HomeMy WebLinkAbout2018-05-01 Workshop Agenda and Reports.pdf
City of Maple Ridge
1. ADOPTION OF THE AGENDA
2. ADOPTION OF MINUTES
2.1 Minutes of the March 27, 2018 and April 3, 2018 Council Workshop Meetings
3. PRESENTATIONS AT THE REQUEST OF COUNCIL
4. UNFINISHED AND NEW BUSINESS
4.1 BC Hydro Presentation– Discussion on Water Licence Renewal Application and
Process
Maureen DeHaan, Technical Strategic Principal, BC Hydro
4.2 Ridge Meadows Division of Family Practice Presentation - Recruitment and
Retention of Family Physicians
Treena Innes, Executive Director, Ridge Meadows Division of Family Practice
Dr. Bob Harrison
Dr. Kandas Gounden
Dr. Virinder Bhatti
COUNCIL WORKSHOP AGENDA
May 1, 2018
6:00 p.m.
Council Chambers, 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
May 1, 2018
Audit and Finance Committee Meeting 5:00 p.m.
Council Workshop Agenda
May 1, 2018
Page 2 of 2
4.3 Strategic Property Management Presentation
Lino Siracusa, Manager of Economic Development
4.4 Detached Garden Suite Program Review: Pilot Project Process
Staff report dated May 1, 2018 recommending that staff proceed with the
Detached Garden Suite Pilot Project Process as outlined in this report.
4.5 Whonnock Lake Centre Operating Model
Staff report dated May 1, 2018 recommending that staff be directed to update the
Fees and Charges Bylaw to reduce off-season wedding rates for Whonnock Lake
Centre.
5. CORRESPONDENCE
6. MAYOR AND COUNCILLORS’ REPORTS
7. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL
8. MATTERS DEEMED EXPEDIENT
9. ADJOURNMENT
Checked by: ___________
Date: ________________
2.0 Minutes
2.0
City of Maple Ridge
COUNCIL WORKSHOP MINUTES
March 27, 2018
The Minutes of the City Council Workshop held on March 27, 2018 at 5:30 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 P. Gill, Chief Administrative Officer
Councillor B. Masse D. Boag, Acting General Manager of Parks, Recreation &
Councillor G Robson Culture
Councillor T. Shymkiw F. Quinn, General Manager Public Works and Development
Councillor C. Speirs Services
T. Thompson, Interim Director of Finance
ABSENT L. Benson, Manager of Legislative Services
Mayor N. Read Other Staff as Required
Councillor K. Duncan D. Pollock, Municipal Engineer
Note: These Minutes are posted on the City Web Site at www.mapleridge.ca
Note: Councillor Shymkiw chaired the meeting in the absence of Mayor Read.
1. ADOPTION OF THE AGENDA
R/2018-158
It was moved and seconded
That the agenda of the March 27, 2018 Council Workshop Meeting be
adopted as circulated.
CARRIED
2. MINUTES
R/2018-159
It was moved and seconded
That the minutes of the Council Workshop Meeting of February 20, 2018
and March 6, 2018 be adopted as circulated.
CARRIED
Council Workshop Minutes
March 27, 2018
Page 2 of 4
3. PRESENTATIONS AT THE REQUEST OF COUNCIL – Nil
4. UNFINISHED AND NEW BUSINESS
4.1 TransLink – Proposed Lougheed Highway B-Line
Sarah Ross, Director of System Planning, TransLink
Brian Soland, Senior Planner, TransLink
The Director of System Planning, TransLink, gave a PowerPoint presentation
providing the following:
Outline of TransLink projects
Information on the implementation of the Lougheed Highway B-Line and
the Maple Ridge Pitt Meadows Area Transport Plan including:
o Consultation timeline for both projects
o Objective of the Area Transport Plan
o Overview of key components of the Area Transport Plan
o Mayors’ 10-Year Vision for B-Lines across the region
o Importance of the B-Line Corridor, special elements of the
proposed line, proposed stops and the alignment in Maple Ridge
o Proposed improvements in speed and reliability
o Breakdown of issues being consulted on and promotion of the
consultation process and events
4.2 Albion Dyking District and Maple Ridge Road 13 Dyking District Status Update
Staff report dated March 27, 2018 providing information on the status of the
Albion Dyking District and the Maple Ridge Road 13 Dyking District.
The Municipal Engineer gave a PowerPoint presentation providing the
following:
Background and information on existing Lower Mainland dykes
Outline of the Lower Mainland Flood Management Strategy phases
History and current status of the four dyking districts in Maple Ridge -
Tretheway-Edge, Albion, Maple Ridge Road 13 and Maple Ridge Pitt
Meadows
Information on the standards for dyke construction and maintenance
Highlights of a study done by the Provincial Government on the effects of
sea level rise and climate change on the Fraser River flood scenarios
Summary of proposed transfers of the Albion Dyking District and Maple
Ridge Road 13 Dyking District from the Provincial Government to the City
of Maple Ridge
Possible steps for the City of Maple Ridge for the upgrading of local dykes
Council Workshop Minutes
March 27, 2018
Page 3 of 4
5. CORRESPONDENCE
5.1 Upcoming Events
April 4, 2018
8:00 a.m.
Innovation in Emerging Cities – The ACT, Maple Ridge, BC
Organizer: City of Maple Ridge
April 9, 2018
12:00 p.m.
Humans of Maple Ridge – The ACT, Maple Ridge, BC
Organizer: Maple Ridge Opioid Overdose Response Task Group
April12, 2018
7:30 a.m.
CivX 2018 – Morris J. Wosk Centre for Dialogue, Asian Pacific
Hall, 580 W. Hastings Street, Vancouver, BC
Organizer: Civic Info BC
April 21, 2018
10:00 a.m.
Celebrate Earth Day – Memorial Peace Park, Maple Ridge, BC
Organizer: Ridge Meadows Recycling Society
April 28, 2018
9:00 a.m.
Council of Councils – The Westin Wall Centre, 3099 Corvette
Way, Richmond, BC
Organizer: Metro Vancouver Board
6. MAYOR’S AND COUNCILLORS’ REPORTS
Councillor Speirs
Councillor Speirs participated in the opening of the Film Festival. He attended
a Pot Luck event hosted by the Historical Society, an information session on
the Pitt Meadows Airport hosted by the City of Pitt Meadows and a meeting of
the Maple Ridge Pitt Meadows Municipal Advisory Committee on Accessibility
and Inclusiveness. Councillor Speirs also attended a forum on Poverty
Reduction, a Repair Café event, a modular housing information session, a
Metro Vancouver Utilities Committee meeting and a Multi-cultural Society
Meet and Greet.
Councillor Masse
Councillor Masse referred to Work BC and Fraser Health and their
collaboration to help persons find employment.
Councillor Bell
Councillor Bell attended the modular housing information session. She asked
whether BC Housing would be able to present to Council on the proposals.
Councillor Robson
Councillor Robson commented on the modular housing information session
and the impact of the proposals put forward by BC Housing on the community.
Council Workshop Minutes
March 27, 2018
Page 4 of 4
7. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL – Nil
8. MATTERS DEEMED EXPEDIENT – Nil
9. ADJOURNMENT - 7:40 p.m.
_______________________________
N. Read, Mayor
Certified Correct
___________________________________
L. Benson, Corporate Officer
City of Maple Ridge
COUNCIL WORKSHOP MINUTES
April 3, 2018
The Minutes of the City Council Workshop held on April 3, 2018 at 6:00 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
Mayor N. Read F. Quinn, Acting Chief Administrative Officer and General
Councillor K. Duncan Manager Public Works and Development Services
Councillor B. Masse K. Swift, General Manager of Parks, Recreation & Culture
Councillor G Robson T. Thompson, Interim Director of Finance
Councillor T. Shymkiw L. Benson, Manager of Legislative Services
Councillor C. Speirs Other Staff as Required
D. Boag, Director of Parks and Facilities
ABSENT L. Zosiak, Planner 2
Councillor C. Bell
Note: These Minutes are posted on the City Web Site at www.mapleridge.ca
1. ADOPTION OF THE AGENDA
R/2018-188
It was moved and seconded
That the agenda of the April 3, 2018 Council Workshop Meeting be adopted
as circulated.
CARRIED
2. MINUTES – Nil
3. PRESENTATIONS AT THE REQUEST OF COUNCIL – Nil
Council Workshop Minutes
April 3, 2018
Page 2 of 4
4. UNFINISHED AND NEW BUSINESS
4.1 Parks & Recreation Facility Infrastructure Project Updates
David Boag, Director of Parks & Facilities
The General Manager of Parks, Recreation & Culture introduced the topic.
The Director of Parks & Facilities gave a PowerPoint presentation providing
the following information:
Delivering on the City’s various plans and projects
New infrastructure projects: Merkley Park/Karina Leblanc Field;
Leisure Centre Pool & Lobby improvements; Albion Community Centre;
Thomas Haney/Telosky Stadium Fields; Additional Ice Sheet; MRSS
Track Facility improvements; Hammond Community Centre renovation;
Silver Valley Neighbourhood Gathering Places; Whonnock Canoe &
Kayak Facility Upgrades
Karina Leblanc Public Art
Other major capital projects
Efficiencies & Opportunities
Timelines & Resources
4.2 BC Housing Offer of Existing House on Royal Crescent
Staff report dated April 3, 2018 recommending that staff be directed to
accept the Mussallem Residence for relocation to the Maple Ridge Cemetery,
on the condition that BC Housing provide sufficient funds for such move, and
to restore, service and repurpose the building as outlined in “BC Housing Offer
of Existing House on Royal Crescent” dated April 3, 2017.
The General Manager of Parks, Recreation & Culture introduced the topic and
reviewed the staff report.
R/2018-189
It was moved and seconded
That staff be directed to accept the Mussallem Residence for relocation to the
Maple Ridge Cemetery, on condition that the funds provided by BC Housing
are sufficient to move, restore, service and repurpose the building, as outlined
in the report titled “BC Housing Offer of Existing House on Royal Crescent”,
dated April 3, 2018; and
That should BC Housing not provide the necessary funds to move, restore,
service and repurpose the building that the offer be respectfully declined.
CARRIED
Council Workshop Minutes
April 3, 2018
Page 3 of 4
4.3 2018 Local Government Election Approach and Budget
Staff report dated April 3, 2018 recommending that staff enhance voting
opportunities in the 2018 Local Government Election beyond those of 2014,
that a City-wide mail-out with election information be contracted and that
funding for enhancements be allocated from accumulated surplus.
The Corporate Officer reviewed the staff report. She gave a PowerPoint
presentation providing the following information:
Voting opportunities in 2014 for advanced voting and voting on
election day
Proposed voting opportunities in 2018 for advanced voting and voting
on election day
Map of proposed 2018 voting places
R/2018-190
It was moved and seconded
That staff enhance voting opportunities in the 2018 Local Government
Election beyond those of 2014 by: a) doubling advance voting opportunities
from six to twelve; b) extending all voting opportunities to span from 8:00 am
to 8:00 pm; and c) introducing Sunday advance voting; and
That a City-wide mail-out be contracted, providing citizens with election
information, and further,
That $19,000 be allocated from accumulated surplus to fund these election
enhancements.
CARRIED
5. CORRESPONDENCE
5.1 Upcoming Events
April 6, 2018
4:00 p.m.
Chief and Council Inauguration – 19700A Salish Road, Pitt
Meadows, BC
Organizer: Katzie First Nation
April 21, 2018
6:00 p.m.
Celebrate Local Culinary Arts Students – Thomas Haney
Secondary, Maple Ridge, BC
Organizer: BC Agriculture in the Classroom Foundation
Council Workshop Minutes
April 3, 2018
Page 4 of 4
6. MAYOR’S AND COUNCILLORS’ REPORTS – Nil
7. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL - Nil
8. MATTERS DEEMED EXPEDIENT - Nil
9. ADJOURNMENT - 7:07 p.m.
_______________________________
N. Read, Mayor
Certified Correct
___________________________________
L. Benson, Corporate Officer
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City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: May 1, 2018
and Members of Council FILE NO: 2017-360-RZ
FROM: Chief Administrative Officer MEETING: Workshop
SUBJECT: Detached Garden Suite Program Review: Pilot Project Process
EXECUTIVE SUMMARY:
Detached Garden Suites (DGS) are currently permitted in Maple Ridge through regulations in the
Zoning Bylaw. In August 2016, Council directed a review of the DGS and Secondary Suites (SS)
regulations in an effort to expand and encourage the construction of more units. This review has
been underway since the Fall of 2017 and a number of potential expansion options are being
explored.
At the February 6, 2018 Council workshop, the outcomes of a public consultation process on
potential expansion of the SS and DGS regulations were presented, including the community’s
feedback on several possible options. During this workshop, Council directed that staff provide
information on pilot projects to:
Allow a Secondary Suite and DGS on the same lot;
Allow a DGS size to be a minimum of 20.3 m2 (219 ft2); and
Allow a DGS size to be up to 140m2 (1500 ft2) or 15% of the lot area, whichever is less.
A pilot project suggests the creation of tangible examples and in order to provide this for each of
the above, interested private property owners would need to be brought into this project. In order
to facilitate such a pilot project, the following steps are needed:
1. Identification of property owners interested in constructing a DGS unit as described in one
of the above configurations;
2. Council adoption of a Zoning Bylaw text amendment for each pilot project property.
To help inform Council’s understanding of the proposed pilot projects, between steps 1 and 2
above, an interim step is proposed to prepare a “Look-Book” document which will provide initial
conceptual DGS images of what each pilot project would look like if constructed. For each
property, the Look-Book document will contain site information, a site plan, and abstract images
of a future DGS unit. The intent is to compile concepts for approximately 5-10 existing single-
family properties with information that can be used to inform Council’s decisions regarding each
pilot project Zoning Bylaw amendment. Prior to proceeding with Zoning Bylaw text amendments,
the Look-Book will be presented to Council for endorsement.
The Look-Book is a booklet with a collection of site information, site plans, and abstract images
that will be produced for each property.
- 2 -
Property owners selected for the DGS pilot project must agree to proceed with preparing building
permit plans and obtaining permit approvals upon Council endorsement of the Look-Book and
subsequent adoption of a Zoning Bylaw text amendments.
This report presents an outline and process for a DGS pilot project.
RECOMMENDATION:
THAT staff be directed to proceed with the DGS Pilot Project Process, outlined in the report titled,
DGS Program Review: Pilot Project Process, dated May 1, 2018.
1.0 BACKGROUND:
While DGS units are currently permitted in Maple Ridge, through Zoning Bylaw regulations, an
exploration into the expansion of these regulations is currently underway. The review of SS and DGS
regulations was initialized at the August 29, 2016 Council workshop, wherein Council directed staff
to look into expanding these programs. A scoping report for the SS review was presented to Council
on September 19, 2017 and the DGS scoping report was presented on October 3, 2017. Each of
these reports included an outline for a public consultation process and received Council
endorsement.
Public consultation commenced in November 16, 2017 with a DGS stakeholder workshop, followed
by a public open house for SS and DGS on November 25, 2017. The open house included a
questionnaire requesting the community’s input on several potential options for expanding the SS
and DGS regulations. The questionnaire was made available online after the open house event for
approximately three weeks.
The outcomes of the public consultation were presented at Council Workshop on February 6, 2018.
At that meeting, Council directed staff as follows:
1. Provide information on pilot projects to:
a. Allow a Secondary Suite and DGS on the same lot;
b. Allow a DGS size to be a minimum of 20.3 m2 (219 ft2); and
c. Allow a DGS size to be up to 140m2 (1500 ft2) or 15% of the lot area, whichever is less.
2. Undertake further research and report back to Council on:
a. Allowing a Secondary Suite in all single-family residential zones;
b. Allow a Secondary Suite within a Duplex unit (RT-1 zone);
c. Allowing a DGS in all single-family residential zones;
d. Allowing flexibility in siting a DGS on a lot;
e. Allowing 2-storey units and units above a garage in all DGS zones;
f. Allowing Tiny Homes as a permanent DGS structure;
g. Allowing Tiny Homes as a temporary DGS structure; and
h. Removing owner-occupancy requirement for Secondary Suites and DGS.
- 3 -
3. Undertake interdepartmental/stakeholder processes to:
a. Review the building permit application process; and
b. Develop an approach for creating pre-approved DGS building permit plans.
Council direction for information on pilot projects (in item 1 above) and the creation of pre-approved
DGS building permit plans (item 3(b) above) are discussed in this report. Subsequent reports will
come forward to Council at a later date to discuss undertaking further research on DGS expansion
options under item 2 above and a process to review the building permit application process under
item 3(a) above.
2.0 DISCUSSION
The aim of the proposed DGS pilot project is to enable built DGS units on existing single-family
properties to create tangible examples of a:
Secondary Suite and DGS on the same lot;
DGS between 20.3 m2 (219 ft2) and 36m2 (388 ft2); or
DGS up to 140m2 (1500 ft2) or 15% of the lot area, whichever is less1.
Given that the intent of a pilot project is to limit a regulatory opportunity and not have it broadly
available at the outset, it will be necessary to identify a small number of specific single-family
property owners who are interested in building one of the above and the adoption of text
amendments to the Zoning Bylaw for each pilot project property.
One additional step proposed to be integrated early on in the pilot project is the compilation of a
Look-Book document that contains a conceptual design for each property selected. The intent of
creating a Look-Book prior to DGS construction is to provide a common viewpoint early in the process
of how the units will appear on site and within the neighbourhood context, thereby enabling Council
to make a more informed decision on Zoning Bylaw text amendment approvals. It should be noted
that full DGS designs, that indicate building style, siding, and colour, will not be provided with the
conceptual Look-Book designs as property owners will undertake such efforts later within their own
DGS design process.
________________________________________________
1 Note that under current regulations, DGS units are permitted to be a minimum size of 37m2 (398 ft2) to a
maximum size of 90m2 (968 ft2), or 10% of the lot area, whichever is less.
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2.1 DGS Pilot Project Process
The proposed process for a DGS pilot project is mapped out in the diagram below.
* Council consideration required
Through the process outlined above, it will be important to document the experience of the property
owners involved as well as identify lessons learned to help inform a future expansion of the DGS
regulations. Additionally, feedback from neighbours of the pilot project properties will be sought
throughout the process.
2.2 Steps in Process
2.2.1 Identifying Pilot Project Properties
The public consultation process for SS and DGS in November 2017 generated substantial interest
within the community and since February 2018 when the report on outcomes went to Council,
several property owners have put forward their names and contact information for any upcoming
pilot project opportunities. However, most of these property owners live on large lots and are
interested in constructing a 140m2 (1500 ft2) DGS unit. As such, more advertising will be needed
to create pilot project examples that include providing DGS examples on a variety of lot sizes and
using different construction or design techniques. Advertisements can be placed in the Maple
Ridge Times newspaper, posted on the Maple Ridge website, FaceBook page, and Twitter, as well
as drafting emails to property owners who participated in the public consultation and requested to
be kept updated on progress of the SS and DGS review process. Where possible, property owners
will be encouraged to talk with their neighbours early in the process and discuss their intentions
for DGS construction.
It is anticipated that between 5 to 10 property owners may be needed to demonstrate the various
permutations resulting from differences in site configurations, topography and servicing
requirements. This will ensure that if one or two property owners are unable to meet their
commitment of potential future DGS construction, other examples will help fill the void.
Additionally, property owners may choose different forms of construction, such as wood-framed or
Identify
Interested
Property
Owners
Meet with
Property
Owners on
potential pilot
projects
Select and
confirm pilot
project
properties
Prepare
Look-Book
Council
endorsement*
of Look-Book
document
1st & 2nd
Reading* of
Zoning Bylaw
text
amendments
Forward
amending
bylaw to Public
Hearing
Public
Hearing &
3rd Reading*
of Bylaw
amendments
Deadline set
for receipt of
Building Permit
applications
Property
owners
prepare and
submit BP
applications
Final
Reading* of
Zoning Bylaw
text
amendments
Building Permit
approvals
obtained by
property
owners
Property
owners
construct Pilot
Project DGS
units
Completion
of pilot
project DGSs
Interim
Occupancy
provided to
DGS pilot
project units
Council and
Community
DGS Tours
Tours
scheduled for
approx 2
months
Final
Occupancy for
DGS property
owners
Propose
Expansion of
DGS
Regulations
In alignment
with DGS pilot
project options
and Look-Book
concepts
May 2018 July 2018 Fall 2018 June 2018 Spring 2019
- 5 -
modular, which will provide different forms and styles for other property owners to view and
consider for their own future DGS project.
Planning, Building, and Engineering staff will form a selection committee to identify a short-list of
candidates and then meet with prospective DGS pilot project property owners to confirm who will
participate. Once property owners are identified for each of the three DGS pilot project options2,
commitments will be secured through a Letter of Agreement along with a fee (up to $1,000) to
cover costs for creating the Look-Book concepts. Additionally, each DGS pilot project property
owner will be required to enter into a housing agreement to secure commitments made during the
pilot project, such as preparing building permit plans at their own expense and then gifting the
plans to the City. Each housing agreement will be created by bylaw and requires Council
consideration and approval. These plans could then be made available for future use by property
owners, as pre-approved building permit plans, if the Zoning Bylaw regulations are amended to
incorporate the pilot project options for all eligible properties.
2.2.2 Preparing the Look-Book Concepts
The Look-Book visual concepts are intended to establish a shared understanding of what
expanded options for DGS developments may look like in terms of integration with existing
development on the site and within the neighbourhood. It is anticipated that once pilot project
properties are selected, it will take approximately one month for the Look-Book to be completed
and brought to Council for consideration and endorsement. Look-Books are commonly used in the
fashion industry to illustrate a product through a collection of photos. Staff are proposing to
expand this concept to clearly show an expanded DGS program in a form that is easily understood
by all.
Small Housing BC (SHBC) has been working with City staff on the SS and DGS program review and
they have offered their expertise to create the Look-Book for this pilot project. For each pilot
project property selected, the Look-Book will contain a:
Profile of property owners that includes what the DGS pilot project means for them;
Description of the neighbourhood context;
Site conditions, showing the lot dimensions, topography, existing access, parking,
buildings and servicing;
Site plan, showing footprint for infill development, including any new accesses for
walkways and parking;
Outline of servicing requirements, including water, storm, and sanitary;
Conceptual elevations of DGS unit, including views adjacent to existing buildings on site
and from neighbouring properties; and
Projected costs for building foundation, site servicing, and construction.
________________________________________________
2 1) SS and DGS on one lot; 2) Minimum size DGS of 20.3m2 (219 ft2); 3) Maximum size DGS of 140m2 (1500 ft2).
- 6 -
It is possible that a property owner may propose an alternative or variation to the 3 pilot project
examples directed by Council (being the SS & DGS; smaller DGS, and larger DGS). For example,
along with several inquiries received, property owners have expressed interest in a two-storey
140m2 (1500 ft2) DGS, to enable construction over a garage and preserve more yard space.
Additionally, inquiries have been received regarding allowing a DGS with a crawl space for
storage. It should be noted that these options may be included in the Look-Book as additional
possible pilot project examples, as property owners are aiming to create an accessory dwelling
unit that meets their needs. If this is the case, it should be noted that Council will have an
opportunity to review and comment on the concepts of any new options prior to proceeding to 1st
and 2nd Reading of the text amendment bylaw.
A draft of the Look-Book will be provided to neighbouring property owners of the pilot project
properties with an invitation to forward any comments and attend the public hearing for the text
amendment bylaw.
A final element of the Look-Book is that it can become a living document, whereby as the DGS
pilot project concepts evolve, if approved and permitted, the Look-Book can be equally expanded
upon. Staff will investigate opportunities to expand the Look-Book at the end of the process with
final design drawings and costing figures for each of the pilot projects.
2.2.3 Text Amendments to Zoning Bylaw
Upon Council endorsement of the completed Look-Book concepts, various text amendments to
the Zoning Bylaw for the pilot project properties will be brought to Council for 1st and 2nd Readings
with a recommendation that the amending bylaws be forwarded to Public Hearing. The text
amendment bylaws are necessary to enable the Look-Book conceptual examples to be
constructed on the pilot project properties.
If Council grants 1st and 2nd Readings to each text amendment bylaw, it is anticipated that the
bylaw will be scheduled for the July 2018 public hearing making Council consideration of 3rd
Reading possible before August.
2.2.4 Housing Agreement Bylaws
A housing agreement bylaw will be required for each pilot project property (as is currently required
with all DGS building permit applications) that will include the property owner’s agreement to
various conditions including:
The timely preparation and iteration, at the property owner’s cost, building permit plans
submitted to the City for review and approval;
Adherence to strict deadlines in order to process all housing agreement and text
amendments concurrently;
Subject to copyright interests, approved building permit plans to be gifted to the City for
potential future use as pre-approved DGS plans;
Commencing construction of the DGS immediately upon adoption of the text amendment
to the Zoning Bylaw and building permit issuance with the aim to have all DGS pilot
projects completed at roughly the same time;
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Allowing tours of the constructed DGS for Council and the community for approximately
two months prior to receiving final occupancy;
Use of images and their story in ongoing web and print media to further showcase the
pilot project outcomes.
The housing agreement bylaws will be brought to Council for 1st and 2nd Reading along with the
text amendment bylaw.
2.2.5 Preparation of Building Permit Plans and Final Reading of Bylaws
After 3rd Reading of the text amendment bylaws and the respective housing agreement bylaws,
pilot project property owners will be asked to begin preparation of their building permit plans. All
costs related to preparation of building permit plans will be the respons ibility of the property
owners.
When the Building Department is ready to issue building permits for the DGS pilot project units, a
report will be prepared for Council recommending Final Reading of the text amendment bylaws
and the housing agreement bylaws.
2.2.6 DGS Pilot Project Tours and Expansion of DGS Regulations
As discussed in Section 2.2.4 above, staff and property owners will host Council and community
tours of the newly constructed DGS prior to receiving final occupancy of the unit. It is anticipated that
approximately two months will be sufficient to enable Council and all other interested parties to view
and experience the structure on the site and within the neighbourhood setting.
Once the tours are complete, a final report to Council on the outcomes of the DGS pilot project will
be prepared and include:
Update Look-Book designs and costing information;
Feedback on the experience and outcomes for pilot project property owners;
Feedback received from neighbours on the completed units;
Lessons learned through the pilot project process;
A recommendation on proceeding with an expansion of the DGS regulations to fully
incorporate the pilot project options into the Zoning Bylaw.
3.0 INTERDEPARTMENTAL IMPLICATIONS
Throughout the DGS pilot project process, Planning staff will be working closely with the Building and
Engineering Departments as a working committee. This working committee will initially review and
select pilot project properties and continue to meet to discuss Look-Book information and comment
on concepts for the first and final drafts. Additionally, the Fire Department will likely be involved in
review of the Look-Book concept plans.
4.0 FINANCIAL IMPLICATIONS
It is anticipated that the Look-Book portion of the project will cost $5,000 to prepare, graphically
layout and complete and it is intended that the property owners participating in the pilot project will
pay a fee (up to $1,000) to cover the costs of creating this document. As a City initiated process,
property owners will not be required to pay the text amendment fee ($1,913.00) or the public
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hearing fee ($882.00), but will be required to pay for preparing and erecting the signage on their
property, as per the City’s Development Sign Policy 6.21, for Zoning Bylaw amendments.
5.0 CONCLUSION:
The proposed DGS pilot project process is intended to provide tangible built examples of the three
DGS options Council is considering for expansion of the SS and DGS regulatory program. The pilot
project and its Look-Book documentation will enable Council and the community to see and
experience the three DGS options under discussion from concept to completion.
It is intended that the outcomes of the DGS pilot project will be compiled in a report to Council along
with recommendations on proceeding with expansion of the SS and DGS regulations within the
Zoning Bylaw. If expansion of the SS and DGS program is approved, the Look-Book concepts and
DGS pilot projects will continue to serve as examples and ideally help generate interest and
increased uptake in DGS construction.
“Original signed by Lisa Zosiak”
_______________________________________________
Prepared by: Lisa Zosiak, MRM, MCIP, RPP
Planner
“Original signed by Christine Carter”
_______________________________________________
Approved by: Christine Carter M.PL., MCIP, RPP
Director of Planning
“Original signed by Frank Quinn”
_______________________________________________
Approved by: Frank Quinn, MBA. P.Eng
GM: Public Works & Development Services
“Original signed by Paul Gill”
_______________________________________________
Concurrence: Paul Gill, CPA, CGA
Chief Administrative Officer
REPORT: Whonnock Lake Centre Operating Model Page 1 of 3
Date: May 1, 2018
City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: May 1, 2018
and Members of Council DOC NO: 1924237
FROM: Chief Administrative Officer MEETING: Workshop
SUBJECT: Whonnock Lake Centre Operating Model
EXECUTIVE SUMMARY:
At the February 13, 2018 Council meeting, Council requested that staff bring forward a report on the
Whonnock Lake Centre (WLC) operating model, with specific information on wedding rentals, current
capacity and how the facility compares to similar-sized facilities in other municipalities. Staff has
gathered the requested information and identified an opportunity to increase rental revenue at WLC
by reducing off-season wedding rates, thereby increasing usage.
RECOMMENDATION:
That staff be directed to update the Fees and Charges Bylaw to reduce off-season wedding rates for
Whonnock Lake Centre.
DISCUSSION:
a) Background Context:
The Whonnock Lake Centre is a multi-use space that serves an important role in the local
area as a site for recreation programs, social engagement and celebrating community events
and weddings. The primary uses of the WLC include weddings, community rentals, meetings,
and Parks, Recreation & Culture (PRC) programming, with weddings comprising the largest
share of hourly usage in 2017 (Attachment 1, Chart 1). While analyzing the booking and
facility usage data, staff identified capacity for off-season weddings in addition to
opportunities to market WLC for corporate events use such as meetings and/or workshops.
When management of the WLC transferred from the Whonnock Community Association to
the City in 2013, an agreement was made to maintain facility access for local residents and
volunteers. In addition, staff maintained the thriving wedding rental use at similar levels as
part of the operating model to offset operating costs. At present, the current operational
model allows for shared access by residents, non-residents, community associations, and
partners. The facility also has dedicated lease space for child care and shares its location
with the Ridge Canoe and Kayak Club. This has ensured that the Centre remains a
community hub for the Whonnock neighbourhood.
WLC is a popular venue for weddings, and bookings are accepted up to two years in advance.
Maple Ridge citizens receive priority access to ensure the facility is available for local
residents. In 2017, 53% (1,077 hours) of booked hours were for wedding use with the
REPORT: Whonnock Lake Centre Operating Model Page 2 of 3
Date: May 1, 2018
majority of bookings made by non-residents (Attachment 1, Charts 1 & 2) Over the past four
full years (2014-2017) of operating the WLC, the City has realized an average annual
operating surplus of $30,000, with wedding rentals a significant contributor to this surplus.
For example, in 2017, wedding rentals generated 81% of annual revenue (Attachment 1,
Chart 3).
WLC operating expenses include building maintenance, caretaker fees, PRC program costs
and staff wages. The day to day operations of the Centre are provided by a caretaker under
contract with the City. The responsibilities and duties of the caretaker include general
cleaning of the facility, opening and securing the WLC and parking lot as per by-laws and
regulations, and the day to day maintenance of the facility, including litter control. The
caretaker acts as the liaison for wedding rentals by providing advance tours and on-site
assistance during events, and ensuring the building is clean before the next booking.
The Centre’s rental fees are reviewed regularly in conjunction with the City’s Fees & Charges
Bylaw. The most recent update to the bylaw was in 2016. In 2017, staff conducted a market
comparison to gauge where Maple Ridge rental rates are compared to the
region. Comparable facilities to the WLC include the South Bonson Community Centre in Pitt
Meadows and the Shadbolt Centre in Burnaby.
Staff’s review of comparable facilities indicates that the fees charged to local residents for
private rentals is consistent with the region, whereas the rate charged for commercial use
and to non-residents is 6% above average (Attachment 1, Table 1). Rates charged to local
youth, senior and adult non-profit organizations are below the average, and reflect Council’s
support for reduced rates for non-profit organizations in the Parks, Recreation & Culture Fees
and Charges Policy.
b) Desired Outcome:
The desired outcome is to ensure Whonnock Lake Centre’s operating model serves the
needs of the community.
c) Strategic Alignment:
The 2010 Parks, Recreation & Culture Master Plan recognizes the importance of community
halls, and highlights their significance for neighbourhood level programming and the
provision of rental space for day care providers and other users. They are an important part
of ensuring that programming remains accessible and close to communities.
d) Citizen/Customer Implications:
The Whonnock Lake Centre is well used by residents in the area and draws visitors from
outside the community as a popular wedding destination. The City strives to balance the
needs of both groups to ensure fair access for all users. In addition to this, the Ridge Canoe
and Kayak Club operates in very close proximity to the Centre, and shares its site during
weddings and other events.
e) Business Plan/Financial Implications:
The Whonnock Lake Centre functions under a cost effective operating model for the City, and
has demonstrated an average annual surplus of $30,000 over the last 4 years.
REPORT: Whonnock Lake Centre Operating Model Page 3 of 3
Date: May 1, 2018
CONCLUSIONS:
The Whonnock Lake Centre serves as a gathering place for a number of community groups, sport
clubs and programs, and its surrounding natural beauty makes it a popular location for weddings.
This report provides Council with information on the current operation of Whonnock Lake Centre and
how it compares to similar facilities in other municipalities. This analysis has identified some
capacity to increase rentals during off-season months.
“Original signed by Russ Brummer”
Prepared by: Russ Brummer, Recreation Manager
“Original signed by Danielle Pope”
Reviewed by: Danielle Pope, Director Recreation & Community Services
“Original signed by Kelly Swift”
Approved by: Kelly Swift, MBA, BGS
General Manager Parks, Recreation & Culture
“Original signed by Frank Quinn for”
Concurrence: Paul Gill, CPA, CGA
Chief Administrative Officer
Attachments:
(1) Whonnock Lake Centre Charts & Table
Attachment 1: Whonnock Lake Centre Charts & Table
Attachment 1: Whonnock Lake Centre Charts and Table Page 1 of 2
Chart 1
Pie chart based on the number of hours booked.
Type of Use # of Hours # of Bookings
Weddings 1077 Hours 62
PRC Programming 262 Hours 135
Meetings 314 Hours 16
Community Rentals 368 Hours 14
Chart 2
53%
13%
16%
18%
Whonnock Lake Hourly Usage
2017
Weddings
PRC Programming
Meetings
Community Rentals
44%
56%
2017 Weddings Bookings
Residents
Non-Residents
Attachment 1: Whonnock Lake Centre Charts & Table
Attachment 1: Whonnock Lake Centre Charts and Table Page 2 of 2
Chart 3
Chart 4
Table 1
Fees & Charges Review 2017
Shadbolt,
Burnaby
South Bonson,
Pitt Meadows
Average
Rate
Whonnock Centre,
Maple Ridge
Variance
Private $208.75 $207.95 $208.35 $207.95 $(0.40)
Youth/Senior
non-profit $135.69 $83.18 $109.44 $83.18 $(26.26)
Adult Non-profit $135.69 $124.77 $130.23 $124.77 $(5.46)
Commercial $208.75 $232.68 $220.72 $232.68 $11.97
Non-Resident $208.75 $232.68 $220.72 $232.68 $11.97
4% 6%
9%
81%
2017 Revenue $147,362
Lease Day-Care
PRC Programs
Rentals
Wedding Rentals
2%
18%
22% 58%
2017 Expenses $115,090
Staff Wages
Program Costs
Caretaker
Building Maintenance