and the
neighbourhoods therein;
3. To co-create new forums for publication education and awareness about the issue of
homelessness and explore the pathways and priorities for local government’s advocacy
role in addressing homelessness.
Anticipated Outcomes
We anticipate that summit participants, and the cities they work for, will benefit from the
following outcomes:
1. New knowledge about how cities in the region and other similar jurisdictions are working
to address homelessness;
2. New regional and sub-regional strategies for how to most effectively coordinate services
and amenities to ensure experiences with homelessness are brief and on time;
3. New partnerships between local governments that have a common interest in working
together to address regional and/or sub-regional homelessness issues.
Audience
The target audience for this summit is municipal political leaders, municipal staff and
executive leaders of organizations delivering housing services.
Anticipated cost and timing
The total cost of the summit is estimated at between $75,000-$100,000 and is tentatively
planned for the spring of 2017.
b) Desired Outcomes:
That the Regional Summit take place and that the objectives for the summit are achieved.
c) Citizen/Customer Implications:
Citizens of all communities across the region could benefit from the outcomes of the
Regional Summit.
d) Interdepartmental Implications:
A number of departments will need to be a part of the Regional Summit including Community
Services, Communications, Corporate Management and Clerks.
e) Business Plan/Financial Implications:
The application requires that funds be matched by the applicant through donations-in-kind
for meeting space, staff resources and for the event space.
CONCLUSIONS:
The “Summit for Cities on Homelessness: Strengthening Regional and Sub-Regional Approaches”
provides a platform for a regional dialogue on ending homelessness. The issue of homelessness is a
local, regional, provincial and national issue. It requires the focus and attention of local governments
who are linked through geography and through regional and provincial systems to solve the growing
challenges faced in their communities.
“Original signed by Shawn Matthewson”
Prepared by: Shawn Matthewson, Social Planning Analyst
“Original signed by Wendy McCormick”
Reviewed by: Wendy McCormick, Director of Recreation
“Original signed by Kelly Swift”
Approved by: Kelly Swift, General Manager, Community Development
Parks & Recreation Services
“Original signed by Ted Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
:sm
1
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: July 4, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Workshop
SUBJECT: SPAC Recommendations for Terms of Reference – Community Dialogue
on Homelessness
EXECUTIVE SUMMARY:
The purpose of this report is to present Council with the Draft Terms of Reference for the SPAC Sub-
Committee Dialogue on Homelessness. On May 24, 2016, Council endorsed the following
recommendation:
That the Social Policy Advisory Committee be directed to prepare a draft terms of
reference and budget for a sub-committee to develop a platform for community
dialogue on homelessness that includes a speaker’s series for Council’s consideration.
On June 1, 2016, the Social Policy Advisory Committee discussed Council’s recommendation and
endorsed the following:
That SPAC will move forward on the formation of the subcommittee with the Chair,
Staff and Council Liaison working together to determine the resources required.
The Chair and Council liaison have developed a Terms of Reference for Council’s review and
endorsement.
RECOMMENDATION:
The Social Policy Advisory Committee’s Terms of Reference for a Community Dialogue on
Homelessness be endorsed.
DISCUSSION:
a)Background Context:
Throughout the last year, the community of Maple Ridge has been deeply impacted by the issue
of homelessness. The establishment of an encampment on a residential street, the founding of
the first temporary shelter in the City’s history, the provincial announcement for the provision of
supportive housing at the Quality Inn and the subsequent withdrawal of this project have been
5.2
2
difficult conversations for the community. More recently, Council endorsed site selection criteria
and a process for the establishment of an interim modular shelter to provide more appropriate
shelter services during the period of time that it will take to construct a permanent purpose built
shelter and housing facility; which is likely to take three years.
In anticipation of the significant community consultation required to achieve a purpose built
facility, informed dialogue is needed to ensure a balanced and meaningful process. The
proposed speakers’ series will provide a forum for sharing data and relevant information and an
opportunity for community members to engage in respectful dialogue on each topic while hearing
a range of perspectives. The speakers’ series will occur throughout the fall and will likely be
concurrent with other community consultation processes.
Within the current Council Committee structure, the Social Policy Advisory Committee Bylaw
provides the ability for time duration sub-committees to be formed. The bylaw states:
Time-duration subcommittees may be established by the Chair or Council focused on a
specific purpose and is inclusive of individuals and representatives that bring an informed
voice (local and external experts) to the subject matter being explored. The subcommittees
will be designed to support specific bodies of work of the Committee and will report to the
Committee on a regular basis.
Council endorsed a recommendation that a sub-committee of SPAC create a draft terms of
reference and budget to develop a platform for a community dialogue. The attached Terms of
Reference outlines the recommended membership, mandate, structure and resources required
to achieve the Sub-Committee.
b)Desired Outcome:
The desired outcome is to engage a broad range of community members in a respectful and
healthy dialogue on topics related to homelessness.
c)Citizen/Customer Implications:
Citizens will have the opportunity to attend speakers series related to homelessness and to
participate in associated dialogues.
d)Interdepartmental Implications:
Communications, Community Services and Clerks will need to work together to fulfill the
mandate of the sub-committee.
e)Business Plan/Financial Implications:
The estimated cost of this initiative is up to $10,000 for the speakers’ series and for
administrative support to the sub-committee. The Social Policy Advisory Committee budget of
$10,000 has not yet been allocated to other projects and could be used for this purpose.
3
CONCLUSIONS:
The Terms of Reference attached outline the membership, mandate, structure and resources
required to achieve the Sub-Committee that will provide the platform for a community dialogue on
homelessness. The Sub-Committee’s role is to ensure that the dialogue is relevant to the needs of
the community and Council and provides balanced and objective information.
“Original signed by Shawn Matthewson”
Prepared by: Shawn Matthewson, Social Planning Analyst
“Original signed by Wendy McCormick”
Reviewed by: Wendy McCormick, Director of Recreation
“Original signed by Kelly Swift”
Approved by: Kelly Swift, General Manager, Community Development
Parks & Recreation Services
“Original signed by Ted Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
:sm
Attachment – SPAC Terms of Reference
Terms of Reference:
Social Policy Advisory Committee: Select Sub Committee-Dialogue on Homelessness
Role The role of this sub-committee is to develop a platform for community
dialogue on homelessness.
Mandate To plan a speakers series with a minimum of 5 sessions that will take place
in the Fall of 2016,that:
Relevant to the current needs of Council and the community.
Open to the general public and will be free of charge to those
interested in attending.
Engages subject matter experts to provide information about
homelessness and associated issues to Council and the community.
Provides an opportunity for community dialogue to take place by
ensuring that an open discussion occurs after each session.
Follow up communication regarding the speaker’s series topics to
the entire community through various social and print media
platforms.
Chair Chair of the Social Policy Advisory Committee
Membership All members will be appointed by the Chair and Council Liaison. The Chair
and Council Liaison will ensure that the committee is inclusive and
responsive to the needs of Council and the community.The membership
can consult with external resources for the purpose of meeting evaluation
objectives.
Chair
Council Liaison
Medical Health Officer
Representative from BC Housing
Representative from the Business Community/Business Owner
Representative from the field of Mental Health/Addiction
3 Community at Large Members with consideration for one young
adult
Meetings The sub-committee will meet a minimum of one time per month with
additional meetings as needed.Minutes of the meetings will be recorded
and made available to the public on the City of Maple Ridge’s website.
Staff Resource Social Planning Analyst
Reporting Recommendations will be made to SPAC and to Council for their approval.
Evaluation Numbers attending the speaker series events.
Pre and post evaluations at speaker series events.
Social media analytics.
Terms of Appointment:
Members of the Sub-Committee shall be appointed for up to one (1) year term.
Quorum:
Quorum is not required as decisions will not be made at the sub-committee level.
Financial Implications:
A budget of $10,000 will be required to fund the speaker’s series.In addition,approximately
$5,000 will be required for the administration of the sub-committee including meeting and logistical
support.
1
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: July 4, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Workshop
SUBJECT: Impacts and Recommendations From the High Impact Stakeholders Workshop
EXECUTIVE SUMMARY:
On June 16, 2016, the City of Maple Ridge hosted two high impact stakeholder workshops to
provide an opportunity for businesses and residents within a two block radius of the temporary
shelter located at 22239 Lougheed Highway to share their experiences. The workshops centered on
both the impacts of and practical solutions for moving forward if the extension of the lease was
endorsed.
There were a number of recommendations brought forward by the workshop participants, and these
were gathered in the report that Council received on June 20, 2016. Council endorsed the following
recommendation:
That staff be directed to provide a report on how the impacts and recommendations
included in this report will be addressed.
The purpose of this report is to provide additional information on the recommendations, present
options and where possible, identify the types of resources required to implement these options.
The temporary shelter will remain in its current location for approximately nine months. This report is
providing recommendations related to this timeframe.
RECOMMENDATIONS:
That staff be directed to:
1.Create a temporary position to support public safety in the downtown; and,
2.Establish a central number for reporting non-emergency issues relating to the operation of the
temporary shelter; and,
3.Enhance on-line communications to increase communication with businesses and residents in
the downtown; and,
4.Improve coordination of needle retrieval in the downtown through the formation of a Needle
Retrieval Committee.
a)Background Context:
On June 16, 2016, the City of Maple Ridge hosted two high impact stakeholder workshops. One
hundred and eighty-five invitations were delivered to residents and businesses in the area. The
workshops were attended by staff from Raincity, RCMP, Bylaws, Community Services, Downtown
Maple Ridge Business Improvement Association (DMRBIA) and Alouette Addictions staff. The
total attendance for the Workshops exceeded forty residents and business owners.
5.3
2
Some of the concerns expressed at the workshop fall under the jurisdiction of our community
partners and other levels of government. Raincity and BC Housing have acted on some of the
areas of concern and this information is noted in the table below:
Area of Concern Outcome
Open intake for those currently living
on the streets increasing temporary
shelter occupancy to 40.
Council endorsed that the following motion: “That the
extension of the lease of the temporary shelter
located at 22339 Lougheed Highway and the
assigning of the lease to BC Housing be endorsed on
the condition that BC Housing receives permission of
the City of Maple Ridge for any further extensions of
the lease.”
BC Housing has requested that occupancy be at 40
by July 1, 2016.
Re-introduce the Neighbourhood
Advisory Committee (NAC)
Raincity Housing to lead the NAC that will include
membership from business owners, residents,
RCMP, Fire, Fraser Health, BC Housing City of Maple
Ridge.
This meeting will commence in July, 2016.
Remediation around the shelter
including some changes to the fence
and entrance.
Raincity Housing will be adding an additional fence at
the front court yard entrance to create neutral zone
of 5 feet from the sidewalk to the current gated
entrance.
The privacy screen between the drive- thru of the
neighbouring restaurant will be removed and an
improved screen will be erected. This will be done
the week beginning June 27, 2016.
Change shelter entrance to the rear of
the building with traffic and roadway
modifications.
Raincity Housing is reviewing and costing out various
changes to the shelter.
Some modifications will need to be reviewed with the
landlord.
The NAC will be involved in decisions such as the
location of the entrance.
In order to enhance the services to minimize the impacts of extending the operation of the temporary
shelter, staff are providing a number of additional recommendations to address each area of
concern for consideration and discussion.
The following six areas of concern were recognized as a high priority for stakeholders:
1. Central Number/Reporting of Non-Emergency Situations/Security Services
2. On-line Engagement Tools
3. Increase Police Services and On-Line Reporting
4. Traffic Flow and Roadway Modifications
5. Coordination of Needle Retrieval Services
6. Increase Access to Services
3
1. Central Number/Reporting of Non-Emergency Situations/Security Services
Area of Concern Current Service Level
Provide a central number or
mechanism to report non-emergency
situations that require an immediate
response like abandoned garbage,
needles, loitering, etc.
Increase and promote security
services available in the downtown
core.
Individuals can call the main line to connect with City
departments to report a variety of issues.
On-line service request system that can be used to
report things a variety of issues like pavement and
pot hole issues, burned out street lights or other
concerns like finding a used needle or abandoned
property, etc.
Individual receives an electronic confirmation that
the form has been received upon submission.
On the next business day, this information will be
recorded as a request and referred to the
appropriate department for action as timing and
resources allow.
There is a 24 hour line that can be used to report
things like sewer back ups, traffic hazards or any
other issue that requires an immediate response like
picking up needles or hazardous waste.
Security services are available 16 hours per day from
7:00 am to 11:00 pm.
Security services target downtown businesses, rental
properties, community parks, identified hot spots. A
Safe Walk program is a component of the service.
The City provides a variety of services to the community and the table below provides information
on the services that were discussed at the workshop as priorities. The three highest priorities for
the businesses and residents in the vicinity of the shelter were: used needles/hazardous waste;
abandoned shopping carts; and, garbage/litter.
If service was enhanced beyond current service levels, departments would have to adjust
protocols that may apply pressure on fixed resources.
In terms of items that require a more immediate response, City departments respond depending
on their priority in terms of community and infrastructure safety. For example, a broken water
main would be an urgent call out for Operations. Operations, Parks and Bylaw departments all
play a role in responding to issues like litter, abandoned property including shopping carts and
hazardous materials like used needles.
Request Current Response/Regular Maintenance
Used Needles/Hazardous Waste
If reported on City roads or City property they are to be
collected as follows;
Any day from 6 am to 10 pm; within four hours.
Any day from 10 pm to 6 am; by 10 am the following
morning.
If reported in City parks or green spaces they are to be
collected as follows;
Any day from 6 am to 10 pm; within four hours.
4
Request Current Response/Regular Maintenance
Any day from 10 pm to 6 am; by 10am the following
morning.
Note parks are closed from 10 pm to 6 am.
Abandoned Shopping Carts
Operations provides garbage pick up services 5 days
per week and this includes retrieving shopping carts
that do not contain belongings.
If the cart contains belongings, Bylaws is contacted
and Operations will remove the cart once Bylaws has
dealt with the belongings.
Raincity Shelter will be contacted if a cart is
abandoned near the shelter.
Garbage/Litter
Regular City maintenance takes place throughout the
parks and streets in the community.
Operations picks up garbage and empties
receptacles 5 days a week.
The street sweeping machine sweeps the downtown
core 2 times/week.
Memorial Peace Park and the area around it is
cleaned 5 days per week through a contract with RM
Recycling.
Neighbourhood parks are attended to every two
weeks or more often during high activity time.
Excessive garbage and litter on public or park
property can be responded to as needed.
Bylaws works with property and business owners to
ensure that they maintain their property.
The City has a number of contractors who provide
specialized garbage removal services such as the
area around St. Anne’s.
Recommended Service Enhancements:
In order to respond to people’s perception of safety and uncertainty about where to call for non-
emergency assistance, staff recommends establishing a temporary role to support the city’s
downtown security efforts. This position would be in place for the nine month duration of the
temporary shelter working with Bylaw Enforcement, RCMP, Westridge Security and the Downtown
Maple Ridge Business Improvement Area. The position will communicate with downtown
businesses and residents, listen to their concerns, and follow up to see that appropriate action is
taken.
In addition, the position will oversee a ‘hotline’ created specifically for businesses and residents
in the specified area surrounding the temporary shelter. While conducting this work, the position
will also communicate regularly with partner agencies including the Salvation Army and Raincity.
The Protective Services Reserve is able to accommodate this temporary role, and is the
appropriate funding source for safety initiatives such as this. This position will report to a
General Manager.
5
Alternatively, Council could consider enhancing security services to achieve 24 hour coverage.
This would cost approximately $48,000 for the nine month period. Council could also consider
hiring a contractor to provide additional services in the downtown core including the disposal of
hazardous waste; the cost for nine months is approximately $53,000.
2. On-line Engagement Tool:
Area of Concern Current Service Level
Communication between businesses,
residents, the City, service providers
and other stakeholders is not always
adequate or responsive.
There are a number of ways to interact with City staff
and Mayor and Council through Social Media accounts
like Facebook and Twitter, e-mail, telephone and public
meetings.
The DMRBIA has a monthly newsletter and regular
meetings.
Recommended Service Enhancements:
A variety of on-line engagement tools exist through social media platforms. The residents and
business owners around the Temporary Shelter could be invited to participate in a closed on-line
forum. Items of interest to this neighbourhood could be shared through this platform and routine
check-ins, in the way of short surveys, could be routinely undertaken; it would also be a forum for
sharing ideas and solutions to issues facing the neighbourhood.
The creation of the Neighbourhood Advisory Committee will assist in a formal process to provide
information and gather feedback. Communication to businesses about the programs that
security offers, including the Safe Walk, program needs to be improved through enhanced
communications.
3. Increase Police Services and On-Line Reporting:
Area of Concern Current Service Level
Increase police services in the
downtown core and On-Line
Reporting of Crime.
Community Response Team (CRT) increases coverage
for the downtown in the summer as Youth Resource
Officers are assigned to this duty. Their coverage hours
will also be expanding throughout the summer months 7
day coverage reflective peak calls for service.
Mental Health Liaison will be a part of this rotation.
RCMP continues to chair the Community Standards
Enforcement Team (CSET).
Businesses and residents often have to wait on the line
to report crimes that have occurred which often leads to
frustration and under reporting.
Crimes must be reported through current channels to be
added to crime statistics.
6
The Community Response Team (CRT) will be on duty seven days a week during the summer.
Their working hours have been determined through analysis of peak times of activity. The
Mental Health Liaison Officer is a part of this team and will be readily available to respond to
issues in the downtown core particularly pertaining to chronic social offenders known to police.
The RCMP continues to chair the CSET meeting. Bylaws, RCMP, Fire, Core Security, Parks and
Operations are present at these weekly meetings. A news release should be prepared to
promote the work of the CRT and CSET.
The RCMP employs a number of tools that assist community members and businesses in crime
prevention. The online map of crime statistics helps residents and businesses identify trends and
hot spots in the community. The local detachment is currently reviewing on-line reporting of
crime.
4. Traffic Flow and Roadway Modifications:
Area of Concern Current Service Level
Dangers for pedestrians, cyclists and
motorist traffic at the intersection of
Lougheed Highway and the Haney
Bypass.
Engineering does not currently participate in the CSET
meetings.
Recommended Service Enhancements:
The intersection of the Haney Bypass and Lougheed Highway was identified as a major concern
for residents and businesses. The stakeholders expressed considerable concern for cyclists,
pedestrians and motorists. Underlying their concerns is that some of the pedestrians and cyclists
are unable to negotiate the traffic due to their physical or mental health.
This issue will be referred to the Engineering Department for review. The department will be
invited to participate at the CSET meeting and to attend the Neighbourhood Advisory Committee
to review concerns outlined by the businesses and residents.
5. Coordination of Needle Retrieval Services:
Area of Concern Current Service Level
Better coordination of needle
retrieval services
Several local service providers distribute and collect
syringes.
Alouette Addictions and Raincity operate Rig Dig
programs (peer based needle retrieval programs).
The Purpose Society also provides sweeps in the
community.
7
Staff are working with Fraser Health to develop a Needle Retrieval Committee. The Terms of
Reference has been developed. Staff will bring back a report to Council on the outcomes of the
Needle Retrieval Committee and the increased coordination of services.
6. Increase Access to Services:
Area of Concern Current Service Level
Increase access to services for the
treatment of mental illness and
substance use.
Provincial and Federal role and responsibility.
The City of Maple Ridge continues to advocate for mental health and addiction services. Mayor
and Council are planning a regional and sub-regional Summit on Homelessness in the spring of
2017.
b) Desired Outcome:
That the impacts to the neighbourhood and community associated with the extension of the
operation of the temporary shelter be minimized.
c) Citizen/Customer Implications:
Enhancing citizen engagement and ability to report public safety concerns would be of significant
benefit to citizens and the community as a whole. Minimizing the impacts associated with the
shelter would have a positive affect on the businesses and residents around the temporary
shelter.
d) Interdepartmental Implications:
These recommendations have implications for a number of departments including RCMP,
Bylaws, Operations, Engineering, Clerks, Communications, and Community Services.
e) Business Plan/Financial Implications:
There are financial implications associated for enhanced or refined services. These enhanced
services have not been included in this year’s business plan.
f) Alternatives:
At a later date, the City of Maple Ridge could consider a sub-committee of the Social Policy
Advisory Committee (SPAC) that examines public safety. All of these areas of concern could be
addressed with a Public Safety Committee that provides recommendations to Council on matters
of public safety in the community.
8
CONCLUSIONS:
The High Impact Stakeholder Workshops highlighted significant concerns that businesses and
residents in the area around the shelter are facing. The recommendations will address some of the
concerns expressed. Minimizing the impact of the shelter for the nine month extension will benefit
the neighbourhood and the community as a whole.
“Original signed by Shawn Matthewson”
_______________________________________________
Prepared by: Shawn Matthewson, Social Policy Analyst
“Original signed by Wendy McCormick”
_______________________________________________
Reviewed by: Wendy McCormick, Director of Recreation
“Original signed by Kelly Swift”
_______________________________________________
Approved by: Kelly Swift, General Manager, Community Development
Parks & Recreation Services
“Original signed by Frank Quinn for”
_______________________________________________
Concurrence: Ted Swabey
Chief Administrative Officer
sm
City of Maple RidgeCity of Maple RidgeCity of Maple RidgeCity of Maple Ridge
TO:TO:TO:TO: Her Worship Mayor Nicole Read MEETINGMEETINGMEETINGMEETING DATE:DATE:DATE:DATE: July 4, 2016
and Members of Council FILE NO:FILE NO:FILE NO:FILE NO: 2015-311-CP
FROM:FROM:FROM:FROM: Chief Administrative Officer MEETING:MEETING:MEETING:MEETING: Workshop
SUBJECTSUBJECTSUBJECTSUBJECT: Council Policy 6.20 Council Policy 6.20 Council Policy 6.20 Council Policy 6.20 ---- Development Information MeetingDevelopment Information MeetingDevelopment Information MeetingDevelopment Information Meetingssss
Proposed RevisionsProposed RevisionsProposed RevisionsProposed Revisions
EXECUTIVE SUMMARY:EXECUTIVE SUMMARY:EXECUTIVE SUMMARY:EXECUTIVE SUMMARY:
This report summarizes proposed revisions to Council Policy 6.20 - Development Information
Meetings. The revisions proposed are to streamline the Development Information Meeting (DIM)
process for applicants and to improve communication between applicants and the public on
proposed development applications. This review was identified in the Planning Department’s 2015
Business Plan but was deferred through Council prioritization, and then placed by the Planning
Department in its 2016 Business Plan.
A review of the DIM process for various cities in the Lower Mainland was conducted, as summarized
further in this report. The current policy is in alignment with several cities in the Lower Mainland,
therefore it is proposed that current practices are maintained, with slight revisions to the policy to
clarify the process for applicants. The proposed revisions include:
i. Expanding the requirements for holding a DIM;
ii. Adding a minimum meeting length of two hours;
iii. Reformatting the list of materials required at the DIM;
iv. Providing a timeline for feedback submission from the developer following the DIM; and
v. Expanding the mail-out notification radius.
RECOMMENDATIONRECOMMENDATIONRECOMMENDATIONRECOMMENDATION::::
That That That That Council Policy 6Council Policy 6Council Policy 6Council Policy 6.20 .20 .20 .20 ---- Development Information MeetingDevelopment Information MeetingDevelopment Information MeetingDevelopment Information Meetingssss, , , , dated January 26, 2010dated January 26, 2010dated January 26, 2010dated January 26, 2010 be be be be
repealed and replaced with the attached draft Council Policyrepealed and replaced with the attached draft Council Policyrepealed and replaced with the attached draft Council Policyrepealed and replaced with the attached draft Council Policy 6.20 6.20 6.20 6.20 –––– Development Information Development Information Development Information Development Information
MeetingsMeetingsMeetingsMeetings, dated July 4, 2016, dated July 4, 2016, dated July 4, 2016, dated July 4, 2016....
DISCUSSION:DISCUSSION:DISCUSSION:DISCUSSION:
Development Information Meetings (DIMs), also known as Public Information Meetings, are often
required to inform the surrounding area of a proposed development. These meetings allow the
community to review the proposed development, ask questions, and provide comments or concerns
to a developer.
The City of Maple Ridge originally established the current Council Policy in 2005 to provide guidance
for developers for a minimum standard for the DIM, with respect to what information should be
5.4
- 2 -
available, how and where the meeting should be conducted, and what the notification requirements
were for the DIM. The policy was amended in 2010 to specify a minimum size for the advertisement
in the local newspaper, as some notices were quite small and located within the classified sections
of the newspaper and going un-noticed. The 2010 amendment specified that the notice must be a
minimum size of 9 cm (3 in.) by 12 cm (4 in.).
Local Government ActLocal Government ActLocal Government ActLocal Government Act RequirementsRequirementsRequirementsRequirements::::
The DIM is in addition to the Public Hearing required under the Local Government Act (LGA), Section
464, for Official Community Plan (OCP) amending bylaws and Zone amending bylaws, and in
addition to the consideration of public consultation requirement under the LGA, Section 475, for
OCP amendments. The LGA does not require a DIM and therefore the existing DIM policy is in
excess of the LGA requirements.
For Zone amending bylaws and OCP amending bylaws, a Public Hearing is required. Notification
requirements include:
• Notice published in at least 2 consecutive issues of a newspaper, the last publication to
appear not less than 3 days and not more than 10 days before the Public Hearing.
• Be mailed or otherwise delivered at least 10 days before the Public Hearing to the owner
and to any tenants in occupation of all parcels, any part of which is the subject of the bylaw
alteration or is within a distance specified by bylaw from that part of the area that is subject
to the bylaw alteration.
• Additionally, a Local Government may, by bylaw, require the posting of a notice on land that
is the subject of a bylaw, and specify the size, form and content of the notice and the
manner in which and the locations where it must be posted.
Maple Ridge Public Hearing Bylaw No. 3348-1984 specifies the notification radius as 45 m (148
ft.). The City of Maple Ridge conducts a mail-out notification process for properties within a 50 m
(164 ft.) radius to ensure all properties are captured for Public Hearings. The notification
requirements for DIMs are consistent with what is required for Public Hearings.
Open Government Task Force Recommendations:Open Government Task Force Recommendations:Open Government Task Force Recommendations:Open Government Task Force Recommendations:
In January 2015, the Mayor’s Open Government Task Force was established to: increase citizens’
access to information; increase citizen participation, engagement, and collaboration in community
issues; and to increase transparency and accountability of actions. The Citizens’ Representative
Working Group was established in February 2015 and the group prepared the Open Government
Report and Recommendations, dated October 8, 2015. Fifty-eight recommendations were provided
within the report, three of which are related to DIMs. The related recommendations are as follows:
• Notify residents of new development applications;
• Expand the radius used for mail-out notifications; and
• Hold open-houses early in the consultation process.
The current Council Policy 6.20 Development Information Meetings (see Appendix A) requires the
developer to conduct a mail-out for a 50 m (164 ft.) radius, with advertisements in the local
newspaper. Should Council want to expand the notification radius for the DIM, as recommended
below, this could be done through the policy amendments discussed in this report. However, if
- 3 -
Council wanted to expand the notification radius for Public Hearings, Council would need to direct
staff to prepare a report for an amending bylaw to change the 45 m (148 ft.) distance.
Survey of Lower Mainland DIM Requirements:Survey of Lower Mainland DIM Requirements:Survey of Lower Mainland DIM Requirements:Survey of Lower Mainland DIM Requirements:
A review of other city processes for DIMs was conducted for the Lower Mainland (see Table 1). Out
of the 15 cities that responded, 10 cities require a mail-out; 6 cities charge a fee for the mail-out
and/or staff attendance at the DIM; 8 cities require advertising in the local newspaper; and 11 cities
have staff attend the DIM or have the option of having staff attend the DIM.
Table 1 Table 1 Table 1 Table 1 –––– Summary of Lower Mainland DIM ProcessesSummary of Lower Mainland DIM ProcessesSummary of Lower Mainland DIM ProcessesSummary of Lower Mainland DIM Processes
CityCityCityCity MailMailMailMail----out out out out
Required?Required?Required?Required?
Fee Charged?Fee Charged?Fee Charged?Fee Charged? Advertisement Advertisement Advertisement Advertisement
Required?Required?Required?Required?
Staff Attendance Staff Attendance Staff Attendance Staff Attendance
Required?Required?Required?Required?
Other DetailsOther DetailsOther DetailsOther Details
Maple RidgeMaple RidgeMaple RidgeMaple Ridge YesYesYesYes NoNoNoNo YesYesYesYes Optional, for a fee of Optional, for a fee of Optional, for a fee of Optional, for a fee of
$271.00$271.00$271.00$271.00
Have a formalized Have a formalized Have a formalized Have a formalized
policy.policy.policy.policy.
Abbotsford Yes Yes, allow for
100 letters,
anything
greater is
$2/letter, also
charge for
facility rental
Yes Yes, clerk to manage
sign-in and File
Manager, and other
staff as required.
City hosts an open
house, developer pays
any costs. No formalized
policy.
Burnaby No No No Staff attend as
observers.
No formalized policy, but
do request developers to
host DIM.
Coquitlam Yes, only for
OCP
amendments
No Yes No No formalized policy.
Delta Yes $400 No Staff attend to
introduce the
proposal and provide
planning context.
No formalized policy.
Langley Yes No Yes No No formalized policy, only
occasionally required.
Mission Yes $193 per
hour, per staff
person
Yes If developer requests
staff to attend
No formalized policy.
New
Westminster
No No Yes Yes Usually advertise through
Residents Associations.
City reviews the
advertisement, but does
not provide guidance.
- 4 -
Table 1 Table 1 Table 1 Table 1 –––– Summary of Lower Mainland DIM ProcessesSummary of Lower Mainland DIM ProcessesSummary of Lower Mainland DIM ProcessesSummary of Lower Mainland DIM Processes (cont.)(cont.)(cont.)(cont.)
DIMDIMDIMDIM Policy Analysis:Policy Analysis:Policy Analysis:Policy Analysis:
There are nine items within Council Policy 6.20 - Development Information Meetings (see Appendix
A) which are discussed below with recommended revisions (see Appendix B). The italicized items
reflect the current policy language.
CityCityCityCity MailMailMailMail----out out out out
Required?Required?Required?Required?
Fee Charged?Fee Charged?Fee Charged?Fee Charged? Advertisement Advertisement Advertisement Advertisement
Required?Required?Required?Required?
Staff Attendance Staff Attendance Staff Attendance Staff Attendance
Required?Required?Required?Required?
Other DetailsOther DetailsOther DetailsOther Details
North
Vancouver
Yes $0.10/household
or developer can
hand-deliver
Yes Yes Have a formalized Guide
for Developers.
Pitt
Meadows
Yes $200 plus $35
for labels
Yes Yes Have a formalized Policy
for developers.
Port
Coquitlam
No No No No No formalized policy.
Sometimes obtain
written statement from
the developer stating
what they’ve done for
seeking input.
Port Moody No No Yes File Manager attends
to answer
procedural/bylaw
related questions.
Have formalized
Guidelines for Applicants.
Richmond Yes No No Sometimes No formalized policy.
Surrey Yes Yes, $400 to
cover staff time
No Staff may attend as an
observer. Usually
Planning Staff attend,
sometimes have staff
from
Parks/Transportation/
Engineering attend.
Have formalized
Guidelines for Applicants.
Township of
Langley
No No No No No formalized policy.
Staff encourage
applicants to discuss
with their neighbours.
Vancouver Yes No No Yes Usually have city-hosted
open-house. Sometimes
developer hosts.
- 5 -
Development Applications Requiring a DIM:Development Applications Requiring a DIM:Development Applications Requiring a DIM:Development Applications Requiring a DIM:
1. For any application involving an Official Community Plan amendment (other than a
conservation boundary adjustment or for legal reasons), or for the rezoning of land to permit
a significant amount of development in compliance with the Official Community Plan (any
development proposing 25 or more dwelling units – or in the case of a staged development,
where the site has the potential for 25 or more dwelling units) or where in the opinion of the
Director of Planning, that a smaller development could have a significant impact on the
amenities or character of the surrounding area particularly in the area of infill development ,
the applicant shall be required to hold a Development Information Meeting. The meeting is
the responsibility of the applicant to host and all costs related to the meeting are to be
assumed by the applicant. A fee is also charged by the Municipality to cover the cost of staff
time as set out in the current District of Maple Ridge Fee By-law, should a staff member
attend the meeting as an observer.
In general, this guideline for requiring a DIM is working well; however, occasionally there are
developments that have resulted in less than 25 dwelling units and have raised significant concern
from the surrounding neighbourhood. Often times the Director of Planning is able to foresee
potential concerns and has required a DIM despite the development being less than 25 units.
However, broadening the scope of the developments that should be required to host a DIM would
respond to the Open Government Report and Recommendations and the community’s desire to be
involved in development early in the process.
It is recommended that the scope of developments requiring a DIM be broadened to include any
development that involves: a change in use or an increase of more than five dwelling units; a
Heritage Revitalization Agreement, as this is a similar process to rezoning; and a commercial or
industrial development requiring a development permit that is adjacent to lands zoned or
designated for residential use. The Director of Planning could still require a DIM in case a
development is not captured by this broadened scope. This recommendation is intended to
minimize land use conflicts and create improved communication early on in the development
process.
Information To Be Available at the DIM:Information To Be Available at the DIM:Information To Be Available at the DIM:Information To Be Available at the DIM:
1. For such proposals, the following materials should be made available at the Public
Information Meeting:
a) A Project Analysis
- reconciliation of major elements of the plan
b) Neighbourhood Context
That may include:
- overall relationship in character and massing to the surrounding area
- impact on views
- relationship to adjacent buildings
c) Site Planning
That may include:
- effectiveness of building locations and open spaces
- 6 -
- parking access and provision
- cross-sections or topographic information for sloping sites
- inventory of site features, including plants and vegetation to be retained
- preliminary grading information
- extent of soft and hard landscaping
d) Building Design
That may include:
- general massing and overall articulation
- appropriateness of form to use
- roofscape-form and function (screening of essential services)
e) Comment sheets
- The distribution of a comment sheet to allow the public to record any concerns or
comments they might have with the project or any aspect of the project is
recommended.
This list has been effective and no significant changes are required beyond reorganizing and
reformatting the information. It is also recommended that a length of two hours be included to
clarify the minimum duration for the meeting. This duration is consistent with current practice.
Requirement for DIM Records:Requirement for DIM Records:Requirement for DIM Records:Requirement for DIM Records:
2. The applicant shall be responsible for the format of the meeting and the keeping of a
detailed record of the meeting. After the meeting, a summary report shall be submitted to
the Planning Department as soon as possible. The report should include the meeting record,
copies of all comment sheets, an analysis of the comment sheets, and a discussion on how
the issues and concerns identified from the Development Information Meeting are to be
addressed in the project.
This item has been effective and no significant changes are required; however, it is recommended
that the policy be revised to require the applicant to forward the Meeting Records to the Planning
Department within three days of the meeting. This deadline will help to ensure that staff reports
requiring a summary of the DIM can be prepared in a timely manner. It is also recommended that a
disclaimer be placed on the sign-in sheet and comment sheet to indicate that the information will
become part of the public record.
Timing of the DIM:Timing of the DIM:Timing of the DIM:Timing of the DIM:
3. Applicants will be required to discuss the timing of the development information meeting
with the Planning Department and agree upon the appropriate scheduling of the meeting. An
applicant who holds a development information meeting without having reached agreement
with the Planning Department will be required to reschedule another meeting at an agreed
upon time.
It is standard practice for a DIM to occur once the details of the development have been determined
and, if necessary, the Advisory Design Panel has reviewed the project. This will ensure that the
public will see plans once the details of the proposal are available. Some developers have indicated
- 7 -
that they would like to have a DIM sooner to determine the public’s concerns or desires and
incorporate these into the design to gain support for the project.
It is recommended that the wording remain in its current form, with the clarification that for OCP or
Zone amending bylaws, the DIM is to occur between first and second reading. The applicant is able
to have more than one DIM if they desire; however for the purpose of the DIM that the Planning
Department requires, the timing and location needs to be agreed upon, and if they’ve hosted a DIM
without Planning Department approval, they may be required to host another one.
Staff Attendance at the DStaff Attendance at the DStaff Attendance at the DStaff Attendance at the DIM:IM:IM:IM:
4. Staff from the Planning Department will not generally attend the meetings but may attend as
an observer at the discretion of the Director of Planning.
It is standard practice for the developer to host the DIM without presence from the Planning
Department as the intent of the meeting is to inform the public of the proposed development and
provide a venue for the public to ask questions and for the developer to address concerns.
The current practice is effective. If staff were to attend the meeting, it could suggest that the City
supports the development, and the City could then become the primary focus for questions and
concerns both related or un-related to the project. There could also be concerns regarding staff
safety, as they are working alone, offsite, in potentially volatile situations.
It is recommended that the option for staff presence to attend as an observer remains at the
discretion of the Planning Director, but that staff presence is not required nor recommended.
Records of what was presented at the meeting and notes from what was discussed are required to
be submitted to the Planning Department and are sufficient. Staff are available throughout the
development process by phone, email, or in person by appointment, to address technical questions.
The Public Hearing also provides an opportunity for technical questions to be addressed.
Time and Location of the DIM:Time and Location of the DIM:Time and Location of the DIM:Time and Location of the DIM:
5. The arrangement for and provision of facilities for the Development Information Meeting are
the responsibility of the applicant. The meeting should be at a time that ensures adequate
opportunity for the public to attend. The location of the meeting should be in close proximity
to the project site and should be large enough to accommodate the anticipated turnout.
Appropriate venues may include community halls, schools or churches, but do not include
private homes and/or offices of applicant.
The standard practice is for applicants to determine the time and location with the Planning
Department, based on the above guidelines. It is recommended that the wording in the draft policy
remain as is.
- 8 -
Notification Requirements for the DIM:Notification Requirements for the DIM:Notification Requirements for the DIM:Notification Requirements for the DIM:
6. The applicant shall be responsible for all notification of the Development Information
Meeting. The notice shall contain the following:
a) The application number;
b) The location of the subject property;
c) The purpose of the application;
d) The date, place, and time of the Development Information Meeting;
e) An invitation to obtain information on the application from either the Planning Department
or the developer/applicant with contact numbers;
f) A map showing the location of the property(ies) involved in the application;
7. The applicant should mail or otherwise deliver the notice of the meeting to all property
owners and residents within 50 metres of the subject property(s) and to the Planning
Department, at least 10 days in advance of the meeting date. The Planning Department will
provide applicants with a list of property owners, their mailing addresses and mailing labels.
The notification requirements for the DIM are similar to those required for Public Hearings, related to
distance of mail-out, posting of signs, and advertisement requirements in the newspaper. The
current practice is working well; however the Citizens’ Representative Working Group Open
Government Report and Recommendations, recommended to expand the radius used for mail-out
notifications. It is recommended that the mail-out radius be expanded to 100 m (328 ft.) to address
this recommendation. Note that in surveying other local governments within the Lower Mainland,
the distance for the mail-out is inconsistent, ranging from one block to 140 m (460 ft.), or it is left
unspecified. Expanding the radius to 100 m (328 ft.) would double the current requirement.
As discussed earlier in this report, should Council like to expand the radius for Public Hearing
notifications as well, Council would need to direct staff to prepare a report for an amending bylaw to
the Public Hearing Bylaw No. 3348-1984.
8. The notice of the Development Information Meeting must be published in at least 2
consecutive issues of a local newspaper, the last publication to appear not less than 3 and
not more than 10 days before the meeting. The notice must be a minimum 9 cm x 12 cm (3
inches x 4 inches) in size and include a property location map, the civic address of the
property under application, the date, time and location of the Development Information
Meeting, and a contact number for the applicant and the Planning Department.
It is recommended that the wording in the draft policy remain as is.
9. Notification signs shall be posted on the site in accordance with the District of Maple Ridge
Policy regarding the Posting of Development Signs.
Minor re-wording of this statement is recommended for clarification purposes. Note that review of
Council Policy 6.21 – Development Sign Policy, is in the 2016 Planning Department Business Plan,
and a report on this is scheduled for late 2016.
- 9 -
CONCLUSION:CONCLUSION:CONCLUSION:CONCLUSION:
The Citizens’ Representative Working Group Open Government Report and Recommendations
recommended to:
• Notify residents of new development applications;
• Expand the radius used for mail-out notifications; and
• Hold open-houses early in the consultation process.
The City of Maple Ridge already requires a DIM for various types of development, which address the
recommendations above. The DIM process is above and beyond what is required by the LGA.
The DIM process works well; however, minor amendments to the existing policy would serve to
clarify the DIM process for applicants and provide consistency in advertising the DIM to the public.
Including additional types of development requiring a DIM and expanding the radius for the mail-out
notification addresses the Citizens’ Representative Working Group report recommendations.
It is recommended that Council Policy 6.20 - Development Information Meetings, dated January 26,
2010, be repealed and replaced with the attached draft Council Policy 6.20 – Development
Information Meetings, dated July 4, 2016.
“Original signed by Michelle Baski”_______________
Prepared byPrepared byPrepared byPrepared by: : : : Michelle Baski, AScT, MAMichelle Baski, AScT, MAMichelle Baski, AScT, MAMichelle Baski, AScT, MA
Planner 1Planner 1Planner 1Planner 1
“Original signed by Christine Carter”_______________
Approved by:Approved by:Approved by:Approved by: Christine Carter, M. Pl, MCIPChristine Carter, M. Pl, MCIPChristine Carter, M. Pl, MCIPChristine Carter, M. Pl, MCIP
Director of PlanningDirector of PlanningDirector of PlanningDirector of Planning
“Original signed by Frank Quinn”__________________
Approved by:Approved by:Approved by:Approved by: Frank Quinn, MBA, P. EngFrank Quinn, MBA, P. EngFrank Quinn, MBA, P. EngFrank Quinn, MBA, P. Eng....
GM: Public Works & Development ServicesGM: Public Works & Development ServicesGM: Public Works & Development ServicesGM: Public Works & Development Services
“Original signed by E.C. Swabey”__________________
Concurrence:Concurrence:Concurrence:Concurrence: E.C.E.C.E.C.E.C. SwabeySwabeySwabeySwabey
Chief Administrative OfficerChief Administrative OfficerChief Administrative OfficerChief Administrative Officer
The following appendices are attached hereto:
Appendix A – Council Policy 6.20 – Development Information Meetings, dated January 26, 2010
Appendix B – Draft Council Policy 6.20 – Development Information Meetings, dated July 4, 2016
Page 1 of 3 Policy 6.20
POLICY MANUALPOLICY MANUALPOLICY MANUALPOLICY MANUAL
Title: DEVELOPMENT INFORMATION MEETINGSTitle: DEVELOPMENT INFORMATION MEETINGSTitle: DEVELOPMENT INFORMATION MEETINGSTitle: DEVELOPMENT INFORMATION MEETINGS
Policy NoPolicy NoPolicy NoPolicy No: 6.20: 6.20: 6.20: 6.20
Supersedes: Revised Supersedes: Revised Supersedes: Revised Supersedes: Revised
JanJanJanJanuaryuaryuaryuary 26 26 26 26,,,, 2010 2010 2010 2010
Effective Date: March 22, 2005Effective Date: March 22, 2005Effective Date: March 22, 2005Effective Date: March 22, 2005 Authority: Authority: Authority: Authority: Legislative Legislative Legislative Legislative Operational Operational Operational Operational
Approval: Approval: Approval: Approval: Council Council Council Council CMT CMT CMT CMT
General Manager General Manager General Manager General Manager
Review Date: Review Date: Review Date: Review Date:
POLICY STATEMENT:POLICY STATEMENT:POLICY STATEMENT:POLICY STATEMENT:
That with respect to Development Information Meetings, be it resolved that the policy take effect when
approved by Council.
1. For any application involving an Official Community Plan amendment (other than a conservation
boundary adjustment or for legal reasons), or for the rezoning of land to permit a significant amount of
development in compliance with the Official Community Plan (any development proposing 25 or more
dwelling units – or in the case of a staged development, where the site has the potential for 25 or more
dwelling units) or where in the opinion of the Director of Planning, that a smaller development could
have a significant impact on the amenities or character of the surrounding area particularly in the area
of infill development , the applicant shall be required to hold a Development Information Meeting. The
meeting is the responsibility of the applicant to host and all costs related to the meeting are to be
assumed by the applicant. A fee is also charged by the Municipality to cover the cost of staff time as
set out in the current District of Maple Ridge Fee By-law, should a staff member attend the meeting as
an observer.
For such proposals, the following materials should be made available at the Public Information Meeting:
a) Project AnProject AnProject AnProject Analysisalysisalysisalysis
- reconciliation of major elements of the plan
b) Neighbourhood ContextNeighbourhood ContextNeighbourhood ContextNeighbourhood Context
That may include:
- overall relationship in character and massing to the surrounding area
- impact on views
- relationship to adjacent buildings
c) Site PlanningSite PlanningSite PlanningSite Planning
That may include:
- effectiveness of building locations and open spaces
- parking access and provision
- cross-sections or topographic information for sloping sites
- inventory of site features, including plants and vegetation to be retained
- preliminary grading information
- extent of soft and hard landscaping
APPENDIX A
Page 2 of 3 Policy 6.20
d) Building DesignBuilding DesignBuilding DesignBuilding Design
That may include:
- general massing and overall articulation
- appropriateness of form to use
- roofscape-form and function (screening of essential services)
e) Comment sheetsComment sheetsComment sheetsComment sheets
- The distribution of a comment sheet to allow the public to record any concerns or
comments they might have with the project or any aspect of the project is
recommended.
2. The applicant shall be responsible for the format of the meeting and the keeping of a detailed record
of the meeting. After the meeting, a summary report shall be submitted to the Planning Department
as soon as possible. The report should include the meeting record, copies of all comment sheets, an
analysis of the comment sheets, and a discussion on how the issues and concerns identified from
the Development Information Meeting are to be addressed in the project.
3. Applicants will be required to discuss the timing of the development information meeting with the
Planning Department and agree upon the appropriate scheduling of the meeting. An applicant who
holds a development information meeting without having reached agreement with the Planning
Department will be required to reschedule another meeting at an agreed upon time.
4. Staff from the Planning Department will not generally attend the meetings but may attend as an
observer at the discretion of the Director of Planning.
5. The arrangement for and provision of facilities for the Development Information Meeting are the
responsibility of the applicant. The meeting should be at a time that ensures adequate opportunity
for the public to attend. The location of the meeting should be in close proximity to the project site
and should be large enough to accommodate the anticipated turnout. Appropriate venues may
include community halls, schools or churches, but do not include private homes and/or offices of
applicant.
6. The applicant shall be responsible for all notification of the Development Information Meeting. The
notice shall contain the following:
a) The application number;
b) The location of the subject property;
c) The purpose of the application;
d) The date, place, and time of the Development Information Meeting;
e) An invitation to obtain information on the application from either the Planning Department or
the developer/applicant with contact numbers;
f) A map showing the location of the property(ies) involved in the application;
7. The applicant should mail or otherwise deliver the notice of the meeting to all property owners and
residents within 50 metres of the subject property(s) and to the Planning Department, at least 10
days in advance of the meeting date. The Planning Department will provide applicants with a list of
property owners, their mailing addresses and mailing labels.
8. The notice of the Development Information Meeting must be published in at least 2 consecutive
issues of a local newspaper, the last publication to appear not less than 3 and not more than 10
days before the meeting. The notice must be a minimum 9 cm x 12 cm (3 inches x 4 inches) in size
and include a property location map, the civic address of the property under application, the date,
time and location of the Development Information Meeting, and a contact number for the applicant
and the Planning Department.
Page 3 of 3 Policy 6.20
9. Notification signs shall be posted on the site in accordance with the District of Maple Ridge Policy
regarding the Posting of Development Signs.
PURPOSEPURPOSEPURPOSEPURPOSE:
To establish a minimum standard for the hosting of a meeting by a developer to inform the public of
proposed development changes in their neighbourhood and to allow for the identification of issues and
concerns early on in the development process.
Page 1 of 3 Policy 6.20
POLICY MANUALPOLICY MANUALPOLICY MANUALPOLICY MANUAL
Title: DEVELOPMENT INFORMATION MEETINGTitle: DEVELOPMENT INFORMATION MEETINGTitle: DEVELOPMENT INFORMATION MEETINGTitle: DEVELOPMENT INFORMATION MEETING
Policy No : 6.20Policy No : 6.20Policy No : 6.20Policy No : 6.20
Supersedes: Supersedes: Supersedes: Supersedes:
Revised March 22, 2005Revised March 22, 2005Revised March 22, 2005Revised March 22, 2005
Authority: Authority: Authority: Authority: Legislative Legislative Legislative Legislative OperationalOperationalOperationalOperational
Approval: Approval: Approval: Approval: Council Council Council Council CMT CMT CMT CMT
General Manager General Manager General Manager General Manager
Effective Date: Effective Date: Effective Date: Effective Date:
July 4July 4July 4July 4, 2, 2, 2, 2010101016666
Review Date: Review Date: Review Date: Review Date:
July 4July 4July 4July 4, 201, 201, 201, 2016666
Policy StatemenPolicy StatemenPolicy StatemenPolicy Statement:t:t:t:
That with respect to Development Information Meetings, be it resolved that the policy take effect when
approved by Council.
1) An applicant shall be required to hold a Development Information Meeting when an application
involves the following:
a) an Official Community Plan amendment, other than a conservation boundary adjustment or for
legal reasons;
b) a Rezoning or Heritage Revitalization Agreement application to permit a significant amount of
development in compliance with the Official Community Plan (any development proposing a
change in use or 5 or more dwelling units – or in the case of a staged development, where the
site has potential for 5 or more dwelling units in total for all stages);
c) a Commercial or Industrial development requiring a Development Permit, that is adjacent to
lands zoned or designated for residential use; or
d) any development, where in the opinion of the Director of Planning, the development could
have a significant impact on the amenities or character of the surrounding area, particularly in
the area of infill development.
2) The meeting is the responsibility of the applicant to host and all costs related to the meeting are to
be assumed by the applicant. The arrangement for and provision of facilities for the Development
Information Meeting are the responsibility of the applicant.
3) A fee may be charged by the City of Maple Ridge to cover the cost of staff time, as set out in the
current Development Application Fee Bylaw No. 6592-2008, should attendance as an observer be
required, at the discretion of the Director of Planning.
4) Applicants will be required to discuss the timing and location of the Development Information
Meeting with the Planning Department and agree upon the appropriate scheduling of the meeting.
The meeting should be scheduled at a time that ensures adequate opportunity for the public to
APPENDIX B
Page 2 of 3 Policy 6.20
attend and time to provide feedback about the project (not less than two hours in length). The
location of the meeting should be in close proximity to the project site and should be large enough
to accommodate the anticipated turnout. Appropriate venues may include community halls,
schools or churches, but do not include private homes, show homes, or the applicant’s office. For
OCP or Zone amending bylaws, the meeting is to occur between first and second reading. An
applicant who holds a Development Information Meeting without having reached agreement on
the time and place of the meeting with the Planning Department may be required to re-schedule
another meeting at their cost, at an agreed upon time and location.
5) The following materials must be made available at the Development Information Meeting:
a)a)a)a) For SingleFor SingleFor SingleFor Single----Family Development:Family Development:Family Development:Family Development:
i) Subdivision Plan acceptable to the Approving Officer, showing:
•Zoning compliance;
•Building envelope(s);
•Proposed variances;
•Road network and parking provision; and
•Park dedication and green spaces.
ii) Architectural drawings and streetscapes, if the application is subject to an Intensive
Residential Development Permit.
b)b)b)b) For MultiFor MultiFor MultiFor Multi----Family, Commercial, Industrial, and Family, Commercial, Industrial, and Family, Commercial, Industrial, and Family, Commercial, Industrial, and Institutional Development:Institutional Development:Institutional Development:Institutional Development:
i) Site Plan, showing:
•items listed above in 5) a) i);
•Amenities, including common activity area and open space.
ii) Architectural and landscape plans, as outlined in Schedule D of the Maple Ridge
Development Procedures Bylaw No. 5879 - 1999
c)c)c)c) For All Subject Developments:For All Subject Developments:For All Subject Developments:For All Subject Developments:
i) Excerpts of Zoning Bylaw and Official Community Plan materials;
ii) Supporting professional reports ;
iii) Submission information as outlined in Schedules F, G, and J of the Development
Procedures Bylaw No. 5879 – 1999, if the application is subject to a Watercourse
Protection, Natural Features, or Wildfire Development Permit; and
iv) Meeting records:
•Sign-in sheet to record number of attendees*;
•Comment sheets for attendees*; and
•Copies of any emails or correspondence that may have been
submitted.
The above listed information must be reviewed by the Planning Department prior to presentation at
the Development Information Meeting. Records from the meeting are to be kept by the applicant and
forwarded to the City within three days of the meeting.
*Sign-in and comment sheets must include the following disclaimer:
“Please note that all comment and attendance sheets produced as a result of this Development
Information Meeting will be provided to the City of Maple Ridge and form part of the public record that
is available for viewing by the public upon request.”
Page 3 of 3 Policy 6.20
6)The applicant shall be responsible for all notification of the Development Information Meeting.
The applicant must mail or otherwise deliver a Development Information Meeting letter to all
property owners and residents within 100 metres of the development site and to the Planning
Department at least 10 days in advance of the meeting date. The Planning Department will
provide the applicant with a list of mailing labels for all property owners and residents. The letter
must contain the following project specific information:
a) The application number;
b) The development site property address(es);
c) A map showing the location of the development site (note: not the location of the
meeting);
d) The purpose of the application;
e) The date, place, start and end times of the Development Information Meeting; and
f) An invitation to obtain information from the applicant, including contact information and
the Planning Department’s contact information.
7) A Development Information Meeting advertisement must be published in at least two consecutive
issues of a local newspaper, the last publication to appear not less than three and not more than
ten days before the meeting. The notice must be a minimum of three columns width, or 9 cm by
12 cm (3.54 in. by 4.72 in.) in size. The advertisement must include the project specific
information listed in 6) a) through f).
8) A notification decal shall be posted on the development site’s development sign(s) a minimum of
10 days prior to the meeting in accordance with the Council Policy 6.21 – Development Sign
Policy.
9) The applicant shall be responsible for the format of the meeting and the keeping of a detailed
record of the meeting. Within three days of the Development Information Meeting, a summary
report shall be submitted to the Planning Department containing the following:
a) completed meeting records including: sign-in sheets, comment sheets; and copies of any
emails or correspondence that may have been submitted;
b) summary notes or minutes from the meeting;
c) analysis of the comment sheets; and
d) summary on how the issues and concerns identified from the Development Information
Meeting will be addressed in the project.
Purpose:Purpose:Purpose:Purpose:
To establish a minimum standard for the hosting of a Development Information Meeting by an
applicant to inform the public of proposed development changes in their neighbourhood and to allow
for the identification of issues and concerns early on in the development process.
Definitions:Definitions:Definitions:Definitions:
Applicant:Applicant:Applicant:Applicant: Person or company who makes a development application and is identified as such on the
application form, with consent from the development site owner(s).
Development SiteDevelopment SiteDevelopment SiteDevelopment Site: Property or properties under development application.
Page 1 of 4
CityCityCityCity of Maple Ridgeof Maple Ridgeof Maple Ridgeof Maple Ridge
TO:TO:TO:TO: Her Worship Mayor Nicole Read MEETINGMEETINGMEETINGMEETING DATE:DATE:DATE:DATE: 4-July-2016
and Members of Council FILE NO:FILE NO:FILE NO:FILE NO:
FROM:FROM:FROM:FROM: Chief Administrative Officer MEETING:MEETING:MEETING:MEETING: Workshop
SUBJECTSUBJECTSUBJECTSUBJECT: Potential Sports Team Sponsorship Policy
EXECUTIVE SUMMARY:EXECUTIVE SUMMARY:EXECUTIVE SUMMARY:EXECUTIVE SUMMARY:
At the June 13 Council Workshop meeting Council discussed a request for sponsorship from Maple
Ridge players participating in Team BC Midget Girls Lacrosse and directed staff to bring back a report.
The City already provides a level of support to various organizations and events in the community with
the policy frameworks established in the Community Grants and Festivals policies. Additionally, the
City’s Participation Program helps to alleviate financial barriers for individuals looking to access our
services. Sponsorship has not been provided for teams or individual team members in the past in
recognition of:
1. Historically, it has been left to individuals or corporations to donate or support activities like
sports or the arts rather than use property tax revenues to do so.
2. The City has a considerable investment in facilities and sports fields that are used by sports
clubs.
3. Service clubs, such as the Rotary Club, already have programs in place to support these types of
activities.
4. Programs such as KidSport and Jumpstart are available to help support participation in sports.
5. The potential demand if the City opts to start providing this type of support is enormous. There
are over 80 organized sports clubs in the community. A conservative estimate suggests that
there are over 10,000 individuals participating in organized sports in Maple Ridge.
6. If the City starts to provide support to sports teams, we can expect other types of organizations
will also ask Council for sponsorship funding, such as arts and cultural groups.
A survey of communities show a wide variety of approaches to sports sponsorship ranging from no
provision of financial support to providing funding for either travel costs or supporting sport tourism.
Council could opt to continue the current approach of supporting organizations and events within the
Community Grants and Festivals policy frameworks or direct staff to bring back a policy framework for
discussion in the coming weeks. Should Council opt to pursue developing a sponsorship policy,
consideration will need to be given to establishing an annual budget envelope and funding source as
part of the 2017-2021 business planning process, noting the limited ability to consider new programs
within the proposed guidelines.
RECOMMENDATION(S):RECOMMENDATION(S):RECOMMENDATION(S):RECOMMENDATION(S):
TTTThat Council hat Council hat Council hat Council either:either:either:either:
a)a)a)a) Receive the report for information and Receive the report for information and Receive the report for information and Receive the report for information and direct staff to direct staff to direct staff to direct staff to take no further actiontake no further actiontake no further actiontake no further action
or
b)b)b)b) Direct staff to develop a policy frameworkDirect staff to develop a policy frameworkDirect staff to develop a policy frameworkDirect staff to develop a policy framework for sports team for sports team for sports team for sports team sponsorshipsponsorshipsponsorshipsponsorship for Council’sfor Council’sfor Council’sfor Council’s
considerationconsiderationconsiderationconsideration
5.5
Page 2 of 4
DDDDISCUSSION: ISCUSSION: ISCUSSION: ISCUSSION:
Background:Background:Background:Background:
At the June 13 Council Workshop meeting Council discussed a request for sponsorship from players
from Maple Ridge participating in Team BC Midget Girls Lacrosse and directed staff to provide a report
on a potential sports team sponsorship policy. This report responds to that direction.
Council currently has two policies in place that provide financial support to organizations in the
community, the Festivals policy and the Community Grants policy. Both focus on supporting
organizations and events within Maple Ridge where the citizens of Maple Ridge are the primary
beneficiaries. In addition, the City’s Participation Program helps to alleviate financial barriers for
individuals looking to access our services.
We have not provided sponsorship for teams or individual team members in the past for the following
reasons:
1. Historically, it has been left to individuals or corporations to donate or support activities like
sports or the arts rather than use property tax revenues to do so.
2. The City has a considerable investment in facilities and sports fields that are used by sports
clubs.
3. Service clubs, such as the Rotary Club, already have programs in place to support these types of
activities.
4. Programs such as KidSport and Jumpstart are available to help support participation in sports.
5. The potential demand if the City opts to start providing this type of support is enormous. There
are over 80 organized sports clubs in the community. A conservative estimate suggests that
there are over 10,000 individuals participating in organized sports in Maple Ridge.
6. If the City starts to provide support to sports teams, we can expect other types of organizations
will also ask Council for sponsorship funding, such as arts and cultural groups.
Should Council wish to consider starting to provide some level of support for sports teams it will be
important to do so within a policy framework as it is likely we would receive a high volume of enquiries.
A survey of municipalities shows a wide variety of practice when it comes to providing any kind of
support for athletics, either for individuals or teams. The following table, while not a comprehensive list,
provides examples of the the variety of existing practices, criteria and financial limites in place in other
communities. The examples provided do not apply in all the communities named; they are intended
only to provide an overview of what others do.
Support LevelSupport LevelSupport LevelSupport Level CommunitiesCommunitiesCommunitiesCommunities Examples of CriteriaExamples of CriteriaExamples of CriteriaExamples of Criteria Examples of Examples of Examples of Examples of
Financial limitsFinancial limitsFinancial limitsFinancial limits
None Pitt Meadows
Port Coquitlam
Recognition
only
Delta Civic & Sport Recognition Policy provides
“Sport Recognition” to individuals, teams
or groups participating in organized sport
games such as BC Summer or Winter
Games. Recipients acknowledged in an
annual commemorative book.
No financial support
Page 3 of 4
Support LevelSupport LevelSupport LevelSupport Level CommunitiesCommunitiesCommunitiesCommunities Examples of CriteriaExamples of CriteriaExamples of CriteriaExamples of Criteria Examples of Examples of Examples of Examples of
Financial limitsFinancial limitsFinancial limitsFinancial limits
Hosting sports
competitions
Surrey
Coquitlam
Abbotsford
Coquitlam
New Westminster
Langley
Takes place in the community
Must be at the Provincial, Western
Canadian, National or International level.
Must offer a local economic benefit (such
as room night counts)
A set percentage of people that benefit
must be community residents
$2,000 Provincial
$2,500 Western
Canada
$3,000 National
$5,000 International
$4,000 max /year
Travel costs Burnaby
Nanaimo
White Rock
Richmond
New Westminster
Contributions will be considered for travel
expenses to compete outside of the
Province in National & International
Competitions for teams or individuals who
are Provincial champions.
The applicant must be a scheduled use of
the City’s Parks & Recreation facilities.
The majority of team members must be
residents of the community & under the
age of 21
Will consider costs of travel for Provincial
tournaments outside the Lower Mainland.
Max $2,000 /
organization
$500/individual or
$1,000/team
$100/individual or
$2,000/team for
travel outside BC
$50/individual or
$1,000/ team for
travel within BC
Range of $150-
200/individual
depending on level
of competition. Max
$1,000/team
Funding provided
through a sports
Council
There are pros and cons to each of the approaches noted above. Communities develop policy
frameworks with many objectives in mind, for example, some that will support hosting competitions
within their community appear to be looking for economic benefits as well as supporting the athletic
community. Those that don’t provide any financial support may not want to use property taxes to
donate on behalf of their citizens, preferring to leave those charitable decisions to individuals.
AAAAlternativeslternativeslternativeslternatives
Council could opt to take no further action and continue to support organizations and events in the
community within existing policy frameworks in the Festivals and Community Grants policies and to
support individuals through the Participation Program. Should Council wish to pursue developing a
sport sponsorship policy framework it would be helpful to have a discussion about the type of support
Council would like to provide. Would a policy framework focus on the provision of support for local
events only or the provision of support for travel costs?
Page 4 of 4
Business Plan/Financial ImplicationsBusiness Plan/Financial ImplicationsBusiness Plan/Financial ImplicationsBusiness Plan/Financial Implications
Should Council opt to pursue developing a policy framework to sports team sponsorship consideration
will need to be given to establishing an annual budget envelope and identifying a funding source. As
identified in the recent presentation on the proposed Business and Financial Plan guidelines, the
proposed tax increases for the 2017-2021 Financial Plan leave little flexibility to consider new
programs.
CONCLUSIONS:CONCLUSIONS:CONCLUSIONS:CONCLUSIONS:
At the June 13 Council Workshop meeting, staff was directed to bring back a report on a potential sport
team sponsorship policy. The City currently supports a number of organizations and events in the
community through the Festivals and Community Grants policies and individuals through the City’s
Participation Program. Council could choose to continue to work within those frameworks.
Alternatively, Council could direct staff to develop a policy framework for discussion in the coming
weeks.
“Original signed by Catherine Nolan”
Prepared by: Catherine Nolan, CPA, CGA
Manager of Accounting
“Original signed by David Boag”
Reviewed by: David Boag
Director of Parks and Facilities
“Original signed by Catherine Nolan for Paul Gill”
Approved by: Paul Gill, CPA, CGA
GM, Corporate & Financial Services
“Original signed by E.C. Swabey”
Concurrence: E.C. E.C. E.C. E.C. SwabeySwabeySwabeySwabey
Chief Administrative Chief Administrative Chief Administrative Chief Administrative OfficerOfficerOfficerOfficer