HomeMy WebLinkAbout2016-07-25 Council Workshop Agenda and Reports.pdf
City of Maple Ridge
1. ADOPTION OF THE AGENDA
2. MINUTES
2.1 Minutes of the Council Workshop Meetings
• July 5, 2016 – Special Council Workshop
• July 11, 2016 – Regular Council Workshop
2.2 Minutes of Meetings of Committees and Commissions of Council
• Environmental Advisory Committee – May 17, 2016
• Public Art Steering Committee – May 31, 2016
• Social Policy Advisory Committee – June 1, 2016
2.3 Business Arising from Committee and Commission Minutes
3. PRESENTATIONS AT THE REQUEST OF COUNCIL
4. MAYOR AND COUNCILLORS’ REPORTS
COUNCIL WORKSHOP AGENDA
July 25, 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 25, 2016
Closed Council following Workshop
Committee of the Whole 1:00 p.m.
July 26, 2016
Council Meeting 7:00 p.m.
Council Workshop
July 25, 2016
Page 2 of 4
5.UNFINISHED AND NEW BUSINESS
5.1 Public Consultation re: Solid Waste Pick-up, Recreation Facilities, Number of
Councillors
Staff report dated July 25, 2016 recommending that staff be directed to provide a
report on conducting a plebiscite to determine elector opinion on the provision of
road-side waste pick-up as a municipal service, that the alternate approval
process be used to seek assent of the electors for borrowing bylaws for funding for
parks and recreation infrastructure and that staff be directed to prepare a report
on financial implications of increasing the number of councillors from six to eight
as part of the 2017 budget deliberations.
5.2 Considerations for a Municipal Solid Waste Collection Program
Staff report dated July 25, 2016 recommending that the City of Maple Ridge
undertake a Request for Proposal to seek costs for the implementation of
municipal curbside waste collection, that an annual Solid Waste Utility charge be
established for inclusion in a public process to determine public support for the
proposed solid waste curbside collection system and that funds be allocated from
Accumulated Surplus to retain a consultant to prepare the Request for Proposal.
5.3 Traffic Calming Update
Staff report dated July 25, 2016 recommending that the draft Traffic Calming
Policy be amended to seek public approval for consideration of neighbourhood
traffic calming prior to commencing data collection and that the development of
dedicated cycle tracks along 123 Avenue corridor from 203 Street to Laity Street
be supported for consideration in future Financial Plan deliberations.
5.4 Union of British Columbia Municipalities (“UBCM”) Ministers’ Meetings
Verbal update by the Chief Administrative Officer
6.CORRESPONDENCE
The following correspondence has been received and requires a response. Staff is
seeking direction from Council on each item. Options that Council may consider include:
a)Acknowledge receipt of correspondence and advise that no further action will be
taken.
b)Direct staff to prepare a report and recommendation regarding the subject matter.
c)Forward the correspondence to a regular Council meeting for further discussion.
d)Other.
Once direction is given the appropriate response will be sent.
Council Workshop
July 25, 2016
Page 3 of 4
6.1 Alouette River Management Society (“ARMS”) – Council Liaison Position
Letter from Greta Borick-Cunningham, Executive Director, ARMS requesting
consideration of a Council liaison position on the ARMS Board of Directors and the
attendance of key Maple Ridge staff at quarterly meetings of ARMS.
6.2 Upcoming Events
July 27, 2016
4:00 p.m.
Centra Lawyers Grand Opening, 102-20110 Lougheed Highway
Organizer: Centra Lawyers
July 28, 2016
12:00 p.m.
Celebrate Pride Community BBQ – Memorial Peace Park
Organizer: City of Maple Ridge
July 28, 2016
1:00 p.m.
Pride Crosswalk Dedication Ceremony – 224 Street
Organizer: City of Maple Ridge
July 28, 2016
8:00 p.m.
Candlelight Vigil – Bandstand, Memorial Peace Park
Organizer: Vancouver Sisters of Perpetual Indulgence
July 30, 2016
1:00 p.m.
Hammond Public Art Unveiling for Play Ball - Hammond
Stadium Park
Organizer: Parks & Leisure Services
August 6, 2016
10:00 a.m.
Open House & BBQ – 4802 Fraser Street, Vancouver
Organizer: Multicultural Helping House Society
September 17, 2016
6:00 p.m.
Pub Night & Silent Auction Fundraiser – Equi-Sport Centre’s
Ranch Pub and Grill
Organizer: Ridge Meadows Youth Diversion Program
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 25, 2016
Page 4 of 4
Rules for Holding a Closed Meeting
A part of a council meeting may be closed to the public if the subject matter being considered relates to one
or more of the following:
(a) personal information about an identifiable individual who holds or is being considered for a position as
an officer, employee or agent of the municipality or another position appointed by the municipality;
(b) personal information about an identifiable individual who is being considered for a municipal award or
honour, or who has offered to provide a gift to the municipality on condition of anonymity;
(c) labour relations or employee negotiations;
(d) the security of property of the municipality;
(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that
disclosure might reasonably be expected to harm the interests of the municipality;
(f) law enforcement, if the council considers that disclosure might reasonably be expected to harm the
conduct of an investigation under or enforcement of an enactment;
(g) litigation or potential litigation affecting the municipality;
(h) an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality,
other than a hearing to be conducted by the council or a delegate of council
(i) the receiving of advice that is subject to solicitor-client privilege, including communications necessary for
that purpose;
(j) information that is prohibited or information that if it were presented in a document would be prohibited
from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act;
(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at
their preliminary stages and that, in the view of the council, could reasonably be expected to harm the
interests of the municipality if they were held in public;
(l) discussions with municipal officers and employees respecting municipal objectives, measures and
progress reports for the purposes of preparing an annual report under section 98 [annual municipal
report]
(m) a matter that, under another enactment, is such that the public may be excluded from the meeting;
(n) the consideration of whether a council meeting should be closed under a provision of this subsection of
subsection (2)
(o) the consideration of whether the authority under section 91 (other persons attending closed meetings)
should be exercised in relation to a council meeting.
(p) information relating to local government participation in provincial negotiations with First Nations, where
an agreement provides that the information is to be kept confidential.
2.1 Council Workshop Meeting Minutes
2.1
City of Maple Ridge
SPECIAL COUNCIL WORKSHOP MINUTES
July 5, 2016
The Minutes of the City Council Workshop held on July 5, 2016 at 3:00 p.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
Councillor C. Bell E.C. Swabey, Chief Administrative Officer
Councillor K. Duncan F. Quinn, General Manager Public Works and Development
Councillor B. Masse Services
Councillor G Robson C. Marlo, Manager of Legislative Services
Councillor C. Speirs C. Carter, Director of Planning
S. Murphy, Planner 2
ABSENT L. Grant, Planner 2
Mayor N. Read L. Siracusa, Manager of Economic Development
Councillor T. Shymkiw
Note: These Minutes are posted on the City Web Site at www.mapleridge.ca
Note: Councillor Speirs chaired the meeting.
1.0 CALL TO ORDER
2.0 APPROVAL OF THE AGENDA
The agenda was adopted as circulated.
3.0 UNFINISHED AND NEW BUSINESS
3.1 Agricultural Plan Priority Setting Workshop
Council discussion facilitated by Dr. Gordon McIntosh
Dr. McIntosh led Council through a discussion of the following topics related
to the individual action items within the Agricultural Plan:
Special Council Workshop Minutes
July 5, 2016
Page 2 of 2
1. Strategic Focus – approach and confirmation
2. Strategic Expectations
3. Strategic Possibilities
4. Strategic Actions
A worksheet was distributed and completed as a group. The summary of the
workshop will be prepared by Dr. McIntosh and will be submitted to Council.
4.0 ADJOURNMENT – 6:00 p.m.
_______________________________
C. Speirs, Chair
Certified Correct
___________________________________
C. Marlo, Corporate Officer
City of Maple Ridge
COUNCIL WORKSHOP MINUTES
July 11, 2016
The Minutes of the City Council Workshop held on July 11, 2016 at 10:00 a.m. in the
Blaney Room of City Hall, 11995 Haney Place, Maple Ridge, British Columbia for the
purpose of transacting regular City business.
PRESENT
Elected Officials Appointed Staff
Mayor N. Read E.C. Swabey, Chief Administrative Officer
Councillor C. Bell W. McCormick, Acting General Manager of Community
Councillor K. Duncan Development, Parks and Recreation Services
Councillor B. Masse F. Quinn, General Manager Public Works and Development
Councillor G Robson Services
Councillor T. Shymkiw T. Thompson, Acting General Manager Corporate and
Councillor C. Speirs Financial Services
C. Marlo, Manager of Legislative Services
Other Staff as Required
C. Carter, Director of Planning
S. Matthewson, Social Planning Analyst
D. Denton, Property and Risk Manager
M. Pym, Environmental Technician
C. Nolan, Manager of Accounting
Note: These Minutes are posted on the City Web Site at www.mapleridge.ca
Note: Councillor Robson was not in attendance at the start of the meeting.
1. ADOPTION OF THE AGENDA
The agenda was adopted with the following revision:
Item 4.0 Mayor’s and Councillors’ Reports will be dealt with following Item 5.4
Council Workshop Minutes
July 11, 2016
Page 2 of 5
2. MINUTES
2.1 Minutes of the July 4, 2016 Council Workshop Meeting
R/2016-303
It was moved and seconded
That the minutes of the Council Workshop Meeting of July 4, 2016 be
amended to indicate Deputy Mayor Shymkiw as opposed to the motion for
Item 5.5 that the report dated July 4, 2016 titled “Sports Team Sponsorship
Policy” be received for information; and
That the minutes as amended be adopted.
CARRIED
2.2 Minutes of Meetings of Committees and Commissions of Council - Nil
2.3 Business Arising from Committee Minutes – Nil
3. PRESENTATIONS AT THE REQUEST OF COUNCIL – Nil
Note: Item 4.0 was dealt with following Item 5.4
4 MAYOR’S AND COUNCILLORS’ REPORTS
Councillor Masse
Councillor Masse attended a meeting of the Social Policy Advisory Committee.
He provided details on a presentation given by James Casperson on behalf of
Alouette Home Start Society. He also attended a meeting with the Youth
Wellness Centre staff.
Councillor Duncan
Councillor Duncan attended a meeting with Dan Ruimy, MP to provide an
update on the Public Art Steering Committee’s application for the Canada 150
Grant. She participated in a community environmental meeting held at Mr.
Ruimy’s office. She also attended a Northeast Sector Joint Council meeting
on affordable housing. She participated in fundraising with the local
Grandmothers to Grandmothers Branch (“GoGos”) at Harrison Hot Springs.
Council Workshop Minutes
July 11, 2016
Page 3 of 5
Councillor Robson
Councillor Robson met with Dan Ruimy, MP. He provided positive feedback
for the work done by City staff during tax time. He thanked the Director of
Bylaws, Alouette Addictions and Fraser Health for a response to a senior’s
situation.
Councillor Speirs
Councillor Speirs participated in a community environmental meeting at MP
Dan Ruimy’s office. He referred to the establishment of a fish ladder at
Alouette Lake as a priority. He also attended a Northeast Sector Joint Council
meeting on affordable housing.
Mayor Read
Mayor Read attended a Northeast Sector Joint Council meeting on affordable
housing. She requested that the meeting be moved to a Closed Council
meeting.
5. UNFINISHED AND NEW BUSINESS
5.1 Social Services Research Project
Staff report dated July 11, 2016 providing an update on the Social Services
review and seeking input from Council.
Presentation by Scott Graham, Associate Executive Director, Manager of
Research, Planning and Consulting, Social Planning and Research Council of
British Columbia (SPARC BC).
Note: Councillor Robson joined the meeting at 10:06 a.m.
Mr. Graham gave a power point presentation providing an orientation to the
project deliverables focusing on the following:
• Review of Project Goals Methodology
• Information from evaluation capacity development workshop
• Review of draft final deliverables
5.2 Update on the Interim Modular Shelter and Permanent Purpose Built Shelter
Process
Staff report dated July 11, 2016 recommending that Council endorse the
updated process outlined in the report dated July 11, 2016.
Council Workshop Minutes
July 11, 2016
Page 4 of 5
The Social Planning Analyst reviewed the report. The Chief Administrative
Officer described the process to purchase the site and to engage with the
community on the site selection.
R/2016-304
It was moved and seconded
That the updated process outlined in the report dated July 11, 2016 be
endorsed.
CARRIED
5.3 EMS Implementation – Soil Deposit Bylaw Review
Staff report dated July 11, 2016 recommending that the Soil Deposit
Regulation Bylaw Review process outlined in the staff report entitled
“Environmental Management Strategy Implementation – Maple Ridge Soil
Deposit Regulation Bylaw (No. 5763 -1999) Review” dated July 11, 2016 be
endorsed.
The Environmental Technician gave a power point presentation providing an
overview of the staff report.
R/2016-305
It was moved and seconded
That that the Soil Deposit Regulation Bylaw Review process outlined in the
staff report entitled “Environmental Management Strategy Implementation –
Maple Ridge Soil Deposit Regulation Bylaw (No. 5763 -1999) Review” dated
July 11, 2016 be endorsed.
5.4 Remaining 2016 Community Grant Budget
Staff report dated July 11, 2016 recommending that an allocation of $10,000
for a Donor Recognition project from the 2016 Community Grants Budget be
approved.
R/2016-306
It was moved and seconded
That an allocation of $10,000 for a Donor Recognition project from the 2016
Community Grants Budget be approved.
CARRIED
Council Workshop Minutes
July 11, 2016
Page 5 of 5
Note: Item 4.0 was dealt with following Item 5.4
6. CORRESPONDENCE
6.1 Upcoming Events
July 9, 2016
6:00 pm
Block Party Dinner – Anderson Creek Neighbourhood
Anderson Creek Drive
July 28, 2016
9:00 am
Business Walk – Chamber of Commerce and Economic
Development Department
Maple Meadows Business area
7. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL – Nil
8. MATTERS DEEMED EXPEDIENT – Nil
R/2016-307
It was moved and seconded
The meeting will be closed to the public pursuant to Sections 90 (1) and 90
(2) of the Community Charter as the subject matter being considered relates
to the following:
1. Personal information about identifiable individuals who hold or are being
considered for positions on Committees of Council or another position
appointed by the municipality.
2. The acquisition of land and the disposition of land of which the council
considers that disclosure might reasonably be expected to harm the
interests of the municipality.
CARRIED
9. ADJOURNMENT – 12:11 p.m.
_______________________________
N. Read, Mayor
Certified Correct
___________________________________
C. Marlo, Corporate Officer
2.2 Committee and Commission Meetings Minutes
2.2
City of Maple Ridge
ECONOMIC DEVELOPMENT COMMITTEE
REGULAR MEETING
The Minutes of the Regular Meeting of the Economic Development Committee, held in Suite 300,
at Maple Ridge Municipal Hall on Tuesday, May 17, 2016 at 5:00 pm.
____________________________________________________________________________________
COMMITTEE MEMBERS PRESENT
Nicole Archer Community at Large
Chrislana Gregory Community at Large
Josef Lara Community at Large
Tom Meier Community at Large
Oliver Perez Community at Large
Alexander Wells Community at Large
Deputy Mayor Shymkiw City of Maple Ridge
STAFF MEMBERS PRESENT
Lino Siracusa Staff Liaison / Manager Economic Development
Bruce Livingstone Business Retention & Expansion Officer
Laura Benson Manager of Sustainability & Corporate Planning
Vickie Fulton Administrative Assistant
DELEGATION PRESENT
Laura Benson City of Maple Ridge, Manager of Sustainability &
Corporate Planning
1. CALL TO ORDER
There being a quorum present the Chair called the meeting to order at 5:35 pm.
2. AGENDA ADOPTION
R16-001
It was moved and seconded
CARRIED
3. MINUTE ADOPTION
That the Minutes of April 6, 2016 be adopted.
R16-002
It was moved and seconded
CARRIED
4. NEW BUSINESS
4.1 Selection of EDC Chairperson
That Josef Lara be elected as Economic Development Chairperson
R16-003
It was moved and seconded
CARRIED
EDC Minutes
May 17, 2016
Page 2 of 2
4.2 Role of EDC
That the role of EDC is to help strengthen the local economy by providing an
informed voice to City Council’s economic strategies and to build the most livable,
and sustainable community in Metro Vancouver, where everyone will have
opportunities for economic growth, and where our children will make their future
homes.
4.2 Discuss Priorities and Task Forces
Task Forces will be established to focus on a specific purpose: Home Based
Business, Tourism and Technology.
Laura Benson opened a brain storming session to note the positives and
challenges of each Task Force. The Purpose of EDC report and brain storming
summary attached.
Each EDC member will advise Lino Siracusa by email at their first or second choice
Task Force where they will participate.
5. OTHER BUSINESS BROUGHT BY MEMBERS
No other business was brought forward.
6. ADJOURNMENT
That the meeting be adjourned at 7:00 pm.
It was moved and seconded
“Original signed by Josef Lara”
Chair, Josef Lara
/vf
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,
May 31, 2016 at 3:00 p.m.
COMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENT
Susan Hayes, Chair Artist
Barbara Duncan Arts Council Representative /Curator, ACT Art Gallery)
Wayne Bissky, Vice Chair Architect
Leanne Koehn Community at Large Member
Councillor Duncan City of Maple Ridge
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. CALLCALLCALLCALL TO ORDER AND INTRODUCTIONSTO ORDER AND INTRODUCTIONSTO ORDER AND INTRODUCTIONSTO ORDER AND INTRODUCTIONS
There being a quorum present, the Chair called the meeting to order at 3:07 pm.
2222.... AGENDA AAGENDA AAGENDA AAGENDA APPROVALPPROVALPPROVALPPROVAL
R16-009
It was moved and seconded
That the Agenda That the Agenda That the Agenda That the Agenda be be be be approvedapprovedapprovedapproved. . . .
CARRIED
3333.... MINUTE ADOPTIONMINUTE ADOPTIONMINUTE ADOPTIONMINUTE ADOPTION
R16-010
It was moved and seconded
That the Minutes of That the Minutes of That the Minutes of That the Minutes of March 29March 29March 29March 29, 201, 201, 201, 2016666 be adopted.be adopted.be adopted.be adopted.
CARRIED
4.4.4.4. QUESTION PERIODQUESTION PERIODQUESTION PERIODQUESTION PERIOD ---- NilNilNilNil
PASC Minutes
May 31, 2016
Page 2 of 3
5.5.5.5. NEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESSNEW & UNFINISHED BUSINESS
5.15.15.15.1 Developer Public Art Program Award Developer Public Art Program Award Developer Public Art Program Award Developer Public Art Program Award
The Staff Liaison provided an update on the process for the Developer Public Art
Program. The consultant selected will make a presentation to a future PASC
meeting.
Note: Councillor Duncan entered at 3:15 pm.
5.25.25.25.2 Hammond Stadium Project Award and Timeline Hammond Stadium Project Award and Timeline Hammond Stadium Project Award and Timeline Hammond Stadium Project Award and Timeline
The Hammond Stadium subcommittee provided a report on the project selected.
5.3 5.3 5.3 5.3 ComComComCommunity Public Art Applicationsmunity Public Art Applicationsmunity Public Art Applicationsmunity Public Art Applications
The Committee reviewed two applications for Community Public Art grants.
R16-011
It was moved and seconded
That That That That a a a a Community Public Art Grant for Kanaka Elementary Community Public Art Grant for Kanaka Elementary Community Public Art Grant for Kanaka Elementary Community Public Art Grant for Kanaka Elementary for $1500 for $1500 for $1500 for $1500 be approvedbe approvedbe approvedbe approved....
CARRIED
R16-012
It was moved and seconded
That That That That a Community Public Art Grant for a Community Public Art Grant for a Community Public Art Grant for a Community Public Art Grant for MizzonkMizzonkMizzonkMizzonk for $for $for $for $1500150015001500 be approvedbe approvedbe approvedbe approved for the current yearfor the current yearfor the current yearfor the current year, , , ,
and that a further and that a further and that a further and that a further $1500 $1500 $1500 $1500 be be be be appappappapproved for next year, for a total of $3,000roved for next year, for a total of $3,000roved for next year, for a total of $3,000roved for next year, for a total of $3,000....
CARRIED
5.4 5.4 5.4 5.4 Committee Recruitment UpdateCommittee Recruitment UpdateCommittee Recruitment UpdateCommittee Recruitment Update
A status update on Committee recruitment was provided by the Staff Liaison and
Committee Clerk. Developer and Artist positions are available.
5.5 5.5 5.5 5.5 Creative Cities Conference 2016Creative Cities Conference 2016Creative Cities Conference 2016Creative Cities Conference 2016
Upcoming conference in Surrey, BC October 17 – 19, 2016. After discussion it was
decided to send two delegates to the conference. Representatives will be decided at
a future meeting.
5.6 5.6 5.6 5.6 Whonnock Lake Project UpdateWhonnock Lake Project UpdateWhonnock Lake Project UpdateWhonnock Lake Project Update
The Staff Liaison provided an update on the Whonnock Lake public art project.
5.75.75.75.7 Utility Box Wrapping Locations (Potential)Utility Box Wrapping Locations (Potential)Utility Box Wrapping Locations (Potential)Utility Box Wrapping Locations (Potential)
The Staff Liaison reported on city owned utility boxes that could be locations for box
wrapping. Project plans were discussed.
PASC Minutes
May 31, 2016
Page 3 of 3
5.8 5.8 5.8 5.8 Cultural Plan Cultural Plan Cultural Plan Cultural Plan ---- Call DraftCall DraftCall DraftCall Draft
No update.
5.9 5.9 5.9 5.9 Canada 150 DraftCanada 150 DraftCanada 150 DraftCanada 150 Draft
The Staff Liaison provided a copy of the draft Canada 150 application for review.
R16-013
It was moved and seconded
That the Maple Ridge Public Art Steering Committee commits $150,000 towards the Canada That the Maple Ridge Public Art Steering Committee commits $150,000 towards the Canada That the Maple Ridge Public Art Steering Committee commits $150,000 towards the Canada That the Maple Ridge Public Art Steering Committee commits $150,000 towards the Canada
150 project 150 project 150 project 150 project andandandand
That the Manager for Arts and Community Connections be authorized to apply to the Canada That the Manager for Arts and Community Connections be authorized to apply to the Canada That the Manager for Arts and Community Connections be authorized to apply to the Canada That the Manager for Arts and Community Connections be authorized to apply to the Canada
150 Fund Program150 Fund Program150 Fund Program150 Fund Program for the proposed Canada 150 projects which includes legacy artistic for the proposed Canada 150 projects which includes legacy artistic for the proposed Canada 150 projects which includes legacy artistic for the proposed Canada 150 projects which includes legacy artistic
monuments, community public art activities and community initiatives in “Exploring Our monuments, community public art activities and community initiatives in “Exploring Our monuments, community public art activities and community initiatives in “Exploring Our monuments, community public art activities and community initiatives in “Exploring Our
Nature” and represent the Public Art Steering Committee during the process.Nature” and represent the Public Art Steering Committee during the process.Nature” and represent the Public Art Steering Committee during the process.Nature” and represent the Public Art Steering Committee during the process.
CARRIED
5.10 5.10 5.10 5.10 Council Council Council Council Reporting Reporting Reporting Reporting ---- Annual UpdateAnnual UpdateAnnual UpdateAnnual Update
A presentation to Council by the Staff Liaison and Chair is coming up soon.
6.6.6.6. ROUNDTABLEROUNDTABLEROUNDTABLEROUNDTABLE
Leanne Koehn reported that Earth Day was very successful. Ms. Koehn reported on the
availability of red and white tulip bulbs.
Details of an upcoming Artist in Residence event were shared.
7777.... ADJOURNMENTADJOURNMENTADJOURNMENTADJOURNMENT
It was confirmed the next meeting will be June 28, 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 5555::::32323232 pm.pm.pm.pm.
Chair
/ss
City of Maple Ridge
SOCIAL PSOCIAL PSOCIAL PSOCIAL POLICYOLICYOLICYOLICY ADVISORY COMMITTEE MEETINGADVISORY COMMITTEE MEETINGADVISORY COMMITTEE MEETINGADVISORY COMMITTEE MEETING MINUTESMINUTESMINUTESMINUTES
The Minutes of the Regular Meeting of the Social Policy Advisory Committee, held in the Blaney
Room, at Maple Ridge City Hall, 11995 Haney Place, Maple Ridge, British Columbia, on Wednesday,
June 1, 2016 at 7:00 pm
COMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENTCOMMITTEE MEMBERS PRESENT
Delaram Farshad Fraser Health
Vicki Kipps, Chair Community Network
Councillor Bob Masse Council Liaison
Const. Brenda Gresiuk RCMP
Candace Gordon Maple Ridge-Pitt Meadows-Katzie Community Network
STAFF MEMBERS PRESENTSTAFF MEMBERS PRESENTSTAFF MEMBERS PRESENTSTAFF MEMBERS PRESENT
Sunny Schiller Committee Clerk
Shawn Matthewson Staff Liaison / Social Planning Analyst
GUESTSGUESTSGUESTSGUESTS
Roberta O’Brien Local Immigrant Partnerships Strategy
Claudia Maldonado Local Immigrant Partnerships Strategy Assistant, Interfaith Coordinator
and Multi-Cultural Women's Group Facilitator
Geoffrey Rambler Fraser Health Observatory
Katie Tweedie Fraser Health Observatory
REGRETS/ABSENTSREGRETS/ABSENTSREGRETS/ABSENTSREGRETS/ABSENTS
Dr. Helena Swinkels Fraser Health
Mike Murray School District #42 Trustee
Annette Morgan Seniors Network
Ineke Boekhorst Downtown BIA / Friends in Need
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 7:06 pm.
Note: Candace Gordon entered the meeting at 7:07 pm.
2.2.2.2. AGENDA AGENDA AGENDA AGENDA ADOPTIONADOPTIONADOPTIONADOPTION
R/2016-015
It was moved and seconded
That the Agenda dated That the Agenda dated That the Agenda dated That the Agenda dated June 1June 1June 1June 1, 2016 be , 2016 be , 2016 be , 2016 be amended amended amended amended –––– add Item 4.2 add Item 4.2 add Item 4.2 add Item 4.2 Fraser Health Fraser Health Fraser Health Fraser Health ---- Health Health Health Health
Atlas presentationAtlas presentationAtlas presentationAtlas presentation, add, add, add, add Item 5.3 July Meeting, add Item 5.4 Youth RepresentativeItem 5.3 July Meeting, add Item 5.4 Youth RepresentativeItem 5.3 July Meeting, add Item 5.4 Youth RepresentativeItem 5.3 July Meeting, add Item 5.4 Youth Representative, and, and, and, and be be be be
adoptedadoptedadoptedadopted as amendedas amendedas amendedas amended....
CARRIED
SPAC Minutes
June 1, 2016
Page 2 of 3
3.3.3.3. MINUTEMINUTEMINUTEMINUTE APPROVALAPPROVALAPPROVALAPPROVAL
R/2016-016
It was moved and seconded
That the Minutes dated That the Minutes dated That the Minutes dated That the Minutes dated May 4May 4May 4May 4, 2016 be approved., 2016 be approved., 2016 be approved., 2016 be approved.
CARRIED
4. 4. 4. 4. DELEGATIONS DELEGATIONS DELEGATIONS DELEGATIONS
4.14.14.14.1 Roberta Roberta Roberta Roberta O’Brien O’Brien O’Brien O’Brien ––––LocalLocalLocalLocal Immigrant Partnerships StrategyImmigrant Partnerships StrategyImmigrant Partnerships StrategyImmigrant Partnerships Strategy
Roberta O’Brien made a presentation on the Local Immigrant Partnerships Strategy.
Strategic focus areas identified include Orientation and Welcome Packages, a Multi-
Cultural Hub and Refugee Support. More information can be found at
www.ridgemeadowsnewcomers.com
4.24.24.24.2 Health Atlas Review Health Atlas Review Health Atlas Review Health Atlas Review –––– Fraser HealthFraser HealthFraser HealthFraser Health
Delaram Farshad, Community Health Specialist with Fraser Health introduced
Geoffrey Rambler and Katie Tweedie with Fraser Health Observatory. Mr. Rambler
and Ms. Tweedie presented the online Health Atlas. The Health Atlas is available at
http://www.fraserhealth.ca/MHMCAtlas/
5.5.5.5. NEW BUSINESSNEW BUSINESSNEW BUSINESSNEW BUSINESS
5.15.15.15.1 Homelessness Initiatives UpdateHomelessness Initiatives UpdateHomelessness Initiatives UpdateHomelessness Initiatives Update
The Staff Liaison provided an update on a number of initiatives related to
homelessness.
5.25.25.25.2 Formation of a subcommittee to provide recommendations to Council to develop a Formation of a subcommittee to provide recommendations to Council to develop a Formation of a subcommittee to provide recommendations to Council to develop a Formation of a subcommittee to provide recommendations to Council to develop a
platform for community platform for community platform for community platform for community dialogue on homelessnessdialogue on homelessnessdialogue on homelessnessdialogue on homelessness
The Staff Liaison and Councillor Masse provided information on the request from
Council for a subcommittee to be formed to provide recommendations on developing
a platform for community dialogue on homelessness. Council has requested the
subcommittee draft terms of reference and a budget. Community dialogue ideas and
potential subcommittee membership was discussed.
R/2016-017
It was moved and seconded
ThatThatThatThat SPAC will move forward on the formation of the subcommittee with the Chair, Staff and SPAC will move forward on the formation of the subcommittee with the Chair, Staff and SPAC will move forward on the formation of the subcommittee with the Chair, Staff and SPAC will move forward on the formation of the subcommittee with the Chair, Staff and
Council Council Council Council LLLLiaison working together to determine the resources required.iaison working together to determine the resources required.iaison working together to determine the resources required.iaison working together to determine the resources required.
CARRIED
5.3 5.3 5.3 5.3 July MeetingJuly MeetingJuly MeetingJuly Meeting
It was decided the next SPAC meeting will be July 6th.
5.45.45.45.4 Youth Youth Youth Youth RepresentativeRepresentativeRepresentativeRepresentative
The Staff Liaison led a discussion regarding the youth representative position on the
committee.
SPAC Minutes
June 1, 2016
Page 3 of 3
6.6.6.6. UNFINISHED BUSINESSUNFINISHED BUSINESSUNFINISHED BUSINESSUNFINISHED BUSINESS
6.16.16.16.1 Update on the Youth StrategyUpdate on the Youth StrategyUpdate on the Youth StrategyUpdate on the Youth Strategy
The Staff Liaison provided a report on the Youth Strategy update project.
6.26.26.26.2 Update on the Closure of the Interim ShelterUpdate on the Closure of the Interim ShelterUpdate on the Closure of the Interim ShelterUpdate on the Closure of the Interim Shelter
The Staff Liaison reported information provided at the May 30, 2016 Special Council
meeting in regards to the interim shelter.
6.3 6.3 6.3 6.3 Update on the Child Youth Wellness CentreUpdate on the Child Youth Wellness CentreUpdate on the Child Youth Wellness CentreUpdate on the Child Youth Wellness Centre
The Chair provided an update on the Child Youth Wellness Centre proposal.
7.7.7.7. COMMITTEE UPDATESCOMMITTEE UPDATESCOMMITTEE UPDATESCOMMITTEE UPDATES
7.17.17.17.1 Community NetworkCommunity NetworkCommunity NetworkCommunity Network
Candace Gordon reported the Community Network recently held a Standing
Committee Workshop.
7.27.27.27.2 Neighbourhood DevelopmentNeighbourhood DevelopmentNeighbourhood DevelopmentNeighbourhood Development
The Staff Liaison reported on a Race to Canada Day contest. Information is available
on the City of Maple Ridge website.
8.8.8.8. CORRESPONDENCECORRESPONDENCECORRESPONDENCECORRESPONDENCE ---- NilNilNilNil
9.9.9.9. QUESTION PERIOD QUESTION PERIOD QUESTION PERIOD QUESTION PERIOD
10.10.10.10. ROUNDTABLEROUNDTABLEROUNDTABLEROUNDTABLE
Delaram Farshed – reported on the Health Communities grant program. Fraser Health is
hosting a forum on June 8th on the topic of “At Home is Best: Supporting Seniors in our
Community”.
Candace Gordon – is working on the food asset inventory. Ms. Gordon reported on the Food
Coupon Program which provides coupons for fresh food to be used at the Haney Farmer’s
Market.
The Staff Liaison shared details of upcoming retirements – June 28th for Faye Luxemburg
Hyam – long term Executive Director of the Family Education and Support Centre and June
27 for City of Maple Ridge Fire Chief Dane Spence.
11111.1.1.1. ADJOURNMENTADJOURNMENTADJOURNMENTADJOURNMENT
It was moved and seconded that the meeting be adjourned at 9:05 pm.
Chair
/ss
1
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: July 25, 2016
and Members of Council FILE NO:
FROM: Chief Administrative Officer MEETING: Council Workshop
SUBJECT: Public Consultation re Solid Waste Pick-Up, Recreation Facilities, Number of
Councillors
EXECUTIVE SUMMARY:
Council has expressed a desire to seek public input and/or approval of the following issues:
i.Provision of road-side solid waste pick-up as a municipal service.
ii.Prioritization and funding for parks and recreation infrastructure
iii.Increasing the number of councillors from six to eight.
Council has the ability to ascertain public opinion on issues in a number of different ways. There are
instances though where provincial legislation requires local governments to directly consult citizens
in its decision making and sets out the process by which this must be done. This report discusses
the three issues, provides information on how to gauge public opinion, and the legislated processes
required to proceed.
RECOMMENDATIONS:
1.That staff be directed to provide a report on conducting a plebiscite to determine elector opinion
on the provision of road-side waste pick-up as a municipal service once the service model is
determined.
2.That the alternate approval process be used to seek assent of the electors for borrowing bylaws
related to funding for parks and recreation infrastructure once the priorities are determined.
3.That, as part of the 2017 budget deliberations, staff be directed to prepare a report on the
financial implications of increasing the number of councillors from six to eight.
DISCUSSION:
Council can seek public opinion in a variety of methods. Section 83 of the Community Charter states
that Council may seek community opinion by voting or any other process Council considers
appropriate. This report provides a brief summary of each issue, information on options to gauge
public opinion and information on the legislated process required to proceed.
With whichever process is selected by Council, it is important to note that the wording of the
questions or statements to be posed, if required, is critical and should be phrased so as to be clear
to those responding. The wording of the questions or statements and details of the process will be
addressed in a future report should Council choose to proceed.
5.1
2
a) Background Context:
i. Provision of road-side solid waste pick-up as a municipal service.
Council has been provided with information on different models for solid waste pick-up.
Strong opinions have been voiced by the public on whether or not solid waste pick-up should
be a municipal service. Given the strong views on both sides, Council may want to proceed
with a plebiscite to determine public opinion before proceeding.
The legislated process that may follow will depend on the service model selected. If the
service will be provided community-wide or to specific property classes, assent of the
electors is not required. Only if the service is provided to all property classes in select areas
would assent of the electors be sought.
ii. Prioritization and funding for Parks and Recreation infrastructure
There is general agreement amongst Council and the public that the community needs
additional recreational and cultural facilities. What needs to be resolved is which projects are
the priority to advance and how will they be funded. Council undertook a process earlier in
2016 to identify priority needs for Parks and Recreation Community infrastructure. Staff is
preparing an implementation schedule and funding program for the projects. Any projects
that can be funded without a long-term borrowing requirement can proceed without assent of
the electors. Assent of the electors would be required if long-term borrowing is involved.
Once the community and Council have determined the facilities and the priorities, staff
recommends that Council proceed straight to an alternative approval process for long-term
borrowing requirements.
iii. Increasing the number of councillors from six to eight
In 2005 a bylaw to retain the number of councillors at six was given elector approval and
adopted by the council of the day. One of the recommendations from the Citizens Working
Group on Open Government was to increase the number of councillors to eight as required
for a community the size of Maple Ridge. There are financial implications to do so in terms
of renovations to Council Chambers and increased salaries, benefits and expenses for
councillors.
There is no requirement to seek assent of the electors to enact this change. Council would
simply adopt a bylaw that would rescind Maple Ridge Size of Council Bylaw No. 6292–2005.
Attached as Appendix I is a summary of four potential options for consultation/assent and the
pros and cons of each option. Attached as Appendix II is a summary of the required legislative
process that must be undertaken for each of the three issues.
b) Interdepartmental Implications:
A variety of departments would be involved in preparing information for each of the issues
including Clerk’s, Communication, Engineering, Parks and Facilities, Recreation & Community
Services and Administration.
3
c) Business Plan/Financial Implications:
The funding source for the one-time costs associated with the process to gauge public opinion,
and/or obtain approval of the electors, would be accumulated surplus and would require
Financial Plan amendments. Funding of ongoing costs would have to be considered during
budget deliberations.
d) Alternatives:
1. Council could choose to proceed directly to the legislated processes for all or some of the
issues.
2. Council could wait until 2018 and pose all or some of the questions/statements on the local
government election ballot.
CONCLUSIONS:
Council has the ability to ascertain public opinion on issues in a number of different ways or to
proceed directly to an appropriate legislated process. Staff is recommending different processes for
each issue. A plebiscite is recommended to gauge public opinion of road-side solid waste pick-up
before proceeding. If long-term borrowing is required for parks and recreation facilities, the alternate
approval process is recommended. This process has been used for previous borrowing bylaws and is
a familiar process to the community. As approval of the electors is not required to increase the
number of councillors to 8, staff recommends that Council obtain information on the costs to do so
and consider this during the 2017 budget deliberations.
Future reports will provide further details on the process selected by Council for each issue.
“Original signed by Ceri Marlo”___________________
Prepared by: Ceri Marlo.
Manager of Legislative Services and Emergency Program
“Original signed by Paul Gill”_______________________
Approved by: Paul Gill, B.B.A, C.G.A, F.R.M
General Manager: Corporate & Financial Services
“Original signed by E.C. Swabey”____________________
Concurrence: E.C. Swabey
Chief Administrative Officer
:cm
4
APPENDIX I
OPTIONS FOR ELECTOR APPROVAL
PLEBISCITE
A non-binding plebiscite of electors could be used as the first step to determine public opinion on
any or all of the issues. While similar to an election, the process is determined by the City. A
plebiscite is often referred to as a referendum. There is a difference however. A plebiscite seeks the
public’s opinion on a matter and is non-binding. A referendum seeks assent of the electors for a
specific action to be undertaken. A plebiscite includes a general voting day and polling stations set
up and staffed in convenient public locations.
Plebiscite Pros Plebiscite Cons
Public perception that they have been heard High cost - $40-$90,000
Familiar process to electors Participation restricted to specific dates and
locations
Not binding Longer time frame - process could several
months to complete
Can be a stand-alone process or included on the
ballot of the next local government election
Potential confusion amongst voters on who is
eligible to vote on the issue if the action being
proposed applies only to specific property
classes and/or areas
A legislated process may be required to proceed
The legislated process that follows may be
confusing to electors as they may think they have
already voted on the issue
SURVEY
Council could undertake a statistically representative survey conducted by a public research firm or a
non-statistically representative self-selected on-line survey managed by the City as a first step to
determine public opinion of any or all of the issues.
Survey Pros Survey Cons
Mid cost - $15,000 - $25,000 Accuracy of results depends on the number of
interviews conducted
Use of professional survey firm would reduce
staff time required
In-house survey results will be skewed if unable
to screen out ineligible and duplicate responses
Assistance of professional survey firm to develop
questions
A legislated process may be required to proceed
Less confusion amongst public if a legislated
process is required later
Control over the electors surveyed regarding
road-side solid waste pick-up
5
ALTERNTE APPROVAL
The alternate approval process is one of the legislated methods to obtain the assent of electors.
Approval is obtained if no more than 10% of the electors submit a petition against proceeding. If
approval is not obtained Council could either end the process or proceed to assent of the electors.
Alternate Approval Pros Alternate Approval Cons
Low cost - $10,000 Public perception that they have not been heard
Ability to respond at electors convenience within
specified time frame
Results not binding
Entire process can be completed within 2
months
Administered by the Corporate Officer
Council can proceed if approval obtained
Alternate approval has been used for other
issues so is a familiar process in the community
ASSENT OF THE ELECTORS
Approval of the electors can be obtained through assent voting (previously known as a referendum).
Approval is obtained if a majority of the votes counted as valid are in favour of the bylaw or question.
The process is dictated by the Local Government Act and requires special and advance voting, a
general voting day and mail-in ballots.
Assent Voting Pros Assent Voting Cons
Public perception that they have been heard High cost - $40-$90,000
Familiar process to electors Participation restricted to specific dates and
locations
Can be a stand-alone process or included on the
ballot of the next local government election
Longer time frame - process could take up to six
months to complete
If a plebiscite is held first, electors may think
they have already voted and not participate in
the assent voting
Administered by a Chief Election Officer
6
APPENDIX II
REQUIRED LEGISLATIVE PROCESS
Issue
Required Process
Solid waste pick-up as a municipal service If service will be provided community-wide assent
of the electors is not required.
If service is provided to only certain property
classes, assent of the electors is not required.
If service is provided to all properties in specific
areas, a local area service process should
probably be established and, if established,
assent of the electors is required
Funding for parks and recreation infrastructure If construction can proceed without borrowing,
Council can proceed without the assent of the
electors. If not, approval of a borrowing bylaw
would have to be obtained through the alternate
approval process or assent voting following three
readings of the bylaw and approval of the
Inspector of Municipalities.
Increasing the number of councillors from six to
eight
Council does not require assent of the electors to
increase the size of council to match the
requirements under Section 118 of the
Community Charter. All that is required is that
the bylaw enacted to establish the size of Council
at seven be rescinded. The increase would go
into effect for the 2018 local government
election.
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: July 25, 2016
and Members of Council FILE NO: 11-5360-01
FROM: Chief Administrative Officer MEETING: Workshop
SUBJECT: Considerations for a Municipal Solid Waste Collection Program
EXECUTIVE SUMMARY:
Solid waste collection in the City is currently a user-pay system where residents contract individually
with one of a number of private contractors with the annual cost based upon the desired level of
service. Residents may also elect not to have curbside solid waste collection, choosing instead to
drop off their garbage themselves at the Metro Vancouver Transfer Station in Albion.
The subject of residential solid waste collection has been discussed by Council on a number of
occasions in this term as well as previous terms and a number of reports have been prepared
outlining current practices throughout the Metro Vancouver Region (Region) as well as within the
City. The reports described various methodologies and a range of charges to consider should the
City seek to pursue a municipal solid waste curbside collection system.
A process to determine the level of public support for a municipal solid waste collection program
would be undertaken through the Clerks Department. This may be a stand-alone process or it could
be integrated with other issues for which Council wishes to determine the level of public support. It
is understood that a separate report from the Clerks Department to the July 25, 2016 Workshop will
address the public process as well as the specific issues to be considered.
To ascertain the exact per-household costs for a municipal solid waste collection system it would be
necessary to undertake a Request for Proposal (RFP) process where suitably qualified contractors
would submit bids based upon a determined Level of Service (LOS) that is established by considering
a number of factors including, but not limited to:
Service area
Voter eligibility (limited to service area, or all residents)
Collection methodology (automated or manual)
Frequency of collection (weekly or biweekly)
Land use (single family, townhouses, multi-family)
Totes supply and sizing (120 L, 240 L, 360 L sizes, to be supplied by City or Contractor)
A Decision Matrix has been developed for Council’s consideration that when completed would form
the basis for the service level in a RFP. In addition to the actual contract costs there are additional
costs including the funding of a Solid Waste Utility reserve, contract administration, education and
pilot projects that when combined would equate to the annual per household charge.
5.2
RECOMMENDATIONS:
THAT the City undertake a Request for Proposal to seek costs for the implementation of a municipal
curbside solid waste collection from suitably experienced contractors based upon the Level of
Service established by Council; and
THAT an annual Solid Waste Utility charge be established for inclusion in a public process to
determine public support for the proposed solid waste curbside collection system; and further
THAT $25,000 be allocated from Accumulated Surplus to retain a consultant to prepare the Request
for Proposal document and legal review.
DISCUSSION:
a) Background Context:
Council has deliberated the subject of residential solid waste collection on a number of
occasions in this term as well as previous terms and has received a number of reports outlining
current practices throughout the Metro Vancouver Region (Region) as well as within the City
along with the description of various methodologies and a range of charges to consider moving
forward. The City is singular in the Region in not having a municipal solid waste collection
program, having instead a user-pay system where residents enter into individual agreements
with independent solid waste contractors at a service level that meets their needs. Alternatively,
residents may choose to take their garbage to the Metro Vancouver Transfer Station in Albion.
Information has been brought forward to Council regarding recent changes to solid waste and
recycling in the Region, especially the banning of organics and clean wood at Regional disposal
facilities and the advent of Extended Producer Responsibilities (EPR) for Packaging and Printed
Paper (PPP) through Multi-Materials British Columbia (MMBC). The City, along with the large
majority of municipalities in the Region elected to participate in the PPP program administered
by MMBC, receiving a per-household financial incentive to collect PPP at curbside for single
family and multi-family dwellings. The introduction of the PPP program has essentially decoupled
curbside collection of recyclables from solid waste collection given that prior to MMBC solid
waste collection contractors retained ownership of the recyclables as a commodity for sale on
the open market.
In considering implementing a municipal solid waste collection program it is understood that
Council may wish to ascertain the level of community support. Previous reports have indicated a
range of charges from other municipalities in the Region but it is acknowledged that the LOS
established will determine the exact cost for any one jurisdiction and the only way to achieve a
definitive contract cost per household is to undertake a competitive bid process.
There are a number of contract elements that make up the LOS such as the service area, the
service frequency, collection methodology and so on. A matrix identifying the various
components has been developed for Council’s consideration along with possible levels of service
that when completed would form the basis for a RFP document for issuance to suitably qualified
contractors. The Decision Matrix is appended to this report. A competitive process will provide
greater cost certainty for should Council elect to petition residents whether or not a municipal
solid waste collection program would be supported.
The contract cost for collecting, transporting and tipping solid waste does not in itself equate to
the total annual household utility charge; in addition to the collection contract itself there will be
a contribution to a reserve, contract administration, as well as education and pilot projects costs
included in the annual per household charge.
Decision Matrix
There are a number of contract elements to be determined for inclusion into a RFP document,
ranging in scale and import. Significant issues include:
Collection Service Area
A compact collection area with good road connectivity will be more cost-effective than an
extended, poorly connected service area. Providing solid waste collection into low
density and rural areas will result in higher per household costs. Collection area
boundaries could range from the established Urban Development Boundaries, to the
area receiving recycling service, or to the entire City.
Voter Eligibility
Having decided upon the service area boundaries it will be necessary to determine who
will be eligible to participate in the approval process – whether it be limited to those
residents in the proposed collection area or if it should be a City-wide vote.
Frequency of Service
The frequency of collection – weekly garbage and organic waste collection, or bi-weekly
garbage and weekly organic pickup – will result in different cost structures. The norm in
the Region is for bi-weekly garbage and weekly organics collection.
Eligible Land Uses
The majority of municipal solid waste collection programs collect garbage and organics
from the curbside so that would include single family and townhouses. Collection from
apartment buildings generally requires a specific vehicle to lift the larger containers
although there are some municipalities that will include apartments as long as the solid
waste is collected in totes that can be emptied using standard vehicles.
Methodology
Automated collection allows for larger containers or totes and reduces the need for
additional crew but there may be higher vehicle costs, although over the contract these
may largely equal each other out.
These, and other considerations are noted in the Decision Matrix that is appended to this report.
Included in the matrix are recommendations based upon similar LOS in the Region and the goal
is that Council will indicate what LOS is supported that would then be incorporated into a RFP
document to secure definitive costing for seeking public support.
Upon determination of the level of service required the RFP will be prepared and issued by
September 15, 2016 with approximately four weeks for proponents to prepare and submit their
bids by October 15, 2016. It is expected that there will be negotiations with one or more of the
contractors with the per household costs confirmed by mid-November, 2016.
b) Desired Outcome:
The intent of reviewing the level of service and issuing the RFP is to secure actual costs for solid
waste collection in a defined area to enable residents to indicate their support for a municipal
solid waste collection system.
c) Citizen/Customer Implications:
Should the City implement a municipal solid waste collection program it is not expected that
those residents receiving the service would experience noticeable changes in their level of
service under the current user-pay system. One difference is that the current user-pay system
allows residents to set their individual collection frequency, and resultant costs to reflect their
specific needs while a municipal collection system the schedule will be standardized across the
entire service area.
Under the current user-pay system private contractors will collect solid waste from residents
regardless where they live in the City. Should the City implement a municipal collection system
to an area that is less than the entire City it is possible that those areas that would not be served
by a municipal collection system may not be able to secure service from a private hauler given
the reduced market share for the private contractors. It is envisaged that the area most likely to
be impacted is the rural area on the east side of City.
d) Interdepartmental Implications:
When canvassing staff from other municipalities across the Region it was noted that even when
the collection service is contracted out that there is an expectation from residents that they can,
and will contact City staff to address problems with their service. There will also be a need for
education programs, pilot projects, audits and should the City proceed with a municipal
collection system it is expected that there will be a need to provide administrative resources
either in Engineering or the Operations Departments.
The process to determine the level of public support for a municipal solid waste collection
program would be undertaken through the Clerks Department. This may be a s tandalone
process or it could be integrated with other issues for which Council wishes to determine the
level of public support. It is understood that a separate report from the Clerks Department to the
July 25, 2016 Workshop will address the public process as well as the specific issues to be
considered.
e) Business Plan/Financial Implications:
The City’s Financial Plan currently does not include any funding allocation for a solid waste
collection program. Should Council determine that a municipal collection system will be
implemented it will be necessary to create a Solid Waste Utility and accompanying bylaw to
administer the collection program.
Given the current private user-pay system the City currently has no labour resources committed
to contract administration. Should a municipal collection system be established it would be
necessary to allow for at least one additional staff member, with provision for a second if
needed. In discussions with staff from other municipalities in the Region, regardless of whether
it be in-house or contracted out service it was noted that garbage related issues from residents
are one of the highest call volumes received.
As previously noted, the exact costs to provide municipal curbside solid waste collection would
be determined through a public RFP process. The RFP will ascertain the contract cost but there
are other components to be considered – a utility reserve, contract administration, education,
pilot projects that would be included in the annual per household solid waste utility charge.
There would be a cost for the public approval process although this may vary depending if the
solid waste collection program is addressed individually or included with other initiatives that
Council is seeking public direction on.
f) Policy Implications:
As previously noted the implementation would of curbside solid waste collection would require
the establishment of a Solid Waste Utility and associated bylaw.
The cost for a consultant to develop the RFP and draft contract including legal review, is
estimated at $25,000. It is recommended that these funds be allocated to the project from the
Accumulated Surplus.
g) Alternatives:
The City may elect to retain the current user-pay private solid waste collection system.
CONCLUSIONS:
Should Council seek to elicit City residents level of support for a municipal solid waste collection
system the issuance of a RFP with established levels of service will provide accurate per household
costs for the established service area. Determining the contract cost, coupled with the
administrative costs will facilitate the determination of the annual per household utility charge.
“Original signed by David Pollock” “Original signed by Trevor Thompson”
Prepared by: David Pollock, PEng. Financial Trevor Thompson, BBA, CPA, CGA
Municipal Engineer Concurrence: Manager of Financial Planning
“Original signed by Frank Quinn”
Approved by: Frank Quinn, MBA, PEng.
General Manager: Public Works & Development Services
“Original signed by E.C. Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
DP:dp
Att: Appendix A
APPENDIX A
LOS DECISION MATRIX
OPTION A OPTION B OPTION C RECOMMENDATION COUNCIL
DECISION
1 Frequency of service Wkly Gar; Wkly
Org.
B-Wkly Gar; Wkly
Org.
B-Wkly Gar; B-Wkly
Org.
B
2 Service Area Overall City Area served by
RMRS
Urban Dev. Bdy. A or B
3 Voting Eligibility Service area only Entire City A
4 Collection System Automated Manual No preference A
5 Land Uses included All – S/F, T/H.
M/F
S/F; T/H S/F B
6 Totes – default size 120 litres 240 litres 360 litres B
7 Totes – supply &
maint.
Contractor City Resident A
8 Vehicles Regular Fuel Alt. Fuel - LNG;CNG B
9 Education City Contractor None A
10 Pilot Programs City Contractor None A
11 Large Item Pick-up 4 times P.A. 2 times P.A. None B
11 Hazardous Waste
Drop-off
Annual Bi-annual None A
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: July 25, 2016
and Members of Council FILE NO: 11-5460-06-20
FROM: Chief Administrative Officer MEETING: Workshop
SUBJECT: Traffic Calming Update
EXECUTIVE SUMMARY:
In December 2012 Council ratified the implementation of a draft Traffic Calming Policy (Policy) to
address the concerns of residents around traffic in their neighbourhoods. The Policy sets out a
number of steps to advance residents traffic concerns through a consistent process; firstly the
collection of data to determine if the traffic exceeds the thresholds for volume or speed, then
determining the level of community support before proceeding to the development of a traffic
calming plan in conjunction with a Neighbourhood Transportation Advisory Committee (NTAC),
which is comprised of area residents. When agreed to, the proposed plan proceeds to an Open
House for the overall neighbourhood to comment upon and if a majority of the neighbourhood
supports the proposal then the project will move to construction if funds are available, or funds
will be sought through the Financial Plan process.
There were three significant projects that were identified by Council in 2012 for consideration –
132 Avenue, from 216 Street to 232 Street; River Road, from 207 Street to Carshill Street; and
124 Avenue, from Laity Street to 216 Street. The 132 Avenue and River Road corridors are not
really typical candidates for traffic calming as intended in the Policy – they are both major
corridors so more of an exercise in corridor management. That said, the Policy worked very well
but it did take considerable time and effort to work through the options. For 132 Avenue there
were both short term and long term solutions agreed to, while for River Road there have been
significant challenges in trying to work within the existing road allowance as well as respecting
existing property accesses. 124 Avenue proceeded smoothly as that section was more of a
neighbourhood project, in line with the intent of the Policy.
There are currently 54 active traffic calming requests, of which 26 are underway. The time
required to work through the process can be frustrating for the residents but there are limited
resources to collect the data, undertake the analysis and then work with the residents.
Oftentimes the request for traffic calming is driven by an individual, or a small number of
residents and considerable time and effort can be spent at the front end of the process, with
differences in opinion over the validity of the data itself, the location where it was recorded or the
time of year. There have been occasions as well where staff have recorded and compiled the
data and then the neighbourhood does not support the traffic calming when surveyed.
In an effort to streamline the process and move the traffic calming requests through in a faster
manner, rather than the first step being the data collection, it is proposed that the process in the
current draft Policy be modified so that when a request is first received, the City sends out letters
to the neighbourhood asking them to contact the City to indicate their support for traffic calming.
If a majority does not support traffic calming then the process will terminate with notification to
the neighbourhood, but if they respond in the affirmative, then the process will proceed as usual,
starting off with data collection.
5.3
This is a minor change in light of the overall Policy but it is expected to improve turnaround of
traffic calming queries and enable staff to focus on projects where there are concerns over
detrimental traffic patterns in a neighbourhood.
On 123 Avenue, from 203 Street to Laity Street, a series of traffic calming measures were
incorporated into a concept for the corridor that would assist in moderating traffic speeds.
Through that process the notion of constructing dedicated uni-directional cycle tracks along the
roadway on both sides was identified, the benefit being the provision of enhanced cycling
facilities, especially for those residents that are interested in cycling but less confident on
roadways. Constructing the cycle tracks would achieve all the goals of the traffic calming
initiative and would provide an excellent cycling facility that would then link to the bi-directional
cycle track on 203 Street that extends south to Dewdney Trunk Road. The construction of the
cycle tracks will eliminate on-street residential parking along the corridor, although an off-street
parking lot fronting Volker Park has been identified as compensation, at least for the residents
around the park. The eliminating of on-street parking impacts most of the section of 123 Avenue
between 203 Street and 206 Sreet.
The purpose of this report is threefold: to seek Council’s support for the minor revision to the
draft Policy, with the goal of reducing the turnaround time for requests ; to update Council on
selected traffic calming projects underway; and to determine Council’s support for the
contemplated dedicated cycle tracks on 123 Avenue from 203 Street to Laity Street.
RECOMMENDATIONS:
THAT the draft Traffic Calming Policy be amended to seek public approval for consideration of
neighbourhood traffic calming prior to commencing data collection; and
THAT the development of dedicated cycle tracks along the 123 Avenue corridor from 203 Street
to Laity Street be supported for consideration in future Financial Plan deliberations.
DISCUSSION:
a) Background Context:
Draft Traffic Calming Policy
A Neighbourhood Traffic Management Practice was developed in 2004 to guide traffic
calming requests that in 2012 was replaced by a draft Traffic Calming Policy.
The Policy sets out a consistent process to advance residents traffic concerns; firstly, data is
collected to determine if the traffic exceeds the thresholds for volume or speed, then staff
determine the level of community support before proceeding to the actual development of a
traffic calming plan in conjunction with a Neighbourhood Transportation Advisory Committee
(NTAC), which is comprised of area residents, that when agreed to then proceeds to an Open
House for the overall neighbourhood to comment upon. The area residents vote on the
proposed plan and if a majority support the proposal then the project will move to
construction if funds are available, or funds will be sought in the Financial Plan.
There are over 54 sites in the City where residents have submitted traffic calming requests.
The draft Policy has been shown to be effective in engaging the residents and working
through to a solution that is supported by the overall neighbourhood. The one drawback is
the amount of time to work through the process of data collection, establishing
neighbourhood support, developing a plan and securing majority support. On large projects
such as 123 Avenue or River Road, given the scale these projects can take considerable
time and effort to work around constraints such as road allowance and access, or having to
develop both interim traffic calming improvements as well as ultimate layouts.
In an effort to streamline the process and move the traffic calming requests through in a
faster manner, rather than the first step being the data collection it is proposed that the
process in the current draft Policy be modified so that when a request is first received, the
City send out letters to the neighbourhood asking them to contact the City to indicate their
support for traffic calming. If a majority does not support traffic calming then the process will
terminate with notification to the neighbourhood but if they respond in the affirmative then
the process will proceed as usual.
Traffic Calming Project Overview
There are a large number of requests – over 54 - that are at various stages of the traffic
calming process. It is hoped that the small revision to the Policy will assist staff in resolving
the approximately 26 requests currently underway and moving on to pending projects.
A scan of the existing traffic calming requests indicate that the majority of requests come
from residents in established neighbourhoods as opposed to developing areas which would
seem to reflect the continual growth in the community.
Select Projects
There are number of large scale projects that dominate the traffic calming program that are
all at different stages in the process and a number are highlighted for information:
132 Avenue (216 Street to 232 Street)
132 Ave is an arterial roadway, therefore this project was more about management of
traffic along the corridor. An interim solution was developed and constructed that
entailed the construction of a post and rail fence as well as a multi -use pathway. An
ultimate solution entailing re-alignment of the roadway as well as physical deflections
has been developed as a concept for consideration in the Financial Plan but the costs
are significant including land acquisition and drainage improvements.
River Road (207 Street to Laity Street)
Another corridor management project, a concept was developed and supported by the
community that included the construction of a series of traffic cir cles along the corridor.
Considerable time and effort has been expended by staff trying to resolve driveway
access concerns as well as fitting the circles in the existing road allowance. Staff have
been able to modify the traffic circle layouts to accommodate them within the existing
road allowance and to maintain existing driveway accesses. The revised solution will be
brought to the NTAC in August and assuming the NTAC is supportive then the detailed
design and construction will commence, utilizing funding already in the Financial Plan.
124 Avenue (Laity Street to 216 Street)
This project was completed in a relatively short time, and it is more in line with the intent
of neighbourhood traffic calming – a short, well-defined section of road on which speed
humps were installed. Feedback from residents on the street has been positive.
228 Street (Abernethy Way to 128 Avenue)
This project did not proceed past the analysis stage. The measured speeds were in
excess of the threshold but the neighbourhood did not support the consideration of
traffic calming measures in the neighbourhood.
123 Avenue (203 Street to Laity Street)
Another large project, but through working with the NTAC the City was able to secure
support for the installation of traffic calming measures along the corridor such as bulb-
outs, relocating crosswalks and so on. Through the course of the process a concept for
constructing dedicated uni-directional cycle tracks along the roadway on both sides was
developed. The construction of the uni-directional cycle tracks would greatly enhance the
cycling experience, especially for those riders who are interested in cycling but less
confident as well as younger riders. Constructing the cycle tracks would achieve all the
goals of the traffic calming initiative but would provide an excellent fac ility that would
then link to the bi-directional cycle track on 203 Street that extends south to Dewdney
Trunk Road.
The drawback to the cycle tracks is the loss of on-street parking – on 123 Street this is
most keenly felt at the west end, from 203 Street to 206 Street, and as for the
remainder, there is limited parking at least on one side of the street. A concept has been
developed for an off-street parking lot fronting Volker Park that would assist in this
section of 123 Avenue.
Constructing the cycle tracks would require additional funds – the estimate for the traffic
calming measures utilizing bulb-outs is approximately $300,000 while the dedicated
cycle track option is estimated to be approximately $850,000. Should Council support
the development of dedicated cycle tracks, these costs would then be included in future
Financial Plans for Council’s consideration.
123 Avenue (Laity Street to 216 Street)
This section of 123 Avenue is both a bus route and a bicycle route but currently has no
sidewalks or drainage and the road allowance is quite narrow. A concept design that
provides traffic calming while maintaining some on-street parking has been developed.
The bicycle facility will be re-routed onto 124 Avenue. There will be some low-cost
improvements installed as a temporary measure including a traffic circle and this project
will be coming forward for consideration in the upcoming Financial Plan deliberations.
b) Desired Outcome:
The goal of the Traffic Calming Policy is to develop safe neighbourhood roadway
environments that contribute to community liveability and quality of life for residents.
c) Citizen/Customer Implications:
Residents may raise concerns around excessive speeding or traffic volumes in their
neighbourhoods that can impact livability, and rightly so. The goal is to provide a framework
for residents to voice their concerns, confirm if there is a problem and assist in the
development of a solution that addresses the root cause and is supported by the
neighbourhood.
d) Interdepartmental Implications:
The Engineering and Operations Departments work collaboratively on developing and
implementing traffic calming solutions and both design and construction of the works may be
undertaken in-house, depending upon the scale of the project.
e) Business Plan/Financial Implications:
Certain projects, such as River Road are included in the current Financial Plan. As new
projects are identified a project scope and costing will be developed for consideration in
upcoming budget deliberations.
f) Policy Implications:
The Traffic Calming Policy developed in 2012 is still considered a draft, to be tested on a
number of projects. It is recommended that a minor revision be included and ground -truthed
on a number of traffic calming requests and if successful then the Policy be presented for
endorsement by Council.
g) Alternatives:
The current draft Traffic Calming Policy is a comprehensive document that lays out a clear
defined process for addressing neighbourhood traffic calming concer ns. The intent of the
proposed revision is to assist in processing requests in a more expeditious manner but the
existing Policy could be retained as is.
CONCLUSIONS:
Residents are quite rightly concerned about the livability of their own neighbourhood and
ongoing growth can bring changes that are seen as a detriment to their enjoyment of the
community. The Traffic Calming Policy sets out a clear process to deal with resident concerns
that seeks to identify and remedy the root cause with measures that are appropriate for that
street given its classification and place in the overall road transportation network.
“Original signed by David Pollock”
Prepared by: David Pollock, PEng.
Municipal Engineer
“Original signed by Frank Quinn”
Approved by: Frank Quinn, MBA, PEng.
General Manager: Public Works & Development Services
“Original signed by E.C. Swabey”
Concurrence: E.C. Swabey
Chief Administrative Officer
DP:dp
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